THE SCHOOL DISTRICT OF LANCASTER
Request For Proposal (RFP) #3413 – Printing Services Issue Date: Issued By:
Wednesday, January 15, 2014 School District of Lancaster (SDOL) 1020 Lehigh Avenue Lancaster, PA 17602-2452
Inquiries:
Ilene Schenkel Purchasing Manager Tel: 717-735-7877 Email:
[email protected]
Proposals Due:
Friday, February 28, 2014 4:30 p.m.
School District of Lancaster
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Project Description The School District of Lancaster (SDOL) invites you to submit a proposal for Printing Services described below. Companies are invited to submit proposals on the forms requested based on the specifications supplied by the District. We would expect a contract (with the awarded vendor) to begin on July 1, 2014 with the bulk of the printing to take place between the months of December, 2014 through March 1, 2015. Please see the sample work required during a one year period (attached to the email inviting you to bid on this project). For estimating purposes for future years, we suggest you add 5% more clicks each year. We are looking at two (2) options: 1. Option 1 – Outside vendor runs their own print shop onsite in the McCaskey East location (where our current Print Shop resides). Vendor would provide their own equipment and their own staff. 2. Option 2 – All print jobs are sent to an outside vendor. Jobs are done offsite and are delivered back to the District to one central location. The proposal covers services for a one through five year period. We will select one vendor whose proposal best meet the requirements of the School District of Lancaster. Project Timeline SELECTION PROCESS
TIMEFRAME
RFP Issuance
Wednesday, January 15, 2014
Deadline for Vendor Questions
Monday, February 17, 2014 4:30 p.m.
SDOL Response to Vendor Questions
Friday, February 21, 2014 4:30 p.m.
Vendor Proposals Due
Friday, February 28, 2014, 4:30 p.m.
SDOL Proposal Review
Weeks of March 3-14, 2014
Contract Negotiations & Vendor Selection (pending Board approval)
Weeks of March 17-28, 2014
Board Approval
Tuesday, May 20, 2014
Start up
Tuesday, July 1, 2014
RFP Questions (by Vendor prior to Submission of Proposal) Any explanation desired by a proposer regarding the meaning or interpretation of this specification, etc., must be requested in writing by 4:30 p.m. on Monday, February 17, 2014. Oral explanations or instructions given before the award of the contract shall not be binding. Any information given to a prospective company shall be furnished to all prospective companies as an amendment to the solicitation, if such information is necessary to submit a proposal, or if the lack of such information would be prejudicial to uninformed companies. Amendments sent to all prospective companies will be sent by email. Any questions related to this RFP shall be directed via email only to: Ilene Schenkel, Purchasing Manager
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Email:
[email protected]
Proposal Evaluation & Vendor Selection 1. Selection Committee - All proposals will be evaluated by a team consisting of SDOL staff, including members of the Business Office, IT Department, and Office of Teaching and Learning. This team will be responsible for presenting the Committee’s recommendation to the School Board. 2. School Board Approval - The final “award” of this proposal is contingent upon the approval of the Board of School Directors. 3. The contract will be awarded to that responsive and responsible company whose proposal will be most advantageous to SDOL, price and other factors considered. Consideration may be given to such matters as record of past performance and financial and technical resources, with the preponderance of weight on price. We will make vendor selections based on the following criteria: a. Price b. Timeline c. Staffing Requirements Submission of Proposal & Response Requirements 1. Your mailing envelope must include the proposal identification “RFP 3413 Printing Services.” 2. Proposals are to be mailed (U.S. mail) or hand delivered (faxes not acceptable) to the location listed below and received on or before 4:30 p.m. on Friday, February 28, 2014. If mailed (via U.S. Mail), please mail to: Ilene Schenkel School District of Lancaster 1020 Lehigh Avenue Lancaster, PA 17602 If hand delivered, please deliver to: Ilene Schenkel School District of Lancaster rd 251 South Prince Street, 3 Floor Lancaster, PA 17603 3. Your proposal should consist of the following: A. RFP Response/Bid Form - Fill in and submit the attached RFP Response/Bid Form which should be signed by the duly authorized officer of your company. B. Bid Certification - Fill out and submit the Bid Certification C. Appendix A. Questions and Answers D. Appendix B. Pricing Sheets - Fill in and submit the Pricing Sheets as requested. E. RFP 3413 Toner Based Copy Pricing Sheet (attached to the email inviting you to bid on this project) F. Non-collusion Affidavit - Fill out, notarize and submit a Non-Collusion affidavit as described in the instructions (attached to the email inviting you to bid on this project) G. References of three accounts which have recently been completed or are now being serviced. These references should be for comparable projects. This list shall include company name, contact person, address, telephone number and email address. Failure to include references may be ample cause for rejection. H. Please provide one (1) original and three (3) copies of the proposal. I. A statement highlighting the qualifications/experience and the resume(s) of the proposed Project Team or person(s) who will be handling each portion of the “Scope of Project” section.
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J.
Please confirm, in writing (with your proposal response) that, if you are the selected vendor for this Project, you will agree to sign the Master Agreement and Addendum C for General Services (attached to the email inviting you to bid on this project), as presented in this RFP, and have it submitted with your proposal. K. If you cannot comply with any section of this RFP or if you do not agree with the terms/conditions as stated in this RFP, please clearly reference that section or statement in your proposal response and explain why you cannot comply or disagree with those terms. SDOL does not want portions of the work described in this RFP provided by a subcontractor. L. A brief executive summary should be included with your proposal and it should include the following: a. General background about your company b. A statement of work that explains who, what, where, when, how the project(s) would be managed c. Escalation process (if problems, issues…for resolution) M. If software will need to be purchased by SDOL, please provide (with your proposal), as appropriate, any software licensing agreements, maintenance agreements, service level agreements, etc.
Other Requirements or Terms and Conditions 1. Taxes – The School District of Lancaster is exempt from Pennsylvania sales tax and Federal excise taxes. 2. Pricing - Provide an inclusive fee structure listing all services to be provided, labor costs, hourly rates, travel, etc. Specify and provide the cost for any other general reimbursable expenses. Use the grids provided in Appendix B. 3. Billing - Invoices shall be sent to: Accounts Payable, School District of Lancaster, 1020 Lehigh Avenue, Lancaster, PA 17602-2452. Invoices and required supporting documentation must be received by no later than the 2nd working day of each month for payment to be made in that same month after Board approval. (If the District is nd closed on the 2 working day of the month, invoices must be received on the following business day). nd (Any invoices received after the 2 working day of the month will be held and paid in the following month – see Invoicing Examples below). Every effort will be made to mail payment within three (3) business days following the School District’s Board Meeting, generally held on the third Tuesday of the month (twelve payments per year). Every effort will be made to ensure timely payments. Invoices must be in original form, include any required documentation, and be free from errors. The School District does not make prepayments for services or supplies. Invoicing Examples: • Invoice received on March 1 will be paid March 20-22 (within 3 days after the March 19 Board meeting) • Invoice received on March 15 will be paid April 17-19 (within 3 days after the April 16 Board meeting) 4. Each bidder shall provide, upon the School District’s request, documentation that it has the experience, qualifications and financial ability to perform any contract awarded to the bidder. 5. Clearances – For any work done on-site, vendor (and any subcontractor, if applicable) must provide all clearances as described in the attached Master Agreement and Addendum C for General Services.
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6. Insurance - For any work done on-site, vendor (and each subcontractor, if applicable) must provide insurance certification as detailed in the attached Master Agreement and Addendum C for General Services. Legal Conditions: 1. REJECTION OF PROPOSALS – The School District of Lancaster reserves the right to waive informalities and to accept any bid or to reject any part or all bids. 2. SDOL reserves the right to reject the proposal of a company who has previously failed to perform properly or to complete contracts of a similar nature on time or who is not in a position to perform the contract. 3. No proposal may be withdrawn for a period of sixty (60) days following the due date opening. Interested companies are expected to examine carefully the specifications. Failure to do so shall be at the bidder's risk. 4. No rights shall accrue to any person submitting a bid or proposal until such bid has been accepted and contract awarded and such contract finally and completely executed in writing. 5. The successful vendor shall not assign the performance of the contract nor any portion thereof, to others without the express consent, in writing, from the School District of Lancaster. 6. The Board of School Directors reserves the right to increase or decrease the number of services, to omit any services, or to select single services for any bid. 7. All applicable laws shall be deemed to be part of these specifications and the contract shall be read and enforced as though they were included. 8. If any bid is accepted, the contract shall consist of the invitation to bid, the conditions and instructions, the schedule of items applicable to this bid, the general bid requirements, the completed bid form and certification of bidder along with any revisions, clarifications, error correction notices, and explanatory notes issued prior to bid opening, and the applicable purchase order(s). In the case of differing or contradictory contract language, the language providing the greatest benefit to the School District shall take precedence. Exclusive jurisdiction and venue for any dispute relating to any matters pertaining to any bid (or to any contract resulting from any bid) shall be in the Court of Common Pleas of Lancaster County Pennsylvania; and any such dispute shall be governed by the laws of the Commonwealth of Pennsylvania, without regard to conflicts-of-law rules.
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THE SCHOOL DISTRICT OF LANCASTER RFP RESPONSE/BID FORM
RFP No:
3413
RFP Name: Printing Services
Due Date - Original, signed RFP Proposal (and all related documents) due by U.S. Mail by 4:30 p.m. on Friday, February 28, 2014. I, or We, the undersigned, hereby propose and agree to furnish to the School District of Lancaster, any or all of the information requested herein. ____________________________________ COMPANY ____________________________________ ADDRESS ____________________________________ ADDRESS ____________________________________ TELEPHONE (WITH AREA CODE) _____________________________________ EMAIL ADDRESS ____________________________________ PRINTED NAME ____________________________________ AUTHORIZED SIGNATURE ____________________________________ TITLE ____________________________________ DATE
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CERTIFICATION OF BIDDER
RFP No:
3413
RFP Name: Printing Services
If Bidder is a Corporation: ___________________________________________ (Please type or print legal corporate name.)
By:________________________________________ (Officer) Attest:______________________________________ (Officer) If Bidder is a Partnership or if registered fictitious name – please indicate all Partners in business.
____________________________________________ (Please type or print legal name of Partnership.) By: _________________________________________ (Signature of Partner) If Bidder is an Individual: ____________________________________________ (Please type or print legal name) By:_________________________________________ (Signature of Individual) Address of Bidder: ____________________________________________
____________________________________________ Telephone Number (with Area Code): _____________________________________________ Email: _____________________________________________ Date:
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Appendix A. Questions & Answers Vendor’s proposal should include a response to each of the following questions. In your response, please list the question followed directly below with your response. If you are not responding to one of the options, please indicate “NOT APPLICABLE” in that section.
Option 1: Outside vendor runs their own print shop onsite 1. Please describe your process for job submissions (Include what, if any software is used, what training would be required, who would receive training, how is training done and by whom, etc.). a. Please distinguish the process based on receiving electronic or hard copy documents. b. Do you have a standard form for filling out print requests? 2. Do you charge for estimating the cost of a project? On large or complicated jobs, can you provide a written quote prior to processing? 3. What is the turnaround time for print/copy jobs? When must orders be submitted to receive back by a specified date/time? 4. Do you charge extra for urgent requests? 5. Do you have backup staff in case of large volumes required during certain times of the year? Please explain how you manage that. 6. Please provide a list of the equipment that you would use on-site. (The main room is approximately 22 'x 25' and there is a small adjacent room available that is about 10' x 19'). 7. How many staff would you have on site? Please list the position of each employee and how many hours per day or per week they would work on site. 8. Please provide the detailed unit cost of paper and unit of measure for years 1, 2, 3, 4, and 5: a. White bond 20 lb b. Color Paper 20 lb (provide all colors) c. Card stock 67# (provide all colors) d. NCR (2 part) e. NCR (3 part) f. NCR (4 part) g. NCR (5 part) h. Any other paper you think is needed based on our requirements 9. Please provide the detailed unit cost (and unit of measure) by line item of supplies you will use (staples, spirals, rubber bands, binder clips, boxes, etc.) for years 1, 2, 3, 4, and 5 10. Please provide the unit cost for the following for years 1, 2, 3, 4, and 5: a. Collating b. hole-punching c. stapling d. folding e. spiral binding f. cutting g. drilling h. tabbing i. saddle stitching (machine) j. hand labor (sealing, binding, etc.) k. editing l. shrink wrapping up to 500 sheets of 20 lb bond
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m. shrink wrapping with chipboard (per job – up to 500 sheets of 20 lb), etc 11. Do you have any performance guarantees? What assurance do we have that jobs will be done on time and correctly? What recourse does SDOL have if services are late or incorrect (due to vendor error)? 12. Please provide a copy of a sample invoice. a. Can you provide invoices or reports, upon request, that would be broken out by school with number of B&W and color impressions and associated costs? b. Can you provide us with a detailed log of the jobs completed attached to every invoice? 13. Does SDOL have the option to purchase their own paper if they can get it at a lower cost? 14. Can you work from electronic and/or hard copy documents? 15. Do you back up and save documents on file for multiple years? When do you purge our documents? 16. Will you inform SDOL if there is a cheaper or more efficient way to process a job that is submitted to you? 17. Can you provide us with a list of “no service” days? 18. What are your hours of operation?
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Appendix A. Questions & Answers, continued
Option 2: Print jobs are sent to an outside vendor 1. Please describe your process for job submissions (Include what, if any software is used, what training would be required, who would receive training, how is training done and by whom, etc.). a. Please distinguish the process based on receiving electronic or hard copy documents. b. Do you have a standard form for filling out print requests? 2. Do you charge for estimating the cost of a project? On large or complicated jobs, can you provide a written quote prior to processing? 3. What is the turnaround time for print/copy jobs? When must orders be submitted to receive back by a specified date/time? 4. Do you charge extra for urgent requests? 5. Do you have backup staff in case of large volumes required during certain times of the year? Please explain how you manage that. 6. Please provide the detailed unit cost of paper and unit of measure for years 1, 2, 3, 4, and 5: a. White bond 20 lb b. Color Paper 20 lb (provide all colors) c. Card stock 67# (provide all colors) d. NCR (2 part) e. NCR (3 part) f. NCR (4 part) g. NCR (5 part) h. Any other paper you think is needed based on our requirements 7. Please provide the detailed unit cost (and unit of measure) by line item of supplies you will use (staples, spirals, rubber bands, binder clips, boxes, etc.) for years 1, 2, 3, 4, and 5 8. Please provide the unit cost for the following for years 1, 2, 3, 4, and 5: a. Collating b. hole-punching c. stapling d. folding e. spiral binding f. cutting g. drilling h. tabbing i. saddle stitching (machine) j. hand labor (sealing, binding, etc.) k. editing l. shrink wrapping up to 500 sheets of 20 lb bond m. shrink wrapping with chipboard (per job – up to 500 sheets of 20 lb), etc 9. Do you have any performance guarantees? What assurance do we have that jobs will be done on time and correctly? What recourse does SDOL have if services are late or incorrect (due to vendor error)? 10. Please provide a copy of a sample invoice. a. Can you provide invoices or reports, upon request, that would be broken out by school with number of B&W and color impressions and associated costs? b. Can you provide us with a detailed log of the jobs completed attached to every invoice?
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11. Does SDOL have the option to purchase their own paper if they can get it at a lower cost? 12. Can you work from electronic and/or hard copy documents? 13. Do you back up and save documents on file for multiple years? When do you purge our documents? 14. Will you inform SDOL if there is a cheaper or more efficient way to process a job that is submitted to you? 15. Can you provide us with a list of “no service” days? 16. What are your hours of operation? 17. Please describe your pickup and delivery services.
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Appendix B. Pricing Based on the details provided in Appendix A, please fill out a table for each of the options listed below. If you are not responding to one of the options, please indicate “NOT APPLICABLE” in the first blank box in that section. Depending on costs provided in your responses, we may opt for a “pay as you go” option or a lump sum option.
Option 1: Outside vendor runs their own print shop onsite. Please provide ANNUAL costs. Item Year 1 Year 2 Year 3 Year 4
Year 5
Total Cost of Software (digital storefront), includes licenses, maintenance, installation, training (please distinguish what is a 1 time cost vs annual cost) Total Cost of Labor for Printing Services Total Cost of Equipment (leased or purchased by the vendor) Total Cost of Paper Total Cost of Supplies Total cost per copy (includes labor, paper, and supplies) Other (internal accounting time, etc.) Other Other Total Estimated Annual Cost (based on above) Lump Sum Annual Cost (actual spend could be under or over, but this would be the total cost no matter what)
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Appendix B. Pricing, continued Option 2: Print jobs are sent to an outside vendor – Please provide ANNUAL costs. Item Year 1 Year 2 Year 3 Year 4
Year 5
Total Cost of Software (digital storefront), includes licenses, maintenance, installation, training (please distinguish what is a 1 time cost vs annual cost) Total Cost of labor for Printing Services Total Cost of Paper Total Cost of Supplies Total cost per copy (includes equipment usage, labor, paper, and supplies) Total Cost of Delivery to 1 location (delivery fee, including labor, vehicle usage, gas, time, fuel surcharge) Other (internal accounting time, etc.) Other Other Total Estimated Annual Cost (based on above) Lump Sum Annual Cost (actual spend could be under or over, but this would be the total cost no matter what)
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