Request for Proposals for Photocopy Machine Service for Hemingford Public Schools
Request for Proposals for Photocopy Machine Service
for Hemingford Public Schools
Hemingford Public Schools (the “District”) is seeking proposals to upgrade and improve the photocopying equipment, systems, and services (collectively, the “Services”) at Hemingford Elementary School and Hemingford Jr./Sr. High School, located on the District campus at 913 Niobrara Ave, Hemingford, NE 69348 (the “Site”). The desired features of the proposals are as follows:
- Two Large New or Factory Refurbished Black and White Copiers and Two Large Color Copiers and 4 Small New or Factory Refurbished Black and White Copers with Under 75,000 Copies with the following minimum specifications:
- Color/B&W
- 35-45 Page/Minute
- Duplex/Simplex Copy and Print
- Copy Sizes: Maximum 11” by 17” and Minimum 5 ½” X 8 ½”
- All Paper Size Copies counted as one copy for meter charges
- Copy/Scan/Print
- Color Scan to Network
- Color Scan to Email (Must Include Set-up, Loading of Email Addresses, Training on Updating Email Addresses, and Connection)
- 4 Paper Drawers Plus Bypass Tray (Large Machines)
- High Capacity Paper Storage (Large Machines)
- Stapler/Finisher/Sorter with 3-Hole Punch (Large Machines)
- Document Feeder
- Color Copy
- Print Management User Codes
- USB Scan/Print
- Secure Print
- Network Printer Capability and Set-up
- No Per-Page or Other Charge for Scanning/Emailing
- Energy Star Information/Maximum Power Consumption
- Surge Protection
- Remote Support
- PaperCut Compatible (servicer installs)
- Lease terms of 48 months. Alternate terms and lease/purchase options may be considered.
- Billing Terms shall be net 45 days (to coincide with monthly bill approval)
- Lease terms shall be month-to-month at the completion of the initial term with the option to cancel by the District with a 30-day notice.
- Proposals must include returning/hauling photocopiers from the existing lease expiring July 25, 2024 to owner in working condition. (To be reviewed during site visit)
- Services must include:
- Unlimited toner, parts, drums, and labor
- 50,000 copies/month B&W
- No-cost loaner(s) if copier(s) are down for more than 48 hours
- Response time under 4 hours
- Additional factors the District will consider.
- Number of techs in geographic area
- Reliability and local service availability
- Number of years company has been in business
- Quantity of supplies to be left on hand at the Site
- Ongoing on-Site training for District Staff
- Network assistance
- Past customer service performance (if applicable)
Any company, firm, or person (hereinafter a “Contractor”) interested in providing the Services described above shall submit a proposal, which must be received by Hemingford Public Schools on or before May 1, 2024 at 4:00 p.m. Proposals must be signed by an authorized representative of the Contractor and shall be submitted in a sealed envelope and mailed or delivered to Dr. Travis Miller, Superintendent of Hemingford Public Schools, 726 4th Avenue, Hemingford, NE 69334. The envelope must be marked “Copier Proposal.”
Prior to submitting a proposal, a Contractor must visit the Site to become fully informed as to all existing conditions and limitations under which the Services must be performed. By submitting a proposal, a Contractor represents that it has made a thorough investigation of the Site. To schedule an appointment for a Site visit, or for other questions contact Dr. Travis Miller, Superintendent of Schools at 308-487-3328.
At a minimum, proposals shall include the total price for the Services, itemized as necessary. Proposals may also include alternatives for the District to consider. If any of the desired features listed above are excluded from the proposal, the Contractor shall specifically mention the excluded feature. The Contractor must submit 5 references (including contact person, address, and telephone number) for previous projects. The Contractor shall also submit a copy of any proposed contract with its proposal.
Proposals must be valid for 6 months. Proposals will be considered by the Board of Education at the May 13, 2024 regular meeting of the Board of Education. When evaluating proposals, the Board may consider all facts and circumstances, including but not limited to the proposed price and the Contractor’s experience, past performance, and ability to perform the Services. The Board retains the right to terminate the proposal process at any time, accept any proposal, reject all proposals, further negotiate with any Contractor submitting a proposal, or request additional proposals.