• Request for Proposal

    Multi-Function Copier and Desktop Printer Solution for South Buffalo Charter School

    August 1, 2020 - July 31, 2023 


    South Buffalo Charter School (SBCS) invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). This RFP provides the requirements and evaluative criteria and requests a detailed response from all prospective vendors, including pricing and service descriptions. Bidding closes at 11:59 PM on March 31, 2020  June 26, 2020. Please feel free to download the PDF of this RFP. 

    Request for proposal PDF - Click Here
    Acceptance and Rejection Letters have been mailed to vendor contacts. Thank you all for your participation and we hope you participate in future RFPs. - 7-13-2020
    Questions and Answers  
    Question: When can I submit a proposal and has your needs changed from the original proposal?
    Answer: I will begin reviewing proposals today with a new deadline of June 26, 2020. SBCS will not need to replace the Ricoh SP 252 SF. We will need 15 desktop laser printers that are compatible with Google Printing (Has a PPD driver) instead of the original 24 desktop printers to replace the Ricoh 311DNw. All printers should support printing from a google chromebook as well as Windows and Mac.
    Date: 6/15/2020
    Question: What is the width of the main office cubby?
    Answer: 54" The replacement copier must be able to fit in this space constraint. 
    Date: 6/15/2020
    SBCS shall have the right, without invalidating this RFP or any and/or all contracts, to make additions to or deductions from the work covered by these specifications, and in case such deductions or additions are made, an equitable adjustment of the addition to or deduction in cost shall be made between SBCS and the bidder, as shown in a written amendment to the contract.  

    Is this additions/deductions to printers, copiers, or both?

    This statement is for situations where SBCS finds the need for an additional feature and/or an extra device, something of small change. In that case, it protects the vendor in the sense we wouldn't expect to get these extra features free of charge. I wouldn't add an MFP without a new RFP. I will however be discussing the desktop printers in more detail since I do not have a solid solution. I am looking for options right now to replace our desktop printers and/or put them on a maintenance schedule with the winning vendor.  Right now we are all focused on getting all of the students work for the next 5 weeks. 
    Date: 3/16/2020
    1: Do you need your existing equipment to be shipped back to the leasing company at the end of your current lease? Are the expenses associated with that the responsibility of the awarded vendor?
    2:Do you need the hard drives on the devices to wiped and certified prior to being shipped back?
    1: The existing equipment will need to be shipped back to the leasing company and we would like to have this expense be provided by the awarded vendor. 
    2: We do not require certified destruction of hard drives. 
    Date: 3/9/2020
    Question: Confirmation on finishing

    Production Mono Pro8200s- Saddle Stitch/Hole Punch/Multi Position Staple

    Production Color ProC5210S- Saddle Stitch/Hole Punch/Multi Position Staple

    Office MPC4504- Multi Position Staple


    Production Mono Pro8200s- Saddle Stitch (Booklet) /Hole Punch/Multi Position Staple

    Production Color ProC5210S- Saddle Stitch (Booklet) /Hole Punch/Multi Position Staple

    Office MPC4504- Multi Position Staple

    Staff Lounge- MPC6055 Multi Position Staple

    Date: 3/5/2020
    Question: Which devices require the ability to scan to Office 365/Google Drive?
    Answer: All devices should be able to scan to Office 365/Google Drive.
    Date: 3/5/2020
    Question: The RFP states you will be entering into a contract for (4) multi-function copiers but it appears you currently have (5).
    Answer 3/2/2020:  The SPC252SF is not a production machine, it is a desktop class color laser printer/scan/copier.  

    Answer 6/15/2020: SBCS does not need to replace the SPC252SF.

    Date: 3/2/2020 & 6/15/2020

    Question: As far as finishing, which machines need:
    • Corner stapling
    • Saddle-stitch stapling
    • Folding? (Bi-fold, tri-fold, Z-fold, etc.)?
    • Hole-punch?
    • Is Fax only on the machine in the 1st Floor main office on the MPC4504EX?
    Answer: We require, Corner stapling, Saddle-Stitch stapling, Hole Punch. We do not require Z-Fold or tri-fold as we have a separate machine for that. We do require a booklet fold. The fax is only on the 1st floor main office on the MPC4504EX. This converts the fax into PDF and send the PDF to an e-mail address. This machine will need to authenticate with Office 365 to send the PDF securely. We will not have an e-mail relay server. 
    Date: 3/2/2020
    Question: When will a decision be made?
    Answer: Our hope is that a decision will be made by April 30, 2020. This should give the winning bidder enough time to arrange for delivery.
    Date: 2/28/2020
    Question: Do you need card readers?
    Answer: We do not wish to use card readers but we would like to use user codes.
    Date: 2/28/2020
Last Modified on July 13, 2020