The URL can be used to link to this page

Home My WebLink AboutRFPMarion County Public Schools Where Every Child Can Learn PURCHASING DEPARTMENT 506 S.E. Third Avenue Ocala, F134471 (352)671-7500 Fax (352) 671-7504 October 11, 2006 MEMORANDUM TO: Xerox Corporation c/o Precision Office Systems 416 S.W. 13x` Street Ocala, FL 34474 FROM: Jeffrey T. Lemstrom, Purchasing Specialist SUBJECT: Board Approval Award The Marion County School Board at its regular meeting October 10, 2006 has voted to award RFP #3029JD for Digital Multifunctional Copier/Printer, Three Year Fixed Price Contract, 9/26/06 — 9/30/09 to Xerox Corporation, c/o Precision Office Systems, Ocala, Florida. Tabulations of the bid are available on the purchasing website www.marion.k12.fl.us and are also posted in the Purchasing Department office at 506 SE 3"d Avenue, Ocala, Florida 34471. Thank You, CJeffrey T. Lemstrom, Purchasing Specialist Marion County District School Board Save -A -Friend 1-877-7FRIEND (1-877-7374363) An Equal Opporumity School District MARION COUNTY SCHOOL BOARD PURCHASING DEPARTMENT REQUEST FOR PROPOSAL (RFP) WITH INVITATION TO NEGOTIATE REQUIRED RESPONSE FORM RFP # 3029JD DATE: August 2, 2006 TITLE: Digital Multifunctional Copier/Printer, 3 Year Fixed Price Contract, 9/26/06 — 9/30/09 This proposal must be submitted to the Marion County School Board, Purchasing Department, 506 S.E. 3'd Avenue, Ocala, Florida 34471, no later than 2:00 PM, Wednesday, September 6. 2006 plainly marked Digital Multifunctional Copier/Printer. Proposals are due and will be opened at this time. Mandatory Pre Bid Meeting will be held in the Textbook Conference Room, 215 SE 6th Street, Ocala, FL 34471 from 9:30 to 10:30 on August 21, 2006. Board Approval Date: Tuesday, September 26, 2006. Anti -Collusion Statement / Public Domain I, the undersigned proposer have not divulged, discussed, or compared this proposal with any other proposer and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal. I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S. Proposal Certification I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE FORM, I further certify full, complete and unconditional acceptance of the contents of Pages 1 through 40 inclusive of this Request for Proposal, and all appendices and the contents of any Addendum released hereto. Proposal must be signed by an officer or employee having authority to legally bind the proposer. The undersigned agrees by signing this document that employee investigations will be adhered to in accordance with Florida Statutes 1012.32. PROPOSER (firm name): STREET ADDRESS: PRINT NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE: CONTACT PERSON: CONTACT PERSON'S ADDRESS: TELEPHONE: E-MAIL ADDRESS: FAX: DATE: INTERNET URL: PROPOSER TAXPAYER IDENTIFICATION NUMBER: TOLL FREE: NOTE: Entries must be completed in ink or typewritten. An original manual signature is required. An Equal Opportunity School District RFP 3029JD Digital Multifunctional CopierTrinter MARION COUNTY SCHOOL BOARD REQUEST FOR PROPOSAL FOR DIGITAL MULTIFUNCTIONAL COPIER/PRINTER INDEX 1.0 INTRODUCTION 2.0 INSTRUCTIONS TO PROPOSER 3.0 TIME SCHEDULE 4.0 AWARD 5.0 TERM OF CONTRACT / RENEWAL 6.0 RFP INQUIRIES 7.0 LOBBYING 8.0 Scope of Services, Special Conditions, Specifications 9.0 EVALUATION COMMITTEE MEETINGS 10.0 PREPARATION AND SUBMISSION 11.0 PROPOSAL EVALUATION PROCESS: 12.0 EVALUATION CRITERIA 13.0 CANCELLATION OF AWARD/TERMINATION 14.0 DEFAULT 15.0 LEGAL REQUIREMENTS 16.0 FEDERAL AND STATE TAX 17.0 CONFLICT OF INTEREST 18.0 INSURANCE REQUIREMENTS 19.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT 20.0 PUBLIC RECORDS LAW 21.0 PERMITS AND LICENSES 22.0 INTELLECTUAL PROPERTY RIGHTS 23.0 COST INCURRED IN RESPONDING 24.0 SUB -CONTRACTS 25.0 INDULGENCE 26.0 JOINT PROPOSAL 27.0 PUBLIC ENTITY CRIMES 28.0 USE OF OTHER CONTRACTS 29.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT 30.0 POSSESSION OF FIREARMS / DRUG FREE WORKPLACE 31.0 AGREEMENT 32.0 POSTING OF RFP CONDITIONS / SPECIFICATIONS 33.0 POSTING OF RFP RECOMMENDATION / TABULATIONS 34.0 BACKGROUND SCREENING REQUIREMENTS ATTACHMENTS A. Drug Free Workplace Certification B. Statement of No Bid C. Acknowledgement of Addenda D. Certification Regarding Debarment N RFP 3029JD Digital Multifunctional Copier/Printer MARION COUNTY SCHOOL BOARD REQUEST FOR PROPOSAL FOR: "Digital Multifunctional Copier/Printer" 1.0 INTRODUCTION 1.1 This is a Request for Proposal (RFP) to the Marion County School Board, Florida (the District). 1.2 The Marion County School Board ("District") desires to engage a firm to replenish existing District copy devices as the existing contract for each respective copier expires. This includes rental agreements, leases and replacement of owned equipment. The RFP does not include the replacement of all equipment at one time. 1.3 All terms and conditions of this RFP, any addenda, proposer's submissions and negotiated terms, are incorporated into the contract by reference as set forth herein. 1.4 Document files may be examined, during normal working hours; ten days after proposals have been opened. 2.0 INSTRUCTIONS TO PROPOSER 2.1 All proposals must be received no later than 2:00 PM, on September 6, 2006. If a proposal is transmitted by US Mail or other delivery medium, the proposer(s) will be responsible for its timely delivery to the Purchasing Department, 506 S.E. 3rd Avenue, Ocala, Florida 34471. Please ensure you mark your envelope with the RFP number and Title of the RFP. 2.2 Any proposal received after the stated time and date, will not be considered and will be returned unopened to the proposer(s). 2.3 One manually signed original and three photocopies of the proposal must be sealed in one package and clearly labeled "Digital Multifunctional Copier/Printer" on the outside of the package. The legal name, address, proposer's contact person, and telephone number must also be clearly annotated on the outside of the package. 2.4 All proposals must be signed by an officer or employee having authority to legally bind the proposer(s). 2.5 Any corrections of unit prices must be initialed. This includes corrections made using correction fluid (white out) or any other method of correction. 9 RFP 3029JD Digital Multifunctional Copier/Printer 2.6 Proposer should become familiar with any local conditions which may, in any manner, affect the services required. The proposer(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions. 2.7 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. 2.8 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of 90 days, to provide the District with the services specified in the proposal. 2.9 DELIVERY OF RFPS: When hand delivering your RFP, proposers must follow the School District's security access procedures. The procedures are as follows: A. Park in visitors' parking area. B. Enter building through the front door. C. Proceed to the Purchasing Department located at 506 S.E, 3rd Avenue, Ocala, Florida. D. Present RFP to Purchasing Department receptionist for official date/time stamping. E. Pre Bid Meetings and Openings are generally held in the Textbook Material Conf Room, 215 S.E. 6th Street, Ocala, FL 34471. 3.0 TIME SCHEDULE 3.1 The District will attempt to use the following time schedule which will result in selection of a proposer(s). All written questions and inquiries are due 72 Hours prior to deadline for receiving Mandatory Pre Bid Meeting August 21, 2006 from 9:30 to 10:30 Proposals due not later than 2:00 PM September 6, 2006 Evaluation Committee Meeting September 7, 2006 Proposer Interviews TBD Submit Evaluation Results to Board September 15, 2006 Board Approval Date September 26, 2006 3.2 Notification of any changes to the time schedule will be made to proposers by EMAIL. 3.3 Response to inquiries regarding the status of a proposal must not be made prior to the posting of award recommendation. 4.0 AWARD 4.1 The District reserves the right to accept or reject any or all proposals. rd RFP 3029JD Digital Multifunctional Copier/Printer 4.2 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. 4.3 The District reserves the right, before awarding the contract, to require proposer(s) to submit evidence of qualifications or any other information the District may deem necessary. 4.4 The District reserves the right, prior to Board approval, to cancel the RFP or portions thereof, without penalty. 4.5 The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed or award to multiple proposers. 4.6 The proposal with the highest rating will be ranked first; however, nothing herein will prevent the Marion County School Board, Florida, from making multiple awards and to deem all proposals responsive and to assign work to any firm deemed responsive. 4.7 The District reserves the right to further negotiate any proposal, including price, with the highest rated proposer. If an agreement cannot be reached with the highest rated proposer, the District reserves the right to negotiate and recommend award to the next highest proposer or subsequent proposers until an agreement is reached. 5.0 TERM OF CONTRACT / RENEWAL 5.1 The term of this contract shall be from September 26, 2006 through September 30. 2009 and may, by mutual agreement between the School Board and the awardees, be renewable for (2) additional one (1) year periods. All prices shall be firm for the term of this contract. The awardee agrees to this condition by signing their proposal. 6.0 RFP INQUIRIES 6.1 Any questions concerning conditions and specifications must be submitted in writing and received no later than 72 Hours prior to the deadline for receiving the RFP. Questions received in writing within the required timeframe will be answered in writing. Jeffrey Lemstrom is authorized only to direct the attention of prospective proposers to various portions of the RFP so that they may read and interpret such for themselves. Neither Mr. Lemstrom nor any employee of the District is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in the written documents. Send all inquiries to attention: Jeffrey Lemstrom Purchasing Department Marion County School Board 506 S.E. 3`d Avenue Ocala, Florida 34471 Ph 352-671-7503 Fx: 352-671-7504 6.2 If necessary, an addendum will be posted on the Purchasing Website. 5 RFP 3029JD Digital Multifunctional Copier/Printer 6.3 Copies of addendum will be made available for inspection at the District's Purchasing Department where proposal documents will be kept on file. 6.4 No addendum will be issued later than three calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one which includes postponement of the date for receipt of proposals. 6.5 No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District. 7.0 LOBBYING 7.1 PROPOSERS ARE HEREBY ADVISED THAT LOBBYING IS NOT PERMITTED WITH ANY DISTRICT PERSONNEL OR BOARD MEMBERS RELATED TO OR INVOLVED WITH THIS RFP UNTIL THE ADMINISTRATION'S RECOMMENDATION FOR AWARD HAS BEEN POSTED IN THE PURCHASING DEPARTMENT. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE PURCHASING DEPARTMENT. 7.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A BOARD MEMBER OR DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD'S VOTE ON THE AWARD OF THIS CONTRACT. 7.3 ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES. FAILURE TO POST BOND WITH THE SCHOOL BOARD OR TO ADHERE STRICTLY TO THE REQUIREMENTS OF STATUTES AND STATE BOARD RULES PERTAINING TO PROTESTS WILL RESULT IN SUMMARY DISMISSAL BY THE PURCHASING DEPARTMENT. ADDITIONALLY, ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY ADDRESS THE SCHOOL BOARD AT A REGULARLY SCHEDULED BOARD MEETING. 7.4 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE TIME SPECIFIED WILL RESULT IN REJECTION / DISQUALIFICATION OF SAID PROPOSAL. 3 RFP 3029JD Digital Multifunctional Copier/Printer 8.0 SCOPE OF SERVICES Marion County School Board currently has approximately one hundred ninety seven (197) copiers from various manufacturers utilized throughout schools and departments. Equipment is supported by vendors selected through historic District competitive processes, State of Florida Contract and other government entity awarded bids. This Request for Proposal will enable the "awarded vendor the opportunity to replenish existing District copy devices, as the existing contract, for each respective copier expires. This includes rental agreements, leases and replacement of owned equipment. The RFP does not include the replacement of all equipment at one time. Based upon the intent of this RFP, as machines exist to the point of the current operating agreements, they will be replaced by the awarded vendor/contractor. The initial period for which services are sought will be for three years. Marion County School Board will not entertain a formal lease agreement either by principal or third party. Once an installation of a copy device has taken place, the equipment will be established by this agreement for a period of three years and will be stated as referenced by the purchase order document. Equipment will remain according to the terms established by the RFP. Consideration for replacement is further disclosed in the Requirements Section of this RFP. Marion County School Board may request renewals of this original agreement for two, one year periods. As an example of the duration of this agreement, consider a device entered into service during the twelfth month of the second one year renewal period. This agreement can effectively produce a term of vendor commitment for a period of eight years from inception to maturation of the thirty-six month term from the last renewal period. Critical for the RFP are credentials and references for documented service capabilities. The award for this RFP will avail the District's copiers for replacement through contract attrition. Service is a major component and will be valued as a large percentage of the recommendation for award. 8.1 Special Conditions: 1. Reports demonstrating repair history are required and are to be available on demand. 2. Reasonable service calls for each specified machine must accompany proposals for each specified machine. 3. The vendor is obligated to provide a replacement model that meets or exceeds the bid specifications for the band, in which the product was bid, and at the same or lower price as the original price and product awarded to the vendor. 4. Response to the specifications and any other questions must be addressed on a separate page and included with all other RFP requirements. VA RFP 3029JD Digital Multifunctional Copier/Printer Specifications Vendor(s) must prove their offering meets their specifications by submitting data from Buyers Laboratory Incorporated (BLI) and/or Better Buys for Business. If the information needed is not provided by these companies, information that verifies compliance with these specifications must be provided from an independent laboratory in order to evaluate proposed items. Machines offered must be designated as digital. The equipment must come with a platen and be able to scan once and print many with electronic collating; it must also be multi-task/multi-functional and be capable of multiple functions, including: copy, fax, print and/or scan. These functions must be available whether machine is standalone or network -able. All equipment must have the following: A. Network Interfacing Parallel (IEEE 1284 capability) or USB Port, or Ethernetl0/100BaseT — RJ45 or Token Ring. B. Network protocol TCP/IP, IPP, Novell, IPX/SPX, UNIX, Windows 98/NT/2000/XP. C. The following is the base line description languages for connectivity: Postscript, PDF, PCL5E, ASCII and Tiff. D. Equipment must come with platen glass. E. Document feeder must hold a minimum of 30 sheets for low volume, 50 sheets for medium volume and high volume and 70 sheets for production equipment. F. Resolution on all B&W and Color equipment offered should be at least 600 dpi output for copying, scanning and printing. G. Faxing modem must be 33,600bps. H. All supplies except paper must be included in the proposed agreement for equipment. Note: Staples are to be included in the agreement. I. All B&W and Color equipment should be Energy Star Compliant except for production equipment, 110 CPM and above. The minimum paper requirements for the desktop; low, medium, high, high/high and production equipment shall be as follows. The by-pass tray quantity may be included into sheet requirements. Vendors must indicate the number of drawers required to provide these paper quantities: • 250 sheets minimum for small desktop • 500 sheets minimum for desktop • 500 sheets minimum for low volume • 1000 sheets minimum for low/medium volume 0 2050 sheets minimum for medium and medium/high volume RFP 3029JD Digital Multifunctional Copier/Printer 4150 sheets minimum for high volume 5000 sheets minimum for high/high volume 6000 sheets minimum for production volume K. For scan -enable product, the proposer must provide with the equipment a scan -enable print controller with scanning and document management software along with all the necessary licensing. All equipment should be able to support LDAP (Lightweight Directory Access Protocol) or be able to download address books residing on MAPI compliant mail servers on the network. The copier must allow administrator, to assign pass codes, for authorized users only, as well as having tracking of individual users or departments. The equipment must offer standard and/or optional security features, i.e., Network authentication for scanning. Some equipment may require the following features, scan to email at the walk-up panel, scan at 600 DPI, be able to access the public address mail directory using the LDAP protocol, scan ahead jobs while system is printing or copying, network authentication of user prior to emailing (user authentication should be the same user name and password as used on the District's PC and authenticated over the network), and pricing must include all required hardware and software to provide the above capabilities. L. All equipment should have features or options for securing document distribution. Bidder's offer is to include software that provides security, including but not limited to: data security, print security and copy security. This security feature should, at a minimum, erase all latent images off of the image server, as well as all hard drives, (secure print option and disk overwrite capability). M. For some items the security software must comply with the Common Criteria Security standard. This system along with its optional security software must be certified by NIAP, the US Government organization charged with implementing the Common Criteria standard. See www.niap.nist.gov. N. For equipment being used in sensitive agencies like, Exceptional Student Education, Student Records, Finance, Payroll and Risk Management, HIPA regulations may apply. O. Equipment offered must be able to operate at any district location and must be able to perform on whatever platform the agency is utilizing (Windows, NT, etc.). Vendors must provide the latest technology available for each piece of equipment offered in response to the district detailed specification. Since the specification describes a minimally configured machine, and agencies may require additional features, vendor must submit with a bid a price list or catalogue of available accessories and upgrades. The pricelist/catalogue should be a part of the vendor's standard industry offering. The pricing offered in this pricelist/catalogue for the Marion County School Board must be better than pricing offered under any commercial arrangement or under any governmental arrangement. A monthly rental figure should be provided. P. Provide disclosure for maximum throughput per minute. Q. Provide disclosure for duty cycle as stated on device or claimed in the specifications. 4 RFP 3029JD Digital Multifunctional Copier/Printer Digital Multifunctional Copier/Printers When connected, as a network printer, speed of the unit offered cannot be reduced by more than 30% of the units rated speed. Items 1 — 8 are for black and white copies only. Item 1: For use at an estimated volume of 1,000 — 5,000 copies/month. - Speed: Minimum of 18 copies per minute, 8-1/2 x 11 paper - Memory: 64Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: 650 - Capable of Handling Paper Weights from 16 — 32 lb. - Simplex and Duplex Automatic Document Handler: 40 Sheet Capacity - Maximum Original Size: 8.5 x14 - Maximum Copy Size: 8.5 x14 - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600 - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required. - Ability to automatically order and replenish consumables and modules over the network without any user intervention. Item 1: Required Options: - Fax: - 33.6 Kbps - Able to fax 2 -sided originals - Scanning: Scanner to PC - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-fimction products. Item 2: For use at an estimated volume of 5,000 — 7,500 copies/month. - Speed: Minimum of 22 copies per minute, 8-1/2 x 11 paper - Scan Speed: 22 ppm - Memorv: 80Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: 650 - Capable of Handling Paper Weights from 16 — 43 lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 8-1/2 x 14 - Maximum Copy Size: 8-1/2 x 14 10 RFP 3029JD Digital Multifunctional Copier/Printer - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600, 1200x1200 Interpolated - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - Ability to automatically order and replenish consumables and modules over the network without any user intervention - User replaceable imaging and fuser modules included as part of the maintenance pricing Item 2: Required Options: - Fax: - 33.6 Kbps - Able to fax 2 sided originals - Scanning: Scanner to PC - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP Item 3: For use at an estimated volume of 7,500 — 20,000 copies/month. - Speed: Minimum of 30 copies per minute, 8-1/2 x 11 paper - Scan Speed: 30 ppm - Memory: 64Mb RAM - Minimum Paper Sources: 5 - Minimum Paper Capacity: 2050 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600 dpi, 600x600 Interpolated - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (hItp://niap.bahialab.com ). Certification through the Common Criteria portal(http://www.cormnoncriterigportal.or ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. 11 RFP 3029JD Digital Multifunctional Copier/Printer Item 3: Required Options: - Fax: - 33.6 Kbps - Able to fax 2 -sided originals - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based o n same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. - Stapler/Finisher - Ability to staple up to 50 sheets Item 4: For use at an estimated volume of 20,000 — 30,000 copies/month. - Speed: Minimum of 45 copies per minute, 8-1 /2 x I 1 paper - Scan Speed: 55 ppm - Memory: 256Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed — 1 GHz (1000 MHz) or greater - Hard drive size — 80 GB or greater - Minimum Paper Sources: 3 - Minimum Paper Capacity: 1200 - Capable of Handling Paper Weights from 16 — 1 10 lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - Ability to automatically order and replenish consumables and modules over the network without any user intervention - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (http://nigp.bahialab.com ). Certification through the Common Criteria portal(hllp://www.commoncriteriaportal.org ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream — IPSEC, scanning — HTTPS, remote management — HTTPS) 12 RFP 3029JD Digital Multifunctional Copier/Printer Item 4: Required Options: - Fax: - 33.6 Kbps - Able to fax 2 -sided originals - Scanning: -Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. - Stapler/Finisher - Ability to staple up to 50 sheets, single or dual position - High Capacity Feeder — Ability to hold 3,600 sheets Item 5: For use at an estimated volume of 30,000 — 40,000 copies/month. - Speed: Minimum of 55 copies per minute, 8-1/2 x 11 paper - Scan Speed: 55 ppm - Memory: 256Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed — 1 GHz (1000 MHz) or greater - Hard drive size — 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 4800 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required -User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (http://niap.bahialab.com ). Certification through the Common Criteria portal(http://www.commoneriteriaportal.org ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream — IPSEC, scanning — HTTPS, remote management — HTTPS) 13 RFP 3029JD Digital Multifunctional Copier/Printer Item 5: Required Options - Fax: - 33.6 Kbps - Able to fax 2 sided originals - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. Stapler/Finisher - Ability to staple up to 50 sheets, single or dual position - Convenience Stapler — Ability to staple up to 50 sheets Item 6: For use at an estimated volume of 40,000 — 70,000 copies/month. - Speed: Minimum of 65 copies per minute, 8-1/2 x 11 paper - Scan Speed: 75 ppm - Memory: 384Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed — 1 GHz (1000 MHz) or greater - Hard drive size — 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 4800 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Convenience Stapler: Ability to staple up to 50 sheets Image Resolution: 600x600 dpi, 1200x1200, 4800x1200 Interpolated Capable of supporting TCP/IP, Ethertalk and Novell Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (hqp://nigp.bahialab.com ). Certification through the Common Criteria portal(htlp://www.commoncriterigportal.oriz) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Ability to encrypt all network cominunication (print strearn — IPSEC, scanning — HTTPS, remote management — HTTPS) 14 RFP 3029JD Digital Multifunctional Copier/Printer Item 6: Required Options: - Fax: - 33.6 Kbps - Able to fax 2 sided originals - Must be able to fax to a private, password protected mailbox. - Scanning: - Ability to scan to PC desktop - Ability.to scan to network server - Ability to scan to application - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP Item 7: For use at an estimated volume of 70,000 — 300,000 copies/month. - Speed: Minimum of 90 copies per minute, 8-1/2 x 11 paper - Scan Speed: 65 ppm - Memory: 128Mb RAM standard, upgradeable to 256Mb RAM - Minimum Paper Sources: 6 - Minimum Paper Capacity: 7150 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 100 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Stapler/Finisher: Ability to staple up to 100 sheets, single or dual position - Convenience Stapler: Ability to staple up to 50 sheets - Image Resolution: 600x600 dpi, 1200x1200 - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (http://niap.bahialab.com ). Certification through the Common Criteria portal(http://www.commoncriteriaportal.org ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 7: Required Options: - Fax: - Ability to offer Network Fax Server Integration - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application - Email: - Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name 15 RFP 3029JD Digital Multifunctional Copier/Printer of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. Item 8: For use at an estimated volume of 300,000 — 1,000,000 copies/month. - Speed: Minimum of 135 copies per minute, 8-1/2 x 11 paper - Minimum Paper Sources: 3 - Minimum Paper Capacity: 3000 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 100 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Ability to thermal bind 15 —125 sheets - Stapling: Ability to staple or stitch up to 70 sheets - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Capable of print job queuing - Capable of print job management - Ability to do accounting - Ability of hard copy scanning with electronic cut and paste - Ability to de -skew and de -speckle originals - Ability to do document assembly including covers, slip sheets and tabs. - Ability to image overlay - Ability to merge libraries - Ability to do web viewing and submission - Includes an integrated document library - Ability to do PDF conversions Item 8: Required Option: - Booklet maker with in-line saddle stitching. 16 RFP 3029JD Digital Multifunctional Copier/Printer Items 9 —12 are for Black and White Digital Copiers with Full Color capability. Copies included are Black and White only, Color copies to be charged for actual usage. Item 9: For use at an estimated volume of 500 — 2,500 copies/month. - Speed: Minimum of 32 copies per minute Black and White, 8 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 40 ppm Black and White, 13 ppm color - Memory: 768Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: 620 - Capable of Handling Paper Weights from 16 —110 lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: 25 — 400% - Image Resolution: 1200x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (hlip: //niqp.bahialab.com ). Certification through the Common Criteria portal(httv://www.commoncriteriaportal.or ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 9: Required Options: - Fax: - Ability to send 2 sided fax - Ability to handle walk-up fax, LAN fax and Internet fax - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to scan to E -Mail or Mailbox - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Additional paper trays - 2 at 520 sheets each - High Capacity Paper Feeder — 2,100 sheets Item 10: For use at an estimated volume of 2,500 — 7,500 copies/month. - Speed: Minimum of 28 copies per minute Black and White, 21 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 32 ppm Black and White, 32 ppm color - Memory: 128Mb RAM standard, upgradeable to 256Mb RAM 17 RFP 3029JD Digital Multifunctional Copier/Printer - Minimum Paper Sources: 3 - Minimum Paper Capacity: 1,140 - Capable of Handling Paper Weights from 16 —80 lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 12 x 19 - Reduction and Enlargement: 25 — 400% - Image Resolution: 600x600 dpi, 1200 x 1200 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (http://niap.bahialab.com ). Certification through the Common Criteria portalhttp://www.com-moncriteria-portal.org) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 10: Required Options: - Fax: - 33.6 Kbps - Ability to handle walk-up fax, Internet fax and fax server integration - Scanning: - Ability to scan to PC desktop Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Additional paper trays - 3 at 520 sheets each - High Capacity Paper Feeder — 3,140 sheets - In Line 3 hole punch - In line 15 sheet saddle stitcher Item 11:17or use at an estimated volume of 7,500 — 20,000 copies/month. - Speed: Minimum of 55 copies per minute Black and White, 40 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 80 ppm Black and White, 50 ppm color - Memory: 512Mb RAM - Processor speed — 1.8 GHz (18 00 MHz) or greater - Hard drive size — 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 3,260 - Capable of Handling Paper Weights from 17 - 170 lb. 18 RFP 3029JD Digital Multifunctional Copier/Printer - Simplex and Duplex Automatic Document Handler: 250 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 13 x 19 - Reduction and Enlargement: 25 — 400% - Image Resolution: 2400x2400 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (hltp://niap.bahialab.com ). Certification through the Common Criteria portal(hqp://www.commoncriteriaportal.org ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream — IPSEC, scanning — HTTPS, remote management — HTTPS) Item 11: Required Options: - Fax: - 33.6 Kbps - Ability to handle walk-up fax, Internet fax and network server fax - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. - Stapler/Finisher: Ability to staple up to 50 sheets, multi position - High Capacity Paper Feeder — 2,000 sheets - Hole punch: 2 and 3 holes - In line 15 sheet saddle stitcher - In line 5 sheet V fold Item 12: For use at an estimated volume of 20,000+ copies per month. - Speed: Minimum of 65 copies per minute Black and White, 50 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 80 ppm Black and White, 50 ppm color - Memory: 512Mb RAM - Processor speed —1.8 GHz (1800 MHz) or greater - Hard drive size — 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 3,260 - Capable of Handling Paper Weights from 17 - 170 lb. - Simplex and Duplex Automatic Document Handler: 250 Sheet Capacity 19 RFP 3029JD Digital Multifunctional Copier/Printer - Maximum Original Size: 11 x 17 - Maximum Copy Size: 13 x 19 - Reduction and Enlargement: 25 — 400% - Image Resolution: 2400x2400 dpi Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user Intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product -specific and listed on the NIAP web site (http://nial).bahialab.com ). Certification through the Common Criteria portal(hqp://www.commoncriterigportal.org ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream — IPSEC, scanning — HTTPS, remote management — HTTPS) Item 12: Required Options: - Fax: - 33.6 Kbps - Ability to handle walk-up fax, Internet fax and network server fax - Scanning: - Ability to scan to PC desktop Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the e-mail/network account and to automatically fill in the "From" field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi -function products. - Stapler/Finisher: Ability to staple up to 50 sheets, multi position - High Capacity Paper Feeder — 2,000 sheets - Hole punch: 2 and 3 holes - In line 15 sheet saddle stitcher - In line 5 sheet V fold RFP 3029JD Digital Multifunctional CopievPrinter Administration Requirements Electronic Web -based Administrative Support 1. Does your company provide the ability to submit meter reads by serial number via an Internet website? 2. Does your company provide networked equipment that can automatically submit meter reads to the vendor without any user intervention? 3. Does your company provide networked equipment that can automatically order supplies when supplies are low without any user intervention? 4. Does your company provide the ability to view invoices on-line via a company website with appropriate security safeguards? 5. Does your company provide the ability to view signed contracts over the web? 6. Does your company provide the ability to automatically get order/delivery status on-line via a company website? 7. Does your company provide the ability to review renewal purchase order pricing on the web? 8. Does your company provide the ability to renew purchase orders over the web? 9. Does your company provide the ability to change delivery and billing addresses by system over the web? 10. Does your company provide the ability to schedule equipment moves via a company website? Additional Technical Requirements 1. What security features are built-in to each of your models to prevent unauthorized access to the machine and any data (copy, print, scan, and fax) stored on the machine? Please detail specific features and any vendor independent certification of these capabilities? 2. Can you provide any vendor independent tests demonstrating network print productivity of your proposed systems? Please include details of tests including file types, number of copies, etc. What additional software capabilities do you offer to manage the fleet of equipment effectively? Desired capabilities include remote configuration and management, automatic network output device identification (vendor independent copier and printer identification), reporting capabilities for meter reads/reported error alerts/asset lists, troubleshooting capability, SNW group set-up and management, etc. 4. What training and network deployment support services are included with the pricing of your equipment? 5. What technical engineering features are built into the system to minimize downtime and minimize technician service calls? 6. Please provide examples of how you have used this technology and combined with other software and hardware to improve operations of similar organizations (examples such as asset consolidation, print migration, scanning applications to convert existing paper, document management applications, forms automation, integration with a centralized print shop/copy center, etc.) 21 RFP 3029JD Digital Multifunctional Copier/Printer 7. What capabilities do you provide for your equipment to support the visually and physically impaired? Additional Service Requirements 1. Can your company meet a target service time of 4 hours? 2. What type of service reporting can you provide on a quarterly basis to demonstrate actual service response time by device? 3. What remedies will you offer for equipment that is down for more than 24 hours? For equipment that does not meet a 95% uptime for 2 months in a row? 4. What is the reasonable number of anticipated service calls for each machine specified per year? Implementation and References 1. Please include a detailed implementation plan. 2. Please identify 3 references of like scope and size to this procurement including contact information. Preferable references would be State & Local environments with network connected equipment. Security Requirements/Questions for Vendors of Multi -Function Systems Have any independent vendor, independent organizations done security testing of your products (such as NIAP)? If so, please specify or detail any specific security claims and levels of certification. a. What type of certification was done to certify against compromise of data? b. What type of certification was done to certify against unauthorized access to the network through the device? 2. What models/speeds of equipment have gone through the certification process detailed above? For each model, please describe the scope of the certification (i.e., entire unit, specific subsystems, etc.) and the certification level achieved. 3. Do you have any equipment with pending certifications? 4. Please detail what security protections you have with respect to each of the following potential vulnerabilities, for each of your product models? a. Disk overwrite for print data (Specify algorithm and whether the overwrite occurs immediately after the job or on -demand. What if the process is interrupted or the machine is shut down, will the system overwrite any print or scan files automatically on reboot?) b. Disk overwrite for scan to network data (Specify algorithm and whether the overwrite occurs immediately after the job or on -demand. What if the process is interrupted or the 22 RFP 3029JD Digital Multifunctional Copier/Printer machine is shut down, will the system overwrite any print or scan files automatically on reboot?) c. Closed off remote access ports — i.e., telnet, rshell, etc. d. Ability to shutdown remote access protocols like HTTP, FTP and SNMP e. Ability to authenticate a network user for any network functions like scanning; please detail how this is done (authentication — local vs. server -based, authentication protocols). Please detail any additional software or hardware required to deploy this function. f. Ability to enforce authenticated user name in the "From" field for any scan -to -email function; Please detail any additional software or hardware required to deploy this function. g. Password protection for any print jobs; please detail how you accomplish this functionality? Do you use password -protected mailboxes, unique job passwords or a combination of both? How are passwords for mailboxes set-up and administered if applicable? h. Password protection for any administrative type functions where machine settings would be changed? i. If your service technicians use any laptop computers for diagnostics, do they have any visibility to end user document information on the machine in RAM or on the hard drive? j. What facilities do you provide to ensure separation of fax and network functionality to ensure that there is no crossover capability? 5. Do you have RAM -only (volatile memory) configurations of your equipments? 6. Do you have any configurations with removable and lockable hard drives? 7. What underlying operating system(s) do your various models utilize? Is the operating system accessible to the end-user via a password? 8. Do you support encrypted protocols for printing? Scanning? Remote Administration? SNMP? If so which protocols on which models? 9. Do you have firewalls or IP Filtering software to control access to the machine? 10. Do you have any audit logging capability to track users and the features/functions they've utilized? 11. Do you have the ability through any third party solutions to encrypt e-mail communications building on typical encryption infrastructure environments like PKI? 12. What capabilities do you provide for protecting sensitive fax information? 13. Do you respond to CERT alerts/notifications? If so, how will we be notified? 14. What methods do you provide for notifying the end users of any security related patches to your operating system/software? 15. Is a service tech required to install any security software/functions on each device? If so, how could we ensure that each of our machines have been upgraded with the appropriate software? 23 RFP 3029JD Digital Multifunctional Copier/Printer 16. Is a service tech required to patch the operating system software for any bugs or security updates? 17. Can we apply software patches for security to our own machines? If so, please describe the process and how it works in detail. 24 RFP 3029JD Digital Multifunctional Copier/Printer 9.0 EVALUATION COMMITTEE MEETINGS 9.1 As stated in Section 3.1 and Section 11.5 a committee will convene to review and evaluate responsive proposals, for the purposes of making a decision as to an intended award. Per F.S. 119, this is an open public meeting. Notification will also be posted for review by interested parties at the Marion County School Board Purchasing Department, 506 S.E. 3rd Avenue, Ocala, Florida 34471 and website. 10.0 PREPARATION AND SUBMISSION 10.1 In order to maintain comparability and enhance the review process, it is requested that proposals be organized in the manner specified below. Include all information in your proposal. It is required that 3 copies of the proposal be submitted with the original proposal. 10.2 Title Page: Show the RFP number, subject, name of the proposer, address, telephone number and the date. 10.3 Table of Contents: Include a clear identification of the material by section and by page number. 10.4 Letter of Transmittal: Give the names of the persons who will be authorized to make representations for the proposer, their titles, addresses and telephone numbers. 10.5 Request for Proposal: Required Response Form (page 1 of RFP) with all required information completed and all signatures as specified. 10.6 EEO Statement: The School Board of Marion County, Florida, does not discriminate in admission or access to or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, handicap or any other reason prohibited by law. Provide statement of EEO Compliance. 10.7 Insurance: Provide proof of your company's insurance as required in this RFP or submit a letter of your intention to have the required insurance within ten days of notification by the District 11.0 PROPOSAL EVALUATION PROCESS: 11.1 The Evaluation and Selection Panel comprises Marion County School District personnel representing the areas of Network Support Services, Data Center Operations, Principals and Purchasing. 11.2 All proposals received by the submission deadline will be reviewed by the Director of Purchasing or designee for responsiveness and distribute the responsive proposals to the Evaluation and Selection Panel members. The panel members will independently score and rank each proposal in accordance with the evaluation criteria listed in the Evaluation Criteria section below. The panel members will submit their individual scores and rankings of the proposals to the Purchasing Representative for compilation of the overall ranking of the proposals. The panel along with the contract administrator will convene at the published date and time to see the overall rankings and to discuss the proposals and any differences they may have. It is possible for the rankings to change during this meeting based on a better understanding of the facts presented in the proposals. A final consensus ranking will be made during this meeting. 25 RFP 3029JD Digital Multifunctional Copier/Printer 11.3 The District reserves the right to invite the firms in for oral presentations. Prior to the presentations, the District will provide each firm with a standard set of questions to be addressed in their oral presentation. Only members of the proposed project team may make the oral presentations. 11.4 RFPs are received and publicly opened. Only names of respondents are read at this time. 11.5 An Evaluation Committee, consisting of District personnel, will convene, review and discuss all proposals submitted. Purchasing personnel will participate in an advisory capacity only. 11.6 The Evaluation Committee will assign ratings in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 11.7 The Evaluation Committee reserves the right to interview any or all proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written proposal received. 11.8 The Evaluation Committee reserves the right to negotiate further terms and conditions, including price with the highest ranked proposer. If the Evaluation Committee cannot reach a mutually beneficial agreement with the first selected proposer, the Committee reserves the right to enter into negotiations with the next highest ranked proposer and continue this process until agreement is reached. 11.9 The Purchasing Department will prepare and submit an agenda item to the Superintendent of Marion County School Board, Florida. 11.10 The Superintendent will recommend to the School Board, the award or rejection of any and/or all proposal(s). 11.11 The School Board will award or reject any or all proposal(s). 12.0 EVALUATION CRITERIA The Evaluation Committee shall rank all proposals received which meet the submittal requirements. The following factors will be considered in ranking the proposals received: Evaluation Criteria: RANKING VALUES • General Company Information 10 • Company Presence (Sales/Service) 30 • Breadth of Portfolio 15 • Customer Protection 10 • Vendor's approach to solution -Specifications 5 • Total Cost of Ownership 20 • Security 10 100 26 RFP 3029JD Digital Multifunctional CopierTrinter General Comvanv Information (10 points Briefly describe your firm's organization, size, sales, service and training structure and overall company philosophy. Provide years of experience providing the requested types of products and services. Identify and include qualifications of key individuals to be assigned to the contract (include names, contact information, and services each individual will provide). Provide three (3) references of similar size and scope. References should include the following information: client name, address, phone number, fax number and email address, description of services provided, and term of service. Provide copy of most recent Annual Report. Company Presence (30 points) Requirements include the submittal of the following (minimum) information regarding your company's presence in the Marion County Service area for each authorized dealer and regional office. Indicate any anticipated additional resources necessary to fulfill Contract obligations. Response should include evidence showing qualifications of each facility to provide sales, service, maintenance and parts. Also include names of factory trained personnel at each facility, and the nature and extent of factory authorized training received and years of qualifying service on the offered equipment. Provide information on the following: • Your company's available workforce that will be utilized to provide service and maintenance in support of your response and assignment to an awarded Contract • The number of factory trained technical personnel • Your company must provide an interactive web portal for product, service, pricing and software support. • Your company must provide the ability to support Procurement Card and Payment Transactions. • If the vendor is not the actual manufacturer of the equipment, a notarized letter is needed from the manufacturer stating they will guarantee the completion of the contract if the independent vendor cannot complete the agreement. • How do you measure customer's satisfaction on an ongoing basis? • Define the operator training that the School Board can expect? • The original manufacturer must certify the dealer is an authorized dealer for the specific equipment bid. • List the years of service for each of the manufacturer trained technicians. • Describe the parts drop at each location in the School Board and dollar value of each inventory. • Describe the parts in each service technicians' automobile; parts available and dollars in inventory • Include statement that vendor/manufacturer will provide parts, service and supplies for 7 years on high volume equipment and 5 years on low and mid -volume equipment. • Describe your company's equipment replacement policy: • Describe your procedures for equipment retrofits and improvements to existing machines. • Is service available at times other than normal working hours? Explain. • Describe your preventative maintenance program and how preventative maintenance is scheduled. • If, at any time, the School Board is not satisfied with the equipment, the vendor must agree to 27 RFP 3029JD Digital Multifunctional Copier/Printer replace, without charge, an identical model or a unit with comparable features. • Explain the kind of ongoing training your technicians receive to keep updated on the latest manufacturer technology. • Provide documentation on your average response time, across the state, for the equipment you have bid. • For service problems too difficult for a service technician to diagnose conclusively, what kind of support do you provide for your technicians to help them resolve these difficulties as quickly as possible? • Describe the service history reports your company can provide for your equipment. • How are machine service problems communicated to your company? • How are service calls communicated to your technical force? • How and when do your service technicians communicate with the customer who placed the initial service call? • List the type of technology each service technician uses to monitor and track workload, customer calls, retrofits, service histories and etc. Breadth of Portfolio (15 points) Under separate cover please submit a menu of additional products and services to be considered for inclusion in any resulting contract. Respondents shall provide justification for each product and service offered as to why it should be included in any applicable contract that results from this solicitation. Customer Protection (10 points) Respondent to provide information on the guarantees/warranties provided by the vendor to ensure satisfactory performance of the products provided throughout the contract term. Extension of contract offering With the consent of the successful Contractor, purchases may be made under the terms and conditions of this solicitation by other public organizations in the State of Florida, i.e. public schools, universities, cities and counties. Machine Specifications (5 points) Current Population —197 units Volume # Units 0 — 5,000/mo 111 5K - 7,500/mo 11 7,500 - 20,000/mo 24 20K - 30,000/mo 3 30K - 40,000/mo 5 40K - 70,000/mo 23 70K —100,000/mo 17 100,000+ 3 197 28 RFP 3029JD Digital Multifunctional Copier/Printer • Vendors may bid equipment manufactured by only one manufacturer. • Who is the original manufacturer of your equipment? • Include copies of Minnella's, Buyers Lab or Dataquest with each Multifunction device included in your response. • Does your equipment run recycled paper? • What energy saving / environmental safety features do your copy machines offer? • Describe any features your machine offers above the mandatory specification. • What power requirements does your equipment in the response require? • Do the multifunctional devices bid, have any features to assist the handicapped or disabled? • What award(s) if any, has each multifunctional device won? Total Cost of Ownership (20 points) • Cost will be evaluated based upon the bundled payment including all supplies, except paper and staples, including required volume by band with a fixed overage for all copies made by band over the required minimum. This will allow us to determine an evaluation cost per copy. • All pricing must be fixed for the term of the contract. • Additional equipment can be ordered at the fixed price at any time during the master agreement term and each unit will be placed under an individual term agreement. • The lowest price response will receive the most points and each vendor will receive a% of the 30 points based on the equivalent price differential. Total Cost of Security (10 points) • See Security Requirements/Questions for Vendors of Multi -function Systems 13.0 CANCELLATION OF AWARD/TERMINATION/FUNDING OUT 13.1 In the event any of the provisions of this proposal are violated by the proposer(s), the Superintendent or designee will give written notice to the proposer(s) stating the deficiencies and unless the deficiencies are corrected within ten (10) days, recommendation will be made to the District for immediate cancellation. Upon cancellation hereunder, the District may pursue any and all legal remedies as provided herein and by law. 13.2 The District, reserves the right to terminate any contract resulting from this RFP, at any time and for any reason, upon giving 30 days prior written notice to the other party. If said contract should be terminated for convenience as provided herein, the District will be relieved of all obligations under said contract. The District will only be required to pay to the proposer(s) that amount of the contract actually performed to the date of termination. 13.3 The awardee(s) will have the option to terminate the contract upon written notice to the Director of Purchasing. Such notice must be received at least 90 days prior to the effective date of termination. 13.4 Cancellation of contract by awardee may result in removal from bidders/proposer list for a period of three years. M RFP 3029JD Digital Multifunctional Copier/Printer 13.5 Florida School Laws (Section 237.161, Florida Statutes) prohibit School Boards from creating obligations on anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions in the agreements. 13.6 It is necessary that fiscal funding out provisions be included in all proposals in which the terms are for periods longer than one (1) year. Such prior written notice will state: A. That the lack of appropriated funds is the reason for termination, and B. Agreement not to replace the services being terminated with services similar to those covered in this proposal from another vendor in the succeeding funding period. "This written notification will thereafter release the School Board of all further obligations in anyway related to the services covered herein". 13.7 The Funding Out statement must be included as part of any agreement. No agreement will be considered that does not include this provision for "funding out". 14.0 DEFAULT 14.1 In the event that the awarded proposer(s) should breach this contract the District reserves the right to seek remedies in law and/or in equity. 15.0 LEGAL REQUIREMENTS 15.1 It shall be the responsibility of the contractor to be knowledgeable of all federal, state, county and local laws, ordinances, rules and regulations and School Board Policy that in any manner affect the items covered herein which may apply. Specifically, proposer(s) is to adhere to School Board Policies, pursuant to the following, with respect to any criminal arrests and convictions, and is on notice thereto that any employees involved in any Chapter 435, Florida Statutes offenses are precluded from continuing to work on the project and must be replaced. Failure to comply may result in the immediate termination of the vendor's contract at the sole discretion of the School District. Lack of knowledge by the proposer(s) will in no way be a cause for relief from responsibility. 15.2 Proposer(s) doing business with the District are prohibited from discriminating against any employee, applicant, or client because of race, creed, color, national origin, religion, sex or age with regard to but not limited to the following: employment practices, rates of pay or other compensation methods, and training selection. 15.3 The person signing the Proposal Certification agrees that employee background investigations will be adhered to in accordance with Florida Statutes 1012.32. 16.0 FEDERAL AND STATE TAX 16.1 The District is exempt from federal and state taxes for tangible personal property. The Purchasing Department Coordinator will sign an exemption certificate submitted by the successful proposer(s). Proposer(s) doing business with the District will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the District, nor will any proposer be authorized to use the District's Tax Exemption Number in securing such materials. 30 RFP 3029JD Digital Multifunctional Copier/Printer 17.0 CONFLICT OF INTEREST 17.1 All proposers must disclose the name of any officer, director, or agent who is also an employee of the District. All proposers must disclose the name of any District employee who owns, directly or indirectly, any interest in the proposers' business or any of its branches. 17.2 All firms must list all and any affiliations they have with other firms. The proposal for any firm found to have an affiliation with potential ERP vendors will be considered non-responsive and not be evaluated. 18.0 INSURANCE REQUIREMENTS 18.1 Proof of the following insurance will be furnished by the awarded proposers/bidders to the School District of Marion County School Board by Certificate of Insurance. All insurance must be issued by a company or companies approved by the School District. 18.2 Original Certificates of Insurance meeting the specific required provision specified within this contract/agreement shall be forwarded to the Marion County School Board's Purchasing Department, and approved prior to the start of any work or the possession of any school property. Renewal certificates must be forwarded to the same department prior to the policy renewal date. 18.3 Thirty days written notice must be provided to the Marion County School Board via certified mail in the event of cancellation. The notice must be sent to the Purchasing Department. 18.4 The awarded bidders shall provide complete copies of any insurance policy for required coverage within seven days of the date of request by the Purchasing Department but in any respect at least 30 days prior to the commencement of any term A. WORKERS' COMPENSATION: Proposer(s) must comply with FSS 440, Workers' Compensation and Employees' Liability Insurance with minimum statutory limits. B. COMMERCIAL GENERAL LIABILITY: Awarded proposers/bidders shall procure and maintain, for the life of this contract/agreement, Commercial General Liability Insurance. This policy shall provide coverage for death, bodily injury, personal injury, products and completed operations liability and property damage that could arise directly or indirectly from the performance of this agreement. It must be an occurrence form policy. THE MARION COUNTY SCHOOL BOARD SHALL BE NAMED AS AN ADDITIONAL INSURED ON THE CERTIFICATE FOR COMMERCIAL GENERAL LIABILITY INSURANCE. The minimum limits of coverage shall be $1,000,000 per occurrence, Combined, Single Limit for Bodily Injury Liability and Property Damage Liability. C. PROFESSIONAL LIABILITY: The awarded proposer/bidder shall procure and maintain Professional Liability Insurance for the life of this contract/agreement, plus two years after completion. This insurance shall provide coverage against such liability resulting from this contract. The minimum limits of coverage shall be $500,000 with a deductible not to exceed $25,000. The deductible shall be the responsibility of the insured. Professional liability policies shall include an endorsement whereby the awarded bidder holds harmless the Marion County School Board and each officer, agent and employee of the Marion County School Board against all claims, against any of them, for personal injury or wrongful death or property damage arising out of the negligent performance of professional services or caused by an error, omission or negligent act of the awarded bidder or anyone employed by the awarded bidder. This policy must be continued or tail coverage provided for two years after completion of the project. 31 RFP 3029JD Digital Multifunctional Copier/Printer I • 1 i1T�1��t��jl��P1�'.I�1>��>ilr��i lll� �� :i WkI 19.1 Awarded proposers/bidders shall, in addition to any other obligation to indemnify the Marion County School Board and to the fullest extent permitted by law §768.28 Florida Statutes, protect, defend, indemnify and hold harmless the School District, their agents, officers, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any actual or alleged; A. bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the contractor, subcontractor, anyone directly or indirectly employed by any of them, of anyone for whose acts any of them may be liable in the performance of the work; or B. violation of law, statute, ordinance, governmental administration order, rule or regulation by contractor in the performance of the work; or C. liens, claims or actions made by the contractor or any subcontractor or other party performing the work. 19.2 The indemnification obligations hereunder shall not be limited to any limitation on the amount, type of damages, compensation or benefits payable by or for the contractor of any subcontractor under workers' compensation acts; disability benefit acts, other employee benefit acts or any statutory bar. 19.3 Any costs or expenses, including attorney's fees, incurred by the Marion County School Board to enforce this agreement shall be borne by the contractor. 19.4 Awardee(s) recognizes the broad nature of this indemnification and hold harmless article, and voluntarily makes this covenant and expressly acknowledges the receipt of TEN DOLLARS payable upon receipt of first invoice and other good and valuable consideration provided by the District in support of this indemnification in accordance with the laws of the State of Florida. This article will survive the termination of this contract. 20.0 PUBLIC RECORDS LAW 20.1 All proposal documents or other materials submitted by the proposer in response to this RFP will be open for inspection by any person and in accord with Chapter 149, Florida Statutes. 21.0 PERMITS AND LICENSES 21.1 The proposer(s) will be responsible for obtaining any necessary permits and licenses and will comply with laws, rules, and regulations whether state or federal and with all local codes and ordinances without additional cost to the District. 22.0 INTELLECTUAL PROPERTY RIGHTS 22.1 The proposer(s) will indemnify and hold harmless, the District from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or un -patented invention, process, article or work manufactured or used in the performance of the contract, including its use by the District. If the proposer(s) uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the 32 RFP 3029JD Digital Multifunctional Copier/Printer work. This article will survive the termination of any contract with the School District. 23.0 COST INCURRED IN RESPONDING 23.1 All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer. 24.0 SUB -CONTRACTS 24.1 Nothing contained in this specification will be construed as establishing any contractual relationship between any sub-proposer(s) and the District. 24.2 The proposer(s) will be fully responsible to the District for the acts and omissions of the subproposer(s) and their employees. 24.3 After award of contract, any changes in subcontractors or subproposers requires prior School District written approval. 25.0 INDULGENCE 25.1 Indulgence by the District on any non-compliance by the proposer does not constitute a waiver of any rights under this RFP. 26.0 JOINT PROPOSAL 26.1 In the event multiple proposers submit a joint proposal in response to the RFP, a single proposer shall be identified as the Prime Vendor. If offering a joint proposal, Prime Vendor must include the name and address of all parties of the joint proposal. Prime Vendor shall provide all bonding and insurance requirements, execute any Contract, complete the REQUIRED RESPONSE FORM shown herein, and have overall and complete accountability to resolve any dispute arising within this contract. Only a single contract with one proposer shall be acceptable. Prime Vendor responsibilities shall include, but not be limited to, performing of overall contract administration, preside over other proposers participating or present at District meetings, oversee preparation of reports and presentations, and file any notice of protest and final protest as described herein. Prime Vendor shall also prepare and present a consolidated invoice(s) for services performed. The District shall issue only one check for each consolidated invoice to the Prime Vendor for services performed. Prime Vendor shall remain responsible for performing services associated with response to this RFP. 27.0 PUBLIC ENTITY CRIMES 27.1 A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid/RFP on a contract to provide any goods or services to a public entity, may not submit a bid/RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids/RFPs on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 33 RFP 3029JD Digital Multifunctional Copier/Printer 27.2 The proposer(s) certifies by submission of this RFP, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department/agency. 28.0 USE OF OTHER CONTRACTS 28.1 The District reserves the right to utilize any other District contract, any State of Florida Contract, any contract awarded by any other city or county governmental agencies, any other school board, any other community college/state university system cooperative bid agreement, or to directly negotiate/purchase per School Board policy and/or State Board Rule 6A-1.012(6) in lieu of any offer received or award made as a result of this bid, if it is in the best interest to do so. The District also reserves the right to separately bid any single order or to purchase any item on this bid if it is in its best interest to do SO. 29.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT 29.1 The proposer shall not enter into subcontracts, or assign, transfer, convey, sublet, or otherwise dispose of the ensuing contract, or any or all of its right, title or interest herein, or its power to execute such contract to any person, company, or corporation without prior written consent of the District. 29.2 The proposer will be prohibited from publishing or releasing any information related to the requested services without the prior written permission of the School District. All reports and other documents resulting from the ensuing contract will remain the sole property of the District. 30.0 POSSESSION OF FIREARMS / DRUG FREE WORKPLACE 30.1 Possession of firearms will not be tolerated on School District property; nor will violations of Federal and State laws and any applicable School Board policy regarding Drug Free Workplace be tolerated. Violations will be subject to the immediate termination provision heretofore stated in Section 15.1. 30.2 "Firearm" means any weapon (including a starter gun or antique firearm) which will, is designed to, or may readily be converted to expel a projectile by the action of an explosive; the frame or receiver of any such weapon; any destructive device; or any machine gun. 30.3 No person who has a firearm in their vehicle may park their vehicle on School District property. Furthermore, no person may possess or bring a firearm on School District property. 30.4 If any employee of an independent contractor or sub -contractor is found to have brought a firearm on School District property, said employee will be terminated from the School Board project by the independent contractor or sub -contractor. If the sub -contractor fails to terminate said employee, the sub- contractor's agreement with the independent contractor for the School Board project shall be terminated. If the independent contractor fails to terminate said employee or fails to terminate the agreement with the sub -contractor who fails to terminate said employee, the independent contractor's agreement with the School Board shall be terminated. 31.0 AGREEMENT 31.1 A contract will be released, after award, for any work to be performed as a result of this RFP. The proposal, response to the proposal, all attachments, and any addendum released, agreement if applicable, and the corresponding contract will constitute the complete agreement between proposer and the District. Should there be any conflict between the terms of the RFP, response to the RFP (proposal), and the terms of the agreement (Sample Contract), the terms of the agreement shall be final and binding and the RFP shall control where in conflict with the proposal. If proposer requires an additional contract, 34 RFP 3029YD Digital Multifunctional Copier/Printer then proposer should include their sample contract as an attachment to the proposal submitted for review. 32.0 POSTING OF RFP CONDITIONS / SPECIFICATIONS 32.1 This RFP will be posted for review by interested parties, at 506 S.E. 3rd Avenue, Ocala, Florida on the date of RFP mailing and will remain posted for a period of 10 days. Failure to file a specification protest within the time prescribed in Florida Statutes 120.57(3) will constitute a waiver of proceedings under Chapter 120, Florida Statutes. 33.0 POSTING OF RFP RECOMMENDATION / TABULATIONS 33.1 RFP recommendations and tabulations will be posted in the Purchasing Department and on our website www.marion.k12.fl.us for review by interested parties or at 506 S.E. Td Avenue, Ocala, Florida and will remain posted for a period of 72 hours. If the RFP tabulation with recommended awards is not posted by said date and time, A "Notice of Delay of Posting" will be posted to inform all proposers of the new posting date and time. 33.2 Any person adversely affected by the decision or intended decision must file a notice of protest, in writing, within 72 hours after the posting. The formal written protest shall state with particularity the facts and law upon which the protest is based. Failure to file protest within the time prescribed in Section 120.57(3), Florida Statutes, will constitute a waiver of proceedings under Chapter 120, Florida Statutes. 33.3 If a bidder wishes to protest a bid, they must do so in strict accordance with the procedures outlined in FS 120.57(3), and Section 7.3 of this proposal and School Board Policy 7.70. 33.4 Any person who files an action protesting a decision or intended decision pertaining to this bid pursuant to FS 120.57(3) (b), shall post with the Purchasing Department, at the time of filing the formal written protest, a bond secured by an acceptable surety company in Florida payable to the Marion County School Board, in an amount equal to 1 percent (1 %) of the total estimated contract value, but not less than $500 nor more than $5,000. Bond shall be conditioned upon the payment of all costs that may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier's check, certified bank check, bank certified company check or money order will be acceptable form of security. If, after completion of the administrative hearing process and any appellate court proceedings, the District prevails, it shall recover all costs and charges included in the final order of judgment, including charges by the Division of Administrative Hearings. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protest prevails, he or she shall recover from the District all costs and charges, which shall be included in the final order of judgment. 34.0 Background Screening Requirements: The Marion County School Board, Florida, is committed to the education and safety of its students and employees. To that end, any contractor awarded a contract will be required to assure that the personnel assigned to the project, do not possess criminal records that would violate the School Board's standards for employment as set forth by the Florida Department of Education. Each bidder must certify that the company and its employees are or will be in compliance with those standards for the project awarded. Fingerprinting: Vendor/Supplier and/or Contractor agrees that as a condition of entering into this contract, pursuant to §1012.32 and §1012.465 Florida Statutes, any person entering school grounds or having direct contact with students on behalf of Vendor/Supplier and/or Contractor must meet Level 2 screening requirements as described in §1012.32, Florida Statutes. Screening will be at Vendor/Supplier and/or Contractor's expense and must be completed and credentials issued by the SCHOOL BOARD prior to the screened individual having access to students or to the school grounds. W1 RFP 3029JD Digital Multifunctional Copier/Printer DRUG - FREE WORKPLACE CERTIFICATION FORM In accordance with Florida Statute 287.087, preference shall be given to businesses with drug-free workplace programs. Whenever two (2) or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: (1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. (2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations. (3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). (4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or any controlled substance law of the United States or any State, for a violation occurring in the workplace not later than five (5) days after such conviction. (5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted. (6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this Firm complies fully with the above requirements. 36 RFP 3029JD Digital Multifunctional Copier/Printer Acknowledgment of Addenda Check: (Yes) or (No) Date of Receiving Addendum Addendum #1 Yes _ Date Received: No Addendum #2 Yes _ Date Received: No Addendum #3 Yes Date Received: _ No Addendum 44 Yes _ Date Received: No Addendum #5 Yes _ Date Received: No Company Name Signature Address City State Zip Code Date Please fill out the appropriate forms and return with your proposal. Proposal Certification Form Specification & Proposal Forms Drug Free Workplace Certification Statement of No Bid (If applicable) Acknowledgement of Addenda (If applicable) Certification Regarding Debarment, etc. 37 RFP 3029JD Digital Multifunctional Copier/Printer STATEMENT OF NO BID If you are not bidding on this service/commodity, please complete and return this form to: Purchasing, 506 S.E. 3RD Avenue, Ocala, Florida (Please print or type, except signature) Failure to respond may result in deletion of vendor's name from the qualified bidder's list for the Marion County School Board. COMPANY NAME: ADDRESS: CITY: STATE: ZIP: CONTACT PERSON: TELEPHONE: We, the undersigned, have declined to bid on your bid No. for Service/Commodity because of the following reasons: We do not offer this product or the equivalent. Insufficient time to respond to the invitation to bid. Remove our name from this bid list only. Our product schedule would not permit us to perform. Unable to meet bond requirements. Other. (Specify below) REMARKS: SIGNATURE: IRN DATE: RFP 3029JD Digital Multifunctional Copier/Printer CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY AND VOLUNTARY EXCLUSION - LOWER TIER COVERED TRANSACTIONS This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants responsibilities. The regulations were published as Part W of the January 30, 1989, Federal Register (pages 4722-4733) **BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON THE FOLLOWING PAGE** (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Organization Name PR/Award Number or Project Name Name(s) and Title(s) of Authorized Representative(s) Signature(s) Date 39 RFP 3029JD Digital Multifunctional Copier/Printer INSTRUCTIONS FOR CERTIFICATION 1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out in accordance with these instructions. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Non -Procurement List. 8. Nothing contained in the foregoing shall he construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 40