REQUEST FOR PROPOSAL (RFP)
FOR
Copiers – Replacement and Maintenance Contract
FOR THE CITY OF LANSING
Due Date: April 15, 2023
Respond via Email to:
City of Lansing
Attn: Joe Wilson
Director of IT
TO: All interested parties
SUBJECT: RFP for replacing and maintaining its fleet of copiers.
SECTION 1: INTRODUCTION
1.1
Project Purpose and Scope
The city of Lansing (City) is releasing a Request for Proposal for replacing and maintaining its fleet of
copiers through a five-year lease and maintenance service contract.
The city is seeking to secure a qualified Vendor(s) to provide printer and copier replacement and
maintenance services.
1.2
Project Summary
The City of Lansing desires to develop a strong partnership with a copier service provider that will assist
in achieving the following key objectives:
•
Create and implement an optimization and standardization strategy for the City’s copier fleet
•
Reduce the City’s printing costs
•
Improve Customer Service and Customer Support
•
Improve the City’s “Green Footprint”
•
Implement badged printing for Security and Green Initiative
•
Evaluate and recommend print/copy/scan flow improvements
•
Minimize downtime and maintenance calls
•
Successful bidder/contractor will lead the effort to complete end-of-lease requirements with
current copier contractors and remove old copiers from City offices. This may include contacting
copier providers for lease information. THIS IS AN ABSOLUTE NECESSITY.
1.3
Timeline/Schedule of Events
The following are key dates for this RFP (REQUEST FOR PROPOSAL). The City reserves the right to make
modifications.
•
Issue RFP – March 15, 2023
•
Vendor Questions Due via email to [email protected] NLT April 1, 2023
•
Responses to Vendor Questions provided by– April 8, 2023
•
Proposals Due – April 15, 2023
•
Vendor Interviews/Demos – As needed by request only
•
City Approval – May 1, 2023
•
Installation begins –May 15, 2023
•
SECTION 2: OVERVIEW OF CURRENT ENVIRONMENT
1.1
Background Information
The City of Lansing currently owns 5 high-volume copiers.
The proposal should include costs assigned to each copier and calculations for a 5-year lease. The city is
looking for a cost per copy agreement for both color and black/white units.
1.2
Current Copier Setup
The City’s copier drivers are set up on a print server in the Information Systems server room. All copiers
use both PCL and postscript drivers.
All copiers are maintained, configured, and repaired by the vendor. Vendor(s) shall be required to
interact with the City of Lansing Information Systems staff to coordinate configurations and protocols.
2.3 Current copier models and locations. (Exhibit also provided at end of document.)
SECTION 3: SYSTEM REQUIREMENTS
3.1
Copier Minimum Standards
All copiers supplied will be new, U.L. approved, energy star compliant. Demonstrator copiers are
considered used and should be noted as such for this proposal. In addition, all copiers supplied at the
time of initial installation will be the latest current models of modern technology using dry toner, and in
current production.
Proposals are to include complete descriptive literature showing specifications of equipment offered.
Literature must contain information on electrical and space requirements, as well as provide the
dimensions of the copiers with and without optional features. Measurements must include their
maximum footprint widths, with optional features and paper cassettes attached. Copiers must be able
to produce clean, acceptable images using a minimum of 30% post-consumer waste recycled paper
made for xerographic purposes.
Each copier provided by the successful vendor(s) shall be expected to perform the intended functions, to
operate satisfactorily, and to produce acceptable copy/print/scan quality during normal City operating
hours. Normal operating hours are between 7:30 a.m. and 5:00 p.m. Monday through Friday, excluding
City recognized holidays.
If a copier fails to operate at a minimum of 95% uptime during normal operating hours, then the copier
shall be replaced with a new copier. The measurement of 95% uptime will be based upon any
consecutive three-month period over the duration of the lease. Such replacements will be at no-charge.
Exhibit 1
- Current Copier
List
Copier
Model
Location
Est. Page/Mo.
Options
Ricoh
MPC4503
Police
20000
Current features include automatic detection for double sided
documents.
Konica Minolta
BizHub C368
Admin
Finance
20000
Collating option,
stapling option, hole punch options, maintain the
color print/scan option, maintain ability to edit/add emails for scan
recipients, maintain bypass tray option, maintain ability to program
forms, and Maintain at least two paper drawers.
Ricoh
MPS C401
Library
7500
Basic copy, print,
scan options. The device needs to be able to
communicate with Cybrarian for patrons to print.
Konica
Minolta
3 Bizhub C284e
Ricoh
MPC2504
Public works
CED
Parks
Recreation
7500
7500
Collating option,
stapling option,
hole punch options, maintain the
color print/scan option, maintain ability to edit/add emails for scan
recipients, maintain bypass tray option, maintain ability to program
forms, and Maintain at least two paper drawers.
Basic copy, print and scan.
This performance guarantee shall apply for the entire lease period beginning with the
delivery/acceptance date of the equipment. Failure to meet the 95% uptime standard as required will
cause the City to take a service credit and withhold that amount from invoices owed the Vendor(s).
A.
Software and User Features
•
Configure user department codes for prints/copies/scans
•
Easy user-friendly menu interface
•
Easy access user directory/address book with configurable quick access directory
•
Configurable print/copy job presets
•
User scan/copy features which include reduce, enlarge, darkness control
•
Setup scanning ability for color and black/white PDF, JPG, and TIFF to existing
Windows Server shared folders
•
Ability to scan directly to a folder on desktop/network drive (no reliance on
getting an email with a scan attachment.)
B.
Security, Maintenance, and Support
•
The ability for badged and locked printing
•
Must be compatible with Windows Server 2012 or later (32 bit and 64 bit)
•
Must be compatible with Windows 10 or 11 (32 bit and 64 bit)
•
Must be able to setup and integrate with Active Directory
•
Download/furnish from manufacturer, the very latest 32 bit and 64 bit drivers for each
device
•
Setup drivers on 32 bit and 64 bit print servers by the City
•
Must allow Administrators ability to perform bulk changes and resources for copier
users/user groups and device configurations
•
Must provide access to copier graphical user interface for administrator duties
•
Must allow administrators ability to perform adds, moves, changes to copier
user(s)/user group(s)
•
Allow administrators ability to configure security settings
•
Provide diagnostic tools for administrators to perform maintenance and troubleshooting
•
Must allow administrators ability to perform copy/print meter read reports
•
Must provide long term warranty for all system hardware with month-to-month option
at contract end.
•
Provide 5-year maintenance agreement
•
Provide user and administrator training
•
Provide service for toner collection/recycling
3.2
Copier Codes for Department Use
The city uses department codes to account for prints/copies to operating departments. Copiers must be
able to hold up to 25, four (4) digit print/copy codes, and the City needs an Excel reporting format to
compile monthly usage information.
3.3
Dispositions of Current and Future Equipment
The vendor shall be responsible for removing the current copier equipment and installing new ones. All
hard drives and memory of current equipment shall be erased and removed as appropriate and
destroyed in a manner acceptable to the City of Lansing’s Information Systems Division prior to
equipment removal.
3.4
Environmental Sustainability
During the term of this Agreement and any extension(s) of such term, supplier agrees that its products
will be compliant with the following environmental specifications:
•
Complies with EPA ENERGY STAR Program, and equipped with reasonable recovery time from
ENGERGY STAR Power management modes
•
Vendor must provide used or empty toner/cartridge recycle service
•
Does not use wet process technology
•
Is designed for remanufacturing and reuse of parts
•
Contains materials made with recycled content
3.5
Customer Support Services
Normal City office hours operate on Monday through Friday, 7:30 a.m. – 5:00 p.m. schedule. The
successful vendor(s) must provide ongoing telephone support regarding the
use of the equipment to department end users and IT staff during office hours. Vendor(s) will provide a
contact name and phone numbers for support and services staff.
Please include proposed method of managing service calls regarding:
•
Service organization background and qualifications
•
Method for service call tracking per device
•
Level of service specifications
•
Copier to Technician Ratio
•
Average Response Time
•
Guaranteed response Time
•
Where is the closest tech going to be coming from
3.6
Regular and Preventative Maintenance and Supplies
Coverage offered in each instance is to be a full-service maintenance contract which includes all
developer, toner, fuser, oil, drums, finisher supplies, repair parts, labor, and preventative maintenance
services.
Machines furnished will not be eligible for removal from maintenance coverage until after 5 years of life
from the date of installation. Vendor(s) must provide manufacturers notices of discontinuing the product
of any model furnished hereunder. The equipment will require preventative maintenance and repairs.
3.7
Services Requirement
Except on City holidays, the vendor(s) shall provide preventative and remedial maintenance service
during the City’s normal business hours 7:30 a.m. – 5:00 p.m. to keep equipment in good working order.
Preventative maintenance will be based on the specific needs of the equipment as determined by the
manufacturer. On-call remedial maintenance will be performed on an as-needed basis as determined by
the City of Lansing. An adequate inventory of spare parts must be kept by the vendor(s) to be available
for repairs necessary to keep the copiers operating. All maintenance will be performed by fully trained
technicians.
All repair technicians dispatched to repair City copiers and maintenance service shall be fully aware of
the conditions contained herein. Each qualified technician shall also be trained in customer service and
customer relations. The city may require documentation from vendor(s) that repair technicians have
received such training.
3.8
Invoicing
Vendor(s) shall prepare one monthly invoice for all equipment and shall include:
•
Invoice date and number
•
Purchase order number
•
Separate location, make, model and serial number for each copier billing
•
Number of copies/prints invoiced by account code
•
Current and previous reading
•
Date of meter reading
In addition, vendor(s) shall provide administrators with the ability to generate meter read reports using
a method comparable to monthly invoice for auditing purposes.
Invoices shall be submitted to:
City of Lansing
800 1st Terr
Lansing KS 66043
3.9
Loaner
If during a repair call it is determined that a copier cannot be repaired in place within 48 hours (about 2
days) of the time a repair call is placed, another copier of like size and features is to be supplied at no
cost other than the contract service/maintenance per copy charge in effect at the time.
3.10
Relocation
A copier may be relocated (after initial installation) one (1) time during the period at no charge to the
City of Lansing. Thereafter, if the same copier is relocated, it will be at the vendor’s current published
rate, if the vendor performs the move. This does not include copiers replaced or upgraded.
SECTION 4: IMPLEMENTATION REQUIREMENTS
4.1
Project Management
The City of Lansing is looking for a full-service provider that can offer a turn-key solution. The
implementation process will need to include project controls and processes that will ensure a smooth roll-
out. Vendor(s) must provide information on their project planning and implementation approach
including specific tasks and a project plan with a detailed timeline and labor hours of project completion.
Proposals should clearly outline the vendor’s methodology and address the following items.
•
Project Planning Process/Methodology/Project Plan
•
Project Risk Management/Mitigation
•
Required Protocols/Standards
•
Product Certifications
•
Testing and Acceptance Procedures
•
Training (IT Staff Employees/General Users)
•
Documentation (Full System and Training Equipment)
•
Implementation Support
•
Successful bidder/contractor will lead the effort to complete end-of-lease requirements with
current copier contractors and remove old copiers from City offices. This may include contacting
copier providers for lease information.
4.2
Vendor Operating Procedures
Responses should include a description of the vendor’s procedures for doing business including project
management and technical support. Examples include:
•
What is your proposed plan for managing the City of Lansing’s account? Describe the roles and
organization of a dedicated account support team, including a corporate support team.
Vendor(s) must list sales and support team members.
•
Describe your company’s technical support system, response, and problem
resolution procedures.
•
What characteristics set your company apart? Describe unique examples of product, service or
added value.
•
What innovative technology and additional products or services does your company plan to
utilize in the near future that would be advantageous to the City of Lansing?
4.4 Training
Vendors must include an explanation of how training will be provided for key City personnel. The
training should include at least technical training for IT staff that covers topics like installation,
configuration, and maintenance of the proposed system. Also at a minimum, copier unit and feature
training should be provided to end users of the proposed system. List, in specific terms, the technical
and end-users training elements with expected timeframes using general benchmarks, i.e., upon
delivery, the next working day after installation, etc.
4.5 Warranty & Support
Provide on-site equipment warranty information. Provide support services options. Include information
about customer support services, trouble reporting, maintenance agreements and costs and whether
field support is local, area or regional and expected on-site support response times.
SECTION 5: SUBMITTAL REQUIREMENTS
5.1
Response Submission
To facilitate the analysis of responses to the RFP, vendor(s) are required to prepare their proposals in
accordance with the instructions outlined in this section. Vendors who deviate from these instructions
may be considered non-responsive and may be disqualified at the discretion of the City of Lansing.
Proposals should be prepared in a concise manner and provide sufficient detail and description of the
vendor’s capabilities to satisfy the requirements of this RFP. A proposal shall constitute an irrevocable
offer for 90 days (about 3 months) following the deadlines for its submission. All proposals will be
confidential until selection of a vendor(s) or final rejection by the City Council, when all proposals will be
public information.
RFP’s may be submitted via email, A PDF attachment must be received by 5:00 p.m. on April 15, 2023
Please submit proposals to:
City of Lansing
Attn: Joe Wilson
Jwilson@lansingks.org
Any proposal received after this time will be rejected. Proposals will not be accepted via fax.
5.2
Proposal Format
Responses to this RFP should include a cover page and a signed letter of transmittal followed by a table
of contents. Proposals should be organized into the following major sections and provide sufficient
detail for the City of Lansing to make an informed decision and comparison of proposals. Emphasis will
be given to accuracy, completeness, and clarity of content. Additional information such as marketing
brochures and promotional materials may be included but should be at the end of the proposal in an
appendix.
I.
Executive Summary
A brief narrative is not to exceed three (3) pages describing the proposed solution.
II.
Company Background
Provide company background information including description of products and services and company
history. Responses should address the following items and may include other information that the
vendor believes would be relevant to the city considering the information in this RFP.
•
Company History
•
Product Focus
•
Employees
•
Years in Business
•
Key Partnerships and Alliances
•
Government Contracts (e.g., CMAS, GSA)
•
Vendor Offices/Locations
•
Number of Customers
•
Number of Customers proportional to our size of organization
•
Number of public agency Customers
•
A description of the project team
•
Resumes of key project members
III.
Proposed Solution
Provide a narrative of the proposed solution including listing of all hardware and software components.
Responses should address all items identified in the requirements section above and, in a separate
section, other optional features recommended by the vendor(s). The vendor(s) should highlight features
and capabilities that the vendor(s) feels are the strength of the proposed solution. The section should
include the following major parts.
•
Solution Overview
•
System Functionality
•
Technical Specifications
•
System Requirements as mentioned in Section 3 including specific proposals regarding each of
the following
Hardware
Software and User Features
Security, Maintenance, and Support
•
Implementation Requirements as mentioned in Section 4 including specific proposals regarding
each of the following
Project Management
Vendor Operating Procedures
Training
Warranty and Support
Provide a detailed work plan including vendor’s methodology for implementing the proposed solution.
This section should address all key phases including project planning, configuration, testing, rollout, and
support. Responses should include implementation plan considerations including estimated time frame
and deliverables for various stages of the project. Responses should include a discussion of resources
required by City staff including IT personnel and end user training for the implementation and skills
required to support the new system. Key areas of interest include testing procedures and project risk
mitigation to help avoid system downtime. Vendors must include a discussion of their project
management approach including project staffing.
Vendors should discuss any potential upgrades/changes required or recommended as part of the
solution deemed outside the scope of work such as additional features or components.
Vendors should discuss technology/platform strategy and future upgrade plans that will assist in the
decision process.
IV.
Client References
The proposal must include a minimum of three (3) references for directly applicable projects, preferably
with a Kansas government agency. References should include an overview of the solution provided,
including hardware and software components. Additional references are allowable if the vendor(s)
chooses. Include the contact person responsible for overseeing the implementation/completion for
each referenced project. Proposals must include the name of the client/agency, contact information
(name, phone number and/or email address) and the dates the services were provided.
V.
Cost Proposal
Proposal must include the proposed cost, including all out-of-pocket costs, broken down by major
activity. Include hourly rates and number of hours for each person working on the project. Vendor(s)
should clearly indicate the level and type of support to be provided in detail that relates to their
proposed ongoing “maintenance and support costs.” This should include hours of operation for support
or available support plans with associated costs. Provide a copy of the proposed form of agreement or
agreements for equipment and services to be provided.
Cost proposal should identify any hardware and software required to implement the system. Cost
proposals should include the following cost components.
•
Toner Pricing and cost per copy estimates
•
Equipment (Hardware and Software)
•
Implementation Services
•
Training
•
Support
•
Maintenance
•
Optional Items
•
Other
5.3
Selection Criteria
Proposals will be evaluated based on the following criteria:
•
Clarity of Proposal
•
Demonstrated success in similar projects; particular attention will be paid to proposals from
businesses with experience implementing copier services for municipalities
•
Responsiveness of the proposal to the City’s objective and scope of work
•
The technical ability, capacity, and flexibility of the vendor(s) to perform the scope of work
•
Total cost of proposal
Please note the city would like the proposal based on the requirements provided and will not be providing
access to the site prior to the candidate being selected.
City Staff will review all proposals and will seek approval from the City Council for the vendor(s) that City
staff determines has demonstrated the best proposal.
5.4
Discretion and Liability Waiver
The City reserves the right to reject all proposals or to request and obtain from one or more of the
businesses submitting proposals supplementary information as may be necessary for City staff to
analyze the proposal. The city may require vendors to participate in additional rounds of more refined
submittals before the ultimate selection of a vendor(s) is made. These rounds could encompass
revisions of the submittal criteria in response to the nature and scope of the initial proposals. The City
may negotiate with one or more firms and may contract with one or more firms as the City deems
appropriate.
By submitting a response to this RFP, vendors waive all right to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP. Although it is the City’s intent to choose the most qualified
proposal, the City reserves the right to reject all or choose any number of qualified proposals.
5.5
Proposal Inquiries
All questions regarding this RFP should be directed to Joe Wilson at [email protected]. All
responses should be emailed with a subject header titled “Copier RFP questions.” Please submit any
questions before 5:00 p.m. on April 1,2023.
Exhibit 1 - Current Copier List
Copier Model
Location
Est. Page/Mo.
Options
Ricoh
MPC4503
Police
20000
Current features include automatic detection for double sided
documents.
Konica Minolta
BizHub C368
Admin
Finance
20000
Collating option, stapling option, hole punch options, maintain the
color print/scan option,
maintain ability to edit/add emails for scan
recipients,
maintain bypass tray option, maintain ability to program
forms, and Maintain at least two paper drawers.
Ricoh
MPS C401
Library
7500
Basic copy, print, scan options
. The device needs to be able to
communicate with Cybrarian for patrons to print.
Konica Minolta
3 Bizhub C284e
Ricoh
MPC2504
Public works
CED
Parks
Recreation
7500
7500
Collating option, stapling option, hole punch options, maintain the
color print/scan option, maintain ability to edit/add emails for scan
recipients, maintain bypass tray option, maintain ability to program
forms, and maintain at least two paper drawers.
Basic copy, print a
nd scan.
