Plumas County Office of Education Plumas Unified School District

50 Church Street, Quincy, California 95971

PH: (530) 283-6500 FAX: (530) 283-6530

Website: www.pcoe.k12.ca.us

Terry R. Oestreich, Superintendent of Schools and Director of Human Resources

Kristy M. Warren

Assistant Superintendent

Curriculum and Instruction

Lisa M. Cavin Deputy Superintendent

Business Services

Kevin C. Bean

Director

Student Services/SELPA

Governing Board of Trustees Leslie Edlund, President • Traci Holt, Board Clerk • Joleen Cline • David Keller • Dwight Pierson

Explore. Learn. Thrive. Our mission is to collectively inspire every child in every classroom every day.

We ensure an exemplary education with diverse opportunities and we accept no limits on the learning potential of any child.

PLUMAS UNIFIED SCHOOL DISTRICT

NOTICE

REQUEST FOR PROPOSAL

Rental of Copiers

Notice is hereby given that sealed proposals will be received at the Plumas Unified School District (PUSD)

office, on or before December 30, 2019 at 2:00 PM local time, at which time they will be publicly opened and

read for furnishing and delivering:

Copiers

Proposals shall be delivered and addressed to the Plumas Unified School District, 50 Church Street, Quincy,

California, 95971, and shall be labeled “Proposal for Rental of Copiers”. Any Bidder who wishes his proposal to

be considered is responsible for making certain that his proposal is received in the PUSD office by the proper

time. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered

unless specified. It is the responsibility of the Bidder to see that any proposal submitted shall have sufficient time

to be received by the PUSD office before the Proposal Submittal Deadline. Proposals received after the scheduled

Proposal Submittal Deadline will be returned unopened.

The receiving time in the PUSD office will be the governing time for acceptability of proposals. Proposals must

bear original signatures and figures.

To view the RFP Package, please go to www.pcoe.k12.ca.us, or see Cherie Whipple at the District Office located

at 50 Church Street, Quincy, CA 95971.

___________________________

Signature

Business Director

Published: Feather River Bulletin, Indian Valley Record, Chester Progressive, Portola Reporter

DETAILED SPECIFICATIONS

LIST OF REQUIRED MATERIALS:

The District is soliciting proposals for the rental of copiers. Bidders must be able to supply copiers in the speeds

(pages per minute) listed. Copy volumes listed are estimates of annual usage. Actual annual usage may vary from

listed estimates.

The actual number of copiers leased by the District after bid award may vary from the numbers listed in this

solicitation.

Alternatively, the District may opt to purchase the copiers instead of leasing or renting. Refurbished/gently used

equipment will be considered. Vendors may submit bids using the National Cooperative Government purchasing

contracts for pricing (please contact Cherie Whipple for current vendors).

All copiers must be digital with document feeders, networkable with finishers and staplers, contain reduction and

enlargement, double side capabilities as well as scanners. Additional specifications are noted below under

“Copiers Solicited”.

All Service/Maintenance agreements must include parts, labor, tax, shipping and handling charges and toner.

Paper and staples are excluded. Successful bidder must arrange for return of replaced equipment.

Bidders must state the Service Center or Servicing Dealer responsible for the Service/Maintenance Agreement on

the proposed equipment.

Service Center must state service commitment level: service call response time, availability of parts, service

hours, etc.

All leases of up to 60 months will be considered. Lease payment amounts quoted in proposals must be valid until

February 2025, and will be considered for illustration purposes only after that date.

The District desires to change out to the new equipment in January 2020.

Copiers solicited are:

Chester Elementary 1 machine, 80 pages per minute, 65,000 pages per month Chester High School 1 machine, 80 pages per minute, 75,000 pages per month C. Roy Carmichael Elem. 1 machine, 80 pages per minute, 75,000 pages per month Greenville Elementary 1 machine, 60 pages per minute, 50,000 pages per month Greenville High School 1 machine, 80 pages per minute, 60,000 pages per month Pioneer Elementary 1 machine, 40 pages per minute, 50,000 pages per month Portola High School, Jr. Hi 1 machine, 30 pages per minute, 20,000 pages per month Portola Sr. High School 1 machine, 80 pages per minute, 70,000 pages per month

Quincy Elementary 1 machine, 60 pages per minute, 65,000 pages per month Quincy Jr. Sr. High 1 machine, 80 pages per minute, 70,000 pages per month Quincy Pre School 1 machine, 20 pages per minute, 15,000 pages per month

Taylorsville Outdoor Ed Center 1 machine, 40 pages per minute, 45,000 pages per month Quincy Warehouse Facility 1 machine, 40 pages per minute, 40,000 pages per month

PUSD District Office 2 machines, 60 pages per minute, 55,000 pages per month*

One machine requires hole-punch and scanner capabilities

One machine requires fax and scanner

PUSD DO Reception 1 machine, 40 pages per minute, 40,000 pages per month

GENERAL SPECIFICATIONS

1. This request for bid is issued for the purpose of contracting rental copiers, all inclusive (service, repair, parts –

including drum and supplies), which includes the copying machines, all consumable supplies (excluding paper

and staples), emergency repair service during normal working hours, periodic maintenance, and operator training

services – at the time of machine installation – as well as follow-up training as required, located at various sites

throughout the District on an as-needed basis.

2. All quantities stated throughout this bid for copiers, supplies, and services are estimates only for immediate

placement. Equipment being bid will be used as the basis for standardization for replacement requests as the need

arises. Should the Contractor become aware of any particular site where a copier is being regularly overused or

underused, they may recommend the replacement of the machine with a copier of a higher or lower volume, as

appropriate. The final decision as to the volume of the machine appropriate for any site shall be solely that of the

District.

3. Delivery and installation of the copiers is to be included in the proposed costs, either as part of the lease (or

purchase) cost, or as part of the maintenance agreement. No additional charges will be allowed for delivery,

installation, moving or removal of equipment during the basic or any option year of the contract. The Contractor

will be responsible for providing and funding any equipment and personnel necessary for rigging for any copier

installation under this agreement. Contractor will be responsible for buyout and/or removal and return of current

existing equipment.

4. An operator’s manual shall be furnished with each copier supplied.

5. Maintenance agreement billing will be done monthly in arrears for monthly fee and actual overage of copies

produced by each rental copier. The purchase order number must appear on the invoice for each copier.

6. Maintenance and repairs shall be performed by the vendor during regular working hours, which are 8:00 am –

4:30 pm, Monday through Friday.

7. Requests for service and supplies shall be made by the office personnel where the copier is located.

8. Vendor shall be responsible to remove machines with unsatisfactory service history, and replace them with new

machines, as directed by the Plumas Unified School District at no additional cost.

9. Rates shall remain firm for the lease period once equipment is placed with the District.

10. Maximum response time shall not exceed four (4) working hours. All additional costs related to after-hours

calls must be listed on the bid form.

GENERAL SPECIFICATIONS – continued

11. At the end of the contract the contractor will provide all resources required to ensure a smooth transition from

the incumbent contractor. The District requires the maintenance of customer support with minimal interruption to

operations during this period. All performance requirements of the contract will remain in effect until all the

incumbent copier equipment has been removed.

INSTRUCTIONS TO BIDDER

PROPOSAL OPENING AND PROPOSAL RESULTS. Proposals are opened publicly at the PUSD office.

Proposal results will be faxed to interested parties upon request.

PROPOSAL SUBMITTAL DEADLINE. The Proposal Submittal Deadline is December 30, 2019 at 2:00 PM.

Proposal must be submitted in sealed envelopes and should be properly identified. Proposals must arrive at the

Plumas Unified School District Office, 50 Church Street, Quincy, California, 95971, on or before December

30, 2019 at 2:00 PM, local time. Telephone, telegraphic, facsimile, emailed, and late proposals will not be

accepted or considered. It is the Bidders responsibility to see that their proposals have sufficient time to be

received by the PUSD office before the Proposal Submittal Deadline.

PROPOSAL WITHDRAWAL. Bidders authorized representatives may withdraw proposals only by written

request received by the Business Director before the Proposal Submittal Deadline. After that time, Bidders may

not withdraw their proposals for a period of ninety (90) days from the Proposal Submittal Deadline. At no time

may the successful Bidder(s) withdraw his proposal.

INFORMED BIDDERS. Before submitting proposals, Bidders must fully inform themselves of the conditions,

requirements and specifications of the work or materials to be furnished. Failure to do so will be at Bidders own

risk and they cannot secure relief on the plea of error.

LATE PROPOSALS. Proposals not received before the Proposal Submittal Deadline are late. Late proposals will

be returned to Bidders unopened.

PRICES, NOTATIONS, AND MISTAKES. All prices and notations must be in ink or typewritten. Mistakes may

be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who

signs proposal. Prices shall be stated in units and quotations made separately on each item. In case of conflict,

unit prices will govern. Where there is a conflict between words and figures, words will govern.

For a list of current machines for comparison, please contact Cherie Whipple at 530-283-6500 ext. 5214.

ACCEPTANCE PERIOD. Unless otherwise specified herein, proposals are firm for a period of ninety (90) days.

INSTRUCTIONS TO BIDDER – continued

REQUEST FOR CLARIFICATION. The District may request meeting with the Bidder's representative to request

answers and clarifications or it may request that the Bidder answer specific questions in writing, or to make a

presentation to the District or to its Governing Board prior to any Agreement award.

CONTACT WITH BOARD MEMBERS. No business entity, including any agent of such entity, shall directly or

indirectly contact any board member immediately before or during the bidding process of any project on which

the business entity intends to or has submitted a bid. Any vendor violating this policy shall be deemed

disqualified from bidding. Should such contact come to light after the bid is awarded and the entity was deemed

the successful bidder, the Board reserves the right to cancel any contract awarded.

QUESTIONS AND COMMENTS. Questions and comments regarding this solicitation must be submitted in

writing, either by mail to the Business Director at Plumas Unified School District, 50 Church Street, Quincy, CA,

95971; by facsimile at (530) 283-6530; or by email at lcavin@pcoe.k12.ca.us. General questions may be directed

to the Business Office by calling (530) 283-6500 ext. 5214.

AWARD OF PROPOSAL

AWARD OF PROPOSAL. Award will be made to the Bidder offering the most advantageous proposal after

consideration of all Evaluation Criteria set forth below. The criteria are not listed in any order of preferences. An

Evaluation Committee will be established by the District. The Committee will evaluate all proposals received in

accordance with the Evaluation Criteria. The Committee reserves the right to contact and evaluate the Bidder's

and subcontractor's references; contact any Bidder to clarify any response; contact any current users of a Bidder’s

services; solicit information from any available source concerning any aspect of a proposal; and seek and review

any other information deemed pertinent to the evaluation process. The District reserves the right to establish

weight factors that will be applied to the criteria depending upon order of importance. Weight factors and

evaluation scores will not be released until after award of proposal. The District shall not be obligated to accept

the lowest priced proposal, but will make an award in the best interests of the District after all factors have been

evaluated. The Governing Board reserves the right to enter into multiple contracts to meet the needs of the

District.

AWARD EVALUATION CRITERIA. Proposals shall be evaluated on the criteria set forth below.

Price: Purchase Price / Lease Price

Service/Maintenance Agreement / Overage Rate

Equipment: Quality of Equipment

Features

Service/Maintenance

Agreement:

Service Center

Service Commitment Level

Qualifications & Experience: Previous experience with school districts

Previous experience with similar projects

References

TERMS AND CONDITIONS

BIDDER AGREEMENT TO TERMS AND CONDITIONS. Submission of a signed proposal will be interpreted

to mean Bidder has agreed to all the terms and conditions set forth in the pages of this solicitation.

COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, local and other laws

relative thereto.

REJECTION OF PROPOSALS. The Board reserves the right to reject any proposals, all proposals, or any part of

a proposal. The Board reserves the right to waive any irregularities and informalities in the bidding process. The

District reserves the right to reject the proposal of any Bidder who previously failed to perform adequately for the

District or any other governmental agency.

HOLD HARMLESS. The Vendor shall defend, hold harmless and indemnify the District, its officers, agents, and

employees from any and all claims for injuries and/or damages to persons or property demands, damages, loss,

costs, expenses (including attorney fees), fines or penalties in connection with this agreement, to the extent

arising out of, or as a consequence thereof, or related to, any negligent act, error, or omission to act on the part of

the Vendor, its officers, agents and/or employees.

WARRANTY, SUCCESSFUL BIDDER. Successful Bidder shall fully warrant all materials and equipment furnished under the

terms of this contract, against poor and inferior quality, for a period of not less than one (1) year from date of the final

acceptance by the Board. Time is of the essence of this contract. While under warranty, successful Bidder shall repair or

replace inoperable materials or equipment in a timely manner to minimize the disruption of District operations.