Antioch Unified School District REQUEST FOR PROPOSAL RFP # 2012/13-01 Purchasing Copier Equipment and Service PROPOSAL DEADLINE DATE July 17, 2013 by 2:00 PM PST
Page Number Bid Notice
2
Instructions to Bidder
3
Exhibit “A” AUSD Copier Equipment
11
Documents-General Information & Signature Page
14
Documents-Piggyback Option
15
Documents- Non-Collusion Affidavit
16
Documents-Supplier Questionnaire
17
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 1
ANTIOCH UNIFIED SCHOOL DISTRICT NOTICE TO VENDORS INVITING FORMAL BIDS
Notice is hereby given that the Board of Education of the Antioch Unified School District in accordance with Board Policy 3312 invites qualified Vendors to submit sealed bids for Antioch Unified School District Copier Equipment and Service RFP #2012-13/01Purchasing. Antioch Unified School District consists of 26 sites serving approximately 19,000 students and 1,900 staff members. Proposals should be sealed and clearly marked with the Antioch Unified School District Name and RFP Number. All Proposals must be received up to but no later than July 17, 2013 at 2:00 PM. Proposals shall be received at: Antioch Unified School District 510 G Street Antioch, CA 94509 Proposals will be opened at the above stated time and place, however, no commitment will be made at that time. All proposals will be evaluated for pricing, specifications and other pertinent information. Any nonconforming or incomplete proposals may be rejected. Vendors must comply with the instructions contained in the proposal package. It shall be the full responsibility of all Vendors to insure that proposals are delivered to the above office by the time and date stated. Facsimile (FAX) or email copies of the proposal will not be accepted. The Antioch Unified School District will not be responsible for late deliveries by U.S. mail or any other means. Copies of the RFP may be obtained from Antioch Unified School District Purchasing Department located at 701 W. 18th Street, Antioch, CA, 94509, or by calling (925) 779-7600 ext. 13195. Copies are also available on the Antioch Unified School District website at www.antioch.k12.ca.us. All questions regarding proposal shall be submitted in writing no later than June 28, 2013 to the Purchasing Department. The Antioch Unified School District reserves the right to accept or reject any and all proposals and to waive any irregularities or informalities in any bid or in the proposal process. No bid, or any portion thereof, may be withdrawn for a period of one hundred twenty days (120) after bid opening. Publication dates: June 18, 2013 and June 25, 2013.
BY ORDER OF THE BOARD OF TRUSTEES ANTIOCH UNIFIED SCHOOL DISTRICT
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 2
INSTRUCTIONS TO BIDDER I. OVERVIEW The Antioch Unified School District is seeking a Request for Proposal (“RFP”) from experienced vendors to present solutions for copier/scanning/fax services at each of our sites and departments and our Print Shop. Services shall include installation of new equipment, relocation as necessary of existing equipment, staff training and full service maintenance. See Exhibit A for Current Copier inventory either owned or leased by the Antioch Unified School District. Please submit one (1) original signed copy and one (1) flash drive of your Proposal in a sealed envelope to the contact person shown below no later than July 17, 2013 at 2:00 PM. Proposals shall be sealed and clearly marked with “Antioch Unified Copier Equipment and Service RFP # 2012/13-01 Purchasing”. No oral or electronically transmitted proposals will be accepted. Proposals not received by the specified time noted will be rejected. Proposals shall be received at: Antioch Unified School District 510 G Street Antioch, CA 94509 All questions regarding proposal, the terms and conditions shall be submitted via email no later than June 28, 2013 to
[email protected]. II. INTRODUCTION The Antioch Unified School District consists of 26 locations serving approximately 19,000 students and 1,900 staff members. The District is seeking proposals from established Vendors who have been in the business for a minimum of five (5) years, and who sell, lease, maintain and support the specified copiers in each location. The purpose of this document is to provide information to submit a proposal. It is not the intent to limit the Vendor to a specific copier solution. The District would consider recommendations by the Vendor to consolidate copiers. One to one replacement of copiers is not a requirement of this proposal. III. SUBMISSION REQUIREMENTS The submission requirements for the RFP are detailed below. Please submit an original signed copy and a flash drive of your response. Submissions should include all required documents. Any submission shall constitute an irrevocable offer for one hundred twenty (120) calendar days following the deadline of its submission. Reference to a certain number of days in this RFP shall mean business days unless otherwise specified. Responses to the RFP must contain the following information by the vendor: A. General and Technical Requirements for Copiers All copiers shall be newly manufactured with no used or refurbished parts and include the capability of scanning to email and faxing. Each unit’s business needs will determine the final equipment configuration of each copier. The OEM shall provide specification sheets listing all features, functions and technical requirements of each model copier. Unless other specified, all copiers shall meet the following requirements: 1. All copiers shall be capable of producing double-sided prints/copies. 2. All copiers rated at a speed of 50 prints per minute (ppm) or faster are required to have the capability of printing on stock ranging from 20 lb. bond to 110 lb. index, on sizes letter (8 ½ x 11), legal (8 ½ x 14) and ledger (11 x 17). 3. All copiers shall have full offset stacking and finishing (stapling only) capabilities. Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 3
4. All copiers shall possess an automated document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. 5. All copiers shall be capable of enlarging documents in preset increments to a maximum of 200%. 6. All copiers shall have a bypass tray for the purpose of printing on specialized stock. 7. All copiers shall be capable of reducing documents in preset increments to a minimum of 64%. 8. All copiers shall have the following paper capacity, using standard 20 lb. copy paper: 8 ½ x 11 paper supply – minimum of 1000 sheets 8 ½ x 14 paper supply – minimum of 500 sheets 11 x 17 paper supply – minimum of 250 sheets 9. Certain copiers shall be capable of faxing. Identify whether or not faxing is an optional feature and delineate all functions of this feature, including a description of its operation (i.e. fax board, fax driver, etc.) 10. All copiers shall have the ability for a network connection using Ethernet TCP/IP protocol. 11. All copiers shall have the capability of scanning, whether to email or to PDF. Identify whether or not scanning is an optional feature and delineate all functions of this feature. If optional, identify all costs associated with this feature, i.e. equipment, software, installation, etc. 12. All copiers shall have the capability of printing in both black/white and color copies. 13. All copiers shall accommodate printing from various mobile devices, such as wireless tablets, cell phones. 14. All copiers shall meet current energy star requirements per State of California. 15. All copiers shall be connected in a method to allow printing to any copier in the District on a user, or site rights-based premise without the need to install drivers on devices wishing to print. B. District Print Shop Requirements District Print Shop provides high speed, high volume printing services to all District sites and Departments. The District Print Shop is housed at 701 W. 18th Street, Antioch, CA, 94509. Print Shop Copier proposals must meet the following criteria: 1. 2. 3. 4. 5. 6. 7. 8. 9.
Run 2, 3, & 4/Part NCR Paper. Staple functions: corner, double, saddle stitch Hole punch 2 & 3 hole Run odd-sized paper using bypass tray Fold on letterfold and Z fold High speed, high volume capacity at 120 CPM Booklet stitching with folding and trimming Black & White and Color Printing Ability to send Print Shop job requests electronically to a print que supported by intuitive software which will evaluate the job submitted based on criteria set by the District and send to the appropriate District printing location based on job size and District copier capabilities. 10. Any proposed copier for the Print Shop must adhere to the electrical requirements of the District. C. Requirements for Maintenance Support If the OEM will not be the direct servicing entity, the OEM must provide a statement of support to commit all necessary products, services and resources to the authorized dealer(s) in order to fulfill the terms and conditions of the contract. Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 4
1. Vendor must warranty all parts and labor under the lease agreement during the entire time of the lease or any District approved extension. 2. If a copier does not perform to manufacturer’s specifications during the warranty period, the OEM shall replace the unit(s) with a new copier of the same model. 3. The maximum qualified maintenance service technician on-site response time allowed under any contract shall be eight (8) normal working hours from time of initial call placed by a District designee except for emergencies as defined below. Normal working hours are defined as 8:00 a.m. to 4:30 p.m., Monday through Friday, except holidays. 4. The maximum qualified maintenance service technician on-site response time allowed from time of initial call placed by a District designee as a result of an emergency shall be four (4) hours. Emergency is defined as follows: A call from any District designee where the equipment is generally reported as “down”. This means that no copies are being produced, i.e., continuous jamming and/or copies are not usable/readable; or critical auxillary equipment, i.e. document feeder, fax unit and/or collator is not functioning. If, during a service call, it is determined that a copier/duplicator cannot be repaired in place within forty eight (48) hours from the time the service call is placed, another copier of like size and features is to be supplied at no cost to the District other than the per-copy-charge. 5. Poor performing and/or problematic copier units will be replaced with new similar equipment repaired to manufacturer’s specifications and/or repaired to the District’s satisfaction. 6. Training of District personnel shall be conducted upon equipment installation and an ongoing basis as requested by the District, at no cost to the District. 7. Vendor shall provide, at the request of the District, a performance and meter report for each digital copier being maintained by the contract, showing unit identification number, unit location, number of copies within specified time period by the District, number of service calls, and number of preventative maintenance calls performed. D. Network Technical Requirements 1. All copiers shall be connected to the District’s network using the TCP/IP Protocol. Bandwidth speeds are capable to 100 Mbps. Each networked copier shall allow printing from any laptop/desktop computer within the District network, along with mobile devices such as wireless tablets and cell phones. 2. For networked copiers with 60 PPM and above capabilities, queue management software is required. Please document any additional cost associated with this software. 3. All copiers must support wireless printing via an 802.11a/b/g/n compatible Wi-Fi network interface card that is configurable to support WPA/WPA2 security protocols. 4. The vendor shall specify all electrical requirements, including the necessity for special electrical receptacles, fax lines, etc. Each device shall meet the OEM’s recommendations for electrical surge protection. All copiers must have a fax card. E. Pricing Requirements 1. Vendors shall provide the purchase price on which the equipment lease is based. The equipment lease pricing shall be based on a five (5) year lease, renewable for an additional two (2) years at the District’s discretion, with a dollar ($1.00) buyout at the end of the lease, and the two (2) year extension if applicable. Monthly equipment lease payment shall be structured as a base equipment lease payment per copier. A separate maintenance agreement for each copier shall be based on a per print charge. A master equipment lease and a master maintenance agreement may be developed at contract execution. Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 5
2. Obtaining meter readings is the responsibility of the vendor. All copiers shall have the capability to transmit meter readings electronically and provide electronic reports on service and supplies to a centralized software accessible by site. 3. It is understood and agreed that the District guarantees no minimum amount of copies made. The District reserves the right to increase or decrease anticipated quantities. Annual volume is an estimate only, based on the fiscal year July 1 through June 30 of each year. 4. Maintenance agreement pricing shall include all maintenance services, repair parts and consumable supplies. Consumable supplies shall include original equipment manufactured toner, no substitutes, as well as fuser kits, solid ink, staples. Any exception must be mutually agreed upon by the Vendor and District. 5. The District will install electrical and/or data. It is the responsibility of the Vendor to provide all specifications for the hard wire. 6. Each Vendor shall outline a method to examine print volumes for each copier to verify the appropriate equipment is in place and is being properly utilized. Vendors must present a solution for under or overutilized equipment with a copier of lesser/greater speed and/or capacity. This must be accomplished without extending the equipment lease and/or maintenance agreement beyond the original term. 7. The Vendor may offer to buy-out the remaining lease term of existing equipment. The buy-out amount will be applied to a reduction in the total lease commitment of the upgraded new copier(s). In no case shall the monthly lease amount for the upgraded equipment be more than the monthly lease amount of the existing equipment. The lease term of the upgraded new equipment may not exceed seven (7) years. Maintenance agreement pricing for the upgraded new copier(s) shall be the existing monthly rate at the time of the upgrade. 8. All equipment and supplies shall be bid F.O.B. Destinations – Free On Board- delivered to all District sites. This shall include trade-in equipment being replaced, exceptions may be mutually agreed to. 9. If requested, equipment offered must be available at no cost or obligation for evaluation and testing by the District prior to award of the proposal. 10. Identify your data secure processes currently in place for copiers leaving the District. F. Term The contract will be awarded for 60 months, with an option for a two (2) year renewal at the discretion of the District. The contract may be extended on a month-to-month basis until all arrangements are finalized in writing and/or replacement equipment is delivered. The equipment lease and maintenance pricing of the original agreement will remain in effect during the extension period. G. Assessment The vendor may conduct an onsite assessment to facilitate the proposal. Prior arrangements must be made to access District facilities. Person(s) conducting the assessments will need proper identification and will be an employee of the Vendor. The Vendor will assume all liability during the assessment. Network assessments may under no circumstances be intrusive to normal operation of the District’s network. IV.
CONTRACTING REQUIREMENTS A. Time of Essence Time is of the essence with respect to Vendor’s performance of the services and equipment. B. Warranties and Representations The supplier, manufacturer, or their assigned agent shall guarantee the product or service performed against all defects or failures of materials and workmanship for a period recommended by the manufacturer from actual delivery date. Where applicable, all merchandise must be warranted to be in compliance with California energy, conservation, environmental, educational, and products liability standards. The manufacturer’s warranty must be included as part of any proposal.
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 6
C. Equipment, Tools, Supplies. Vendor will supply all equipment, tools, supplies, offices, personnel, instrumentalities, transportation, support services and insurance required to deliver and install copiers under the Agreement. D. Indemnity Obligations of Vendor . To the fullest extent permitted by law, the Vendor will protect, indemnify, defend and hold the District, officers, employees, agents and representatives and each of their successors and assigns entirely harmless from and against any and all claims, actions, demands, proceedings, liabilities, damages, judgments, fines, penalties, settlements, costs and charges, including, without limitation, attorney’s fees and expenses, arising directly or indirectly from or in connection with (a) any breach of the agreement, (b) any actual or alleged negligent act, negligent error or omission, intentional misconduct of, or violation of any law by Vendor, Vendor’s employees, subcontractors, agents, representatives or assigns (collectively, “Vendor’s Agents”) in the performance or non-performance of the professional services required to be performed by the Vendor under the Agreement; or (c) the District’s enforcement of its rights under this indemnity provision. E. Insurance Obligations of Vendor . Vendor agrees to deposit with the District prior to the effective date of the contract, certificates of insurance necessary to satisfy the District that the insurance provisions of this contract have been complied with and to keep such insurance in effect and the certificates thereof on deposit with the District during the entire term of this contract. Worker’s compensation limits as required by the Labor Code as the State of California and Employer’s Liability limits of $1,000,000 per accident. Comprehensive General Liability or Commercial Liability and Business Automotive Liability of $1,000,000 combined single limit per occurrence or accident for bodily injury, personal injury and property damage. F. Termination Appropriation of Funds. If the term of this contract extends into fiscal years subsequent to that in which it is approved, such continuation of the contract is subject to the appropriation of funds for such purpose by the Legislature. If sufficient funds are not so authorized, the parties mutually agree that the contract may be terminated or amended as appropriate in response to the reduction in funding. If the contract is terminated, Vendor agrees to take back any affected equipment, products, software, or hardware furnished under this contract, terminate any services supplied to the District under this contract, and relieve the District of any further obligation therefore. The District agrees that if above is invoked, equipment will be returned to Vendor in substantially the same condition in which it was delivered to the District, subject to normal wear and tear. The District further agrees to pay for packing, crating, transportation to Vendor’s nearest facility and for reimbursement to Vendor for expenses incurred for their assistance in such packing and crating. G. Nondiscrimination. During the performance of this Agreement, Vendor will not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age (over 40), sex or sexual orientation. Vendor will comply with the provisions of the Fair Employment and Housing Act (Government Code section 12900 et seq.) and applicable regulations under (California Administrative Code, Title 2, section 7285.0 et seq.). Vendor will include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this Agreement.
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 7
H. Subcontracting/Termination Vendor will clearly describe the reason for using any subcontractors, if applicable. Regardless of approval by the District or any provision in the agreement to the contrary, Vendor will at all times remain solely and exclusively responsible for the performance of all obligations under this Agreement. The Agreement may be terminated by the District upon thirty (30) days written notice to Vendor in the event Vendor is in default under any of the provisions of the Agreement. In the event the Agreement is terminated due to the default by Vendor, Vendor will not be entitled to receive any compensation for services performed or for any reimbursable expenses incurred. The Agreement will automatically terminate on the occurrence of any of the following events: (a) bankruptcy or insolvency of either party; (b) sale of the business; (c) failure to comply with federal, state or local laws, regulations or requirements, or (d) expiration of the agreement. I.
General Provisions Force Majeure. Neither party will be deemed in default of the Agreement or any provision hereunder to the extent that any delay or failure in the performance of the obligations of such party (other than the payment of money) results from any significant and material causes beyond its reasonable control and without fault or negligence by such party. Examples of such causes include, but are not limited to, (1) acts of God or public enemy, (2) acts of the government in sovereign or contractual capacity, (3) fires, (4) floods, (5) epidemics, (6) quarantine restrictions, (7) embargoes, and (8) earthquakes. Governing Law. The agreement will be governed by the laws of the State of California. Attorney’s Fees. In the event either party institutes any action or proceeding against the other party relating to the Agreement, the unsuccessful party in such action or proceeding will reimburse the successful party for its disbursements incurred in connection therewith and for its reasonable attorney’s fees the successful party in any lawsuit on the Agreement shall be entitled to collect or enforce the judgment. This provision is separate and several and shall survive the merger of the Agreement into any judgment on the Agreement. Arbitration. Any question, claim or dispute between the parties valued in the excess of five thousand dollars ($5,000) arising out of or related to this agreement, except breaches of confidentiality will be conclusively settled by binding arbitration. License. In those instances where required, the Vendor represents and warrants that the Vendor holds a license, permit or other special license to perform the services pursuant to the Agreement, as required by law, or employs or works under the general supervision of the holder of such license, permit or special license and shall keep and maintain all such licenses, permits or special licenses in good standing and in full force and effect at all times while the Vendor is performing the services pursuant to the Agreement. Amendments. The District may, at its sole discretion, issue amendments to this RFP at any time prior to the time set for receipt of proposals. The District shall attempt to issue amendments, if any prior to July 10, 2013, but may issue amendments after that date if necessary. Taxes. Sales tax will be requested as a separate line item, and the District shall not be charged taxes for freight. The District is subject only to State of California, Contra Costa County sales tax, which will be collected by the Vendor. The District is exempt from Federal excise tax, and shall not be collected by Vendor. Signature. All forms and certifications enclosed must be signed in the name of the bidder. All signatures must be of the person or persons duly authorized to sign the bid.
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 8
Non-Collusion Affidavit. See attached affidavit to be executed by bidder and submitted with the bid. Bidder References. All bidders must submit three (3) Customer References to help indicate the bidder’s fitness as an acceptable source for services or product and their ability to provide any awarded items. Fingerprinting Requirement. This contract is subject to the provisions of Education Code Section 45125.1. Vendor’s employees are required to submit fingerprints to the Department of Justice where an employee may come into contact with students at any District site. The Department of Justice will ascertain whether the employee has a pending criminal proceeding for a violent or serious felony as they are defined in Penal Code Sections 667.59 (c) and 1191.7 (c), respectively. Vendor shall not permit an employee to come in contact with students until the Department of Justice has ascertained that the employee has not been convicted of a felony as defined in the Education Code 45122.1. Vendor shall provide District with a list of names of employees who may come in contact with students and must certify in writing to the District that none of its employees who may come in contact with students have been convicted of a felony as defined in Education Code 45122.1. District may request the removal of an employee from a District site at any time. Failure to comply with the provision may result in termination of the Agreement. Competency of Vendor. In order to determine responsibility, the District reserves the right to conduct any investigations, and require any information it deems necessary. The district will consider the Vendor’s organization, financial condition (cannot be in receivership or filed for bankruptcy protection within the last fifteen (15) years), facilities, personnel qualifications, performance under other contracts and industry reputation of Vendor. Independent Contractor Status. In the performance of the services to be provided, Vendor is an independent contractor with the authority to control and direct the performance of the details of the work, and this Agreement shall not be construed to create the relationship of agent, servant, employee, partnership, joint venture, or association. Vendor understands and agrees that it and all of its employees are not employees of the District and are not entitled to benefits to which District employees are normally entitled, including, but not limited to, State Unemployment Compensation, Workers’ Compensation, holiday, vacation or sick pay. J. EVALUATION OF PROPOSALS Antioch Unified School District will review submitted proposals based upon, but not solely limited to, the criteria. Note that cost will be a factor, but not the only factor, in evaluating submitted proposals. It is anticipated that a contract will be awarded to the Vendor whose proposal is determined to be in the best overall interest of the Antioch Unified School District. 1. Rejection Of Proposals. The District reserves the right to reject any or all submissions in whole or in part for any reason without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness of the submission requirements. If a proposal fails to meet a material requirement in the Request for Proposal, or is incomplete or contains irregularities, the proposal may be rejected. A deviation is material to the extent that a response is not in substantial accord with the requirements in the RFP. 2. Evaluation Process. All bids will be evaluated by District designees. The District reserves the right to determine the suitability of proposals on the basis of a proposal’s meeting administrative requirements, business objectives, technical requirements, the review team’s assessment of the quality and performance of the equipment and services proposed, cost and other criteria as assessed by the review team. The District may require the Vendor to clarify an answer. Failure to do so may result in sufficient cause for being non-responsive. Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 9
3. The following criteria will be considered during the evaluation process: Responsiveness: Adherence to the requirements of this RFP. Qualifications and Experience: The ability, capacity, flexibility, financial stability and skill of the Vendor/OEM to perform the contract, as evidenced by related factors such as market position, strategic partnerships, customer base, standard financial reports, industry ratings/awards, ability to deliver within a reasonable time without delay, etc. Also includes client reference information from current or prior customers as well as response to the Supplier Questionnaire. Technical Approach and Quality: The ability of the Vendor/OEM to meet the specifications and requirements for equipment, installation, maintenance and service. Demonstrated success on similar projects, technician training, average response time, problem resolution process and parts availability (i.e. delivery time for routine and special orders, as well as on-hand inventory). The ability to provide quality equipment and services in fulfillment of the contract based upon business efficiencies, organizational structure, customer service and technological competiveness. Cost: Cost consideration will be reviewed only if a proposal is determined to be otherwise qualified. All figures entered on the vendor proposal must be clearly legible. After reviewing all proposals, the District may ask that the finalist make a formal presentation to the School Board at a District Board meeting. Scoring: Evaluations of all proposals will be scored on a 100 percent point basis. The scoring breakdown will be as follows: a. 35 percent based on pricing b. 30 percent based on service, maintenance and training c. 20 percent based on system/hardware/software offerings d. 10 percent based on implementation plan, including delivery e. 5 percent based on future flexibility and design 4. Award and Execution of Contract. The most qualified Vendor will be placed on the Board Agenda as a recommendation to the School Board. It is anticipated that the final selection of the Vendor will be presented to the School Board on August 28, 2013, but this date may change at the discretion of the District. The District may request that a formal presentation be given by Vendor(s) at the Board meeting and a representative is available at the meeting to answer questions. 5. Errors and Corrections. No erasures or white-out will be permitted. Mistakes may be crossed out and corrections made adjacent but must be initialed in ink by the person signing the proposal. Verify your proposals before the submission as they may not be withdrawn or corrected after the bid opening. 6. Withdrawal and Resubmission/Modification of Proposals. A Vendor may withdraw their proposal at any time prior to the deadline for submitting proposals by notifying the District in writing of their withdrawal. Modification offered in any other manner, oral or written, will not be considered. Proposals cannot be changed after the evaluation process begins. 7. News Releases. News releases pertaining to the award of a contract may not be made without the prior written approval of the District. 8. Disposition of Materials. All materials submitted in response to an RFP will become the property of the District and will be returned only at the District’s option and at the expense of the Vendor submitting the proposal or bid. One copy of a submitted proposal will be retained for official files and become a public record. However, any confidential material submitted by a Vendor that is clearly marked as such will be returned upon request. Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 10
Exhibit “A”
Antioch Unified School District Copier Fleet Sit e
Cop ie r Mod e l
Se r ial Num b e r
Asse t #
In st all Dat e
9858
8/99
Me t e r Re ad in g
AHS
Xer o x 5830
1WE096152
AHS
Xer o x 5830 Can o n IR5000
1WE096720
9859
9/99
MNB06594/5445
20401
8/01
MPH03137/5567
11533
10/01
1,525,786
MPL11233/4099
11538
11/01
MPL11011/4155
11545
1/02
MPG23503/4286
11555
MPL30338/3129
15041
4/02 8/02
MPH24124/3111
15033
8/02
MPJ01654/5491
11539
8/02
MPH28049/3222
20845
MPL32882/3172
15045
9/02 9/02
MPL44585/3535
15559
1/03
MPL43990/3567
15560
2/03
MNF02576/3824
17154
6/03
MNF03025/3920
17114
8/03
5,569,022
MNT04749/9786
17108
8/03
MPL59298/9837
15628
8/03
MNT04672/9785
17113
8/03
SLQ04465/11891
16129
MSW00465/10329
20713
MPL67480/10076
15664
MPL72674/10857
17532
D Vist a Lon d on Sut t e r Kim b all Tur n e r Be lsh aw Kim b all AMS LOHS C Dr ag on DRMS Lon e Tr e e Lon e Tr e e DRMS DRMS LOHS DRMS Par k DVHS Be lsh aw Dr ag on Dr ag on Fr e m on t Diab lo Vist a Tur n e r
Can o n IR3300 Can o n IR5000 Can o n IR5000 Can o n IR2200 Can o n IR5000 Can o n IR3300 Can o n IR2800 Can o n IR3300 Can o n IR 5000 Can o n IR5000 Can o n IR5000 Can o n IR7200 Can o n IR7200 Can o n IR1370 Can o n IR5000 Can o n IR1370 Can o n IR5570 Can o n IR3320 Can o n IR5000 Can o n IR 5000 Can o n IR 5000 Can o n IR5020 Can o n IR5020 Can o n IR5020
N/A
Mon t h ly Volum e
Dist r ict Ow n e d
N/A
Yes
N/A
N/A
Yes
4,077,715
31,730
Yes
10,500
Yes
1,337,598
9,200
Yes
3,825,807
28,983
Yes
291,942
2430
Yes
2,593,962
21,508
Yes
884,934
7,374
Yes
757,835
2,500
Yes
664,369
5,583
Yes
1,081,738
6,272
Yes
1,016,735
8,917
Yes
575,068
5,053
Yes
3,523,958
22,567
Yes
51,003
Yes
N/A
N/A
Yes
1,152,217
10,606
Yes
N/A
N/A
Yes
8/03
2,143,628
26,480
Yes
2/04
836,755
8,222
Yes
3/04 8/04
2,251,232
21,960
Yes
539,858
8,046
Yes
978,208
7960
Yes
8/04
MPL73538/11052
17525
JCT15681/11393
15943
12/04
335,679
3,563
Yes
JCT17866/15947
15945
4/05
3,440,181
40,034
Yes
JCT21198/16049
16053
5/05
1,125,633
13,242
Yes
Main t
Can o n IRC3100
JXK03680/16167
16052
5/05
373,995
4,313
Yes
Nut r it ion S.
Can o n IRC3100 Can o n IR5020
JXK03601/16175
16051
5/05
511,446
5,842
Yes
JCT19784/16041
16063
6/05
308,521
2300
Yes
SLQ02728/11762
16128
11/05
1,431,804
17,609
Yes
SLQ06956/12021
16183
1/06
2,962,500
37,278
Yes
SLQ07006/12058
17184
1/06
2,947,132
37,150
Yes
SLQ07167/12016
16135
1/06
1,007,291
12,711
Yes
SLQ06688/12017
16134
1/06
1,575,072
20,730
Yes
SJY00146/11940
16133
1/06
1,359,966
17,169
Yes
1WE097808
9857
1/06
N/A
N/A
Yes
SKU09590/12107
17198
3/06
311,357
3700
Yes
SJN10170/12219
17209
4/06
1,062,452
13,826
Yes
SLQ24499/12361
19008
7/06
556,102
6,688
Yes
Com m Day Sut t e r DVHS DVHS Pr osp e ct s BCHS Acct n g Tr an sp . Muir De lt a/ DVHS En cor e / Pr
Can o n IR5570 Can o n IR5570 Can o n IR5570 Can o n IR5570 Can o n IR5570 Can o n IRC5870OU Xer o x 5830 Can o n IR4570 Can o n IRC687OU Can o n IR5570
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Le ase Ex p ir e s
Page 11
Ad ult Class. H/ R AMS Gr an t Sup t Of f ice
Can o n IR5570 Can o n IRC5870 Can o n IR5570 Can o n IR5055 Can o n IRC5800
SLQ25370/12567
19033
8/06
423,277
6,480
Yes
SJY11606/12493
19034
8/06
826,565
11,389
Yes
SLQ27287/12658
19227
9/06
3,728,933
51,711
Yes
MAS02916/13708
19292
6/07
918,634
14,963
Yes
SJY15103/13592
19293
6/07
840,867
14,283
Yes
197,255
3,150
Yes
Pur ch
Can o n IRC3380i
TXP03818/13704
19263
6/07
Fac/ Te ch
Can o n IRC3380i Can o n IR5055
MMP00147/13796
19291
7/07
367,437
6,062
No
MAS03497/14919
19298
8/07
1,478,432
24,948
Yes
TPW00089/14918
19301
8/07
272,060
4,568
Yes
MAS03402/13733
19295
9/07
1,532,398
25,715
Yes
Or ch ar d Pk Or ch ar d Pk Mission
Can o n IR4580i Can o n IR5055
8/12/12
AUSD Cop ie r s Le ss t h an 5 y e ar s old Lon d on DVHS DLMHS DLMHS Sp e cial Ed Diab lo Vist a AHS AHS Pr in t Sh op AMS Mar sh Par k Ce r t . H/ R Ed Se r v Par k DVHS Lib Diab lo Vist a DVHS DVHS Fr e m on t Re f or m Coach Pr in t Sh op Be lsh aw BDMS BDMS Mar sh
Can o n IR3035 Can o n IR3045 Can o n IR5055 Can o n IR3480i Can o n IRC5068 Can o n IR1023N Can o n IR7095 Can o n IR7095 Xer o x 4595 Can o n IR5050N Can o n IR1025 Can o n IR5050N Can o n IRC5185 Can o n IRC7055 Can o n IR5050N Can o n IR1025 Can o n IR5050N Can o n IR2545i Can o n IR2545i Can o n IR5050N
MUP11361/25603
19374
1/08
712,064
13,100
Yes
MUY06664/25569
19375
1/08
694,602
5,000
Yes
CJK08724/27309
19679
8/08
1,826,843
37,458
Yes
CZK01582/27310
19680
8/08
151,462
3100
Yes
MVS00395/27488
19681
9/08
520,598
11,251
Yes
TJE28557/27587
19682
10/08
N/A
N/A
Yes
CBS10522/27684
19683
12/08
7,840,002
171,967
No
11/30/13
CBS10523/27683
19684
12/08
4,783,727
95,315
No
11/30/13
FBH473903
10720
1/09
16,539,615
900,000
No
1/31/14
DZA07286/31297
21945
5/10
1,129,154
41,991
Yes
DXQ09093/31402
21944
6/10
N/A
N/A
Yes
DZA13413/32148
20197
1/11
152,719
5,579
Yes
MER00596/32152
22190
1/11
445,038
56,476
Yes
HJZ50564/32057
20198
1/11
747,735
37,461
No
DZA13269/32322
22189
4/11
575,122
32,789
Yes
DQS08074/32352
22192
5/11
N/A
N/A
Yes
DZA14359/32717
22193
6/11
531,433
43,847
Yes
FUZ30150/32935
22204
8/11
142,521
9,398
No
8/31/16
FUZ30080/32936
22205
8/11
104,571
8,485
No
8/31/16
DZA15020/32782
22209
8/11
36,547
3,632
Yes
HJZ52908/33170
22203
10/11
961,732
87,113
No
10/31/16
SHS01247/12374
22194
10/11
11,051,309
946,984
No
7/31/13
DZA14334/33215
22211
11/11
281,949
29,278
Yes
DZA14363/33232
22212
12/11
96,134
8,011
Yes
DFR08025/33246
22213
12/11
49,206
4100
Yes
HTT26224
22254
9/12
70,122
38,900
Yes
1/31/16
Can o n IRC7055 Can o n IR7105 Can o n IR5050N Can o n IR5050N Can o n IR3230 Can o n IR6055
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 12
DOCUMENTS The following Documents are signed and/or included in the bid Package. Failure to comply will be considered a “No Bid”. Yes
No
____
____
General Information & Signature Page
____
____
Piggyback Option granted
____
____
Non-Collusion Affidavit signed and included
____
____
Certificate of Liability Insurance included
____
____
Three Vendor references
____
____
Supplier Questionnaire
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 13
General Information Firm Name, address and contact information:
Telephone: _________________
Facsimile: ______________________
The undersigned acknowledges: 1. Having read carefully the bidding conditions and the specifications, the undersigned submits the attached proposal. 2. The governing Board of the Antioch Unified School District reserves the right to reject any and all bids and/or waive any irregularities or informalities in the bidding process. 3. Receipt of addenda, if any, as follows: _____________________________________ 4. Having read carefully the bidding conditions and the specifications, the undersigned submits the following bid. Any special conditions the School District needs to know in regards to your bid must be listed here: ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________
Company Name: ______________________________________ Bidder Name:
_______________________________________
Title of Bidder: _______________________________________ Signature:
_______________________________________
Email:
_______________________________________
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 14
PIGGYBACK CLAUSE Public Contract Code 21118. Pursuant to Public Contract Code 20118 and 20652 (Community Colleges) Antioch Unified School District authorizes all other eligible Districts and public agencies to piggy-back on this bid. The responding bidder authorizes this piggy-back by signing below. Instead of listing all agencies and Districts individually, the Antioch Unified School District names all public agencies and Districts in total. The District further waives its right to have warrants issued in its favor.
Acceptance or rejection of this clause will not affect the outcome of this bid.
______ Yes, piggyback option granted
______ No, piggyback option not granted
__________________________________________
___________________________
Signature
Date
Print Name & Title of Authorized Signer:
________________________________ __________________________ ____________________________ Name
Title
Company
Address: __________________________________________ __________________________________________ __________________________________________
Email: ___________________________________________
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 15
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY BIDDER AND SUBMITTED WITH THE BID (Public Contract Code Section 7106) State of California
)
County of _______________) _______________________) ____________________________being first duly sworn, deposes and says that he or she is ______________________of _____________________________, the party making the foregoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder or to fix any overhead, profit or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. ____________________________________ Signature of Bidder NOTARY FOR NON-COLLUSION AFFIDAVIT
Subscribed and sworn to (or affirmed) before me this ___________________________day of __________________, 20________________. (SEAL OF NOTARY) ___________________________________ Signature of Notary
___________________________________ Typed Name of Notary
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 16
SUPPLIER QUESTIONNAIRE Please answer the following questions as fully (yet as succinctly) as possible. Answers must be submitted in the same order/format as follows, and submitted on a separate sheet: 1. Discuss your company’s experience, background and qualifications regarding sales and service/maintenance of copiers, supplying of copier supplies and similar agreements. How long has your company been in business? 2. Discuss the qualification of the sales, service and support representative(s) who will be handling the District’s account. Please include their specific office location, and the time commitment that will be offered to the District under this contract. 3. Provide the number of service technicians presently employed by your company and the total number of copiers your office is maintaining. Are your service technicians certified? 4. How long has your company sold copiers? 5. Are you a distributer of several brands of copiers? Authorized? Please identify. 6. How many employees are in your local operation? 7. Who will handle the District’s maintenance needs for our copiers and what is their telephone number? 8. Who is the backup representative for the above person? 9. If another company will handle maintenance for you, give their full name, address, etc., and describe the business relationship. 10. What is your normal response time to “down” service calls? 11. How are service call requests logged and on-site response time and time for repairs tracked? 12. Are maintenance personnel assigned to the District responsible for service outside Contra Costa County? If so, what other areas? 13. Do you warehouse spare parts for the quoted copiers? If yes, where? 14. Do you warehouse copiers in your office? If no, then where? 15. What is the average delivery time of copiers from your distributor to you? 16. What is your average delivery time of out-of-stock items?
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 17
17. Please list the Public Agencies including School Districts that your firm has provided similar services for: ___________________________________________________________ ___________________________________________________________ ___________________________________________________________
Antioch Unified School District
Copier Equipment and Service
RPF #2012/13-01 Purchasing
Page 18
