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Request for Quotation
Date Issued: Friday, July 3, 2020
Request from: Infrastructure Health and Safety Association
21 Voyager Court South
Etobicoke, ON M9W 5M7
Contact: Alan Hansen
Type of Service Required: Photo Copiers and Consumables
Request for Proposal: This should be considered a formal procurement document in which a RFQ for the services and supply of a photo copier vendor is requested.
Date Response Required:
2020 - #007
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Request for Proposal Checklist
Infrastructure Health & Safety Association recommend that Proponents use the following checklist when completing the RFQ to help ensure that all the key components to your organization’s proposal are submitted on time. Documents must be delivered to the Project Representative by the dates and times set out below.
Courier, E-Mail or Deliver By:
Friday, July 24, 2020 2:00 pm EDT
TO:
Alan Hansen
Manager Finance
21 Voyager Court South
Etobicoke, ON M9W 5M7
Submissions that are received after the closing time will be returned unopened.
Include all RFQ materials, in one (1) package.
The package should contain:
• One (1) envelope prominently marked “Original” signed by an authorized representative in your organization and containing
• one (1) printed original of all documents and exhibits in response to the RFQ
• One (1) envelope marked “Copies” and containing
• three (3) copies of all documents and exhibits in response to the RFQ
or
• PDF Copy by e-mail ahansen@ihsa.ca
Proposals are to be prominently marked Confidential with the RFQ title and number (see RFQ cover), with the full legal name and return address of the Proponent, and with the Proposal Submission Deadline date and time.
Proposals submitted in any other manner may be disqualified.
Introduction
A. Definitions
“Proponent” wherever used shall mean RFQ respondent/participant.
“Proposal” wherever used shall mean a Proponent’s written response to this RFQ.
“RFQ” wherever used shall mean this Request for Proposal.
“Copier” or “Photocopier” wherever used shall mean multifunctional devices that provide capabilities of any combination to photocopy and network print, mainframe print, scan, FAX, email or other additional capabilities, such as document management.
“BPS” as of April 2, 2012, IHSA is required to follow the Broader Public Sector (BPS) Procurement Directive.
B. Accessibility for Ontarians with Disabilities
The selected Proponent shall comply with the requirements for all relevant accessibility standards established by regulation under the Accessibility for Ontarians with Disabilities Act, 2005.
C. Background
The Infrastructure Health & Safety Association (IHSA) works with employers and workers in Ontario to eliminate occupational injury and illness. The membership of IHSA includes seven major industries: construction, transportation, electrical, utilities, aggregates, natural gas pipelines, and ready-mix concrete.
Office Locations:
Etobicoke
21 Voyager Court South
Etobicoke, ON M9W 5M7
Mississauga
5345 Creekbank Road
Mississauga, Ontario L4W 5L5
Ottawa
2515 St. Laurent Blvd.
Ottawa, ON K1H 8P5
Purpose and Intent of RFQ
The purpose of this RFQ is to solicit the best overall proposals for the provision of leasing photocopiers. The proposal must be based on providing new equipment that has not been reconditioned. This will include both service agreements and associated costs.
D. Scope of Services
1. Scope of Work/Deliverables
The Proponent must be able to provide the copier(s) required by IHSA according to our requirements over the course of this engagement and will provide leasing at the “best price” including turn-key service/maintenance for all equipment supplied.
Specific Proponent Information Required:
• Document management needs assessment required
• Recommendation on alternate solutions for multi-functional equipment, i.e. photocopiers, printers, faxes, etc.
• Execution of chosen solution, which includes:
o Installation of multi-functional equipment
o Supply all electrical and space/dimensional requirements for installation where equipment recommendations are made
o Onsite training for the copiers including a FAQ document for users
o Off gassing before installation
o Air quality features
o Certificate of Insurance
o Takeover/management of historical leasing arrangements
o Options of duplex printing, faxing, scanning, collating, emailing and document management
o Availability of equipment rental for short-term/long-term including pricing offers to deal with equipment downtime
o Service level agreement to be provided
• All pricing should be provided based on a 3 year lease and include all of the following options:
o Legacy equipment buy-out/trade options
o with an additional lease cost in the 4th and 5th year; or
o 3/4/5 year buy-out; or
o roll-over /trade value for new equipment with new 36 month lease
o Early termination
o Incentives specific to your company
o Full cost structure needed from the RFQ responders such as Service Maintenance Contracts; supplies, i.e. toner; leasing requirements; supply requirements; maintenance supplies; overage meter charges; click charges; post lease costs
o Any other elements that are chargeable
2. Term/Service Agreement
The term of the agreement/contract/lease will begin on September 1, 2020 and will end on August 31, 2023 (3 years) with the option to extend the contract for a period of two (2) years. Note: Term/Service Agreement date is subject to change
3. Infrastructure Requirements
IHSA has its own information technology infrastructure. The proposed photocopies must operate in these networks seamlessly with client and server computers.
IHSA requires the ability to build files for printing from a remote site and to not be restricted to this action to being done at the printer location solely.
If there are specific requirements that the proposed photocopiers must operate under, Proponents must clearly indicate these items in the proposals. Such items could include, but not limited to:
• Operating system versions of client computers (Windows 10, Mac OS)
• Operating system versions of server computers (Windows Server 2012, Windows Server 2016, and Windows Server 2019)
Features and Functions
• Central management console/ tools with discovery services for identification of new printers on the network.
• Print consumables auto-ordering function (toner, imaging unit, etc.)
• Please indicate if available on-premise and/or cloud based
• Job submission format
• Secure printing (including web based if possible)
• Mobile/cloud printing for employees
• Mobile/cloud printing for guests
• Print and Copy accounting and reporting requirements
• User details, device details
• Notifications – thresholds for high volume printing
• Scan to network folder
• Send/Receive Fax transmissions
• Print jobs require eCopy PDF Pro Office for IHSA training program library (or provide other options)
4. Current State/Requirements:
Information for IHSA’s current state/requirements is located in Appendix E. The information provided is a summary of the current equipment in use but contains the requirement for the new operating lease.. It is intended to provide enough relevant information to assist you in the development of your proposal. IHSA makes no guarantee of future volumes.
E. Project Management
We require that a dedicated representative be assigned to assist us with the planning, staged purchasing, delivery and follow up phases required given the information above.
F. Guidelines for Proponent’s Submission
The preferred format for the Proponent’s “Offer of Service” or response to this RFQ is as follows:
• Project Understanding. In narrative form, provide a summary of your understanding of the assignment, the major tasks to be completed, and the skills required to do the project.
Each Proponent is to include in its proposal a description of how the Proponent will provide the services outlined, which must include a project work plan that includes milestones, methodology and approach; project main contacts; and, the process for managing and resolving any issues.
• Qualifications. Provide a detailed explanation of your firm’s qualifications, and the qualifications of the individuals you are proposing to undertake the project. See below.
• Previous experience. Provide an outline of your firm’s previous experience working on projects of this nature.
• Provide a complete listing of pricing/costs, including staff, expenses and any contingencies. Please provide detailed pricing on all aspects of this project.
1. Any out-of-pocket expenses should be clearly stated.
2. Any assumptions incorporated in the proposal.
3. Value-added services offered free of charge.
4. Other services available by the Proponent and any other information that may support the proposal.
G. Experience & Qualifications
Each Proponent must provide as part of its proposal a summary outlining:
• Company history including information of any recently formed partnerships or strategic alliances with other companies that may be beneficial to the IHSA for the purposes of the services requested in this RFQ
• Personnel working on the project with qualifications & experience
• Describe Proponent’s relationship with other companies with whom Proponent may partner to service HSA needs and requirements as described in this RFQ
• Health and Safety documentation
• Any additional information that will support your proposal
H. Evaluation of Proposals
There is an Evaluation Team made up of three (3) members of the IHSA. This Team will attend the onsite/virtual demonstration, review submissions, select and recommend the successful Proponent.
Stage I – Mandatory Requirements
Stage 1 will consist of a review to determine which proposals comply with all the mandatory requirements. Proposals, which do not comply with all the mandatory requirements, may be disqualified and not evaluated further.
Other than inserting the information requested on the mandatory submission forms set out in this RFQ, a Proponent may not make any changes to any of the forms. Any proposal containing such changes, whether on the face of the form or elsewhere in this proposal, may be disqualified.
Each proposal must include the following completed documents located as Appendices:
Mandatory Documents to be Completed and Submitted
Appendix A General Proponent Information/References
Appendix B Tax Compliance Declaration
Appendix C Conflict of Interest Declaration
Appendix D Respondent Acknowledgement Form
The Proponent, by submitting the proposal, warrants that to its best knowledge and belief no actual or potential Conflict of Interest exists with the submission of the proposal or performance of the contemplated contract other than those disclosed under General Proponent Information. Where the IHSA discover a Proponent’s failure to disclose all actual or potential Conflicts of Interest, the IHSA may disqualify the Proponent or terminate any contract awarded to that Proponent pursuant to this procurement process.
A proposal that includes conditions, options, variations or contingent statements that are contrary to or inconsistent with the terms set out in the RFQ may be disqualified.
Stage II – Rated Criteria/Price
Stage II will consist of scoring by the Evaluation Team of each qualified proposal on the basis of the rated criteria.
The HSA evaluation team will base selection decisions on responses received and the best outcome for the IHSA. Each response will be carefully evaluated and scored by the evaluation team.
Each response will be scored in accordance with the relative importance weighting indicated in the table below. It is suggested you address these criteria in sufficient depth in your response.
# Rated Criteria Weighting
(Points)
1
History 5
2 Service 20
3 Equipment/Technical Requirements 25
4 Presentation/Onsite/Virtual Demonstration – (includes the demonstration for building files for printing) 10
5 Price 40
Total Points 100
Cumulative Score
All scores for qualified Proponents will be added and the highest scoring Proponent will be selected.
Negotiations
The IHSA may, at their sole discretion, enter into negotiations with one or more Proponents. The IHSA reserve the right to negotiate with more than one Proponent concurrently or consecutively, and to add to, expand, reduce or modify the scope of this RFQ. If the IHSA and the selected Proponents are unable to negotiate an agreement, the IHSA may begin or continue negotiations with any other Proponent, at any time. Negotiations may take place with selected Proponents without the obligation to recall proposals or provide an opportunity for other Proponents to quote on the same changes. No Proponent shall have any rights against the IHSA arising from such negotiation.
I. Confidentiality
All information contained in this Request for Proposal, and all information and material obtained during the course of this project, is confidential, and remains the property of the IHSA. The Proponent must agree to sign a confidentiality agreement. All outputs of the project will remain the property of the IHSA.
J. Sub-contracting or Substitution
No sub-contracting or substitution on the part of the Proponent will be accepted without explicit agreement from the IHSA.
K. References
Provide three (3) references from clients for whom your company has provided the same or similar services within the past three (3) years and include the following information for each reference: Name of Company, Address, Name of Contact, Title of Contact, Telephone Number of Contact, Date Work Undertaken, and Brief Description of Assignment. Refer to Stage I Mandatory Requirements – Appendix A.
L. Costs and Expenses
When providing complete pricing/costs, a Proponent must be aware of and affirm the following:
On June 17, 2009, the Ontario government established new standards relating to the procurement of consulting services and management of consulting contracts for all government agencies and the IHSA. As a result the IHSA will not pay for any hospitality, incidental and food expenses, including, but not limited to: meals, beverages, gratuities, personal telephone calls, etc. under the new rules.
The IHSA will not be responsible for any travel expenses.
All fees for services shall be quoted in Canadian Funds. The fees quoted for services or goods shall not include applicable taxes (i.e. HST, GST, PST, VAT …).
Any services supplied to one or more of the IHSA are to be invoiced by the Proponent to the individual organization and will be paid separately by that organization.
The IHSA will not be responsible for any payments to the Provider(s)/Vendor(s) selected to provide Group Benefit Brokerage Services for the IHSA. The IHSA will be responsible for paying the monthly benefit premiums directly to the carrier.
The benefit carrier will assume full responsibility for any and all payments to the Provider(s)/Vendor(s) selected to provide Benefit Brokerage Services for the IHSA.
M. Review Representative
All contact and questions with regard to this RFQ must be made through the Project Representative selected for this initiative, by e-mail. For the purposes of this RFQ, the Project Representative is:
Name: Alan Hansen
Email: ahansen@ihsa.ca
Any questions received and responses will be provided to all Proponents. Questions will be accepted up to and including Friday, July 17, 2020 @ 2:00 p.m. EDT.
The IHSA reserves the rights to not answer a proponent’s question. The reasons for this might be:
1. The information requested is not needed for the preparation of a submission, or
2. The answer to the question posed can be found in the RFQ, or
3. The answer to the question posed is the purpose of the RFQ
The IHSA will not provide answers to questions in any form or electronic format by direct reply in order that the fairness of the HSA procurement process is maintained.
Unless otherwise notified, the time required by the IHSA to answer questions will not change the deadline specified for submission of a proposal.
N. Additional Information
The IHSA may request additional data, discussions, presentations or on-site visits in support of the response to this RFQ, all without obligation to provide other RFQ recipients with similar information or notice of such communication. Additionally, the IHSA reserve the right to implement the appropriate due diligence processes to organize or clarify any information provided, or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits with current customers served by the Proponent.
• The deadline for submission of an Offer is Friday, July 24, 2020 @ 2:00 pm EDT.
• The successful Proponent will do everything possible to exceed delivery expectations.
O. Other Consideration
Circumstances may arise in which additional billable work or services may be required by the IHSA that cannot be currently determined for this RFQ. The Proponent will provide in their response their lowest hourly or unit pricing and/or highest discount structure that will be extended to the IHSA if additional work/service outside the scope of this RFQ is approved by the IHSA. This pricing may be used as further consideration by the IHSA during the evaluation of offer stage.
When replying to this RFQ, a Proponent should consider their response as an investment and cornerstone of the potential for additional engagements.
P. Notification to Other Proponents of Outcome of Procurement Process
Once the successful Proponent executes a contract, the others will be notified in writing of the outcome of the procurement process.
Q. Debriefing
Proponents may request a debriefing after receipt of a notification of award. All requests must be in writing to the Project Representative and must be made within sixty (60) days of notification of award. The intent of the debriefing information session is to aid the Proponent in presenting a better proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process.
RFQ Terms
By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:
A. Information Gathering Process
This RFQ is being issued for information gathering purposes only. The IHSA shall not be bound or obligated in any manner as a result of issuing this RFQ to enter into contract negotiations, or to conclude a contract. Without limiting the generality of the foregoing, the IHSA expressly reserve the right, at their sole discretion, (i) to initiate any form of procurement process including without limitation direct negotiations with any Proponent regardless of whether such Proponent responded to this RFQ; or (ii) to elect not to procure the good or service that is the subject of this RFQ.
B. Cost of RFQ Response
All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative basis. The IHSA accept no responsibility for costs of proposal preparation, benchmarking, piloting, interviews, meetings, or other activities related to proposal preparation or any contract negotiations. All proposals submitted will be regarded as the personal property of the IHSA and will not be returned.
C. Use of the IHSA Names or Logos
The Proponent shall not use the IHSA’ names or logos or associated names or logos or make reference to this RFQ in any advertising copy or other promotional materials or messages without prior written consent.
D. Explanation of Information Evaluation/Decision Making
The IHSA are not bound to explain how any proposal was evaluated nor are the IHSA bound to explain any decision they make based upon the subject matter of the proposal.
E. Restriction on HSA Contacts
All contacts, written and oral, concerning this RFQ in any respect, should be made through the Representative named in this RFQ or a member of the Evaluation Team. Discussion of this RFQ with any other parties within the IHSA may result in your organization’s proposal not being considered.
F. Confidentiality of Proponent’s Information
Information provided by a Proponent and all or a portion of the proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by the IHSA, and on a confidential basis, to third parties retained by the IHSA in connection with the subject matter of this RFQ, including without limitation, for the purposes of evaluating the information.
Information provided by a Proponent is subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, and c.F.31, as amended. Each Proponent is requested to identify in its proposal any information it wishes the IHSA to keep confidential. Proponents are advised that the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by the IHSA to third parties where an order by the Information and Privacy Commissioner or a court requires the IHSA to do so.
G. Data Validity
All data and information included in this RFQ have been extracted from sources, which the IHSA consider to be reliable. However, the IHSA make no warranties and accept no responsibility for inaccurate data contained herein.
H. Errors and Omissions
The IHSA shall not be held liable for any errors or omissions in any part of this RFQ. While the IHSA have used considerable effort to ensure an accurate representation of information in this RFQ, the information contained in the RFQ is supplied solely as a guideline for potential companies. This information is not necessarily comprehensive or exhaustive. Nothing in the RFQ is intended to relieve the company from forming their own opinions and conclusions with respect to the matters addressed in the RFQ.
I. Indemnification
The Proponent shall indemnify and hold harmless the IHSA, it’s officers, board members, partners, agents and employees from and against all actions, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the IHSA and against all loss, liability, judgments, claims, suits, demands or expenses which the IHSA may sustain, suffer or be put to resulting from or arising out of the Proponent’s failure to exercise reasonable care, skill or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the company, it’s agents, officials and employees.
J. Conflict of Interest
Proponents that respond to this RFQ must identify any real or perceived situations where a conflict of interest, past, current or future exists. All instances are to be declared in Appendix C.
K. Right to Termination
The IHSA may, in their sole discretion, cancel this RFQ or revise the scope of this RFQ at any time.
L. Dispute Resolution
In order to address suppliers’ concerns related to any aspect of the procurement process in an ethical, fair, reasonable and timely fashion, the following dispute resolution process will be followed:
1. Notice of Dispute received
2. Conduct Negotiation (if negotiation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 3 - Mediation)
3. Conduct Mediation (if mediation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 4 - Arbitration)
4. Conduct Arbitration (if arbitration is successful, proceed to Step 6 - End of Process; if not successful, proceed to Step 5 - Litigation)
5. Litigation
6. End of Process
Appendix A - General Proponent Information
Please provide concise responses to all of the following questions. Where you do not provide a response, please explain why. Please review all Appendix materials before completing this questionnaire.
Contact Information
Please provide the following information: (Name one person to be the contact for this RFQ response and for any clarifications that might be necessary)
Full Organization Legal Name:
Street Address:
City, Province/State:
Postal Code:
Phone Number:
Fax Number:
Organization Website (if one exists):
Organization Ownership
(specify private or public company):
Parent Organization Name (if any):
RFQ Contact Person and Title:
E-mail Address for RFQ Contact Person:
References – Current Clients
Please list three references comparable to the IHSA for which you currently provide similar products and services to outlined in this RFQ.
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
APPENDIX B – Tax Compliance Declaration
The Ontario Government expects all suppliers to pay their provincial taxes on a timely basis. In this regard, Proponents are advised that any contract with the Ontario Government will require a declaration from the successful Proponent that the Proponent's provincial taxes are in good standing.
In order to be considered for a contract award, the Proponent must submit the following tax compliance status statement and the following consent to disclosure:
Declaration
I/WE hereby certify that at the time of submitting its proposal,
(Legal Name of Proponent)
is in full compliance with all tax statutes administered by the Ministry of Revenue for Ontario and that, in particular, all returns required to be filed under all provincial tax statutes have been filed and all taxes due and payable under those statutes have been paid or satisfactory arrangements for their payment have been made and maintained.
Consent to Disclosure
I/We consent to the Ministry of Revenue releasing the taxpayer information described in this Declaration to the Ministry issuing the RFQ as necessary for the purpose of verifying that I/we am/are in full compliance with all statutes administered by the Ministry of Revenue.
Dated at this day of 20
An authorized signing officer)
(Print Name)
(Title)
(Phone Number) (Fax Number)
APPENDIX C – Conflict Of Interest Declaration
The Proponent and its Affiliates declare that it does not now have and agrees not to have any public or private interest, and shall not acquire directly or indirectly any such interest in connection with the work defined in this RFQ 2020 - #007 that would conflict or appear to conflict in any manner with the performance of the SERVICES under this RFQ 2020 - #007 or subsequent contract. “Affiliate” means a corporate entity linked to the Proponent through common ownership. The Proponent and its Affiliates agree not to provide any services to any entity that may have an adversarial interest in a project for which it has provided services to the IHSA. The Proponent and its Affiliates agree to disclose to the IHSA all other interests that the Proponents have or contemplate having during each phase of the project. In all situations, the IHSA will decide if a conflict of interest exists. If the IHSA conclude that a conflict of interest exists, it will inform the Proponent and its Affiliates. If the Proponent and its Affiliates choose to retain the interest constituting the conflict, the IHSA may terminate the Contract for cause in accordance the provisions stated in the Contract.
______________________________________ ___________________________________
Proponent Organization Proponent Representative
I have the authority to bind the organization.
______________________________________
DATE
APPENDIX D - Respondent Acknowledgement Form
(Please complete the following information)
Respondent’s Registered Legal Business Name:
Mailing Address:
Name of Contact Person:
Title:
Contact Person Tel.#:
Facsimile Tel.#:
E-mail Address:
The respondent hereby acknowledges
(i) that the information it is providing is, to the best of its knowledge, complete and accurate;
(ii) that the information it is providing, and all or a portion of the proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by IHSA on a confidential basis to third parties retained by the IHSA in connection with the subject matter of this RFQ, including without limitation, for the purposes of evaluating the information;
(iii) that the information it is providing is subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.F.31, as amended, that notwithstanding that the respondent has identified in its proposal any information it wishes the IHSA to keep confidential, the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by the IHSA to third parties where an order by the Information and Privacy Commissioner or a court requires IHSA to do so.
(iv) that IHSA, shall not be liable for any costs incurred by the respondent in the preparation of its proposal;
(v) that all materials submitted to IHSA by the respondent shall become the personal property of IHSA and shall not be returned;
(vi) that, as elaborated upon in paragraph A, “Information Gathering Process” of Section IV, this RFQ is for information gathering purposes only and does not create any legal obligations or restrict IHSA rights regarding the procurement of any good or service.
(vii) that a benefit has not been conferred of any kind on anyone employed by or connected with the IHSA for the purpose of influencing the outcome of procurement.
Signature of Witness: Signature of Respondent representative:
__________________________________ ________________________________
(I have authority to bind the respondent).
Name: (corporate seal)
Title:
Date:
Name of Witness:
APPENDIX E – Current State
Total Photo Copiers: 9 units
Requirements/Capabilities of Production Printer (currently Bizhub Press 1250)
• Monochrome printing and copying, colour scanning, Print-from- and Scan-to-USB
• 130+ PPM – 8.5" x 11" (A4)
• 80+ PPM – 8.5" x 14" (B4)
• 60+ PPM – 11" x 17" (A3)
• 30+ PPM – 12" x 18" (SRA3)
• Scan: 600 x 600 dpi
• Average monthly volume up to 500’000 pages per month
• Finishing – staple, saddle stich
• Printed Sides Duplex
• Touch Screen user interface
• Adobe® PostScript®, PDF
• Paper sources 5 standard *by pass tray required
• Media Dimensions - Minimum 4" x 6"
• Media Dimensions - Maximum 12" x 18"
• Media Weight - Minimum 50 gsm
• Media Weight - Maximum 260 gsm
• Media Types - Carbonless, synthetics, tabs, labels, specialty media, coated stock
• Print Controller
• Non proprietary software for sending jobs to the print controller or print engine
