Request for Proposal #2017-03 Provision of Multi-Function ... · provision of multi-function devices for london public library 1 ... provision of multi-function devices for london

REQUEST FOR PROPOSAL#2017-03 PROVISION OF MULTI-FUNCTION DEVICES FOR LONDON PUBLIC LIBRARY

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Request for Proposal #2017-03

Provision of Multi-Function Devices for London Public Library

London Public Library Board 3rd Floor Administration

251 Dundas Street London, ON, N6A 6H9

www.londonpubliclibrary.ca

Issued: July 21, 2017

Closing Date: August 4, 2017 @ 12:00 p.m.

Anyone wishing to submit a response must register with the Library to be added to the RFP Vendor mailing

list. Addenda will be issued to registered vendors. To register, please email: [email protected].

Anyone requesting this document and wishing to submit a response must ensure that he/she has

registered with the Library in order to be added to the RFP Vendor mailing list and be sent any

addenda that may be issued with respect to this document to: [email protected].

Proposal submissions must be received by the CEO & Chief Librarian in a sealed envelope or package clearly

marked with the Name and Address of the Proponent, identified as RFP#2017-03 Request for Provision of

Multi-Function Devices, London Public Library. Completed proposal submissions shall be Mailed or

Hand Delivered (in Person or by Courier) to:

Susanna Hubbard Krimmer CEO & Chief Librarian London Public Library

3rd Floor Administration Office 251 Dundas Street

London, Ontario N6A 6H9

Proponents are solely responsible for ensuring proposal submissions are received by the CEO & Chief

Librarian prior to the Closing Date and Time. Failure to submit the proposal submission as requested will

result in the proposal submission being rejected.

Request for Proposal documents are available on the Library website or pick-up at Central Library, 3rd Floor

Administration Office, 251 Dundas Street, London between 9:00 am and 4:00 pm. Only proposal submissions

received from Proponents who have obtained the documents directly from the Library website or Central

Library, 3rd Floor Administration Office will be considered for this Request for Proposal. Proponents who

have not obtained their Request for Proposal documents through either of these two acceptable methods

shall have their proposal submission rejected.

http://www.londonpubliclibrary.ca/

mailto:[email protected]



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Contents 1. OBJECTIVE ............................................................................................................................................................................. 3

2. CONTACT INFORMATION ............................................................................................................................................... 4

3. SUBMISSION OF PROPOSALS ........................................................................................................................................ 5

4. CHANGES TO THE RFP AND FURTHER INFORMATION ..................................................................................... 6

5. MAINTENANCE AGREEMENT ....................................................................................................................................... 6

6. PRICING .................................................................................................................................................................................. 6

7. EVALUATION OF PROPOSALS ....................................................................................................................................... 6

8. LEGAL TERMS AND CONDITIONS................................................................................................................................ 8

9. LPL REQUIREMENTS ......................................................................................................................................................... 9

10. ITEMS TO BE ADDRESSED IN EACH PROPOSAL............................................................................................... 10

11. KEY DATES ........................................................................................................................................................................ 11

12. ACCEPTANCE OF PROPOSAL .................................................................................................................................... 11

13. EVALUATION CRITERIA AND PROCESS ............................................................................................................... 13

APPENDIX A: Form of Proposal .................................................................................................................................. 14

APPENDIX B: Contractor AODA Compliance Sign-off ..................................................................................... 16

APPENDIX C: Specifications ......................................................................................................................................... 17

APPENDIX D: MFD/Photocopier Installation Locations ................................................................................... 21

APPENDIX E: MFP/Photocopier Quotation Vendor Bid – Purchase ......................................................... 23


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1. OBJECTIVE 1.1 This Request for Proposal (the “RFP”) issued by London Public Library (“LPL”) provides an

opportunity for qualified Proponents to submit Proposals for review by LPL and, depending on

LPL’s evaluation of Proposals, among other factors, to potentially negotiate with LPL to enter into

an Agreement. In accordance with LPL’s Procurement Policy, qualified, experienced firms are

invited to submit responses to this RFP.

http://www.londonpubliclibrary.ca/sites/default/files/ProcurementPolicy.pdf

London Public Library strengthens people and neighbourhoods by creating connections that enrich

lives, inspire discovery, foster creativity, and expand possibilities. LPL’s User First Philosophy of

customer service guides and shapes all services, spaces, policies and processes, and the

relationships we develop with every library user and community partner.

LPL is comprised of a Central Library and fifteen (15) branches providing library collections and

services. The Central Library at 251 Dundas Street, London, is a four-floor facility. The Library’s

Information Technology Services Department (IT) provides electronic services to all library

locations. These services include access to the library’s Integrated Library System (“ILS”), public

access computers and related services. Currently LPL also provides, to the public, access to

photocopiers/Multi-Function Devices (“MFDs”) at all library branch locations (excluding Glanworth

Branch Library). The library charges a fee per copy, collected using ITC System Coin and Card

Operated Control Pay Station Systems, owned by the library.

1.2 London Public Library requires a new fleet of Multi-Function Devices (“MFDs”) that can provide

a range of functionality including, but not limited to:

Networked Printing;

Printing from media (e.g. USB drive, wireless devices);

Scanning; and

Photocopying.

A total of 15 locations are in the scope of this RFP, including Central Library and 14 branches

located in the City of London. A total of 20 MFDs comprises LPL’s current fleet. LPL requires the

implementation of a new MFD solution to commence in September 2017. Proposals must include

supply, installation and delivery. LPL expects to select a successful Proponent who can recommend

and provide a cost-effective solution that best meets LPL’s objectives and requirements as

described in this RFP.

LPL’s MFD fleet must service the needs of the public as well as the needs of LPL staff. The public

service functions are provided on a cost-recovery basis, whereby the public pays for the use of the

MFDs. The MFD fleet will be equipped with ITC System Coin and Card Operated Control Pay Station

Systems which LPL will purchase as add-on devices. Proponent will supply foreign device interface

cable required to integrate ITC System Coin and Card Operated Control Pay Station Systems with

photocopier.

http://www.londonpubliclibrary.ca/sites/default/files/ProcurementPolicy.pdf


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The following components are included in the provision of an MFD solution for London Public

Library:

a.) MFDs (new and current technology);

b.) Delivery of MFDs to Central Library and Branch locations;

c.) Installation and set-up of MFDs (including security passwords, accounting, etc.);

d.) Training of LPL staff in the use of MFDs;

e.) Maintenance of MFDs during the term of the contract;

f.) Removal of packaging associated with the shipping and delivery of the MFDs;

g.) Applicable warranties;

h.) Any Value Added Services;

i.) Ability to interface with ITC coin systems/card box pay station; and

j.) The following devices are excluded from the RFP: book scanners; 3D printers; and

desktop printers.

1.3 Details of LPL’s objectives and requirements to which the RFP relates are set out in 9.0

REQUIREMENTS of the RFP.

1.4 LPL is interested in selecting a single Proponent with the capability and experience to efficiently

and cost-effectively meet the objectives and requirements described in the RFP. LPL currently

expects to select such a Proponent and then enter into negotiations with that Proponent, which will

conclude in the execution of an Agreement between the Proponent and LPL. LPL may decline to

select any Proponent or enter into one or more agreements respecting the subject matter of the

RFP with one or more Proponents or other entities at any time. LPL may also terminate the RFP at

any time.

1.5 LPL intends that Proposals will be evaluated by LPL in relation to their overall value, which will

be assessed in LPL’s sole and absolute discretion. In assessing value, LPL expects to consider the

factors described in 10.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL listed below, among

others.

1.6 The execution of an Agreement may be contingent on funding being approved, and the relevant

Proposal being approved by the London Public Library Board.

2. CONTACT INFORMATION 2.1 All enquiries regarding the RFP must be addressed to:

[email protected]

2.2 All enquiries must be made in writing. In-person or telephone enquiries are not permitted.

Enquiries must not be directed to other library employees, Board members, volunteers or elected

officials. Directing enquiries to individuals may result in submission being rejected. LPL assumes

no responsibility for any verbal (spoken) information from any Library employees or from



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consultants or contractors retained by the Library, or from any other persons who may have an

interest in this Proposal.

3. SUBMISSION OF PROPOSALS 3.1 Proponents must submit their Proposals in writing on or before the time and date specified in

the table 11.0 Key Dates (“Closing Time”).

3.2 Each Proponent must submit its Proposal in an envelope clearly marked with the Proponent’s

name and the RFP title and number (“Provision of Multifunction Devices for London Public Library:

RFP#2017-03) to the following address:

Susanna Hubbard Krimmer CEO & Chief Librarian

Re: RFP#2017-03 London Public Library

3rd Floor Administration 251 Dundas Street,

London, ON N6A 6H9

Closing time will be governed by the wall clock in the Administration Office of London Public Library.

Envelopes submitted by courier or otherwise in-person should be delivered to the same address.

3.4 Amendments to a Proposal may be submitted in the same manner as the original Proposal, at any time prior to the Closing Time.

3.5 Proponents should send one (1) electronic copy (CD or USB) of the Proposal and all hardcopies must be bound or stapled. LPL requests that three (3) copies of each Proposal (or amendment) be submitted, though it is not necessary to submit more than one copy of the Proposal Form.

3.6 Proposals are revocable and may be withdrawn at any time before the Closing Time.

3.7 All costs associated with the preparation and submission of a Proposal, including any costs incurred by a Proponent after the Closing time, will be borne solely by the Proponent.

3.8 Unnecessarily elaborate Proposals are discouraged. Proposals should generally be limited to the items specified in 10.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL OF THE RFP.

3.9 Proposals that are submitted after the Closing Time or that otherwise do not comply in full with the terms hereof may or may not be considered by LPL and may or may not be returned to the Proponent, in LPL’s sole discretion.

3.10 The following specific requirements are identified for inclusion in each Proposal:

a.) All items identified in 10.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL OF THE RFP;


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b.) Completed Contractor Accessibility for Ontarians with Disabilities Act (“AODA”) Compliance Sign-off form, a copy of which is attached as Appendix B;

c.) Completed FORM OF PROPOSAL, a copy of which is attached as Appendix A. Failure to do so will result in Proposal being rejected; and

d.) WSIB sign-off.

4. CHANGES TO THE RFP AND FURTHER INFORMATION 4.1 LPL may amend the RFP or make additions to it at any time. Once registered, Proponents will receive an email with amendments, addenda, and questions and answers in relation to the RFP.

4.2 Proponents must not rely on any information purported to be given on behalf of LPL that contradicts the RFP, as amended or supplemented in accordance with the foregoing section 4.1.

4.3 Amendments or changes to this RFP prior to the closing date and time stated herein will only be in the form of written addenda and said addenda will be issued in the form of a written Addendum.

4.4 Confirmation of the receipt of the Addendum must be confirmed by email and acknowledgement by the Respondent in the appropriate section of the Form of Proposal. Failure to acknowledge receipt of all addenda on the Form of Proposal will result in Proposal being rejected.

4.5 No enquiries or questions will be accepted after, 12:00 pm noon on July 28, 2017.

5. MAINTENANCE AGREEMENT 5.1 The term of any Agreement (purchase, service, and associated costs) is expected to be a five (5) year period, with two possible one-year extensions, for a maximum term of seven years.

6. PRICING 6.1 All prices quoted in any Proposal are to be exclusive of applicable sales taxes calculated upon such prices, but inclusive of all other costs.

6.2 Prices must be quoted in Canadian currency.

6.3 Fixed prices must be quoted for the full term of the Proponent’s proposed agreement.

6.4 Prices are to be quoted Delivery Duty Paid (“DDP”). For the avoidance of doubt, freight insurance, unloading at the destination designated by LPL, import duties, brokerage, royalties, handling, overhead, profit and all other similar costs are to be included in the quoted prices.

7. EVALUATION OF PROPOSALS 7.1 LPL currently intends that all Proposals submitted to it in accordance with the RFP will be evaluated by LPL representatives to determine which Proposal or Proposals offer the overall best value to LPL based on price, quality, service, innovativeness, environmental or sustainability concerns or benefits and other criteria including, but not limited to the Proponent’s:


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a.) ability to meet the Requirements (as defined in 10.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL), and when required, ability to otherwise satisfy LPL’s objectives and requirements;

b.) skills, knowledge and previous experience;

c.) proposed plans and work schedules;

d.) business reputations and capabilities;

e.) ability to meet LPL’s insurance requirements;

f.) maintenance and support; and

g.) cost.

Certain other evaluation criteria may be set out in 10.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL or elsewhere in the RFP.

7.2 LPL will retain complete control over the RFP process at all times until the execution and delivery of an Agreement or Agreements, if any. LPL is not legally obligated to review, consider or evaluate Proposal, or any particular Proposal, and need not necessarily review, consider or evaluate Proposals, or any particular Proposal in accordance with the procedures set out in the RFP. LPL may continue, interrupt, cease or modify its review, evaluation and negotiation process in respect of any or all Proposals at any time without further explanation or notification to any Proponents.

7.3 LPL may, at any time prior to signing an Agreement, discuss or negotiate changes to the scope of the RFP with any one or more of the Proponents without having any duty or obligation to advise the other Proponents or to allow the other Proponents to vary their Proposals as a result of such discussions or negotiations.

7.4 LPL may elect to short-list Proponents and evaluate Proposals in stages. Short-listed Proponents may be asked to provide additional information or details for clarification, including attending interviews, making presentations, supplying samples, performing demonstrations, furnishing technical data or proposing amendments to the Form of Agreement. LPL will be at liberty to negotiate in parallel with one or more short-listed Proponents, or in sequence, or in any combination, and may at any time terminate all negotiations.

7.5 Prior to approval of a Proposal, LPL must be satisfied as to the Proponent’s financial stability. Proponents may be asked to provide financial statements prepared by an accountant and covering at least the prior two (2) years.

7.6 LPL may request that any proposed subcontractors undergo evaluation by LPL.

7.7LPL is not under any obligation to approve any Proposal and may elect to terminate the RFP at any time.

7.8 For the avoidance of doubt, notwithstanding any other provision in the RFP, LPL has in its sole discretion, the unfettered right to:

a.) accept any Proposal;

b.) reject any Proposal;


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c.) reject all Proposals;

d.) accept a Proposal which is not the lowest-price Proposal;

e.) accept a Proposal that deviates from the Requirements or the conditions specified in the RFP;

f.) reject a Proposal even if it is the only Proposal received by LPL;

g.) accept all or any part of a Proposal;

h.) split the Requirements between one or more Proponents; and

i.) enter into one or more agreements respecting the subject matter of the RFP with any entity or entities at any time.

Without limiting the foregoing, LPL may reject any Proposal by a Proponent that has a conflict of interest, has engaged in collusion with another Proponent or has otherwise attempted to influence the outcome of the RFP other than through the submission of its Proposal.

8. LEGAL TERMS AND CONDITIONS 8.1 The legal obligations of a Proponent that will arise upon the submission of its Proposal are stated in Appendix A: Form of Proposal, except where expressly stated as such: (i) no part of the RFP consists of an offer by LPL to enter into any contractual relationship; and (ii) no part of the RFP is legally binding on LPL.

8.2 Potential Proponents should review Appendix 1 carefully before submitting a Proposal. Among other things, potential Proponents must note that:

a.) Except for limited duties in respect of the protection of confidential information and the resolution of legal disputes, LPL does not have, and will not have, any legal obligations to a Proponent or to any proposed subcontractor of that Proponent in respect of the RFP or that Proponent’s Proposal until such time as an Agreement is entered into with that Proponent.

b.) LPL is a public body required by law to act in the public interest. In no event, however, does LPL owe to the Proponent or to any of the Proponent’s proposed subcontractors (as opposed to the public) any contract or tort law duty of care, fairness, impartiality or procedural fairness in the RFP process, or any contract or tort law duty to preserve the integrity of the RFP process.

c.) Except only and to the extent that LPL is in breach of its duties with respect to a Proponent’s confidential information, each Proponent is required to broadly indemnify and hold harmless LPL, its officials, its agents and its employees from and against losses in respect of any claim or threatened claim against them.

d.) The documentation containing any Proposal, once submitted to LPL, becomes the property of LPL, and LPL is under no obligation to return the Proposal to the Proponent.

e.) LPL will treat any Proposal (and LPL’s evaluation of it), in confidence in substantially the same manner as it treats its own confidential material and information, subject, however, to the applicable provisions of the Freedom of Information and Protection of Privacy Act and


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LPL’s full right to publicly disclose any and all aspects of the Proposal in the course of publicly reporting to the London Public Library Board or announcing the results of the RFP to Proponents.

f.) Proponents must not divulge or disclose to any third parties any non-public documents or information concerning the affairs of LPL, which have been or are in the future provided or communicated to a Proponent at any time (whether before, during or after the RFP process). Furthermore, each Proponent must agree to not use or exploit any such non-public documents or information in any manner, including submitting its Proposal.

g.) Each proponent must disclose whether any officer, director, shareholder, partner or employee of the Proponent or of any of its proposed subcontractors, or any other person related to the Proponent’s or any proposed subcontractor’s organization (a “person having an interest”) or any spouse, business associate, friend or relative of a person having an interest is:

i.) A member of LPL Board of Directors, or employee of LPL; or

ii.) Related to or has any business or family relationship with any member of LPL Board of Directors or employee of LPL.

9. LPL REQUIREMENTS 9.1 The Requirements stated herein are current as of the date hereof, but they may change or be refined in the course of the evaluation of Proposals or otherwise.

9.2 Unless otherwise stated, if, and wherever, the Requirements state a brand name, a make, model, the name of a manufacturer, a trade name or a vendor catalogue number, it is for the purpose of establishing a grade or quality of materials, goods or equipment only. It is not intended to rule out the use of other equivalent materials, goods, or equipment. MFD is to be newly manufactured. Specify any recycled parts/components with MFD manufacturer date. If, however, products other than those specified are proposed in any Proposal, the Proposal must explicitly include the names of such products and their manufacturers, any trade names and any applicable vendor catalogue numbers, and LPL may request that the Proponent provide specific evidence of equivalency. Evidence of quality in the form of samples may also be requested.

9.3 To the extent that the Requirements express estimates of quantities or volumes of goods or services expected to be required by LPL, LPL cannot offer any assurances that such quantities or volumes will in fact be required.

9.4 The successful respondent will be expected to:

a.) Work with members of the IT department and designated staff to supply, deliver, install and configure MFDs and base units in selected staff/public areas;

b.) Provide training in the use and maintenance of MFDs;

c.) Provide onsite maintenance, service and support, parts and supplies (such as toner, imagining consumables) for the length of the contract and cost per page;


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d.) Demonstrate capability of MFD with ITC System Coin and Card Operated Control Pay Station Systems.

e.) Supply of foreign device interface required to connect MFD to ITC System Coin and Card Operated Control Pay Station Systems; and

f.) Be an authorized dealer/seller of specified equipment.

10. ITEMS TO BE ADDRESSED IN EACH PROPOSAL 10.1 Each proposal must have: (i) a title page that clearly indicates the name of the Proponent and the general nature of the Proposal; (ii) a detailed table of contents; and (iii) an executive summary no more than one page in length.

10.2 Each Proposal must contain a section titled “Technical Proposal”, which should address the requirements.

10.3 Each Proposal must contain a section titled “Commercial Proposal”, which should contain full details of the Proponent’s proposed pricing and payment terms. All prices are to be exclusive of applicable sales taxes calculated upon such prices, but inclusive of all other costs.

10.4 Each Proposal must contain a section titled “Proponent Overview”, which must provide a description of the Proponent’s company, purpose and history of successes.

10.5 Each Proposal must contain a section titled “Key Personnel”, which must identify and provide professional biographical information for the personnel that would perform the Proponent’s work, outlining their intended roles in meeting the Requirements.

10.6 Preference may be given to Proponents and their proposed personnel that demonstrate knowledge and experience in delivering MFD solutions, and that show competence and capability to deliver products and services according to the terms and conditions of any resulting contract. Each Proponent should make clear in its Proposal its relevant knowledge and experience, and that of its proposed personnel.

10.7 Each Proposal must contain a section titled “References”, which should provide names and contact information for approximately three parties for whom the Proponent has done work with in the past.

10.8 Each Proposal must contain a section titled “Subcontractors”, which must list all of the subcontractors that the Proponent proposes to use in carrying out its work under an Agreement, or state that the Proponent does not propose to use any subcontractors. If selected to enter into an Agreement with LPL, the Proponent may be limited to using subcontractors listed in its Proposal.

10.9 If LPL objects to a subcontractor listed in a Proposal, LPL may permit a Proponent to propose a substitute subcontractor acceptable to LPL.

10.10 Each Proposal must contain a section titled “Work Plan”, which should detail the sequential process by which the Proponent proposes to undertake the work, and which should include a timeline as necessary. The Proponent’s work plans should make reference to the Requirements as appropriate.


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10.11 Notwithstanding any other provisions hereof, LPL welcomes Proposals respecting innovative or novel approaches to LPL’s objectives and requirements and may consider value-creating Proposals that derogate from the Requirements. Each Proposal must contain a section titled “Deviations and Variations”, in which the Proponent should note proposed deviations or variations from the terms and conditions set out in the RFP or from the Requirements, even if such deviations or variation are also noted elsewhere in the Proposal.

10.12 If, in addition to proposing services which meet the Requirements, the Proponent wishes to offer an alternative or alternatives, the alternative solution(s) should be submitted separately as an appendix, within the Proposal. Any pricing impact of the alternative solution(s) should be provided separately in the appendix.

10.13 The sections of each Proposal should be arranged in the order in which they are referred to in 10.0.

10.14 Submission of a Proposal indicates acceptance by the respondent of all terms and the conditions contained in the RFP and all policies and procedures in the Procurement Policy located on the Library website, unless clearly and specifically noted in the Proposal submitted and confirmed in the formal contract between the Library and the Respondent. Deviations from the RFP must be clearly identified in the written submission. Proposals are subject to a formal contract being negotiated, prepared and executed. The Library reserves the right to negotiate the terms and conditions of the contract. Submissions must not exceed ten (10) pages (appendices excluded).

10.15 Respondents who have already submitted a Proposal may submit a further Proposal at any time up to the official closing time. The last Proposal received shall supersede and invalidate all Proposals previously submitted by that Respondent as it applies to this Request for Proposal.

11. KEY DATES Potential Proponents should note the following key dates:

Milestone Time and Date Posting Date of RFP July 21, 2017 Deadline for Enquiries and Registration July 28, 2017 RFP Deadline Aug 4, 2017 Commencement of Work September 4, 2017 Completion of Work September 22, 2017

The Library reserves the right to alter the schedule at its sole discretion.

12. ACCEPTANCE OF PROPOSAL i. The terms and conditions of the Proposal offer shall remain firm and open

for acceptance by the library for a period of forty-five (45) days from the date of closing.

ii. Acceptance will be subject to the successful negotiation and execution of a written contract meeting the expenditure limits and required terms and conditions set out by the Library.


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iii. The acceptance or rejection of any Proposal will be made pursuant to the policies of the Library.

a.) Rights Reserved by the Library i. The Library is not liable for any costs incurred by interested parties in the

preparation of their response to this request. ii. The Library shall not be responsible for any liabilities, costs, express loss or

damage incurred, sustained or suffered by a Respondent prior or subsequent to, or by any reason of the acceptance or non-acceptance by the Library of any response, or by reason of the delay in the acceptance of the response.

iii. The lowest Proposal will not necessarily be accepted. The library reserves the right to accept or reject any or all responses and/or reissue the RFP in its original or revised form.

iv. The Library reserves the right to request respondents to: a. Provide additional information; b. Modify submissions in areas considered to be deficient; c. Address specific requirements not accurately covered in their initial

submissions; and d. Substitute components where the Library considers that an alternative

may be more suitable. v. The Library reserves the right to modify any and all requirements stated in

the RFP at any time prior to the possible awarding of a contract. vi. In the event of any disagreement between the Library and a respondent

regarding the interpretation of the provisions of the RFP, the CEO & Chief Librarian and Director, Financial Services, shall make the final determination as to interpretation.

vii. All information provided by a Respondent in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete Proposals will not be considered.

viii. The Library reserves the right to cancel this RFP at any time, without penalty or cost to the Library. This RFP should not be considered a commitment by the Library to enter into a contract.

b.) Award of Contract i. A report recommending the acceptance of the successful Respondents

submission will be tabled with the London Public Library Board. The award of a contract will be by a motion of the Library Board.

c.) Requirements at the Time of Execution of Contract i. Subject to an award of the contract, the successful Respondent is required to

submit the following documentation in a form satisfactory to the Library for execution within ten (10) working days after being notified to do so in writing:

1. Insurance Documents 2. Clearance Certificate from the Workplace Safety and Insurance

Board 3. Accessibility for Ontarians with Disabilities Act Sign-Off

ii. If the successful Respondent for any reason, defaults or fails in any matter or thing referred to under “Requirements at Time of Execution”, the Library reserves the right to accept any other bid, advertise for new Proposals or


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carry out the work in any way as the Library may, at this sole discretion, deem best.

13. EVALUATION CRITERIA AND PROCESS a.) Evaluation Team

Proposals will be evaluated by an RFP Selection Committee.

By responding to this RFP, Respondents acknowledge that the CEO & Chief Librarian is responsible for recommending the successful respondent to the Library Board and that the Library Board makes the final decision.

b.) Selection Process

i. Written responses to this RFP will be reviewed and evaluated by the selection committee against the criteria noted in 7.0 EVALUATION OF PROPOSALS.

ii. The Respondent submitting a Proposal that, in the opinion of the selection committee, meets all of the criteria of this RFP will be awarded the project.

iii. The selection committee reserves the right to interview any one or all of the Respondents prior to the award of the project. If required, the interview time will be mutually agreed upon by the respondents and will be conducted at the Central Library, 251 Dundas Street, London, Ontario.

c.) Notification

The successful Respondent will be notified prior to a recommendation being made to the Library Board.


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APPENDIX A: Form of Proposal

AT LEAST ONE SIGNED ORIGINAL OF THIS FORM OF PROPOSAL MUST BE INCLUDED IN YOUR

SUBMISSION.

1.1 Please state terms of payment (Note: Early payment discounts will be considered in the award of the contract, and will apply after taxes):

1.2 I/WE, the undersigned authorized signing officer of the Respondent, HEREBY DECLARE that no person, firm or corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in this Proposal. 1.3 I/WE further declare that all statements, schedules and other information provided in this Proposal are true, complete and accurate in all respects to the best knowledge and belief of the Respondent. 1.4 I/WE further declare that this Proposal is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a Proposal and is in all respects fair and without collusion for fraud. 1.5 I/WE further declare that the undersigned is empowered by the Respondent to negotiate all matters with the Corporation representatives, relative to this Proposal. 1.6 WE further declare that the agent listed below is hereby authorized by the Respondent to submit this Proposal and is authorized to negotiate on behalf of the Respondent. 1.7 I/WE have allowed for Addenda numbered as follows: #______ through to #______.

Failure to acknowledge all addenda will result in your Proposal being rejected. COMPANY NAME:________________________________________________________________ _ ADDRESS: ______________________________________________________________ CITY/PROVINCE: _______________________________________________________

POSTAL CODE/ZIP CODE:____________________________________________________________ _ AUTHORIZED SIGNATURE:____________________________ ________ TITLE:_________________ _ I/WE are authorized to bind the COMPANY/CORPORATION


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NAME (Please print or type):____________________________________________________________ TELEPHONE NUMBER: ( ) FAX NUMBER (___)_________ ___ HST REGISTRATION NUMBER:_________________________________________________________ EMAIL ADDRESS:_____________________________________________________________ DATE OF PROPOSAL:___________________________________________________________

NOTE: Please return your written submission and USB flash drive in addition with the Form of Proposal complete with an original signature in ink before Aug 4, 2017.

FAILURE TO DO SO SHALL RESULT IN THE PROPOSAL SUBMISSION BEING REJECTED


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APPENDIX B: Contractor AODA Compliance Sign-off Contracted employees, third party employees, agents, and others who deal with members of the public on

behalf of London Public Library must meet requirements of Ontario regulation 429/07, Accessibility

Standards for Customer Service, and Ontario Regulation 191/11, Integrated Accessibility Standards, with

regard to training.

Training for the aforementioned regulations can be accessed online at the following website addresses:

☐ Serve-Ability: Transforming Ontario’s Customer Service

http://www.mcss.gov.on.ca/en/serve-ability/index.aspx

☐ Access Forward: Training for an Accessible Ontario

http://www.accessforward.ca/

☐ The Ontario Human Rights Commission: The Ontario Human Rights Code and the Accessibility for

Ontarians with Disabilities Act

http://www.ohrc.on.ca/en/learning/working-together-ontario-human-rights-code-and-accessibility-

ontarians-disabilities-act

Contracted services suppliers are to ensure that training records are maintained, including dates when

training was provided, the number of personnel who received training and individual training records. The

suppliers are to ensure this information is available to the City of London at any time during the term of the

contract, upon request.

I acknowledge the aforementioned accessibility regulations:

Company Name: ___________________________________________ Date: _____________

Authorized Official (print): ___________________________ (signature):__________________

http://www.mcss.gov.on.ca/en/serve-ability/index.aspx

http://www.accessforward.ca/

http://www.ohrc.on.ca/en/learning/working-together-ontario-human-rights-code-and-accessibility-ontarians-disabilities-act

http://www.ohrc.on.ca/en/learning/working-together-ontario-human-rights-code-and-accessibility-ontarians-disabilities-act


17

APPENDIX C: Specifications

Black & White Multifunctional Device Configuration 1 Requirements

Configuration Black & White Multifunctional Printer

Pages Per Minute 17-50

Warm-up Time < 30 seconds

Resolution 600 x 600 dpi, 300 x 300 dpi

Memory 1GB RAM minimum

Monthly Duty Cycle 50,000-100,000 PPM.

Paper Supply

Paper drawer 1 - 500 letter/legal sheet paper drawer 1 – 2 drawer, 1000-2000 letter sheet total capacity

Paper Size Letter, Legal

Paper weight >16 lb Bond

Standard Automatic Duplex Printing


Paper Weight >16 lb Bond

Duplex Modes 1:1,1:2, 2:2, 2:1

Copy Specifications

Continuous Copy 1-999 / Auto Reset to 1

Additional Copy Features Auto Paper Select

Magnification / Zoom 25% – 400%

Document Feeder

Type / Capacity Standard Duplex Automatic Document Feeder / 50 sheets (Letter/Legal)

Acceptable Originals / Weights Letter, Legal / Simplex: >12 lb Bond, Duplex: >12 lb Bond

Scan Specifications

Scan Type Color and Black & White Scanner

Scan Resolutions 200, 300, 400, 600, 200x100, 200x200 dpi

File Formats TIFF, JPEG, PDF

USB Host Interface

Type Supports direct printing from USB and scanning to USB drive

Interfaces Hi-Speed USB 2.0

Supported File Types Print: PDF, TIFF Scan: PDF, JPEG, TIFF

Foreign Device Interface


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Coin and Copy Card Pay station ITC Systems Coin and Card Operated Pay station Control System for print only

Stand

Stand and cabinet MFP with drawer and stand not to exceed 44” in height

Specifications

Printer Specifications

PDLs/Emulations PCL Postscript

Fonts PCL Postscript

Windows OS Compatibility Windows 7 / 8 / 10

Mac OS Compatibility Mac OS

Network Interface RJ-45 Ethernet (10/100/1000Base-T)

Black & White Multifunctional Device Configuration 2 Requirements

Configuration Black & White Multifunctional Printer

Pages Per Minute 17-50


Resolution 600 x 600 dpi, 300 x 300 dpi


Monthly Duty Cycle 50,000-100,000 PPM.

Paper Supply

Paper drawer 1 - 500 letter/legal sheet paper drawer 1 – 2 trays, 1500-2000 letter sheet total capacity






Duplex Modes 1:1,1:2, 2:2, 2:1

Copy Specifications




Document Feeder

Type / Capacity Standard Duplex Automatic Document Feeder / 50 sheets (Letter/Legal)

Acceptable Originals / Weights Letter, Legal / Simplex: >12 lb Bond, Duplex: >12 lb Bond

Document finishing stapler

Scan Specifications




19


USB Host Interface



Supported File Types Print: PDF, TIFF Scan: PDF, JPEG, TIFF

Stand


Specifications

Printer Specifications






Colour Multifunctional Device Configuration 1

Requirements

Configuration Colour Multifunctional Printer – Copy, Scan, Print

Pages Per Minute Up to 35 ppm


Resolutions 600 x 600 dpi, 300 x 300 dpi


Monthly Duty Cycle 10,000 - 50,000 PPM

Paper Supply

Paper drawer 2 - 500 letter/legal sheet paper drawers 50-100 sheet Multi-Purpose Tray






Duplex Modes 1:1,1:2, 2:2, 2:1

Copy Specifications




Scan Specifications




20


USB Host Interface



Supported File Types Print: PDF, TIFF, Scan: PDF, JPEG, TIFF

Foreign Device Interface

Coin and Copy Card Pay station ITC Systems Coin and Card Operated Pay station Control System for print only

Stand


Specifications Printer Specifications







21

APPENDIX D: MFD/Photocopier Installation Locations

Black & White Multifunctional Device Configuration 1

Branch Address Postal Code Contact Phone

Sherwood #32 - 1225 Wonderland Road North Sherwood Forest Mall

N6G 2V9 519-473-9965

Cherryhill 301 Oxford Street West Cherryhill Mall

N6H 1S6 519-439-6456

Masonville 30 North Centre Road N5X 3W1 519-660-4646

Stoney Creek 920 Sunningdale Road East N5X 0H5 519-930-2065

Beacock 1280 Huron Street N5Y 4M2 519-451-8140

Carson 465 Quebec Street N5W 3Y4 519-438-4287

East London 2016 Dundas Street N5V 1R1 519-451-7600

Crouch 550 Hamilton Road N5Z 1S4 519-673-0111

Pond Mills 1166 Commissioners Road East N5Z 4W8 519-685-1333

Jalna 1119 Jalna Boulevard N6E 3B3 519-685-6465

Westmount 3200 Wonderland Road South N6L 1A6 519-473-4708

Lambeth 7112 Beattie Street N6P 1A2 519-652-2951

Byron 1295 Commissioners Road West N6K 1C9 519-471-4000

Landon 167 Wortley Road N6C 3P6 519-439-6240

Central 1st Floor Children

251 Dundas Street N6A 6H9 519-661-4600

Central 2nd Floor Helpdesk


Central 3rd Floor Helpdesk


Central 3rd Floor London Room



22

Black & White Multifunctional Device Configuration 2


Central 2nd Floor Copy Center


Colour Multifunctional Device Configuration 1


Central 3rd Floor Helpdesk



23

APPENDIX E: MFP/Photocopier Quotation Vendor Bid –

Purchase

Black & White Multifunctional Printer Configuration 1 Unit Price

Total Cost per

page

Provide Purchase Price per unit quantity 18 (5 yr cpp*) Provide Purchase Price per unit quantity 18 (6 yr cpp)

Provide Purchase Price per unit quantity 18 (7 yr cpp)

Black & White Multifunctional Printer Configuration 2 Unit Price

Total Cost per

page




Cost per page* Cost per page Maintenance Agreement - All inclusive Library to supply volumes to vendor quarterly Covers toner all parts/supplies (except staples and paper) Cost of delivery to and from library location(s) All costs associated with on-site services , repairs and labour Maximum 1 day service turn around Preventative maintenance Vendor to provide any costs outside the Cost per page Maintenance Agreement .


24

Colour Multifunctional Printer Configuration 1 Unit Price

Total Cost per

page



Provide Purchase Price per unit quantity 1(7 yr cpp) Cost per page Cost per page Maintenance Agreement - All inclusive Library to supply volumes to vendor quarterly Covers toner all parts/supplies (except staples and paper) Cost of delivery to and from library location(s) All costs associated with on-site services, repairs and labour Maximum 1 day service turn around Preventative maintenance Vendor to provide any costs outside the Cost per page Maintenance Agreement