REQUEST FOR PROPOSAL Digital Multifunctional Devices and Printer Fleet Management Bid Specifications Bowling Green City Schools

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1 REQUEST FOR PROPOSAL Digital Multifunctional Devices and Printer Fleet Management Bid Specifications Bowling Green City Schools The Bowling Green Board of Education will be receiving sealed bids at the Administrative Offices, 137 Clough Street, Bowling Green, Ohio for a lease agreement of its digital multifunctional and printer fleet management system. Bids will be received until 12:00pm on December 17, Proposals and specifications may be obtained or examined at the Administrative Offices, 137 Clough Street, Bowling Green, Ohio or by visiting our website at All questions and concerns regarding this bid document shall be directed to: Beth Krolak, Technology Coordinator at bkrolak@bgcs.k12.oh.us or ext Bids will be opened on December 17, 2018 at 12:00pm at the Bowling Green Schools Administrative Offices, 137 Clough Street, Bowling Green, Ohio Bids will be analyzed and a decision made on a later date. The Bowling Green Board of Education reserves the right to reject any and all bids. In awarding the contract, the Board of Education reserves to be the sole judge of the quality of each bid and the Board of Education also reserves the right to consider all elements germane in determining the qualification of the bidders and his agents or representatives. Any bid which is incomplete, conditional, obscure, or which contains irregularities of any kind may be rejected at the discretion of the Board of Education. Successful bidders will be required to submit to the Treasurer a statement relating to the delinquent personal property taxes as per Ohio Revised Code Bids submitted shall impose no liability or obligation on the Bowling Green Board of Education. Proposal Requirements: Proposals shall include the following sections: 1. Cover letter with authorized signature of proposer and date of submittal. Indicate in the cover letter that you have read, understood, and accepted all sections of this bid document. 2. Provide a company overview, including dates of incorporation and number of employees. a. How many customers do you currently service? b. What is your company s mission statement or corporate philosophy? c. Where are your warehouses and service locations? Corporate headquarters? d. How long has your company been an authorized dealer of the equipment you are proposing? e. How many field technicians are available to service our equipment onsite within the 4-hour timeframe? 3. Per Attachment 1: An itemized pricing sheet for the proposed MFP/Printer models and a brochure for each model proposed. Pricing must meet/exceed the minimum requirements per device as outlined in Attachment 1. All proposed MFP s must be new

2 Bowling Green City Schools RFP - 2 (unused condition) digital technology with copy, print, and scan capabilities. Replacement printers must also be new (unused condition). If replacement of equipment is necessary during the contracted period, only same or better technology will be accepted. 4. Per Attachment 2: An itemized pricing sheet for the proposed PaperCut and print release station solution. The solution must meet specifications for management and print release as outlined in Attachment Total cost, including all fees, required for equipment and print management and release solution. This must include the 5-year monochrome and color click rates for MFP s and printers on an annual 5,500,000 monochrome click base. 6. The OCR solution proposal (see attachment 2) should be a separate bid and not incorporated into the main proposal. This is an optional solution that the district will consider based on cost and end-user experience. 7. Minimum of 5 references from clients with similar fleets/solutions within our region, at least 3 should be from school districts. Please include organization name, address, contact name, and phone. Implementation Timeline: Our current contract expires in December 2018, and our final required lease payment will be in February. Our intention is to have the new fleet and solution delivered and installed so that we do not incur dual payments. We can extend our current lease by month, but prefer to begin the new contract as the current lease ends. Additional Charges or Fees: Bowling Green City Schools will not be responsible for any additional fees or charged services not listed on the pricing sheet, required for full integration of the MFP/Printer devices and solutions. Hours of Service Required: Vendors need only propose pricing for services subject to regular business hours and standard holiday observation. Bowling Green City Schools Technology and Service Requirements: Attachment 1 includes a list of equipment in consideration for replacement and configurations required. Bowling Green City Schools anticipates replacing all the listed units as part of this bid document; however, Bowling Green City Schools reserves the right to decide on the final number of new MFP/Printers to be placed. 1. New MFP pricing shall include delivery, installation and training and removal charges of all machines chosen for replacement in this bid sheet. Installation shall consist of initial network and/or PaperCut integration to include: Scan to , scan to SMB/folder and Scan to Windows drive and Google Drive where required by Bowling Green City Schools. 2. All printing must work from one printer driver for all devices. 3. The selected vendor is responsible to return all existing equipment to current leasing company based upon return instructions provided by Bowling Green City Schools upon delivery of new equipment at no additional cost to the district. 4. Proposed pricing will not escalate over the 5-year contract.

3 Bowling Green City Schools RFP MFP/Printer maintenance charges shall include all shipping, supplies and parts (excluding paper and staples), labor and any travel expenses. Attachment 2 includes a description of solutions, including print management software, print release and other solution considerations. 1. PaperCut Print Management Software and Release devices are required. Please describe end user experience based on your recommendation from Attachment OCR solution should be proposed separately. Please describe end user experience based on your recommendation from Attachment 2. Maintenance Requirements: Service, supplies, parts and labor (excludes paper and staples) on a cost-per-page basis for monochrome and color. 1. All break/fix services and supplies exclusive of paper/staples. 2. Software support for printers and print/copy tracking and accounting services hour or less average response time on down machines. 4. No charge for shipping of supplies. 5. Loaner device of equal or less capability in the event of prolonged down time. 6. Semi-Annual management reviews to review contract performance as well as device performance, equipment move-add-change-delete recommendations and/or contract adjustments that enhance the performance and/or cost objectives of Bowling Green City Schools. 7. Replacement guarantee for non-performing devices. Management, Reporting and Software Requirements: 1. Device level control must be available via web interface on each MFP and available via a central console. Control must include the ability to manage multiple scan and fax destinations. 2. A fleet reporting software solution to automate MFP and printer meter readings must be provided by the awarded vendor. 3. Any software used must be able to run at minimal operating requirements and not require additional hardware expense or ongoing cost to Bowling Green City Schools. 4. OCR solution proposal (see Attachment 2) should be a separate bid and include description of proposed solution(s) and all costs and required specs. The district may request a demonstration of the solution to determine end-user experience and feasibility. Proposal Evaluation Criteria: Proposals will be rated on service, price, vendor relations, and proposed solutions. Award of contract will not be solely on a low bid basis. Service will be evaluated on criteria such as solution set to meet short and long term goals, quality of work, references/prior experience, and ability to service our district s needs.

4 Bowling Green Schools RFP - Attachment 1: New Fleet Specs Building Location Printer Name Monthy Black Monthly Color Current meter Device Color Minimum Specs Admin Offices Mailroom CAMail 10, ,990 MFP Black 75 ppm Monochrome MFP, Dual-sided scanning document feeder, 3-4 Paper Drawers (3,500 Sheet Capacity) Bypass, 50 Sheet Stapler Finisher with Saddle Stitch Kit Admin Offices Mailroom CAMailColor 4,476 1, ,410 MFP - Fax Color 45 ppm Color MFP, Dual-sided scanning document feeder, 4 Paper Drawers (Total Capacity of 2,000 sheets), 50 Sheet stapler finisher, Fax, 1 tray for envelops Admin Offices Psych Dept CAPsych 7, ,711 MFP - Fax Black 75 ppm Monochrome MFP, Dual-sided scanning document feeder, 3-4 Paper Drawers (3,500 Sheet Capacity) Bypass, 50 Sheet Stapler Finisher with Saddle Stitch Kit, Fax Admin Offices Treasurer Dept CATOCopier 2, ,392 MFP Black 40 ppm Monochrome MFP, Dual-sided scanning document feeder, Dual Paper Trays (500 Sheets each) Copier Stand, Hard Drive Admin Offices Treasurer Dept CATOPrinter ,776 Printer-MICR Black 40 ppm Monochrome Printer for printing checks; MICR toner Operations Lobby BRlobby 1, ,588 MFP - Fax Color 20 ppm Color MFP, Dual-sided scanning document feeder, 2 Paper Drawers (Total Capacity of 1,000 sheets), Copy Stand, Fax Conneaut Elem Room 18A CO18Aptr 2, ,424 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Conneaut Elem Room 1B CO1Bptr ,749 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Conneaut Elem Modular Room 30 CO ,297 MFP Black 30 ppm Monochrome Desktop MFP, Dual-sided scanning document feeder, Single Drawer (500 Sheets) Conneaut Elem Library COLibraryColor 2,608 1, ,564 MFP Color 35 ppm Color MFP, 3 Paper Drawers (Total Capacity of 3,500 sheets) Dual-sided scanning document feeder, stapler finisher with 50 sheet capacity Conneaut Elem Workroom COLounge 41,105-2,716,318 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Conneaut Elem Office COOffice 41,730-2,474,516 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Conneaut Elem Secretary COSecretary ,489 MFP - Fax Black 30 ppm Monochrome Desktop MFP, Dual-sided scanning document feeder, Fax, Single Drawer (500 Sheets) Multipurpose Tray Crim Elem Room 37 CR ,549 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Crim Elem Conference Room CRConfColor 8,898 MFP Color 35 ppm Color MFP, 3 Paper Drawers (Total Capacity of 3,500 sheets) Dual-sided scanning document feeder, stapler finisher with 50 sheet capacity Crim Elem Library CRLibrary ,657 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Crim Elem Lounge CRLounge 47,247-3,168,161 MFP Black 75 ppm Monochrome MFP, Dual-sided scanning document feeder, 3-4 Paper Drawers (3,500 Sheet Capacity) Bypass, 50 Sheet Stapler Finisher Crim Elem Office CROffice 48,317 3,242,723 MFP Black 75 ppm Monochrome MFP, Dual-sided scanning document feeder, 3-4 Paper Drawers (3,500 Sheet Capacity) Bypass, 50 Sheet Stapler Finisher Crim Elem Secretary CRSecretary ,038 MFP - Fax Black 30 ppm Monochrome Desktop MFP, Dual-sided scanning document feeder, Fax, Single Drawer (500 Sheets) Multipurpose Tray Kenwood Elem 4th gr Hall KW24 2, ,771 MFP Black 40 ppm Monochrome MFP, Dual-sided scanning document feeder, Dual Paper Trays (500 Sheets each) Copier Stand Kenwood Elem Library KWLibrary 13,690-1,156,816 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Kenwood Elem Office KWOfficeColor 13,465 6,499 2,683,018 MFP Color 45 ppm Color MFP, 3 Paper Drawers (Total Capacity of 3,500 sheets) Dual-sided scanning document feeder, stapler finisher with 50 sheet capacity Kenwood Elem Office KWOfficeRight 59,292-2,650,367 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Kenwood Elem Secretary KWSecretary ,576 MFP - Fax Black 30 ppm Monochrome Desktop MFP, Dual-sided scanning document feeder, Fax, Single Drawer (500 Sheets) Multipurpose Tray High School Room 129 HS ,567 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Room 132 HS MFP Color 30 ppm Color Desktop MFP, Dual-sided scanning document feeder, Single Drawer (500 Sheets) Multipurpose Tray - HP Premium28 paper used 250 pgs/month High School Room 139 HS ,866 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Art 205 HS205ArtColor 2,206 1, ,973 MFP Color 35 ppm Color MFP, 2 Paper Drawers (Total Capacity of 1,000 sheets) Dual-sided scanning document feeder - 11x17 minimum; larger if practical cost-wise High School Room 213 HS213 3, ,818 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Room 231 HS231 2, ,597 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Room 239 HS ,086 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School 2nd Floor Lounge HS2ndLounge 45,430-2,564,247 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher High School Guidance HSGuidance 1,086-57,714 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Library HSLibrary 7,672 2, ,226 MFP Black 40 ppm Monochrome MFP, 3 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher High School Mailroom HSMail 42,572-2,936,911 MFP Black 95 ppm Production Monochrome MFP with 3 Paper Sources (7,500 Sheets) Stapler Finisher High School Music Library HSMusic 1,317-61,057 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station High School Office HSOfficeColor 12,111 3, ,772 MFP - Fax Color 65 ppm Color MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher, Fax High School Office HSOfficeHall 25,301-1,233,586 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher High School Science Storage HSScience 22,185-1,500,143 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Middle School 1st floor closet MS1117Closet ,777 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Middle School 1st floor workroom MS1117Fac 31,252-2,038,242 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Middle School New wing closet MS1314Closet ,638 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Middle School 2nd floor closet MS2113Closet 1,096-75,711 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Middle School 2nd floor workroom MS2115Fac 37,644-2,692,127 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Middle School 2nd floor closet MS2118ClosetColor 1, ,738 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Middle School Library MSLibraryColor 6,205 4, ,092 MFP Color 35 ppm Color MFP, 3 Paper Drawers (Total Capacity of 3,500 sheets) Dual-sided scanning document feeder, stapler finisher with 50 sheet capacity Middle School Choir MSMusic ,367 Printer Black ppm Monochrome Printer with minimum 1 Paper Tray (550 Sheets) Multipurpose Bypass and print lease station Middle School Office MSOffice 27,677-1,469,217 MFP - Fax Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher Middle School New wing workroom ms1314fac 9, ,629 MFP Black 75 ppm Monochrome MFP, 4 Paper Drawers (3,500 Sheet Capacity) Bypass, Stapler Finisher

5 ATTACHMENT 2: SOLUTIONS Print Management and Print Release Current Fleet 1. The district owns PaperCut licenses: a licensed users b. 58 licensed devices: 30 Cartadis cpad Connection devices 28 Ricoh Embedded 2. All MFPs and printers include print release capabilities that include an HID card reader. PaperCut licenses are installed on all MFPs and on cpads on all printers to integrate with Active Directory username/password and ID number authentication, providing 2 means of logging into the system.

6 Print Management and Print Release Requirements 1. PaperCut must be installed on all MFP and printing devices listed on Attachment 1 for tracking both prints and copies where copy functions are available. Solutions that leverage additional functionality through PaperCut, i.e., Active Directory integration, integrated scanning, etc., are encouraged. 2. The contract must include: a. Cost and labor to convert and/or replace PaperCut licenses to the new fleet devices/release stations b. 5 years of PaperCut maintenance/support to begin on the day of delivery 3. The vendor must have staff qualified to provide support and consultation of PaperCut solutions. a. Installation and configuration b. Consultation to design and leverage evolving capabilities to meet district goals 4. PaperCut must be configured to print to one single virtual print queue, and release from multiple MFPs and network printers. a. PaperCut must also allow for one-off direct print queues for report printing applications. 5. PaperCut must interface directly or indirectly to all network printers and MFPs for user passcode or HID card identification for print release and copy functionality. a. The HID cards and user passcodes must be associated with the single user account which is also Active Directory aware. b. Each user account must have the ability to be associated with an HID card and Active Directory account. c. Users must be able to log into PaperCut via card reader and release station at the device 6. Bidder should present an option for HID card readers for each MFP/network printer and interface seamlessly with PaperCut. a. The HID card readers must be compatible with our current HID card fleet: ISOProx Standard HID 26- bit H10301 b. A sample card can be provided by the district upon request Optional Solution: OCR Capabilities The district is interested in exploring OCR capabilities on limited devices in each school. The intended purpose is to provide Intervention Specialists the ability to edit PDF instructional materials to accommodate the learning needs of special needs students. Solutions at the MFP are preferred for greater access by users. Cost efficiency and end-user experience are key elements to proposed solutions. This solution should be proposed separately and not incorporated into the fleet and print management/release solutions bid. Long Term Consideration: Document Management and Archiving The district currently pays for paper files of graduated students to be scanned and imported into our existing PaperVision archival software. The district is interested in eventually incorporating the new MFP fleet into a more effective document management process. Proposers should consider this long term goal when designing the fleet equipment. Document management software is not being requested at this time.