request for proposal on copier relacementrequest for proposal page 1 of 24 request for proposal on...

Request for Proposal of 24

REQUEST FOR PROPOSAL

ON

COPIER RELACEMENT

Louisiana State Employees’ Retirement System

P.O. Box 44213

Baton Rouge, LA 70804-4213

8401 United Plaza Boulevard

Baton Rouge, LA 70809

Coordinator:

Steve Phipps

Voice: (225) 922-0682

Fax: (225) 922-9685

[email protected]

May 24th, 2018


Table of Contents

PART I ADMINISTRATIVE AND GENERAL INFORMATION

Introduction 3

Definitions 3

Guidelines 4

Errors and Omissions in Proposal 9

Taxes 9

Proposal Validity 9

Written or Oral Discussions/Presentations 9

Code of Ethics 10

Record Retention 10

Confidentiality 10

Withdrawal of Proposal 10

Proposal Rejection 11

Contract Negotiations 11

Partial Contract Award 11

Terms and Conditions 11

PART II SCOPE OF WORK/SERVICES

Scope of Work/Services 16

Period of Agreement 21

Price Schedule 21

Deliverables 22

Location 22

Proposal Elements 22

Financial Proposal 22

Technical Proposal 22

PART III EVALUATION

Financial Proposal 24

Technical Proposal 24


PART I. ADMINISTRATIVE AND GENERAL INFORMATION

INTRODUCTION

Louisiana State Employees’ Retirement System (LASERS) is a Louisiana state

agency that administers public pension benefits to member state employees.

LASERS is nearing the end of its three year lease on its copiers and would like to

evaluate vendors and explore the latest innovations.

Purpose

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals

from certified multifunction copier companies in Louisiana.

Goal and Objectives

LASERS desires to refresh our current multifunction copiers to the latest proven

technology.

In order to preserve fairness and maintain efficiency throughout the process, we

ask that you adhere to the guidelines outlined in the “Guidelines” section of this

document.

DEFINITIONS

A. Agency – Any department, commission, council, board, office, bureau,

committee, institution, government, corporation, or other establishment of

the executive branch of this state authorized to participate in any contract

resulting from this solicitation

B. LASERS – Louisiana State Employees’ Retirement System

C. May – The term “may” denotes an advisory or permissible action

D. Must – The term “must” denotes mandatory requirements

E. Shall – The term “shall” denotes mandatory requirements.

F. Should – the term “should” denotes desirable

G. State – The State of Louisiana

GUIDELINES


Schedule Overview

Below is LASERS schedule with respect to this solicitation. LASERS reserves the

right to modify this schedule at any time. Vendors will be notified of any

significant changes.

1. RFP Issuance May 24th, 2018

2. Notice of Intent Due (12:00 P.M. CST) June 8th, 2018

3. Questions Due June 15th, 2018

4. Questions Answered June 22nd, 2018

5. Proposal Due (12:00 P.M. CST) June 27th, 2018

6. Oral Discussions/demos (optional) To be scheduled if necessary

7. Announcement of selected proposal July 24th, 2018

8. Contract Initiation July 27th, 2018

9. Contract execution August 30th, 2018

All deadlines listed are for 12:00 P.M. Central Time.

Notice of Intent

Interested vendors should e-mail a brief Notice of Intent to respond to this RFP on

or before June 8th, 2018 to:

Steve Phipps

Louisiana State Employees’ Retirement System

[email protected]

Questions

Questions are due no later than June 15th , 2018 at 12:00 PM Central Time.

LASERS is not responsible for inquiries not received.

LASERS is not responsible for failure to confirm communications.


All technical or functional inquiries must be sent electronically via e-mail to:

Steve Phipps

[email protected]

No other contact with LASERS Board members or staff will be allowed during

this RFP. Any contact with these individuals shall be grounds for

disqualification.

Inquiry Responses

Inquiries will be answered as received, no later than June 22nd, 2018 and responses

will be provided to all bidders.

Proposal Submission Requirements

The vendor shall submit an electronic copy of the proposal via email to:

Steve Phipps

[email protected]

Proposals must be received on or before June 27th, 2018 at 12:00 PM Central

Time. Failure to meet the deadline may result in rejection of the proposal.

To maintain consistency and 10equality in the process, all vendors are required to

use the structured outline below for their responses.

A. Title Page: Should state the date, subject, vendor name, address, phone

number, contact name, title, and contact phone number.

B. Cover Letter: Should exhibit The Proposer’s understanding and approach to

the project. It should contain a summary of Proposer’s ability to perform the

services described in the RFP and confirm that Proposer is willing to perform

those services and enter into a contract with LASERS.

By signing the letter and/or the proposal, the Proposer certifies compliance

with the signature authority required in accordance with L.R.S.39:1594 (Act

121). The person signing the proposal must be:


A current corporate officer, partnership member, or other individual

specifically authorized to submit a proposal as reflected in the

appropriate records on file with the secretary of state; or

An individual authorized to bind the company as reflected by a

corporate resolution, certificate or affidavit; or

Other documents indicating authority which are acceptable to the

public entity.

The cover letter should also

Identify the submitting Proposer;

Identify the name, title, address, telephone number, fax number, and

email address of each person authorized by the Proposer to

contractually obligate the Proposer;

Identify the name, address, telephone number, fax number, and email

address of the contact person for technical and contractual clarifications

throughout the evaluation period.

C. Table of Contents: Organized in the order cited in the format contained herein.

D. Executive Summary: (optional).

E. Proposer Qualifications and Experience: History and background of Proposer,

financial strength and stability, related services provided to government

entities, existing customer satisfaction, demonstrated volume of merchants, list

of at least 3 references..

F. Proposed Solution/Technical Response: Illustrating and describing proposed

technical solution and compliance with the RFP requirements.

G. Project Schedule: Detailed schedule of implementation plan for LASERS

implementation. This schedule is to include pre-testing of printers at LASERS

if possible prior to installing, implementation actions, timelines, responsible

parties, etc.

H. Financial Proposal: Proposer’s fees and other costs, if any, shall be submitted.

Prices proposed shall be firm for the duration of the contract. This financial

proposal shall include any and all costs the Contractor wishes to have

considered in the contractual arrangement with LASERS.

Nonconformance with these submission requirements may result in rejection

of the proposal.


All proposals submitted become the property of LASERS and will not be returned.

Any information that a vendor includes in its proposal which they consider

proprietary or confidential must be so marked.

If the vendor needs to submit changes or addenda, such shall be submitted in

writing, signed in original ink by an authorized official of the vendor, and cross

referenced clearly to the relevant solicitation section(s) in a sealed envelope prior

to the solicitation response deadline. If the vendor chooses to withdraw its

response, the withdrawal notice shall be in writing and received prior to the

response opening.

All proposals shall be considered valid for acceptance for a period of 120 days or

until award, whichever is sooner.

Selection Process

LASERS will evaluate vendor proposals for completeness and compliance with the

administrative, technical, and other requirements presented in this solicitation.

Failure to meet all of these requirements, or substantial deviations from

specifications or other solicitation requirements, may result in rejection of the

entire bid without further consideration.

LASERS will review all proposals and vendor qualifications to determine a

ranking. In evaluating or ranking proposals, LASERS, without the need to state

any reason or justification and without liability of any kind to the vendors, may

reject any or all proposals in its sole judgment and discretion as deemed

appropriate.

The award shall be made to the vendor whose proposal is deemed most

advantageous to LASERS.

The factors to be utilized by LASERS in evaluating the proposals will include, but

are not limited to the following:

Experience of proposed vendor with providing multifunction copiers that

meet the needs determined in this proposal.

Experience of proposed vendor project manager and vendor staff

Quality of references provided

Clarity, completeness, and content of proposed work plan and deliverables

and ability to meet LASERS needs

Cost


LASERS will evaluate cost information for completeness and mathematical

accuracy.

LASERS may contact vendor references during the evaluation process.

LASERS will notify unsuccessful vendors in writing following the completion of

the contract award.

LASERS may select a vendor based on “initial offers” without written or oral

discussions.

RFP responses will not be considered unless an electronic copy is emailed.

Further:

LASERS will not provide reimbursement for any expenses incurred in

connection with this RFP, including the costs of preparing the response,

providing any additional information, and/or attending an interview.

All material submitted in response to this RFP will become the sole

property of LASERS. Any response shall be subject to the Louisiana Public

Records Law. Vendors may seek protection for patent or copyright material

submitted in accordance with the patent and copyright laws. If such

material is submitted as part of the RFP, please clearly identify as patent or

copyright material.

Responses to the requirements of this RFP are desirable with all questions

answered in as much detail as practical. The Proposer’s response is to

demonstrate an understanding of the requirements. Proposals prepared

simply and economically, providing a straightforward, concise description

of the Proposer’s ability to meet the requirements of the RFP are also

desired. Each Proposer is solely responsible for the accuracy and

completeness of its proposal.

LASERS expressly reserves the right to utilize any and all ideas submitted

in the proposals received unless covered by legal patent or proprietary

rights.


ERRORS AND OMISSIONS IN PROPOSAL

LASERS will not be liable for any error in the proposal. Proposer will not be

allowed to alter proposal documents after the deadline for proposal submission.

LASERS, at its option, has the right to request clarification or additional

information from the Proposer.

TAXES

Proposals shall not reflect charges for state and local taxes, from which LASERS is

exempt.

PROPOSAL VALIDITY

All proposals shall be considered valid for acceptance until such time an award is

made, unless the Proposer provides for a different time period within its proposal

response. However, the LASERS reserves the right to reject a proposal if the

Proposer’s acceptance period is unacceptable and the Proposer is unwilling to

extend the validity of its proposal.

WRITTEN OR ORAL DISCUSSIONS/PRESENTATIONS

Written or oral discussions may be conducted with Proposers who submit

proposals determined to be reasonably susceptible of being selected for award;

however, LASERS reserves the right to enter into an Agreement without further

discussion of the proposal submitted based on the initial offers received.

Any commitments or representations made during these discussions, if

conducted, may become formally recorded in the final contract.

Written or oral discussions/presentations for clarification may be conducted to

enhance LASERS understanding of any or all of the proposals submitted.

Proposals may be accepted without such discussions.


CODE OF ETHICS

Proposers are responsible for determining that there will be no conflict or violation

of the Ethics Code if their company is awarded a contract. Ethics issues are

interpreted by the Louisiana Board of Ethics. Detailed provisions are to be

included in the contract.

RECORD RETENTION

The Proposer awarded the contract shall maintain all records in relation to this

contract for a period of at least five (5) years upon final contract action.

CONFIDENTIALITY

Under no circumstance is the Proposer to release or discuss information to the

media concerning the projects without prior expressed written consent from

LASERS. This includes all financial, statistical, personal, technical, and other data

and information relating to the operations of LASERS. Detailed provisions are to

be included in the contract.

WITHDRAWAL OF PROPOSAL

A Proposer may withdraw a proposal that has been submitted at any time up to

the proposal closing date and time. To accomplish this, a written request signed

by the authorized representative of the Proposer must be submitted to LASERS.

PROPOSAL REJECTION

Issuance of this RFP in no way constitutes a commitment by LASERS to award a

contract. LASERS reserves the right to accept or reject any or all proposals

submitted or to cancel this RFP if it is in the best interest of LASERS to do so.

CONTRACT NEGOTIATIONS

If for any reason the Proposer whose proposal is most responsive to LASERS

needs, price and other evaluation factors set forth in the RFP considered, does not

agree to a contract, that proposal shall be rejected and LASERS may negotiate with

the next most responsive Proposer. Negotiation may include revision of non-

mandatory terms, conditions, and requirements.


LASERS CONTRACT TERMS AND CONDITIONS

All electronic and paper copies of working documents shall become the

property of LASERS at the time they are produced.

The contract will include the successful vendor's proposal. Any false or misleading

statements found in the proposal are grounds for disqualification or contract

termination.

LASERS has the right to purchase the hard drives or other data storage devices in the

leased equipment at an agreed-upon price from each copier prior to returning or

replacing any copier. In the alternative, LASERS reserves the right to perform a U. S.

Department of Defense certified erasure of all hard drives or other data storage

devices in the leased equipment before the leased equipment is returned to the

vendor.

LASERS requires that the following contract clauses be included in any contract

that LASERS will be agreeing to and signing:

Confidentiality:

Subject to the Louisiana Public Records Law (La. R.S. 44:1 et seq.) and to the extent

permitted therein, each party agrees to protect the other’s confidential information at

all times and in the same manner as each protects the confidentiality of its own

propriety and confidential materials, but in no event less than a reasonable standard

of care. Contractor and its personnel shall at all times comply with all security

regulations in effect at LASERS premises. Materials belonging to LASERS or the

project will be safeguarded by Contractor to at least the same extent as Contractor

safeguards proprietary information relating to its own business. Requests for data or

records shared by LASERS but maintained by Contractor shall be forwarded to

Contractor. Likewise, requests for data or records shared by Contractor but

maintained by LASERS shall be forwarded to LASERS.

Termination Prior to Term:

LASERS may terminate this Contract at any time with or without cause by giving

thirty (30) days prior written notice to the other party. During the 30 day notice

period, Contractor and LASERS shall continue to be bound by the terms of this

Contract, Contractor shall continue to provide LASERS with the services and/or


goods specified in this Contract, and Contractor shall be paid in full for all services it

performs not in dispute.

Payment of Taxes:

Contractor is, and shall act as, an independent contractor and shall be responsible for

all state and federal taxes imposed as a result of Contractor's performance hereunder.

Contractor's Tax Identification Number is __________________.

Liability:

Contractor and LASERS herein agree that each party shall hold harmless and

indemnify the other party for any acts or omissions of said party, its employees,

agents, or assigns, which result in the loss, damage, destruction of property, or

personal injury to the other party its employees, agents, or assigns, to the fullest extent

provided by law. Neither party shall be responsible to the other party for any such

loss, damage, destruction of property, or personal injury caused by Acts of Nature, or

any and all other causes beyond the direct control of the parties.

Warranty:

Contractor represents and warrants that all services and deliverables provided to

LASERS under this Contract shall be performed diligently and in good faith and will

materially conform to the applicable specifications of each work request/ticket. In the

event that any services or deliverables do not comply with the foregoing, Contractor

shall promptly correct any such defect at Contractor’s expense. Client’s exclusive

remedy for any services or deliverables that do not conform with the above warranty

is limited to Contractor’s promptly re-performing any deficient services and

correcting or replacing, at Contractor’s option, any such Deliverable not in

compliance with the above warranty, as the case may be.

Warranties for any software installed and used by the Contractor will be covered in

the documentation provided with the software by the vendor.

Equal Opportunity and Non-Discrimination:

Contractor agrees to abide by the requirements of the following as applicable: Title

VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act

of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as

amended, the Vietnam Era Veterans Readjustment Assistance Act of 1974, Title IX of


the Education Amendments Act of 1972, the Age Act of 1972 and Contractor agrees

to abide by the Americans with Disabilities Act of 1990.

Contractor agrees not to discriminate in its employment practices, and will render

services under this Contract without regard to race, color, religion, sex, national

origin, veteran status, political affiliation, disabilities, or because of an individual's

sexual orientation.

Ethics Compliance:

In the completion of work according to this agreement, the Contractor must comply

with the state of Louisiana Code of Governmental Ethics, La. Revised Statutes 42:1101

et seq, and the state of Louisiana’s laws governing Executive Branch Lobbying, La.

Revised Statutes 49:71 et seq. The Louisiana Code of Governmental Ethics and

Executive Branch Lobbying laws, including any updates thereto, can be found at

www.ethics.state.la.us.

Governing Law:

It is hereby stipulated that the contract shall be governed by and in accordance with

the laws of the State of Louisiana.

Audit:

Contractor's records maintained pursuant to this contract shall be subject to audit by

the Legislative Auditor of the State of Louisiana, LASERS internal auditor, or an

auditor engaged by LASERS or the Legislative Auditor to provide an audit of this

Contract.

Assignability:

Contractor shall not assign any interest in this contract and shall not transfer any

interest in same, without prior written consent of LASERS, provided however, that

claims for money due or to become due to the contractor from LASERS may be

assigned to a bank, trust company, or other financial institution without such prior

written consent. Notice of any such assignment or transfer shall be furnished

promptly to LASERS.

Default:

Contractor shall be deemed in default of this Contract if it fails to perform, either

actively or passively, any of its obligations under this Contract. LASERS shall

give Contractor written notice of default and thereafter Contractor shall have 15

days to cure such default, if Contractor fails to cure the default then LASERS may

http://www.ethics.state.la.us/


immediately cancel this Contract with no further obligation due and owing to

Contractor.

Forbearance by either party to exercise this remedy upon the event of a default

shall not be deemed or construed to be a waiver of such default, and shall not

restrict in any fashion the parties right to utilize this relief upon any other act of

default by either party.

Change Order:

LASERS reserves the right to issue a Change Order at any time with, or without,

notice at its sole discretion. Any change order issued under this Contract shall be

in writing and signed off by both parties to this Contract and may increase,

decrease, and/or modify the scope of the contract. Any Change Orders under this

Contract that LASERS and Contractor agree do not increase the firm-fixed price or

substantively add a Deliverable not currently required under this Contract shall

not require an amendment to this Contract. Should an increase in the maximum

amount as set forth in the pricing schedule of this Contract or if a Deliverable not

provided for in this Contract is added, then a Contract Amendment shall be

required and any such Amendment shall be executed and controlled by this

Contract.

Amendments:

LASERS may request changes within the general scope of the work as set forth in

Section 1 of this Contract, including but not limited to revisions of, or additions to,

or deletion of portions of the work which shall be accomplished through a duly

executed Amendment to this Contract.

If any Amendment under this Section causes an increase or decrease in the cost of

or time required for the performance of any part of the work under this Contract,

an equitable adjustment shall be made in the Contract price, and the Contract shall

be modified in writing accordingly. Contractor is not obligated to comply with

any requested change hereunder unless and until the parties reach Contract as to

the aforementioned equitable adjustment and same is reflected as an Amendment

to this Contract.

If Contractor performs any work that is not established under this Contract

without a duly executed Amendment, Contractor shall be solely liable for said

work and no payment shall be due and owing from LASERS, unless or until a duly

executed and approved Amendment is executed and ratified for said work.


Waiver:

Failure or delay on the part of Contractor or LASERS to exercise rights or powers

hereunder shall not operate as a waiver thereof.

Full Contract:

This Contract constitutes the final expression of the Contract of the parties and

supersedes all previous Contracts and understandings, whether written or oral.

This Contract may not be altered, amended, or modified except by written

instrument signed by the duly authorized representatives of both parties.

IN WITNESS WHEREOF, the parties by affixing their signatures to this Contract

represent that each signatory has the power and authority to execute this Contract

and obligate the parties hereto to the terms and conditions contained herein.


PART II. SCOPE OF WORK/SERVICES

SCOPE OF WORK/SERVICES

Copying and Printing Requirements

Louisiana State Employees' Retirement System (LASERS) is seeking to update all

of our copier and printing needs. LASERS would like to continue with our current

copier scenario which consist of 2 high end color copiers,4 low end color copiers

and 1 black and white copier. LASERS is also requiring a within four hour service

response time from the selected vendor on any equipment failures. LASERS

expects to select a vendor by July 24th, 2018, and then begin implementation using

this Vendor for the copier needs required by LASERS.

We are expecting to maintain this level or greater of the following Models and

specifications. We would like to replace these 2 high end color models.

Make Serial # Model B/W Color Total Yearly

usage

Canon JME14309 ImageRUNNER 5255 9,000 52,000 61,000

Canon JME14223 ImageRUNNER 5255 5,000 166,000 171,000

The anticipated usage requirement for all high end color printer/copiers is

estimated not to exceed 25,000 per month;

Specifications/Capabilities necessary for 2 Color Copier/Printers:

Hardware

Processor (at least Dual or Quad core or equivalent)

Memory (3 GB or greater)

Hard disk drive (500 GB or greater)

Controller operating system

Network connectivity (1 GB)

Fusing system

Print driver Capabilities

Fiery (or equivalent technology)

Power and phone/fax line surge protection.


Copy/Print/Scan/Fax Functions and Capabilities

Duplexing

Stapling (copies/prints)

Collate

Hole punch

Booklet making up to 11x17

Ability to fold sheets

Offset copies

Reduce/enlarge capabilities

Faxing capability from the copier and PC

Copy/print/scan multiple sizes

Print/scan resolution up to 600 DPI

First copy out speed

Ability to scan to an email inbox

Scan to Email works with Active Directory

Ability to print on heavy weight paper (card stock up to 80 lb. cover)

Ability to scan to a network or local drive

Priority Printing

Minimum Print Speed:

o Letter: up to 55/51 prints per minute

o Legal: up to 28/26 prints per minute

o Ledger: up to 28/26 prints per minute

Media Handling

Number of paper trays (at least 3 with one being large capacity)

Bottom finishing tray to adjust for large jobs up to 11x17

Ability to pull paper from next tray as one tray runs out

High capacity feeder

Sheets that document feeder holds

Bypass tray

Number of sheets per tray

Total paper supply w/without high capacity feeder

Utilities

Ability to control jobs

Stores email and fax numbers

Check paper levels, toner & etc. from desktop

Control outcome from PC


Ability to do cost codes and control them through software without

having to type in when printing

Software to monitor printers (centralized console for viewing all statistics

on all copiers in one interface)

Ability to email copier problems and low toner/staplers alerts to email

address

Ability to automatically email or send out meter reads to company

Provide user profile settings to reduce copier/printer/scanner data entry

Supplies

Toner (Black and Color)

Staples

Miscellaneous

Quality on large jobs

Same day service (4 hour response time)

Ability to handle large jobs (Microsoft Binder)

Recommended paper weights (Min/Max)

Required power supply information

Overall dimensions


specifications. We would like to replace these 4 lower end color models.

Make Serial # Model B/W Color Total Yearly

usage

Canon JMQ21239 ImageRUNNER 5250 27,000 44,000 72,000




The anticipated usage requirement for color on all lower end color

printer/copiers is estimated not to exceed 20,000 per month;

Specifications/Capabilities necessary for lower end color Copier/Printers:


Hardware

Memory (3GB or greater)

Hard disk drive (500 GB or greater)


Power and phone/fax line surge protection


Duplexing


Collate

Hole punch

Offset copies

Reduce/enlarge capabilities



Ability to scan to a network or local drive

Print speed

o Letter: up to 50/45 pages per minute

o Legal: up to 28/26 pages per minute

Media Handling


Bottom finishing tray to adjust for large jobs



Utilities






having to type in when printing.




address


Provide user profile settings to reduce copier/printer/scanner data entry


Supplies

Toner (Black and Color)

Staples

Miscellaneous





Overall dimensions


specifications. We would like to replace this black and white model.

Make Serial # Model Total Yearly B/W

Usage

Canon RKP01955 ImageRUNNER 4251 10,000

The anticipated usage requirement for all black and white printer/copiers is

estimated not to exceed 1200 per month;

Specifications/Capabilities necessary for Black and White Copier/Printers:

Hardware

Memory (2 gb or greater)


Power and phone/fax line surge protection.


Duplexing


Collate



Ability to scan to a network or local drive Print Speed:

o Letter: up to 51 pages per minute

o Legal: up to 25 pages per minute

Media Handling



Bottom finishing tray to adjust for large jobs



Utilities






having to type in when printing.




address


(Optional) Provide user profile settings to reduce copier/printer/scanner

data entry

Supplies

Toner (black)

Staples

Miscellaneous





Overall dimensions

PERIOD OF AGREEMENT

The term of any contract resulting from this solicitation shall begin on August 30th,

2018 for a period of 3 years and may be renewed on a month to month basis after

the end of the original three-year term.

PRICE SCHEDULE


Provide a Standard List of Costs in order for LASERS to compare possible rates for

any services not anticipated by LASERS or for services in excess of predicted

needs.

Each Category shall be priced using “step pricing” to explain the economies of

scale for volume print jobs.

The Proposer shall include set-up charges and applicable volume minimums, if

any.

Prices submitted shall be firm for the term of the contract.

DELIVERABLES

The deliverables listed in this section are the minimum desired from the successful

Proposer. Every Proposer should describe what deliverables will be provided per

their proposal and how the proposed deliverables will be provided.

o Provider will be expected to deliver and assemble copiers and ensure

functionality and provide power user training to all divisions in

LASERS.

LOCATION

The location of this implementation and training will be at 8401 United Plaza Blvd,

Baton Rouge, La. 70809

PROPOSAL ELEMENTS

Financial

Proposal elements shall include prices, as well as other financial criteria for

proposed goods/services associated with the RFP program implementation and

administration that your company wishes LASERS to consider.

Technical

Each Proposer should address how the firm will meet all the requirements of this

RFP, with particular attention to:


Plans and/or schedule for implementation.

Plans for training.

Provision for customer service, including personnel assigned, toll-free

number, and account inquiry, etc.

Resumes for account manager, designated customer service

representative(s) and any other key personnel to be assigned to this project,

including those of subcontractors, if any. Also provide the number of

employees and a brief description of their duties.

References for at least three state agencies, government agencies, or private

firms for whom similar or larger scope services are currently being

provided. Include a contact person and telephone number for each

reference.

Information demonstrating the Proposer's financial stability (financial

statements, annual reports, or similar data for the last three years).

Disclosure if and when the vendor has been involved in any litigation over

the past two (2) years. If so, provide a brief explanation and indicate current

status.

A description of the vendor’s disaster recovery plan.

A description of the insurance maintained by the vendor that may apply to

work done from this solicitation.

Information demonstrating the Proposer’s understanding of the nature and

scope of this project.

A statement of responsibilities expected from LASERS to ensure a

successful and timely project implementation.

Number of years your company has been in the multifunction copier

business.

Information on minimum of 4 hour service response time when equipment

fails.

Any other information deemed pertinent by the Proposer including terms and

conditions which the Proposer wishes the LASERS to consider.


PART III EVALUATION

The following criteria will be evaluated when reviewing the proposals. The

proposal will be evaluated in light of the material and the substantiating evidence

presented to LASERS, not on the basis of what may be inferred.

The ratings for the Financial and Technical Proposals will be combined to

determine the overall rating. The Proposer with the highest overall score will be

recommended for award.

Financial Proposal

The information provided in response to this section will be used in the Financial

Evaluation to calculate lowest evaluated cost. (Alternate, if applicable: …will be

used in the Financial Evaluation Model to calculate lowest evaluated cost.) The

following financial criteria will be evaluated:

Estimated volume/services

Fixed Cost per unit

Total cost

Prices proposed by the Proposers should be submitted on the Proposed

Financial/Cost Schedule furnished in Appendix A. Prices proposed shall be firm.

Note: The Proposer must include an itemized listing of all expenses or fees, if

applicable, that are expected to be paid by LASERS.

Technical Proposal

The following criteria are of importance and relevance to the evaluation of this

RFP and will be used by LASERS’ Evaluation Committee in the evaluation of the

technical proposal. Such factors may include but are not limited to:

Company Background and Experience

Customer Service and Support Requirements

Approach and Methodology

Training/Implementation Plan

Quality and Features of Technology (Based on vendor onsite evaluations

if necessary)

request for proposal on copier relacementrequest for proposal page 1 of 24 request for proposal on...

Documents