Santa Rosa County School Board

RFP 17-04 Multi-Function Copiers

SANTA ROSA COUNTY SCHOOL BOARD Tim Wyrosdick, Superintendent of Schools

Purchasing Department Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration

6544 Firehouse Road

Milton, FL 32570-3411

Phone (850) 983-5130 FAX (850) 983-5133 Suncom 689-5130

E-mail: cranej@santarosa.k12.fl.us

Website: http://sites.santarosa.k12.fl.us/purchasing/

The Santa Rosa County School Board solicits a submission as listed in this request for proposal. All terms and conditions below are a

part of this proposal request, and no proposals will be accepted unless all these terms and conditions have been met, unless superseded by

the proposal specification. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals not submitted in

accordance with this proposal request will be rejected.

GENERAL TERMS AND CONDITIONS

1. The purchasing department will be the point of contact for this proposal, unless otherwise noted in the proposal specifications. Under no

circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted

concerning this proposal until after award. Any such contact may result in proposal disqualification.

2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of guaranteed

delivery will be the determining factors in the awarding of this proposal.

3. Proposal price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments will be

refused *** No deposits or requests for pre-payment will be allowed.

4. Proposals may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest of the

district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting from this

proposal. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are created as a

requirement of this proposal.

5. Enough detail is given in the proposal to describe the item being proposal, although not written, full manufacturer's specifications are implied.

Manufacturer's specifications take precedent over information within this proposal if any discrepancy exists.

6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only in order

to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive. The bidder may offer

any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If proposals are based on equivalent

products, indicate on the proposal form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT

NOTE: If offering an alternate, complete manufacturer's literature, giving full description of the alternate being offered, must be submitted.

Failure to submit manufacturer's descriptive literature when offering an alternate can result in proposal rejection for failing to comply with

proposal instructions. Any proposal lacking written indication of intent to quote an alternate brand will be considered and received as a proposal

in complete compliance with the specifications as listed in the proposal. If upon receipt it is found not to meet specifications, payment will not be

made and the item will be returned at the contractor’s expense.

7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may be procured

through a general contractor or other existing contract. The board also reserves the right to separately bid out large purchases of similar goods

and services.

8. In the event more than one proposal is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price.

9. To be considered all proposals must be submitted on the enclosed proposal form, properly signed by an authorized representative on the company

placing the proposal, and delivery date stated.

10. In the event of an error in extending the total cost of an item, the total price submitted will prevail.

11. Sealed proposals must be submitted by hand delivery or mail only as noted in the proposal specifications. Proposals by telephone, fax or e-mail

will not be accepted. Only those submitting a proposal or a proposal marked "NO PROPOSAL" will be retained on the proposal mailing list.

12. The proposal opening shall be public and at the time noted in the proposal specifications.

13. Tie proposals will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on the

envelope. It is the bidder’s responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is if the tie

proposals are between an out of state company and a company headquartered in Florida, the Florida company will prevail.

14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended decision will

be furnished only to bidders who supply a self-addressed, stamped envelope with their proposal or by downloading from the purchasing

department internet web site at http://sites.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the proposal tabulations

and files during normal business hours (public record) after proposals have been awarded.

15. Rights are reserved to purchase additional quantities at proposal price.

16. Based on School Board Policy 7.70 X, Direct Purchasing, the School District may elect to purchase materials and equipment included in a

contractor’s proposal directly from the supplier.

17. Payment will not be made until an order is completed in full.

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18. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the Comptroller

General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are

directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions.

19. When contract is federally funded, retention of all required records is to be for three years after grantees or sub grantees make final payments and

all other pending matters are closed.

20. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by

law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. All contact in this

regard to be made exclusively with the purchasing department. In the event of litigation involving this contract, the venue shall be Santa Rosa

County Florida. Arbitration will not be an acceptable means to resolve disputes.

21. When using federal funds the remedies for noncompliance for School District may:

(1) Temporarily withhold cash payments pending correction of deficiency in delivery of services.

(2) Suspend or terminate the current awarded contract and withhold further awards to the suspended/terminated contractor as found in Title 34,

Section 80.43 code of Federal Regulation.

22. When using federal funds the remedies for noncompliance for contracts in excess of simplified threshold of $100,000 the School District may:

(1) Temporarily withhold cash payments pending correction of the deficiency by the grantee or sub grantee.

(2) Disallow all or part of the cost of activity or action not in compliance.

(3) Wholly or partly suspend or terminate the current award for the grantee or sub grantee’s program.

(4) Withhold further awards for the program or take other remedies that might be available. As found in Title 34, section 80.43, Enforcement

Section code of Federal Regulation.

23. (Service proposals only) Insurance required to be carried shall include:

A. Insurance

1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance.

2) The Certificate of Insurance shall state that the School Board, including its agents and employees, are additional insureds under the policy

or policies.

3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 5086 Canal St., Milton, FL, 32570 prior to the start

of any work under this contract.

4) The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation of any

insurance program required by this contract.

5) All insurance policies shall be issued by companies either of the following qualifications:

6) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of Florida or (2) an

eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “A-” or better and a Financial

Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide, Published by A.M. Best company.

7) With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer pursuant to Florida

Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes.

8) Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida Statute 440,

covering all Company employees employed in connection with this contract and Employers Liability Insurance with minimum limits of

$1,000,000 per occurrence.

9) Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the contract/agreement,

Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations Liability. This policy shall provide

coverage for death, bodily injury, personal injury, or property damage that could arise directly or indirectly form performance of the

contract. The coverage must be on an occurrence form basis with minimum limits of $1,000.000 per claim, $2,000,000 per occurrence,

combined single limit for bodily injury and property damage liability

10) Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business Automobile

Liability Insurance with minimum limits of $1,000,000 per claim, $2,000.000 per occurrence, combined single limit for bodily injury

liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The coverage shall be

on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned coverage shall be provided in

the amounts listed above.

B. Indemnification / Hold Harmless

1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend, indemnify and

hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities,

losses (including economic losses), and costs arising out of any actual or alleged;

2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting there from, or

any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the

company or subcontractor, any directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in

performance of the work; or

3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the performance of the work;

Liens, claims or actions made by the Company or any subcontractor or other party performing the work.

4) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation or benefits

payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts, other employee benefit acts

or any statutory bar.

5) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company.

Direct all insurance inquiries to Risk Management (850) 983-5007.

24. Person or persons submitting a proposal who contends that all or part of the proposal, (record), is exempt from inspection and copying, shall state

the basis of the exemption, (on the proposal document, in writing), that he or she contends is applicable to the record. This is to include the

statutory citation to an exemption created or afforded by statute.

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25. Other governmental agencies which qualify under State Board of Education 6A-1.012 and Board of Governors regulation 18.001 may purchase

from this bid if approved by the winning contractor.

26. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds.

27. The Jessica Lunsford Act: The Santa Rosa County School District reserves the right to refuse to accept services from any

personnel deemed by the Santa Rosa County School District to be unqualified, disorderly, or otherwise unable to perform assigned

work. This law, effective September 1, 2005, affects your business if you, your employees or your agents will have access to

school grounds when students are present, have direct contact with students or have access to or control of school funds. A copy of

House Bill 1877, which was approved by the Governor on May 2, 2005 (Chapter 2005-28, L.O.F., section 21) may be found by

accessing the following link on the internet: http://laws.flrules.org/files/Ch_2005-028.pdf. The requirements of this new law must

be met in order for the School Board to continue working with you. The implementation procedures for this new law, as well as

the amendment of July 2007, are posted on our website, at: http://srcsdhumanresources.weebly.com/jessica-lunsford.html

28. As per Florida Statute 119.071 (Public Records) sealed proposals, proposals or replies received by an agency in response to a

competitive solicitation shall be exempt from public inspection or copying until such time as the agency provides notice of an

intended decision or until 30 days after opening the proposals, or final replies, whichever is earlier. 29. (Service Contracts Only) Pursuant to Florida Statute 119, the contractor must follow all public records law.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUES, TO THE CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (850)983-5030,

carnleyc@santarosa.k12.fl.us, OR 5086 CANAL STREET, MILTON, FLORIDA 32570. A contractor who fails to provide the public records to the School Board within a reasonable time may also be subject to penalties under Florida

Statute 119.

30. The School District has reviewed Florida State purchasing agreements and state term contracts.

31. (Online Software Services Only) The District takes the confidentiality and security of our student information very seriously. The contractor must

adhere to the following:

1. To maintain confidentiality of all data.

2. To use the data provided for the specified purpose only.

3. To take all steps reasonably necessary to protect the confidential information and to prevent the confidential information from falling in

to the public domain or into the possession of unauthorized persons.

4. Upon termination or end of contract, all data is to be destroyed or returned to the District.

5. To encrypt the Data by SSL or other cryptographic method anytime it is transmitted electronically.

6. The contractor must sign the District’s Data Disbursement Confidentiality Disclosure Agreement which can be reviewed at this link:

https://sites.santarosa.k12.fl.us/pdc/docs/datadisb/631164ConfidentialityDisclosureAgreement.docx After the RFP contract is awarded,

the District staff will initiate this process.

Or the contractor may sign “The Pledge”, at https://studentprivacypledge.org/, in lieu of signing the “Data Disbursement Confidentiality

Disclosure Agreement” form. If you choose to sign “The Pledge” you must inform Eric Englert via email:

englerte@santarosa.k12.fl.us.

NOTE: Do not return this document with proposal submission.

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DRUG FREE WORKPLACE Section 287.087 Florida Statutes

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals

which are equal with respect to price, quality, and service, are received by the State or by any political subdivision

for the procurement of commodities or contractual services, a proposal received from a business that certifies that

it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie proposals will be followed if none of the tied contractors have a drug-free

workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,

possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that

will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a

drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and

the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under proposal a

copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the

commodities or contractual services that are under proposal, the employees will abide by the terms of the

statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any

violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation

occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation

program if such is available in the employee's community, by an employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this

section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Contractor's Signature

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SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(A),

FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER

OFFICIALS/AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to

(print name of public entity)

by

(print individual's name and title)

for

(print name of entity submitting sworn statement)

whose business address:

And (if applicable its Federal Employer Identification Number (FEIN) is:

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement):

2. I understand that a "public entity crime" as defined in Paragraph 287.33(1)(g), Florida Statutes, means a

violation of any state or federal law by a person with respect to and directly related to the transaction of

business with any public entity or with an agency or political subdivision or any other state or of the United

States. Including, but not limited to, any proposal contract for goods or services to be provided to any

public entity or an agency or political subdivision of any other state or of the United States and involving

antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes,

means a finding of guilt or a conviction or a public entity crime, with or without an adjudication of guilt, in

any federal or state trial court of record relating to charges brought by indictment or information after July

1, 1989, as a result of a jury verdict, nonjury trial, or entry or a plea of guilty or nolo contender.

4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime: or

b. An entity under the control of any natural person who is active in the management of the entity and

who has been convicted of a public entity crime. The term "affiliate" includes those officers,

directors, executives, partners, shareholders, employees, members, and agents who are active in the

management of an affiliate. The ownership by one person of shares constituting a controlling

interest in another person, or a pooling of equipment or income among persons when not for fair

market value under an arm's length agreement, shall be a prima facie case that one person controls

another person. A person who knowingly enters into a joint venture with a person who has been

convicted of a public entity crime in Florida during the preceding 36 months shall be considered an

affiliate.

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5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural

person or entity organized under the laws of any state or of the United States with the legal power to enter

into a binding contract and which proposals or applies to proposal on contracts for the provision of goods

or services let by a public entity, or which otherwise transacts or applies to transact business with a public

entity. The term "person includes those officers, directors, executives, partners, shareholders, employees,

members, and agents who are active in management of an entity.

6. Based on information and belief, the statement which I have marked below, is true in relation to the entity

submitting this sworn statement. (Indicate which statement applies.)

Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,

partners, shareholders, employees, members, or agents who are active in the management of the entity, nor

any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,

1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives,

partners, shareholders, employees, members or agents who are active in the management of the entity, or an

affiliate of the entity has been charged with and convicted of a public entity crime subsequent to

July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives,

partners, shareholders, employees, members, or agents who are active in the management of the entity, or

an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,

1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida,

Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it

was not in the public interest to place the entity submitting this sworn statement on the convicted vendor

list. (Attach a copy of the final order.)

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER

FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC

ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR THE

CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO

INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE

THRESHOLD AMOUNT PROVIDED IN SECITON 287.017, FLORIDA STATUTES FOR CATEGORY

TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(signature)

Sworn to and subscribed before me this day of , 20 .

Personally known: or Produced Identification:

Type of Identification: Notary Public - State of

Notary Signature: Notary Stamp:

Form PUR 7068 (Rev. 06/18/92)

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Santa Rosa County School Board

RFP 17-04 MULTI-FUNCTION COPIERS

*** PROPOSAL SPECIFICATIONS ***

The Santa Rosa County School Board, Milton Florida, solicits your company to submit a proposal on “RFP 17-04

Multi-Function Copiers” as listed in this proposal request. All terms and conditions below are a part of this

proposal request. No proposals will be accepted unless these terms and conditions have been met. Rights are

reserved to reject any and all proposals and to waive technicalities. Proposals which are not submitted in

accordance with this proposal request will be rejected.

Mandatory Pre-proposal Conference: Detailed information will be discussed at a mandatory

pre-proposal conference to be held May 26, 2017 at 9:00 AM, at the Santa Rosa County School Board

Administrative Support Complex, Professional Development Center Building #5, 6556 Firehouse Road, Milton,

FL 32570. Only those attending the conference will be allowed to submit a proposal. The first five (5) minutes of

the conference will be for distribution of documents and for contractors to sign in. Contractors must arrive on time

to be allowed to participate in the conference. Those arriving after the five (5) minute sign in period will not be

allowed to participate or submit a proposal. The conference will be recorded, with the resulting DVD becoming a

part of the documentation for this solicitation. Copies of the DVD will be made available to interested parties by

notifying the purchasing office.

Term of Contract - The contract resulting from this proposal shall be for a five (5) year period, if funded,

beginning on or about July 1, 2017 and ending June 30, 2022. Either party may cancel the contract, without reason,

with written notification. Cancellation must be in writing and received ninety (90) days prior to June 30th of each

contract year. Silence from both parties will be considered as acceptance for another contract year at the same

terms and conditions. This condition is not to preclude providing the lowest possible price based on current

economic conditions. If economic conditions warrant a change in the conditions or terms of the contract, either

party may exercise the cancellation privilege on the next anniversary date without prejudice. The resulting contract

from this proposal may be canceled by the Santa Rosa County School Board, at any time, for the contractor’s

failure to comply with proposal specifications. Funding for this proposal is subject to availability of appropriated

funds. Invoices are to be broken down and detailed as per items listed on proposal form and will be audited for the

length of this contract.

Evaluation of Proposals - A committee will review and rank proposals based on various factors, including but not

limited to company history, qualifications, location, performance references, responsiveness and price.

Presentations or site visit may be requested of the top ranked contractors. If necessary, the committee will enter

into negotiations with the company that receives the number one ranking.

Submission of Proposals – The original signed proposal and one (1) additional printed copy of the proposal must

be received by the Director of Purchasing and Contract Administrator's office of the Santa Rosa County School

Board, located at 6544 Firehouse Road, Milton Florida 32570 prior to 3:00 PM, June 5, 2017 and clearly marked

"RFP 17-04 Multi-Function Copiers ". Additionally, one (1) CD must be received with the contractor’s entire

proposal as a single file in PDF format on which text is searchable as well as on four (4) USB flash drives. The

entire proposal package must be sealed and labeled.

The sealed proposals will be publicly opened in the Director of Purchasing and Contract Administrator’s office at

8:00 AM, June 6, 2017, to be acknowledged and referred to the Purchasing Manager for tabulation and to the

Committee for evaluation. The notice of intended decision will be posted by 4:00 PM, June 15, 2017. The

contract award will be at the School Board meeting of June 22, 2017, or a later date if additional study is required.

Those submitting proposals and interested parties are invited and encouraged to attend both the opening and award.

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Only the names of the companies submitting a proposal will be announced verbally at the RFP opening per Florida

Statute 119.071.

Questions and Answers – Questions are to be submitted in writing via email to lambethc@santarosa.k12.fl.us no

later than May 30, 2017. Questions will be reviewed and those determined to be relevant to the RFP will be

answered and posted by May 31, 2017 to the District’s Purchasing website:

https://sites.santarosa.k12.fl.us/purchasing/bids/2017/RFP_17-04_Multifuntion_Copier/RFP_17-04.htm

SCOPE OF WORK

Prospective vendors are requested to submit proposals providing new digital, net workable, multi-function copiers

on a cost-per-copy basis. Copiers shall be provided for a three (3) year contract term with annual renewal

agreements during the contract term. Copiers of all sizes and functional abilities are to be submitted based on the

attached pricing worksheets (Attachment A) with a list of optional functions and cost. A list of current copiers will

be provided at the pre-proposal conference. The bidding vendor may use the current copier list as a guide only.

Assessment of each site’s current need is required before placement of copier.

A. General information

1. Existing copiers on contract with the District will remain until the end of their three (3) year

contract term. The existing contracts are resulting from Request for Proposal (RFP) 12-05.

2. Each copier contract agreement resulting from this solicitation shall be for a three (3) year term

with annual renewal agreements during the contract term.

3. Prices shall be submitted using Attachment A: Pricing Worksheets.

4. The pricing information shall include a breakdown consisting of: cost-per-copy, monthly

volume, standard features and additional optional features.

5. Additional standard features are to be at no extra cost.

6. Additional optional features shall be listed with a cost for each feature.

7. At the end of copier contract term, if the copier contains a hard drive the vendor shall destroy

the hard drive and provide a certificate of destruction to the District. The certificate of

destruction must signed and include the serial number, make and model of the copier that

housed the hard drive. The certificate of destruction shall be sent to the Purchasing

Department.

8. As new copiers are installed within the District, the vendor shall train School District Personnel

in the operations and use for the duration of the contract.

9. All copiers shall be warrantied and include a maintenance plan.

B. Web Page

1. Vendor shall, within thirty (30) days after date of award, develop and maintain a web page to

include approved contract information including: detailed price lists, ordering instructions,

descriptive information and product images.

C. Acceptable Equipment

1. All proposals for equipment shall be for new equipment only.

2. In all types and classes, rebuilt, reconditioned, used, shopworn, demonstrator or prototype

equipment is not acceptable and will be rejected.

3. Must be equipped with an internal network interface card with data security kit on copiers with

hard drives.

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4. Each vendor may submit one (1) copy machine in each class and one (1) alternate in each class,

(alternate shall be in the same copying capability range). Use the forms provided for their

submission.

5. Respondents may be required to, at no expense to the Customer, make available for

test/demonstration, equipment equal in all aspects to the solicitation, and/or equipment that

may be seen under local operating conditions.

6. Discontinued machines may be replaced with the new replacement model machine at the same

cost as per proposal of the discontinued machine after approval by the District Purchasing

Personnel. The attached copier pricing worksheets (Attachment A) shall be used for each

machine offered.

7. Vendors submitting a proposal may add any equipment, programs or services as a supplement

to their proposal.

8. All machines shall be rated as business/commercial grade machines, not consumer grade.

D. Delivery and Installation Requirements

1. Unit prices shall include delivery to the customer, F.O.B. destination, freight prepaid, delivery,

uncrating, assembly, installation, making ready for use, removal of debris and

instruction/training of District personnel.

2. No other fees or charges will be paid by the customer.

3. Contractor shall visit the District site to evaluate copier needs, measure area for proper fit, and

review that electrical outlets are sufficient.

4. Contractor shall notify the customer at least forty-eight (48) hours in advance of delivery so

that necessary arrangements can be made.

5. Contractor shall be responsible for any damages to building, equipment and individuals as a

result of delivery and installation.

6. The successful contractor must assign one local single point of contact as a representative to

deal with all issues concerning the resulting contract. This representative must be able to be

contacted by a toll free phone number, by e-mail and respond within twenty-four (24) hours.

7. This is not a lease, but a cost-per-copy contract. The property tax is the responsibility of the

vendor not the School District.

8. Vendor will network the copiers at no charge; however, it is the responsibility of the District to

install network drops, or fax lines if necessary. At least a twenty-four (24) hour notice shall be

given when a new copier with networking needs is to be installed.

9. The vendor will receive purchase orders or an internal funds document (request for purchase

form) referencing the proposal number and the description of the machines and break down of

scheduled payments from each site. The purchase order or internal funds document will be the

agreement; no additional agreements will be signed.

E. Invoicing and Payment

1. Payments shall be made in arrears, upon receipt of invoice per month.

2. Payments may be allowed thru a contractor’s online payment portal using a School District

P-Card (Visa or MasterCard).

3. Invoice shall include current purchase order number or internal funds document number (RP#),

cost-per-copy, and monthly charge.

4. Copier renewals for the second and third year shall be made by a new purchase order or

internal funds document.

5. Invoices for the second and third year shall show the corresponding purchase order number of

internal funds document number.

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F. Funding

In accordance with Florida Statute 1011.14, funding for future fiscal years is subject to availability of

appropriated funds. If a site no longer has the funds to continue the contract on a copier you may:

1. Move that machine to another site, but must inform the site that the machine you wish to place

is from another site and as the receiving site they may choose not to take the machine. The

receiving site may consider this a “new” three (3) year contract or keep it for the remaining

obligation of the original contract, (price based on balance of original contract term; therefore,

lowering the payments if three (3) year contract is chosen).

2. At the site’s request, trade the current copier for a smaller make and model that will meet their

needs both in production and cost. (This would be for a three (3) year contract).

G. End of Contract

1. The District sites shall send written notice to vendor thirty (30) days prior to their copier

contract end date to allow vendor preparation for pickup of the copiers.

2. All copiers shall be removed from the District sites within thirty (30) days after the end of the

contract date.

3. Copiers that are not removed after forty-five (45) days will be considered abandoned property

and will be transferred to the District warehouse for use elsewhere in the District or disposed of

through District Surplus procedures.

H. Termination of Contract

1. The Santa Rosa County School Board reserves the right to terminate the contract at any

time for cause. It is the desire of the Board to resolve all problem areas, however if the

contractor fails to meet the terms and conditions as listed in this proposal document and the

resulting proposal submitted, then the contract may be terminated.

I. References

1. Provide a minimum of three (3) references, from clients either past or current, from whom

Proposer’s company has provided similar service as listed in this RFP.

2. References shall include, at a minimum, client and/or School District’s name, address, contact

name, contact telephone number and project summary provided by proposer.

M. Conflict of Interest

1. Any contract entered into pursuant to this RFP will be subject to the provisions of Chapter

112, Part III, Florida Statues, (Code of Ethics for Public Officers and Employees).

2. Respondents must disclose with their proposal the name of any officer, director, or agent

who is also an employee of the District, the State of Florida, or any of its agencies.

3. Further, all respondents must disclose the name of any State employee who owns, directly

or indirectly, an interest of five (5) percent or more in the respondent’s firm or any of its

branches.

11

N. Order of Proposal

1. Proposals are to be submitted in order by the following sections with every page number.

a. Proposal form

b. Drug Free Workplace Form & Public Entity Crimes Form

c. Items included in the cost of the copier, i.e. labor, maintenance plan, parts, toner, staples,

IT support, etc.

d. Delivery and installation methods and timelines.

e. Location of distribution warehouse, repair facilities, availability of parts and additionally, a

loaner if equipment is down for more than forty-eight (48) hours.

f. Staffing structure: To include, but not limited to, owners, management, warehousing,

service department. Include a point of contact name and number for contract/project

manager, sales, service, repairs, technicians, certifications, information technology

personnel (software, hardware, and networking).

g. Response time for service and repair calls.

h. Process of cancellation/early termination of copier agreements.

i. Reliability of machine in relation to up-time guaranteed rate, loaner due to downtime,

etc.

j. Information regarding customer support service to include, but not limited to, process

and contact information for meter readings, billing, online payments.

k. Information regarding warranty and maintenance plan.

l. Briefly describe your company’s history. Provide years of experience in the specified

area in regards to manufacturers you represent. List any past and/or pending litigation

or disputes that your company has been involved in within the last five (5) years. List

shall include project name and nature of litigation.

m. Provide references as stated under section I.

12

Santa Rosa County School Board

RFP 17-04 Multi-Function Copiers

*** PROPOSAL FORM ***

Date:

Company:

Address:

City, State & Zip Code

Phone:

Toll Free Phone:

Internet Web Site (URL):

E-Mail:

Fax:

By: ________________________________ _____________________________

Signature Print Name

Title:

Payment Terms:

Accept Procurement Card (Visa) Payment: Yes_____ No______

Additional Discount for use of Procurement Card: ________

**THIS PROPOSAL FORM MUST BE THE FIRST PAGE OF YOUR PROPOSAL **

13

Attachment A: Pricing Worksheets

WORKSHEET #1

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 1 (Black and White) MAKE AND MODEL

Rated copies per minute

Copy per month range 0-1,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

14

WORKSHEET #1 ALTERNATE (Must be in same copying capability range as #1)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 1 (Black and White) MAKE AND MODEL

Rated copies per minute

Copy per month range 0-1,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

15

WORKSHEET #2

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 2 (Black and White) MAKE AND MODEL

Rated copies per minute

Copy per month range 1,000 – 3,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

16

WORKSHEET #2 ALTERNATE (Must be in same copying capability range as #2)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 2 (Black and White) MAKE AND MODEL

Rated copies per minute

Copy per month range 1,000 – 3,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

17

WORKSHEET #3 Santa Rosa County District School

Copier Cost-per-copy Contract

Class 3 MAKE AND MODEL

Rated copies per minute

Copy per month range 3,000 – 7,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

18

WORKSHEET #3 ALTERNATE (Must be in same copying capability range as #3) Santa Rosa County District School

Copier Cost-per-copy Contract

Class 3 MAKE AND MODEL

Rated copies per minute

Copy per month range 3,000 – 7,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

19

WORKSHEET #4

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 4 MAKE AND MODEL

Rated copies per minute

Copy per month range 7,000 – 12,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

20

WORKSHEET #4 ALTERNATE (Must be in same copying capability range as #4)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 4 MAKE AND MODEL

Rated copies per minute

Copy per month range 7,000 – 12,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

21

WORKSHEET #5

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 5 MAKE AND MODEL

Rated copies per minute

Copy per month range 12,000 – 18,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

22

WORKSHEET #5 ALTERNATE (Must be in same copying capability range as #5)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 5 MAKE AND MODEL

Rated copies per minute

Copy per month range 12,000 – 18,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

23

WORKSHEET #6 A

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 6 MAKE AND MODEL

Rated copies per minute

Copy per month range 18,000 to 70,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

24

WORKSHEET #6A ALTERNATE (Must be in same copying capability as #6A)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 6 MAKE AND MODEL

Rated copies per minute

Copy per month range 18,000 - 70,000

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

25

WORKSHEET #6 B

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 6 MAKE AND MODEL

Rated copies per minute

Copy per month range 70,000 +

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

26

WORKSHEET #6 B ALTERNATE (Must be in same copying capability range as #6)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 6 MAKE AND MODEL

Rated copies per minute

Copy per month range 70,000 +

USB Connection

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

27

WORKSHEET #7A

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 0 – 7,000

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

28

WORKSHEET #7A ALTERNATE (Must be in same copying capability range as #7A)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 0 – 7,000

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

29

WORKSHEET #7B

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 7,000 – 20,000

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

30

WORKSHEET #7B ALTERNATE (Must be in same copying capability range as #7B)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 7,000 – 20,000

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

31

WORKSHEET #7C

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 20,000 +

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price

32

WORKSHEET #7C ALTERNATE (Must be in same copying capability range as #7C)

Santa Rosa County District School

Copier Cost-per-copy Contract

Class 7 (Color) MAKE AND MODEL

Rated copies per minute

Copy per month range 20,000 +

Automatic Document Feed

Sorter

Collator

Enlargement

Reduction

Finisher

Duplex

Monthly Price

Cost-per-copy

Additional standard features

Optional features Monthly price