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Managed Print Services (Re-Issue)Summerland (District)
Managed Print Services
This Request for Proposals ("RFP") is an invitation by the District of Summerland (the “District”) to prospective Proponents to submit non-binding Proposals for the provision of managed print services as further described in RFP Section 2 - Deliverables (the “Deliverables").
The District’s current fleet of multifunction equipment (print, copy, scan, fax, email, etc.) is primarily owned by the District with many either near or at end of life. District departments are located within multiple office locations throughout the District of Summerland, and to optimize District operations and capacity some offices are home to more than one department (e.g. Municipal Hall), some are one-to-one capacity (e.g. Fire Hall) and others are home to a single department utilizing multiple locations (e.g. Recreation, Utilities, and Works & Infrastructure). In addition, depending upon the functional work at a location, there may be dedicated low volume print devices that will not be considered for a centralized print device (e.g. mechanics printer). Refer to RFP Appendix B – Current Fleet and to Appendix G – Map of District Office Locations.
The District intends to engage a single external service provider to provide the hardware, management, reporting systems and support services to meet the District’s print, copy, scan, fax and email needs in a Managed Print Services or MPS model (“MPS Services”).
The District is interested in an all-in cost solution that is inclusive of hardware, consumables (e.g. toner, print heads), installation, disposal of existing printers, service, and support for its multifunction fleet whereby the District does not own any equipment. Proponents may propose either a cost per copy or leased cost model, refer to Appendix D – Pricing Form.
By partnering with a single MPS provider (“Provider”) the District intends to move to an efficient, sustainable, and managed model.
Further details can be found within the RFP.
RFP documents are available, free of charge, via the District of Summerland website at summerland.ca/bids. The District’s website is the only authorized website to obtain competitive bid documents for the District of Summerland’s opportunities. The District of Summerland shall not be held responsible for its competitive bid documents that are located on any other website.
Submission of Proposals
To be considered, Proposals must be submitted using BC Bid eBid electronic bid submission. Proponents are urged to start their e-Bidding submission process several days prior to the RFP Closing Date and Time to ensure they are registered with the new BC Bid, have a BC Bid e-Bidding subscription with the new BC Bid platform, and are familiar with the new e-Bidding submission requirements and procedures. Proponents are directed to contact BC Bid customer support with any questions about BC Bid and the e-Bidding submission process. The District shall not be responsible for incomplete or misdirected Proposals.
Proposals submitted in any other manner will be disqualified.
Proposals must be received no later than the RFP Closing Date and Time. It is solely the responsibility of the Proponent to ensure that the Proposal is received on time.
Term of Engagement:
The District desires to have the MPS Services operational as quickly as possible.
The initial term of the engagement is to be for a period of five (5) years, with an option at the District’s discretion, to renew annually up to an additional five (5) years.
Conditions for Participation and Requirements to Request to Participate:
Prospective Proponents must download the RFP documents from the District website and submit a Proposal as per the instructions in the RFP.
The Provider must possess the following:
- A Business License that allows the Provider to perform work in Summerland (either a Summerland Business License or an Inter-Community/Mobile Business License from another Okanagan-Similkameen municipality).
- WorkSafe BC Clearance Letter of account in good standing and coverage for all employees/team members proposed, or proof of exempt status.
- Commercial General Liability Insurance in an amount not less than $2,000,000 per occurrence as described in the RFP.
- Automobile Liability Insurance in the amount of not less than $5,000,000 as described in the RFP.
- Cyber Liability Insurance in the amount of not less than $5,000,000 as described in the RFP.
Request for Proposals. The District reserves the right to negotiate. The District may request a Best and Final Offer (BAFO).
District of Summerland
RFP Contact Person:
Carol Madryga, Manager of Procurement
Email: [email protected]
This procurement may be subject to the Canada-EU Comprehensive Economic Trade Agreement (Chapter Nineteen), the Canadian Free Trade Agreement (Chapter Five), and the New West Partnership Trade Agreement.