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Request for Proposal for High Speed Color and Black and White Printers

Table of Contents

Request for Proposal Specifications

1. Purpose and Scope

This Request for Proposal (RFP) seeks responses from vendor(s) / manufacturer(s) / reseller(s) and /or financial / lending institutions to provide high quality color and black and white printing devices. Such devices need to be capable of producing in excess of 110 pages per minute based on a size of 8.5”x11” sheet. Bidders must explicitly commit in their proposal to meet the Requirements for High Speed Color and Black and White output as outlined, herein. Current equipment leases expire September 30, 2017. Current equipment setup consists of (1) Xerox iGen 3 with Freeflow/DocuSp file processing capabilities, and (1) Xerox iGen 4 also with Freeflow/DocuSp file processing capabilities. APH’s average production is 8-9 million pages per year with peak months reaching as high as 700K pages and low months as low as 350K pages combined (black and white and color.)

2. Submission Guidelines

Bidders must submit their responses no later than 1 July 2017. Regular mail as well electronic submissions are accepted. Send your responses to the attention of:

Mustapha Debbabi
Materials Dept. Manager
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Questions regarding this RFP may be addressed to:

Steven Paris
Production Manager
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3. Evaluation Factors

Proposals will be evaluated based on the following factors. All of the evaluation factors, except price, are equal in importance. The lowest price will have the most weight for the evaluation factor for price.

3.1 Business experience

3.2 Production Capabilities

3.3 Quality Controls

3.4 Evaluation Criteria

An award will be made to the offeror whose proposal is the best value to the American Printing House for the Blind. All evaluation factors other than cost or price when combined are less important than cost or price. Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. The American Printing House for the Blind intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the American Printing House for the Blind reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The American Printing House for the Blind may reject any or all offers if such an action is in the interest of the American Printing House for the Blind; and waives informalities and minor irregularities in offers received.

The American Printing House for the Blind reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the offeror specifies otherwise in the proposal. The American Printing House for the Blind reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the American Printing House for the Blind’s best interest to do so.

The American Printing House for the Blind reserves the right to award all, none, or some of this solicitation as may be in its best interest. The American Printing House for the Blind reserves the right to give preference to nonprofit institutions or agencies whose activities are primarily concerned with the blind and with other physically handicapped persons, in all cases where the prices or proposals submitted by such institutions or agencies are under all circumstances and needs involved determined to be fair and reasonable (for these purposes fair and reasonable means no greater than 10 percent higher than prices quoted by commercial sources), and if such organizations meet the requirements or the policy set forth in section C.1.3 in the preface to this solicitation.

3.5 Evaluation of Options

The American Printing House for the Blind will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the American Printing House for the Blind to exercise the option(s). Higher considerations will be given to equipment duty cycle, average up time per 8-hour shift per day per month, response time to a stress call and average time to bring up a downed piece of equipment.

4. Terms and Conditions of Award


5. High Speed Color Printer

5.1 Equipment requirements

6. High Speed Black and White Printer

6.1 Equipment Requirements

6.2 Initial Configuration and Expansion

6.3 Warranty and Support

6.4 Financing

7. Proposed Configuration

Detailed information on color and black and white print requirements are listed above to help participants offer the most suitable solution. Black and white print equipment may be waived if the proposal allows for a reasonable color equipment configuration which permits the production of black and white print seamlessly and economically. Redundancy may be built in the solution without inflating the overall cost of the proposal.

Bidders must submit a system diagram and include all of the components in the Proposed Pricing section.

Optional Equipment:

Optional Punching Equipment:

Optional Fold and Stitch Equipment:

All optional equipment quoted will be considered separately.

8. Proposed Pricing

In this section, provide pricing details for the proposed configurations as expressed in section 7. APH is interested in a 42-month lease of the proposed equipment with options of upgrading or replacing any portion of the configuration without impact on terms, if APH deems necessary.

A template for pricing will be made available upon receiving your intention to participate in this bid process.