request for proposalcdn.dbqschools.org/wp-content/uploads/2014/11/rfp-2016... · 2016-09-29 ·...

PRINT CENTER EQUIPMENT AND WORKFLOW SOLUTION REQUEST FOR PROPOSAL (RFP) 1

REQUEST FOR PROPOSAL RFP#20160925 PRINT CENTER EQUIPMENT AND WORKFLOW SOLUTION SEPTEMBER 29, 2016

1.0 SCOPE OF WORK & OTHER REQUIREMENTS FOR RFP#20160925 PRINT CENTER

EQUIPMENT AND WORKFLOW SOLUTION

1.1 Intent. The Dubuque Community School District is seeking sealed bids from qualified

Bidders to provide upgraded equipment in the district Print Center, a job

submission/tracking system, and guidance on best practices in overall print

management.

1.2 Background. The Dubuque Community School District (hereafter referred to as “DCSD”

or “District”) is a public school system located in Dubuque, Iowa. The district operates

13 elementary schools, three middle schools, two high schools and alternative programs

at the Alta Vista Campus. The DCSD has a current enrollment of over 10,500 students.

1.3 Project Goals. The DCSD currently utilizes four Xerox 4112 machines as primary

production devices in the district’s Print Center, which produces approximately 18

million to 20 million black-and-white impressions each year, in addition to color

production, large-format printing, and a variety of binding and finishing services. The

current black-and-white machines will end their service agreement and will become the

property of the district on January 13, 2017. All bidders shall be prepared to replace

current equipment with new equipment to be operational no later than January 13,

2017. The workflow software shall be operational with a phase-in plan beginning on

April 1, 2017.

1.4 Scope of Products and/or Services.

Scope of Service:

The Bidder shall provide all labor, materials, tools, equipment and resources

necessary for the installation, startup and testing of the system described in these

specifications.

The Bidder must demonstrate to DCSD that the system is complete and complies

with all operational requirements set forth in the plans, specifications and Bidder’s

information.


The Bidder shall provide all miscellaneous items and accessories required to make

the system operational whether or not such items are specifically mentioned in the

plans and specifications.

Omissions in the proposal of any provision herein described shall not be construed

as to relieve the Bidder of any responsibility or obligation to deliver complete and

operational systems.

Discrepancies shall be brought to the attention of DCSD prior to the award of bid.

The Bidder agrees to provide one point of contact to speak for the Bidder.

The qualified Bidder shall be responsible for designing, proposing, and implementing

all systems in these specifications.

The Bidder is responsible for any and all travel expenses.

1.5 Specifications and Quantities.

1.5.1 BASE ITEMS/REQUIREMENTS: Bidder must provide prices for the following products. All

equipment must have a new machine serial number and designation. All equipment

must be new – remanufactured or refurbished machines will not be considered.

Equipment must not have any copies produced on it before installation (excluding basic

install testing).

Four (4) new black-and-white production units rated at a minimum of 135 pages

per minute

o All four (4) of the machines shall have high-capacity paper feeders

o All four (4) of the machines shall have the ability to side staple and corner

staple

o All four (4) of the machines shall have the ability to print on carbonless

multipart forms

o All four (4) of the machines shall have the ability to print onto transparencies

o All four (4) of the machines shall have inserters allowing for preprinted

cardstock or regular stock covers to be automatically inserted

o All four (4) of the machines shall have booklet finishers allowing for saddle

stitching of 8.5x11, 11x14, and 11x17 paper

o All four (4) of the machines shall have Z-fold and letter-fold capability

o All four (4) of the machines shall have three-hole punch capability

o Two (2) of the machines shall have 19-hole GBC punch capability


An electronic job submission and workflow management solution including the

following:

o A job submission portal for staff via any internet-connected computer

through a user-friendly end-user interface.

o A digital catalog, allowing staff to select pre-uploaded materials for printing.

o Ability to define by user who has access to digital catalog items (i.e., by grade

level, by content area, etc.)

o Ability to preview a print job before submission, with indication of trim marks

and finishing preferred.

o Ability to have job submissions automatically estimate job completion time

based on quantity and finishing options selected.

o Ability for print center staff to modify the earliest available due date.

o Cost estimate of jobs, viewable by both end-user and Print Center staff.

o Ability to determine and implement various pricing structures by job type.

o Ability to have electronic job submissions forwarded to the appropriate

supervisor for electronic approval before processing.

o Full administrator access for print center staff to track job status.

o The ability for Print Center staff to sort job submissions by project due date,

school, user, type of job, color, quantity, etc.

o LDAP integration to allow direct login for district staff.

o Ability to run reports by building and staff member work orders, by

production time to complete orders, by order cost, etc.

o Ability to build a document by combining multiple files of the same or various

file formats (i.e. Word, .pdf, excel, Publisher)

o Ability for users to have actual-size originals converted to multiple-up

documents.

o Ability for pre-determined job properties to be selectable by both end-users

and Print Center staff.

o Email notifications to end users on job status milestones, such as order

received, production started, job en route.

Print Center service, training and support for a period of five years including the

following:

o Service by a trained technician with a documented average service time of no

longer than four hours.

o Documentation of average machine up-time.


o Documentation that the most commonly used replacement parts are stocked

by assigned service technician and/or an inventory of user-replaceable parts

is stocked at the District Print Center.

o All necessary system setup and initial training to all print center staff.

o Training sessions for end-user staff.

o All necessary toner and other necessary consumables shall be included

EXCEPT paper and staples.

o Provider must be able to provide onsite support if needed using certified,

experienced and qualified personnel.

o Provider shall respond to a request for service or maintenance within one (1)

hour of being notified.

o Maintenance and repair service must be performed within four (4) hours of

request for service.

o A “loaner” device must be placed in the building for any equipment that can’t

be repaired and restored to normal operating service within two (2) business

days.

Development of best practice print policies.

o Include cost for necessary consulting to develop district-wide printer policies

and practices to increase print efficiency and drive printing to the most cost-

effective devices.

o Experience with utilization and deployment of Papercut MF to maximize

organization-wide print efficiency preferred.

1.5.2 ALTERNATE/OPTIONAL ITEMS:

ALTERNATE: Four (4) new black-and-white production units with all machine details

referenced above, rated at 110 pages per minute.

OPTIONAL: One (1) light production color machine capable of printing double-sided

cardstock (a minimum of 80 lb. cover must be supported, with 100 lb. cover

capability preferred) up to 11x17 paper.

OPTIONAL: One (1) stand-alone booklet finisher capable of either connecting to a

printer or being used independently, allowing for saddle stitching, folding and

regular-stock or cover-stock insertion. (If presenting this option, please also present

the deduction from not including inline booklet finishing on two (2) primary

machines, if not a standard option).


OPTIONAL: One (1) stand-alone booklet finisher capable of either connecting to a

printer or being used independently, allowing for square-fold binding and regular-

stock or cover-stock insertion. (If presenting this option, please also present the

deduction from not including inline booklet finishing on two (2) primary machines, if

not a standard option).

OPTIONAL: An inline finishing option to staple only selected sheets within a collated

project. Please include price per machine.

OPTIONAL: A suite of software tools that allows for advanced pre-press document

cleanup and correction such as de-speckling, de-skewing, erasing, etc.

1.6 Bidder Requirements.

a) The price submitted by the Bidder shall include all handling, freight and

transportation fees associated with any orders.

b) Bidder must submit all applicable warranties with the quote.

c) Pricing must remain secure for a period of no less than 120 days.

d) Do not include extraneous materials with the proposal. Only materials requested

by this RFP are to be included in the proposal package.

e) All the part numbers or descriptions and quantities in the quote must remain the

same.

f) DCSD reserves the right to increase or decrease the quantities within the 120-

day period of the quote without any increase in price per unit.

g) DCSD reserves the right to order any, all or none of the items from this RFP to

suit the needs of DCSD.

h) Bidder must ensure all hardware is delivered and operational before January 13,

2017. Any potential backorders must be disclosed and mutually agreed upon

between DCSD and the Bidder.

i) It is the responsibility of the Bidder to ensure that all addendums are included in

the proposal submission. Failure to include addendums could result in your

proposal being declared unresponsive.

j) All RFPs must be signed, with the firm named as indicated. A RFP by a

corporation must be signed by a duly authorized officer, employee or agent, with

his or her title. Obligations assumed by such signature must be fulfilled.


1.7 Pricing. Please provide pricing based on the following options:

Equal payments over 60 months for equipment and service.

OR

One-time up-front payment on equipment with ongoing service fees.

In either of the above options, payment for print policy development will be made at

the conclusion of that work.

1.8 Responses.

Responses should be received by DCSD before 12:00 PM CST on FRIDAY, OCTOBER 14,

2016. Direct your responses in a sealed envelope to:

Dubuque Community School District

c/o: Joan Steffen

2300 Chaney Rd.

Dubuque, IA 52001

The outside of the envelope must be clearly marked with “RFP#20160925 – PRINT

CENTER EQUIPMENT AND WORKFLOW SOLUTION.”

Bidders are cautioned to write all descriptions and prices clearly so there is no doubt as

to the intent and scope of the proposal. In the event of price discrepancy, unit price will

prevail. All itemized costs must be included in the grand total.

All proposals must be signed by an authorized agent of the company making the

proposal.

Based on scoring of initial bids, the top two scoring finalists will be asked to present

an overview of the job submission and workflow system to a group of district

representatives from various work groups during the week of October 17-21.

1.9 Schedule of Payment. All payment requests to DCSD need to be approved by the DCSD

Board of Education, which usually occurs thirty (30) days after the invoice(s) from the

Bidder is received. Depending on when the invoice(s) is received, or the scheduling of

the regular board meeting, it could take up to sixty (60) days for payment to be issued

once approved by the DCSD Board of Education.

2.0 Right to Accept and Reject Proposals. The DCSD reserves the right to waive any

irregularities, reject any or all proposals, and modify or negotiate any and all proposals

received in conjunction with this Request for Proposal.


This Request for Proposal in no manner obligates the DCSD to an eventual contract for

any items described, implied, or which may be proposed, until confirmed by written

agreement (and approved by the Board of Education, if necessary) and may be

terminated by the DCSD without penalty or obligation at any time prior to the signing of

a contract by all parties.

Minimum Mandatory Qualifications of Bidder. The following are requirements for all

proposing Bidders:

Bidders who fail to adequately prove that they meet these requirements upon

submission of their proposal will not be considered and their proposal will be

disqualified.

Bidders must have Print Center equipment and workflow experience with

business of comparable size (experience within a K-12 environment preferred).

Proposals that have submitted the required information to the specified location

by the specified date and time shall be determined to be responsive.

The Bidder shall include an anticipated schedule of work necessary to complete

the project.

The successful Bidder is required to conduct user training on DCSD premises,

tailored specifically to DCSD’s particular requirements.

The successful Bidder will also provide a training program on DCSD’s premises

and training materials for designated DCSD personnel who will train future

employees.

The Bidder shall provide a detailed description of the training the Bidder will

provide.

The Bidder shall provide detailed documentation as part of the project

implementation scope to the satisfaction of DCSD staff.

The Bidder shall supply a certificate of insurance evidencing such required

insurance coverage prior to commencement of the contract. Refer to Insurance

Requirements Page (Attachment “A”).

If necessary, the successful Bidder will undergo background checks for any and

all employees who require physical access to any of DCSD’s locations. These

background checks will be at the expense of the bidder. Refer to Non-

Discriminatory Employment Page (Attachment “B”).

At any time during the project implementation, if the DCSD finds that the

winning Bidder does not implement the solution in a satisfactory means, the


DCSD can terminate the contract. DCSD will pay for all services rendered up to

the point the contract is terminated.

The DCSD may ask for extra time for tasks that are not included in the project

scope. Please provide costs for Time and Material rates or in Blocks of Hours.

The Bidder may provide any potential credits for external training opportunities.

2.1 Response Format

Include a cover letter introducing your company, summarizing your

qualifications, and detailing any exceptions to this RFP (please note that

significant exceptions may make your proposal non-responsive). This letter

should also provide principal contact information for this RFP, including address,

telephone number, fax number, e-mail, and website (if applicable).

Use of Subcontractors/Partners

o There may be areas for use of subcontractors or partners in this project.

If you are utilizing this approach, your proposal must list the

subcontractors/partners, their area(s) of expertise, and include all other

applicable information herein requested for each subcontractor/partner.

Please keep in mind that the DCSD will contract solely with the Bidder,

therefore subcontractors/partners remain the Bidder’s sole

responsibility.

2.2 Company and Personnel Qualifications

List years in business and previous names of your firm, if any.

Provide a description of your firm including size, location, number and nature of

the professional staff to be assigned to the DCSD, staff experience and training,

including a brief resume for each key person listed.

Provide information from at least three accounts of similar size and scope.

Include, at a minimum, the following information:

o Company name

o Contact name

o Phone number

o Fax number

o E-mail address

o Brief description of project scope and value

Bidder should identify the address of their closest service center and the number

of service personnel trained on the proposed system.


The DCSD reserves the right to contact the references provided in your proposal

as well as other references without prior notification to you.

List the names of the subcontractors/partners you expect to use, the services to

be provided by the subcontractors and the amount of time that each is expected

to spend on the project. Also, include the names and resumes of the key

subcontractor personnel who will be working on the project.

List any current litigation, outstanding judgments and liens your company is

presently involved with.

Provide copies of all pertinent certifications required to perform the services

listed.

2.3 Proposal Evaluation

The DCSD anticipates choosing the firm which, in DCSD’s opinion, is the best

qualified, and which will, best serve DCSD’s long-term goals, not necessarily the

lowest price. The DCSD reserves the right to select or reject any of the proposals,

and/or ignore irregularities in the proposals received, at its sole discretion.

Any proposal may be withdrawn prior to the time scheduled for the opening of

evaluation period.

The whole or any part of the contract being completed with a subcontractor or

partner must be fully denoted. Subcontractor staff will be required to comply

with the same requirements as the selected Bidder.

The DCSD reserves the right to negotiate for and purchase separately, portions

of the Bidder’s proposal.

Bidders are expected to demonstrate via the thoughtfulness and clarity of their

proposal a thorough understanding of the RFP and DCSD’s needs.

The Bidder must exhibit a thorough knowledge of the tasks required to

implement their proposed system and achieve DCSD’s stated project goals.

Potential problem areas must be recognized and identified, and the project plan

should include details as to how to deal with these potential problem areas.


A scoring matrix will be used to determine which proposal best achieves the

overall goals of the district, using the following criteria:

Specifications of base equipment in the Request for

Proposals

3 points

Specifications of alternate/optional equipment in the

request for Proposals

2 points

Functionality and user-friendliness of workflow software

solution

10 points

Overall cost of the project 10 points

Documented average service time and machine up-time 10 points

Experience of vendor in maximizing print efficiency in

similar-sized organizations

5 points

TOTAL POSSIBLE POINTS 40 points


Attachment “A” – Insurance Requirements Page

BIDDER'S LIABILITY INSURANCE

Insurance must be written through insurance companies having an A.M. Best’s Key Rating of A- or better, approved to do business in Iowa and acceptable to DCSD.

The Bidder’s insurance requirements referred to in the first sentence shall not be less than the following:

1. All insurance policies required hereunder shall be written with an insurer authorized to do business in the State of Iowa. Insures shall have an A.M. Best rating no less than “A-”, (Excellent).

2. All insurance policies required hereunder shall be endorsed to provide DCSD written notification of at least thirty (30) days prior to cancellation or non-renewal, ten (10) days notification for nonpayment of premium.

3. Bidder shall furnish Certificates of Insurance to DCSD indicating the insurance requirements set forth in this agreement have been met. Such certificates shall include copies of any policy forms and endorsements that are equivalent to those specifically required. Bidder shall be responsible to ensure all its subcontractors and sub-subcontractors performing work or services meet the insurance requirements for their respective trade.

4. Each Certificate of Insurance shall be submitted to DCSD Business Office.

5. At its discretion and on a case by case basis, DCSD reserves the right to increase or decrease limits, and add or waive insurance coverage and requirements.

6. Failure to provide evidence of minimum limits and coverage or procure required insurance shall not be deemed a waiver of these requirements by DCSD. Failure to obtain or maintain the insurance requirements shall be considered a material breach of this agreement.

7. DCSD will have in place Builders Risk insurance on new building projects that exceed $10,000 in value, including coverage for materials temporarily stored off site and in transit. Builders Risk insurance will include the interest of the Bidder and its subcontractors, except for any deductible, not to exceed $10,000. Bidder and its subcontractor shall be responsible for insuring its own equipment and property.

Business Auto $1,000,000 Combined Single Limit

or

$500,000 Bodily Injury Each Person

$500,000 Bodily Injury Each Accident

$500,000 Property Damage


Business auto liability shall be written on ISO form CA 00 01 or equivalent form.

1. Policy shall include Symbol 1 (Any Auto).

2. Include ISO endorsement CA 04 44 or equivalent endorsement, Waiver of Transfer of

Rights of Recovery Against Others to Us, naming DCSD.

3. Include ISO endorsement CA 99 48, Pollution Liability – Broadened Coverage for

Covered Autos, or equivalent endorsement if the Bidder has vehicles that transport fuel

onto DCSD property.

Commercial General Liability $1,000,000 Each Occurrence

$2,000,000 General Aggregate

$2,000,000 Products & Completed

Operations Aggregate

$1,000,000 Personal & Advertising Injury

$100,000 Fire Legal Liability

$5,000 Medical Payments (Each Person)

Commercial General Liability policy shall be written on an occurrence form using ISO

occurrence form CG 00 01 or equivalent form.

Policy shall include the following endorsements:

1. ISO endorsement CG 20 10 or equivalent endorsement naming DCSD, its board

members, employees and agents as an additional insured.

2. Endorsement indicating additional insured status for DCSD, its board members,

employees and agents is primary and non-contributory.

3. ISO endorsement CG 24 04 or equivalent endorsement, Waiver of Transfer of Rights

of Recovery Against Others to Us, naming DCSD.

4. Governmental Immunities Endorsement (see the included).


Workers Compensation and Employers Liability

Workers Compensation – Statutory – State of Iowa

$500,000Bodily Injury Accident – Each Accident

$500,000Bodily Injury Disease – Policy Limit

$500,000Bodily Injury Disease – Each Employee

Workers Compensation shall include the following endorsements: WC 0003 13, Waiver

of Our Right to Recover from Others, in favor of the DCSD.

Sole Proprietors, Partners and Members must be included for coverage. Executive

Officers may not be excluded from coverage.

Umbrella or Excess Liability $2,000,000 Each Occurrence

$2,000,000 Aggregate

Umbrella or Excess liability policy shall provide excess coverage and be at least as broad

in coverage as the following required policies and endorsements:

Commercial General Liability, Business Auto and Employer’s Liability.

Workers Compensation:

1) Bidder and Subcontractor shall endorse the policy with form WC 0003 13 or equivalent endorsement, “Waiver of Our Right to Recover from Others”, in favor of Architect and Owner.

2) Sole Proprietors, Partners and Members must be included for coverage, and Executive Officers and other Owners may not be excluded from coverage.

Umbrella:

1) Umbrella may be excess, but shall provide coverage at least as broad as contained in the required Business Auto Liability, Commercial General Liability and Employers Liability policies.


Upon request of DCSD, the Bidder and Subcontractor will provide copies of required policies and endorsements.

Certificate of insurance must show all required policies with limits not less than the minimum limits indicated. Bidder and Subcontractor shall submit a certificate of insurance indicating the Owner as Certificate Holder. Copies of all required endorsements (or equivalents) must be attached to the certificate of insurance.

Certificate shall include the following wording under the “Description of Operations / Locations / Special Provision”: “Certificate Holder is included as an additional insured under the Commercial General Liability on a primary and non-contributory basis using form CG 2010 (11/85) or equivalent. Workers Compensation and Commercial General Liability policies include a waiver of subrogation in favor of the Certificate Holder.


DUBUQUE COMMUNITY SCHOOL DISTRICT

GOVERNMENTAL IMMUNITIES ENDORSEMENT

1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of DCSD as an Additional Insured does not waive any of the defenses of governmental immunity available to DCSD under Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time.

2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy.

3. Assertion of Governmental Immunity. DCSD shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier.

4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to DCSD under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by DCSD.

No Other Change in Policy. The above preservation of governmental immunities shall not

otherwise change or alter the coverage available under the policy.


Attachment “B” Non-Discriminatory Employment Page

EQUAL OPPORTUNITY

The Bidder and all Subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or age. The Bidder shall take affirmative action to insure that applicants are employed, and that employees are treated equally during employment without regard to their race, religion, color, sex, national origin, or age. Actions include, but are not limited to, the following:

Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Bidder agrees to post notices setting forth the policies of non-discrimination in conspicuous places, available to employees and applicants for employment.

The Bidder and all Subcontractors shall, in all solicitations or advertisements for employees placed by them or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, or age.

DCSD School Board Policy #1001:

Discrimination and Harassment Not Tolerated: Any form of discrimination or harassment can be devastating to an individual, social relationships and sense of self-worth. Therefore, DCSD will not tolerate discrimination or harassment on the basis of a person’s protected status, such as age, color, creed, disability, gender, marital status, national origin, physical attributes, race, religion, sexual orientation, or socioeconomic status.

Sex Offender Registry:

All references to the “Sex Offender Registry” or “Registry” shall mean the registry described in Iowa Code Chapter 692A (2007) or similar registry in the state where an employee of a Bidder or Subcontractor resides.

Bidder agrees and warrants to DCSD (District) that Bidder will not employ, utilize or otherwise permit any employee of Bidder or a Subcontractor or agent who is currently listed on a Registry to perform any work on property owned by or leased to the District.

Bidder agrees to perform a diligent and thorough search of the Registry of the state of residence of an employee to determine if the employee, Subcontractor or agent is listed on the Registry. Bidder agrees that the search of the Registry will be conducted prior to commencing work on any project of the District.

The Bidder shall incorporate in each subcontract language substantially similar to the above language and will prohibit any employee of a Subcontractor to perform work on District property if the employee is listed on a Registry.

The Bidder agrees for itself and for each Subcontractor to hold harmless and indemnify DCSD (its director and employees) for the actions of any employee hired by a Bidder or Subcontractor to work on District property who is listed on a Registry and who causes harm to any person on School District property.

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