1

REQUEST FOR PROPOSAL

FOR

THE LEASE OF DIGITAL COPIERS,

ACCOUNT MANAGEMENT, SOFTWARE,

EQUIPMENT MAINTENANCE,

AND SUPPLIES

May 22, 2019

PROPOSAL DUE

June 13, 2019, 2:00p.m.

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TABLE OF CONTENTS

Overview 3

Timeline 3

General Information/Submission Requirements 4

Purchase Description 5

Insurance 6

Scope of Work 6

Billing/ Reporting 7

Software Requirements 7

Support Requirements 8

Timeline 8

Copy Center Management Plan 9

Basic Specifications 10

Copy Center – Scope of Services 11

Copy Center Equipment 12

School Locations 13

Checklists 15

Evaluation Criteria 18

Response Sheet 20

References 21

Drug Free Workplace Certificate 23

Affidavit (Independent Pricing) 24

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I. OVERVIEW

Norwalk Public Schools is requesting proposals to lease brand new multi-function copiers and

associated software on a 60 month Full Market Value (FMV) lease including equipment installation,

training, and maintenance in accordance with the requirements stated herein. As part of this proposal, we

are requiring all vendors to submit a plan for running a copy center. It is our objective to contract with a

vendor to manage the overall copier population using creative methods to lower costs and improve

efficiency while making use of the most recently developed technology.

Norwalk Public School System is the sixth largest school district in the state of Connecticut with more

than 11,000 students in 19 schools (27.7 square miles). There are 12 elementary schools, four middle

schools, two high schools, and one pre-school. Norwalk Public School administrative offices are located

at 125 East Avenue, Norwalk, CT 06852.

A list of our facilities is attached for information only. These sites are not to be visited or contacted

under any circumstance.

All questions and correspondence should be emailed to Karen Bartron, Purchasing Agent for Norwalk

Public Schools at: bartronk@norwalkps.org.

II. TIMELINE

RFP Issue May 22, 2019

Questions from Bidder Due By May 30, 2019

RFP Due June 13, 2:00 p.m.

Removal & Installation of Equipment in July and August of 2019

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I. GENERAL INFORMATION AND PROPOSAL SUBMISSION REQUIREMENTS

A. Norwalk Public Schools (NPS) is soliciting comprehensive proposals for Multifunction Device

Services from qualified firms.

B. Proposals are to be submitted in writing and addressed as listed below:

No later than 2:00 p.m. on June 13, 2019

Karen Bartron

Purchasing Agent

Norwalk Public Schools

125 East Avenue

Norwalk, CT 06851

RFP for Digital Copiers

Proposals must be submitted by June 13, 2019 by 2:00 P.M. after which time they will be opened publically.

No proposals will be accepted after that time. Responses must be submitted in the format described and

include the Pricing Response form provided. Proposals submitted on any other form will not be accepted as

valid proposals. It is the sole responsibility of the Vendor to insure that the proposal arrives on time at the

designated place. Please submit one original and two copies of your response. All attachments and

information requested must be included, such as:

o Implementation Plan

o Samples of contract terms and conditions, monthly usage reports, and invoice format

o Customer Satisfaction Guarantee

o Awards

o Brochures

o Corporate profile

o Quality Assurance

o Response to all questions within this request

o Bid Bond/Guarantee for ten percent (10%) of total bid price

C. Responses to the RFP submitted shall be made only on copies of the RFP forms, which accompany this

request. Return the number of RFP Forms specified: one (1) must be an ORIGINAL; two (2) additional to be

EXACT COPIES. Responses shall be submitted in a clear, concise and legible manner so as to permit proper

evaluation of responsive RFP’s. Responses – using the PROPOSAL RESPONSE FORM contained herein -

are to be in a sealed envelope.

D. The submission of a proposal will be construed to mean that the proposer is fully informed as to the

extent and character of the supplies, materials, or equipment required and a representation that the

proposer can furnish the item(s) in complete compliance with the specifications. The criteria listed in

this RFP will become part of the final contract. The person signing the formal proposal must be

authorized by your organization to contractually bind your firm with regard to prices and related

contractual obligations for the delivery period requested.

E. Each prospective vendor must subscribe to the notification feature in the Department of Administrative

Services website and/or the City of Norwalk Purchasing notification in order to receive any addendums or

other materials related to the Request for Proposal.

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State of CT, Department of Administrative Services (Biznet):

https://biznet.ct.gov/SCP_Search/Default.aspx?AccLast=2

City of Norwalk: http://www.norwalkct.org/bids.aspx

F. NPS reserves the right to reject any or all bids and to waive any requirements, irregularities, technical

defects, etc. when it is deemed to be in the best interest of the NPS.

G. All proposals submitted in response to this RFP must remain firm for sixty (60) days following the proposal

deadline. Awards will be made after a study of each complete proposal. The time for award may be extended

up to 30 additional days by mutual agreement between Norwalk Public Schools and the responsible and

responsive vendor. The response to the RFP must encompass all areas of requirements. Proposals that are

unclear in the district’s opinion will not be considered. Norwalk Public Schools reserves the right to reject

or accept any proposal and to waive any formalities, omissions, excess verbiage, or technical defects in any

proposal. NPS reserves the exclusive right to determine whether or not a proposal meets or exceeds the

stated specifications.

H. The District also reserves the right to require a modification of the contract terms at any time and to select

the vendor who submits other than the lowest proposal if, in the opinion of Norwalk Public Schools, the

selection will meet the best interest of the District.

I. All proposers shall submit with their proposal, a bid guarantee for ten percent (10%) of the total bid price

in the form of a firm commitment such as a bid bond, certified check, cashier’s check, or postal money

order. Bid guarantee will be returned to the unsuccessful bidder after award of the contract; and

The successful bidder upon execution of such further contractual documents and bonds as required by the

proposal.

II. PURCHASE DESCRIPTION

A. The successful vendor will furnish, install, service and maintain the Multi Functional Device (MFD)

requirements outlined in this RFP. All pricing will be based on a FIVE (5) year lease. Bidders must be

either an Original Equipment Manufacturer (OEM) or an Authorized Dealer partnering with a

Multifunction Copier OEM.

B. INDEMNITY

Unless otherwise provided by law, the Contractor will fully and completely indemnify and hold harmless

NPS against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or

tangible personal property that NPS may sustain, incur or be required to pay, arising out of or in connection

with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by

the Contractor, its agents, servants or employees. These provisions shall also include any liability, which

may result from a workers compensation claim or resulting third party action against NPS.

C. ASSIGNMENT OF RIGHTS, TITLES, AND INTERESTS

Any assignment or subcontracting for work to be performed related to this request, in whole or in part, and

any other interest in conjunction with the School’s procurement shall not be permitted without the express

written consent of NPS.

D. Availability of Funds

Any contract award associated with this RFP is contingent upon the availability of funding to NPS. If funds

for the continued fulfillment are at any time not forthcoming or are insufficient, through failure of any

entity to appropriate funds or otherwise, then Norwalk Public Schools will have the right to terminate the

Contract at no additional cost and with no penalty whatsoever by giving prior written notice documenting

the lack of funding. NPS will provide at least thirty (30) days advance written notice of such termination

and will use reasonable efforts to ensure appropriated funds are available. In the event that funds are not

available, any agreement resulting from this RFP shall become null and void.

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E. F.O.B.

Prices are to be quoted F.O.B. Norwalk, Connecticut (inside delivery with installation). Deliveries made

under this RFP will be shipped to NPS locations designated when the order is issued. RFP prices shall

include all delivery and installation costs. The successful proposer is responsible for ascertaining delivery

requirements for each location.

F. TAX EXEMPT

NPS is tax exempt by state statute. The successful vendor will be responsible for any and all state and local

taxes including personal property tax. Such taxes must not be included in the bid price.

III. Insurance Prior to the commencement of any work and no later than ten (10) days after notice of award of the contract, the successful Contractor shall submit to Norwalk Public Schools evidence of insurance demonstrating that the contractor has coverage for Workmen’s Compensation Insurance, Liability, Property Damage, and Automobile/Truck insurance with the minimum limits of liability set forth herein. Certificates of insurance shall contain a provision that such policies shall not be cancelled or permitted to expire until at least thirty (30) days prior written notice has been provided to Owner. Further, owner shall be named as an additional insured. Proof of insurance must accompany this proposal. (a) Worker's Compensation Insurance shall not be written for less than the statutory limits and

shall include Employer's Liability Insurance at a limit of not less than Five Hundred Thousand Dollars ($500,000);

(b) General Liability Insurance shall be insured at a limit of not less than One Million Dollars ($1,000,000) for each occurrence and Two Million Dollars ($2,000,000) for total aggregate liability; additionally, shall be insured with an umbrella coverage not less than One Million Dollars ($1,000,000).

(c) Property Damage Insurance shall be written at a limit of not less than One Million Dollars ($1,000,000) for each occurrence and One Million Dollars ($1,000,000) for each aggregate liability; and

(d) Comprehensive Automobile Liability Insurance shall be maintained throughout the term of any ensuing contract to cover owned automobiles; leased, hired or rented automobiles; employers' non-ownership liability; medical payments and uninsured motorists. This same coverage is understood to extend to all trucks and motorized equipment. The limits of liability shall be no less than: 1) One Million Dollars ($1,000,000) for each person and One Million Dollars ($1,000,000) for

each occurrence for personal injury and bodily injury; and. 2) One Million Dollars ($1,000,000) for each occurrence of property damage. 3) Umbrella insurance of additional Two Million Dollars ($2,000,000).

IV. SCOPE OF WORK

A. Administration:

1) Recommended units shall have full functionality for remote monitoring for unit discovery, supplies and

alert notifications.

2) All recommended devices shall be LDAP, Active Directory compliant with Account Management

system.

3) All pricing must include equipment deliveries, service labor, technician travel time, all parts, supplies

and training. NPS will not accept or allow any contract that charges an additional fee for travel time,

maintenance, repair, parts or training.

4) The successful bidder will be responsible for the delivery, unpacking and full installation of all

equipment. The successful bidder will be responsible for complete training on network and administrative

features of the equipment. NPS will determine when training is complete.

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5) Winning vendor will be responsible for the removal of existing MFD’s, hard drive overwrite and

finalizing all lease obligations, including buyouts. Buyout cost is $319,638.52.

6) Each proposer must provide descriptions of environmental features of equipment and company green initiatives.

B. Technology:

1) All Multifunctional Devices (MFD’s) must be new devices (used, refurbished or other designated

equipment is not allowed). All recommended devices must have the following: Secure printing, Scan to

file, Scan to email, Scan to searchable PDF, Quota Management through LDAP and / or Active Directory

Group Management, Desktop Administration, and have the full functionality to print, scan, fax (as noted)

and copy.

2) All devices must have a standard feature to track and to limit user’s ability to print or copy using monthly quotas.

3) Each recommended device and all print drivers must be compatible with web based managed

interface. The successful bidder must have a support mechanism in place to support NPS in

configuring and maintaining all networked attached equipment.

4) Data overwrite security and/or image overwrite security features must be included on all copiers.

5) Software / Logical Interface: PCL and PostScript capable.

Must be Windows and Apple compatible on all devices (PostScript Mods on all printers).

Apple O.S. X or newer

Windows platform

Computing Infrastructure

Windows workstations

Mac OS X variety of versions

Mobile devices: iPads, iPhones, Android, Chrome and Window devices, current versions

6) Must have the ability for IT Administrators to identify, configure, and monitor devices centrally and be

able to group devices logically, for example by school, floor etc.

V. Billing/Reporting

A. Reports Each proposer must provide a listing of reports available to NPS. If there are custom reports available, please include a description. Online availability must be noted and format identified.

B. Invoices NPS is requests billing in a single invoice with a breakdown by location. Please include a sample invoice.

VI. Software Requirements:

Norwalk Public Schools requires an enterprise wide software solution to analyze all aspects of the document

lifecycle. The goal of this software is to reduce a waste (paper) and gain clear visibility into the documents

printed and copied in the school district. This solution will assist the school district in enforcing the print

and copy policies to meet its goals and objectives.

The following is a list of minimum requirements for Print Management Software Solution to be installed

and functioning on all recommended devices:

The ability to control student print quotas

The ability to retrieve a print job from any MFD in the district regardless of where it was printed.

Ability to change print settings at the device before print.

Force color print jobs to b/w and duplex

Print and copy tracking for each individual user.

Monitor and track printing by individual or department.

Supports full functionality across all Copier manufacturers

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AD and or LDAP integration / synchronization

Include one touch scan to email, Home Folder based on the user who is using the MFD under their name.

On demand reporting for analysis.

Reports must be simple to create and configure for our needs – Costly customizations should not be needed

Single print driver for all devices.

Print archiving for audit purposes..

Secure printing for confidential documents with both Follow-Me and

Authenticate log-on through RFID card and key fob access for students and staff.

Mobile and wireless laptop printing.

The ability to analyze copies made on MFD’s by user login.

Mobile printing and tracking from iOS devices.

Printing and tracking from Chrome Book devices.

Electronic submission utility to streamline the process from an end user to the print shop operator

Ability to design the workflow around the operators’ process

Account management around users sending jobs to the print center

One solution to allow for complete user tracking and ability to send and audit jobs sent to the central print

shop

VII. Support Requirements:

The successful Bidder shall provide a service level agreement to include but not limited to:

1) Minimum four (4) hour service response time. MFD’s shall be repaired within one business day.

2) Any device that is inoperable for four consecutive working/business days, whether it be for parts,

service, etc. a replacement or loaner will be scheduled to be onsite at no additional charge to NPS. The

MFD will be swapped out at no cost to NPS. Replacement MFD must be the same or newer

make/model/configuration as the MFD replaced.

3) If a MFD has three (3) similar failures within a two week period, a senior technician or service manager

must come onsite to inspect the MFD, unless NPS states otherwise.

4) Regular maintenance will be at the manufacturer’s recommended intervals unless NPS specifics

otherwise.

5) The winning bidder must have a local parts warehouse/depot in New Haven or Fairfield Counties.

6) Describe your company's ability to provide onsite and Help Desk service during normal

business hours and after hours.

7) Specify the process for requesting service.

8) In the event that any equipment has be out of service due to needed repairs for more than

10% of office time for a four week period, Norwalk Public Schools reserves the right to

require the equipment be replaced within thirty days of written notification of the problem.

VIII. Timeline:

1. The goal of NPS is to select a Vendor and begin planning implementation of the new system

immediately but not later than July 1, 2019; any equipment delivered prior to the new fiscal year,

June 30, 2019 shall be considered only as pre-planning and not be billed or invoiced prior to

August 1, 2019.

2. Prospective vendors must describe the implementation process for Norwalk Public

Schools and include a sample plan. The intention of the District is to have the largest amount

of copiers in the fleet delivered, installed and ready for use for the 19/20 school year. The

installation process must be approved and coordinated with school personnel and the NPS

Technology department and will be a “phased in plan” to coordinate training for each location.

3. Once an award is made, the vendor will submit the final implementation plan, which will include

delivery dates and any venting and additional electrical requirements. The successful vendor must

coordinate delivery and installation with each facility and is responsible for all equipment to be in

place.

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4. Training of technical staff and end users shall take place throughout the summer (2019) into the

school year, and for as long as NPS deems necessary.

IX. Copy Center Management Plan

Each proposer must submit a detailed plan of operations for the copy center (located at central office, first

floor), including proposed equipment with features and specification sheets, personnel staffing schedule,

hours, types of copy work capabilities and samples of copy job request forms.

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Appendix A

Basic Specifications

Quantity Pages Per

Minute

Black or

Color Minimum Features Required

29 100 Black Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, 2 High Capacity Trays (4000 sheets) Scan to and Print from USB

Thumb Drive, Card Reader, Paper sizes up to 13” x 19”

20 75 Black Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, Scan to and Print from USB Thumb Drive, (5) Fax, Card Reader,

Paper sizes up to 11” x 17”

32 55 Black Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, Scan to and Print from USB Thumb Drive, (21) Fax, Card Reader,

Paper sizes up to 11” x 17”

18 45 Black Copy, Print, Color Scan, Image Overwrite, Duplex, Two Paper Trays, Stand, Scan to

and Print from USB Thumb Drive, Fax, Card Reader, Paper sizes up to 8.5” x 14”

4 35 Black Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, Scan To and Print from USB Thumb Drive, (2) Fax, Card Reader,

Paper sizes up to 11” x 17”

1 70 Color Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, Scan to and Print from USB Thumb Drive, Card Reader, Paper sizes

up to 13” x 19”

2 35 Color Copy, Print, Color Scan, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex,

Four Paper Trays, Scan To and Print from USB Thumb Drive, (1) Fax, Card Reader,

Paper sizes up to 12” x 18”

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NORWALK PUBLIC SCOOLS

Appendix A – COPY CENTER

Basic Specifications

SCOPE OF COPY CENTER SERVICES for Norwalk Public Schools

Proposers must submit a detailed plan of operations for the copy center. Include proposed equipment

with features and spec sheets. Copy center employee will not be considered an employee of Norwalk

Public Schools.

Copy Center Business Hours

o Monday- Friday

o 8:30 am-5 pm, closed for 30 minute lunch

o Follow the NPS calendar for holidays

o Coverage for scheduled PTO, up to 15 days annually

Staff:

o One (1) FTE

o 40 hours per week

o Responsibilities:

Serve as a central hub for all NPS copy & print requirements

Produce all submitted copy and print jobs in timely, high quality manner

Advise customers on copy and print needs

Manage any outsourced work (if necessary) through NPS approved service providers

Provide monthly department activity chargeback settlement to Finance by department

budget code.

Work overtime as needed to complete jobs on time

Equipment Oversight*

o Responsibilities

Manage the service request process from 1st line triage to scheduling & follow up on

Technicians as required

Ensure all equipment is functioning at the appropriate service levels, and escalate

performance issues if necessary.

*Copy center equipment will be provided by Client.

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Quantity Pages Per

Minute

Black or

Color Copy Center Equipment -Minimum Features Required

1 120 Black Copy, Print, Image Overwrite, Booklet Finisher, 3 Hole Punch, 100 Sheet Stapling,

Duplex, Four Tray Sheet Feed Module (5800 sheets), 2000 Sheet Offset Tray, Scan to

and Print from USB Thumb Drive, Card Reader, Paper sizes up to 12 x 18, Up to 300

GSM

1

110 Black Copy, Print, Color Scan, Image Overwrite, Booklet Finisher, 3 Hole Punch, Duplex,

Four Paper Trays (3800 sheets), Scan to and Print from USB Thumb Drive, Card

Reader, Paper sizes up to 11” x 17”

1 70 Color Copy, Print, Color Scan, Integrated Fiery Controller. Image Overwrite, Staple

Finisher, 3 Hole Punch, Duplex, Four Paper Trays (3260 sheets), 2 Tray High Capacity

Feeder (4000 sheets), Scan to and Print from USB Thumb Drive, Card Reader, Paper

sizes up to 11” x 17”, Up to 300 GSM

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Brien McMahon High School

300 Highland Avenue Norwalk, 06854

Norwalk High School 23 Calvin Murphy Drive Norwalk, CT 06851

Nathan Hale Middle School 176 Strawberry Hill Avenue

Norwalk, CT 06851

Ponus Ridge Middle School

21 Hunters Lane

Norwalk, CT 06850

Roton Middle School

201 Highland Avenue Norwalk, CT 06853

West Rocks Middle School 81 West Rocks Road Norwalk, CT 06851

Brookside Elementary School

382 Highland Avenue Norwalk, CT 06854

Columbus Magnet School

46 Concord Street Norwalk, CT 06854

Cranbury Elementary School

10 Knowalot Lane Norwalk, CT 06851

Fox Run Elementary School 228 Fillow Street Norwalk, CT 06850

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Jefferson Magnet School

75 Van Buren Avenue Norwalk, CT 06850

Kendall ElementarySchool

57 Fillow Street Norwalk, CT 06850

Marvin Elementary School

15 Calf Pasture Beach Road

Norwalk, CT 06855

Naramake Elementary School

16 King Street

Norwalk, CT 06851

Rowayton Elementary School

1 Roton Avenue

Norwalk, CT 06853

Silvermine Elementary School

157 Perry Avenue

Norwalk, CT 06850

Tracey Elementary School

20 Camp Street

Norwalk, CT 06851

Wolfpit Elementary School

Starlight Drive

Norwalk, CT 06851

Norwalk Early Childhood

Center

11 Allen Road

Norwalk, CT 06851

Norwalk Public Schools – Central Office

125 East Avenue

Norwalk, CT 06851

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SECURITY CHECKLIST

Feature Comply? Deviation

Hard drive overwrite included Y / N

Hard drive encryption included Y / N

SCANNING CHECKLIST

Feature Comply? Deviation

Color Scan to Email Y / N

Color Scan to Server Y / N

Color Scan to File Y / N

Color Scan to USB Y / N

Color Scan to Word Y / N

IMPLEMENTATION/ACCOUNT MANAGEMENT/SERVICE REQUIREMENTS

CHECKLIST

Requirement Comply? Deviation

Pricing includes delivery of the

equipment, installation, connection to

network, acceptance testing, removal

of all packaging materials, removal of

old units.

Y / N

Customer satisfaction guarantee.

Please include with your proposal. Y / N

24 x 7 x 365 Help Desk via a toll free

number. Y / N

Vendor will call back within 60

minutes of receiving a service call Y / N

4.0 hour fleet average response time

provided Monday through Friday,

8:00 am to 5:00 pm, local time,

excluding federal and local holidays.

Y / N

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Preventive maintenance Y / N

Manufacturer trained and certified

technicians that are employed by the

vendor (direct service, no 3rd party).

Y / N

Parts delivery within 24 hours. Y / N

Single point of contact account

management, please provide their

current company tenure

Y / N

Account Manager will provide an

ongoing assessment of our print

environment and provide us with

quarterly reports showing us usage

and make recommendations for cost

reductions.

Y / N

Account Manager will meet with us on

a quarterly basis to review customer

satisfaction levels and service history

reports.

Y / N

Initial and ongoing training Y / N

Original Equipment Manufacturer

(OEM) chemicals. Y / N

Toner recycling program Y / N

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PRICING REQUIREMENTS CHECKLIST

Requirement Comply? Comments

Response should include removal of all

existing units Y / N

Pricing includes all parts and

consumables with the exception of

paper. Consumables include all

chemicals, drums, and staples.

Y / N

Pricing should be shown as a quarterly

total for entire recommended solution Y / N

No additional expense for state or local

property tax. Y / N

Lease term should be 48 months Y / N

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If a response involves any exception from stated specifications, they must be clearly noted as

exceptions, underlined, and attached to the response.

Cost Reduction and Productivity

Describe how over the course of the contract, you will work with Norwalk Public Schools as an

advisor to reduce overall printing costs, while improving productivity and outcomes.

Security

Describe the included security features of your products.

Pricing

Please show pricing as a quarterly total for entire recommended solution in this section on the

RESPONSE SHEET.

General

The proposer agrees and warrants that in the submission of this sealed proposal they will not

discriminate or permit discrimination against any person or group of persons on the grounds of

race, color, religion, national origin, sex, or physical disability including, but not limited to

blindness, unless it is shown by such proposer that such disability prevents performance of that

which must be done to successfully fulfill the terms of this sealed proposal or in any manner which

is prohibited by the laws of the United States or the State of Connecticut: and further agrees to

provide the Human Relations Commission with such information requested by the Commission

concerning the employment practices and procedures of the proposer. An Affirmative Action

Statement will be required by the successful proposer.

Norwalk Public Schools supports efforts to reduce the use of illegal drugs in the workplace.

Preference shall be given in the award process to the businesses with drug-free workplace

programs. The DRUG-FREE WORKPLACE PROGRAM CERTIFICATION should be

included with other documents in order to receive preference.

The successful vendor will submit a quarterly activity report to Norwalk Public Schools’ Finance

Office with a listing of copier problems and resolutions. Included in this report will be all new

copiers and moved, relocated or replaced copiers.

Vendors are required to complete the AFFIDAVIT in order to have a valid proposal.

EVALUATION CRITERIA

Proposed Solution (10%)

The fit of the service provider’s response with the district’s requirements as stated, the experience

and qualifications of key personnel, ease of use for end user and IT, scalability and quality of

hardware /software offerings.

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Service/Maintenance (20%)

The service provider’s execution plan for customer service and account management. Other items

include the competitiveness of the proposed Service Level Agreements, loner program and on-

going training, as needed.

Pricing (40%)

Includes the vendor’s financial criteria and competitiveness in standard quarterly fees and contract

terms.

Vendor Experience (30%)

Includes the assessment of the vendor’s financial performance history, length of time in the

business, and size of organization and the size and scope of current customers.

Lease Agreement shall not be sold to the financing community.

Include a copy of your financing agreement.

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RESPONSE SHEET

NORWALK PUBLIC SCHOOLS REQUEST FOR PROPOSAL FOR

THE LEASE OF DIGITAL COPIERS,

ACCOUNT MANAGEMENT, EQUIPMENT MAINTENANCE AND SOFTWARE, AND

SUPPLIES

DUE MAY 30, 2016 AT 2:00 P.M.

FOLLOWING IS THE PROPOSED PRICE FOR A FOUR YEAR LEASE CONTRACT ON COPIERS BEGINNING

JULY 1, 2020 AND ENDING JUNE 30, 2025, AS SPECIFIED IN THIS RFP, WHICH INCLUDES UNLIMITED

COPIES WITH NO EXCESS COPY CHARGE, ALL SUPPLIES, PARTS, AND SERVICE. COST MUST

INCORPORATE ALL EXPENSES.

THE SUCCESSFUL VENDOR MUST BE RESPONSIBLE FOR REMOVAL AND DISPOSAL OF OLD MACHINES,

DELIVERY OF NEW MACHINES, ALL AT NO ADDITIONAL CHARGE TO THE SCHOOL DISTRICT.

ADDITIONALLY, THE SUCCESSFUL VENDOR MUST ASSURE THAT IT WILL CONTINUE TO MAINTAIN AND

ACHIEVE NORWALK PUBLIC SCHOOLS’ COPYING NEEDS DURING THE COURSE OF THE CONTRACT

WITHOUT AN INCREASE IN PRICE.

THE DISTRICT DESIRES QUARTERLY INVOICES THAT DETAIL EQUIPMENT DESCRIPTIONS, SITE

LOCATIONS, AND USAGE. THERE MUST BE NO INTERIM BILLING; NO EXCESS CHARGES; NO

PROPERTY TAXES. PLEASE LIST QUARTERLY PAYMENTS, ANNUAL COST, AND THE GRAND TOTAL.

YEAR 1

7/1/16-6/30/17

YEAR 2

7/1/17-6/30/18

YEAR 3

7/1/18-6/30/19

YEAR 4

7/1/19-6/30/20

QUARTERLY $____________

X 4

$____________

X 4

$____________

X 4

$___________

X4

TOTAL ANNUAL COST $____________

$____________ $____________ $___________

4-YEAR GRAND TOTAL: $____________

NOTE:

NORWALK PUBLIC SCHOOLS IS TAX EXEMPT BY STATE STATUTE. THE SUCCESSFUL

VENDOR WILL BE RESPONSIBLE FOR ANY AND ALL STATE AND LOCAL TAXES AND WILL

NOT PASS SUCH ONTO NORWALK PUBLIC SCHOOLS.

SHOULD THE SUCCESSFUL BIDDER ASSIGN FINANCING TO ANY INSTITUTION OR

PRIVATE PARTY, THERE SHALL BE NO CHANGES IN ORIGINAL TERMS.

AUTHORIZED SIGNATURE: DATE:

PRINTED NAME:

TITLE: _______

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REFERENCES

Each proposer must submit three reference contacts specifically from school districts. Written

letters of recommendation may also be submitted with this proposal.

1. Company Name

Address

Contact Person

Title/Position

Tel. No.

Length of Service

2. Company Name

Address

Contact Person

Title/Position

Tel. No.

Length of Service

3. Company Name

Address

Contact Person

Title/Position

Tel. No.

Length of Service

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4. Company Name

Address

Contact Person

Title/Position

Tel. No.

Length of Service

5. Company Name

Address

Contact Person

Title/Position

Tel. No.

Length of Service

Initials _____

23

DRUG-FREE WORKPLACE CERTIFICATE

I hereby certify that this company:

Has a published statement notifying employees that the unlawful manufacture, distribution,

dispensing, possession, or use of a controlled substance is prohibited in the workplace and

that this statement specifies the actions that will be taken against employees for violations

of this prohibition.

Has a written policy informing employees about the dangers of drug abuse in the

workplace, the firm’s policy of maintaining a drug-free workplace, any available

counseling, rehabilitation, and employee assistance programs, and the penalties that may

be imposed on employees for drug abuse violations.

Has given a copy of the statements specified above to each employee engaged in providing

the commodities or contractual services that are being proposed.

Has given the employees a company statement regarding a drug-free workplace and they

have been notified that, as a condition of working on the commodities or contractual

services that are under proposal, the employee will abide by the terms of the statement and

will notify the employer of any conviction of, or plea of “guilty” or of “nolo contendere”

to any violation of any controlled substance law of the United States, or any state, for a

violation occurring in the workplace no later than five days after the conviction or plea.

Will impose a sanction on any employee who is convicted, or will require the satisfactory

participation in a drug abuse assistance program or a rehabilitation program if available in

the employee’s community.

Will make a good faith effort to continue to maintain a drug-free workplace.

As the person authorized to sign this statement, I certify that this company fully complies with all

requirements.

Company: ____________________________________________________________________

Signature: _____________________________________ Date: __________________

Printed Name: _________________________________

Initials _____

24

NORWALK PUBLIC SCHOOLS

AFFIDAVIT

State of ________________________

ss: ______________________

County of ______________________

I state that I am the ________________________________ of ___________________________

(Title) (Name of Company)

And that I am authorized to make this affidavit on behalf of my company, and its owners, directors,

and officers. I am the person responsible in my company for the prices and the amount of this

proposal.

I state that:

1. The prices and amount of this proposal have been arrived at independently and without

consultation, communication, or agreement with any other vendor or potential vendor.

2. Neither the prices nor the amount of this proposal, and neither the approximate prices nor

approximate amount of this proposal, have been disclosed to any other company or person who

is a vendor or potential vendor, and they will not be disclosed before proposal opening.

3. No attempt has been made or will be made to induce any company or person to refrain from

quoting on this contract, or to submit a proposal higher than this proposal, or to submit any

intentionally high or noncompetitive proposal or other form of complementary proposal.

4. I fully understand that more than one offer from an individual, company, corporation or

association under the same or different name will be rejected. Vendors are prohibited from

submitting more than one proposal. Any proposal submitted from the same company, branch

of, or its subsidiary will be rejected. Any or all proposals will be rejected if there is any reason

for believing that collusion exists among the vendors. Participants in collusion may not be

considered in the future offers for the same work. By submitting a proposal, I certify that it is

not a part of any collusive action.

5. The proposal of my company is made in good faith and not pursuant to any agreement or

discussion with, or inducement from, any company or person to submit a noncompetitive

proposal.

6. ___________________________ its affiliates, subsidiaries, officers, directors and employees

(Name of Company)

are not currently under investigation by any governmental agency and has not in the last four

years been convicted or found liable for any act prohibited by State or Federal law in any

jurisdiction involving conspiracy or collusion with respect to responding to any public contract,

except as follows:

Initials _____

25

7. I state that ___________________________understands and acknowledges that the above

(Name of Company

representations are material and important, and will be relied upon by Norwalk Public Schools

in awarding the contract for which this proposal is submitted. I understand and my company

understands that any misstatement in this affidavit is and shall be treated as fraudulent

concealment from Norwalk Public Schools of the true facts relating to the submission of

proposals for this contract.

8. I agree to furnish and deliver the items on the date and time agreed on by Norwalk Public

Schools and _____________________________ at the time the purchase order is placed. I

(Name of Company)

also agree not to place items on Back Order. Furthermore, I will not cancel any items. If a

vendor is awarded this contract, it will be responsible for delivering all items at the proposal

cost, in accordance with the RFP specifications and upon which the proposal was made.

By signing this affidavit, I understand and agree to the terms, conditions and specifications of the

RFP, including the Collusion Among Vendors document and equal opportunity for employment.

_________________________________________

Company Name

_________________________________________

Authorized Signature

_________________________________________

Printed Name

_________________________________________

Title

Sworn to and subscribed to before me the undersigned Notary Public on this ______ day of

_____________________, 2012

__________________________________ My Commission Expires _______________

Notary Public