Government Contract | Massachusetts
Multifunction Print Devices

Bid Information

Bid Alert No: 00000537353

Bid Title: Multifunction Print Devices

Agency Bid No. Title: RFP023.16

Received Date: 04/12/2016

Close Date: 05/04/2016

Purchase Type: Not Stated

Delivery Point: Haverhill, Massachusetts

Delivery Date: Not Stated

Special Notices: Pre-Bid Conference Optional 04/14/2016 11:00 AM, Questions Due By Optional 04/22/2016 02:00 PM


Specifications include, but are not limited to: Scope of Work A.Administration 1)Administration of Existing Print Devices through Web Interface (unit discovery, supplies and materials notifications). 2)Administration will need to be comprised of two front ends as the School and City have their own network infrastructure and schema. 3)Administration will need to be LDAP, Active Directory compliant with a Real Time conduit between both Municipal and School District Enterprise User Account Management systems. 4) Assistance with Review and Report annually on a quarterly basis of Product Use, possible deployment and device assignment. 5) All maintenance and repair and the required parts shall be part of the contracted price. The City will not accept or allow any contract that charges an additional fee for maintenance, repair or parts. 6) The contractor will be responsible for the delivery, unpacking and setup of all equipment. The vendor will also dispose of any and all packing materials. The successful vendor will be responsible for complete training on network and admin features of the equipment. B. Technology: 1) All MFDs must be new devices and have the capability to print, scan, fax and copy. 2) A mechanism must be available to limit a users ability to print or copy when a monthly quota has been reached. This will be using the Papercut system in place today. All licensing and cost will be included for the Papercut MF print control and internet control Version 15.3 or higher for 8000 users or higher and all devices for the School department side. 3) The equipment along with drivers must be compatible with web based managed interface. The successful bidder will also have a support mechanism in place to assist in configuring and maintaining the network attached equipment. 4) Interface Requirements: Ability to Secure Print, Quota Management through LDAP and / or Active Directory Group Management, Scan to file (with range of Output formats), Scan to directory,,OCR interface options to be provided, Desktop Administration. 5) All MFDs must be capable of supporting Secure Wipe Capabilities. 6) Hardware: Standard Ethernet Print Controller implemented on All Devices (10/100/1000 Ethernet) interface 7) Software / Logical Interface: PCL and PostScript capable. Must be Windows and Apple compatible on all devices (PostScript Mods on all printers). Apple O.S. X or newerRFP023.16 Multifunction Print Devices 4 Windows Compliant 2008, Windows 7 or newer Windows Terminal Server 2003 or newer Citrix Technologies compliant Computing Infrastructure Windows 7 workstations Mac OS X variety of versions 10.9 or higher Novell eDirectory based network using Linux, Netware 6.5 and Windows 2003 and Windows 2008 or newer. Mobile devices: iPads, iPhones, Android and Window devices. C. Support Requirements: The successful Bidder shall provide service support including but not limited to: 1)Each MFD will have a three-year warranty. 2)MFDs will be repaired/replaced within one business day, but no later than 10:00 am on the third calendar day. 3)If a MFD has three (3) failures, the MFD will be swapped out at no cost to the City. Replacement MFD must be the same or newer make/model/configuration as the MFD replaced. Failure consist of the same issue reported and repaired 3 times using the same or similar parts parts. 4)Preventative maintenance will be performed at least once per year with the coordination and scheduling with the contact person for both the City and School department. This maintenance should include, cleaning, updates, adjustments, and testing of all units. 5)Each time this support metric is not met, the successful vendor will provide the City with a $150.00 credit that will be applied to toner cartridge supply purchases. 6) For the purpose of repair tracking and accountability. The successful bidder will allow access to repair tickets and support information in real time for at least one contact person on the City and School department side. D. The City will make reasonable accommodations to allow access to the successful bidder to specific equipment in the City for the purpose or managing this contract. Any intrusions into the network due to the neglect of the Contractor will be the sole responsibility of the Contractor including damages. E. Billing: Billing will be consolidated onto two detailed bills: one for Municipal Departments and one for the School Department. Billing data shall be available in electronic format or bills being delivered on CD, in an Excel or CSV format. V. Rule for Award The City of Haverhill shall award a contract to the most advantageous Proposer taking into consideration the price and technical proposals. VI. Additional Contract Terms & Conditions: A. The contract shall be governed by and construed in accordance with the laws of the Commonwealth of Massachusetts. The proposal must comply with all Federal, State, and municipal laws, ordinances, rules and/or regulations. B. Purchases of goods and services by the City of Haverhill are exempt from the payment of Federal excise taxes and the Massachusetts sales tax, and any such taxes must not be included in the price computations. C. The successful Offeror will not be permitted to assign or underlet the contract, nor assign either legal or equitably, any monies hereunder, or its claim thereto, without the previous written consent of the City. D. Verbal orders are not binding on the City and deliveries made or work done without formal Purchase Order or Contract are at the risk of the Seller or Contractor and may result in an unenforceable claim.RFP023.16 Multifunction Print Devices 5 E.All words, signatures and figures submitted on the proposal shall be in ink. Proposals which are conditional, obscure or which contain additions not called for, erasures, alterations or irregularities, or any prices which contain abnormally high or low amounts for any item, may be rejected as informal. More than one proposal from the same Proposer will not be considered. F.The selected Offeror will be required to sign a contract with the City of Haverhill in which he/she accepts responsibility for the performance of services as stated in the submitted proposal and be prepared to commence work immediately upon execution of the signed contract G.A Notice of Acceptance of the Proposal will be mailed or furnished to the successful Proposer within forty-five (45) days of the proposal opening. A City Contract will follow the written Notice of Award. H.Indemnity: Unless otherwise provided by law, the Contractor will fully and completely indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property that the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees. These provisions shall also include any liability, which may result from a workers compensation claim or resulting third party action against the City. I.If at any time the successful Proposer fails to fulfill or comply with any of the requirements of this proposal/contract, the City, at its option, can terminate this contract upon thirty (30) days written notice to the firm. J.All information presented in this RFP, including information disclosed by the City during the proposal process, is considered confidential. Information shall not be released to outside parties and the RFP shall not be discussed with anyone at the City, other than the known participants without written consent of the City of Haverhill. A bidder cannot discuss the bid with another bidder. K.The City reserves the right to amend the Contract arising from this RFP and, in particular, to add equipment or services that the City and the Offeror mutually agree are consistent with that solicited by this RFP. The right to amend applies for the term of this Contract and any extensions

Product Code: 60072

Agency Information

Issuing Agency: City of Haverhill

State: Massachusetts

Agency Type: State and Local

Contact: Orlando Pacheco Purchasing Department, Room 105, 4 Summer Street, Haverhill, Massachusetts, 01830

Phone: 978-420-3606

Fax: 978-521-4348




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