Park & Rec Board Minutes - 3/10/2014
Request for Quote
Copiers
RFP Circulation Date:
Deadline for Emailed Questions:
Questions Answered By:
Proposal Submission Deadline:
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TABLE OF CONTENTS
This Request for Proposal includes the following Sections:
Section 1. Executive Summary
Section 2. Services/Requirements
Section 3. Managed Print Service-Printers
Section 4. Proposal Requirements
Section 5. Selection/Evaluation Criteria
Section 6. Special Terms
Section 7. Attachments
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Section 1 Reason for Quote
The City of Muskego invites proposals from prospective respondents that will provide full-
service copy/scanner/print/fax equipment.
These copiers will be located within the City of Muskego at various City facilities. The City
of Muskego will require a single vendor to deliver and support the replacement of 3 copiers
The City is appreciative of your time and effort in preparing this quote.
Each bidder’s response to this quote request shall offer one machine model per volume level,
and detail a full-service scenario whereby the vendor provides, places, maintains and services
the equipment including toner and parts.
A list of existing copy machines, along with approximate monthly usage can be
found in the table below. These machines have color, multiple paper trays, stapler,
collates and reads and prints two-sided.
Make Model Average Monthly Print/Copy Volume
5,000
3.500
10,000
Note: These figures should not be construed as a guarantee of future volume. The
City is open to recommendations that will best suit the volume of copies and the City’s
needs.
Section- 2 MFP’s-Requirements
The City intends to reduce its current footprint of copiers, moving and consolidating
copier volume to the required multifunction copier/scanner/printer/fax machines.
The City requires one (1) multifunction copier/scanner/printer/fax machines to be located
at its City Hall building for the Finance Department to use.
The City Requires one (1) multifunction copier/scanner/printer to be located at its
Department of Public Works Building (DPW).
The City requires 1 multifunction copier/scanner/printer/fax machines to be located at its
Police Department building. These machines will be used by various personnel
including Administration, Crime Investigation, and Records Management.
Must have encryption.
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Minimum Equipment Specifications
o Copy, Print, Fax, scan to network file folders in PDF format.
o Black/White units- 35-45ppm+- Color units 30-35 ppm+ (min)
o Extra-large capacity paper tray
o Normal drawer hold a ream of copy paper-minimum
o Bypass Tray
o Document Feeder
o Duplexing
o Enlargement and Reeducation, image shift capabilities
o Collating and stapling, Off Set Stacking
o Standard Print Management Capabilities
o Built in Fax (2 machines only)
o Same Manufacturer- so they operate similar
o Security- PIN number for walk up user if needed
o Encryption
Must perform OCR (Optical Character Recognition)- to make documents searchable within our
city’s network. The city understands not all documents can be converted, however the option
should be there.
The solution should have the option to provide a naming convention, determined by the city,
based on type of document.
SERVICE Requirements:
4 hour response time
Click charge needs to include- service, repairs, parts, labor, toner/ink, drum, and
developer.
New equipment training within 2 days of install
Unlimited onsite training
Rate Increases: No allowance will be made for any rate increase (equipment, supplies, parts,
labor) during term of contract.
Machine Removal, Delivery, Set-up and Acceptance –
All pricing must be inclusive of machine delivery charges to City locations. Normal
installation is to include initial operating supplies (except paper and staples). A pre-delivery
walkthrough of each site and equipment location will be coordinated with the City to
ensure access and power requirements are acceptable. An operator’s manual is to be delivered
with each machine.
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Copies - Billing for copies shall be on a Quarterly basis, with all copiers under one contract.
Example: Citywide quarterly usage allowance 30,000 copies. Copies made during service
are not included in the usage charges. The vendor is responsible for all copies
made during service.
Management and Reporting Requirements
The City requires the following management and reporting processes from the
selected vendor for ALL printers are part of a resulting contract.
Electronic monitoring of all output devices.
Maintaining service records to report individual device performance.
Access to electronic monthly usage reports per device.
Monthly electronically generated status reports communicating equipment issues
to the Information Technology & Data Manager.
Ability to measure and manage output at a job, user, department, or building level.
Ability to allocate cost by job, user, department or building level.
Ability to manage user access and workflows.
Managed fleet optimization.
Additional features available that have been proven to reduce paper and print waste.
(i.e.: scan to print/walk up printing, etc.)
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Section 3 – Quote Requirements
The City has limited funding allotted for the completion of this project. Vendors are encouraged to
be creative for the most cost effective solution.
All costs incurred in the preparation and presentation on this proposal is the vendor’s responsibility.
All Quotes should contain the following:
Experience in public sector within Wisconsin.
Three recent public sector references, with contact information that City can contact for
information about Respondent’s performance within the past 12 months.
A written plan that clearly identifies the equipment and services proposed and a detailed
description of how the Respondent proposes to implement the plan, this should include
training for employees. This should include a timeline, and any explanation of what work, if
any, City employees will need to be responsible for.
1.
Requested Responses:
Proposal Due Date: June 30, 2014
Issuing Department: City of Muskego
Information Technology Dept.
W182 S8200 Racine Ave
Muskego, WI 53150
Contact: Barbara Loudon
Director of Information Technology
(262) 679-5589
bloudon@cityofmsukego.org
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Section 4: Special Terms & Conditions
Equipment offered must be new, unused, current models.
Vendors may be asked to provide demonstrations of proposed machines prior to
selection.
The machines shall be delivered, installed and made ready for use by the selected
vendor.
The vendor shall coordinate and provide delivery at no additional fee.
The vendor shall provide end-user training to city staff at no additional fee.
Multifunction machines will perform to manufacturer’s specifications for a minimum
of 98% of the time during normal city office hours averaged over a three month time
frame. Any machine that fails to meet this standard shall be replaced with an equal or
better model at no cost to the City. If Vendor fails to correct the non-performance, the
City reserves the right to terminate the contract by giving a ten (10) day notice to the
Vendor after which no further obligation is due from the City.
Vendor will provide routine maintenance and repair services for no additional fee.
Service will be furnished to the City between 8:00 a.m. and 4:30 p.m., Monday through
Friday. Only fully trained and qualified technicians shall perform the maintenance on
the copiers. Please note once vendor is selected, vendor will
need to provide list of technicians for background checks.
The maintenance price will be fixed for the contract term with no price increase.
Proposed prices will include all federal, state, and local taxes as applicable.
All proposals must contain descriptive literature on the proposed multifunction device(s). At
least one technical sheet must be provided for each machine model, accessory or option.
Manufacturer specifications must specify certified monthly volumes for each machine. Other
descriptive literature or reports, including award certificates from an independent testing agency,
will be accepted in addition to required literature.
A. Contract Period.
The Contract Period shall begin August 1, 2014 and continue for 4 (4) years. The Contract
may be extended for up to three (3) additional one-year contract periods, beginning in 2018. The
additional one-year contract extension periods shall be exercised at the sole discretion of the
City.
B. Independent Contractor’s Status.
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Vendor shall at all times during the term of the contract perform the services described as an
independent contractor, and hereby waives any claims for any compensation or benefits afforded
to City’s employees.
I. RESPONDENT QUALIFICATIONS
The City will only consider proposals from Respondents that:
1. Can demonstrate a proven track records of successfully and reliably providing similar
services to public and private entities.
2. Are not involved in any adverse claims against the City and are not delinquent in their
financial obligations to the City.
3. Can demonstrate substantial compliance with this Request.
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EVALUATION CRITERIA
A review team will evaluate the proposals. The relative importance of each factor is a
management
Judgment.
Meets technical specifications
Total cost is within city budget
Relevant qualifications/experiences for similar sized municipalizes/clients and
qualifications of assigned staff.
Feedback from references
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