ministry of education digital networked multifunction device

Ministry of Education

Digital Networked Multifunction Device Vendor of

Record (VOR)

Request for Proposals

For

Ministry of Education Headquarters

14 Waller’s Point Road Southside, St. David’s DD 03

And

Child Development Programme

Tynes Bay House 37 Palmetto Road Devonshire DV05

Ministry of Education December 12, 2012

Digital Networked Multifunction Devices Vendor of Record RFP Ministry of Education

Request for Proposal (RFP) 2

TABLE OF CONTENTS

Executive Summary ................................................................................................. 5 1.0 Introduction ................................................................................................. 7 2.0 Background ................................................................................................. 7 3.0 Scope and Purpose ..................................................................................... 8 3.1 Purpose ....................................................................................................... 8 3.2 Scope .......................................................................................................... 8 4.0 Responding to RFP ..................................................................................... 8 4.1 RFP Purpose ............................................................................................... 8 4.2 RFP Schedule ............................................................................................. 8 4.3 Submission Requirements .......................................................................... 9 4.3.1 Vendor Response Check List ...................................................................... 9 4.3.2 Format of Submission (Mandatory) ............................................................. 9 4.3.2.1 Cover........................................................................................................... 9 4.3.2.2 Table of Contents ........................................................................................ 9 4.3.2.3 Executive Summary .................................................................................... 9 4.3.2.4 Vendor and Proposal Information .............................................................. 10 4.3.2.5 Corporate References ............................................................................... 10 4.3.2.6 Vendor Understanding .............................................................................. 10 4.3.2.7 Detailed Responses to RFP Requirements ............................................... 10 4.3.2.8 Pricing Summary ....................................................................................... 11 4.3.2.9 Volume Guarantees .................................................................................. 11 4.4 RFP Submission Process.......................................................................... 12 4.4.1 Electronic Tendering Services ................................................................... 12 4.4.2 RFP Contact Person ................................................................................. 12 4.4.3 Contact Person ......................................................................................... 12 4.4.4 Oral Information ........................................................................................ 12 4.4.5 Vendor Questions ..................................................................................... 12 4.4.6 Changes to the RFP .................................................................................. 13 4.4.7 Amendments ............................................................................................. 13 4.4.8 Right to Cancel .......................................................................................... 13 4.4.9 Vendor Briefing Session ............................................................................ 13 4.4.10 Delivery of Proposals and RFP Closing Date ............................................ 13 4.4.11 RFP Opening ............................................................................................ 14 4.4.12 Confidential Responses ............................................................................ 14 4.4.13 Information ................................................................................................ 14 4.4.14 Verification ................................................................................................ 15 4.4.15 Proposal Irrevocability ............................................................................... 15 4.4.16 Late Proposals .......................................................................................... 15 4.4.17 Changes to Proposal ................................................................................. 15 4.4.18 Withdrawal ................................................................................................ 15 4.4.19 Unsigned Proposals .................................................................................. 15



5.0 Evaluation Process and Requirements ..................................................... 15 5.1.1 Award of Project ........................................................................................ 15 5.1.2 Incomplete Proposal ................................................................................. 16 5.1.3 No Liability for Expenses or Damages ...................................................... 16 5.1.4 Evaluation of the Proposals....................................................................... 16 5.2 Product Availability .................................................................................... 17 5.3 Business Interests of the Government ...................................................... 17 5.3.1 Product Development ................................................................................ 18 5.3.2 Financial Stability ...................................................................................... 18 5.3.3 Product Support and Maintenance ............................................................ 18 5.3.4 Manufacturer Support ............................................................................... 19 5.3.5 Financing Programme ............................................................................... 19 5.3.6 References ................................................................................................ 19 5.4 Technical Functionality .............................................................................. 20 5.4.1 General Features ...................................................................................... 20 5.4.2 Network Print Controller and Printer Interface ........................................... 20 5.4.3 Scanning Capabilities ................................................................................ 21 5.4.4 Facsimile Capabilities................................................................................ 21 5.4.5 Cost of Operation ...................................................................................... 22 5.4.6 Contract Clauses ....................................................................................... 22 6.0 Terms and Conditions ............................................................................... 23 6.1 RFP Process ............................................................................................. 23

APPENDIX A

APPENDIX B



SPECIAL NOTE The Government of Bermuda’s Ministry of Education (MOED) wishes to set information technology standards in order to reduce costs, improve service, and improve communications between the MOED, schools, parents, the community and other external partners. The MOED is committed to implementing internationally recognized non-proprietary open standards and protocols. However, in certain areas of information technology no such standards exist. In this case the Ministry intends to set proprietary/product name standards until the emergence of appropriate open standards. In the case of setting proprietary standards, the MOED intends to be as fair as possible to all product manufacturers and suppliers. Accordingly, it will use the request for proposal (RFP) process to publicly solicit proposals on product and/or service solutions in various technology domains. Vendor proposals will be evaluated based on documented requirements and the estimated total cost of operation over the duration of the lease agreement.



EXECUTIVE SUMMARY

The Government of Bermuda’s Ministry of Education (MOED) is continuing its implementation of a comprehensive, integrated Ministry-wide information technology strategy that will:

improve educational opportunities for students;

improve the quality, quantity, and timeliness of information available to educational policy makers;

increase staff productivity;

improve the overall administrative efficiency and effectiveness; and,

improve communications. One aspect of technology that has already been identified as an area for improvement is multifunction devices (printer/scanner/copier type machines). Advances in digital technology and the requirement for copiers to have multiple functions and be connected to computer networks means that product selection must be standardized and must be managed by an organization’s information technology department. This RFP is intended to select a Vendor of Record (VOR) for the lease of digital networked multifunction devices (MFD) for the MOED Headquarters and its Child Development Programme. The MOED is interested in procurement models that allow it to maximise its productivity and minimise its costs over the useful life of the digital MFD (e.g. 36 months). It is required that Vendor proposals include all parts, service, maintenance, and consumable supplies for the duration of the contractual lease agreement, and user training at the time of installation. This document is a Request For Proposal (RFP) which invites Vendors to propose a product or product mix to meet the technical requirements outlined in Section 5 of this RFP. The procurement process will be conducted in two phases:

1. The evaluation of proposals to set standard(s) that will form the basis for the future installations of digital MFD technology. The standard will be for three years.

2. The negotiation of contractual lease agreements based on price bids made as

part of the proposals for the successful Vendor(s) from phase 1.



The RFP requests information on how the proposed solution(s) meets each individual requirement for digital MFDs. Information on total cost of operation over the duration of the lease is also sought. The RFP requires questions to be answered in order that the MOED can determine the solution(s) that best meet the business interests of the government and can be readily integrated into its total information technology infrastructure. The following template shows the relative importance of the categories of requirements.

Requirement Category Percentage Importance

Business Interests of Government 33.3

Technical Functionality 33.3

Total Cost of Operation over the Duration of the Lease

33.3

Contract clauses that will be expected to be agreed to by any Vendor for any agreement resulting from this RFP are defined in Section 6. Vendors are required to indicate their agreement or objections to the clauses of the contract. Objections may, but not necessarily, result in the disqualification of the Vendor proposal. Nevertheless, satisfactory resolution is a condition of agreeing to any contract in the event that a proposal is recommended as the standard.



1.0 INTRODUCTION

The Government of Bermuda’s Ministry of Education (MOED) is continuing its implementation of a comprehensive, integrated Ministry-wide information technology strategy that will:

improve educational opportunities for students;

improve the quality, quantity, and timeliness of information available to educational policy makers;

increase staff productivity;

improve the overall administrative efficiency and effectiveness; and,

improve communications. One aspect of technology that has already been identified as an area for improvement is multifunction devices (printer/scanner/copier type machines). Advances in digital technology and the requirement for copiers to have multiple functions and be connected to computer networks means that product selection must be standardized and must be managed by an organization’s information technology department. 2.0 BACKGROUND

The MOED intends to establish a standard digital networked multifunction device (MFD) environment, as a component of a long term Information Technology Strategic Plan. The intention is to determine the best digital networked MFD environment for the MOED that will provide the required functionality at the lowest total cost of operation over the duration of the lease. There are several reasons that the MOED has decided to proceed with this initiative at this time:

The Ministry has installed a Local Area Network to improve communication and provide internet access to users, and networked printing and document scanning capabilities are on-going operational requirements.

Digital MFD offer greater functionality, speed and reliability, and their proper implementation within MOED’s network could either totally eliminate or greatly reduce the need for separate facsimile machines and scanners.

The MOED would like to leverage its purchasing power by entering into a long-term contractual lease agreement that will allow it to build a quality relationship with the selected vendor and minimise its total cost of operation of MFD.



As digital MFD are added to the MOED’s network, they must be standardized to minimise the amount of configuration and on-going systems maintenance and facilitate the scanning and upload of documents to the Government’s enterprise resource planning system, commonly known as E1. Leasing digital MFD with bundled service and consumables or entering into a “cost-per-copy” contract would allow the Ministry of Education to benefit from a fleet of devices that remain current. Furthermore, these approaches provide better statistics from which to manage costs and focus on areas of potential cost savings. 3.0 PURPOSE AND SCOPE 3.1 Purpose

The purpose of the digital networked MFD standards project associated with this RFP is to select and install a standard device environment that will meet the requirements of the MOED at the lowest total cost of operation over the duration of the lease agreement. 3.2 Scope

This RFP is intended to select a standard digital networked MFD platform for the MOED and to replace devices currently used at the MOED’s Headquarters and Child Development Programme. 4.0 RESPONDING TO RFP 4.1 RFP Purpose In order to set standards, the RFP process is being used to allow Vendors to provide information on how their Digital Multifunction Device solution meets the MOED’s needs as outlined in Sections 5 and Appendix B. 4.2 RFP Schedule RFP Release Date

Date: December 12, 2012 Time: 4:00PM

RFP Closing Date Date: January 16, 2013 Time: 4:00PM



4.3 Submission Requirements

In responding to this RFP, Vendors are requested to provide the information requested in the structure described below. However, Vendors are encouraged to provide additional comments based on their experience and expertise. Vendors are to ensure that their response addresses the criteria by which the proposal will be evaluated as given in section 5 of this RFP. Vendors are invited to recommend a product/service solution for Digital Networked Multifunction Device technology, and list how their solution(s) meets the requirements set out in Section 5 and the Appendix of this RFP. Vendors are also required to provide cost of operation data over the duration of the lease agreement. 4.3.1 Vendor Response Check List

The Vendor Response Check list allows both the Vendor and the MOED to ensure all required RFP sections have been completed and included in the submission. The Vendor shall complete the Vendor Response Check List provided in Appendix A and attach it to the start of the submission. 4.3.2 Format of Submission (Mandatory) Vendors MUST ensure that their proposal structure uses the same numbering scheme used within section 5 of this RFP when referring to the requirements. Vendors are required to adhere to the numbering system and sequence below along with completing each of the following responses sections in their responses to this RFP.

4.3.2.1 Cover The submission cover is to clearly indicate the Vendor’s name, the project name, and submission date. All pages of the submission are to be identified by the Vendor ’s name, the page number, and submission date. 4.3.2.2 Table of Contents

The Vendor shall include a Table of Contents with page numbers for the proposal. 4.3.2.3 Executive Summary

The Vendor shall provide an Executive Summary, less than three pages in length, outlining the proposed approach to meeting the RFP requirements and the associated cost.



4.3.2.4 Vendor and Proposal Information The proposal must contain the Vendor's corporate name and address, telephone, fax number and the signature of an authorized officer of the company, including his/her title, and date of submission. If there are multiple organizations participating in this bid, a description of the organizations participating in this proposal, their responsibilities in the proposal and the deliverables they will provide shall be included. As well, the Corporate entity that will be legally bound to the MOED is to be identified. The Vendor must provide a statement from the Social Insurance and Tax Office on its accounts with these two government organisations. 4.3.2.5 Corporate References

The Vendor must provide relevant references from similar organizations which have adopted a similar proposed solution as their corporate digital networked MFD standard, providing the following information:

a) Contact name and title Company name Address Phone Number Fax Number

b) Brief description of organization including scope and type of products and

services provided by the Vendor.

4.3.2.6 Vendor Understanding It is the Vendor's responsibility to understand all necessary information concerning the intent and requirements of this RFP and project. 4.3.2.7 Detailed Responses to RFP Requirements Vendors are invited to recommend a solution for digital MFD technology, and list how their solution(s) meets the requirements set out in Section 5. Vendors are to provide up to two or three paragraphs for each requirement. Responses must be concise but detailed and objective enough to allow proper evaluation (average two or three paragraphs per requirement).



Vendor statements regarding requirements must be more elaborate than merely stating “comply”. Minimal statements regarding requirements will be evaluated as minimally acceptable. 4.3.2.8 Pricing Summary

A summary of all pricing details for the proposed product(s) is to be included in the Vendor’s proposal referencing this section. Also, the Vendor must set out any available price discounts/rebates and whether the total bid price has been reduced from the list price(s) for the goods and services. The Vendor must provide a statement that the pricing will remain in effect and be applicable to all additional MFD that meet the standard and are leased during the term of the contract. All prices must be quoted in Bermuda Dollars with shipping, handling and installation included. Please note that the Government of Bermuda’s Ministry of Education, as specified in fifth schedule, section C of the Bermuda Customs Tariff Act, does not pay duty on hardware purchased and used solely in a public school or MOED Headquarters. Please include duty in your costing if the lease is not a “lease to own”. 4.3.2.9 Volume Guarantees The government is prepared to guarantee an initial commitment to contract for six (6) digital MFD, consisting of the following types:

four (4) Color segment 4 devices (Office of the Minister, Child Development, Student Services and Exam Copier Room) – minimum speed 45-50 ppm

two (2) B/W segment 5 devices (Exam Copier Room) – minimum speed 70-80 ppm

The potential volume of MFDs during the three year term of the contract, depending on future decisions concerning other administrative sites is estimated to be eight (8), but there is no commitment to reach those levels. 4.4 RFP Submission Process

The Vendor shall adhere to the requirements below governing the proposal submission process. 4.4.1 Tendering Services



The sole method used to distribute the RFP, any addenda, and answers to questions delivered to the RFP contact person named in Section 4.4.2, is in writing. NOTE: Questions relating to this RFP will be accepted only if sent in writing

byfax, or by e-mail to the RFP contact person. 4.4.2 RFP Contact Person For the purpose of this RFP the sole contact is: Name: Michele Bridges Title: Ministry Comptroller Phone: 278-3338 Fax: 232-0268 E-mail: [email protected] 4.4.3 Vendor Contact Person Vendors are required to designate as early as possible one individual to whom any additional information deemed relevant to the RFP may be communicated. The name of this person, the mailing address, telephone and FAX numbers should be provided to the RFP Contact person. All correspondence related to this RFP will be accepted from only the Vendor designated individual and all MOED responses will be forwarded only to the same individual. 4.4.4 Oral Information No information given orally by the MOED will be binding nor will it be construed as to change the requirements of this RFP in any way. 4.4.5 Vendor Questions Questions will be accepted in writing, by FAX or email to the RFP Contact Person. It is the Vendor’s responsibility to confirm verbally that all FAX correspondence has been received by the RFP Contact Person. Questions received from Vendors that seek/require/request an interpretation, confirmation or clarification and whose answers do not result in a correction/change/addition to any of the RFP terms and conditions, will be reported to all Vendors as a summary of general clarification questions received and answers given.



4.4.6 Changes to the RFP Vendors shall promptly examine the RFP documents, appendices and attachments and report any errors or omissions. The RFP contains a Special Notice, an Executive Summary, Sections 1 through 6, and Appendices A-B. Any interpretation, correction or change in the RFP will be made by addendum and distributed to all Vendors. Interpretations, corrections or changes in the RFP made in any other manner will not be binding, and Vendors shall not rely upon such interpretations, corrections and changes. Each Vendor shall be responsible for verifying before submitting their proposal that it has received all addenda that have been issued. 4.4.7 Amendments Vendors can submit amendments, which are changes or additions to their responses. All amendments must be received in hard copy form prior to the RFP Closing Date and time in order to be considered. 4.4.8 Right to Cancel The MOED reserves the right to cancel this RFP at any time. 4.4.9 Vendor Briefing Session There WILL NOT be a Vendor Briefing Session. 4.4.10 Delivery of Proposals and RFP Closing Date If a Vendor is submitting a proposal, the following are required: One (1) unbound copy, two (2) bound copies, and one electronic copy of proposals must be received by 4:00 p.m. local time on the RFP Closing Date (see Section 4.2 RFP Schedule) at the following address: MINISTRY OF EDUCATION Attention: Ms. Michele Bridges, Ministry Comptroller 14 Waller’s Point Road, St. David’s DD 03, Bermuda Mailing Address: P.O. Box HM 1185, Hamilton HM EX, Bermuda Tel: 278–3338 Fax: (441) 232-0268 e-mail: [email protected]

mailto:[email protected]



IT IS THE VENDOR'S SOLE RESPONSIBILITY TO ENSURE THAT THE PROPOSAL SUBMISSION IS DELIVERED TO AND RECEIVED AT THE PROPER DESTINATION PRIOR TO THE CLOSING DATE AND TIME AS SO INDICATED HEREIN.

The time of receipt of proposals and amendments is the MOED’s date and time stamp. Should a Vendor submit two or more amendments for the same purpose, the one bearing the later date and time stamp will be included in the evaluation, provided that such is received on or before the closing date and time. All amendments must be received in hard copy form at the above address prior to the RFP Closing Date and time in order to be considered. 4.4.11 RFP Opening There will not be a public opening. The successful Vendor shall be notified in writing, when the MOED has awarded the project in accordance with section 5.1.1 of this RFP (Award of Project). 4.4.12 Confidential Responses The MOED will consider all proposals as confidential. It will, however, have the right to make copies of all proposals received for its internal review process. The MOED reserves the right to distribute the proposals to any third party consultants under contract for the purposes of evaluating the responses. Any such third party contract will include clauses to guarantee the confidentiality of the proposals. 4.4.13 Information All requirements, documents and information obtained by the Vendor in connection with this RFP are the property of the MOED and must be treated as confidential and not used for any other purpose than replying to this RFP and the fulfilment of the subsequent contract. Upon request of the MOED, all such documents, manuals and information shall be returned to the MOED. 4.4.14 Verification The Vendor understands and agrees that the MOED may verify any information provided in any proposal, but this does not imply that the Vendor can change its proposal. 4.4.15 Proposal Irrevocability



The proposal submitted is irrevocable by the Vendor and will remain in effect and open for acceptance by the MOED for a period of 90 days after the RFP Closing Date. 4.4.16 Late Proposals

Proposals or amendments hereto received after the closing date and time specified in the RFP Schedule will not be considered and will be returned unopened to the sender. 4.4.17 Changes to Proposal No amendments will be accepted after the specified RFP Closing Date (see Section 4.2 - RFP Schedule). However, the Vendor may alter or withdraw its proposal at any time before the RFP Closing Date. 4.4.18 Withdrawal The Vendor may withdraw its proposal without penalty by written notice or fax transmission to the RFP Contact Person, providing the notice or fax transmission is received prior to the RFP closing date, otherwise the proposals are irrevocable. The Vendor’s withdrawal must be on company letterhead and signed by authorized staff. 4.4.19 Unsigned Proposals Unsigned Proposals will be considered invalid and not processed and will be returned to the Vendor. 5.0 EVALUATION PROCESS AND REQUIREMENTS 5.1.1 Award of Project The MOED has the right to select among the proposals received one or more Vendors to whom the project will be awarded. In the event that more than one proposal is accepted then the guaranteed volumes identified in section 4.3.2.9 Volume Guarantees are waived and will be divided among the successful vendors at the sole

discretion of the MOED. The acceptance of a proposal and the award of this project or any part thereof will be made in writing only to the prime contractor in the event of a multiple-organization proposal. 5.1.2 Incomplete Proposal

Digital Networked Copier Vendor of Record RFP Ministry of

Education

Request for Proposal (RFP)

16

The MOED reserves the right to reject any proposal whether or not it is completed properly and whether or not it contains all required information. Without prejudice to this right, the MOED may request clarification where any respondent's intent is unclear or may waive or request amendment where, in the opinion of the MOED, there is a MINOR irregularity or omission in the information that is to be submitted in a required document. 5.1.3 No Liability for Expenses or Damages The MOED will not be liable for any costs or damages incurred by any Vendor including, without limitation, any expenses incurred in the preparation, submission and presentation of the Vendor’s proposal. 5.1.4 Evaluation of the Proposals The proposals will be evaluated under the following three criteria:

- the extent to which the proposed solution ensures that the best long-term business interests of the government are met;

- technical functionality; and

- Total Cost of Operation (TCO) over the duration of the lease agreement (3 years).

Requirement Category Percentage Importance

Business Interests of Government 33.33

Technical Functionality 33.33

Total Cost of Operation over the duration of the lease agreement (3 years)

33.33

The requirements are framed in the form of questions to the Vendors who are asked to answer the questions that they feel qualified to answer. For questions not answered the respondents are asked to give reasons for not answering. Answers will be verified against reputable industry experts and/or publications or otherwise verified where possible. Vendors may be asked to explain or further detail


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their responses and/or provide references for verification. 5.2 Product Availability

Although no assigned weighting has been provided to “Product Availability”, it is very important that the products included in the Vendor’s proposal are available and can be delivered and installed in the MOED’s Headquarters and Child Development Programme by February 28, 2013. 5.2.1 Please provide a delivery and implementation schedule for all of the locations listed in Appendix B. (Base your schedule on being notified of whether or not you are the successful Vendor on February 04, 2013) 5.2.2 In the event you are the successful Vendor and you do not meet your planned delivery and implementation schedule provide details of any compensation that you would propose to make to the MOED.

5.3 Business Interests of the Government The Digital Networked Multifunction Device standard(s) selected must remain viable for the foreseeable future. Due to the degree of technical integration, user training, and complexity of installing digital MFD, it will not be cost effective for the Ministry of Education to change standard(s) every year. Therefore, in selecting a Digital MFD standard, it is essential to evaluate the long term viability of both the proposed solution as well as the manufacturer and Vendor to ensure that the business relationship and technical solution will remain cost-effective and technically viable for the next 3 years. After 3 years, a major review will likely occur, and depending on the information technology (IT) strategies and government trends of the day, the MOED may decide to return to the marketplace for a new or revised Digital MFD solution. 5.3.1 Product Development Product development efforts are a key indicator of whether the Manufacturer wil be able to include state-of-the-art functionality as the Digital MFD marketplace evolves.

5.3.1.1 What are the Manufacturer’s plans for incorporating and/or integrating with emerging technologies?

5.3.1.2 What plans are there for expanding the functionality of the proposed products and how do you propose that the Ministry of Education access new product features as they become available?


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5.3.2 Financial Stability Weight will be given to Vendors according to their demonstration of strong financial positions. Vendors with a strong financial position will be more likely to be stable over the long term and therefore reduces the MOED’s risk of selecting a Vendor which will not be available during the entire expected term of this contract. 5.3.2.1 What are the Vendor’s financial data that will demonstrate a strong financial base for the future development and support of the products?

5.3.2.2 Provide a complete company profile, including:

Number of years the company has been incorporated

Total number of employees

5.3.2.3 Provide a statement confirming that the Vendor firm is conducting business as a proper legal entity and is not delinquent in making payments for any outstanding debts for Government receivables such as, but not limited to, Social Insurance contributions and Payroll Tax.

5.3.2.4 Provide the name(s) of the Principal(s) of the Vendor firm and identify whether each Principal possesses Bermudian status.

5.3.3 Product Support and Maintenance In order that the MOED can successfully implement and operate the proposed Digital Networked MFD environment, sufficient product support resources must be available from the Vendor. 5.3.3.1 What are the details of the responding organisation in terms of management and technical skills and Bermuda presence to support the MOED’s use of the product in the areas of:

product delivery, configuration, installation, and integration

technical support, including hot-line and on-site services 5.3.3.2 What are the details of the responding organisation in terms of guaranteed response times for the various services being offered / proposed as part of the proposed solution? Provide initial response times and time to effect problem resolution.

5.3.3.3 Provide complete details on the maintenance plan being proposed, including;

What is inclusive


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Any maintenance or parts that would not be included under normal maintenance (i.e. list any/all additional chargeable parts/services)

5.3.3.4 Provide details on the current Vendor maintenance environment, including;

Total number of Service technicians that are specifically trained to service the proposed Digital Networked MFD.

Number of Corporate customers currently under maintenance with the Vendor in Bermuda

Number of digital MFD currently under maintenance with the Vendor in Bermuda

5.3.4 Manufacturer Support The Vendor’s relationship with the Manufacturer and the Manufacturer’s relationship with partners are important indicators of the Vendor’s ability to provide long term support to the hardware/software in the proposed solution and the overall integration of it into the MOED’s environment. 5.3.4.1 List all Manufacturers that are relevant to the proposed solution and provide details on the length of the Vendor’s relationship with each Manufacturer.

5.3.4.2 Provide details on any Industry partnerships that are relevant to the proposed solution, including any software alliances.

5.3.5 Financing Programme If the proposed solution is based on a leasing model, then it is important that the MOED understand the nature and viability of the leasing arrangement.

5.3.5.1 Describe in detail the Leasing/Financing Programme being proposed, including:

whether the Lease is an “in-house” lease or through a financial institution

terms and conditions of the lease

lease rate being used and expected residual value of the proposed equipment at the end of the 3 year lease term

5.3.6 References References will be evaluated to determine customer satisfaction with both the Vendor and the proposed solutions. Additional references may be sought directly by the MOED without notification to the Vendor.


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5.3.6.1 Provide 3 current references for where the Vendor has supplied the proposed solution. The references would ideally be for similar institutions. It would be beneficial if the Vendor could also provide written references for:

the Account Representative that you plan to assign to the MOED

the Head of the Service Department that will be responsible for meeting the Ministry of Education’s guaranteed service response times.

5.4 Technical Functionality

The MOED requires information on the technical functionality of the solution being proposed by the Vendor. The information should be provided for all Digital MFD that are being proposed. 5.4.1 General Features 5.4.1.1 Describe the general copying features of the proposed digital MFDs being

proposed, including but not limited to the following;

The copy speed (colour / black & white)

Paper handling features (i.e. input and output mechanisms)

Paper trays – (2 for segment 1 & 2 devices, 4 for segment 3 & 4 devices

Duplexing capabilities

Sorting features and capacities

Stapling features and capacities

Saddle-stitching features and capacities

Multi-position feature

Finishing features and capacities

User interface

Monthly Duty Cycle

Power saving features

Any other features you are including (colour or black & white features)

5.4.2 Network Print Controller and Printer Interface 5.4.2.1 Describe your companies experience in connecting Digital MFD to TCP/IP network environments

5.4.2.2 Provide details on each of the following Network Print Controller attributes:


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- Type - Processor - RAM - Print resolutions supported - PDL Support - Postcript Fonts - PCL Fonts - Hard Disk Capacity - Printer emulations supported - Any additional optimized features

5.4.2.3 Provide the following information on the Printer Interface being proposed: (The MOED’s current environment is twisted pair 10/100MB Ethernet, TCP/IP) - Ports available - Topology supported - Speeds supported - Protocols supported

5.4.3 Scanning Capabilities It is a requirement that all MFD have as an option, the ability to scan documents for the purpose of electronically manipulating scanned images or transmitting them through email.

5.4.3.1 Describe your proposed scanning solution, including:

The scanning speed

Resolutions supported

Memory

Software provided

Any automatic email interfaces

Image format supported (ex. TIFF, PDF, JPEG, Encrypted PDF)

Compression options (mono and colour)

Destinations (ex. email, folders)

Configuration method

Security options

Any other features you are including

5.4.4 Facsimile Capabilities


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It is a requirement that at least two of the MFDs (Office of the Minister and Student Services) have the ability to send and receive facsimile documents.

5.4.4.1 Describe your proposed facsimile solution, including;

Transmission speed

Resolutions supported

Memory

Network Fax Software provided

Any additional features

5.4.5 Cost of Operation Cost of operation over the three years that this standard is in place represents one third of the evaluation in selecting a Vendor of Record to provide Digital MFD technology to the MOED. The MOED expects the Vendor to provide a proposal that includes all costs associated with the Digital MFD environment for the three year term of this standard.

5.4.5.1 Describe all pricing and billing that the MOED would be responsible for submitting to the Vendor for the three year period.

5.4.5.2 List all consumables (toner, drum supplies) associated with this proposal, including:

- guaranteed response time for consumable delivery

5.4.5.3 Describe the proposed billing, billing schedule, and consumable ordering system associated with your proposal.

5.4.6 Contract Clauses Respondents are to state their agreement or objection to contract clauses defined in Section 6.2. Objections are to be fully explained together with suggested alterations. Objections may, but not necessarily, result in the disqualification of the Vendor’s proposal. Nevertheless satisfactory resolution is a condition of agreeing to any contract in the event that their proposal is recommended as a standard.


6.0 TERMS and CONDITIONS

. 6.1 RFP Process

The following terms and conditions are intended to apply to the RFP process itself. For additional terms and conditions pertaining to any resulting formal contract please refer to section 6.2 below. 6.1.1 The MOED has the right to:

a) reject any or all of the proposals; b) accept any proposal; c) if only one proposal is received, elect to reject it; d) elect not to proceed with the project at all as it so determines in its sole and absolute discretion; or e) to alter the schedule, proposal call process or procedures or objective of the project or any other aspect of the RFP, as it may determine in its sole and absolute discretion.

6.1.2 All costs and expenses incurred by a Vendor in relation to the preparation

or presentation of the proposals shall be borne by the Vendors. The MOED shall not liable to pay such costs and expenses or to reimburse or to compensate the Vendors under any circumstances.

6.1.3 The MOED and its advisors make no warranty as to the accuracy or

completeness of any information provided in this RFP or its appendices. Vendors are advised to make their own inquiries regarding any issue which would affect either the approach or pricing for their proposals.

6.1.4 The criteria specified in this RFP are the sole criteria which will be used in

the evaluation of the proposals, and the criteria supersede and exclude all customs and usages applicable to the services.

6.1.5 Any written information received by the MOED from a Vendor pursuant to

a request from the MOED as part of the RFP process shall be considered as an integral part of that Vendor’s proposal.

6.1.6 If it becomes necessary to revise any part of this RFP or, if the Vendors

require any additional data to interpret any of the provisions, the revisions or additional data will be provided to all Vendors. If revisions or additional data are necessary after the closing date for proposals, revisions or additional data will be provided only to those Vendors who have submitted responses and met the basic requirements. Such Vendors, at the discretion of the MOED may have the opportunity to modify their proposals.


6.1.7 No news release pertaining to this RFP shall be issued without the prior written approval of the MOED.

6.1.8 All materials submitted in response to any part of this RFP shall become

the sole property of the MOED without payment or liability for payment. 6.1.9 This RFP does not constitute an offer of any nature or kind whatsoever by

the MOED to the Vendor. 6.1.10 The MOED reserves the right to request the clarification of the contents of

any proposal. The MOED may choose to meet with some or all of the Vendors to discuss aspects of their respective proposals. The MOED may require Vendors to submit supplementary documentation clarifying any matters contained in their proposals and seek the respective Vendor’s acknowledgement of that interpretation. The supplementary documentation accepted by the MOED and written interpretations which have been acknowledged by the affected Vendor shall be considered to form part of the proposals of that Vendor. After the time and date set for receipt of proposals, only the supplementary documentation specifically requested by the MOED for the purpose of clarification shall be considered as part of a proposal. The MOED is not obliged to seek clarification on any aspect of a proposal.

6.1.11 The MOED may, at any time, make public the names of all Vendors.

Vendors should identify any information in the proposals for which confidentiality is to be maintained by the MOED. Confidentiality of such information will be maintained by the MOED, except where an order by a Court requires the MOED to do otherwise.

6.1.12 The MOED reserves the right to verify any information from third parties

and receive such additional information regarding the Vendor, its directors, officers, shareholders/owners and any other individual associated with the proposal as the MOED may require and, in that regard, Vendors submitting proposals are deemed to have granted their consent for any such requests for verification or information.

6.1.13 Each proposal shall be irrevocable by the Vendor and will remain in effect

and open for acceptance for a period of 90 days from the RFP Closing Date.

6.1.14 Any prices quoted must be in Bermuda Dollars with shipping, handling and

installation included. Where duty is included in this quote it must be clearly identified and be kept as a separate cost. The Government of Bermuda’s Ministry of Education, as specified in the fifth schedule, section


C of the Bermuda Customs Tariff Act, does not pay duty on MFDs purchased and used solely in a school or MOED Headquarters.

6.1.15 Conflict of Interest: 6.1.15.1 The Vendor, any of the Sub-Contractors and any of their respective

advisors, partners, directors, officers, employees, agents and volunteers shall not engage in any activity or provide any services to the Minister where such an activity or the provision of such services, creates a conflict of interest (actually or potentially in the sole opinion of the Minister) with the provision of Services pursuant to the Contract. The Vendor acknowledges and agrees that it shall be a conflict of interest for it to use confidential information of the Crown relevant to the Services where the Ministry has not specifically authorized such use.

6.1.15.2 The Vendor shall disclose to the Ministry without delay any actual or

potential situation that may be reasonably interpreted as either a conflict of interest or a potential conflict of interest.

6.1.15.3 A breach of this Section by the Vendor shall entitle the Ministry to

terminate the Contract, in addition to any other remedies that the Ministry has in the Contract, in law or in equity.

6.1.15.4 Vendors must provide a statement of absence of conflict of interest for it

and any of its staff involved in the project. 6.2 Contract to be Negotiated For any contract that is drawn up for an agreement resulting from this project, the following clause will be expected to be agreed to by any Vendor. Vendors are required to indicate their agreement or objections to this contract clause. Objections may, but not necessarily, result in the disqualification of the Vendor’s proposal. Nevertheless satisfactory resolution is a condition of agreeing to any contract in the event that their proposal is recommended as a standard. 6.3.1 Indemnity The vendor shall indemnify and hold the MOED harmless against any from all claims, actions or proceedings arising from the negligent work, acts or omissions, by the vendor, its officers, employees, agents, or contractors including claims for personal injury or tangible property damage to third parties, and against and from all costs, liabilities and expenses incurred in respect of any such claim, action, or proceedings, and this indemnity shall continue in force after termination of this agreement.


Appendix A

Vendor Response Check List

Vendor's Company Name: ________________________________________________________

No.

MFD Proposal Contents

Vendor's Response

Item

Supplied

Comments

1

Vendor Response Check List (this table)

2

References

3

Vendor's Proposal - 4 copies

1 unbound, 2 bound, and 1 electronic

4

Section 5.2 Indicate Product Availability

5

Section 5.3 Business Interests

6

Section 5.4 Technical Functionality

7

Section 5.5 Cost of Operation over the Duration of the Lease

Signature: ____________________________________________ Date: __________________________________


Appendix B – Current MFD Inventory by Office Room Location The information contained in this Appendix shows the existing digital MFD fleet within the MOED’s Headquarters by room location. After each inventory listing, a suggested MFD configuration is proposed. We hope this information will assist the vendor in providing the best solution for each specific room location. If a site visit is required to better assess the existing MFD inventory, then such a visit can be accommodated.


Existing MFD - Office of the Minister

Device Basic Information

Device Name : iR C5180

Product Name : iR C5185

Manufacturer : CANON INC

Serial Number : MER02879

Location : Office of the Minister

Printer Status : Good Working Order

Scanner Status : Sleep mode.

Fax Status : Ready to send or receive fax.

Main Board Version : 7

Controller Version : 9206.7801.6601

Scanner Version : 601.301

Finisher Version : 501.0.502.0.0

Max Print Speed : 51 ppm (Full Color) 51 ppm (Black and White)

Internal Board : Super G3 FAX Board-V1/V2/V3

Duplex Unit : Available

Document Feeder : Duplex Color Image Reader-G1

Paper Source Options : Cassette Feeding Unit-Z1/Z2

Output Options : Finisher-W1 Puncher Unit


Send Function : Available

Encrypted PDF Function : Available

PDF (OCR) Function : Available

Memory Capacity : 1024 MB

Available Hard Disk Capacity (Total) : 50331648 KB

Available Hard Disk Capacity (Remaining) : 50331648 KB

Fonts : Many fonts (too much too list)r

Counter Check

Type Total

101 : Total 1 270464

108 : Total (Black 1) 104440

229 : Copy (Full Color + Single Color/Large) 524

230 : Copy (Full Color + Single Color/Small) 36495

321 : Print (Full Color + Single Color /Large) 3573

322 : Print (Full Color + Single Color/Small) 125432

Black and White Scan (Total 1) 12700

Black and White Scan 1 11813




Color Scan (Total 1) 7193

Color Scan 1 7193

Color Scan 2 7193

Color Scan 3 3142

Color Scan 4 3142

Network Information

Physical Interface : Ethernet

Ethernet Driver Settings : Auto Detect

MAC Address : 000085866564


Use Spooler : Off

Use SNMP v. 1 : On

Use SNMP v. 3 : Off

Enable Dedicated Port : On

Use USB Device : On

Use USB Host : On

TCP/IP

DHCP : Off

RARP : Off

BOOTP : Off

IP Address : 172.20.144.30

Subnet Mask : 255.255.254.0

Gateway Address : 172.20.144.1

Primary DNS Server Address : 172.20.129.3

Secondary DNS Server Address : 0.0.0.0

Host Name : Canon4E5BA0

Domain Name : ministry.edunetwork.bm

DNS Dynamic Update : Off

WINS Resolution : Off

WINS Server Address : 0.0.0.0

Node Type : b Node

Scope ID :

Use LPD : On

Use RAW : On

Use Bidirectional Communication : Off

Response : On

Scope Name : default

Use IPP : On


Use SSL : Off

Use Authentication : Off

Use HTTP : On

Use Proxy : Off

HTTP Proxy Server Address :

HTTP Proxy Server Port Number : 80

Use Proxy within the Same Domain : Off

Proxy Authentication Settings

Use Proxy Authentication : Off

Use FTP Print : On

Use WSD : On

Use WSD Browsing : On

Use Multicast Discovery : On

Use SNTP : Off

Polling Interval : 24hours

NTP Server Address :

Frame Type : Auto Detect

IPX External Network Number : 00000000

Node Number : 000000000000

Print Service : NDS PServer

Tree :

Context :

Print Server :

Printer Number : 0

Service Mode : Minimize form changes within print queues

Printer Form : 0

Polling Interval : 5seconds

Buffer Size : 20KB

Frame Type : Phase 2


Service Name : iR C5180

Use SMB Server : On

Server : minfkfs01

LM Announce : On

Use SMB : On

Printer : DPCANNON1

Proposed MFD for this location The vendor recommended MFD for this location will serve the needs of a core group of people (8-10) within the MOED proper. These persons include the Minister of Education, Permanent Secretary, Commissioner of Education, Director of Academics, Director of Accountability, Policy Analyst, Ministry Comptroller, Scholarship and Loan Officer, Minister’s Administrative Assistant and the Commissioner’s Administrative Assistant. The estimated yearly volume for this MFD is approximately 100,000 copies or 8,300 per month. This color MFD should be a segment 4 speed device (51 ppm) and have similar functionality to the existing one in terms of copying, printing, scanning and faxing. The same finishing and tray options should also exist. Please note the fax option is required for this MFD and location.


Student Services – Room 226



Location : Student Services – Room 226

Basic Functions Status

Printer Status : Not working – requires repairs - $5000.00.

Scanner Status : Ready to scan.

Support :


Paper Information

Drawer 1

STMTR Plain (64-105 g/m2)

Drawer 2

LTRR Plain (64-105 g/m2)

Drawer 3

LGL Plain (64-105 g/m2)

Drawer 4

11x17 Plain (64-105 g/m2)

Stack Bypass

Consumables Information

Remaining Cyan Toner

Remaining Magenta Toner

javascript:MediaDetailPage('1');






Remaining Yellow Toner

Remaining Black Toner

Remaining Staples

Memory Information

Available Memory 100%



Location : Student Services – Room 226


Serial Number : TNF02928





Device Specifications



Document Feeder : Color Image Reader-F1


Output Options : Finisher-W1








Network Information

Physical Interface : Ethernet

Ethernet Driver Settings : Auto Detect

MAC Address : 0000854E8617

Use Spooler : Off

Use SNMP v. 1 : On

Use SNMP v. 3 : Off

Enable Dedicated Port : On

Use USB Device : On

Use USB Host : On

TCP/IP

DHCP : Off

RARP : Off

BOOTP : Off

IP Address : 172.20.144.31

Subnet Mask : 255.255.254.0




Host Name : Canon4E8617

Domain Name : ministry.edunetwork.bm

DNS Dynamic Update : On



Node Type : b Node

Scope ID :


Use LPD : On

Use RAW : On


Response : On

Scope Name : default

Use IPP : On

Use SSL : Off


Use HTTP : On

Use Proxy : Off

HTTP Proxy Server Address :





Use FTP Print : On

Use WSD : On



Use SNTP : Off


NTP Server Address :

Use FTP PASV mode : Off

Department ID Management Password Confirmation : On



Node Number : 000000000000


Tree :


Context :

Print Server :

Printer Number : 0


Printer Form : 0


Buffer Size : 20KB

Frame Type : Phase 2

Service Name : iR C5180

Zone : *

Use SMB Server : On

Server :

LM Announce : Off

Use SMB : On

Printer : DPCANNON2

Main Counter

101 : Total 1 1053098

108 : Total (Black 1) 512400











Color Scan 1 11761

Color Scan 2 11761


Color Scan 3 11740

Color Scan 4 11740

Proposed MFD for this location – Student Services The vendor recommended MFD for this location will serve the needs of a core group of people (20) within the MOED’s Student Services, Mentors and RME. The estimated yearly volume for this MFD is approximately 130,000 copies or 10,800 per month. This color MFD should be a segment 4 speed device (51 ppm) and have similar functionality to the existing one in terms of copying, printing, scanning and faxing. It must have the saddle-stitch functionality and multi-position functionality. The same finishing and tray options should also exist. Please note the fax option is required for this MFD and location.


Copier/Exam Room – Color MFD




Location : Exam Copier Room


Printer Status : Good working order


System Manager :

Copyright : Remote UI Copyright CANON INC. 2008 All Rights Reserved

Paper Information

Drawer 1

LTR Plain (64-105 g/m2)

Drawer 2

LTRR Plain (64-105 g/m2)

Drawer 3


Drawer 4

11x17 Plain (64-105 g/m2)

Stack Bypass








Remaining Cyan Toner

Remaining Magenta Toner

Remaining Yellow Toner

Remaining Black Toner

Remaining Staples

Remaining Saddle Stitch Staples






Serial Number : TQH00993

Version Information








Document Feeder : Color Image Reader-F1


Output Options : Saddle Finisher-W2








Fonts : Many fonts

Main Counter

101 : Total 1 1008210

108 : Total (Black 1) 549764











Color Scan 1 1796

Color Scan 2 1796

Color Scan 3 1365

Color Scan 4 1366

Proposed MFD for this location – Exam Room

The vendor recommended MFD for this location will serve the needs of a core group of people (10) within the MOED’s RME section for the purposes of duplicating a series of exams throughout the year. The estimated yearly volume for this MFD is approximately 600,000 copies. Exams are typically printed during the months of October – January and March – June. This color MFD should be a segment 4 speed device (51 ppm) and have similar functionality to the Canon iR5180 which is located in the Office of the Minister in terms of copying, printing, and scanning. The same finishing and tray options should also


exist.


Exam Copy Room – B/W MFDs


Printer Status : Good working order


Paper Information

Drawer 1


Drawer 2


Drawer 3


Drawer 4

11x17 Plain (64-90 g/m2)

Stack Bypass


Remaining Toner Available

Remaining Staples

Memory Information




Device Name : iR5055


Product Name : iR5055

Serial Number : CJK02492

Version Information












Max Print Speed : 55 ppm


Document Feeder : DADF

Paper Source Options :

Output Options : Finisher-AD1





Fonts :

TCP/IP

DHCP : Off

RARP : Off

BOOTP : Off

IP Address : 172.20.144.41

Subnet Mask : 255.255.254.0




Host Name : Canon8B2722

Domain Name :

DNS Dynamic Update : Off




Node Type : b Node


Use IPP : On

Use SSL : Off


Use HTTP : On

Use Proxy : On

HTTP Proxy Server Address : 172.22.1.121





Use FTP Print : On

Use WSD : On



Use SNTP : Off


Use FTP PASV mode : Off

Department ID Management Password Confirmation : On



Node Number : 000000000000


Tree :

Context :

Print Server :

Printer Number : 0



Printer Form : 0


Buffer Size : 20KB

Use SMB Server : On

Server :

LM Announce : Off

Use SMB : On

Main Counter

101 : Total 1 1389147

103 : Total (Large) 4556

201 : Copy (Total 1) 1389132

203 : Copy (Large) 4556




Proposed MFD (2 B/W) for this location – Exam Room The vendor recommended MFDs for this location will serve the needs of a core group of people (10) within the MOED’s RME section for the purposes of duplicating a series of exams throughout the year. The estimated yearly volume count for each of the two MFDs would be approximately 600,000 copies. Exams are typically printed during the months of October – January and March – June. These B/W MFDs should be a segment 5 speed device (70 - 75 ppm) and have similar functionality to the existing Canon iR5055 in this location in terms of copying, printing, and scanning. The same finishing and tray options should also exist. Please note that two B/W MFDs will be needed for this location.


Child Development Programme

No machine specification data was available for this copier as it is in a state of disrepair. The existing MFD at this location is a Canon iRC40801.

Proposed MFD for this location – Child Development The vendor recommended MFD for this location will serve the needs of a core group of people (20) within the Child Development Programme (CDP).. The estimated yearly volume for this MFD is approximately 100,000 copies or 8,300 per month. This color MFD should be a segment 4 speed device (51 ppm) and have similar functionality to the Canon iR5180 located in the Office of the Minister one in terms of copying, printing, and scanning. The same finishing and tray options should also exist.

ministry of education digital networked multifunction device

Documents