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  • 1. RFP #07-002 DIGITAL IMAGING PROJECT INSTRUCTIONS AND PROJECT OVERVIEW San Joaquin Delta College is requesting proposals for a full range of equipment, services and maintenance related to document and print management. Proposals will be due by 08/25/06 At 2:00 P.M. Venders are instructed to read all included materials and to provide all requested information. Pricing should be submitted on the enclosed sheets marked “Pricing Worksheet and Pricing Summary”. Please use the enclosed checklist to ensure that all required information has been submitted. Failure to submit requested documentation may result in proposal rejection. The intent of this project is to provide a single integrated system that enables users at stations throughout campus to be able to merge paper based workflow with existing and proposed electronic systems. Furthermore, these stations should provide to the maximum extent possible a “one stop shopping” experience for the end user. The system should offer E-Mail, Faxing, Document archiving to the districts existing Documentum system, Web submission to the Districts Publication Center with electronic job ticketing, and be able to authenticate users via LDAP. Web Submission services and Network Faxing services are to be included in proposed solutions. These services should be available from Macintosh and P.C. computers as well as the stations mentioned above. Venders are instructed to provide proposals that meet specifications indicated on Items 1 thru 11 on the following pages. Venders are instructed to provide 1 original proposal and 3 identical copies. All proposals must be properly formatted and placed in a sealed envelope with the outside of the envelope clearly marked “Digital Imaging Project Proposal”.
  • 2. RFP #07-002 Digital Imaging Project Please read the following items carefully. Any questions or clarifications required should be submitted to Maria G. Bernardino, Director of Purchasing via fax at (209) 954-5605, or e-mail at mbernardino@deltacollege.edu on or before 4:30 P.M. on 08/15/06. Item 1 (1) Each Canon Imagerunner 125 digital imaging system or equivalent. Configuration to include or exceed: o 125 pages per minute. o Paper trays capable of feeding from 16 lb. thru 150 lb index. o Finisher/Stapler with 2 output trays. At least one output tray will have 3000 sheet capacity, and offer 2 staple positions. o Max. original size 14.33 X 18.5. o Max. print size: 14 X 18.25. o Print resolution: 600 X 600 dpi. o Duty cycle up to 4.25 million per month. o 6 user adjustable paper feed drawers with a minimum capacity of 8000 sheets of 20 lb bond. o Trayless duplexing. o Must include scanner capable of 600 X 600 dpi resolution, 2 sided scanning, 65 pages per minute (8.5X11 single sided) or 34 pages per minute (8.5X11 double sided). Scanner is required to accept originals from 5.5 X 8.5 to 11X17and thickness from 16 lb. bond to 110 lb. index. Scanner is required to have input tray capacity of 100 sheets of 20 lb. bond. o Post process inserter with a minimum of 3 user adjustable drawers capable of holding at least 4000 sheets of 20 lb. bond. At least 2 drawers should be capable of feeding 12X18 or larger paper. All drawers should be capable of feeding paper from 16lb. to 150 lb index. o Stacker mechanism that allows completed work to be lowered to the floor and removed from machine on wheeled cart. o Inline booklet maker capable of handling paper sizes from 8X10 to 14 X 18, variable width edge trimming, V folding up to 22 sheets of 20 lb bond, saddle stitching. o Machine must not require venting to outside of building. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o System must include any hardware/software/connectivity items necessary to RIP or otherwise process files, and send files to marking engine. System must support input from Web submission platform proposed by vender (Item 8) o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 2 (3) Each Canon Imagerunner 7105 digital imaging systems or equivalent. Configuration to include or exceed: o 10/100Base-T (RJ45) USB 2.0 High Speed. 2
  • 3. RFP #07-002 Digital Imaging Project o 1 GB RAM + 40GB HDD Dual Processor. o Max. original size 11X17. o Max. copy size 11X17. o Scanning resolution 600X600 dpi. o Copy resolution 1200 X 600 dpi (interpolated). o Grayscale at 256 levels. o Automatic and manual exposure control. o 105 pages per minute. o First copy time 3 seconds or less from platen. o Warm time 6 minutes or less. o Programmable from 1 – 9,999 copies single job. o Automatic trayless duplexing. o Enlargement and reduction from 25% to 400% in 1% increments. o 7650 sheets maximum paper capacity. o Able to run 17lb bond - 110lb. index through all trays. o Duplexing automatic document feeder that accepts 13lb bond to 80lb cover. 100 sheet capacity required. 85 pages per minute (letter) speed required. Document building function required. o High capacity stacker with removable rolling dolly. 6000 sheet capacity. 11X17 or larger capacity. o Saddle finisher capable of handling 11X17, legal, and letter sized paper. o Corner stapling, double stapling required. o Stapling capacity 100 sheets flat, or 20 sheets saddle stitched. (20lb bond) o 1 machine configured with finisher to include punch unit capable of 3 hole punching and 19 hole GBC punching on letter size paper. 2 machines configured with finisher capable of 2 and 3 hole punching. All 3 machines to be capable of collating and stapling 100 letter size / 50 11X17 . From 17 to 110 lb index. o Machine configured with GBC punch to include document insertion unit capable of inserting (post process) 17lb to 158 lb index in sizes 8.5X11 and 11X17. Tray to hold at least 400 sheets. o Manufacturer duty cycle rating of 1 million per month. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 3 (3) Each Canon Imagerunner 5570 digital imaging systems or equivalent. Configuration to include or exceed: o Standard 512 MB RAM/20 GBHDD. o First copy time of 3.3 seconds or less from platen. o 55 pages per minute letter sized. o Max. original size 11X17. o Max. copy size 11X17. o Actual resolution 600X600 dpi. o Interpolated resolution 1200 X 600 dpi (copy). o Interpolated resolution 2400X 600 dpi (print). o 256 level grayscale. o Automatic or manual exposure control. o 7650 maximum paper capacity. 3
  • 4. RFP #07-002 Digital Imaging Project o Must be able to run 17lb thru 110 index from all sources. o Duplexing Automatic Document Feeder with 100 sheet capacity (20lb) that accepts sizes 8.5X11 thru 11X17 and weights from 13 to 32lb bond. o Finisher capable of corner and double stapling 50 sheets of 8.5X11 or 30 sheets of legal size or 11X17 size. o Multi PDL Printer Kit to include 512 MB memory and 20 GB of storage. o Must support Postscript 3 and PCL 6. o Must support 10/100 base TX (RJ45). o Must support the following Network Operating Systems: Windows 2000, XP, NT. Mac O.S. 9.0 or later. o 3 hole punch. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 4 (3) Each Canon Imagerunner 3570 digital imaging systems or equivalent. Configuration to include or exceed: o Standard 512 MB RAM/ 20GB HDD. o First copy time 3.9 or less from platen. o Warm up time 30 seconds or less from power off. o 35 pages per minute at 8.5 X 11. o Actual resolution 600 X 600. o Interpolated resolution 2400 X 600 (print). o 256 level grayscale. o Reduce and enlarge 25% to 400%. o Automatic or manual exposure control. o Maximum paper capacity of 2250 for (2) machines 4,750 for (1) machine at 8.5X11 o Duplexing automatic document feeder that will accept paper sizes 8.5X11 to 11X17 and weights 13 to 32lb. bond. Capacity to be 50 sheets at 20lb bond. o Finisher with 2 output trays that will corner staple 50 sheets (8.5X11) and 3 hole punch. o Multi PDL printer board with 512 MB RAM and 20 GB Hard Disk. o Must support Postscript 3 and PCL 6. o Must support the following Network Operating Systems: Windows 2000, XP, NT, Mac O.S. 9.0 or later. o Must support 10/100/base TX (RJ45). o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 5 (6) Each Canon Imagerunner 2870 digital imaging systems or equivalent. Configuration to include or exceed: 4
  • 5. RFP #07-002 Digital Imaging Project o Standard 512 MB RAM and 20 GB HDD. o Actual resolution 600 X 600. o 28 pages per minute. o Interpolated resolution 1200 dpi X 600 dpi (copy). o Interpolated resolution 2400 X 600 (print). o 256 level gray scale. o enlargement and reduction of 25 to 400% in 1% increments. o 4 drawers with 2200 sheet capacity or more. o Maximum paper size in drawers 11X17. o Must accommodate 17 to 20 lb bond in trays, 17 to 32 lb bond in bypass tray. o Must accommodate 10/100Base TX (RJ-45). o Duplexing automatic document feeder. o Document feeder must handle 8.5X11 to 11X17 paper (50 sheets of 20 lb bond). o Finisher with at least 2 trays. Must collate and staple 50 sheets of 20 lb bond. o Mult PDL board with 512 MB RAM and 20GB HDD. o Must support Postscript 3 and PCL 6. o Must support 10/100Base TX (RJ45). o Must support the following network operating systems: Windows 98, 2000, XP, Mac OS 9.0 or later. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 6 (5) Each Canon 2230 digital copiers or equivalent. Configuration to include or exceed: o 22 pages per minute. o (2) 500 sheet paper drawers. o Cabinet. o Platen covers (no document feeders). o All supply access points must be lockable. Vender to supply locking mechanism. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Max. Original size: 11X17. o Max. Output size: 11X17. o 256 level grayscale. o 50 to 200% magnification in 1% increments. Item 7 (3) Each Canon 2230 digital imaging systems or equivalent. Configuration to include or exceed: o 22 pages per minute. o (2) 500 sheet paper drawers. o Cabinet. o Duplexing automatic document feeder. 5
  • 6. RFP #07-002 Digital Imaging Project o Device must collate/staple a minimum of 50 sheets. Devices should have minimum of 2 output trays. o Output options should include duplexing. o Multi PDL print board. o Units must support postscript level 3 and PCL 6 printing. o Must support the following network operating systems: Windows 98, 2000, XP, Mac OS 9.0 or later. o Industrial power filters must be included for all items that plug into the colleges electrical supply. o Max. Original size: 11X17. o Max. Output size: 11X17. o 256 level grayscale. o 50 to 200% magnification in 1% increments. o Imaging devices shall include the ability to retrieve copy counts via web browser. Item 8 (1) Each Turnkey web submission platform including software and hardware that would allow for remote submission of documents from the districts intranet and from the worldwide web. The system should be all inclusive and should have the following features: • PDF based workflow. PDF conversion must be a function of the product(s) proposed. Users will not be asked to convert documents to PDF with existing software prior to submission. PDF conversion should not require drivers or other software to be loaded individually on end user work stations. • System must be LDAP compatible. • Any proposed system will have the ability to convert all common file types to PDF. Vender is instructed to include listing of file formats supported by their proposed solution. • Must integrate with San Joaquin Delta College’s existing LDAP server. • Job ticketing should be JDF based and include a visual representation of the available job properties in the users view, such as collate, staple, fold, 3 hole drill, etc. This should be possible with a variety of different manufacturer’s output devices. Vender is instructed to list output device types supported by proposed system. • Overall look and content of the “screens” or “windows” should be customizable. • System must be capable of providing automated customer pricing. • Must offer the ability to pre define job tickets for catalog items that are not print items such as blank paper, office supplies, etc. • System should maintain job history for users by login. System should maintain at least 100 jobs in job history. • Server hardware to be included, and will be self hosted. • System must be accessible directly from capture and deliver system as described in Item 10. Users must be able to complete job ticket information directly from the capture and deliver units as described in Item 10. • System must provide reporting features. There should be various pre-defined reports, as well as the ability to create custom reports as needed. • Should include integration with Publication Center production systems (Items #1 and #2) Properties associated with incoming print jobs should be integrated with the 6
  • 7. RFP #07-002 Digital Imaging Project production system(s) such that re-keying job properties (collate, staple, 3 hole drill, etc.) is not necessary. • System must provide logged in users with order history, order status, and the ability to reorder from the job history list. • System must offer template driven variable data. Template creation should not require knowledge of programming languages. • Industrial power filters must be included for all items that plug into the colleges electrical supply. • 10 days of onsite customer/end user training to be included. Dates/times to be scheduled after contract award. • Pricing should include and itemize any ongoing costs associated with system or components. • Pricing should include and itemize professional services onsite configuration of system and components. Item 9 (1) Each EFI PowerPress device or equivalent that will allow for load balancing and job routing between production devices in the publication center (Items 1 and 2 in this RFP). This system must be fully integrated with the web submission platform described in Item 8 of this RFP and have equivalent or greater variable data capabilities than the EFI PowerPress. Device should include: • Dual flat screen monitors 19 inches or larger. • Selective OCR capabilities. • All necessary hardware/software to load balance, job route and produce variable data on all production equipment proposed for the Publication center (Items 1 and 2). • Device should be compatible and integrated with venders proposed web submission solution ( Item 8). • Pricing should include and itemize any ongoing costs associated with system or components. Item 10 (16) Each EFI DocSend version 3.0 capture and deliver stations or equivalent. All proposed capture and deliver stations must include at a minimum, the following abilities and features. : • Scan to logged in user. • Scan to E-Mail. • Scan to Fax (fax server solution specified in Item 11). • Scan to network printers. 7
  • 8. RFP #07-002 Digital Imaging Project • Scan to current Document management system (Kofax and Documentum) • Scan to File. • Scan to Web Submission (Item 8 in this RFP). • The ability to use existing scanners whether or not the scanner is integrated with a digital imaging device or stand alone. • The ability manipulate onscreen image to include at least adding notations, • Touch screen interface with size of at least 8.5X11. • Setup and installation including integration with Fax Solution (Item 11), Web Submission solution (Item 8), existing E-mail system, existing LDAP authentication, and existing Documentum solution to be included. • Industrial power filters must be included for all items that plug into the colleges electrical supply. Item 11 Turnkey networked digital faxing solution that would allow users to send and receive faxes from their Macintosh and P.C. workstations and from EFI DocSend units specified in item #10. System must have at minimum, the following capabilities: o Complete integration with DocSend units (Item 10). o Compatibility with Windows XP, and Mac OS 10. o Encrypted delivery with audit trail. o Must use SQL, or at minimum a non-proprietary server for database. o Licensing must be for unlimited users. o No cost per page associated with inbound or outbound faxing. o Solution must be scalable. o Must integrate with existing e-mail server at San Joaquin Delta College. o Inbound faxes must be delivered to receivers in-box in PDF format. 8
  • 9. RFP #07-002 Digital Imaging Project The following terms and conditions are intended to apply to all items and services include in vendors proposal. Any deviations must be noted on the Deviations section of pricing worksheet. IMPLEMENTATION PERIOD Once a contract is issued, the college will expect that all equipment and systems will be effectively implemented on or before the close of business on the 20th day from the date the vender receives a Purchase Order from San Joaquin Delta College, not to include weekends and federal holidays, unless there is a written exception authorized by San Joaquin Delta College. TERMS The term of any contract resulting from this proposal will be approximately 5 years and will begin on October 1st, 2006 and end June 30, 2011. After the initial rental period, San Joaquin Delta College may choose to continue the rental on a month to month basis. Should San Joaquin Delta College choose to continue the rental on a month to month basis, vender shall reduce the monthly base rent by thirty percent (30%) and provide San Joaquin Delta College with the equipments fair market value. Once the reduced month to month base rental billing reaches 10% cumulative of the equipments fair market value, only the maintenance will be billed. Maintenance cost per copy will remain as agreed upon. Should San Joaquin Delta College continue a rental on a month to month basis, said rental shall be governed by the terms and conditions of the original rental agreement. PRICING Imaging devices and attached accessories are to be priced as all inclusive rentals to include rental of machine, maintenance, repairs, staples and all other consumable items except paper. Pricing should itemize rental costs and maintenance costs separately. For all proposed items except marking engines, pricing should include an itemization of rental of device and required maintenance agreements and or licensing fees. All prices and rates offered in response to this proposal shall remain fixed for the full term of the contract. Any software or service included in any section of the proposal that includes a limited number of users should be disclosed clearly. 9
  • 10. RFP #07-002 Digital Imaging Project Venders are instructed to include an amount of 55,835.64 in proposals to discharge remaining contracts of devices being replaced. VOLUME Because the annual volumes related to these services cannot be pre-determined, any contract resulting from this request for proposal will not offer a guaranteed, specific amount of volume. DEVIATIONS If the items or services proposed do not comply with the specifications as written, vender is instructed to indicate and explain the deviation on the Deviations section of the pricing worksheet. The San Joaquin Delta College Board of Trustees reserves the right to waive any informalities or irregularities on the proposals and to reject any or all proposals. CRITERIA FOR AWARD The award shall be made to the most responsive and responsible bidder offering the best value and most economical bid as defined by the college. The following criteria in general will be used. It is not subject to negotiation or discussion with venders. • The quality and performance of the service or equipment to be provided by the vender as determined by San Joaquin Delta College. • The bidders experience and qualifications. • The nature and extent of vendor support. • The quality and competitiveness of the bidder’s proposal. • The quality of references. • Relevant vendor experience in similar enterprises. Experience with public agencies and educational institutions will be considered to be an asset. • Compatibility with network infrastructure, hardware, software, operating systems and existing output devices currently in use at San Joaquin Delta College. • Superior quality, design, and technological features. Special consideration will be given to integration of systems and ease of use by end users. • Ability of all software/hardware/devices proposed to work as an integrated system. • Any other factors deemed relevant by San Joaquin Delta College. QUALIFICATIONS OF VENDORS The college will reject the proposal of any vender and void any award resulting from this RFP to any vendor who makes any material misrepresentation in their proposal. Proposals will only be considered from bidders with a history of experience in successfully providing document and print management services to organizations who’s requirements are similar in size and scope to those of San Joaquin Delta College. Vendors are instructed to include in their bid package a complete list of and biographies for all employees who will perform any work, including sales, service, maintenance, installation, training or any other services as part of the implementation of this contract. This list should include employment longevity, 10
  • 11. RFP #07-002 Digital Imaging Project proof of relevant training, manufacturer certifications, and any other degrees or professional certification held. Vendors are instructed to include a description of their performance guarantee commitment. Vendors are instructed to provide latest annual report or year end financial summary. CONTRACT TERMINATION The college reserves the right to cancel the contract at any time the vendor’s performance is, in the opinion of the college deemed unsatisfactory. In such event, however, the college shall give written notice of the unsatisfactory performance and expected remedies for same. The vendor shall be given at least 30 days termination notice if conditions do not meet the college’s approval. San Joaquin Delta College may terminate any rental order under this agreement upon 30 days written notice to vendor, that funds have not been appropriated for rental of said copier for the upcoming year, and /or the College’s Board of Trustees fails to appropriate funds to enable the College to continue to make payments under this agreement. Such termination shall be without penalty to the College. Upon termination of rental order, San Joaquin Delta College will release the property to the vendor in good condition, except for usual/normal wear and tear. If the College terminates a rental order under this section, the vender shall retain all amounts previously paid by the college and may collect and retain any amounts then due or then accrued to vender on the date of said termination. 60 days before the original term is completed, vendor will notify the college Purchasing department and the Publication Center Manager in writing so it may elect to continue the rental on a month to month basis, cancel, or upgrade the unit. RESPONSIBILITY OF THOSE PERFORMING WORK AT SAN JOAQUIN DELTA COLLEGE. The vendor shall be responsible for the acts and omissions of all the vendor’s employees and all subcontractors, their agents and employees and all other persons performing any of the work under a contract with the vendor. The vender shall at all times enforce strict discipline and good order among the vendor’s employees and shall not employ any unfit person or anyone not skilled and certified in the task assigned. Incompetent employees shall be dismissed from the project by the vendor when so determined by the college and such persons shall be prohibited from returning to the college as an agent for the vendor. REFERENCES All proposals shall include at least 3 references similar in size and scope to the project being proposed. At a minimum a name, telephone number, contact person familiar with the service performed and technical aspects of the project, and a listing of equipment and services provided shall be submitted. DOCUMENTATION All venders are instructed to include product literature listing technical specifications of all products listed in submitted proposals. All venders are instructed to include power requirements for all items proposed, to include power consumption and plug type information. All venders are instructed to include information for each imaging device regarding noise level while imaging. 11
  • 12. RFP #07-002 Digital Imaging Project All venders are instructed to include information for each imaging device regarding manufacturer’s monthly duty cycle rating. MAINTENANCE Successful bidder will respond to service requests within 4 hours Monday thru Friday 8:00 A.M. to 5:00 P.M. excluding holidays. Preventative maintenance calls are not included in this response time. If equipment cannot be repaired within 48 hours after receipt of service request, vendor shall furnish the College with a comparable loner. If 3rd party solutions are submitted, responsibility for proper repair, integration, installation and maintenance must reside with employees of the successful vender. EQUIPMENT MOVES Movement of any copier from one location to another will be born by the vendor, so long as the movement is to another location on the main campus at 5151 Pacific Avenue. PIGGYBACK PROVISION Upon mutual consent of both parties, this agreement may be used by all Publicly funded agencies in California. . 12