NOTICE TO BIDDERS INVITING PROPOSALS

NOTICE IS HEREBY GIVEN that Surry County Schools invites qualified suppliers to submit proposals for:

SURRY COUNTY SCHOOLS

PRINTER/COPIER LEASE, REGULAR AND PREVENTATIVE MAINTENANCE AND SUPPLIES

Proposals shall be sealed and clearly marked with the Surry County Schools Proposal Name and received up to, but no later than 4:00 pm Eastern Time, March 26, 2021.

Proposals shall be received at: Surry County Schools, Attn: Donna Bryant, 209 North Crutchfield Street/ PO Box 364, Dobson, NC 27017.

Proposals will be accepted at the above stated time and place; however, no commitment will be made at that time. All proposals will be evaluated for pricing, specifications and other pertinent information. Any nonconforming or incomplete proposals may be rejected. Bidders must comply with the instructions contained in the proposal package.

If the vendor cannot meet any of the specifications, expectations or services in the RFP, or takes exception to any of the terms or conditions presented, these exceptions should be distinctly noted in the appropriate sections. If no exceptions are noted, Surry County Schools will assume full capabilities and agreement to expectations.

Surry County Schools reserves the right to accept or reject any or all proposals presented, and the right to waive any informalities or irregularities it deems is in the best interest of the district.

Copies of the RFP may be obtained from the Surry County Schools website by clicking the following link: https://www.surry.k12.nc.us under Headlines.

All questions regarding the proposal or the terms and conditions shall be submitted via email to Donna Bryant, bryantdo@surry.k12.nc.us, and/or David Brown, dbrown@surry.k12.nc.us, no later than March 5, 2021.

It shall be the full responsibility of all bidders to ensure that proposals are delivered to the above address by the time and date stated. Facsimile (FAX) or e-mail copies of the proposal will not be accepted. The District will not be responsible for late deliveries by U.S. mail or any other means.

REQUEST FOR PROPOSALS

PRINTER/COPIER LEASE, REGULAR AND PREVENTATIVE MAINTENANCE AND SUPPLIES

SECTION I - INTRODUCTIONA. Purpose:

Surry County Schools is seeking proposals from experienced vendors to provide multifunction digital copiers/printers/fax machines along with associated maintenance and supplies.

B. Effective Date of Contract and Term:

Effective date: July 1, 2021 Conditions: 3 year term with (2) one year optional extensions

C. Disposition of ProposalsAll materials submitted in response to the RFP will become the property of Surry County Schools and will not be returned. The submitted proposal will be retained for official files and will become public record.

D. Conditions:

1. The resulting agreement(s) will be subject to the availability for funding and shall be terminated immediately if for any reason the funding budgeted to satisfy this RFP and/or Agreement is withdrawn, limited, or impaired.

2. The District does not guarantee to award a contract under this RFP.3. Award will be based on the best value and most responsible response in the review of

the District.4. District retains flexibility of adding or removing equipment anytime during the contract

term without any additional costs (ie. delivery, installation and/or training) other than the contracted cost. Any additional equipment added to the contract would also terminate on the same date as the original contract.

5. The vendor will not increase the agreed upon rate during the term of the contract.6. All costs will be outlined in the proposal in a clear and precise manner.

E. Entity Information:

Surry County Schools is a public K-12 school district in North Carolina with twenty-three (23) physical locations:

Central Office (Main Location)APPLE Center (separate bldg, same address)209 North Crutchfield StreetDobson, NC 27017

TLC Building419 North Main StreetDobson, NC 27017

Transportation Building513 East Atkins StreetDobson, NC 27017

Maintenance Building110 Cooper StreetDobson, NC 27017

Cedar Ridge Elementary 734 Flippen RoadLowgap, NC 27024

Central Middle 883 Zephyr RoadDobson, NC 27017

Copeland Elementary948 Copeland School RoadDobson, NC 27017

Dobson Elementary400 West Atkins StreetDobson, NC 27017

East Surry High801 West Main StreetPilot Mountain, NC 27041

Flat Rock Elementary1539 East Pine StreetMount Airy, NC 27030

Franklin Elementary519 South Franklin RoadMount Airy, NC 27030

J Sam Gentry Middle1915 West Pine StreetMount Airy, NC 27030

Meadowview Magnet Middle1282 McKinney RoadMount Airy, NC 27030

Mountain Park Elementary505 Mountain Park RoadState Road, NC 28676

North Surry High2440 West Pine StreetMount Airy, NC 27030

Pilot Mountain Elementary218 Friends StreetPilot Mountain, NC 27041

Pilot Mountain Middle543 Old Westfield RoadPilot Mountain, NC 27041

Rockford Elementary719 Rockford RoadDobson, NC 27017

Shoals Elementary1800 Shoals RoadPinnacle, NC 27043

Surry Central High716 South Main StreetDobson, NC 27017

Surry Early College630 South Main StreetDobson, NC 27017

Westfield Elementary273 Jessup Grove Church RoadPilot Mountain, NC 27041

White Plains Elementary710 Cadle Ford RoadMount Airy, NC 27030

SECTION II: SCOPE OF SERVICESA. Required Services:

● The vendor will furnish, deliver, install, train staff and maintain copiers to the end user’s complete satisfaction. New Equipment (not used, reconditioned, refurbished, newly manufactured, or remanufactured equipment) will be supplied. Equipment will be able to support the projected workload provided in the planning section of this document. ALL operating supplies and delivery of supplies, (excluding paper), ALL service requirements as necessary to meet the current and future volume demands, and copier/printer management software should be included. ALL devices proposed must be compatible with Google Chrome printing (Chromebooks). At the time of the award, each District location’s needs will be communicated to the apparent successful bidder outlining the specific business needs for devices at that location. The proposer will provide specification sheets listing all accessories, features, functions and technical requirements for each model copier/printer/fax proposed under this solicitation. ALL of this must be provided during the complete term of the contract and must be included in the bid price.

● All charges associated with maintenance, delivery and removal, training, property tax and insurance must be included in the bid price.

● Include terms for: Three year lease contract with (2) one year optional extensions.

Full service maintenance contract which includes all developer, toner, fuser, oil, drums, finisher supplies, staples, repair parts, labor and preventative maintenance services.

● If a service call is placed, a service technician is to be on site within 24 hours.

● Upon arrival to any campus for service calls, service representatives must check in at the office and be properly badged and notify personnel of his/her arrival.

● If a unit is down for more than three business days, a comparable loaner machine is to be supplied by the provider.

● Poor performing and/or problematic copier/printer/fax units will be replaced with similar equipment that continues to meet the requirements outlined in this document. If there are 3 service calls in a 30 day period, the machine is to be replaced with a comparably used unit with the same features. If there are 6 service calls in 60 days, the machine is to be replaced with a new unit with the same features.

● If it is necessary to replace an existing unit with a new unit, it is the responsibility of the proposer to duplicate any machine configurations from the current unit to the new unit.

● Provide preventative maintenance and remedial maintenance service during District normal business hours, Monday through Friday 8:00 a.m. through 4:30 p.m., except on state holidays, to keep copiers in good working condition.

a. Perform preventative maintenance based on specific requirement of the equipment.

b. Perform on-call remedial maintenance on an as needed basis as determined by the District.

● Provide diagnostic tools for the District Technology Services staff to perform copy/print meter read report.

● If a machine is over utilized, contractor will replace the machine with a machine with greater speed and/or capacity. This must be accomplished without extending the equipment lease and/or maintenance agreement beyond the original term.

● Provide quarterly invoices for all equipment to include: Location, make, model, service tag, and serial number for each unit Provide the number of copies/prints made on each unit broken down by color

or black & white utilization Provide current and previous meter reading Include date of meter read

● Multi-function machine specifications: Ability to retrieve a print job from any District desktop or laptop computer on

the District’s network to any machine by entering a unique code Ability to work with Google Cloud Print without a Windows Print Server as the

pass-through Have tracking software that monitors toner levels, click counts, and malfunction

alerts Minimum Speed: 30 ppm or faster Dual-Scan document feeder with 50-sheet capacity (scan speed of 120 IPM) Minimum Memory 4.0 GB Ram/Dual 32 GB HDD All drivers/mobile print/secure printing Network connectivity: TCP/IP Scan to E-mail via Google SMTP compatibility Scan to Black & White and Color minimum 200 dpi Scan to network functionality PCL 6 and PS Drivers 2 Paper drawers and 4 paper drawers (including dual large capacity drawers, up

to 12 x 18 capable (drawer type will be selected for each machine) Paper handling capability

○ Letter - portrait and landscape○ Legal (11 x 14)○ 11 x 17○ Bypass Tray○ Envelopes - ability to print envelopes fast○ Photo Paper○ Cardstock○ Labels

50 sheet stapling finisher (will be selected on some machines) Saddle stitched booklet capability (will be selected on some machines) 2 and 3 hole punch (will be selected on some machines) Automatic document feeder Automatic duplexing Collating capabilities Reduction and Enlargement capability Scanning Resolution minimum 300 dpi Output Resolution of 300 dpi (will be selected on some machines) Cardstock weight of up to 110 (will be selected on some machines)

B. Equipment Required: The current production printers, copiers, and fax machines will need to be replaced with new machines.

C. InstallationSuccessful contractor will:

● Conform with the Lunsford Act by securing and maintaining criminal records checks on all contractors who come or may potentially come onto a District campus during the duration of this contract

● Provide qualified labor for delivery and installation of equipment● Schedule equipment and software installation with the District IT staff● Perform installation in accordance with the manufacturer’s instructions● Conduct work in a manner which is least disruptive to regular operation at the District

locations● Provide cleanup and disposal of any debris resulting from this project. All areas should

be ready to use upon completion● Provide a reasonable delivery timeframe

D. MaintenanceSuccessful contractor will execute a maintenance contract covering all maintenance (parts and labor) and supplies (excluding paper and fax toner) for a period equal to the length of the lease selected. Maintenance agreement pricing will include all maintenance, repairs, parts and consumable supplies. Any costs excluded from the maintenance cost will be clearly specified.

E. WarrantyMaintenance/service agreement will commence upon delivery of equipment to the District and the successful contractor will act on behalf of the District in any warranty related repair and claim necessary with the machine manufacturer. Contractor shall bear all material and labor costs for repair of equipment including defective and failed machines occurring within and outside of any warranty period covered by the maintenance contract.

F. Network Technical Requirements

● Networked copiers/printers will be connected to the District’s network.● Each networked copier/printer/fax will allow printing from any authorized computer

within the district’s network.● Specify all electrical requirements, including the necessity for special electrical

receptacles, dedicated lines, etc. Each device shall include electrical surge protection.

G. Delivery ScheduleAnticipated Delivery Schedule: July 1, 2021

H. Equipment, Supplies, ToolsSuccessful contractor will supply all equipment, tools, supplies, offices, personnel, instruments, transportation, support services and insurance required to deliver and install and maintain copiers/printers under this agreement.

SECTION III - TIMELINEA. Anticipated Timeline

Request for Proposals Posted……………………………………………………02/15/2021

Final Questions Due………………………………………………………………....03/05/2021

Questions Responses Complete and Distributed…………………….…03/12/2021

Proposals Due……………………………………………………………………………03/26/2021

Evaluation Completed……………………………………………………………….04/23/2021

Recommendation to the Board of Education.……………………………05/03/2021

Selection Communication………………………………………………………….05/05/2021

Copiers Removed & Placed………………………………………………………..07/01/2021

Designated Contacts / Questions:

Questions about this RFP may be e-mailed to the contacts listed below:

Surry County Schools Contact Persons: Donna Bryant & David BrownE-mail Address: bryantdo@surry.k12.nc.us and dbrown@surry.k12.nc .us Phone: 336-386-8211

Answers to all questions asked will be available on the District’s website at https://www.surry.k12.nc.us (under Departments/Finance and Payroll/RFPs) posted as a separate Q&A document.

A. CONTACT WITH THE DISTRICT DURING THE RFP PROCESS:Communication with any person other than the designated contacts concerning the selection or award of this contract is prohibited from the time the Request for Proposal is advertised to the time of the award. Questions concerning the Request for Proposal shall be directed only to the designated contacts. All questions that are asked will be posted on the District’s website in the RFP section of the Finance Department. Failure of a PROPOSER, or any of its representatives, to comply with this paragraph will result in their proposal being rejected.

B. Proposal Due Date, Time, and Location:Date: March 26, 2021Time: 4:00 p.m. Eastern TimeSubmittal: Submit your proposal in a sealed envelope clearly marked “SURRY COUNTY SCHOOLS PRINTER/COPIER LEASE, REGULAR AND PREVENTATIVE MAINTENANCE AND SUPPLIES”

Surry County SchoolsAttn: Donna Bryant209 North Crutchfield St / P.O. Box 364Dobson, NC 27017

If Hand-Carried. (Monday through Friday, 8:00 a.m. to 5:00 p.m.) 209 North Crutchfield Street, Dobson, NC. Faxed proposals will not be accepted.

C. Proposal Submission: The original Proposal must be submitted in a sealed envelope clearly marked “SURRY COUNTY SCHOOLS PRINTER/COPIER LEASE PROPOSAL”. It is the proposer’s responsibility to ensure their Proposal is received by the District by the date and time specified above.

D. Late Proposals: Proposals received and/or date stamped after the Proposal Due Date and Time are late and will not be considered by the District.

E. Receipt and Opening of Proposals:

1. Proposals received prior to the advertised hour of opening will be time stamped and kept sealed securely. Time of receipt will be determined by the procuring department. Proposals not received in the specified manner will remain unopened.

2. No responsibility will attach the District or its representatives for the premature opening of, or failure to open, a proposal not properly addressed and identified.

SECTION IV: INSTRUCTIONS TO PROPOSERSProposals entitled for consideration must be made to Catawba County Schools in accordance with the following instructions:

A. Preparation of Proposals:

1. Proposals must be printed in a font no smaller than 11 point on 8 ½” x 11” paper.2. Proposals, along with all required documents, must be submitted in the manner

described herein.3. By responding to the RFP, proposer certifies that it has not communicated with any

employee or member of the District in a manner that might provide the proposer an advantage over any other proposer. A violation of the foregoing is cause for rejection of that particular Proposal without further consideration.

4. By submitting a Proposal, proposer certifies that he/she understands, agrees with, and will abide by, the terms and conditions set forth in this RFP.

5. All costs incurred by the proposer in the preparation of a Proposal responding to this RFP are the responsibility of the proposer and will not be reimbursed by the District.

6. Proposals are not to contain confidential/proprietary information. Surry County Schools is subject to North Carolina Public Records statutes. Proposals must contain sufficient information to be evaluated without reference to any confidential or proprietary information. Any Proposal submitted that is marked “confidential” or “proprietary,” or that contains materials so marked, may be returned to the proposer and not be considered for award.

7. Surry County Schools recognizes that the primary objective for this invitation for proposal is to help increase the quality of production to all of our employees. This is a time when there are cutbacks on many state and federal programs and budget constraints are an issue in most areas. It is with this that SCS must seek out partner with businesses that can offer us specialization that we need in preparing for our future. Recognizing that the management of copier programs requires a level of expertise that is unique to the copier industry, SCS is requesting aggressive proposals that would continue to provide an efficient copying method while reducing our current costs.

B. Submission RequirementsTo be considered responsive, a proposal must contain the following:

1. Detailed description of the machines proposed. Regardless of manufacturer or model, these machines must meet the technical descriptors provided within this document. Per copied/printed page lease costs will not be affected by the manufacturer or model of the proposed machines creating pricing tiers other than for Black & White or Color distinction.

2. Include in your proposal how you plan on examining the number of copies printed at each machine to verify the proper equipment is in place and is properly utilized. Outline a method to replace under or over utilized machines. Also include service limits that will necessitate an automatic replacement of a malfunctioning machine.

3. Response time for service calls. Prompt, reliable service is required.4. Specific training for all staff and system administrators who will be working with the

machines.5. Include any warranty terms being provided.6. Provide a statement that a full set of replacement toner cartridges and toner waste

cartridges will be available at each location at all times for each device.7. Describe your company’s core capabilities and business approach.

8. Provide a statement about how your firm will perform criminal background checks on all existing and newly hired employees that will service Surry County Schools’ locations before they provide any service or delivery to District locations.

9. Provide at least three (3) references with contact information (Attachment D) where you provided similar machines and maintenance services. At least one of the references should be of comparable size to number of machines to be provided to the District.

10. Complete and return Attachments A (Proposal Form), Attachment B (Equipment Proposed), Attachment C (Price Schedule), Attachment D (References), and Attachment E (Questionnaire for Proposers), along with any backup and supporting documentation.

Proposals which fail to address each of the submission requirements above may be deemed non-responsive and will not be considered further. The District’s evaluation team will not refer to a designated website, brochure, or other location for the requested information. Responses that utilize references to external materials as an answer will be considered non-responsive.

SECTION V: EVALUATION AND AWARDSurry County Schools intends to award a contract to the highest scoring overall responsible, responsive bidder;

A. Evaluation Procedures: All proposals accepted by the District will be reviewed to determine whether they are responsive or nonresponsive to the requisites of this RFP. Proposals that are determined by the District to be nonresponsive will be rejected. The District’s evaluation committee will evaluate and rate all remaining proposals based on the evaluation criteria outlined below. The District reserves the right to conduct site visits and/or interviews and/or to request that proposers make presentations and/or demonstrations, as the District deems applicable and appropriate. Although discussions may be conducted with proposers submitting acceptable proposals, the District reserves the right to award contracts on the basis of initial proposals received, without discussions; therefore, the proposer’s initial proposal should contain its best programmatic, technical, and price terms.

B. Evaluation Criteria: Proposals will be evaluated by District staff. Evaluations will be based on criteria outlined herein which may be weighted by the District in a manner it deems appropriate. All proposals will be evaluated using the same criteria:

a. Cost per black and white copies over minimumb. Cost per black and white copies under minimumc. Cost per color copies over minimumd. Cost per color copies under minimume. Type of machines proposed and capabilities of those machinesf. Secure Printingg. Printing Speedh. Reliability, service response time and local service availabilityi. Memoryj. Tracking software that monitors toner levels, click counts and malfunction alertsk. Dual-Scan document feeder capacityl. Drivers (compatibility with OS X and Windows based machines)m. Staff trainingn. Proposer’s experienceo. References

C. Surry County Schools reserves the right to accept or reject any or all proposals presented, and the right to waive any informalities or irregularities it deems is in the best interest of the district.

D. Per SCS Board Policy 6420, Contracts with the Board, section A, “Any contract involving expenditures in excess of $30,000 must be reviewed by the board attorney and approved in advance by the board …

SECTION VI: CURRENT EQUIPMENTThe equipment noted in this proposal is only provided as a guideline for response planning and should not be construed as a make or model preference on the part of the District.

Model Location BW/Color # of Machines Annual # of Copies(approximately)

ES356 Cedar Ridge Elementary BW 1 29,700

ES456 Cedar Ridge Elementary BW 1 37,700

ES355 Cedar Ridge Elementary BW 1 67,400

3040C Cedar Ridge Elementary Color 1 21,000/BW8,100/Color

RZ310 Cedar Ridge Elementary BW 1 35,400

EZ220 Cedar Ridge Elementary BW 2 49,500 154,000

ES353 Central Middle BW 1 42,300

ES356 Central Middle BW 3 22,50025,80013,500

ES656 Central Middle BW 2 62,300143,000

4520C Central Middle Color 1 4,900/BW10,400/Color

EZ220 Central Middle BW 3 64,500237.100123,900

ES356 Copeland Elementary BW 2 1,800/4,300

ES455 Copeland Elementary BW 2 3,700/2,300

3630C Copeland Elementary Color 1 31,000/BW3,400/Color

RZ220 Copeland Elementary BW 1 208,000

3008A Dobson Elementary BW 1 3,000

ES356 Dobson Elementary BW 4 18,400/13,3005,000/6,900

3530C Dobson Elementary Color 1 14,200/BW11,100/Color

RZ220 Dobson Elementary BW 3 165,00061,80074,500

ES356 East Surry High BW 7 34,000/98,0007,400/28,70084,300/71,30071,300

ES656 East Surry High BW 1 84,300

ES555 East Surry High BW 1 71,300

3040C East Surry High Color 1 21,000/BW

3,000/ColorEZ220 East Surry High BW 4 27,500/68,600

71,600/91,600ES353 Flat Rock Elementary BW 1 8,200

ES556 Flat Rock Elementary BW 1 21,300

ES656 Flat Rock Elementary BW 1 28,500

3040C Flat Rock Elementary Color 1 16,600/BW3,600/Color

EZ220 Flat Rock Elementary BW 2 92,800/170,000

ES452 Franklin Elementary BW 2 29,500/42,000

ES352 Franklin Elementary BW 2 5,500/8,200

ES356 Franklin Elementary BW 2 9,800/200

ES656 Franklin Elementary BW 1 92,800

4520C Franklin Elementary Color 1 5,700/BW13,700/Color

EZ220 Franklin Elementary BW 3 215,300/46,700264,700

ES453 Gentry Middle BW 1 23,800

ES356 Gentry Middle BW 2 3,200/26,500

ES556 Gentry Middle BW 1 26,500

2555C Gentry Middle Color 1 51,600/BW7,400/Color

EZ220 Gentry Middle BW 2 75,000/145,600

3518A Meadowview Magnet BW 2 16,000/111,400

ES356 Meadowview Magnet BW 2 51,500/11,200

ES456 Meadowview Magnet BW 1 25,400

3530C Meadowview Magnet Color 1 47,100/BW11,300/Color

EZ220 Meadowview Magnet BW 1 87,000

ES656 Mtn Park Elementary BW 1 51,200

ES356 Mtn Park Elementary BW 1 7,200

3540C Mtn Park Elementary BW 1 50,000/BW13,200/Color

EZ220 Mtn Park Elementary BW 1 147,000

ES453 North Surry High BW 1 3,000

ES356 North Surry High BW 3 20,200/5,40039,000

ES357 North Surry High BW 1 21,900

ES456 North Surry High BW 3 193,500/43,500173,200

ES856 North Surry High BW 1 180,700

5540C North Surry High Color 1 514,600/BW31,300/Color

EZ220 North Surry High BW 2 44,300/1,600

ES356 Pilot Mtn Elementary BW 3 130,700/19,7008,900

ES455 Pilot Mtn Elementary BW 2 57,300/94,100

3530C Pilot Mtn Elementary Color 1 6,000/BW51,300/Color

EZ220 Pilot Mtn Elementary BW 1 16,200

ES455 Pilot Mtn Middle BW 3 49,600/54,40050,600

2830C Pilot Mtn Middle Color 1 33,100/BW7,000/Color

RZ310 Pilot Mtn Middle BW 1 113,400

RZ220 Pilot Mtn Middle BW 2 128,500/111,900

ES455 Rockford Elementary BW 2 40,700/52,500

ES456 Rockford Elementary BW 1 107,900

ES355 Rockford Elementary BW 1 4,900

3040C Rockford Elementary Color 1 69,700/BW27,800/Color

EZ220 Rockford Elementary BW 1 142,400

ES555 Shoals Elementary BW 1 73,900

ES356 Shoals Elementary BW 3 59,000/103,50034,500

4540C Shoals Elementary Color 1 26,200/BW4,500/Color

EZ220 Shoals Elementary BW 2 44,600/26,400

LEX3150 Surry Central High BW 3 6,800/2,0002,000

ES356 Surry Central High BW 3 28,300/75,30021,600

ES456 Surry Central High BW 1 114,400

5508A Surry Central High BW 1 279,300

ES756 Surry Central High BW 1 125,200

3540C Surry Central High Color 1 178,000/BW24,000/Color

RZ220 Surry Central High BW 3 900/1,20052,300

4508A Surry Early College BW 1 32,300

ES357 Surry Early College BW 1 26,500

6540C Surry Early College Color 1 91,700/BW

11,000/ColorES356 Westfield Elementary BW 1 9,300

ES456 Westfield Elementary BW 3 15,000/74,30028,600

5540C Westfield Elementary Color 1 92,800/BW3,600/Color

EZ220 Westfield Elementary BW 1 15,100

ES356 White Plains Elementary BW 1 12,800

ES456 White Plains Elementary BW 2 8,200/3,400

ES655 White Plains Elementary BW 1 7,000

RZ220 White Plains Elementary BW 2 24,300/39,500

3540C White Plains Elementary Color 1 31,100/BW2,500/Color

3540C TLC Building Color 1 7,600/BW9,000/Color

3040C SCS Transportation Color 1 10,500/BW12,500/Color

3530C SCS Maintenance Color 1 16,100/BW2,000/Color

5540C SCS Central Office Color 1 16,700/BW53,600/Color

4555C SCS Central Office Color 1 23,100/BW22,600/Color

5520C SCS Central Office Color 1 13,400/BW19,400/Color

5506C SCS Central Office Color 1 24,300/BW50,700/Color

5516C SCS Central Office Color 1 75,000/BW53,600/Color

ES356 SCS Central Office BW 1 11,300

ATTACHMENT A - PROPOSAL FORM

The undersigned, as an authorized representative of the company named below, acknowledges that he/she has examined this Request for Proposal including any related documents, and hereby offers to furnish all labor, materials, tools, supplies, equipment and services necessary to comply with the specifications, terms and conditions set forth herein at the prices stated.

Company Name: ____________________________________________________________________

Signature: ___________________________________________________ Date: __________________

Printed Name & Title: _________________________________________________________________

Address: ____________________________________________________________________________

City/State/ZIP: _______________________________________________________________________

E-Mail Address: ________________________________________ Phone: ______________________

Business License Number: __________________________ Federal Tax ID: ____________________

EXCEPTIONS: Any exceptions to any of the specifications or requirements of this RFP shall be noted in writing, and attached to the Proposal when submitted. By taking exceptions and clearly stating them in writing on a separate sheet of paper headed “EXCEPTIONS,” and by offering alternatives to replace stated requirements, the proposer may still compete in the solicitation. However, the District has the right to accept or reject any proposed exception.

Are there exceptions to this proposal? YES [ ] NO [ ]

ACKNOWLEDGEMENT OF ADDENDA:

The signer of this form acknowledges receipt of the following addenda:

Addendum No. _______________________________ Dated: _________________________Addendum No. _______________________________ Dated: _________________________Addendum No. _______________________________ Dated: _________________________No Addenda were received in connection with this RFP. Date: _______________________

[ ] I am the manufacturer of the products and services in this proposal.

[ ] I am a vendor of the products and services in this proposal and I have attached letters from the manufacturers of all proposed items.

ATTACHMENT B - PROPOSED EQUIPMENT

Company Name: ____________________________________________________________________

Provide a list of proposed equipment and all backup documentation supporting the equipment proposed, including brochures. You may propose no more than two (2) different types of machines per category (Equipment Type).

Equipment Type Manufacturer Model PPM

Multi-Function Copier

Color

Multi-Function Copier

B&W

Desktop Printer Color

Desktop Printer B&W

Fax B&W

ATTACHMENT C - PRICE SCHEDULE

Company Name: ____________________________________________________________________

Surry County Schools is seeking pricing schedules based on the total price per click charges.

TOTAL PER CLICK CHARGE*

Item TypeAnnual

Minimum

Monthly Cost (if

any)Total Annual

Cost

Multi-Function Copier - per click charge Color 500,000

Multi-Function Copier - per click charge B&W 1,000,000

Desktop Printer - per click charge Color 200,000

Desktop Printer - per click charge B&W 500,000

Fax** B&W

COST PER CLICK OVER THE MINIMUM AMOUNTS ABOVE

Item Type Qty Cost for each overage click

Multi-Function Copier - per click charge Color 1

Multi-Function Copier - per click charge B&W 1

Desktop Printer - per click charge Color 1

Desktop Printer - per click charge B&W 1

PaperCut Print Management Software Cost: ________________

* Per click means printing one piece of paper, regardless of paper size, type, or format. This per click charge will also include all maintenance, toner, ink cartridges, staples, etc.

** Fax machines will be included without minimum expectations or per click pricing, but toner and supplies will be the responsibility of the District to purchase from the proposer. Please specify toner cost in the monthly cost column.

ATTACHMENT D - REFERENCES

Company Name: ____________________________________________________________________

Provide three (3) references, at least one (1) of which is an equal size project based on the requirements outlined in this document. You may provide up to five (4) references.

Organization Contact Person Products/Services Provided

Name:

Title:

E-Mail:

Phone:

Name:

Title:

E-Mail:

Phone:

Name:

Title:

E-Mail:

Phone:

OPTIONAL ADDITIONAL REFERENCES

Name:

Title:

E-Mail:

Phone:

QUESTIONNAIRE FOR PROPOSERS

Company Name: ____________________________________________________________________

Please complete and include this form with your proposal.

1. Have you ever done the same or similar work for other local or state government entities?

[ ] YES [ ] NO

a. Name of entity: ___________________________________________________

b. Where and when was the work performed?

________________________________________________________________________

________________________________________________________________________

c. Type of machines proposed to that entity (number and type of machines, leased or

purchased, maintenance agreement (per click or for services rendered), etc.

2. How long has your company been in business? What experience or qualifications does the

company and employees possess?

3. Where is your main office located? Do you have a local office to Surry County? If yes, provide

the street address.