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VVUSD Cost Proposal 1 - Production Print Technology
RFP Compliance Instructions and District Requirements
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Vendor Name:Vendor Enter Your Company Name Here (Will Auto Populate all Sheets)
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The District is using this RFP for a Multi-Vendor Award with a Phased Implementation over the next 3 Years
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Cost Proposal Group 1Instructions Attachment #1 VVUSD Cost Proposal 1 – Production Print Technology.xlsx
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1.     Download and save template. Rename template to replace VVUSD with your company short name.
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2.     Template is password protected to ensure the integrity, format and calculations. Cells that require input are unlocked.
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3.     Start on Sheet #1 (Start Here RFP Instructions)
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a)     Enter your Company Name in Row 3, Column C where indicated.
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b)     This will populate your company name across all pages of the Cost Proposal template.
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4.     Review all Cost Proposal Category Specs in Sheet #2 (Category Specs)
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a)     Ensure all bid pricing meets these minimum specifications.
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b)     Production Print Cost Proposal allows for a bid price on 8 Device Types for menu pricing schedule.
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5.     Input Cost Proposal Pricing into Sheet (01 Print Shop RFP Price Bid)
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a)     Columns A through I are for current device or optional technology specs, usage patterns and informational purposes.
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b)     Vendor is to input your Bid Pricing that meets all the minimum requirements per Device Category, into the associated columns K through T.
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c)     In column K, for each device category, indicate Bidder or No Bid.
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d)     For each Device Category marked “Bidder,” vendors shall enter the base model in the first line item, followed by all required accessories necessary to meet the minimum specifications identified in the Category Specs sheet.
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e)     Each required item shall be marked with an “X” in Column P to indicate inclusion in the required configuration. Only items marked with an “X” will be included in the calculated configuration price.
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f)      Optional or future-use accessories may be listed but shall not be marked with an “X” and will not be included in the configuration price and price shall be the combined price for all product codes listed.
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g)     If the available line items are insufficient, vendors may combine multiple related accessories into a single line item. In such cases, all applicable product codes shall be listed in Column N for that line item and price shall be the combined price for all product codes listed.
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h)     The vendor configured device bid price to meet minimum requirements will automatically populate in column Q by putting an X in column P for each item.
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i)       Column R is to enter a Per Device Base Service Cost if any. If category requires an annual maintenance contract, input 1/12 the annual amount.
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j)       Column S is to enter the Per Device black and white (BW) Cost Per Page for usage billing based on a single standard size letter print.
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k)     Column T is to enter the Per Device Color Cost Per Page for usage billing based on a single standard letter print.
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l)       Column U will auto-calculate an estimated monthly lease payment per unit based on a general 60 Mo. FMV lease rate. This column is for comparison purposes only.
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m)   Column V is an open comment field for vendor explanations if needed.
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6.     Review Production Print Bid Summary Sheet
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a)     The Production Print Bid Summary Sheet will auto-populate from pricing entered in the “01 Print Shop RFP Price Bid” sheet.
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b)     These summary totals will be used for evaluation purposes in accordance with the scoring criteria identified in Section 7.1 of the RFP
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c)     Vendors are responsible for reviewing and validating all calculated totals prior to submission.
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7.     Optional Maintenance Only Sheet
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a)     The Optional Maintenance Only sheet is provided for informational and evaluation purposes and is not required for award of new equipment or technology under this RFP.
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b)     Vendors may submit pricing for maintenance and support of existing District-owned or leased equipment during the phased implementation period. Maintenance pricing will be evaluated separately from equipment pricing.
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c)     The District is in the process of building a new Print Shop location that is scheduled to open in July of 2026. For the existing print shop equipment, there may be the need to relocate all or some of the technology to the new location while the full implementation plan is being developed. In column J, vendor may include a bid price to relocate and reinstall equipment into the new print shop.
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d)     For any device type that the vendor is manufactured authorized to service and support, vendor may input their proposed monthly costs per device category into column K to O.
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e)     Column K will auto calculate total maintenance and supply bid price based on current usage patterns.
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f)      Vendor may add any clarification comments or notes in column Q.
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