Request for Proposal Eastern Kentucky University Digital ...

Request for Proposal

Eastern Kentucky University

Digital Multifunctional Copiers (RFP 24-08)

Issued: November 1, 2007

Due: December 14, 2007 521 Lancaster Avenue

Richmond, Kentucky 40475

Eastern Kentucky University RFP 24-08 Page 2 of 49

EASTERN KENTUCKY University EKU

PURCHASING DIVISION

REQUEST FOR PROPOSAL (RFP)

DIGITAL MULTIFUNCTIONAL COPIERS

ATTENTION: This is not an order. Read all instructions, terms, and conditions carefully.

PROPOSAL NO.: RFP 24-08 RETURN ORIGINAL COPY OF PROPOSAL TO:

Issue Date: November 1, 2007 EASTERN KENTUCKY University

Purchasing Officer: Lora Snider PURCHASING DIVISION

Phone: (859) 622-2246 ROOM 213 JONES BUILDING

Schedule Name: Digital Multifunctional Copier

Program

RICHMOND, KENTUCKY 40475

IMPORTANT: PROPOSALS MUST BE RECEIVED BY: December 14, 2007, 2pm, ET

1. It is the intention of the Request for Proposal (RFP) to enter into competitive negotiation as authorized by KRS 45A.085.

2. Proposals for competitive negotiation shall not be subject to public inspection until negotiations between the purchasing agency and all Offerors have been concluded and a

contract awarded to the responsible Offeror submitting the proposal determined in writing to be the most advantageous to the University. Price and the evaluation factors

set forth in the advertisement and solicitations for proposals will be considered.

3. An award of contract may be made upon the basis of the initial written proposals received without written or oral discussions.

4. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.

5. The University reserves the right to request proposal amendments or modifications after the proposal receiving date. 6. THE TERMS AND CONDITIONS OF THIS REQUEST FOR PROPOSAL INCLUDE ALL GENERAL CONDITIONS, AS SET FORTH BY EASTERN KENTUCKY

University PLUS ANY SPECIAL CONDITIONS ENUMERATED HEREIN.

NOTICE

1. Any agreement or collusion among Offerors or prospective Offerors, which restrains, tends to restrain, or is reasonably calculated to restrain competition by agreement to

proposal at a fixed price or to refrain from offering, or otherwise, is prohibited.

2. Any person who violates any provisions of KRS 45A.325 shall be guilty of a class D felony and shall be punished by a fine of not less than five thousand dollars nor more

than ten thousand dollars, or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation, or association who violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars or more than twenty thousand dollars.

AUTHENTICATION OF RFP AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST

I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:

1. That I am the Offeror (if the Offeror is an individual), a partner (if the Offeror is a partnership), or an Officer or employee of the bidding corporation having authority to

sign on its behalf (if the Offeror is a corporation);

2. That the attached proposal has been arrived at by the Offeror independently and has been submitted without collusion with, and without any agreement, understanding or

planned common course of action with, any other Contractor of materials, supplies, equipment or services described in the Request for Proposal, designed to limit

independent offering or competition; 3. That the contents of the proposal have not been communicated by the Offeror or its employees or agents to any person not an employee or agent of the Offeror or its surety

on any bond furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP:

4. That the Offeror is legally entitled to enter into contracts with the Eastern Kentucky University and is not in violation of any prohibited conflict of interest, including those

prohibited by the provisions of KRS 45A.330 through KRS 45A.340 and KRS 164.390, and

5. That I have fully informed myself regarding the accuracy of the statement made above.

SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS

In accordance with KRS45A.110(2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the campaign finance

laws of the Commonwealth of Kentucky and that the award of a contract to an Offeror will not violate any provision of the campaign finance laws of the Commonwealth of Kentucky.

OFFEROR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342

The Offeror by signing and submitting a proposal agrees as required by KRS 45A.485 to submit final determinations of any violations of the provisions of KRS Chapters

136, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in continuous compliance with

the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of these statutes must be provided to the

University by the successful Offeror prior to the award of a contract.

CERTIFICATION OF NON-SEGREGATED FACILITIES The Offeror, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations, 41 CFR 60-1.8 that prohibits the maintaining of

segregated facilities.

SMOKE FREE ZONE POLICY

The Offeror, by signing and submitting a Proposal, agrees to comply with the University’s Smoke Free Zone Policy.

See: www.hr.eku.edu/Policy%20and%20Procedures/Smoke-free_zone_policy.pdf

SIGNATURE REQUIRED: This proposal cannot be considered valid unless signed and dated by an authorized agent of the Offeror. Type or print the signatory's

name, title, address, phone number and fax number in the spaces provided. Offers signed by an agent are to be accompanied by evidence of his/her authority unless

such evidence has been previously furnished to the issuing office.

______________________________________________________________________________________________________ Company Name Authorized Signature Date

______________________________________________________________________________________________________ Address Typed or Printed Name

______________________________________________________________________________________________________ City, State, Zip Title

______________________________________________________________________________________________________ Phone Number Fax Number Federal I D Number

http://www.hr.eku.edu/Policy%20and%20Procedures/Smoke-free_zone_policy.pdf


Table of Contents

1.0 DEFINITIONS .............................................................................................................................................6

2.0 GENERAL OVERVIEW ............................................................................................................................7

2.1 Intent and Scope .......................................................................................................................................... 7

2.2 Background Information ............................................................................................................................ 7

2.3 University Information ................................................................................................................................ 8

3.0 SCOPE OF SERVICES ..............................................................................................................................8

3.1 Equipment Segments & Specifications ...................................................................................................... 8

3.1.1 DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP .............................. 8

3.2 Objectives ................................................................................................................................................... 12

3.3 Support Requirements .............................................................................................................................. 12

3.3.1 Schedule of equipment installations ................................................................................................. 12

3.3.2 Monochrome volume guarantee schedules for Conv.& Prod. Multifunctional Units ................. 12

3.3.3 Annual monochrome volume reconciliation; monthly billing in arrears ..................................... 12

3.3.4 Responsibility for collecting meter readings; Monthly Equip.Performance & Meter Reports .. 13

3.3.5 Networking infrastructure ................................................................................................................ 13

3.3.6 Driver updates .................................................................................................................................... 13

3.3.7 Scanning servers to be included ........................................................................................................ 14

3.3.8 Help desk support; responsibility for installation and troubleshooting ....................................... 14

3.3.9 Billing prior to April 1, 2008 ............................................................................................................. 14

3.3.10 Firm pricing ........................................................................................................................................ 14

3.3.11 New equipment ................................................................................................................................... 14

3.3.12 Addition of Convenience units .......................................................................................................... 15

3.3.13 Functionality upgrades of units & Monthly flat-rate charges ....................................................... 15

3.3.14 Load-balancing halfway during term of Contract .......................................................................... 15

3.3.15 Substituting models of equipment that become discontinued ........................................................ 15

3.3.16 Inclusion of one (1) full-time on-site technician for the Convenience fleet ................................... 15

3.3.17 Service and support personnel .......................................................................................................... 16

3.3.18 Full service support; all service calls to be placed via toll-free number ....................................... 17

3.3.19 Proactive preventive maintenance .................................................................................................... 17

3.3.20 Network support, school/admin. and the University Printing Svc. ramp-up operator training 17

3.3.21 Monthly uptime performance; definition of uptime ....................................................................... 17

3.3.22 On-site service response time for equipment ................................................................................... 18

3.3.23 Loaner equipment .............................................................................................................................. 18

3.3.24 Equipment compatibility with recycled paper ................................................................................ 18

3.3.25 Exclusive utilization of OEM parts, supplies and consumables..................................................... 18

3.3.26 Stocking of supplies and high-mortality parts at the University buildings .................................. 19

3.3.27 Timetable & responsibility for de-installation ............................................................................... 19

4.0 PROPOSAL REQUIREMENTS ..............................................................................................................19

4.1 Key Event Dates ......................................................................................................................................... 19

4.2 Offeror Communication............................................................................................................................ 19

4.3 Questions .................................................................................................................................................... 20

4.4 Mandatory Pre-Proposal Conference ...................................................................................................... 20

4.5 Offeror Presentations ................................................................................................................................ 20

4.6 Preparation of Proposal ............................................................................................................................ 20

4.7 Proposed Deviations from the Request for Proposal ............................................................................. 21

4.8 Proposal Submission and Deadline .......................................................................................................... 21


4.9 Addenda ...................................................................................................................................................... 21

4.10 Offeror Response and Proprietary Information................................................................................... 21

4.11 Restrictions on Communications with University Staff ....................................................................... 22

4.12 Cost of Preparing Proposal ..................................................................................................................... 22

4.13 Disposition of Proposals .......................................................................................................................... 22

4.14 Section Titles in the Request for Proposal ............................................................................................. 22

4.15 Proposal Addenda and Rules for Withdrawal ...................................................................................... 22

4.16 Acceptance or Rejection of Proposals .................................................................................................... 22

5.0 PROPOSAL FORMAT AND CONTENT...............................................................................................22

5.1 Proposal Information and Criteria .......................................................................................................... 22

5.2 Signed Authentication of Proposal & Non-Collusion and Non- Conflict of Interest Form ................ 23

5.3 Transmittal Letter ..................................................................................................................................... 23

5.4 Executive Summary and Proposal Overview .......................................................................................... 23

5.5 Offeror Qualifications ............................................................................................................................... 23

5.6 Required Responses .................................................................................................................................. 23

5.6.1 Proposed solutions fully print and scan compatible .................................................................... 23

5.6.2 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on

Convenience Multifunctional Units; shortage credits & overage charges................................. 24

5.6.3 Digital Convenience Multifunctional Unit monochrome and color renewal costs to be applied

during extension of Contract ......................................................................................................... 24

5.6.4 Cost of producing color impressions ............................................................................................. 24

5.6.5 Identification of lease cost basis elements; type of leasing/rental program offered ................. 24

5.6.6 Fax option (Segments 4 & 5) .......................................................................................................... 24

5.6.7 Hole-punching option (Segment 3) ................................................................................................ 25

5.6.8 Saddle-stitch option (Segment 3, 4 & 5) ........................................................................................ 25

5.6.9 Functionality upgrades after first ninety (90) days of Contract ................................................. 25

5.6.10 Allotment of staples included in Attachment B & C pricing elements ...................................... 25

5.6.11 Maximum number of Segment 3, 4 & 5 units that can be added annually ............................... 25

5.6.12 Identification of outright purchase cost of equipment ................................................................ 25

5.6.13 Monochrome and color per-click service and toner charge for convenience fleet ................... 25


Digital Segment 6 Production Multifunctional Units; shortage credits & overage charges .... 25

5.6.15 Digital Production Multifunctional Unit monochrome renewal costs to be applied during

extension of Contract ...................................................................................................................... 26

5.6.16 Identification of lease cost basis elements for Production equipment; type of leasing/rental

program offered .............................................................................................................................. 26

5.6.17 Identification of outright purchase cost of equipment ................................................................ 26

5.6.18 Per-click service and toner charge for production fleet .............................................................. 26

5.6.19 Primary functions and other technical data ................................................................................. 26

5.6.20 Detailed description of an OPTIONAL copy/print tracking system ......................................... 28

5.6.21 Recommended transparency film and labels ............................................................................... 29

5.6.22 Charges for moving equipment ..................................................................................................... 29

5.6.23 Preventive maintenance schedule and notification ...................................................................... 29

5.6.24 Manufacturer support letter .......................................................................................................... 29

5.6.25 Parts and supplies warehouse locations ........................................................................................ 29

5.6.26 Print, fax and scan driver utilities ................................................................................................. 29

5.6.27 Network administration utilities .................................................................................................... 29

5.6.28 User-replaceable parts .................................................................................................................... 29

5.6.29 Firm pricing guaranteed ................................................................................................................ 30


5.6.30 Identification of additional costs.................................................................................................... 30

5.6.31 Identification of third-party leasing partner and of Contract deviations ................................. 30

5.6.32 Campus-Wide Program Start-Up Costs ....................................................................................... 30

5.6.33 Ability to provide on-site test equipment ...................................................................................... 30

5.7 Program Plan – Support Services Defined .............................................................................................. 31

5.8 References and Past Experience ............................................................................................................... 31

5.9 Financial Proposal ..................................................................................................................................... 31

5.10 Value-Added Services.............................................................................................................................. 32

6.0 EVALUATION CRITERIA PROCESS ..................................................................................................32

7.0 SPECIAL CONDITIONS AND CONTRACT TERMS .........................................................................32

7.1 Effective Date ............................................................................................................................................. 32

7.2 Contract Term ........................................................................................................................................... 32

7.3 Competitive Negotiation............................................................................................................................ 33

7.4 No Contingent Fees .................................................................................................................................... 33

7.5 Contract Changes ...................................................................................................................................... 33

7.6 Entire Agreement ...................................................................................................................................... 33

7.7 Governing Law .......................................................................................................................................... 33

7.8 Termination of Contract ........................................................................................................................... 33

7.8.1 Termination Provisions....................................................................................................................... 33

7.8.2 Termination for Default...................................................................................................................... 33

7.8.3 Termination for Contractor Insolvency or Unavailability of Funds .............................................. 33

7.8.4 Termination for Convenience ............................................................................................................ 34

7.8.5 Procedure for Termination .............................................................................................................. 34

7.9 Employment Practices ............................................................................................................................... 34

7.9.1 Non Discrimination ............................................................................................................................. 34

7.9.2 Executive Order 11246........................................................................................................................ 34

7.9.3 Title 20 .................................................................................................................................................. 34

7.9.4 Other Acts ............................................................................................................................................ 34

7.9.5 Future Acts, Laws, and Regulations .................................................................................................. 34

7.10 Conflict of Interest ................................................................................................................................... 34

7.11 Severability ............................................................................................................................................... 35

7.12 Contract Administrator .......................................................................................................................... 35

7.13 Prime Contractor Responsibility ........................................................................................................... 35

7.14 Assignment and Subcontracting............................................................................................................. 35

7.15 Permits, Licenses, Taxes, and Registration ........................................................................................... 35

7.16 Attorneys’ Fees ........................................................................................................................................ 35

7.17 Patents, Copyrights, and Trademark .................................................................................................... 36

7.18 Hold Harmless.......................................................................................................................................... 36

7.19 Insurance .................................................................................................................................................. 36

7.20 Performance Bond ................................................................................................................................... 37

7.21 Events Beyond Control ........................................................................................................................... 37

7.22 Method of Award ..................................................................................................................................... 37

7.23 Sales and Property Tax Exemption ....................................................................................................... 37

ATTACHMENT A – Taxpayer Identification Form .......................................................................................37

ATTACHMENT B - OFFEROR PRICING FORM— ....................................................................................39

ATTACHMENT C - OFFEROR PRICING FORM— ....................................................................................43

ATTACHMENT D- SEGMENT 3,4 & 5 EQUIPMENT ADD FORM ..........................................................45

ATTACHMENT E – SUMMARY PROPOSAL CHECKLIST ......................................................................46

ATTACHMENT F- EKU SCHEDULE OF GUARANTEED EQUIPMENT INSTALLATIONS ............48


1.0 DEFINITIONS

The term ―Academic Year‖ when used herein is defined as the nine (9) calendar months beginning mid August of each year

and ending mid May of the following year.

The terms ―Addenda‖ or ―Addendum‖ are defined as written or graphic instructions issued by Eastern Kentucky University

prior to the receipt of Proposals that modify or interpret the Request for Proposal documents by addition, deletion,

clarification, or correction.

The term ―Competitive Negotiation‖ is defined as the method authorized in Kentucky Revised Statutes, Chapter 45A.085.

The terms ―Contract‖ and ―Resulting Contract‖ are used interchangeably and are defined as the official agreement and

contract award resulting from the Successful Offeror’s response to this Request for Proposal.

The terms ―Contractor‖ or ―Successful Offeror‖ are defined as the individual or entity receiving a contract award.

The terms ―copiers,‖ ―digital copiers,‖ ―units,‖ ―equipment,‖ ―devices,‖ ―models‖ and ―machines‖ will be used

interchangeably.

The terms "copies," "prints" and "impressions" shall be construed to mean monochrome (i.e., not color) printed images,

unless otherwise stated.

Digital Copiers that can also perform printing, scanning and/or faxing functions shall be referred to as ―Digital

Multifunctional Units.‖

The term ―Fiscal Year‖ when used herein is defined as the twelve (12) calendar months beginning July 1 of each year and

ending on June 30 of the following year. The Contractor’s year-to-date reports will coincide with the Fiscal Year of the

University.

The terms ―Offer‖ or ―Proposal‖ are defined as the Offeror’s response to this Request for Proposal.

The term ―Offeror‖ is defined as the individual or entity submitting a Proposal.

The term ―Purchasing Agency‖ is defined as Eastern Kentucky University, Division of Purchases & Stores, Room 213 Jones

Building, 521 Lancaster Ave., Richmond, KY 40475.

The term ―Purchasing Official‖ is defined as Eastern Kentucky University’s designated contracting representative.

The term ―Responsible Offeror‖ is defined as a person, company, or corporation with the capability in all respects to perform

fully the contract requirements and with the integrity and reliability ensuring good faith performance.

The term ―Solicitation‖ is defined as this Request for Proposal.

The term ―University‖ is defined as Eastern Kentucky University.


2.0 GENERAL OVERVIEW

2.1 Intent and Scope

The intent of this Request For Proposals (RFP) document is to facilitate competitive bids for the installation and

support of approximately one-hundred and eighty-five (185) Digital Convenience Multifunctional Units and two (2)

Digital Production Multifunctional Units, as specified herein, at EKU’s various buildings located in Richmond and

certain other locations in the Commonwealth of Kentucky under a phase-in schedule as listed on Attachment F. EKU

is prepared to guarantee the combined production of 89,400,000 (89.4 million) total impressions over the Contract

term covering both Convenience and Production equipment groups. The Contracts for both the Digital Convenience

Multifunctional equipment group and the Digital Production Multifunctional equipment group will be in effect for 60

months; both Contracts will have the same expiration date, namely March 31, 2013.

The enclosed Attachment F (EKU Schedule of Guaranteed Equipment Installations By Date and Segment) lists the precise

phase-in schedule of the number and types of Convenience Multifunctional group units called for under this RFP and

resultant Contract(s). Attachment F shows that 62% of the Digital Convenience units, or 114 out of the 185 total devices,

will be installed at the inception of this Contract.

All of the units in all segments are to be equipped with printing, scanning, document feeding, duplexing and stapling

as standard features. In addition, various other accessories as identified herein will be installed and/or added as necessary

during the term of this Contract.

EKU is requesting proposals for an all-inclusive Digital Convenience and Production Multifunctional Unit program.

Proposals are to include pricing covering all equipment, software, supplies (except paper) and service being proposed to meet

the requirements of this Request for Proposals (hereinafter ―RFP‖) package.

EKU hereby requests submission of written responses to this Request for Proposals for Digital Convenience and Production

Multifunctional Units from qualified firms. EKU’s selection of Offeror(s) for the Digital Convenience and Production

Multifunctional Unit products and services identified herein will be in accordance with the terms of this RFP.

2.2 Background Information

Currently, Standard Business Machines, Toshiba and IKON provide EKU with service and support on the installed base of

two-hundred and fourteen (214) Segments 1 through 5 units, and Xerox provides a heavy production Segment 6 unit to

EKU Printing Services. The convenience fleet is comprised of generally monochrome standalone digital models from Sharp,

Toshiba and Canon. Fewer than 10% of the existing copiers are connected. The University will be keeping approximately

twenty-eight (28) Segment 1 units in place at contract inception, and will be replacing those very-low-volume units on

an as-needed basis by purchasing new units from the Successful Offeror under this contract.

Although the vast majority of units are owned by the University, some leases will expire in the coming 30 months. Offerors

should note the detailed equipment replacement schedule listed in Attachment F, as all units installed under any Contract

resulting from this RFP process shall expire co-terminously on March 31, 2013.

Strong support for implementing multifunctional digital technology exists at all levels within EKU’s IT department and

within Purchasing and Stores. Consequently, all new units will be equipped with printing and scanning capabilities.

Approximately 3,500 EKU workstations will over time require print functionality under this Contract. Approximately 1,000

printers, mostly Lexmark models, are installed across campus.

All currently installed units have been analyzed and recommended for replacement by an independent third-party industry

expert based upon the existing volumes and future needs of each location, as determined by focus group meetings and

detailed questionnaires. As existing units reached threshold volumes as determined by the consultant, such units were slated

for speed and capacity upgrades due to the expanded printing and scanning requirements of the replacement equipment.

Offerors should note that a new Science Building, which will become the largest building on campus, is currently under

construction and is slated to be completed within two years. The actual net copier unit growth resulting from the new Science

Building is unknown at this time, since some departments moving into the building will take their existing copiers with them.


One of the University’s goals under this new program is to actually reduce the overall number of copiers and printers over

time by encouraging departments to share multifunctional units.

Volumes on the current fleet of school and administrative convenience copiers average approximately 12,000,000 (12

million) monochrome impressions per year; EKU Printing Services volumes currently are at about 7,000,000 (7 million)

combined annual monochrome impressions. Fleet-wide monthly volumes vary greatly, however, making fleet-wide annual

monochrome volume reconciliations necessary.

EKU Printing Services equipment consists of four primary units (one light production Segment 5 [Canon 8500 which is

currently in year two (2) of a three (3) year lease], one heavy production Segment 6 [DocuTech 115 which is owned with

monthly maintenance payments] and two color units [an IKON CPP 500 which is owned and one year old with a

maintenance click charge and a Canon iRC3200 which has six (6) months left on a one (1) year lease]). The monochrome

heavy production Segment 5 & 6 devices are to be replaced within the first 16 months of the Production equipment group

Contract resulting from this RFP, but the color devices are slated to remain in place. Currently, very few jobs received by

Printing Services are in electronic form. 60% of output monochrome impressions are assembled off-line into comb- or coil-

bound booklets. There will not be a need to convert the existing digital library of jobs to .pdf or other open-architecture file

format.

The one-hundred and eighty-five (185) new Convenience units specified in this RFP will be installed within various school

and administrative building locations, and the two (2) Segment 6 monochrome units specified herein are slated for EKU

Printing Services. The installations of these units will be based upon the EKU Schedule of Guaranteed Equipment

Installations By Date and Segment as listed in Attachment F. All units are to be compatible upon installation with EKU’s

networking environment as described more fully in Section 3.3.5.

Although it is the clear preference of EKU to award a single Contract resulting from this bidding process, Offerors may offer

equipment and services in response to either the Convenience or the Production Equipment Groups, or both, as specified in

Section 3.1. Pending successful negotiations, one or more Contracts will be awarded.

2.3 University Information

Eastern Kentucky University is a comprehensive university serving approximately 16,000 students on its 725-acre Richmond,

Kentucky campus, its educational centers in Corbin, Danville, Lancaster and Manchester, and other sites in Kentucky.

Charles D. Whitlock serves as the 11th president of the University, which is embarking on a significant transformation into a

state leader and a University of national distinction as it celebrated its centennial in 2006. Additional information about

Eastern Kentucky University is available at www.ir.eku.edu/Factbook/0506Factbook.pdf and at www.eku.edu .

3.0 SCOPE OF SERVICES

3.1 Equipment Segments & Specifications

The successful Offeror shall install Equipment and related software with the following specified working functionality for

each Segment and Equipment Group as listed and described below (the enclosed Attachment F [EKU Schedule of

Guaranteed Equipment Installations By Date and Segment] lists the precise phase-in schedule of the number and types of

units called for under this RFP and resultant Contract[s]):

3.1.1 DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP

3.1.1.1 Segment 1 Digital Convenience Multifunctional Units (please note: Segment 1 units will be purchased only on an as-

needed basis by the University and their associated costs and volumes should not be factored in to the fleet-wide cost-per-

impression pricing listed in item [a] above on Attachment B):

Technology: Digital Electrostatic

Standard Functionality:

Monochrome copying, printing, scanning & faxing only: Standard (All Segment 1 units)

Rated speed: 15 monochrome impressions per minute minimum

FCT (First-Copy Time): 10 Seconds or Less

ADF: Standard

Duplexing: Not Required

Single-position Stapling Finisher: Not Required

http://www.eku.edu/


Walk-up faxing: Standard

Fax From Desktop (print to fax): Standard

Scan-to-email (with LDAP authentication): Standard

Secure (password-protected) Printing: Standard

Console: Standard

Number of paper drawers (excluding bypass): Two minimum

Total sheet capacity of drawers (excluding bypass): 500 sheets minimum

Stack-feed bypass: Standard—50 sheets minimum

Estimated per-unit annual volume: 6,000 (6 thousand) monochrome impressions

Guaranteed number of Segment 1

Multifunctional Units: None—Segment 1 units will be purchased only on an as-

needed basis by the University

3.1.1.2 Segment 3 Digital Convenience Multifunctional Units and Color Hybrid Units:



Monochrome copying, printing, scanning & faxing only: Standard (on 93 of the 101 units)

Color copying, color printing, color scanning &

monochrome faxing: Standard (on 8 of the 101 units)


(monochrome and Color Hybrid units); 30 color copies per

minute minimum (Color Hybrid units only)


RADF: Standard

Duplexing: Standard

Single-position Stapling Finisher: Standard

Sheet capacity of finisher: 300 sheets minimum

Separate finisher trays/locations for prints, faxes & copies: Standard

Walk-up faxing: Standard

Fax From Desktop (print to fax): Standard



Banner Sheets Between Print Jobs: Standard

Console: Standard

Number of paper drawers (excluding bypass): Three minimum

Total sheet capacity of drawers (excluding bypass): 1,500 sheets minimum


Auto tray-switching: Standard



Multifunctional Units: One-hundred and one (101) total units; Ninety-three (93)

of the 101 units shall be equipped with monochrome

copying, printing, scanning and faxing only; and Eight (8)

of the 101 units shall be Color Hybrid Units equipped with

color copying, color printing, color scanning and

monochrome faxing only (REFER TO ATTACHMENT F

FOR THE EQUIPMENT INSTALLATION SCHEDULE

OF SEGMENT 3 UNITS BY MONTH AND YEAR)

3.1.1.3 Segment 4 Digital Convenience Multifunctional Units and Color Hybrid Units:



Monochrome copying, printing & scanning only: Standard (on 67 of the 70 units)

Color copying, color printing & color scanning only: Standard (on 3 of the 70 units)


(monochrome and Color Hybrid units); 45 color copies per

minute minimum (Color Hybrid units only)


FCT (First-Copy Time): 4.5 Seconds or Less

RADF: Standard

Duplexing: Standard

Multi-position Stapling Finisher: Standard

Sheet capacity of finisher: 2,000 sheets minimum

Separate finisher trays/locations for prints & copies: Standard


Hole Punching: Standard



Console: Standard

Number of paper drawers (excluding bypass): Three minimum






Multifunctional Units: Seventy (70) total units; Sixty-seven (67) of the 70 units

shall be equipped with monochrome copying, printing and

scanning only; and Three (3) of the 70 units shall be Color

Hybrid Units equipped with color copying, color printing

and color scanning only (REFER TO ATTACHMENT F

FOR THE EQUIPMENT INSTALLATION SCHEDULE

OF SEGMENT 4 UNITS BY MONTH AND YEAR)

3.1.1.4 Segment 5 Digital Copying/Printing/Scanning Multifunctional Units:


Standard Functionality: Monochrome copying, printing & scanning



RADF: Standard

Duplexing: Standard





Three-Hole Punching: Standard



Number of paper drawers (excluding bypass): Four minimum






Multifunctional Units: Fourteen (14) (REFER TO ATTACHMENT F FOR THE

EQUIPMENT INSTALLATION SCHEDULE OF

SEGMENT 5 UNITS BY MONTH AND YEAR)

3.1.2 DIGITAL PRODUCTION MULTIFUNCTIONAL EQUIPMENT GROUP:

3.1.2.1 Segment 6 Light Digital Production Multifunctional Unit:




RADF: Standard

Duplexing: Standard







GBC (Comb) Punching & Binding: Standard



Number of paper drawers (excluding bypass): Four minimum




Estimated per-unit annual volume: 2,400,000 (2.4 million) monochrome impressions

File Format Compatibility: .tif/.ps/.pdf/.doc/.xls

Guaranteed number of Segment 6 Light

Production units: One (1) unit (REFER TO ATTACHMENT F FOR THE

EQUIPMENT INSTALLATION SCHEDULE OF THE

SEGMENT 6 LIGHT PRODUCTION UNIT)

3.1.2.2 Segment 6 Digital Heavy Production Multifunctional Unit with Front-End Controller and Scanner:




Finisher w/multi-position stapling: Standard


Offset Stacking: Standard


GBC (Comb) Punching & Binding: Standard (100 sheets per book minimum)

Booklet Folding & Trimming: Standard (25 sheets per folded booklet)

Post-process sheet insertion tray (interposer): Standard

Tape Binding or Perfect Book Binding: Standard (100 sheets per book minimum)

Tab Printing (one-sided): Standard

Tab Extension Printing: Standard

Number of units to be controlled: One (1) Segment 6 Heavy Production unit and one (1)

Segment 6 Light Production unit

CPU/Workstation: PC, Sun or Mac Standard (controller)

Monitor: 19‖ Flat-Screen (for controller)

Adobe Acrobat: One Full License Standard including

Distiller (controller)

Editing (crop, insert, despeckle & deskew) software: Standard (controller software)

Job Queuing (Prioritization): Standard (controller software)

Electronic Job Tickets: Standard (controller software)

Job Splitting/Load Balancing: Standard (controller software)

Job Accounting: Standard (controller software)

Job Imposition Software: Standard (controller software)

RAM: 1 GB Minimum (controller)

Job Storage Capacity: 100 GB Hard Drive Minimum (controller)

CD-RW Drive: Standard (controller)

File Format Compatibility (marking engine, controller

and scanner): .tif/.ps/.pdf/.doc/.xls

Production Scanner: Standard

Number of paper drawers (excluding bypass): Six minimum (including interposer)


Estimated per-unit annual volume: 4,800,000 (4.8 million) monochrome impressions

Guaranteed number of Segment 6 Heavy

Production units with Front-End


Controller and Scanner: One (1) unit (REFER TO ATTACHMENT F FOR THE

EQUIPMENT INSTALLATION SCHEDULE OF THE

SEGMENT 6 HEAVY PRODUCTION UNIT)

3.2 Objectives

In order to assist EKU in accomplishing its goals under this project, as listed below, one or more qualified equipment

Offerors are being sought via this RFP to provide the necessary hardware, software and support services. Program objectives

include (not necessarily in rank order):

A. Replacing the current digital models, or adding to the existing fleet of convenience and production

equipment as necessary, with more robust multifunctional Digital Convenience and Production

Multifunctional Units at the inception of this Contract

B. Synchronizing the expiration dates of all digital copier contracts

C. Reducing total expenditures related to copiers and printers

D. Providing all school and administrative personnel with optimized document reproduction solutions based

on the job to be produced

3.3 Support Requirements

3.3.1 Schedule of equipment installations

The exact number of units in each equipment Segment to be placed at the inception of this Contract, and in

subsequent months during the term of this Contract, shall be identified in Attachment F. Additional units in the

Convenience Equipment Group may be required by EKU during the term of this Contract, subject to the maximum

number of units that can be added per year as listed in Attachment B. Regardless of when installed, each unit placed

under this Contract shall have the same termination date, namely March 31, 2013.

3.3.2 Monochrome volume guarantee schedules for Convenience and Production Multifunctional Units

For Digital Convenience Multifunctional Units in Segments 3, 4 & 5, including any Color Hybrid models in those

respective segments, which shall be treated as one Equipment Group for annual reconciliation purposes, EKU shall

guarantee a pooled monochrome volume each year during the term of this Contract according to the following

schedule:

--Year One: 8,000,000 (8 million) impressions

--Year Two: 10,000,000 (10 million) impressions

--Year Three through Five: 13,000,000 (13 million) impressions each year

For Digital Light and Heavy Production Multifunctional Units in Segments 6, which shall be treated as one

Equipment Group for annual reconciliation purposes, EKU shall guarantee a pooled monochrome volume beginning

on April 1, 2008 through the remaining term of this Contract according to the following schedule:

--Year One: 4,800,000 (4.8 million) impressions

--Year Two: 6,000,000 (6 million) impressions

--Year Three through Five: 7,200,000 (7.2 million) impressions each year

There shall be no minimum annual color volume guarantee. Charges related to the production of color copies/prints

on the Segment 3 & 4 Color Hybrid units, and any future color-capable unit added by EKU, shall be billed monthly

based on actual production as a separate line item.

3.3.3 Annual monochrome volume reconciliation; monthly billing in arrears

Monochrome volume reconciliations for the Digital Convenience and Production Multifunctional Equipment

Groups will occur annually, on the anniversary date of this Contract (April 1st) during the term of the Contract, with

final reconciliation at the termination of the contract.


All Digital Convenience Multifunctional Units in Segments 3, 4 & 5, including any Color Hybrid models in those

respective segments, shall be reconciled together as one fleet on each anniversary date of this Contract (April 1st)

according to the monochrome volume guarantee schedule listed in Section 3.3.2 above; likewise, the annual volume

on both Segment 6 Production Multifunctional Units will be reconciled together as a separate Equipment Group

according to the monochrome volume guarantee schedule listed in Section 3.3.2 above. Therefore, average monthly

monochrome volume shortfalls or overages shall be carried forward within each twelve-month period and reconciled

separately once per year under this Contract for the Convenience and Production Equipment Groups, with final

reconciliation at the termination of the contract.

Volume reconciliation results will be either credited by the Offeror (in the event of under-production) or paid by

EKU (in the event of over-production) at the close of each annual monochrome volume reconciliation period for

both the Convenience and Production Equipment Groups. At the completion of this Contract’s sixty (60) month

initial term, any credit due EKU will be paid in full by the Offeror in the form of a check within thirty (30) days.

The monthly billing statement, which shall be issued in arrears on the month following the end of month the

Contract is in effect, will reflect a charge equal to the pro-rated monthly volume monochrome guarantee (as listed in

Section 3.3.2) above for the Convenience and Production Equipment Groups, multiplied by the contracted per-

impression cost as listed on Attachments B and C, respectively, and a charge equal to all color impressions produced

for the previous month times the contracted color impression charge listed on Attachment B. On each monthly

consolidated invoice, a separate line item reflecting the per-unit monthly flat-rate charge will appear for each unit

functionally upgraded as provided for in Section 3.3.13 below. Separate line items will also reflect all monthly

charges applicable to any units added by EKU as per the terms of Section 3.3.12 below.

3.3.4 Responsibility for collecting meter readings; Monthly Equipment Performance and Meter Reports

The Offeror shall be responsible for collecting meter readings from all installed equipment to fulfill Offeror

invoicing and monthly reporting requirements. Meter readings shall include the total copy and print volume for the

device, as well as the copy and print volume for each individual or department code programmed into the device.

The Offeror shall provide EKU with a Monthly Equipment Performance and Meter Report. The formatting of the

Monthly Equipment Performance and Meter Report will be accomplished according to the needs of EKU’s

Purchasing Services, however the Monthly Equipment Performance and Meter Report shall indicate at minimum the

following information during the period for each unit in each Equipment Group: unit identification number, room

number, school/administrative department name, applicable cost center (provided by EKU Purchases and Stores),

total number of copies for the device and for each individual user/department code, number of prints for the device

and for each individual user/department code, number of fax receptions (if applicable) for the device and for each

individual user/department code, number of service calls, number of preventive maintenance calls performed, actual

response time for each required service call, total uptime hours and the unit’s resulting uptime percentage for the

month (see Section 3.3.21 below for the definition of uptime that will be used under this Contract).

The Monthly Equipment Performance and Meter Report will be sent to these email addresses: [email protected]

and [email protected], by the tenth day of each succeeding month at the end of each monthly period

during the term of this Contract.

3.3.5 Networking infrastructure

All equipment in both the Convenience and Production Groups shall be fully network compatible with the

University’s networking environment when installed.

Client Operating Systems which must be supported for printing on all installed units include: MAC: 9.2, 10.2, 10.3,

10.4, 10.5; Windows: 98, 98se, 2000, XP and Vista; AIX (version 5 and up) Unix and Redhat Linux... Drivers must

be available for each of these desktop operating systems.

Network Interface Cards must communicate over 10/100Base-Tx Ethernet lines running TCP/IP protocols. IP

addresses and Device Names must be fully configurable via a web-based interface. The Page Description Languages

must include PCL6 as well as PostScript.

3.3.6 Driver updates

mailto:[email protected]



The Offeror shall ensure that all network print drivers and device management utilities installed under this Contract

are fully compatible with EKU’s current network operating systems, as listed in Section 3.3.5, and shall perform

updates on an ongoing basis throughout the term of this Contract as EKU’s network environment evolves, at no cost

to EKU.

3.3.7 Scanning servers to be included; scan and fax driver/software utility functionality descriptions

Included in the contracted pricing of this Contract in Attachments B and C, the Offeror shall provide a sufficient

number of scanning servers, as well as provide all Digital Convenience and Production Multifunctional Units with

the following required scanning functions: Scan-to-email and scan-to-desktop. Offeror shall also provide LDAP

authentication functionality to enable each of the Digital Convenience and Production Multifunctional Units to scan

and send documents to any email address in any EKU employee’s address book. EKU currently uses both Exchange

and UNIX email servers.

The Offeror shall also include in its Attachment B pricing for the following required faxing functions on the

Segment 3 Digital Convenience Multifunctional Units installed under this Contract: Walk-up faxing functionality

(send, receive and group sending) and Fax-to-email. In addition, the supplied fax drivers must allow workstation

users, at a minimum, to be able to fax electronic documents via the Segment 3 Digital Convenience Multifunctional

Unit’s included fax modem. There is no currently supported network fax server across campus.

The scan and fax services listed in this Section shall be in addition to any other scan and fax services described in

other Sections of this Contract.

3.3.8 Help desk support; print, scan and fax drivers and controllers; responsibility for installation and

troubleshooting

All pricing set forth in Attachments B and C, as applicable, of the Offeror’s proposal includes the cost for the

Offeror to provide, among other items, help desk support to respond to calls from either designated key operators at

each digital copier location on campus or The University’s help desk during normal working hours, as well as all

necessary print, scan and fax drivers and controllers, and all network administration utilities and updates.

Although the Offeror is at all times ultimately responsible for installing and troubleshooting all Equipment on The

University’s network environment under this Contract, The University’s IT department will assist and supervise the

Offeror in installing the Equipment, device drivers and utilities on the network.

3.3.9 Billing prior to April 1, 2008

The billing for all units in the Convenience and Production Equipment Groups placed during the initial installation

period (March, 2008) shall be based on the applicable all-inclusive contracted cost-per-impression charges listed in

Attachments B and C, multiplied by each unit’s actual usage during the installation period.

3.3.10 Firm pricing

All Offeror pricing listed on Attachments B and C will remain firm throughout the term of the Contract.

3.3.11 New equipment

Only Digital Convenience and Production Multifunctional Units being marketed by the Offeror as of the inception

date of this Contract as ―New‖ or ―Newly Manufactured‖ models used for the first time may be installed at the

inception of, and during the first two (2) years of, this Contract. Digital Convenience and Production Multifunctional

Units offered as either ―Rebuilt,‖ ―Used,‖ ―Reconditioned,‖ ―Remanufactured‖ or ―Discontinued‖ shall not be

installed during the first two (2) years of this Contract. During years three, four and part of year five of this sixty

(60) month Contract, however, if additional equipment is required by The University under this Contract, Offeror

may install either ―New,‖ ―Newly Manufactured,‖ ―Rebuilt,‖ ―Used,‖ ―Reconditioned,‖ ―Remanufactured‖ or

―Discontinued‖ models at its discretion. At no time will Offeror install analog equipment under this Contract.

Offeror must communicate its intentions to The University regarding this Section prior to installation of any

equipment.


3.3.12 Addition of Convenience units

Additional Segment 3, 4 & 5 Digital Convenience Multifunctional Units will be offered by the Offeror at the

contracted per-impression cost, as listed in Attachment B, multiplied by the estimated annual volume per segment as

listed in Section 3.1. The maximum number of Segment 3, 4 & 5 units that can be added by The University annually

is indicated on Attachment B. Pricing for adding Segment 6 Production Multifunctional Units, if required, will be

negotiated between the parties during the term of this Contract. For purchased Convenience units, if any, the

applicable estimated volume per segment shall be added to the annual volume guarantee and multiplied by the per-

impression service cost as indicated on Attachment B.

The University may add Digital Convenience Multifunctional Units, subject to the maximum number of units that

can be added annually as listed on Attachment B, by completing a Segment 3, 4 & 5 Equipment Add Form

(Attachment D). Purchased units, if any, shall not be subject to any maximum number per year. The Offeror must

fulfill such additional equipment requests with equipment meeting the specifications of Section 3.1 and as per the

terms of Section 3.3.11 above within ten (10) business days of receipt of a duly authorized Segment 3, 4 & 5

Equipment Add Form (Attachment D).

Adding units will not in any way renew or extend the term of this Contract.

3.3.13 Functionality upgrades of units & Monthly flat-rate charges

At its sole discretion, The University may require certain functional upgrades on various installed equipment from

time to time during the course of this Contract. Functionality upgrades may consist of, but not be limited to: Faxing

for Segment 4 & 5 Convenience Multifunctional including Segment 4 Color Hybrid Units; Hole-Punching for

Segment 3 Convenience Multifunctional Units; and Saddle-Stitching for Segment 3, 4 & 5 Convenience

Multifunctional and Color Hybrid Units. The monthly flat-rate charge for such upgrades shall be firm for the first

ninety (90) days of this Contract. After the first ninety (90) days of this Contract, such functional upgrades shall be

offered by Offeror at the percentage discount from the manufacturer’s suggest retail price (MSRP) as indicated on

Attachment B.

Functionally upgrading units will not in any way renew or extend the term of this Contract.

3.3.14 Load-balancing halfway during term of Contract

The University may, in order to balance volume production and preserve the longevity of the units in the

Convenience (Segment 3, 4 & 5) Equipment Group, require the Offeror to switch certain units within each Segment

with other like units in the same building at the halfway point of this Contract’s duration (on or about October 1,

2010).

3.3.15 Substituting models of equipment that become discontinued

Should a model of equipment in the Convenience Equipment Group originally installed under this Contract become

discontinued by the manufacturer during the term of this Contract, the Offeror may, with the written approval of The

University, substitute a like model when it is required by The University to add units or replace units.

Such model(s) to be substituted must be of equal or greater capability as the model to be replaced and must be

offered at the same per-impression or purchase cost (as listed in Attachment B) as the original model. Offeror must

communicate its intentions to The University regarding this Section prior to installation of any substituted

equipment.

3.3.16 Inclusion of one (1) full-time on-site technician for the Convenience fleet; availability of other

factory-trained technicians for Convenience and Production units; proactive customer service visits

Throughout the term of this Contract, the Offeror shall assign one (1) factory-trained on-site technician for

the full-time technical support of all equipment in the Convenience Equipment Group installed at various

University facilities.


In addition to the one (1) full-time on-site technician included under this Contract, the Offeror shall supply as many

additional factory-trained technicians as necessary to properly respond to service calls from the installed

Convenience and Production equipment groups according to the uptime and response time provisions of this RFP.

During the first six (6) months of the term of this Contract, the Offeror shall have the ability to substitute one (1) on-

site full-time trainer in lieu of the one (1) on-site technician, as long as the Offeror is maintaining the uptime and

response time provisions of this RFP.

In addition to being responsible for responding to service calls on the installed units in the Convenience Equipment

Group, as applicable, the one (1) full-time on-site technician will be assigned a rotating schedule of proactive

customer service visits at specified University facilities each business day, as per the terms of the next paragraph

below, regardless of whether a service call has been placed by an authorized representative of The University at any

of those same facilities. Since the full-time on-site technician will be travelling from one University facility to

another throughout each business day, The University will not be providing office space to the technician. The full-

time on-site technician will, however, be required to physically check-in with the campus Copier Program Manager

each business day.

The schedule of proactive customer service visits shall be determined exclusively by the campus Copier Program

Manager and provided to the one (1) full-time on-site technician on a daily, weekly or monthly basis. At all times

during the term of this Contract, The University shall retain the right to amend, adjust or suspend the proactive

customer service visit rotational schedule for the full-time on-site technician.

The priority for the full-time on-site technician assigned to The University will be to respond to outstanding service

calls first and then to make the scheduled proactive customer service visits. Offeror’s full-time on-site technician is

not required to visit all Digital Convenience Multifunctional Unit locations at each location during these proactive

customer service visits. However, during the proactive customer service visit, the technician will, at minimum,

verify with The University location’s designated key operator that all of the installed Digital Convenience

Multifunctional Units are working in accordance with the specifications outlined in this Contract. Other technician

duties during these proactive customer service visits at each facility shall include, but not be limited to, the

following items as deemed necessary by The University: Training of operators; Cleaning units externally and

internally; Verifying adequate levels of toner and staple supplies; Installing preventive maintenance kits; and other

duties that will ensure minimal unit downtime.

3.3.17 Service and support personnel

The University reserves the right of acceptance of all personnel assigned by the Offeror under this Contract.

The full-time on-site technician responsible for working on equipment at The University must be factory trained on

the models installed at the various locations within The University’s Convenience Equipment Group.

If a servicing technician is removed by the Offeror from servicing The University’s fleet, another technician of

equal, or better, servicing certification and/or capability shall be designated. Offeror must communicate its intentions

to The University regarding this Section prior to substituting technicians. Proof of training certification equivalency

must be made available to the University’s Purchasing and Stores upon request.

In the event Successful Offeror’s company personnel are required to be on University property; all company

personnel of the Successful Offeror must be in appropriate company uniform which includes company name visibly

displayed at all times while on the campus of the University and in all University buildings. The personnel must be

cordial, well groomed and cognizant of the fact that they may be entering student living buildings. If for any reason,

the University believes that these guidelines are not being followed, it will request intervention from appropriate

supervisory personnel. If inappropriate behavior occurs, the University shall be entitled to a change in personnel

serving the campus.

The Successful Offeror agrees that it will comply with the University Policy Regarding Registered Sex Offenders

shall not knowingly permit any employee who is a registered sex offender to service the University residence halls,

Model Laboratory School, the basement of the Burrier Building where the Child Development Center is currently

located, or any areas of the campus or University’s buildings.


3.3.18 Full service support; all service calls to be placed via toll-free number

The Offeror shall provide full service support (as described by the service terms of this Contract) for all Digital

Convenience and Production Multifunctional Units installed at the University’s various buildings. Service

technicians and support personnel must be available to the University’s buildings between the normal working hours

of 8:00 a.m. and 5:00 p.m., Monday through Friday, except normal holidays. To ensure access for support purposes,

the Offeror understands that different the University buildings may have different official operating hours.

Service calls on the University campus will all be routed directly through the Offeror’s dispatch center via a toll-free

service hotline staffed by live operators (no recordings except after hours). The full-time on-site service technician is

not, under any circumstances, to give out cell phone or pager numbers to University personnel, as all service calls

are to be logged and tracked via the Offeror’s service dispatch system for reporting purposes.

3.3.19 Proactive preventive maintenance

It shall be the responsibility of the Offeror to perform proactive preventive maintenance (PM) service for each unit

in each Equipment Group installed under this Contract according to the PM schedule specified by the equipment

manufacturer. The Offeror will ensure that all Segment 3, 4, 5a & 5b units will have PM work performed in July and

December of each calendar year during the term of this Contract.

PM service must be scheduled beforehand with the designated the University key operator at each facility so as to

minimize school and administrative department disruption.

University employees shall not be responsible for installing or replacing any equipment components with the

exception of toner cartridges/bottles and staple cartridges.

3.3.20 Network support, school/administrative user and the University Printing Services ramp-up operator

training

Complete network support, school/administrative user and operator training shall be provided by a dedicated

training specialist for all units in the Convenience Equipment Group installed by the Offeror(s).

Initial training must be provided on functioning equipment in each school or administrative office within 48 hours of

delivery and set up. Ongoing training will be provided, as deemed necessary by the University, by the Offeror at no

cost. Initial training sessions for delivered equipment will consist of:

i) A detailed explanation of the features of the system installed;

ii) Hands-on training of the unit’s features, applications and benefits;

iii) Question and answer period; and

iv) Providing summary user guides (―Quick Tip sheets‖), user manuals and other appropriate materials.

In addition, for Production Multifunctional Equipment, the Offeror shall provide live hands-on ramp-up training

conducted by a dedicated training specialist for a minimum of two weeks after the Segment 6 Equipment is installed

for up to four (4) University production operators at no additional charge to the University. Ongoing training on

Production Multifunction Equipment will be provided, as deemed necessary by the Manager of EKU Printing

Services, by the Contactor at no additional cost.

3.3.21 Monthly uptime performance; definition of uptime

Each individual unit in each Equipment Group installed under this Contract shall attain at least a 98% monthly

uptime performance. At the University’s discretion, any individual unit in either Equipment Group not

meeting the 98% uptime requirement for two (2) consecutive months shall be replaced with a unit of the same

(or equivalent substituted) model.

―Uptime‖ shall be defined as the number of hours, rounded to the nearest one-quarter hour that a given unit is

available to be used by an operator. Any number of hours, rounded to the nearest one-quarter hour that a unit is not

available to be used by an operator shall be counted as ―downtime‖ hours, subject to the following provisions:


Downtime hours shall be tracked and listed by the Offeror and counted under the following circumstances: Due

to a failed part, until such time as the replacement part is installed and working properly; Due to a specific

capability (i.e., duplexing, document feeding, or scanning, if so equipped) listed in this Contract that is not

functioning to the University’s satisfaction; and Due to copy/print quality that is unreadable or unacceptable for

the University’s purposes.

Downtime hours shall be tracked and listed by the Offeror but not counted under the following circumstances:

Due to the four-hour response time allowance per service call or email; Due to the number of hours associated

with performing preventive maintenance; and Due to obvious and unanticipated customer negligence or abuse.

Offeror shall calculate monthly uptime per unit as follows: the total number of uptime hours per calendar month

(calculated by multiplying 22 nine-hour working days per calendar month less all countable downtime hours for the

month) divided by 198 average working hours per calendar month.

A $25 per-hour downtime credit shall be applied to the University’s account for each hour or partial hour any

individual unit is not operational below the 98% requirement. Downtime credits will appear automatically on the

next monthly invoice sent to the University.

3.3.22 On-site service response time for equipment

Service response time shall be within four (4) hours for Digital Convenience Multifunctional Units and within two

(2) hours for Production Multifunctional Units in the University Printing Services, installed under this Contract.

For the purposes of this Contract, ―service response time‖ shall be defined as the number of working hours it takes

the on-site technician to begin actual work on the given machine from the time that the service call or email is

placed by an authorized representative of the University. For example, a service call or email placed at 4 p.m. on a

Wednesday afternoon would need to be physically responded to by 11 a.m. on Thursday morning for a unit in a

school or administrative facility, or by 9 a.m. for a unit in the production facility. The full-time on-site technician

shall not give out cell phone or pager numbers to key operators, or otherwise bypass the dispatch and reporting

system put in place by Offeror under this Contract.

3.3.23 Loaner equipment

In the event that repairs cannot be completed within twenty-seven (27) working hours (three business days) from the

time that the first service call is placed on Digital Convenience (Segment 3, 4 & 5) Equipment, equivalent loaner

equipment shall be provided by the Offeror immediately and proactively (without official request by the University)

at no additional cost or penalty to the University.

For Digital Production Multifunctional Equipment installed under this Contract, when one of the Segment 6 units is

down for more than nine (9) business hours (one business day) from the time that the first service call is placed on

such equipment, either: (a) Equivalent loaner equipment shall be provided by the Offeror immediately and

proactively (without official request by the University) at no additional cost or penalty to the University; (b) Offeror

must produce any required production jobs that, in the determination of the University Printing Services Supervisor,

cannot be produced on the functioning production equipment in the Shop; or (c) Offeror must reimburse the

University Printing Services for any production jobs that will need to be outsourced to meet job turnaround times.

3.3.24 Equipment compatibility with recycled paper

At all times throughout the term of this Contract, the University will be utilizing recycled paper using 30% post-

consumer waste content such as Hammermill Great White or equivalent. The Offeror affirms that the use of this

recycled paper by the University will not cause the equipment to perform under the uptime performance provisions

as stated in Section 3.3.21 above of this Contract.

3.3.25 Exclusive utilization of OEM parts, supplies and consumables


At all times throughout the term of this Contract, the Offeror shall exclusively utilize the manufacturer’s officially

approved OEM parts, supplies and consumables in the Digital Convenience and Production Multifunctional Units

installed.

3.3.26 Stocking of supplies and high-mortality parts at the University buildings; supplies to be delivered by

Offeror personnel

The Offeror shall at all times under this contract provide each copier location with sufficient supplies (including, but

not limited to, such items as toner and staples) to last a minimum of thirty (30) days.

At the Offeror’s sole discretion, high-mortality consumable parts (including, but not limited to, fuser rollers, feed

rollers, corona wires and drums) and other parts as required by the Offeror may be stored on-site at one or more

EKU buildings in a secure location. Offeror agrees to keep all supplies and parts stocked in a neat and orderly

fashion, to not store hazardous materials at any EKU location, and to obey all local fire codes and all other safety

regulations.

3.3.27 Timetable and responsibility for de-installation of leased Digital Convenience and Production

Multifunctional Units

The Offeror will be responsible for de-installing each Digital Convenience and Production Multifunctional Unit

leased (i.e., not purchased) under this Contract, and returning it to the leasing company (as applicable) with prepaid

freight and insurance, at no charge to the University within fourteen (14) days following the expiration of the

Contract’s initial or renewal term. Prior to de-installation of any unit on campus, the Offeror shall remove from each

unit’s memory any stored copy/print/scan job data at no charge to the University.

3.3.28 Inspection prior to installation

The successful Offeror(s) will perform an inspection of each site prior to installing equipment under this Contract

for the purpose of ensuring the electrical service and floor space will accommodate the model of digital copier to be

installed. Unless requested by the University Director of Purchasing and Stores, the Offeror shall not engage in any

form of marketing activities during this visit to modify the model or features of the digital copier to be installed. If

electrical service changes are required they will be the responsibility of EKU.

4.0 PROPOSAL REQUIREMENTS

4.1 Key Event Dates

RFP issued by University November 1, 2007

Notification by Offeror of intent to respond to RFP November 16, 2007

Deadline for written questions from Offeror November 16, 2007

Mandatory pre-proposal conference November 30, 2007

Proposal due from Offeror December 14, 2007

Contract award by University February 1, 2008

Contract effective April 1, 2008

Note: All dates are estimated. Any change in dates will be announced to all parties.

4.2 Offeror Communication

To ensure that RFP documentation and any subsequent information (modifications, clarifications, addenda, etc.) is directed to

the appropriate primary contact person with the Offeror, each Offeror who intends to participate in this RFP is required to

provide immediately the following information to the Purchasing Official:

Name of primary contact

Mailing address of primary contact

Telephone number of primary contact

Fax number of primary contact


Email address of primary contact

Secondary contact person(s) including all information above

This information shall be transmitted electronically to:

Lora Snider, Director

Division of Purchases & Stores


Jones Building, Room 213

521 Lancaster Avenue

Richmond, KY 40475

Phone: (859) 622-2246

Fax: (859) 622-2047

Email: [email protected]

Note: All communication with the University regarding this RFP shall be directed only to the University Purchasing

Official listed above.

4.3 Questions

All questions should be submitted in writing to Lora Snider, Purchasing Officer, no later than November 16, 2007. Please

submit questions electronically to: [email protected].

4.4 Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference will be held November 30, 2007. The meeting will begin promptly at 2:00 PM in 122

Jones Building at Eastern Kentucky University. The purpose of this conference is to fully acquaint potential Offerors with all

proposal conditions. During this conference questions concerning the RFP will be answered.

Attendance at the pre-proposal conference is a prerequisite requirement to be qualified to submit a proposal. Proposals will

be accepted only from Offerors who are represented at the pre-proposal conference, as evidenced by an Offeror’s

representative signature on an appropriate attendance roster. Any Offeror failing to attend this meeting will be disqualified

from submitting a proposal to the University.

Attendance at the conference will be limited to three (3) employees per Offeror. Attendees should bring a copy of this

solicitation to the conference. Any changes resulting from this conference or subsequent written questions will be issued in

an Addendum. Any information obtained from discussions or informal correspondence with University administrators or

staff does not supersede the requirements of this RFP. Changes or clarifications to requirements shall be issued by Addenda.

4.5 Offeror Presentations

Offerors may be requested to appear before the University evaluation committee to discuss and explain their proposal and to

respond to questions from the Committee. The Committee reserves the right to request additional information.

Offerors are prohibited from electronically recording these meetings.

4.6 Preparation of Proposal

Offerors are expected to follow all specifications, terms, conditions, and instructions in this RFP.

Offerors will furnish all information required by this Solicitation. Offerors will sign and return the Authentication of

Proposal and Statement of Non Collusion and Non Conflict of Interest form (page 2 of this RFP) and print or type the

primary contact name, firm, address, telephone number and date. The person signing the Offer must initial erasures or other

changes. An offer signed by an agent is to be accompanied by evidence of his or her authority unless such evidence has been

previously furnished to the Purchasing Official. The signer shall further certify that the proposal is made without collusion

with any other person, persons, company, or parties submitting a proposal, that it is in all respects fair and in good faith

without collusion or fraud, and that the signer is authorized to bind the Offeror.




Proposals should be prepared simply and economically, providing a description of the Offeror’s capabilities to satisfy the

requirements of the Solicitation. Emphasis should be on completeness and clarity of content. Each copy of the Proposal

should be bound in a single volume, where practical. All documentation submitted with the proposal should be bound in a

single volume except as otherwise specified.

Any Proposal containing terms and conditions not in conformity with the statutes of the Commonwealth of Kentucky may be

rejected.

Note: Eastern Kentucky University, as an agency of the Commonwealth of Kentucky, is prohibited from entering into

contracts that require the University to indemnify the other party.

4.7 Proposed Deviations from the Request for Proposal

The stated requirements appearing elsewhere in this RFP shall become a part of the terms and conditions of any resulting

contract. Any and all deviations must be specifically defined in accordance with the Transmittal Letter, Section 5.3. If

accepted by the University, deviations shall become part of the contract, but such deviations must not be in conflict with the

basic nature of this RFP.

Offerors may submit more than one alternative proposal, each of which must comply with proposal response guidelines and

satisfy the requirements of this RFP. The Offeror’s primary proposal must be complete and comply with all instructions.

Alternative proposal(s) may be in abbreviated form following the proposal response guidelines, providing complete

information for sections that differ in any way from sections contained in the Offeror’s primary proposal. If alternative

proposal(s) are submitted, the Offeror must explain reasons for the alternative(s) and comparative benefits. Each proposal

submitted will be evaluated on its own merit.

4.8 Proposal Submission and Deadline

Offeror must provide one (1) original, twelve (12) printed copies of each proposal and one electronic copy on CD (in either

.pdf or .doc format). The original Proposal and copies must be delivered under sealed cover prior to 2:00 PM, December 14,

2007.

Deliver to:

Lora Snider, Director

Division of Purchases & Stores


Jones Building, Room 213

521 Lancaster Avenue

Richmond, KY 40475

Proposals shall be enclosed in sealed envelope(s) and must clearly show the closing date and time specified, the Solicitation

number, and the name and address of the Offeror on the face of the envelope(s). Please indicate which envelope contains the

original Proposal.

Note: Proposals received after the closing date and time will not be considered.

Note: In accordance with Kentucky Revised Statute 45A.085 and 200 KAR 5, there will be no public opening of

Proposals. All Proposals will be kept confidential until such time that a contract is awarded. After a contract is awarded,

all Proposals will become public record, as described herein.

4.9 Addenda

Any Addenda or instructions issued by the Purchasing Official prior to the proposal deadline shall become a part of this RFP.

Such Addenda shall be acknowledged in the Proposal. No instructions or changes shall be binding unless documented by a

proper and duly issued addendum.

4.10 Offeror Response and Proprietary Information


The RFP specifies the format, required information, and general content of Proposals submitted in response to this request.

The University will not disclose any portion of any Proposal prior to contract award to anyone outside the Division of

Purchases & Stores, the University’s administrative staff, representatives of the State or Federal Government, if required, and

the members of the University evaluation committee. After a contract is awarded in whole or in part, the University shall

have the right to duplicate, use, or disclose all Proposal data submitted by Offerors in response to this RFP as a matter of

public record.

Any submitted Proposal shall remain a valid proposal through May 1, 2008.

4.11 Restrictions on Communications with University Staff

From the issue date of this RFP until a contract award is made, Offerors are strictly forbidden to communicate about the

subject of the RFP with any University administrator, faculty, staff, or member of the University’s Board of Regents.

Offerors may communicate only with the Purchasing Official named herein, or other persons authorized in writing by the

Purchasing Official.

The University reserves the right to reject the Proposal from any Offeror violating this provision.

4.12 Cost of Preparing Proposal

Costs for developing the Proposals and any subsequent activities prior to contract award are solely the responsibility of the

Offeror. Eastern Kentucky University will provide no reimbursement for such costs.

4.13 Disposition of Proposals

All Proposals become the property of Eastern Kentucky University. The successful Proposal will be incorporated by

reference into the resulting contract.

4.14 Section Titles in the Request for Proposal

Titles of paragraphs used herein are for the purpose of facilitating ease of reference only and shall not be construed to infer a

contractual construction of language.

4.15 Proposal Addenda and Rules for Withdrawal

Prior to the date specified for receipt of Proposals, a submitted Proposal may be withdrawn by the Offeror. The Offeror must

submit a duly signed, written request for withdrawal to the Purchasing Official. Unless requested by the University, the

University will not accept revisions or alterations to Proposals after the proposal due date.

4.16 Acceptance or Rejection of Proposals

The University will review all properly submitted Proposals. The University reserves the right, if in its best interests, to

reject all Proposals, to reject any proposal that does not meet mandatory requirements, to request amendment to Proposal(s),

or to cancel entirely the RFP.

Grounds for rejection of proposals include, but are not limited to 1) failure of a Proposal to conform to the essential

requirements of the RFP; 2) A Proposal imposing conditions that would significantly modify the terms and conditions of the

Solicitation or limit the Offeror’s liability to the University under the Resulting Contract on the basis of such Solicitation; 3)

failure of the Offeror to appropriately sign the RFP as a part of the Proposal, including the Authentication of Proposal,

Statement of Non-collusion and Non-conflict of Interest statements; and 4) A Proposal received after the closing date and

time specified in the RFP.

The University also reserves the right to waive minor technicalities or irregularities in Proposals providing such action is in

the best interest of the University. Such waiver shall in no way modify the RFP requirements or excuse the Offeror from full

compliance with the RFP specifications and other Resulting Contract requirements if the Offeror is awarded the Contract.

5.0 PROPOSAL FORMAT AND CONTENT

5.1 Proposal Information and Criteria


The following list specifies the items to be addressed in the Proposal. Please read the list carefully and address it completely

and in the order presented to facilitate the University’s review of the proposal. Proposals should be organized into the

Sections identified. The content of each Section is further described below.

Signed Authentication of Proposal and Statement of Non-Collusion and Non-Conflict of Interest Form (See page 2).

Transmittal Letter

Executive Summary and Proposal Overview

Offeror Qualifications

Required Responses

Program Plan – Support Services Defined

References and Past Experience

Financial Proposal

Value-Added Services

5.2 Signed Authentication of Proposal and Statements of Non-Collusion and Non- Conflict of Interest Form

The Offeror will sign, print or type name, firm, address, telephone number, date, and return page 2 of this RFP. The signer

on page 2 will be required to initial subsequent erasures or other changes. A Proposal signed by an agent must be

accompanied by evidence of authority unless such evidence has been previously furnished to the Purchasing Official. The

signatory shall further certify that the Proposal is made without collusion with any other person, persons, company or parties

submitting a Proposal, that it is in all respects fair and in good faith without collusion or fraud, and that the signer is

authorized to bind the Offeror.

5.3 Transmittal Letter

The Transmittal Letter accompanying the RFP shall be in the form of a standard business letter and shall be signed by an

individual authorized to legally bind the Offeror. The transmittal letter shall include:

1) A statement referencing all Addenda to this RFP issued by the University and received by the Offeror. If no Addenda

have been received, a statement to that effect should be included.

2) A statement that the Offeror’s Proposal shall remain valid through May 1, 2008.

3) A statement that the Offeror will accept financial responsibility for all travel expenses incurred for oral presentations (if

required) and candidate interviews.

4) A statement that summarizes any deviations or exceptions to the RFP requirements, including a detailed justification for

the deviation or exception. Complete details regarding any proposed deviations should be listed in Section 5.6.31 of the

Offeror’s proposal. If Offeror is not taking any deviations to the RFP requirements, an affirmative statement to that effect

must be included.

5.4 Executive Summary and Proposal Overview

The Executive Summary and Proposal Overview shall condense and highlight the contents of the technical proposal in such a

way as to provide the evaluation committee with a broad understanding of the entire Proposal.

5.5 Offeror Qualifications

Please complete, sign, and include Attachment A, Vendor Taxpayer Identification form with Proposal.

5.6 Required Responses

In their proposals, Offerors must address all the requests for information contained within each sub-Section that follows:

5.6.1 Proposed solutions fully print and scan compatible

In this Section, Offeror must certify that all units in each Equipment Group being proposed, as applicable, are fully

compatible with EKU’s existing network printing environment as required under Section 3.3.5. Offeror will also


affirm that no additional costs, other than those identified on Attachments B and C, or elsewhere clearly identified

in its proposal, will be incurred by EKU to meet the various specification and other technical requirements of this

RFP.


Convenience Multifunctional Units; shortage credits & overage charges

All blanks requiring completion on Attachment B shall be filled in clearly, including the all-inclusive cost-per-

monochrome impression pricing for the Convenience (Segment 3, 4 & 5) Equipment Group. The University will

decide whether to install units under this Contract via the all-inclusive cost-per-impression or outright purchase plus

service contract method.

Regarding the shortage and overage costs, EKU recognizes that each copy/print produced on a Digital Convenience

Multifunctional Unit costs Offeror a specific amount related to such items as toner, parts and labor. Consequently,

EKU believes that if guaranteed copies or prints are not produced, the financial benefit to the Offeror of not having

to provide toner and labor for the non-produced impressions should be shared in a true partnership. On Attachment

B, therefore, Offeror shall indicate the per-impression service and supply shortage credit (if the pro-rated

guaranteed annual monochrome volume is not met) and overage charge (if the pro-rated guaranteed annual

monochrome volume is exceeded) that shall be applied during each annual monochrome volume reconciliation.

5.6.3 Digital Convenience Multifunctional Unit monochrome and color renewal costs to be applied during

extension of Contract

On Attachment B, Offeror shall indicate the applicable reduction in costs associated with EKU retaining all Digital

Convenience Multifunctional Units installed under this Contract in place as of March 31, 2013 and renewing the

Contract under identical terms and conditions on a monthly, quarterly or annual basis for up to two (2)

additional years once the initial sixty (60) month term expires.

5.6.4 Cost of producing color impressions

The Offeror shall indicate the model numbers of the Segment 3 & 4 Color Hybrid units being proposed on

Attachment B.

Offeror shall also indicate the all-inclusive (hardware/service/supply) per-impression cost to be charged EKU for all

color impressions produced on the proposed Segment 3 & 4 Color Hybrid units (this number will not apply should

the University decide to purchase all units outright). The monochrome impression volume produced on the Segment

3 & 4 Color Hybrid units shall count toward the monochrome volume guarantee schedule listed in Section 3.3.2

above for the Convenience Equipment Group.

Offeror shall also indicate agreement with the Contract’s provision to apply this all-inclusive per-color impression

pricing to future Color Hybrid/monochrome models in other Segments that may be incorporated into this Contract at

a later date.

5.6.5 Identification of lease cost basis elements; type of leasing/rental program offered

On Attachment B, Offeror shall provide a breakdown of the lease cost basis elements that comprise the total costs to

EKU under this RFP package. The lease cost basis elements shall include the total contract costs associated with

providing equipment, service and supplies.

The type of leasing program being proposed (Internal Funding, FMV, $1 Buyout, 10% Buyout, Rental or other)

shall also be identified on Attachment B, along with the lease rate factor utilized to determine the monthly all-

inclusive lease/rental cost to EKU.

5.6.6 Fax option (Segments 4 & 5)

On Attachment B, for the Segment 4 & 5 Digital Convenience Multifunctional Unit models being proposed,

including any Color Hybrid models in those respective segments, Offeror shall identify the monthly flat-rate price


associated with adding fax functionality, exactly as specified in Sections 3.1 and 3.3.7 of this RFP, on a per-unit

basis for those Segment 4 & 5 Digital Convenience Multifunctional Unit locations requiring this feature. The

monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.

5.6.7 Hole-punching option (Segment 3)

On Attachment B, for the Segment 3 Digital Convenience Multifunctional Unit being proposed, including any Color

Hybrid model offered, Offeror shall identify the monthly flat-rate price associated with adding three-hole punch

finishing functionality on a per-unit basis for those Segment 3 Digital Convenience Multifunctional Unit locations

requiring this feature. The monthly flat-rate price quoted shall be firm for the first ninety (90) days of this Contract.

5.6.8 Saddle-stitch option (Segment 3, 4 & 5)

On Attachment B, for the Segment 3, 4, 5 Digital Convenience Multifunctional Units being proposed, including any

Color Hybrid models in those respective segments, Offeror shall identify the monthly flat-rate price associated with

adding saddle-stitch finishing functionality on a per-unit basis for those Segment 3, 4 & 5 Digital Convenience

Multifunctional Unit locations requiring this feature. The monthly flat-rate price quoted shall be firm for the first

ninety (90) days of this Contract.

5.6.9 Functionality upgrades after first ninety (90) days of Contract

On Attachment B, for the faxing, hole-punching and saddle-stitch options that are added after the first ninety days of

the Contract, please provide a discount percentage off of the then-in-effect manufacturer’s suggested retail price

(MSRP) for each type of upgrade.

5.6.10 Allotment of staples included in Attachment B & C pricing elements

On Attachments B and C, Offeror shall identify the maximum number of staples that are included during the term of

this Contract. Example: If a Offeror were to determine that a reasonable ratio of staples to copies/prints was 1:100

for a particular Equipment Group, then the Offeror would include an allotment of 570,000 staples (57 million total

Contract impressions divided by 100) for that Group.

Offeror shall indicate in this Section the percentage discount off of the then-in-effect staple cartridge cost that would

be extended to EKU if the staple allotment indicated above is exceeded during the term of this Contract.

5.6.11 Maximum number of Segment 3, 4 & 5 units that can be added annually

On Attachment B, Offeror shall identify the maximum number of Segment 3, 4 & 5 units that can be added annually

during the term of this Contract (this section would not be applicable should the University decide to purchase all

units). The number of units listed in this Section that can be added annually shall be in addition to the units

scheduled for replacement under Attachment F.

5.6.12 Identification of outright purchase cost of equipment

On Attachment B, Offeror shall list (in whole dollars) the outright purchase cost of the initial fleet of convenience

equipment, as well as the per-unit outright purchase costs for each model configured as per the requirements of this

RFP.

5.6.13 Monochrome and color per-click service and toner charge for convenience fleet

The Offeror shall also list on Attachment B the blended monochrome and color service and toner click charge

applicable should the University decide to purchase the fleet of equipment being proposed. This per-click charge

shall be firm for five years. All volume guarantees, shortage credits and overage charges elsewhere in this RFP for

convenience equipment shall be applicable under an outright purchase.

5.6.14 All-inclusive cost-per-impression pricing for monochrome impressions to be produced on Digital

Segment 6 Production Multifunctional Units; shortage credits & overage charges


All blanks requiring completion on Attachment C shall be filled in clearly, including the all-inclusive cost-per-

monochrome impression pricing for the Production (Segment 6) Equipment Group (this number would not be

applicable should the University purchase the units).

Regarding the shortage and overage costs, EKU recognizes that each copy/print produced on a Digital Production

Multifunctional Unit costs Offeror a specific amount related to such items as toner, parts and labor. Consequently,

EKU believes that if guaranteed copies or prints are not produced, the financial benefit to the Offeror of not having

to provide toner and labor for the non-produced impressions should be shared in a true partnership. On Attachment

C, therefore, Offeror shall indicate the per-impression service and supply shortage credit (if the pro-rated

guaranteed annual monochrome volume is not met) and overage charge (if the pro-rated guaranteed annual

monochrome volume is exceeded) that shall be applied during each annual monochrome volume reconciliation.

5.6.15 Digital Production Multifunctional Unit monochrome renewal costs to be applied during extension of

Contract

On Attachment C, Offeror shall indicate the applicable reduction in costs associated with EKU retaining both Digital

Production Multifunctional Units installed under this Contract in place as of March 31, 2013 and renewing the

Contract under identical terms and conditions on a monthly, quarterly or annual basis for up to two (2)

additional years once the initial sixty (60) month term expires.

5.6.16 Identification of lease cost basis elements for Production equipment; type of leasing/rental program

offered

On Attachment C, Offeror shall provide a breakdown of the lease cost basis elements that comprise the total

Production equipment-related costs to EKU under this RFP package. The lease cost basis elements shall include the

total contract costs associated with providing equipment, service and supplies.

The type of leasing program being proposed (Internal Funding, FMV, $1 Buyout, 10% Buyout, Rental or other)

shall also be identified on Attachment C, along with the lease rate factor utilized to determine the monthly all-

inclusive lease/rental cost to EKU.

5.6.17 Identification of outright purchase cost of equipment

On Attachment C, Offeror shall list (in whole dollars) the outright purchase cost for each production unit configured

as per the requirements of this RFP.

5.6.18 Per-click service and toner charge for production fleet

The Offeror shall also list on Attachment C the all-inclusive blended service and toner click charge applicable

should the University decide to purchase the fleet of production equipment being proposed. This per-click charge

shall be firm for five years. All volume guarantees, shortage credits and overage charges elsewhere in this RFP for

production equipment shall be applicable under an outright purchase.

5.6.19 Primary functions and other technical data

In this Section, for each model of Equipment being proposed, and as per the specifications of each applicable

Equipment Segment in Section 3.1 of this RFP, Offeror shall list the following (if extra costs [in addition to

Attachment B and C pricing] are required to enable any of the features on the list that follows, the Offeror shall so

state any applicable pricing):

A. The NEMA plug configuration type;

B. The brand and model of power surge protector (line conditioner) being included in the Attachment

B pricing;

C. Whether the all-inclusive monochrome and color cost-per-impression pricing listed in

Attachments B and C applies to letter-, statement-, legal- and ledger-size copying/printing;

D. Which primary functions (i.e., copying, printing, faxing [as applicable] and scanning) are able to

be performed simultaneously on the models proposed in each Segment;

E. Which walk-up copying, faxing or scanning features, if any, are not available to workstation users

via the unit’s print, fax and scan drivers;


F. The amount of included RAM memory dedicated for the copier, fax (as applicable), scanner and

printer functions on each model as it is being proposed;

G. The manufacturer of the print controller and whether it is embedded or external to each unit being

proposed;

H. The hard disk drive capacity of the unit as it is being proposed and the maximum number of pages

that can be stored into memory for later operator retrieval;

I. The number of copy job ―reserves‖ (job ―reserves‖ are walk-up copying jobs that can be scanned

and stored into memory for printing upon completion of the current copy and/or print job) for each

Digital Convenience Multifunctional Unit being proposed;

J. Whether each proposed Digital Convenience Multifunctional Unit model is set from the factory to

default to Copier functionality as the priority document imaging mode. If this is not the case,

please describe the process to ensure that walk-up users are not interrupted by incoming printed

jobs;

K. Please provide information on fax security capabilities on the Segment 3 model being proposed

that will enable only authorized users to send faxes and view/print incoming fax transmissions;

L. Whether two-sided one-pass scanning (i.e., ―simultaneous‖ or ―perfect‖ scanning) capability is

included on any of the models being proposed;

M. Whether your proposed scan solution employs ―push‖ or ―pull‖ scanning technology;

N. Whether users can choose a scan file format at the device based on an application and preference.

If so, which file formats are available? e.g. PDF, TIFF, and JPEG;

O. How users wishing to utilize the included scan-to-email function are authenticated;

P. What type of processing do scanned images undergo? e.g. de-skew, de-speckle, visible page edge

removal;

Q. Whether the devices can create text-searchable PDF files providing greater access to documents

archived in shared files and folders;

R. Whether the units being proposed are compatible with scanning documents directly into Banner

XTender. If so, please describe the system, whether it is embedded or external to the device, and

all associated costs to achieve this level of compatibility;

S. Whether multiple pages can be scanned and either emailed or stored without having to go back-

and-forth between the device and the PC workstation between each page;

T. Whether your scanning solution includes OCR software with advanced desktop layout analysis for

editing, archiving and sharing;

U. Whether users can scan documents to individual or multiple email addresses from the device

without any external PC involvement;

V. Whether the scanning system can support common network user authorization, authentication

schemes and common directory protocols such as LDAP? Are the processes the same as those

required by the users’ network login e.g., user name and password? Can a user’s name be added to

the ―From‖ field for further verification of the sender;

W. Whether the device allows scanned documents to be encrypted for security purposes (if so, please

describe your process);

X. Whether the device allows for seamless scanning to Electronic Document Management Systems

(EDMS) or Enterprise Content Management (ECM);

Y. Whether users can scan to a Windows share location or to FTP (Internet transfer);

Z. Whether the device can scan images into WYSIWIG web-based HTML files, improving

immediate access to documents posted on any website;

AA. Whether the device allows a user to attach Document Management Fields (e.g. date, name, file

number) to the document file for filing/retrieval and unique identification (sometimes referred to

as metadata); If so, whether the metadata or indexing data can be automatically included in the

scanning template workflow;

BB. What is the quality of scanned images from the device? Please include specific details on the

resolution, gray scale, De-speckle and De-skew and color depth;

CC. Whether each unit’s stack-feed bypass tray is capable of feeding multiple #10 envelopes;

DD. Whether each proposed Digital Convenience Multifunctional Unit can print out the internal

user/departmental tracking data;

EE. Whether each proposed Digital Convenience Multifunctional Unit can transmit the internal

user/departmental tracking data electronically via the internet to the Offeror;

FF. Whether printing can be controlled and tracked via the internal user/departmental codes;

GG. Whether copy tracking data can be listed separately from print tracking data for each user or

department being tracked by each proposed Digital Convenience Multifunctional Unit unit’s


standard internal tracking function;

HH. The maximum number of internal tracking codes and the maximum number of digits per code;

II. Whether the internal tracking codes can be submitted electronically on a prescribed day each

month;

JJ. A brief description of the most efficient method of installing device print, fax and scan driver

software for each proposed model on EKU workstations;

KK. Whether banner sheets can be automatically programmed to be pulled from a different (color)

paper source than for the print job itself;

LL. Whether banner sheets between print jobs can be programmed with the network user’s name

and/or other identifier so jobs from multiple distant users can more easily be located in high-

volume environments;

MM. Whether the unit’s multi-position finisher can place two or three vertical ―book staples‖ on the

left-hand margin of completed sets;

NN. Whether email notifications will be sent automatically to the designated facility key operator when

units are out of paper, out of toner or otherwise require key operator attention;

OO. A brief description of how prints, faxes (as applicable) and copies will be separated on the finisher

and/or exit trays of each Digital Convenience Multifunctional Unit model being proposed;

PP. For the Segment 6 Production Equipment being proposed, please describe the front-end controller

software and hardware included in the Attachment C pricing, including version levels and primary

specifications. List specifications of the included PC (if applicable) that is required to process

production applications including processor type, speed, memory and monitor specifications. Also

describe whether the controller has the ability to split workloads between the light production and

heavy production units.

QQ. For the Segment 6 Production Equipment being proposed, please describe the folding options

included in Attachment C pricing, if any, including, but not limited to such folding capabilities as:

booklet, gatefold, letter fold-in, letter fold-out, double parallel and z-fold;

RR. For the Segment 6 Production Equipment being proposed, please answer whether or not click

charges apply to sheets fed from the interposer tray(s); and

SS. For the Segment 6 Production Equipment being proposed, please verify that .pdf workflow and

.pdf page editing software is included in your Attachment C pricing.

5.6.20 Detailed description of an OPTIONAL copy/print tracking system

In this Section of the proposal, the Offeror will provide a complete description of an OPTIONAL copy/print

tracking system that the University may decide to implement. Specific information to be provided in this Section

about this optional element includes, but is not limited to:

A. The total outright purchase cost and 60-month lease cost of the copy/print tracking system

proposed in this Section;

B. The name, manufacturer and version number of the proposed copy/print tracking system;

C. The maximum number of system users that can be tracked;

D. The maximum number of devices that can be tracked;

E. Whether the tracking application is embedded into the multifunctional devices and/or run from a

dedicated server;

F. How walk-up users and workstation users are authenticated;

G. The data fields that are collected for each transaction (date, print or copy job, color or

monochrome, etc.);

H. How often the system is able to poll each device, or whether the system operates in real time;

I. The name of the database included in the system (SQL or other);

J. The connectivity requirements of the system;

K. How the system will pair machine user identification codes with University cost center numbers

when reporting the chargeback information to the University;

L. Whether each user can view their current monthly copy/print usage on-line;

M. Whether each proposed Digital Multifunctional Unit, once connected to the University network,

can transmit the internal user/departmental tracking data electronically to the copy/print tracking

system; and

N. The names of like-size customers that have installed the proposed tracking solution for a minimum

of six (6) months.


5.6.21 Recommended transparency film and labels

Offeror shall provide the item numbers and brand names for mailing labels and transparencies that are compatible

with each Digital Convenience Multifunctional Unit model being proposed. Offeror shall certify that the

transparency film and mailing labels listed in this Section will run reliably on all Digital Convenience

Multifunctional Units being proposed. If the proposed Digital Convenience Multifunctional Units are able to run the

transparency film and mailing labels from all paper sources (drawers plus bypass), or if the paper sources are

restricted when running this stock, the Offeror shall so state.

5.6.22 Charges for moving equipment

Offeror shall list in this Section the per-unit charge, if any, for moving Segment 3, 4 & 5 Digital Convenience

Multifunctional Units within the same facility, and the charge, if any, for moving such equipment from one EKU

facility to another. This charge shall not apply during the original installation or to the load-balancing of equipment

halfway during the term of the Contract.

5.6.23 Preventive maintenance schedule and notification

i.In this Section, Offeror shall list the preventive maintenance (PM) schedule (in terms of copy/print count intervals

and/or time period intervals), including both mini-PM and full-PM schedules if applicable, for all models being

proposed. Also please indicate the approximate number of hours required to perform mini-PMs and full PMs. If the

PM schedule and/or methodology to which your company prescribes are different from that which the manufacturer

recommends, please explain. Also please describe the manner in which EKU will be informed of PM work that has

been performed on the various units installed.

5.6.24 Manufacturer support letter

Offeror shall provide a manufacturer support letter stating that in the unlikely event your servicing company is

unable to provide service, the manufacturer will arrange for and/or provide all necessary parts and service support at

the same prices quoted in Offeror’s proposal. The manufacturer will also guarantee in its letter that all products

installed under this Contract will be fully compatible with future versions of the most popular network operating

systems.

5.6.25 Parts and supplies warehouse locations

Offeror shall indicate the city and state of its nearest (to Richmond, KY) parts and supplies warehouse that supports

the products being proposed to EKU.

5.6.26 Print, fax and scan driver utilities

In this Section, please indicate the name and version level of the print, fax and scan driver utilities (as applicable)

that will be provided to all workstation users to enable functional connectivity to each model in each Equipment

Segment being proposed.

5.6.27 Network administration utilities

In this Section, please indicate the name and version level of the device management utilities that will be provided to

EKU’s Information Technology (IT) staff members to monitor and control each model in each Equipment Segment

being proposed.

5.6.28 User-replaceable parts

In this Section, for each model in each Equipment Group being proposed, Offeror shall clearly list which

components or parts will be considered user-replaceable. Further, the approximate aggregate time involvement to

replace these components or parts per unit per month shall be listed for each Equipment model being proposed.


5.6.29 Firm pricing guaranteed

In this Section, the Offeror shall certify that all pricing listed in its proposal, including that which is listed on

Attachments B and C, shall be firm for the entirety of the term of this Contract, excepting only the monthly flat-rate

pricing for functionality upgrades that shall be firm for the first ninety (90) days of this Contract.

5.6.30 Identification of additional costs

Based on its thorough review of this RFP, Offeror shall identify any additional costs not otherwise set forth in its

proposal that it can reasonably foresee being incurred by EKU, such as under Sections 5.6.19 (Q) and 5.6.20.

5.6.31 Identification of third-party leasing partner and of Contract deviations

In this Section of its proposal, the Offeror will name its preferred third-party leasing partner (if any) for this

Contract, or state that it is using an internal funding source. If using an internal funding source, Offeror shall state

whether this is a private label leasing arrangement with a leasing company or an internal source of funds.

Offeror shall also state whether the terms and conditions of this RFP are satisfactory with this third-party leasing

company (if any), or if not, how the Offeror will comply with the requirements of this Contract. Specific contractual

and equipment specification deviations, if any, must be clearly listed in this Section of the Offeror’s proposal. If

no deviations to this RFP’s specifications and requirements are specifically noted, it shall be presumed that no

deviations exist.

It should be noted that no one single deviation, in and of itself, is likely to automatically preclude a Offeror’s

proposal from further consideration. As an example, if a Offeror were to propose a 50 page-per-minute device in

Segment 4, or were to offer a Segment 5 machine with only a 4,500-sheet capacity, or did not offer a Segment 5

device with optional faxing capabilities, any of those deviations would be taken into consideration by EKU and

judged accordingly in the context of the entire proposal versus the proposals submitted by other Offerors. However,

all such equipment or contract deviations, no matter how minor, must be noted and explained in this Section.

5.6.32 Campus-Wide Program Start-Up Costs

The University has estimated its start-up costs under this new campus-wide copier initiative to be approximately

$600,000. This amount includes allocations for establishing and maintaining the University’s new centralized copier

program, lease buyouts, replacements of relatively new machines and copier replacements for units with some useful

life left. Every effort was made by the University with this program to guarantee the winning vendor(s) the earliest

possible replacement of competitive units.

Specifically, EKU would like to receive offers from interested Offerors that will provide financial assistance to the

University in absorbing these start-up costs and installing all Convenience equipment called for in this RFP at the

inception of this Contract. The University desires the winning vendor(s) to provide financial assistance from one-

third to one-half of the anticipated start-up costs. In this Section, then, the Offeror is requested to indicate the

amount of financial assistance it is willing to provide to EKU contingent upon successful Contract negotiations.

5.6.33 Ability to provide on-site test equipment

As part of the evaluation of the proposals submitted for Segment 3, 4 & 5 equipment, EKU may perform on-site

tests on the equipment submitted by certain Offerors, at the complete discretion of, and at no cost to, EKU. All

Offerors may not be a part of this phase of the evaluation process. If selected to be a part of this evaluation process,

Offerors will be required to have one complete system of each type proposed in response to the specifications of this

RFP delivered to a location and on a date to be designated by EKU. Offerors are requested to indicate in this Section

of their proposal whether they will comply with EKU’s requirement to test recommended solutions before Contract

award.

Equipment evaluations for Segment 3, 4 & 5 equipment are expected to last for approximately two (2) weeks

beginning on or about January 14, 2008. The Offeror’s proposed solution will be judged during the on-site testing

period on a number of factors, including, but not limited to, its ability to perform copy/scan/fax jobs and to output


printed documents from Windows and Mac workstations. Upon installation of the evaluation units, it shall be the

Offeror’s responsibility to provide full installation and training support, including network connectivity training.

Offerors will be judged in part based on the professionalism and knowledge of their networking support staff.

Offerors are to specify in this Section that, should Offeror be selected to submit units for evaluation purposes, the

Equipment installed by Offeror will be identical to the evaluation units in all respects, unless otherwise agreed to in

writing by EKU.

5.7 Program Plan – Support Services Defined

5.7.1 Detailed Work Plan

Offeror shall provide a detailed work plan in accordance with the requirements and equipment specifications

contained in this RFP. Delivery and installation of the initial installation phase shall commence on or about March 1,

2008. All initially installed Equipment must be in place, fully functional and all necessary initial training provided

by no later than April 1, 2008. The installation plan shall also include a suggested timeline for the training of key

operators, and a detailed floor plan showing necessary space and electrical requirements (NEMA plug types). The

Offeror shall also include a plan for scheduling ongoing ―Technology Showcases‖ in high-profile areas in various

EKU buildings to display and promote the latest technology being implemented. The anticipated number of

additional Offeror personnel required for Digital Convenience Multifunctional Unit installation and training at the

beginning of the Contract shall be listed. The Offeror will indicate whether the initial key-operator training will be

performed by dedicated company trainers or by sales representatives. Coordinating the scheduling of installation,

service and training personnel shall at all times be the sole responsibility of Offeror.

5.7.1 IT Support Plan

Offeror will describe in detail how it will provide installation, training and troubleshooting support to EKU’s IT

department. The description will include, but not be limited to: A discussion of the steps to be taken in the event of

installation/operation problems related to printing/scanning/faxing; how print/scan/fax drivers and software, and

related updates, will be installed on EKU’s approximate total of approximately 3,500 administrative workstations;

and how Offeror’s help desk personnel will work together with EKU IT department’s help desk personnel.

5.7.3 Samples of Billing and Reporting

Please provide examples and exhibits of billing and reporting that will be made available to the University.

5.8 References and Past Experience

Please provide five (5) Higher Education market references. Please include only references within the current calendar year

and previous two (2) calendar years. EKU may contact these references during the evaluation process.

Each Offeror should include summary information for all contracts of similar size and scope performed by the firm.

Information provided for each job shall include:

5.8.1 Contract/Project name

5.8.2 Agency/department/office for which performed

5.8.3 Dates of contract

5.8.4 Owner’s contract/project manager or other representative

5.8.5 Contact person, direct-line phone number and email address

5.8.6 Dollar value of contract

5.8.7 Percentage of Digital Convenience and Production Multifunctional Units at this reference location

5.8.8 What percentage of the units installed have print connectivity installed

5.9 Financial Proposal

Offerors are required to complete all items contained in Attachments B and C and include same in the completed proposal

packages under this Section.


5.10 Value-Added Services

Fully describe and explain any optional value-added services that Offeror will provide that are not part of the mandatory

services.

5.11 Data Sheets

Include data sheets that describe the features and ancillary items available for use with the products being proposed on

Attachments B and C.

5.12 Proposal Checklist

Complete Attachment E after your proposal is complete and include same in this Section.

6.0 EVALUATION CRITERIA PROCESS

The University’s evaluation of each proposal will be based upon the information provided in the Proposal, additional

information requested by the University, information obtained from references and independent sources, and formal

presentations, if requested. The University evaluation committee will evaluate proposals in accord with the requirements and

criteria set forth in this Solicitation, including any Addenda issued. The University may award the Contract to the Successful

Offeror submitting the Proposal determined to be the most advantageous to the University.

Primary Criteria include:

a. Offeror Qualifications

b. Program Plan – Support Services Defined

c. References and Past Experience

d. Financial Proposal

e. Adherence to the specifications as listed in this RFP

f. Completeness/clarity of proposal

g. Inclusion of one (1) Full-Time On-Site Technician qualified to maintain the Convenience equipment offered

h. Overall administrative simplicity of program offered

i. Reliability and performance of equipment during testing

j. Compatibility of Offeror’s equipment with University networking environment

k. Offeror’s financial stability

l. Requirement of University employees to replace components

m. Technical Support

n. Flexibility of billing structure to meet University’s requirements

o. Offeror’s proposed list of RFP deviations

Note: Proposals must contain responses to each of the criteria listed in Section 5.0 even if Offeror’s response cannot

satisfy those criteria. A Proposal may be rejected if in the sole judgment of the University it is deemed to be conditional or

incomplete.

7.0 SPECIAL CONDITIONS AND CONTRACT TERMS

7.1 Effective Date

The effective date of the Contract is anticipated to be April 1, 2008.

7.2 Contract Term

The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term of five (5) years, from

April 1, 2008 through March 31, 2013. The Contract shall be renewable on an annual basis for up to two (2) consecutive one

(1)-year renewal periods. The total contract period will not exceed seven (7) years. Annual renewal will be contingent upon

the University’s satisfaction with the services performed and the overall performance of the Contractor.

The University reserves the right to renegotiate any term and/or condition as may be necessary to meet requirements for any

renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period.


7.3 Competitive Negotiation

It is the intention of the Request for Proposal (RFP) to enter into competitive negotiation as authorized by KRS 45A.085 and

200 KAR 5:307.

Offeror(s) selected to participate in negotiations may be given an opportunity to submit a best and final offer to the

University. All information received prior to the deadline for the best and final offer will be considered part of the Offeror’s

best and final offer.

7.4 No Contingent Fees

No person or selling agency shall be employed or retained or given anything of monetary value to solicit or secure the

resulting contract, except bona fide employees of the Offeror or bona fide established commercial or selling agencies

maintained by the Offeror for the purpose of securing business. For breach or violation of this provision, the University shall

have the right to reject the proposal, annul a resulting contract without liability, or, at its discretion, deduct from the contract

price or otherwise recover the full amount of such commission, percentage, brokerage, contingent fee or other benefit.

7.5 Contract Changes

No modification or change of any provision in the Contract shall be made, unless such modification is mutually agreed to in

writing by the Contractor and the duly authorized University Representative and incorporated as a written amendment to the

Contract. Memoranda of understanding and correspondence shall not be interpreted as amendments to the Contract.

7.6 Entire Agreement

The RFP shall be incorporated into any Contract. The Contract, including the RFP and those portions of the Offeror’s

response accepted by the University, shall become the entire agreement between the parties.

7.7 Governing Law

Contractor shall conform to and observe all laws, ordinances, rules and regulations of the United States of America, the

Commonwealth of Kentucky, and all other local governments, public authorities, boards or offices relating to the services

provided. This Agreement shall be governed by Kentucky law and any claim relating to this Contract brought by Contractor

shall only be brought in the Franklin Circuit Court.

7.8 Termination of Contract

7.8.1 Termination Provisions

The Contract shall be subject to the following termination provisions without prejudice to any other right or remedy.

The Contract may be terminated by the University for 1) default by the successful Offeror, 2) for Offeror’s

insolvency or unavailability of funds, or 3) for convenience.

In case of termination of the Contract, it shall be incumbent on the Contractor to continue operations until relieved

by a successor Contractor.

7.8.2 Termination for Default

A default in performance by Contractor for which a Contract may be terminated may include, but shall not be

limited to, failure to perform the Contract according to its terms, conditions, and specifications, and failure to

diligently perform the work under the Contract.

The University shall not be liable for any further payment to Contractor under a Contract terminated for default after

the date of notice to Contractor of such default as determined by the Purchasing Official, except for work performed

at the request of the University until a successor Contractor is named.

7.8.3 Termination for Contractor Insolvency or Unavailability of Funds


In the event of insolvency, unavailability of funds, or the filing of a petition of bankruptcy by or against the

Contractor, the University shall have the right to terminate the Contract upon the same terms and conditions as a

termination for default.

7.8.4 Termination for Convenience

If it is determined to be in the University’s best interest to do so, the Contract may be terminated, upon ninety (90)

days notice, at the convenience of the University.

7.8.5 Procedure for Termination

Upon delivery by certified mail to Contractor of a Notice of Termination specifying the nature of the termination,

the extent to which performance of work under the Contract is terminated, and the date upon which such termination

becomes effective, the Contractor shall stop work under the Contract on the date and to the extent specified in the

Notice of Termination, except where Contractor is notified to continue work until Contractor can be relieved by a

successor Contractor.

7.9 Employment Practices

7.9.1 Non Discrimination

Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion,

sex, national origin, age, veteran’s status, or disability. Contractor must take affirmative action to ensure that

employees, as well as applicants for employment, are treated without discrimination because of their race, color,

religion, sex, national origin, age, veteran’s status, or disability. Such action shall include, but is not limited to,

recruitment, hiring, placement, promotion, transfer, training and apprenticeship, compensation, layoff, termination,

and physical facilities. Contractor agrees to post in conspicuous places, available to employees and applicants for

employment, notices setting forth the provisions of this clause.

7.9.2 Executive Order 11246

Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state

that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex,

national origin, and age, veteran’s status or disability. Contractor shall comply with the nondiscrimination clause

contained in Federal Executive Order 11246, relative to Equal Employment Opportunity for all persons with regard

to race, color, religion, sex, national origin, and the implementation of rules and regulations prescribed by the

Secretary of Labor and with Title 41 Code of Federal Regulations, Chapter 60. Contractor shall comply with all

related Commonwealth of Kentucky laws and regulations.

7.9.3 Title 20

Contractor shall comply with the regulations issued by the Secretary of Labor of the United States in Title 20, Code

of Federal Regulations, Part 741, pursuant to the provisions of Executive Order 1178 and the Federal Rehabilitation

Act of 1973.

7.9.4 Other Acts

Contractor shall comply with the Civil Rights Act of 1964, any amendments thereto, and the rules and regulations

there under; Section 504 of Title V of the Vocational Rehabilitation Act of 1973 as amended; and the Kentucky

Civil Rights Act.

Contractor shall comply with the Americans with Disabilities Act of 1990.

7.9.5 Future Acts, Laws, and Regulations

Contractor shall comply with any future federal acts, laws, and regulations, and Kentucky state acts, laws, and

regulations as they relate to employment programs when such acts, laws, and regulations become effective.

7.10 Conflict of Interest


No official or employee of Eastern Kentucky University and no other public official of the Commonwealth of Kentucky or

the federal government who exercises any functions or responsibilities in the review or approval of the undertaking or

carrying out of the Contract shall, prior to completion of the Contract, voluntarily acquire any personal interest, direct or

indirect, in this Contract or proposed Contract.

Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would

conflict in any manner or degree with the performance of its services hereunder. Contractor further covenants that in the

performance of the Contract no person having any such known interests shall be employed.

7.11 Severability

If any provision or provisions of the RFP, responses to the RFP, any Contract or personal service contract, or similar

document executed as a result of this RFP shall be deemed invalid or unenforceable in whole or in part, these documents

shall be deemed amended to thereof in order to render it valid and enforceable.

7.12 Contract Administrator

All notices, requests and other communications that a party to any Contract, personal services contract, or similar document

executed as a result of this RFP is required or elects to deliver shall be in writing and shall be delivered personally, by

facsimile (provided such delivery is confirmed), by email clearly identifying the source of notice, or by recognized overnight

courier service to the other party at the address set forth below, or to such other address as such party may hereafter designate

by notice given pursuant to this Section.

Upon award of Contract, the sole point of contact for administration of the Contract will be:

Lora Snider, Director Copy to:

Division of Purchases & Stores Cheryl Harris, Esquire

Eastern Kentucky University Eastern Kentucky University

213 Jones Building, CPO 8A 205 Coates Building, CPO 40A

521 Lancaster Avenue 521 Lancaster Avenue

Richmond, KY 40475 Richmond, KY 40475

(859) 622-2246 (859) 622-6693

(859) 622-2047 (fax) (859) 622-8030

[email protected] [email protected]

7.13 Prime Contractor Responsibility

Any Contract resulting from the RFP shall specify that the Contractor is solely responsible for fulfillment of the Contract

with the University.

7.14 Assignment and Subcontracting

The Contract is not assignable by the Contractor, either in whole or in part. No portion of work shall be subcontracted

without prior written consent of Eastern Kentucky University.

7.15 Permits, Licenses, Taxes, and Registration

Contractor shall secure all necessary permits, licenses, and registrations and abide by all applicable laws, regulations, and

ordinances of the United States, the Commonwealth of Kentucky, and any political subdivision(s) in which work under this

Contract is performed.

Contractor shall pay any sales, use, local, and personal property taxes arising from this Contract. Any taxes on the services

delivered pursuant hereto shall be borne by the Contractor.

7.16 Attorneys’ Fees




In the event that either party deems it necessary to take legal action to enforce any provision of a Contract, the University

and Contractor agree to pay their own respective expenses of such action, including attorney’s fees and costs at all stages of

litigation as set by the court or hearing officer.

7.17 Patents, Copyrights, and Trademark

The Contractor shall protect the University from any and all damages or liability arising from alleged infringements of

patents, copyrights or trademarks.

7.18 Hold Harmless

Contractor agrees to indemnify, defend, and hold harmless Eastern Kentucky University, its officers, agents, and employees

from any claims for losses for service rendered by Contractor, person, or firm performing or supplying services in connection

with performance of the Contract; any claims or losses to any person or firm injured or damaged by the erroneous or

negligent acts of Contractor, its officers or employees in the performance of the Contract, any claims or losses resulting to

any person or firm injured or damaged by Contractor, its officers or employees by the publication, translation, reproduction,

delivery, performance, use, or disposition of any data processed under the Contract in a manner not authorized by the

Contract, or by federal or Commonwealth of Kentucky regulations, laws, and statutes, and any failure of Contractor, its

officers or employees to observe Commonwealth of Kentucky regulations, laws, and statutes, including but not limited to

labor laws, minimum wage laws, and other applicable regulations, laws, and statutes.

7.19 Insurance

Contractor shall procure and maintain, at its expense, the following minimum insurance coverage insuring all services, work

activities, and contractual obligations undertaken in this Contract. These insurance policies must be with insurers acceptable

to Eastern Kentucky University.

Contractor agrees to furnish Certificates of Insurance for each insurance policy to the Purchasing Official. Eastern Kentucky

University, its regents, and employees must be added as Additional Insured on the General Liability and Contractor Errors

and Omissions Liability policies with regard to the scope of this Contract. Any deductibles or self-insured retentions in the

insurance policies must be paid by and are the sole responsibility of the Contractor. Coverage is to be primary and non-

contributory with other coverage, if any, purchased by the University. All required insurance policies must include a Waiver

of Subrogation in favor of Eastern Kentucky University, its regents, and employees.

Contractor shall obtain, maintain, and pay for insurance in the categories listed in the insurance schedule. The insurance

coverage in each category shall meet or exceed the minimum limits set forth in the insurance schedule below. The University

shall be included as additional named insured’s on each policy. The insurance shall cover all of the vendor’s operations

under this Agreement and shall be effective throughout the effective period of this Agreement. It is not the intent of this

schedule to limit the types of insurance otherwise required by this Agreement or that the vendor may desire to obtain.

SCHEDULE:

POLICY MINIMUM LIMITS

Commercial General Liability

General Aggregate $ 2,000,000

Products/Completed Operations Aggregate $ 2,000,000

Each Occurrence Limit $ 1,000,000

Personal/Advertising Injury $ 1,000,000

Fire Damage (Any One Fire) $ 50,000

Medical Payments (Any One Person) $ 5,000

Automobile Liability

Bodily Injury/Property Damage (Each Accident) $ 1,000,000

Personal Injury Protection Statutory

Collision and Comprehensive Deductible amounts

Uninsured Motorist & Underinsured Motorist $ 500,000

Workers’ Compensation


Coverage A (Workers’ Compensation) Statutory

Coverage B (Employers Liability) each accident $ 100,000

Disease policy limit $ 500,000

EA employee $ 100,000

Umbrella Liability

Each Occurrence Limit $2,000,000

General Aggregate Limit $2,000,000

Self Insured Retention $10,000

The Contractor shall not commence any work in connection with this agreement until he has obtained, as a minimum, all of

the above referenced types of insurance and such insurance has been approved by the University, nor shall the Contractor

allow any subcontractor to commence work on its subcontract until the subcontractor has obtained equivalent insurance and

provided certificates of insurance showing the coverage to the Contractor. All insurance policies shall be with insurers

qualified to do business in Kentucky. The Contractor shall furnish the University proof of insurance coverage by certificates

of insurance no later than ten (10) days after Contract award. All required insurance policies shall name the University as an

additional named insured. The Contractor shall promptly notify the University of any changes in insurance coverage or

carrier.

The University shall be exempt from, and in no way be liable for, any sums of money that may represent a deductible in any

insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor and/or subcontractor that

obtained the insurance.

7.20 Performance Bond

A performance bond will not be required for this contract.

7.21 Events Beyond Control

Anything herein to the contrary notwithstanding, the University shall not be liable or responsible for any failure to furnish the

services set forth in this RFP and the Contract, occasioned by strike or other work stoppage, federal, state or local

government action, breakdown or failure of apparatus, equipment or machinery employed in supplying services, any

temporary stoppage for the repair, improvement, or enlargement thereof, or any act or condition beyond its reasonable

control.

7.22 Method of Award

It is the intent of the University to award a Contract to the qualified Successful Offeror whose offer, conforming to the

conditions and requirements of the RFP, is determined to be the most advantageous to the University, cost and other factors

considered. The method of determining the best offer is detailed in Section 6.0.

Notwithstanding the above, this RFP does not commit the University to contract for any requirements detailed in this

document. The University reserves the right to reject any or all offers and to waive formalities and minor irregularities in the

Proposal(s) received.

7.23 Sales and Property Tax Exemption

The University is exempt from paying all state taxes, including use, sales, excise and property taxes. As such, the

University will not pay nor reimburse Offeror for such taxes. ATTACHMENT A – Taxpayer Identification Form

TAXPAYER IDENTIFICATION NUMBER REQUEST In compliance with Federal Regulations and tax reporting requirements, Eastern Kentucky University requires a Federal Tax Identification Number or Social Security Number for all vendors or persons doing business with the University. Please provide all requested information and return this form to ensure prompt payment of invoices. If submitting Fom W-9, PLEASE return this completed form also.


For your convenience, you may return the information one of the following ways: FAX: Vendor File @ 859-622-2047 Mail: Purchasing Division Eastern Kentucky University 521 Lancaster Avenue

213 Jones Bldg, CPO 8A Richmond, Kentucky 40475

Phone # (859)622-2246 Please type or print legibly

VENDOR INFORMATION Name of Firm * (Company or Individual)

Phone Number * Make Checks Payable To *

Address * Fax Number * Payment Address *

Address Web Site Address or E-mail Payment Address

Address Vendor Representative Name on Invoice *

City * State * Zip* Federal Tax ID Number ** Social Security Number **

Willing to accept ACH payments * Yes No Bank Routing #______________________________ Bank Account #______________________________

Willing to accept credit card payments* Yes No

Payment Terms *

* Required Field ** Federal Tax ID Number- This field must be completed if ―Name of Firm‖ is a company name. Social Security Number- This field must be completed if ―Name of Firm‖ is an individual’s name.

Type of Ownership (Check Appropriate Box(es)) * Business Classification (Check Appropriate Box(es)) *

(01) Individual/Sole Proprietorship (02) Partnership (03) Corporation-Incorporated in

(State)__________________ (04) Non-profit/Education

(05) Non-Resident Alien (06) Exempt from backup

withholding Other: _____________________

_____________________________

(SM) Small Business (LG) Large Business (CT) In County (MN) Minority Owned (WO) Women Owned

(SD) Small Disadvantaged Business (GA) Government Agency (NP) Non-Profit (AL) Alumni Owned (HZ) Hub Zone Small Business Other (Specify)__________________

*Business Classification Reference Links: www.ccr.gov/sizestandard.asp, https://eweb1.sba.gov/hubzone/internet/general/whoweare.cfm, and

http://app1.sba.gov/faqs/faqindex.cfm?areaID=11

Printed Name of Authorizing Official:

Authorized Signature: Date:

CERTIFICATION

Under penalties of perjury. I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me) and 2. I am not subject to backup withholding because:(a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and

3. I am a U. S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup

withholdings because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct Taxpayer Identification Number.

Signature of U.S. Person _____________________________________________________ Date ______________________________

http://www.ccr.gov/sizestandard.asp

https://eweb1.sba.gov/hubzone/internet/general/whoweare.cfm

http://app1.sba.gov/faqs/faqindex.cfm?areaID=11


ATTACHMENT B - OFFEROR PRICING FORM—

DIGITAL CONVENIENCE MULTIFUNCTIONAL EQUIPMENT GROUP

Please list below the Quantity, Brand and Model numbers of the proposed Segment 3, 4 & 5 Digital Convenience Multifunctional

Units (please also list all optional accessories necessary for each model to meet Section 3.1.1 specification compliance):

Segment 3: _(Quantity: )______________________________________________

Segment 3 Color Hybrid: _(Quantity: )___________________________________

Segment 4: _(Quantity: )______________________________________________

Segment 4 Color Hybrid: _(Quantity: )___________________________________

Segment 5: _(Quantity: )_____________________________________________

Note: The above model listing may be modified periodically by the parties during this Contract to reflect mutually agreeable

substituted models.

ALL-INCLUSIVE COST-PER-IMPRESSION PRICING — APPLICABLE TO ALL Segment 3, 4 & 5 DIGITAL CONVENIENCE

MULTIFUNCTIONAL UNITS INSTALLED:

The all-inclusive cost to meet all Contract requirements listed in this RFP must be included in the cost-per-impression charge listed

below, including, but not limited to: All necessary Segment 3, 4 & 5 hardware, firmware, software, document feeders, finishers, paper

drawers, large capacity paper trays, print controllers, scanning servers, LDAP authentication, fax boards, finisher/feeder kits,

scan/print/fax licenses, page description languages, ramp-up training, print drivers, network administration utilities, boards, cards,

peripherals, insurance, lease administration fees, return freight charges, grounding, power surge protection devices (line conditioners),

one (1) full-time on-site technician, emergency service, networking printing and scanning support, parts, consumable parts, supplies,

toner, staples, fuser oil (if applicable), photoconductors, developer, labor, firmware upgrades, software upgrades, drive time, trip

charges, hourly rates, freight, delivery, set-up, installation, order entry fees, de-installation at Contract completion, hard-drive cleaning

at de-installation and ongoing training. Cost-per-impression pricing must remain firm throughout the Contract term.

Fleet-wide all-inclusive cost-per-impression price for Segment 3, 4 & 5 Digital Convenience Multifunctional Units:

(a) _____________ per monochrome impression guaranteeing a minimum Contract total of 57,000,000 (57 million) pooled

impressions to be produced on a guaranteed minimum of one-hundred and eighty-five (185) combined Segment 3, 4 & 5

Digital Convenience Multifunctional Units installed as per the Attachment F schedule during the 60-month Contract term

beginning April 1, 2008 and running through March 31, 2013.

ALL-INCLUSIVE COLOR COST-PER-IMPRESSION PRICING

ALL-INCLUSIVE PER-IMPRESSION COLOR COPY/PRINT CHARGES APPLICABLE TO THE COLOR HYBRID SEGMENT

3 & 4 DIGITAL MULTIFUNCTIONAL UNITS (note: four scans equal one [1] color impression):

(b) ___________ per color impression including color toners, drums and developers as applicable

Note: The above-listed pricing for color copies/prints shall be applicable to future color-enabled Color Hybrid products in any

Multifunctional Unit Segment made available to EKU under this Contract.

SHORTAGE CREDIT/OVERAGE CHARGE

SHORTAGE CREDIT AND OVERAGE CHARGE APPLICABLE TO DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS:

(c) ___________ per monochrome impression as a shortage credit

(d) ___________ per monochrome impression as an overage charge


RENEWAL CHARGES

MONTHLY, QUARTERLY OR ANNUAL RENEWAL CHARGES APPLICABLE TO DIGITAL CONVENIENCE

MULTIFUNCTIONAL UNITS:

(e) ___________ per monochrome impression during any renewal period

(f) ___________ per color impression during any renewal period

LEASE COST BASIS ELEMENTS

THE PER-IMPRESSION RATE LISTED ABOVE IN ITEM (a) OF ATTACHMENT B WAS DERIVED BY USING THE

FOLLOWING PRICING ELEMENTS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):

(g) ___________________ total contract cost of equipment

(h) ___________________ total contract cost of service

(i) ___________________ total contract cost of supplies and other miscellaneous items

TYPE OF LEASE/RENTAL PROGRAM BEING PROPOSED

THE TYPE OF LEASE/RENTAL PROGRAM PROPOSED IN ITEM (a) OF ATTACHMENT B IS AS FOLLOWS:

(j) ________________________ (complete by filling in In-House [Internal Funding], FMV, $1 Buyout, 10% Buyout, Rental or Other;

please describe in detail if other: ____________________________________)

LEASE RATE FACTOR

THE LEASE RATE FACTOR USED TO DETERMINE THE CPI RATE LISTED IN ITEM (a) OF ATTACHMENT B IS AS

FOLLOWS:

(k) ___________ (Example: .0191)

FAX UPGRADE PRICING

MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING FAX FUNCTIONALITY TO SEGMENT 4 & 5

DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:

(l) ___________ per unit per month (Segment 4 units including Color Hybrid models)

(m) ___________ per unit per month (Segment 5 units)

HOLE-PUNCH UPGRADE PRICING

MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING HOLE-PUNCH FINISHING TO SEGMENT 3

DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS CONTRACT:

(n) ___________ per unit per month (Segment 3 units including Color Hybrid models)


SADDLE-STITCH UPGRADE PRICING

MONTHLY PER-UNIT FLAT-RATE CHARGES APPLICABLE TO ADDING SADDLE-STITCH FINISHING TO SEGMENT 3,

4 AND 5 DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS DURING THE FIRST NINETY DAYS OF THIS

CONTRACT:

(o) ___________ per unit per month (Segment 3 units including Color Hybrid models)

(p) ___________ per unit per month (Segment 4 units including Color Hybrid models)

(q) ___________ per unit per month (Segment 5 units)

FUNCTIONALITY UPGRADES AFTER FIRST NINETY (90) DAYS OF CONTRACT

PERCENTAGE DISCOUNT FOR ADDING FAX, HOLE-PUNCHING OR SADDLE-STITCH FUNCTIONALITY (ITEMS [l]

THROUGH [s] ON ATTACHMENT B ABOVE) AFTER THE FIRST 90 DAYS OF THE CONTRACT:

(r) __________% discount from the then-in-effect manufacturer’s suggested retail price (MSRP) at the

time of upgrade

ALLOTMENT OF STAPLES TO BE INCLUDED

THE TOTAL NUMBER OF STAPLES INCLUDED IN PRICING ELEMENTS (a) AND (cc) OF ATTACHMENT B IS AS

FOLLOWS:

(s) ________________ staples over the term of the Contract are included in pricing elements (a) and (cc) of Attachment B pricing

based on the estimated volumes per Segment as listed in Section 3.1 of this RFP package

MAXIMUM NUMBER OF UNITS TO BE ADDED UNDER COST-PER-IMPRESSION PROGRAM

THE MAXIMUM NUMBER OF SEGMENT 3, 4 & 5 DIGITAL CONVENIENCE MULTIFUNCTIONAL UNITS THAT CAN BE

ADDED CO-TERMINOUSLY DURING EACH YEAR OF THIS CONTRACT TERM (BY ADDING THE PER-SEGMENT

ESTIMATED VOLUMES TO THE UNIVERSITY’S VOLUME GUARANTEE AT THE CONTRACTED COST-PER-

IMPRESSION COST LISTED IN PRICING ELEMENT [a] ABOVE) SHALL BE ESTABLISHED AS FOLLOWS:

(t) ___________ Segment 3 units per year (including Color Hybrid units)

(u) ___________ Segment 4 units per year (including Color Hybrid units)

(v) ___________ Segment 5 units per year


OUTRIGHT PURCHASE COSTS

THE OUTRIGHT PURCHASE COSTS FOR THE INITIAL FLEET AND UNITS TO BE INSTALLED THEREAFTER AS PER

ATTACHMENT F ARE AS FOLLOWS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):

(w) ___________________ total outright purchase amount should the University decide to purchase the initial fleet of Segment 3, 4 &

5 Convenience equipment specified in this RFP

(x) ___________________ per-unit Segment 3 Monochrome outright purchase cost (configured as per RFP)

(y) ___________________ per-unit Segment 3 Color Hybrid outright purchase cost (configured as per RFP)

(z) ___________________ per-unit Segment 4 Monochrome outright purchase cost (configured as per RFP)

(aa) ___________________ per-unit Segment 4 Color Hybrid outright purchase cost (configured as per RFP)

(bb) ___________________ per-unit Segment 5 outright purchase cost (configured as per RFP)

SERVICE AND TONER MONOCHROME AND COLOR PER-CLICK SERVICE RATES

IF EKU PURCHASES THE PROPOSED EQUIPMENT

IN THE EVENT EKU PURCHASES THE PROPOSED EQUIPMENT, THE FIXED BLENDED MONOCHROME AND COLOR

COST-PER-IMPRESSION FOR SERVICE AND TONER IS AS FOLLOWS:

(cc) ___________________ all-inclusive blended monochrome service and toner per-click charge applicable should the University

decide to purchase the convenience fleet being proposed (the blended monochrome per-click service and toner charge shall be fixed

for five years; the required inclusion of one (1) full-time on-site technician, all volume guarantees, shortage credits and overage

charges as listed elsewhere in this RFP shall be applicable under an outright purchase)

(dd) ___________________ all-inclusive blended color service and toner per-click charge applicable should the University decide to

purchase the convenience fleet being proposed (the blended color per-click service and toner charge shall be fixed for five years)

SERVICE AND TONER MONOCHROME PURCHASE/SERVICE COSTS

APPLICABLE TO SEGMENT 1 EQUIPMENT ONLY

AS VARIOUS EKU SCHOOLS & DEPARTMENTS PURCHASE THE PROPOSED SEGMENT 1 EQUIPMENT, THE FIXED

HARDWARE AND SERVICE COSTS SHALL BE AS FOLLOWS:

(ee) ___________________ (please list the proposed Segment 1 model here with all optional accessories necessary to meet Section

3.1.1.1 specification compliance)

(ff) ___________________ per-unit Segment 1 outright purchase cost (configured as per Section 3.1.1.1 of this RFP; please note:

Segment 1 units will be purchased only on an as-needed basis by the University and their associated costs and volumes should not be

factored in to the fleet-wide cost-per-impression pricing listed in item [a] above on Attachment B)

(gg) ___________________ all-inclusive monthly monochrome service and toner minimum charge guaranteeing 500 copies/prints per

month (this monthly minimum charge shall be firm for the duration of this contract)

(hh) ___________________ all-inclusive service and toner per-click overage charge applicable should any Segment 1 unit exceed its

monthly minimum of 500 copies/prints (the per-click service and toner overage charge for Segment 1 units shall be firm for the

duration of this contract)


ATTACHMENT C - OFFEROR PRICING FORM—

DIGITAL PRODUCTION MULTIFUNCTIONAL EQUIPMENT GROUP

Please list below the exact Quantity, Brand and Model numbers of the proposed Segment 6 Digital Production Multifunctional Units,

scanner and controller software to match the specifications of this RFP:

Segment 6 (Light Production): _(Quantity: )____________________________________________________

Segment 6 (Heavy Production): _(Quantity: )___________________________________________________

Production Scanner: _(Quantity: )____________________________________________________________

Front-End Hardware Controller (Including Software Manufacturer and Version): _(Quantity: )______________

ALL-INCLUSIVE COST-PER-IMPRESSION PRICING — APPLICABLE TO SEGMENT 6 LIGHT AND HEAVY DIGITAL

PRODUCTION MULTIFUNCTIONAL UNITS: The all-inclusive cost to meet all Contract requirements listed in this RFP must be

included in the cost-per-impression charge listed below, including, but not limited to: All necessary Segment 6 hardware, firmware,

software, document feeders, finishers, paper drawers, large capacity paper trays, production scanner, front-end controller hardware

and software, print controllers, scanning servers, LDAP authentication, .pdf workflow, .pdf page editing software, finisher/feeder kits,

scan/print licenses, page description languages, ramp-up training, print drivers, network administration utilities, boards, cards,

peripherals, insurance, lease administration fees, return freight charges, grounding, power surge protection devices (line conditioners),

emergency service, networking printing and scanning support, parts, consumable parts, supplies, toner, staples, fuser oil (if

applicable), photoconductors, developer, labor, firmware upgrades, software upgrades, drive time, trip charges, hourly rates, freight,

delivery, set-up, installation, two-week ramp-up training for up to four (4) EKU production operators, order entry fees, de-installation

at Contract completion, hard-drive cleaning at de-installation and ongoing training. Cost-per-impression pricing must remain firm

throughout the Contract term.

Fleet-wide all-inclusive cost-per-impression price for Segment 6 Light and Heavy Digital Production Multifunctional Units

including the front-end production controller and scanner: (a) _____________ per monochrome impression guaranteeing a

Contract minimum of 32,400,000 (32.4 million) pooled impressions to be produced on one (1) Segment 6 Light Digital

Production Multifunctional Unit and one (1) Segment 6 Heavy Production Multifunctional Unit (with a front-end production

controller and scanner) combined as per the Attachment F schedule during the period of April 1, 2008 through March 31,

2013.

SHORTAGE CREDIT/OVERAGE CHARGE

SHORTAGE CREDIT AND OVERAGE CHARGE APPLICABLE TO DIGITAL PRODUCTION MULTIFUNCTIONAL UNITS:

(b) ___________ per monochrome impression as a shortage credit

(c) ___________ per monochrome impression as an overage charge

RENEWAL CHARGES

MONTHLY, QUARTERLY OR ANNUAL RENEWAL CHARGES APPLICABLE TO DIGITAL PRODUCTION

MULTIFUNCTIONAL UNITS:

(d) ___________ per monochrome impression during any renewal period


LEASE COST BASIS ELEMENTS

THE PER-IMPRESSION RATE LISTED ABOVE IN ITEM (a) OF ATTACHMENT C WAS DERIVED BY USING THE

FOLLOWING PRICING ELEMENTS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):

(e) ___________________ total contract cost of equipment

(f) ___________________ total contract cost of service

(g) ___________________ total contract cost of supplies and other miscellaneous items

ALLOTMENT OF STAPLES TO BE INCLUDED

THE TOTAL NUMBER OF STAPLES INCLUDED IN PRICING ELEMENTS (a) and (k) OF ATTACHMENT C IS AS

FOLLOWS:

(h) ________________ staples over the term of the Contract are included in pricing elements (a) and (k) of Attachment C pricing

based on the estimated volumes per Segment as listed in Section 3.1 of this RFP package

OUTRIGHT PURCHASE COSTS

THE OUTRIGHT PURCHASE COSTS FOR THE PRODUCTION UNITS TO BE INSTALLED AS PER ATTACHMENT F ARE

AS FOLLOWS (PLEASE COMPLETE THESE ELEMENTS USING WHOLE DOLLAR AMOUNTS):

(i) ___________________ per-unit Segment 6 Light Production outright purchase cost (configured as per RFP)

(j) ___________________ per-unit Segment 6 Heavy Production (with controller and scanner) outright purchase cost (configured as

per RFP)

SERVICE AND TONER PER-CLICK RATE IF EKU PURCHASES THE PROPOSED EQUIPMENT

IN THE EVENT EKU PURCHASES THE PROPOSED EQUIPMENT, THE FIXED BLENDED COST-PER-IMPRESSION FOR

SERVICE AND TONER IS AS FOLLOWS:

(k) ___________________ all-inclusive blended service and toner per-click charge applicable should the University decide to

purchase the production units being proposed (the blended per-click service and toner charge shall be fixed for five years; all volume

guarantees, shortage credits and overage charges elsewhere in this RFP shall be applicable under an outright purchase)


ATTACHMENT D

SEGMENT 3, 4 & 5 EQUIPMENT ADD FORM This form will act as Addendum # _______ to EKU Contract # _________.

1. The fleet of Digital Convenience Multifunctional Unit Equipment fleet is revised as follows:

The following Equipment is added:

MODEL SEGMENT SERIAL

NUMBER LOCATION REMARKS

2. EKU will be charged as follows for all Digital Convenience Multifunctional Units in Segments 3, 4 & 5 added on this Addendum:

The Offeror will create a separate line item on each monthly invoice indicating the Estimated Monthly Volume for each Segment

times the contracted monochrome cost-per-impression on Attachment B, which is $0.0xxx. The Estimated Monthly Volume per

Segment is as follows: 3,000 impressions per month for Segment 3 equipment, 10,000 impressions per month for Segment 4

equipment and 25,000 impressions per month for Segment 5 equipment. Except as stated in this Addendum, EKU Contract # XXXX

shall remain fully intact.

By signing below we indicate our acceptance of this Contract Addendum:

---------------------------------------------------------------------------------------------------------------------

FOR OFFEROR:

___________________________________ _______________________________ Printed Name of Authorized Representative Title of Authorized Representative

of Offeror of Offeror

_______________________________________________________ ______________ Signature of Authorized Representative of Offeror Date

FOR EASTERN KENTUCKY UNIVERSITY (EKU):

_________________________________________ _________________________________ Printed Name of Authorized Representative Title of Authorized Representative

of EKU of EKU

_______________________________________________________________ __________ Signature of Authorized Representative of EKU Date


ATTACHMENT E – SUMMARY PROPOSAL CHECKLIST

Note: This Checklist should be completed only AFTER your company’s proposal is FINISHED and ready to be submitted. You will

need the final version of your proposal before you will be able to answer the questions in this Checklist.

Based on your company’s final proposal to EKU, please answer the following questions in the affirmative with a checkmark next to

the appropriate question (please do NOT expand on your answers to these questions in your proposal; no checkmark means that your

proposal answers the question in the negative). In this Checklist we are asking for confirmation of our understanding on the following

key elements of your company’s proposal:

1. Are you in agreement that, except where deviations appear or are otherwise clearly highlighted in your proposal, EKU’s

RFP language is controlling?

2. Have you CLEARLY listed ALL of your contractual deviations, as well as your Equipment specification deviations,

to EKU’s RFP in your proposal under Section 5.6.31?

3. Is the pricing listed in your proposal (as listed on Attachments B and C) GUARANTEED to remain firm throughout the

sixty (60) month Contract?

4. Did you base your fleet-wide Digital Convenience Multifunctional Unit pricing in Attachment B on a guaranteed total

number of one-hundred and eighty-five (185) total Segment 3, 4 & 5 Digital Convenience Multifunctional Units and

a guaranteed combined Contract minimum volume of 57,000,000 (57 million) monochrome impressions during the

60-month Contract term beginning on April 1, 2008 and running through March 31, 2013, using the phase-in

schedule of such equipment as listed in Attachment F?

5. Does your Attachment B pricing include the specified network printing, faxing, scanning and color capabilities

including all required software related to all applicable Digital Convenience Multifunctional Units proposed from

day one of this Contract?

6. Did you base your Digital Segment 6 Light and Heavy Production Multifunctional Unit (with front-end production

controller and scanner) pricing in Attachment C on a guaranteed placement of two (2) total Segment 6 Digital

Production Multifunctional Units and a guaranteed combined Contract minimum volume of 32,400,000 (32.4

million) monochrome impressions during the sixty (60) month Digital Production Multifunctional Unit Contract

term beginning on April 1, 2008 and running through March 31, 2013?

7. Do you agree that EKU, in its sole discretion, may decide to lease or purchase the proposed equipment as per the pricing

set forth in Attachments B and C and that, regardless of the lease/purchase decision, all requirements of this RFP are

otherwise applicable?

8. Is it your understanding that EKU, in its sole discretion, may replace any individual unit not meeting the 98% monthly

uptime requirement for two consecutive months?

9. Do you currently have a spare parts depot located within a fifty-mile radius of Richmond, KY for all types of

Equipment being proposed?

10. Have you factored into your proposed fleet-wide Digital Convenience Multifunctional Unit pricing the expenses

associated with having one (1) full-time on-site technician to support the Convenience and Production Equipment

Group units being proposed?

11. Are you in agreement that EKU may add Digital Convenience Multifunctional Units, subject to the maximum number

of units that can be added as listed in Attachment B, by guaranteeing additional copy/print monochrome volume at

the proposed per-impression rate?


12. Will your company automatically deduct from each monthly invoice $25 per hour of downtime for each unit that is

under the 98% monthly uptime requirement?

13. Has your company factored into its pricing the performance of proactive PMs according to the manufacturer’s published

intervals on all units installed?

14. Is it your company’s understanding that Segment 1 units will be purchased strictly on an as-needed basis by the

University and that the costs and volumes related to these units should not be included in your blended cost-per-

impression pricing listed in item (a) of Attachment B?

15. Has your company had adequate time to carefully review the entire RFP and prepare the attached proposal?

16. Have you attached to your proposal all of the completed RFP Attachments and any Addenda that were issued by EKU

including the performance bond?


ATTACHMENT F

EKU SCHEDULE OF GUARANTEED EQUIPMENT INSTALLATIONS

BY DATE AND SEGMENT

Year Month Segment Total Count

2008 4/Inception 3 63

2008 4/Inception 3C 2

2008 4/Inception 4 42

2008 4/Inception

5 7

2008 4/Inception (may be

adjusted by 1 or 2

months due to heavy

April production

schedules)

6

HEAVY 1

Total for Contract

Inception: 115


2008 5 3 1

2008 5 3C 1

2008 5 4 1

2008 5 5 1

2008 6 5 2

2008 6 4 1

2008 7 3 1

2008 7 5 1

2008 8 3 3

2008 9 3 2

2008 9 4 2

2008 10 4 1

2008 12 3 1

2008 12 4 1

Total for 2008 (after

Contract Inception): 19



2009 2 4 1

2009 2 5 1

2009 3 3 2

2009 3 4 2

2009 4 4 1

2009 5 3 2

2009 5 4 1

2009 6 4 2

2009 7 3 3

2009 7 4 2

2009 7 4C 2

2009 8 3 3

2009 8 3C 1

2009 8 6 LIGHT 1

2009 9 3 3

2009 9 4 2

2009 10 3 1

2009 11 4C 1

2009 12 3 2

2009 12 3C 1

2009 12 4 3

Total for 2009: 37


2010 1 4 1

2010 1 5 1

2010 2 3 1

2010 2 3C 1

2010 2 4 2

2010 4 3 4

2010 4 4 1

2010 5 4 1

2010 6 5 1

2010 8 3 1

2010 8 3C 1

2010 11 3C 1

Total for 2010: 16

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