Sheridan RFP Proposal for the Purchase of Printers for HMC 1 & 2 Request For Proposal Case 2 – Purchasing and Supplier Mgmt Sheridan RFP Proposal for the Purchase of Printers for HMC 1 & 2 Luisa Cardozo, Nompilo Madonko Dube, Manmeet Grewal, Bradley Thompson MGMT50025 – Winter 2014

Overview and Administrative Information Project Requirements REQUEST FOR PROPOSAL Summary of Contents Overview and Administrative Information Project Requirements Specifications Statement of Work Service Level Agreement Vendor Qualifications Management Requirements Pricing and Type of Contract Contracts and Licenses

Submission due date: December 29th, 2016 Point of Contact REQUEST FOR PROPOSAL Overview and Administrative Information Business Need To purchase printers for the new HMC 2 building and replace old printers at HMC 1. Submission due date: December 29th, 2016 Point of Contact All RFP communication must occur through Chadley Smith the Purchasing Executive at Sheridan College. Please submit your proposals via email at ChadleySmith@sheridancollege.ca. Proposal Requirements: The requirements of preparing this proposal can be found at www.SheridanCollege.ca/PrinterProposalHMC

Must provide 75 printers for HMC 1 and 105 printers for HMC 2 REQUEST FOR PROPOSAL Requirements Specifications Must provide 75 printers for HMC 1 and 105 printers for HMC 2 Must print black & white and colored documents Must have one card functionality for printing Should have scan to email capabilities Should have fax capabilities Must have photo copy capabilities Shall have stapling capability Should print different sizes of paper such as A1, A2 and A4 Must have cloud and Wi-Fi connectivity Should have dimensions less than a 3X3X3 foot space

Order new printers for HMC 2 and replace printers at HMC 1 Scope REQUEST FOR PROPOSAL Requirements – Statement of Work Objectives Order new printers for HMC 2 and replace printers at HMC 1 Scope Installation of the printers and printer maintenance for 5 years Remove old printers in an eco-friendly manner Schedule Request for proposal : (Sent out Dec 5, 2016) Proposal reviewing: (Starts Dec 29, 2016) Vendor selection: (Selection by Feb 15, 2017) Contract finalization: (Finalized by Mar 5, 2017) Employee training: (April 7-9, 2017) Installation: (April 22- May 2, 2017) Ongoing maintenance- (Begins May 2, 2017)

Printer maintenance begins May 2nd, 2017. Place of Work Request for proposal Statement of work Period of Work The project will start Dec 5th, 2016 when the proposal is sent out and will be completed when the printers are installed May 2nd, 2017. Printer maintenance begins May 2nd, 2017. Place of Work Must be able to install and maintain printers at HMC campus Must be able to train the faculty and students at the campus. Key assumptions Vendor has access to the Sheridan HMC campus to install printers. Vendor has access to the one card network to set up printing. Vendor has access to classrooms to train employees and IT department. Vendor has access to supplies and parts for printers. Vendor has the technology knowledge to repair printers. Vendor has included all relevant costs.

Programming and testing to be completed by the vendor. Request for proposal Statement of work Acceptance The Sheridan IT department will be learning the technical aspects of the printers. Programming and testing to be completed by the vendor. Vendor must run tests of programs and printers. Sheridan Faculty and students must be taught how to use the printers. Constraints Limited technicians to install. Limited supply of printers or backorder. Lack of spare parts. Time frame demanded. Customer service hours.

Must provide training to onsite technical support staff REQUEST FOR PROPOSAL Requirements – Service Level Agreement Must provide training to onsite technical support staff Must have a representative to act as a point of contact for Sheridan College for problem management. Should provide repair and maintenance services Should provide all parts for service and repairs Repairs should be done within 1 business day Must replace all printers that cannot be fixed

Do you have experience working with public institutions? REQUEST FOR PROPOSAL Vendor Qualifications Do you have experience working with public institutions? What resources are you planning on assigning to this project? Will there be any third-parties involved in executing this project, if so who? Do you manufacture your own products? What inventory programs and software is in place? What is your quality control process like? Are there ISO certifications in place along the entire supply chain? What testing is carried out on the final product, if any? What happens if a product does not pass a test? Is there a recall policy/plan in place? Please provide two references.

Management should be customer focused REQUEST FOR PROPOSAL Management Requirements Management should be customer focused Management should show history of investing in the people, equipment and technology the company uses Management should be involved in quality control programs Management should have up-to-date training certifications of all employees assigned to the project Management should have up-to-date insurance documents Management should relay all information from third parties to Sheridan, if any

All suppliers must structure their bids in the following way: REQUEST FOR PROPOSAL Pricing and type of contract All suppliers must structure their bids in the following way: Total quote for printers with installation and all additional services and products Hardware costs Software costs Initial installation costs Maintenance cost for first 5 year with specific sections regarding each maintenance item Any additional incentives/discounts that can be provided

The contract term that must be complied with is: REQUEST FOR PROPOSAL Contracts and Licenses The contract term that must be complied with is: Fixed price - Five year lease All Sheridan vendors must sign and comply with a non-disclosure agreement which can be found at the following link: http://www.infrastructureontario.ca/WorkArea/DownloadAsset.aspx?id=2147492538 Payment terms

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