School District of the Menomonie AreaRFP for Copier/Multifunction PrintingJanuary 26, 2016

A. Introduction

1. Project Introduction

The School District of the Menomonie Area is seeking proposals to replace the existing copiers in all buildings (See Appendix A) of the District. The District continues to see the value in common equipment with additional administrative functionality.

2. Project Description

The District is asking copier vendors to present a solution that cost effectively provides copier/printing functions throughout the District, which consists of (8) buildings.

The goals for this project are as follows:

1. Continue to make copier/printing available to all users 2. Allow for users to connect to copy/print from their desktops/laptops efficiently3. Provide individual requirements and usage to sites/areas4. Provide a cost-effective solution and reduce operational costs

Vendors are asked to examine the requirements found in this Request for Proposal (RFP) and formulate a response that meets the minimum requirements set forth in the RFP. Once minimum requirements have been met, vendors are encouraged to provide options for increasing functionality or reducing cost, without sacrificing reliability.

The District has a Wide Area Network (WAN) that is available for data transport.

3. Instructions to Proposing Vendor

A. RFP Schedule

I. January 26, 2016 RFP is issued.

II. Vendor Questions – Please direct any questions regardingThe RFP to:Kelly HoylandDirector of Technology Services715-233-3219kelly_hoyland@msd.k12.wi.us

III. February 25, 2016 - Proposals are due on or before 12:00 noonAt the following address:

School District of the Menomonie AreaAttn: Kelly Hoyland215 Pine Avenue N.E.Menomonie, WI 54751

B. Response requirements.

I. Three copies of the proposal must be submitted.

II. The responses should be received on or before 12:00 noon Central Standard Time, February 25, 2016.

III. Responses should be mailed or delivered to:

School District of the Menomonie AreaAttention: Kelly Hoyland215 Pine Avenue N.E.Menomonie, WI 54751

IV. Selection Criteria

Vendors scoring highest in the areas below may be contacted for any clarifications.

Strength of the Vendor’s CompanyDesign to meet identified needsPriceImplementation planService and MaintenanceTraining

V. Proposal Format- Please use the Proposal Format outlined inAppendix B. All answers to RFP questions should be inserted into the area denoted by the word “Response:” unless requested elsewhere in Appendix B

4. Project Location

This project is located in the School District of the Menomonie Area, 215 Pine Avenue N.E., Menomonie, WI 54751. All the buildings that are included in this RFP are listed in Appendix A.

B. Proposing Company

1. Executive Summary – See Appendix B for Proposal Format and Additional Requirements.

Please use this space to describe the facility(s) your company will use to provide service and maintenance following the completion of this project.Response:

Does the bidder install the product or use business partners?Response:

Does the Bidder maintain the product or use business partners?Response:

Does the bidder maintain a Support Center for problems?Response:

Does the bidder provide on-site assistance if it is required?Response:

Does the bidder maintain a web site for customers to access technical support, software patches, updates and documentation?Response:

2. Vendor Experience – See Appendix B for Proposal Format and additional requirements.Response:

3. Vendor Contact Information – Please list here the position, name, address, telephone number and email address of the main company contact for this RFP response.Response:

C. Price Information

1. Product and Service Cost Summary – Please list here the pricing for your proposal. Please provide a detailed breakdown of all parts, equipment. Labor, sub-contractors, installation/delivery, training and project management costs to complete this project. Response:

2. Trade Equipment – No equipment will be traded in

3. Cost of Product and Service Options – Please provide detail regarding the options available to the base proposal that you would like to include. Be sure to include total cost per machine, cost per page, and total cost of proposal. Please identify if price is based on a per click charge and how this allotment is implemented (district wide or by individual machine). Response:

4. Maintenance – Please provide a list of the 3, 4 and 5 year options available for leasing, maintenance, both labor and materials. Please include any “daily” support or “Helpdesk” service available.Response:

5. Financing – Please provide lease options available for financing this project. Response:

6. Exceptions and Substitutions – Please list here your company’s ability to be creative with other options that may be in the best interest of the District as it relates to this proposal in the area of pricing.Response:

D. Product and Services

1. Configuration

The District is requesting a proposal to install new (not refurbished) copier equipment. Any central administrative accountability systems will be installed at the Administrative Service Center located at 215 Pine Avenue N.E., Menomonie, WI. 54751.Response:

Copier Requirements for all Copiers – See Appendix A for a list of functionality and requirements by location. Response:

2. Features

The features for the new copiers should be available to all users in each building. The list of required features in found in Appendix A.Response:

3. Software Requirements

All software used in this installation should be the manufacturer’s current and recommended version for the particular equipment used in the proposal.

What version of software will you be using in this installation? Please provide the release/version. Is this the most current release of the software? When is the next version due to be released?Response:

What method is used to back-up the programming information in each copier?Response:

4. SecurityEach vendor will be asked to abide by the security regulations as set forth in Appendix D.Response:

5. Training

On site training for up to 500 end-users and 4 system administrators should be included in the system price, each as a line item. Training times and places will be negotiated at the time of contract award.Response:

Provide manuals and operational handbooks as part of the proposal to District employees on site in each location.Response:

Provide documentation showing copier/printing handling and device addressing schemes, an initial inventory of equipment for each completed location including model and serial numbers of copiers/printers and/or peripheral equipment.Response:

6. Warranty

The equipment in the proposal must be warranted by the vendor and by the manufacturer to be free of defects in equipment, software and workmanship for a period of at least one year from the system cutover date.Response:

An extended warranty contract must be included as a part of the proposal, including all options available for extended coverage and full pricing details for each level of coverage for 36 months, 48 months and 60 months. Please price each option as a separate line item.Response:

7. Exceptions and Substitutions

Please use this area to list any exceptions and substitutions.Response:

E. Product and Service Options

1. Data transmission and automated user management

The District workstations are a combination of Windows 7, Mac OS X, and Chrome OS. The email system used is Google Apps for Education.

2. User Management/Accounting

Use this space to describe the User/Management/Accountability Software you would recommend including with your proposal. Provide the line items for the software, and installation cost in the pricing section of this RFP.Response:

What is the platform for the User/Management/Accountability package you are proposing?Response:

What standard reports are available in this package? Please provide samples of standard reports. Response:

Is there a report that will do an inventory of all of the copier/printer equipment?Response:

What file formats are the reports available in? (PDF, Excel, etc.)Response:

Are customized reports or fields available? What steps are necessary for making a customized report or adding a field?Response:

Can department managers and administrators access reports from any district computer?Response:

Will system administrators be able to make global changes by selected equipment, departments, or locations? What types of changes can be made?Response:

What process will be used to transfer the existing database to the new platform? The current Human Resource package used in the District is Skyward. This software has the ability to export to Excel.Response:

F. Service/Maintenance

1. Maintenance Agreements

Use this space to describe the Maintenance Agreements offered by your company. At minimum the District is looking for the following options: same-day x 5 x 2 Hour for on-site, 8 x 5 x 4 Hour for parts and service, 8 x 5 x 4 for parts only. Be sure to include all travel, mileage, and any other item that may impact overall maintenance cost.Response:

2. Commitments and Guarantees

The District relies upon the vendor as an expert, fully competent in all phases involved in producing, testing, developing, installing, modifying, altering, servicing, and integrating the equipment and or systems furnished in the telecommunications network. In this context, the vendor agrees that it will not deny any responsibility or obligation to the District on any grounds. More specifically, and without limiting the above, the District in originating, furnishing, or approving any specifications, drawings, plan, change, schedule, or other document or part thereof, or any test report or in accepting the copiers, neither accepts responsibility for nor relieves the Vendor from the performance of all terms and conditions of this RFP and contract that may be awarded. Any such acts by the District shall not modify, impair, or abrogate any rights of the District under this RFP and any subsequent contract.Response:

3. Trouble Report Procedures

Use this space to describe the procedure and escalation process used to report trouble in the event of a minor service issue or major service issue.Response:

What are the response times for the various situations described above?Response:

4. Exceptions and SubstitutionsResponse:

G. Implementation

1. Project Management

This Project will require that the Vendor provide a Project Manager as the single point of contact for all issues surrounding the planning and implementation of this project. Project Manager responsibilities will include coordination and integration of the following items: District IS and Business services staff and resources; vendor staff and equipment resources; 3rd party software and hardware integration.Response:

The project manager will work with SDMA staff and inform them of the status for the project in the following areas: Project timeline; current work in progress; resolved issues; unresolved issues; exceptions and out of scope items.Response:

The District reserves the right to request a remedy or change in Project Management personnel if project goals or remedies are not met.Response:

2. Project TimelineRFP Release Date January 26, 2016RFP Due Date – 12:00 noon February 25, 2016Vendor Selection February/March, 20106 Project Plan Due March 28, 2106 Installation Complete July 2016

3. Personnel

List the names and qualifications of the project manager, engineers and technicians involved in this project.Response:

4. Vendor Responsibilities

Refer to Appendix D for a complete listing of Contractor Work Rules and Expectations.Response:

Provide all supervision, labor, construction, tools, equipment, materials, transportation, erection, storage, unloading, inspection, inventory control, and return of unused material. Whenever the RFP uses the following terms: furnish, install, provide, etc. it shall be interpreted as requiring the bidder to both furnish and install materials, unless specific provisions and/or installation of materials by the District is denoted.Response:

Be responsible for and promptly repair any damage to the building or other property due to the carelessness of workmen. Any damage to building or property must be reported immediately to the District.Response:

Install all hardware in accordance with the manufacturer’s specifications or local codes and ordinances whichever is more stringent.Response:

Conduct operational tests and record the results for acceptance purposes.Response:

The District will need to be notified one week in advance of the completion of the project or portions of the project that need inspection.Response:

All responsibility for subcontractors of the bidder lies with the bidder. The vendor must furnish a list of all such subcontractors and all subcontractors must carry insurance as required by the RFP.Response:

5. District Responsibilities

Allow the vendor’s employees free access to the premises and facilities at all reasonable hours during the installation.

Take necessary actions to ensure the premises are dry and free from dust. Site will be in a condition that is not hazardous to the installation personnel or the materials installed.

Provide adequate temperatures and general lighting in rooms in which the work is to be performed or the materials stored. The District waves any responsibility for any materials, tools, or equipment left on the premises after the end of a normal workday.

Provide power as required by the vendor to serve the standard power requirements set forth by the manufacturer as necessary for proper installation.

Make inspections when notified by the vendor, or any equipment or part of the project that is ready for acceptance.

6. Cutover

The final cutover schedule is to be determined by mutual agreement between the vendor, District IT and business services staff.Response:

Vendor will be required to have personnel available at a “help desk” location during and for 24 hours following the cutover to assist end users with issues that they may have operating their equipment. Response:

7. System Acceptance

Test and document all equipment and addressing/numbering scheme of installed equipment. Testing period will begin after completed installation and continue for the next 30 days before acceptance.Response:

8. Demonstrate full functionality of the system for the following:

Equipment meets functionality requirements, user management and accounting, and network integration.Response:

Complete Training for all system users and administrators.Response:

Acceptance of each phase of the installation will require approval by District authorized individual(s) as defined in the final contract.Response:

APPENDIX A - Summary of District Locations with current equipment and functionality needed in each piece of equipment

Standard Functions/Features on All Copiers (unless otherwise indicated by vendor)

Collate, staple, duplex Multiple Trays (see chart) Auto duplex/feed Features such as book separation, booklet-making, etc. Account Management interfaced with LDAP or Active Directory Network Printing directly from OSX, Win 7, Chrome OS Interruption Scanning Email file functionality Job Queuing Bypass tray Input # of sheets appropriate to size of machine User account tracking Faxing as noted in the device list

Ongoing Maintenance Includes (unless otherwise indicated by vendor) Toner & staples Service Response times (please provide average response time of the company) Onsite Repair Parts, labor, supplies, shipping and handling Initial Training Ongoing training

District Locations

Menomonie Senior High School1715 5th Street WestMenomonie, WI 54751715-232-2606

Administrative Service Center215 Pine Avenue N.E.Menomonie, WI 54751715-232-1642

Menomonie Middle School920 21st Street SoutMenomonie, WI 54751715-232-1673

River Heights Elementary School615 24th Avenue WestMenomonie, WI 54751715-232-3987

Downsville Elementary SchoolN2681 460th StreetDownsville, WI 54735715-664-8546

Oaklawn Elementary School500 21st Street SouthMenomonie, WI 54751715-232-3798

Knapp Elementary School110 South StreetKnapp, WI 54749715-665-2131

Wakanda Elementary School1801 Wakanda Street N.E.Menomonie, WI 54751715-232-3898

SDMA Copier Needs January, 2015

Building Item # Area Copier Speed

# Copies Needed per year

Faxing

Paper Size

NeededASC ASC1 Work Room 60 ppm minimun 125,000 a, b, c,*

ASC2 Student Services 60 ppm minimum 125,000 X a, bASC3 Business Office 60 ppm minimum 125,000 X a, bASC4 Receptionist 45 ppm color min. 50,000 X a,b,c

High School HS 1 Teachers Lounge 90 ppm minimum 1,100,000 a, b, cHS 2 HS Office 60 ppm minimum 300,000 X a, bHS 3 Guidance 35 ppm minimum 175,000 X a, bHS 4 Upstairs Wk Room 60 ppm minimum 700,000 a, bHS 5 Upstairs Wk Room 60 ppm minimum 600,000 a, bHS 6 Pool/Field House 30 ppm minimum 30,0000 X a, bHS 7 Library 35 ppm minimum 100,000 a, bHS 8 Alt Ed 60 ppm minimum 300,000 a, bFS 1 Food Service 30 ppm minimum 30,000 a, b

Middle School MS 1 Lib Wk Room 90 ppm minimum 1,300,000 a, bMS 2 MS Office 45 ppm minimum 125,000 X a, bMS3 Library 60 ppm color min. 250,000 a, b

Downsville DN 1 Office 60 ppm minimum 275,000 X a, bKnapp KN 1 Office 60 ppm minimum 225,000 X a, bOaklawn OK 1 Office Wk Rm 90 ppm minimum 850,000 a, b

OK 2 Office 50 ppm minimum 90,000 X a, bRiver Heights RH 1 Work Room 90 ppm minimum 800,000 a, b

RH 2 Office 50 ppm minimum 175,000 X a, bWakanda WK 1 Work Room 90 ppm minimum 725,000 a, b

WK 2 Office 50 ppm minimum 85,000 X a, bTotal Copies 3600000

*Include a saddle finisher

Please also price the following units as a possible add, out right purchase, lease 36 month, 48 month, and 60 month.

Color copierRiver Heights Office 35 ppm color min. 9,000 a,b

Fax MachineHigh School Nurse’s Office 10 ppm minimum 6,000 X a

Paper Size: (a) 8.5 x 11, (b) 8.5 x 14, (c) 11 x 17

APPENDIX B Proposal Outline

Organize your proposal using the numbers listed as the sections in your response. The sections are as follows:

1) Letter of Introduction2) Proposal Acceptance Form (Appendix C)3) Executive Summary - This should be a brief description of the project written in terms that can be

understood by a non-technical Board member who is a part of the selection process.4) Include a minimum of (3) references of similar sized projects, preferably with K-12 School Districts,

using the proposed equipment and software. Please include the name and contact information for the person involved at that installation site

5) RFP Responses a) Insert detailed responses to all RFP questions indicating that your proposal has complied with, a

detailed explanation of or an exception.b) Listing of specific equipment by building.

APPENDIX C Proposal Acceptance Form

Name of Authorizing Officer

Title

Name of Firm

Address

City, State, Zip Code

Telephone

FAX

I, ________________________ accept the technical specifications as outlined in this RFP for the School District of the Menomonie Area and am proposing an appropriate system of hardware, software and the proper features to deliver a system which will meet the District’s mandatory requirements or have clearly noted any exceptions. It is my understanding that my response, if accepted, will become a part of the contract and that the quoted prices will remain in effect for (120) days from the proposal closing.

__________________________________________________________________Proposer Company Name

Proposer Authorized Signature Date

__________________________________________________________________Title

APPENDIX D – Security Regulations

Any party receiving Confidential Information (“Recipient”) shall maintain the Confidential Information in confidence and disclose the Confidential Information only to its employees, subcontractors, and consultants (“Third Parties”) that have a need to know such Confidential Information in order to fulfill the purpose described below, provided that the Recipient shall have first entered into a confidentiality agreement with such Third Parties that binds them to obligations of confidentiality and restriction on use of the Confidential Information substantially similar to those in this Agreement. Recipient shall make use of the Confidential Information only for the following purpose(s):

Evaluating a possible future business relationship between the parties and engaging in joint activities resulting from the business relationship.

Directly supporting any future agreements that specifically reference this Agreement. Developing a proposal for Discloser. Modification of Recipient’s product to enhance compatibility with the Discloser’s product. Furthering the business relationship between the parties.

Return of property: All Confidential Information disclosed under this Agreement shall remain the property of the Discloser. The Recipient shall, within thirty days of Discloser’s written request, return or certify to the destruction of the Discloser’s Confidential Information and any copies thereof.

Vendor Responsibilities

Vendor will inform the Menomonie Area School District of any work that may cause excessive network traffic or temporary disablement of the network resources.

Vendor will adhere to all Menomonie Area School District standards and company policies where possible.

Vendor will not disclose any information obtained during the project. Menomonie Area School District Responsibilities

Menomonie Area Schools will assign a key contact to work with the Vendor’s project manager for the duration of the project. This person will be responsible for all formal communications to the Vendor.

Menomonie Area Schools will provide access to key technical personnel in order to respond to specific requests for information.

Menomonie Area Schools will provide access to host/server and clients as required. Menomonie Area Schools will provide needed access to pertinent documentation. Menomonie Area Schools will provide proper levels of security to Vendor personnel.