1
Sheffield City School District
300 W. 6th St.
Sheffield, AL 35660
Invitation to Bid
Bid No: 17-0002
Posting Date: August 18, 2016
Bid Opening Date and Time: Thursday, September 8, 2016
RE: Invitation to Bid – Bid #17-002- Full-Color Poster Printing & Laminating Systems
To Whom It May Concern:
Sealed bids on the following item will be received by the Sheffield City Board of Education
until Thursday, September 8, 2016, 10:00 A.M. CDT, and opened as soon thereafter as
practicable. Bids shall include delivery to the location specified.
Quantity: (3)
Item: Full-Color Poster Printing & Laminating System
SEE SPECIFICATIONS ATTACHED
No errors will be corrected after the bids are opened. No prices shall include State or Federal
Excise Taxes. Tax exemption certificate furnished upon request.
The Sheffield City Board of Education reserves the right to accept or reject all bids or any
portion thereof.
If you are unable to furnish an item as specified and desire to offer a substitute, give a full
description of the item.
For further information please contact me at 256-383-0400.
Sincerely,
Sherri Baker
Community Coordinator
Sheffield City School District
2
Bid Notice
The Sheffield City Board of Education will receive sealed bids for a Full-Color Poster
Printing & Laminating System. Products bid should meet or exceed the specifications given.
Bid responses should be submitted by the vendor on the enclosed Bid #17-002 Proposal
Form.
Sealed bids will be received by the Sheffield City Board of Education at Sheffield, Alabama
until ​10:00 a.m. on Thursday, September 8, 2016. Envelopes containing bids must be
sealed, sent postage paid, and marked on the lower left hand corner with name and address
of bidder and must be identified as a sealed bid to be opened at date and time specified in
the invitation.
Thank you for your cooperation.
Sincerely,
Mr. Keith Lankford, Superintendent
Bid documents enclosed
Sheffield City School District
3
CONDITIONS FOR BIDDING
Sheffield City Board of Education
BID #17-002 Full-Color Poster Printing & Laminating Systems
1. Bids will be received until 10:00 a.m., Thursday, September 8, 2016 at the Sheffield
City Board of Education, 300 West Sixth Street, Sheffield, Alabama 35660. All bids
received by this deadline will be opened for inspection. The results will be presented
to the Board of Education for consideration at the next scheduled board meeting.
2. The Sheffield Board of Education reserves the right to reject any or all bids, to
purchase items individually, or in any combination determined by said Board.
3. All vendors responding are to submit bids on the proposal forms included in the
invitation to bid. Bids are to be BOLDLY identified on the outside of the envelope with
the phrase: “BID 17-002 Full-Color Poster Printing & Laminating System”.
3. All vendors responding are required to submit base price (which match the bid
specifications) and individual pricing for any options.
4. No price shall include State or Federal Excise Taxes. Tax Exemption Documents
furnished upon request.
5. Reference to manufacturers, suppliers, brands, etc., is intended to set quality
standards only and does not exclude substitute items as long as quality standards are
maintained. Products bid must meet or exceed specifications.
6. Payment will be rendered to the vendor by the respective Board of Education upon
completion of installation.
7. All vendors shall comply with H.B. 56 - Alabama Immigration Law Compliance
(forms are attached). All responding vendors must submit completed forms with their
bids.
8. Questions should be directed to:
Sherri Baker
Sheffield City Board of Education
300 West Sixth Street
Sheffield, AL 35660
phone: (256) 383-0400
fax: (256) 386-5704
email: ​sebaker@scs.k12.al.us
Sheffield City School District
4
Bid Specifications
SHEFFIELD CITY BOARD OF EDUCATION The Sheffield City Board of Education will be receiving bids for the following: Full­Color Poster Printing & Laminating Systems The system shall be a ​complete turn­key system, fully­integrated and including all hardware, software, templates, integration and on­site training to allow teachers to be able to produce beautiful, professional full­color posters and banners, in­house and in minutes. Furthermore, the system must allow teachers to create full­color posters from any hard­copy document (from wallet­size photos up to 8­1/2” x 11” worksheets) ​by clicking only 1 button. This “1­click printing” is vital, because it allows all teachers, even those who do not use the system on a regular basis, to be able to use the system without forgetting how. This ensures that the school will receive the maximum benefit from the system. The turn­key system shall include ALL of the following:
1. Professional-grade 24-inch full-color inkjet printer (Canon ColorPro or Canon
ipf610 ONLY – No Substitutions)
The system ​MUST ​meet or exceed the following criteria:
A. Hybrid 5-color ink system: The ink system must consist of a minimum
of 5 ink colors – cyan, magenta, yellow, and black ​dye inks, and 2 channels of
pigment matte black inks (6 channels total). The hybrid Dye/Pigment reactive
ink technology shall produce posters that do not run, smear or bleed, even
when they become wet with water.
B.
Resolution: The printer system must be capable of producing a
resolution of 2400 x 1200 dpi.
C. Media Feed Options: The printer system must be capable of allowing
media to be fed through the system in four (4) different ways: 1. Roll Feed
2) Cassette Tray 3) Manual Front Feed 4) Manual Top Feed.
D. Borderless Printing: The printer system must be capable of producing
borderless posters (with appropriate media).
Sheffield City School District
5
E.
Auto-Cleaning Function: After a pre-determined number of posters
and/or after a certain period of time, the printer system shall automatically
conduct a printhead cleaning cycle.
F.
Auto-Agitation Function: After a certain period of time in which the
system is unused, the system shall automatically conduct an auto-agitation
cycle, designed to prevent the coagulation of ink in the cartridges.
H. ​Non-Firing Nozzle Detection and Compensation Function: The printer
system shall automatically detect clogged or non-firing nozzles, and
automatically initiate a print head cleaning cycle. If the nozzle remains
obstructed, the system will automatically compensate by re-routing the ink to
functioning nozzles.
I. ​The system shall provide the end-user with a report on exactly how much
ink was used for each and every poster/banner printed.
J.​
The printer system MUST be Energy Star Qualified.
​
K.
​The printer MUST be compatible with: Poster Artist PRO version 2.2
software; “Fundamental Education Posters” education template add-on
software; and be compatible with the “1-click printing” integration & software.
L. ​The printer shall ​include: one set of six (6) color ink cartridges (​minimum
of 90ml each). The cartridges shall be 1 – cyan (dye), 1 – magenta (dye), 1 –
yellow (dye), 1 – black (dye), and 2 – matte black (pigment).
M.​ T
​ he printer’s print head MUST be user-replaceable.
N.
​The printer MUST have a ​user-replaceable maintenance cartridge for
storing waste ink.
2.
1-Year, ​On-Site Extended Warranty for ​total system (printer, Command
Center & scanning module), ​in addition to the 1-year manufacturer’s
warranty, for a TOTAL Overall ​ON-SITE Warranty of 2 Years, for all
components of the turnkey system (excluding printer’s print head – a
consumable- which shall have a 1-Year Warranty).
Sheffield City School District
6
3.
One roll (100’) of Premium Bond Poster Paper (minimum 120 gsm
weight)
4.
Three (3) rolls of Economy Bond Poster Paper (minimum 110 gsm weight)
5.
Professional-grade high-resolution Scanning Module (Canon LiDe 220F or
equal). Scanning Module MUST have a color palette that matches the color
palette of the ColorPro, to allow poster-enlarged images to precisely match
the original.
6.
Fully-Integrated Command Center: ​The Command Center is the heart of the
turn-key system. The Command Center is a powerful computerized teacher
workstation (Lenovo ThinkCentre technology with minimum 22-inch monitor
and DVD burner and memory card reader) which must be individually
integrated, configured, and synced to the individual printer system (ColorPro).
Each Command Center must be fully integrated and configured to run each
specific printer (ColorPro) system, including seamless integration of the
(ColorPro) printer, scanning station, Canon Poster Artist PRO version 2.2
Poster and Banner Creation Software, and “Fundamental Education Posters”
(600+ pre-formatted and editable ​Education-specific templates) plug-in
software – including templates for the Alabama-specific State Standards.
Most important is full integration for “1-click printing.” The system MUST be
integrated so that a teacher may simply place an item they want to make
poster-size into the scanning module, click only one button, and have the
system print a full-color, poster-size enlargement, all in less than 3 minutes.
No exceptions will be made for this requirement. Each Command Center
must also contain the installed and integrated software for “THE MAX
Graphics System,” along with more than 600 templates for THE MAX
Graphics System. The Command Center must also be password-compatible.
Each Command Center must include a 3-Year Warranty. No substitutions.
7.
Canon Poster Artist PRO version 2.2 Poster & Banner Creation Software and
Templates ​(This is the full, licensed version - Poster Artist LITE is NOT
Acceptable). No Substitutions.
8.
“Fundamental Education Posters” Template Software Plug-in (600+
custom,editable, ​Education-specific templates and posters, pre-loaded and
configured). No Substitutions.
9.
The SCS and each school’s logo must be integrated into each system,
allowing it to be placed onto every poster/banner produced.
Sheffield City School District
7
10. ​All Freight Charges with “Inside Delivery” & Lift Gate MUST be included in
price.
11. ​Successful Bidder must have a company representative come ​On-Site to each
school who purchases the system and completely assemble & set up the
system for the school, then physically place it in the area in which the school
desires to house it.
11. Successful Bidder must conduct an initial in-service training and operation
session for whomever the school wishes to have trained. This shall bedone
on-site & ​in person by a representative of the successful bidder. Phone
training and/or webinar training is NOT acceptable.
Bid Specifications
CoolLam 25” Non-Heat Laminator
(CoolLam or Equal)
The CoolLam is a 25-inch laminator that does not use heat or electricity! The
system uses a patented film that utilizes a special adhesive to laminate anything run
through it. The system does not use heat or electricity, thus making power
consumption (and utility fees) zero ($0.00). This laminator helps the Memphis City
Schools comply with the “Green Initiative” for complying with all “green energy”
considerations. The unit is powered by a simple hand-crank on the side of the unit.
1.
The laminator must be a minimum of 25 inches wide.
2.
The laminator must not use any electricity at all.
3.
The laminator must not be able to burn a teacher or student, no matter what.
4.
The warm-up time must be Zero (0) seconds.
5.
The laminator must include a set of lamination film to allow it to be used
immediately upon receipt (minimum 100’).
6.
The laminator must include on-site delivery and in-person training (web
training and DVD training is not acceptable)
7.
All freight charges must be included in price – no hidden charges​.
Sheffield City School District
8
II. Basis of Award
In keeping with State and Federal guidelines, a contact will be awarded to the most cost
effective provider who submits a complete and accurate submittal that meets the stated
requirements. Price of the eligible products and services will be the primary factor, but not
necessarily the sole factor in evaluating the bids. Low bid alone will not determine bid award.
Other factors of consideration may be but are not limited to the price of ineligible products
and services; compatibility; quality of product/services; prior experience, including past
performance; personnel and company qualifications, including technical excellence;
management capability, including schedule compliance; environmental objectives; and
flexibility of leasing terms and arrangements. Sheffield City School District does not
guarantee award of a contract and reserves the right to reject any and all bids.
III. Required Contents of BID Attachments
The following checklist is only a guideline and may not be all inclusive; it is the responsibility
of each vendor/bidder to read and comply with the Request For Proposal in it entirety.
A. Completed BID Response Form (All pages)
B. Alabama Immigration Law Compliance
Failure to provide any of the information requested in this solicitation, in the requested format,
or to meet any of the criteria outlined herein is reason for disqualification without consideration.
Sheffield City School District
9
BID Response Form
Sheffield City School District
BID No. 17-0002
Full-Color Poster Printing & Laminating Systems
Bid Opening Date/Time: September 8, 2016 at 10:00 AM
Name of Firm:_________________________________________________________________
Address of Firm:_______________________________________________________________
__________________________________________________________________
Representative’s Name:________________________________________________________
⚝​Authorized Signature:________________________________________________________
Date:_____________________
Telephone: (____)_____________________________
Email Address:________________________________________________________________
Number of Years in Business:__________________________________________________
⚝​Signature certifies the proposed products and services meet all requirements outlined in this solicitation
and the vendor will comply with all specified requirements unless exceptions are noted below.
Exceptions to Specifications and/or Comments (​Attach additional pages as needed​)
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Sheffield City School District
10
Alabama Immigration Law Compliance
Bid No: 17-0002
ALABAMA IMMIGRATION LAW COMPLIANCE GUIDELINES
FOR ​CONTRACTORS​ AND ​VENDORS​ DOING BUSINESS WITH
THE ALABAMA STATE DEPARTMENT OF EDUCATION
Section 9 of Alabama Act No. 2011-535 entitled the “Beason-Hammon Alabama
axpayer and Citizen Protection Act”
(​http://www.ago.state.al.us/File-Immigration-AL-Law-2011-535​) requires that, as a
condition for the award of a contract to a business entity or employer that employs
one or more employees working in Alabama, the business entity or employer provide
an affidavit and documentation of enrollment in the Federal E-Verify program. During
the performance of the contract, the business entity or employer shall participate in
the E-Verify program and shall verify every employee that is required to be verified
according to the applicable federal rules and regulations. The attached ​Affidavit For
Business Entity/Employer/Contractor​ and the entity’s ​E-Verify Memorandum of
Understanding​ must be included with the bid or contract. If you do not believe these
requirements are applicable to your entity, include an explanation justifying such
exemption.
A​n ​entity can obtain the E-Verify Memorandum of Understanding upon completion in
the E-Verify enrollment process located at the federal web site
www.uscis.gov/everify​ or at the Alabama Department of Homeland Security web site
http://immigration.alabama.gov​. The Alabama Department of Homeland Security
has established an E-Verify employer agent account for any business entity or
employer with 25 or fewer employees that will provide a participating business entity
or employer with the required documentation of enrollment in the E-Verify program.
You may scan and e-email your documents to:
Sheffield City School District
jbmifflin@scs.k12.al.us