ENGL210: Technical Writing

Request for Proposal
Copier Equipment Lease with Support and Maintenance

I. Introduction and Background

Introduction

Northwest Local School District (NLSD) seeks local vendors for competitive bids to provide copying hardware along with service and training; details are described in this document.

This RFP describes the selection process, and specifications for the maintenance contract. Proposals that do not meet the requirements described in this document may be disqualified from the selection process.

II. Qualification Process

The contract will be awarded to the bidder whose proposal best meets the needs of the Northwest Local School District.

Evaluations will be based on, but not limited to, the following criteria:

1. Price and availability
2. Experience, qualifications, and track record
3. Additional considerations and benefits to NLSD

III. Submittal Requirements

Please submit the following documents to:

Northwest Local School District
Landry Clarke
600 Oakwood Rd.
Dillon TX 79760

Or at lclarke85@nlsd.schools.org

Cover Letter: Announce your offer and commitment to provide hardware and service, if selected.

Contact Information: Include single person of contact, including name, phone, and email.

References: Describe prior contracts and provide list of past clients willing to provide a reference.

Deliverables: List deliverables.

IV. Equipment and Service Required

All equipment must be newly manufactured, with no refurbished parts and be from the same manufacturer. We seek to lease 10 copiers:

• 6 heavy use copiers featuring:
  • Fax capability
  • Postscript support
  • Copy/print speed no less than 50 ppm
  • Duplex copying
  • Hold punch and high capacity staple
  • Image resize functionality
  • Multiple paper trays, at least one high capacity tray
  • Accessible user interface
  • High resolutions (1200 dpi or higher)
  • 100 MB Ethernet interface
  • Internal memory
  • Import/export user accounts
• 4 light use copiers:
  • At least one color copier
  • Copy/print speed no less than 30 ppm
  • Duplex copying
  • Hold punch and high capacity staple
  • Image resize functionality
  • Multiple paper trays
  • Accessible user interface
  • High resolutions (1200 dpi or higher)
  • 100 MB Ethernet interface
  • Internal memory
  • Import/export user accounts

Service, Support and Supplies

The winning bidder will provide support and maintenance to ensure high equipment performance. All equipment will remain the property of the bidder.

Each copier provided by the vendor should perform their intended functions, operate satisfactorily and provide copies of acceptable quality. The bidder agrees to provide service, including preventative maintenance, equipment and software upgrades, and scheduled maintenance to ensure quality. During the term of the contract, the vendor guarantees the availability of replacement parts and needed accessories or equipment.

The vendor will be responsible for all supplies except paper.

The vendor agrees to train individuals on the use of each copier.

Service Response

After being notified, a repair technician must arrive to service the machine within four (4) working hours. After three (3) complaints for non-response of service, contract may be terminated.

V. Terms and Conditions

• All deliverables must be installed and ready for use by August 15, 2016.
• The cost of delivery and installation should be included in the bid.
• The cost of removal at the end of the term of the contract is the bidder’s expense.
• Additional contract terms will be negotiated upon award.
• Yearly lease includes all insurance, delivery, installation and training. No additional fees will be assessed to NLSD.