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RFP - Copier Machine Service Contract REQUEST FOR PROPOSALS MULTIFUNCTIONAL COPIER MACHINES AND SERVICE CONTRACT COSTA MESA SANITARY DISTRICT 290 Paularino Avenue Costa Mesa, CA 92626 PROPOSALS DUE BY 2:00 PM, June 5, 2018 I. Introduction The Costa Mesa Sanitary District (hereinafter referred to as “District”) is soliciting proposals from qualified companies (hereinafter referred to as “Contractor”) to provide contracted services for the lease of two (2) multifunctional copier machines and equipment maintenance services for a period of 60 months. The successful contractor shall serve as an independent contractor and shall not be entitled to any employment benefits. The District is seeking proposals from qualified companies interested in performing the requested services. To be considered, two (2) printed copies of the proposal must be submitted no later than 2:00 p.m. on Tuesday, June 5, 2018 to the following address: Costa Mesa Sanitary District Gina Terraneo, Management Analyst II 290 Paularino Avenue, Costa Mesa, CA 92626 II. Scope of Work Contractors wishing to be considered for selection by the District must agree to meet District’s requirements and provide the services outlined below which include, but are not limited to, the following: Contractor shall complete the installation and set-up of the two (2) multifunctional copier machines and fulfill any and all maintenance service requests for this equipment during the District’s normal business hours of Monday through Thursday, 7:30 a.m. – 4:30 p.m., and every other Friday, 7:30 a.m. – 3:30 p.m. Contractor shall coordinate with the District’s information technology contractor to ensure that the two (2) selected multifunctional copiers are appropriately connected to the District’s network. Additionally, the Contractor shall coordinate with the District’s information technology contractor to ensure that the District’s network and data are appropriately secured and protected. The Contractor shall provide the following customer support and maintenance services: • Equipment Set-up: Contractor will deliver, install, and ensure network connection and security in coordination with the District’s information technology contractor. Additionally, Contractor will test each unit after installation and remove all packing waste. • Supply replenishment: Contractor will provide all supplies necessary for the proper operation of the equipment including, but not limited to, toner and waste toner containers. • Service Response Time: Contractor’s service technicians will be on-site to provide maintenance service within 4 hours of a District service request during standard business hours, excluding holidays and weekends. • Training: District staff will be trained on equipment use by Contractor, upon request, through the entire duration of the contract. • Labor and Materials: Contractor will repair and replace all parts necessary for proper operation of the equipment that require replacement due to normal wear and tear. This will be furnished free of charge during service calls. • Replacement of Equipment: Contractor will provide the District with a replacement device with the same (or upgraded) features, if the equipment is not performing up to manufacturer standards. • Service Logs: Contractor will maintain accurate records of all service requests and maintenance work performed. All records shall be made available to the District upon the District’s request. III. Instructions to Contractors A. General Information Inquiries regarding this RFP should be made via email to Gina Terraneo at gterraneo@cmsdca.gov no later than May 24, 2018. Responses to all questions received by the May 24th deadline will be disseminated to all contractors that have received this RFP. B. Examination of Proposed Documents By submitting a proposal, the Contractor represents that they have thoroughly examined and become familiar with the equipment and services required under this RFP, and that they are capable of performing the work identified in Section II – Scope of Work. C. Rights of the Costa Mesa Sanitary District There is no expressed or implied obligation for the District to reimburse responding companies for any expenses incurred in preparing proposals in response to this request. The District reserves the right to reject any or all proposals submitted. Proposals received after the specified date and time will not be considered and will be returned unopened. D. Deadline for Submittal of Proposals The proposals must be received by the District no later than 2:00 p.m. on Tuesday, June 5, 2018. Once submitted, responses become the property of the District. No corrected or resubmitted proposals will be accepted after the deadline. Late proposals will not be accepted and will be returned unopened. Submit two (2) printed copies of the proposal to the following address. Costa Mesa Sanitary District Gina Terraneo, Management Analyst II 290 Paularino Avenue, Costa Mesa, CA 92626 IV. Contents for Proposals In order for proposals to be considered, said proposal must be clear, concise, complete, well organized and demonstrate both respondent’s qualifications and its ability to follow instructions. The proposal shall be organized in the format listed below; failure to provide all requested information or deviation from the required format may result in disqualification. A. Submittal Letter Include the RFP’s title and submittal due date, the name, address, fax number and telephone number of the responding company. Include a contact person(s) and corresponding e-mail address. The letter shall state that the proposal shall be valid for a 40-day period and that the proposed equipment will be available for installation upon the proposal’s selection. B. Description of Company This section should provide information regarding the size, location, nature of work performed, years in business, and the approach that will be used in meeting the needs of the District. C. References Please include a list of cities, counties and/or independent special districts and contact information for which your company has provided copier equipment and copier maintenance services. Describe the areas of expertise of your company and how the company’s expertise will benefit the District. If available, please include any letters of recommendation provided by the aforementioned agencies. D. Organizational Structure Describe your company’s organizational structure and provide the names and contact information of the individuals who will be responsible for this contract. E. Proposed Equipment This section of the RFP should include a comprehensive description of the proposed equipment, along with an overview of the equipment model and its specifications. All proposed equipment must be network capable and equal to or greater in capacity than the District’s current equipment. The District’s current equipment is the Sharp MX-4111N. Below is a list of functions that the proposed equipment must have. In this section of the proposal, please indicate that the proposed equipment includes the following functions by reviewing and marking each complying function with a check mark: Check to Indicate Compliance Function Printing/Network Printing - All standard printing dimensions including but not limited to letter, legal, 11x17, A4, A10 envelope - Color and black and white Copying - All standard printing dimensions including but not limited to letter, legal, 11x17, A4, A10 envelope - Color and black and white Faxing - This capability is only required for 1 of the 2 copier machines; a phone jack is available for connection to the District’s existing fax line Single-pass color scanning - Scanning to e-mail and network folders - Scanning to common file formats including but not limited to PDF, TIFF, XPS, and JPG Sorting & Finishing - Sorting and collating - Stapling, 2 and 3 hole punching, folding for booklet binding Software to proactively monitor devices, identify potential service issues, and alert Contractor when supplies are running low F. Installation and Set-Up This section of the RFP should include a full description of each step your company would follow in completing the installation and set-up of the proposed equipment. G. Cost Proposal The cost shall be included in the proposal and shall be based on the full scope of work identified in this RFP. The proposed cost must clearly and concisely outline the following without the exclusion of any additional fees that are associated with the proposed equipment and services: • Installation and set-up • Client training • Equipment lease • Service/Maintenance • Allowance or pay-per-copy cost – please use 5,000 black and white and 4,000 color (per machine) as a basis for calculating this cost • Overage fees/rates • All supplies necessary for machine function & the cost of shipping (i.e. toner, waste toner container, etc.) • Any fees associated with equipment removal at the conclusion/expiration of the 60 month agreement • Any additional costs or fees that may be incurred throughout the 60 month agreement term • Bid: total cost of proposed equipment and services throughout the 60 month agreement term (the sum of all items listed above) *Please indicate “Not Applicable” for any costs that do not apply to your company’s proposal. H. Supplemental Questions: Distinguishing Characteristics Please address the following supplemental questions clearly and concisely: 1. Please describe what distinguishes your company from other copier and copier maintenance companies and how said services will benefit the District. 2. Is the proposed equipment energy star certified? If not, please describe any energy saving features that the proposed equipment contains (if applicable). 3. Describe the proposed equipment’s security features, as well as any security measures taken by your company to protect client information. 4. Does your company charge clients for copies on an allowance or pay-per-copy basis? If an allowance system is used, are clients credited for unused copies? 5. Does your company utilize any outside vendors for the provision of services associated with the proposed equipment (maintenance, leasing, etc.)? If so, please indicate which vendors are used for which services. 6. Are there any fees or responsibilities associated with the conclusion/expiration of an agreement or the removal of equipment at the conclusion/expiration of an agreement term? 7. Describe any penalties associated with the early termination of an agreement. I. Sample Agreement Please include a sample agreement in your proposal. The sample should reflect the full agreement and terms that would be provided if your company’s proposal is selected. For the selected Contract, the agreement and terms will be subject to review and approval by the District. J. Insurance Requirements The District requires that all contracts with vendors, contractors and/or specialized professionals are accompanied by proof of insurance that meets the requirements outline below. In this section, please state that your company has reviewed the insurance requirements outlined below and indicate whether or not your company has the ability to meet the proof of insurance requirements. Please note that proof of insurance will be requested upon entering into an agreement. (1). Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); and (2) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance. (2). Minimum Limits of Insurance. Applicants shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage; and (2) Workers’ Compensation and Employer’s Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease. (3) Insurance Endorsements. The insurance policies shall contain the following provisions, or Applicant shall provide endorsements on forms supplied or approved by the District to add the following provisions to the insurance policies: (A) General Liability. The general liability policy shall be endorsed to state that: (1) the District, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insured with respect to the Work or operations performed by or on behalf of the Applicant, including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the District, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Applicant’s scheduled underlying coverage. Any insurance or self-insurance maintained by the District, its directors, officials, officers, employees, agents and volunteers shall be excess of the Applicant’s insurance and shall not be called upon to contribute with it in any way. (B) Workers’ Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the District, its directors, officials, officers, employees, agents and volunteers for losses paid under the terms of the insurance policy which arise from work performed by the Applicant (C) All Coverages. Each insurance policy required shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the District; and (B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the District, its directors, officials, officers, employees, agents and volunteers. (4) Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the District. V. Selection Criteria The gross bid must be the exact additive total of the bid for all requirements, no partial bids will be considered. The recommended bid will be determined on a “Best Value” evaluation method. The following evaluation criteria will be used to select the proposal for this contract. 1. Cost of equipment and services (IV-G) 2. Responsiveness to proposal requirements (IV) 3. Experience providing similar services to similar agencies (IV-C) 4. Ability to provide services (IV-E) 5. Distinguishing characteristics (IV-H)