Copier/ Multifunction Printer Replacement Request for Proposals
| Agency: | City of San Leandro |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Dec 19, 2023 |
| Due: | Feb 2, 2024 |
| Solicitation No: | Bid No. 61032 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
61032
|
| Bid Title: |
Copier/ Multifunction Printer Replacement Request for Proposals
|
| Category: | All Open RFPs |
| Status: | Open |
|
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Attachment Preview
REQUEST FOR PROPOSALS
Copier/Multifunction Printer
Replacement
City of San Leandro
RFP NO. 61032
RFP Issue Date: December 18, 2023
Prebid Virtual Meeting: 10:00 am January 10, 2024
Proposal Submittal Due Date: 5:00 pm February 2, 2024
Direct Questions Regarding the RFP Preparation to:
Michael Sinor at msinor@sanleandro.org
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Table Of Contents
I.
Introduction ....................................................................................................... 3
II.
Background ....................................................................................................... 4
III.
Scope of Service ............................................................................................... 7
IV.
Equipment Technical Requirements ............................................................... 8
V.
Vendor Responsibilities and Requirements ................................................. 13
VI.
Submittal Detail ............................................................................................... 18
VII.
Vendor Qualifications ..................................................................................... 19
VIII.
References....................................................................................................... 18
IX.
Estimated Schedule ........................................................................................ 21
X.
Evaluation of Proposals ................................................................................. 21
XI.
Selection Process ........................................................................................... 22
XII.
Conditions ....................................................................................................... 23
Attachment A – Consulting Services Agreement ......................................................... 23
Attachment B – Living Wage Guidelines And Frequently Asked Questions (FAQS) 44
Attachment C – Living Wage Self Verification Form .................................................... 49
Attachment D – Proposal Pricing (Separate Excel Spreadsheet) ............................... 51
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I. Introduction
The City was incorporated in 1872 and is one of the older communities in the San Francisco Bay
Area. The City occupies fifteen square miles between the cities of Oakland and Hayward and is
bordered on the west by the San Francisco Bay. San Leandro offers its 90,000-plus residents the
charm and character of a community that has been established for 150 years. Once an agricultural
community, the City has been successful in attracting significant residential, industrial, manufacturing,
and retail development.
General information about the City can be found on the City’s website at sanleandro.org.
Definitions
ADDENDA – Written instruments issued by the City prior to the date for receipt of Proposals that
modify or interpret the RFP documents by addition, deletions, clarification, or corrections.
CITY – City of San Leandro, California.
CITY EVALUATION COMMITTEE – The team of City staff that will participate in the review,
evaluation, and scoring of proposals and subsequent evaluation processes, including demonstrations
and reference checks.
CITY PROJECT MANAGER – The person designated by the City to be the City Project Manager
assigned to act on behalf of the City during the term of the resulting Contract.
CONTRACT DOCUMENTS – The RFP, submitted Proposals, including any diagrams, Addenda, and
a form of agreement between the City and the Vendor, including all change orders, insurance
certificates, exhibits, amendments, and attachments.
VENDOR – The Vendor(s)/consultant(s) that may be awarded a contract to provide copier/printing
services.
DAYS – Means calendar days unless otherwise specified.
PROJECT SCOPE – Scope of services to be provided by the Vendor(s).
PROPOSAL – A complete and properly signed Proposal to provide goods, commodities, labor, or
services for the sum stated and submitted in accordance with the RFP.
PROPOSER or VENDOR – The person, Vendor, corporation, partnership, or other entity submitting a
Proposal on items listed in the RFP documents, and thereby agreeing to meet the specified Contract
terms and conditions if awarded the contract.
SERVICES or WORK – All services to be performed by the Vendor to successfully complete the
Project to the satisfaction of the City.
SUBCONTRACTOR or SUBCONSULTANT – Any individual, corporation, company, or other entity
that contracts to perform work or render services to a Vendor or to another subcontractor as part of
this Contract with the City.
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II. Background
The City currently utilizes Toshiba copiers and Hewlett Packard standalone printers throughout the
City (approximately 24 MFPs and 60 standalone printers). Copiers are all on individual leases and
have already expired. The City is seeking responses from the following duplication service vendors:
Canon, HPE, Toshiba, Konica Minolta, Lexmark, Ricoh, Xerox, and others of equal or superior
quality.
The City has conducted a printer review and consolidation in the past and will require the selected
vendor of this RFP to review current devices and provide recommendations to consolidate or
standardize on a specific model(s). The printer replacement and consolidation will be determined
through department interviews and the required footprint required to accommodate the recommended
device.
The City is inviting qualified vendors to submit proposals for City-wide Copier/Printing services as
defined in this Request. Responders to this RFP are referred to herein as “vendor.”
The City seeks to implement full turnkey solutions for all locations under one scope.
The City is interested in advanced reporting options that will allow reviewing end-user data, service
management, monitoring, and granular statistics per location, including consumables.
The proposed solution requires secure printing queuing and release.
Badge readers are the preferred method for highly utilized devices, while logins may be acceptable at
other locations. The proposed solution should include options for both methods and their associated
costs.
The City is seeking a vendor that can provide an expanded feature set of options.
City staff need the ability to order and store additional toner at sites that are responsible for high
volume output. An example would be the City Library that provides print services for patrons and
large print jobs for regular occurring events.
Feedback has been received regarding the wait time for a print job to begin printing after a job has
been released (secure print). The proposed solution should provide detail regarding recommended
replacements models and how this wait time can be improved.
Printing Volume
The City’s average monthly volume for all locations is approximately 9,035 color copies and 7,204
black and white copies.
Table 1 – Average Monthly Printing Volume by Site
Site
FINANCE, 2ND FL
FINANCE, CASHIER'S
OFFICE, 1ST FL
MANOR BRANCH
LIBRARY
MARINA COMMUNITY
CENTER
SENIOR COMMUNITY
CENTER
Existing
Model
ESTUDIO5516ACT
ESTUDIO3525ACA
ESTUDIO2508A
ESTUDIO3515AC
ESTUDIO5015AC
Avg. Monthly
Volume B&W
353
557
237
238
537
Avg. Monthly
Volume Color
847
0
0
839
1496
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Site
MAIN LIBRARY
ENGINEERING/INSPEC
TORS 1ST FL
HUMAN RESOURCES,
2ND FL
POLICE PROPERTY-
BASEMENT
POLICE CHIEFS’
OFFICE
POLICE
INVESTIGATIONS
PUBLIC WORKS
WATER POLLUTION
CONTROL
MAIN LIBRARY 2ND FL
HUMAN SERVICES
ENVIRONMENTAL
SERVICES
COMMUNITY
DEVELPOMENT
POLICE PATROL /
SQUAD ROOM-
BASEMENT
PUBLIC WORKS
GARAGE
CITY MANAGER'S
OFFICE
CITY CLERK, 2ND FL
POLICE RECORDS
HISTORY MUSEUM
ENGINEERING &
TRANSPORTATION,
MAIN OFFICE-1ST FL
Existing
Model
ESTUDIO2515AC
ESTUDIO3515AC
ESTUDIO4515AC
ESTUDIO2515AC
ESTUDIO3515AC
ESTUDIO5516ACT
ESTUDIO3515AC
ESTUDIO2515AC
ESTUDIO4515AC
ESTUDIO5015AC
ESTUDIO2515AC
ESTUDIO6516ACT
ESTUDIO2518A
ESTUDIO330AC
ESTUDIO3515AC
ESTUDIO3515AC
ESTUDIO7516ACT
ESTUDIO2515AC
ESTUDIO5518A
Avg. Monthly
Volume B&W
377
131
779
145
187
568
133
70
103
98
46
353
109
Avg. Monthly
Volume Color
1018
431
558
169
220
997
134
176
168
79
106
747
0
11
7
114
96
108
145
484
660
14
74
321
0
Performance and Uptime
The City is interested in a solution that is able to meet a 98% performance uptime rating, based on
business hours of 8:30 AM to 5:00 PM Monday through Friday.
Uptime for each individual copier must be tracked on a weekly basis, and if a copier falls below the
98% threshold for two consecutive weeks, a written remediation plan must be submitted to the City.
If the poorly performing copier continues to fail to meet the 98% threshold, the copier will be replaced
at no cost at the discretion of the City.
Response Time
The City is seeking an acknowledgement of reported failures and next steps to remediate issue within
two hours of service ticket submission (during normal business hours).
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