HomeMy WebLinkAboutR-01-0057J-01-46
1/17/01
RESOLUTION NO. " __57
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING THE ACQUISITION OF MAINTENANCE
SERVICES FOR THE XEROX DOCUTECH 135 DIGITAL
COPIER FROM XEROX CORPORATION, FOR THE
DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION, UNDER EXISTING UNIVERSITY OF
FLORIDA CONTRACT NO. 99K-6YC, EFFECTIVE
UNTIL DECEMBER 31, 2001, AND ANY EXTENSIONS
THERETO, IN AN ANNUAL AMOUNT NOT TO EXCEED
$72,000; ALLOCATING FUNDS FROM THE
DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION, GRAPHIC REPRODUCTIONS
DIVISION BUDGET, ACCOUNT CODE
NO. 505000.420501.6.610.
WHEREAS, the Department of General Services Administration,
Graphics Reproduction Division, has completed a five (5) year
lease purchase of a DocuTech 135 copier and requires the
acquisition of continued maintenance services to ensure the
copier functions properly and to avoid excessive downtime; and
WHEREAS, the DocuTech copier is a high-speed,
multi -function imaging system utilized in the production and
printing of, including but not limited to, the City Commission
Agendas, budget books, Five Year Plan Reports, Comprehensive
Annual Financial Reports, Capital Improvement Projects manuals,
CITY COM14USSION
V,EETHiG OF
JACK � �
r,, SQIuI.on r�o.
tib-- 57
Request for Proposals, grant proposals, brochures, reports,
newsletters, notices, and flyers, issued Citywide by
departments, divisions and offices; and
WHEREAS, the maintenance contract will provide exclusively
for the repair and replacement of parts for the Xerox Docutech
135 Copier; and
WHEREAS, funds are available from the Department of General
Services Administration, Graphic Reproductions Division Budget,
Account Code No. 505000.420501.6.610; and
WHEREAS, the City Manager and the Director of Department of
General Services Administration recommend that the acquisition
of maintenance services from Xerox Corporation, under existing
University of Florida Contract No. 99K-6YC, effective until
December 31, 2001, and any extensions thereto, be approved;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this section.
Section 2. The acquisition of maintenance services for
the Xerox DocuTech 135 Digital Copier from Xerox Corporation,
for the Department of General Services Administration, under
existing University of Florida Contract No. 99K-6YC, effective
until December 31, 2001, and any extensions thereto, in an
Page 2 of 3 0♦— 57
annual amount not to exceed $72,000, is authorized, with funds
allocated from the Department of General Services
Administration, Graphic Reproductions Division Budget, Account
Code No. 05000.420501.6.610.
Section 3. This Resolution shall become effective
immediately upon adoption and signature of the Mayor.11
PASSED AND ADOPTED this 25th day of January 2001.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indic-ate approval of
this 9sra .'ation by signing it in the dasigna'ad f)'ace providr+d, sad legislatjon nmmi
becomef :.`lective with the elapse ten (IW day from th3a of Co n acton
regarding sarne, without the May ;x -11
er ',,in veto. �/ __._
ATTEST:
WALTER J. FOEMAN
CITY CLERK
CORRECTNESS -.t/
ETWANDRO VILARELLO
ITY ATTORNEY
W4992:LB:BSS
Jew tf", City Clerk
'- If the Mayor does not sign this Resolution, it shall become effective
at the end of ten calendar days from date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Page 3 of 3 Of- 57
TO The Honorable Mayor and Members
Of the City Commission
FROM: Glmen
City Manager
RECOMMENDATION:
CITY OF MIAMI, FLORIDA CA=3 MEMORANDUM
DATE: JAN 17
2001 FILE :
SUBJECT: Maintenance Contract for
Xerox Docutech Copier
University of Florida —
REFERENCES : Contract No. 99K-6YC
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution, with
attachments, authorizing the furnishing of maintenance services for the Xerox Docutech 135
Digital Copier from Xerox Corporation (Miami-DadelNon-Minority vendor), located at: 15150
NW 79 Court, Miami Lakes, FL 33016, awarded under existing University of Florida Contract
No. 99K-6YC, on a contract basis effective through December 31, 2001, subject to further
extensions by University of Florida, at a total proposed annual amount not to exceed $72,000.
Funding is available from the Department of General Services Administration, FY'00-01
Budget, Graphic Reproductions Division, Account Code No. 505000.420501.6.610.
BACKGROUND:
The Department of General Services Administration, Graphic Reproductions Division, has
completed a five (5) year lease purchase of a DocuTech 135 Copier. This equipment is now
owned by the City of Miami. This DocuTech 135 Copier requires continued maintenance to
ensure that it functions properly without excessive downtime. This maintenance contract will
provide services exclusively for the repair and replacement of parts for the Xerox DocuTech 135
Copier.
The DocuTech copier is a high-speed multi -functional imaging system utilized in the production
and printing of the Commission Agendas and backup documentation, Budget books, Five Year
Plans, Comprehensive Annual Financial Reports, CIP Manuals, RFP's, Grant Proposals,
brochures, reports, newsletters, notices, flyers, etc. for citwide departments, divisions and
offices.
Maintenance Quantity
Base Maintenance includes 200,000 copies 12 months
Additional copies per month @ 0.001 399,300
One (1) year cost
CAGSAJM
Monthly Cost Annual Cost
$2,007.00 $24,084.00
$3,993.00 x 12 months $4,7916.00
$72,000.00
2.
3
4.
5.
No
FA
Budgetary Impact Analysis
Department General Services AdminDivision Graphic Reproduction
Agenda Item # (if availabto
le)
Title and brief description of legislation or attach ordinance/resolution:
For the -furnishing of maintenance contract for
Xerox Docutech 135 Copier
_ Is this item related to revenue? NO: xx YES of yes, skip to item #7.)
Are there sufficient funds in Line Item?
YES: xx Index Code Minor Obj. Code Amount $
NO: _ Complete the following question&
Source of funds: Amount budgeted in the Line Item $
Amount needed in the Line Item $
Sufficient funds will be transferred from the following line items:
ACTION ACCOUNT NUMELR ACCOUNT NAME TOTAL,
Index/Minor Ob'ec tRro'ect No.
From $
To $
Any additional comments?
Graphic Reproduction Division, Account Code No.
505000.420501.6.610
Annually
• .. .
el P e; t De
/i/
1 FOR DEPARTMENT OF MANAGEMENT AND BUDGET USE OOT V i
Verified by:
partment of Management and Budget Director/Designee
Date /
Verified by:
Budget Analyst � p
Date G Lob
4
GSA/SW GRAPHIC REP TEL:305-5755152 Dec 12'00 171.28 No.004 P.02
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This conumt, 99C.6YC. is s 3 year award through Deoember 31, 2001 and Xerox is in
far as oomplkmo to the contrast specifications.
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01- 57
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Invltadon to Bid - Anneal Contract for Copiers
1.ad PuMm: Ths purpors of this bid a f0 establish an arm contract for
to purdme of Plain Paper Copiers for the Uniwrslty of Florida. The ce ,
*om this Invitation to Sid. Is bfbndsd to cover h8blilladons on r le on the n aernpus
and relabd departments in Alachua County and the fto of Florida.
1.1 The herein described contract may be utilized, on an elective basis, any of the
Stale Uni *r* System (SUS) Sdhocis. it this inclusion will caws a pro 116m, the
vendor is to add a letter to their bid ink the eA�sot on their bid acceptance
or denial of this condition. vendors agreNnp to this inclusion mutt a Be of
branches and/or dealers that agnea w1h the terms of Us t� *aet a veil MAN
it.
1.2 AH vandal are heroin advised Shat the University reserves the right pierce ordara
against the herein resultlrtp contract with the low bidder in who
nteeta the speoilica#ions of each users request, and that said love ww be
debern+inad by a oonnpartson of respondsnfs to thit ba and var�das 0 the
8ft of lgorida's Annual Contract for Copying Machines. ftn0mona in regard to
indWdml purchase orders Issued, may be Quer to vendors with local - ance
support at the sole opfion of the Unlwasiby.
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2. The ern of the contract will be for a period of : 'A"wary
1, 1906Vv jO December 31, 2001,
3. AIMI : This Is a multiple award bid. Olds shill be awarded by Chas wwd to Types
by nabs and model of copier. in on sVwd meow than arts vender ssrt�a rrstioa
AS contract obligations shall prev" for at leeat 180 days aft the affsotive
!"tl�s oonIssd. Aftr that period, for She profedion of both psMf . In axdnmg
*Cm the bid award may be canceled in whole, or In part, by ON w party, by
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Pop 26
S0,JT BY:UFPurchasing ;12-111-0u
0UNNERSITY OF
FLORiD--A-
Administrative Affairs
Purchasing Division
December 21, 2000
Glenn Marcos
Milton Mizell
City of Miami
ii:nbAwi
. tenTr a i I — I,--.�' —
Gentlemen,
Per our recent phone conversation, : an offering the following information
University of Florida Contract for Copiers, #99K-6YC.
iore Hall, Room 102
PO Box '115250
sville, FL 32611-5250
Tel: (352) 392-133'-
Fax:
92-133=Fax: (.152) 392-8837
concerning
'Ile effective dates of the contract are, and always have been, January 1, 1999 throu December
31, 2001. The fourteen vendors and various resellers represented on the contract um this three-
year period as the official `lifespan' of the contract.
As I explained, please note that on page 3 of the original bid document, a typogra hicai error
was made which stated The following, "Term of Contract: The term of the contract i d1l] be for a
period of two years: January 1, 1999 through December 31, 2001." The incorrect hrase `twu
years' was not corrected on the final version of the bid documcut, however, it was i 'scussed in
the final bid meeting and the vendors understood that it should have read `three y '. 1 then
struck the worts `two' and hand -wrote the word `three' and then initialed it to corresPond to the
actual dazes of January 1, 1999 through Dec-.mber 31, 2001 (which equals three year., not two.).
Also, please note that in the capacity of my position as Purchasing Coordinator II, I have the
authority to make hand -corrections and then initial it on all documents.
I hope this clarifies the perceived problem concerning the effective dates of my c
you have any further questions feel free to contact me at 352-392-1331, ext, 310.
Happy Holidays,
Cal',
Donna S. Doty
Purchasing Coordinator H
M4%W C>"rtwuty ! Afflrn=dVI ACU=InadtuWn (�
Should
5'7
I
Invitation to Bid No. 99K-6YC Page 3
Invitation to Bid - Annual Contract for Copiers
A. Special Conditions
1. Introduction and Purpose: The purpose of this bid is to establish an annual contract for
the purchase of Plain Paper Copiers for the University of Florida. The contract, resulting
from this Invitation to Bid, is intended to cover installations located on the main campus
and related departments in Alachua County and the State of Florida.
1.1 The here -in described contract may be utilized, on an elective basis, by any of the
State University System (SUS) Schools. If this inclusion will cause a problem, the
vendor is to add a letter to their bid indicating the effect on their bid and acceptance
or denial of this condition. Vendors agreeing to this inclusion must supply a list of
branches and/or dealers that agrees with the terms of this contract and will service
it.
NOTE: The University of Florida will permit the use of this contract by political
subdivisions of the State of Florida (such as city or county government offices) or
Community Colleges other than the ten State Universities. The University of Florida
Purchasing Office will not be responsible for giving permission to these entities to
use this contract. It should be exoressly understood that vendors will be responsible
for any University contract pricing extended to these entities. The vendor is
requested to provide a written quotation to the entity providing the contract Pricing
and is to handle all correspondence until the final sale. OF Purchasing will not be
involved in any way with non -SUS purchases and will not grant verbal or written
authority to do so.
1.2 All vendors are here -in advised that the University reserves the right to place orders
against the here -in resulting contract with the low bidder in each category who
meets the specifications of each users request, and that said low bidder will be
determined by a comparison of respondents to this bid and vendors listed on the
State of Florida's Annual Contract for Copying Machines. Significance, in regard to
individual purchase orders issued, may be given to vendors with local maintenance
support at the sole option of the University.
2. Term of Contract: The term of the contract will be for a period of three years: January
1, 1999 through December 31, 2001.
3. Award: This is a multiple award bid. Bids shall be awarded by Class within the five Types
by make and model of copier. In the event more than one vendor bids the same make
and model machine the machine with the lowest cost per copy will be given the award.
4. Cancellation: All contract obligations shall prevail for at least 180 days after the effective
date of the contract. After that period, for the protection of both parties, the contract
resulting from the bid award may be canceled in whole, or in part, by either party, by
giving thirty (30) days prior notice in writing to the other party.
Q1- 57
Invitation to Bid No. 99K -6Y
Page 4
5. Right to Terminate: In the event that any of the provisions of a contract resulting from
the bid award are violated by the successful bidder, the University may serve written
notice upon such bidder of its intention to terminate the contract. Such notice is to state
the reason(s) for such intention to terminate the contract, and unless within ten (10) days
after serving such notice upon the bidder, such violation shall cease and satisfactory
arrangements for corrections are made, the contract shall, upon expiration of said ten
(10) days, cease and terminate, but the liability of such bidder and its surety for any and
all such violations(s) shall not be affected by any such termination.
6. Assignment: Neither this agreement nor any duties or obligations under this agreement
may be assigned by Contractor without the prior written consent of University.
7. Pre -Bid Conference: A pre-bid conference will be held on Thursday, June 4, 1998, at
10 a.m. in the Elmore Hall Conference Room located on Radio Road, University of
Florida Campus, Gainesville. The purpose of this conference is to hear any and all
questions arising from this Invitation to Bid. Answers to any questions that might arise will
be in the form of an Addendum to the Invitation to Bid, prior to the bid opening. All such
revisions must be acknowledged by signature and returned with the bid proposal.
8. Submission Terms: To be considered, one original, one photocopy and a diskette of
each bid must be received as indicated below, no later than 2:00 PM, January 7, 1999.
Bid envelopes should be addressed as follows:
University of Florida Purchasing Division
Attn.: Donna S. Doty
102 Elmore Hall, Radio Road
Gainesville, Florida 32611
Bid Number: 99K-6YC
Opens: January 7, 1999 @ 2:00 p.m.
Bids or amendments to bids that arrive after the closing time and date will not be
considered. Telephone, including facsimile, and telegraphic bids and/or modifications will
not be accepted. At that time, bids will be opened for the sole purpose of recording the
names of the bidders submitting written bids. Bids will be verified for compliance with
mandatory Pre -Bid attendance and for receipt prior to opening date and time, but
evaluation will not be made until on or about January 14, 1999. Attendance at Bid
opening is not required.
8.1 Bidders mailing their bid package must allow sufficient time to ensure receipt of their
bid package by the time specified. It is the responsibility of the Vendor to ensure
that the bid package arrives at the Purchasing Division, University of Florida, Elmore
Hall, Room 102, Radio Road, Gainesville, Florida 32611, by the bid opening date as
specified. The bid package may be delivered or sent by mail to the aforestated
address.
Bids mailed through the US Postal Service will be considered responsive only if it is
received by the Purchasing Division prior to bid opening time.
01- 57
Invitation to Bid No. 99K -6Y( -
Page
8.2 Vendor's Expense: All bids submitted in response to this ITB must be submitted at
the sole expense of the Vendor, whether or not any agreement is signed as a result
of this Invitation to Bid.
8.3 Bidders shall pay all costs associated with the preparation of bids and necessary
visits to the campus. _
9. Errors: The University is not liable for any errors or misinterpretations made by the
Bidder in responding to this ITB.
10. lnauiries: The University will not give verbal answers to inquiries regarding the
specifications, or verbal instructions prior to and after the award of the contract. A verbal
statement regarding same by any person, shall be non-binding. The University is not
liable for any increased costs resulting from the Bidder accepting verbal direction. All
changes shall be made by written modification to the agreement.
10.1 Any explanation desired by Bidders must be requested of the University of
Florida Purchasing Department in writing, and if an explanation is necessary, a reply shall
be made in the form of an addendum, a copy of which will be forwarded to each Bidder
who has received a set of the bid documents. Direct all inquiries to:
Donna S. Doty
University of Florida, Purchasing Coordinator II
Elmore Hall, Room 102
Gainesville, FL 32611-5250
11. Addendum: Any addendum issued to Bidders prior to the bid opening date shall include
an Addenda Acknowledgment Form. Since all addenda become a part of the bid, all
addenda acknowledgment forms shall be signed by an authorized Vendor representative
and returned with the bid on or before the bid opening date. Failure to sign and return
any and all Addenda Acknowledgment Forms shall be grounds for rejection of the bid.
12. Confidentiality: From the date of issuance of the ITB until a bid is made, the vendor
must not make available or discuss his bid, or any part thereof, with any employee or
agent of the University, unless allowed by the Director of Purchasing, in writing, for
purposes of clarification only.
13. Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor
list by the Department of Management Services, State of Florida, may not submit a bid on
a contract to provide goods or services, including construction, repairs, or leases and
may not be awarded or perform work as a contractor, supplier, or subcontractor, or
consultant for the University of Florida for a period of 36 months from the date of being
placed on the convicted vendor list, a "person" or "affiliate" includes any natural person or
entity, including predecessor or successor entities or any entity under the control of any
natural person who in its management and who has been convicted of a public entity
crime (Section 287.133, Florida Statutes).
01— 5
Invitation to Bid No. 99K-6YC,
Page 6
Federal Debarment: By signing this bid/proposal, the offeror certifies, to the best of its
knowledge or belief, that neither the offeror nor its principals are not presently debarred,
suspended, proposed for debarment, or declared ineligible for the award of contracts by
any Federal agency; or have not within a three-year period preceding this offer, been
convicted of or had a civil judgment rendered against them in connection with a public
contract or subcontract; or are not criminally or civilly charged by a government entity with
commission of offenses; or has not within a three year period preceding this offer had a
contract terminated for default by any Federal agency. (FAR 52.209-5)
14. Bid Response: To ensure that all bids are fairly evaluated, it is mandatory that Vendor's
bids follow the prescribed format. Failure to follow this requirement may result in the
disqualification of your Bid.
14.1 The complete bid response to the ITB must include:
a) The entire ITB. Do not alter the ITB in any way. Do not take it apart to use it in sections
of your bid. The entire ITB will become part of the final Agreement between Vendor and
University.
b) The legal name of the Vendor and a statement as to whether the Vendor is a sole
proprietor, a partnership, a corporation, or any other legal entity. The bid shall be signed
by a person or persons legally authorized to bind the Vendor to a contract. A bid
submitted by an agent shall have a current Power -of -Attorney attached certifying
agent's authority to bind Vendor. The Vendor shall include a statement that it is
authorized to do business in the State of Florida.
15. Vendor Warranty of Ability to Perform: Vendor shall warrant that there is no action
suit, proceeding, inquiry or governmental agency, public board or body, pending or, to the
best of the Vendor's knowledge, threatened, which would in any way prohibit, restrain or
enjoin the execution or delivery of the Vendor's obligations or diminish the Vendor's
obligations or diminish the Vendor's financial ability to perform the terms of the proposed
contract.
16. Independent Contractor: Nothing herein is intended or shall be construed as in any way
creating or establishing the relationship of co-partners between the parties or in any way
making the vendor the agent or representative of the University for any purposes in any
manner whatsoever. Vendor is, and shall remain, an independent contractor with respect
to all services performed under this Contract.
17. Bid Modification: Bids submitted prior to the bid opening date may be modified or
withdrawn only by notice to the University. Such notice must be received by the
Purchasing Division at the address provided herein prior to the time designated for
opening of the bid. Vendor may change or withdraw the bid at any time prior to bid
opening; however, no oral modifications will be allowed. Only letters, or other formal
written requests for modifications or corrections of a previously submitted bid which are
addressed in the same manner as the bid, and are received by the Purchasing Division
prior to the scheduled bid opening time will be accepted. The bid, when opened, will then
be corrected in accordance with such written requests, provided that the written request
01- 57
Invitation to Bid No. 99K-6YC. Page 7
is contained in a sealed envelope which is plainly marked "Modification of Bid".
17.1 Withdrawn bids may be resubmitted up to the time designated for the receipt of bid
. provided that they are then fully in conformance with the requirements of the ITB.
18. Insurance: The Vendor shall not commence any work in connection with this bid until he
has obtained, as a minimum, all of the following types of insurance and such insurance
has been approved by the University. All insurance policies shall be with insurers
qualified to do business in Florida. The Vendor shall furnish the University proof of
insurance coverage by certificates of insurance no later than ten (10) days after Contract
award. All required insurance policies shall name the University, Board of Regents of the
State University system, and the State of Florida (collectively University) as an additional
named insured. The Vendor shall promptly notify the University of any change in
insurance coverage or carrier.
18.1 The Vendor must secure and maintain during the life of this agreement, Worker's
Compensation Insurance, to the extent required by Florida law for all his employees
connected with any work of this bid and, in case any work is sublet, the Vendor shall
require similar Insurance for all of the subcontractor's employees unless such
employees are covered by the protection afforded by the Vendor's insurance. Such
insurance shall comply fully with the Florida Worker's Compensation Law. In case
any class of employees engaged in work under this contract at the site of the project
is not protected under Worker's Compensation statute, the Vendor shall provide,
and cause each subcontractor to provide adequate insurance satisfactory to the
University, for protection of his employees not otherwise protected.
18.2 The Vendor must secure and maintain during the life of the contract,
COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE as shall protect the
vendor and its officers, employees, servants, agents, and University from claims for
damages and personal injury, including accidental death, as well as claims for
property damages which may arise from operations under this agreement whether
such operations be by the vendor or by anyone directly or indirectly employed by
him and the amounts of such insurance shall be the minimum limit as follows:
18.3 Auto Public Liability Insurance
Bodily Injury $250,000
Each Occurrence $500,000
18.4 Umbrella or Excess Liability $1,000,000
18.5 Insurance clause for both BODILY INJURY & PROPERTY DAMAGE shall be
amended to provide coverage on an OCCURRENCE basis.
18.6 The University shall be exempt from, and in no way be liable for, any sums of money
which may represent a deductible in any insurance policy. The payment of such
deductible shall be the sole responsibility of the Vendor and/or Subcontractor that
obtained the insurance.
®1- 57
Invitation to Bid No. 99K -6'c
Page 8
19. Open Competition: The University encourages -free and open competition among
Vendors. Whenever possible, specifications and bid terms and conditions are designed
to accomplish this objective, consistent with the necessity to satisfy the University's
needs and the accomplishment of a sound economical operation. The Vendor's
signature on this bid guarantees that the prices quoted have been established without
collusion with other Vendors and without effort to preclude the University from obtaining
the lowest possible competitive price. The Vendor certifies that its officers or employees
have not bribed or attempted to bribe or influence in any way an officer, employee or
agent of the University.
20. Bid Materials: The material submitted in response to the Invitation to Bid becomes the
property of the University upon delivery to the Purchasing Division and is to be appended
to any formal document which would further define or expand the contractual relationship
between the University and the Vendor. All of the material will be considered as part of
this Invitation to Bid.
21. Oral Presentation: After bids have been opened a limited number of Vendors submitting
bids in response to the ITB may be required, at the request of the University, to make an
oral presentation or provide written clarifications. Such presentations or clarifications will
provide an opportunity for the Vendor to clarify the Bid. Vendors will not be allowed to
change their bids. Oral presentations may be recorded, and both recorded oral
presentations and written clarifications will be affixed to the Vendor's proposal and
become a part of same as if originally submitted. The Purchasing Coordinator will initiate
and schedule a time and location for any presentations which may be required.
22. Errors and Omissions: The Vendor is expected to comply with the true intent of this ITB
taken as a whole and shall not avail itself of any errors or omissions to the detriment of
the services. Should the Vendor suspect any error, omission, or discrepancy in the
specifications or 'instructions, the Vendor shall immediately notify the University, in
writing, and the University shall issue written instructions to be followed. The Vendor is
responsible for the contents of its bid and for satisfying the requirements set forth in the
ITB.
23. Bid Resection: The University shall have the right to reject any or all Bids and in
particular to reject a Bid not accompanied by data required by the ITB or a Bid in any way
incomplete or irregular including omission of pricing.
Conditional Bids will not be accepted.
24. Performance Investigations: As part of the evaluation, the University may make
investigations, including verbal or written references from Vendor's current customers, to
determine the ability of the Vendor to offer the service. The University reserves the right
to reject any bid if the Vendor fails to satisfy the University that it is properly qualified to
carry out the obligations of the contract.
25. Posting of Bid Tabulations: When the evaluations of the bids are complete, bid
tabulations with notice of intended award will be posted for review by interested parties in
Elmore Hall, Room 102, University of Florida, Gainesville, Florida, and will remain posted
01 - 57
Invitation to Bid No. 99K-6YC, Page 9
for a period of seventy-two (72) hours. Failure to file a protest within the time prescribed
in Section 120.53(5), Florida Statutes, shall constitute a waiver of proceedings under
Chapter 120, Florida Statutes.
26. Equal Opportunity Statement: The State University System believes in equal
opportunity practices whictf- conform to both the spirit and the letter of all laws against
discrimination and is committed to non-discrimination because of race, creed, color, sex,
age, national origin, or religion. To be considered for inclusion as a supplier under this
agreement, the bidder commits to the following:
26.1 The provisions of Executive Order 11246, September 24, 1966, and the rules,
regulations, and relevant orders of the Secretary of Labor are applicable to each
order placed against this agreement regardless of value.
26.2 If the bidder expects to receive $11,000 in orders during the first 12 months of this
agreement, a complete certificate of non -segregated facilities shall be attached to
the bid response.
26.3 If the bidder expects to receive $55,000 in orders during the first 12 months of this
agreement and employs more than 50 people, standard form 100 (EEOO-1) must
be filed prior to March 1 of each year.
26.4 If the bidder expects to receive $55,000 in orders during the first 12 months and
employs more than 50 people a written program for affirmative action compliance
must be maintained by the bidder, subject to review upon request by the user
agencies of this agreement.
If you have already complied with the above, please indicate
27. Minority -Owned Firm: To comply with the provisions of Section 287.0945 (3) (C),
Florida .Statues, each proposer shall check the appropriate designation(s) of your firm as
indicated below:
Minority-owned firm: YES NO
27.1 if yes, please check the appropriate space:
H. Black, not of Hispanic origin
I. Hispanic
J. Asian or Pacific Islander
K. American Indian or Alaskan Native
M. Woman
27.2 If yes, are you currently certified by the Florida Department of General Services as
a Minority Business Enterprise? Yes_ No
28. PRIDE Chapter 85-194, Laws of Florida: it is expressly understood and agreed that any
articles which are the subject of, or required to carry out this contract shall be purchased
from the corporation identified under Chapter 946, F.S., in the same manner and under
the procedures set forth in Section 946.515(2), (4), F.S., and for purposes of this contract
01- 57
Invitation to Bid No. 99K-6Yk- Page 10
the person, firm, or other business entity carrying out the provisions of this contract shall
be deemed to be substituted for this agency insofar as dealing with such corporation.
29. Severability: If any provisions of the Agreement resulting from this ITB are contrary to,
prohibited by, or deemed invalid by applicable laws or regulations of any jurisdiction in
which it is sought to be enforced, then said provisions shall be deemed inapplicable and
omitted and shall not invalidate the remaining provisions of the Agreement.
29.1 In the event any provision of this Agreement shall be held invalid or unenforceable
by a court of competent jurisdiction, or by an administrative hearing officer in
accordance with Chapter 120, Florida Statutes, such holding shall not invalidate or
render unenforceable any other provision hereof.
30. ITB Interpretation: Interpretation of the wording of this document shall be the
responsibility of the University and that interpretation shall be final.
31. Notice To Contractors Of Asbestos Containing Materials In University Buildings:
Asbestos containing materials (ACM) can be found in almost any building in the United
States more than 10 years old. The University of Florida is no exception. The types of
asbestos most commonly found are pipe and boiler insulation, fireproofing, hard panels
known as "Transite," floor tile, and spray or trowel -applied ceiling finishes. ACM is
generally not hazardous if left undisturbed.
31.1 The University has implemented an Asbestos Program to assure safe management
and removal of ACM. Contractors, consultants, and other vendors providing service
to the University may encounter ACM and must, therefore, comply with the following
instructions.
a) Avoid disturbing suspected ACM. Exercise caution and watch for possible ACM.
b) If it is necessary to disturb ACM, first notify the appropriate Division Asbestos
Representative listed in this notice, or the University of Florida Asbestos
Coordinator, before proceeding with your work. You shall take whatever
precautions are necessary to protect human health and the environment, and
comply with all applicable Federal, State, and Local laws pertaining to asbestos.
c) If you require additional information on possible locations of ACM in a particular
building, contact the Asbestos Representative from the Division for which you are
working.
Division Asbestos Representative
Physical Plant Associate Director Physical Plant
352/392-7793
Health Center Director, Health Center Physical Plant
352/392-4417
Reitz Union Maintenance Superintendent
352/392-1614
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Invitation to Bid No. 99K-6Yt- Page 12
B. Specifications
1. Acceptable Equipment: Bids shall be for Current Production Models, factory
produced new model only showing less than 100 copies made. Machines showing 100+
copies on the counter will be considered used or demo and will not be accepted.
1.1 It is understood that the University will benefit from any revisions, alterations,
additions, technical improvements or necessary modifications in the units offered during
the term of this contract at no additional cost.
1.2 It is requested but note required by the University that vendor's bids include
copiers that meet the EPA ENERGY STAR guidelines for energy efficiency.
2. Equipment Approval: Each item of equipment bid shall have been tested by the
Department of Management Services or the University of Florida Division of Printing and
Graphic Services prior to December 31, 1998. In the event that evaluation and
acceptance of untested machines have not been accomplished prior to the bid required
date specified above, such machines shall not be eligible for award. The bidders must be
registered with the University of Florida. An unregistered supplier may make application
direct to the Division of Purchasing, 102 Elmore Hall, Gainesville, FL 32611-5250.
3. Certification: A certificate, executed by the manufacturer (required form GS -MC -1 & 2,
pages 29 & 30) is required stating the bidder is an authorized representative of the
manufacturer in Alachua County and that all equipment bid is New and in Current
Production. Failure to submit this certification with the bid shall result in the bid being
disqualified.
4. Substitution: Prior written approvals by the Division of Purchasing and Director of
Printing and Graphic Services, are required for substitution of copiers. The University
retains sole discretion to accept and approve such requests when deemed to be in the
University's best interest. Proposed substitutions require prior testing and approval by the
State of Florida or the University of Florida Division of Printing and Graphic Services.
5. Bid Page: Bidders must complete and return the attached Bid Sheet Page and Machine
Description (required form GS -BP & GS-BP2, pages 26 & 27). Bidders are requested to
use one bid sheet for each Type and Class in which they bid. GSA catalogs, price lists
and copies of vendor purchase contracts outlining terms and conditions are not
acceptable. Each model must be completely described as outlined on the Machine
Description Page. (Do not bid more than one (1) model per Type and Class. Photocopy
additional Machine Description and Bid Sheets as needed).
6. Cost Formulas: NOTE: All cost formulas will be rounded up to the fifth (5th) .12345
decimal place.
6.1 Machine Cost: The machine cost per copy is determined by adding the following
costs together; the amortized cost of the machine, the amortized cost of installation and
the amortized cost of maintenance. Machine cost is determined by dividing the total
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Invitation to Bid No. 99K-6YL Page 11
IFAS Engineer
352/392-6488
32. Venue: This Agreement, and any disputes hereunder, shall be construed in accordance
with the laws of the State of Florida and enforced in the courts of the State of Florida.
University and Vendor hereby agree that venue shall be in Alachua County, Florida.
33. ADA REQUIREMENTS: Americans With Disability Act of 1990 - If special
accommodations are needed in order to attend a pre-bid meeting or a bid opening,
contact Emily Hamby at 352-392-1331, by January 4, 1999.
Invitation to Bid No. 99K -6Y( -
Page 13
amortized cost of the machine, installation and maintenance by the maximum volume of
the class bid to obtain a cost per copy. Use (36) thirty-six months as the amortized
period.
1) Machine cost divided by 36 months equals cost per month.
2) Installation cost divided by 36 months equals cost per month.
3) Maintenance cost at maximum of class bid, multiplied by the balance of 36 months not
covered by the warranty period, divided by 36 equals cost per month. The additional cost
per copy over "Maximum Volume for the Class Bid,' will be equal to or less than the cost
per copy at the "Maximum Volume Price of the Class Bid". Example: $100 monthly
maintenance charge for 25,000 copies per, month.
4) Add the total amortized cost of the above three items and divide by the maximum
volume of the class bid, for total machine cost per copy.
Maintenance prices submitted with this Bid shall remain firm throughout the contract
period and/or for 9 months immediately following the initial 90 day warranty period on
purchased machines. Maintenance prices shall include full coverage maintenance
including preventative maintenance, all service calls and replacement of all defective or
worn parts, except those parts Bid separately under Supplies on Bid Sheet. Maintenance
prices following the end of one year from the date of purchase (90 day warranty plus 9
months) may not increase more than an average of 5% percent of the base contract
price per year for a period of two years. Please note: The cumulative increase from the
base contract price shall not exceed 5% after 1 year, 10% after 2 years. If there are
extenuating circumstances that can be documented, the Division of Purchasing reserves
the right to adjust the percentage upward. Three year maintenance price protection only
applies to copiers purchased from this contract. After 3 years maintenance price
protection expires, maintenance prices may not exceed published GSA prices.
6.2 Labor Cost: Labor cost shall be determined by multiplying published machine speed,
copies per minute, time sixty (60) minutes, divided into the hourly rate for operators of
$6.00 per hour. This formula will determine the labor cost per copy.
6.3 Supply Cost: The bidder will compute the supply cost on the Manufacturer's Brand. If
there is an existing State or University Contract for supplies for the manufacturer's brand
equipment, the contract prices may be substituted. The supply cost will be computed to
the rounded up fifth (5th) decimal place. All other costs will also be rounded up to the fifth
(5th) decimal place. The volume price used by the vendor to compute cost shall be
based on the monthly maximum volume of the type and class bid. Supply cost submitted
shall be firm for the period of one year from the date of purchase of the copy machine,
with the exception of paper. A contract award may include supplies, if deemed in the best
interest of the University. By electing to substitute State or University Contract Supplies,
the vendor is certifying that his equipment, using said supplies will meet all performance
requirements of this bid.
01- 57
Invitation to Bid No. 99K-6Y� Page 14
Use the cost factor of .0044 for the cost per copy of paper, (this factor has been inserted
in the bid sheet) unless a special paper is required by the Model Machine Bid.
Bidder must complete the Required Supply Price List (page 28) and include it with his
Bid. These prices will be used to evaluate the supply cost on the Bid Sheets. A contract
award may include supplies during the term of this contract if deemed in the best interest
of the University. If the Vendor elects to use supplies which are on State Contracts, the
Vendor is certifying that his equipment, using said supplies, will meet all performance
requirements of this Bid and that of the manufacturer. Failure to include the Supply Price
List with manufacturer's guaranteed yields, yearly prices and volume prices with your Bid
shall automatically disqualify the Bid.
Following the first year of this contract, supply prices for copiers acquired from this
contract, may not increase more than an average of five percent (5%) of the base
contract price per year for a period of three (3) years. Please note: The cumulative
increase from the base contract price shall not exceed five percent (5%) after 1 year, ten
percent (10%) after two years. If there are extenuating circumstances that can be
documented, the Division of Purchasing reserves the right to adjust the percentage
upward. After the three (3) year supply price protection expires, supply prices may not
exceed published GSA prices.
6.4 Total Cost Per Copy: Add the cost per copy for machine, labor and supplies,
determined from the above instructions, to obtain the total cost per copy. These figures
must be based on the Maximum Total Volume of the Type and Class Bid. This figure
must be inserted on the Bid Sheet (page 26 ) on the line titled "(D) Total Maximum Cost
per copy/month".
6.5 Copy Speed: The copy speed ranges for each class are as follows:
Class 1 - Convenience/Personal Copiers
Class 2 - Low Speed
Class 3 - Low Speed
Class 4 - Accelerated Low Speed
Class 5 - Intermediate Speed
Class 6 - High Speed
Class 7 - Accelerated High Speed
Class 8 - Accelerated High Speed
Class 9 - Accelerated high Speed
Class 10 - High Volume Accelerated High Speed
7. Additional Requirements:
3 cpm
14 cpm
20 cpm
20 - 29 cpm
30 - 40 cpm
40 - 50 cpm
50 - 65 cpm
65 - 80 cpm
80 - 100 cpm
100 cpm
7.1 Distribution: Manufacturers are encouraged to bid direct, naming Florida distributors who
will accept orders and complete deliveries. A list of those Florida distributors, with addresses
and FEID numbers for invoicing, must be included with bid (required form GS -DL, page 33).
Complete ordering instructions must be included with a list of dealers and distributors (required
form GS -01, page 32). NOTE: In the event a bid is submitted by other than t '—
anufachj,
Invitation to Bid No. 99K-6YC Page 15
a certificate or letter executed by the manufacturer's representative is required stating that the
vendor is an authorized agent of the manufacturer or is permitted to market and service the
equipment being offered and that the equipment offered is in compliance with this specification
(required form GS -MC -1 & 2, pages 29 & 30).
7.2 Service Response Time: -1t is intended that vendors responding to this bid, send
technician or repair unit within four (4) working hours after receiving calls for service on all
equipment bid on this resulting contract. Failure to meet these requirements will result in
removal from the contract of any vendors who do not meet these standards. Normal working
hours are defined as 8:00 a.m. to 5:00 p.m., except Saturdays, Sundays and State Holidays.
The exception to this is Class 10, High Volume Copier/Duplicators which will require a
response time of two (2) hours or less. Bidders are required to submit a list of all Service
Locations with their Bid (required form GS -ASF, page 31).
7.3 Safety Standards: Each copier bid shall meet the Underwriter's Laboratories electrical
standards for office equipment. In compliance with Chapter 442, Florida Statutes, "Any item
delivered from a contract resulting from this bid must be accompanied by a Material Safety
Data Sheet (MSDS)". A copy of the MSDS must accompany this Bid for all chemicals used in
the operation of the machine bid. These are required.
7.4 Service Area: If bidder is offering service beyond the Gainesville area, he must supply a
complete list of branch offices or cooperating dealers which agree to service the University of
Florida's contract (required form GS -MC- 1 & 2, pages 29 & 30), and Participating Dealers List
(form GS -DL, page 33).
7.5 Parts and Service Availability: Bidder shall provide certification from the manufacturer that
replacement parts and service for all models bid will be available for a minimum period of (7)
seven years from date of purchase. Failure to submit this certification with bid shall result in
the bid being non-responsive.
8. Price Adjustments: Price adjustments during the contract period are permitted using.the
following criteria:
8.1 After the 180 day period described in Paragraph 1, revised price list may be
submitted to the Purchasing Division with the University reserving the right to accept
or reject within 30 days, or cancel the contract. Any increase accepted shall not
become effective prior to 30 days after receipt of the request. All requests for
acceptance of revised price lists must be substantiated by written evidence that they
are the result of general industry -wide changes.
8.2 Any price decrease effectuated during the contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to
the University of Florida.
9. Addition/Deletion of Items: The University reserves the right to add to or delete any
item from this bid resulting contract when deemed to be in the University's best interest.
10. Quantity Discounts: Bidder is urged to offer additional discounts for one time delivery of
01- 5'7
Invitation to Bid No. 99K-6Yk- Page 16
large single orders of any assortment of items.
11. Evaluation of Award: Evaluation will be based on the Maximum Total Cost per copy for
each type and class bid for Purchase Only, using the cost formula shown below and
reflected in the Bid Sheets. Awards shall be made to bidders meeting the requirements
for each class on a multiple -award basis.
*Each bidder will be allowed to bid only one machine per Type and Class.
The provisions of Condition 9, General Conditions are not superseded by this Special
Condition.
NOTE: In the event more than one vendor bids the same make and model machine,
the machine with the lowest cost will be given the award.
12. Minimum Order: Orders of less than $50.00, including blanket order releases of less
than $50.00 may not be processed.
13. Delivery: Prices quoted are to be firm delivered prices to the University Departments and
must include Activation with Key Operator Training into production cycle. Delivery shall
be thirty (30) days or less after receipt of the purchase order.
14. Urgent Requirements: In the case of a bonafide emergency, wherein immediate
delivery of an order is needed and the successful vendor cannot meet such a
requirement, the University reserves the right to order from any vendor that can meet
such a delivery requirement without penalty to the price contractor. This provision will not
be used to circumvent the intent of the contract.
15. Damage Claims: The contract supplier shall be responsible for filing, processing and
collecting all damage claims, to assist him in the expeditious handling of damage claims,
under normal circumstances on non -installed orders, the ordering agency will:
15.1 Record any evidence of visible damage on all copies of the delivering carrier's Bill of
Lading.
15.2 Report damages (visible and concealed) to the carrier and contract supplier,
confirming such reports, in writing within fifteen (15) days after delivery, requesting that
the carrier inspect the damaged merchandise.
15.3 Retain the item and its shipping container, including inner packing material.
NOTE: see also General Condition No. 18, page 2.
16. Ordering Instructions: Bidders must include complete and detailed ordering
instructions.
17. Abnormal Quantities: While it is not anticipated, should any unusual or abnormal
quantity requirements arise, the University reserves the right to solicit separate bids
thereon, such bids shall be solicited only upon prior approval of the Director, University
191- 57
Invitation to Bid No. 99K -6Y(, Page 17
Purchasing.
18. Placement of Orders: The following Ordering Activities are authorized to issue orders for
commodities and/or services covered by this Invitation:
Central Purchasing
102 Elmore Hall, Radio Rd
University of Florida
Gainesville, FL 32611
WAS Purchasing Office
Bldg 164, Mowry Rd
University of Florida
Gainesville, FL 32611
Health Center Purchasing Office
Room DG -11, Box 100324
Health Science Center
University of Florida
Gainesville, FL 32610
Physical Plant Purchasing
Building 705
University of Florida
Gainesville, FL 32611
18.1 Orders will be placed using one of the following purchasing methods:
a) Purchase Order: A Purchase Order will be issued for departments having known
requirements, fixed quantities, and one-time delivery.
b) Blanket Delivery OrderB( DO): A BDO will be issued for Departments having a
recurring need for items covered by this Invitation and will be placed on an "AS NEEDED"
basis. Each order issued will specify an estimated dollar amount to cover anticipated
purchases which will be increased or decreased by Change Order, as needed.
Authorization to ship items covered by the Order may be in a verbal or written form.
c) Limited Purchase OrderL( PO): Limited Purchase Orders are limited to $500 per
order.
d) Procurement Card: Supplies and repairs only.
Note: No shipment will be made by the vendor except under the conditions set forth above.
19. Shipping Document: A shipping document shall be furnished to the receiving activity
with each delivery. The shipping document must indicate the order number, descriptive
noun of items, quantity, unit, unit price and total price.
20. Billing Instructions: All invoices must be submitted in accordance with the billing
instructions contained in each purchase order issued. Further, each invoice must indicate
the order number, descriptive noun, unit, unit price, and total price.
21. Telephone Service: The successful bidder shall provide toll-free telephone service for
the ordering agencies. Please indicate below the toll-free telephone number that will be
provided, for use by the University, to contact the vendor during the performance period
of any contract resulting from this invitation:
TELEPHONE NUMBER
CONTACT PERSON TO PLACE VERBAL ORDERS,
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Invitation to Bid No. 99K-6YC
CUSTOMER REPRESENTATIVE
E-MAIL:
FAX:
PAGER:
WEB ADDRESS:
Page 18
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Invitation to Bid No. 99K-6YC Page 19
D. SPECIFICATIONS FOR COPYING MACHINE
PLAIN BOND PAPER
1. SCOPE AND CLASSIFICATION
1.1 Scope: This specification covers (6) six types, and (10) ten classes of copiers utilizing
various types of imaging processes, volume ranges and features that are most
commonly used by University Departments.
1.2 Classification: Copiers covered by this specification shall be of the following Classes
as outlined below and in Tables I and II:
Within each Class, four categories of copiers shall be bid where applicable:
A Analog, B. Digital, C. Color and D. Multi function.
Class 1: Low Speed, Convenience/Personal Copiers, No Features
(Multi -copy rate: 3 copies/minute)
Recommended Volume: 1,000 - 3,000 copies per month
Class 2: Low Speed Copiers
(Multi -copy rate: under 14 copies/minute)
Recommended Volume: 3,000 - 10,000 copies per month
Class 3: Low Speed Copiers
(Multi -copy rate: 14-20 copies/minute)
Recommended Volume: 10,000 - 20,000 copies per month
Class 4: Accelerated Low Speed Copiers
(Multi -copy rate: 20 - 29 copies/minute)
Recommended Volume: 30,000 - 40,000 copies per month
Class 5: Intermediate Speed Copiers
(Multi -copy rate: 30-40 copies/minute)
Recommended Volume: 40,000 - 50,000 copies per month
Class 6: High Speed Copiers
(Multi -copy rate: 40 - 50 copies/minute)
Recommended Volume: 50,000 - 65,000 copies per month
*Class 7: Accelerated High Speed Copiers
(Multi -copy rate: 50 - 65 copies/minute) Minimum multi -copy rate acceptable when
using Automatic Document Handier is 45 cpm.
Recommended Volume: 60,000 - 75,000 copies per month
*Class 8: Accelerated High Speed Copiers with On -Line Finisher
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Invitation to Bid No. 99K -6Y., Page 20
(Multi -copy rate: 65 - 80 copies/minute) Minimum multi -copy rate acceptable when
using Automatic Document Handler is 45 cpm.
Recommended Volume: 70,000 - 85,000 copies per month
K
3.
*Class 9: Accelerated High Speed Copiers with On -Line Finisher
(Multi -copy rate: 80 - 100 copies/minute) Minimum multi -copy rate acceptable when
using Automatic Document Handler is 45 cpm.
Recommended Volume: 80,000 - 125,000 copies per month
*Class 10: High Volume Copier/Duplicator, Full Featured Machine with On -Line Finisher
(Multi -copy Rate: 100 plus copies/minute) Minimum multi -copy rate acceptable when
using Automatic Document Handler is 70 cpm.
Recommended Volume: 125,000 plus copies /month
*Productivity Sensitive Classes
APPLICABLE PUBLICATIONS
2.1. There are no publications applicable to this specification.
REQUIREMENTS
3.1. General
3.1.1. Each copier shall be equipped with a 3 -cord and grounded conductor
plug. (3 prong).
3.1.2. Manufacturer shall indicate in space provided in bid sheet one of the
following listed electrical requirements applicable to his copier.
115V, 60Hz. 10, 15, 20, or 30 Amps.
115V 230V, 60Hz. 30 or 50 Amps.
120 and 240V, 60 Hz. 50 Amps.
220V, 60Hz. 20 or 30 Amps.
240/120V, 60Hz. 30 Amps.
3.1.3. Manufacturers shall certify that each copier meets or exceeds the
Underwriters Laboratories electrical safety standards for office equipment.
3.2. Specific
3.2.1. Copier features, characteristics, and operational requirements shall
include the following minimum requirements (but not necessarily limited thereto)
as provided for and outlined, unless otherwise specified, in Table I and II under
applicable Types and Classes:
3.2.1.1
Description and Types
3.2.1.2
Copies per minute
3.2.1.3
Recommended Volumes
3.2.1.4
Configuration
3.2.1.5
Imaging Process
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Invitation to Bid No. 99K-6YC,
Page 21
3.2.1.6
Paper Feed Thru
3.2.1.7
Console Display
3.2.1.8
Two-sided Copying Capability
3.2.1.9
Sorting/Collating Capability
3.2.1.10
Reduction
3.2.1.11
Finishing
3.2.1.12
Enlargement
3.3 Definitions: For the purpose of these specifications, the following definitions are
offered for clarification as applicable:
3.3.1 Automatic Two-sided Copying 1:2 is defined as the machine capability that
allows the operator to produce two-sided copies from one-sided originals without set-up
(other than programming) and in continuous operation performed without intervention.
2:2 is defined as the machine capability that allows the operator to produce two-sided
copies from two-sided originals without set-up (other than programming) and in
continuous operation performed without intervention. 2:1 is defined as the machine
capability that allows the operator to produce one-sided copies from two-sided originals
without set-up (other than programming) and in continuous operation performed without
intervention.
3.3.2 Manual Two-sided copying is defined as that technology or process using a tray
from which a sheet of desired size paper, after imaging the first side, travels to the exit
tray, from which the user then reloads the imaged sheet(s) into the same original tray
for reverse side imaging.
3.3.3 Copy Speed is defined as up to and including the highest number of one sided
letter size (8 '/z" x 11 ") copies produced from a single original, at the end of a (1) one
minute production cycle not including the first copy time.
3.3.4 Single Document Feed-thru is defined as that process which accepts letter size
(8'/2" x 11") or legal size (8 %z" x 14") document, with or without operator assistance,
and positions the document on the platen and produces pre-programmed copies and
ejects the copied document at the end of the production cycle. _
3.3.5 Multiple Document Feed-thru is defined as that process which accepts multiple
letter size (8 '/2" x 11 ") or legal size (8 '/2" x 14") documents on the platen and produces
preprogrammed copies and ejects the copied documents without operator assistance.
3.3.6 On-line Sorting/Collating is defined as an On-line Collating Mechanism and must
be of the same manufacturer as the copier.
3.3.7 Finisher is defined as a stapler/stitcher mechanism which staples/stitches each
copy set without operator assistance. The minimum staplertfinisher capacity
requirement shall be (25) twenty-five sheets of 20 Ib. bond paper.
3.3.8 Productivity Sensitive Classes is defined as Classes 7, 8 9 and 10, which are
high volume classes requiring hi -speed copying capabilities, machines which reduce
01- 57
Invitation to Bid No. 99K-6YC, Page 22
copy speed by more than 35% when using optional equipment will not be acceptable.
The paper feed source shall have a minimum capacity of 1,000 sheets of 20 Ib. bond in
these classes.
Productivity: A standard job consisting of ten 8 Y2" x 11" duplexed originals is used in the
testing of each machine. All necessary modes ( i.e. duplex, sort) are set, all automatic
features are turned off (automatic exposure, reduction/enlargement, paper select) and
the necessary number of sets, "ten" is selected. A stopwatch is started when the "print"
button is pressed and stopped when the "ready" indicator prompt lights. The time it
takes to complete the job is recorded. Productivity speeds will be verified by using
testing lab reports..
3.3.9 Features are defined as factory engineered machine capabilities, such as
reduction/enlargement and two-sided copying capabilities.
4. NOTES
4.1 Commodities procured under this specification shall not deviate from those
originally contracted for without prior written approval from the Division of Purchasing,
University of Florida.
4.2 This specification shall, until revised or rescinded by the Division of Purchasing,
University of Florida, apply to each purchase under contract for the commodities
described herein.
4.3 Substitutions, a bidder may substitute a machine if a manufacturer discontinues that
model bid under the following conditions. Bidders may not change to another
manufacturer, or increase prices. Prices may be reduced, but equipment of lessor
capabilities than that of the class bid may not be substituted.
TESTING OF EQUIPMENT:
5.1 Testing: Each equipment model, including any accessories bid, not previously
tested and accepted shall be subject to testing and evaluation by the University of
Florida Printing and Graphic Services Division for twenty (20) working days at a location
designated by John Willis, Director of Printing and Graphic Services Division. The
equipment will be tested in two (2) major areas: reliability and copy quality. In order for
equipment to be qualified for this bid each model shall have been tested and
determined to perform acceptably by this bid opening date, by a nationally published
independent laboratory (i.e. Buyer's Laboratory, Inc.), University of Florida or the
Department of Management Services, Bureau of Standards and Programs
Management. If independent laboratory tests results are used to qualify the equipment
a copy of the laboratory's report must be included with the bid. The independent
laboratory test results shall indicate performance reliability, copy quality and the volume
to which the machine was tested. A request for testing must be submitted to the
University of Florida, Division of Printing and Graphic Services on any new or other
models, which may be offered for substitution on any contract resulting from this bid.
01— �
Invitation to Bid No. 99K -6Y( -
Page 23
5.2 Test Supplies Required for State or University Testing: Bidders shall provide all
necessary supplies, papers, toners, etc., that will be required for testing each
equipment model for the evaluation period, at no cost to the State or University of
Florida.
5.3 Testing Request: All requests to University of Florida Printing and Graphic Services
Division for testing and evaluation shall include technical literature fully describing the
equipment, features and any related accessories. The requests shall also include a
statement indicating the manufacturer's guaranteed yields (number of copies) obtained
when utilizing OEM supplies. Testing request shall be addressed to:
John Willis, Director
Printing and Graphic Services
Bldg 715, SW Radio Road
PO Box 112540
Gainesville FL 32611
phone: 352-392-1292
fax: 352-392-0879
01- 57
Invitation to Bid No. 99K-6YC
Page 24
Class
Description & Types of Copiers
MultiCopySpeed
Rate/Minute
Category
Type of Award
1
Convenience/Personal
3 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
2
Low Speed Copiers
14 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
3
Low Speed Copiers
20 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
4
Accelerated Low Speed
20-29 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
5
Intermediate Speed
3040 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
6
High Speed
40-50 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
7
Accelerated High Speed
50 -65 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
8
Accelerated High Speed
65-80 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
9
Accelerated High Speed
80-100 cpm
A. Analog, B. Digital,
Multiple
C. Color, D. Multi -Function
10
High Volume Accelerated
100 cpm
A. Analog, B. Digital,
Multiple
High Speed
C. Color, D. Multi -Function
InvILUtion To Bid No. 99K-6YC
TABLE 11
Page
Minimum Features, Characteristics, and Operational
Requirements of Copiers
CLASSES
CONFIGURATION
1
2
3
4
5
6
7
8
9
10
Energy Star Compliance
O
O
O
O
O
O
O
O
O
O
Console or Table Top
S
S
S
S
S
S
S
S
S
S
Book Copying Capability
O
R
R
R
R
R
R
R
R
R
Platen: Flat Bed; Stationary or Moving
S
S
S
S
S
S
S
S
S
S
Paper Feed: Cassette, Tray or Bin
S
S
S
S
S
S
S
S
S
S
Single Original Document Feed Thru
O
NA
NA
EF
EF
EF
NA
NA
NA
NA
Multiple Document Feed Thru
O
NA
NA
EF
EF
EF
R
R
R
R
Copy Exit, Dry, Smudge Free
R
R
R.
R
R
R
R
R
R
R
Copy Paper Feed Thru: Sheets:
8 1/2" x 11" Min., 8 1/2" x 14" Max.
R
R
R
R
R
R
R
R
R
R
Fusing: Heat, Pressure
S
S
S
S
S
S
S
S
S
S
Warm -Up Time: Cold Start to Warm-up 0 to 10 minutes only
R
R
R
R
R
R
R
R
R
R
Console Display: Console Control
S
S
S
S
S
S
S
S
S
S
Copy Reset Control (Auto. or Man.)
S
S
S
S
S
S
S
S
S
S
Exposure Contrast Control
S
S
S
S
S
S
S
I S
S
S
Two Sided Copying:
Automatic: I to 2
O
NA
EF
EF
R
R
R
R
R
R
Automatic: 2 to 2
O
NA
EF
EF
EF
EF
EF
EF
R
R
Automatic: 2 to 1
O
NA
O
O
O
O
O
O
O
O
Manual
R
R
EF
EF
NA
NA
NA
NA
NA
NA
10 Bins Collating or On -Line Finishing
NA
NA
NA
NA
O
O
EF
NA
NA
NA
15 Bins Collating or On -Line Finishing
NA
NA
NA
NA
EF
EF
EF
EF
EF
EF
Reduction/Enlargement
EF
EF
R
R
R
R
R
R
R
R
Finisher
O
NA
NA
NA
NA
NA
O
O
O
O
Enlargement
O
NA
EF
EF
R
R
R
R
R
R
*Suggested Feature
EXPLANATION: O - Optional, (bidder may,or may not use this feature M - Manual R - Required
S - Standard for Model Bid NA - Not Allowable (Not Acceptable)
EF - Either Feature (Mandatory)
25
Invitation To Bid No. 99K-6 . —
FORM -GS -BP NOTE: All Bid Sheets MUST be Typewritten, other methods are not acceptable.
BID SHEET - PURCHASE
Type: Class: Category: Analog Digital Color Multi -function
Vendor
Address
Telephone
Manufacturer Model
Rated Speed cpm EPA ENERGY STAR compliant? Yes No
Multi -Function Unit:
Copy Scan Fax Print Laser LCD
Rated Sneed with Features: Required
With Document Feeder cpm With 2 Side cpm With Sorting cpm
With Reduction/Enlargement cpm With Automatic Exposure cpm
Total Purchase Price (installation included) $
Warranty Months
Maint. Cost per month $ Includes copies
Additional Copies: $ each
Optional Accessories:
Installation Charges
Purchase Price
Mo. Maint. Chg.
Sorter. No. Bins
$
$
$
Sorter: No. Bins
$
$
$
Semi -Auto. Document Feeder $
$
$
Auto. Document Feeder
$
$
$
Reduce_%_%%_%%
$
$
$
$
$
$
Auditron Device
$
$
$
Stand
$
$
$
Color Unit
$
$
$
Finisher/Stapler
$
$
$
Other specify
$
$
$
Other specify
$
$
$
Failure to include accessory pricing on this sheet
will result In your inability to market them.
(A) Total Machine Cost per copy per month $
(B) Total Labor Cost per copy per month $
(C) Total Supply Cost per copy per month $
(D) Total Maximum Cost per copy per month $
Page 26
- 57
Invitation To Bid No. 99K-6'� ,: Page 27
FORM GS-BP2 NOTE* All Bid Sheets MUST be Typewritten, other methods are not acceptable.
MACHINE DESCRIPTION & CHARACTERISTICS
Type:
Class: Copy Range:
Manufacturer:
Model
Rated Speed:
cpm. Rated Speed when using both Document Feeder and Duplexing Unit cpm
Manufacturer's Recommended
Monthly Volume Range From to
CONFIGURATION:
Console ( ) Table Top ( ) Network Compatible ( )
Book Copying ( ) yes, Required ( ) no
Paper Feed Removable Cassette ( ) Built-in Tray ( )
Multiple Document Feed ( ) no ( ) yes, If yes type SADF ( ) ADF ( ) RDH ( )
Single Document Feed ( )yes ( ) no
* Multi -Function Unit:
Copy Scan Fax Print Laser LCD Multi -Tasking
IMAGING PROCESS: Dry Toner ( ) Liquid Toner ( ) Light Lens ( ) Laser( )
PAPER SIZES:
8 %" x 11" Minimum Requirement ( )yes ( ) no
8'/" x 14" ( ) yes ( ) no
11"x17' ( )yes ( )no
PAPER:
Minimum Weight Ib. to Maximum Weight. Ib.,
Will accept Cover Stock ( ) yes ( ) no
IMAGING:
SE Drum ( ) CD Drum ( ) Photoconductor Belt ( ) Organic Drum ( )
FUSING:
Heat ( ) Pressure ( )
PLATEN TYPE:
Stationary ( ) Moving ( )
WARM-UP TIME:
Cold start to warm-up time Minutes Seconds
(vote: Maximum time
First copy time after warm-up Seconds
allowable 10 minutes
TWO-SIDED COPYING: Automatic ( ) Manual ( )
CONSOLE DISPLAY:
Console Control ( ) yes ( ) no
Copy Re -Set Control ( ) Manual ( ) Automatic
Exposure Contrast Control ( ) Manual ( ) Automatic
SORTING/
Number of Bins Capacity of Bins sheet
REDUCTION:
How many Ranges? Specify them % % % %
ENLARGEMENT:
How many Ranges? Specify them %-%-% %
VARIABLE or ZOOM
From % to
FINISHER:
( ) yes ( ) no Staples( ) or Wire ( )
ELECTRICAL
Volts, Hz, Amps
REQUIREMENTS:
Standard 3 prong Grounded Plug Required ( ) yes ( ) no
Energy Star Compliant? ( ) yes ( ) no
If special electrical plug Is required, Indicate type and model or part number
off_- 57
Invitation To Bid No. 99K-6YC Page
SUPPLY PRICE LIST (One sheet for each Model Bid - Required)
List Model Number which will use these supplies
1st year 2nd year 3rd year Volume Discounts - If Any
Description Yield/Ctn. Cost/ctn. Cost/ctn. 1-4 ctns 5-9 ctns 10+ ctns
REQUIRED SUPPLIES:
Black Toner ,
Developer
Fuser Oil
Photoconductor
Drum
OPTIONAL SUPPLIES:
Color Toner
Color Developer
Staples
Stitching Wire
Transparencies
Other (list all supplies
not listed above)
1
You need not supply prices for paper unless your machines will not use State Contract Paper or Requires Special Paper for operation.
Form: GS -PSL
28
Invitation To Bid No. 99K-6'� .;
FORM GS -MC -1
MANUFACTURER'S CERTIFICATE
This is to Certify that
Authorized Representative of
Supplies that are in Complete Compliance with the Bid Specifications.
Page 29
is an
and is offering
This is also to Certify that Replacement Parts and Service for all Models Bid will be Available for
a Minimum Period of Seven (7) Years.
The Manufacturer also Certifies that the Machines that are being offered on this Bid are New or
Current Production Models, a list of which are found on the Required Form GS -MC -2,
Manufacturer's Certification of Recommended Monthly Volumes.
NOTE: Any Model offered which is not on that listing will not be acceptable.
NOTE: This must be executed by the manufacturer.
CERTIFICATION OF COMPLIANCE
Date:
Manufacturer:
Address:
Telephone:
Signature:
Title:
Type name of person signing:
NOTE: FAILURE TO SUBMIT THIS CERTIFICATION WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID.
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
FORM GS -MC -2
01. 5 t
Invitation To Bid No. 99K -6i
MANUFACTURER'S CERTIFICATION
RECOMMENDED MONTHLY VOLUME
Page 30
This Is to Certify the Manufacturer's Recommended Monthly Volume for the Machines listed below. Monthly Volume
indicates the Number of Copies Which Can Be Made per Month by the Machine Without Causing Excessive
downtime. It does not necessarily denote the maximum number of copies that can be made by that particular
machine.
NOTE: This Must Be Executed By The Manufacturer.
Type Class Machine & Date of In production
Recom Monthly
Volume
Model Number Manufacture Circle one
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to
Yes or No
From
to _
Yes or No
From
to
Yes or No
From
to
Date
Manufacturer:
Address:
Telephone:
Signature:
Title:
Type name of person signing:
NOTE: FAILURE TO SUBMIT THIS CERTIFICATION WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID.
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
FORM GS -ASF
Invitation To Bid No. 99K-6� k� Page
FACTORY AUTHORIZED SERVICE FACILITIES
Provide a complete list of All Service Facilities which will cover this Bid.
Include Name, Address of Service Location, Telephone Number, F.E.I.D. Number and Contact Persons.
Date
Manufacturer:
Address:
Telephone:
Signature:
Title:
Type name of person signing:
NOTE: FAILURE TO SUBMIT THIS CERTIFICATION WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID.
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
FORM GS -01
01- 57
31
Invitation To Bid No. 99K-6-�Page 3
ORDERING INSTRUCTIONS
NOTE: All orders should be directed to:
Federal Employer Identification Number (F. E. I. D.):
Vendor:
Address:
City, State, Zip:
Telephone: Toll Free No.:
Fax: E-mail:
Webpage:
DELIVERY: Delivery will be made within days after receipt of Purchase Order.
Deliveries in excess of 30 Days will not be considered.
PRODUCT INFORMATION: Direct Inquiry to: (Name, Address and Telephone Number of the Individual in your
organization who can be contacted regarding the contract which may result from this Bid.)
Name:
Address:
Citv. State. Zip:
Telephone: Toll Free No.:
E-mail address:
Please type the above information
NOTE: If you are a Manufacturer and will supply through Dealers or Distributors, your Bid Must contain a list of
Participating Dealers and Distributors, their FEID Number, and a complete address for submitting
invoices for payment.
Vendor Name:
Vendor Number:
NOTE: FAILURE TO SUBMIT THESE ORDERING INSTRUCTIONS WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID.
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
FORM GS -DL
Invitation To Bid No. 99K -6N
LIST OF PARTICIPATING DEALERS
Bidder:
Address:
Telephone:
Signature:
Title:
Type name of person signing:
Page 33
NOTE: FAILURE TO SUBMIT THIS DEALERS LIST WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
FORM GS -ACC
01- S 7
Invitation To Bid No- 99K-6'�
OPTIONAL ACCESSORIES
Page 34
The following Accessories are either included on the Bid Sheet or Additional Items not included on the Bid Sheet:
Failure to include any accessories on this list or original Bid Sheet will result in your inability to market those items on
this contract. We will not allow any non listed accessory to be added to any equipment bid on this invitation to bid.
Item, Description Install Charge Purchase Price Mo. Maint. Cost
Bidder:
Address:
Telephone:
Signature:
Title:
Type name of person signing:
NOTE: FAILURE TO SUBMIT THIS ACCESSORIES LIST WITH YOUR BID SHALL RESULT IN
DISQUALIFICATION OF BID
THIS IS A REQUIRED FORM - RETURN WITH YOUR BID
0 1. S7
AWARD UNDER UNIVERSITY OF FLORIDA
CONTRACT NO. 99K-6YC
ITEM: Xerox Docutech 135digital Copier
DEPARTMENT: GSA, Graphic Reproductions Division
TYPE OF PURCHASE: Contract
REASON: For the provision of maintenance services for the Xerox
Docutech 135 Digital Copier. The Docutech 135 Digital
Copier is a high-speed multi -functional imaging system
utilized in the production and printing of the Commission
Agendas and backup documentation, Budget books, Five
Year Plans, Comprehensive Annual Financial Reports, CIP
Manuals, RFP's, Grant Proposals, brochures, reports,
newsletters, notices, flyers, etc. for citywide departments,
divisions and offices.
RECOMMENDATION: Approval is recommended for the provision of maintenance
services from Xerox Corporation under the existing
University of Florida Contract No. 99K-6YC, effective
through December 31, 2001, subject to any extensions
thereto by the University of Florida, at a total proposed
annual amount not to exceed $72,000, for the Department
of General Services Administration, Graphic Reproductions
Division; allocated funds therefor from the Department of
General Services Administration, Graphic Reproductions
Division Budget, Account Code No. 505000.420501.6.610.
c � -
Dir�cpr of Pur ing
�2 gX- IN
Da e
AWARDPALMBEACHCOUNWCMrs 0 f ,.- 57