South Lake Schools Copier Bid - South Lake Schools RFP-CP-copier bid

South Lake Schools » RFP-CP-copier bid

The information below is a summary of solicitation number RFP-CP-copier bid posted by South Lake Schools.  As a reminder, this solicitation is closed and responses are no longer being accepted.

South Lake Schools Copier Bid

Date Issued: 07/24/2014

Deadline: 08/07/2014  prior to 2:00 PM   E.D.T.

Requisition Number:

Delivery Point: various

Delivery Date: September 8, 2014

Type of Purchase: Term: Unspecified

Construction Related: No

Type of Response Allowed: Hard Copy Only

Issuing Agency: South Lake Schools

Using Department: Purchasing

Special Notices: All Brands are Acceptable
FOB Destination
Installation Required
Onsite Maintenance Required
Training Required


Due Date: 7/29/2014 3:00:00 PM E.D.T.

Primary Contact Name: Mr. Matthew  Dishman

Title: Director of Business and Operations



South Lake Schools 23101 Stadium Blvd. St. Clair Shores, MI  48080 586-435-1660 Matthew Dishman Director of Business & Operations CONDITIONS OF THIS PROPOSAL BIDS WILL NOT BE CONSIDERED UNLESS SUBMITTED ON ATTACHED BID FORMS. The Board of Education reserves the right to accept or reject any and/or all bids in whole or in part and to waive any informality therein. If in the Board’s opinion it in their best interest, the contract may be awarded to other than the lowest bidder, for reasons if establishing uniformity, delivery time, etc. Bidders must make their proposals strictly in accordance with requirements and specifications, otherwise they may not be considered. Bidders are granted the privilege of withdrawing their bids, if they desire, between the time they are submitted and opened. Bidders are invited to consult with the Business Office concerning conditions required for submitting bids, use of materials, or previous quotations. All bidders must provide familial disclosure in compliance with MCL 380.1267 (P.A. 232 of 2004) and attach this information to the bid. The bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, board of education, chief executive officer or the superintendent of South Lake Schools. The Owner will not accept a bid that does not include this sworn and notarized disclosure statement. A completed Familial Disclosure Affidavit, which is attached hereto as ATTACHMENT A__. A completed AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT Michigan Public Act No. 517 of 2012, which is attached hereto as ATTACHMENT _B_. Quotations on equipment, materials or supplies must be F.O.B. point of delivery specified, including packing and crating charges.  EQUIPMENT AND SUPPLIES INCLUDED IN THIS PROPOSAL MUST BE DELIVERED BY MONDAY, SEPTEMBER 8, 2014. STATE CASH DISCOUNT TERMS. Terms allowing discount “A Time of Payment: (not less than 14 business days) will be given preference. Terms of Payment and Delivery will be considered in making awards. The undersigned proposes to deliver F.O. B., any one or all of the items at prices specified to: LOCATION: 2 copiers at South Lake High School, 21900 E. 9 Mile, St. Clair Shores, MI 48080 2 copiers at Elmwood Elementary, 22700 California, St Clair Shores, MI 48080 2 copiers at Avalon Elementary, 20000 Avalon, St. Clair Shores, MI 48080 1 copier at South Lake Middle School, 21621 California, St. Clair Shores, MI 48080 2 copiers at Koepsell Education Center, 21760 Raven, Eastpointe, MI 48021  (The following is optional) 1 copier at Administration Bldg., 23101 Stadium Blvd., St. Clair Shores, MI 48080 Bids will be accepted from, or contract awarded to, any person who is in arrears to the Board of Education of South Lake Schools upon debt, or contract, or who is defaulter as security or otherwise upon an obligation to the Board of Education of South Lake Schools. BID DESCRIPTION CONTRACT SPECIFICATIONS LEASE OF COPIERS FOR SOUTH LAKE SCHOOLS The undersigned proposes to lease copiers and furnish maintenance service at different locations for a period of 48 months beginning September 8, 2014 for prices as indicated on the attached Bid Sheet. The lease will be a two party lease. See attached for Bid Breakdown of Locations, Quantities, and Bid Sheet for Specifications. Prices quoted shall include all cost of travel, labor and tools. If you do not wish to bid but would like to remain on our bid list, please place a check mark here___, complete the vendor information below and return this page to South Lake Schools – Attention: Business Office, 23101 Stadium Blvd, St. Clair Shores, MI 48080. In the event that this proposal is accepted to furnish whatever is included in this bid, the successful bidder agrees to furnish compensation insurance (if labor is required in the fulfillment of this contract order), which will amply protect the interest of the Board of Education. This is to certify that the prices, quality, quantity and delivery of the above-mentioned material or commodity will be in exact conformity, unless clearly noted, with the specifications, samples and proposition therefore, and declare that it is made without collusion with any other person, firm, or corporation making any other proposal, or who otherwise would make a proposal, and agree to furnish in strict accordance with the specifications. It is understood that the South Lake Schools is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Vendor should not include any allocation for taxes. The successful Vendor shall pay all other taxes required by law.  SECTION II: GENERAL SPECIFICATIONS 1. The lease will be for new “digital” equipment only. (No used or re-manufactured equipment – must contain 100% new components.) Copiers furnished must produce readable, useful, plain paper prints/copies of such typical originals as handwritten and typewritten pages, copies of copies, halftones, carbon-less forms, books and colored stock determined by the District. 2. The Bid equipment will not be discontinued models at the time of bid and/or delivery. 3. The lease will be for a period of 48 months. 4. It is understood that the South Lake Schools is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Vendor should not include any allocation for taxes. The successful Vendor shall pay all other taxes required by law. 5. The bid must state whether there is a $1.00 buy-out option or fair market value option at conclusion of the lease. 6. The lease will provide, according to SECTION I, a School Breakdown. 7. Meter Reading and Copy Allowance:  The Bidder shall provide a system for collecting copier meter readings monthly and shall report this information to South Lake’s Business Office. The report should include: location, contact person, copier model, model accessories, number of copies made per month, and monthly average volume.  8. Installation and Site Preparation: The sites should not require any modification or preparation. Most already have office equipment in use. Any proposed modifications are subject to District approval prior to the placement of any office equipment at any location. The Bidder shall provide the District with written requirements for installation of their equipment if different. 9. The lease shall provide a complete maintenance agreement for all the awarded copier machines. The maintenance agreement will include the following: (a) Drums, developer, all consumable parts, toner, waste containers, staples, all parts, labor, travel time, mileage, and labor to keep the new copier within manufacturer’s specifications for the manufacturer’s warranty period and preventive maintenance for the remainder of the term of the lease. The only exclusion is paper unless otherwise noted in the bid documents. (b) The maintenance agreement will be implemented and performed by the organization submitting this bid. (c) Machines must meet or exceed the total volume requirements listed under Copier Equipment Needed. (d) Maintenance and repair calls must be performed within four (4) hours of request for service. The maximum allowable downtime for any one piece of equipment is 48 hours. (e) For any service call placed with the vendor that is not addressed by a service technician within four (4) business hours, the individual school will be given a credit based upon daily costs. The credit will be the total time in excess of four (4) hours until the time a service technician responds to the call. Any credit will be applied to next month’s invoice. (f) Immediate replacement with “comparable” equipment of any machine down for repairs or waiting on order of parts for more than 48 hours. Failure to do so warrants a credit on the next month’s invoice. Excluded from the requirements are delays resulting from acts of God, accidents, extreme weather conditions, strikes or similar causes. (g) Vendor agrees to replace any machine that does not operate to South Lake Schools’ expectations with a “comparable” product for the remainder of the lease.   (h) Guaranteed availability of service, parts and supplies for the life of the lease. (i) The agreement shall not contain any maintenance escalation clause. (j) The vendor will provide pages from the service manual indicating the manufacturer’s replacement schedule for preventive maintenance kits, including a detailed list of parts, and any other consumable parts. (k) It is the Bidders responsibility to schedule preventive maintenance that meets the manufacturer’s recommendations. South Lake requires advance notice for preventive maintenance. Bidders shall give the individual site locations 24 hour advanced notice of the Bidders intent of performing preventive maintenance. The Bidder’s service technician shall check in and out with the appointed key operator. Each machine should have a permanent record of machine maintenance kept with the machine. 10. ALL GUARANTEED ITEMS MUST BE IN WRITING AT TIME OF BID. 11. Sufficient staff training as required for knowledgeable operation will be performed by the organization providing the equipment, Minimum training requirements are: at the time of delivery, training at the start of each school year, and upon principal’s request.  12. Leaser maintains full time professional maintenance team which includes network professionals. 13. Additional costs that could exceed those projected in the lease must be clearly spelled out in the lease. At no time will any other additional costs be entertained. 14. Delivery and set up of all copiers in expected by September 8, 2014, unless noted in bid.  15. Estimated copies per month are: Large Copiers: Machine 1 Machine 2 Optional South Lake High School 250,000 120,000  Elmwood 120,000 60,000 Avalon 100,000 90,000 South Lake Middle School 150,000 Koepsell 100,000  50,000 Administration 50,000 

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