REQUEST FOR PROPOSAL Print Management Services

Douglass Campus: 2600 Douglass Road, SE Hamilton Campus: 1401 Brentwood Parkway, NE Shaw Campus: 421 P Street, NW Webb Campus: 1375 Mt. Olivet Road, NE

May 2, 2014

Prepared By

KIPP DC Headquarters 1003 K Street, NW Suite 700 Washington, DC 20001 Attn: Pete Siu

REQUEST FOR PROPOSAL (RFP) KIPP DC is soliciting proposals for print management services at the following school campuses: • • • •

Douglass Campus – 2600 Douglass Road, SE, Washington, DC 20020 Hamilton Campus – 1401 Brentwood Parkway, NE, Washington, DC 20002 Shaw Campus – 421 P Street, NW, Washington, DC 20001 Webb Campus – 1375 Mount Olivet Road, NE, Washington, DC 20002

RFP Process Schedule: Listed below is the schedule for activities related to this RFP. The following schedule reflects the expected completion dates but may be modified by KIPP DC at any time at its sole discretion: Legal Notice/Publication of RFP: Questions to [email protected]: Questions to [email protected]: Proposal Due Date: Notification of Award: Copier Delivery/Start of Contract:

May 2, 2014 May 21, 2014 5:00pm EST May 26, 2014 May 28, 2014 5:00pm EST May 30, 2014 June 20, 2014

RFP Point of Contact (POC) Information: This RFP is being administered by the following KIPP DC point of contact. Bidders shall not communicate with any other KIPP DC representative during the RFP process. All communication regarding this RFP shall be delivered via e-mail only (no telephone calls) to: Pete Siu Director of Operations KIPP DC [email protected] Documents attached to the proposal email should clearly indicate the Vendor’s name. Proposals not submitted to this address will not be considered. Responses to questions from bidders regarding this RFP will be delivered and communicated to all bidders as a group versus single, individual responses to each bidder.

I. INTRODUCTION

KIPP (Knowledge Is Power Program) is a national network of free, open-enrollment, college-preparatory public charter schools with a track record of preparing students in underserved communities for success in college and in life. There are currently 125 KIPP schools in 20 states and the District of Columbia serving more than 41,000 students. KIPP DC is a tax-exempt organization under IRS Section 501(c)(3). II. PROJECT DESCRIPTION KIPP seeks to lease 4 black and white and 2 color copier machines complete with service contracts. The locations and estimated volumes are as follows: • • • •

Douglass – 1 b/w machine (b/w volume - 750K+ annually) Hamilton – 1 b/w & 1 color machine (b/w volume – 1.5M+ annually, color volume - 10K+ annually) Shaw – 1 b/w machine (b/w volume – 1M+ annually) Webb – 1 b/w & 1 color machine (b/w volume – 2M+ annually, color volume - 75K+ annually)

In terms of machines, KIPP is seeking reliable machines capable of handling high volumes over the duration of the contract, such as the Xerox D-Series (D95/D110/D125) or similar lines from other brands. III. SCOPE OF SERVICES AND SPECIFICATIONS KIPP DC desires to receive high-quality, professional print management services. The general scope of these services is set forth in this RFP. It is the intent of these specifications that the machines are preventatively maintained, kept functional, and in a condition that enhances KIPP’s educational environment at all times. These specifications should, therefore, be considered as a minimum guide rather than a limitation to the bidder. In the performance of such services pursuant to this RFP, its proposal and the final contract, the successful bidder will comply with any and all applicable federal, state, or local laws, rules, ordinances, policies and regulations and licensing and permitting requirements applicable to providing the services anticipated in this RFP, and will indemnify, defend and hold KIPP DC harmless from any liability from its failure to so comply. Bidders will be evaluated on the basis of responses as well as additional information collected as part of this RFP process. Bidders financial stability, size and relevant experience will be considered during the evaluation process. Each proposal must detail the bidder’s experience and expertise in order to allow KIPP DC to properly and efficiently evaluate each proposal. KIPP DC will select the proposal that it deems most qualified to serve the best interests of KIPP DC, in its sole and absolute discretion. PRINT MANAGEMENT PRICING AND SERVICE EXPECTATIONS (please highlight and detail if your proposal deviates from any of the following): 1) Price o Fixed-price cost-per-impression lease (including hardware, service, toner and all supplies except paper) with no annual minimums o Free shipping o 30 day cushion for late charges

o Prices must be fixed for the term of the agreement o KIPP DC is sales tax exempt 2) Equipment o New multifunctional machines o Digitally connected with print and scanning capabilities only (NO faxing capabilities) o Staple and hole punch 3) Service Level Infrastructure o Dedicated account representative o Proof that supplier has a sufficient number of skilled technicians, fleet equipment, management personnel and an adequate inventory of repair parts to effectively support KIPP DC and meet service level guarantees 4) Service Level Guarantees o Preventative maintenance schedule per manufacturer’s technical specifications o Monthly uptimes of 98%. o Service calls provided by supplier during KIPP DC’S normal business hours (7:00 a.m. to 4:30 p.m. Monday through Friday). Within 1 hour of a remedial service call to the supplier, a service technician will be required to call the designated KIPP DC contact and inform them that he/she has been notified and when he/she will respond to their call. It will be the responsibility of the supplier to provide service within four (4) hours on-site after a call is placed, during normal business hours. o Any copier (original or alternate) that is down for more than 24 hours will be replaced with a backup of equal or higher specifications. A replacement copier (new or newly manufactured) or one of equal or higher specifications shall be provided if: a) a copier that is down more than 3 times in a month for a similar problem b) the original copier cannot be fixed within 5 business days. Backup copiers should adhere to the 98% uptime requirement. o Material breaches from service level guarantees will be considered grounds for contract termination—at KIPP DC’s discretion. Material breaches include late service occurring more than 2 times within a month, 1 instance of service provision more than 8 hours within call, failure to provide backup when copier has been down for more than 24 hours, failure to provide replacement copier under conditions described above, or monthly uptimes below 98% for more than 2 consecutive months, or failure of any replacement copiers to maintain monthly uptimes at or above 98% for more than 2 consecutive months. 5) Software o All connected digital equipment installed by SUPPLIER must be configured to properly network with the KIPP DC’S existing network software. o Mac and windows desktops environments o Major software packages are; Microsoft Office 2013 and Exchange email. Some other software programs being used are Adobe products such as, Reader, and Abode Acrobat. o Print Queues will be installed on a Microsoft Windows Print Server. o In the case of third party software or hardware, supplier provides name, track record, and service level agreements of the organization that will be responsible for service. 6) Delivery & Installation

o Prior to installation, supplier surveys and reviews each individual site location to insure the proposed location meets the manufacturer’s established installation criteria, including electrical requirements and network connectivity. 7) Billing & Reporting o Separate invoice per copier, each invoice per copier inclusive of all charges (no separate invoices for a single copier) o A quarterly summary will provide the following for each unit:
The serial number, model name and location of the unit
Last meter and current meter
The unit’s quarterly volume
The total cumulative annual volume to date
The number of service calls placed for that unit and the response time and downtime associated with each call
The unit’s average uptime percentage for the given quarter  For the purposes of determining acceptable equipment uptime under this contract, KIPP DC will operate the equipment an average of twenty (20) ninehour workdays per month, from 7 a.m. to 4:30 p.m. Monday through Friday. A list of holidays will be provided to supplier. 8) Training o Key Operators at each site trained in the removal of mis-feeds, adding supplies and toner, the routine necessary to schedule service and be provided with phone numbers to call, or on-line contact procedures for both routine and emergency situations, as requested at no additional charge. 9) Minimum Insurance o At own expense, supplier agrees to maintain following insurance that is primary to and not contributory with any insurance or self-insurance maintained by KIPP DC:
Statutory Workers’ Compensation insurance and $100,000 of employer’s liability
Employer’s Liability insurance with limits not less than two million dollars ($2,000,000) each accident
Commercial General Liability insurance with limits not less than two million dollars ($2,000,000) each occurrence combined Single Limit for bodily injury and property damage, including coverage for personal injury and blanket contractual liability.
Fire Legal Liability insurance with limits not less than fifty thousand dollars ($50,000) each occurrence
Business Auto Liability insurance with limits not less than two million dollars ($2,000,000) each occurrence combined Single Limit for bodily injury and property damage, including all owned and hired autos
All Certificates of Insurance and original additional insured endorsements shall provide that they may not be cancelled without 30 days advance written notice to KIPP DC. All liability insurance policies shall name KIPP DC as additional insured. Certificates of Insurance for all policies and original additional insured endorsements for liability policies shall be furnished to KIPP DC upon request at any time during the term of the contract. 10) Additional Considerations o Financial strength

o References (Please provide at least 3 school references) o Previous Experience

IV. FORMAT OF BIDDER’S PROPOSAL To ensure that all Proposals are evaluated in an equivalent fashion, Bidders must submit a Proposal that corresponds to the sequence and format below. The Bidder should ensure that its Proposal clearly explains all issues and questions addressed in this Section. In responding, it is at the discretion of the Bidder to expand upon topics. EACH PROPOSAL SHALL CONTAIN THE FOLLOWING SECTIONS: 1. Experience and References To demonstrate the bidder’s experience with similar schools or other facilities and experience in the industry, include: o Summary description of company and relevant experience, as well as that of any strategic partners, if applicable. o 3 client references, including contact names, addresses, phone numbers, and detailed information on type and scope of services provided. o List of other relevant clients (schools or facilities of similar size and/or occupant uses). 2. Services Delivery / Technical Component A. Services Plan o Description of how the bidder will provide all aspects of each service as specified; include detailed plan explaining how bidder will perform and document specific routine and at what frequency, with reference to the service requirements specified in this RFP. B. Quality Assurance Plan o Description of how the bidder will monitor, measure and ensure service quality, safety and reliability; include detail on bidder’s methods/program for quality assurance (e.g., bidder’s methods to document and ensure timeliness and responsiveness in addressing machine uptime, other relevant systems). C. Training Plan o Evidence and description of scope of bidder’s formalized training of key operators 3. Equipment / Pricing A. Equipment o Detailed description of equipment specifications including both hardware and software B. Pricing o Breakdown of proposed individual monthly lease payments by machine o Breakdown of proposed black and white and color (where applicable) overage charges for both 3 and 5 month leases

o If recommending the high end model in a printer series, also include pricing for other models in the series 4. Additional Information To demonstrate the bidder’s compliance with additional expectations, the bidder should provide: o Proof of minimum insurance specified in this RFP o Statement agreeing to billing and reporting expectations specified in this RFP V. KIPP DC RESERVATION OF RIGHTS Any proposal not providing the required information, or not conforming to the format specified in this RFP, may be disqualified on that basis. KIPP DC reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all proposals with or without cause. KIPP DC further reserves the right to waive any irregularity or informality in the RFP process or any proposal. KIPP DC further reserves the right to make corrections or amendments due to errors identified in proposals by KIPP DC or the bidder. KIPP DC further reserves the right to modify and/or amend the final contract in negotiation with the contractor. KIPP DC further reserves the right to select one or more bidders to perform the services.