19-006 - DISTRICT COPIER LEASE

Agency: San Angelo Independent School District
State: Texas
Type of Government: State & Local
NAICS Category:
  • 532420 - Office Machinery and Equipment Rental and Leasing
Posted Date: Apr 30, 2019
Due Date: May 23, 2019
Solicitation No: 19-006
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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19-006 - DISTRICT COPIER LEASE

Bid Opening Date and Time: 5/23/2019 3:00:00 PM
Contract Effective Date: 9/1/2019
Contract Expiration Date: 8/31/2024
Additional Information: PRE BID CONFERENCE SCHEDULED FOR FRIDAY, MAY 10TH, 2019 AT 10AM IN THE DOWN STAIRS BREAK ROOM, SAISD ADMINSTRATION BLDG, 1621 UNIVERSITY AVENUE

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San Angelo Independent School District
DISTRICT COPIER LEASE
Request for Proposal # 19-006
The San Angelo Independent School District is accepting competitive sealed proposals to lease
copiers for our district sites. San Angelo ISD will be replacing approximately 125 copiers of
varying sizes. A spreadsheet is provided with this invitation to assist in preparing a proposal.
There will be pre-bid conference at 10:00 AM, Friday, May 10, 2019, in the downstairs break
room of the SAISD Administration Building located at 1621 University, San Angelo, TX. This
conference is recommended but not required.
Proposals will be received in the Purchasing Department, Room 223, 1621 University, San Angelo, TX
76904 until 3:00 pm, Thursday, May 23, 2019. Proposal envelopes shall be plainly marked on the
lower left-hand corner with your company name and the following information:
RFP # 19-006
Company Name:
For: DISTRICT COPIER LEASE
Do Not Open Until: 3:00 PM, 05-23-19
The bid packet may be found at http://www.saisd.org/bids OR may be obtained from the SAISD
Purchasing Department, 1621 University, San Angelo, Texas, 325.947.3759.
Proposals will be publicly opened immediately following the specified deadline. Any proposal received later
than the specified time, whether delivered in person or mailed, will be disqualified. FAXED PROPOSALS
WILL NOT BE ACCEPTED.
After evaluation of all proposals is completed, the Director of Purchasing will present a recommendation to
the SAISD Board of Trustees at a scheduled meeting. After approval by the Board of Trustees, all bid tabs
will be posted on the SAISD website at www.saisd.org/bids.
Disclosure Statement:
HB 914 requires vendors to submit a conflict of interest questionnaire for gifts given to public
officers. HB 914 and this questionnaire may be found on the San Angelo ISD website at
www.saisd.org/HB914.htm. Each vendor desiring to do business with San Angelo ISD is
required to familiarize themselves with this law and comply with all requirements. Failure to
follow these requirements may result in being removed from the approved vendor list of San
Angelo ISD.
The San Angelo Independent School District reserves the right to reject any or all proposals and to accept
any proposal deemed most advantageous to the District.
If additional information should be required, contact the undersigned at 325.947.3759.
Respectfully,
Jason A. Henry
Director of Purchasing
Purchasing Department
1621 UNIVERSITY
SAN ANGELO, TX 76904
325-947-3759
FAX: 325-947-3837
San Angelo Independent School District
District Copier Lease
Request for Proposal #19-006
TABLE OF CONTENTS
Special Terms and Conditions
2 pages
SAISD Request for Proposal Form (must return) 1 page
SAISD Bid Form (must return)
4 pages
SAISD Standard Forms
19 pages
1. General Conditions for Bidding
2. Standard Terms and Conditions
3. Non-Collusion Statement Form (must return)
4. Felony Conviction Notification Form (must return)
5. Bidders Certification Form (must return)
6. Debarment and Suspension Certification Form (must return)
7. Deviation/Compliance Form (must return)
8. No Bid Notification Form (return if applicable)
9. Forms Checklist
10. W-9 Form (must return page 1)
San Angelo Independent School District
Specifications for RFP # 19-006
DISTRICT COPIER LEASE
San Angelo ISD will accept pricing for digital copiers. Items #1-3 will be ALL NEW
equipment. Vendors are welcome to provide any additional proposal that they
believe will be beneficial to the District.
ALL machines in this bid MUST have:
Copy, Print, Push Color Scanning, and Universal Send included in the pricing.
Mobile Printing available on all models bid
Fax cards available for models bid. First 25 cards included in the lease pricing
any after 25 will incur additional cost stated on item 5.
All pricing shall include supplies and maintenance necessary to run the machines.
Supplies shall include staples, toner, etc that would go into or on the machine to
assist in efficient use of the copier. Paper and transparency are not included in
the bid.
MINIMUM SPECIFICATIONS FOR MACHINES:
Larger machines (85 cpm or greater):
300 sheet dual scan document feeder
4,200 sheet paper supply
3 GB copier memory
Multi-position stapling
2 & 3 hole punch
250 GB printer hard drive
600 dpi scanning
Smaller machines (40 cpm or greater)
150 sheet document feeder
1,200 sheet paper supply
4 GB copier memory
Multi-position stapling
250 GB printer hard drive
600 dpi scanning
Bid pricing shall allow for the removal of all equipment at the end of the
agreement without any “buy-out” costs.
All install and moving costs shall be included in pricing. Moving of any machine must be
cleared through the Director of Purchasing prior to moving.
Volume: all machines will be pooled annually district wide. Total volume will be
40,000,000 per year for all bid categories. San Angelo ISD shall have 40,000,000 copies
available under all programs.
Purchasing Department
1621 University
San Angelo, TX 76904
325.947.3759
Fax: 325.947.3837
San Angelo Independent School District
Repairs: Repair calls shall be answered no later than the next business day. Any
extended repairs taking over 2 business days will include a loaned machine until repair is
completed.
Additional machines: Additional machines not included in the original agreement shall
be available for the stated monthly charge (Item 4). All copies shall be included in the
district 40,000,000 at no additional cost. No machine shall exceed the termination
date as set forth in the original contract.
Billing: Billing will be on one invoice at the beginning of each contract year. SAISD
requires one lump sum payment annually for billing purposes. Company will be
responsible for notifying SAISD of any changes in the billing process or the dedicated
representative. SAISD is to have a dedicated representative for our account.
Temporary Copiers: At times during the year, SAISD requires free temporary copiers
to be provided for such events as Head Start registration, track meets, or other events
where an off-site copier may be needed. There are times the district has a need to print
large jobs off-campus in the vendors shop. The district shall include those copies in the
40,000,000 copy volume allowance.
Four or Five drawer paper feeders will be provided at food service and the purchasing
office for purchase order printing at no additional charge.
SAISD will have the right to opt out of any or all of this agreement due to a lack of
funding or downsizing of District sites. If the Board of Trustees fails to allocate
sufficient funds to maintain this agreement in any year of the agreement or elects to
close a school or eliminate a program that has leased a machine, SAISD may terminate
the agreement, at no cost, with a 30-day notice period.
The following criteria will be used to award the bid based on the best value
for the District.
Purchase price - 50%
Reputation of the vendor 5%
Quality of vendor’s goods 5%
Extent to which the goods meet the district’s needs 10%
Vendor’s past relationship with district 15%
HUB requirements
Total long term cost to the district to acquire the goods
Vendor’s ultimate parent company or majority owner has its principal place of
business in the State of Texas or employees at least 500 persons in this state (not
applicable to contracts related to telecommunications and information services, building
construction and maintenance, or instructional materials).
Any other relevant factor listed in the request for proposal 15%
Purchasing Department
1621 University
San Angelo, TX 76904
325.947.3759
Fax: 325.947.3837
San Angelo Independent School District
REQUEST FOR PROPOSAL
Bid Name:
DISTRICT COPIER LEASE
Bid Opening Date and Time:
05/23/19 – 3PM
Bid Number: 19-006-08-24
Contract Time Period:
09/01/19-08/31/22 (Minimum)
Option to renew 3 additional 1 year terms
Location of Bid Opening:
Purchasing Department
1621 University
San Angelo, TX 76904
The undersigned authorized representative of the vendor indicated below hereby acknowledges:
1.
That he/she is authorized to enter into contractual relationships on behalf of the company indicated below,
and
2.
That he/she has carefully examined this Bid Notice, the accompanying Bid Forms, and the General Terms
and Conditions and Item Specifications associated with this Bid Invitation, and
3.
That he/she proposes to supply any products or services submitted under this Bid Invitation at the prices
quoted and in strict compliance with the General Terms and Conditions, and Item Specifications associated
with this Bid Invitation, unless any exceptions are noted in writing with this bid response, and
4.
That if any part of the bid is accepted, he/she will furnish all products or services awarded under this bid at
the prices quoted and in strict compliance with the General Terms and Conditions, and Item Specifications
associated with this Bid Invitation, unless any exceptions are noted in writing with this bid response, and
5.
That any and all exceptions to the General Terms or Conditions of this bid have been noted in writing in
this bid response, and that no other exceptions to the General Terms or Conditions will be claimed.
By submitting a bid, each bidder agrees to waive any claim it has or may have against the San Angelo
Independent School District, the Architect/Engineer, and their respective employees, arising out of or in
connection with the administration, evaluation, or recommendation of any bid; waiver of any
requirements under the Bid Documents; or the Contract Documents; acceptance or rejection of any bids;
and award of the Contract.
Offeror agrees to exhaust its administrative remedies under District Policy and the Disputes Clause of any
resulting contract before seeking judicial relief of any type in connection with any matter related to this
solicitation, the award of any contract, and any dispute under any resulting contract.
Name of Bidding Company
Address
City, State, Zip
Contact Name
Telephone Number of Contact Person
Fax Number of Contact Person
E-mail Address of Contact Person
Date
Signature of Authorized Representative
Printed name of Authorized Representative
Position of Authorized Representative
Web Address
Purchasing Department
1
1621 University
San Angelo, TX 76904
325.947.3759
Fax: 325.947.3837

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