The First Unitarian Church f Hamiltn Printer/Cpier RFP Cntents Printer/Cpier Request fr Prpsals Intrductin... 2 Type f Prpsal... 2 Managed Printing Cntract... 2 Equipment Lease, Maintenance Cntract Cmbinatin... 2 Request fr Prpsal Prcess... 2 Single Pint f Cntact... 2 RFP Timeline... 2 Prpsal Evaluatin... 2 Prcess... 3 Equipment Testing... 3 N Award... 3 Existing Equipment... 3 Printing/Cpying Requirements... 3 Five-year Printing Vlumes... 3 Majr Print Jbs... 4 Equipment Requirements... 4 Cntract Requirements... 6 Equipment Lease Requirements... 6 Maintenance Cntract Requirements... 7 Prpsal Details... 7 Page 1 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Intrductin This dcument is a request fr prpsals ( RFP ) issued by The First Unitarian Church f Hamiltn (the Church ) t a acquire a cst effective slutin fr the Church s cpier/printer requirements. Type f Prpsal The Church will cnsider tw types f prpsal: Managed printing cntract, r Equipment lease in cmbinatin with a maintenance cntract. A vendr may make either type r bth types f prpsal. Managed Printing Cntract By managed printing cntract, we mean a single cntract that prvides nsite cpying and printing services meeting the Church s requirements as described belw based n a single cst per page that cvers the cst f the equipment, maintenance (parts and labur), and all cnsumables (paper, ink, tner, etc.). Equipment Lease, Maintenance Cntract Cmbinatin See Equipment Requirements and Cntract Requirements The fllwing specifies the requirements fr a prpsal that is based n a cmbinatin f an equipment lease and a maintenance cntract. Equipment Lease Requirements belw. Request fr Prpsal Prcess Single Pint f Cntact Ms. Melina Allett, the Church s Cngregatinal Administratr is the sle individual authrized by the Church t answer questins r t discuss details f this RFP. Vendrs may cntact with Ms. Allett at: Phne: (905) 527-8441 Email: melina@firstunitarianhamiltn.rg RFP Timeline The expected timeline fr this RFP is: Event Date RFP issued Mnday May 6 Clse date and time fr submissin f prpsals 12 nn EDT, Friday May 17 Prpsed equipment testing Between May 22 and May 24 Decisin cmmunicated Friday Jun 7 Equipment installed and peratinal Mnday Jun 24 Page 2 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Prpsal Evaluatin In submitting a prpsal, the vendr shuld be aware that failure f any mandatry requirement will result in the Vendr s prpsal being eliminated frm further cnsideratin. Prcess The prcess t be fllwed in evaluating the submitted prpsals is: Eliminatin f prpsals failing t meet the mandatry criteria as defined in this RFP; Further shrt listing f thse prpsals t include: The prpsal that has the five-year lwest ttal cst f wnership, and Any ther prpsal that has a five-year ttal cst f wnership within 5% f the lwest cst prpsal; Testing f the prpsed equipment by the church s evaluatin team Evaluatin f the shrt-listed prpsals based n: Quality f reprductin bth graphics and printed text Ease f use Vendr reputatin Manufacturer reputatin Cntractual terms and cnditins. Equipment Testing The vendr must make the prpsed equipment available fr testing by the church s evaluatin team during the perid specified in the RFP Timeline abve. N Award The Church reserves the right t cancel this RFP at any time and t make n award. Existing Equipment The existing printer/cpying equipment at the Church is: Printer/Cpier: Rich Afici 2018D Duplicatr: RISO RP 3700 Printing/Cpying Requirements Five-year Printing Vlumes Year Rich Cpier/Printer RISO Duplicatr 2008 41,272 65,749 2009 43,383 71,774 2010 32,291 56,760 2011 55,347 63,920 2012 54,771 58,171 Five year ttal 227,064 316,374 Page 3 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Majr Print Jbs Item Frequency Unique pages per run 1. Order f Service Weekly 2 2. Leadership Training Semiannually Cpies per run 150 avg. (175 peak) Pages per run 300 avg. (175 peak) Pages per year 12,000 100 60 6,000 12,000 3. AGM Packages Yearly 60 200 12,000 12,000 4. Annuncements Weekly 1 r 2 150 avg. (175 peak) 150 r 300 avg. (175 r 350 peak) 9,000 5. Senirs Newsletter Mnthly 2 250 500 5,000 6. Hamiltn Unitarian Newsletter 7. Envelpes 1 8. Windw Envelpes 1 Mnthly 3 220 660 6,600 500 (4 bxes) 500 (4 bxes) 2,000 2,000 9. Festival Flyer Yearly 6 500 3,000 4,000 10. Ntices t Cngregatin Quarterly 6 200 1,200 4,800 11. Budget Packages Yearly 6 200 1,200 1,200 Ttal 70,600 Equipment Requirements Nte: all requirements are mandatry unless therwise nted. General Item Requirement Cmment 1. Mdel year Prir mdel year acceptable New preferable, used 2. New/used acceptable depending n everything else 3. Black & White vs. Black & white with gray Clur scale (minimum 256 level) 4. Reslutin 600 dpi r better 5. Print/cpy Speed Minimum 50 ppm fr largest paper size N need fr clur Minimum 35 ppm fr the cpier/printer is OK if it is in cmbinatin with a duplicatr slutin Page 4 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Paper Dcument handling Supplier Item Requirement Cmment 6. Output paper size Letter, Legal, Ledger 7. Output paper weight Standard paper weights 8. Aut-tray select 9. Aut-tray switch 10. Sheet Paper Trays Min 500 sheet capacity 11. Original dcument size 12. Autmated Dcument Feed 13. By-pass tray 14. Re-sizing 15. Cllating/srting 16. Duplexing 17. Stapling 18. Interrupt 19. Equipment manufacturer 20. Equipment dealer Letter, Legal, Ledger, Envelpes Letter, legal sizes 100 sheet stack Envelpes, labels (standard sizes) Heavy paper stck 50 t 100 sheet stack Enlarging r reducing Manual and autmated ability Capable f cllating a minimum f 50 cpies f a dcument with multiple pages per dcument Yes Must be pssible t cllate and duplex fr same jb Nt mandatry but desirable Nt mandatry but desirable Evidence that the prduct line and manufacturer are bth credible lng-term players in the sectr Evidence that the equipment dealer is a credible lng-term player in the sectr with lcal presence Minimum f three cnfigurable high capacity paper trays 16 t 60 lb, cver stck, bnd Cnfigurable fr 8.5 x 11, 8.5 x 14 11 x 17 Nt mechanical srting trays 1 t 2 sided, 2 t 1 sided, 2 t 2 sided Nt by rescanning f riginal dcument fr each cpy Standard size staples (nt prprietary staples). Ability t interrupt cpy Parts supply Warranty supprt Dealer reputatin in the sectr? Lng-term player? Hamiltn presence? Page 5 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Other Warranty Item Requirement Cmment 21. Netwrking Capability 22. Scanning Features 10MBS/100MBS Ethernet supprt Windws 7, 8 driver supprt Nt mandatry but very desirable 23. User cdes Minimum f 50 user cdes 24. Manufacturer Warranty Industry standard manufacturer warranty required 1GBS Ethernet supprt and Windws XP drivers highly desirable MAC driver supprt ptinal Output frmats shuld include standards such as PDF, JPEG and MSWrd at a minimum Electrnic reprting ver netwrk is desirable Maintenance cntract shuld take ver when warranty perid expires Cntract Requirements The fllwing specifies the requirements fr a prpsal that is based n a cmbinatin f an equipment lease and a maintenance cntract. Equipment Lease Requirements Item Requirement Cmment Type f lease Fair market lease Term Autmatic Renewal f Cntract Autmatic renewal at end f term fr perid f 30 days Installatin End f lease csts 60 t 66 mnths Upgrades allwed mid-term T be dne by vendr All csts t be included in cst f lease N requirement t purchase N re-stcking charge N shipping csts t return equipment at end f lease Leasing cmpany Credible reputatin in the equipment leasing business Nt ne year autmatic renewal Repeating extensins f 30 days Page 6 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP Maintenance Cntract Requirements Item Requirement Cmment Full service cntract including all: Maintenance Parts and Labur Tner cartridges Laner equipment Negtiable N charge fr delivery f parts and supplies (e.g. tner) Similar laner cpier t be prvided in event f service utage greater than tw (2) business days Service time standard Same day r next day t repair equipment Next day delivery fr supplies Prpsal Details Yur prpsal in respnse t this RFP must: Cmpletely describe the prpsed equipment: Full specificatins and features cmpared against ur stated requirements, Rated duty cycle and capacity, Mdel years and, if used, details f the prir use and age, Warranty perid; Clearly crss-reference the capabilities f the prpsed equipment t the printing/cpying requirements listed abve; Clearly identify any aspect f the Church s requirements that are nt fully addressed by yur prpsal; Include cpies f the prpsed cntract(s) and crss-reference them t ur requirements fr the equipment leasing and maintenance cntracts; Clearly dcument all csts assciated with the cntract(s) ver the life f the cntract(s); Clearly dcument any csts nt cvered by the cntract(s) prpsed; Include manufacturer and vendr prfiles; Be valid fr 60 days frm date f prpsal; Include prpnent cntact infrmatin; Disclse any relatinship between prpnent and the Church; and Be signed by an authrized individual f the prpnent. Each prpnent must deliver three cpies f its prpsal and related material: by the RFP clse date and time as specified in RFP Timeline abve t the Church s administrative ffice at: The Cngregatinal Administratr Page 7 f 8
The First Unitarian Church f Hamiltn Printer/Cpier RFP 170 Dundurn Street Suth Hamiltn, ON L8P 4K3 Nte: Late prpsals will nt be cnsidered. Page 8 f 8