2016 Multi- function-Copiers-RFPVILLAGE OF OAK BROOK
Purchasinq Division
1200 Oak B-rook Road
Oak Brook, lL 60523
(630) 368-5164
REQUEST FOR PROPOSAL
May 2016
Mu lti-Fu nction Copiers
TABLE OF CONTENTS
Section 1. Request for Proposals
/Votice - posted on Wllage website Monday, May 16, 2016.
Village of Oak Brook
Request for Proposals
Multi-Fu nction Copiers
May 2016
The Village of Oak Brook invites proposals from qualified proposers that have experience in
furnishing, installing and supporting a networked system of digital multi-function copiers.
Proposals should be addressed to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, lL 60523
The closing date and time for receipt of proposals is Friday, June 3, 20'16 at 3:00 P.M.
prevailing time. Proposals received after the submittal time will be rejected and returned
unopened to the sender.
A complete proposal package, of which this legal notice is a part, is on file for inspection and
may be downloaded from the Village's website at www.oak-brook.orq or picked up at the
Reception Area, Butler Government Center, 1200 Oak Brook Road, Oak Brook, lllinois 60523,
between the hours of 8 A.M. and 4:30 P.M., Monday through Friday. There is no charge for the
package. Questions about this RFP should be addressed to Jim Fox, lnformation Technology
Director, 630-368-5174, ifox@oak-brook.orq.
The Village reserves the right to reject any or all proposals, waive or not to waive any
irregularities therein, and to accept the proposal considered being in the best interest of the
Village.
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B. Project Description
l. Description of Work
The Village of Oak Brook is requesting proposals for a forty eight (48) month fair market value
lease and additional sixty (60) month lease to be provided at the option of the Proposer, for up
to eleven (1 1) multi-function office machines.
The Village currently has the following multi function office machines in-service:. One 90 page per minute black and white multi-function copier
. Three 55 page per minute color multi-function copiers
o Seven 25 page per minute color multi-function copiers
The Village owns the 90 page per minute Ricoh MP9000 and the two Ricoh MPC2550's. The
remaining equipment is being leased through QDS. The equipment is currently supported by
Ricoh under 3 separate maintenance plans. ln addition, the Village currently uses the PCS
Director software product supplied and supported by Ricoh to monitor all printing, copying,
scanning, and faxing activity, with the goal of identifying the complete cost of printing across the
entire organization.
Due to color technology becoming more economical, the Village would like to incorporate
machines capable of both black & white and color. The new units would be required to include
at a minimum what has been included on the machines in the existing leases. The new
machines should continue to offer color scanning technology with an accounting package for
work flow expense determination.
As the Village continues to move forward in reducing paper documentation, heavy consideration
will be given to those proposals that address the need for the Village to reduce paper through
use of scanning capabilities. The Village utilizes the software program LaserFiche. The Village
made an investment in this program as the need for archiving information in an electronic format
grew out of necessity due to lack of storage space. Proposers are required to address how their
solutions will be able to work with Laserfiche in directly scanning (preferred method) documents
into the system. The intent is to allow for users to scan, name, and place documents into
Laserfiche at the multi-function unit utilizing a full keyboard for entry. The Village will consider
other multi-step options for scanning documents to Laserfiche. However, the Village would like
to limit the number of steps necessary in this process to make it more user friendly.
ln any event, all machines will be required to: scan to desktop, scan to email, scan to
LaserFiche. ln all situations, it would be preferred that scans be in color. The proposed
accounting functions shall integrate with the Village's currently Keyscan keyless entry HID
access cards and FOB's. Please discuss if Air print technology is available from your company
and, if so, the associated cost for including this type of technology.
ll. General
The Village requests proposals based on the following assumptions:. One 70 page per minute (PPM) (or equivalent) color multi-function copier. Two 50 page per minute (PPM) (or equivalent) color multi-function copiers. Seven 25 page per minute (PPM) (or equivalent) color multi-function copiers
Lease and maintenance requirements will include:1. Costs shall include an option for lease buyouts amounts for existing along with
removal of all old machines, delivery, and installation of new machines.
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2. All equipment and maintenance will be required to be billed on a single invoice in
detailed or spreadsheet format.
3. Cost per copy maintenance plan with pricing fixed for the forty eight (48) and opiional
sixty (60) month terms.
4. Maintenance Plan pricing shall include:. Minimum number of Black &White copies/prints per quarter.
. Minimum number of Color copies/prints per quarter.
. Fixed overage amount per copy for Black &White copies/prints.
r Fixed overage amount per copy for Color copies/prints.
5. Quarterly costs are inclusive of all supplies and maintenance (excluding paper and
staples). Overage costs to be reconciled on a quarterly basis. Any base costs are to be
billed on a quarterly basis.
6. The total number of prints copy per quarter (before overage costs incur) for B&W and
Color will be calculated from the proposed Guaranteed Minimum figures to be provided
in the Schedule of Prices for all Machines selected to be included in the proposed
maintenance agreement.
7. As a part of the maintenance agreement, copy maximums and fixed overage stated
above are to be reviewed at the end of year one. lf cost effective to the Village,
Proposer agrees to renegotiate minimums and overage fees for year two through the
end of lease agreement.
8. There shall be no copy minimums on individual pieces of equipment.
9. Paper sizes up to 11 x 17 ate lo be counted as one meter click.
10. All training and analyst services
1 1 . Delivery and property insurance
12. No third party leasing will be accepted'13. Provide a print accounting solution comparable to the PCS Director Software
product that Village currently has in use. All duplicating machines must work with Active
Directory and provide seamless integration with LDAP.
14. The proposed equipment solutions shall include all hardware and software to
integrate with the MyPC Reservation system coin boxes currently installed at the Oak
Brook Public Library.
15. Provide remote meter reading capability. lt is the responsibility of the vendor to
install technology to automatically report usage meter reads for billing purposes. Village
staff will not provide meter reads.
16. The Village will provide an 110v 20amp electnc connection at each MFC location.
Any equipment that has additional electrical supply requirements shall be clearly
indicated in the written proposal.
Maintenance E Service
Village staff must be able to submit web based service and supply replacement requests
as needed.
All MFC machines must provide toner and service alerts by email and text messaging to
Village lT Staff and the vendor service personnel.
A maximum service response time of four hours is required during normal business
hours.
Acknowledgement of a service call shall be made within two hours to verify the request
and provide an estimated time of arrival.
ilt.
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. A service history report for each machine shall be provided upon request to the Village.
. The maintenance plan must include all consumable materials including, toner, drums,
fusers, wasle containers, staples, and other consumable supplies with the exception of
paper.
. Qualified service personnel shall perform equipment maintenance and repairs during
regular office hours. Regular office hours vary at each location, but are generally 8:00
am to 5;00 pm, Monday through Friday. A 2417 hotline for service assistance is
preferred.
o Vendors shall provide a detailed description of their process for dealing with service and
performance related issues as an attachment to this RFP. Please list the "service
escalation process" as well as the process for implementing a loaner device as an
attachment to your proposal.
. Machines shall be kept in good working order so that work delays and copy problems
will be minimized.
. The maximum allowable downtime for any piece of equipment is 48 hours (16 business
hours). A "loaned' copier machine must be placed in-service in place of any equipment
that cannot be repaired and restored within 48 hours. This loaner equipment shall
include installalion, delivery, and setup at no charge to the Village,
. Reports of copy and print counts based on defined range of dates and times. Alerting for
overages or high volume usage. Easy to access overview of machine status and print
counls via the web.
. The vendor shall state any costs associated with the de-installation and haul away of
equipment at the end of the lease. Also include the costs for erasing of hard drives.
. Any machines retained will be inspected and repaired pursuant to this agreement.
lV. Current Equipment
o 1200 Oak Brook Rd - Butler Government Center
o Administration / Finance
. Ricoh MP900
. Ricoh MPC5501
o Oak Brook Police
. Ricoh MPC2551
. Ricoh MPC2551
o West Wing - Development Services / Oak Brook Fire Station 94
. Ricoh MPC5501
. 3003 Jorie Blvd - Oak Brook Public Works Department
o General
. Ricoh MPC2550
. 725 Enterprise Drive-Oak Brook Fire Station 93
o General
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. Ricoh MPC2550
. 2606 York Rd-Oak Brook Golf Club
o General
. Ricoh MPC2551
. 800 Oak Brook Rd-Oak Brook Bath & Tennis Club
o General
. Ricoh MPC2551
. 600 Oak Brook Rd-Oak Brook Public Library
o Circulation
. Ricoh MPC2551
o Reference
. Ricoh MPC2551
V. Minimum Copier Requirements
Below is a listing of the anticipated detailed minimum specifications for each location.
Proposals should specify the make and model of machine they are offering, discuss the details
of the machine, including whether or not it meets the requested minimum specifications.
Proposer shall also include the sizes and weight of paper that can be managed through each
machine.
Minimum Requirements include the following:o Media - the ability to print to the following paper types:
o I /2" x 11"
o 8 Yz" x14"
o 11" x 17"
e Each paper tray must hold a minimum of 500 sheets of paper
. Connect to a print management and accounting system
. Ability to copy/print color
. Bypass TraY
. Duplexer
o Stapler
. Hole Punch
o Facsimile Kit
. Scanning in both Black & White / Color
. Network Scanning - Ability to scan to network file folders
. E-Mail Scanning - Ability to scan to e-mail
. High Capacity Paper Tray (For 50 PPM or greater equipment)
. Surge Protector
. Full sized Keyboard
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Optional:. Job Separator tray
. USB Port (front)
Optional (For the 70 PPM equipment only). Z-fold capable
r Saddle Stitch Staple
Vl. Copiers Cunently Under Leas - Buyout Option
Proposers are also being requested to consider eight units currently under lease as indicated in
prior information. lf selected, the Village would anticipate replacing these units with equivalent
units that have the same features and functions with the addition of color printing and scanning
capabilities. Detailed information should be provided on each one of these units as well. As a
part of this consideration, the Village is providing the lease information for buyout for return on
each one of these units.. Ricoh MPC5501 Copier (Administration) Lease expires 04/29/2016
. Ricoh MPC5501 Copier (Oak Brook Police UL) Lease expires 04/2912016
. Ricoh MPC5501 Copier (Oak Brook Golf Club) Lease expires 04/29/2016
. Ricoh MPC2551 Copier (Oak Brook Golf Club) Lease expires 0513112017
o Ricoh MPC2551 Copier (Oak Brook Police Lower Level) Lease expires 0513112017
. Ricoh MPC2551 Copier (Oak Brook Public Library) Lease expies 1012212017
o Ricoh MPC255'1 Copier (Oak Brook Public Library) Lease expies 1012212017
o Ricoh MPC2551 Copier (Oak Brook Bath & Tennis Club) Lease exptres 1012212017
Vll. Software Licensing
ln any solution offered as a part of this RFP, the Village would like to minimize the need for
software licensing as a part of this solution. lf licensing of any products is required, the cost of
the licensing should be included into the lease agreement by the Proposer. Each Proposer will
be responsible for determining and ensuring applicable minimum licenses that will be required
and shall indicate the number provided (included) in the detail of its Proposal. Further, the
Village would like to be able to push out any software or any updates to software, using our
current software environment, rather than having to load on each individual machine. Please
address this issue in detail.
vlil.Warranties
ln considering customer satisfaction, the Village is requiring that all equipment proposed must
have written guarantees that state:
1. lf you are not satisfied with your (manufacturer's name) equipment, at your request (dealer's
or manufacturer's name) will replace it without charge to you with an identical model or one with
comparable features and capabilities. The term of this guarantee will be three years from
equipment delivery or the entire term of the lease agreement. This guarantee applies to
(manufacturer's name) equipment, acquired by you from (dealer or manufacturer's name) and
continuously maintained by (dealer or manufacturer'S name) under our Warranty Service
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agreements. This guarantee is not applicable to equipment damaged or destroyed for reasons
beyond (dealer's or manufacturer's name) control or responsibility.
2. (Dealer's or manufacturer's name) guarantees that only manufacturer's parts and supplies
will be used in repairing and supplying replenishment of (Dealer's or manufacturer's name)
equipment. This guarantee also insures that when service is performed on this equipment that
the Village will be credited for those copies/prints made during each service call and will be so
noted on the billing statement.
lX. Other Provisions
Proposers shall guarantee that the hard drives of the leased equipment will be destroyed at the
end of the lease term and provide for the method in which this occurs.
The Village is seeking to receive the very latest Copier equipment and technology. As such, the
Proposers shall include a provision for the replacement of any copier should a replacement for
that model be released within six (6) months of initial installation of said copier in Village
Facilities.
Training shall be provided for Village Staff no more than three (3) days after installation. At a
minimum a two hour training session will take place at the location of each of the installations.
A syllabus will be provided for before each of the training sessions.
Proposers shall address the requests above in detail in their submitted proposals. lf there is
additional technology that a Proposer would anticipate as useful to the Village, it shall be noted
along with the cost of adding that technology to the device. Further, Proposers shall address
special situations, such as equipment upgrades due to technology advancement that might be
available during the course of the lease.
The Village anticipates narrowing down possible Proposers as a part of this process to two or
three after reviewing the Proposals and asking follow up questions. Upon that narrowing, the
Village may elect to require a formal presentation regarding a Proposer's submitted Proposal.
ln addition, prior to making a final selection, the Village will require the anticipated Proposer to
supply a demonstration machine comparable to the proposed units at no cost to the Village for a
period of hvo weeks in order for the Village to make a reasonable decision as to whether or not
that Proposer should be selected.
ln addition, Proposers shall note that it will be the intent of the Village to work closely with the
awarded Proposer on the possibility of incorporating new machines or maintenance of
equipment. Proposers should address how they would anticipate this relationship might work.
X. Questions
Questions and inquiries concerning this RFP may be directed in writing to:
Jim Fox
Information Technology Director
Village of Oak Brook
'1200 Oak Brook Road
Oak Brook, lL 60523
630-368-5174
ifox@oak-brook. oro
Questions will be accepted until 3:00 p.m. CST on Friday, May 20, 2016.
All questions and responses will be compiled and submitted to all Proposers
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electronically in
Page 7
one general response memorandum by Friday, May 27,2016. ln order to enable the Village to
equitably respond to requestor questions, the Village requests that prospective Proposers
register in advance with the Village via e-mail at rserences@oak-brook. orq.
C. General Terms and Conditions
{. Preparation and Submission of Proposals:
a. The proposal shall be submitted in an opaque sealed envelope on or before the
time stated and shall bear the name of the individual, firm, or corporation submitting
the Proposal and the Project Name: "Village of Oak Brook Multi-Function Copiers".
b. Proposers may attach separate sheets to the proposal for the purpose of
explanation, exception, alternate proposal and to cover unit prices, if needed.
c. Proposers may withdraw their proposal either personally or by written request at
any time before the hour set for the proposal deadline, and may resubmit it. No
proposal may be withdrawn or modified after the receipt of proposals except where
the award of contract has been delayed for a period of more than 120 days.
d. ln submitting this proposal, the proposer further declares that the only person or
party interested in the proposal as principals are those named herein, and that the
proposal is made without collusion with any other person, flrm or corporation.
e. The proposer further understands and agrees that if his proposal is accepted, he is
to furnish and provide all necessary machinery, tools, apparatus, and other means
to do all of the work and to furnish all of the materials specified in the contract,
except such materials as are to be furnished by the owner (Village), in the manner
and at the time therein prescribed, and in accordance with the requirements therein
set forth.
f. The proposer further agrees to execute all documents within this Proposal Package,
obtain a Certificate of lnsurance for this work and present all of these documents to
the Village within 15 days after the receipt of the Notice of Award and the Contract
by him.
g. The proposer further agrees to begin work not later than 10 days after receipt of the
Notice to Proceed, unless otherwise provided, and to execute the work in such a
manner and with sufficient materials, equipment and labor.
h. By submitting a proposal, the proposer understands and agrees that, if his proposal
is accepted, and he fails to enter into a contract forthwith, he shall be liable to the
Village for any damages the Village may thereby suffer.
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CONDITIONS:
a) The Village is exempt from Federal excise tax and the lllinois Retaile/s Occupation
Tax. This proposal cannot include any amounts of money for these taxes.
b) Any contract or agreement resulting from the acceptance of this proposal by the
Village shall be on forms either supplied by or approved by the Village Attorney.
The Village reserves the right to reject any agreement that does not conform to
the Request for Proposal and any Village requirements for agreements and
contracts.
c) The Village reserves the right to request clarification of information submitted and
request additional information as needed.
requirements of this RFP will be included in the contract with the selected
INDEMNIFICATION:
The Proposer shall protect, indemnify, save, defend and hold forever harmless the
Village and/or its offlcers, officials, employees, volunteers and agents from and
against all liabilities, obligations, claims, damages, penalties, causes of action, costs
and expenses, including without limitatron court costs, insurance deductibles and
attorney's fees and expenses, which the Village and/or its officers, officials,
employees, volunteers and agents may incur, suffer or sustain, or for which the
Village and/or its officers, employees and agents may become obligated by reason
for any accident, injury to or death of persons or loss of or damage to property, or
civil and/or constitutional infringement of rights (specifically including violations of
the Federal Civil Right Statutes), arising indirectly or directly in connection with or
under, or as a result of, this or any Agreement by virtue of any act or omission of
any of the Propose/s officers, employees, subProposers, and/or agents, provided
that the Proposer shall not be liable for claims, obligations, damages, penalties,
causes of action, costs and expenses arising solely by any act or omission of the
Village's officers, officials, employees, volunteers and/or agents.
The proposer shall hold the Village harmless for any and all claims for labor,
material, apparatus, equipment, flxtures or machinery furnished to the proposer for
the purpose of performing the work under the contract; and the payment of all direct
and indirect damages to any person, firm, company or corporation suffered or
sustarned on account of the performance of such work during the time the contract
is in force.
INSURANCE:
Certificates of lnsurance and Additional lnsured Endorsement shall be presented to
the Village within fifteen (15) days after the receipt by the proposer of the Notice of
Award and the unexecuted contract, it being understood and agreed that the Village
will not approve and execute the contract nor will the bid guarantee be returned until
acceptable insurance certificates are received and approved by the Village.
d) The
firm.
4.
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3.
Each proposer performing any work pursuant to a contract with the Village of Oak
Brook and each permittee working under a permit as required pursuant to the
provisions of Title 1, Chapter 8 of the Code of Ordinances of the Village of Oak
Brook (hereinafter referred to as "lnsured") shall be required to carry such
insurance as specified herein. Such proposer and permittee shall procure and
maintain for the duration of the contract or permit insurance against claims for
injuries to persons or damages to property which may arise from or in connection
with the performance of the work under the contract or permit, either by the
proposer, permittee, or their agents, representatives, employees or subcontractors.
A proposer or permittee shall maintain insurance with limits no less than:
A. General Liability - $2,000,000 combined single Iimit per occurrence for
bodily injury, personal injury and property damage, provided that when the
estimated cost of the work in question does not exceed $25,000, the
required limit shall be $1,000,000;
B. Automobile Liability (if applicable) - $1,000,000 combined single limit per
accident for bodily injury and property damage;
C. Worke/s Compensation and Employe/s Liability - Worker's Compensation
limits as required by the Labor Code of the State of lllinois and Employe/s
Liability limits of $ 1 ,000,000 per accident.
Any deductibles or self-insured retention must be declared to and approved by the
Village. At the option of the Village, either the insurer shall reduce or eliminate such
deductible or self-insured retention as respects the Village, its officers, officials,
employees and volunteers; or the lnsured shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses to the extent of such deductible or self-insured retention.
The policies shall contain, or be endorsed to contain, the following provisions:
D. General Liability and Automobile Liability Coverage -
(1) The Village, its officers, officials, employees and volunteers are to be
covered as additional insureds as respects: liability arising out of activities
performed by or on behalf of the lnsured; premises owned, occupied or
used by the lnsured. The coverage shall contain no special limitations on
the scope of protection afforded to the Village, its officers, officials,
employees volunteers or agents.
(2) The lnsured's insurance coverage shall be primary insurance as respects
the Village, its officers, officials, employees, volunteers and agents. Any
insurance or self-insurance maintained by the Village, its officers, officials,
employees, volunteers or agents shall be in excess of the lnsured's
insurance and shall not contribute with it.
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(3) Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the Village, its officers, officials, employees, volunteers
or agents.
(4) The lnsured's insurance shall apply separately to each covered party
against whom claim is made or suit is brought except with respect to the
limits of the insure/s liability.
E. Worke/s Compensation and Employeis Liability Coverage
The policy shall waive all rights of subrogation against the Village, its
officers, officials, employees, volunteers and agents for losses arising from
work performed by the insured for the Village.
Each insurance policy shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days prior written notice by certified mail has been given to
the Village. Each insurance policy shall name the Village, its officers, officials and
employees, volunteers and agents as additional lnsureds. lnsurance is to be
placed with insurers with a Best's rating of no less than A: Vll.
Each lnsured shall furnish the Village with certificates of insurance and with original
endorsements effecting coverage required by this provision. The certificate and
endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The certificates and endorsements are
to be on forms approved by the Village and shall be subject to approval by the
Village Attorney before work commences. The Village reserves the right to require
complete, certifled copies of all required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies or shall
furnish separate certificates and endorsements for each subcontractor. All
coverages for subcontractor shall be subject to all of the requirements stated
herein.
SAFETY:
The proposer and any subcontractors shall comply with all the provisions of the
Federal Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended.
EOUAL OPPORTUNITY:
The proposer will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, ancestry, national origin, place of
birth, age or handicap unrelated to bona fide occupational qualifications.
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6.
EXECUTION OF DOCUMENTS
The Proposer, in signing his Proposal on the whole or on any portion of the work,
shall conform to the following requirements:
Proposals signed by an individual other than the individual represented in the
Proposal documents shall have attached thereto a power of attorney evidencing
authority to sign the Proposal in the name of the person for whom it is signed.
Proposals which are signed for a partnership shall be signed by all of the partners
or by an attorney-in-fact. lf signed by an attorney-in-fact, there shall be attached to
the Proposal a power of attorney evidencing authority to sign the proposal,
executed by the partners.
Proposals which are signed for a corporation, shall have the conect corporate name
thereof and the signature of the President or other authorized officer of the
corporation manually written below the corporate name.
lf such Proposal is manually signed by an official other than the president of the
Corporation, a certified copy of a resolution of the board of directors evidencing the
authority of such official to sign the Proposal should be attached to it. Such
Proposal shall also bear the attesting signature of the Secretary of the corporation
and the impression of the corporate seal.
The Contract shall be deemed as have been awarded when formal notice of award
shall have been duly served upon the intended awardee.
NON-DISCRIMINATING:
The Proposer, its employees and subconhactor, agrees not to commit unlaMul
discrimination and agrees to comply with applicable provisions of the lllinois Human
Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabititation
Act, and rules applicable to each.
NEGOTIATIONS:
The Village reserves the right to negotiate specifications, terms, and conditions
which may be necessary or appropriate to the accomplishment of the purpose of
the RFP. The Village may require the entire proposal be made an integral part of
the resulting contract. This implies that all responses, supplemental information,
and other submissions provided by the proposer during discussions or negotiations
will be held by the Village as contractually binding on the successful proposer.
INCURRED COSTS:
The Village will not be liable in any way for any costs incurred by respondents in
replying to this RFP. Proposer agrees to comply with all laws, ordinances, and
rules of the Village and the State of lllinois.
7.
o
10.
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PROPOSER RESPONSIBILITIES:
The selected Proposer will be required to assume responsibility for all services
offered in this proposal. The Owner will consider the selected Proposer to be the
sole point of contact with regard to contractual matters, including payment of any
and all charges resulting from the contract.
DEFAULT:
The contract may be canceled or annulled by the Owner in whole or in part by
written notice of default to the Proposer upon nonperformance or violation of
contract terms. An award may be made to another proposer with services similar
to those so terminated. Failure of the Proposer to deliver services within the time
stipulated on his offer, unless extended in writing by the Owner, shall constitute
contract default.
Section 2. Proposal Instructions
A. General lnformation
Four (4) copies ofthe proposal shall be submitted in a sealed envelope to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, lL 60523
and clearly marked on the outside of the envelope "Village of Oak Brook Multi-Function
Copiers" on or before 3:00 p.m. Friday June 3, 2016. Any proposal received after this date
and time will be refused.
B. Documents/lnformation to be Submitted:
Detailed cost Spreadsheet and Narrative
References
Consultants Certifi cation
Proposal Sheet
Statement of Qualifi cationso Provide background information on your firm including, but not limited
to, the age of the business, the number of employees, and pertinent
financial data that will permit the Village to determine the capability of
the proposer to meet all contractual requirements.
11.
't2.
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. List the abilities, qualifications, and experience of the persons who
would be assigned to the engagement and their experience on similar
contracts.
Project Approach
Terms and Conditions. List any terms and conditions which may apply to this contract and are
not included in this RFP.
Additionat lnformation and Comments. lnclude any other information you believe to be pertinent but not
specifically mentioned elsewhere.
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C. References
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Address:
Phone #:
2. Company Name:
Address:
Phone #:
Contact:
Contact:
Contact:
3. Company Name:
Address:
Phone #:
Contact:
4. Company Name:
Address:
Phone #:
5. Company Name:
Address:
Phone #.
Contact:
D. Consultants CerTilication
The undersigned, being first duly sworn an oath, deposes and states that he has the authority to
make this certification on behalf of the proposer for the construction, product, commodity, or
service briefly described as follows:
"Village of Oak Brook Multi-Function Gopiers"
The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the lllinois
Compiled Statutes, 1993, the proposer is not baned from bidding on this contract as a
result of a conviction for the violation of State of lllinois laws prohibiting bid-rigging or
bid+otating.
The undersigned states under oath that, pursuant to Chapter 65, Section 5/'t 1-42.1-1 of the
lllinois Compiled Statutes, 1993, the proposer is not delinquent in the payment of any tax
administered by the lllinois Department of Revenue.
The undersigned certifies that, pursuant to Chapter 775, Section 512-105. ol the lllinois
Compiled Statutes, 1993, the proposer has a written sexual harassment policy in place
including the following information:
a) An acknowledgment of the illegality of sexual harassment.
b) The definition of sexual harassment under State law.
c) A description of sexual harassment, utilizing examples.
d) The Consultant's internal complaint process including penalties.
e) The legal recourse, investigative and complaint process available through the
lllinois Department of Human Rights and the Human Rights Commission.f) Directions on how to contact the Department or the Commission.
This business firm is: (check one)
Corporation Partnership lndividual
Firm Name:
Address:
City, State, ZIP:
Signature:
Name Printed:
Title:
Telephone.
1)
3)
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Date:
Page 16
ATTEST:
-SEAL-
SUBSCRIBED AND SWORN TO
before me this _ dayof ,2O
Notary Public
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E. Proposal Sheef
Purchase / Lease Price Options
Purchase 48 Month Lease 60 Month Lease
70 PPM
50 PPM
25 PPM
Maintenance Plan Costs
Maximum Quarterly Quarterly Cost Overage Cost Overage Cost
Volume per Copy B&W per Copy Color
50 PPM
25 PPM
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70 PPM-
F. Current Village Copier lnformation
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Counter 04/2912016
Copier Printer@rG@
1 55,869 91,122
1,270.994
1 09,095 19,677
23,2'tO 1,022
26,802 2,342
13,757
87,762 1 5,594
367,896 96,539
188.112 2,198
8,605 1,325
243,261 40,574
176,205 132,491
572,188
36,502 33,502
10,714 4.642
10,170 45,003
48,070 8,089
45.058 32,961
226,246 153,710
64.882 23,O02
17,717 6,623
230,594 93,308
qDlillNl \rPc 5501 \DMIN
ADMIN6 MP9000 {DMIN
FIRE22 MPC 2550 FIRE 2
JOLFl t Pc 2s51 GOLF
)BPL.CIRC vlPc 2551 )BPL
)BPL-REF vlPc 2551 )BPL
)oL1 1 MPC 2551 ,D LL
POL21 MPC 5501 rD UL
PW2 MPC 2550
scA2 vlPC 2551 SCA BT
vlPc 5501
'/961 5001680 -EASE 2011 04126111 036-0026760-000 04t26t11 04t29t16 60 $2s8.70 $15,522 -$259
1557050041 5 2007 o5lolt07 N/A N/A N/A
v2495400834 2009 07/09/09 N/A N/A N/A
v9825101015 -EASE 2012 o6to1t12 03&0031402-000 06to1t12 05R1117 60 $97.64 $5,858 $1,172
v9835800166 -EASE 2013 10t21t13 0340035464000 10D2t13 10122t17 4A $183.88 $8,826 $3,126
/9835800182 LEASE 2013 10D1t13 03&0035464-000 10t22113 10122t17 4A $1 83.88 $8,826 $3,126
./9825'10'1018 LEASE 2012 06t01t12 036.0031402-000 06t01t12 05131117 60 $97.64 $5.858 $1,172
r'9615001676 LEASE 2011 04t26l1'l 03&002676G000 04t26111 o4D9t16 60 s258.70 $15,522 -s259
'/2485901 198 2011 511t2011 N/A N/A
v9835800193 -EASE 2013 10116113 036,0035464-000 10t22t13 10D2t17 48 $169.26 $8,124 $2.877
/9615001693 2011 o4t26t11 036-002676G000 04D6t11 04Dgl16 60 $258.71 $1 5,523 -$259
$1,508.41 $84,060 $10,697
Number P{f,|f"" r s"rrice contract Number 'Besin End rerm HtJi' Total Balance
3WN
3WN
owN
.EASE
Section 3. Review Process
A. Evaluation of Proposals and Selection
The proposals received will be evaluated by the Village on the basis of professional
qualifications, previous experience on similar projects, key personnel assigned to the project,
satisfaction of previous clients on work performed for them, current billing rates, and the
proposal that best meets the needs of the Village. This proposal is not intended to be detailed;
it is intended to be an expression of interest in providing services for the project, as well as to
provide background information on the firm and its professional qualifications. Firms will be
contacted during the evaluation if further information is needed. The Village may choose to
interview one or more firms before final selection is made.
This Request for Proposal does not commit the Village to award a contract, to pay any costs
incurred in the preparation of a proposal based on this request, or to procure or contract for
services. All proposals submitted in response to this Request for Proposal become the property
of the Village. The Village reserves the right to accept or reject any or all proposals received as
a result of this request, to negotiate with qualified consultants, or to cancel in part or in its
entirety the Request for Proposal, if it is in the best interest of the Village to do so. The Village
may require the consultant selected to participate in negotiations concerning contract price or
the nature and extent of services to be provided. The results of such negotiations shall be
incorporated into the final contract betvveen the Village and its consultant.
B. Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be
interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or
technical error and to accept any proposal deemed most favorable to the interests of the Village.
The Village will review proposals based on the following criteria:
Compliance with RFP. Adherence to all conditions and requirements of the RFP.
Understanding of the Project. The proposer's understanding of the engagement, the
Village's objectives, and the nature and scope of the work involved.
Services to be Provided. The exact type and nature of the proposer's proposed services
and how they accomplish the objectives of the project.
Qualifications of the Proposer. The proposer's capability in all respects to perform fully
all contract requirements, and the integrity and reliability which will assure good faith
performance. This criterion includes:o The experience of the firm and its record on projects of a similar nature.. Personnel to be assigned to the pro.iect, their education, qualifications, and
experience on similar projects.. The availability of necessary personnel and other resources to successfully complete
the project specified herein on a timely basis.
1)
2)
3)
4)
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5) Costs. Proposed contract price.
6) Ability, capacity and skill to fulfill the services as specified.
7) Ability to supply the commodities; provide the services or complete the construction
promptly, or within the time specified, without delay or interference.
8) Character, integrity, reputation, judgment, experience and efficiency.
9) Quality of performance on previous contracts.
10) Previous and existing compliance with laws and ordinances relating to the contract.
1 '1 ) Sufiiciency of financial resources.
12) Quality, availability and adaptability of the commodities, services or construction, in
relation to the Village's requirements.
13) Ability to provide future maintenance and service under the contract.
14) Number and scope of conditions attached to the proposal.
15) Record of payments for taxes, licenses or other monies due the Village.
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