District Multi-Function Devices

Agency:	Norman Public Schools
State:	Oklahoma
Type of Government:	State & Local
Category:	W - Lease or Rental of Equipment
Posted:	Feb 23, 2024
Due:	Mar 22, 2024
Solicitation No:	2024004
Publication URL:	To access bid details, please log in.

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Independent School District #29 of Cleveland County, Oklahoma d/b/a Norman Public Schools

Request for Proposal # 2024004

District Multi-function Devices

Return Sealed Proposal to this

address:

NPS Purchasing Department

131 South Flood

Norman, OK 73069

Date of Issuance: 2-23-24

Bidder Name:

Bid Number: 2024004

Bidder Address:

Bid Name: District Multi-Function Devices

Bidder Phone & Facsimile:

Bid Due Date: 3-22-2024

Bidder Email Address:

Bid Due Time: 11:00 am CT

Vendor hereby agrees to comply with all conditions of this Invitation to Bid and ensuing proposal. Bidder guarantees that the product

offered will meet or exceed specifications identified in this proposal.

REQUIRES A MANDATORY VENDOR MEETING ON MARCH 1, 2024 AT 8:00 AM AT THE ADMINISTRATIVE

SERVICES CENTER, 131 SOUTH FLOOD AVENUE, NORMAN, OK. FINALISTS MUST ATTEND THE VENDOR MEETING

TO SUBMIT A BID RESPONSE.

Independent School District #29 of Cleveland County, OK d/b/a Norman Public Schools conducts all bids in accordance with NPS

Board of Education approved policy. Contracts for one item/service, or multiples of that item/service in excess of $100,000 shall be

awarded based on the results of a sealed bid. In the event that a construction/improvement project exceeds $100,000, regulations of

the Competitive Bid Act of 1974 will be enforced.

Non-Collusion Affidavit

State of

County of

_____________________________________________, of lawful age, being first duly sworn, on oath says that (s)he is the agent

authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among

bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any state official

or employee as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any

discussions between bidders and any state official concerning exchange of money or other thing of value for special consideration in the

letting of a contract.

Signature of Representative: _____________________________________________

Subscribed and sworn to before me this

day of

20__.

My Commission expires:

Notary Public

Page 1 of 20

Terms & Conditions

All contracts and agreements are with Independent School District #29 (ISD-29) of Cleveland County, Oklahoma d/b/a Norman Public Schools (hereinafter

“NPS” or “the District”).

Proposals must be submitted in accordance with the terms and conditions contained in this Invitation to Bid/Request for Proposal/Request for Quote

(hereinafter “ITB/RFP/RFQ”).

All ITB/RFP/RFQ/RFQ’s submitted are subject to the District’s purchasing policies and procedures and the terms and conditions listed herein, which are

made a part of this ITB/RFP/RFQ by reference. This ITB/RFP/RFQ, any purchase order or contract, and all related payments will be governed by the laws of the State

of Oklahoma and the District’s purchasing policies and procedures.

Inquiries for information regarding procurement procedures, proposal submission requirements, or other fiscal/administrative concerns shall be directed to

the Independent School District #29 of Cleveland County, OK d/b/a Norman Public Schools (hereinafter “NPS”) Director of Purchasing in writing via facsimile or

email. These guidelines for communication have been established to ensure a fair and equitable evaluation process for all respondents.

Preparation of Invitation to Bid/Request for Proposal/Request for Quote (hereinafter “bid”):

It is the bidder’s responsibility to examine the bid to include, but not limited to:

General Terms and Conditions, Specifications, Amendments, Attachments, Meetings, etc.

Bidder shall return, sign, and notarize (if applicable) all required forms listed on the cover page.

Bid shall be typewritten or written in ink. Pencil bids will not be accepted. Erasures or changes shall be initialed by the authorized individual

signing this bid.

Bid Submission

Bid shall be placed in a sealed envelope bearing the proposal number, date & time of bid opening, and bidder's company name and address. Facsimile and telephone

bids are unacceptable. Bids received after the stated bid opening date and time shall not be accepted and shall be returned unopened to the vendor. NPS is not

responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or any other means of delivery. All bids shall be delivered to the NPS

Purchasing Department, 131 S. Flood Avenue, Norman, OK 73069.

By submitting this bid, vendor acknowledges and approves the terms and conditions established by the District in this bid. These terms and conditions may not be

altered by the vendor, either by the terms of the bid or by any acknowledgement or attachment.

Amendments

Bidder shall acknowledge receipt of amendment(s) to bids by signing and returning the amendment(s). Amendment acknowledgement(s) may be submitted with the bid

reply or may be forwarded separately via mail or facsimile. The amendment(s) shall be received on or before the bid due date and time.

Preparation Costs

NPS will not be liable for any costs associated with the preparation of materials for offeror’s bid submission.

Right to Reject or Accept

NPS reserves the right to reject any or all bids, accept the bid deemed most advantageous to the school district, and to waive any technicalities. The district is under no

obligation to accept any bid.

10.

Solicitation Results

The Purchasing Department, upon evaluation of solicitation results, and unless all responses are rejected, will issue a Purchase Order if the amount is less than

$50,000.00. If the amount is greater than $50,000.00, the Director of Purchasing will recommend the award to the Board of Education for approval at a public Board of

Education meeting. If approved, the Purchasing Department will subsequently issue the Purchase Order. The Purchasing Department does not routinely notify

unsuccessful vendors or mail bid tabulations. Bid results are available upon request.

11.

All or None

Contracts resulting from this bid may be awarded on an “All or None” basis, or by individual item or grouped items, whichever is deemed to be in the best interest of

NPS. Contract awards will be made to the lowest and the best bidder. Contract award decisions are further subject to any additional terms and conditions contained in

this bid.

12.

Tie Bids

In the instance where one or more vendors shall offer materials, supplies, services, or other equipment at an identical “total price,” preference shall be given to such

vendors in the following order:

Local

State

State Contract Vendors

Others

In those instances where two or more vendors who are judged to belong in the same classification shall submit identical quotations for the same item, it shall be the

administrative responsibility of the Director of Purchasing Services to select that vendor who shall be awarded the purchase contract based upon consideration of each

vendor’s past performance such as meeting delivery deadlines, product warranties, and meeting specifications. If the past performance of the vendors is equal, then the

selection shall be by means of a chance drawing conducted by the Director of Purchasing Services and witnessed by those vendors affected provided they express a desire

to be present.

13.

Delivery

Unless otherwise specified, all items ordered for delivery shall be shipped FOB Destination and delivered to the Independent School District #29 of Cleveland County,

OK d/b/a Norman Public Schools Warehouse located at 4100 North Flood, Norman, OK 73069

Page 2 of 20

Terms & Conditions

14.

Employees of business having contract with school conviction of sex offense or felony:

No person or business having a contract with a school or school district to perform work on a full-time or part-time basis that would otherwise be performed

by school district employees shall allow any employee to work on school premises if such employee is convicted in this state, the United States, or another state of any

felony offense unless ten (10) years has elapsed since the date of the criminal conviction or the employee has received a presidential or gubernatorial pardon for the

criminal offense.

Every person or business performing services not subject to subsection A of this section on the property of a school or school district shall be required to sign

a statement declaring that no employee working on school premises under the authority of such business is currently registered under the provisions of the Oklahoma Sex

Offenders Registration Act and that the business is not in violation of the provisions of this section. Compliance with this statute shall be required of the person or private

business, and there shall be no obligation placed upon a school district to ascertain the truthfulness of the affidavit.

15.

Warranty

The Vendor warrants to NPS that all goods and services furnished hereunder will conform in all respects to the terms of this bid, including any drawings, specifications

or standards incorporated herein, and/or defects in materials, workmanship and free from such defects in design. In addition, Vendor warrants the goods and services

are suitable for and will perform in accordance with the purposes for which they were intended.

16.

NPS Vendor Listing

A vendor may be included on the bid list by faxing, mailing, or emailing a completed and signed Vendor Qualification form or Contractor Qualification form. The

vendor shall attach the completed commodity list and send to the Director of Purchasing. Vendors having no bid activity within a twelve-month period shall be

removed from the list and may only be re-entered by following the appropriate procedures listed above. If a vendor wishes to refrain from a particular bid, the vendor

shall return the front page of the packet with the words “No Bid” in order to remain on the active bidders list. A vendor may be removed from the bid list for

unsatisfactory performance.

17.

Taxes

The Norman Public School District is exempt from Federal and State taxes. A tax exemption certificate will be provided by the Purchasing Department upon request by

the vendor.

18.

If awarded the contract, the bidder hereby agrees to furnish all materials and labor for the total completion of stated project not to exceed the cost guaranteed

by this bid. Furthermore, the project shall be completed in the manner and time specified in the bid/proposal packet.

19.

Insurance

If any work must be performed on the campus of NPS by the vendor, the vendor shall provide comprehensive broad form liability insurance in at least the

amount of $1,000,000 combined bodily injury and property damage for any and all liability, loss, costs, damage, or expense arising out of the terms and performance of

this agreement caused by its operations, its agents, or employees. Workers’ Compensation Insurance as prescribed by the laws of the State of Oklahoma must also be

carried.

Vendor shall provide a certificate or certificates of insurance showing that the prescribed policies are in force and effect and naming NPS as an additional

insured. Each certificate shall provide that the insurance company shall not change or cancel any insurance until NPS has been notified in writing at least thirty (30) days

before the date of change or cancellation.

The vendor will hold NPS harmless, and will assume all responsibility for personal injury and property damage occurring in connection with the project.

20.

Competitive Bidding Act of 1974 (Applies to section 20.1 and 20.2 only)

In the event that a construction/improvement project exceeds $100,000, regulations of the Competitive Bid Act of 1974 will be enforced. It is the responsibility of the

Contractor and all the Sub-contractors and suppliers to familiarize themselves with this law and to comply fully with all of its provisions.

20.1 Bond

Each Bidder shall submit with proposal a Bidder's Bond if required in the RFP General Information Item 2. Such bond will be payable to the Independent

School District #29 of Cleveland County, OK d/b/a Norman Public Schools, 131 South Flood, Norman Oklahoma, in an amount of not less than 5% of the base proposal.

There shall be forfeited to the Owner the cost of republication of notice to bidders, all actual expenses incurred by reason of Bidder's default, and the difference between

the low bid of the defaulting bidder and the amount of the bid of the bidder to whom the contract is subsequently awarded, but not to exceed the amount of the Bid Bond,

in the event that the apparently successful Bidder fails to execute the Contract or fails to provide the required Bonds and Insurance to the Owner.

Performance Bonds, Statutory Payment Bonds and Defect Bonds will be required for all Work done under this Contract, and the cost of said Bonds will be

included in the Contractor's Proposal. Bonds shall meet the requirements of the Public Competitive Bidding Act of 1974 of the State of Oklahoma, as amended.

Within a period of thirty calendar days after the opening of bids, a contract shall be executed between the Owner and the successful bidder and all required

bonds and insurance shall be provided within that period.

20.2 Liquidated Damages

The Owner will suffer financial loss if the project is not substantially complete within the time limitation set forth above. The Contractor and his Surety will be liable

for and shall pay to the Owner the sum of Two Hundred and Fifty Dollars ($250) as fixed, agreed and liquidated damages for each calendar day beyond such time

limitation that the Work under this Contract is not substantially complete and beneficial occupancy begins. The liquidated damages shall apply to each project site

separately.

Page 3 of 20

General Information

Request for Proposal # 2024004

District Multi-function Devices

Inquiries

All inquiries concerning this bid shall be received no later than 11:00 am CT on 03/08/2024. Inquiries must be sent in writing to the

Purchasing Director. Contact of any type with any other Norman Public School employee besides the Purchasing Director regarding

this (or any) bid is strictly prohibited and punishable by immediate suspension of this bid and possibly future bids.

Send questions via email to:

Cameron Cox, Director of Purchasing

Norman Public Schools, Independent District I-29

Email: purchasing@normanps.org

Required Forms – Failure to provide the forms checked below shall result in disqualification of bid.

☑ Signed and Notarized Non Collusion Affidavit

☑ Signed Pricing Page

☑ IRS W9 Form – Completed and Signed

☑ Signed Letter certifying vendor is not on the Government Debarment and Suspension (Excluded Parties List)

☑ Signed Declaration of Sex Offender Affidavit

☑ Signed and Notarized Business Relationships Affidavit

☑ References – Five (5) Business References (as noted in the questionnaire section)

☑ Copy of licenses and/or letter from manufacturer showing vendor as authorized dealer/installer/service provider

☑ Certificate of Insurance

☑ Signed and Notarized Contract Affidavit

 Bidders Bond (cashier check, certified check, or surety bond) ONLY when box is checked, a bid bond must accompany sealed

bid regardless of the amount of the bid.

Required forms due when contract is awarded:

 Performance Bond

 Statutory Bond

 Defect Bond

Amendments to RFP

In the event it should be necessary to revise any portion of this RFP, an amendment will be issued following the inquiry deadline date

and time.

Mandatory Pre-Bid Walk Through – REQUIRED – March 1st, 2024 8:00 AM CT

Unless otherwise stated, if a pre-bid walk through is required, all vendors are to meet at the Purchasing Office located in the

Administration Building at 131 South Flood, Norman, OK 73069. Vendors will be given a fifteen (15) minute grace period to attend.

Any vendor not at the designated meeting place within that time frame will not be allowed to participate in the walk through or bid.

Repair

Vendors will repair any damage done in the regular course of the project including patching walls, replacing ceiling tiles, etc.

7. Timeline

Date

2-23-24

3-1-24

3-8-24

3-22-24

4-22-24

Time (Central time)

N/A

8:00 AM

11:00 AM

7:00 PM

RFP Issued

Mandatory Vendor Meeting

Inquiry Deadline

RFP due

Award recommendation to Board of Education

Page 4 of 20

Scope of Work & Specifications

Request for Proposal # 20024004

District Multi-function Devices

Scope of Work

The purpose of this Request for Proposal is for The Norman Public School District to invite interested vendors to

submit proposals to furnish our district with the necessary Multi-Function Devices, equipment and services, for

lease to enable the district to establish a successful document management program. It is the intent of the district

to consider a lease term of 48 months or 60 months. Selection of the term depends upon final cost and the

availability of funds. This lease contract will begin on July 1, 2024 and will be subject to annual renewal by the

Board of Education based upon performance and budget availability in accordance with State Law.

Vendors are encouraged to present a proposal which provides the district with an economic solution which will

include the possibility of multiple machines at each site. We expect a successful proposal to evaluate each site’s

monthly print rates and current number of machines to propose a unique solution for each site. Vendors may

propose various types of equipment, but must propose at least one small, medium and large capacity multi-

function device which will be required to copy, print, and scan. Not every site will utilize each machine size and

expect most sites to not have a varied selection of equipment. These machines must allow for the seamless

scanning of documents and the uploading of those documents to the Cloud server currently in use by the district

(Google). All equipment proposed must be factory new, no re-built or refurbished machines will be acceptable.

All machines proposed must come with all necessary hardware and software to be PaperCut™-enabled. Ready

for licensing and connectivity. NOTE: The PaperCut™ license is not a part of this RFP.

Vendor must include optional equipment, pricing and discounts in their bid for all units. Optional fax kit must be

available and priced in their bid. If vendor fails to provide optional equipment pricing, the District will not be able

to evaluate the proposal.

Specifications

Copiers

All base unit copiers must at minimum include the copier, scanner, printer, document feeder/scanner unit, bypass

tray, two paper drawers with at least 500 sheet capacity per tray, walk-up access, copier codes, read out screen,

network printer restrictions and codes, base/stand, all toner, staples, start-up supplies and manufacturer’s standard

features. Requirements to (1) password protect (or not retain) images of documents passing through the copier -

whether copied, scanned, or printed and (2) to delete all documents from the hard drives of copiers when the

machines are removed from our district.

The district currently has 79 Black and White and 20 color MFP’s of various sizes and speeds. (Email Cameron

Cox for attachments related to usage, and site location) The district reserves the right to increase or decrease

that quantity at the quoted price as necessary throughout the term of the contract. NPS is seeking a vendor to

provide the equipment, software, service, and support for the devices offered.

Volume

The estimated number of current MFP’s and copies provided are based upon current and historical data. This is

not a guarantee or commitment to contract, but is being utilized solely for the purposes of comparison to find the

most advantageous solution for the district. Since the district intends to move to a more paperless system, it is

possible the volumes will lessen or increase during the term of this contract.

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

bid #	name	contact name	open time	close time	status	view
2024004	District Multi-Function Devices	Cameron Cox, Cameronc@norman.k12.ok.us	2/22/24	3/22/24	Open	View PDF

District Multi-Function Devices

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See also