2024-2027 Sharp Copier Lease RFP

Agency: Barrow County School District
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 532420 - Office Machinery and Equipment Rental and Leasing
  • 811212 - Computer and Office Machine Repair and Maintenance
Posted Date: Feb 23, 2024
Due Date: Mar 11, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
  • 2024-2027 Sharp Copier Lease RFP | Download Equipment List - Bids due by Monday, March 11 at 11:00 am
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    REQUEST FOR BID PROPOSAL
    Leased Sharp Copier Services
    BARROW COUNTY SCHOOL DISTRICT
    The Barrow County School District
    179 W. Athens Street
    Winder, Georgia 30680
    E-mail ITSbids@barrow.k12.ga.us
    John St.Clair
    Barrow County Board of Education
    179 W. Athens St.
    Winder, Georgia 30680
    Email: itsbids@barrow.k12.ga.us
    REQUEST FOR PROPOSAL (RFP) FOR
    Leased Sharp Copier Services
    To: All Interested Vendors
    You are invited to submit a formal proposal (bid) for Leased Sharp Copier Services for the
    Barrow County School District in accordance with the attached General Conditions and
    Specifications, for use in all district locations from July 1, 2024 June 30, 2027.
    Proposals from bidders will be received by Barrow County Schools, 179 W. Athens St., Winder,
    Georgia 30680 until 11 AM local time, on Monday, March 18. Proposals must be emailed to the
    attention of John St.Clair at itsbids@barrow.k12.ga.us.
    All questions should be emailed no later than Monday, March 11th, to John St.Clair -
    itsbids@barrow.k12.ga.us. Any modifications to the RFP based on questions and answers
    regarding this offering will be posted as addendums to the RFP, and made available on the web
    site at http://www.barrow.k12.ga.us/bids.html. Vendors are responsible for checking the web site
    for amendments to the RFP. Vendors should check for RFP updates prior to submitting final
    proposal.
    Emailed proposals will only be deemed accepted for consideration upon delivery of a
    confirmation email from jstclair@barrow.k12.ga.us to vendor’s email indicating receipt of
    proposal. If vendor does not receive confirmation of receipt of proposal via email, vendor
    should consider proposal not to have been delivered.
    Barrow County reserves right to postpone bid opening to later the same day beyond original due
    date/time in event of delay of email services. Once time has been called and the first proposal
    has been opened, any proposals received thereafter will be rejected. Proposals must be valid
    for 90 days from due date. Barrow County Schools reserves the right to reject any and all bids
    or to waive any informality in bidding.
    GENERAL CONDITIONS & SPECIFICATIONS
    The Barrow County School System seeks competitive bids for Leased Sharp Copier Services as per the general
    conditions here and specific criteria to follow.
    GENERAL CONDITIONS
    1. District is only considering Sharp branded copiers for this lease.
    2. Barrow Board County of Education is exempt from all state sales tax, federal excise tax, property tax, etc.
    These taxes shall not be included in the quote.
    3. Include digital copies of the manufacture catalog and/or brochure showing a picture of each proposed item
    along with details such as mfg model, item description and specifications, and site requirements.
    4. All equipment proposed MUST be brand new and not include ANY remanufactured or refurbished
    components, frames, or parts.
    5. The quoted price must include any assembly and/or installation fees and charges. The vendor is
    responsible for removal of debris from Barrow County Board of Education schools and offices the same
    day installation takes place.
    6. Describe maintenance/support procedures and contact information, and guaranteed response times for
    service calls.
    7. Describe means by which toner and staple supplies are ordered and delivered, and whether this is
    automated or requires manual intervention by customer.
    8. Vendor must supply a direct contact person to handle all invoicing and billing problems, a representative
    responsible for assisting Barrow County Board of Education throughout the term of the lease to monitor
    copy/image consumption on a monthly/quarterly basis upon request, and a representative to assist with
    supply orders/items. Contact(s) must provide phone number, email address, and mailing address.
    9. The awarded vendor must agree to provide to the district, for destruction by district, the hard drives of the
    proposed new equipment at the end of the lease term and whenever equipment is removed or swapped out
    during the lease.
    10. In a separate attachment to proposal email, include your company’s latest audited financial statement.
    Failure to provide this statement will result in rejection of proposal. Financial statement will be reviewed by
    district purchasing department.
    11. Proposal specifications must include paper size and weight minimums and maximums for input and output,
    environmental requirements, electrical requirements and space requirements. Clearly specify power
    requirements (amperage and/or outlet requirements) for each model.
    12. All copiers proposed must be networkable and connected to the school districts network through ethernet
    (not wireless).
    13. Vendor must employ vendor-supplied monitoring system such as FMAudit or similar to gather copier usage
    and other metrics for billing and support purposes, and not rely on district manually providing usage or
    other metrics to vendor. District must not be required by vendor to provide usage metrics. Vendor must
    specify in proposal monitoring system to be used.
    14. Vendors provide pricing options in many ways. ALL pricing options and applicable charges should be listed
    separately to ensure the comparison is fair and equitable. It is the vendor’s responsibility to include all
    components required.
    15. Supplies must be included for all equipment excluding paper for copiers leased. Monthly maintenance for
    Copiers should include all parts, labor and replenishment of supplies, including toner and staples where
    applicable, excluding paper. Lease plans must include delivery, installation, removal at end of contract,
    network connectivity and ongoing training. Barrow County Board of Education will order supplies as needed
    throughout the lease term. District must have the ability to maintain extra supply items as requested
    throughout the term of the lease at no additional cost.
    16. Pricing submitted must meet or beat current State of Georgia contract pricing where applicable, and be
    fixed for the duration of the lease. No increase of rates is allowed during the term of the contract.
    17. A sample contract must be submitted with proposal package.
    18. At any time during the contract period, should the vendor introduce new or improved models of copiers as
    replacements, they shall be allowed to propose substitutions. Vendor must describe in response the
    process for upgrading or downgrading copier units during the course of the contract in order to properly
    size for usage, including how replacing units impacts leasing costs.
    19. Vendor should describe pricing model for mid-term additions to the lease (for instance, if additional units
    added later in lease will the cost be higher due to shorter term?). Any additions during the lease must be
    co-terminus with the end of the lease.
    20. All vendors must provide five (5) business references with at least three (3) having the proposed or similar
    equipment in operation. The listing shall include contact name, email address, and phone number.
    21. Vendor must provide monthly Excel or CVS report to district indicating the number of b&w and color copiers
    used per machine broken out by facility.
    22. For all copiers proposed, maintenance must be provided as a group or pool copy allotment for Barrow
    County Board of Education billed monthly with all overages billed annually. For all color units proposed
    color usage will be billed on a per image basis quarterly. The awarded vendor must include service and
    lease in one monthly invoice with all B/W overages billed annually. All Color usage must be included in
    regular monthly invoice (billed quarterly).
    23. District is requesting multiple responses to this RFP based on varying pooled/group maintenance plan
    annual B&W image quantities. Responses must include a pooled/group maintenance plan including
    22,000,000 black/white images annually for all Copiers, 24,000,000 black/white images annually for all
    copiers, and a final option of 26,000,000 black/white images annually for all copiers.
    SPECIFICATIONS
    1. Please see attached “Exhibit A” for currently distributed equipment and requirements for new lease. In
    addition to any other response, vendor must fill out Exhibit A with proposed equipment and include in
    vendor response.
    2. District will manage access, printing and copying through PaperCut, which district currently owns.
    Proposals must include pricing for a 3-year support renewal of the district-owned PaperCut licensing.
    Current licensing includes 109 Sharp Embedded licenses and the Advanced Print Enablement Pack.
    Additionally, proposals must specify the costs for adding additional PaperCut licenses for any additional
    Sharp copiers that may be leased during the term that exceeds current licensing.
    3. District owns 109 PC Prox Plus (RDR-80531BKLJ) badge readers used to authenticate users to copiers.
    Vendor must specify if copier model proposed will support district-owned badge readers (see relevant
    column on Exhibit A), and provide alternate reader and cost if proposed copier will not support district
    owned reader. Vendor proposal must include installation and setup of card reader into vendor copiers.
    Vendor must also provide cost for additional card readers compatible with vendor copiers.
    EVALUATION CRITERIA
    Proposals will be evaluated based on the following criteria:
    Cost total annual cost to provide all requested items outlined
    Product Usability, Quality and Features user friendliness and ease of use and features on copiers
    offered.
    Experience/References – vendor’s experience in providing the same or similar services and
    consistency/satisfaction of services provided.
    Financial Stability financial stability, years in business and the status of ongoing litigation.
    PROPOSAL FORM AND CONTRACT ADDENDUM
    Respondents must use Proposal Submittal Form below in addition to any other bid submittal documents, and must
    include Barrow County Schools contract addendum in some form in proposal.
    Proposal form must be first page of response.
    Trade Names “or Equal” Clause
    No manufacturer substitutions will be allowed.
    The Barrow County School System may accept any bid offered on an all, some, or none basis, within funds
    available, whichever is in the best interest of the school system.
    This page presents a summary of the opportunity, including an overview and a preview of the attached documents.
    * Disclaimer: The information provided about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) on this website is for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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