1. Healthcare

Chicanos Por La Causa, Inc.
Request for Proposal
Digital Copier, Printer and Scanner Solution
January 29, 2015
CONFIDENTIAL INFORMATION
This document and the information contained within are confidential. It has been distributed for
your express use for the purpose of responding to this specific “Request for Proposal” (RFP) only
and may not be duplicated or distributed to any third party without consent from Chicanos Por La
Causa, Inc. and its affiliates (hereinafter referred to as “CPLC”). Any other use is strictly
prohibited by CPLC.
CPLC Copier RFP
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Purpose
The purpose of this Request for Proposal (RFP) is to invite any and all vendors to submit their best
proposal for Digital Copier services and Maintenance Agreement Services for Chicanos Por La
Causa, Inc. and its affiliates (hereinafter referred to as “CPLC”) Programs/Offices. Vendors will
provide detailed coverage information for their equipment.
Any agreements arising as a result of this RFP process may be awarded in the following manner at
CPLC’s discretion: (1) All services may be awarded to one provider; (2) Any combination of
services may be awarded to multiple providers, including but not limited to more than one
provider for the same service.
Vendor will include a discussion on how prices quoted in their response might be adjusted
downward over the term of the contract if industry prices fall for the services during that time.
Individual vendors may be asked to come in and present their bids as part of the evaluation
process if that is found to be necessary.
Description of Our Organization
Chicanos Por La Causa, Inc. is a Community Development Corporation (CDC) with non-profit 501
(c) (3) status. Founded in 1969, the organization is focused on helping individuals and families
improve their quality of life by providing them the opportunity for better education, good
employment and quality, affordable housing. CPLC extends its social service programs and
economic development ventures through its 76 offices located in metro and rural areas
throughout Arizona, Clark County and Northern New Mexico.
Confidentiality of Proposal
Each respondent specifically agrees, as a pre-condition for the opening and review of the
proposal submitted by each respondent, that the information relating to prices, material
designed as trade secrets or other propriety data submitted by every other respondent, and
CPLC’s internal evaluation of each proposal is confidential, to the extent allowed by applicable
law.
Each Respondent recognizes that such information may be considered not subject to confidential
and/or proprietary protection with respect to a Public Records request made to CPLC by any
other person or entity not a Respondent to this Request including governmental agencies, and
that any and all such information may be subject to disclosure. Each Respondent is further
advised that all or some of the terms and conditions of any agreement ultimately executed may
be subject to full disclosure, and each Respondent waives any right to object to any such
disclosure.
Respondent Agrees (please complete)
Signature:
Date:
Printer Name:
Failure to sign and return this page may cause your proposal to be disqualified.
CPLC Copier RFP
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Digital Copier service Qualifications
Should respond in detail to the following CPLC needs:
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Dedicated Account Representative for day-to-day operations. Expectations are that this
individual will be available as a single point of contact for all ordering, billing, rate plan
change issues, and resolutions, etc. This representative will be responsible for
establishing key processes and order tracking for the CPLC Copier Management
Coordinator.
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Billing – CPLC requires accurate, timely, and easy to read billing invoices/statements
that can be easily allocated to various divisions within CPLC. Vendor should discuss
options that provide the best levels of service for the individual offices and their specific
needs.
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Vendor should also be able to provide reports by cost center and/or department and
individual level in an acceptable format (Excel, etc.) for reviewing usage and other
management level reports. Vendor should provide details and examples of billing
statements. CPLC would like to see reports on a monthly basis. (Note: Reports may
also be requested on a daily and weekly basis as needed. Online portal/dashboard
method preferred.)
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Vendor should present Dashboards and/or software modules or portals available to
streamline copier management.
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Vendor should have a procedure in place to change out existing equipment as a new
vendor or for equipment that is being phased out by manufacturer and no longer
supported by the vendor. Identify any trade-in allowances on replacement of
equipment, accessories, etc. CPLC prefers a yearly trade-in allowance on all hardware.
Additionally, CPLC is not interested in leasing or working with third party vendors to
provide this service and would rather have the vendor be our main point of contact.
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Vendor should be able to provide on-site training as required at the various sites where
copiers will be placed. CPLC prefers trainer be vender direct employee.
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Vendor must provide brochures with full specifications on all proposed copiers or copier
systems.
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Pricing for services and supplies must be firm for the lease contract period.
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Bid pricing must include delivery, installation, set-up, and training CPLC personnel for
each piece of equipment bid.
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Quarterly performance review of account issues (system capacity, planning, billing
issues, quarterly rate analysis of all equipment, etc.). Key performance indices may be
established and traced for failure to meet performance measurements prior to issuing
of the purchase order.
CPLC Copier RFP
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
Vendors must supply total projected annual costs per unit based on volume indicated
including lease fees, maintenance and supplies costs per unit copy (toner, developer,
drums, etc.) and all other reproduction costs excluding paper. Supply costs must be
indicated separately on the bid form.
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Explain warranty procedures, coverage, maintenance, etc. for repairs of equipment,
including provisions for replacement equipment for extended repairs. Vendor will be
responsible for warranty procedures so that internal customers do not have to work
directly with equipment manufacturers. CPLC prefers to have a maintenance facility
dedicated to a small number of large customers. Include all applicable start periods for
warranties.
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CPLC continues to increase programs and services within communities served. Vendor
should attach a current operational coverage (sites) map (versus marketing brochures)
that would cover the state of Arizona, Nevada and New Mexico. Additionally, CPLC is
continually looking at opportunities to expand into other states, so vender should
include other areas of coverage with the United States.
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Vendor must provide average response time for service calls, with maintenance records
to support such response times.
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Vendor must be able to provide local software and hardware support.
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All technicians must be manufacturer certified to repair their products and provide
proof of certification. Due to nature of services provided and clients served, technicians
providing onsite copier support should be vender background screened/vetted.
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All copiers must be newly manufactured and represent the manufacturer’s latest
models for these specifications. Copier offerings should cover the following usage:
o
o
o
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Model 1 Low Volume
Model 2 Low/Middle Volume
Model 3 Middle Volume
Model 4 High/Middle Volume
Model 5 High Volume
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Service and supplies will be paid based on ACTUAL MONTHLY PAGE USAGE ONLY.
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All related copier costs must be identified and specified in bid sheets.
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Vendor should discuss the plans for retiring and/or canceling existing equipment and
arrangements for one provider for all of CPLC. (i.e.: If copier needs to be returned to
vendor, what is the transport cost associated?)
CPLC Copier RFP
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
The vendor should quote equipment configurations that meet or exceed the existing
hardware devices identified on attached list (see CPLC Matrix). Vendor should provide a
quote for all equipment listed on CPLC Matrix.
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Vendor should provide warranty coverage information for all equipment and software
modules. Include all applicable start periods for warranties.
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Vendor should provide a list of three paying customers of your company who are using
the equipment proposed. The list should provide a contact name, telephone number,
length of time using the equipment and a brief description of the users’ equipment.
CPLC also reserves the right to request a demonstration of the equipment at an
acceptable site, which may be at CPLC’s main office.

Vendor should provide pricing as applicable for an increase or decrease in service needs
(e.g. adding/deleting a program(s), sizable increase/decrease in number of
student/employees, etc.); Vendor will make appropriate equipment available to CPLC
under the same terms and conditions of the awarded contract within thirty (30) days of
notice. Vendor should provide information on any flexibility in the cancelation of
contracts for equipment not needed should CPLC’s service needs decrease.

Vendor should provide pricing as applicable for a particular machine that has been in
place for a minimum of six (6) consecutive months, where there is verifiable and
documented evidence of a significant increase/decrease in the average monthly
copy/print volume. Vendor, without penalty, will upgrade/downgrade the equipment to
a machine which better reflects actual usage. Replacement of said machine(s) is then to
be made within seven (7) business days of notice.
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Vendor should provide information on CPLC’s ability to access the following reports as
needed:
o
o
o
o
o
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Service logs for each device reflecting actual service calls, each month, including
technician copies that are to be credited
Device uptime reports by device, each month
Preventative maintenance schedules & reports of actual service
Regular cleaning schedules & reports of actual service for each device
Monthly consumption reports
Vender should provide details on a copier use key code system for departmental and/or
individual users.
Vendor should provide details on solutions that include a key code system for easily
charging/billing departmental and/or individual users.
Vendor should provide information on any of its leasing programs available.
Vendor should provide information on payment net terms.
Vendor should be able to provide service to all CPLC location. No subcontracting of
services. Please provide details.
CPLC Copier RFP
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Pricing Proposals
Vendor will propose its best rate plans for digital copier services equipment. Vendor will also
provide its proposed best equipment costs and discounts for equipment required for the services
mentioned. Vendor will also provide information on repair and warranty issues. As applicable,
vendor should provide equipment costs for several levels of quality, for instance, low end
(starter) equipment, a standard mid-range, and high-end equipment.
Vendor will propose hardware and maintenance coverage as two separate quotes broken down
by hardware model. All optional components should be itemized with the purchase price and any
additional maintenance cost. The contract period will be for 36 months with option to renew for
additional 36 months. Once contracts reach the end we would like to go month to month with
no auto renew feature in contracts.
Any additional or replacement copiers acquired during the term of the contract will be billed at the
same per copy rate as those included under the original proposal.
CPLC is a NJPA purchasing cooperative member, and may choose to contract copier services
through NJPA if an acceptable bid is not received through this RFP process.
Note: These costs will be used as a part of the evaluation to determine the lowest evaluated cost
for CPLC’s digital copier service needs.
Evaluation Criteria
Proposals will be evaluated based on several factors. These include but are not limited to:
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Ability to provide all services
Annual statement of plan savings and benefits
Billing system
Color printing
Copy speed – copies per minute
Cost Review
Customer Service
Dashboards and reporting
Dedicated account rep
Ease of use
E-mail functionality
Fax services
Hours of on-site support
Identify service response time under 4 hours
Length of contract, with buyout of existing contracts to consolidate
Location service/area coverage
Network printing
Online and/or automated management
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Quality
Scanning services
Flexibility in specific copier contract terms
Copier reporting and business management solutions
These factors are listed alphabetically and do not necessarily reflect priorities.
CPLC reserves the right in its sole discretion to award if, in the opinion of CPLC, a response is
received which contains false or misleading statements or reference which do not support a
function, attribute, capability or condition as contended by the vendor, it may result in Vendor
disqualification.
CPLC reserves the right to obtain clarification of any point in a Vendor’s information or to obtain
additional information necessary to properly evaluate a Vendor’s ability to provide equipment
and services to CPLC. Failure of a Vendor to respond to such a request for additional information
or clarification may result in the Vendor being disqualified.
Deployment
The company would like to transition to new equipment with minimal disruption to
services. Copy Center operators will be using new equipment and will require training in
its operation. The company has a support model that involves having the Copy Center
staff trained on advanced operation, consumables replacement, basic troubleshooting
such as clearing jams and any addition advanced troubleshooting/technical training that
would allow for the fastest resolution of an incident.
Please explain how you will train the company team on device operations and basic
troubleshooting. Please provide some examples of training materials.
Existing devices will need to remain in use until such time as the replacement device(s)
are ready for install. A brief outage is required to minimize service availability.
Please provide a high level plan to deliver, configure, and deploy the required device(s)
which includes factoring in the timing of removal of existing equipment by existing
vender.
Can installs and basic training be scheduled for a weekend? Would this require an
additional cost?
Ongoing Service
Business requirements change from time to time and a need to move, add, change, or
delete devices may arise.
Please explain the process and financial impact of adding an additional unit to the
contract.
CPLC Copier RFP
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Please explain the process and financial impact of upgrading or downgrading a device on
the contract.
Please explain the process and financial impact of deleting a device from the contract.
In the unlikely situation of having to moving a device, the company may not be able to
move it without the assistance of the vendor.
Please indicate what models can be moved by the company staff and what models must
be moved by the vendor.
If the company decides to enlist the vendor to perform the move, please indicate if
there is a separate cost to this or whether such costs would be included in the overall
pricing.
The company is looking for simple methods of ensuring appropriate levels of
consumables (toner, staples) are maintained so that no unit becomes unusable due to a
lack of supplies.
Please explain the process used to maintain appropriate levels of consumables. What
are the normal lead times for the consumables for delivery to (company) locations?
The company is focused on environmentally sound solutions where possible and would
like to understand how the materials left over from the consumables are managed.
Please explain the process the company will use to dispose of materials remaining from
the consumables. If materials are returned to the vendor, explain in detail that process.
Equipment failures can sometimes be mitigated through a preventative maintenance
program.
Please explain the preventative maintenance programs included, if any, for each model
proposed.
CPLC has existing equipment, whose term has not yet been completed and copiers that CPLC
owns. Please explain if the vendor has a program to remove existing equipment and buy out
remaining contracts. Please provide in your response, vendor’s options for proposed contract
periods.
CPLC Copier RFP
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Schedule of Events
The following schedule outlines the approximate time frame of the activities that will be followed
to assist in the selection process. The schedule and activities, except for the deadline for
receiving proposals, are subject to change and will be emailed.
2.10 Schedule
1/30/2015
RFP Release/Issue Date
2/05/2015
Pre-Proposal Conference
2/27/2015
Proposals Due
3/30/2015
Oral Presentations and/or Site Visits will be scheduled. (Solely at
CPLC’s discretion)
4/27 – 5/08/2015
Anticipated Contract Award Date
6/01/2015
Initial Deployment
Note: Proposals are due at 3pm Mountain Standard Time on February 27th 2015 delivered and
stamped by CPLC main office receptionist at 1112 East Buckeye Rd. Phoenix, AZ 85034. Failure to
meet time requirement may result in proposal rejected. Please submit a digital RFP plus 13
printed copies. Faxed or e-mailed proposals will not be accepted.
Contract Negotiations
Chicanos Por La Causa, Inc. reserves the right to evaluate all RFP responses in its sole discretion
based on any and all criteria that meets its needs in its sole discretion to accept or reject any or
all proposals, to take exception to these RFP specifications, or to waive any formalities. CPLC
specifically reserves the right to negotiate a contract with the selected carrier.
Contractual Contents
Carrier’s response to this RFP will be included in whole or by reference in the final contract.
CPLC Contact Information
Questions about this RFP must be directed in writing, via e-mail only, to:
[email protected]
Chicanos Por La Causa, Inc.
1024 E. Buckeye Rd. Suite 250
Phoenix, AZ 85034
Online Copier RFP webpage http://cplc.org/copierrfp.aspx is available to bidding venders for
additional information and questions.
CPLC Copier RFP
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