County of Beaufort Sealed Solicitation
Title: : Photocopier/Multifunction Printer Lease Services for Beaufort County, South Carolina
Deadline: 5/12/2020 3:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: RFP 030520
Description:
Beaufort County desires to solicit qualified proposals for the lease of photocopiers, in accordance with this Request For Proposal (RFP). Award resulting from this RFP will be a firm fixed three-year term contract with two one-year renewal options at the discretion of Beaufort County.
Beaufort County is currently under contract for the cost per copy rental of 120 photocopiers which are installed throughout the various County departments and locations. It is Beaufort County’s intent to contract for a multifunction photocopier/printer lease program, which must include an option to service our desktop laser printers. The County currently has an estimated 120 desktop laser printers that will require services for supply and maintenance. Monthly usage volumes for these machines range from less than 200 copies to more than 40,000 copies per month. Under the resulting contract, the Contractor will be required to provide and install all copiers/printers, provide all consumables (excluding paper) and maintain all copiers/printers under the contract award.
Pre-Bid Meeting Date: 2/13/2020 11:00 AM
Pre-Bid Meeting Details: A mandatory pre-proposal conference will be held on February 13, 2020 at 11:00 a.m. in the Finance/Purchasing Conference Room, Building # 2, 106 Industrial Village Road, Beaufort, SC, 29906. All prospective Proposers must attend.
Documents:
| Documents as of 1/27/2020 |
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Addition 1
Posted: 2/14/2020
Type of Addition: Addendum I RFP 030520 Photocopier/Multifunction Printer Lease Services
Overview: Change in RFP due date to March 25, 2020 at 3:00 pm and a change for the last day to submit questions is March 16, 2020, NLT 5:00 p.m.
Deadline: 3/25/2020 3:00 PM
Solicitation #: RFP 030520
Documents:
Addition 3
Posted: 2/19/2020
Type of Addition: Questions from Canon
Overview: Download the questions and the list of Printers with volumes for your review.
Documents:
Addition 4
Posted: 3/3/2020
Type of Addition: New Pricing Sheet
Overview: All Vendors must use the attached new pricing sheet in order to be considered responsive to the RFP.
Documents:
Addition 5
Posted: 3/6/2020
Type of Addition: Second New Pricing Sheet showing the County owned equipment.
Overview: See the attached updated pricing sheet for your use.
Documents:
Addition 6
Posted: 3/9/2020
Type of Addition: Update Pricing Sheet to reflect the correct information for the BIZ 215s
Overview: All vendors must use the following corrected pricing sheets in order to be responsive to the Photocopier RFP.
Documents:
Addition 7
Posted: 3/10/2020
Type of Addition: Updated Pricing Sheet Final dated 03/10/2020
Overview: We added some changes to the Bix hub 215s.
Documents:
Addition 8
Posted: 3/16/2020
Type of Addition: Change in closing date to Tuesday, March 31, 2020 at 3:00 pm.
Overview: Change in closing date to Tuesday, March 31, 2020 at 3:00 pm.
Addition 9
Posted: 3/25/2020
Type of Addition: Addendum 3
Overview: Change due date to April 14, 2020 at 3:00 pm. This is due to the COV-19 Virus situation. Last day for questions is April 6, 2020 by 5:00 pm.
Documents:
Addition 10
Posted: 4/8/2020
Type of Addition: Confirm RFP Due date of April 15, 2020 at 3:00 pm
Overview: Confirm RFP Due date of April 15, 2020 at 3:00 pm
Documents:
Addition 11
Posted: 4/14/2020
Type of Addition: Change in Due Date Changed to May 6, 2020 at 3:00 pm
Overview: Due to the Covid-19 we have extended the due date for solicitations to May 6, 2020
Deadline: 5/6/2020 3:00 PM
Solicitation #: 030520
Addition 12
Posted: 4/14/2020
Type of Addition: Deadline for Questions has been extended to April 24,2020
Overview: The Deadline for Questions has been extended to April 24, 2020
Solicitation #: 030520
Addition 13
Posted: 4/15/2020
Type of Addition: Q&A
Overview:
“Exhibit A” has 14 lines
allocated broken down into 4 columns, Proposed Location, Qty, Model, Est.
copies per month. Are we to have a line for all 200 systems being
identified from the “Price Sheet”? Or do we just use the “Price Sheet”?
Exhibit A is allowed to grow to accommodate more than 14
lines.
“Exhibit D” page 40 of the
RFP. Am I to use that form for each unique model type that is being
proposed?
Yes
“Exhibit G” How am I to use this
Exhibit?
Our intent of Exhibit G is informational and is designed to ensure
that the vendors are fully aware of the location of each supported
printer.
Addition 14
Posted: 4/23/2020
Type of Addition: Q&A
Overview:
Question:
When evaluating vendor total price, does The County evaluate
over a 3-year period (the firm period) or 5 (the potential contract
period)? As The County has used the previous 2 contracts for at least 5
years each, it would seem evaluating over a 5 year period would be in the best
interest of The County as vendors must provide stated pricing up front for the
potential contract period. In addition, it would allow vendors who must
propose leasing at a 3 year rate (as the RFP terminology limits funding beyond
this period for most lease companies) to be more competitive as they can offer
significant savings to The County in years 4 and 5 if awarded an extension.
Answer:
The county will stay with the 3 year period.
Addition 15
Posted: 5/5/2020
Type of Addition: Addendum
Overview: This Addendum is to extend the due date of proposals to Tuesday May 12, 2020 as well as include an updated pricing sheet with locations included.
Deadline: 5/12/2020 3:00 PM
Solicitation #: 030520
Documents:
Addition 16
Posted: 6/16/2020
Type of Addition: In Review
Addition 17
Posted: 3/3/2021
Type of Addition: Award Information
Overview: Award to ABR Digital Office Solutions
Amount: $509,469.48
Addition 18
Posted: 3/3/2021
Type of Addition: Award Information
Posted: 2/14/2020
Type of Addition: Addendum I RFP 030520 Photocopier/Multifunction Printer Lease Services
Overview: Change in RFP due date to March 25, 2020 at 3:00 pm and a change for the last day to submit questions is March 16, 2020, NLT 5:00 p.m.
Deadline: 3/25/2020 3:00 PM
Solicitation #: RFP 030520
Documents:
Posted: 2/19/2020
Type of Addition: Questions from Canon
Overview: Download the questions and the list of Printers with volumes for your review.
Documents:
Posted: 3/3/2020
Type of Addition: New Pricing Sheet
Overview: All Vendors must use the attached new pricing sheet in order to be considered responsive to the RFP.
Documents:
Posted: 3/6/2020
Type of Addition: Second New Pricing Sheet showing the County owned equipment.
Overview: See the attached updated pricing sheet for your use.
Documents:
Posted: 3/9/2020
Type of Addition: Update Pricing Sheet to reflect the correct information for the BIZ 215s
Overview: All vendors must use the following corrected pricing sheets in order to be responsive to the Photocopier RFP.
Documents:
Posted: 3/10/2020
Type of Addition: Updated Pricing Sheet Final dated 03/10/2020
Overview: We added some changes to the Bix hub 215s.
Documents:
Posted: 3/16/2020
Type of Addition: Change in closing date to Tuesday, March 31, 2020 at 3:00 pm.
Overview: Change in closing date to Tuesday, March 31, 2020 at 3:00 pm.
Posted: 3/25/2020
Type of Addition: Addendum 3
Overview: Change due date to April 14, 2020 at 3:00 pm. This is due to the COV-19 Virus situation. Last day for questions is April 6, 2020 by 5:00 pm.
Documents:
Posted: 4/8/2020
Type of Addition: Confirm RFP Due date of April 15, 2020 at 3:00 pm
Overview: Confirm RFP Due date of April 15, 2020 at 3:00 pm
Documents:
Posted: 4/14/2020
Type of Addition: Change in Due Date Changed to May 6, 2020 at 3:00 pm
Overview: Due to the Covid-19 we have extended the due date for solicitations to May 6, 2020
Deadline: 5/6/2020 3:00 PM
Solicitation #: 030520
Posted: 4/14/2020
Type of Addition: Deadline for Questions has been extended to April 24,2020
Overview: The Deadline for Questions has been extended to April 24, 2020
Solicitation #: 030520
Posted: 4/15/2020
Type of Addition: Q&A
Overview:
“Exhibit A” has 14 lines
allocated broken down into 4 columns, Proposed Location, Qty, Model, Est.
copies per month. Are we to have a line for all 200 systems being
identified from the “Price Sheet”? Or do we just use the “Price Sheet”?
Exhibit A is allowed to grow to accommodate more than 14
lines.
“Exhibit D” page 40 of the
RFP. Am I to use that form for each unique model type that is being
proposed?
Yes
“Exhibit G” How am I to use this
Exhibit?
Our intent of Exhibit G is informational and is designed to ensure
that the vendors are fully aware of the location of each supported
printer.
Posted: 4/23/2020
Type of Addition: Q&A
Overview:
Question:
When evaluating vendor total price, does The County evaluate
over a 3-year period (the firm period) or 5 (the potential contract
period)? As The County has used the previous 2 contracts for at least 5
years each, it would seem evaluating over a 5 year period would be in the best
interest of The County as vendors must provide stated pricing up front for the
potential contract period. In addition, it would allow vendors who must
propose leasing at a 3 year rate (as the RFP terminology limits funding beyond
this period for most lease companies) to be more competitive as they can offer
significant savings to The County in years 4 and 5 if awarded an extension.
Answer:
The county will stay with the 3 year period.
Posted: 5/5/2020
Type of Addition: Addendum
Overview: This Addendum is to extend the due date of proposals to Tuesday May 12, 2020 as well as include an updated pricing sheet with locations included.
Deadline: 5/12/2020 3:00 PM
Solicitation #: 030520
Documents:
Posted: 6/16/2020
Type of Addition: In Review
Posted: 3/3/2021
Type of Addition: Award Information
Overview: Award to ABR Digital Office Solutions
Amount: $509,469.48
Posted: 3/3/2021
Type of Addition: Award Information