HomeMy WebLinkAbout20120933.tiff �861 Memorandum
ITTO: Board of County Commissioners
FROM: Mark E. Wallace,MD, MPH,Director
.o U Department of Public Health and
Environment
DATE: April 23,2012
SUBJECT: Request for Proposal-Bid No. B1200029
Multi-Function Device Pilot at WCDPHE
A request for proposal for a multi-function device pilot project in the Weld County Department of Public
Health and Environment was sent out by the Department of Finance and Administration on March 15,
2012. Six bids were received prior to the submittal deadline of April 5,2012.
Our recommendation is to award the multi function device project to Capital Business Systems, Inc. We
believe this vendor has met the criteria that will help us achieve our objective of reducing our operating
costs while implementing new technology that will increase the productivity of our workforce and
enhance our ability to ensure HIPAA compliance.
Based on an average price-per-machine(PPM)evaluation,Capital Business Systems, Inc.,was low-
bidder for the purchase and service bid,and both the 36-month and the 60-month bundled leasing and
service agreements. We believe this vendor proposed the appropriate-sized devices and configurations
for each location.
Many of the various devices proposed in this project were declared by an assortment of reporting agencies
to be"best" in their respective classes.The Canon machines are well known for their reliability and
durability. The most important features that we were seeking from the equipment come as part of the
device"out-of-the-box", or with very inexpensive hardware and/or software additions.Furthermore,these
devices are scalable via hardware or software upgrades so we can take advantage of technology
enhancements as they become available,if appropriate.
Capital Business Systems will meet the training and service/maintenance requirements specified in the
RFP.
The Health Department has had specific,positive experience with Capital Business Systems, Inc. and has
•
been quite satisfied with its service, expertise and professionalism. Weld County's Print Shop has also
had professional experience with Capital Business Systems for over seven years and has reported very
favorably on this vendor.
The final tabulation for Capital Business Systems is as follows:
Vendor Devices Purch/60mo _ Avg PPM 36 Lease Avg PPM 60 Lease Avg PPM
Capital 11 $108,744.00 $164.76 $86,501.05 $218.44 $125,831.64 $190.65
cZ/c2- 92-
WELD COUNTY PURCHASING
1150 O Street, Room 107, Greeley CO 80631
E-Mail: mwalters(a)co.weld.co.us
_G o_0 N?Y, E-mail: reverettco.weld.co.us
Phone: (970) 356-4000, Ext 4222 or 4223
Fax: (970) 336-7226
DATE OF BID: April 5`", 2012
REQUEST FOR: COPIER/PRINTER/FAX SOLUTION
DEPARTMENT: HEALTH DEPARTMENT
BID NO: #61200029 (2012-09331
PRESENT DATE: APRIL 9TH, 2012
APPROVAL DATE: APRIL 23RD, 2012
VENDORS
BRATTON'S OFFICE EQUIPMENT
1303 8TH AVENUE
GREELEY CO 80631
CAPITAL BUSINESS SYSTEMS INC
4812 MCMURRY AVENUE STE 190
FORT COLLINS CO 80525
ALL COPY PRODUCTS
3720- B SOUTH COLLEGE AVE
FT COLLINS CO 80525
PDS/XEROX AGENCY
4114 TIMBERLINE ROAD
FT COLLINS CO 80525
RICOH USA
7245 S HAVANA STREET STE 300
CENTENNIAL CO 80112
LEWAN &ASSOCIATES
1400 S COLORADO BLVD
DENVER CO 80222
**BIDS ARE BEING REVIEWED BY THE HEALTH DEPARTMENT AT THIS TIME**
2012-0933
r//quo/ ? /7/Z &&29
BID REQUEST#61200029
TABLE OF CONTENTS
NOTICE TO BIDDERS Page 2
INVITATION TO BID Page 2-3
PRELIMINARY SCHEDULE Page 3
PRIMARY GOALS Page 3
GENERAL PROVISIONS & GUIDELINES Page 3-4
PURCHASE/LEASING Page 4
SERVICE/MAINTENANCE Page 4
DELIVERY AND TRAINING Page 5
FAXING SOLUTION Page 5
SPECIFICATIONS Page 5
BILLING Page 5
WARRANTY Page 5
EXISTING COPIERS, FAXES & PRINTERS Page 6-7
IT REQUIREMENTS Page 7-9
PRICING INFORMATION Page 10-11
OPTIONS Page 11
SIGNATURE PAGE Page 12
Page 1 of 12 March 27. 2012
BOARD OF COUNTY COMMISSIONERS OF THE
COUNTY OF WELD, STATE OF COLORADO,
BY AND THROUGH ITS DIRECTOR OF FINANCE & ADMINISTRATION
NOTICE TO BIDDERS
• The Board of County Commissioners of the County of Weld, State of Colorado, by and
through its Director of Finance & Administration, wishes to purchase the following:
COPIER/PRINTER AND FAX SOLUTION - MULTI-FUNCTION DEVICES
WELD COUNTY HEALTH AND PLANNING DEPARTMENTS
• Bids for the above stated merchandise, equipment, and/or services will be received at
the Office of the Weld County Purchasing Department in the Weld County
Administrative Building, 1150 O Street, Room #107, Greeley CO 80631 until: THURSDAY.
APRIL 5TH, 2012 (a7 10:00 AM (WELD COUNTY PURCHASING TIME CLOCK).
INVITATION TO BID
• The Board of County Commissioners of the County of Weld, State of Colorado, by and
through its Director of Finance & Administration, requests bids for the purchase of the
above-listed merchandise, equipment, and/or services.
• Said merchandise and/or equipment shall be delivered to: 1555 N 17th Avenue, Greeley CO
80631
Bids shall include any and all charges for freight, delivery, containers, packaging, less all
taxes and discounts, and shall, in every way, be the total net price which the bidder will
expect the Board of County Commissioners of Weld County to pay if awarded the bid.
Bids may be mailed, faxed, or emailed.
If mailed, bids should be in put in a sealed envelope that has the bid number and title of the
bid typed or printed in plain sight. One original and one copy of the Bid must be submitted at
the time of the bid opening. One complete bid document, which will be the only official copy
of the bid, shall be filed at the purchasing department. After certification of the bid, by
purchasing, the other copy will be sent to the applicable department(s) for review. The
mailing address is: Weld County Purchasing, 1150 "O" Street, P O Box 758, Greeley CO
80632. Bids may be faxed to 970-336-7226 attention purchasing; and the vendor must
include the following statement on the facsimile,
"I hereby waive my right to a sealed bid". Bids may be emailed to:
mwaltersco.weld.co.us or reverettaco.weld.co.us. We will send you an email
confirmation when we receive your bid/proposal. (Emailed bids are appreciated). Bid
information and bid tabulations can be found at:
httn://www.co.weld.co.us/Departments/Purchasing/index.html. (Please check website for any
new information/addenda before submitting your bid.)
• There will be a MANDATORY pre-bid meeting/walk through on MARCH 20th, 2012 @
9:00 am. Please meet on 1st floor, Room #103 at the Weld County Health Dept, 1555 N 17th
Avenue, Greeley CO 80631. All correspondence related to this bid can be found on the
Weld County Purchasing website:
http://www.co.weld.co.us/Departments/Purchasinq/index.html.
Pane 2 of 12 March 27. 2012
Questions on this bid will be due on March 22nd, 2012 by 5:00 pm. Email them to
mwalters(Wco.weld.co.us or reverett(u�co.weld.co.us; we will reply to you that the questions
were received and accepted. The questions and answers will be posted on the Weld
County Purchasing website by March 2r, 2012 by 10:00 am.
PRELIMINARY SCHEDULE
Pre Bid Meeting *MANDATORY* March 20th, 2012 @ 9:00 am (On Site)
Questions due March 22"d, 2012 by 5:00 pm
Questions answered March 27th, 2012 by 10:00 am
Proposals due April 5th, 2012 @10:00 am
Contract Award Notice April 23`d, 2012
PRIMARY GOALS
Weld County seeks a proposal to facilitate the reduction of total costs associated with document
output in the Weld County Health and Planning Departments located at 1555 N 17th Avenue,
Greeley CO 80631. The machines will be located in the lower level, and 1st and 2nd floors. The
desire of this bid is to include a comprehensive printing solution for this division which includes
providing a multi-function digital copier/printer/fax solution and related maintenance and support
services.
• Place the appropriate size Multi-Functional Device (MFD) in specific areas according to the
total number of images produced on paper in those areas.
• Eliminate printers (keep some laser printers for envelopes)
• Adopt secure printing to all MFD's.
• Augment desk top copying, printing, faxing with scanning capability in all MFDs
• Reduce the waste stream associated with document production.
Acquire the correct device with the correct configuration for each location.
• Provide security to limit color copying where needed
Adopt the best practices for print proximity management.
• Reduce the overall cost associated with document output.
• Provide a secure faxing solution (This function will be bid independently)
• The bid should provide copying/printing/scanning and faxing solutions to all employees at a
minimum cost.
GENERAL PROVISIONS AND GUIDELINES
All devices will be new and contain zero used parts and be able to integrate with existing IT
infrastructure and be fully operational after installation. All devices will have the specified
functionality upon placement and be Weld County network capable.
The terms of the agreement will include replacement policy for any device that is not performing.
Placement of all devices must be accomplished in such a way so as to minimize the disruption of
departmental operations.
All vendors must be able to provide a local equipment demonstration or site visit only at the
request of Weld County. Participation must be convenient to Weld County and conducted solely at
the discretion of Weld County.
Pane 3 of 12 March 27. 2012
Vendors may submit more than one bid. There is no intent to limit the contents of the proposal but
the proposal must be in a format to ensure that all pertinent information is delineated for review.
Bidders are encouraged to submit any questions concerning equipment, service, applications, IT
infrastructure or any other important aspects of a proposal. The questions will be due by March
22n° 2012 by 5:00 pm.
This bid will be evaluated upon: (Bid must be presented in this fashion and order of information)
1. Cost
2. Reliability
3. Training Schedule
4. Service
5. Reputation of vendor to perform this task
6. References
7. Adherence to Weld County's cultural standards
8. Technical compliant
9. Maintenance Agreement
The bids will be reviewed by a team from the Health, Planning, Phone Services, IT, Finance and
Administration, and Purchasing Departments.
PURCHASE/LEASING
We are asking for pricing to either purchase the equipment or to lease the equipment. Please
provide pricing for both options. Identify the Purchase Model as Option A and the Leasing Model
as Option B
The lease agreement and service agreement will be separate contracts and in no way encumber
the execution of either document. SEE PAGE 10 (May bid on leasing/service together)
The lease agreement for equipment will be for a term of 60 months.
The price will include all costs associated with the delivery, placement, implementation and training
for document imaging devices.
SERVICE/MAINTENANCE
Service will be performed within 2 -3 hours after service call is received. A provision will be made
in the terms of the lease agreement to provide a loaner device within 24 hours in the event that a
device becomes inoperable. The terms of the agreement will include remedies in the form of the
replacement of any device that is deemed non-performing.
Bidders shall include service/maintenance contract for 36 months with a possible extension of two
(2) more years.. Contract shall include all maintenance, repairs, parts and consumable supplies.
Paper and staples will be excluded from the terms of maintenance and considered the sole
responsibility of Weld County.
Pace 4 of 12 March 27. 2012
DELIVERY AND TRAINING
A complete time line for implementation must be provided which includes equipment delivery,
training and support during the initial contract period and what services are available in an on-
going basis through the maintenance contract.
Training will be included in the agreement. Training will be made available after install if Weld
County deems necessary. If additional training is necessary; it will be available at no extra cost.
Please attach a training schedule with your proposal.
FAXING SOLUTION (separate pricing)
We would like a comprehensive, secure faxing solution that will reduce our overall faxing costs.
This solution will include the ability to integrate directly with our GE/Centricity electronic health
record system. It will also be capable of one-step electronic document management and long-term
archiving at multiple users' desktops.
SPECIFICATIONS
REQUIRED FOR BOTH LEASE OPTION & PURCHASE OPTION
• Speed of machines should be between 30-60 cpm
• Paper sources should include paper drawers for 8x11, 8x14, and 11x17
• Finisher
• Stapling
• Collating and sorting
• Auto document feeding
Single pass scanning
Scan to file
Scan to email
Security data override
• Encryption (at least 64 minimum)
• PDF/A
• Auditing/job costing exportable to Excel
• User level reporting exportable to Excel
• Network printing
• Scanning
• Postscript
Data override - at least 4 times (or hard drive destruction)
Faxing and remote faxing if available
• Other appropriate functionality
BILLING
• Vendor will bill Weld County monthly (in arrears) based on total copies/prints made
WARRANTY INCLUDED FOR ALL MULTI-FUNCTION DEVICES?
• Yes No Term
Pave 5 of 12 March 27.2012
EXISTING COPIERS/PRINTERS/FAXES (Health dept):
AREA (reference attached maps) DESCRIPTION
COPIERS
HEALTH ADMINISTRATION CANON #IR3225 - Qty (1)
HEALTH ADMINISTRATION KONICA BIZHUB #500 - Qty (1)
HEALTH ENVIRONMENTAL CANON #NP7130F - Qty (1)
HEALTH ENVIRONMENTAL KONICA#7255 - Qty (1)
HEALTH COMMUNICATIONS CANON #IR3030 - Qty (1)
HEALTH PREPAREDNESS CANON #IR1025IR - Qty (1)
HEALTH NURSING CANON #IR1023N - Qty (1)
HEALTH NURSING CANON #IR2200 -Qty (1)
HEALTH NURSING KONICA MINOLTAS #K7255 - Qty (1)
HEALTH NURSING CANON #IR3530 - Qty (1)
HEALTH SOUTH CO. CANON #IR2200 - Qty (1)
PRINTERS
THESE PRINTERS ARE IN HP PRINTERS - QTY (8) #HP4015
VARIOUS AREAS OF THE HEALTH DEPT HP PRINTERS - QTY (3) #HP4250
(printer locations are on the attached maps HP PRINTERS — QTY (2) #HP1518
and will be addressed at pre-bid meeting) HP PRINTERS -QTY (1) #HP2055
HP PRINTERS - QTY (2) #HP4250
DELL PRINTERS - QTY (1) #DELL5110
DELL PRINTERS - QTY (3) #DELL1320
DELL PRINTERS- QTY (2) #DELL5310
DELL PRINTERS - QTY (2) #DELL5330
DELL PRINTERS -QTY (2) #DELL1720
DELL PRINTERS - QTY (2) #DELL2330
DELL PRINTERS - QTY (1) #C825
XEROX PRINTER - QTY (1) #X7400
FAXES
HEALTH ADMINISTRATION SHARP FAX#DC600- Qty (1)
HEALTH ENVIRONMENTAL SHARP FAX #FO4400 - Qty (1)
HEALTH ENVRIONMENTAL CANON FAX#7130F -Qty (1)
HEALTH LAB SHARP FAX #FO4400- Qty (1)
HEALTH NURSING SHARP FAX #FO4650 - Qty (1)
HEATLH PREPAREDNESS SAMSUNG MULTIFUNCTION - Qty (1)
Pane 6 of 12 March 27.2012
EXISTING COPIERS/PRINTERS/FAXES (Planning dept):
AREA (reference attached maps) DESCRIPTION
COPIERS CANON #IR3530— Qty (1) (will stay)
KONICA MINOLTA#7255 - Qty (1)
PRINTERS HP #HP4015 - Qty (1)
DELL #1320 - Qty (1)
HP #HP4250- Qty (1)
HP #P1005 -Qty (1)
FAXES SHARP #FO4470 - Qty (1)
IT REQUIREMENTS
Technical Requirements for Weld County's Enterprise MFD solution
MFD — Functionality Requirements
1. MFD solutions will provide standard functions Copy, Email, Fax, Print, and Scan documents;
it will also print standard color, black and white prints with standard paper formats with
duplex printing feature enabled. It will provide print features like banner sheets, Booklet
printing, Covers, Stapling, Draft mode, Fit-to-page, N-up, Overlays, Poster printing, Run
Black, Separator pages, Skip blank pages, and Watermarks.
2. The MFD solution has to come in standard configuration with media handling, output
capacity, paper capacity, paper size, etc. It will support standard PCL languages; post
script, Adobe post script etc.
3. The MFD COPY function will support standard copy features, one-sided to two-sided
copying, auto fit, edge erase, ID card copy, N-UP and reduce enlarge copy.
4. The MFD SCAN function will support scanning to destination like network scanning, scan to
USB drive, scan to application, scan to email, etc.
MFD Security Requirements:
1. Security and Access control —The MFD Vendor will provide both the below options for
Domain users to access the devices; elevated privileges should not be required and Device-
Based Access Control.
2. The MFD will have functionality at the device level to create and restrict access control by
setting groups and security codes basing on the functions by divisions.
It will have Network-Based Access Control with seamless Active directory integration,
access control is restricted at the print spooler level by defining security codes basing by the
user functionality restriction.
3. The MFD will provide encrypted drive space within the MFD for secure storage of
documents.
4. It will support industry standard protocol like SMB, FTP, 802.1 xs, IPSec, IPv6, SNMPv3,
and Secure HTTPS (SSL).
5. The MFD will support file encryption and deletion.
6. It will provide encrypted drive space within the MFD for secure storage of documents.
7. The MFD will have delete and over write file technology for over writing files
8. All management and web page access will use SSL certificated over HTTPS.
9. The redaction method deployed must not be simple overlays.
Pane 7 of 12 March 27.2012
MFD Compatibility Requirements:
1. The MFD will support DHCP reservations to MAC address.
2. The MFD solution will integrate with County's heterogeneous systems like Unix AIX, Linux
and Windows print servers and will communicate with standard TCP/IP, IPP. LPD/LPR
protocols etc.
3. The MFD solution will ensure devices and their spoolers have auditing fully enabled.
Auditing will include user, key operator, and admin codes and passwords, enabled features
and services.
4: The MFD solution will seamlessly connect to county's existing network and should have an
option for wireless access enabled for printing, copying, scanning and faxing.
5. The MFD solution has to be scalable to adjust to County's requirements in case of any
process changes.
6. The MFD solution will be functionally capable of allowing one or multiple Microsoft printer
servers to print/scan/copy/fax for all workstations.
7. The MFD solution will allow for machine access from secure web pages.
8. The MFD will support common network user authorization, authentication schemes, and
common directory protocols such as LDAP.
MFD Print Driver Requirements:
1. It will support multiple operating systems: Windows 2008, Windows 2003, Windows XP,
Windows 7, Linux, Unix, 32/64 bit drivers.
2. The manufacturer will have a web site to download the latest drivers.
3. Print, scanner and fax drivers should all be centrally managed without the requirement of
deploying to each device.
MFD Management Requirements:
1. The MFD will have centralized management console for device management, the tool
should have auto discovery feature to scan and discover vendor specific MFD. Will also
have features to add —delete, manage security tasks for the MFDS' from the console. Will
have audit and reporting modules for administrator and department supervisors to check the
volume of paper usage, toner consumptions, etc.
2. It will have a Web based administrative console using SSL certificates.
3. The MFD solution will be truly multifunctional for end users accessing each function they
need, even if other functions are already in use by delivering concurrent functions without
any bottlenecks.
4. The MFD solution will provide bi-directional communication capabilities at the device and
across the network that will alert IT administrators and functional users on the status of jobs,
queues, devices and checking supply (toner usage) and should have features to send in
email alerts to IT staff/purchasing department to order supplies.
MFD Compliance Requirements:
1. The MFD will be HIPPA, PCI compliant and should be Energy Star Qualified. Please check
out these following websites for more information:
http://www.hhs.gov/ocr/privacy/hipaa/understanding/summary/index.html
http://www.energystar.gov/index.cfm?fuseaction=find a_product
https://www.pcisecuritystandards.org/
Pane 8 of 12 March 27. 2012
MFD FAX functions:
1. The MDF will support standard fax compression technologies like JBIG, JPEG, and MR/MH.
2. The fax features will include broadcast fax, fax forwarding, LAN fax, secure fax. It will be
able to use an analog extension off of our Siemens phone system and be capable of using
VOIP with fax adapter.
3. Quantify how many phone lines your MDF can handle.
4. The Fax incoming and outgoing feature that seamlessly integrates with Microsoft Exchange
2007 via a secure dedicated transport connector for approved users without any
requirements to extend Active Directory Schema.
5. If the vendor's solution has a gateway appliance for Fax over IP solution, vendor needs to
ensure that the system is supported on VMware Windows guest running on VMware ESXi
4.1 and ESXi 5 servers.
6. It will have fax solutions that integrate with AD group policies for control over fax delivery to
users in the AD farm Solution that has an option of fax boards connecting to an analog
phone line for handling both sending and receiving fax documents.
7. It will have the ability to control fax distribution per device from desktop.
MFD Support Requirements: Provides the following services, either directly or via their channel
partners.
1. It will have Tier 1 and Tier 2 technical support (system engineer or factory level).
2. It will have Help desk support.
3. It will have emergency maintenance and break/fix and preventive maintenance.
Page 9 of 12 March 27. 2012
PRICING INFORMATION FOR COPIER/PRINT/SCANNER/ FUNCTION
OPTION #A
PURCHASE PRICE
COST OF MACHINES ONLY.
$ total solution
(please attach information on MFD machines)
COST FOR SERVICE/MAINTENANCE (monthly) IN ARREARS.
36 months $ cost per copy
(75,000 copies per month-b/w &5,000 color(includes both Health & Planning-
Actual to be determined)
Contract may be extended for two (2) more years at the discretion of Weld County.
Contract will be month to month until contract is finalized.
OPTION #B
LEASE PRICE
MACHINES ONLY (monthly cost)
36 month lease price IS YOUR LEASE BUYOUT?
$ $1 BUYOUT
FAIR MARKET VALUE
60 month lease price
SERVICE/ MAINTENANCE ONLY (monthly cost)
36 months $
60 months $
(75,000 copies per month -b/w-& 5,000 color (includes both Health & Planning-
Actual to be determined)
LEASE PRICE FOR MACHINES AND SERVICE/MAINTENANCE (monthly cost)
36 months $
60 months $
Hard drive to be destroyed OR will be taken out and given to Weld County after leasing period;
certification of destruction will be given to Weld County.
Pape 10 of 12 March 27. 2012
SECURE FAX SOLUTION: Please price the SECURE fax solution separate if it is not already an
integrated function on these devices.
PURCHASE PRICE LEASE PRICE
FAX ONLY
$ price per fax 36 month lease price $ (monthly)
hardware &/software
60 month lease price $ (monthly)
(75,000 copies per month -b/w & 5,000 color
(includes both Health & Planning- actual to be
determined)
IS YOUR LEASE BUYOUT:
$1 BUYOUT
FAIR MARKET VALUE
Cost for service/maintenance (monthly) SERVICE/MAINTENANCE ONLY
in arrears
36 months $ (monthly)
36 months $ cost per copy
(75,000 copies per month -b/w & 5,000 60 months $ (monthly)
color (includes both Health & Planning- (75,000 copies per month -b/w & 5,000 color
actual to be determined) (includes both Health & Planning-actual to be
determined)
Contract may be extended for two (2)
more years at the discretion of Weld
County. Contract will be month to month
until contract is finalized.
OPTIONS:
Please show cost of extra software/options. These are options that would go on all MFD's if
applicable. Please state "included" if item is included in price.
WORK FLOW COMPOSING/MULTI TASKING $
FAX SOFTWARE $
SCANNING SOFTWARE $
OVERLAY SOFTWARE $
ENCRYPTION SOFTWARE (at least 64bit encryption) $
TRACKING USERS THROUGH REPORTING $
AUDITING SOFTWARE $
Page 11 of 12 March 27.2012
SIGNATURE PAGE
I certify that the above quotation is exclusive of any federal excise taxes and all other state and
local taxes. I further certify that the items offered for intended use by Weld County will meet all the
specifications it has so indicated in this bid form.
The Board of Weld County Commissioners reserves the right to reject any or all bids, to waive any
informalities in bids, and to accept the bid that, in the opinion of the Board, is to the best interests
of the Board and of the County of Weld, State of Colorado.
The Board of Weld County Commissioners shall give preference to resident Weld County bidders
in all cases where the bids are competitive in price and quality.
FIRM BY
SIGNATURE EMAIL
BUSINESS
ADDRESS DATE
CITY, STATE, ZIP CODE
TELEPHONE NO FAX NO TAX ID #
WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE TAX EXEMPT
CERTIFICATE NUMBER IS #98-03551-0000.
Page 12 of 12 March 27. 2012
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