IMPORTANT NOTE: For the two attachments for this proposal, contact Cindy Carusi at 207-581-2696
REQUEST FOR PROPOSAL #19-04 September 8, 2003
Administered by
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
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. 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 will be referred to as UM
University of Maine at Farmington will be referred to as UMF
University of Maine at Machias will be referred to as UMM
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 5-year contract for the provision of photocopying equipment, training, service, and supplies based on a straight cost-per-copy fee. This document will address copiers at 3 of the University of Maine System campuses: the University of Maine, the University of Maine at Farmington and the University of Maine at Machias. Although the University would like to award this contract 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 two or all three campuses 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 campus by campus basis.
The University intends to replace all existing equipment at the beginning of the contract period. Additional equipment may be required throughout the term of the contract. Equipment installed in year 1 of the contract will be with new equipment only. No used, reconditioned, or remanufactured equipment is acceptable. Additional equipment requested in years 2-5 of the contract can be used, reconditioned, or remanufactured, subject to prior approval by the University, however must be digital and must meet the same specifications as listed in sections 5.1, 6.1, & 7.1.
The University is specifying contracts with annual pooled minimums. Minimums per copier will not be accepted.
All equipment will be digital and network connectable. The University will opt either for a contract where the cost of connectability is included in the cost-per-copy OR one in which it is not included, whichever is in the University’s best interest. The University preference is that the cost-per-copy include the required hardware/software components to allow connection to department networks, if affordable. Bidders are encouraged to offer proposals for both: one with full connection capability included in the cost-per-copy and one with the connection capability at an additional agreed upon cost to the University. Currently the University (UM) has 15 connected machines.
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 options.
d. Longevity of business and financial stability of bidder.
e. 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.
f. Availability of equipment, parts, and supplies as evidenced by inventory location and levels, delivery guarantees.
g. Evidence of commitment to carry product and to remain an authorized dealer of the manufacturer throughout the term of the contract.
h. Commitment to implementation schedule.
i. Flexibility to add, delete, and change equipment during the term of the contract. For instance, under the current contract 40 addendums were required for the following reasons: 42 additions, 4 deletions, 47 swaps. (This item will be addressed at the pre-proposal meeting)
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. Addenda will also be posted on our web site,
www.umaine.edu/purchasing. 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
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2690
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 Director of Purchasing 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 University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Friday, October 3, 2003, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 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. Postmarking by the due date WILL NOT substitute for receipt of proposal. 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 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any vendor. 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
RFP #
1.15 Pre-Proposal Conference: A conference will be held on Monday, September 22, 2003 at 10:00 a.m. local time at the Bangor Room, Memorial Union, University of Maine, Orono. 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 Cindy Carusi at 207-581-2696 no later than 4:00 p.m. local time Thursday, September 18, 2003, with the names and titles of the individuals who will attend.
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 Purchasing 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 five (5) years commencing upon installation and acceptance of new equipment, on or about January 1, 2004. All equipment rentals will expire at the end of the contract term, December 31, 2008, regardless of when they were placed.
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 207-581-2690 for UM, or Hal Wells 207-581-2708 for UMF & UMM.
2.8 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.
2.9 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the contractor assign any money due or to become due without the prior written consent of the University.
2.10 Availability of Funds: It is understood and agreed between the parties herein that the University shall be bound only to the extent of the funds available or which may become available for the purpose of this agreement.
2.11 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.12 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.13 Sexual Harassment: The University of Maine is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, Alumni Hall, 581-1226.
2.14 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.15 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
Employers Liability minimum limits:
Bodily injury by accident: $100,000 each accident
Bodily injury by disease: $100,000 each accident
Bodily injury by disease: $500,000 policy limit
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
Office of Facilities
Bangor, ME 04401
2.16 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The University's authorized representatives in all matters pertaining to the administration of this contract shall be as follows:
UM – Anne-Marie Nadeau
UMF – Laurie Gardner
UMM – Joan Getchell
3.2 The cost-per-copy rate shall include delivery and installation and all other costs required to perform per the terms of the contract.
3.3 Equipment to be provided on the contract: All equipment must be digital and must be network connectable and support both Macintosh and PC environments. Public Access copiers will not be network connected. The Contractor will be required to install locks on all Public Access copier paper drawers.
Network Connections: The Contractor will be responsible for providing all hardware and software necessary to fully connect copiers and for installation of all hardware and software that goes into the copiers. The addition of any hardware or software to the University’s network will be done by the University with the Contractor supplying full documentation and standby technical support. In some cases the using department may not have the necessary staff to install hardware or software on the University network. In these cases the Contractor will be required to do the installation and may charge the University an agreed upon price, if any. (see section 8.9)
Copier models or accessories introduced by the manufacturer after the contract execution that are intended to replace a machine or accessory which is part of the contract are subject to the same contract pricing.
3.4 Machine Performance: All equipment furnished under this contract shall operate satisfactorily and produce acceptable copy quality at the desired level required by the University. The Contractor must maintain service reports on all equipment and must provide the University with copies of reports whenever requested. If any copier produces poor quality copies and/or consistently requires service, other than preventive maintenance, and it is determined that it is not end user error, the copier will be replaced with an equivalent copier at the University’s request at no charge.
3.5 Energy Star Compliance: All equipment must be Energy Star compliant.
3.6 Contractor Administrative Representation: The Contractor will assign one individual company representative for each campus, in addition to technician(s), accounting staff, and information technology staff, to act as the contact for all matters related to this account.
3.7 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee, notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.
3.8 Service: Maintenance and repair service for all equipment installed under this contract must be available 8:00 am – 4:30 pm, Monday through Friday, except Holidays. Some departments must remain open during certain holidays and must have access to service during those times. Following are the holidays when the University is shut down and service will not be required:
July 4th Christmas Day
Thanksgiving and the following day Memorial Day
New Year’s Day
Within 30 minutes of a service call to the Contractor, a service technician is required to call that department and inform them that he/she has been notified and when he/she will respond to their call. Service completion time shall not be more than 8 working hours from the time the service call is placed. A loaner of similar make and model with similar features shall be provided, upon request, at no expense to the University, for copiers which cannot be repaired and are not in good working condition 8 hours after the service call, as needed. The Contractor is responsible for furnishing all parts and supplies at no additional cost to the University.
Remote Locations: There are approximately 37 UM copiers located in off-site locations throughout the State. A list of those locations is provided for you at the end of this document. Service in remote areas must be available in the same manner as described above.
Copies produced during service calls will not be billed to the University. Service technicians must record beginning and ending copy counts when performing service. Invoice must reflect an adjustment, by individual machine, for service copies, on a monthly basis.
Preventive Maintenance (UM-Fogler Library): The seven (7) public access copiers, located in Fogler Library, shall require preventive service inspections every Monday morning beginning at 8:00 a.m. A service technician will be required to thoroughly inspect all equipment to ensure satisfactory copy quality and smooth operation. Technician shall also inspect coin boxes to ensure proper operation and that no tampering has occurred. All information regarding any type of tampering on any equipment shall be reported to Susan Clement immediately at 581-1662.
3.9 The Contractor guarantees that replacement parts will continue to be manufactured and made available for all copiers placed under this contract. If replacement parts are discontinued prior to the end of the contract period, the vendor shall provide a comparable model copier for replacement at no additional cost to the University.
3.10 Installation, Removal, and Relocation of Equipment: The Contractor shall provide delivery, installation, relocation, and removal of equipment at no charge to the University and will coordinate removal of equipment at the termination or expiration of the contract within the University’s time frame and in cooperation with the new Contractor.
Electrical Requirements: The Contractor is responsible for identifying which copiers require more than the standard 15 amp outlet and is further required to complete an on-site visual inspection to verify that the correct outlet is in place prior to delivery of the copier. Adequate notification must be made to the University prior to delivery of the copier in order to allow sufficient time for the University to make necessary changes, when needed.
3.11 Upgrades/Downgrades/Accessories: In departments where smaller segment copiers will be located, it may not be desirable to have all available features (sorters, stands, etc.) as specified in section 5.1, 6.1, and 7.1. If a department chooses not to include all the available options the cost-per-copy will not change and if the department later chooses to add those options they will be added at no cost to the University.
Upgrading or downgrading equipment may be requested in order to meet the changing needs of the University. No additional cost to the University will result from this action. The University will not make unreasonable requests of Contractor with regard to upgrades and downgrades.
3.12 Short Term Rentals: The University has the need for short term rental equipment. Rentals may be anywhere from 1 day to 3 or more months. Contractor must supply 13 and 20 CPM copiers when requested to meet this need. The University will issue a separate purchase order to the Contractor for short term rentals.
3.13 Addition and Removal of Equipment from Contract: The University reserves the right to request additional equipment throughout the term of the contract. The University also reserves the right to remove equipment, as needed, throughout the term of the contract. The pooled minimum may be adjusted accordingly as equipment is added or deleted from the contract.
3.14 Placing Equipment: The Contractor shall work with each Contract Administrator to evaluate department needs before placing additional equipment.
3.15 Training: The Contractor shall provide materials and personnel for the training of end-users at all installations. Follow up training shall be done on an “as needed” basis at no charge.
3.16 Supplies: The Contractor shall be responsible for supplying all commodities needed to fulfill this contract except for copy paper, staples, and transparencies. All parts and supplies for equipment installed under this contract should be delivered to the using department within 2 business days of an order.
Toner: All models shall use dry toner. Original equipment manufacturers (OEM) brands will be the only acceptable toner. Orders shall be placed by the using department on an as needed basis. Contractor shall keep an emergency supply of toner available in case a copier is completely down due to toner. Limited space may be available at the University for storing emergency toner.
3.17 Collection of Toner Bottles: The Contractor shall have in place a program for the collection of used toner bottles and shall collect them for recycling or disposal on a regular basis. The University of Maine Sustainability Office (for the UM campus), and Facilities (for the UMF campus) may be able to assist in providing services to help coordinate the collection.
3.18 Recycled Paper: All equipment installed under this contract must be capable of using copy paper with 30% post consumer recycled content without problems.
3.19 Toll Free Number: The Contractor shall have a toll free number available for the ordering of supplies and service.
3.20 Monthly Copy Counts and Invoices: Contractor will be required to obtain monthly copy counts. An electronic invoice will be submitted on a monthly basis, in arrears, for actual number of copies produced. A separate invoice may be issued annually for the difference between the agreed upon minimum and the actual copies produced. Invoices will contain the following information: Department name, copier identification number, model, beginning copy count, ending copy count, number of service copies made, number of copies produced by machine, amount being charged for each copier for that month, total number of copies for all copiers, and total amount being charged.
Meter Readings (UM-Fogler Library): Service technicians will be responsible for reporting meter readings on a monthly basis to the Contractor’s billing department for all eight (8) public access copiers located in Fogler Library.
3.21 Pricing: Quoted price will not increase throughout the contract period.
3.22 Payments: Payments will be upon submittal of a monthly electronic invoice to the University by the Contractor on a net 30 basis unless discount terms are offered. In the event there is a discrepancy between the anticipated invoice amount and the actual invoice, payment terms shall be effective starting on the date the discrepancy is resolved. Invoices must include the purchase order number. A separate invoice shall be submitted for each campus (UM, UMF, UMM).
3.23 Allowance for copy minimum: An allowance must be provided, in year one, for the time required to have all machines installed. At the time all equipment is installed the copy minimum for the first year will be prorated accordingly. (e.g. if it takes two months for all equipment to be installed, the University will be responsible for meeting 10/12 of the annual pooled minimum requirement).
3.24 Disposal of Existing Equipment (UM & UMF): Contractor shall be required to dispose of 2 copiers from UM and 37 copiers and Risograph machines from UMF at no cost to the University. A list of this equipment will be provided at the pre-proposal conference.
3.25 Manuals: A manufacturer’s user manual must be provided with each copier.
3.26 Program Handbook: The Contractor shall work with the University to design a program handbook to be supplied with each copier. The handbook will service as a quick reference to users and will include the following information: a general overview of the copier program, names and phone numbers for contract representatives for supplies, services, and networking and any other information that may be helpful. Contractor is responsible for all costs associated with printing the handbook.
3.27 Annual Customer Surveys and Business Meetings: The Contractor shall conduct annual written customer satisfaction surveys. The surveys will be sent by the Contractor and returned by the using departments to the University. The Contractor shall meet with representatives from the University on an annual basis to review contract performance and survey results. Surveys and business meetings will be held on location for each campus.
3.28 The Contractor shall be responsible for all taxes on equipment.
3.29 The Contractor shall take back all unused supplies at the end of the contract period.
4.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
4.1 Business Profile:
4.1.1 Brief history and description of company.
4.1.2 Manufacturer’s Certification of equipment proposed. Include verification of your company’s intention to continue representing manufacturer.
4.1.3 Inventory levels and average number of days to shipment after receipt of order for supplies and equipment.
4.1.4 Commitment to Implementation Schedule. (Installation period approximately December 29, 2003 - January 31, 2004.)
Financial – Bidders may be asked to supply the following information prior to an award:
Public Companies:
-annual reports for the last three years
-history and description of the company
-recent reports from securities analysts
-published reports about the company
Private Companies:
-financial statements or tax forms from three years
-history and description of the company
-published reports about the company, if any
Credit rating/report, letter from bank, suppliers.
4.2 Financing Mechanism: Who will the University actually be contracting with, a leasing company, manufacturer or the dealer? Who will quarterly payments be made to? If the University will be required to sign an agreement with you or your leasing company please provide a copy of that document with your proposal for our review.
4.3 Equipment being proposed: Bidders shall include literature listing technical specifications describing the various standard and optional features for each model being proposed. Bidders must clearly indicate on the literature specification which options are included in their proposal, e.g., which document feeder, finisher, paper trays, network components, etc.
4.4 Additional Options/Accessories: If a department requires an option or accessory that is not included in the cost-per-copy will the University be charged and if so how will that charge be determined?
4.5 ADA: How would you respond to a request for a copier to be used by someone with a disability.
4.6 Maintenance, Repair, and Replacement: The contractor must provide adequate maintenance on all machines under this agreement. Bidders should evidence their ability to provide adequate maintenance by:
a. Describing the service and maintenance operations that would be responsible for handling this account, including location of operations, number of certified service technicians, number of systems engineers, the ratio of technicians and systems engineers to machines serviced, and a brief description of how back up personnel are used during high service periods.
b. Indicating what other customers you currently service in and around each location (Orono, Farmington, Machias).
c. Providing information, including brief resumes, for the service technicians and the systems engineers who would be assigned responsibility for this account.
d. Describing the routine and preventive maintenance and service programs, including parts routinely inspected or replaced, and the frequency of such maintenance.
e. Describing the availability of equipment, parts, and supplies locally stocked and your capability to provide replacement parts not locally stocked.
f. Describing how you would handle service for copiers in remote locations.
4.7 Supplies, Billing, Contract Performance: Bidders shall provide information, including names and titles of company representatives who would be responsible for handling this account in the areas of supplies, billing, and contract performance monitoring. Bidders should evidence their ability to provide adequate performance by:
a. Describing the procedure for ordering of supplies, including emergency orders that require immediate delivery.
b. Describe possible methods for receiving invoice data in electronic format.
c. Describing what steps will be taken to ensure monitoring and satisfactory contract performance.
d. Describe possible methods for tracking and credit of service copies.
e. Describe how short term rental requests would be handled.
4.8 Recycled Material Content Alternate: The University of Maine wishes to buy as many products as possible with a recycled/recovered material content. Please provide all pertinent and verifiable information with regard to the amount of post-consumer recycled content in the products you are bidding, including if they meet or exceed EPA procurement guidelines. This does not refer to remanufactured equipment. We want to know what your company is doing to increase the use of recycled materials in it’s manufacturing processes.
4.9 Energy Star Compliance: The University prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided.
4.10 References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one. All references must include: company name, address, contact person, and phone number.
5.0 SPECIFICATIONS for UM:
5.1 Equipment is divided into eleven (11) segments. These segments reflect equipment speeds currently in place at UM. If you do not have equipment that meets the speed as specified in any segment you must propose equipment with a higher speed for that segment. All equipment will be digital.
13 CPM 40 CPM
20 CPM 45 CPM
30 CPM 50 CPM
33 CPM 55 CPM
35 CPM 60 CPM
85 CPM
Each segment will include the following, in addition to standard features, at a minimum.
13 CPM must include: 500 sheet paper capacity
Multi Sheet Automatic Document Feeder
Single Sheet Bypass Tray
Stand (if requested)
Equipment 20 CPM and higher must include:
1500 Sheet Paper Capacity (not including By-Pass)
Multi-sheet By Pass Tray
30 Page Automatic Document Feeder Auto Duplexing
100 Mailbox ID Codes
Sorter/Staple Finisher (capable of 20 sets)
Stand
Equipment 50 CPM and higher must include all features in 20+ CPM machine, plus:
4000 Sheet Paper Capacity (not including By-Pass) 50 Page Automatic Document Feeder
5.2 Cost Per Copy Fee: A straight cost-per-copy fee for all segments must be proposed. Cost-per-copy fees may not vary between segments. No equipment rental fees will be accepted. Cost per copy fee will include, at a minimum, all options for each segment as specified in section 5.1
5.3 Digital Equipment: All equipment must be digital and network connectable. Public Access machines will not be networked. Equipment must be compatible with both PC and Mac environments. The University is interested in networking options that include print, fax, and scan to e-mail. Section 5.6 includes a list of currently networked equipment. The equipment on this list must be networked upon initial installation, regardless of the type of contract the University chooses.
5.4 Pooled Minimums: The University is asking for proposals based on two pooled minimums as follows: Please provide pricing for both, if different.
16,500,000 (75% of actual) annually (Based on 264 copiers)
13,500,000 (60% of actual) annually (Based on 264 copiers)
5.5 Public Access Copiers: Of the copiers listed in section 5.6, nine (9) will be used as public access machines at the library; eight (8) in Orono and one (1) at Darling Marine Center, Walpole, ME. These units can be bare bones configured and do not require all the options as specified in 5.1 (sorting/stapling, document feeders, network connection, etc). They shall require duplexing capability, bulk paper feeders of the highest capacity available, locks on the paper drawers, and platens that are book copy friendly. Five (5) of these units will require coin-op boxes and eight (8) will require compatibility with the University Of Maine MaineCard System. Four (4) coin box units must be supplied by the Contractor. One (1) coin box, model M6500 Copy Guard, which is owned by the University, will be used at the Darling Marine Center. All coin boxes will be installed and serviced by the Contractor, however the University will manage them. Coin boxes must accept dimes.
Maine Card Compatibility: We presently use the Blackboard CR1120 and/or CR1122 copy readers. To function on various types of copiers an appropriate interface cable is available from Blackboard depending upon the type and manufacturer. The University will supply the cable, however the copier Contractor shall install it. The copier must have a +24V pulse, +5V pulse, ground pulse, or a relay contact pulse signal to indicate that a copy has been made.
5.6 Copiers required for UM: Quantity 264
13 CPM – 33 40 CPM - 4
20 CPM - 62 45 CPM - 12
30 CPM - 38 50 CPM – 49 (1-wheelchair accessible)
33 CPM – 19 (1 DMC Library) 55 CPM - 10
35 CPM – 9 (8 Fogler Library) 60 CPM - 25
85 CPM – 3
Annual volume for all UM copiers is approximately 22 million.
The following 15 copiers must be networked upon initial installation:
20 CPM – 1 unit with Fax option (walk up is acceptable)
- 2 units with Print and Fax options
- 6 units with Print option
30 CPM – 1 unit with Print and Fax options
33 CPM – 1 unit with Fax option (walk up is acceptable)
- 1 unit with Print option
60 CPM - 3 units with Print option
6.0 SPECIFICATION FOR UMF
6.1 Equipment is divided into nine (9) segments. These segments reflect equipment speeds currently in place at UMF. If you do not have equipment that meets the speed as specified in any segment you must propose equipment with a higher speed for that segment. All equipment will be digital.
13 CPM 40 CPM
20 CPM 45 CPM
30 CPM 50 CPM
35 CPM 60 CPM
65 CPM
Each segment will include the following, at a minimum.
13 CPM must include: 500 sheet paper capacity
Multi Sheet Automatic Document Feeder
Single Sheet By Pass
Stand (if requested)
Equipment 20 CPM and higher must include:
1500 Sheet Paper Capacity (not including By Pass)
Multi-sheet By Pass Tray
30 Page Automatic Document Feeder
Auto Duplexing
100 Mailbox ID Codes
Sorter/Staple Finisher (capable of 20 sets)
Stand
Equipment 60 CPM and higher must include all features in 20+ CPM machine, plus:
4000 Sheet Paper Capacity (no including By Pass)
50 Page Automatic Document Feeder
6.2 Cost Per Copy Fee: A straight cost-per-copy fee for all segments must be proposed. Cost-per-copy fees may not vary between segments. No equipment rental fees will be accepted. Cost per copy fee will include, at a minimum, all options for each segment as specified in section 6.1
6.3 Digital Equipment: All equipment must be digital and network connectable. Although UMF has a wireless network they do not want copiers with wireless networking capability. Copiers shall be connected via wire and shall have both direct, USB or parallel, interfaces and network connection capability. Where a USB interface is provided is should be USB 2.0 (480Mbs). Any parallel interface should conform to the IEEE-1284 specification. Drivers for current and past, two years back, operating system (OS) releases for Aple OS’s, Microsoft 32 and 64 bit OS’s, and Redhat Linux OS’s shall be provided by the Contractor throughout the contract period. Drivers for new OS’s or OS versions must be made available to the University within 45 days of release of the new OS or OS version. In addition, support is required for line printer daemon (idp) for Linux or Unix and for all Novell Netware print protocols. For Novell the two primary capabilities would be a product specific NDPS Gateway and a generic NDPS Gateway. Novell also utilized “lpd” (aka “lpr”) to actually reach the physical printer.
Security: The copier’s network interface must support trusted host lists. If notified of a security defect in network interface firmware, the Contractor shall correct the defect within 30 days or agree to indemnify the University for measures it (the University) must take to rectify the problem.
Billing Software: Accounting software must be provided by the Contractor to track copies and prints.
6.4 Pooled Minimums: The University is asking for proposals