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REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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ATTENTION POTENTIALPROPOSERS!!
IMPORTANT NOTICE
Responsibility of Each Vendor Participating in the Proposal Process
It will be the responsibility of each participating Vendor to refer daily to the Business Opportunities website (www.orpu.org) to check for any available amendments or addenda, responses to inquiries and/or questions, cancellations, or intents to award, and any and all additional information regarding this opportunity that is posted. It is not Southern Oregon University’s responsibility to notify participating Vendors by email or by any other means of any of the above.
All RFP questions and inquiries must be sent by email to [email protected]. The subject line of the email must state the following: RFP #2016-09 Print & Copy Center. Any questions and inquiries that are not so submitted and identified will not be responded to.
Emerging Small Businesses and Minority and Women Owned Businesses SOU is committed to increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses, and SOU strongly encourages its contractors to use these businesses in providing services and materials for SOU contracts and projects.
Prevailing Wages Required Oregon Bureau of Labor and Industries (BOLI) Prevailing Wage Rates are applicable to the installation phase of this Project. The Contractor and all subcontractors shall comply with the provisions of ORS 279C.800 through 279C.870 relative to Prevailing Wage Rates. Workers shall be paid the applicable rates per the July 1, 2015 BOLI Prevailing Wage Rate schedule including amendments adopted since July 1. Current wage requirements are available at: http://www.oregon.gov/BOLI/WHD/PWR/Pages/pwr_state.aspx. If a contractor fails to pay for labor or services, SOU can pay and withhold these amounts from payments due the Contractor (ORS 279C.5.15). The Contractor and their subcontractors shall provide a written schedule to employees showing the number of hours per day and days per week the employee may be required to work (ORS 279C.520). The Contractor and their subcontractors must promptly pay for any medical services they have agreed to pay (ORS 279C.530). Every contractor or subcontractor working on the site must file a public works bond with the Construction Contractors Board (CCB) prior to starting work, unless exempt.
RFP Data
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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Commodity Title: Print & Copy Center Buyer: Southern Oregon University (SOU) a University with a
governing board Solicitation Officer: John Silverman Phone/Fax: (541) 552-6165 Email: [email protected] Date Issued: June 10, 2016
RFP Proposal Deadline for Receipt by SOU Print & Copy Center
Day/Date: July 15, 2016 Time: 4:00 p.m., local time Email address: [email protected] Location/Address: Print & Copy Center, Stevenson Union Room 120 (hand deliver Proposals here) 1250 Siskiyou Blvd
Ashland, OR 97520
Overview
Southern Oregon University (SOU) is seeking Proposals to enhance our Print & Copy Center capabilities currently being extended to the campus community, as described in Section 2 Product Requirements. SOU intends to award a contract to the company that offers the lowest cost, and highest quality products that meet all the requirements of this RFP.
SOU promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or
veteran status.
Contract Term
The term for the contract awarded pursuant to this solicitation shall be for a period effective from the date of contract execution and extending until completion of the Scope of Work as detailed herein. SOU, at its sole discretion, may choose to amend any ensuing contract for additional work.
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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TABLE OF CONTENTS
Schedule of Events Page 3
Section 1: Instructions to Proposers Page 4
Section 2: Scope of Work Page 8
SCHEDULE OF EVENTS
These dates are for reference only; we may change these dates at our discretion. Any changes to schedule dates will be posted on the procurement website: www.orpu.org Issue RFP June 10, 2016 Deadline for inquiries, request for changes June 17, 2016 or protest of specifications Deadline for SOU to respond to Proposer inquiries and/or June 22, 2016 protest of RFP specifications and/or contract terms and conditions Proposals due* July 15, 2016 4:00pm
Anticipated notice of intent to award August 1, 2016 Deadline to protest award Seven (7) calendar days after date of intent to award * Proposals must be received by SOU Print & Copy Center Office no later than 4:00 p.m. PST (Pacific Standard Time) on this date.
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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SECTION 1: INSTRUCTIONS TO PROPOSERS All Proposals submitted in response to this RFP are subject to the provisions and requirements of the applicable Oregon Revised Statutes (ORS), the applicable Attorney General's Model Public Contract Rules and the Administrative Rules of the Southern Oregon University, a university with a governing board. 1. Right to Reject: SOU reserves the right to cancel or reject this procurement, RFP, and
any or all Proposals received as a result of this RFP upon finding that it is in the public interest to do so.
2. Preparation Costs: SOU shall not be liable for any costs incurred by Proposers in the
preparation of responses to this RFP, including any meetings, demonstrations or travel costs that may be required or requested.
3. Questions or Requests for Clarification/Change: All requests for changes or
clarifications regarding technical information, procedural requirements, contractual requirements or other issues must be submitted, in writing, and received no later than the date and time listed in the Schedule of Events to the name and address listed on the cover page of this RFP. Proposers must note that SOU is not allowed to consider exceptions to the specifications or terms and conditions after the deadline has passed. If you have an exception or a concern with anything in this RFP, you must raise that issue, in writing, and it must be received by the deadline date for Requests for Changes, listed in the Schedule of Events.
SOU reserves the right to reject Proposals from respondents that raise any objections to the terms and conditions of this RFP after the deadline date for requests for changes. Proposer’s proposed agreements, including proposed supplemental terms and conditions may be considered by SOU in its sole discretion, pursuant to paragraph 15 below.
SOU will consider all protests and requested changes and, if reasonable and appropriate, amend this RFP. Envelopes, emails, or faxes containing requests for change or protest of RFP requirements or contract provisions shall be marked as follows:
RFP Specification (or Contract Provisions) being questioned; Request for Change (or Protest); RFP Document Number; and, Date Submitted.
Instructions for emailed responses are provided on page Two of this document.
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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4. Submittal Location: Requests for RFP specification or contract provision change,
protest or clarification must be submitted to the following email address: [email protected] or by mail to SOU Print & Copy Center (Stevenson Union Room 120), 1250 Siskiyou Blvd, Ashland, OR 97520. Any such requests sent to anywhere other than this location will not be considered. Such requests may be submitted via email or first class mail, provided the method of transmission provides for a return receipt to sender.
5. Change or Modification Addenda(s): Any change or clarification to the specifications
or the procurement process or to the terms and conditions of the contract will be issued in the form of an Addendum to this RFP and will be posted on the procurement website www.orpu.org
6. Only documents issued as addenda by the SOU Print & Copy Center will serve to change this RFP in any way. No other direction received by the proposer, written or oral, serves to change this RFP document.
Proposers are not required to return addenda with their RFP proposal. However, Proposers are responsible for making themselves aware of and obtaining and incorporating any changes made in any addenda issued into their final proposal. Failure to do so may cause the proposer’s proposal to be rejected.
7. Proposal Preparation and Submission: Proposals shall be of detail to demonstrate that the proposer has a thorough understanding of the project and the SOU environment. Proposals may be emailed to [email protected], mailed or hand delivered to the SOU Print & Copy Center office at the address listed in this RFP.
Minimum Proposal Requirements:
a. Submit proposal on company letterhead, signed by an officer authorized to commit the company.
b. Include a detailed list of Product/Equipment provided. c. Include literature on proposed Product/Equipment to be provided, as well as
all electrical requirements and outlet configurations. d. Indicate the time required (# of weeks) from order placement to completed
installation. e. Provide a minimum 1-year full warranty on proposed products and labor. f. Provide a signed Proposal Certification statement (Attachment C). g. Provide (3) Owner references for equivalent equipment installed in
comparable facilities within the last 5 years. h. Provide printed samples from Product/Equipment on several substrates,
including textured media utilizing full capabilities of said Product/Equipment.
Proposals must be received by the due date and time listed in the Schedule of Events of this RFP. Late Proposals or modifications will be rejected.
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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8. Public Records: This RFP and one copy of each Proposal received, together with copies
of all documents pertaining to the Award of a Contract, shall be kept by SOU and shall be open to public inspection. If a Proposal contains any information that is considered a trade secret by the proposer under ORS 192.501(2), each sheet of such information must be clearly marked with the following:
"This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192."
The Oregon Public Records Law, ORS 192.501(2), exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance." Therefore, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.
Pricing information cannot be labeled a trade secret and must be open to public inspection. Proposers are requested to mark only specific pages or text in their proposal considered a “trade secret” under Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a "trade secret" will be rejected.
9. Information Submitted: Proposers are cautioned that it is the proposers’ sole
responsibility to submit all information required, and that SOU is under no obligation to solicit such information if it is not included within the Proposal. Failure by the proposer to submit such information may result in rejection of the proposal as non-responsive.
10. Evaluation Criteria: Any contract(s) resulting from this RFP will be awarded based upon
lowest cost. The proposed products must meet, at a minimum, all requirements of this RFP. Any resulting contract will be in accordance with the Southern Oregon University administrative purchasing rules and laws.
11. Investigation of References: SOU reserves the right to investigate the references and
the past performance of any proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of suppliers, sub-contractors, and workers. SOU may postpone the award or execution of the contract before or after Notice of Intent to Award to complete its investigation. SOU reserves the right to reject any Proposal or to reject all Proposals at any time prior to SOU's execution of a contract in the event proposer’s reference checks prove unsatisfactory.
12. Consideration of Past Performance: SOU reserves the right to consider past
performance, historical information and fact, whether gained from the proposer's Proposal, question and answer conference, references, or any other source in the evaluation process.
13. Reservation of Rights: SOU has and reserves the right to refuse to enter into a contract if
SOU, based upon reasonable grounds, determines that the interests of SOU would not be
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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served. Specifically, this right may be exercised if SOU does not believe that a given proposer can perform a contract, or for any reason set forth in Oregon Administrative Rules. SOU, at its option, may give the proposer notice, specifying the grounds for rejection, and allow the proposer (7) calendar days to respond in writing. Following such response, SOU, in its sole discretion may reject the Proposal as provided in the referenced administrative rules.
14. Selection Protests: Unless this RFP is canceled, after SOU opens all timely-received
Proposals, SOU will evaluate all proposals in accordance with the requirements set forth in this RFP. SOU will award the contract to the lowest responsive proposer. In the event that proposals do vary significantly, SOU reserves the right to conduct discussions with the finalist proposer, to accept best and final offers from that finalist, and to negotiate changes. The SOU Print & Copy Center Manager will notify the apparent successful proposer and announce an Intent-to-Award. Identification of the "apparent successful proposer” is procedural only and creates no right in the named proposer to award of the contract. All competing Proposers shall be notified in writing of SOU’s Intent-to-Award and the identity of the apparent successful proposer and shall be given seven (7) calendar days to review the RFP file and evaluation report in the SOU Print & Copy Office. Any questions or concerns about, or protests of, the evaluation process must be in writing and must be delivered to and received by the SOU Print & Copy Center Manager within seven (7) calendar days after the date of the letter of Intent-to-Award identifying the apparent successful proposer(s). Within a reasonable time following the end of this seven (7) day protest period, SOU will consider all protests received, if any, and: a) reject all protests and enter into a contract with the apparent successful proposer;
OR
b) sustain a meritorious protest(s) and reject the apparent successful proposer as non- responsive, if such proposer is unable to demonstrate that its proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, SOU may name a new apparent successful proposer; OR
c) reject all proposals and cancel the procurement.
15. Best and Final Offer: Pursuant to University Policy 580-061-0155, SOU reserves the right to select the vendor that offers the best value to SOU. SOU reserves the right to conduct discussions with the finalist proposer, to accept best and final offers from that proposer, and to negotiate changes, if it’s in SOU’s best interest to do so.
16. Negotiation of Final Contract: SOU has found that limited negotiation of the proposed
contract is sometimes required to effect a successful procurement because of their experience that proposers may desire to include in the final contract certain supplemental
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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terms and conditions from the proposers such as software license agreements, maintenance contracts, technical support agreements and other similar documents. Such negotiation may occur at SOU’s discretion.
SECTION 2: SCOPE OF WORK SOU is currently engaged in enhancing the level and quality of services being offered to the campus community through the Print & Copy Center located on the SOU campus at 1250 Siskiyou Boulevard, Ashland, Oregon. This solicitation is to supply and install new equipment at the Print & Copy Center. A map of equipment locations is included in Appendix A. Product Requirements: Digital Color Press and Digital B&W Press (must be new equipment, not refurbished or used): SOU wishes to be able to produce applications that take full advantage of the vastly expanded creative range a fifth color station affords on the color press (i.e.: spot & flood clear coating embellishments, white highlight embellishments). Capabilities must also include the use of wide variety of substrates such as coated stocks, textured stocks, synthetic stocks and transparencies. As well as the capability of running 360gsm paper, and the ability to print no less than 300gsm at full rated speed (Color Press must be rated no less than 90ppm, BW Press not to be rated less than 110ppm). Equipment must be capable of printing 19” x 13.2” or larger. Equipment must have one (1) large capacity feed tray as well as three standard feed trays, auto calibration, high-speed network scanning, decurler unit, 2/3-hole punch, multi position stapler unit, booklet finisher (with appropriate delivery), “Impose”, auto-duplexing, post process inserter and high capacity stacker delivery. Extremely tight front-to-back registration is critical. Color press must have Fiery E-43Q RIP with graphic arts package (or equivalent). BW Press must have Fiery EB32 RIP (or equivalent). Ability to print envelopes is preferred. SOU is also seeking a vendor who will be willing and prepared to buy out the remainder of the copy machine leases that the new equipment will be replacing (See Appendix B for details) and funds to ship current equipment back to current manufacturer. Both machines must have a lease and maintenance contract to be fixed (click rates standard up to 19 x 13.2) for the entire term of contract. Contracts must include guaranteed uptime commitment, as well as guaranteed service call timeline. Contractor Work Requirements:
1. Acquire equipment as described in Product Requirements. 2. Deliver and install equipment in the SOU Print & Copy Center 3. Clean up & remove all debris from site. 4. Provide training for Owner’s operation, personnel care and maintenance. 5. Provide written warranty.
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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Appendix A: LOCATION OF WORK
REQUEST FOR PROPOSAL FOR
Print & Copy Center (RFP 2016-09)
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Appendix B: CURRENT EQUIPMENT LEASES
D110 Copier/Printer:
Lease Term: 60 months
Start Date: December 2012
End Date: December 2017
Purchase Option: FMV
Current payment for D110 and RIP is $2262.40 per month J75 Press:
Lease Term: 60 months
Start Date: December 2013
End Date: December 2018
Purchase Option: FMV
Current payment for J75 and RIP is $1406.80 per month
