REQUEST FOR PROPOSAL 22-06 February 24, 2006
OFFICE OF STRATEGIC PROCUREMENT
UNIVERSITY OF MAINE SYSTEM
16 CENTRAL STREET
BANGOR, MAINE 04401
REQUEST FOR PROPOSAL FOR PHOTOCOPIER SERVICES
UNIVERSITY OF MAINE AT AUGUSTA AND UNIVERSITY OF SOUTHERN MAINE
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System is seeking proposals for the provision of a multi-year contract for a cost-per-copy rental program and for a per-copy maintenance agreement on equipment owned and operated by the University. This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and a selected vendor.
1.2 Definition of Parties: The University of Maine System locations included in this RFP will hereinafter be referred to collectively as the "University." Where the RFP refers to a specific location, those locations will be referred to as follows:
University of Maine at Augusta will be referred to as UMA
University of Southern Maine will be referred to as USM – Portland & Gorham
University of Southern Maine Print Centers will be referred to as USM Print Centers
Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The intent of the University is to enter into a 4 or 5 year contract for the provision of photocopying equipment, training, service, and supplies based on a straight cost-per-copy fee. This contract is primarily to meet the University’s need for black & white copies with color copiers being requested as an option. This document will address copiers at 3 University of Maine System campuses: the University of Maine at Augusta (UMA) and the University of Southern Maine (USM-Portland & Gorham). Copiers shall be placed at all 3 campuses and at several remote locations throughout the State. Although the University would like to award this contract (UMA, USM, and USM Print Centers) all to one bidder, it realizes that it may not be in the University’s best interest to do so. Bidders shall highlight any cost or operational advantages of awarding all schedules to one vendor. Each campus will evaluate proposals based on its requirements and the evaluation criteria. The University reserves the right to award this proposal on a schedule by schedule basis or all to one bidder, whichever is in the University’s best interest.
The University intends to replace all existing equipment at the beginning of the contract period and additional equipment may be required throughout the term of the contract. Equipment installed in year 1 of the contract will be new equipment only and equipment must be manufactured in 2005 or later. No used, reconditioned, or remanufactured equipment is acceptable. Additional equipment requested in years 2-4 or 2-5 of the contract can be used, reconditioned, or remanufactured, subject to prior approval by the University. Used, reconditioned, or remanufactured equipment must meet the same specifications as listed in section 5.1.
The University is specifying contracts with annual pooled minimums per campus. Minimums per copier will not be accepted for black/white clicks. Minimums for color clicks will be accepted.
All equipment will be digital and network ready, thus the cost-per-copy will include the required hardware/software components to allow connection to networks for printing capability. It is preferred that equipment have fax and scan capability, however these options may be at an additional cost to the University. It is not necessary that equipment come fax/scan ready.
USM Print Centers: USM also invites proposals for a per-copy maintenance agreement on equipment owned and operated by the USM Printing Centers in Portland and Gorham. The maintenance agreement on owned equipment in the USM Print Centers will replace the current maintenance agreement due to terminate on 6/30/06 and is for the same term as the cost-per-copy rental program. Should any of the Print Center equipment need to be replaced, it will be the responsibility of USM either to buy the equipment outright or to seek placement of comparable equipment under the duration of the unexpired term of the cost-per-copy contract. The decision to replace will be at the discretion of USM.
1.4 Alternatives: Bidders may submit more than one proposal. The bidder’s primary proposal must follow the proposal format outlined herein and comply with all instructions. The alternative proposals may be an abbreviated form providing complete information only for sections which differ in any way from those contained in the original proposal. If alternative proposals are submitted, reasons for the alternatives and their comparative benefits shall be explained. Each proposal submitted will be evaluated on its own merit.
1.5 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to:
a. Cost, including payment terms and discounts, over the contract period.
b. Ability to meet specifications and responsiveness to terms and conditions.
c. Desirability of equipment offered, including but not limited to networking, faxing & scanning options, and centralized management of accounting for networked equipment (UMA).
d. Contractors ability to provide electronic billing. Ability to upload user ID Code information electronically (UMA).
e. Longevity of business and financial stability of bidder.
f. Ability to perform as evidenced by previous experience with the University and references from customers with similar programs. Level of commitment to service aspects of this contract.
g. Availability of equipment, parts, and supplies as evidenced by inventory location and levels, delivery guarantees.
h. Commitment to implementation schedule.
i. Flexibility to add, delete, and change equipment during the term of the contract. Authority to make local decisions in regard to management of this contract. Level of paperwork involved as equipment is added, deleted, or change.
1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Anne-Marie Nadeau
Office of Strategic Procurement
University of Maine System
16 Central Street
Bangor, Maine 04401
(207) 973-3308
1.7 Award of Proposal: Presentations may be requested of one or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
1.8 Award Protest: Bidders may appeal the award decision by submitting a written protest to the University of Maine System’s Director of Strategic Procurement within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.9 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.
1.10 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.11 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.12 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.13 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 60 days from the due date of the proposal.
1.14 Proposal Submission: A SIGNED original and nine (9) copies of the proposal must be submitted to the Office of Strategic Procurement, University of Maine System, 16 Central Street, Bangor, Maine 04401, in a sealed envelope by close of business, Friday, March 24, 2006, to be date stamped in order to be considered. Normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-973-3298 if the weather is bad, to learn if the University has closed. Postmarking by the due date WILL NOT substitute for receipt of proposal. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder:
Address of Bidder:
Due Date: March 24, 2006
RFP # 22-06
1.15 Pre-Proposal Conference: A conference will be held on Friday, March 10, 2006 at 9:00 a.m. local time at the University of Southern Maine, Portland Campus, 241 Luther Bonney Hall, Portland. The purpose of this conference is to answer questions and provide further clarification as may be required. Please hold all questions until this meeting. Attendance by all prospective bidders is optional. Firms planning to attend this pre-proposal conference should contact Erin Tapley 207-973-3300 no later than 4:30 p.m. local time on Thursday, March 9, 2006, with the names and titles of the individuals who will attend.
1.16 Samples: The University may request on-site equipment demos as part of the evaluation process. Specific models will be chosen by the University. Demo units shall contain a full supply of toner and staples and shall be networked, however the University will supply paper. Demo units will be evaluated for a minimum of 1 week and shall be at no cost to the University.
2.0 GENERAL TERMS AND CONDITIONS:
2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the University of Maine System Strategic Procurement Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.3 Contract Term: The contract term shall be for a period of 4 or 5 years commencing upon installation and acceptance of new equipment, on or about June 1, 2006. Regardless of when equipment was placed, all rentals will expire at the end of the contract term, 48 or 60 months. USM Print Center contract may not commence prior to July 1, 2006 and will run concurrently with the Cost-Per-Copy contract term.
2.4 Contract Data: The Contractor is required to provide the University with detailed data concerning the contract at the completion of each contract year or at the request of the University at other times. The University reserves the right to audit the Contractor's records to verify the data. This data may include, but is not limited to copier model#, copier ID#, location, copy volume (monthly, quarterly, and/or annually), downtime and response/repair time, and a complete service call record for each machine.
2.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.6 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within 30 days, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.
2.7 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Anne-Marie Nadeau 207-973-3308.