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Request for Proposal
Eastern Kentucky University
Digital Multifunctional Copiers (RFP 24-08)
Issued: November 1, 2007
Due: December 14, 2007 521 Lancaster Avenue
Richmond, Kentucky 40475
Eastern Kentucky University RFP 24-08 Page 2 of 49
EASTERN KENTUCKY University EKU
PURCHASING DIVISION
REQUEST FOR PROPOSAL (RFP)
DIGITAL MULTIFUNCTIONAL COPIERS
ATTENTION: This is not an order. Read all instructions, terms, and conditions carefully.
PROPOSAL NO.: RFP 24-08 RETURN ORIGINAL COPY OF PROPOSAL TO:
Issue Date: November 1, 2007 EASTERN KENTUCKY University
Purchasing Officer: Lora Snider PURCHASING DIVISION
Phone: (859) 622-2246 ROOM 213 JONES BUILDING
Schedule Name: Digital Multifunctional Copier
Program
RICHMOND, KENTUCKY 40475
IMPORTANT: PROPOSALS MUST BE RECEIVED BY: December 14, 2007, 2pm, ET
1. It is the intention of the Request for Proposal (RFP) to enter into competitive negotiation as authorized by KRS 45A.085.
2. Proposals for competitive negotiation shall not be subject to public inspection until negotiations between the purchasing agency and all Offerors have been concluded and a
contract awarded to the responsible Offeror submitting the proposal determined in writing to be the most advantageous to the University. Price and the evaluation factors
set forth in the advertisement and solicitations for proposals will be considered.
3. An award of contract may be made upon the basis of the initial written proposals received without written or oral discussions.
4. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.
5. The University reserves the right to request proposal amendments or modifications after the proposal receiving date. 6. THE TERMS AND CONDITIONS OF THIS REQUEST FOR PROPOSAL INCLUDE ALL GENERAL CONDITIONS, AS SET FORTH BY EASTERN KENTUCKY
University PLUS ANY SPECIAL CONDITIONS ENUMERATED HEREIN.
NOTICE
1. Any agreement or collusion among Offerors or prospective Offerors, which restrains, tends to restrain, or is reasonably calculated to restrain competition by agreement to
proposal at a fixed price or to refrain from offering, or otherwise, is prohibited.
2. Any person who violates any provisions of KRS 45A.325 shall be guilty of a class D felony and shall be punished by a fine of not less than five thousand dollars nor more
than ten thousand dollars, or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation, or association who violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars or more than twenty thousand dollars.
AUTHENTICATION OF RFP AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST
I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:
1. That I am the Offeror (if the Offeror is an individual), a partner (if the Offeror is a partnership), or an Officer or employee of the bidding corporation having authority to
sign on its behalf (if the Offeror is a corporation);
2. That the attached proposal has been arrived at by the Offeror independently and has been submitted without collusion with, and without any agreement, understanding or
planned common course of action with, any other Contractor of materials, supplies, equipment or services described in the Request for Proposal, designed to limit
independent offering or competition; 3. That the contents of the proposal have not been communicated by the Offeror or its employees or agents to any person not an employee or agent of the Offeror or its surety
on any bond furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP:
4. That the Offeror is legally entitled to enter into contracts with the Eastern Kentucky University and is not in violation of any prohibited conflict of interest, including those
prohibited by the provisions of KRS 45A.330 through KRS 45A.340 and KRS 164.390, and
5. That I have fully informed myself regarding the accuracy of the statement made above.
SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS
In accordance with KRS45A.110(2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the campaign finance
laws of the Commonwealth of Kentucky and that the award of a contract to an Offeror will not violate any provision of the campaign finance laws of the Commonwealth of Kentucky.
OFFEROR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342
The Offeror by signing and submitting a proposal agrees as required by KRS 45A.485 to submit final determinations of any violations of the provisions of KRS Chapters
136, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in continuous compliance with
the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of these statutes must be provided to the
University by the successful Offeror prior to the award of a contract.
CERTIFICATION OF NON-SEGREGATED FACILITIES The Offeror, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations, 41 CFR 60-1.8 that prohibits the maintaining of
segregated facilities.
SMOKE FREE ZONE POLICY
The Offeror, by signing and submitting a Proposal, agrees to comply with the University’s Smoke Free Zone Policy.
See: www.hr.eku.edu/Policy%20and%20Procedures/Smoke-free_zone_policy.pdf
SIGNATURE REQUIRED: This proposal cannot be considered valid unless signed and dated by an authorized agent of the Offeror. Type or print the signatory's
name, title, address, phone number and fax number in the spaces provided. Offers signed by an agent are to be accompanied by evidence of his/her authority unless
such evidence has been previously furnished to the issuing office.
______________________________________________________________________________________________________ Company Name Authorized Signature Date
______________________________________________________________________________________________________ Address Typed or Printed Name
______________________________________________________________________________________________________ City, State, Zip Title
______________________________________________________________________________________________________ Phone Number Fax Number Federal I D Number
Eastern Kentucky University RFP 24-08 Page 3 of 49
Table of Contents
1.0 DEFINITIONS .............................................................................................................................................6
2.0 GENERAL OVERVIEW ............................................................................................................................7
2.1 Intent and Scope .......................................................................................................................................... 7
2.2 Background Information ............................................................................................................................ 7
2.3 University Information ................................................................................................................................ 8
3.0 SCOPE OF SERVICES ..............................................................................................................................8
3.1 Equipment Segments & Specifications ...................................................................................................... 8
3.1.1 DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP .............................. 8
3.2 Objectives ................................................................................................................................................... 12
3.3 Support Requirements .............................................................................................................................. 12
3.3.1 Schedule of equipment installations ................................................................................................. 12
3.3.2 Monochrome volume guarantee schedules for Conv.& Prod. Multifunctional Units ................. 12
3.3.3 Annual monochrome volume reconciliation; monthly billing in arrears ..................................... 12
3.3.4 Responsibility for collecting meter readings; Monthly Equip.Performance & Meter Reports .. 13
3.3.5 Networking infrastructure ................................................................................................................ 13
3.3.6 Driver updates .................................................................................................................................... 13
3.3.7 Scanning servers to be included ........................................................................................................ 14
3.3.8 Help desk support; responsibility for installation and troubleshooting ....................................... 14
3.3.9 Billing prior to April 1, 2008 ............................................................................................................. 14
3.3.10 Firm pricing ........................................................................................................................................ 14
3.3.11 New equipment ................................................................................................................................... 14
3.3.12 Addition of Convenience units .......................................................................................................... 15
3.3.13 Functionality upgrades of units & Monthly flat-rate charges ....................................................... 15
3.3.14 Load-balancing halfway during term of Contract .......................................................................... 15
3.3.15 Substituting models of equipment that become discontinued ........................................................ 15
3.3.16 Inclusion of one (1) full-time on-site technician for the Convenience fleet ................................... 15
3.3.17 Service and support personnel .......................................................................................................... 16
3.3.18 Full service support; all service calls to be placed via toll-free number ....................................... 17
3.3.19 Proactive preventive maintenance .................................................................................................... 17
3.3.20 Network support, school/admin. and the University Printing Svc. ramp-up operator training 17
3.3.21 Monthly uptime performance; definition of uptime ....................................................................... 17
3.3.22 On-site service response time for equipment ................................................................................... 18
3.3.23 Loaner equipment .............................................................................................................................. 18
3.3.24 Equipment compatibility with recycled paper ................................................................................ 18
3.3.25 Exclusive utilization of OEM parts, supplies and consumables..................................................... 18
3.3.26 Stocking of supplies and high-mortality parts at the University buildings .................................. 19
3.3.27 Timetable & responsibility for de-installation ............................................................................... 19
4.0 PROPOSAL REQUIREMENTS ..............................................................................................................19
4.1 Key Event Dates ......................................................................................................................................... 19
4.2 Offeror Communication............................................................................................................................ 19
4.3 Questions .................................................................................................................................................... 20
4.4 Mandatory Pre-Proposal Conference ...................................................................................................... 20
4.5 Offeror Presentations ................................................................................................................................ 20
4.6 Preparation of Proposal ............................................................................................................................ 20
4.7 Proposed Deviations from the Request for Proposal ............................................................................. 21
4.8 Proposal Submission and Deadline .......................................................................................................... 21
Eastern Kentucky University RFP 24-08 Page 4 of 49
4.9 Addenda ...................................................................................................................................................... 21
4.10 Offeror Response and Proprietary Information................................................................................... 21
4.11 Restrictions on Communications with University Staff ....................................................................... 22
4.12 Cost of Preparing Proposal ..................................................................................................................... 22
4.13 Disposition of Proposals .......................................................................................................................... 22
4.14 Section Titles in the Request for Proposal ............................................................................................. 22
4.15 Proposal Addenda and Rules for Withdrawal ...................................................................................... 22
4.16 Acceptance or Rejection of Proposals .................................................................................................... 22
5.0 PROPOSAL FORMAT AND CONTENT...............................................................................................22
5.1 Proposal Information and Criteria .......................................................................................................... 22
5.2 Signed Authentication of Proposal & Non-Collusion and Non- Conflict of Interest Form ................ 23
5.3 Transmittal Letter ..................................................................................................................................... 23
5.4 Executive Summary and Proposal Overview .......................................................................................... 23
5.5 Offeror Qualifications ............................................................................................................................... 23
5.6 Required Responses .................................................................................................................................. 23
5.6.1 Proposed solutions fully print and scan compatible .................................................................... 23
5.6.2 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on
Convenience Multifunctional Units; shortage credits & overage charges................................. 24
5.6.3 Digital Convenience Multifunctional Unit monochrome and color renewal costs to be applied
during extension of Contract ......................................................................................................... 24
5.6.4 Cost of producing color impressions ............................................................................................. 24
5.6.5 Identification of lease cost basis elements; type of leasing/rental program offered ................. 24
5.6.6 Fax option (Segments 4 & 5) .......................................................................................................... 24
5.6.7 Hole-punching option (Segment 3) ................................................................................................ 25
5.6.8 Saddle-stitch option (Segment 3, 4 & 5) ........................................................................................ 25
5.6.9 Functionality upgrades after first ninety (90) days of Contract ................................................. 25
5.6.10 Allotment of staples included in Attachment B & C pricing elements ...................................... 25
5.6.11 Maximum number of Segment 3, 4 & 5 units that can be added annually ............................... 25
5.6.12 Identification of outright purchase cost of equipment ................................................................ 25
5.6.13 Monochrome and color per-click service and toner charge for convenience fleet ................... 25
5.6.14 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on
Digital Segment 6 Production Multifunctional Units; shortage credits & overage charges .... 25
5.6.15 Digital Production Multifunctional Unit monochrome renewal costs to be applied during
extension of Contract ...................................................................................................................... 26
5.6.16 Identification of lease cost basis elements for Production equipment; type of leasing/rental
program offered .............................................................................................................................. 26
5.6.17 Identification of outright purchase cost of equipment ................................................................ 26
5.6.18 Per-click service and toner charge for production fleet .............................................................. 26
5.6.19 Primary functions and other technical data ................................................................................. 26
5.6.20 Detailed description of an OPTIONAL copy/print tracking system ......................................... 28
5.6.21 Recommended transparency film and labels ............................................................................... 29
5.6.22 Charges for moving equipment ..................................................................................................... 29
5.6.23 Preventive maintenance schedule and notification ...................................................................... 29
5.6.24 Manufacturer support letter .......................................................................................................... 29
5.6.25 Parts and supplies warehouse locations ........................................................................................ 29
5.6.26 Print, fax and scan driver utilities ................................................................................................. 29
5.6.27 Network administration utilities .................................................................................................... 29
5.6.28 User-replaceable parts .................................................................................................................... 29
5.6.29 Firm pricing guaranteed ................................................................................................................ 30
Eastern Kentucky University RFP 24-08 Page 5 of 49
5.6.30 Identification of additional costs.................................................................................................... 30
5.6.31 Identification of third-party leasing partner and of Contract deviations ................................. 30
5.6.32 Campus-Wide Program Start-Up Costs ....................................................................................... 30
5.6.33 Ability to provide on-site test equipment ...................................................................................... 30
5.7 Program Plan – Support Services Defined .............................................................................................. 31
5.8 References and Past Experience ............................................................................................................... 31
5.9 Financial Proposal ..................................................................................................................................... 31
5.10 Value-Added Services.............................................................................................................................. 32
6.0 EVALUATION CRITERIA PROCESS ..................................................................................................32
7.0 SPECIAL CONDITIONS AND CONTRACT TERMS .........................................................................32
7.1 Effective Date ............................................................................................................................................. 32
7.2 Contract Term ........................................................................................................................................... 32
7.3 Competitive Negotiation............................................................................................................................ 33
7.4 No Contingent Fees .................................................................................................................................... 33
7.5 Contract Changes ...................................................................................................................................... 33
7.6 Entire Agreement ...................................................................................................................................... 33
7.7 Governing Law .......................................................................................................................................... 33
7.8 Termination of Contract ........................................................................................................................... 33
7.8.1 Termination Provisions....................................................................................................................... 33
7.8.2 Termination for Default...................................................................................................................... 33
7.8.3 Termination for Contractor Insolvency or Unavailability of Funds .............................................. 33
7.8.4 Termination for Convenience ............................................................................................................ 34
7.8.5 Procedure for Termination .............................................................................................................. 34
7.9 Employment Practices ............................................................................................................................... 34
7.9.1 Non Discrimination ............................................................................................................................. 34
7.9.2 Executive Order 11246........................................................................................................................ 34
7.9.3 Title 20 .................................................................................................................................................. 34
7.9.4 Other Acts ............................................................................................................................................ 34
7.9.5 Future Acts, Laws, and Regulations .................................................................................................. 34
7.10 Conflict of Interest ................................................................................................................................... 34
7.11 Severability ............................................................................................................................................... 35
7.12 Contract Administrator .......................................................................................................................... 35
7.13 Prime Contractor Responsibility ........................................................................................................... 35
7.14 Assignment and Subcontracting............................................................................................................. 35
7.15 Permits, Licenses, Taxes, and Registration ........................................................................................... 35
7.16 Attorneys’ Fees ........................................................................................................................................ 35
7.17 Patents, Copyrights, and Trademark .................................................................................................... 36
7.18 Hold Harmless.......................................................................................................................................... 36
7.19 Insurance .................................................................................................................................................. 36
7.20 Performance Bond ................................................................................................................................... 37
7.21 Events Beyond Control ........................................................................................................................... 37
7.22 Method of Award ..................................................................................................................................... 37
7.23 Sales and Property Tax Exemption ....................................................................................................... 37
ATTACHMENT A – Taxpayer Identification Form .......................................................................................37
ATTACHMENT B - OFFEROR PRICING FORM— ....................................................................................39
ATTACHMENT C - OFFEROR PRICING FORM— ....................................................................................43
ATTACHMENT D- SEGMENT 3,4 & 5 EQUIPMENT ADD FORM ..........................................................45
ATTACHMENT E – SUMMARY PROPOSAL CHECKLIST ......................................................................46
ATTACHMENT F- EKU SCHEDULE OF GUARANTEED EQUIPMENT INSTALLATIONS ............48
Eastern Kentucky University RFP 24-08 Page 6 of 49
1.0 DEFINITIONS
The term ―Academic Year‖ when used herein is defined as the nine (9) calendar months beginning mid August of each year
and ending mid May of the following year.
The terms ―Addenda‖ or ―Addendum‖ are defined as written or graphic instructions issued by Eastern Kentucky University
prior to the receipt of Proposals that modify or interpret the Request for Proposal documents by addition, deletion,
clarification, or correction.
The term ―Competitive Negotiation‖ is defined as the method authorized in Kentucky Revised Statutes, Chapter 45A.085.
The terms ―Contract‖ and ―Resulting Contract‖ are used interchangeably and are defined as the official agreement and
contract award resulting from the Successful Offeror’s response to this Request for Proposal.
The terms ―Contractor‖ or ―Successful Offeror‖ are defined as the individual or entity receiving a contract award.
The terms ―copiers,‖ ―digital copiers,‖ ―units,‖ ―equipment,‖ ―devices,‖ ―models‖ and ―machines‖ will be used
interchangeably.
The terms "copies," "prints" and "impressions" shall be construed to mean monochrome (i.e., not color) printed images,
unless otherwise stated.
Digital Copiers that can also perform printing, scanning and/or faxing functions shall be referred to as ―Digital
Multifunctional Units.‖
The term ―Fiscal Year‖ when used herein is defined as the twelve (12) calendar months beginning July 1 of each year and
ending on June 30 of the following year. The Contractor’s year-to-date reports will coincide with the Fiscal Year of the
University.
The terms ―Offer‖ or ―Proposal‖ are defined as the Offeror’s response to this Request for Proposal.
The term ―Offeror‖ is defined as the individual or entity submitting a Proposal.
The term ―Purchasing Agency‖ is defined as Eastern Kentucky University, Division of Purchases & Stores, Room 213 Jones
Building, 521 Lancaster Ave., Richmond, KY 40475.
The term ―Purchasing Official‖ is defined as Eastern Kentucky University’s designated contracting representative.
The term ―Responsible Offeror‖ is defined as a person, company, or corporation with the capability in all respects to perform
fully the contract requirements and with the integrity and reliability ensuring good faith performance.
The term ―Solicitation‖ is defined as this Request for Proposal.
The term ―University‖ is defined as Eastern Kentucky University.
Eastern Kentucky University RFP 24-08 Page 7 of 49
2.0 GENERAL OVERVIEW
2.1 Intent and Scope
The intent of this Request For Proposals (RFP) document is to facilitate competitive bids for the installation and
support of approximately one-hundred and eighty-five (185) Digital Convenience Multifunctional Units and two (2)
Digital Production Multifunctional Units, as specified herein, at EKU’s various buildings located in Richmond and
certain other locations in the Commonwealth of Kentucky under a phase-in schedule as listed on Attachment F. EKU
is prepared to guarantee the combined production of 89,400,000 (89.4 million) total impressions over the Contract
term covering both Convenience and Production equipment groups. The Contracts for both the Digital Convenience
Multifunctional equipment group and the Digital Production Multifunctional equipment group will be in effect for 60
months; both Contracts will have the same expiration date, namely March 31, 2013.
The enclosed Attachment F (EKU Schedule of Guaranteed Equipment Installations By Date and Segment) lists the precise
phase-in schedule of the number and types of Convenience Multifunctional group units called for under this RFP and
resultant Contract(s). Attachment F shows that 62% of the Digital Convenience units, or 114 out of the 185 total devices,
will be installed at the inception of this Contract.
All of the units in all segments are to be equipped with printing, scanning, document feeding, duplexing and stapling
as standard features. In addition, various other accessories as identified herein will be installed and/or added as necessary
during the term of this Contract.
EKU is requesting proposals for an all-inclusive Digital Convenience and Production Multifunctional Unit program.
Proposals are to include pricing covering all equipment, software, supplies (except paper) and service being proposed to meet
the requirements of this Request for Proposals (hereinafter ―RFP‖) package.
EKU hereby requests submission of written responses to this Request for Proposals for Digital Convenience and Production
Multifunctional Units from qualified firms. EKU’s selection of Offeror(s) for the Digital Convenience and Production
Multifunctional Unit products and services identified herein will be in accordance with the terms of this RFP.
2.2 Background Information
Currently, Standard Business Machines, Toshiba and IKON provide EKU with service and support on the installed base of
two-hundred and fourteen (214) Segments 1 through 5 units, and Xerox provides a heavy production Segment 6 unit to
EKU Printing Services. The convenience fleet is comprised of generally monochrome standalone digital models from Sharp,
Toshiba and Canon. Fewer than 10% of the existing copiers are connected. The University will be keeping approximately
twenty-eight (28) Segment 1 units in place at contract inception, and will be replacing those very-low-volume units on
an as-needed basis by purchasing new units from the Successful Offeror under this contract.
Although the vast majority of units are owned by the University, some leases will expire in the coming 30 months. Offerors
should note the detailed equipment replacement schedule listed in Attachment F, as all units installed under any Contract
resulting from this RFP process shall expire co-terminously on March 31, 2013.
Strong support for implementing multifunctional digital technology exists at all levels within EKU’s IT department and
within Purchasing and Stores. Consequently, all new units will be equipped with printing and scanning capabilities.
Approximately 3,500 EKU workstations will over time require print functionality under this Contract. Approximately 1,000
printers, mostly Lexmark models, are installed across campus.
All currently installed units have been analyzed and recommended for replacement by an independent third-party industry
expert based upon the existing volumes and future needs of each location, as determined by focus group meetings and
detailed questionnaires. As existing units reached threshold volumes as determined by the consultant, such units were slated
for speed and capacity upgrades due to the expanded printing and scanning requirements of the replacement equipment.
Offerors should note that a new Science Building, which will become the largest building on campus, is currently under
construction and is slated to be completed within two years. The actual net copier unit growth resulting from the new Science
Building is unknown at this time, since some departments moving into the building will take their existing copiers with them.
Eastern Kentucky University RFP 24-08 Page 8 of 49
One of the University’s goals under this new program is to actually reduce the overall number of copiers and printers over
time by encouraging departments to share multifunctional units.
Volumes on the current fleet of school and administrative convenience copiers average approximately 12,000,000 (12
million) monochrome impressions per year; EKU Printing Services volumes currently are at about 7,000,000 (7 million)
combined annual monochrome impressions. Fleet-wide monthly volumes vary greatly, however, making fleet-wide annual
monochrome volume reconciliations necessary.
EKU Printing Services equipment consists of four primary units (one light production Segment 5 [Canon 8500 which is
currently in year two (2) of a three (3) year lease], one heavy production Segment 6 [DocuTech 115 which is owned with
monthly maintenance payments] and two color units [an IKON CPP 500 which is owned and one year old with a
maintenance click charge and a Canon iRC3200 which has six (6) months left on a one (1) year lease]). The monochrome
heavy production Segment 5 & 6 devices are to be replaced within the first 16 months of the Production equipment group
Contract resulting from this RFP, but the color devices are slated to remain in place. Currently, very few jobs received by
Printing Services are in electronic form. 60% of output monochrome impressions are assembled off-line into comb- or coil-
bound booklets. There will not be a need to convert the existing digital library of jobs to .pdf or other open-architecture file
format.
The one-hundred and eighty-five (185) new Convenience units specified in this RFP will be installed within various school
and administrative building locations, and the two (2) Segment 6 monochrome units specified herein are slated for EKU
Printing Services. The installations of these units will be based upon the EKU Schedule of Guaranteed Equipment
Installations By Date and Segment as listed in Attachment F. All units are to be compatible upon installation with EKU’s
networking environment as described more fully in Section 3.3.5.
Although it is the clear preference of EKU to award a single Contract resulting from this bidding process, Offerors may offer
equipment and services in response to either the Convenience or the Production Equipment Groups, or both, as specified in
Section 3.1. Pending successful negotiations, one or more Contracts will be awarded.
2.3 University Information
Eastern Kentucky University is a comprehensive university serving approximately 16,000 students on its 725-acre Richmond,
Kentucky campus, its educational centers in Corbin, Danville, Lancaster and Manchester, and other sites in Kentucky.
Charles D. Whitlock serves as the 11th president of the University, which is embarking on a significant transformation into a
state leader and a University of national distinction as it celebrated its centennial in 2006. Additional information about
Eastern Kentucky University is available at www.ir.eku.edu/Factbook/0506Factbook.pdf and at www.eku.edu .
3.0 SCOPE OF SERVICES
3.1 Equipment Segments & Specifications
The successful Offeror shall install Equipment and related software with the following specified working functionality for
each Segment and Equipment Group as listed and described below (the enclosed Attachment F [EKU Schedule of
Guaranteed Equipment Installations By Date and Segment] lists the precise phase-in schedule of the number and types of
units called for under this RFP and resultant Contract[s]):
3.1.1 DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP
3.1.1.1 Segment 1 Digital Convenience Multifunctional Units (please note: Segment 1 units will be purchased only on an as-
needed basis by the University and their associated costs and volumes should not be factored in to the fleet-wide cost-per-
impression pricing listed in item [a] above on Attachment B):
Technology: Digital Electrostatic
Standard Functionality:
Monochrome copying, printing, scanning & faxing only: Standard (All Segment 1 units)
Rated speed: 15 monochrome impressions per minute minimum
FCT (First-Copy Time): 10 Seconds or Less
ADF: Standard
Duplexing: Not Required
Single-position Stapling Finisher: Not Required
Eastern Kentucky University RFP 24-08 Page 9 of 49
Walk-up faxing: Standard
Fax From Desktop (print to fax): Standard
Scan-to-email (with LDAP authentication): Standard
Secure (password-protected) Printing: Standard
Console: Standard
Number of paper drawers (excluding bypass): Two minimum
Total sheet capacity of drawers (excluding bypass): 500 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Estimated per-unit annual volume: 6,000 (6 thousand) monochrome impressions
Guaranteed number of Segment 1
Multifunctional Units: None—Segment 1 units will be purchased only on an as-
needed basis by the University
3.1.1.2 Segment 3 Digital Convenience Multifunctional Units and Color Hybrid Units:
Technology: Digital Electrostatic
Standard Functionality:
Monochrome copying, printing, scanning & faxing only: Standard (on 93 of the 101 units)
Color copying, color printing, color scanning &
monochrome faxing: Standard (on 8 of the 101 units)
Rated speed: 35 monochrome impressions per minute minimum
(monochrome and Color Hybrid units); 30 color copies per
minute minimum (Color Hybrid units only)
FCT (First-Copy Time): 6 Seconds or Less
RADF: Standard
Duplexing: Standard
Single-position Stapling Finisher: Standard
Sheet capacity of finisher: 300 sheets minimum
Separate finisher trays/locations for prints, faxes & copies: Standard
Walk-up faxing: Standard
Fax From Desktop (print to fax): Standard
Scan-to-email (with LDAP authentication): Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Console: Standard
Number of paper drawers (excluding bypass): Three minimum
Total sheet capacity of drawers (excluding bypass): 1,500 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 36,000 (36 thousand) monochrome impressions
Guaranteed number of Segment 3
Multifunctional Units: One-hundred and one (101) total units; Ninety-three (93)
of the 101 units shall be equipped with monochrome
copying, printing, scanning and faxing only; and Eight (8)
of the 101 units shall be Color Hybrid Units equipped with
color copying, color printing, color scanning and
monochrome faxing only (REFER TO ATTACHMENT F
FOR THE EQUIPMENT INSTALLATION SCHEDULE
OF SEGMENT 3 UNITS BY MONTH AND YEAR)
3.1.1.3 Segment 4 Digital Convenience Multifunctional Units and Color Hybrid Units:
Technology: Digital Electrostatic
Standard Functionality:
Monochrome copying, printing & scanning only: Standard (on 67 of the 70 units)
Color copying, color printing & color scanning only: Standard (on 3 of the 70 units)
Rated speed: 55 monochrome impressions per minute minimum
(monochrome and Color Hybrid units); 45 color copies per
minute minimum (Color Hybrid units only)
Eastern Kentucky University RFP 24-08 Page 10 of 49
FCT (First-Copy Time): 4.5 Seconds or Less
RADF: Standard
Duplexing: Standard
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Hole Punching: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Console: Standard
Number of paper drawers (excluding bypass): Three minimum
Total sheet capacity of drawers (excluding bypass): 3,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 120,000 (120 thousand) monochrome impressions
Guaranteed number of Segment 4
Multifunctional Units: Seventy (70) total units; Sixty-seven (67) of the 70 units
shall be equipped with monochrome copying, printing and
scanning only; and Three (3) of the 70 units shall be Color
Hybrid Units equipped with color copying, color printing
and color scanning only (REFER TO ATTACHMENT F
FOR THE EQUIPMENT INSTALLATION SCHEDULE
OF SEGMENT 4 UNITS BY MONTH AND YEAR)
3.1.1.4 Segment 5 Digital Copying/Printing/Scanning Multifunctional Units:
Technology: Digital Electrostatic
Standard Functionality: Monochrome copying, printing & scanning
Rated speed: 75 monochrome impressions per minute minimum
FCT (First-Copy Time): 4 Seconds or Less
RADF: Standard
Duplexing: Standard
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Three-Hole Punching: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 5,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 300,000 (300 thousand) monochrome impressions
Guaranteed number of Segment 5
Multifunctional Units: Fourteen (14) (REFER TO ATTACHMENT F FOR THE
EQUIPMENT INSTALLATION SCHEDULE OF
SEGMENT 5 UNITS BY MONTH AND YEAR)
3.1.2 DIGITAL PRODUCTION MULTIFUNCTIONAL EQUIPMENT GROUP:
3.1.2.1 Segment 6 Light Digital Production Multifunctional Unit:
Technology: Digital Electrostatic
Standard Functionality: Monochrome copying, printing & scanning
Rated speed: 105 monochrome impressions per minute minimum
RADF: Standard
Duplexing: Standard
Eastern Kentucky University RFP 24-08 Page 11 of 49
Multi-position Stapling Finisher: Standard
Sheet capacity of finisher: 2,000 sheets minimum
Separate finisher trays/locations for prints & copies: Standard
Scan-to-email (with LDAP authentication): Standard
Three-Hole Punching: Standard
GBC (Comb) Punching & Binding: Standard
Secure (password-protected) Printing: Standard
Banner Sheets Between Print Jobs: Standard
Number of paper drawers (excluding bypass): Four minimum
Total sheet capacity of drawers (excluding bypass): 5,000 sheets minimum
Stack-feed bypass: Standard—50 sheets minimum
Auto tray-switching: Standard
Estimated per-unit annual volume: 2,400,000 (2.4 million) monochrome impressions
File Format Compatibility: .tif/.ps/.pdf/.doc/.xls
Guaranteed number of Segment 6 Light
Production units: One (1) unit (REFER TO ATTACHMENT F FOR THE
EQUIPMENT INSTALLATION SCHEDULE OF THE
SEGMENT 6 LIGHT PRODUCTION UNIT)
3.1.2.2 Segment 6 Digital Heavy Production Multifunctional Unit with Front-End Controller and Scanner:
Technology: Digital Electrostatic
Standard Functionality: Monochrome copying, printing & scanning
Rated speed: 138 monochrome impressions per minute minimum
Finisher w/multi-position stapling: Standard
Sheet capacity of finisher: 3,000 sheets minimum
Offset Stacking: Standard
Three-Hole Punching: Standard
GBC (Comb) Punching & Binding: Standard (100 sheets per book minimum)
Booklet Folding & Trimming: Standard (25 sheets per folded booklet)
Post-process sheet insertion tray (interposer): Standard
Tape Binding or Perfect Book Binding: Standard (100 sheets per book minimum)
Tab Printing (one-sided): Standard
Tab Extension Printing: Standard
Number of units to be controlled: One (1) Segment 6 Heavy Production unit and one (1)
Segment 6 Light Production unit
CPU/Workstation: PC, Sun or Mac Standard (controller)
Monitor: 19‖ Flat-Screen (for controller)
Adobe Acrobat: One Full License Standard including
Distiller (controller)
Editing (crop, insert, despeckle & deskew) software: Standard (controller software)
Job Queuing (Prioritization): Standard (controller software)
Electronic Job Tickets: Standard (controller software)
Job Splitting/Load Balancing: Standard (controller software)
Job Accounting: Standard (controller software)
Job Imposition Software: Standard (controller software)
RAM: 1 GB Minimum (controller)
Job Storage Capacity: 100 GB Hard Drive Minimum (controller)
CD-RW Drive: Standard (controller)
File Format Compatibility (marking engine, controller
and scanner): .tif/.ps/.pdf/.doc/.xls
Production Scanner: Standard
Number of paper drawers (excluding bypass): Six minimum (including interposer)
Total sheet capacity of drawers (excluding bypass): 9,000 sheets minimum
Estimated per-unit annual volume: 4,800,000 (4.8 million) monochrome impressions
Guaranteed number of Segment 6 Heavy
Production units with Front-End
Eastern Kentucky University RFP 24-08 Page 12 of 49
Controller and Scanner: One (1) unit (REFER TO ATTACHMENT F FOR THE
EQUIPMENT INSTALLATION SCHEDULE OF THE
SEGMENT 6 HEAVY PRODUCTION UNIT)
3.2 Objectives
In order to assist EKU in accomplishing its goals under this project, as listed below, one or more qualified equipment
Offerors are being sought via this RFP to provide the necessary hardware, software and support services. Program objectives
include (not necessarily in rank order):
A. Replacing the current digital models, or adding to the existing fleet of convenience and production
equipment as necessary, with more robust multifunctional Digital Convenience and Production
Multifunctional Units at the inception of this Contract
B. Synchronizing the expiration dates of all digital copier contracts
C. Reducing total expenditures related to copiers and printers
D. Providing all school and administrative personnel with optimized document reproduction solutions based
on the job to be produced
3.3 Support Requirements
3.3.1 Schedule of equipment installations
The exact number of units in each equipment Segment to be placed at the inception of this Contract, and in
subsequent months during the term of this Contract, shall be identified in Attachment F. Additional units in the
Convenience Equipment Group may be required by EKU during the term of this Contract, subject to the maximum
number of units that can be added per year as listed in Attachment B. Regardless of when installed, each unit placed
under this Contract shall have the same termination date, namely March 31, 2013.
3.3.2 Monochrome volume guarantee schedules for Convenience and Production Multifunctional Units
For Digital Convenience Multifunctional Units in Segments 3, 4 & 5, including any Color Hybrid models in those
respective segments, which shall be treated as one Equipment Group for annual reconciliation purposes, EKU shall
guarantee a pooled monochrome volume each year during the term of this Contract according to the following
schedule:
--Year One: 8,000,000 (8 million) impressions
--Year Two: 10,000,000 (10 million) impressions
--Year Three through Five: 13,000,000 (13 million) impressions each year
For Digital Light and Heavy Production Multifunctional Units in Segments 6, which shall be treated as one
Equipment Group for annual reconciliation purposes, EKU shall guarantee a pooled monochrome volume beginning
on April 1, 2008 through the remaining term of this Contract according to the following schedule:
--Year One: 4,800,000 (4.8 million) impressions
--Year Two: 6,000,000 (6 million) impressions
--Year Three through Five: 7,200,000 (7.2 million) impressions each year
There shall be no minimum annual color volume guarantee. Charges related to the production of color copies/prints
on the Segment 3 & 4 Color Hybrid units, and any future color-capable unit added by EKU, shall be billed monthly
based on actual production as a separate line item.
3.3.3 Annual monochrome volume reconciliation; monthly billing in arrears
Monochrome volume reconciliations for the Digital Convenience and Production Multifunctional Equipment
Groups will occur annually, on the anniversary date of this Contract (April 1st) during the term of the Contract, with
final reconciliation at the termination of the contract.
Eastern Kentucky University RFP 24-08 Page 13 of 49
All Digital Convenience Multifunctional Units in Segments 3, 4 & 5, including any Color Hybrid models in those
respective segments, shall be reconciled together as one fleet on each anniversary date of this Contract (April 1st)
according to the monochrome volume guarantee schedule listed in Section 3.3.2 above; likewise, the annual volume
on both Segment 6 Production Multifunctional Units will be reconciled together as a separate Equipment Group
according to the monochrome volume guarantee schedule listed in Section 3.3.2 above. Therefore, average monthly
monochrome volume shortfalls or overages shall be carried forward within each twelve-month period and reconciled
separately once per year under this Contract for the Convenience and Production Equipment Groups, with final
reconciliation at the termination of the contract.
Volume reconciliation results will be either credited by the Offeror (in the event of under-production) or paid by
EKU (in the event of over-production) at the close of each annual monochrome volume reconciliation period for
both the Convenience and Production Equipment Groups. At the completion of this Contract’s sixty (60) month
initial term, any credit due EKU will be paid in full by the Offeror in the form of a check within thirty (30) days.
The monthly billing statement, which shall be issued in arrears on the month following the end of month the
Contract is in effect, will reflect a charge equal to the pro-rated monthly volume monochrome guarantee (as listed in
Section 3.3.2) above for the Convenience and Production Equipment Groups, multiplied by the contracted per-
impression cost as listed on Attachments B and C, respectively, and a charge equal to all color impressions produced
for the previous month times the contracted color impression charge listed on Attachment B. On each monthly
consolidated invoice, a separate line item reflecting the per-unit monthly flat-rate charge will appear for each unit
functionally upgraded as provided for in Section 3.3.13 below. Separate line items will also reflect all monthly
charges applicable to any units added by EKU as per the terms of Section 3.3.12 below.
3.3.4 Responsibility for collecting meter readings; Monthly Equipment Performance and Meter Reports
The Offeror shall be responsible for collecting meter readings from all installed equipment to fulfill Offeror
invoicing and monthly reporting requirements. Meter readings shall include the total copy and print volume for the
device, as well as the copy and print volume for each individual or department code programmed into the device.
The Offeror shall provide EKU with a Monthly Equipment Performance and Meter Report. The formatting of the
Monthly Equipment Performance and Meter Report will be accomplished according to the needs of EKU’s
Purchasing Services, however the Monthly Equipment Performance and Meter Report shall indicate at minimum the
following information during the period for each unit in each Equipment Group: unit identification number, room
number, school/administrative department name, applicable cost center (provided by EKU Purchases and Stores),
total number of copies for the device and for each individual user/department code, number of prints for the device
and for each individual user/department code, number of fax receptions (if applicable) for the device and for each
individual user/department code, number of service calls, number of preventive maintenance calls performed, actual
response time for each required service call, total uptime hours and the unit’s resulting uptime percentage for the
month (see Section 3.3.21 below for the definition of uptime that will be used under this Contract).
The Monthly Equipment Performance and Meter Report will be sent to these email addresses: [email protected]
and [email protected], by the tenth day of each succeeding month at the end of each monthly period
during the term of this Contract.
3.3.5 Networking infrastructure
All equipment in both the Convenience and Production Groups shall be fully network compatible with the
University’s networking environment when installed.
Client Operating Systems which must be supported for printing on all installed units include: MAC: 9.2, 10.2, 10.3,
10.4, 10.5; Windows: 98, 98se, 2000, XP and Vista; AIX (version 5 and up) Unix and Redhat Linux... Drivers must
be available for each of these desktop operating systems.
Network Interface Cards must communicate over 10/100Base-Tx Ethernet lines running TCP/IP protocols. IP
addresses and Device Names must be fully configurable via a web-based interface. The Page Description Languages
must include PCL6 as well as PostScript.
3.3.6 Driver updates
Eastern Kentucky University RFP 24-08 Page 14 of 49
The Offeror shall ensure that all network print drivers and device management utilities installed under this Contract
are fully compatible with EKU’s current network operating systems, as listed in Section 3.3.5, and shall perform
updates on an ongoing basis throughout the term of this Contract as EKU’s network environment evolves, at no cost
to EKU.
3.3.7 Scanning servers to be included; scan and fax driver/software utility functionality descriptions
Included in the contracted pricing of this Contract in Attachments B and C, the Offeror shall provide a sufficient
number of scanning servers, as well as provide all Digital Convenience and Production Multifunctional Units with
the following required scanning functions: Scan-to-email and scan-to-desktop. Offeror shall also provide LDAP
authentication functionality to enable each of the Digital Convenience and Production Multifunctional Units to scan
and send documents to any email address in any EKU employee’s address book. EKU currently uses both Exchange
and UNIX email servers.
The Offeror shall also include in its Attachment B pricing for the following required faxing functions on the
Segment 3 Digital Convenience Multifunctional Units installed under this Contract: Walk-up faxing functionality
(send, receive and group sending) and Fax-to-email. In addition, the supplied fax drivers must allow workstation
users, at a minimum, to be able to fax electronic documents via the Segment 3 Digital Convenience Multifunctional
Unit’s included fax modem. There is no currently supported network fax server across campus.
The scan and fax services listed in this Section shall be in addition to any other scan and fax services described in
other Sections of this Contract.
3.3.8 Help desk support; print, scan and fax drivers and controllers; responsibility for installation and
troubleshooting
All pricing set forth in Attachments B and C, as applicable, of the Offeror’s proposal includes the cost for the
Offeror to provide, among other items, help desk support to respond to calls from either designated key operators at
each digital copier location on campus or The University’s help desk during normal working hours, as well as all
necessary print, scan and fax drivers and controllers, and all network administration utilities and updates.
Although the Offeror is at all times ultimately responsible for installing and troubleshooting all Equipment on The
University’s network environment under this Contract, The University’s IT department will assist and supervise the
Offeror in installing the Equipment, device drivers and utilities on the network.
3.3.9 Billing prior to April 1, 2008
The billing for all units in the Convenience and Production Equipment Groups placed during the initial installation
period (March, 2008) shall be based on the applicable all-inclusive contracted cost-per-impression charges listed in
Attachments B and C, multiplied by each unit’s actual usage during the installation period.
3.3.10 Firm pricing
All Offeror pricing listed on Attachments B and C will remain firm throughout the term of the Contract.
3.3.11 New equipment
Only Digital Convenience and Production Multifunctional Units being marketed by the Offeror as of the inception
date of this Contract as ―New‖ or ―Newly Manufactured‖ models used for the first time may be installed at the
inception of, and during the first two (2) years of, this Contract. Digital Convenience and Production Multifunctional
Units offered as either ―Rebuilt,‖ ―Used,‖ ―Reconditioned,‖ ―Remanufactured‖ or ―Discontinued‖ shall not be
installed during the first two (2) years of this Contract. During years three, four and part of year five of this sixty
(60) month Contract, however, if additional equipment is required by The University under this Contract, Offeror
may install either ―New,‖ ―Newly Manufactured,‖ ―Rebuilt,‖ ―Used,‖ ―Reconditioned,‖ ―Remanufactured‖ or
―Discontinued‖ models at its discretion. At no time will Offeror install analog equipment under this Contract.
Offeror must communicate its intentions to The University regarding this Section prior to installation of any
equipment.
Eastern Kentucky University RFP 24-08 Page 15 of 49
3.3.12 Addition of Convenience units
Additional Segment 3, 4 & 5 Digital Convenience Multifunctional Units will be offered by the Offeror at the
contracted per-impression cost, as listed in Attachment B, multiplied by the estimated annual volume per segment as
listed in Section 3.1. The maximum number of Segment 3, 4 & 5 units that can be added by The University annually
is indicated on Attachment B. Pricing for adding Segment 6 Production Multifunctional Units, if required, will be
negotiated between the parties during the term of this Contract. For purchased Convenience units, if any, the
applicable estimated volume per segment shall be added to the annual volume guarantee and multiplied by the per-
impression service cost as indicated on Attachment B.
The University may add Digital Convenience Multifunctional Units, subject to the maximum number of units that
can be added annually as listed on Attachment B, by completing a Segment 3, 4 & 5 Equipment Add Form
(Attachment D). Purchased units, if any, shall not be subject to any maximum number per year. The Offeror must
fulfill such additional equipment requests with equipment meeting the specifications of Section 3.1 and as per the
terms of Section 3.3.11 above within ten (10) business days of receipt of a duly authorized Segment 3, 4 & 5
Equipment Add Form (Attachment D).
Adding units will not in any way renew or extend the term of this Contract.
3.3.13 Functionality upgrades of units & Monthly flat-rate charges
At its sole discretion, The University may require certain functional upgrades on various installed equipment from
time to time during the course of this Contract. Functionality upgrades may consist of, but not be limited to: Faxing
for Segment 4 & 5 Convenience Multifunctional including Segment 4 Color Hybrid Units; Hole-Punching for
Segment 3 Convenience Multifunctional Units; and Saddle-Stitching for Segment 3, 4 & 5 Convenience
Multifunctional and Color Hybrid Units. The monthly flat-rate charge for such upgrades shall be firm for the first
ninety (90) days of this Contract. After the first ninety (90) days of this Contract, such functional upgrades shall be
offered by Offeror at the percentage discount from the manufacturer’s suggest retail price (MSRP) as indicated on
Attachment B.
Functionally upgrading units will not in any way renew or extend the term of this Contract.
3.3.14 Load-balancing halfway during term of Contract
The University may, in order to balance volume production and preserve the longevity of the units in the
Convenience (Segment 3, 4 & 5) Equipment Group, require the Offeror to switch certain units within each Segment
with other like units in the same building at the halfway point of this Contract’s duration (on or about October 1,
2010).
3.3.15 Substituting models of equipment that become discontinued
Should a model of equipment in the Convenience Equipment Group originally installed under this Contract become
discontinued by the manufacturer during the term of this Contract, the Offeror may, with the written approval of The
University, substitute a like model when it is required by The University to add units or replace units.
Such model(s) to be substituted must be of equal or greater capability as the model to be replaced and must be
offered at the same per-impression or purchase cost (as listed in Attachment B) as the original model. Offeror must
communicate its intentions to The University regarding this Section prior to installation of any substituted
equipment.
3.3.16 Inclusion of one (1) full-time on-site technician for the Convenience fleet; availability of other
factory-trained technicians for Convenience and Production units; proactive customer service visits
Throughout the term of this Contract, the Offeror shall assign one (1) factory-trained on-site technician for
the full-time technical support of all equipment in the Convenience Equipment Group installed at various
University facilities.
Eastern Kentucky University RFP 24-08 Page 16 of 49
In addition to the one (1) full-time on-site technician included under this Contract, the Offeror shall supply as many
additional factory-trained technicians as necessary to properly respond to service calls from the installed
Convenience and Production equipment groups according to the uptime and response time provisions of this RFP.
During the first six (6) months of the term of this Contract, the Offeror shall have the ability to substitute one (1) on-
site full-time trainer in lieu of the one (1) on-site technician, as long as the Offeror is maintaining the uptime and
response time provisions of this RFP.
In addition to being responsible for responding to service calls on the installed units in the Convenience Equipment
Group, as applicable, the one (1) full-time on-site technician will be assigned a rotating schedule of proactive
customer service visits at specified University facilities each business day, as per the terms of the next paragraph
below, regardless of whether a service call has been placed by an authorized representative of The University at any
of those same facilities. Since the full-time on-site technician will be travelling from one University facility to
another throughout each business day, The University will not be providing office space to the technician. The full-
time on-site technician will, however, be required to physically check-in with the campus Copier Program Manager
each business day.
The schedule of proactive customer service visits shall be determined exclusively by the campus Copier Program
Manager and provided to the one (1) full-time on-site technician on a daily, weekly or monthly basis. At all times
during the term of this Contract, The University shall retain the right to amend, adjust or suspend the proactive
customer service visit rotational schedule for the full-time on-site technician.
The priority for the full-time on-site technician assigned to The University will be to respond to outstanding service
calls first and then to make the scheduled proactive customer service visits. Offeror’s full-time on-site technician is
not required to visit all Digital Convenience Multifunctional Unit locations at each location during these proactive
customer service visits. However, during the proactive customer service visit, the technician will, at minimum,
verify with The University location’s designated key operator that all of the installed Digital Convenience
Multifunctional Units are working in accordance with the specifications outlined in this Contract. Other technician
duties during these proactive customer service visits at each facility shall include, but not be limited to, the
following items as deemed necessary by The University: Training of operators; Cleaning units externally and
internally; Verifying adequate levels of toner and staple supplies; Installing preventive maintenance kits; and other
duties that will ensure minimal unit downtime.
3.3.17 Service and support personnel
The University reserves the right of acceptance of all personnel assigned by the Offeror under this Contract.
The full-time on-site technician responsible for working on equipment at The University must be factory trained on
the models installed at the various locations within The University’s Convenience Equipment Group.
If a servicing technician is removed by the Offeror from servicing The University’s fleet, another technician of
equal, or better, servicing certification and/or capability shall be designated. Offeror must communicate its intentions
to The University regarding this Section prior to substituting technicians. Proof of training certification equivalency
must be made available to the University’s Purchasing and Stores upon request.
In the event Successful Offeror’s company personnel are required to be on University property; all company
personnel of the Successful Offeror must be in appropriate company uniform which includes company name visibly
displayed at all times while on the campus of the University and in all University buildings. The personnel must be
cordial, well groomed and cognizant of the fact that they may be entering student living buildings. If for any reason,
the University believes that these guidelines are not being followed, it will request intervention from appropriate
supervisory personnel. If inappropriate behavior occurs, the University shall be entitled to a change in personnel
serving the campus.
The Successful Offeror agrees that it will comply with the University Policy Regarding Registered Sex Offenders
shall not knowingly permit any employee who is a registered sex offender to service the University residence halls,
Model Laboratory School, the basement of the Burrier Building where the Child Development Center is currently
located, or any areas of the campus or University’s buildings.
Eastern Kentucky University RFP 24-08 Page 17 of 49
3.3.18 Full service support; all service calls to be placed via toll-free number
The Offeror shall provide full service support (as described by the service terms of this Contract) for all Digital
Convenience and Production Multifunctional Units installed at the University’s various buildings. Service
technicians and support personnel must be available to the University’s buildings between the normal working hours
of 8:00 a.m. and 5:00 p.m., Monday through Friday, except normal holidays. To ensure access for support purposes,
the Offeror understands that different the University buildings may have different official operating hours.
Service calls on the University campus will all be routed directly through the Offeror’s dispatch center via a toll-free
service hotline staffed by live operators (no recordings except after hours). The full-time on-site service technician is
not, under any circumstances, to give out cell phone or pager numbers to University personnel, as all service calls
are to be logged and tracked via the Offeror’s service dispatch system for reporting purposes.
3.3.19 Proactive preventive maintenance
It shall be the responsibility of the Offeror to perform proactive preventive maintenance (PM) service for each unit
in each Equipment Group installed under this Contract according to the PM schedule specified by the equipment
manufacturer. The Offeror will ensure that all Segment 3, 4, 5a & 5b units will have PM work performed in July and
December of each calendar year during the term of this Contract.
PM service must be scheduled beforehand with the designated the University key operator at each facility so as to
minimize school and administrative department disruption.
University employees shall not be responsible for installing or replacing any equipment components with the
exception of toner cartridges/bottles and staple cartridges.
3.3.20 Network support, school/administrative user and the University Printing Services ramp-up operator
training
Complete network support, school/administrative user and operator training shall be provided by a dedicated
training specialist for all units in the Convenience Equipment Group installed by the Offeror(s).
Initial training must be provided on functioning equipment in each school or administrative office within 48 hours of
delivery and set up. Ongoing training will be provided, as deemed necessary by the University, by the Offeror at no
cost. Initial training sessions for delivered equipment will consist of:
i) A detailed explanation of the features of the system installed;
ii) Hands-on training of the unit’s features, applications and benefits;
iii) Question and answer period; and
iv) Providing summary user guides (―Quick Tip sheets‖), user manuals and other appropriate materials.
In addition, for Production Multifunctional Equipment, the Offeror shall provide live hands-on ramp-up training
conducted by a dedicated training specialist for a minimum of two weeks after the Segment 6 Equipment is installed
for up to four (4) University production operators at no additional charge to the University. Ongoing training on
Production Multifunction Equipment will be provided, as deemed necessary by the Manager of EKU Printing
Services, by the Contactor at no additional cost.
3.3.21 Monthly uptime performance; definition of uptime
Each individual unit in each Equipment Group installed under this Contract shall attain at least a 98% monthly
uptime performance. At the University’s discretion, any individual unit in either Equipment Group not
meeting the 98% uptime requirement for two (2) consecutive months shall be replaced with a unit of the same
(or equivalent substituted) model.
―Uptime‖ shall be defined as the number of hours, rounded to the nearest one-quarter hour that a given unit is
available to be used by an operator. Any number of hours, rounded to the nearest one-quarter hour that a unit is not
available to be used by an operator shall be counted as ―downtime‖ hours, subject to the following provisions:
Eastern Kentucky University RFP 24-08 Page 18 of 49
Downtime hours shall be tracked and listed by the Offeror and counted under the following circumstances: Due
to a failed part, until such time as the replacement part is installed and working properly; Due to a specific
capability (i.e., duplexing, document feeding, or scanning, if so equipped) listed in this Contract that is not
functioning to the University’s satisfaction; and Due to copy/print quality that is unreadable or unacceptable for
the University’s purposes.
Downtime hours shall be tracked and listed by the Offeror but not counted under the following circumstances:
Due to the four-hour response time allowance per service call or email; Due to the number of hours associated
with performing preventive maintenance; and Due to obvious and unanticipated customer negligence or abuse.
Offeror shall calculate monthly uptime per unit as follows: the total number of uptime hours per calendar month
(calculated by multiplying 22 nine-hour working days per calendar month less all countable downtime hours for the
month) divided by 198 average working hours per calendar month.
A $25 per-hour downtime credit shall be applied to the University’s account for each hour or partial hour any
individual unit is not operational below the 98% requirement. Downtime credits will appear automatically on the
next monthly invoice sent to the University.
3.3.22 On-site service response time for equipment
Service response time shall be within four (4) hours for Digital Convenience Multifunctional Units and within two
(2) hours for Production Multifunctional Units in the University Printing Services, installed under this Contract.
For the purposes of this Contract, ―service response time‖ shall be defined as the number of working hours it takes
the on-site technician to begin actual work on the given machine from the time that the service call or email is
placed by an authorized representative of the University. For example, a service call or email placed at 4 p.m. on a
Wednesday afternoon would need to be physically responded to by 11 a.m. on Thursday morning for a unit in a
school or administrative facility, or by 9 a.m. for a unit in the production facility. The full-time on-site technician
shall not give out cell phone or pager numbers to key operators, or otherwise bypass the dispatch and reporting
system put in place by Offeror under this Contract.
3.3.23 Loaner equipment
In the event that repairs cannot be completed within twenty-seven (27) working hours (three business days) from the
time that the first service call is placed on Digital Convenience (Segment 3, 4 & 5) Equipment, equivalent loaner
equipment shall be provided by the Offeror immediately and proactively (without official request by the University)
at no additional cost or penalty to the University.
For Digital Production Multifunctional Equipment installed under this Contract, when one of the Segment 6 units is
down for more than nine (9) business hours (one business day) from the time that the first service call is placed on
such equipment, either: (a) Equivalent loaner equipment shall be provided by the Offeror immediately and
proactively (without official request by the University) at no additional cost or penalty to the University; (b) Offeror
must produce any required production jobs that, in the determination of the University Printing Services Supervisor,
cannot be produced on the functioning production equipment in the Shop; or (c) Offeror must reimburse the
University Printing Services for any production jobs that will need to be outsourced to meet job turnaround times.
3.3.24 Equipment compatibility with recycled paper
At all times throughout the term of this Contract, the University will be utilizing recycled paper using 30% post-
consumer waste content such as Hammermill Great White or equivalent. The Offeror affirms that the use of this
recycled paper by the University will not cause the equipment to perform under the uptime performance provisions
as stated in Section 3.3.21 above of this Contract.
3.3.25 Exclusive utilization of OEM parts, supplies and consumables
Eastern Kentucky University RFP 24-08 Page 19 of 49
At all times throughout the term of this Contract, the Offeror shall exclusively utilize the manufacturer’s officially
approved OEM parts, supplies and consumables in the Digital Convenience and Production Multifunctional Units
installed.
3.3.26 Stocking of supplies and high-mortality parts at the University buildings; supplies to be delivered by
Offeror personnel
The Offeror shall at all times under this contract provide each copier location with sufficient supplies (including, but
not limited to, such items as toner and staples) to last a minimum of thirty (30) days.
At the Offeror’s sole discretion, high-mortality consumable parts (including, but not limited to, fuser rollers, feed
rollers, corona wires and drums) and other parts as required by the Offeror may be stored on-site at one or more
EKU buildings in a secure location. Offeror agrees to keep all supplies and parts stocked in a neat and orderly
fashion, to not store hazardous materials at any EKU location, and to obey all local fire codes and all other safety
regulations.
3.3.27 Timetable and responsibility for de-installation of leased Digital Convenience and Production
Multifunctional Units
The Offeror will be responsible for de-installing each Digital Convenience and Production Multifunctional Unit
leased (i.e., not purchased) under this Contract, and returning it to the leasing company (as applicable) with prepaid
freight and insurance, at no charge to the University within fourteen (14) days following the expiration of the
Contract’s initial or renewal term. Prior to de-installation of any unit on campus, the Offeror shall remove from each
unit’s memory any stored copy/print/scan job data at no charge to the University.
3.3.28 Inspection prior to installation
The successful Offeror(s) will perform an inspection of each site prior to installing equipment under this Contract
for the purpose of ensuring the electrical service and floor space will accommodate the model of digital copier to be
installed. Unless requested by the University Director of Purchasing and Stores, the Offeror shall not engage in any
form of marketing activities during this visit to modify the model or features of the digital copier to be installed. If
electrical service changes are required they will be the responsibility of EKU.
4.0 PROPOSAL REQUIREMENTS
4.1 Key Event Dates
RFP issued by University November 1, 2007
Notification by Offeror of intent to respond to RFP November 16, 2007
Deadline for written questions from Offeror November 16, 2007
Mandatory pre-proposal conference November 30, 2007
Proposal due from Offeror December 14, 2007
Contract award by University February 1, 2008
Contract effective April 1, 2008
Note: All dates are estimated. Any change in dates will be announced to all parties.
4.2 Offeror Communication
To ensure that RFP documentation and any subsequent information (modifications, clarifications, addenda, etc.) is directed to
the appropriate primary contact person with the Offeror, each Offeror who intends to participate in this RFP is required to
provide immediately the following information to the Purchasing Official:
Name of primary contact
Mailing address of primary contact
Telephone number of primary contact
Fax number of primary contact
Eastern Kentucky University RFP 24-08 Page 20 of 49
Email address of primary contact
Secondary contact person(s) including all information above
This information shall be transmitted electronically to:
Lora Snider, Director
Division of Purchases & Stores
Eastern Kentucky University
Jones Building, Room 213
521 Lancaster Avenue
Richmond, KY 40475
Phone: (859) 622-2246
Fax: (859) 622-2047
Email: [email protected]
Note: All communication with the University regarding this RFP shall be directed only to the University Purchasing
Official listed above.
4.3 Questions
All questions should be submitted in writing to Lora Snider, Purchasing Officer, no later than November 16, 2007. Please
submit questions electronically to: [email protected].
4.4 Mandatory Pre-Proposal Conference
A mandatory pre-proposal conference will be held November 30, 2007. The meeting will begin promptly at 2:00 PM in 122
Jones Building at Eastern Kentucky University. The purpose of this conference is to fully acquaint potential Offerors with all
proposal conditions. During this conference questions concerning the RFP will be answered.
Attendance at the pre-proposal conference is a prerequisite requirement to be qualified to submit a proposal. Proposals will
be accepted only from Offerors who are represented at the pre-proposal conference, as evidenced by an Offeror’s
representative signature on an appropriate attendance roster. Any Offeror failing to attend this meeting will be disqualified
from submitting a proposal to the University.
Attendance at the conference will be limited to three (3) employees per Offeror. Attendees should bring a copy of this
solicitation to the conference. Any changes resulting from this conference or subsequent written questions will be issued in
an Addendum. Any information obtained from discussions or informal correspondence with University administrators or
staff does not supersede the requirements of this RFP. Changes or clarifications to requirements shall be issued by Addenda.
4.5 Offeror Presentations
Offerors may be requested to appear before the University evaluation committee to discuss and explain their proposal and to
respond to questions from the Committee. The Committee reserves the right to request additional information.
Offerors are prohibited from electronically recording these meetings.
4.6 Preparation of Proposal
Offerors are expected to follow all specifications, terms, conditions, and instructions in this RFP.
Offerors will furnish all information required by this Solicitation. Offerors will sign and return the Authentication of
Proposal and Statement of Non Collusion and Non Conflict of Interest form (page 2 of this RFP) and print or type the
primary contact name, firm, address, telephone number and date. The person signing the Offer must initial erasures or other
changes. An offer signed by an agent is to be accompanied by evidence of his or her authority unless such evidence has been
previously furnished to the Purchasing Official. The signer shall further certify that the proposal is made without collusion
with any other person, persons, company, or parties submitting a proposal, that it is in all respects fair and in good faith
without collusion or fraud, and that the signer is authorized to bind the Offeror.
Eastern Kentucky University RFP 24-08 Page 21 of 49
Proposals should be prepared simply and economically, providing a description of the Offeror’s capabilities to satisfy the
requirements of the Solicitation. Emphasis should be on completeness and clarity of content. Each copy of the Proposal
should be bound in a single volume, where practical. All documentation submitted with the proposal should be bound in a
single volume except as otherwise specified.
Any Proposal containing terms and conditions not in conformity with the statutes of the Commonwealth of Kentucky may be
rejected.
Note: Eastern Kentucky University, as an agency of the Commonwealth of Kentucky, is prohibited from entering into
contracts that require the University to indemnify the other party.
4.7 Proposed Deviations from the Request for Proposal
The stated requirements appearing elsewhere in this RFP shall become a part of the terms and conditions of any resulting
contract. Any and all deviations must be specifically defined in accordance with the Transmittal Letter, Section 5.3. If
accepted by the University, deviations shall become part of the contract, but such deviations must not be in conflict with the
basic nature of this RFP.
Offerors may submit more than one alternative proposal, each of which must comply with proposal response guidelines and
satisfy the requirements of this RFP. The Offeror’s primary proposal must be complete and comply with all instructions.
Alternative proposal(s) may be in abbreviated form following the proposal response guidelines, providing complete
information for sections that differ in any way from sections contained in the Offeror’s primary proposal. If alternative
proposal(s) are submitted, the Offeror must explain reasons for the alternative(s) and comparative benefits. Each proposal
submitted will be evaluated on its own merit.
4.8 Proposal Submission and Deadline
Offeror must provide one (1) original, twelve (12) printed copies of each proposal and one electronic copy on CD (in either
.pdf or .doc format). The original Proposal and copies must be delivered under sealed cover prior to 2:00 PM, December 14,
2007.
Deliver to:
Lora Snider, Director
Division of Purchases & Stores
Eastern Kentucky University
Jones Building, Room 213
521 Lancaster Avenue
Richmond, KY 40475
Proposals shall be enclosed in sealed envelope(s) and must clearly show the closing date and time specified, the Solicitation
number, and the name and address of the Offeror on the face of the envelope(s). Please indicate which envelope contains the
original Proposal.
Note: Proposals received after the closing date and time will not be considered.
Note: In accordance with Kentucky Revised Statute 45A.085 and 200 KAR 5, there will be no public opening of
Proposals. All Proposals will be kept confidential until such time that a contract is awarded. After a contract is awarded,
all Proposals will become public record, as described herein.
4.9 Addenda
Any Addenda or instructions issued by the Purchasing Official prior to the proposal deadline shall become a part of this RFP.
Such Addenda shall be acknowledged in the Proposal. No instructions or changes shall be binding unless documented by a
proper and duly issued addendum.
4.10 Offeror Response and Proprietary Information
Eastern Kentucky University RFP 24-08 Page 22 of 49
The RFP specifies the format, required information, and general content of Proposals submitted in response to this request.
The University will not disclose any portion of any Proposal prior to contract award to anyone outside the Division of
Purchases & Stores, the University’s administrative staff, representatives of the State or Federal Government, if required, and
the members of the University evaluation committee. After a contract is awarded in whole or in part, the University shall
have the right to duplicate, use, or disclose all Proposal data submitted by Offerors in response to this RFP as a matter of
public record.
Any submitted Proposal shall remain a valid proposal through May 1, 2008.
4.11 Restrictions on Communications with University Staff
From the issue date of this RFP until a contract award is made, Offerors are strictly forbidden to communicate about the
subject of the RFP with any University administrator, faculty, staff, or member of the University’s Board of Regents.
Offerors may communicate only with the Purchasing Official named herein, or other persons authorized in writing by the
Purchasing Official.
The University reserves the right to reject the Proposal from any Offeror violating this provision.
4.12 Cost of Preparing Proposal
Costs for developing the Proposals and any subsequent activities prior to contract award are solely the responsibility of the
Offeror. Eastern Kentucky University will provide no reimbursement for such costs.
4.13 Disposition of Proposals
All Proposals become the property of Eastern Kentucky University. The successful Proposal will be incorporated by
reference into the resulting contract.
4.14 Section Titles in the Request for Proposal
Titles of paragraphs used herein are for the purpose of facilitating ease of reference only and shall not be construed to infer a
contractual construction of language.
4.15 Proposal Addenda and Rules for Withdrawal
Prior to the date specified for receipt of Proposals, a submitted Proposal may be withdrawn by the Offeror. The Offeror must
submit a duly signed, written request for withdrawal to the Purchasing Official. Unless requested by the University, the
University will not accept revisions or alterations to Proposals after the proposal due date.
4.16 Acceptance or Rejection of Proposals
The University will review all properly submitted Proposals. The University reserves the right, if in its best interests, to
reject all Proposals, to reject any proposal that does not meet mandatory requirements, to request amendment to Proposal(s),
or to cancel entirely the RFP.
Grounds for rejection of proposals include, but are not limited to 1) failure of a Proposal to conform to the essential
requirements of the RFP; 2) A Proposal imposing conditions that would significantly modify the terms and conditions of the
Solicitation or limit the Offeror’s liability to the University under the Resulting Contract on the basis of such Solicitation; 3)
failure of the Offeror to appropriately sign the RFP as a part of the Proposal, including the Authentication of Proposal,
Statement of Non-collusion and Non-conflict of Interest statements; and 4) A Proposal received after the closing date and
time specified in the RFP.
The University also reserves the right to waive minor technicalities or irregularities in Proposals providing such action is in
the best interest of the University. Such waiver shall in no way modify the RFP requirements or excuse the Offeror from full
compliance with the RFP specifications and other Resulting Contract requirements if the Offeror is awarded the Contract.
5.0 PROPOSAL FORMAT AND CONTENT
5.1 Proposal Information and Criteria
Eastern Kentucky University RFP 24-08 Page 23 of 49
The following list specifies the items to be addressed in the Proposal. Please read the list carefully and address it completely
and in the order presented to facilitate the University’s review of the proposal. Proposals should be organized into the
Sections identified. The content of each Section is further described below.
Signed Authentication of Proposal and Statement of Non-Collusion and Non-Conflict of Interest Form (See page 2).
Transmittal Letter
Executive Summary and Proposal Overview
Offeror Qualifications
Required Responses
Program Plan – Support Services Defined
References and Past Experience
Financial Proposal
Value-Added Services
5.2 Signed Authentication of Proposal and Statements of Non-Collusion and Non- Conflict of Interest Form
The Offeror will sign, print or type name, firm, address, telephone number, date, and return page 2 of this RFP. The signer
on page 2 will be required to initial subsequent erasures or other changes. A Proposal signed by an agent must be
accompanied by evidence of authority unless such evidence has been previously furnished to the Purchasing Official. The
signatory shall further certify that the Proposal is made without collusion with any other person, persons, company or parties
submitting a Proposal, that it is in all respects fair and in good faith without collusion or fraud, and that the signer is
authorized to bind the Offeror.
5.3 Transmittal Letter
The Transmittal Letter accompanying the RFP shall be in the form of a standard business letter and shall be signed by an
individual authorized to legally bind the Offeror. The transmittal letter shall include:
1) A statement referencing all Addenda to this RFP issued by the University and received by the Offeror. If no Addenda
have been received, a statement to that effect should be included.
2) A statement that the Offeror’s Proposal shall remain valid through May 1, 2008.
3) A statement that the Offeror will accept financial responsibility for all travel expenses incurred for oral presentations (if
required) and candidate interviews.
4) A statement that summarizes any deviations or exceptions to the RFP requirements, including a detailed justification for
the deviation or exception. Complete details regarding any proposed deviations should be listed in Section 5.6.31 of the
Offeror’s proposal. If Offeror is not taking any deviations to the RFP requirements, an affirmative statement to that effect
must be included.
5.4 Executive Summary and Proposal Overview
The Executive Summary and Proposal Overview shall condense and highlight the contents of the technical proposal in such a
way as to provide the evaluation committee with a broad understanding of the entire Proposal.
5.5 Offeror Qualifications
Please complete, sign, and include Attachment A, Vendor Taxpayer Identification form with Proposal.
5.6 Required Responses
In their proposals, Offerors must address all the requests for information contained within each sub-Section that follows:
5.6.1 Proposed solutions fully print and scan compatible
In this Section, Offeror must certify that all units in each Equipment Group being proposed, as applicable, are fully
compatible with EKU’s existing network printing environment as required under Section 3.3.5. Offeror will also
Eastern Kentucky University RFP 24-08 Page 24 of 49
affirm that no additional costs, other than those identified on Attachments B and C, or elsewhere clearly identified
in its proposal, will be incurred by EKU to meet the various specification and other technical requirements of this
RFP.
5.6.2 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on
Convenience Multifunctional Units; shortage credits & overage charges
All blanks requiring completion on Attachment B shall be filled in clearly, including the all-inclusive cost-per-
monochrome impression pricing for the Convenience (Segment 3, 4 & 5) Equipment Group. The University will
decide whether to install units under this Contract via the all-inclusive cost-per-impression or outright purchase plus
service contract method.
Regarding the shortage and overage costs, EKU recognizes that each copy/print produced on a Digital Convenience
Multifunctional Unit costs Offeror a specific amount related to such items as toner, parts and labor. Consequently,
EKU believes that if guaranteed copies or prints are not produced, the financial benefit to the Offeror of not having
to provide toner and labor for the non-produced impressions should be shared in a true partnership. On Attachment
B, therefore, Offeror shall indicate the per-impression service and supply shortage credit (if the pro-rated
guaranteed annual monochrome volume is not met) and overage charge (if the pro-rated guaranteed annual
monochrome volume is exceeded) that shall be applied during each annual monochrome volume reconciliation.
5.6.3 Digital Convenience Multifunctional Unit monochrome and color renewal costs to be applied during
extension of Contract
On Attachment B, Offeror shall indicate the applicable reduction in costs associated with EKU retaining all Digital
Convenience Multifunctional Units installed under this Contract in place as of March 31, 2013 and renewing the
Contract under identical terms and conditions on a monthly, quarterly or annual basis for up to two (2)
additional years once the initial sixty (60) month term expires.
5.6.4 Cost of producing color impressions
The Offeror shall indicate the model numbers of the Segment 3 & 4 Color Hybrid units being proposed on
Attachment B.
Offeror shall also indicate the all-inclusive (hardware/service/supply) per-impression cost to be charged EKU for all
color impressions produced on the proposed Segment 3 & 4 Color Hybrid units (this number will not apply should
the University decide to purchase all units outright). The monochrome impression volume produced on the Segment
3 & 4 Color Hybrid units shall count toward the monochrome volume guarantee schedule listed in Section 3.3.2
above for the Convenience Equipment Group.
Offeror shall also indicate agreement with the Contract’s provision to apply this all-inclusive per-color impression
pricing to future Color Hybrid/monochrome models in other Segments that may be incorporated into this Contract at
a later date.
5.6.5 Identification of lease cost basis elements; type of leasing/rental program offered
On Attachment B, Offeror shall provide a breakdown of the lease cost basis elements that comprise the total costs to
EKU under this RFP package. The lease cost basis elements shall include the total contract costs associated with
providing equipment, service and supplies.
The type of leasing program being proposed (Internal Funding, FMV, $1 Buyout, 10% Buyout, Rental or other)
shall also be identified on Attachment B, along with the lease rate factor utilized to determine the monthly all-
inclusive lease/rental cost to EKU.
5.6.6 Fax option (Segments 4 & 5)
On Attachment B, for the Segment 4 & 5 Digital Convenience Multifunctional Unit models being proposed,
including any Color Hybrid models in those respective segments, Offeror shall identify the monthly flat-rate price
Eastern Kentucky University RFP 24-08 Page 25 of 49
associated with adding fax functionality, exactly as specified in Sections 3.1 and 3.3.7 of this RFP, on a per-unit
basis for those Segment 4 & 5 Digital Convenience Multifunctional Unit locations requiring this feature. The
monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.
5.6.7 Hole-punching option (Segment 3)
On Attachment B, for the Segment 3 Digital Convenience Multifunctional Unit being proposed, including any Color
Hybrid model offered, Offeror shall identify the monthly flat-rate price associated with adding three-hole punch
finishing functionality on a per-unit basis for those Segment 3 Digital Convenience Multifunctional Unit locations
requiring this feature. The monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.
5.6.8 Saddle-stitch option (Segment 3, 4 & 5)
On Attachment B, for the Segment 3, 4, 5 Digital Convenience Multifunctional Units being proposed, including any
Color Hybrid models in those respective segments, Offeror shall identify the monthly flat-rate price associated with
adding saddle-stitch finishing functionality on a per-unit basis for those Segment 3, 4 & 5 Digital Convenience
Multifunctional Unit locations requiring this feature. The monthly flat-rate price quoted shall be firm for the first
ninety (90) days of this Contract.
5.6.9 Functionality upgrades after first ninety (90) days of Contract
On Attachment B, for the faxing, hole-punching and saddle-stitch options that are added after the first ninety days of
the Contract, please provide a discount percentage off of the then-in-effect manufacturer’s suggested retail price
(MSRP) for each type of upgrade.
5.6.10 Allotment of staples included in Attachment B & C pricing elements
On Attachments B and C, Offeror shall identify the maximum number of staples that are included during the term of
this Contract. Example: If a Offeror were to determine that a reasonable ratio of staples to copies/prints was 1:100
for a particular Equipment Group, then the Offeror would include an allotment of 570,000 staples (57 million total
Contract impressions divided by 100) for that Group.
Offeror shall indicate in this Section the percentage discount off of the then-in-effect staple cartridge cost that would
be extended to EKU if the staple allotment indicated above is exceeded during the term of this Contract.
5.6.11 Maximum number of Segment 3, 4 & 5 units that can be added annually
On Attachment B, Offeror shall identify the maximum number of Segment 3, 4 & 5 units that can be added annually
during the term of this Contract (this section would not be applicable should the University decide to purchase all
units). The number of units listed in this Section that can be added annually shall be in addition to the units
scheduled for replacement under Attachment F.
5.6.12 Identification of outright purchase cost of equipment
On Attachment B, Offeror shall list (in whole dollars) the outright purchase cost of the initial fleet of convenience
equipment, as well as the per-unit outright purchase costs for each model configured as per the requirements of this
RFP.
5.6.13 Monochrome and color per-click service and toner charge for convenience fleet
The Offeror shall also list on Attachment B the blended monochrome and color service and toner click charge
applicable should the University decide to purchase the fleet of equipment being proposed. This per-click charge
shall be firm for five years. All volume guarantees, shortage credits and overage charges elsewhere in this RFP for
convenience equipment shall be applicable under an outright purchase.
5.6.14 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on Digital
Segment 6 Production Multifunctional Units; shortage credits & overage charges
Eastern Kentucky University RFP 24-08 Page 26 of 49
All blanks requiring completion on Attachment C shall be filled in clearly, including the all-inclusive cost-per-
monochrome impression pricing for the Production (Segment 6) Equipment Group (this number would not be
applicable should the University purchase the units).
Regarding the shortage and overage costs, EKU recognizes that each copy/print produced on a Digital Production
Multifunctional Unit costs Offeror a specific amount related to such items as toner, parts and labor. Consequently,
EKU believes that if guaranteed copies or prints are not produced, the financial benefit to the Offeror of not having
to provide toner and labor for the non-produced impressions should be shared in a true partnership. On Attachment
C, therefore, Offeror shall indicate the per-impression service and supply shortage credit (if the pro-rated
guaranteed annual monochrome volume is not met) and overage charge (if the pro-rated guaranteed annual
monochrome volume is exceeded) that shall be applied during each annual monochrome volume reconciliation.
5.6.15 Digital Production Multifunctional Unit monochrome renewal costs to be applied during extension of
Contract
On Attachment C, Offeror shall indicate the applicable reduction in costs associated with EKU retaining both Digital
Production Multifunctional Units installed under this Contract in place as of March 31, 2013 and renewing the
Contract under identical terms and conditions on a monthly, quarterly or annual basis for up to two (2)
additional years once the initial sixty (60) month term expires.
5.6.16 Identification of lease cost basis elements for Production equipment; type of leasing/rental program
offered
On Attachment C, Offeror shall provide a breakdown of the lease cost basis elements that comprise the total
Production equipment-related costs to EKU under this RFP package. The lease cost basis elements shall include the
total contract costs associated with providing equipment, service and supplies.
The type of leasing program being proposed (Internal Funding, FMV, $1 Buyout, 10% Buyout, Rental or other)
shall also be identified on Attachment C, along with the lease rate factor utilized to determine the monthly all-
inclusive lease/rental cost to EKU.
5.6.17 Identification of outright purchase cost of equipment
On Attachment C, Offeror shall list (in whole dollars) the outright purchase cost for each production unit configured
as per the requirements of this RFP.
5.6.18 Per-click service and toner charge for production fleet
The Offeror shall also list on Attachment C the all-inclusive blended service and toner click charge applicable
should the University decide to purchase the fleet of production equipment being proposed. This per-click charge
shall be firm for five years. All volume guarantees, shortage credits and overage charges elsewhere in this RFP for
production equipment shall be applicable under an outright purchase.
5.6.19 Primary functions and other technical data
In this Section, for each model of Equipment being proposed, and as per the specifications of each applicable
Equipment Segment in Section 3.1 of this RFP, Offeror shall list the following (if extra costs [in addition to
Attachment B and C pricing] are required to enable any of the features on the list that follows, the Offeror shall so
state any applicable pricing):
A. The NEMA plug configuration type;
B. The brand and model of power surge protector (line conditioner) being included in the Attachment
B pricing;
C. Whether the all-inclusive monochrome and color cost-per-impression pricing listed in
Attachments B and C applies to letter-, statement-, legal- and ledger-size copying/printing;
D. Which primary functions (i.e., copying, printing, faxing [as applicable] and scanning) are able to
be performed simultaneously on the models proposed in each Segment;
E. Which walk-up copying, faxing or scanning features, if any, are not available to workstation users
via the unit’s print, fax and scan drivers;
Eastern Kentucky University RFP 24-08 Page 27 of 49
F. The amount of included RAM memory dedicated for the copier, fax (as applicable), scanner and
printer functions on each model as it is being proposed;
G. The manufacturer of the print controller and whether it is embedded or external to each unit being
proposed;
H. The hard disk drive capacity of the unit as it is being proposed and the maximum number of pages
that can be stored into memory for later operator retrieval;
I. The number of copy job ―reserves‖ (job ―reserves‖ are walk-up copying jobs that can be scanned
and stored into memory for printing upon completion of the current copy and/or print job) for each
Digital Convenience Multifunctional Unit being proposed;
J. Whether each proposed Digital Convenience Multifunctional Unit model is set from the factory to
default to Copier functionality as the priority document imaging mode. If this is not the case,
please describe the process to ensure that walk-up users are not interrupted by incoming printed
jobs;
K. Please provide information on fax security capabilities on the Segment 3 model being proposed
that will enable only authorized users to send faxes and view/print incoming fax transmissions;
L. Whether two-sided one-pass scanning (i.e., ―simultaneous‖ or ―perfect‖ scanning) capability is
included on any of the models being proposed;
M. Whether your proposed scan solution employs ―push‖ or ―pull‖ scanning technology;
N. Whether users can choose a scan file format at the device based on an application and preference.
If so, which file formats are available? e.g. PDF, TIFF, and JPEG;
O. How users wishing to utilize the included scan-to-email function are authenticated;
P. What type of processing do scanned images undergo? e.g. de-skew, de-speckle, visible page edge
removal;
Q. Whether the devices can create text-searchable PDF files providing greater access to documents
archived in shared files and folders;
R. Whether the units being proposed are compatible with scanning documents directly into Banner
XTender. If so, please describe the system, whether it is embedded or external to the device, and
all associated costs to achieve this level of compatibility;
S. Whether multiple pages can be scanned and either emailed or stored without having to go back-
and-forth between the device and the PC workstation between each page;
T. Whether your scanning solution includes OCR software with advanced desktop layout analysis for
editing, archiving and sharing;
U. Whether users can scan documents to individual or multiple email addresses from the device
without any external PC involvement;
V. Whether the scanning system can support common network user authorization, authentication
schemes and common directory protocols such as LDAP? Are the processes the same as those
required by the users’ network login e.g., user name and password? Can a user’s name be added to
the ―From‖ field for further verification of the sender;
W. Whether the device allows scanned documents to be encrypted for security purposes (if so, please
describe your process);
X. Whether the device allows for seamless scanning to Electronic Document Management Systems
(EDMS) or Enterprise Content Management (ECM);
Y. Whether users can scan to a Windows share location or to FTP (Internet transfer);
Z. Whether the device can scan images into WYSIWIG web-based HTML files, improving
immediate access to documents posted on any website;
AA. Whether the device allows a user to attach Document Management Fields (e.g. date, name, file
number) to the document file for filing/retrieval and unique identification (sometimes referred to
as metadata); If so, whether the metadata or indexing data can be automatically included in the
scanning template workflow;
BB. What is the quality of scanned images from the device? Please include specific details on the
resolution, gray scale, De-speckle and De-skew and color depth;
CC. Whether each unit’s stack-feed bypass tray is capable of feeding multiple #10 envelopes;
DD. Whether each proposed Digital Convenience Multifunctional Unit can print out the internal
user/departmental tracking data;
EE. Whether each proposed Digital Convenience Multifunctional Unit can transmit the internal
user/departmental tracking data electronically via the internet to the Offeror;
FF. Whether printing can be controlled and tracked via the internal user/departmental codes;
GG. Whether copy tracking data can be listed separately from print tracking data for each user or
department being tracked by each proposed Digital Convenience Multifunctional Unit unit’s
Eastern Kentucky University RFP 24-08 Page 28 of 49
standard internal tracking function;
HH. The maximum number of internal tracking codes and the maximum number of digits per code;
II. Whether the internal tracking codes can be submitted electronically on a prescribed day each
month;
JJ. A brief description of the most efficient method of installing device print, fax and scan driver
software for each proposed model on EKU workstations;
KK. Whether banner sheets can be automatically programmed to be pulled from a different (color)
paper source than for the print job itself;
LL. Whether banner sheets between print jobs can be programmed with the network user’s name
and/or other identifier so jobs from multiple distant users can more easily be located in high-
volume environments;
MM. Whether the unit’s multi-position finisher can place two or three vertical ―book staples‖ on the
left-hand margin of completed sets;
NN. Whether email notifications will be sent automatically to the designated facility key operator when
units are out of paper, out of toner or otherwise require key operator attention;
OO. A brief description of how prints, faxes (as applicable) and copies will be separated on the finisher
and/or exit trays of each Digital Convenience Multifunctional Unit model being proposed;
PP. For the Segment 6 Production Equipment being proposed, please describe the front-end controller
software and hardware included in the Attachment C pricing, including version levels and primary
specifications. List specifications of the included PC (if applicable) that is required to process
production applications including processor type, speed, memory and monitor specifications. Also
describe whether the controller has the ability to split workloads between the light production and
heavy production units.
QQ. For the Segment 6 Production Equipment being proposed, please describe the folding options
included in Attachment C pricing, if any, including, but not limited to such folding capabilities as:
booklet, gatefold, letter fold-in, letter fold-out, double parallel and z-fold;
RR. For the Segment 6 Production Equipment being proposed, please answer whether or not click
charges apply to sheets fed from the interposer tray(s); and
SS. For the Segment 6 Production Equipment being proposed, please verify that .pdf workflow and
.pdf page editing software is included in your Attachment C pricing.
5.6.20 Detailed description of an OPTIONAL copy/print tracking system
In this Section of the proposal, the Offeror will provide a complete description of an OPTIONAL copy/print
tracking system that the University may decide to implement. Specific information to be provided in this Section
about this optional element includes, but is not limited to:
A. The total outright purchase cost and 60-month lease cost of the copy/print tracking system
proposed in this Section;
B. The name, manufacturer and version number of the proposed copy/print tracking system;
C. The maximum number of system users that can be tracked;
D. The maximum number of devices that can be tracked;
E. Whether the tracking application is embedded into the multifunctional devices and/or run from a
dedicated server;
F. How walk-up users and workstation users are authenticated;
G. The data fields that are collected for each transaction (date, print or copy job, color or
monochrome, etc.);
H. How often the system is able to poll each device, or whether the system operates in real time;
I. The name of the database included in the system (SQL or other);
J. The connectivity requirements of the system;
K. How the system will pair machine user identification codes with University cost center numbers
when reporting the chargeback information to the University;
L. Whether each user can view their current monthly copy/print usage on-line;
M. Whether each proposed Digital Multifunctional Unit, once connected to the University network,
can transmit the internal user/departmental tracking data electronically to the copy/print tracking
system; and
N. The names of like-size customers that have installed the proposed tracking solution for a minimum
of six (6) months.
Eastern Kentucky University RFP 24-08 Page 29 of 49
5.6.21 Recommended transparency film and labels
Offeror shall provide the item numbers and brand names for mailing labels and transparencies that are compatible
with each Digital Convenience Multifunctional Unit model being proposed. Offeror shall certify that the
transparency film and mailing labels listed in this Section will run reliably on all Digital Convenience
Multifunctional Units being proposed. If the proposed Digital Convenience Multifunctional Units are able to run the
transparency film and mailing labels from all paper sources (drawers plus bypass), or if the paper sources are
restricted when running this stock, the Offeror shall so state.
5.6.22 Charges for moving equipment
Offeror shall list in this Section the per-unit charge, if any, for moving Segment 3, 4 & 5 Digital Convenience
Multifunctional Units within the same facility, and the charge, if any, for moving such equipment from one EKU
facility to another. This charge shall not apply during the original installation or to the load-balancing of equipment
halfway during the term of the Contract.
5.6.23 Preventive maintenance schedule and notification
i.In this Section, Offeror shall list the preventive maintenance (PM) schedule (in terms of copy/print count intervals
and/or time period intervals), including both mini-PM and full-PM schedules if applicable, for all models being
proposed. Also please indicate the approximate number of hours required to perform mini-PMs and full PMs. If the
PM schedule and/or methodology to which your company prescribes are different from that which the manufacturer
recommends, please explain. Also please describe the manner in which EKU will be informed of PM work that has
been performed on the various units installed.
5.6.24 Manufacturer support letter
Offeror shall provide a manufacturer support letter stating that in the unlikely event your servicing company is
unable to provide service, the manufacturer will arrange for and/or provide all necessary parts and service support at
the same prices quoted in Offeror’s proposal. The manufacturer will also guarantee in its letter that all products
installed under this Contract will be fully compatible with future versions of the most popular network operating
systems.
5.6.25 Parts and supplies warehouse locations
Offeror shall indicate the city and state of its nearest (to Richmond, KY) parts and supplies warehouse that supports
the products being proposed to EKU.
5.6.26 Print, fax and scan driver utilities
In this Section, please indicate the name and version level of the print, fax and scan driver utilities (as applicable)
that will be provided to all workstation users to enable functional connectivity to each model in each Equipment
Segment being proposed.
5.6.27 Network administration utilities
In this Section, please indicate the name and version level of the device management utilities that will be provided to
EKU’s Information Technology (IT) staff members to monitor and control each model in each Equipment Segment
being proposed.
5.6.28 User-replaceable parts
In this Section, for each model in each Equipment Group being proposed, Offeror shall clearly list which
components or parts will be considered user-replaceable. Further, the approximate aggregate time involvement to
replace these components or parts per unit per month shall be listed for each Equipment model being proposed.
Eastern Kentucky University RFP 24-08 Page 30 of 49
5.6.29 Firm pricing guaranteed
In this Section, the Offeror shall certify that all pricing listed in its proposal, including that which is listed on
Attachments B and C, shall be firm for the entirety of the term of this Contract, excepting only the monthly flat-rate
pricing for functionality upgrades that shall be firm for the first ninety (90) days of this Contract.
5.6.30 Identification of additional costs
Based on its thorough review of this RFP, Offeror shall identify any additional costs not otherwise set forth in its
proposal that it can reasonably foresee being incurred by EKU, such as under Sections 5.6.19 (Q) and 5.6.20.
5.6.31 Identification of third-party leasing partner and of Contract deviations
In this Section of its proposal, the Offeror will name its preferred third-party leasing partner (if any) for this
Contract, or state that it is using an internal funding source. If using an internal funding source, Offeror shall state
whether this is a private label leasing arrangement with a leasing company or an internal source of funds.
Offeror shall also state whether the terms and conditions of this RFP are satisfactory with this third-party leasing
company (if any), or if not, how the Offeror will comply with the requirements of this Contract. Specific contractual
and equipment specification deviations, if any, must be clearly listed in this Section of the Offeror’s proposal. If
no deviations to this RFP’s specifications and requirements are specifically noted, it shall be presumed that no
deviations exist.
It should be noted that no one single deviation, in and of itself, is likely to automatically preclude a Offeror’s
proposal from further consideration. As an example, if a Offeror were to propose a 50 page-per-minute device in
Segment 4, or were to offer a Segment 5 machine with only a 4,500-sheet capacity, or did not offer a Segment 5
device with optional faxing capabilities, any of those deviations would be taken into consideration by EKU and
judged accordingly in the context of the entire proposal versus the proposals submitted by other Offerors. However,
all such equipment or contract deviations, no matter how minor, must be noted and explained in this Section.
5.6.32 Campus-Wide Program Start-Up Costs
The University has estimated its start-up costs under this new campus-wide copier initiative to be approximately
$600,000. This amount includes allocations for establishing and maintaining the University’s new centralized copier
program, lease buyouts, replacements of relatively new machines and copier replacements for units with some useful
life left. Every effort was made by the University with this program to guarantee the winning vendor(s) the earliest
possible replacement of competitive units.
Specifically, EKU would like to receive offers from interested Offerors that will provide financial assistance to the
University in absorbing these start-up costs and installing all Convenience equipment called for in this RFP at the
inception of this Contract. The University desires the winning vendor(s) to provide financial assistance from one-
third to one-half of the anticipated start-up costs. In this Section, then, the Offeror is requested to indicate the
amount of financial assistance it is willing to provide to EKU contingent upon successful Contract negotiations.
5.6.33 Ability to provide on-site test equipment
As part of the evaluation of the proposals submitted for Segment 3, 4 & 5 equipment, EKU may perform on-site
tests on the equipment submitted by certain Offerors, at the complete discretion of, and at no cost to, EKU. All
Offerors may not be a part of this phase of the evaluation process. If selected to be a part of this evaluation process,
Offerors will be required to have one complete system of each type proposed in response to the specifications of this
RFP delivered to a location and on a date to be designated by EKU. Offerors are requested to indicate in this Section
of their proposal whether they will comply with EKU’s requirement to test recommended solutions before Contract
award.
Equipment evaluations for Segment 3, 4 & 5 equipment are expected to last for approximately two (2) weeks
beginning on or about January 14, 2008. The Offeror’s proposed solution will be judged during the on-site testing
period on a number of factors, including, but not limited to, its ability to perform copy/scan/fax jobs and to output
Eastern Kentucky University RFP 24-08 Page 31 of 49
printed documents from Windows and Mac workstations. Upon installation of the evaluation units, it shall be the
Offeror’s responsibility to provide full installation and training support, including network connectivity training.
Offerors will be judged in part based on the professionalism and knowledge of their networking support staff.
Offerors are to specify in this Section that, should Offeror be selected to submit units for evaluation purposes, the
Equipment installed by Offeror will be identical to the evaluation units in all respects, unless otherwise agreed to in
writing by EKU.
5.7 Program Plan – Support Services Defined
5.7.1 Detailed Work Plan
Offeror shall provide a detailed work plan in accordance with the requirements and equipment specifications
contained in this RFP. Delivery and installation of the initial installation phase shall commence on or about March 1,
2008. All initially installed Equipment must be in place, fully functional and all necessary initial training provided
by no later than April 1, 2008. The installation plan shall also include a suggested timeline for the training of key
operators, and a detailed floor plan showing necessary space and electrical requirements (NEMA plug types). The
Offeror shall also include a plan for scheduling ongoing ―Technology Showcases‖ in high-profile areas in various
EKU buildings to display and promote the latest technology being implemented. The anticipated number of
additional Offeror personnel required for Digital Convenience Multifunctional Unit installation and training at the
beginning of the Contract shall be listed. The Offeror will indicate whether the initial key-operator training will be
performed by dedicated company trainers or by sales representatives. Coordinating the scheduling of installation,
service and training personnel shall at all times be the sole responsibility of Offeror.
5.7.1 IT Support Plan
Offeror will describe in detail how it will provide installation, training and troubleshooting support to EKU’s IT
department. The description will include, but not be limited to: A discussion of the steps to be taken in the event of
installation/operation problems related to printing/scanning/faxing; how print/scan/fax drivers and software, and
related updates, will be installed on EKU’s approximate total of approximately 3,500 administrative workstations;
and how Offeror’s help desk personnel will work together with EKU IT department’s help desk personnel.
5.7.3 Samples of Billing and Reporting
Please provide examples and exhibits of billing and reporting that will be made available to the University.
5.8 References and Past Experience
Please provide five (5) Higher Education market references. Please include only references within the current calendar year
and previous two (2) calendar years. EKU may contact these references during the evaluation process.
Each Offeror should include summary information for all contracts of similar size and scope performed by the firm.
Information provided for each job shall include:
5.8.1 Contract/Project name
5.8.2 Agency/department/office for which performed
5.8.3 Dates of contract
5.8.4 Owner’s contract/project manager or other representative
5.8.5 Contact person, direct-line phone number and email address
5.8.6 Dollar value of contract
5.8.7 Percentage of Digital Convenience and Production Multifunctional Units at this reference location
5.8.8 What percentage of the units installed have print connectivity installed
5.9 Financial Proposal
Offerors are required to complete all items contained in Attachments B and C and include same in the completed proposal
packages under this Section.
Eastern Kentucky University RFP 24-08 Page 32 of 49
5.10 Value-Added Services
Fully describe and explain any optional value-added services that Offeror will provide that are not part of the mandatory
services.
5.11 Data Sheets
Include data sheets that describe the features and ancillary items available for use with the products being proposed on
Attachments B and C.
5.12 Proposal Checklist
Complete Attachment E after your proposal is complete and include same in this Section.
6.0 EVALUATION CRITERIA PROCESS
The University’s evaluation of each proposal will be based upon the information provided in the Proposal, additional
information requested by the University, information obtained from references and independent sources, and formal
presentations, if requested. The University evaluation committee will evaluate proposals in accord with the requirements and
criteria set forth in this Solicitation, including any Addenda issued. The University may award the Contract to the Successful
Offeror submitting the Proposal determined to be the most advantageous to the University.
Primary Criteria include:
a. Offeror Qualifications
b. Program Plan – Support Services Defined
c. References and Past Experience
d. Financial Proposal
e. Adherence to the specifications as listed in this RFP
f. Completeness/clarity of proposal
g. Inclusion of one (1) Full-Time On-Site Technician qualified to maintain the Convenience equipment offered
h. Overall administrative simplicity of program offered
i. Reliability and performance of equipment during testing
j. Compatibility of Offeror’s equipment with University networking environment
k. Offeror’s financial stability
l. Requirement of University employees to replace components
m. Technical Support
n. Flexibility of billing structure to meet University’s requirements
o. Offeror’s proposed list of RFP deviations
Note: Proposals must contain responses to each of the criteria listed in Section 5.0 even if Offeror’s response cannot
satisfy those criteria. A Proposal may be rejected if in the sole judgment of the University it is deemed to be conditional or
incomplete.
7.0 SPECIAL CONDITIONS AND CONTRACT TERMS
7.1 Effective Date
The effective date of the Contract is anticipated to be April 1, 2008.
7.2 Contract Term
The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term of five (5) years, from
April 1, 2008 through March 31, 2013. The Contract shall be renewable on an annual basis for up to two (2) consecutive one
(1)-year renewal periods. The total contract period will not exceed seven (7) years. Annual renewal will be contingent upon
the University’s satisfaction with the services performed and the overall performance of the Contractor.
The University reserves the right to renegotiate any term and/or condition as may be necessary to meet requirements for any
renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period.
Eastern Kentucky University RFP 24-08 Page 33 of 49
7.3 Competitive Negotiation
It is the intention of the Request for Proposal (RFP) to enter into competitive negotiation as authorized by KRS 45A.085 and
200 KAR 5:307.
Offeror(s) selected to participate in negotiations may be given an opportunity to submit a best and final offer to the
University. All information received prior to the deadline for the best and final offer will be considered part of the Offeror’s
best and final offer.
7.4 No Contingent Fees
No person or selling agency shall be employed or retained or given anything of monetary value to solicit or secure the
resulting contract, except bona fide employees of the Offeror or bona fide established commercial or selling agencies
maintained by the Offeror for the purpose of securing business. For breach or violation of this provision, the University shall
have the right to reject the proposal, annul a resulting contract without liability, or, at its discretion, deduct from the contract
price or otherwise recover the full amount of such commission, percentage, brokerage, contingent fee or other benefit.
7.5 Contract Changes
No modification or change of any provision in the Contract shall be made, unless such modification is mutually agreed to in
writing by the Contractor and the duly authorized University Representative and incorporated as a written amendment to the
Contract. Memoranda of understanding and correspondence shall not be interpreted as amendments to the Contract.
7.6 Entire Agreement
The RFP shall be incorporated into any Contract. The Contract, including the RFP and those portions of the Offeror’s
response accepted by the University, shall become the entire agreement between the parties.
7.7 Governing Law
Contractor shall conform to and observe all laws, ordinances, rules and regulations of the United States of America, the
Commonwealth of Kentucky, and all other local governments, public authorities, boards or offices relating to the services
provided. This Agreement shall be governed by Kentucky law and any claim relating to this Contract brought by Contractor
shall only be brought in the Franklin Circuit Court.
7.8 Termination of Contract
7.8.1 Termination Provisions
The Contract shall be subject to the following termination provisions without prejudice to any other right or remedy.
The Contract may be terminated by the University for 1) default by the successful Offeror, 2) for Offeror’s
insolvency or unavailability of funds, or 3) for convenience.
In case of termination of the Contract, it shall be incumbent on the Contractor to continue operations until relieved
by a successor Contractor.
7.8.2 Termination for Default
A default in performance by Contractor for which a Contract may be terminated may include, but shall not be
limited to, failure to perform the Contract according to its terms, conditions, and specifications, and failure to
diligently perform the work under the Contract.
The University shall not be liable for any further payment to Contractor under a Contract terminated for default after
the date of notice to Contractor of such default as determined by the Purchasing Official, except for work performed
at the request of the University until a successor Contractor is named.
7.8.3 Termination for Contractor Insolvency or Unavailability of Funds
Eastern Kentucky University RFP 24-08 Page 34 of 49
In the event of insolvency, unavailability of funds, or the filing of a petition of bankruptcy by or against the
Contractor, the University shall have the right to terminate the Contract upon the same terms and conditions as a
termination for default.
7.8.4 Termination for Convenience
If it is determined to be in the University’s best interest to do so, the Contract may be terminated, upon ninety (90)
days notice, at the convenience of the University.
7.8.5 Procedure for Termination
Upon delivery by certified mail to Contractor of a Notice of Termination specifying the nature of the termination,
the extent to which performance of work under the Contract is terminated, and the date upon which such termination
becomes effective, the Contractor shall stop work under the Contract on the date and to the extent specified in the
Notice of Termination, except where Contractor is notified to continue work until Contractor can be relieved by a
successor Contractor.
7.9 Employment Practices
7.9.1 Non Discrimination
Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion,
sex, national origin, age, veteran’s status, or disability. Contractor must take affirmative action to ensure that
employees, as well as applicants for employment, are treated without discrimination because of their race, color,
religion, sex, national origin, age, veteran’s status, or disability. Such action shall include, but is not limited to,
recruitment, hiring, placement, promotion, transfer, training and apprenticeship, compensation, layoff, termination,
and physical facilities. Contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this clause.
7.9.2 Executive Order 11246
Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state
that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex,
national origin, and age, veteran’s status or disability. Contractor shall comply with the nondiscrimination clause
contained in Federal Executive Order 11246, relative to Equal Employment Opportunity for all persons with regard
to race, color, religion, sex, national origin, and the implementation of rules and regulations prescribed by the
Secretary of Labor and with Title 41 Code of Federal Regulations, Chapter 60. Contractor shall comply with all
related Commonwealth of Kentucky laws and regulations.
7.9.3 Title 20
Contractor shall comply with the regulations issued by the Secretary of Labor of the United States in Title 20, Code
of Federal Regulations, Part 741, pursuant to the provisions of Executive Order 1178 and the Federal Rehabilitation
Act of 1973.
7.9.4 Other Acts
Contractor shall comply with the Civil Rights Act of 1964, any amendments thereto, and the rules and regulations
there under; Section 504 of Title V of the Vocational Rehabilitation Act of 1973 as amended; and the Kentucky
Civil Rights Act.
Contractor shall comply with the Americans with Disabilities Act of 1990.
7.9.5 Future Acts, Laws, and Regulations
Contractor shall comply with any future federal acts, laws, and regulations, and Kentucky state acts, laws, and
regulations as they relate to employment programs when such acts, laws, and regulations become effective.
7.10 Conflict of Interest
Eastern Kentucky University RFP 24-08 Page 35 of 49
No official or employee of Eastern Kentucky University and no other public official of the Commonwealth of Kentucky or
the federal government who exercises any functions or responsibilities in the review or approval of the undertaking or
carrying out of the Contract shall, prior to completion of the Contract, voluntarily acquire any personal interest, direct or
indirect, in this Contract or proposed Contract.
Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance of its services hereunder. Contractor further covenants that in the
performance of the Contract no person having any such known interests shall be employed.
7.11 Severability
If any provision or provisions of the RFP, responses to the RFP, any Contract or personal service contract, or similar
document executed as a result of this RFP shall be deemed invalid or unenforceable in whole or in part, these documents
shall be deemed amended to thereof in order to render it valid and enforceable.
7.12 Contract Administrator
All notices, requests and other communications that a party to any Contract, personal services contract, or similar document
executed as a result of this RFP is required or elects to deliver shall be in writing and shall be delivered personally, by
facsimile (provided such delivery is confirmed), by email clearly identifying the source of notice, or by recognized overnight
courier service to the other party at the address set forth below, or to such other address as such party may hereafter designate
by notice given pursuant to this Section.
Upon award of Contract, the sole point of contact for administration of the Contract will be:
Lora Snider, Director Copy to:
Division of Purchases & Stores Cheryl Harris, Esquire
Eastern Kentucky University Eastern Kentucky University
213 Jones Building, CPO 8A 205 Coates Building, CPO 40A
521 Lancaster Avenue 521 Lancaster Avenue
Richmond, KY 40475 Richmond, KY 40475
(859) 622-2246 (859) 622-6693
(859) 622-2047 (fax) (859) 622-8030
[email protected] [email protected]
7.13 Prime Contractor Responsibility
Any Contract resulting from the RFP shall specify that the Contractor is solely responsible for fulfillment of the Contract
with the University.
7.14 Assignment and Subcontracting
The Contract is not assignable by the Contractor, either in whole or in part. No portion of work shall be subcontracted
without prior written consent of Eastern Kentucky University.
7.15 Permits, Licenses, Taxes, and Registration
Contractor shall secure all necessary permits, licenses, and registrations and abide by all applicable laws, regulations, and
ordinances of the United States, the Commonwealth of Kentucky, and any political subdivision(s) in which work under this
Contract is performed.
Contractor shall pay any sales, use, local, and personal property taxes arising from this Contract. Any taxes on the services
delivered pursuant hereto shall be borne by the Contractor.
7.16 Attorneys’ Fees
Eastern Kentucky University RFP 24-08 Page 36 of 49
In the event that either party deems it necessary to take legal action to enforce any provision of a Contract, the University
and Contractor agree to pay their own respective expenses of such action, including attorney’s fees and costs at all stages of
litigation as set by the court or hearing officer.
7.17 Patents, Copyrights, and Trademark
The Contractor shall protect the University from any and all damages or liability arising from alleged infringements of
patents, copyrights or trademarks.
7.18 Hold Harmless
Contractor agrees to indemnify, defend, and hold harmless Eastern Kentucky University, its officers, agents, and employees
from any claims for losses for service rendered by Contractor, person, or firm performing or supplying services in connection
with performance of the Contract; any claims or losses to any person or firm injured or damaged by the erroneous or
negligent acts of Contractor, its officers or employees in the performance of the Contract, any claims or losses resulting to
any person or firm injured or damaged by Contractor, its officers or employees by the publication, translation, reproduction,
delivery, performance, use, or disposition of any data processed under the Contract in a manner not authorized by the
Contract, or by federal or Commonwealth of Kentucky regulations, laws, and statutes, and any failure of Contractor, its
officers or employees to observe Commonwealth of Kentucky regulations, laws, and statutes, including but not limited to
labor laws, minimum wage laws, and other applicable regulations, laws, and statutes.
7.19 Insurance
Contractor shall procure and maintain, at its expense, the following minimum insurance coverage insuring all services, work
activities, and contractual obligations undertaken in this Contract. These insurance policies must be with insurers acceptable
to Eastern Kentucky University.
Contractor agrees to furnish Certificates of Insurance for each insurance policy to the Purchasing Official. Eastern Kentucky
University, its regents, and employees must be added as Additional Insured on the General Liability and Contractor Errors
and Omissions Liability policies with regard to the scope of this Contract. Any deductibles or self-insured retentions in the
insurance policies must be paid by and are the sole responsibility of the Contractor. Coverage is to be primary and non-
contributory with other coverage, if any, purchased by the University. All required insurance policies must include a Waiver
of Subrogation in favor of Eastern Kentucky University, its regents, and employees.
Contractor shall obtain, maintain, and pay for insurance in the categories listed in the insurance schedule. The insurance
coverage in each category shall meet or exceed the minimum limits set forth in the insurance schedule below. The University
shall be included as additional named insured’s on each policy. The insurance shall cover all of the vendor’s operations
under this Agreement and shall be effective throughout the effective period of this Agreement. It is not the intent of this
schedule to limit the types of insurance otherwise required by this Agreement or that the vendor may desire to obtain.
SCHEDULE:
POLICY MINIMUM LIMITS
Commercial General Liability
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Automobile Liability
Bodily Injury/Property Damage (Each Accident) $ 1,000,000
Personal Injury Protection Statutory
Collision and Comprehensive Deductible amounts
Uninsured Motorist & Underinsured Motorist $ 500,000
Workers’ Compensation
Eastern Kentucky University RFP 24-08 Page 37 of 49
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability) each accident $ 100,000
Disease policy limit $ 500,000
EA employee $ 100,000
Umbrella Liability
Each Occurrence Limit $2,000,000
General Aggregate Limit $2,000,000
Self Insured Retention $10,000
The Contractor shall not commence any work in connection with this agreement until he has obtained, as a minimum, all of
the above referenced types of insurance and such insurance has been approved by the University, nor shall the Contractor
allow any subcontractor to commence work on its subcontract until the subcontractor has obtained equivalent insurance and
provided certificates of insurance showing the coverage to the Contractor. All insurance policies shall be with insurers
qualified to do business in Kentucky. The Contractor shall furnish the University proof of insurance coverage by certificates
of insurance no later than ten (10) days after Contract award. All required insurance policies shall name the University as an
additional named insured. The Contractor shall promptly notify the University of any changes in insurance coverage or
carrier.
The University shall be exempt from, and in no way be liable for, any sums of money that may represent a deductible in any
insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor and/or subcontractor that
obtained the insurance.
7.20 Performance Bond
A performance bond will not be required for this contract.
7.21 Events Beyond Control
Anything herein to the contrary notwithstanding, the University shall not be liable or responsible for any failure to furnish the
services set forth in this RFP and the Contract, occasioned by strike or other work stoppage, federal, state or local
government action, breakdown or failure of apparatus, equipment or machinery employed in supplying services, any
temporary stoppage for the repair, improvement, or enlargement thereof, or any act or condition beyond its reasonable
control.
7.22 Method of Award
It is the intent of the University to award a Contract to the qualified Successful Offeror whose offer, conforming to the
conditions and requirements of the RFP, is determined to be the most advantageous to the University, cost and other factors
considered. The method of determining the best offer is detailed in Section 6.0.
Notwithstanding the above, this RFP does not commit the University to contract for any requirements detailed in this
document. The University reserves the right to reject any or all offers and to waive formalities and minor irregularities in the
Proposal(s) received.
7.23 Sales and Property Tax Exemption
The University is exempt from paying all state taxes, including use, sales, excise and property taxes. As such, the
University will not pay nor reimburse Offeror for such taxes. ATTACHMENT A – Taxpayer Identification Form
TAXPAYER IDENTIFICATION NUMBER REQUEST In compliance with Federal Regulations and tax reporting requirements, Eastern Kentucky University requires a Federal Tax Identification Number or Social Security Number for all vendors or persons doing business with the University. Please provide all requested information and return this form to ensure prompt payment of invoices. If submitting Fom W-9, PLEASE return this completed form also.
Eastern Kentucky University RFP 24-08 Page 38 of 49
For your convenience, you may return the information one of the following ways: FAX: Vendor File @ 859-622-2047 Mail: Purchasing Division Eastern Kentucky University 521 Lancaster Avenue
213 Jones Bldg, CPO 8A Richmond, Kentucky 40475
Phone # (859)622-2246 Please type or print legibly
VENDOR INFORMATION Name of Firm * (Company or Individual)
Phone Number * Make Checks Payable To *
Address * Fax Number * Payment Address *
Address Web Site Address or E-mail Payment Address
Address Vendor Representative Name on Invoice *
City * State * Zip* Federal Tax ID Number ** Social Security Number **
Willing to accept ACH payments * Yes No Bank Routing #______________________________ Bank Account #______________________________
Willing to accept credit card payments* Yes No
Payment Terms *
* Required Field ** Federal Tax ID Number- This field must be completed if ―Name of Firm‖ is a company name. Social Security Number- This field must be completed if ―Name of Firm‖ is an individual’s name.
Type of Ownership (Check Appropriate Box(es)) * Business Classification (Check Appropriate Box(es)) *
(01) Individual/Sole Proprietorship (02) Partnership (03) Corporation-Incorporated in
(State)__________________ (04) Non-profit/Education
(05) Non-Resident Alien (06) Exempt from backup
withholding Other: _____________________
_____________________________
(SM) Small Business (LG) Large Business (CT) In County (MN) Minority Owned (WO) Women Owned
(SD) Small Disadvantaged Business (GA) Government Agency (NP) Non-Profit (AL) Alumni Owned (HZ) Hub Zone Small Business Other (Specify)__________________
*Business Classification Reference Links: www.ccr.gov/sizestandard.asp, https://eweb1.sba.gov/hubzone/internet/general/whoweare.cfm, and
http://app1.sba.gov/faqs/faqindex.cfm?areaID=11
Printed Name of Authorizing Official:
Authorized Signature: Date:
CERTIFICATION
Under penalties of perjury. I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me) and 2. I am not subject to backup withholding because:(a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and
3. I am a U. S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholdings because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct Taxpayer Identification Number.
Signature of U.S. Person _____________________________________________________ Date ______________________________
Eastern Kentucky University RFP 24-08 Page 39 of 49
ATTACHMENT B - OFFEROR PRICING FORM—
DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP
Please list below the Quantity, Brand and Model numbers of the proposed Segment 3, 4 & 5 Digital Convenience Multifunctional
Units (please also list all optional accessories necessary for each model to meet Section 3.1.1 specification compliance):
Segment 3: _(Quantity: )______________________________________________
Segment 3 Color Hybrid: _(Quantity: )___________________________________
Segment 4: _(Quantity: )______________________________________________
Segment 4 Color Hybrid: _(Quantity: )___________________________________
Segment 5: _(Quantity: )_____________________________________________
Note: The above model listing may be modified periodically by the parties during this Contract to reflect mutually agreeable
substituted models.
ALL-INCLUSIVE COST-PER-IMPRESSION PRICING — APPLICABLE TO ALL Segment 3, 4 & 5 DIGITAL CONVENIENCE
MULTIFUNCTIONAL UNITS INSTALLED:
The all-inclusive cost to meet all Contract requirements listed in this RFP must be included in the cost-per-impression charge listed
below, including, but not limited to: All necessary Segment 3, 4 & 5 hardware, firmware, software, document feeders, finishers, paper
drawers, large capacity paper trays, print controllers, scanning servers, LDAP authentication, fax boards, finisher/feeder kits,
scan/print/fax licenses, page description languages, ramp-up training, print drivers, network administration utilities, boards, cards,
peripherals, insurance, lease administration fees, return freight charges, grounding, power surge protection devices (line conditioners),
one (1) full-time on-site technician, emergency service, networking printing and scanning support, parts, consumable parts, supplies,
toner, staples, fuser oil (if applicable), photoconductors, developer, labor, firmware upgrades, software upgrades, drive time, trip
charges, hourly rates, freight, delivery, set-up, installation, order entry fees, de-installation at Contract completion, hard-drive cleaning
at de-installation and ongoing training. Cost-per-impression pricing must remain firm throughout the Contract term.
Fleet-wide all-inclusive cost-per-impression price for Segment 3, 4 & 5 Digital Convenience Multifunctional Units:
(a) _____________ per monochrome impression guaranteeing a minimum Contract total of 57,000,000 (57 million) pooled
impressions to be produced on a guaranteed minimum of one-hundred and eighty-five (185) combined Segment 3, 4 & 5
Digital Convenience Multifunctional Units installed as per the Attachment F schedule during the 60-month Contract term
beginning April 1, 2008 and running through March 31, 2013.
ALL-INCLUSIVE COLOR COST-PER-IMPRESSION PRICING
ALL-INCLUSIVE PER-IMPRESSION COLOR COPY/PRINT CHARGES APPLICABLE TO THE COLOR HYBRID SEGMENT
3 & 4 DIGITAL MULTIFUNCTIONAL UNITS (note: four scans equal one [1] color impression):
(b) ___________ per color impression including color toners, drums and developers as applicable
Note: The above-listed pricing for color copies/prints shall be applicable to future color-enabled Color Hybrid products in any
Multifunctional Unit Segment made available to EKU under this Contract.
SHORTAGE CREDIT/OVERAGE CHARGE
SHORTAGE CREDIT AND OVERAGE CHARGE APPLICABLE TO DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS:
(c) ___________ per monochrome impression as a shortage credit
(d) ___________ per monochrome impression as an overage charge
Eastern Kentucky University RFP 24-08 Page 40 of 49
RENEWAL CHARGES
MONTHLY, QUARTERLY OR ANNUAL RENEWAL CHARGES APPLICABLE TO DIGITAL CONVENIENCE
MULTIFUNCTIONAL UNITS:
(e) ___________ per monochrome impression during any renewal period
(f) ___________ per color impression during any renewal period
LEASE COST BASIS ELEMENTS
THE PER-IMPRESSION RATE LISTED ABOVE IN ITEM (a) OF ATTACHMENT B WAS DERIVED BY USING THE
FOLLOWING PRICING ELEMENTS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):
(g) ___________________ total contract cost of equipment
(h) ___________________ total contract cost of service
(i) ___________________ total contract cost of supplies and other miscellaneous items
TYPE OF LEASE/RENTAL PROGRAM BEING PROPOSED
THE TYPE OF LEASE/RENTAL PROGRAM PROPOSED IN ITEM (a) OF ATTACHMENT B IS AS FOLLOWS:
(j) ________________________ (complete by filling in In-House [Internal Funding], FMV, $1 Buyout, 10% Buyout, Rental or Other;
please describe in detail if other: ____________________________________)
LEASE RATE FACTOR
THE LEASE RATE FACTOR USED TO DETERMINE THE CPI RATE LISTED IN ITEM (a) OF ATTACHMENT B IS AS
FOLLOWS:
(k) ___________ (Example: .0191)
FAX UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING FAX FUNCTIONALITY TO SEGMENT 4 & 5
DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:
(l) ___________ per unit per month (Segment 4 units including Color Hybrid models)
(m) ___________ per unit per month (Segment 5 units)
HOLE-PUNCH UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING HOLE-PUNCH FINISHING TO SEGMENT 3
DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:
(n) ___________ per unit per month (Segment 3 units including Color Hybrid models)
Eastern Kentucky University RFP 24-08 Page 41 of 49
SADDLE-STITCH UPGRADE PRICING
MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING SADDLE-STITCH FINISHING TO SEGMENT 3,
4 AND 5 DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS
CONTRACT:
(o) ___________ per unit per month (Segment 3 units including Color Hybrid models)
(p) ___________ per unit per month (Segment 4 units including Color Hybrid models)
(q) ___________ per unit per month (Segment 5 units)
FUNCTIONALITY UPGRADES AFTER FIRST NINETY (90) DAYS OF CONTRACT
PERCENTAGE DISCOUNT FOR ADDING FAX, HOLE-PUNCHING OR SADDLE-STITCH FUNCTIONALITY (ITEMS [l]
THROUGH [s] ON ATTACHMENT B ABOVE) AFTER THE FIRST 90 DAYS OF THE CONTRACT:
(r) __________% discount from the then-in-effect manufacturer’s suggested retail price (MSRP) at the
time of upgrade
ALLOTMENT OF STAPLES TO BE INCLUDED
THE TOTAL NUMBER OF STAPLES INCLUDED IN PRICING ELEMENTS (a) AND (cc) OF ATTACHMENT B IS AS
FOLLOWS:
(s) ________________ staples over the term of the Contract are included in pricing elements (a) and (cc) of Attachment B pricing
based on the estimated volumes per Segment as listed in Section 3.1 of this RFP package
MAXIMUM NUMBER OF UNITS TO BE ADDED UNDER COST-PER-IMPRESSION PROGRAM
THE MAXIMUM NUMBER OF SEGMENT 3, 4 & 5 DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS THAT CAN BE
ADDED CO-TERMINOUSLY DURING EACH YEAR OF THIS CONTRACT TERM (BY ADDING THE PER-SEGMENT
ESTIMATED VOLUMES TO THE UNIVERSITY’S VOLUME GUARANTEE AT THE CONTRACTED COST-PER-
IMPRESSION COST LISTED IN PRICING ELEMENT [a] ABOVE) SHALL BE ESTABLISHED AS FOLLOWS:
(t) ___________ Segment 3 units per year (including Color Hybrid units)
(u) ___________ Segment 4 units per year (including Color Hybrid units)
(v) ___________ Segment 5 units per year
Eastern Kentucky University RFP 24-08 Page 42 of 49
OUTRIGHT PURCHASE COSTS
THE OUTRIGHT PURCHASE COSTS FOR THE INITIAL FLEET AND UNITS TO BE INSTALLED THEREAFTER AS PER
ATTACHMENT F ARE AS FOLLOWS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):
(w) ___________________ total outright purchase amount should the University decide to purchase the initial fleet of Segment 3, 4 &
5 Convenience equipment specified in this RFP
(x) ___________________ per-unit Segment 3 Monochrome outright purchase cost (configured as per RFP)
(y) ___________________ per-unit Segment 3 Color Hybrid outright purchase cost (configured as per RFP)
(z) ___________________ per-unit Segment 4 Monochrome outright purchase cost (configured as per RFP)
(aa) ___________________ per-unit Segment 4 Color Hybrid outright purchase cost (configured as per RFP)
(bb) ___________________ per-unit Segment 5 outright purchase cost (configured as per RFP)
SERVICE AND TONER MONOCHROME AND COLOR PER-CLICK SERVICE RATES
IF EKU PURCHASES THE PROPOSED EQUIPMENT
IN THE EVENT EKU PURCHASES THE PROPOSED EQUIPMENT, THE FIXED BLENDED MONOCHROME AND COLOR
COST-PER-IMPRESSION FOR SERVICE AND TONER IS AS FOLLOWS:
(cc) ___________________ all-inclusive blended monochrome service and toner per-click charge applicable should the University
decide to purchase the convenience fleet being proposed (the blended monochrome per-click service and toner charge shall be fixed
for five years; the required inclusion of one (1) full-time on-site technician, all volume guarantees, shortage credits and overage
charges as listed elsewhere in this RFP shall be applicable under an outright purchase)
(dd) ___________________ all-inclusive blended color service and toner per-click charge applicable should the University decide to
purchase the convenience fleet being proposed (the blended color per-click service and toner charge shall be fixed for five years)
SERVICE AND TONER MONOCHROME PURCHASE/SERVICE COSTS
APPLICABLE TO SEGMENT 1 EQUIPMENT ONLY
AS VARIOUS EKU SCHOOLS & DEPARTMENTS PURCHASE THE PROPOSED SEGMENT 1 EQUIPMENT, THE FIXED
HARDWARE AND SERVICE COSTS SHALL BE AS FOLLOWS:
(ee) ___________________ (please list the proposed Segment 1 model here with all optional accessories necessary to meet Section
3.1.1.1 specification compliance)
(ff) ___________________ per-unit Segment 1 outright purchase cost (configured as per Section 3.1.1.1 of this RFP; please note:
Segment 1 units will be purchased only on an as-needed basis by the University and their associated costs and volumes should not be
factored in to the fleet-wide cost-per-impression pricing listed in item [a] above on Attachment B)
(gg) ___________________ all-inclusive monthly monochrome service and toner minimum charge guaranteeing 500 copies/prints per
month (this monthly minimum charge shall be firm for the duration of this contract)
(hh) ___________________ all-inclusive service and toner per-click overage charge applicable should any Segment 1 unit exceed its
monthly minimum of 500 copies/prints (the per-click service and toner overage charge for Segment 1 units shall be firm for the
duration of this contract)
Eastern Kentucky University RFP 24-08 Page 43 of 49
ATTACHMENT C - OFFEROR PRICING FORM—
DIGITAL PRODUCTION MULTIFUNCTIONAL EQUIPMENT GROUP
Please list below the exact Quantity, Brand and Model numbers of the proposed Segment 6 Digital Production Multifunctional Units,
scanner and controller software to match the specifications of this RFP:
Segment 6 (Light Production): _(Quantity: )____________________________________________________
Segment 6 (Heavy Production): _(Quantity: )___________________________________________________
Production Scanner: _(Quantity: )____________________________________________________________
Front-End Hardware Controller (Including Software Manufacturer and Version): _(Quantity: )______________
ALL-INCLUSIVE COST-PER-IMPRESSION PRICING — APPLICABLE TO SEGMENT 6 LIGHT AND HEAVY DIGITAL
PRODUCTION MULTIFUNCTIONAL UNITS: The all-inclusive cost to meet all Contract requirements listed in this RFP must be
included in the cost-per-impression charge listed below, including, but not limited to: All necessary Segment 6 hardware, firmware,
software, document feeders, finishers, paper drawers, large capacity paper trays, production scanner, front-end controller hardware
and software, print controllers, scanning servers, LDAP authentication, .pdf workflow, .pdf page editing software, finisher/feeder kits,
scan/print licenses, page description languages, ramp-up training, print drivers, network administration utilities, boards, cards,
peripherals, insurance, lease administration fees, return freight charges, grounding, power surge protection devices (line conditioners),
emergency service, networking printing and scanning support, parts, consumable parts, supplies, toner, staples, fuser oil (if
applicable), photoconductors, developer, labor, firmware upgrades, software upgrades, drive time, trip charges, hourly rates, freight,
delivery, set-up, installation, two-week ramp-up training for up to four (4) EKU production operators, order entry fees, de-installation
at Contract completion, hard-drive cleaning at de-installation and ongoing training. Cost-per-impression pricing must remain firm
throughout the Contract term.
Fleet-wide all-inclusive cost-per-impression price for Segment 6 Light and Heavy Digital Production Multifunctional Units
including the front-end production controller and scanner: (a) _____________ per monochrome impression guaranteeing a
Contract minimum of 32,400,000 (32.4 million) pooled impressions to be produced on one (1) Segment 6 Light Digital
Production Multifunctional Unit and one (1) Segment 6 Heavy Production Multifunctional Unit (with a front-end production
controller and scanner) combined as per the Attachment F schedule during the period of April 1, 2008 through March 31,
2013.
SHORTAGE CREDIT/OVERAGE CHARGE
SHORTAGE CREDIT AND OVERAGE CHARGE APPLICABLE TO DIGITAL PRODUCTION MULTIFUNCTIONAL UNITS:
(b) ___________ per monochrome impression as a shortage credit
(c) ___________ per monochrome impression as an overage charge
RENEWAL CHARGES
MONTHLY, QUARTERLY OR ANNUAL RENEWAL CHARGES APPLICABLE TO DIGITAL PRODUCTION
MULTIFUNCTIONAL UNITS:
(d) ___________ per monochrome impression during any renewal period
Eastern Kentucky University RFP 24-08 Page 44 of 49
LEASE COST BASIS ELEMENTS
THE PER-IMPRESSION RATE LISTED ABOVE IN ITEM (a) OF ATTACHMENT C WAS DERIVED BY USING THE
FOLLOWING PRICING ELEMENTS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):
(e) ___________________ total contract cost of equipment
(f) ___________________ total contract cost of service
(g) ___________________ total contract cost of supplies and other miscellaneous items
ALLOTMENT OF STAPLES TO BE INCLUDED
THE TOTAL NUMBER OF STAPLES INCLUDED IN PRICING ELEMENTS (a) and (k) OF ATTACHMENT C IS AS
FOLLOWS:
(h) ________________ staples over the term of the Contract are included in pricing elements (a) and (k) of Attachment C pricing
based on the estimated volumes per Segment as listed in Section 3.1 of this RFP package
OUTRIGHT PURCHASE COSTS
THE OUTRIGHT PURCHASE COSTS FOR THE PRODUCTION UNITS TO BE INSTALLED AS PER ATTACHMENT F ARE
AS FOLLOWS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):
(i) ___________________ per-unit Segment 6 Light Production outright purchase cost (configured as per RFP)
(j) ___________________ per-unit Segment 6 Heavy Production (with controller and scanner) outright purchase cost (configured as
per RFP)
SERVICE AND TONER PER-CLICK RATE IF EKU PURCHASES THE PROPOSED EQUIPMENT
IN THE EVENT EKU PURCHASES THE PROPOSED EQUIPMENT, THE FIXED BLENDED COST-PER-IMPRESSION FOR
SERVICE AND TONER IS AS FOLLOWS:
(k) ___________________ all-inclusive blended service and toner per-click charge applicable should the University decide to
purchase the production units being proposed (the blended per-click service and toner charge shall be fixed for five years; all volume
guarantees, shortage credits and overage charges elsewhere in this RFP shall be applicable under an outright purchase)
Eastern Kentucky University RFP 24-08 Page 45 of 49
ATTACHMENT D
SEGMENT 3, 4 & 5 EQUIPMENT ADD FORM This form will act as Addendum # _______ to EKU Contract # _________.
1. The fleet of Digital Convenience Multifunctional Unit Equipment fleet is revised as follows:
The following Equipment is added:
MODEL SEGMENT SERIAL
NUMBER LOCATION REMARKS
2. EKU will be charged as follows for all Digital Convenience Multifunctional Units in Segments 3, 4 & 5 added on this Addendum:
The Offeror will create a separate line item on each monthly invoice indicating the Estimated Monthly Volume for each Segment
times the contracted monochrome cost-per-impression on Attachment B, which is $0.0xxx. The Estimated Monthly Volume per
Segment is as follows: 3,000 impressions per month for Segment 3 equipment, 10,000 impressions per month for Segment 4
equipment and 25,000 impressions per month for Segment 5 equipment. Except as stated in this Addendum, EKU Contract # XXXX
shall remain fully intact.
By signing below we indicate our acceptance of this Contract Addendum:
---------------------------------------------------------------------------------------------------------------------
FOR OFFEROR:
___________________________________ _______________________________ Printed Name of Authorized Representative Title of Authorized Representative
of Offeror of Offeror
_______________________________________________________ ______________ Signature of Authorized Representative of Offeror Date
FOR EASTERN KENTUCKY UNIVERSITY (EKU):
_________________________________________ _________________________________ Printed Name of Authorized Representative Title of Authorized Representative
of EKU of EKU
_______________________________________________________________ __________ Signature of Authorized Representative of EKU Date
Eastern Kentucky University RFP 24-08 Page 46 of 49
ATTACHMENT E – SUMMARY PROPOSAL CHECKLIST
Note: This Checklist should be completed only AFTER your company’s proposal is FINISHED and ready to be submitted. You will
need the final version of your proposal before you will be able to answer the questions in this Checklist.
Based on your company’s final proposal to EKU, please answer the following questions in the affirmative with a checkmark next to
the appropriate question (please do NOT expand on your answers to these questions in your proposal; no checkmark means that your
proposal answers the question in the negative). In this Checklist we are asking for confirmation of our understanding on the following
key elements of your company’s proposal:
1. Are you in agreement that, except where deviations appear or are otherwise clearly highlighted in your proposal, EKU’s
RFP language is controlling?
2. Have you CLEARLY listed ALL of your contractual deviations, as well as your Equipment specification deviations,
to EKU’s RFP in your proposal under Section 5.6.31?
3. Is the pricing listed in your proposal (as listed on Attachments B and C) GUARANTEED to remain firm throughout the
sixty (60) month Contract?
4. Did you base your fleet-wide Digital Convenience Multifunctional Unit pricing in Attachment B on a guaranteed total
number of one-hundred and eighty-five (185) total Segment 3, 4 & 5 Digital Convenience Multifunctional Units and
a guaranteed combined Contract minimum volume of 57,000,000 (57 million) monochrome impressions during the
60-month Contract term beginning on April 1, 2008 and running through March 31, 2013, using the phase-in
schedule of such equipment as listed in Attachment F?
5. Does your Attachment B pricing include the specified network printing, faxing, scanning and color capabilities
including all required software related to all applicable Digital Convenience Multifunctional Units proposed from
day one of this Contract?
6. Did you base your Digital Segment 6 Light and Heavy Production Multifunctional Unit (with front-end production
controller and scanner) pricing in Attachment C on a guaranteed placement of two (2) total Segment 6 Digital
Production Multifunctional Units and a guaranteed combined Contract minimum volume of 32,400,000 (32.4
million) monochrome impressions during the sixty (60) month Digital Production Multifunctional Unit Contract
term beginning on April 1, 2008 and running through March 31, 2013?
7. Do you agree that EKU, in its sole discretion, may decide to lease or purchase the proposed equipment as per the pricing
set forth in Attachments B and C and that, regardless of the lease/purchase decision, all requirements of this RFP are
otherwise applicable?
8. Is it your understanding that EKU, in its sole discretion, may replace any individual unit not meeting the 98% monthly
uptime requirement for two consecutive months?
9. Do you currently have a spare parts depot located within a fifty-mile radius of Richmond, KY for all types of
Equipment being proposed?
10. Have you factored into your proposed fleet-wide Digital Convenience Multifunctional Unit pricing the expenses
associated with having one (1) full-time on-site technician to support the Convenience and Production Equipment
Group units being proposed?
11. Are you in agreement that EKU may add Digital Convenience Multifunctional Units, subject to the maximum number
of units that can be added as listed in Attachment B, by guaranteeing additional copy/print monochrome volume at
the proposed per-impression rate?
Eastern Kentucky University RFP 24-08 Page 47 of 49
12. Will your company automatically deduct from each monthly invoice $25 per hour of downtime for each unit that is
under the 98% monthly uptime requirement?
13. Has your company factored into its pricing the performance of proactive PMs according to the manufacturer’s published
intervals on all units installed?
14. Is it your company’s understanding that Segment 1 units will be purchased strictly on an as-needed basis by the
University and that the costs and volumes related to these units should not be included in your blended cost-per-
impression pricing listed in item (a) of Attachment B?
15. Has your company had adequate time to carefully review the entire RFP and prepare the attached proposal?
16. Have you attached to your proposal all of the completed RFP Attachments and any Addenda that were issued by EKU
including the performance bond?
Eastern Kentucky University RFP 24-08 Page 48 of 49
ATTACHMENT F
EKU SCHEDULE OF GUARANTEED EQUIPMENT INSTALLATIONS
BY DATE AND SEGMENT
Year Month Segment Total Count
2008 4/Inception 3 63
2008 4/Inception 3C 2
2008 4/Inception 4 42
2008 4/Inception
5 7
2008 4/Inception (may be
adjusted by 1 or 2
months due to heavy
April production
schedules)
6
HEAVY 1
Total for Contract
Inception: 115
Year Month Segment Total Count
2008 5 3 1
2008 5 3C 1
2008 5 4 1
2008 5 5 1
2008 6 5 2
2008 6 4 1
2008 7 3 1
2008 7 5 1
2008 8 3 3
2008 9 3 2
2008 9 4 2
2008 10 4 1
2008 12 3 1
2008 12 4 1
Total for 2008 (after
Contract Inception): 19
Eastern Kentucky University RFP 24-08 Page 49 of 49
Year Month Segment Total Count
2009 2 4 1
2009 2 5 1
2009 3 3 2
2009 3 4 2
2009 4 4 1
2009 5 3 2
2009 5 4 1
2009 6 4 2
2009 7 3 3
2009 7 4 2
2009 7 4C 2
2009 8 3 3
2009 8 3C 1
2009 8 6 LIGHT 1
2009 9 3 3
2009 9 4 2
2009 10 3 1
2009 11 4C 1
2009 12 3 2
2009 12 3C 1
2009 12 4 3
Total for 2009: 37
Year Month Segment Total Count
2010 1 4 1
2010 1 5 1
2010 2 3 1
2010 2 3C 1
2010 2 4 2
2010 4 3 4
2010 4 4 1
2010 5 4 1
2010 6 5 1
2010 8 3 1
2010 8 3C 1
2010 11 3C 1
Total for 2010: 16