DUNLAP CUSD #323 COPIER RFP
Dunlap CUSD #323 Copier RFP Version 1.1
DUNLAP CUSD #323 COPIER RFP
Dear Prospective Vendor,
The Dunlap Community Unit School District #323 is seeking bids for the district-wide replacement and
maintenance of its print fleet. This document will serve as the official bid documents for this highly
competitive bidding process.
The pages in this bid package will contain instructions, specifications, and timeline for this project. The
bids will be opened in a meeting open to all bidders on March 1, 2016 at 10:00 AM at the Dunlap CUSD
#323 District Office at 3020 W. Willow knolls Road, Peoria, IL 61614. In the current financial climate,
price is always a consideration when it comes to bids, however, we will not award this bid based solely
on price. Each vendor will be evaluated for experience, reputation, and quality. The district reserves
the right to reject any and all bids.
All questions pertaining to this RFP must be submitted via email to mjensen@dunlapcusd.net. Do not
contact individual schools, administrators, or any other staff in relation to this RFP. This could be
grounds for disqualification. All questions will need to be emailed prior to Wednesday February 17,
2016. At that time, all questions will be answered, and posted to the district website on Monday
February 22, 2016.
Thank you for your interest in this project,
Matt Jensen
Director of Technology
Dunlap CUSD #323
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Dunlap CUSD #323 Copier RFP Version 1.1
BACKGROUND & OVERVIE W
Dunlap Community Unit School District #323 is seeking proposals from qualified vendors to provide and
maintain a fleet of document processing equipment. This will be a single phase project to
replace/maintain all of the district’s copier fleet and maintain the district’s laser printing fleet. The
selected vendor will provide the district with a replacement plan of industry recognized multifunction
devices capable of reliably performing all common handling functions.
Vendors must submit a proposal to cover the entire copy / print fleet. The proposal must clearly include
separate pricing for the following:
1)
2)
3)
4)
A five-year lease / purchase of the equipment including the assumed interest rate
Monthly service cost on a per copy / print basis
Monthly service cost per print for Laser Printing
District outright purchase of equipment
VENDOR RESPONSIBILIT Y
Proposers must thoroughly read and examine the entire bid package. Failure to do this, will not be
basis for requesting extra compensation after the award of the contract.
TIMELINE
Issue Date: February 9, 2016
Vendor Questions Due: February 17, 2016
District Reply to Questions: February 22, 2016
RFP Due: March 1st, 2016 by 10:00am CST
Public Bid Opening: March 1st, 2016 10:00 am CST
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Dunlap CUSD #323 Copier RFP Version 1.1
SUBMISSION OF PROPOSALS
To facilitate the evaluation, submit the proposal in two separate parts described below. Each part must
be submitted in separate sealed envelopes and clearly marked as Technical Proposal or Pricing
Proposal.
TECHNICAL PROPOSAL
Submit two original copies of the completed, signed, and marked “Technical Proposal.” Electronic
copies will only be required by winning bidder. The following documents should be in this proposal:
1) Response to Technical Requirements
2) Signed Proposal
3) All other information requested in the RFP
PRICING PROPOSAL
Submit two original copies of the completed and signed proposal. The Pricing Proposal standard format
is included in the Appendix of this bid document. It must be signed by the appropriate vendor
representative. The document will be a breakdown of pricing proposals and will include areas for:
1)
2)
3)
4)
A five-year lease / purchase of the equipment including the assumed interest rate
Monthly service cost on a per copy / print basis
Monthly service cost per print for Laser Printing
A five-year lease / purchase of the print / copy accounting software including the assumed
interest rate
SUBMISSION
Proposals may be either delivered by hand or sent through US Mail, express, or other courier services
to:
Karen Beverlin
Dunlap CUSD #323
3020 West Willow Knolls Road
Peoria, IL 61614
The following information must be included in the submission:
1)
2)
3)
4)
A brief background of the firm and experience with supporting copier / print equipment
Name, address, phone, and email of primary contact person at company
A list of names of personnel who will be responsible for service, sales, and support
If subcontractors will be used, provide a list of their names / addresses and what service
they provide
5) Five references of current public K-12 clients, including names, email address, phone
numbers, and what your company is providing. The district will contact these references.
6) Company’s most recent annual report and financial statements including Balance Sheets
and Statement of Revenue and Expenses.
7) Any other information the vendor sees fit for qualification purposes.
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Dunlap CUSD #323 Copier RFP Version 1.1
SERVICE AND PERFORMANCE PLAN
The vendor must provide a service and performance plan that outlines and supports their proposals to
provide equipment, maintenance, and supplies to the school district. This plan will also include an
implementation plan, training schedule, and delivery schedule. This plan should contain a list of
commitments and expectations not only for the vendor but the school district. The district expects the
vendor will provide similar working examples of plans in place at other K-12 clients.
VENDOR PROPOSAL RESPONSIBILITY
Vendors are responsible to insure that proposals are actually received by March 1st, 2016 by 10:00am
CST. The district assumes no responsibility for any proposal not so received, regardless of whether the
delay is caused by the courier or the district’s internal postal delivery system. No proposals received
after March 1st, 2016 at 10:00am CST will be accepted.
After submission, the bid documents are the property of Dunlap CUSD #323. The district has the right
to reject any and all bids.
Each vendor is expected to comply with true intent of this RFP taken as a whole and shall not avail itself
of any errors or omissions to the detriment of the services. Should the vendor suspect any error,
omission, or discrepancy in the specifications or instructions, the vendor shall immediately notify the
Director of Technology, electronically, and the district will issue written instructions. The vendor is
responsible for the contents of its proposal and for satisfying the requirements set forth in the RFP.
CURRENT EQUIPMENT
The district currently has a large fleet of copiers and printers. Each copier is a multifunctional unit that
copies, scans, and prints. Each school and Unit Office have one (1) multifunctional color copier that
includes a fax communication board. The copier manufacturer is Canon, and the majority of printers
are Hewlett Packard.
Appendix B contains a summary of current devices in use. The school district is currently maintaining a
centralized printing strategy. Only computer labs contain printers, not classrooms. The district goal is to
continue reducing printing.
SUBCONTRACTORS
If the vendor intends to use subcontractors in the performance of any work in connection with the
requirements of this RFP, it must be clearly stated in their response. The vendor’s response shall
include a description of which portion(s) of the work will be subcontracted, the names and addresses
of potential subcontractors, and expected amount of money each will receive under the contract.
The vendor may not use the services of other contractors or subcontractors not named in this RFP
without prior permission of the district.
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Dunlap CUSD #323 Copier RFP Version 1.1
PRESENTATIONS
The school district reserves the right to request (and require) the vendor to make a presentation at the
vendor’s expense. No vendors will be entitled to be present during, or otherwise receive any
information regarding the presentation made by another vendor. All presentations are considered
confidential and proprietary.
EVALUATION
All proposals submitted in response to this RFP will be evaluated by district personnel. The district
intends to award the equipment and services in this RFP to the most qualified vendor based on
resources, service levels, references, and technical expertise, and cost.
TECHNICAL DETAILS & EXPERTISE
Vendors must submit an introductory section that will apply to all proposals. The information in each
section is a critical component of the evaluation.
QUALIFICATIONS
1) Extensive background in multifunction copiers and laser printers in K-12 environments
2) Five years or more experience in servicing and repairing copiers and printers
3) Documented commitment to service, customer satisfaction, and cost-effectiveness
NEW EQUIPMENT SPECIFICATIONS
1) The primary objective for the district is ease of use and reliability to our users. Users must
have the flexibility to utilize any machine throughout the school district.
2) All hardware must be NEW, no factory refurbished, used, or off-lease equipment will be
considered.
3) In terms of flexibility and scalability, the district realizes that the current fleet may not be
“right-sized” for the environment. The vendor may submit a proposal that allows a degree of
flexibility in regards to capacity and quantity. However, the “user experience” should not be
degraded by these changes.
4) The entire fleet of copiers are described in Appendix B. At a minimum, the vendor should
specify hardware that meets or exceeds the current units. The vendor is encouraged to
supply more information on features or options that could be beneficial to the district that
the district may be unaware of. The district will emphasize the combination of equipment and
service costs, equipment quality and durability, and service commitment in its evaluation.
The district reserves the right to modify these requirements at any time.
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Dunlap CUSD #323 Copier RFP Version 1.1
SCOPE OF SERVICES – MFD COPIERS / SERVICE / SUPPLIES
Dunlap Community Unit School District #323 seeks proposals from qualified vendors to provide and
maintain a fleet of industry multifunction (MFD) at each location listed in Appendix B.
The district intends to have at least one high capacity MFD (High Volume) in six schools. One color
copier will be in each school and the district office. Each color copier should also have fax capabilities.
Three low volume black / white copiers will also require faxing capabilities. For bid purposes, vendors
should utilize copy counts found in Appendix B. There will also be a number of “low” and “mid-range”
units throughout the schools also found in Appendix B. Vendors should use the copier report in
Appendix B to develop their proposals. Quantities are located on the bid sheet.
The district emphasizes the need for flexibility, scalability, and reliability. The ideal solution will excel at
providing staff members a uniform and user friendly environment.
The current service arrangement for Dunlap CUSD #323 calls for the Service Provider to provide toner
when requested by the school offices. Repair services are also provided by the Service Provider on an
“on-call” basis to minimize disruptions. The arrangement thus far has worked properly, and could be
used as a future template with the addition of proactive maintenance plans. These proactive plans
would call for a time in which copiers are cleaned, serviced, and deemed in acceptable working
condition. The current district IT staff does not handle day-to-day service or maintenance of the
equipment. The IT staff maintains the network connection, print servers, and assisting staff with installs
of the devices.
SERVICE, MAINTENANCE, AND SUPPLY REQUIREMENTS
As proposers formulate their service, maintenance, and supply plans, the District must remind them of
the demanding and dynamic environment their equipment will be expected to reliably perform within.
Document processes needs now extend to all hours of the day with peak hours between 7:00 am and
4:00 pm through the school year.
With this in mind, the district asks vendors to submit detailed plans that clearly demonstrate how they
intend to fully support the copy and print fleet throughout the school year.
A list of requirements that the district feel are ideal service, maintenance, and supply solutions appears
below.
Service
1) 4 hour response time to service calls placed during District hours (7:30am to 4:00pm) with 1 hour
response if all copiers are out of service in a single location
2) 1 hour confirmation of service call receipt
3) 1 business day maximum downtime for equipment
4) Replacement of chronically malfunctioning machines upon district demand
5) No cost equipment moves and relocations (5 day advance notice)
Service Management
1)
2)
3)
4)
5)
Centralized equipment monitoring and management system for district staff to utilize
Ability to initiative service via web / phone
Confirmation of service
Detailed logs of service within 1 week of service
Escalation path provided by vendor when service is not acceptable
Service Conduct
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Dunlap CUSD #323 Copier RFP Version 1.1
1) Vendor personnel must comply with all district policies regarding employee conduct while on
district property
2) Vendor personnel must be factory trained, uniformed, and clearly identified with an id badge
3) Vendor personnel must fully cooperate with district personnel in the timely resolution of requests
4) The district is not responsible for injuries, accidents, or workplace infractions while on district
property
5) The district is not responsible for parking infractions, moving violations, fees or fine incurred by
vendor while on district property
6) The district is not responsible for any tools, computers, equipment, or personal items brought onto
campus by vendor personnel
7) All copies or “clicks” made by vendor personnel in the performance of their maintenance duties
must be deducted from the districts overall cost
Supply Capabilities
1) Monitoring and management system should, at a minimum, allow for remote monitoring and
possible automatic reordering of consumables
2) Technicians must carry ample parts inventory to return all MFD equipment to service within one
business day after commonly occurring failures or malfunctions
3) Parts supply/warehouse must be in close proximity of Dunlap, IL and ability to overnight parts at
no cost to the district
4) Parts and consumables such as staples, will be supplied upon request by district personnel within
one business day and the vendor will supply all contact information and instruction necessary to
place such orders.
SUMMARY OF MFD / SUPPLIES / SERVICE
The Dunlap Community Unit School District 323 is seeking bids from qualified vendors for NEW copiers,
Service for the new copiers, and Supplies for the new copiers in this proposal. Staples must be
included in the supply cost. All equipment, service, and supply should be included as “cost per copy”
rate charged to Dunlap CUSD #323 on a monthly basis, with possible outright machine purchase. See
bid sheet for more information. Total annual cost is based on that rate multiplied by a set page volume
and billed monthly.
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Dunlap CUSD #323 Copier RFP Version 1.1
SCOPE OF SERVICES – LASER PRINTING SERVI CE AND SUPPLIES
Dunlap Community Unit School District #323 seeks proposals from qualified vendors to provide laser
printing service and supplies to district-owned devices. The district owns a number of Hewlett-Packard
laser printers generally found in computer labs. The current service arrangement for Dunlap CUSD #323
calls for the Service Provider to provide toner when requested by the school offices. Repair services are
also provided by the Service Provider on an “on-call” basis to minimize disruptions. The arrangement
thus far has worked properly, and could be used as a future template with the addition of proactive
maintenance plans. These proactive plans would call for a time in which printers are cleaned, serviced,
and deemed in acceptable working condition. The current district IT staff does not handle day-to-day
service or maintenance of the equipment. The IT staff maintains the network connection, print servers,
and assisting staff with installs of the devices. All laser printing will be done in black and white. No color
toner will be provided to the district or schools.
SERVICE, MAINTENANCE, AND SUPPLY REQUIREMENTS
As proposers formulate their service, maintenance, and supply plans, the District must remind them of
the demanding and dynamic environment their equipment will be expected to reliably perform within.
Document processes needs now extend to all hours of the day with peak hours between 7:00 am and
4:00 pm through the school year.
With this in mind, the district asks vendors to submit detailed plans that clearly demonstrate how they
intend to fully support the copy and print fleet throughout the school year.
A list of requirements that the district feel are ideal service, maintenance, and supply solutions appears
below.
Service
1) 4 hour response time to service calls placed during District hours (7:30am to 4:00pm) with 1 hour
response if all copiers are out of service in a single location
2) 1 hour confirmation of service call receipt
3) 1 business day maximum downtime for equipment
Service Management
1) Ability to initiative service via web / phone
2) Confirmation of service
Service Conduct
1) Vendor personnel must comply with all district policies regarding employee conduct while on
district property
2) Vendor personnel must be factory trained, uniformed, and clearly identified with an id badge
3) Vendor personnel must fully cooperate with district personnel in the timely resolution of requests
4) The district is not responsible for injuries, accidents, or workplace infractions while on district
property
5) The district is not responsible for parking infractions, moving violations, fees or fine incurred by
vendor while on district property
6) The district is not responsible for any tools, computers, equipment, or personal items brought onto
campus by vendor personnel
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Dunlap CUSD #323 Copier RFP Version 1.1
7) All copies or “clicks” made by vendor personnel in the performance of their maintenance duties
must be deducted from the districts overall cost
Supply Capabilities
1) Monitoring and management system should, at a minimum, allow for remote monitoring and
possible automatic reordering of consumables
2) Technicians must carry ample parts inventory to return all print equipment to service within one
business day after commonly occurring failures or malfunctions
3) Parts supply/warehouse must be in close proximity of Dunlap, IL and ability to overnight parts at
no cost to the district
SUMMARY OF LASER PRINTING SERVICE AND SUPPLIES
The Dunlap Community Unit School District 323 is seeking bids from qualified vendors for Service and
Supplies for the laser printing fleet. All service and supplies should be included as “cost per print” rate
charged to Dunlap CUSD #323 on a monthly basis. Total annual cost is based on that rate multiplied by
a set page volume and billed monthly.
SCOPE OF SERVICES – PRINTING ACCOUNTING SYSTEM
Dunlap Community Unit School District #323 seeks proposals from qualified vendors to provide an
accounting system that will allow the district to monitor printing / copying across the district. The
system should allow for quota setting, integrate with Active Directory, and any other functions the
vendor sees as “features.”
The software should also include the following features:
1)
2)
3)
4)
5)
6)
Reporting
Quota setting
Centralized management of users across ALL copiers
Centralized configuration management of copiers
Address book on copier population from AD or centralized software
Follow me printing
SUMMARY OF ACCOUNTING
The Dunlap Community Unit School District 323 is seeking bids from qualified vendors for an accounting
and print management system that would monitor all copying and printing in the district. The cost of
the software will be billed to Dunlap CUSD #323 on a monthly basis or outright purchased.
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Dunlap CUSD #323 Copier RFP Version 1.1
APPENDIX A: SPECIFIC ATIONS FOR MFD / COPIERS
Below are minimum specifications for all copiers throughout the district.
HIGH VOLUME SYSTEM - See Appendix B (Labeled as H)
Specifications to meet or exceed:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
Machine volumes at least 75,000 per month
Black and White Only
Minimum 75-Pages-Per Minute Copy / Print Speed
100-Sheet Duplex Scan Single-Pass Document Feeder – Black & White / Full Color
Network PCL6 Compatible
TCP/IP Protocols, SSL, SNMPv2/3
Minimum 1.5GB memory
160 GB Hard drive
Minimum two adjustable 500-sheet paper drawers (8.5” x 11” to 11” x 17”)
High Capacity Drawer with minimum 2,000 sheet capacity for 8.5” x 11” paper
Scan to email, network folders, and Google Apps
High Volume Finisher with 4,000 sheet output capacity and 50-sheet stapling capacity
3-Hole Punch Unit
MEDIUM VOLUME SYSTEM - See Appendix B (Labeled as M)
Specifications to meet or exceed:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
Machine volumes at least 50,000 per month
Black and White Only
Minimum 65-Pages-Per Minute Copy / Print Speed
100-Sheet Duplex Scan Single-Pass Document Feeder – Black & White / Full Color
Network PCL6 Compatible
TCP/IP Protocols, SSL, SNMPv2/3
Minimum 1.5GB memory
80 GB Hard drive
Minimum two adjustable 500-sheet paper drawers (8.5” x 11” to 11” x 17”)
High Capacity Drawer with minimum 2,000 sheet capacity for 8.5” x 11” paper
Scan to email, network folders, and Google Apps
Finisher with 50-sheet stapling capacity
3-Hole Punch Unit
MEDIUM VOLUME SYSTEM WITH COLOR - See Appendix (Labeled as M/C)
Same specifications as Medium Volume, but with color copying and printing capabilities
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Dunlap CUSD #323 Copier RFP Version 1.1
LOW VOLUME SYSTEM - See Appendix B for quantities and locations (Labeled as L)
Specifications to meet or exceed:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Machine volumes for at least 10,000 per month
Black and White
Minimum 35-Pages-Per Minute Copy / Print Speed
100-Sheet Duplex Scan Single-Pass Document Feeder – Black & White / Full Color
Network PCL6 Compatible
TCP/IP Protocols, SSL, SNMPv2/3
Minimum 1.5GB memory
80 GB Hard drive
Minimum two adjustable 500-sheet paper drawers (8.5” x 11” to 11” x 17”)
Scan to email, network folders, and Google Apps
Finisher with 50-sheet stapling capacity
LOW VOLUME SYSTEM WITH COLOR - See Appendix (Labeled as L/C)
Same specifications as Low Volume, but with color copying and printing capabilities
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Dunlap CUSD #323 Copier RFP Version 1.1
APPENDIX B: CURRENT FLEET / VOLUMES / LOCATIONS
Copiers / MFD
Building
BES
BES
BES
BES
DAC - Trans
DGS
DGS
DGS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS - SS
DMS
DMS
DMS
DMS
DMS
DMS
DVMS
DVMS
DVMS
DVMS
DVMS
HGES
HGES
HGES
HGES
HGES
HGES
HGES
HGES
HGES
HGES
RES
RES
RES
Manufacturer
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
Model
iR C5185
iR5055
iR5055
iR7095
iR3230
iR C4580
iR5065
iR5050
iR C5185
iR5050
iR5050
iR5050
iR5055
iR5050
iR7095
iR5055
iR5055
iR3030
iR3030
iR C5185
iR5055
iR5075
iR5055
iR7086
iR5055
iR C5185
iR5050
iR5055
iR7095
iR C3080
iR C4080
iR5055
iR5055
iR5065
iR5055
iR5065
iR5055
iR7086
iR5065
iR C5185
iR5075
iR5065
Monthly Averages
B/W
Color
Total
6,613
4,447
11,061
16,157
0
16,157
19,430
0
19,430
34,003
0
34,003
609
0
609
4,824
1,548
6,372
12,366
0
12,366
14,906
0
14,906
7,234
1,419
8,654
13,655
0
13,655
21,272
0
21,272
28,996
0
28,996
29,645
0
29,645
29,944
0
29,944
34,434
0
34,434
38,021
0
38,021
42,304
0
42,304
2,267
0
2,267
2,639
0
2,639
3,689
2,078
5,768
13,421
0
13,421
14,246
0
14,246
17,787
0
17,787
41,438
0
41,438
1,125
0
1,125
3,461
731
4,192
8,094
0
8,094
8,433
0
8,433
17,776
0
17,776
665
95
760
2,840
2,433
5,273
5,424
0
5,424
13,541
0
13,541
14,049
0
14,049
14,284
0
14,284
14,907
0
14,907
15,706
0
15,706
16,570
0
16,570
16,961
0
16,961
2,665
3,756
6,422
19,481
0
19,481
43,613
0
43,613
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Dunlap CUSD #323 Copier RFP Version 1.1
RES
UO
UO
WW
WW
WW
WW
WW
CANON
CANON
CANON
CANON
CANON
CANON
CANON
CANON
iR7095
iR C3480
iR5065
iR1023
iR C2880
iR3225
iR5075
iR5055
48,830
338
37,419
1,629
1,286
6,117
20,207
33,361
0
1,284
0
0
1,981
0
0
0
48,830
1,623
37,419
1,629
3,268
6,117
20,207
33,361
PRINT FLEET
Building
BES
DAC-Technology
DGS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DHS
DMS
DMS
DMS-PLTW
HGES
HGES
RES
WW
Manufacturer
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
HP
Model
LJ P4014
LJ P3010
LJ P4014
LJ 4000
LJ 4240
LJ P2055dn
LJ P3010
LJ P3010
LJ P3010
LJ P4014
LJ P4014
LJ P4014
LJ P4014
LJ P4014
LJ P4015
LJ P4015
LJ 600 M601
LJ P4014
LJ 4250
LJ 600 M601
LJ 600 M601
LJ P4014
LJ P4014
B/W
566
7
159
0
100
56
444
315
246
3,250
1,250
1,184
741
633
1,134
612
473
1,202
0
837
301
695
682
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Dunlap CUSD #323 Copier RFP Version 1.1
APPENDIX C: BID SHEET
Dunlap CUSD #323 Pricing Proposal for Copier and Multi-Functional Devices
1.
Having carefully examined all bid documents, as well as the proposed program, the undersigned
BIDDER hereby proposes to furnish all equipment and services set forth, being familiar with
local conditions affecting the cost of the work; Invitation to Bid; Instructions and Contract
Provisions to Bidder; General Specifications; and Bid Proposal Form; hereby propose to furnish
all labor, materials, equipment, and services required, referred to and described in the complete
bid package.
2.
In submitting this bid, it is understood that the right is reserved by the DISTRICT to reject any
and all bids, or parts thereof, and it is agreed that this bid may not be withdrawn during the
period of ninety (90) days from the time of the award of bid.
3.
The Bidder certifies that the firm is qualified and licensed to perform the services described.
4.
The Bidder certifies that the firm will provide a Quality Control review and corrective action
plan acceptable to the District within ten business days of the award of the Contract.
5.
For services, the BIDDER will provide a detailed staffing plan with the bid proposal to
accomplish the requirements, upon award of the contract, the staffing plan shall be amended to
include certification provided directly to the district naming all employees to be engaged in
services have up to date and valid licenses and permits as may be required to operate
equipment.
6.
References shall include a minimum of five references of similar job scopes over the prior five
years, name of company, contact name and telephone number.
7.
Name, office address and office and cell telephone numbers of BIDDER REPRESENTATIVE
assigned to provide on-site management/supervision of work shall be provided at time of
contract award.
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Dunlap CUSD #323 Copier RFP Version 1.1
Terms of the published Request for Proposal are incorporated into this Pricing Proposal.
*Quantities are subject to change based on pricing.
Copier Type
High Volume
Medium Volume
Medium Volume w/ Color (with fax)
Low Volume (2 with fax)
Low Volume w/ Color (3 with fax)
Quantity
6
Price Each
27
Price Each
6
Price Each
11
Price Each
3
Price Each
Purchase Price
(One Time
Payment,
installed)
$
$
$
$
$
$
$
$
$
$
Assumed Interest Rate
Print Fleet Service / Maintenance
Lease/Purchase
(monthly cost
for 5 years with
$1.00 buyout
after 5 years)
$
$
$
$
$
$
$
$
$
$
%
23
Print / Copy Accounting Software
Assumed Interest Rate
Service /
Supplies (Cost
Per Copy /
Print for 5
years, 4
decimal
places, e.g.
$0.0321)
$
n/a
$
n/a
$
n/a
$
n/a
$
n/a
$
$
$
%
*Specify separate costs for Color / B&W (e.g. $0.1234/$0.1234)
Submitted by:
FIRM NAME
______________________________________________________
ADDRESS
______________________________________________________
______________________________________________________
SIGNED
______________________________________________________
PRINT NAME ______________________________________________________
TITLE
______________________________________________________
TELEPHONE
_______________________
FAX
_______________________
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Dunlap CUSD #323 Copier RFP Version 1.1
APPENDIX D GENERAL P ROVISIONS:
1. CERTIFICATION
The undersigned bidder or contractor hereby certifies that he is not barred from bidding on this contract
as a result of a violation of either the bid-rigging or bid-rotation provision of Article 33E of the Criminal
Code of 1961, as amended. He also certifies that he has read, understands and agrees that acceptance
by Consolidated School District 158Dunlap Community Unit Schoool District #323 of the bidder's offer by
issuance of a purchase order (specifications and bidding conditions per bid and bid addendums contained
therein) will create a binding contract.
2. NON-COLLUSION AFFIDAVIT
The undersigned bidder or agent states that he has not, nor has any other member, representative, or
agent of the firm, company, corporation or partnership represented by him, entered into any combination,
collusion or agreement with any person relative to the price to be bid by anyone at such letting, nor to
prevent any person from bidding nor to induce anyone to refrain from bidding, and this bid is made
without reference to any other bid and without any agreement, understanding or combination with any
other person in reference to such bidding.
He further states that no person, firm or corporation has, or will receive directly or indirectly, any rebate,
fee, gift, commission or thing of value on account of such sale.
3. SEXUAL HARASSMENT
Each bidder certifies that he has complied with the requirements of §2-105 of the Illinois Human Rights
Act (Public Act 87-1257) effective July 1, 1993, with respect to sexual harassment policies.
The terms of that law, as applicable, are hereby incorporated into this contract. The Consolidated School
District 158Dunlap Community Unit School District #323
Board of Education states that it is in compliance with said law.
4. NO SMOKING
Bidder agrees that he, his employees and sub-contractors, will abide by the District no smoking policy on
all District 158 323 properties.
5. CONTRACTOR’S PERSONNEL/SUBCONTRACTORS
a.
The bidder understands that any and all employees or subcontractors working in any
capacity under this contract must submit to and pass a background and fingerprinting
check at the Peoria County Regional Office of Education prior to performing any service
within any District #323 facility. The cost of the background checks and fingerprinting are
the sole responsibility of the winning bidder.
b.
If any person employed on the work site, in the opinion of the building staff or District
Administration, is intemperate, disorderly, incompetent, willfully negligent or dishonest in
the performance of his/her duties, he or she shall be directed, by the Contractor, to cease
work and vacate the job site immediately.
6. PERFORMANCE BOND
Not Required
7. INSURANCE
The Successful Bidder shall expressly bind himself/herself to defend and save the District harmless from
all suits or actions of every name and description. Successful Bidder shall carry insurance, in company or
companies acceptable to the District, for Worker's Compensation, Commercial General Liability, and
Automobile liability.
a. Comprehensive General Liability Insurance: The Successful Bidder shall maintain at all times
during the contract Comprehensive Liability Insurance (including Broad Form Property
Damage) with limits for combined bodily injury and property damage of not less than
16
Dunlap CUSD #323 Copier RFP Version 1.1
$1,000,000 for each occurrence and not less than $2,000,000 aggregate.
b. Owner's Protective Liability: The Successful Bidder shall maintain at all times during the
contract Owner's Protective Liability with limits for combined bodily injury and property damage
of not less than $1,000,000 for each occurrence and not less than $2,000,000 aggregate.
c.
Comprehensive Auto Liability Insurance: The Successful Bidder shall maintain at all times
during the contract Comprehensive Auto Liability with limits for combined bodily injury and
property damage of not less than $1,000,000 for each occurrence and not less than $2,000,000
aggregate.
d. Excess Liability: An umbrella policy is required with minimum lists of $5,000,000 per occurrence
and will apply to both bodily injury and property damage. The umbrella policy shall apply over
all primary coverage and limits of liability as listed in the preceding section. The umbrella
coverage must be as broad as the primary policies and must be free of any restrictions that do
not appear in the underlying policies.
e. Owned/Rented Equipment Insurance: The Contractor shall secure, pay for and maintain whatever
Fire or Extended coverage Insurance deemed necessary to protect the Contractor against loss of
owned or rented capital equipment and tools, including any tools owned by mechanics, and any
tools, equipment, scaffoldings, staging, towers and forms owned or rented by the Contractor. The
requirement to secure and maintain such insurance is solely for the benefit of the Contractor;
Contractor shall require same coverage of Subcontractor. Failure of the Contractor to secure
such insurance or to maintain adequate levels of coverage shall not obligate Consolidated
School District 158Dunlap Community Unit School District #323, or their agents and employees
for any losses of owned or rented requirement.
f.
Waiver of Subrogation: It is expressly understood and agreed that Consolidated School District
158Dunlap Community Unit School District #323 shall have no responsibility therefore, the
Contractor secures such insurance the insurance policy shall include a waiver of subrogation
clause as follows: “It is agreed that in no event shall this insurance company have any right of
recovery against Dunlap Community Unit School District #323 or their agents.”
g. Contractor's Obligation: The procuring of the insurance required under this Contract shall be
considered solely as securing Contractor's obligation or liabilities assumed under the Contract.
Contractor shall remain fully liable and responsible for all such obligations, whether or not the
insurance provided by the Contractor is approved by Consolidated School District 158Dunlap
Community Unit School District #323.
The winning bidder shall submit, within 10 days of the bid award, a certification of insurance in force to
meet the above specifications. That certificate shall name Consolidated School District 158Dunlap
Community Unit School District #323 as an additional insured and shall state that all insurance listed
above is primary. Dunlap Community Unit School District #323 shall be notified 30 days prior to any
material change in the insurance.
9. DISTRICT EMPLOYEES/OFFICERS
Each bidder shall affirm that no Board of Education member, officer or employee of District 158323 or
their immediate family members, is interested financially in the proposed contract.
10. WAGE RATES
The general prevailing rate of wages in the locality in which the work is to be performed for each craft or
type of worker needed to execute the contract will adhere to all Federal Laws and Laws of the State, and
to all local ordinances and regulations applicable to the work hereunder, and having the force of law.
11. OSHA COMPLIANCE
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Dunlap CUSD #323 Copier RFP Version 1.1
The contractor while on the premises of Consolidated School District 158Dunlap Community Unit School
District #323 shall be responsible for conducting all activities on said premises in accordance with the
current provisions of the Occupational Safety and Health Act. Contractor agrees to indemnify and hold
harmless Consolidated School District 158Dunlap Community Unit School District #323 for all claims and
damages resulting from Contractor's failure to conduct his/her activities on Consolidated School District
158'sDistrict #323’s premises in accordance with said Act and the related standards.
12. LIEN WAIVERS
Where applicable, supporting partial Waivers of Lien for each subcontractor, supplier and prime
contractor must accompany each request for payment. Waivers must spell out exact description of work
performed for which Waiver is issued and state whether dollar amount received or amount of work less
retainage held by prime contractor. For final payment it is necessary to submit final waivers in the full
amount of the contracts for all sub-contractors, suppliers and prime contractors.
A sworn statement listing sub-contractors and suppliers, the amounts of their contracts must accompany
waivers and the amounts requested.
Signature below signifies bidder’s compliance with the requirements above.
_________________________
FIRM
_________________________
ADDRESS
_________________________
ADDRESS
_______________________
BIDDER/CONTRACTOR
_______________________
PHONE
_______________________
DATE
18