Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
Pine Bluff School District - Technology Department
                      Printing Services RFP Number TD-109       REV. 1/...
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Pine Bluff School District - Technology Department

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Pine Bluff School District - Technology Department

  1. 1. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 General Information 1. 1 Introduction The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for providing Document management services of Pine Bluff School District’s centralized distribution and copy center and all satellite locations through out the district. Pine Bluff School district is seeking a vendor that will provide consistent quality and continuous process improvements for any and all areas of its operations. PBSD is looking for a vendor with the demonstrated expertise, technology, resources, and commitment to perform the comprehensive scope of the pre- determined services. The Pine Bluff School District needs the vendor to make modifications, when necessary, and grow with our needs. The contract shall be for 5 years based on a minimum of 1.2 million copy impressions per month. The RFP price shall include equipment, supplies excluding paper, card stock, and transparencies, maintenance, training and application assistance, and a full time one-site manager. 1.2 Scope of Work Pine Bluff School District intends to select a vendor to provide Document Management services. The Pine Bluff School District central office is located at1215 Pullen St. P.O. Box 7678, Pine Bluff, AR 71601.There are 12 locations total. 1.2A Processing, Electronic Document Archiving, Scanning, Scanning to Email, Copying, and Printing Services Printing services at the District Technology Department and Copy Center. 1.2B Copier/Fax/Scan/Print devices in color and black and white for district schools and support services sites See Addendum “A” for benchmark product recommendations and Addendum “B” for product deployment. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 1
  2. 2. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 1.4 Remote and on-site management services to be provided by the on-site management and/ or vendor organization. a. Manage onsite help desk as related to the incoming service request from the satellite and district locations. b. Insure that quality checks are completed on each job (signoff required by the operator and onsite manager). c. Track incoming accountable work / service request. d. Provide daily operator work schedules. e. Set operator production expectations and responsibilities. Review operator performance versus expectation level during weekly production review meetings. f. Provide supervision for professional quality printed or duplicated impressions (“output”) to Pine Bluff School District. The image quality will be clear with solid blacks, and minimal to no background. Also, there will be minimal to no spots, and images will be strait, if the conditions outlined in this paragraph are not met, the vendor will direct the responsible operator to redo the work. g. If vendor must re-run output work due to machine malfunction or vendor error Pine Bluff School district will not be charged for the additional run, nor will the additional run count toward Pine Bluff School District’s monthly impression volume. h. Maintain 95% or better accuracy rate on completed job tickets. i. Maintain copier maintenance log. j. Provide, order, and supply inventories for satellite and district locations. k. Maintain accurate chargeback accounting system for all functions as specified by district. l. Process all reports for archive, scanning, and bulk printing requests, set production schedules, and coordinate finishing, binding, and distribution. m. Manage all supply inventories of applicable consumables related to document management services, i.e., transparencies, colored papers, multi-function device toner cartridges, as well as all toner cartridges. n. Manage all scanning, Copying, and printing request between local District and satellite locations. o. Manage the pick up and delivery request for all associated work orders. p. Manage on site service requirements within a target of 4 hours physical time. q. Provide primary technical /repair support from manufacturer certified technicians. r. Provide preventative and/or minor maintenance (clearing, stocking, service call placement) on equipment in an effort to improve copier uptime. s. Respond /coordinate questions from client employees concerning copier operation/ training. t. Regular (minimum monthly) visits to satellite copiers. u. Assist Pine Bluff school District in directing additional volume to copy center. v. Manage to a 95% machine uptime target. w. Resolve problems within 5 working days. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 2
  3. 3. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 1.4 Performance Standards That Must be met or exceeded by vendor a. This is an all or none award of the specified items. b. The vendor will provide all property tax and insurance. c. The RFP must contain a total satisfaction guarantee applying to any and all equipment proposed. d. In the event that a model on the agreement becomes unavailable during the course of this agreement, a like model of equal or greater quality may be submitted for the awarded model. e. The Pine Bluff School District requires a “Non Performance” release clause to be negotiated into the resulted contract if awarded. f. Re-deploy equipment at no cost to the district in cases of increase or decrease of monthly volume at satellite sites. g. All supplies requested through the identified process must be delivered to the satellite location within 2 business days unless specified in the work order. h. All work orders for repair services will be reviewed and responded to by the onsite manager within 4 business hours from receipt. If technical assistance is required the vendor will establish an ETA with the location and proactively follow the service call through to completion. i. Both technical service and analytic support must be available during business hours 7:30 am - 4:00 pm M T W TH F excluding client holidays/ closings. j. After hours service, if necessary, must be available for a reasonable and customary fee. k. Vendor must act as “Prime Contractor” Facilitating all resources necessary in providing the requested service. l. Vendor must provide a single invoice based on specific district details. m. Vendor must provide a migration path to upgrade to new equipment/ technology after 36 months, should the district choose to pursue to that option. n. Vendor must provide a process by which equipment, software, consulting or other necessary services can be added or removed from the service contract with the least amount of impact to the district o. On-site manager will maintain a dress code that will include collared shirts and slacks, (Business Casual). Jeans, sneakers, shorts and tank tops will not be worn. Ties will be optional. p. Vendor will provide backup personnel for planned absences that occur during normal hours of operation. For unexpected absences, backup personnel will be provided within 3 hours of notification to the vendor supervisor. q. Account visits by management teams must be performed periodically. r. Vendor must ,on a monthly basis, provide the following reports: 1. Volume by satellite location. 2. Volume as a total aggregate. 3. Service frequency by location; serial number and or IP Address. 4. Usage parameters per machine: location and or serial number (i.e. the location over or under utilizing the device process). 5. Satellite Customer satisfaction survey done annually. 6. Others to be determined at determined at any point by the district and negotiated with vendor. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 3
  4. 4. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 1.4 Clarification and /or Revisions to the Specifications and Requirements. 1.4A Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP documents at this point. If a vendor discovers any significant ambiguity, error conflict discrepancy, omission, or other deficiency in this RFP. The vendor should immediately notify the project manager named below of said errors and request modification or clarification of the RFP document. Rodney Riles (Director of Technology) Pine Bluff School District P.O. Box 7678 Pine Bluff, AR 71601 Phone: 870.543.4348 Email: rriles@pbsd.k12.ar.us 1.4C Any questions concerning this RFP must be submitted in writing on or before the close of business on February 6, 2009 1.4B Be sure to reference the RFP page number and section for each question submitted. Make questions as specific as possible and offer proposed solutions to perceived problems. 1.4D All questions and/ or concerns will be addressed to all attendees at the vendor conference. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 4
  5. 5. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 1.5 Vendor Conference A vendor conference will be held on January 29, 2009 at 2:00 p.m. in the Pine Bluff School District Main Conference room to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. ALL VENDORS WHO INTEND TO RESPOND TO THE RFP MUST ATTEND THE VENDOR CONFERENCE. FAILURE TO DO SO WILL DISQUALIFY VENDOR FROM BIDDING. 1.6 Calendar of Events Listed below are specific and estimated dates and times of actions related to the RFP. The actions with specific dates must be completed as indicated unless otherwise changed by Pine Bluff School District. In the event that Pine Bluff School District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times. DATE EVENT 01/14/2009 Date of issue of the RFP 01/22/2009 Last day to submit written inquiries, (your inquiries will be addressed at vendor conference). 01/29/2009 Vendor conference 02/10/2009 Proposal due from vendors 02/17/2009 Recommend Award of Contract 03/15/2009 Implementation 1.7 Contract Term The contract shall be effective on the date negotiated by Pine Bluff School District and the awarded vendor and shall run for a fixed five (5) years from that date, with an option by mutual agreement of Pine Bluff School District and vendor, to renew for two (2) additional one (1)- year periods. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 5
  6. 6. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 I. PROPOSAL INSTRUCTIONS 1. 1 General Instructions 2.1A The evaluation and selection of a vendor and the contract will be based on information submitted in the vendor's proposal. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. 2. IB Your proposal must use the same numbering scheme contained in the RFP. Each response in your proposal must correspond to its matching requirement. 2.1C You are required to restate the question, requirement, or data being requested above your response. 2. ID Award of this RFP will be based on the best interest of the Pine Bluff School District. PRICE MAY OR MAY NOT BE THE SOLE DETERMINING FACTOR. 1.2 Submitting a Proposal 2.2A Vendors must submit all materials required for acceptance of their proposal by 3:00 p.m. February 10, 2009 to: Rodney Riles, Director of Technology (Mailing Address) Pine Bluff School District P.O. Box 7678 Pine Bluff, AR, 71611 Or Rodney Riles, Director of Technology (Physical Address) Pine Bluff School District 512 Pine St. Pine Bluff, AR 71601 2.25 All proposals must be packaged and sealed and show the following information on the outside of the package: Proposer's name and address RFP number Proposal due date and time P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 6
  7. 7. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 2.2C The proposing company name must appear on each page of the proposal. 2.2D An original and fifteen (15) copies of each proposal are required. 2.2E Faxed proposals will not be accepted. 2.2F It is the responsibility of the vendor to assure delivery of RFP response by deadline. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 7
  8. 8. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 3. GENERAL REQUIREMENTS 3.1 Vendor Background 3.1A Please provide a copy of your most recent annual report. 3. IB Provide references from your five largest clients in Arkansas. Please list School districts with similar contracts in the state of Arkansas with 500,000-2,000,000 copies per month. 3.1C Please provide full definition of your organizations' document management services as outlined in 1.2C. 3. ID Within this RFP please provide a sample of the monthly volume and productivity reports. 3.2 Staffing and Organization 3.2A Identify who will be responsible for contract administration and the location of contact. 3.2B Provide resumes of key personnel who will be assigned to this contract. 3.2C Provide a list of personnel and job descriptions of personnel based on current volumes as provided in the RFP packet. 3.2D Describe your complaint resolution and escalation process. 3.2E Describe your procedures for providing backup support in the event employees are ill or on vacation. 3.3 Implementation Plan 3.3A Provide a detailed implementation plan for the transition of Pine Bluff School District -current state to your RFP proposal. 3.3B Include a timetable with your project plan. 3.4 Training 3.4A Describe your employee and school personnel training programs. 3.4B Provide an implementation schedule for training of PBSD persons at initial install with initial enhancements and ongoing training for future enhancements, and future personnel, at no additional cost to district. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 8
  9. 9. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 3.5 Equipment 3.5A Identify how the maintenance of equipment will be handled and anticipated response times. Maintenance response time should be four hours or less. This is on-site response. 3.5B All copiers shall be new digital machines. The models being offered must be in current production, latest "high-tech" models as of the date of proposal opening. For purposes of this solicitation, "current product" shall mean that the copier model with all features required by the district is being newly manufactured equipment and is operational in a commercial setting as of the date this offer is submitted. The District reserves the right to verify this information. 3.5C Please note the attached addenda outlining the specific equipment requirements by the bid package. The segments are as follows: Addendum A- Equipment Addendum B- Equipment Deployment Addendum A provides a minimum specification for perceived need. It is expected that the Vendor will also use these as a minimum guideline and use a best-fit benchmark. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 9
  10. 10. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 4. PROPOSAL SELECTION AND AWARD PROCESS 4.1 Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria found in Addendum C. The vendor is required to respond to Addendum C by checking if they comply or do not comply with each item of the RFP. 4.2 Vendor Pricing The vendor shall complete Addendum D - RFP Monthly Price 4.2 Notification of Award All vendors who respond to this RFP will be notified in writing of the evaluation committee's intent to recommend to the Pine Bluff School District Superintendent a vendor's proposal as a result of this RFP. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 10
  11. 11. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Addendum A – Equipment Class A: High Speed Digital Production Copier Copy Center –Large Production Copier Speed: Black & White: 8.5 x 11 @ minimum of 100 ipm 11x17 @ minimum of 60 ipm Monthly Volume: 600,000 Minimum Specifications -Simplex or Duplex Printing -Dual diode Raster Output System (ROS) -1200x1200 dpi RIP resolution -4800x600 dpi print resolution -Duplex Automatic Document Feeder – 300 Sheet Capacity -Ability to Run sizes 5.5 x 8.5 to 11x17 (A5 to A3) -High Cap feeder -3 Hole Punch -3 Position Staple, single or dual up to 100 sheets stapled -Booklet maker with folder capable of stitch up to 15 pgs – 8.5x11 to 11x17 -Capable of C/Z fold and Bi-Fold (up to 5 sheets) z-fold for inserts -Output Top Tray: 250 sheet capacity; Stacker: 3000 sheet capacity - Dual stacker capability for alternate job output -Must support 15# to 80# Index -Scanning with single pass at 120 ipm, both single and double sided -Scan to Industry Standard TIFF,RTF and PDF -Scan to E-Mail -Scan to Network File Server -Scan in black and white and full color - PDL's and Data Formats for Adobe PostScript 3, PDF, PCL, TIFF and ASCII -Must connect to TCP/IP and Novell - Ethernet Cat5 -Job scan ahead feature, copy, copy and save, and save to file -Ability to edit and store scans -Capable of storing 6000 pages, 120 jobs or 1000 pages in a job with job ticketing for later reprint -Print Controller CPU for storing and managing jobs to all connected devices—2.4 GHz -Must support Windows XP-Vista and Novell Client environments dual processor 1GB - memory, 160 GB Hard Drive -Storage option being CD writer P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 11
  12. 12. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class B: High Speed Digital Production Copier Copy Center –Medium Production Copier Speed: Black & White: 8.5 x 11 @ minimum of 100 ipm Monthly Volume: 300,000 Minimum Specifications -Simplex or Duplex -Output at 1200x1200 dpi RIP resolution -Duplex Automatic Feeder- - 250 sheet capacity -Ability to run 5.8” to 11x17” through feeder -Single pass scanning @ 100 ipm single sided and duplex -Scanning standard TIFF, multi-page tiff, or PDF -Scan to email with Mail Delivery notification -Scan to Network File Server -Color Scanning -Paper Tray Capacity @ (8.5”x 11”) -3 position single or dual staple output Capacity @ 3000 sheets -Booklet Making up to 15 sheets Inline (8.5” to 11x17”) -Capable of C-fold, Z-fold and Bi-Fold. Must Fold 11x17 for inserts -Print Controller CPU for storing and managing jobs to all connected devices- - 2.8 GHz, 512 MB RAM, and Hard Drive with 2 x 80 GB -Report Printing for front end management P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 12
  13. 13. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class C: Digital Color Production Copier Copy Center- Color Production Copier Speed: Black & White 65 ipm/ Full color 50 ipm Monthly Volume: 50,000 Minimum Specifications -Simplex or Duplex Printing -Print Resolution up to 2400x2400 dpi -Duplex Automatic Document Handler: 250 sheets -Scanning Speeds (50ppm color and 80ppm Black/White) -Scan to Email -Scan to TIFF, JPEG, PDF, and Searchable PDF -Scan to Mailbox -Scan to Network -Ability to Print Around jobs which are held up due to resources -Output Finisher: Capable of 1500 sheet stacker, 50 sheet stapling, 2/3 hole punch, saddle stitch booklet maker, bifolding P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 13
  14. 14. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class D: High Speed Digital Duplicator Copy Center- Duplicator Copier Speed: 60 to 130 pages per min Monthly Volume: 20,000 Duty Cycle: 30,000 Minimum Specifications -Sheet feed duplicator with digital scanner -300 x 600 dpi -Paper weights 13-lb bond to 110-lb index - Paper weight - 50-157 gsm -Printing paper size - 90mmx 140mm - 274mm x 395 - Maximum printing area- B4 drum 250x357 mm Paper Capacity: 1100 sheets@ 64gsm -Zoom: 50% to 200% -Print Colors: Blue, Red, Black, & Green Orange - Drum units supplied for color printing -Automatic print position adjustment Must provide service for term of lease -Must Feed NCR paper and Envelopes -Must have image shift P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 14
  15. 15. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class E: Multifunctional Digital BW & Color Copier Office – Color Copier Speed: Black & White 45 ppm/ Full color 35 ppm Monthly Volume: 25,000 Minimum Specifications -Simplex or Duplex Printing -Operate in Copy, Print, and Scan – Back concurrently -Must support LDAP and Novell Network Authentication -Memory of 1 GB minimum plus 40 GB Hard drive -Must be able to view all jobs, current and pending on walkup job queue -Must have Job Build w/ 1 to 500 - Must be able to view all job, current and pending on walkup job queue -Resolution of 1200x1200x8 dpi - Duplex Automatic Document Feeder must hold 75 originals (80gsm paper) - Document feed must be able to run 16# to 28# bond and up to 60# index -Offset finishing with a minimum of 1000 sheets (No sorter bins) -Total paper supply not less than 2000 sheets - Stitching feature single and dual, 50 sheets per set minimum -Reduce and enlarge capability - 25% to 400% respectively -Must supply a Network Management Job Control & Printer Software package -Must have feature to track and/or control copies. Must have 4 Trays with at least 3000 sheet capability -Must have accounting system built in -Scanning capabilities: Scan to email, Scan to network, scan to file, scan to email. -Scanning features: text searchable PDF, XPS, jpeg, tiff, scan build job, auto color -Security: Secure print, image overwrite security, password protected PDF, encrypted disk drive -Must support LDAP and Novell Network Authentication - -Must supply a network management job control & printer software -scanning must offer a solution for editing scanned and/or stored documents equivalent to OmniPage Pro with appropriate licenses for up to 25 users. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 15
  16. 16. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class F: Multifunctional Digital BW Copier Schools- B/W Copier Speed: Black & White 38 ppm Monthly Volume: 30,000 Minimum Specifications -Simplex or Duplex Printing -Operate in Copy, Print, and Scan concurrently -Must support LDAP and Novell Network Authentication -Must be able to view all job, current and pending on walkup job queue -Print resolution up to 1200 x 1200 dpi -Memory of 1024 MB -Duplex Automatic Document Handler with a capacity of 75 sheets -Finisher 50 sheet multi-position stapling -At least two processors with minimum of 80 GB hard drive -Scanning Services to Include: Scan to File, Scan to Network, Scan to E-Mail -Scanning must offer a solution for editing scanned and/or stored documents equivalent to OmniPage Pro with appropriate licenses for up to 25 users -Systems must be able to be managed via the network using software to see copier & printer activity and status for proactive service. -Must supply Network Management Job Control and Printer Software package -Must feature a track and control copies P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 16
  17. 17. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class G: Information Sharing System Information Storage – Accessible by the District Specifications Desired: Introduction: The following requirements define a system intended to support users. In the end, those who create and work with files are given the ability to publish them to other users via the web. Access rights to information are fully controlled by the users that post the information. Text based files which are posted are fully content searchable: -The vendor shall supply a “Turn-key” solution by providing software, hardware and system management training of the information sharing system. -The system shall be web-enabled so that once installed onto a server, any user with web connection and access to that website can use the system to find and share information. -The system shall be capable of being community maintained. Specifically, any user meeting the basic requirements cited above may do the following through their browser: • Create collections of information which are web pages • Add any of the types of objects (defined below) that are supported by the system to the user-created collections • Control the access to any object (collections, or objects within) • Create user accounts • Create user Groups; and -Administrative control shall be provided to restrict the user’s ability to create accounts (or not, as follows): • The system may be configured by an administrator to allow all users (registered or not) to create user accounts; or • The system may be configured by an administrator to allow any registered user to create new user accounts; or • The system may be configured by an administrator to allow only administrators to create user accounts. -Types of objects which users shall be able to create, add and share (as appropriate) with other users include • Files of any type • User accounts (if enabled); and • Collections of information; -The system shall support versioning of the File object P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 17
  18. 18. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 -The system administrator shall have the ability to add custom attributes to any of the system objects defined above. E.g., if a custom attribute for the file object is required to identify it as either administrative, parent, student, or community data, the administrator can add this as a custom attribute. Custom attributes should be of the following formats: • String • Text • URL -As users add text-based files to their collections the system shall automatically generate a full-text index of these files so that they are fully content searchable. Formats supported shall include but not be limited to: • HTML • Microsoft Office Products • PDF Viewer -The system shall allow users to search for objects within the repository based on information contained within the file and/or on information contained in the objects attributes (e.g. Title, Summary, Keywords, etc.) -The system shall allow Boolean searches to be constructed to support complex searches -The system shall allow users to restrict searching to only specific files and/or only specific attribute of files -The system shall provide the capability to automatically generate an HTML rendition of certain file types to assist users who do not have the native application in viewing the file. File types supported shall include but not be limited to Microsoft Office Products. -The system shall provide full on-line user and admin documentation as well as context sensitive help: -The system shall support a (as a minimum) Windows platform. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 18
  19. 19. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class H: Multifunctional Digital BW Copier Schools -Desktop Small Office Copier Speed: Black & White 22 ppm Monthly Volume: 5,000 Duty Cycle: Minimum Specifications -Simplex or Duplex Printing -Print, copy, Scan enabled -Print @ 1200x1200dpi; Copy @ 600x600 dpi -Input tray to hold 650 sheets from 5x7” to 8.5x14” -Capable of printing envelopes, labels, card stock and paper (16# to 40#) -Document handler to hold 50 sheets -Scan in color P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 19
  20. 20. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Class I: Multifunctional Digital BW Copier Schools- Desktop Medium Office Copier Speed: Black & White 45 ppm Monthly Volume: 25,000 Minimum Specifications -Simplex or Duplex Printing -1100 pg Tray capacity; Sizes 4x6” to 8.5”x14” -600x600 dpi; 1200 interpolated -50 sheet single position staple -Option as stand or desktop configuration -Memory must be at minimum 256 MB. 384 MB plus 40 GB Hard Drive -Scanning Features to Include: Scan to Email, Network Scanning, and Scan to File -Scanning Capabilities to Include: PDF, JPEG, TIFF, and color scanning -Scanning Speed should be at minimum of 43 ipm B/W -Scanning must offer a solution for editing scanned and/or stored documents equivalent to OmniPage Pro with appropriate licenses for up to 25 users. -System must be able to be managed via the network using software to see copier & printer activity and status for proactive service. -Must supply network management job control & Printer software package -Must support LDAP and Novell Network Authentication P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 20
  21. 21. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Addendum B - Equipment Deployment School Site or Monthly Volume Class Class Class Class Class Class Class Class Class A B C D E F G H I Building Avg. B& 7Color 34th Avenue Elem. 26,000 1 Belair Middle School 39,000 2 Broadmoor Elem. 25,000 1 Cheney Elem. 37,000 2 First Ward Alt. Ed 9,000 1 Forrest Park Pre School 8,000 1 1 Greenville Elem. 23,000 1 1 Oak Park Elem. 21,000 2 PBSD Co Maint/Transportation 5,900/0 1 PBSD Co VIPS 3,000/0 1 PBSD Administration 6,800 1 1 PBSD Co Business Office 2,500 1 PBSD Co Federal Programs 9,500/1000 1 1 PBSD Co Special Services 5,250/1000 1 1 PBSD Warehouse 1,000 1 Pine Bluff High G/T Center. 6,300 1 Pine Bluff High 122,000 6 1 Pine Bluff High Parent Center 10,000/0 1 Robey Jr. High 80,000 2 2 Robey Resource Ctr. 4,300 1 Southeast Jr. High 54,000 3 Southwood Middle School 27,000 1 Technology Copy Center 910,000/22,000 1 2 1 1 1 Technology Services 5,000 4 Total BW / Color 1,440,550/ 24000 Total Devices 51 P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 21
  22. 22. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Device Count Breakdown Class A 1 Class B 2 Class C 1 Class D 1 Class E 3 Class F 31 Class G 1 Class H 3 Class I 8 Indicates total number of devices in RFP 51 P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 22
  23. 23. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Addendum C - Proposal Compliance and Scoring Item# RFP Requirement Comply Cannot Points Comply .1 Introduction n/a n/a n/a .2 Scope of Work n/a n/a n/a .2A See Addendum A and B n/a n/a n/a .28 See Addendum A and B n/a n/a n/a .2C Management Services n/a n/a n/a Item a. Item b. Item c. Item d Item e. Item f. Item g. Item h. Item i. Item j. Item k. Item 1. Item m. Item n. Item o. Item p. Item q. Item r. Item s. Item t. Item u. Item v. Item w. .3 Performance Standards n/a n/a n/a Item a. Item b. Item c. Item d. Item e. Item f. Item g. Item h. Item i. Item j . Item k. Item 1. Item m. Item n. Item o. r Item p. P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 23
  24. 24. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Addendum C - Proposal Compliance and Scoring Item# RFP Requirement Comply Cannot Points Comply 1.3 Performance Standards - cont. n/a n/a n/a Item q. Item r. 1 Item r.2 Item r.3 Item r.4 Item r.5 Item r.6 1.4 Clarifications and Revisions n/a n/a n/a 1.5 Vendor Conference n/a n/a n/a 1.6 Calendar of Events n/a n/a n/a 1.7 Contract Term n/a n/a n/a 2 Proposal Instructions n/a n/a n/a 3 General Requirements n/a n/a n/a 3.1 Vendor Background n/a n/a n/a Item 3 . 1 a Item3.1b Item 3.1c Item 3. Id 3.2 Staffing and Organization n/a n/a n/a Item 3.2a Item 3.2b Item 3.2c Item3.2d Item3.2e 3.3 Implementation Plan n/a n/a n/a Item 3.3a Item 3.3b 3.4 Training n/a n/a n/a Item 3.4a Item 3.4b 3.5 Equipment n/a n/a n/a Item 3.5a Item 3.5b Addendum A - Class A 5 points Addendum A - Class B 5 points Addendum A - Class C 5 points Addendum A - Class D 5 points Addendum A - Class E 5 points Addendum A - Class F 5 points Addendum A - Class G 5 points Addendum A - Class H 5 points Total Points (101) P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 24
  25. 25. Pine Bluff School District - Technology Department Printing Services RFP Number TD-109 REV. 1/29/2009 Addendum D - Vendor's Response - RPF Monthly Price The quoted price by said vendor is to reflect the Request for Proposal's Scope of Work (Item 1.2) requested in items 1.2A, 1.2B and 1.2C. Price is to be computed on a cost per impression basis of 1.2 million copies per month (Black & White) and 24,000 copies per month (Color) excluding taxes. COST-PER-IMPRESSION (Black & White) $ 0. _____ EXCESS-CQST-PER-IMPRESSIQN (Black & White) $ 0. _____ COST-PER-IMPRESSION (Color) $ 0. _____ EXCESS-COST-PER-IMPRESSION (Color) $ 0.______ OTHER FEES OR ONE-TIME CHARGES Description Fees A B C D Vendor Representative Title Vendor's Organization Name Vendor's Address Vendor's Phone Date P.O. Box 7678 - 1215 West Pullen Street Pine Bluff, AR 71601 Phone: 870-543-4348 Email: rriles@pbsd.k12.ar.us Page 25

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