SUBMIT PROPOSAL TO:
| |University of Central Florida |
|SUBMIT PROPOSAL TO: |REQUEST FOR PROPOSAL |
|PURCHASING DEPARTMENT |Contractual Services Acknowledgement Form |
|UNIVERSITY OF CENTRAL FLORIDA | |
|12479 RESEARCH PARKWAY, BLDG. 600 | |
|ORLANDO, FL 32826 | |
|Phone:(407)823-2661 – Fax (407) 823-5551 | |
|purchasing.ucf.edu | |
|Page 1 of 79 Pages |PROPOSALS WILL BE OPENED May 6, 2008 @ 2:00 pm |PROPOSAL NO. 8018SCSA |
| | | |
| |and may not be withdrawn within 120 days after such date and time. | |
|UNIVERSITY MAILING DATE: |PROPOSAL TITLE: Digital Monochrome and Color Multifunctional Units with Related Support |
|March 21, 2008 |Services |
|FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER |
|VENDOR NAME |REASON FOR NO PROPOSAL |
|VENDOR MAILING ADDRESS | |
|CITY - STATE - ZIP CODE |POSTING OF PROPOSAL TABULATIONS |
|AREA CODE TELEPHONE NO. |Proposal tabulations with intended award(s) will be posted for review by |
| |interested parties at the location where the proposals were opened and will |
| |remain posted for a period of 72 hours. Failure to file a protest within the |
|TOLL FREE NO. |time prescribed in Section 120.57(3), Florida Statutes, shall constitute a |
| |waiver of proceedings under Chapter 120, Florida Statutes. |
|FAX NO. | |
|Government Classifications | |
|Check all applicable |I certify that this proposal is made without prior understanding, agreement, or |
| |connection with any corporation, firm or person submitting a proposal for the |
|□ African American □ American Women |same materials, supplies, or equipment and is in all respects fair and without |
|□ Asian-Hawaiian □ Government Agency |collusion or fraud. I agree to abide by all conditions of this proposal and |
|□ Hispanic □ MBE Federal |certify that I am authorized to sign this proposal for the Proposer and that the|
|□ Native American □ Non-Minority |Proposer is in compliance with all requirements of the Request for Proposal, |
|□ Non-Profit Organization □ Pride |including but not limited to, certification requirements. In submitting a |
|□ Small Business Federal □ Small Business State |proposal to an agency for the State of Florida, the Proposer offers and agrees |
| |that if the proposal is accepted, the Proposer will convey, sell, assign or |
| |transfer to the State of Florida all rights, title and interest in and to all |
| |causes of action it may now or hereafter acquire under the Anti-trust laws of |
| |the United States and the State of Florida for price fixing relating to the |
| |particular commodities or services purchased or acquired by the state of |
| |Florida. At the State’s discretion, such assignment shall be made and become |
| |effective at the time the purchasing agency tenders final payment to the |
| |Proposer. |
GENERAL CONDITIONS
SEALED PROPOSALS: All proposal sheets and this form must be executed and submitted in a sealed envelope. (DO NOT INCLUDE MORE THAN ONE PROPOSAL PER ENVELOPE.) The face of the envelope shall contain, in addition to the above address, the date, and time of the proposal opening and the proposal number. Proposal prices not submitted on attached proposal price sheets when required shall be rejected. All proposals are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection.
1. EXECUTION OF PROPOSAL: Proposal must contain a manual signature of authorized representative in the space provided above. Proposal must be typed or printed in ink. Use of erasable ink is not permitted. All corrections to prices made by Proposer must be initialed. The company name and F.E.I.D. or social security number must appear on each pricing page of the proposal as required.
2. NO PROPOSAL SUBMITTED: If not submitting a proposal, respond by returning only this Proposer acknowledgment form, marking it "NO PROPOSAL," and explain the reason in the space provided above. Failure to respond without justification may be cause for removal of the Proposer’s name from the proposal mailing list. NOTE: To qualify as a respondent, Proposer must submit a "NO PROPOSAL," and it must be received no later than the stated proposal opening date and hour.
3. PROPOSAL OPENING: Shall be public, on the date, location and the time specified on the proposal form. It is the Proposer's responsibility to assure that the proposal is delivered at the proper time and place of the proposal opening. Proposals which for any reason are not so delivered, will not be considered. Offers by telegram or telephone are not acceptable. A proposal may not be altered after opening of the proposals unless allowed by the Director of Purchasing in accordance with the rules of negotiation.
NOTE: Proposal tabulations will be furnished upon written request with an enclosed, self addressed, stamped envelope. Proposal tabulations will not be provided by telephone.
4. PRICES, TERMS AND PAYMENT: Firm prices shall be proposed and include all services rendered to the purchaser.
(a) TAXES: The University does not pay Federal Excise and Sales taxes on direct purchases of tangible personal property. See tax exemption number on face of purchase order or agreement form. This exemption does not apply to purchases of services in the performance of contracts for the improvement of state-owned real property as defined in Chapter 192, Florida Statutes.
(b) DISCOUNTS: Cash discount for prompt payment shall not be considered in determining the lowest net cost for proposal evaluation purposes.
(c) MISTAKES: Proposers are expected to examine the conditions, scope of work, proposal prices, extensions, and all instructions pertaining to the services involved. Failure to do so will be at the Proposer’s risk.
(d) INVOICING AND PAYMENT: All vendors must have on file a properly executed W-9 form with their Federal Employer Identification Number prior to payment processing.
Proposers shall submit properly certified original invoices to:
Finance & Accounting
12424 Research Parkway, Suite 300
Orlando, Florida 32726-3249
Invoices for payment shall be submitted in sufficient detail for a proper preaudit and postaudit. Prices on the invoices shall be in accordance with the price stipulated in the contract at the time the order is placed. Invoices shall reference the applicable contract and/or purchase order numbers. Invoices for any travel expenses shall be submitted in accordance with the State of Florida travel rates at or below those specified in Sections 112.061 and 287.058 F.S. Travel Reimbursement must be made using the UCF Voucher for Reimbursement of Traveling Expenses available on the web at .
Final payment shall not be made until after the contract is complete unless the University has agreed otherwise.
Interest Penalties: In accordance with UCF Policy 3-208, available on-line at . Proposer interest penalty payment requests will be reviewed by the UCF ombudsman whose decision will be final.
Proposer Ombudsman: A vendor ombudsman position has been established within the Division of Finance & Accounting. It is the duty of this individual to act as an advocate for vendors who may be experiencing problems in obtaining timely payments(s) from the University of Central Florida. The Proposer Ombudsman may be contacted at (407) 882-1104 or in writing at the address above to the attention of the UCF Proposer Ombudsman.
The ombudsman shall review the circumstances surrounding non-payment and apply the rules outlined in the UCF Prompt Payment Compliance policy to determine if:
• an interest payment amount is due;
• the amount of the payment; and
• Shall ensure timely processing and submission of the payment request in accordance with University policy.
(e) Annual Appropriations: The University’s performance and obligations to pay under this contract in contingent upon an annual appropriation by the Legislature.
5. CONFLICT OF INTEREST: The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All Proposers must disclose with their proposal the name of any officer, director, or agent who is also an
employee of the University of Central Florida, or any of its agencies. Further,
all Proposers must disclose the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Proposer’s firm or any of its branches. No person or firm who receives a contract to perform a feasibility study for potential implementation of a subsequent contract, participates in the drafting of a competitive solicitation, or develops a program for future implementation shall be eligible to contract with the University of Central Florida for any dealing with that specific subject matter in accordance with chapter 255,FS. Proposers must disclose with their proposal
6. AWARDS: As the best interest of the University of Central Florida may require, the right is reserved to reject any and all proposals or waive any minor
irregularity or technicality in proposals received. Proposers are cautioned to make no assumptions unless their proposal has been evaluated as being responsive.
7. GOVERNMENTAL RESTRICTIONS: In the event any governmental restrictions may be imposed which would necessitate alteration of the material quality of the services offered on this proposal performance of the items offered on this proposal prior to their completion, it shall be the responsibility of the successful Proposer to notify the purchaser at once, indicating in writing the specific regulation which requires an alteration. The University of Central Florida reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the contract at no expense to the University.
8. LEGAL REQUIREMENTS: Applicable provision of all federal, state, county and local laws, and of all ordinances, rules and regulations shall govern development, submittal and evaluation of all proposals received in response hereto and shall govern any and all claims and disputes which may arise between person(s) submitting a proposal response hereto and the University of Central Florida, by and through its officers, employees and authorized representatives, or any other person, natural or otherwise: and lack of knowledge by any Proposers shall not constitute a cognizable defense against the legal effect thereof.
9. ADVERTISING: In submitting a proposal, the Proposer agrees not to use the results there from as a part of any commercial advertising.
10. ASSIGNMENT: Any Contract or Purchase Order issued pursuant to this Request for Proposal and the monies which may become due hereunder are not assignable except with the prior written approval of the purchaser.
11. LIABILITY: The supplier shall hold and save the University, its officers, agents, and employees harmless against claims by third parties resulting from the Proposer’s breach of this contract or the Proposer’s negligence. This requirement does not apply to contracts between governmental agencies.
12. FACILITIES: The University reserves the right to inspect the Proposer’s facilities at any time with prior notice.
13. PUBLIC RECORDS: Any material submitted in response to this Request for Proposal will become a public document pursuant to Section 119.07, F.S. This includes material which the responding Proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07, F.S.
14. EQUAL EMPLOYMENT OPPORTUNITY: The nondiscrimination clause contained in Section 202, Executive Order 11246 as amended by Executive Order 11375 relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex, or national origin and the implementing rules and regulations prescribed by the Secretary of Labor, are incorporated herein.
15. DEFAULT: Failure to perform according to this proposal and/or resulting contract shall be cause for your firm to be found in default in which event any and all reprocurement costs may be charged against your firm. Any violations of these stipulations may also result in:
(a) Proposer’s name being removed from the Purchasing Department vendor mailing list
(b) All State agencies being advised not to do business with the Proposers without written approval of the Purchasing Department..
16. CANCELLATION: The University shall have the right of unilateral cancellation for refusal by the Proposer to allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Proposer in conjunction with the contract.
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UNIVERSITY OF CENTRAL FLORIDA
REQUEST FOR PROPOSAL NUMBER: 8018SCSA
FOR
DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL UNITS WITH RELATED SUPPORT SERVICES
TABLE OF CONTENTS
|1.0 |INTRODUCTION |Page |
|1.1 |Statement of Objective………………………………………………. |4 |
|1.2 |Contract Award…….……………………………………………….. |5 |
|1.3 |UCF Environment…………………………………………………… |5 |
|2.0 |GENERAL CONDITIONS |8 |
|2.1 |Authorized UCF Representative/Public Notices/UCF Discretion…... |8 |
|2.2 |Approximate Calendar of Events……………………………………. |8 |
|2.3 |Proposer Communications and/or Inquiries…………………………. |8 |
|2.4 |Proposers’ Conference….…………………………………………… |9 |
|2.5 |Written Addenda…………………………………………………….. |9 |
|2.6 |Proposal Due Date…………………………………………………... |9 |
|2.7 |Proposal Opening Date……………………………………………… |10 |
|2.8 |Evaluation Criteria and Selection Process…………………………... |10 |
|2.9 |Posting of Recommended Selection………………………………… |14 |
|2.10 |Proposal Validity Period…………………………………………….. |14 |
|2.11 |Disposition of Proposals…………………………………………….. |14 |
|2.12 |Economy of Presentation……………………………………………. |15 |
|2.13 |Restricted Discussions/Submissions………………………………… |15 |
|2.14 |Verbal Instructions Procedure……………………………………….. |15 |
|2.15 |State Licensing Requirements……………………………………….. |15 |
|2.16 |Parking………………………………………………………………. |16 |
|2.17 |Definitions…………………………………………………………… |16 |
|2.18 |Procurement Rules…………………………………………………... |17 |
|2.19 |Force Majeure……………………………………………………….. |18 |
|2.20 |Limitation of Remedies, Indemnification, and Insurance…………… |18 |
|2.21 |Term of Contract…………………………………………………….. |20 |
|2.22 |Cancellation/Termination of Contract………………………………. |20 |
|2.23 |Assignment and Amendment of Contract…………………………… |21 |
|2.24 |Independent Parties………………………………………………….. |21 |
|2.25 |Performance Investigations………………………………………….. |21 |
|2.26 |Severability………………………………………………………….. |21 |
|2.27 |Notices……………………………………………………………….. |21 |
|2.28 |Governing Law and Venue………………………………………….. |22 |
|2.29 |Liaison………………………………………………………………. |22 |
|2.30 |Subcontracts…………………………………………………………. |22 |
|2.31 |Employment of UCF Personnel……………………………………... |23 |
|2.32 |Equal Opportunity Statement………………………………………... |23 |
|2.33 |Waiver of Rights and Breaches……………………………………… |23 |
|2.34 |Headings Not Controlling…………………………………………… |23 |
|2.35 |Employee Involvement/Covenant Against Contingent Fees………... |24 |
|2.0 |GENERAL CONDITIONS - continued | |
|2.36 |Site Rules and Regulations………………………………………….. |24 |
|2.37 |Travel Expenses……………………………………………………... |24 |
|2.38 |Annual Appropriations……………………………………………… |24 |
|2.39 |Taxes………………………………………………………………… |24 |
|2.40 |Contractual Precedence……………………………………………… |25 |
|2.41 |Use of Contract by Other Government Agencies …………………... |25 |
|3.0 |DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL PROGRAM-SPECIFIC REQUIREMENTS |28 |
|4.0 |REQUIRED PROPOSAL FORMAT |48 |
|4.1 |Introduction………………………………………………………….. |48 |
|4.2 |Proposal Sections Corresponding to Evaluation Criteria……………. |48 |
APPENDIX I EVALUATION SHEET
APPENDIX II SECTION 1 & 2 CONDITIONS AND REQUIREMENTS
APPENDIX III CERTIFICATE OF NON-SEGREGATED FACILITIES
ATTACHMENT A DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL UNIT PRICING FORM
ATTACHMENT B DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL UNIT ADD/UPGRADE FORM
EXHIBIT I ON-CAMPUS PRODUCT EVALUATION FACTORS—MONOCHROME AND COLOR MULTIFUNCTIONAL COPIERS
EXHIBIT II OFF-CAMPUS PRODUCT EVALUATION FACTORS—SEGMENT 6 PRODUCTS
INTRODUCTION
1.1. Statement of Objective
The objective of this Request for Proposal (RFP) is to enable the University of Central Florida (UCF) to enter into an agreement with a vendor to provide for the installation and support of a total initially installed fleet consisting of a minimum of three-hundred and fifty-two (352) Segment 3 through 6 Digital Monochrome and Color Multifunctional Units, as specified in Sections 3.1 through 3.5 herein, at UCF’s various locations in Orlando and certain other locations in Central Florida as described in Section 1.3 below.
In order to assist the University in accomplishing its goals under this project, as listed below, one or more qualified equipment Proposers are being sought via this RFP document to provide the necessary hardware, software and support services. All units will be installed at the inception of this contract, but the University reserves the right to add units throughout the contract’s term. Program objectives include (not necessarily in rank order):
1. Reducing University-wide expenditures related to both copiers and printers.
2. Replacing the current variety of mostly standalone digital models with more robust Digital Multifunctional Products at the inception of this Contract.
3. Providing education personnel with optimized document reproduction solutions based on the job to be produced.
4. Replacing the current monochrome production equipment in the University’s centralized Printing Services Department.
Under this RFP package, UCF is requesting proposals for an all-inclusive Digital Monochrome and Color Multifunctional Unit program. Proposals are to include pricing covering all equipment, software, supplies (except paper) and service being proposed to meet the requirements of this RFP package. Pricing is required to be set forth in Attachment A for all equipment and services required under this RFP and ensuing Contract.
UCF is prepared to guarantee the combined production of 120,000,000 (120 million) total monochrome impressions over the Contract term. The Contract will be in effect for forty-eight (48) months; all units installed under the Contract will have the same expiration date, on or about August 14, 2012.
All of the monochrome and color units in all segments are to be equipped with printing, scanning, document feeding, duplexing and stapling as standard features (excepting only a handful of Segment 3 units for the Library). In addition, various other accessories as identified herein will be installed and/or added as necessary during the term of this Contract.
UCF’s selection of Proposer(s) for the Digital Monochrome and Color Multifunctional Unit products and services identified herein will be in accordance with the terms of this RFP. The term of this contract will be for a four-year period beginning approximately August 15, 2008, with UCF, and the selected provider having the option to renew for an additional two (2), one (1) year periods.
The Successful Proposer(s), if any, will enter into a contract with UCF that provides for the performance of all the mandatory conditions and requirements in this RFP and any proposed conditions and requirements that UCF prefers in this RFP or that UCF determines are in UCF’s best interest.
1.2. Contract Award
A. UCF intends to award a contract or contracts resulting from this solicitation to the responsible Proposer(s) whose proposal represents the best value after evaluation in accordance with the criteria in this solicitation.
B. UCF may reject any or all proposals if such action is in UCF’s best interest.
C. UCF may waive informalities and minor irregularities in proposals received.
D. UCF reserves the right to evaluate proposals and award a contract without negotiations with Proposers. Therefore, the Proposer’s initial proposal should contain the Proposer’s best terms from a cost or price and technical standpoint.
E. UCF reserves the right to conduct negotiations with the highest ranked Proposer(s).
F. UCF reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the Proposer specifies otherwise in the proposal.
G. UCF reserves the right to make multiple awards if, after considering the additional administrative costs, it is in UCF’s best interest to do so.
H. A written notice of award will be sent to the successful Proposer(s).
1.3. UCF Environment
A thumbnail sketch of UCF’s Campus Copier Program and Printing Services Department is as follows: Printing Services volumes are currently running at about five (5) million monochrome impressions combined. Digital Monochrome and Color convenience copiers produce another twenty-one (21) million annual impressions; while copying-related volume is expected to remain flat or begin falling during the term of this Contract, some of the University’s print-related volume is expected to shift to the newly installed multifunctional devices.
All currently installed campus digital copiers have been analyzed and recommended for replacement by an independent third-party industry expert (Pro Buyers LLC) based upon the existing volumes and future needs of each location, as determined by focus group meetings and responses to detailed questionnaires. As existing units reached threshold volumes as determined by the consultant, such units were slated for speed and capacity upgrades due to the expanded printing and scanning requirements of the replacement equipment.
Currently, Ricoh provides UCF with service and support on the vast majority of the installed base of Segment 1 through 5 units; there are no Segment 6 units on campus. A small number of University schools and departments are not currently part of the campus copier program (these locations have various Canon, Xerox, Konica Minolta and other brands installed), but one goal of the new program is to attract those internal customers. The convenience fleet is comprised of generally monochrome standalone digital models. Fewer than 10% of the existing copiers are connected.
The vast majority of units installed under this Contract will be located on the main UCF campus in east Orlando. A listing of off-campus units (including other locations in metropolitan Orlando) is found below:
|Location |Street Address |# of Copiers |
|Expo Center |500 West Livingston Street |3 |
| |Orlando, FL 32801 | |
|Florida Solar Energy Center |1679 Clearlake Road Cocoa, FL |7 |
| |32922-5703 | |
|Kennedy Space Center |Center for Space Education/Astronaut's Memorial Foundation |1 |
| |Kennedy Space Center, FL 32899 | |
|Kennedy Space Center |Spacehab, Inc. 620|1 |
| |Magellan Rd. | |
| |Cape Canaveral, FL 32920 | |
|Project Central (Daytona) |1673 Mason Ave. |2 |
| |Daytona Beach, FL 32117 | |
|Rosen School |9907 Universal Blvd. |3 |
| |Orlando, FL 32819 | |
|SBDC Downtown |315 E. Robinson Street, Ste. 100 |1 |
| |Orlando, FL 32801 | |
|Seaside Music Theater Daytona |221 N. Beach Street, Ste. 101 |1 |
| |Daytona Beach, FL 32114 | |
|UCF Cocoa |1519 Clearlake Road |9 |
| |Building 3 Cocoa,| |
| |FL 32922 | |
|UCF Daytona Beach |1200 W. International Speedway Blvd. Daytona Beach, FL 32922 |9 |
|UCF Downtown |James and Annie Ying Academic Center 36 West Pine Street, |5 |
| |Ste. 204 Orlando, FL 32801-2612 | |
|UCF Heathrow |FISERV Building 600 |1 |
| |Colonial Center Parkway, 2nd Floor Lake Mary, FL 32746 | |
|UCF West Orlando @ VCC |1800 South Kirkman Road Bldg 1, Room 130 |1 |
| |Orlando, FL 32811 | |
|UCF Ocala |3001 S.W. College Road Ocala, FL 34474 |1 |
|UCF Palm Bay @ BCC |250 Community College Parkway Building 3 |2 |
| |Palm Bay, FL 32909 | |
|UCF Sanford/Lake Mary @ SCC |100 Weldon Blvd. Building |1 |
| |R | |
| |Sanford, FL 32773 | |
|UCF South Lake @ LSCC |1250 North Hancock Road Clermont, FL |3 |
| |34711 | |
|UCF South Orlando |7300 Lake Ellenor Drive Orlando, FL |2 |
| |32809 | |
Under the new program reflected in this RFP package, the University will be upgrading a significant portion of its fleet. Specifically, all units will be networked with printing and scanning capabilities; several dozen additional units will be added to the fleet, replacing existing printers and/or fax machines; most units will have additional paper and finishing capacities to encourage large print jobs to be shifted to those devices; and most of the existing Segment 1 and 2 units will be upgraded to Segment 3 (an additional approximately fifty [50] very-low-volume 13 page-per-minute Segment 1 units will either remain in place or be replaced under this Contract depending on the proposals received).
All current campus copier leases will expire co-terminously on September 30, 2008. A separate lease, which expires in late 2010, is in effect on a color production unit (a Xerox 8000) in Printing Services. The Xerox 8000 lease will not be bought out under this program. Despite the main campus lease termination date of September 30, 2008, the University desires to initiate the new program during a time period (beginning in mid-August) that is less disruptive to departmental workflow.
Strong support for implementing multifunctional digital technology exists at all levels within UCF’s IT (Information Technology) department and within Business Services and Purchasing. Consequently, all new units will be equipped with printing and scanning capabilities except for coin-operated Segment 3 devices. There are approximately 40,000 network nodes (MAC addresses) on the UCF campus; All existing workstations will require print functionality under this Contract. Although an exact printer inventory is not available, nearly 1,000 network and convenience printers are likely installed across campus.
The new program that results from this RFP process must consist of units that are compatible scanning on-ramps to Electronic Document Management (EDM) solutions that may be considered in the near future by the University.
Pay-for-print locations at UCF include Library copiers. Library copies and prints may currently be paid for with coins or campus ID cards. Print release stations, running Pharos UniPrint, are connected to printers at the University’s main Library. Add-value stations, approximately forty-seven (47) Jamex model 6557-10 coin-operated devices with built-in Debitek Multi-Drop Bus card readers and drawer-locking mechanisms, and approximately twenty-one (21) Binder Minder spine-saver devices, plus three (3) spares, are owned by the University and placed strategically at various locations across campus. Business Services and Library personnel manage the cash generated from the Jamex model 6557-10 coin-operated devices (Please note: These Jamex devices have built-in drawer-locking mechanisms and can be adjusted to accommodate many copier/printer models. According to Jamex, the 6557-10 devices will accommodate a copier 29 inches wide, 25 inches deep and up to 39 inches tall. Please contact Jamex at 800-289-6550 to determine compatibility with Segment 3 devices being proposed). Paper is added to the Library units by Library personnel; other campus coin-op copiers are supplied with paper by Campus Copier Program personnel.
Since the majority of units on campus are not connected, the tracking of copies is a manual process. Further, remote management (adding, deleting or modifying) of the user codes is not currently possible, so that changing or deleting codes requires physically visiting all units.
Currently, about 70% of the jobs are received by Printing Services via email then routed to an EFI Micropress front-end controller. Approximately 15% of output monochrome impressions are assembled off-line into comb- or coil-bound booklets. All booklet-creation and folding is done off-line. There is no existing digital library of jobs that will require conversion to .pdf or other open-architecture file format.
Although it is the clear preference of UCF to award a single Contract resulting from this bidding process, at the same time it is not the University’s intention to eliminate any Proposers from participating in this process. Proposers may offer equipment proposals in response to any of the equipment Segments defined herein, or as many as all Monochrome and Color Segments as specified in Sections 3.1 through 3.5 below. Pending successful negotiations, one or more Contracts will be awarded.
2.0 GENERAL CONDITIONS
2.1. Authorized UCF Representative/Public Notices/UCF Discretion
Proposer’s response to this RFP and any communications and/or inquiries by Proposer during this RFP process must be submitted in writing to the individual and address stated below. Inquiries are preferred via email. UCF will consider only those communications and/or inquiries submitted in writing to the individual below on or before the date and time specified in Section 2.2, “Calendar of Events.” To the extent UCF determines, in its sole discretion, to respond to any communications and/or inquiries, such response will be made in writing and mailed and/or transmitted by facsimile to all Proposers. UCF shall not accept or consider any written or other communications and/or inquiries (except a Proposal) made between the date of this deadline and the posting of an award, if any, under this RFP.
Sandra Wheeler
Purchasing Department
12479 Research Parkway
Orlando, FL 32826-3248
Email address: slwheele@mail.ucf.edu
PH: 407-823-2661
Fax: 407-823-5551
Advance notice of public meetings regarding this RFP, if UCF determines in its sole discretion whether any such meetings will be held, will be in writing and posted in UCF’s Purchasing Department, 12479 Research Parkway. UCF reserves the sole discretion over the conduct of such meetings and the extent, if any, that public attendees may participate in such meetings. UCF also reserves the right and sole discretion to REJECT any proposal at any time on grounds that include, without limitation, either that a proposal is nonresponsive to the RFP or is incomplete or irregular in any way, or that a responsive proposal is not in UCF’s best interest.
2.2. Approximate Calendar of Events
Listed below are the dates and times by which stated actions should be taken or completed. If UCF determines, in its sole discretion, that it is necessary to change any of these dates and times, it will issue an Addendum to this RFP. All listed times are local time in Orlando, Florida.
CALENDAR OF EVENTS
|Date/Time |Action |
|March 21, 2008 |Request for Proposal advertised and released |
|April 7, 2008 |Pre-Proposal Conference from 2:00 PM – 4 PM in the Purchasing Conference Room. |
|April 10, 2008 |Last Day to submit communications, questions and/or inquiries in writing only, preferably by |
| |email to Sandra Wheeler in Purchasing by 2:00 PM |
|April 15, 2008 |Responses to inquiries and Addenda, if any, mailed to Proposers |
|May 6, 2008 |Deadline for Proposal submission at 2 p.m. Eastern Time (RFP opening). Note: Any solicitation|
| |responses received after the Proposal Due Date and Time shall be deemed non-responsive |
2.3. Proposer Communications and/or Inquiries
A. UCF is not liable for interpretations/misinterpretations or other errors or omissions made by the Proposer in responding to this RFP. The Proposer shall examine this RFP to determine if UCF’s conditions and requirements are clearly stated. If, after examination of the various conditions and requirements of this RFP, the Proposer believes there are any conditions or requirements which remain unclear or which restrict competition, the Proposer may request, in writing, that UCF clarify or change condition(s) or requirement(s) specified by the Proposer. The Proposer must provide the Section(s), Subsection(s), Paragraph(s), and page number(s) that identify the conditions or requirements questioned by the Proposer. The Proposer also must provide detailed justification for a change, and must recommend specific written changes to the specified condition(s) or requirement(s). Requests for changes to this RFP must be received by UCF not later than the date shown in Section 2.2., entitled “Calendar of Events,” for the submittal of written communications and/or inquiries.
The Proposer’s failure to communicate, inquire, or request changes by the date described above shall be considered to constitute the Proposer’s acceptance of all of UCF’s conditions and requirements. Proposers shall not be silent on concerned conditions and requirements before the deadline identified in this section and section 2.2 with the hope of negotiating a change of those conditions and requirements after award of a contract resulting from this RFP. Proposers disagreeing with any conditions and requirements shall act to resolve the difference prior to the deadline identified in this section. Failure to agree to the terms and conditions of this RFP and so indicate agreement on Appendix II, Conditions and Requirements Supplemental Proposal Sheet, and return said Appendix with any proposals, shall be grounds for rejection of that proposal. UCF shall in its sole discretion determine what requested changes to this RFP are acceptable. UCF shall issue an Addendum reflecting the acceptable changes to this RFP, if any, which shall be sent to all known Proposers prior to proposal opening. Failure to accept said conditions and requirements after contract award is grounds for rejection of that proposal and the university may seek to award the contract to the next favorable proposer.
B. Any communications, questions and/or inquiries from the Proposer concerning this RFP in any way must be submitted in writing to the individual identified in Section 2.1 not later than April 10, 2008 at 2 p.m. Eastern Time. as set forth in the Calendar of Events. Written inquiries must be legible and concise and must clearly identify the Proposer who is submitting the inquiry.
2.4. Proposers’ Conference
A non-mandatory Proposer pre-proposal conference will be held between the hours of 2 p.m. and 4 p.m. on April 3, 2008 in the Purchasing Conference Room, 12479 Research Parkway, Orlando, Florida.
2.5. Written Addenda
Written Addenda to this RFP along with an Addenda Acknowledgment Form will be mailed to all Proposers. The Addenda Acknowledgment Form shall be signed by an authorized representative of the Proposer, dated and returned with the proposal.
2.6. Proposal Due Date
Proposer’s response to this RFP shall be prepared in accordance with Section 4.0., “Required Proposal Format”. Proposals are due at the time and date specified in Section 2.2., “Calendar of Events” and must be received by UCF’s Authorized Representative in UCF’s Purchasing Department, Orlando Tech Center, 12479 Research Parkway, Orlando, FL 32826, no later than 2 p.m. Eastern Time on May 6, 2008 according to the time clock in UCF’s Purchasing Department. UCF shall only extend or waive this time requirement by official addendum if needed. Proposals or amendments to proposals that arrive after 2 p.m. Eastern Time on May 6, 2008 will not be accepted/considered. Telephone, including facsimile and electronic mail, and telegraphic proposals and/or amendments to proposals shall not be accepted at any time. At 2 p.m. Eastern Time on May 6, 2008, all timely proposals will be opened for the sole purpose of recording the names of the Proposers submitting written proposals.
If it elects to mail in its proposal package, the Proposer must allow sufficient time to ensure UCF’s proper receipt of the proposal package by the time specified above. Regardless of the form of delivery, it is the responsibility of the Proposer to ensure that the proposal package arrives at UCF’s Purchasing Department no later than 2 p.m. Eastern Time on May 6, 2008.
Proposals will be accepted up to, and no proposals may be withdrawn after, the deadline for proposal submission time and date shown above. Proposals must be delivered in sealed envelopes clearly marked: RFP # 8018SCSA - DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL UNITS WITH RELATED SUPPORT SERVICES. The proposal must be submitted in one (1) original, eight (8) copies and one (1) electronic copy on CD. Only one copy needs to contain original signatures of the Proposer’s authorized representatives on the document titled “REQUEST FOR PROPOSAL ACKNOWLEDGMENT FORM (Form RFP/CS).” The copy containing the original signature must be marked “ORIGINAL.”
2.7. Proposal Opening Date
Proposals will be opened in UCF’s Purchasing Department on the date and at the time shown in Section 2.2., “Calendar of Events.”
2.8. Evaluation Criteria and Selection Process
A. UCF reserves the right to conduct negotiations if the decision maker (Vice President/Dean or his/her written designee(s) ) with the advice and consent of the Purchasing Director determines negotiations to be in the best interest of the university. Discussions with Proposers after receipt of a proposal do not constitute a rejection or counteroffer by UCF.
B. UCF reserves the right to conduct negotiations with the highest ranked Proposer(s). In the event the decision maker determines it to be in UCF’s best interest to enter into negotiations, he/she after receiving the advice and consent of the Purchasing Director shall:
1. Establish an Evaluation Committee tailored for the particular acquisition that includes appropriate expertise to ensure a comprehensive evaluation of proposals (an evaluation committee is always created for an acquisition that uses the RFP method). The Committee will review all responsive proposals and develop a ranked order of Proposers based on the points given each evaluation criteria contained herein;
2. Develop the acquisition plan (strategy to award with or without negotiations) after review of proposals;
3. Ensure consistency among the solicitation requirements, notices to Proposers, proposal preparation instructions, evaluation criteria, solicitation provisions or contract clauses, and data requirements;
4. Ensure that proposals are evaluated based solely on the evaluation criteria contained in the solicitation;
5. Consider the recommendations of the evaluation committee in determining which Proposer(s) to enter into negotiations; and
6. Select the negotiation team. This can be the evaluation team or any other individual(s) the decision maker deems necessary for the acquisition. The negotiation team will invite the highest ranked Proposer(s) falling within the desired competitive range to enter into negotiations.
C. All proposals shall be initially evaluated based on weighted criteria set forth in the table below by members of an evaluation committee. Such committee shall consist of three (3) or more individuals who have expertise regarding, or some experience with, the subject matter of the RFP or, if none, then individuals who could be characterized as recipients, beneficiaries, or users of the RFP’s subject matter. The Vice President/Dean or his/her written designee(s) will appoint the evaluation committee members. Each evaluation committee member shall function independently of all persons including, without limitations, the other committee members, and, throughout the entire evaluation process, each evaluation committee member is strictly prohibited from meeting with or otherwise discussing this RFP and any aspect thereof including, without limitation, the proposals and their content with any other individual whatsoever. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct an independent evaluation of the proposals in accordance with the weighted evaluation criteria set forth in the following Table A.
A number of factors will be used to evaluate each of the proposals received in response to this RFP. Specifically, the following is a summary of evaluation factors and the point value assigned to each (see Section 4.2.1 for the corresponding format to be used by offerors in creating their proposals). These weighted factors will be used in the evaluation of the individual offeror proposals. A maximum of 100 points may be awarded based upon the quality and thoroughness of the offeror’s response to each evaluation factor listed and described below.
Table A – Evaluation of Solicitation Responses
|EVALUATION FACTOR CORRESPONDING TO SECTION NUMBER BELOW: |MAXIMUM POINTS |
|4.2.1 Technical Requirements |20 |
|4.2.2 Support and Service Specifications |20 |
|4.2.3 Total Cost |25 |
|4.2.4 Corporate Overview |5 |
|4.2.5 Kick-Off/Roll-Out Plan/Implementation |10 |
|4.2.6 Conformance to RFP’s preferred conditions and requirements (failure to conform to competitive solicitation’s|5 |
|mandatory conditions and requirements may be deemed non-responsive) | |
|4.2.7 References |5 |
|4.2.8 Other Value Added Services |10 |
| | |
|GRAND POINT TOTAL: |100 |
Technical Requirements (see Section 4.2.1): Up to a maximum of 20 points will be awarded in this category. Please see Section 4.2.1 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Support and Service Specifications (see Section 4.2.2): Up to a maximum of 20 points will be awarded in this category. Please see Section 4.2.2 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Total Cost (see Section 4.2.3): The evaluation of each offeror’s cost proposal will be conducted using the following formula:
Lowest Responsive Offer Total Cost
----------------------------------------------------------- X 25 = Award Points
This Proposer’s Total Cost
Please see Section 4.2.3 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Corporate Overview (see Section 4.2.4): Up to a maximum of 5 points will be awarded in this category. Please see Section 4.2.4 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Kick Off/Roll-Out Plan/Implementation (see Section 4.2.5): Up to a maximum of 10 points will be awarded in this category. Please see Section 4.2.5 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Conformance to RFP’s Preferred Conditions and Requirements (see Section 4.2.6): Up to a maximum of 5 points will be awarded in this category. Please see Section 4.2.6 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
References (see Section 4.2.7): Up to a maximum of 5 points will be awarded in this category. Please see Section 4.2.7 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
Other Value Added Services (see Section 4.2.8): Up to a maximum of 10 points will be awarded in this category. Please see Section 4.2.8 and its various sub-sections below for a complete description of the factors that will be evaluated in deriving each Proposer’s score in this category.
In addition to the above scoring methodology, finalist Proposers may be invited to present their offers in person to the evaluation committee. Also, finalist Proposers may be invited to demonstrate their proposed models. Proposers may be required to provide one complete system of each type proposed (or certain of the models proposed) in response to the maximum specifications. Customer site visits will likely be required of any finalist Proposers for the Segment 6 production models.
A separate evaluation will be done on the oral presentations, product demonstrations and/or customer site visits as applicable. The finalist offeror(s) with the highest scores will be invited to engage in contract negotiations.
Each evaluation committee member must independently score, in writing, each proposal on the form depicted in Appendix I. Each evaluation committee member shall enter comments, if any, regarding the proposal and then sign the completed score forms and deliver them, in a sealed envelope, to Sandra Wheeler, who will forward copies to the Vice President, Administration and Finance, or his/her designee. At the time of such delivery to Sandra Wheeler, the evaluation committee member shall cease to participate further in this RFP process unless expressly requested otherwise by the Vice President, Administration and Finance.
The Vice President, Administration and Finance shall review, in the manner and to the extent he/she deems reasonable under the circumstances, the RFP, the proposals, and committee members’ scoring forms. While not bound to them, the Vice President, Administration and Finance may give deference to the scoring forms. Based on what the Vice President, Administration and Finance determines is in the best interest of UCF, the Vice President, Administration and Finance will then make the final decision whether or not to recommend the award of a contract to a Proposer to this RFP, negotiate with the highest ranked Proposer(s) or cancel the RFP.
The Vice President, Administration and Finance may, at any time during this RFP process, assign one (1) or more UCF staff member(s) to assist the Vice President, Administration and Finance review prior to his/her decision-making in this process. UCF is not obligated to make an award under or as a result of this RFP or to award such contract, if any, on the basis of lowest cost or highest commission proposed. UCF reserves the right to award such contract, if any, to the Proposer(s) submitting a proposal that UCF, in its sole discretion, determines is in UCF’s best interest.
2.9. Posting of Recommended Selection
The recommendation to award a contract, if any, to a Proposer(s) to this RFP will be posted for review by interested parties in the Purchasing Department and will remain posted for a period of seventy-two (72) hours (three (3) business days).
A. If the Proposer desires to protest the recommendation to award a contract, if any, the Proposer must file with UCF:
1. A written notice of intent to protest within seventy-two (72) hours (three (3) business days) of the posting of the recommended award. UCF shall not extend or waive this time requirement for any reason whatsoever.
2. A formal written protest by petition within ten (10) calendar days of the date on which the notice of intent to protest is filed. UCF shall not extend or waive this time requirement for any reason whatsoever.
B. Failure to file in writing either a notice of intent to protest or a formal protest by petition within the time prescribed in Section 120.57 (3), Florida Statutes, shall constitute a waiver of all proceedings under Chapter 120, Florida Statutes.
C. A formal written protest by petition must be accompanied by a Protest Bond payable to UCF in the amount of $10,000 or 10% of UCF’s estimate of the total value of the proposed contract, whichever is less. The form of the Protest Bond shall be a cashier’s check or money order made payable to UCF.
D. In addition to all other conditions and requirements of this RFP, UCF shall not be obligated to pay for information obtained from or through the Proposer.
2.10. Proposal Validity Period
Any submitted proposal, shall in its entirety, remain a valid proposal for 120 days after the proposal submission date.
2.11. Disposition of Proposals
All proposals become the property of the State of Florida, and the State of Florida shall have the right to use all ideas, and/or adaptations of those ideas, contained in any proposal received in response to this RFP. Any parts of the proposal or any other material(s) submitted to UCF with the proposal that are copyrighted or expressly marked as “confidential”, “proprietary”, or “trade secret”, will be exempted from the “open records disclosure requirements” of Chapter 119, Florida Statutes, but only to the extent expressly authorized by Florida law. UCF’s selection or rejection of a proposal will not affect this exemption.
2.12. Economy of Presentation
Each proposal shall be prepared simply and economically, providing a straightforward, concise description of the Proposer’s capabilities to satisfy the conditions and requirements of this RFP. Fancy bindings, colored displays, and promotional material are not desired. Emphasis in each proposal must be on completeness and clarity of content. To expedite the evaluation of proposals, it is mandatory that Proposers follow the format and instructions contained herein. UCF is not liable for any costs incurred by any Proposer in responding to this RFP including, without limitation, costs for oral presentations requested by UCF, if any.
2.13. Restricted Discussions/Submissions
From the date of issuance of the RFP until UCF takes final agency action, the Proposer must not discuss the proposal or any part thereof with any employee, agent, or representative of UCF except as expressly requested by UCF in writing. Violation of this restriction will result in REJECTION of the Proposer’s proposal.
2.14. Verbal Instructions Procedure
No negotiations, decisions, or actions shall be initiated or executed by the Proposer as a result of any discussions with any UCF employee. Only those communications that are in writing from the authorized UCF representative identified in Section 2.1. of this RFP that have been approved in writing by UCF’s President or the President’s designee shall be considered as a duly authorized expression on behalf of UCF. Only communications/inquiries from the Proposer that are signed in writing and delivered on a timely basis, i.e., not later than 2 p.m. on April 10, 2008, will be recognized by UCF as duly authorized expressions on behalf of the Proposer.
2.15. State Licensing Requirements
All corporations seeking to do business with the State of Florida shall, at the time of submitting a proposal in response to this RFP, either be on file or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application must be furnished to UCF when submitting the proposal. The successful Proposer, if any, shall be on file with the Florida Department of State at the time of execution of a contract resulting from this RFP, if any. Similarly partnerships seeking to do business with the State shall, at the time of submitting such a proposal, have complied with the applicable provisions of Chapter 620, Florida Statutes. A statement shall be required indicating that the Proposer is a corporation or other legal entity. If subcontractors are used, a statement shall also be required indicating that all subcontractors are registered with the State of Florida in accordance with Chapter 607 or 620, Florida Statutes, providing their corporate charter numbers. For additional information, the Proposer shall contact the Florida Secretary of State’s Office at: Corporations (850) 245-6052, option 2; limited liability or partnership companies (850)245-6051; or .
2.16. Parking
The successful Proposer, if any is selected by UCF, shall ensure that all vehicles parked on campus for purposes relating to work resulting from this RFP shall have proper parking permits. All vehicles must be registered with UCF’s Parking Services Department, and Proposer must purchase parking permits. Proposer’s vehicles shall observe all parking rules and regulations. Failure to obtain parking permits, properly display them, and otherwise comply with all UCF’s parking rules and regulations could result in tickets and/or towing at the expense of Proposer or Proposer’s employee. For additional parking information, contact UCF’s Parking Services Department at (407) 823-5812.
2.17. Definitions
UCF’S Contract Administrator - The University’ designated liaison with the Proposer. In this matter UCF’s Contract Administrator will be Sandra Wheeler.
Proposer - Anyone who submits a timely proposal in response to this RFP.
Successful Proposer - The firm that is the recommended recipient of the award of a contract under this RFP.
Contract - The formal bilateral agreement signed by a representative of the University and the Proposer which incorporates the requirements and conditions listed in this RFP and the Proposer’s proposal.
Project Manager - After contract award a liaison from the user department will oversee the Proposer’s performance and report as needed to the contract administrator. The Project Manager will be Peggy Howse.
Digital Multifunctional Copiers: The terms “digital multifunctional copiers,” “copiers,” “digital copiers” and “multifunctional copiers” will be used interchangeably. Digital Copiers that can perform printing, scanning and/or faxing functions shall be referred to as “Digital Multifunctional Copiers.”
Copies/Prints: The terms "copies," "prints" and "impressions" shall be construed to mean monochrome (i.e., not color) printed images, unless otherwise stated.
2.18. Procurement Rules
A. UCF has established for purposes of this RFP that the words “shall”, “must”, or “will” are equivalent in this RFP and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by UCF. A deviation is material if, in UCF’s sole discretion, the deficient response is not in substantial accord with this RFP’s mandatory conditions requirements.
B. The words “should” or “may” are equivalent in this RFP and indicate very desirable conditions, or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in the proposal being considered as not in the best interest of UCF.
C. The Proposer must agree to abide by each mandatory condition and requirement included in this RFP. Also, the Proposer must initial the designated item, using APPENDIX II, indicating that this section has been understood and agreed upon.
D. The Proposer is solely responsible for the accuracy and completeness of its proposal. The Proposer’s errors or omissions, if any, are solely at the risk of the Proposer and may be grounds for UCF’s REJECTION of the proposal.
E. Proposers are encouraged to submit at least one alternative proposal, however, each alternative proposal must comply with proposal response guidelines and satisfy the mandatory requirements of this RFP. In order to qualify to submit an alternative proposal, the Proposer’s primary proposal must be complete and comply with all instructions. Alternative proposal(s) may be in abbreviated form following the proposal response guidelines, providing complete information for sections that differ in any way from sections contained in the Proposer’s primary proposal. If alternative proposal(s) are submitted, the Proposer must explain the reasons for the alternative(s) and comparative benefits of each. Each proposal submitted will be evaluated on its own merit.
2.19. Force Majeure
No default, delay or failure to perform on the part of UCF shall be considered a default, delay or failure to perform otherwise chargeable, hereunder, if such default, delay or failure to perform is due to causes beyond either UCF’s reasonable control including, but not limited to, strikes, lockouts, actions or inactions of governmental authorities, epidemics, war, embargoes, fire, earthquake, acts of God, default of common carrier. In the event of such default, delay, or failure to perform due to causes beyond UCF’s reasonable control, any date or times by which either party is otherwise scheduled to perform shall be extended automatically for a period of time equal in duration to the time lost by reason of the cause beyond the reasonable control of UCF.
2.20. Limitation of Remedies, Indemnification, and Insurance
A. The Attorney General of the State of Florida has rendered an opinion that agencies of the State of Florida cannot contractually limit the State's right to redress. Consequently, any proposal by Proposer to limit the Proposer’s liabilities to the State or to limit the State’s remedies against the Proposer is unacceptable and will result in the REJECTION of the Proposer’s proposal.
B. As an agency of the State of Florida, UCF’s liability is regulated by Florida law. Except for its’ employees acting within the course and scope of their employment, UCF shall not indemnify any entity or person. The State of Florida is self-insured to the extent of its liability under law and any liability in excess of that specified in statute may be awarded only through special legislative action. Accordingly, UCF’s liability and indemnification obligations under this RFP and the resulting contract, if any, shall be effective only to the extent required by Florida law; and any provision requiring UCF to provide insurance coverage other than the State of Florida self-insurance shall not be effective.
Under this RFP and the resulting contract, if any, the Proposer must hold UCF and those in privities with UCF, and their officers, employees, and agents harmless from and indemnify each of them against any and all liabilities, actions, damages, suits, proceedings and judgments from claims arising or resulting from the acts and omissions of the Proposer and those under the Proposer’s supervision and control; provided, however, such indemnification shall not include any amounts for consequential damages and shall be limited to proven damages in an amount not to exceed the required insurance policy limits of the Proposer.
C. The Proposer shall obtain, maintain, and pay for insurance in the categories listed in the following insurance schedule. It is not the intent of this schedule to limit the types of insurance otherwise required by this RFP or that which the Proposer may desire to obtain. The insurance coverage in each category shall meet or exceed the minimum limits set forth in the insurance schedule below. All such insurance policies must be with insurers qualified to do business in Florida. The insurance shall cover all of the Proposer's operations under the contract resulting from this RFP, if any, and shall be effective throughout the effective period of such contract. UCF, its Board of Trustees, the Florida Department of Education, and the State of Florida, shall be included as additional named insureds on each of Proposer’s policies. The Proposer shall furnish UCF proof of Proposer’s insurance coverage by original ACORD certificates of insurance no later than five (5) days after the contract resulting from this RFP, if any, is executed. Before commencement of work under the contract resulting from this RFP, if any, the Proposer shall submit evidence that it and all of its subcontractors, if any, have obtained full insurance coverage set forth in the following schedule. See also Section 2.31. below entitled “Subcontracts.” UCF shall always be exempt from, and in no way be liable for, any sums of money which may represent a deductible in any of Proposer’s or Proposer’s subcontractors’ insurance policies. The payment of such deductible shall be the sole responsibility of the Proposer and/or Proposer’s subcontractor that obtained the insurance. The Proposer shall always promptly notify UCF of any change in insurance coverage or carrier by it or any of its subcontractors. See also Section 2.31. entitled “Subcontracts.”
SCHEDULE:
Policy
(a) Worker's Compensation Statutory
(b) *Comprehensive General Liability Insurance:
(1) Bodily Injury Liability $500,000 each Person
$500,000 each occurrence
$1,000,000 aggregate
(2) Property Damage Liability $500,000 each occurrence
$1,000,000 aggregate
(c) Comprehensive Automobile Liability Insurance:
(1) Bodily Injury Liability $500,000 each person
$1,000,000 each occurrence
(2) Property Damage Liability $500,000 each occurrence
(d) Excess Umbrella Liability
Combined Single Limit Bodily Injury $1,000,000 each occurrence
Injury and/or Property Damage $3,000,000 aggregate
*Comprehensive Liability to include but not be limited to:
(1) Consumption or Use of Products
(2) Existence of Vehicles, Equipment or Machines on Location
(3) Contractual Obligations to Customers
D. WORKER’S COMPENSATION: During the Contract term, the Proposer at its sole expense shall provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the Contract, which, as a minimum, shall be: workers' compensation and employer's liability insurance in accordance with Chapter 440 of the Florida Statues, with minimum employers' liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. Such policy shall cover all employees engaged in any Contract work.
Employers who have employees who are engaged in work in Florida must use Florida rates, rules, and classifications for those employees. In the construction industry, only corporate officers of a corporation or any group of affiliated corporations may elect to be exempt from workers' compensation coverage requirements. Such exemptions are limited to a maximum of three per corporation and each exemption holder must own at least 10% of the corporation. Independent Proposers, sole proprietors and partners in the construction industry cannot elect to be exempt and must maintain workers' compensation insurance. MACROBUTTON HtmlResAnchor
2.21. Term of Contract
The contract resulting from this RFP, if any, will be for a four-year period beginning approximately August 15, 2008, with UCF, and the selected service provider and the University having the option to renew for an additional two (2) one (1) year periods pending mutual consent.
2.22. Cancellation /Termination of Contract
Any Contract established as a result of this RFP may be terminated according to the following terms and conditions:
UCF may terminate this Contract for Due Cause. Due Cause shall be defined as a contract breach of a material provision by the Proposer that remains substantially uncured after thirty (30) days’ advanced written notice to the Proposer, which notice describes the breach in detail sufficient to permit cure by the Proposer.
Any contract established as a result of this RFP may be unilaterally canceled by UCF for refusal by Proposer to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Proposer in conjunction with this RFP or the resulting contract.
2.23. Assignment and Amendment of Contract
Neither the contract resulting from this RFP, if any, nor any duties or obligations under such contract shall be assignable by the Proposer without the prior written consent of UCF. Any contract resulting from this RFP may be amended only in writing signed by the Proposer and UCF with the same degree of formality evidenced in the contract resulting from this RFP.
2.24. Independent Parties
Except as expressly provided otherwise in the contract resulting from this RFP, if any, UCF and the Proposer shall remain independent parties and neither shall be an officer, employee, agent, representative or co-partner of, or a joint venturer with, the other.
2.25. Performance Investigations
As part of its evaluation process, UCF may make investigations to determine the ability of the Proposer to perform under this RFP. UCF reserves the right to REJECT any proposal if the Proposer fails to satisfy UCF that it is properly qualified to carry out the obligations under this RFP.
2.26. Severability
If any provision of the contract resulting from this RFP, if any, is contrary to, prohibited by, or deemed invalid by applicable laws or regulations of any jurisdiction in which it is sought to be enforced, then said provision shall be deemed inapplicable and omitted and shall not invalidate the remaining provisions of such contract.
2.27. Notices
All notices and all other matters pertaining to the contract resulting from this RFP, if any, to a party shall be in writing, shall be hand delivered, or sent by registered or certified U.S. Mail, return receipt requested, and shall be deemed to have been duly given when actually received by the addressee at the address listed in section 2.1 of this RFP.
2.28. Governing Law and Venue
This RFP and resulting contract, if any, and any disputes there under will be governed by the laws of the State of Florida and shall be deemed to have been executed and entered into in the State of Florida. Any such contract shall be construed, performed, and enforced in all respects in accordance with the laws and rules of the State of Florida, and any provision in such contract in conflict with Florida law and rules shall be void and of no effect. UCF and Proposer hereby agree that this RFP and resulting contract, if any, shall be enforced in the courts of the State of Florida and that venue shall always be in Orange County, Florida.
2.29. Liaison
UCF’s liaison with the successful Proposer, if any, shall be Peggy Howse, Assistant Director of Business Services.
2.30. Subcontracts
The Proposer is fully responsible for all work performed under the contract resulting from this RFP, if any. The Proposer may, with the prior written consent of UCF, enter into written subcontract(s) for performance of certain of its functions under such contract. The subcontractors and the amount of the subcontract(s) shall be identified in the Proposer's response to this RFP. No subcontract shall be implemented or effective until approved in writing by UCF. No subcontract(s), which the Proposer enters into under the contract resulting from this RFP, if any, shall in any way relieve the Proposer of any responsibility for performance of its duties under such contract. Proposer is responsible to fully notify any subcontractor(s) of their responsibilities under any subcontract. All payments to subcontractors shall be the sole responsibility of the Proposer.
2.31. Employment of UCF Personnel
The Proposer shall not, without UCF’s prior written consent, knowingly recruit for engagement, on a full time, part time, or other basis during the period of this RFP and any resulting contract, any individuals who are or have been UCF employees at any time during such period, except for UCF’s regularly retired employees, or any adversely affected State employees.
2.32. Equal Opportunity Statement
The State of Florida and UCF subscribe to equal opportunity practices, which conform to both the spirit and the letter of all laws against discrimination and are committed to non-discrimination on the basis of race, creed, color, sex, age, national origin, religion, veteran or marital status, or disability. Proposer commits to the following:
A. The provisions of Executive Order 11246, September 24, 1965, as amended by Executive Order 11375, and the rules, regulations and relevant orders of the Secretary of Labor that are applicable to each order placed against the contract resulting from this RFP, if any, regardless of value.
B. The Proposer, if any, awarded a contract under this RFP shall agree to comply with the Americans with Disabilities Act (ADA) of 1990.
C. If the Proposer anticipates receiving $10,000 in orders during the first 12 months of the contract, if any, resulting from this RFP, Proposer must complete a Certificate of Non-Segregated Facilities form and attach the form to the proposal. A sample certificate is attached as APPENDIX III.
D. If the Proposer anticipates receiving $50,000 in orders during the first 12 months of the contract, if any, resulting from this RFP, and employs more than 50 people, the Proposer must complete and file prior to March 1 of each year a standard form 100 (EEO-1).
E. If the Proposer anticipates receiving $50,000 in orders during the first 12 months of the contract, if any, resulting from this RFP, and employs more than 50 people, the Proposer must maintain a written program for affirmative action compliance that is accessible for review upon request by UCF.
F. Proposers shall identify their company’s government classification at time of proposal submittal. See UCF Form RFP/CS (RFP acknowledgement cover page). Proposer’s identity will not foster special consideration during this RFP process; this is only for informational purposes for reporting.
2.33. Waiver of Rights and Breaches
No right conferred on UCF by this RFP or resulting contract, if any, shall be deemed waived and no breach of any such contract excused, unless such waiver of right or excuse of breach shall be in writing and signed by UCF’s signatory. UCF’s waiver or excuse of a breach by the other party shall not constitute a waiver or excuse of any other breach.
2.34. Headings Not Controlling
Headings used in any contract resulting from this RFP are for reference purposes only and shall not be considered to be a substantive part of such contract.
2.35. Employee Involvement/Covenant Against Contingent Fees
In accordance with Section 112.3185, Florida Statutes, the Proposer hereby certifies that, to the best of its knowledge and belief, no individual employed by the Proposer or subcontracted by the Proposer has an immediate relationship to any employee of UCF who was directly or indirectly involved in any way in the procurement of the contract, if any, resulting from this RFP or goods or services thereunder. Violation of this section by Proposer shall be grounds for cancellation of such contract. The Proposer also warrants that no person or selling agency has been employed, engaged or retained to solicit or secure any contract resulting from this RFP or any advantage hereunder upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, or in exchange for any substantial consideration bargained for, excepting that which is provided to the Proposer's bona fide employees or to bona fide professional commercial or selling agencies or in the exercise of reasonable diligence should have been known by the State to be maintained by the Proposer for the purpose of securing business for Proposer. In the event of the Proposer's breach or violation of this warranty, UCF shall, subject to Proposer's rights under Chapter 120, Florida Statutes, have the right, at its option, to annul any contract resulting from this RFP without liability, to deduct from the charges otherwise payable by UCF under such contract the full amount of such commission, percentage, brokerage, or contingent fee, and to pursue any other remedy available to UCF under such contract, at law or in equity.
2.36. Site Rules and Regulations
Proposer shall use its best efforts to assure that its employees and agents, while on UCF’s premises, shall comply with the State's and UCF’s site rules and regulations, if any.
2.37. Travel Expenses
Proposer shall not under this RFP or any resulting contract charge UCF for any travel expenses, meals, and lodging without UCF's prior written approval. Upon obtaining UCF's prior written approval, Proposer may be authorized to incur travel expenses payable by UCF to the extent and means provided by Sections 287.058(1) and 112.061, Florida Statutes. Any expenses in excess of the prescribed amounts shall be borne by the Proposer.
2.38. Annual Appropriations
UCF’s performance and obligation to pay under any contract resulting from this RFP will be subject to and contingent upon the availability of funds appropriated by the Florida Legislature or otherwise lawfully expendable for the purposes of such contract for the current and future periods (Section 287.0582, Florida Statutes). UCF shall give notice to Proposer of the non-availability of such funds when UCF has knowledge thereof. Upon receipt of such notice by Proposer, Proposer shall be entitled to payment only for those services performed prior to the date notice is received.
2.39. Taxes
The State of Florida is a tax-immune sovereign and exempt from the payment of all sales, use and excise taxes. The Proposer shall be responsible to pay any such taxes imposed on taxable activities/services under the contract, if any, resulting from this RFP.
2.40. Contractual Precedence
The agreement that results from this RFP and any attachments and/or addenda that are executed by University’s duly authorized signatory constitutes the entire and exclusive agreement between the parties. Attachments and/or addenda may include, but are not limited to, Proposer Pricing Forms, the UCF Request for Proposal (“RFP”) including all the University’s RFP specifications, and the Proposer’s RFP response. In the event of any conflict or inconsistency between before mentioned documents, the order of precedence is:
A. University’s RFP including all specifications, attachments and appendices;
B. The Agreement;
C. Proposer’s RFP response; and
D. Any other attached documents signed by the University’s official signatory at the time the Agreement is executed.
2.41 Use of Contract by Other Government Agencies:
At the option of the vendor/Proposer, the use of the contract resulting from this solicitation may be extended to other governmental agencies, including the State of Florida, its agencies, political subdivisions, counties and cities.
Each governmental agency allowed by the vendor/Proposer to use this contract shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchases and shall be liable only for good or services ordered, received and accepted. No agency receives any liability by virtue of this bid and subsequent contract award.
3.0 DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL PROGRAM-SPECIFIC REQUIREMENTS
The Successful Proposer shall install Equipment, support services and necessary labor, as applicable, in accordance with each of the requirements listed and described in this Section as set forth below:
3.1 Specifications For Segment 3 Digital Monochrome and Color Hybrid Multifunctional Copiers and Printers:
Technology: Digital Electrostatic
Standard Functionality:
Monochrome copying only: Standard (on 46 of the 295 units)
Monochrome copying, printing & scanning only: Standard (on 209 of the 295 units)
Color copying only: Standard (on 1 of the 295 units)
Color copying, color printing & color scanning
only: Standard (on 39 of the 295 units)
Copy/Print Tracking System: Standard
Rated speed: 35 monochrome impressions per minute minimum (monochrome and Color Hybrid units); 30 color copies per minute minimum (Color Hybrid units only)
FCT (First-Copy Time): 6 Seconds or Less
Monochrome copies/prints on Color Hybrid units: Included in Monochrome annual volume guarantee and priced the same as Attachment A item (a) all-inclusive monochrome cost-per-impression
RADF: Standard (on 235 of the 255 monochrome Multifunctional units and 39 of the 40 Color Hybrid units)
Compatibility with UCF’s owned population of
Binder Minder Spine-Saver Devices (interface
cabling included): Standard (on 20 of the 255 monochrome units and 1 Color Hybrid unit)
Compatibility with UCF’s owned population of
Jamex Model 6557-10 Coin-Operated Devices with
Built-in Drawer-Locking Mechanisims: Standard (on 46 of the 255 monochrome units and 1 Color Hybrid unit)
Duplexing: Standard
Single-position Stapling Finisher: Standard (on 209 of the 255 monochrome units
and 39 of the 40 Color Hybrid units)
Sheet capacity of finisher: 300 sheets minimum (on 209 of the 255 monochrome units and 39 of the 40 Color Hybrid units)
Separate finisher trays/locations for prints & copies: Standard (on 209 of the 255 monochrome units and 39 of the 40 Color Hybrid units)
Scan-to-email (with LDAP authentication): Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Console: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 2,000 sheets minimum (3,000 sheets required on the 46 monochrome copying-only units and the 1 copying-only Color Hybrid unit)
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 36,000 (36 thousand) monochrome impressions
Guaranteed number of Segment 3
Multifunctional Units: Two-hundred and ninety-five (295) total units; Forty-six (46) of the 295 units shall be equipped with monochrome copying only; Two-hundred and nine (209) of the 295 units shall be equipped with monochrome copying, printing and scanning only; One (1) of the 295 units shall be equipped with color copying only; and Thirty-nine (39) of the 295 units shall be Color Hybrid Units equipped with color copying, color printing and color scanning only
3.2 Specifications For Segment 4 Digital Monochrome and Color Hybrid Multifunctional Copiers:
Technology: Digital Electrostatic
Standard Functionality:
Monochrome copying, printing & scanning only: Standard (on 37 of the 46 units)
Color copying, color printing & color scanning
only: Standard (on 9 of the 46 units)
Copy/Print Tracking System: Standard
Rated speed: 55 monochrome impressions per minute minimum (monochrome and Color Hybrid units); 50 color copies per minute minimum (Color Hybrid units only)
FCT (First-Copy Time): 4.5 Seconds or Less
Monochrome copies/prints on Color Hybrid units: Included in Monochrome annual volume guarantee and priced the same as Attachment A item (a) all-inclusive monochrome cost-per-impression
RADF: Standard
Duplexing: Standard
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Three-Hole Punching: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 3,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 180,000 (180 thousand) monochrome impressions
Guaranteed number of Segment 4
Multifunctional Units: Forty-six (46) total units; Thirty-seven (37) of the 46 units shall be equipped with monochrome copying, printing and scanning only; and Nine (9) of the 46 units shall be Color Hybrid Units equipped with color copying, color printing and color scanning only
3.3 Specifications For Segment 5 Digital Monochrome Multifunctional Copiers:
Technology: Digital Electrostatic
Standard Functionality: Monochrome copying, printing & scanning
Copy/Print Tracking System: Standard
Rated speed: 75 monochrome impressions per minute minimum
FCT (First-Copy Time): 4 Seconds or Less
RADF: Standard
Duplexing: Standard
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Three-Hole Punching: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 5,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 480,000 (480 thousand) monochrome impressions
Guaranteed number of Segment 5
Monochrome Multifunctional Units: Eight (8) total units
Specifications For Segment 6 Light Production Monochrome Multifunctional Units
Technology: Digital Electrostatic
Standard Functionality: Monochrome copying, printing & scanning
Rated speed: 105 monochrome impressions per minute minimum
Tandem copy/print: Standard (on both units)
Legal-/Ledger-size copies/prints: Count as one (1) copy click each
RADF: Standard
Duplexing: Standard
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Three-Hole Punching: Standard
Saddle-Stitching: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 5,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 1,200,000 (1.2 million) monochrome impressions
File Format Compatibility: .tif/.ps/.pdf/.doc/.xls
Guaranteed number of Segment 6 Light
Production units: Two (2) total units
Specifications For Segment 6 Heavy Production Monochrome System with Front-End Controller and Scanner
Technology: Digital Electrostatic
Standard Functionality: Monochrome printing & scanning
Rated speed: 135 monochrome impressions per minute minimum
Legal-/Ledger-size prints: Count as one (1) copy click each
Finisher w/multi-position stapling: Standard
Sheet capacity of finisher: 3,000 sheets minimum
Offset Stacking: Standard
Three-Hole Punching: Standard
Coil Punching: Standard
Booklet Folding & Trimming: Standard (25 sheets per folded booklet)
Post-process sheet insertion tray (interposer): Standard
Tape Binding or Perfect Book Binding: Standard (100 sheets per book minimum)
Tab Printing (one-sided): Standard
Tab Extension Printing: Standard
Number of units to be controlled: One (1) Segment 6 Heavy Production unit and two (2) Segment 6 Light Production units
CPU/Workstation: PC, Sun or Mac Standard (controller)
Monitor: 19” Flat-Screen (for controller)
Adobe Acrobat: One Full License Standard including Distiller (controller)
Editing (crop, insert, despeckle & deskew) software: Standard (controller software)
Job Queuing (Prioritization): Standard (controller software)
Electronic Job Tickets: Standard (controller software)
Job Splitting/Load Balancing: Standard (controller software)
Job Accounting: Standard (controller software)
Job Imposition Software: Standard (controller software)
RAM: 1 GB Minimum (controller)
Job Storage Capacity: 100 GB Hard Drive Minimum (controller)
CD-RW Drive: Standard (controller)
File Format Compatibility (marking engine, controller
and scanner): .tif/.ps/.pdf/.doc/.xls
Production Scanner: Standard
Number of paper drawers (excluding bypass): Six minimum (including interposer)
Total sheet capacity of drawers (excluding bypass): 9,000 sheets minimum
Estimated per-unit annual volume: 4,800,000 (4.8 million) monochrome impressions
Guaranteed number of Segment 6 Heavy
Production systems with Front-End
Controller and Scanner: One (1) total system
Annual monochrome volume guarantee
For the equipment installed under this Contract, UCF shall guarantee a pooled monochrome volume of thirty million (30,000,000) total monochrome impressions each year during the term of this Contract. Proposer per-impression pricing shall be set forth in Attachment A.
Monochrome impressions produced on all color-capable devices installed under this Contract are included in the monochrome annual volume guarantee established in the previous paragraph and shall be charged at the same per-impression cost as set forth in item (a) of Attachment A.
The University will not be providing an annual color volume guarantee under this Contract. The per-impression pricing for color copies and prints produced on the Segment 3 & 4 Color Hybrid units shall be set forth in item (b) of Attachment A.
Annual monochrome volume reconciliations; monthly billing in arrears
Monochrome volume reconciliations for both the Monochrome and Color Equipment installed under this Contract will each occur annually, on the anniversary date of this Contract (July 1) during the term of the Contract, with final reconciliation at the termination of the contract, according to the annual volume guarantee set forth in Section 3.6 above. Therefore, average monthly monochrome volume shortfalls or overages shall be carried forward within each twelve-month period and reconciled separately once per year under this Contract, with final reconciliation at the termination of the contract.
Volume reconciliation results will be either credited by the Proposer (in the event of under-production) or paid by UCF (in the event of over-production) at the close of each annual volume reconciliation period. At the completion of this Contract’s four-year initial term, any credit due UCF will be paid in full by the Proposer in the form of a check within thirty (30) days.
The monthly billing statement, which shall be issued in arrears on the month following the end of month the Contract is in effect, will reflect charges equal to the pro-rated monthly volume guarantee (as listed in Section 3.6) above, multiplied by the applicable contracted per-impression cost as listed on Attachment A.
On each monthly consolidated invoice, separate line items will reflect the following additional costs as applicable: All color impressions produced on each device, multiplied by the applicable per-color-impression rate set forth in item (b) on Attachment A; The per-unit monthly flat-rate charge for each unit functionally upgraded as provided for in Section 3.17 below; and All monthly charges applicable to any units added by UCF as per the terms of Section 3.16 below.
Responsibility for collecting meter readings; Monthly Equipment Performance and Meter Reports
The Proposer shall be responsible for collecting meter readings from all installed equipment to fulfill Proposer invoicing and monthly reporting requirements. Meter readings shall include the total copy and print volume for the device, as well as the copy and print volume for each individual or department code programmed into the device.
The Proposer shall provide UCF with a Monthly Equipment Performance and Meter Report. The formatting of the Monthly Equipment Performance and Meter Report will be accomplished according to the needs of UCF’s Business Services Department, however the Monthly Equipment Performance and Meter Report shall indicate at minimum the following information during the period for each unit installed: unit identification number, room number, school/administrative department name, applicable cost center (provided by UCF’s Business Services Department), total number of copies for the device and for each individual user/department code, number of prints for the device and for each individual user/department code, number of fax receptions (if applicable) for the device and for each individual user/department code, number of service calls, number of preventive maintenance calls performed, actual response time for each required service call, total uptime hours and the unit’s resulting uptime percentage for the month (see Section 3.25 below for the definition of uptime that will be used under this Contract).
The Monthly Equipment Performance and Meter Report will be sent to these email addresses: kmcgover@mail.ucf.edu, jsmith@ and other designees of the University by the tenth day of each succeeding month at the end of each monthly period during the term of this Contract.
Networking infrastructure
All equipment shall be fully network compatible with the University’s networking environment when installed.
Client Operating Systems which must be supported for printing on all installed units include: Windows: 2000, XP and Vista; MAC OSX (all current version levels); and Redhat Linux. Drivers must be available for each of these desktop operating systems.
Network Interface Cards must communicate over 10/100Base-Tx Ethernet lines running TCP/IP protocols. IP addresses and Device Names must be fully configurable via a web-based interface. The Page Description Languages installed on every Digital Monochrome and Color Multifunctional Copier must include PCL6 as well as PostScript 3.
Driver updates
9 The Proposer shall ensure that all network print drivers and device management utilities installed under this Contract are fully compatible with UCF’s current network operating systems, as listed in Section 3.9, and shall perform updates on an ongoing basis throughout the term of this Contract as UCF’s network environment evolves, at no cost to UCF.
Scanning servers to be included; scan driver/software utility functionality descriptions
Included in the contracted pricing of this Contract in Attachment A, the Proposer shall provide a sufficient number of scanning servers, as well as provide all Digital Monochrome and Color Multifunctional Copiers with the following required scanning functions: Scan-to-email and scan-to-desktop. Proposer shall also provide LDAP authentication functionality to enable each of the Digital Monochrome and Color Multifunctional Copiers to scan and send documents to any email address in any UCF employee’s address book. UCF currently uses both Groupwise and Exchange email servers.
The scan services listed in this Section shall be in addition to any other scan services described in other Sections of this Contract.
Help desk support; print and scan drivers and controllers; responsibility for installation and troubleshooting
All pricing set forth in Attachment A includes the cost for the Proposer to provide, among other items, help desk support to respond to calls from either designated key operators at each digital copier location on campus or the University’s help desk during normal working hours, as well as all necessary print and scan drivers and controllers, and all network administration utilities and updates.
Although the Proposer is at all times ultimately responsible for installing and troubleshooting all Equipment on The University’s network environment under this Contract, The University’s IT department will assist and supervise the Proposer in installing the Equipment, device drivers and utilities on the network.
Firm pricing
All Proposer pricing listed on Attachment A will remain firm throughout the term of the Contract.
New equipment
Only Digital Monochrome and Color Multifunctional Copiers being marketed by the Proposer as of the inception date of this Contract as “New” or “Newly Manufactured” models used for the first time may be installed at the inception of, and during the first two (2) years of, this Contract. Digital Monochrome and Color Multifunctional Copiers offered as either “Rebuilt,” “Used,” “Reconditioned,” “Remanufactured” or “Discontinued” shall not be installed during the first two (2) years of this Contract. During years three, or four of this four-year Contract, however, if additional equipment is required by The University under this Contract, Proposer may install either “New,” “Newly Manufactured,” “Rebuilt,” “Used,” “Reconditioned,” “Remanufactured” or “Discontinued” models at its discretion. Regardless of when equipment is installed under this Contract, all units must conform to the specifications set forth in Sections 3.1 through 3.5. At no time will Proposer install analog equipment under this Contract. All units added under this Contract must conform to the specifications of Sections 3.1 through 3.5 as applicable. Proposer must communicate its intentions to the University regarding this Section prior to installation of any equipment.
Addition of Digital Monochrome and Color Multifunctional Copiers
Additional Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copiers will be offered by the Proposer at the contracted per-impression cost, as listed in Attachment A, multiplied by the estimated annual volume per segment as listed in Sections 3.1 through 3.5. The maximum number units that can be added by the University annually per segment is set forth on Attachment A.
The University may add Digital Monochrome and Color Multifunctional Copiers, subject to the maximum number of units that can be added annually as listed on Attachment A, by completing a Segment 3, 4 & 5 Equipment Add Form (Attachment B). The Proposer must fulfill such additional equipment requests with equipment meeting the specifications of Sections 3.1 through 3.5 and as per the terms of Section 3.15 above within ten (10) business days of receipt of a duly authorized Segment 3, 4 & 5 Equipment Add Form (Attachment B).
Pricing for adding Segment 6 Multifunctional Units, if required, will be negotiated between the parties during the term of this Contract.
Adding units will not in any way renew or extend the term of this Contract.
Functionality upgrades of units & Monthly flat-rate charges
At its sole discretion, The University may require certain functional upgrades on various installed equipment from time to time during the course of this Contract. Functionality upgrades may consist of, but not be limited to: Faxing for Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copiers including Segment 3 & 4 Color Hybrid Units; Hole-Punching for Segment 3 Digital Monochrome and Color Multifunctional Copiers and Color Hybrid Units; and Saddle-Stitching for monochrome units in Segments 3, 4 & 5 and Segment 3 & 4 Color Hybrid Units. The monthly flat-rate charge for such upgrades shall be firm for the first ninety (90) days of this Contract.
After the first ninety (90) days of this Contract, such functional upgrades, or other available equipment upgrades, shall be installed by Proposer at the percentage discount from the manufacturer’s suggest retail price (MSRP) as indicated on Attachment A.
Functionally upgrading units will not in any way renew or extend the term of this Contract.
Load-balancing halfway during term of Contract
The University may, in order to balance volume production and preserve the longevity of the Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Units, require the Proposer to switch certain units within each Segment with other like units at the halfway point of this Contract’s duration (on or about August 15, 2010).
Substituting models of equipment that become discontinued
Should a model of equipment originally installed under this Contract become discontinued by the manufacturer during the term of this Contract, the Proposer may, with the written approval of The University, substitute a like model when it is required by The University to add units or replace units.
Such model(s) to be substituted must be of equal or greater capability as the model to be replaced and must be offered at the same per-impression cost (as listed in Attachment A) as the original model. Proposer must communicate its intentions in writing to the University regarding this Section prior to installation of any substituted equipment.
Inclusion of two (2) full-time on-site technicians for the Digital Monochrome and Color Multifunctional Copier fleet; availability of other factory-trained technicians for Digital Monochrome and Color Multifunctional Copiers; proactive customer service visits
Throughout the term of this Contract, the Proposer shall assign two (2) factory-trained on-site technicians for the full-time technical support of all equipment installed at various University facilities in Orlando.
In addition to the two (2) full-time on-site technicians included under this Contract, the Proposer shall supply as many additional factory-trained technicians as necessary to properly respond to service calls from the installed Digital Monochrome and Color Multifunctional Copier fleet at UCF’s Orlando locations and at other UCF facilities according to the uptime and response time provisions of this RFP.
During the first six (6) months of the term of this Contract, the Proposer shall have the ability to substitute one (1) on-site full-time trainer in lieu of one (1) of the required two (2) full-time on-site technicians, as long as the Proposer is maintaining the uptime and response time provisions of this RFP.
In addition to being responsible for responding to service calls on the installed units, the two (2) full-time on-site technicians will be assigned a rotating schedule of proactive customer service visits at specified University facilities each business day, as per the terms of the next paragraph below, regardless of whether a service call has been placed by an authorized representative of the University at any of those same facilities. Since the full-time on-site technicians will be travelling from one University facility to another throughout each business day, the University will not be providing office space to the technicians. The full-time on-site technicians will, however, be required to check-in with the campus Copier Program Manager each business day.
The schedule of proactive customer service visits shall be determined exclusively by the campus Copier Program Manager and provided to the two (2) full-time on-site technicians on a daily, weekly or monthly basis. At all times during the term of this Contract, The University shall retain the right to amend, adjust or suspend the proactive customer service visit rotational schedule for the full-time on-site technicians.
The priority for the full-time on-site technicians assigned to The University will be to respond to outstanding service calls first and then to make the scheduled proactive customer service visits. Proposer’s full-time on-site technicians is not required to visit all Digital Monochrome and Color Multifunctional Copier locations at each location during these proactive customer service visits. However, during the proactive customer service visit, the technicians will, at minimum, verify with The University location’s designated key operator that all of the installed Digital Monochrome and Color Multifunctional Copiers are working in accordance with the specifications outlined in this Contract. Other technician duties during these proactive customer service visits at each facility shall include, but not be limited to, the following items as deemed necessary by The University: Training of operators; Cleaning units externally and internally; Verifying adequate levels of toner and staple supplies; Installing preventive maintenance kits; and other duties that will ensure minimal unit downtime.
Service and support personnel; customer care specialist functions
The University reserves the right of acceptance of all personnel assigned by the Proposer under this Contract.
At least one of the two full-time on-site technicians responsible for working on equipment at the University must be factory trained on each different model installed under this Contract.
If one of the full-time on-campus servicing technicians is removed by the Proposer from servicing The University’s fleet, another technician of equal, or better, servicing certification and/or capability shall be designated. Proposer must communicate its intentions to The University regarding this Section prior to substituting technicians. Proof of training certification equivalency must be made available to the University’s Copier Program Manager upon request.
Proposer shall provide a dedicated customer care specialist to the University whose responsibilities shall be to coordinate placement of all equipment including relocating and transferring equipment between schools and departments for over- or under-utilized equipment. The customer care specialist will efficiently manage the equipment fleet while maintaining complete customer satisfaction. The detailed duties of the customer care specialist shall include, but not be limited to:
A. Daily Inquiries on Copier/Printer Operations and Acceptance of Orders
i. Evaluate the University’s needs and make recommendations regarding equipment and accessory selections.
ii. Serve as a main point of contact for the receipt of all orders, scheduling installation and training services.
iii. Serve as the first point of contact for any equipment related issues. If messages are left in voice-mail, the account manager must respond to the University within four (4) hours.
iv. Coordinate the scheduling of all preventative maintenance and the scheduled replacement of supplies.
B. Supplies
Educate University staff on ordering adequate levels of supplies. If emergency orders are required, the account representative will make best efforts to expedite the order and assure supplies arrive when needed.
C. Invoicing
Verify the accuracy of all invoices and will investigate any discrepancies. This includes resolving all invoice related issues including overdue payments directly with the University Copier Program Manager.
D. Repairs
Contact the school or department to ensure all repairs were performed to the requirements of this Contract. This includes ensuring ongoing equipment uptime, service response time and expediting any parts which may have to be installed.
E. Meter Readings
Ensure that meter readings are obtained on a regular basis and, therefore be responsible for the accuracy and verification of meter readings in accordance with the requirements of this Contract.
F. Replacement Equipment
Coordinate the installation of replacement equipment, either temporary or permanent.
G. General Correspondence
Be the primary point of contact for all correspondence between Proposer and the University’s Copier Program Manager.
H. Attend Monthly Meetings and Provide Reports
i. Provide the monthly, quarterly, semi-annual and special reports to the University’s Copier Program Manager as required.
ii. Meet on a monthly basis with the University’s Copier Program Manager.
All employees of the Successful Proposer must be in appropriate company uniform, with company name visibly displayed at all times while on the campus of the University and in all University buildings. The personnel must be cordial, well groomed and cognizant of the fact that they may be entering busy school/departmental administrative areas and student living buildings. If for any reason, the University believes that the requirements of this Section are not being followed, it will request intervention from appropriate supervisory personnel. If, after relating the University’s concerns, these requirements are still not being met by the given individual after a thirty-day probation period, the University shall be entitled to a change in personnel serving the campus.
Full service support; all service calls to be placed via toll-free number; service credits
The Proposer shall provide full service support (as described by the service terms of this Contract) for all Digital Monochrome and Color Multifunctional Copiers installed at the University’s various buildings. Service technicians and support personnel must be available to the University’s buildings between the normal working hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, except normal holidays. To ensure access for support purposes, the Proposer understands that different University buildings may have different official operating hours.
Service calls on the University campus will all be routed directly through the Proposer’s dispatch center via a toll-free service hotline staffed by live operators (no recordings except after hours). The full-time on-site service technicians are not, under any circumstances, to give out cell phone or pager numbers to University personnel, as all service calls are to be logged and tracked via the Proposer’s service dispatch system for reporting purposes.
During each service call, an accounting of the number of impressions produced by the Proposer’s technicians shall be made. The resulting number of impressions produced by Proposer technicians during every service call during any given month shall be tracked and reported by the Proposer to the University. This reporting, in the form of service volume credits, shall be deducted from the University’s actual monthly volume production.
Proactive preventive maintenance
It shall be the responsibility of the Proposer to perform proactive preventive maintenance (PM) service for each Digital Monochrome and Color Multifunctional Copier installed under this Contract according to the PM schedule specified by the equipment manufacturer. The Proposer will ensure that all Segment 3, 4 & 5 units will have PM work performed in July and December of each calendar year during the term of this Contract.
PM service must be scheduled beforehand with the designated University key operator at each facility so as to minimize school and administrative department disruption.
University employees shall not be responsible for installing or replacing any equipment components with the exception of toner cartridges/bottles and staple cartridges.
Network support and school/administrative operator training
Complete network support, school/administrative user and operator training shall be provided by a dedicated training specialist provided by the Proposer for all units installed.
Initial training must be provided on functioning equipment in each school or administrative office within 48 hours of delivery and set up. Ongoing training will be provided, as deemed necessary by the University, by the Proposer at no cost. Initial training sessions for delivered equipment will consist of:
i) A detailed explanation of the features of the system installed;
ii) Hands-on training of the unit’s features, applications and benefits;
iii) Question and answer period; and
iv) Providing summary user guides (“Quick Tip sheets”), user manuals and other appropriate materials.
Training support on the Segment 6 Heavy Production system shall include a two-week ramp-up training program for four (4) Printing Services operators.
Monthly uptime performance; definition of uptime
Each individual unit installed under this Contract shall attain at least a 98% monthly uptime performance. At the University’s discretion, any individual unit not meeting the 98% uptime requirement for two (2) consecutive months shall be replaced with a unit of the same (or equivalent substituted) model.
“Uptime” shall be defined as the number of hours, rounded to the nearest one-quarter hour that a given unit is available to be used by an operator. Any number of hours, rounded to the nearest one-quarter hour that a unit is not available to be used by an operator shall be counted as “downtime” hours, subject to the following provisions:
Downtime hours shall be tracked and listed by the Proposer and counted under the following circumstances: Due to a failed part, until such time as the replacement part is installed and working properly; Due to a specific capability (i.e., duplexing, document feeding, or scanning, if so equipped) listed in this Contract that is not functioning to the University’s satisfaction; and Due to copy/print quality that is unreadable or unacceptable for the University’s purposes.
Downtime hours shall be tracked and listed by the Proposer but not counted under the following circumstances: Due to the four-hour response time allowance per service call or email; Due to the number of hours associated with performing preventive maintenance; and Due to obvious and unanticipated customer negligence or abuse.
Proposer shall calculate monthly uptime per unit as follows: the total number of uptime hours per calendar month (calculated by multiplying 22 nine-hour working days per calendar month less all countable downtime hours for the month) divided by 198 average working hours per calendar month.
A $25 per-hour downtime credit shall be applied to the University’s account for each hour or partial hour any individual unit is not operational below the 98% requirement. Downtime credits will appear automatically on the next monthly invoice sent to the University.
On-site service response time for equipment
Service response time shall be within four (4) hours for Digital Monochrome and Color Multifunctional Copiers and within two (2) hours for Segment 6 monochrome equipment installed under this Contract.
For the purposes of this Contract, “service response time” shall be defined as the number of working hours it takes one of the on-site technicians to begin actual work on the given machine from the time that the service call or email is placed by an authorized representative of the University. For example, a service call or email placed at 4 p.m. on a Wednesday afternoon would need to be physically responded to by 11 a.m. on Thursday morning for a unit in a school or administrative facility, or by 9 a.m. for a Segment 6 monochrome unit in Printing Services. The full-time on-site technicians shall not give out cell phone or pager numbers to key operators, or otherwise bypass the dispatch and reporting system put in place by Proposer under this Contract.
Loaner equipment; loaner pool to be established
In the event that repairs cannot be completed within eighteen (18) working hours (two business days) from the time that the first service call is placed on a Segment 1 through 5 Digital Monochrome and Color Multifunctional Copier, equivalent loaner equipment shall be provided by the Proposer proactively (without official request by the University) by the end of the following business day at no additional cost or penalty to the University.
For Segment 6 Digital Monochrome Multifunctional Equipment installed under this Contract, when one of the Segment 6 units is down for more than nine (9) business hours (one business day) from the time that the first service call is placed on such equipment, either: (a) Equivalent loaner equipment shall be provided by the Proposer proactively (without official request by the University) by the end of the following business day at no additional cost or penalty to the University; (b) Proposer must produce any required production jobs that, in the determination of the University Printing Services Supervisor, cannot be produced on the functioning production equipment in the Shop; or (c) Proposer must reimburse the University Printing Services for any production jobs that will need to be outsourced to meet job turnaround times.
From time to time under this Contract, for accreditation, orientation, disaster relief or other purposes, the University may require usage of up to ten (10) low-volume copy/print/scan/fax devices. Accordingly, Proposer will maintain a pool of ten (10) low-volume copy/print/scan/fax devices for the University’s discretionary use.
Equipment compatibility with recycled paper
During the term of this Contract, the University may be utilizing recycled paper using 30% post-consumer waste content. The Proposer affirms that the use of this recycled paper by the University will not cause the equipment to perform under the uptime performance provisions as set forth in Section 3.25 above of this Contract.
Exclusive utilization of OEM parts, supplies and consumables
At all times throughout the term of this Contract, the Proposer shall exclusively utilize the manufacturer’s officially approved OEM parts, supplies and consumables in the Digital Monochrome and Color Multifunctional Copiers installed.
Stocking of supplies and high-mortality parts at the University buildings; supplies to be delivered by Proposer personnel
The Proposer shall at all times under this contract provide each copier location with sufficient supplies (including, but not limited to, such items as toner and staples) to last a minimum of thirty (30) days.
At the Proposer’s sole discretion, high-mortality consumable parts (including, but not limited to, fuser rollers, feed rollers, corona wires and drums) and other parts as required by the Proposer may be stored on-site at one or more UCF buildings in mutually agreed-to locations in a secure location. Proposer agrees to keep all supplies and parts stocked in a neat and orderly fashion, to not store hazardous materials at any UCF location, and to obey all local fire codes and all other safety regulations.
Timetable and responsibility for de-installation of leased Digital Monochrome and Color Multifunctional Copiers
The Proposer will be responsible for de-installing each Digital Monochrome and Color Multifunctional Copier installed under this Contract, and returning it to the leasing company (as applicable) with prepaid freight and insurance, at no charge to the University within fourteen (14) days following the expiration of the Contract’s initial or renewal term. Prior to de-installation of any unit on campus, the Proposer shall remove from each unit’s memory any stored copy/print/scan job data at no charge to the University.
Inspection prior to installation
The successful Proposer(s) will perform an inspection of each site prior to installing equipment under this Contract for the purpose of ensuring the electrical service and floor space will accommodate the model of digital copier to be installed. Unless requested by the University Copier Program Manager, the Proposer shall not engage in any form of marketing activities during this visit to modify the model or features of the digital copier to be installed. If electrical service changes are required they will be the responsibility of UCF. However, the successful Proposer will notify UCF in writing of any electrical, network or other facility modifications noted during the inspection.
Copy/print tracking feature requirements
The Successful Proposer shall provide a copy/print tracking feature as required under Sections 3.1 through 3.5 for all units installed under this Contract. The tracking feature shall control and track both walk-up copies and prints produced by up to 10,000 potential campus users. Walk-up copier users shall be required to enter a unique ID code to access the device; Workstation users shall be authenticated and tracked via their standard network login code. The Proposer shall accumulate all copy/print tracking data each month and provide same to the Business Service Department in electronic (preferably Excel) format by the tenth day of the succeeding month.
At minimum, the data fields that must be collected and reported by the Proposer shall include the total color and monochrome copies/prints for each month per ID code and other pertinent data.
ID codes must be able to be managed (added, deleted, modified) remotely from a centralized workstation. Up to ten (10) account codes per user must be available.
Each Digital Monochrome and Color Multifunctional Copier, once connected to the University network, must be able to transmit the internal user/departmental tracking data electronically to the copy/print tracking system once per month at minimum.
All licensing and maintenance fees for the copy/print tracking feature are included in the proposed Attachment A pricing for the duration of the Contract.
4.0 REQUIRED PROPOSAL FORMAT
4.1. Introduction
The Proposer shall not alter the RFP in any way and shall not reproduce all or any part of the RFP in its proposal document. The contract, if any, resulting from this RFP shall attach the entire RFP and incorporate the RFP by reference.
To facilitate analysis of its proposal, the Proposer must prepare its proposal in accordance with the instructions outlined in this section. If Proposer’s proposal deviates from these instructions, such proposal may, in UCF’s sole discretion, be REJECTED.
UCF EMPHASIZES THAT THE PROPOSER CONCENTRATE ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT WHILE BEING AS BRIEF AS POSSIBLE. The Proposer must use sections and tabs that are clearly identified and also must number and label all parts, pages, figures, and tables in its proposal. Additional tabs may be appended which contain any other pertinent matters that the Proposer wishes UCF to take into consideration in reviewing the proposal. Proposer’s response to this RFP must be sent to UCF’s Authorized Representative at the address listed in Section 2.1. above.
4.2. Proposal Sections Corresponding to Evaluation Criteria
The Proposer shall organize their solicitation response into the sections described below which correspond to Sections 2.8 above and Appendix I below. To assist the evaluators, a separate NUMBERED TAB is required for each of the eight (8) sub-sections (4.2.1 through 4.2.8) below.
The University requests that proposals provide the following information to assist UCF in the selection and evaluation process. Specifically, in their proposals for managing the University’s Digital Monochrome and Color Multifunctional Copiers, Proposers must address all the appropriate requests for information contained within each of the eight sub-Sections that follows:
TECHNICAL REQUIREMENTS
2 In this Section, Proposers shall include data sheets including specifications on all models meeting Section 3.1 through 3.5 specifications that are being proposed on Attachment A. Any deviations to these specifications shall be duly noted in Section 4.2.6.1 of the proposal.
3 Please state in this Section affirmatively (by answering simply “yes” or “no”) whether the program-specific technical terms of Sections 3.6 through 3.33 are acceptable without qualification under a Contract resulting from this RFP. Note: Specific deviations to the terms of Sections 3.6 through 3.33 are to be listed in Section 4.2.6.3 of the proposal, but in this Section we are asking for a general yes or no answer. If the answer is “no” here, all Sections proposed to be deviated from must be listed and substitute language provided for in Section 4.2.6.3 of the proposal.
4 In this Section, Proposer must certify that all Digital Monochrome and Color Multifunctional Copiers being proposed are fully compatible with UCF’s existing network printing environment as required under Section 3.9.
4. In this Section, please indicate the name and version level of the print and scan driver utilities (as applicable) that will be provided to all workstation users to enable functional connectivity to each model in each Digital Monochrome and Color Multifunctional Copier model being proposed
5. In this Section, please indicate the name and version level of the device management utilities that will be provided to UCF’s IT staff members to monitor and control each model in each Digital Monochrome and Color Multifunctional Copier segment being proposed
6. In this Section please provide the NEMA plug configuration type of each model proposed.
7. In this Section please provide the brand and model of power surge protector (line conditioner) being included in the Attachment A, pricing for each model being proposed.
8. Please describe which primary functions (i.e., copying, printing and scanning) are able to be performed simultaneously on the models proposed in each Segment.
9. Please describe which walk-up copying or scanning features, if any, are not available to workstation users via each proposed unit’s print and scan drivers.
10. Please list the amount of included RAM memory dedicated for the copier, scanner and printer functions on each model as it is being proposed.
11. Please list the hard disk drive capacity of each unit as it is being proposed and the maximum number of pages that can be stored into memory for later operator retrieval.
12. Please state whether Attachment A pricing includes wireless printing capabilities for each device proposed. If this is not the case, please state in this Section what the additional cost for wireless printing would be on a per-unit basis.
13. Please state whether the proposed Segment 3 units will be equipped to be fully compatible with Auto-Tron devices owned by the University and used in several walk-up student use areas.
14. In this Section please state whether each proposed Digital Color Multifunctional Copier model is set from the factory to default to monochrome functionality as the priority document imaging mode for both walk-up copy, scanning and print-driver users.
15. Please indicate whether monochrome-only print drivers can be made available for users of the Digital Color Multifunctional Copier models being proposed.
16. Please state whether color scanning capability is included on any of the monochrome models being proposed.
17. Please state whether two-sided one-pass scanning (i.e., “simultaneous” or “perfect” scanning) capability is included on any of the models being proposed.
18. Please indicate whether your proposed scan solution for each device employs “push” or “pull” scanning technology.
19. Please describe whether users can choose a scan file format at each proposed device based on an application and preference. If so, which file formats are available? e.g. PDF, TIFF, and JPEG.
20. Please describe what type of processing do scanned images from each device undergo? e.g. de-skew, de-speckle, visible page edge removal.
21. Please describe whether the devices being proposed can create text-searchable PDF files providing greater access to documents archived in shared files and folders.
22. Please state whether the units being proposed are compatible with scanning documents directly into electronic document management (EDM) systems such as OnBase Documentum, FileNet or Banner XTender. If so, please describe the system, whether it is embedded or external to the device, and any additional costs necessary to achieve EDM compatibility.
23. For each model proposed, please indicate whether multiple pages can be scanned and either emailed or stored without having to go back-and-forth between the device and the PC workstation between each page.
24. Please state whether your scanning solution proposed for each model includes OCR software with advanced desktop layout analysis for editing, archiving and sharing.
25. Please indicate whether users can scan documents to individual or multiple email addresses from each proposed device without any external PC involvement.
26. (a) Please state whether the scanning system for each proposed model is configured to support common network user authorization, authentication schemes and common directory protocols such as LDAP? (b) Are the processes the same as those required by the users’ network login e.g., user name and password? (c) Can a user’s name be added to the “From” field for further verification of the sender?
27. Please state whether each proposed device allows scanned documents to be encrypted for security purposes (if so, please describe your process).
28. Please indicate whether each proposed device allows for seamless scanning to Electronic Document Management Systems (EDMS) or Enterprise Content Management (ECM).
29. Please indicate whether users can scan to a Windows share location or to FTP (Internet transfer) on each model being proposed.
30. Please state whether each proposed device can scan images into WYSIWIG web-based HTML files, improving immediate access to documents posted on any website.
31. Please state whether each proposed device allows a user to attach Document Management Fields (e.g. date, name, file number) to the document file for filing/retrieval and unique identification (sometimes referred to as metadata); If so, whether the metadata or indexing data can be automatically included in the scanning template workflow.
32. Please include specific details on the scanning resolution, gray scale, De-speckle and De-skew and color depth.
33. Please state whether each proposed unit’s stack-feed bypass tray is capable of feeding multiple #10 envelopes.
34. Please provide a brief description of the most efficient method of installing device print and scan driver software for each proposed model on UCF workstations.
35. Please indicate whether banner sheets can be automatically programmed from each print driver to be pulled from a different (color) paper source than for the print job itself.
36. Please state whether banner sheets between print jobs can be programmed from each print driver with the network user’s name and/or other identifier so jobs from multiple distant users can more easily be located in high-volume environments.
37. Please state whether email notifications will be sent automatically to the designated facility key operator when each of the proposed units are out of paper, out of toner or otherwise require key operator attention.
38. Please provide a brief description of how prints and copies will be separated on the finisher and/or exit trays of each Digital Monochrome and Color Multifunctional Copier model being proposed.
39. Please indicate whether the Proposer has confirmed with Jamex that the proposed Segment 3 units are compatible in all respects with the Jamex 6557-10 devices that are owned by the University.
40. In this Section please provide the item numbers and brand names for mailing labels and transparencies that are compatible with each Digital Monochrome and Color Multifunctional Copier model being proposed. Proposer shall certify that the transparency film and mailing labels listed in this Section will run reliably on all Digital Monochrome and Color Multifunctional Copiers being proposed. If the proposed Digital Monochrome and Color Multifunctional Copiers are able to run the transparency film and mailing labels from all paper sources (drawers plus bypass), or if the paper sources are restricted when running this stock, the Proposer shall so state.
41. For the Segment 6 Heavy Production system being proposed, please describe the front-end controller software and hardware included in the Attachment A pricing, including version levels and primary specifications. List specifications of the included PC (if applicable) that is required to process production applications including processor type, speed, memory and monitor specifications. Also describe whether the controller for each location has the ability to split workloads between the light production and heavy production units, and/or between color and monochrome units.
42. For the Segment 6 Heavy Production system being proposed, please describe the folding options included in Attachment A pricing, if any, including, but not limited to such folding capabilities as: booklet, gatefold, letter fold-in, letter fold-out, double parallel and z-fold.
43. For the Segment 6 Heavy Production system being proposed, please answer whether or not clicks will be charged for sheets fed from the interposer tray(s).
44. Please state affirmatively whether each of the following paper stock item numbers can be processed reliably in both simplex and duplex mode on the Segment 6 Heavy Production marking engine proposed:
A. Nekoosa 80# gloss text (Item # IMA60001);
B. Nekoosa 80# gloss cover (Item # IMA60008);
C. Nekoosa 100# gloss text (Item # IMA60022);
D. Nekoosa 100# gloss cover (Item # IMA60027);
E. Nekoosa 80# Natural Linen Cover (Item # DOM95803800);
F. Nekoosa 24# Natural Linen Text (Item # DOM98200300);
G. Mac 80# gloss text (Item # S21223);
H. Mac 80# gloss cover (Item # S47733);
I. Mac 100# gloss text (Item # S21253);
J. Mac 100# gloss cover (Item # S47744); and
K. Sappi 100# Lustro Dull Cover (Item # 042399).
45. For the Segment 6 Heavy Production system being proposed, please verify that .pdf workflow and .pdf page editing software is included in your Attachment A pricing.
46. In this Section of the proposal, the Proposer will provide a complete description of the copy/print tracking feature required under Sections 3.1 through 3.5 and 3.33 for all units in each Digital Monochrome and Color Multifunctional Copier Segment. Specific information to be provided in this Section about this tracking feature must include a point-by-point response to the following:
A. The name, manufacturer and version number of the proposed copy/print tracking firmware/software;
B. Whether both walk-up copies and prints can be tracked;
C. Whether monochrome and color copies/prints can be accounted for separately and charged at different pre-established rates;
D. Whether fax sends/receptions or scans can be tracked;
E. The maximum number of system users that can be tracked;
F. The maximum number of devices that can be tracked;
G. Whether the tracking application is embedded into the multifunctional devices and/or runs from a dedicated server;
H. How walk-up users and workstation users are authenticated;
I. The data fields that are collected for each transaction (date, print or copy job, color or monochrome, etc.);
J. How the copy/print tracking data is gathered centrally for the fleet. For example, is each device polled daily/monthly or whether the system operates in real time;
K. The name of the database included in the system (SQL or other);
L. The connectivity requirements of the system;
M. Whether access codes and/or campus ID cards can be managed (added, deleted, modified) remotely from a centralized workstation;
N. How the system will pair machine user identification codes with University cost center numbers when reporting the chargeback information to the University;
O. Whether each user can view their current monthly copy/print usage on-line;
P. Whether a copy/print limit can be established for each user/ID code in the system;
Q. Whether each proposed Digital Monochrome and Color Multifunctional Copier, once connected to the University network, can transmit the internal user/departmental tracking data electronically to the copy/print tracking system;
R. Whether each proposed Digital Monochrome and Color Multifunctional Copier can print out the internal user/departmental tracking data;
S. Whether each proposed Digital Monochrome and Color Multifunctional Copier can transmit the internal user/departmental tracking data electronically via the internet to the Proposer;
T. Whether copy tracking data can be listed separately from print tracking data for each user or department being tracked by each proposed Digital Monochrome and Color Multifunctional Copier unit’s standard internal tracking function; and
U. The maximum number of internal tracking codes and the maximum number of digits per code.
SUPPORT AND SERVICE SPECIFICATIONS
6 In this Section, Proposer shall list the preventive maintenance (PM) schedule (in terms of copy/print count intervals and/or time period intervals), including both mini-PM and full-PM schedules if applicable, for all Digital Monochrome and Color Multifunctional Copier models being proposed. Also please indicate the approximate number of hours required to perform mini-PMs and full PMs.
7 If the PM schedule and/or methodology to which your company prescribes are different from that which the manufacturer recommends, please explain. Also please describe the manner in which UCF will be informed of PM work that has been performed on the various units installed.
8 Whether (a) one-page “cheat sheets” showing basic user steps for copying, scanning and printing; and (b) on-line user training modules will be made available for each model being proposed.
9 Proposer shall indicate the city and state of its nearest (to Orlando, FL) parts and supplies warehouse that supports the products being proposed to UCF.
10 In this Section, for each Digital Monochrome and Color Multifunctional Copier model being proposed, Proposer shall clearly list which components or parts will be considered user-replaceable. Further, the approximate aggregate time involvement to replace these components or parts per unit per month shall be listed for each Copier model being proposed.
11 Please provide examples and exhibits of billing and reporting that will be made available to the University.
TOTAL COST
13 All blanks requiring completion on Attachment A shall be filled in clearly, including the all-inclusive cost-per-impression (cpi) pricing for both the Digital Monochrome and Digital Color Multifunctional Copier Group.
14 In this Section, the Proposer shall certify that all pricing listed on Attachment A shall be firm for the entirety of the term of this Contract, excepting only the monthly flat-rate pricing for functionality upgrades that shall be firm for the first ninety (90) days of this Contract.
15 Based on its thorough review of this RFP, Proposer shall in this Section identify any additional costs not otherwise set forth in its proposal that it can reasonably foresee being incurred by UCF.
16 Proposer will affirm in this Section that no additional costs, other than those identified on Attachment A, or elsewhere clearly identified in its proposal, will be incurred by UCF to meet the various specification and other technical requirements of this RFP.
17 Regarding the shortage and overage costs set forth on Attachment A, UCF recognizes that each copy/print produced on a Digital Monochrome and Color Multifunctional Copier costs Proposer a specific amount related to such items as toner, parts and labor. Consequently, UCF believes that if guaranteed copies or prints are not produced, the financial benefit to the Proposer of not having to provide toner and labor for the non-produced impressions should be shared in a true partnership. On Attachment A, therefore, Proposer shall indicate the per-impression service and supply shortage credit (if the pro-rated guaranteed annual monochrome volume is not met) and overage charge (if the pro-rated guaranteed annual monochrome volume is exceeded) that shall be applied during each annual volume reconciliation.
18 On Attachment A, Proposer shall indicate the applicable reduction in costs associated with UCF retaining all Digital Monochrome and Color Multifunctional Copiers installed under this Contract in place as of August 14, 2012 and renewing the Contract under identical terms and conditions on a monthly, quarterly or annual basis for up to two (2) additional years once the initial forty-eight (48) month term expires.
19 The Proposer shall indicate the model numbers of the Segment 3 and 4 Color Hybrid units being proposed on Attachment A.
20 Proposer shall indicate on Attachment A the service and supply per-impression cost to be charged UCF for all color impressions produced on the proposed Segment 3 & 4 Color Hybrid units.
21 Proposer shall acknowledge agreement in this Section that the monochrome impression volume produced on the Segment 3 & 4 Color Hybrid units shall count toward the monochrome volume guarantee listed in Section 3.6 above.
22 On Attachment A, for the Digital Monochrome and Color Multifunctional Copier Group, Proposer shall provide a breakdown of the lease cost basis elements that comprise the total costs to UCF under this RFP package. The lease cost basis elements shall include the total contract costs associated with providing equipment, service and supplies.
23 The type of leasing program being proposed (Internal Funding, FMV, $1 Buyout, 10% Buyout, Rental or other) shall also be identified on Attachment A, along with the lease rate factors utilized to determine the monthly all-inclusive lease/rental cost to UCF.
24 On Attachment A, for the Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copier models being proposed, Proposer shall identify the monthly flat-rate price associated with adding password-protected walk-up faxing functionality (send, receive and group sending). Received faxes must be able to be sent via email to a minimum of two (2) designated users per device prior to printing. In addition, the included fax drivers must allow workstation users, at a minimum, to be able to fax electronic documents via the Digital Monochrome and Color Multifunctional Copier’s optional fax modem. The monthly flat-rate pricing shall be supplied on a per-unit basis for those Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copier locations requiring this feature. The monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.
25 On Attachment A, for the Segment 3 Digital Monochrome and Color Multifunctional Copier being proposed, Proposer shall identify the monthly flat-rate price associated with adding three-hole punch finishing functionality on a per-unit basis for those Segment 3 Digital Monochrome and Color Multifunctional Copier locations requiring this feature. The monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.
26 On Attachment A, for the Segment 3, 4, 5 Digital Monochrome and Color Multifunctional Copiers being proposed, Proposer shall identify the monthly flat-rate price associated with adding saddle-stitch finishing functionality on a per-unit basis for those Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copier locations requiring this feature. The monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.
27 On Attachment A, for the faxing, hole-punching and saddle-stitch options that are added after the first ninety days of the Digital Monochrome and Color Multifunctional Copier Contract, please provide a discount percentage off of the then-in-effect manufacturer’s suggested retail price (MSRP) for each type of upgrade.
28 On Attachment A, Proposer shall identify the maximum number of staples that are included during the term of this Contract, or whether an unlimited number of staples will be made available. Example: If a Proposer were to determine that a reasonable ratio of staples to copies/prints was 1:100, then the Proposer would include an allotment of 1,200,000 staples (120 million total monochrome Contract impressions divided by 100) on Attachment A. If the Proposer is not providing unlimited staples under Attachment A, the Proposer shall indicate in this Section the percentage discount off of the then-in-effect staple cartridge cost that would be extended to UCF if the staple allotment indicated is exceeded during the term of this Contract.
29 On Attachment A, Proposer shall identify the maximum number of Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copiers that can be added annually during the term of this Contract. Segment 6 units will be added per mutual agreement of the parties as required during the course of the Contract.
30 Proposer shall state in this Section whether the all-inclusive monochrome and color cost-per-impression pricing listed in Attachment A applies to letter-, statement-, legal- and ledger-size copying/printing on all models proposed.
31 Proposer shall list in this Section the per-unit charge, if any, for moving Segment 3, 4 & 5 Digital Monochrome and Color Multifunctional Copiers within the same facility, and the charge, if any, for moving such equipment from one UCF facility to another. This charge shall not apply during the original installation or to the load-balancing of equipment halfway during the term of the Contract.
32 Proposer shall list in this Section the hourly rate for providing technical service after 5 p.m. each business day and during weekend hours.
33 The Proposer shall describe in this Section the number of print driver installations per installed Multifunctional unit that is included in Attachment A pricing.
34 Please state affirmatively whether all licensing and maintenance fees for all software and other applicable systems are included in the proposed Attachment A pricing for the duration of the Contract.
CORPORATE OVERVIEW
36 In this Section, Proposers shall provide a brief corporate history and overview, inclusive of: (a) The number of employees located in the greater Orlando area; (b) Annual sales volume for 2007; and (c) The total number of customers with over 300 units supported by the firm.
37 Proposer shall provide a manufacturer support letter stating that in the unlikely event your servicing company is unable to provide service, the manufacturer will arrange for and/or provide all necessary parts and service support at the same prices quoted in Attachment A of the Proposer’s proposal. The manufacturer will also guarantee in its letter that all products installed under this Contract will be fully compatible with future versions of the most popular network operating systems.
38 In this Section of its proposal, the Proposer will name its preferred third-party leasing partner (if any), or state that it is using an internal funding source. If using an internal funding source, Proposer shall state whether this is a private label leasing arrangement with a leasing company or an internal source of funds.
KICK-OFF/ROLL-OUT PLAN/IMPLEMENTATION
40 Proposer shall provide a detailed work plan in accordance with the requirements and equipment specifications contained in this RFP. Delivery and installation of the initial installation phase shall commence on or about August 15, 2008. UCF retains the right to accept, reject or modify any installation/support plan provided in this Section.
41 The installation plan shall also include a detailed floor plan showing necessary space and electrical requirements (NEMA plug types). The Proposer shall also include a plan for scheduling ongoing “Technology Showcases” in high-profile areas in various UCF buildings to display and promote the latest technology being implemented. The anticipated number of additional Proposer personnel required for Digital Monochrome and Color Multifunctional Copier installation and training at the beginning of the Contract shall be listed. The Proposer will indicate whether the initial key-operator training will be performed by dedicated company trainers or by sales representatives. Coordinating the scheduling of installation, service and training personnel shall at all times be the sole responsibility of Proposer.
42 In addition, Proposer will describe in detail how it will provide installation, training and troubleshooting support to UCF’s IT department. The description will include, but not be limited to: A discussion of the steps to be taken in the event of installation/operation problems related to printing/scanning; how print/scan drivers and software, and related updates, will be installed on UCF’s workstations; and how Proposer’s help desk personnel will work together with UCF IT department’s help desk personnel.
CONFORMANCE TO RFP’S PREFERRED CONDITIONS AND REQUIREMENTS
44 Please state any and all product deviations to the specifications set forth in Sections 3.1 through 3.5. If no deviations to the equipment specifications of Sections 3.1 through 3.5 are duly noted in this Section, it shall be presumed that no deviations exist. It should be noted that no one single deviation, in and of itself, is likely to automatically preclude a Proposer’s proposal from further consideration. As an example, if a Proposer were to offer a 50 page-per-minute device in Segment 4, or were to offer a Segment 5 monochrome device with only a 4,500-sheet capacity, or did not offer a Segment 3 device with optional saddle-stitching capabilities, any of those deviations would be taken into consideration by UCF and judged accordingly in the context of the entire proposal versus the proposals submitted by other Proposers. However, all such equipment deviations, no matter how minor, must be noted and explained in this Section.
45 Complete Appendix II, indicating your company’s agreement or disagreement with the terms and conditions of Sections 1 and 2 of this RFP and include same in this Section.
46 Proposer shall state in this Section whether the copier program-specific contractual terms and conditions of Section 3.6 through 3.33 of this RFP are satisfactory with this third-party leasing company (if any), or if not, how the Proposer will comply with the requirements of this Contract. Specific contractual specification deviations, if any, must be clearly listed in this Section of the Proposer’s proposal. If no deviations to this RFP’s requirements are specifically noted, it shall be presumed that no deviations exist. It should be noted that no one single deviation, in and of itself, is likely to automatically preclude a Proposer’s proposal from further consideration. As an example, if a Proposer were to offer 95% fleet-wide equipment uptime, or did not offer an ability to add units co-terminously, either of those deviations would be taken into consideration by UCF and judged accordingly in the context of the entire proposal versus the proposals submitted by other Proposers. However, all such contract deviations, no matter how minor, must be noted and explained in this Section.
REFERENCES
48 In this Section, please provide five (5) Higher Education market references. Please include only references within the current calendar year and previous two (2) calendar years. UCF may contact these references during the evaluation process. UCF is particularly interested in contacting customers of similar size and scope. Information provided for each job shall include:
A. Contract/Project name
B. Agency/department/office for which performed
C. Dates of contract
D. Owner’s contract/project manager or other representative
E. Contact person, direct-line phone number and email address
F. Dollar value of contract with your company
G. Percentage of Digital Monochrome and Color Multifunctional Copiers at this reference location
H. Whether this customer has one or more Segment 6 Heavy Production units installed by your company
49 What percentage of the units installed by your company have print connectivity installed.
50 In this Section, please provide the names of like-size customers that have installed the proposed copy/print tracking feature/solution for a minimum of six (6) months.
51 Please list three (3) customers in the greater Orlando area that would allow a contingent of UCF employees to visit their site..
OTHER VALUE-ADDED SERVICES
53 The University has estimated its start-up costs under this new campus-wide copier initiative to be approximately $250,000. This amount includes allocations for adding network drops to each campus copier location, migrating to an August 15, 2008 contract start date from the current September 30th date, purchasing of up to 50 Segment 1 units as deemed necessary by UCF, replacing the very-low-volume Segment 1 units as necessary and changing electrical outlet configurations at certain high-speed copier locations as necessary. Specifically, UCF would like to receive offers from interested Proposers that will provide financial assistance to the University in absorbing these start-up costs and installing all campus copiers called for in this RFP as fully functional network printers and scanners at the inception of this Contract. The University desires Proposers to provide financial assistance up to the full amount of the anticipated start-up costs. In this Section, then, the Proposer is requested to indicate the amount of financial assistance it is willing to provide to UCF contingent upon successful Contract negotiations.
54 During the term of this Contract, UCF is considering implementation of a Network Fax Server system. Therefore, a highly desirable, though optional, element of this RFP is the winning Proposer’s inclusion of a network fax server application. In this Section of the proposal, the interested Proposer shall include: (a) A one-time price and a four-year lease cost for the acquisition of a University-wide license for a network fax server application compatible with the proposed Digital Monochrome and Color Multifunctional Copiers installed under this Contract and the network environment as described in Section 3.9 above; and (b) Annual help desk support pricing for the proposed network fax server application. All key user features (including all available walk-up fax and fax-from-desktop features), capacity limitations and network/server requirements of the proposed network fax server application shall be identified in this Section of the proposal. The software manufacturer, product version level and the name of the company providing UCF with help desk support for the network fax server application shall also be identified. Any other network fax server application-related costs not identified above shall also be clearly listed in this Section.
55 UCF wants to begin utilizing EFI Digital Storefront, Freeflow, or an equivalent application, at its Printing Services location on campus. A key goal of implementing this program is achieving a dedicated and secure UCF website for electronic job submission. Accordingly, in this Section, interested Proposers shall state both a one-time up-front purchase price, as well as a four-year monthly lease cost for this application, inclusive of installation and support for a minimum of four years. If pricing cannot be provided without the University providing further details, a price range showing available options shall be presented in this Section. All key user features (including all available web-based features), timeframes for end-to-end installation, capacity limitations and network/server requirements of the proposed application shall be identified in this Section of the proposal. The software manufacturer, product version level and the name of the company providing UCF with help desk support for the application shall also be identified. Any other application-related costs not identified above shall also be clearly listed in this Section.
57 As part of the evaluation of the proposals submitted for Segment 3, 4 & 5 equipment, UCF will perform on-site tests on the equipment submitted by certain Proposers, at the complete discretion of, and at no cost to, UCF. All Proposers may not be a part of this phase of the evaluation process. If selected to be a part of this evaluation process, Proposers will be required to have one complete system of each type proposed in response to the specifications of this RFP delivered to a location and on a date to be designated by UCF. Proposers are requested to indicate in this Section of their proposal whether they will comply with UCF’s requirement to test recommended solutions before Contract award. Equipment evaluations for Segment 3, 4 & 5 equipment are expected to last for approximately two (2) weeks beginning on or about May 26, 2008. The Proposer’s proposed solution will be judged during the on-site testing period on a number of factors, including, but not limited to, its ability to perform copy/scan jobs and to output printed documents (Exhibit I shows in detail the evaluation factors that will be used by University personnel). Upon installation of the evaluation units, it shall be the Proposer’s responsibility to provide full installation and training support, including network connectivity training. Proposers will be judged in part based on the professionalism and knowledge of their networking support staff. Proposers are to specify in this Section that, should Proposer be selected to submit units for evaluation purposes, the Equipment installed by Proposer will be identical to the evaluation units in all respects, unless otherwise agreed to in writing by UCF. Customer site visits will likely be required of any finalist Proposers to properly view the recommended Segment 6 equipment (Exhibit II shows in detail the evaluation factors that will be used by University personnel).
58 Please provide in this Section copies of any independent third-party (i.e., not produced by any product manufacturer) reports showing the potential cost savings that can be derived by shifting prints from network printers to digital multifunctional copiers.
59 Fully describe and explain any included or optional value-added services that the Proposer will provide that are not part of the mandatory services.
APPENDIX I
EVALUATION SCORING SHEET
NAME OF PROPOSING COMPANY__________________________________________
INSTRUCTIONS TO EVALUATION COMMITTEE MEMBER:
1. Evaluate each proposal on a separate form.
2. Work independently and do not discuss the Proposals or your evaluation with anyone.
3. When the forms are completed, sign, date and deliver them in a sealed envelope to Sandra Wheeler’s attention as set forth in Section 2.1 above.
|Evaluation Factors Corresponding to Section Number Below: |Max Points |Points |
| | |Awarded |
|4.2.1 Technical Requirements |20 | |
|4.2.2 Support and Service Specifications |20 | |
|4.2.3 Total Cost |25 | |
|4.2.4 Corporate Overview |5 | |
|4.2.5 Kick-Off/Roll-Out Plan/Implementation |10 | |
|4.2.6 CONFORMANCE TO RFP’S PREFERRED CONDITIONS AND REQUIREMENTS |5 | |
|4.2.7 References |5 | |
|4.2.8 Other Value Added Services |10 | |
| Total Points: |100 | |
| Comments, if any: |
EVALUATOR’S NAME______________________________________________
EVALUATOR’S SIGNATURE________________________________________
DATE_____________________________________________________________
APPENDIX II
SECTION 1 AND 2 CONDITIONS AND REQUIREMENTS
SUPPLEMENTAL PROPOSAL SHEET
The below items of this RFP must each be initialed, as YES for "understood and agreed upon" and NO for "not agreed to." Failure to complete and return this document with your proposal could result in rejection of your proposal. Proposers shall not check items as "understood and agreed upon" for submittal of proposal with the hope of negotiating a change of those conditions and requirements after award of a contract resulting from this RFP. Proposers disagreeing with any conditions and requirements shall act to resolve the difference prior to deadline for inquires. Failure to accept said conditions and requirements after contract award is grounds for rejection of that proposal and the university may seek to award the contract to the next favorable proposer.
SECTION YES NO VENDOR INITIAL
1.0 _____ _____ _______
1.1 _____ _____ _______
1.2 _____ _____ _______
2.0 _____ _____ _______
2.1 _____ _____ _______
2.2 _____ _____ _______
2.3 _____ _____ _______
2.4 _____ _____ _______
2.5 _____ _____ _______
2.6 _____ _____ _______
2.7 _____ _____ _______
2.8 _____ _____ _______
2.9 _____ _____ _______
SECTION YES NO VENDOR INITIAL
2.10 _____ _____ _______
2.11 _____ _____ _______
2.12 _____ _____ _______
2.13 _____ _____ _______
2.14 _____ _____ _______
2.15 _____ _____ _______
2.16 _____ _____ _______
2.17 _____ _____ _______
2.18 _____ _____ _______
2.19 _____ _____ _______
2.20 _____ _____ _______
2.21 _____ _____ _______
2.22 _____ _____ _______
2.23 _____ _____ _______
2.24 _____ _____ _______
2.25 _____ _____ _______
2.26 _____ _____ _______
2.27 _____ _____ _______
2.28 _____ _____ _______
2.29 _____ _____ _______
2.30 _____ _____ _______
SECTION YES NO VENDOR INITIAL
2.31 _____ _____ _______
2.32 _____ _____ _______
2.33 _____ _____ _______
2.34 _____ _____ _______
2.35 _____ _____ _______
2.36 _____ _____ _______
2.37 _____ _____ _______
2.38 _____ _____ _______
2.39 _____ _____ _______
2.40 _____ _____ _______
2.41 _____ _____ _______
VENDOR NAME____________________________________
AUTHORIZED SIGNATURE______________________________________
TITLE__________________________________________________________
DATE__________________________________________________________
APPENDIX III
CERTIFICATE OF NON-SEGREGATED FACILITIES
We,______________________________________________________________________ certify to the University of Central Florida that we do not and will not maintain or provide for our employees any segregated facilities at any of our establishments, and that we do not and will not permit our employees to perform their services, under our control, where segregated facilities are maintained. We understand and agree that a breach of this certification is a violation of the Equal Opportunity clause required by Executive order 11246 of 24 September 1965.
As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, rest rooms and wash room, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color or national origin, because of habit, local custom or otherwise.
We, further, agree that (except where we have obtained identical certifications from proposed subcontractors for specific time periods) we will obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity Clause; that we will retain such certification in our files; and that we will forward the following notice to such proposed subcontractors (except where the proposed subcontractors have submitted certifications for specific time periods):
NOTE TO PROSPECTIVE SUBCONTRACTORS OR REQUIREMENTS FOR CERTIFICATIONS OF NON-SEGREGATED FACILITIES. A Certificate of Non-segregated Facilities, as required by the 9 May 1967 order on Elimination of Segregated Facilities, by the Secretary of Labor (32 Fed. Reg. 7439, 19 May 1967), must be submitted prior to the award of a sub-contract exceeding $10,000 which is not exempt from the provisions of the Equal Opportunity clause. The certification may be submitted either for each sub-contract or for all subcontracts during a period (i.e. quarterly, semiannually, or annually).
NOTE: Whoever knowingly and willfully makes any false, fictitious or fraudulent representation may be liable to criminal prosecution under 18 U.S.C. 1001.
APPENDIX III
CERTIFICATE OF NON-SEGREGATED FACILITIES
SUBPART - VENDOR'S AGREEMENTS
SEC. 202. Except in contracts exempted in accordance with Section 204 of this Order, all Government contracting agencies shall include in every Government contract hereafter entered into the following provisions:
During the performance of this contract, the Proposer agrees as follows:
(1) The Proposer will not discriminate against any employee or applicant for employment because of face, color, religion, sex, or national origin. The Proposer will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: employment, upgrading demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Proposer agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.
(2) The Proposer will, in all solicitations or advertisements for employees placed by or on behalf of the Proposer, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin.
(3) The Proposer will send to each labor union or representative of workers with which the Proposer has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or worker's representative of the Proposer's commitments under Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of notice in conspicuous places available to employees and applicants for employment.
(4) The Proposer will comply with all provisions of Executive Order No. 11246 of September 24, 1965 and of the rules, regulations, and relevant orders of the Secretary of Labor.
(5) The Proposer will furnish all information and reports required by Executive order No. 11246 of September 24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.
(6) In the event of the Proposer's noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Proposer may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoiced as provided in Executive Order No. 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(7) The Proposer will include the provision of Paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Proposer will take such action with respect to any subcontract or purchase orders the contracting agency may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event the Proposer becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the Proposer may request the United States to enter into such litigation to protect the interest of the United States.
SEC. 402 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era:
(1) The Proposer agrees to comply with the affirmative action clause and regulation published by the US Department of Labor implementing Section 402 of the Vietnam Era Veteran's Readjustment Assistance Act of 1974, as amended, and Executive Order 11701, which are incorporated in this certificate by reference.
VENDOR NAME____________________________________
AUTHORIZED SIGNATURE______________________________________
TITLE__________________________________________________________
DATE__________________________________________________________
ATTACHMENT A
ATTACHMENT A - VENDOR PRICING FORM—
DIGITAL MONOCHROME AND COLOR MULTIFUNCTIONAL UNITS
Please list below the Quantity, Brand and Model numbers of the proposed Digital Multifunctional Units (please also list all optional accessories necessary for each model to meet Section 3.1 through 3.5 specification compliance):
Segment 3: _(Quantity: )______________________________________________
Segment 3 Color Hybrid: _(Quantity: )___________________________________
Segment 4: _(Quantity: )______________________________________________
Segment 4 Color Hybrid: _(Quantity: )___________________________________
Segment 5: _(Quantity: )_____________________________________________
Segment 6 Light Production: _(Quantity: )_______________________________
Segment 6 Heavy Production: _(Quantity: )______________________________
Production Scanner: _(Quantity: )______________________________________
Production Front-End Controller: _(Quantity: )___________________________
Note: The above model listing may be modified periodically by the parties during this Contract to reflect mutually agreeable substituted models.
ALL-INCLUSIVE COST-PER-IMPRESSION PRICING — APPLICABLE TO ALL DIGITAL MULTIFUNCTIONAL UNITS INSTALLED:
The all-inclusive cost to meet all Contract requirements listed in this RFP must be included in the cost-per-impression charge listed below, including, but not limited to: All necessary Monochrome and Color Hybrid Equipment hardware, firmware, software, document feeders, finishers, paper drawers, large capacity paper trays, copy/print tracking system, production scanner, front-end controller hardware and software, print controllers, scanning servers, LDAP authentication, electronic job ticketing, .pdf workflow, .pdf page editing software, finisher/feeder kits, scan/print licenses, page description languages, ramp-up training, print drivers, network administration utilities, boards, cards, peripherals, insurance, lease administration fees, return freight charges, grounding, power surge protection devices (line conditioners), Jamex 6557-10 interface cables, two (2) full-time on-site technicians, emergency service, preventive maintenance service, networking printing and scanning support, parts, consumable parts, supplies, toner, staples, fuser oil (if applicable), photoconductors, developer, labor, firmware upgrades, software upgrades, drive time, trip charges, hourly rates, freight, delivery, set-up, installation, two-week ramp-up Segment 6 Heavy Production unit training for up to four (4) UCF Printing Services operators, order entry fees, de-installation at Contract completion, hard-drive cleaning at de-installation and ongoing training. Cost-per-impression pricing must remain firm throughout the Contract term.
Fleet-wide all-inclusive monochrome cost-per-impression price for Digital Monochrome Multifunctional Units:
(a) _____________ per monochrome impression guaranteeing a minimum Contract total of 120,000,000 (120 million) pooled impressions to be produced on a guaranteed minimum of three-hundred and fifty-two (352) combined Digital Monochrome Multifunctional Units installed at the inception of the 48-month Contract term beginning August 15, 2008 and expiring on August 14, 2012.
The monochrome cpi listed in item (a) shall also be applied to the production of monochrome copies and prints on all color-capable devices installed under this Contract.
ALL-INCLUSIVE COLOR COST-PER-IMPRESSION PRICING
ALL-INCLUSIVE PER-IMPRESSION COLOR COPY/PRINT CHARGES APPLICABLE TO THE SEGMENT 3 & 4 COLOR HYBRID MULTIFUNCTIONAL UNITS (note: four scans equal one [1] color impression):
(b) ___________ per color impression including color toners, drums and developers as applicable
MONOCHROME SHORTAGE CREDITS AND OVERAGE CHARGES
SHORTAGE CREDITS AND OVERAGE CHARGES APPLICABLE TO DIGITAL MONOCHROME MULTIFUNCTIONAL UNITS ARE AS FOLLOWS:
(c) ___________ per monochrome impression as a shortage credit
(d) ___________ per monochrome impression as an overage charge
MONOCHROME AND COLOR RENEWAL CHARGES
MONTHLY, QUARTERLY OR ANNUAL RENEWAL CHARGES APPLICABLE TO DIGITAL MONOCHROME AND COLOR HYBRID MULTIFUNCTIONAL UNITS:
(e) ___________ per monochrome impression during any renewal period
(f) ___________ per color impression during any renewal period
LEASE COST BASIS ELEMENTS
THE PER-IMPRESSION MONOCHROME RATES LISTED ABOVE IN ITEM (a) OF ATTACHMENT A WERE DERIVED BY USING THE FOLLOWING PRICING ELEMENTS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):
(g) ___________________ total contract cost of monochrome and color equipment
(h) ___________________ total contract cost of monochrome service
(i) ___________________ total contract cost of monochrome supplies and other miscellaneous items
(j) ___________________ TOTAL contract cost of monochrome and color equipment, service, supplies and other miscellaneous items (add three previous line items together)
TYPE OF LEASE/RENTAL PROGRAM BEING PROPOSED
THE TYPE OF LEASE/RENTAL PROGRAM PROPOSED IN ITEM (a) OF ATTACHMENT A IS AS FOLLOWS:
(k) ________________________ (complete by filling in In-House [Internal Funding], FMV, $1 Buyout, 10% Buyout, Rental or Other; please describe in detail if other: ____________________________________); The proposed lease/rental program _____ includes or _____ excludes property taxes
LEASE RATE FACTOR
THE LEASE RATE FACTOR USED TO DETERMINE THE CPI RATE LISTED IN ITEM (a) OF ATTACHMENT A IS AS FOLLOWS:
(l) ___________ (Example: .0191)
FAX UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING FAX FUNCTIONALITY TO SEGMENT 3, 4 & 5 DIGITAL MONOCHROME AND COLOR HYBRID MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:
(m) ___________ per unit per month (Segment 3 monochrome and Color Hybrid units)
(n) ___________ per unit per month (Segment 4 monochrome and Color Hybrid units)
(o) ___________ per unit per month (Segment 5 monochrome units)
HOLE-PUNCH UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING HOLE-PUNCH FINISHING TO SEGMENT 3 DIGITAL MONOCHROME AND COLOR HYBRID MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:
(p) ___________ per unit per month (Segment 3 monochrome and Color Hybrid units)
SADDLE-STITCH UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING SADDLE-STITCH FINISHING TO SEGMENT 3, 4 AND 5 DIGITAL MONOCHROME AND COLOR HYBRID MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:
(q) ___________ per unit per month (Segment 3 monochrome and Color Hybrid units)
(r) ___________ per unit per month (Segment 4 monochrome and Color Hybrid units)
(s) ___________ per unit per month (Segment 5 monochrome units)
FUNCTIONALITY UPGRADES AFTER FIRST NINETY (90) DAYS OF CONTRACT
PERCENTAGE DISCOUNT FOR ADDING FAX, HOLE-PUNCHING, SADDLE-STITCH OR OTHER AVAILABLE FUNCTIONALITY (ITEMS [m] THROUGH [s] ON ATTACHMENT A ABOVE) AFTER THE FIRST 90 DAYS OF THE CONTRACT:
(t) __________% discount from the then-in-effect manufacturer’s suggested retail price (MSRP) at the time of upgrade
ALLOTMENT OF STAPLES TO BE INCLUDED
THE TOTAL NUMBER OF STAPLES INCLUDED IN PRICING ELEMENT (a) OF ATTACHMENT A IS AS FOLLOWS:
(u) ________________ staples over the term of the Contract are included in pricing element (a) of Attachment A pricing based on the guaranteed annual volume as listed in Section 3.6 of this RFP package
MAXIMUM NUMBER OF UNITS TO BE ADDED UNDER COST-PER-IMPRESSION PROGRAM
THE MAXIMUM NUMBER OF SEGMENT 3, 4 & 5 DIGITAL MONOCHROME MULTIFUNCTIONAL UNITS THAT CAN BE ADDED CO-TERMINOUSLY DURING EACH YEAR OF THIS CONTRACT TERM (BY ADDING THE PER-SEGMENT ESTIMATED VOLUMES TO THE UNIVERSITY’S MONOCHROME VOLUME GUARANTEE AT THE CONTRACTED COST-PER-IMPRESSION COSTS LISTED IN PRICING ELEMENT [a] ABOVE) SHALL BE ESTABLISHED AS FOLLOWS:
(v) ___________ Segment 3 monochrome units per year
(w) ___________ Segment 3 Color Hybrid units per year
(x) ___________ Segment 4 monochrome units per year
(y) ___________ Segment 4 Color Hybrid units per year
(z) ___________ Segment 5 monochrome units per year
ATTACHMENT B
SEGMENT 3, 4 AND 5 DIGITAL MONOCHROME AND COLOR UNIT ADD FORM
This form will act as Addendum # _______ to UCF Contract # _________.
1. The fleet of Digital Monochrome and Color Multifunctional Equipment is revised as follows:
a. The following Equipment is added:
|model |segment |serial number |location |remarks |
| | | | | |
| | | | | |
2. UCF will be charged as follows for all Digital Monochrome and Color Multifunctional Units in Segments 3, 4 & 5 added on this Addendum: The Proposer will create a separate line item on each monthly invoice indicating the Estimated Monthly Volume for each Segment times the contracted monochrome cost-per-impression on Attachment A, which is $0.0xxx. The Estimated Monthly Monochrome Volumes per Segment is as follows: 3,000 monochrome impressions per month for Segment 3 equipment, 15,000 monochrome impressions per month for Segment 4 equipment and 40,000 monochrome impressions per month for Segment 5 equipment. Except as stated in this Addendum, UCF Contract # XXXX shall remain fully intact.
By signing below we indicate our acceptance of this Contract Addendum:
---------------------------------------------------------------------------------------------------------------------
FOR VENDOR:
___________________________________ _______________________________
Printed Name of Authorized Representative Title of Authorized Representative
of Proposer of Proposer
_______________________________________________________ ______________
Signature of Authorized Representative of Proposer Date
FOR THE UNIVERSITY OF CENTRAL FLORIDA (UCF):
_________________________________________ _________________________________
Printed Name of Authorized Representative Title of Authorized Representative
of UCF of UCF
_______________________________________________________________ __________
Signature of Authorized Representative of UCF Date
EXHIBIT I
ON-CAMPUS PRODUCT EVALUATION FACTORS – MONOCHROME AND COLOR MULTIFUNCTIONAL COPIERS
BRAND/MODEL: _____________________________________________
|Evaluation Factors |Max Points |Points Awarded |
|(5 = Highest; 1 = Lowest) | | |
|1. Design of Control Panel – Is it easy to set up simple and more complex jobs? |5 | |
|2. Quality of copies (black and color as applicable) |5 | |
|3. Ease of use – printer drivers |5 | |
|4. Ease of use – walkup copier features |5 | |
|5. Ease of use – scanning functionality if applicable |5 | |
|6. Ease of use – fax functionality if applicable |5 | |
|7. Ease of clearing jams |5 | |
|8. Ability to print confidential (secure) jobs |5 | |
|9. If printing, can copier user easily interrupt the print job? |5 | |
|10. Ability to separate copy/print/fax jobs in finisher |5 | |
|11. Ease of adding paper |5 | |
|12. Ease of adding toner |5 | |
|13. Ease of changing paper sizes |5 | |
|14. Overall scanning capabilities |5 | |
|15. Overall printing speed |5 | |
|16. Quality of training provided by vendor during demo |5 | |
|17. Overall support from vendor during demo |5 | |
|18. Knowledge of vendor’s staff |5 | |
|19. Overall speed compared to the other demo units in this Segment |5 | |
|20. Overall rating compared to other demo units in this Segment |5 | |
|TOTAL SCORE |100 | |
|(100 POSSIBLE) | | |
EVALUATOR’S NAME: ________________________________________________
EVALUATOR’S SIGNATURE: ___________________________________________
DATE: ________________________________________________________________
EXHIBIT II
OFF-CAMPUS PRODUCT EVALUATION FACTORS – SEGMENT 6 PRODUCTS
BRAND/MODEL: _____________________________________________
|Evaluation Factors |Max Points |Points Awarded |
|(5 = Highest; 1 = Lowest) | | |
|1. Design of user interface – is it easy to set up simple and more complex jobs? |5 | |
|2. Quality of copies |5 | |
|3. Ease of use – printer drivers |5 | |
|4. Ease of use – walkup user interface |5 | |
|5. Ease of use – scanning functionality |5 | |
|6. Ease of use – editing functions |5 | |
|7. Ease of clearing jams |5 | |
|8. Ability to print onto various stocks listed in RFP |5 | |
|9. Ability to load-balance jobs |5 | |
|10. Ability to produce booklets |5 | |
|11. Ease of adding paper |5 | |
|12. Ease of adding toner |5 | |
|13. Ease of changing paper sizes |5 | |
|14. Overall scanning capabilities |5 | |
|15. Overall printing speed |5 | |
|16. Quality of training provided by vendor during demo |5 | |
|17. Overall support from vendor during demo |5 | |
|18. Knowledge of vendor’s staff |5 | |
|19. Overall speed compared to the other demo units in this Segment |5 | |
|20. Overall rating compared to other demo units in this Segment |5 | |
|TOTAL SCORE |100 | |
|(100 POSSIBLE) | | |
EVALUATOR’S NAME: ________________________________________________
EVALUATOR’S SIGNATURE: ___________________________________________
DATE: ________________________________________________________________
-----------------------
AUTHORIZED SIGNATURE (MANUAL)
AUTHORIZED SIGNATURE (TYPED), TITLE
NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE. UCF Form ITBC RFP 5/06
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