• Request for Proposal

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

    August 1, 2023 - July 31, 2026 

      

    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 March 15, 202. Please feel free to download the PDF of this RFP. 

    Notifications of our decision will be on or before Friday, April 14, 2023.

    Request for proposal PDF - Click Here
     
    Revision of device configuration: We ask all vendors to update their proposal to reflect the following changes.
     
    Main Office Copier: Internal Finisher with 50+ page staple capability. 500 sheet output tray. Dual/Large Capacity paper deck.
    Staff Lounge Copier: Internal Finisher with 50+ page staple capability. 500 sheet output tray. Dual/Large Capacity paper deck.
    High Speed B&W Copy Center: We do not need a booklet finisher. 
    High Speed Color Copy Center: No changes. 
     
    Should you have any questions or clarification, please do not hesitate to reach out.
     
    Questions and Answers  
     
    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: 2/2/2023
     
    Question: Will we have a chance to respond in person? 
    Answer: Yes.  Amy, our key operator, and I would like to meet you and/or your team as well as suggested solutions in your showroom. We would still like an electronic or physical packet with our solution requirements and proposal.
    Date: 2/6/2023
     
    Question: Are you using prox or swipe cards to authenticate at the machine with PaperCut?
    Answer: No. We would like to use ID number to authenticate using PaperCut.
    Date: 2/10/2023
     
    Question: Could you provide any additional detail on the configuration for these units? # of paper trays, finisher (external or internal), Fax, Hole punch?
    Answer: 

    1 Toshiba e-STUDIO6518A – Located in the 1st Floor Staff Lounge. Minimum ability is to: Multi-position Staple.

    1 Toshiba e-STUDIO1208 – Located in the 2nd Floor Copy Center Finisher should accommodate: Saddle Stich/Hole Punch/Multi Position Staple.

    1 Toshiba e-STUDIO7516AC – Located in the 2nd Floor Copy Center Finisher should accommodate: Saddle Stich/Hole Punch/Multi Position Staple.

    1 Toshiba e-STUDIO5015AC with Fax Board for fax to PDF and e-mailed to shared inbox on Office 365 – Located in the Main Office. Minimum ability is to: Multi-Position Staple.

    Date: 2/10/2023
     
    Question: Do the Printers need to be wireless compatible? 
    Answer: Yes, the desktop printers need to connect to the wireless network and include a web interface for configuration, diagnostics, meter reads etc...  
    Date: 2/10/2023
     
    Question: Are you able to provide the average monthly volumes for each device?
    Answer: Yes, See table below.  
    Date: 2/13/2023
     
    # From date = Jan 14, 2022 12:00:00 AM, To date = Jan 13, 2023 11:59:59 PM    
               
    Printer Name Printer Type/Model Color Pages Grayscale Pages Total Printed Pages Monthly Average
    Main Office TOSHIBA e-STUDIO5015AC         29,540                 98,150                     127,690                       10,641
    Staff Lounge TOSHIBA e-STUDIO6518A                  -                 515,945                     515,945                       42,995
    Copy Center Color TOSHIBA TOSHIBA e-STUDIO7516AC          35,999               496,245                     532,244                       44,354
    Copy Center CB&W TOSHIBA e-STUDIO1208                 890,876                     890,876                       74,240
    MFP Total                    -              2,001,217                 2,066,755                     172,230
               
    kindergarten RICOH SP 311DNw                  -                         993                             993                               83
    1st grade RICOH SP 311DNw                  -                      6,093                         6,093                             508
    2nd grade RICOH SP 311DNw                  -                      4,911                         4,911                             409
    3rd grade RICOH SP 311DNw                  -                      9,357                         9,357                             780
    4th grade RICOH SP 311DNw                  -                      9,002                         9,002                             750
    5th grade RICOH SP 311DNw                  -                      5,665                         5,665                             472
    6th grade RICOH SP 311DNw                  -                   10,850                       10,850                             904
    7th grade RICOH SP 311DNw                  -                      5,524                         5,524                             460
    8th grade RICOH SP 311DNw                  -                      6,720                         6,720                             560
    library RICOH SP 311DNw                  -                      1,129                         1,129                               94
    k-2 asst principal RICOH SP 311DNw                  -                         255                             255                               21
    6-8 asst principal RICOH SP 311DNw                  -                      4,225                         4,225                             352
    cafeteria RICOH SP 311DNw                  -                      1,836                         1,836                             153
    dean of students RICOH SP 311DNw                  -                      1,682                         1,682                             140
    business administrator RICOH SP 311DNw                  -                      3,177                         3,177                             265
    psr RICOH SP 311DNw                  -                      1,405                         1,405                             117
    room 104 RICOH SP 311DNw                  -                      1,067                         1,067                               89
    room 108 RICOH SP 311DNw                  -                      3,191                         3,191                             266
    room 122 RICOH SP 311DNw                  -                         828                             828                               69
    room 130 RICOH SP 311DNw                  -                      2,139                         2,139                             178
    room 153 RICOH SP 311DNw                  -                      1,157                         1,157                               96
    room 155 RICOH SP 311DNw                  -                         331                             331                               28
    room 201 RICOH SP 311DNw                  -                      3,661                         3,661                             305
    room 202 RICOH SP 311DNw                  -                      6,331                         6,331                             528
    room 221 RICOH SP 311DNw                  -                      8,453                         8,453                             704
    room 226 RICOH SP 311DNw                  -                      2,074                         2,074                             173
    sped coordinator RICOH SP 311DNw                  -                      2,216                         2,216                             185
               
    Desktop Total                    -                 104,272                     104,272                         8,689
               
    Grand Total                    -              2,105,489                 2,171,027                     180,919
     
    Question: If we find the volumes are extremely high or low for the speeds specified in the RFP, would you like us to right-size the proposed devices?  
    Answer: If you feel there are extremes, we would explore alternative options that better suit our needs.
    Date: 2/13/2023
     
    Question: Page 2 of the RFP states there are 26 desktop printers, however page 3 lists there are 28.  Can you please confirm?
    Answer: Thank you for noticing the incorrect information. We would like to have 26 wireless, duplexing, desktop printers that need to connect to the wireless network and include a web interface for configuration, diagnostics, meter reads etc... and 1 suitable replacement for Ricoh SP311SFNw.
    Date: 2/13/2023
     
    Question: On your Toshiba e-Studio1208 in the copy room - are you printing ANY Gloss or Matte-Coated stocks?  Do you need 120 ppm, or would 100 ppm do? What is the maximum number of pages you will need to saddle stich (20 sheets or 80 page booklets, 35 sheets or 140 pages, 50 sheets or 200 pages)?  
    Answer: We do not print on glossy or matte-coated cardstock, we purchase "smooth" cardstock. Our key operator would like to remain at 120 ppm speed. We typically make little booklets, no more than 10-15 pages.
    Date: 2/13/2023
     
    Question: Did you purchase PaperCut as part of the last refresh and own the licensing and card readers or is this a fresh install for this refresh?
    Answer: This answer comes from PaperCut License Support.
    If you're needing to transfer your support to a different vendor the vendor may ask for a form to be filled in acknowledging that the support will be going through them. This is to ensure we know that moving forward South Buffalo Charter School will be supported by them moving forward :)  When it comes to your current license and licensed items. You're currently licensed for: 
    • PaperCut MF v20 (Educational) - Unlimited users
    • Maintenance & Support (until 30-Sep-2023)
    • 2 x Toshiba MFP Embedded Licenses
    • 1 x On-Prem OCR and Document Processing Pack
     If you stick with 2 x Toshiba manufactured copiers then you wouldn't need to make any sort of license change and can use what you're currently licensed for on the PaperCut side. If you were to change from say 2 x Toshiba to 2 x New Machines then you would need to do a license exchange which allows you to exchange your current manufactured licenses for different manufactured licenses at a discounted rate. If you add any more copiers than the two then you'll purchase those licenses through the vendor at regular price.  So far those are the main things to look out for when you're coming across your bids and planning ahead 🙂️ I've attached a copy of your last purchased .license file. Be sure to share this with any vendor who needs to create a quote this will help them out. 
     
    Please request the file and I will make it available via e-mail.
    Date: 2/27/2023
     
    Question: Will the vendor offer a credit and/or dispose of the existing wireless desktop printers?
    Answer: That is up to the ability of the vendor to make that decision. SBCS will listen to any available options. 
    Date: 2/27/2023
     
    Question: The 5015AC 50 page per minute machine does not come standard with the dual scan document feeder but you have it on your existing model. Do you want the replacement to have one?
    Answer: We would like to have a dual scan document feeder on all 4 MFPs.
    Date: 2/28/2023
     

     

     
Last Modified on Friday at 8:41 AM