Post on 25-Jul-2020
Plumas County Office of Education Plumas Unified School District
50 Church Street, Quincy, California 95971
PH: (530) 283-6500 FAX: (530) 283-6530
Website: www.pcoe.k12.ca.us
Terry R. Oestreich, Superintendent of Schools and Director of Human Resources
Kristy M. Warren
Assistant Superintendent
Curriculum and Instruction
Lisa M. Cavin Deputy Superintendent
Business Services
Kevin C. Bean
Director
Student Services/SELPA
Governing Board of Trustees Leslie Edlund, President • Traci Holt, Board Clerk • Joleen Cline • David Keller • Dwight Pierson
Explore. Learn. Thrive. Our mission is to collectively inspire every child in every classroom every day.
We ensure an exemplary education with diverse opportunities and we accept no limits on the learning potential of any child.
PLUMAS UNIFIED SCHOOL DISTRICT
NOTICE
REQUEST FOR PROPOSAL
Rental of Copiers
Notice is hereby given that sealed proposals will be received at the Plumas Unified School District (PUSD)
office, on or before December 30, 2019 at 2:00 PM local time, at which time they will be publicly opened and
read for furnishing and delivering:
Copiers
Proposals shall be delivered and addressed to the Plumas Unified School District, 50 Church Street, Quincy,
California, 95971, and shall be labeled “Proposal for Rental of Copiers”. Any Bidder who wishes his proposal to
be considered is responsible for making certain that his proposal is received in the PUSD office by the proper
time. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered
unless specified. It is the responsibility of the Bidder to see that any proposal submitted shall have sufficient time
to be received by the PUSD office before the Proposal Submittal Deadline. Proposals received after the scheduled
Proposal Submittal Deadline will be returned unopened.
The receiving time in the PUSD office will be the governing time for acceptability of proposals. Proposals must
bear original signatures and figures.
To view the RFP Package, please go to www.pcoe.k12.ca.us, or see Cherie Whipple at the District Office located
at 50 Church Street, Quincy, CA 95971.
___________________________
Signature
Business Director
Published: Feather River Bulletin, Indian Valley Record, Chester Progressive, Portola Reporter
DETAILED SPECIFICATIONS
LIST OF REQUIRED MATERIALS:
The District is soliciting proposals for the rental of copiers. Bidders must be able to supply copiers in the speeds
(pages per minute) listed. Copy volumes listed are estimates of annual usage. Actual annual usage may vary from
listed estimates.
The actual number of copiers leased by the District after bid award may vary from the numbers listed in this
solicitation.
Alternatively, the District may opt to purchase the copiers instead of leasing or renting. Refurbished/gently used
equipment will be considered. Vendors may submit bids using the National Cooperative Government purchasing
contracts for pricing (please contact Cherie Whipple for current vendors).
All copiers must be digital with document feeders, networkable with finishers and staplers, contain reduction and
enlargement, double side capabilities as well as scanners. Additional specifications are noted below under
“Copiers Solicited”.
All Service/Maintenance agreements must include parts, labor, tax, shipping and handling charges and toner.
Paper and staples are excluded. Successful bidder must arrange for return of replaced equipment.
Bidders must state the Service Center or Servicing Dealer responsible for the Service/Maintenance Agreement on
the proposed equipment.
Service Center must state service commitment level: service call response time, availability of parts, service
hours, etc.
All leases of up to 60 months will be considered. Lease payment amounts quoted in proposals must be valid until
February 2025, and will be considered for illustration purposes only after that date.
The District desires to change out to the new equipment in January 2020.
Copiers solicited are:
Chester Elementary 1 machine, 80 pages per minute, 65,000 pages per month Chester High School 1 machine, 80 pages per minute, 75,000 pages per month C. Roy Carmichael Elem. 1 machine, 80 pages per minute, 75,000 pages per month Greenville Elementary 1 machine, 60 pages per minute, 50,000 pages per month Greenville High School 1 machine, 80 pages per minute, 60,000 pages per month Pioneer Elementary 1 machine, 40 pages per minute, 50,000 pages per month Portola High School, Jr. Hi 1 machine, 30 pages per minute, 20,000 pages per month Portola Sr. High School 1 machine, 80 pages per minute, 70,000 pages per month
Quincy Elementary 1 machine, 60 pages per minute, 65,000 pages per month Quincy Jr. Sr. High 1 machine, 80 pages per minute, 70,000 pages per month Quincy Pre School 1 machine, 20 pages per minute, 15,000 pages per month
Taylorsville Outdoor Ed Center 1 machine, 40 pages per minute, 45,000 pages per month Quincy Warehouse Facility 1 machine, 40 pages per minute, 40,000 pages per month
PUSD District Office 2 machines, 60 pages per minute, 55,000 pages per month*
One machine requires hole-punch and scanner capabilities
One machine requires fax and scanner
PUSD DO Reception 1 machine, 40 pages per minute, 40,000 pages per month
GENERAL SPECIFICATIONS
1. This request for bid is issued for the purpose of contracting rental copiers, all inclusive (service, repair, parts –
including drum and supplies), which includes the copying machines, all consumable supplies (excluding paper
and staples), emergency repair service during normal working hours, periodic maintenance, and operator training
services – at the time of machine installation – as well as follow-up training as required, located at various sites
throughout the District on an as-needed basis.
2. All quantities stated throughout this bid for copiers, supplies, and services are estimates only for immediate
placement. Equipment being bid will be used as the basis for standardization for replacement requests as the need
arises. Should the Contractor become aware of any particular site where a copier is being regularly overused or
underused, they may recommend the replacement of the machine with a copier of a higher or lower volume, as
appropriate. The final decision as to the volume of the machine appropriate for any site shall be solely that of the
District.
3. Delivery and installation of the copiers is to be included in the proposed costs, either as part of the lease (or
purchase) cost, or as part of the maintenance agreement. No additional charges will be allowed for delivery,
installation, moving or removal of equipment during the basic or any option year of the contract. The Contractor
will be responsible for providing and funding any equipment and personnel necessary for rigging for any copier
installation under this agreement. Contractor will be responsible for buyout and/or removal and return of current
existing equipment.
4. An operator’s manual shall be furnished with each copier supplied.
5. Maintenance agreement billing will be done monthly in arrears for monthly fee and actual overage of copies
produced by each rental copier. The purchase order number must appear on the invoice for each copier.
6. Maintenance and repairs shall be performed by the vendor during regular working hours, which are 8:00 am –
4:30 pm, Monday through Friday.
7. Requests for service and supplies shall be made by the office personnel where the copier is located.
8. Vendor shall be responsible to remove machines with unsatisfactory service history, and replace them with new
machines, as directed by the Plumas Unified School District at no additional cost.
9. Rates shall remain firm for the lease period once equipment is placed with the District.
10. Maximum response time shall not exceed four (4) working hours. All additional costs related to after-hours
calls must be listed on the bid form.
GENERAL SPECIFICATIONS – continued
11. At the end of the contract the contractor will provide all resources required to ensure a smooth transition from
the incumbent contractor. The District requires the maintenance of customer support with minimal interruption to
operations during this period. All performance requirements of the contract will remain in effect until all the
incumbent copier equipment has been removed.
INSTRUCTIONS TO BIDDER
PROPOSAL OPENING AND PROPOSAL RESULTS. Proposals are opened publicly at the PUSD office.
Proposal results will be faxed to interested parties upon request.
PROPOSAL SUBMITTAL DEADLINE. The Proposal Submittal Deadline is December 30, 2019 at 2:00 PM.
Proposal must be submitted in sealed envelopes and should be properly identified. Proposals must arrive at the
Plumas Unified School District Office, 50 Church Street, Quincy, California, 95971, on or before December
30, 2019 at 2:00 PM, local time. Telephone, telegraphic, facsimile, emailed, and late proposals will not be
accepted or considered. It is the Bidders responsibility to see that their proposals have sufficient time to be
received by the PUSD office before the Proposal Submittal Deadline.
PROPOSAL WITHDRAWAL. Bidders authorized representatives may withdraw proposals only by written
request received by the Business Director before the Proposal Submittal Deadline. After that time, Bidders may
not withdraw their proposals for a period of ninety (90) days from the Proposal Submittal Deadline. At no time
may the successful Bidder(s) withdraw his proposal.
INFORMED BIDDERS. Before submitting proposals, Bidders must fully inform themselves of the conditions,
requirements and specifications of the work or materials to be furnished. Failure to do so will be at Bidders own
risk and they cannot secure relief on the plea of error.
LATE PROPOSALS. Proposals not received before the Proposal Submittal Deadline are late. Late proposals will
be returned to Bidders unopened.
PRICES, NOTATIONS, AND MISTAKES. All prices and notations must be in ink or typewritten. Mistakes may
be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who
signs proposal. Prices shall be stated in units and quotations made separately on each item. In case of conflict,
unit prices will govern. Where there is a conflict between words and figures, words will govern.
For a list of current machines for comparison, please contact Cherie Whipple at 530-283-6500 ext. 5214.
ACCEPTANCE PERIOD. Unless otherwise specified herein, proposals are firm for a period of ninety (90) days.
INSTRUCTIONS TO BIDDER – continued
REQUEST FOR CLARIFICATION. The District may request meeting with the Bidder's representative to request
answers and clarifications or it may request that the Bidder answer specific questions in writing, or to make a
presentation to the District or to its Governing Board prior to any Agreement award.
CONTACT WITH BOARD MEMBERS. No business entity, including any agent of such entity, shall directly or
indirectly contact any board member immediately before or during the bidding process of any project on which
the business entity intends to or has submitted a bid. Any vendor violating this policy shall be deemed
disqualified from bidding. Should such contact come to light after the bid is awarded and the entity was deemed
the successful bidder, the Board reserves the right to cancel any contract awarded.
QUESTIONS AND COMMENTS. Questions and comments regarding this solicitation must be submitted in
writing, either by mail to the Business Director at Plumas Unified School District, 50 Church Street, Quincy, CA,
95971; by facsimile at (530) 283-6530; or by email at lcavin@pcoe.k12.ca.us. General questions may be directed
to the Business Office by calling (530) 283-6500 ext. 5214.
AWARD OF PROPOSAL
AWARD OF PROPOSAL. Award will be made to the Bidder offering the most advantageous proposal after
consideration of all Evaluation Criteria set forth below. The criteria are not listed in any order of preferences. An
Evaluation Committee will be established by the District. The Committee will evaluate all proposals received in
accordance with the Evaluation Criteria. The Committee reserves the right to contact and evaluate the Bidder's
and subcontractor's references; contact any Bidder to clarify any response; contact any current users of a Bidder’s
services; solicit information from any available source concerning any aspect of a proposal; and seek and review
any other information deemed pertinent to the evaluation process. The District reserves the right to establish
weight factors that will be applied to the criteria depending upon order of importance. Weight factors and
evaluation scores will not be released until after award of proposal. The District shall not be obligated to accept
the lowest priced proposal, but will make an award in the best interests of the District after all factors have been
evaluated. The Governing Board reserves the right to enter into multiple contracts to meet the needs of the
District.
AWARD EVALUATION CRITERIA. Proposals shall be evaluated on the criteria set forth below.
Price: Purchase Price / Lease Price
Service/Maintenance Agreement / Overage Rate
Equipment: Quality of Equipment
Features
Service/Maintenance
Agreement:
Service Center
Service Commitment Level
Qualifications & Experience: Previous experience with school districts
Previous experience with similar projects
References
TERMS AND CONDITIONS
BIDDER AGREEMENT TO TERMS AND CONDITIONS. Submission of a signed proposal will be interpreted
to mean Bidder has agreed to all the terms and conditions set forth in the pages of this solicitation.
COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, local and other laws
relative thereto.
REJECTION OF PROPOSALS. The Board reserves the right to reject any proposals, all proposals, or any part of
a proposal. The Board reserves the right to waive any irregularities and informalities in the bidding process. The
District reserves the right to reject the proposal of any Bidder who previously failed to perform adequately for the
District or any other governmental agency.
HOLD HARMLESS. The Vendor shall defend, hold harmless and indemnify the District, its officers, agents, and
employees from any and all claims for injuries and/or damages to persons or property demands, damages, loss,
costs, expenses (including attorney fees), fines or penalties in connection with this agreement, to the extent
arising out of, or as a consequence thereof, or related to, any negligent act, error, or omission to act on the part of
the Vendor, its officers, agents and/or employees.
WARRANTY, SUCCESSFUL BIDDER. Successful Bidder shall fully warrant all materials and equipment furnished under the
terms of this contract, against poor and inferior quality, for a period of not less than one (1) year from date of the final
acceptance by the Board. Time is of the essence of this contract. While under warranty, successful Bidder shall repair or
replace inoperable materials or equipment in a timely manner to minimize the disruption of District operations.