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HomeMy WebLinkAboutR-00-1095J-00-941 11/30/00 RESOLUTION NO. 0 r 10 9 5 A RESOLUTION OF THE,,MIAMI CITY COMMISSION APPROVING THE CHIEF PROCUREMENT OFFICER'S DECISION TO REJECT THE PROTEST OF U.S. TONER AND COPIERS, INC. IN CONNECTION WITH INVITATION FOR BIDS NO. 99-00-206 FOR THE CITYWIDE LEASE OF COPIERS, AS SUCH PROTEST HAS BEEN DETERMINED TO BE WITHOUT MERIT. WHEREAS, the City of Miami advertised for competitive sealed bids, through Invitation for Bids No. 99-00-206 for the Citywide lease of copiers; and WHEREAS, on July 24, 2000, the City of Miami received three (3) responses to this bid; and WHEREAS, the apparent lowest bidder, U.S. Toner and Copiers, Inc., ("U.S. Toner") was deemed non -responsive for failure to meet the bid specification requirements of having a maintenance/repair facility in Miami -Dade County; and WHEREAS, U.S. Toner alleges in its protest that Bid No. 99-00-206 never specified that a maintenance/repair facility must be located in Miami -Dade County at the time of bid; and CITY COMMISSION MEETINC OF DEC 1 A 2000 11e�lution 9, 0 WHEREAS, pursuant to Section 18-99 of the Code of the City of Miami, Florida, as amended, the Chief Procurement Officer, in the role of arbiter, investigated the matter and determined that U.S. Toner's protest had no merit; and WHEREAS, the City Manager and City Attorney concur with and approve the findings of the Chief Procurement Officer and recommend rejection of the protest filed by U.S. Toner; 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 herby adopted by reference and incorporated as if fully set forth in this Section. Section 2. The Chief Procurement Officer's decision to reject the protest of U.S. Toner and Copiers, Inc. in connection with Invitation for Bids No. 99-00-206 for 'the Citywide lease of copiers is hereby approved. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.11 1� If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the 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 2 of 3 0 0 - 10 19 5 PASSED AND ADOPTED this 14th day of December 2000. JOE CAROLLO, MAYOR In.accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this legislation by signing it in the designated p/1'a-Up 51mvided, -id lends', W f becomes effective with Vie elapsx-,, of ten (10) lays f i dacte of 'C"", 9 "on regarding same*, without the Mayor E 1 1 - . I-AJ At / ATTEST: WALTER J. FOEMAN CITY CLERK APPROVEEr-'AS) TO,'F 5M ATTORNEY W4803:1g:LB:BSS AND CORRECTNESS-t+/ Clerk Page 3 of 3 0 0 - 10 9 15 0 0 CITY OF MIAMI, FLORIDA 3.0 INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission • ,ail . • � RECOMMENDATION DATE: October 11, 2000 FILE: SUBJECT: Resolution of Protest, Copiers — City Wide Bid No. 99-00-206 REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution approving the Chief Procurement Officer's decision to reject the protest of U.S. Toner and Copiers, Inc. in connection with Bid No. 99-00-206 for Copiers -City Wide. BACKGROUND On July 5, 2000, the City of Miami solicited bids through Invitation for Bids (IFB) Bid No. 99-00-206 to provide copiers -City Wide. By letter on September 19, 2000, U.S. Toner and Copiers, Inc. protested the City's determination that U.S. Toner was non- responsive to the specification requirements for having a maintenance/repair service facility in Miami -Dade County. Pursuant to Section 18-99 of the City Code, the Chief Procurement Officer duly investigated the facts and determined that the protest lacked merit, as detailed in the attached letter. It is, therefore, recommended that the City Commission adopt the attached resolution approving the Chief Procurement Officer's decision to reject the protest of U.S. Toner and Copiers, Inc. Enc. 00-10 5 The City of Coral Gables Building and Zoning Department CITY HALL 405 BILTMORE WAY CORAL GABLES, FLORIDA 33134 December 4, 2000 VIA FAX (305) 545-5016 Mr. Milton Mizell City of Miami Department of General Services Administration 1390 NW 2011 Street Miami, Florida 33142 Re: US Toner & Copiers Dear Mr. Mizell:. Please be advised that we have checked our records and US Toner & Copiers does not have a Certificate of Use or an Occupational License at 3306 Ponce de Leon Boulevard, Suite 250, Coral Gables, Florida 33134. If I can be of further assistance, you may contact my office at (305) 460-5236 between 7:30 a.m. and 3:30 p.m. Sincerely, CITY OF CORAL GABLES BUILDING AND ZONING DEPARTMENT Ruth L. Schneeman Concurrency Administrator al; 30 on PO. Box 141549 CORAL GABLES, FLORIDA 331 14-1549 PHONE 305-460-5235 0 ®- 1 0 9 5 )UDY S. CARTER Director 0 ❑f 'ffltariit CARLOS A. GIMENEZ City Manager BY FAX AND REGULAR MAIL October 23, 2000 Ms. Lucia Dougherty Greenberg Trauriq, P.A. 1221 Brickell Avenue Miami, FI 33131 RE: Protest of Bid No. 99-00-206 Copiers City -Wide Dear Ms. Dougherty: This serves to formally advise you that, pursuant to our e-mail communications, the protest has been rescheduled to Thursday, December 14, 2000 at 9:30 a.m Sincerely, JuCIA S. Chief Procurement Officer C: Carlos A. Gimenez, City Manager Alejandro Vilarello, City Attorney Rafael 0. Diaz, Deputy City Attorney Roberti. Nachlinger, Assistant City Manager Frank K. Rollason, Assistant City Manager Alex Martinezm G.S.A. Director Milton Mizell, Graphics Reproduction Superintendent Elvi Alonso, Agenda Coordinator DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130/(305) 416-1900/Fax: (305)4162U E-Mail Address: purchase®ci.miami.Fl.us/ Website Address: httpJ/ci.miami.fl.usJ Mailing Address: P.O. Box 330708 Miami, FL 33233-0708 • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Carlos A. Gimenez, City Manager Alejandro Vilarello, City Attorney FROM Judy Purchasing DATE: October 11, 2000 FILE : SUBJECT: Rejection of protest received from U.S. Toner & Copiers, Inc. Bid No. 99-00-206 REFERENCES: ENCLOSURES: I, hereby, request your approval of my rejection of the protest by Lucia A. Dougherty, Esq. on behalf of U. S. Toner and Copiers, Inc. related to the above noted bid for Copiers - City Wide Lease. The basis of my decision, as set forth in the attached letter, is the fact that U.S. Toner and Copiers, Inc. protest Is without merit. Approved: 00-1095' 0 CE11-t� il'l)1 }.(:\Ri1R October 13, 2000 Ms. Lucia A. Dougherty Greenberg Traurig, P.A. 1221 Brickell Avenue Miami, Florida 33131 Dear Ms. Dougherty: 0 of fflialni \Ki I Iti A, (i1:`1FNLL ( r,. ,\L111,1"cf VIA FAX AND REGULAR MAIL Re: Protest on Bid #99-00-206, Copiers -"City -Wide" As Chief Procurement Officer of the City of Miami, I have received your formal protest dated September 19, 2000, on behalf of U.S Toner 8s Copiers, Inc. ("USTC"), relative to the above noted bid. Pursuant to my duties under Section 18-99 of the City of Miami Code, Resolution of protested solicitation and awards, I have reviewed the pertinent facts and documents and submit the following response: 1. You allege that USTC is the lowest and most responsible bidder by $18,500. Such a representation is irrelevant where USTC has been deemed non -responsive. According to Section 1.2.5 of Bid No. 99-00- 206 ("the Bid") and Section 18-79 of the City Code, "A bid that is responsive conforms in all material aspects to the specifications and terms set out in the Invitation for Bids." USTC's bid was deemed non- responsive because it failed to conform to the material aspects of the specifications in the Bid with regard to the requirement that a maintenance/repair facility be located within Miami -Dade County. Additionally, I find that USTC was not the lowest bidder by $18,500. The record reflects that USTC's bid for the total three (3) year contract would have been the lowest by only $7,343.64 and not $18,500. It should be noted that once the City deemed USTC's bid "non- responsive", responsibility was not at issue. Page 1 of 4 I )ITAK+T:VIENT OF PURCt1ASINC 14-1 S.W. and:\rcnue, bih Fhn+r/Miami, FlOrid.l i 41 i(U( 10r0 416-140U/F,,x. ( i0�lUl /o+ 1095 ^ F ,Mod Addrv»: Pur(hase++" ( i.mi.anilLud Wehsile Address: htrl+:.',+ i.mi.+nu ll.u./ Mailing Arl(;retiti: K( ). Bux i M708 Mwnw Ft. i i-i i ICIRi Continued Page 2 2. Your letter also claims that USTC's bid included superior equipment that, in some ways, exceeded the specification requirements, while Copyco's did not. Such comparisons are irrelevant because the City did not utilize' the competitive negotiation method of procurement to solicit proposals for copiers; instead, the City utilized a competitive sealed bidding method pursuant to the requirements of Section 29-A of `the City Charter and. Section 18-79 of the City Code. Competitive sealed bidding establishes a minimum standard for the specifications and requires that award be made to the lowest responsive and .responsible bidder. meeting those specifications. The equipment specifications under the Bid did not require digital equipment for all copier types. Further, the, competitive. sealed bidding process does not contemplate nor apply any added weight for a product that purportedly exceeds the specifications. .-Therefore, whether USTC; submitted a bid for more digital equipment placements than that which was required by the Bid is of no relevance and has no merit in , the i evaluation process because it simply was not a requirement to determine the lowest responsive and - responsible bidder. Copyco, the recommended vendor, meets "the specifications for each copier type in its bid and met the standards of responsiveness and responsibility. 3. In the Bid Specifications, Part II: Preventative, Maintenance Repair Services, Section A, Subsection 2, Normal Hours of Service requires that "response' time ,for .any service shall be as indicated on the Price Sheet, and shall not exceed six (6) working hours from the time that service call is.. placed for copiers in most City departments." The City has not represented that USTC failed to meet this specification. Also, the USTC's offer to guarantee loaner .equipment if a copier is removed from the premises : is a requirement 'of the Bid in addition to the minimum response time (Exhibit A). 4. Although the- City does offer a local preference to vendors located within the corporate limits of the City of Miami, the preference does not remedy no'n-responsiveness. Further, the local preference does not call for any;, location outside of the City of Miami to be held in any higher esteem i because, of its relative proximity to the City. USTC would not have been eligible for any local preference because of its Broward County location. Therefore, this issue is moot. Page 2of4 00-1095 E-A Continued Page 3 Contrary to your assertion in your letter, Section 3.18(b) of the Bid indicates that a maintenance/repair facility must be located in Miami -Dade County. The appropriate time to question that aspect of the specifications was before the bid opening date. Section 3.18(b) Determination of Award stipulates that award of contract will be made to the lowest responsive and responsible bidder meeting specifications and that determination of responsiveness and responsibility will be based, among other criteria, upon the location of the maintenance/repair service facility, defined in Part II (1) as a facility maintained within Miami -Dade County. Consistent with that requirement, the Bid also required that each prospective bidder provide the address of its maintenance/service facility for each copier type. USTC listed the Miami -Dade County address of 3306 Ponce de Leon Blvd., Suite 250, as its maintenance/repair service facility (Exhibit B) for each copier type (i.e., seven (7) times). USTC's repeated listing of this address as its maintenance/repair service facility, coupled with the above provisions of the Bid, clearly demonstrate that USTC knew and fully understood the Miami -Dade facility to be a requirement at the time of bid. To argue otherwise at this point is not compelling. In fact, if USTC did not have a Miami -Dade facility meeting the specification requirements of the Bid at the time of bid submittal, then one would expect that no address be listed. The City's site inspection of the proposed facility revealed that USTC's proposed facility would be inadequate for the repair maintenance and service of the different model copiers provided for in the Bid. Specifically, that inspection revealed no visible equipment or tools to repair any copiers, no copiers, and no technicians repairing and servicing copiers. I have enclosed a copy of the photographs taken for your review (Exhibit C). The City's onsite inspection further concluded no evidence of any prior or current maintenance, repair or service of copiers performed at that location. In summary, I do not find any lack of clarity regarding the Bid's requirement that a maintenance/ service facility be located within Miami -Dade County at the time of bid. Any proposals for repair/ service that are contrary to the bid specifications .are supplementary at best and, thereby, fail to remedy the fundamental non -responsiveness of USTC. Having carefully considered and investigated all allegations, I hereby reject the formal protest filed in behalf of USTC. Page 3of4 0_1095 Continued Page 4 The City Manager and City Attorney have concurred with, my, decision to reject the protest. This matter will be considered by the City Commission at its meeting of Thursday, November* 16, 2000, to be held .at 3500 Pan American Drive, Coconut Grove.. The meeting will begin at 9:30 a.m. r 'r'------ter - Encl. C: Carlos A.:Gimenez, City Manager Alejandro Vilarello, City Attorney Rafael O. Diaz, Deputy City Attorney Robert J. Nachlingei , Assistant City Manager Frank K. Rollason, Assistant City Manager Alex Martinez, G.S.A. Director Milton Mizell, Graphics Reproduction Superintendent i i. 1 ( it% of ianti, Florida S111-A Il-ll'A I I( )NS 131d No. Reversino :automatic Document Feeder (RADF) ~hall autom:tiealle fccJ { I I I" anJ { I ( I4 I �� sided ori_inals. Deeds ;tack of ori_inals and utumaticall� invert~ originals tier one or two sided Cop', III,_, eeithout assistance. A sorter is required. (Option For Copier Fvpe A. 13, C & D). S. Sorter/Collator Sorts copies up to 3 ' `C 14" size into sets of the document being copied. This sorter must be "on line" and have between ten ( 10) and twenty (20) bins, as specified. (Option for copier Type A). e). Continuous Forms Feeder Automatically feeds, copies and restacks fan folded unburst computer printouts. (Option for Copier Type D). 10. Stapler/Sorter Shall automatically produce tinished sets of documents in the order pre -established by user, jogged evenly and stapled or stacked in a way that individual,sets can be easily separated. (Copier Type, A, B, C & D). II. Finisher Shall automatically produce finished sets of documents in the order pre -established by user, jogged evenly and stapled or stacked in a way that individual sets can be easily separated. (Copier Type, E, F. & G). 12. Digital Copier Converts reflected light off an original into an electronic digital pattem via CCD and system controller for storage in memory or for imaging the photoconductor with a laser beam. Copiers E. F & G). 13. Print Controller Adds printing capability to digital copier connected to computer network. (Option for Copier Type E, F, & G). 14. Network Print Monitoring Software Software to manage and remotely monitor the use of digital copiers over the network. Able to track printing by workstation and provide reports for analysis and charge backs. (Option for Copier Type E, F, & G). 15. Print Utility Software For desktop computers to control printer access, print quantity, paper size, paper orientation, paper source, staple position, output tray, duplexing options, portrait or landscape printing. (Option for Copier Type E, F, & G). PART II: PREVENTATIVE ?MAINTENANCE REPAIR SERVICES A. GENERAL REQUIREMENTS Preventative Maintenance and Repair Services shall be included in the lease/rental cost, and shall include all labor, parts and non -consumable supplies necessary for the proper and efficient operation of the copier equipment, except where such services is required due to extensive abuse or willful negligence on the part of the City. I . Location of Service Facility Bidder shall operate and maintain local service and parts within the limits of Dade County. ?. Normal Hours of Service Except as noted below, copier service shall be available to the City between the hours of 3:00 a.m. to 5:00 p.m. Monday throush Friday, holidays excluded. (Contractor shall provide a written list of holidays observed by their firm. it"Jifferent than those of the Cit )' Response time: for any service shall be as indicated on the Price Sheet, and shall not exceed six (6) working hours from the time that service call is placed, for copiers located in most City departments. f� 0(� V— 0i 5 t �l,.11tll. l h,rt,i,l Sill l'1.\I (( )NDI Lit rtiS I;t� till �>�f-(JIJ-�1)6 nl l I t I I it i,. Ir..I.r (i11, 1 Oil', �:onU;lL:t 111,1\ he orl\,crted to purcha�c h\ the'C"its. wuh purchase equit\ credit. .li, tl,p l: I.blcit trolll the •J.11: of rl_Ifill I "ICI;Chl,lllcc lilddcrti 11,I11 credit .dlo%cd purchaic on the hrlce,' .Il�ct IIl�nl lu un I'ri�r �hc_tI _ It any copier 5cqutred h% a Iease rental a_reenlent under this contract performs belowthe acceptable performance level (j,.cra_e Jm,. time standard) for a period o'f'thirrx (30) dais. the contractor will replace the copier with the same model, or a similar acceptable unit. (with supplies) at no charge to the Cit\. I. TERNIiNATION r Ali indl%[dual selected lease rental agreements shall be subiect to termination upon thim (30) days advance written notice to the Contractor b% .the Ciro. In such event. the Contractor's equipment.shall be prompdy removed and the Cit% shall not be responsible fur zquipment left in the City facilir% after the contractor's receipt of such notice. or after the date of termination stated in the notice. Reasons for termination would be as •follows: - tindim` of default . - unsatisfacton equipment performance - unavailabiliry of funds and or a reduction of funds - consolidation of departments/div.ision'offices 3.22. WAIVER Should either parrs fail to enforce an provision of this contract at an,, time, said failure shall not be considered a waiver.of the rieht to enforce said provision at anv future time. 3.23. SILENCE OF SPECIFICATIONS The apparent silence of this specifications and any supplemental specification as to and detail or the omission from it of a detailed description concerning. any point shall be regarded.as meaning that oniv the best cornmercial practices are to prevail and that onl% materials of first quality and correct type. size and design are to used. All workmanship is to be first quality. . All interpretations of this specifications shall be made upon the basis of this statement: If your company has a current contract with the State of Florida Department of General Services to supply the items on this bid. the bidder shall quote not more than the contract price: failure to comply with this request will result in disqualification of bid. The Cir% of Miami reserves the right to make award to the lowest responsible bidder meeting the specifications in. the best interest of the Cit\" of Miami, which may not necessarily be the lowest bid. =.3-4. TECHNICAL DOCUMENTATION The bidder should furnish l.%ith their bid. descriptive literature, technical documentation. for items listed on the IFB. However the city reserves the ri,ht to allow the bidder to submit the documentation to the Cite of Miami with in 5 calendar days after the date of the bid opening. All products bid must meet or exceed all conditions and specifications of. the IFB. The purpose of' the technical documentation is to demonstrate compliance of the product bid with applicable technical requirements of the bid and to allo�l, an e,,aluation dthe product. .25. CONTRACT AD,IMINISTRATOR Upon, a�tard. contractor shall report and work directly with Mr. Milton Mizell. Superintendent, Graphic Reproductions Division or hiti designee whr shall be designated as the Contract Administrator. :.26. %I'I'12O% A" BN FMFR(,FNCY r-INANCIAL OVERSIGHT BOARD i`hc stab: ot, i lot Ida ha, appointed an Fmcr_enc\ Financial O%crsi_ht Board ("Oversight Huard") which is empowercd to rc,, lc,\ ,Ind .lhhro-c all prnJln_ Cit\ of M],J1111 contract, Asa rc>ull. contracts shall nut he hlnding on the Cit\ until Such (ime. AN Ihpro%cd h\ tlae I board I,',ectuion of thl. contract b% the 0t.\ !vlar).aeer shall constltutc C\ Idence of it, apl,(o\al h\ the tkoald 00 ) Cit' ot"Mialili. Florida PRICE SHEET' Bid No. 99-00-206 6.6 PRICE SHEET (ANALOG) COPIER TYPE A: iSee specifications for particular features and requirements.) Estimated Number otCopiers: 35 (initial order) Approx (8 with ADF & Sorter) [10 with ADF &. Stapler/Sorter] Ran-e: 750 - 4,000 Copies per month Nlulticopy Speed: 20 Copies per minute -Minimum !Monthly Copy Allowance: 2,500 copies Benchmark Performance Level: 3,000 copies per month 1. MFR. & MODEL NO. OF COPIER 1\nN I GA a a 3 2. ALLOWANCES a) Monthly Copy Allowance: 2,500 copies per month. b) Cost for copies over Allowance: . OOq each :' (in decimals / non escalating) ADDITIONAL INFOR.'�MATION: a) First Copy Time (8-1;"2" X I I" copy): 5. 5 (seconds) b) Multicopy Copy Speed (8-1/2" X I I") a 3 (per minute) c) Copier Drum: List any colors to which drum is blind: NON E Cost of new drum (if damaged): I gip. 00 Copier drum warranty: q p Op0 (number of copies) d) Preventative Maintenance and Repair Services: Response time during normal business hours: L4 (average/ in hours). Response time after hours, holidays, weekends: L4 (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 7.5. 00 per hour / or S. !J I A per call Preventative Maintenance provided every!J0.n0p copies or 60 njonfhS (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) $ 7 E�. $ l per month b) Total three (3) year cost: (36 months x 4a) $ aZi 7r:; 9. 1 (0 3 years 5. EQUIPMENT/REQUIRED OPTIONS a. Automatic Document Feeder or RDH/RDF $ g , 1 �% per month b. 10 Bin Sorter (25 sheets per bin -minimum) $ 1 `-i, as per month c. 10 Bin Stapler/Sorter (25 sheets per bin -minimum) $ ! . 54! per month d. Auditron (copy usage control device) $ i nc-{ c)e-le per month e. Copier Stand $ 1 nc_ i ud eA per month 'Other Options: Are additional desired features, but are not a requirement to meet the bid specifications for Type .4 copiers. *f. Coin Operating device $ ►J per month 6. PURCHASE OPTION a) Outright Purchase: $ oZ� (0 7 2 . 90 base machine - (Item 1) $ 61YO _ 9 S/ Option 5 a $ .50 3. O O Option 5b $ S - a s Option Sc $ _nc I od Option 5d $ irl Option 5e $ *Option 5f Bidder. Signature: (company name) AND RETURN THIS FORM SHALL DISQUALIFY THIS BID 95 C11% �t �l�a►ni, l lends �, PRICE SI-[EET Bid No. 99-00-206 (ANALOG) COPIER TY'PE A: (Continued) 7. ;MOVING COSTS (if any): a) Installation Charge: S $ per machine b) Removal Charge: S $ per machine c) Relocation Charge: S within same building S -50. 00 from one building to another S. TER.MINATION FEES'(if any) Three Year Lease $ $ not to exceed two (2) months (Item 4a) . . 9. SUPPLIES (cost for all operating supplies must be included into base charge (4a) and additional per copy charge (2b) over the allowance)' a) Toner (liquid or dry ink) Mfr/ProductNo. Kos LCH 9 7�a5 b) Developer (dispersant) Mfr/Product No. K0 n) iCio� 94l 7 aaCo c) Other (fuser oil, ect.) Mfr/Product No. KC � tcjq 'I417 a 19 l 10. Option to Purchase Cost (OTP) at the end of a Full 3 Year Lease $ • 0��1iSiG Cl 7�j.8y(, �`� t l J 11. Address of parts and service facility330(o �OnCC _ De Leon Suite- oZ (Yl ', L 31 1 SH -12. Number of factory certified service technicians to be assigned to this account. Bidder Signature: (company, name) FAILURE TO COMPLETE "SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID 'All Copiers, Include Telemetrac Wireless Meter Reading FOR OFFICE USE ONLY Do not write in the area below this line. BENCI-LMARK PERFORMANCE LEVEL PRICING - TYPE A. COPIERS (ANALOG) Price equipment as follows, based on an output of 3,000 copies per month: a. Monthly Rate: monthly (Item 4a) S b. Automatic Document Feeder or RDH/RDF $ c. 1'0 Bin Sorter (N/A if RD1) $ Total (a,b,c) S Three (3) Year Cost S d. Installation charge S e. Removal charge. S f. Supplies Cost $ 0 g. Total cost for copies over allowance $ per month per month _ per month per month (a+b+c x 36=) (7a) (7b) (included) (3 years) [ 13,000 x 2b] TOTAL THREE (3) YEAR COST. S per mac0 t' 1.0 0 -B 4,- + C lt� of Mi;uni. Florida PRICE SHEET Bid No. 99-00-206 (ANALOG) COPIER TYPE B: (See specifications for particular features and requirements.) Estimated Number of Copiers: 18 (initial order) Approx [ 13 with ADF & Stapler/Sorter] Range: 4.000 - 13,000 Copies per month Multicopy Speed: 30 Copies per minute -Minimum Monthly Copy Allowance: 6.000 copies Benchmark Performance Level 8,500 copies per month t. MFR. & NIODEL NO. OF COPIER KOr�,iCA %O 30 (D�(�', TAL) ALLOWANCES a) Monthly Copy Allowance: 6,000 copies per month. b) Cost for copies over Allowance: . ooq each / (in decimals / non escalating) ADDITIONAL INFOR.M.ATION: a) First Copy Time (8-1/2" X I I" copy): . g (seconds) b) Multicopy Copy Speed (8-1/2" X 11 ") 30 (per minute) c) Copier Drum: List any colors to which drum is blind: NONE Cost of new drum (if damaged): 150.0© Copier drum warranty: QW, 000 (number of copies) d) Preventative Maintenance and Repair Services: Response time during normal business hours: (average/ in hours) Response time after hours, holidays, weekends: L4 (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 75.00 per hour / or $ N i A per call Preventative Maintenance provided everyaC-.0. Ooo copies or �o rnon+h5 (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) $ l O 7. 3 8 per month b) Total three (3) year cost. (36 months x 4a) $ �, RloS- Cob 3 years 5. EQUIPMENT/REQLTIRED OPTIONS a. Automatic Document Feeder or RDH/RDF $ Q. 7 a per month Fni5kee �b. _ $ 7. (oa per month c. Auditron (copy usage control device) $ i nr I Ud ed per month *Other Options: Are add:tion ! desired features, but are not a requirement to meet the bid specifications for Type B copiers. *d. Coin Operating device $ IJl per month 6. PURCHASE OPTION a) Outright Purchase: S '� 7qq. a I base machine - (Item 1) S 73 a. O Co Option 5a S 97(0.03 Option 5b S ► f)G Iycl ej Option 5 c S NJA Option 5d S N 'A *Option 5e Bidder: U Ott0 Signature: 01-- (company name) FAILURE TO COMPLETE, SIGN AND RETURN THIS FORM SHALL DISOUALIFY THIS BID �L 11J e C: its of .%iiunii, Florida � PRICE SEIEET e?id No. 99-00-206 (ANALOG) COPIER TYPE B: (Continuecl) 7. MOVING COSTS (if any). - a) Installation Charge: b) Removal Charge: c) Relocation Charge: S -e— per machine $ f�- per machine within same building $ ten- 00 from one building to another 8. TERMINATION FEES (if any) Three Year Lease S not to exceed two (2) months (Item 4a) . 9. SUPPLIES (cost for all operating supplies must be included into base charge (4a) and additional per copy charge (2b) over the allowance) a) Toner (liquid or dry ink) Mfr/Product No. KO ro is ✓4 q 500�'3(p b) Developer (dispersant) Mfr/Product No. . K ON Cs4 �15 O a.3 7 c) Other (fuser oil, ect.) Mfr/Product No.. ICO IN i c.(A �y50� 39 10. Option to Purchase Cost (OTP), at the end of a Full 3 Year .Lease $ 1)13 1 > 5 7 (Bc� 3 7 5 ,S `i F u 11. Address of parts and service facility 330E Ppr�cE -pe Leao is I Jd , ; + 'DSO m i ar-h FL 3 3) 3 L/ 12. Number of factory certified service technicians to be assigned to this account 5 Bidder S Ord £ C_O f Z eS Signature: � P--in— (company name FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISOUA-LIFY THIS BID 'All Copiers Include Telemetrac Wireless Meter Reading FOR OFFICE USE ONLY Do not write in the area, below this line. BENCHMARK PERFORMANCE LEVEL PRICING - TYPE B COPIERS (AINALOG) Price equipment as follows, based on an output of.8,500 copies per month: a. Monthly Rate: monthly (Item 4a) $ per month b. Automatic Document Feeder or RDH/R.DF $ per month c. 10 Bin Stapler/Sorter (N/A if RDH) $ per month Total (a,b,c) $ per month Three (3) Year Cost $ (a+b+c x 36=) d. Installation charge $ (7a) e. Removal charge $ (7b) d f. Supplies Cost $ 0 (included) p �g. Total cost for copies over allowance $ (3 years) [90,000 x 2b] TOTAL THREE (3) YEAR COST $ per machi rle0� 0 Cll:. of Miami, Florida PRICE SHEET ' Bid . o. 99-00-206 (ANALOG) COPIER TYPE C: (See specifications for particular features and requirements.) Estimated Number of Copiers: 15 (initial order) Range: 13,000 - 25,000 Copies per month Nlulticopy Speed: 45 Copies per minute -Minimum Monthly Copy .allowance: 15.000 copies Benchmark Performance Level: 20,000 copies per month 1. 1VIFR. & LIODEL NO. OF COPIER K (D/J 1CA LI _SkSS ALLOWANCES a) Monthly Copy Allowance: 15,000 copies per month. b) Cost for copies over Allowance: . CxOr-f each / (in decimals / non escalating) ADDITIONAL D FORMATION: 10 a) First Copy Time (8-1/2" X I I" copy): a • $ (seconds) b) Multicopy Copy Speed (8-1/2" X 11") 55 (per minute) c) Copier Drum: List any colors to which drum is blind: NON E. Cost of new drum (if damaged): / 50.00 Copier drum warranty: aSO, 00<5 (number of copies) d) Preventative Maintenance and it Services: Response time during normal business hours: (average/ in hours) Response time after hours, holidays, weekends: (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 7 S. o O per hour / or $ tJ !A per call Preventative Maintenance provided every s4 coo copies or 10 mon-O?5 (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) $ / 9. 3 per month b) Total three (3) year cost: (36 months s 4a) $ lo; 095. / (1c. 3 years 5. EQUIPMENT/REQUIRED OPTIONS a. Automatic Document Feeder or RDH/RDF $ t nc per month b. 20 Bin Stapler Sorter (40 sheets per bin -minimum) $ 31-1. q41 per month c. Auditron (copy usage control device) $ c v per month 6. PURCHASE OPTION a) Outright Purchase: $ S,G $ a . y base machine - (Item 1) $ i r)(-- Pcij Option 5a ) to . 8 Option 5 b $ nG I U Jad Option 3c U.S.1 Un1 E. `- CG f C' es Signature: nature: Bibber: r g (company name) FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID 00-1095 OtiAliarril, Florida { (ANALOG) COPIER TYPE,C: iContinuecl) PRICE SHEET Bid �o. 99-00-206 7. ,%10%'ING COSTS a) Installation Charger per machine b) Removal Charge: -} per machine c) Relocation, Charge: S within same building $ 4;0.00 from one building to another 8. TERMINATION FEES (if any), Three Year Lease $ not to exceed two (2) months (Item 4a) 9. SUPPLIES (cost for all operati Ig supplies must be included into base charge (4a) and additional per copy charge (2b) over the allowance) a) Toner (liquid or dry ink) Mfr/Product No. KDiJ C6 `3q l Sq O b) Developer (dispersant) Mfr/Product No. Ko rJ IC.►9 9C? 7 5q I c) Other (fuser oil, ect.) Mfr/Product No. k' at3 I C cal 9 q 7 5�/S 10. Option to Purchase Cost (OTP) at the end.of a Full 3 Year Lease $ 11. Address of parts and service fal ility 330(,g) YDW-�e DE L EO ► l i� Pj GL 3313y 12. Number of factory certified service technicians to be assigned;to this account „�5 I f Bidder L�.S- I Oy\)€� �� IeS Signature: 1 (co pany name FAILURE TO COMPLETE SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID •A11 Cop+ers Include Telemetrac Wireless Meler Reading l FOR OFFICE USE.ONLY IDo not write in the area below this line. BENCHMARK PERFOR%L-%NCE LEVEL PRICING - TYPE C COPIERS (ANALOG) Price equipment as follows. based an an output of 18,000 copies per month: a. Monthly Rate: monthly (Item 4a) or REi/ DRDF $ $ per month per month b. Automatic Document Feeder c. 20 Bin Stapler/Sorter (N'.`A. if RDH) $ per month Total (a,b,c) $ per month$ Three (3) Year, Cost (a+b�c x 36=) d. Installation charge $ $ (7a) (7b) e. Removal charge f. Supplies Cost ` $ 0 _ (included) g. Total cost for copies over allowance $ (3 years) [ t 80,000 x 2b] TOTAL THREE (3) YEAR COST $ per machine UU1U95 its of �listtti. Florida PRICE SHEET i� id No. 99-00-"06 (:ANALOG) COPIER TYPE D: (See specifications for purticzilur feutures and requirements.) Estimated Number of Copiers: 1 l (initial order) Ran,e: 25,000 - 50,000 Copies per month Multicopy Speed: 60 Copies per minute -Minimum Monthly Copy Allowance: 25,000 copies Benchmark Performance Level: 38,000 copies per month I. 'vIFR. & MODEL NO. OF COPIER 2. ALLOWANCES a) Monthly Copy Allowance: 25,000 copies per month. b) Cost for copies over Allowance: a OOG each / (in decimals / non escalating) ADDITIONAL INFORNLATION: a) First Copy Time (8-1/2" X I I" copy): 3. G (seconds) b) Multicopy Copy Speed (8-1/2'.' X 11 (per minute) c) Copier Drum: List any colors to which drum is blind: 1NJ0N1= Cost of new drum (if damaged): / SO. Oo Copier drum warranty: 300{ 000 (number of copies) d) Preventative Maintenance and Repair Services: Response time during normal business hours: (average/ in hours) Response time after hours, holidays, weekends: t-{ (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 75,00 per hour / or $ 4 1 A per call Preventative Maintenance provided every 3g, O0o copies or to mon+-)S (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) $ oZ G 3 . S ( per month b) Total three (3) year cost: (36 months x 4a) $ /O� SG& . 3 (0 3 years 5. EQUIPMENT/REQUIRED OPTIONS a. Automatic Document Feeder or RDH/RDF $ I nnl L)Clecd per month F„iLsl,) ; 50 sheets per bin -minimum) $ -36-19 per month c. Auditron (copy usage control device) $ nC I ode per month d. Continuous Forms Feeder $ N.1() per month 6. PURCHASE OPTION a) Outright Purchase $ ), Q j3. 50 $ � ncl�ded base machine -(Item 1) Option 5a Option 5b Option 5c Option 5d Bibber: U.S. I OAJ Ge, E �fopia�s Signature: (company name) FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID 00�-1095 Cite of \,tiami, Florida v�1 PRICE SHEET Bid %o 99-00-206 (ANALOG) COPIER TYPE' 7.:MOVING COSTS (it any): a) Installation Charge: b) Removal Charge: c) Relocation Charge: 8. TERMINATION FEES (if any Three Year Lease S 9.. SUPPLIES (cost for all operati h ge (2b) over the allowance D: (Continued.) $ per machine $ $ per machine within same building $ SQ, 0G from one building to another not to exceed two (2) months (Item 4a) supplies must be included into base charge�(4a) and additional percopy a) Toner (liquid or dry ink); Mfr/Product No. KO(\J{C_P b) Developer (dispersant) Mfr/Product No. C1,3 tGA 9 50 7S-/_ c) Other (fuser oil, ect.) Mfr/Product No. KO N tC_A �i50 roGia I G. Option to Purchase Cost (OTP) at the end of a Full.3 Year Lease $ 119 03. % 3 11. Address of parts and service faLility_�0(4_-, pOt,3ce .DE G-Eor� � :Sc_l i -rC c, I ►�M ► FL 33 i 3y 12. Number of factory certified service technicians to.be assigned to this account Bidder (J S- bn)U r CID t CAS Signature: �— (company name) *All Copiers Include Telemetrac wireless Meter Reading FOR OFFICE USE, ONLY Do not write in the area below this line. BENCHMARK PERFORMANCE LEVEL PRICING - TYPE D COPIERS (ANALOG) Price equipment as follows, based on an output of 38,000 copies per month: a. Monthly Rate: monthly (Item 4a) $ per month b. Automatic Document Feeder or RDH/RDF $ per month C. 20 Bin Stapler/Sorter (N/A if. RDH) $ per month Total (a,b,c) $ per month Three (3) Year Cost $ (a+b=c x 36=) d. Installation charge $ (7a) e. Removal charge $ (7b) f. Supplies Cost $ 0 (included) g. Total cost for copies over allowance $ (3 years) [468,000 x'b} TOTAL THREE (3) -YEAR COST $ per ma 10 !) 5 Lit` otI Miami, Florida PRICE SHEET Bid No. 99-00-2 06 (D(GITAL) COPIER/PRINTER TYPE E: /See specifi,:ations for particular features and reyuirernents.l Estimated Number of Digital Copiers: 4 (initial order) [All with print controller] Range: 9,000- 18,000 Copies/Prints per month Nlultipage Speed: 30 Copies/Prints per minute -Minimum Monthly Copy Allowance: 1 1,000 copies/prints Benchmark Performance Level: 13,500 copies/prints per month 1. MFR. & MODEL NO. OF COPIER LIotJ I C_jq -703 0 2. ALLOWANCES a) Monthly Copy/Print Allowance: 11,000 copies per month. .b) Cost for copies/prints over Allowance: . 00c1 each / (in decimals / non escalating) ADDITIONAL INFORMATION: a) First Copy Time (8-1/2" X I I" copy): '4. S (seconds) b) Multipage Copy/Print Speed (8-1/2" X 11 ") 30 (per minute) c) Copier Drum: List any colors to which drum is blind: rJ otJ E Cost of new drum (if damaged): 1 SO. 00 Copier drum warranty: BCD, DOO (number of copies/prints) d) Preventative Maintenance and Repair Services: Response time during normal business hours: Ll (average/ in hours) Response time after hours, holidays, weekends: L/ (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 7 S_ 00 per hour / or $ N t4 per call Preventative Maintenance provided every Qpo, 000 copies or G rnorr4-,5 (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy/print allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) per month b) Total three (3) year cost: (36 months x 4a) $ S,. -7 . 7Cv 3 years 5. EQUIPMENT/REQUIRED OPTIONS a. Network Print Controller/ Print Board .b. 32MB Memory upgrade c. Auditron (copy usage control device) 6. PURCHASE OPTION a) Outright Purchase � S,(o8S_g3 $ 0. 00 $ c e $ 30. Ov per month $ I oc-10dPA per month $ i n f 1 L)--Iec4 per month base machine - (Item 1) Option 5a Option 5b Option 5c Y. S 7 oN eye £ L Bidder: 'L Signature: (company name) AILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL D it% ot'Miami, florid' PRICE SHEET Bid No. 99-00-206 (DIGITAL) COMER/PRINTER TYPE F: (Seespecifi,,zti(;nsfi)r particulurfrutures and requirements/ Estimated Number of Digital Copiers: 4 ( initial order) [Ail with print controller] Ran,e: 18,000 - 30,000 Copies; Prints per month �[ultipage Speed: 45 Copies, Prints per minute -Minimum Nfonthly Copy/Print Allowance: 2i0,000 copies Benchmark Performance Level: 25,000 copies/prints per month 1. IVtFR. & MODEL NO. OF COPIER OrJ ICtiA 71 2. ALLOWANCES a) Monthly Copy/Print Allowance: 20,000 copies per month: b) Cost for copies/prints over Allowance: .009, each / (in decimals / non escalating) 3. ADDITIONAL INFORNtATION: ,a) First Copy Time (8-1/2" X 11" copy): • (seconds) b) Multipage Copy/Print Speed (8-1/2" X 11 ") SO (per minute) c) Copier Drum: List any colors to which drum is blind: Cost of new. drum (if damaged): /S0. 00 Copier drum warranty: 3C:0 000 (number.of copies/prints) d) Preventative Maintenance 'and epair Services: Response time during normal business hours: (average/ in hours) Response time after hours, holidays, weekends: y (average/ in hours) Additional charge for Emergency Service calls, nights, weekends. and holidays $ 75. O O 1 per hour / or $ tJ ).R per call Preventative Maintenance provided every 300, Qb0 copies or G (period) 4. MONTHLY RATES FOR LEASE/RENTAL PLAN (including copy/print allowance,,maintenance, parts, labor and supplies) . a) Monthly lease/rental plan cost: (per machine) $ [-1 %• (o 0 per month b) Total three (3) year cost: (36 months x 4a) $ -E I , ( 0 3 years 5. EQUIPMENT/REQUIRED OPTIONS a. Network Print Controller/ Print Board $ O per month b. 32MB Memory upgrade per month c. Audition (copy usage control device) $ ecl per month 6. PURCHASE OPTION a) Outright Purchase: $ $ Bidder: U S cc) P1Fes (company name), base machine - (Item 1) Option 5a' Option 5b Option 5c Signature:ter— N. AND LIFY o95 i[� cof �(cni, Florida PRICE SHEET1� Bid No. 99-00-206 (DIGITAL) COPIER/PRINTER TYPE G: (See specj, cations/or purticular features and requirements.) Estimated Number of Digital Copiers: 4 (initial order) [All with print controller] Range: 30,000 - 55,000 Copies"Prints per month Nlultipage Speed: 60 Copies: Prints per minute -Minimum :Monthly Copy/Print Allowance: 30,000 copies Benchmark Performance Level: 43,000 copies/prints per month 1. MFR. & MODEL NO. OF COPIER I; Dt) I Gp9 %Q 2. ALLOWANCES a) Monthly Copy/Print Allowance: 30,000 copies per month. b) Cost for copies/prints over Allowance: . 009 each / (in decimals / non escalating) ADDITIONAL INFORMATION: a) First Copy Time '(8-1 /2" X I 1 " copy): 3. c! (seconds) b) Multipage Copy/Print Speed (8-1/2" X 11") 65 (per minute) c) Copier Drum: List any colors to which drum is blind: IJ0r0 E Cost of new drum (if damaged): / .5 O- ©o Copier drum warranty: 3 on, OO(5 (number of copies/prints) d) Preventative Maintenance and Repair Services: Response time during normal business hours: y (average/ in hours) Response time after hours, holidays, weekends: y (average/ in hours) Additional charge for Emergency Service calls, nights, weekends and holidays $ 7S.00 per hour / or $ N 1 r4 per call Preventative Maintenance provided every Soo, 00o copies or (9 mon 5 (period) 4. MONTHLY RATES FOR LEASEIRENTAL PLAN (including copy/print allowance, maintenance, parts, labor and supplies) a) Monthly lease/rental plan cost: (per machine) $' —33 y, g 7 per month b) Total three (3) year cost: (36 months x 4a) $ /�, OSS . 3a 3 years 5. EQUIPMENT/REQ=D OPTIONS a. Network Print Controller/ Print Board b. 32MB Memory upgrade c. Auditron (copy usage control device) 6. PURCHASE OPTION a) Outright Purchase $ ?? • ;l per month $ 1 nc t OCIP-j per month $ i nc.l Jd Pj per month base machine - (Item 1) Option 5a Option 5b Option 5c 'l � Bidder:y S. �y�F� � L-0PICSignatureZ­ (company name) FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID 00-1095 ot: Ntisrni, Florida PRICE SHEET Bid No. 99-00-206 (DIGITAL) COPIER/PRINTER TYPE G: (Cowinuecl.) 7. %10�v'[NG COSTS (if any):' a) Installation Charge: per machine b) Removal Charge: S. -4. per machine c) Relocation Charge: $ �� within same building S SO- 00. from one building to another 8. TERINIINATION FEES (if any) Three Year Lease S not to exceed two (2) months (Item 4a) 9. SUPPLIES (cost for all operating supplies must be included into base charge (4a) and additional per.copy charge (2b) over the allowance) a) Toner (liquid or dry ink) Mfr/Product No. Kcw t C-{R CI 50 %ems b) Developer (dispersant) Mfr/Product No. K.O►j (C.rq c) Other (fuser oil, ect.) Mfr/Product No. Knf\)(C—A 10. Option to Purchase Cost (OTP) at the end of a Full 3 Year Lease $ 3 737. q 11. Address of parts and service facility,330G PONCE b-1 1ZorJ l�l J� ScJ T oZ50 �1 A-�lL 33 13 12. Number of factory certified service technicians to be assigned to this account 5 Biddery 5 I one -10 1 —15:25 Signature: �--� (company name) FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISOUALIFY. THIS BID *All Copiers. Include Telemetrac Wireless Meter Reading FOR OFFICE USE ONLY Do not write in the area below this line. BENCHMARK PERFORMANCE LEVEL PRICING - TYPE G COPIERS (DIGITAL) Price equipment as follows, based on an output'of 43,000 copies/prints per month: a. Monthly Rate: monthly (Item 4a) $ per month b. Network Print Controller/Print Board $ per month Total (a,b) $ per month Three (3) Year Cost $ (a+b x 36=) . d. Installation charge $ (7a) e. Removal charge $ (7b) f. Supplies Cost $ 0 (included) g. Total cost for copies/prints over allowance $ (3 years) [468,000 x ?b] TOTAL THREE (3) YEAR COST $ per machine 04 -1005 0 Exhibit C • US Toner & Copiers Miami Office Maintenance/Repair Service Facility 3306 Ponce de Leon Blvd. Suite 250 00-1095 00--1095 00-1095 • GBffNBfBfi � 1HUH Lucia A. Dougherty (305)579-0003 E-Mail: doughertylLgtlaw.com September 19, 2000 Hand -Delivered Ms. Judy Carter Chief Procurement Officer/Director of Purchasing City of Miami 444 S.W. 2"d Avenue, 6`h Floor Miami, Florida 33130 Re: Bid No. 99-00-206 Dear Ms. Carter: As a follow up to the attached Notice of Protest filed September 12, 2000, I hereby submit on behalf of U.S. Toner & Copiers, Inc. a formal written protest to your September 6, 2000 letter notifying my client that Copyco, Inc. is the recommended bidder. This protest is based on the following: 1. U.S. Toner & Copiers, Inc. is the lowest and most responsible bidder by $18;500.00. 2. The equipment submitted in our bid response is superior than the equipment offered by Copyco, Inc. in terms of acceptable industry standards. Specifically, our response included predominantly digital equipment, while Copyco, Inc.'s response was predominantly analog. Similar to other 'industries, the office equipment industry is capitalizing on superior digital technology, rather than antiquated analog technology. While the recommended bidder completed only twelve mandatory digital placements, comprising thirteen percent of the total equipment proposed, U.S. Toner & Copiers, Inc. was able to include forty-one placements comprising forty-five percent of our equipment proposal. (:II F: F:\II F: ItI: 'I'It,I I<1,:. I•. ,. 0 0 -- �. 0 9 5 1221 It it14:kF.I.I. \%F:\t P: :III\NI. 1 U)I(II)% 33 13 1 F%\ 30.)-:,:'I .I):I www.^II:I w.)•uw Mimi :\II•:% jnitA \�111\G rII\, I),I:. I. t\I't 1'uli. u)r: I.PnI t I')"u\. I:IIu\f. it gull %.:.1 hits Io\ I'n�Ir.\i\ �L IL�II\I. Ili\ L." k\I•rI K, Du \+FG tito 11\I I-olt' I.v UFI(I.xl+ Itmi t ItIru\ RI.,r V % I %) It u.0 ()uI t\InI 'I'Nil %n%, I.I. 3. U.S. Toner c Copiers, Inc. bid proposed a response time; within the window. desilgnated by the bid. 4. U.S. Toner & Copiers, Inc. is headquartered in South Florida, specifically Broward County, and is owned by three residents of Broward County and one Cuban native of Miami -Dade County. Copyco, Inc. is headquartered in California and is owned by Toshiba American Business Systems. You have indicated that U.S. Toner& Copiers, Inc. was non -'responsive to the following provision of Section 3.18 of the Bid No. 99-00-206: Award will be made to the lowest responsive and responsible bidder meeting specifications., Deterrnining responsiveness and responsibility. will be based on the terms and.conditions and the following criteria: b) Maintenance/Repair Service Facilities location, number of factory certifiied technicians; average response time, etc. In response to that criteria (which in no way indicates that a maintenance/repair facility must be located in Miami -Dade County, neither now or at the time of the bid), in the office equipment industry repair work takes place in the field. When equipment must be returned to our repair facility, we have offered to place a loaner equipment, 'at no charge to the City, for the duration of any extra -ordinary repair to alleviate any disruption to the client. For those parts which are not in inventory, we. have acknowledged an agreement with a manufacturer to overnight those items. Additionally, as we have suggested through our bid response, we will establish an on -site storage. facility for high mortality parts at key city offices. The otherreason fort finding U.S. Toner &Copiers, Inc. unresponsive is the following provision of Part IIA(1) of Bid No. 99-00-206: Location of Service Facility Bidder shall operate and maintain local service and parts within the limits of Dade County. The operative word in this sentence is the word "shall." It does not indicate that such local services and parts must be maintained in Miami -Dade County at the time of the bid submittal. As stated earlier, our technicians will provide maintenance and repairs on -site. We have indicated that a Miami -based technician will be solely dedicated to servicing the City of Miami equipment. We have guaranteed a fourhour response. time and two hours for the Police Department. We have guaranteed free loaner equipment in the event the equipment must be repaired off -site. Our state of the art primary facility is located in Fort Lauderdale. We would urge you reconsider your recommended award to. this bid. 00 U I would ask that you provide to us all internal memoranda, inspection reports, and site visitations for U.S. Toner & Copiers, Inc.'s response to the RFP, and a copy of Copyco, Inc.'s response to the bid with all memoranda, inspection reports and site visitations. Attachment cc: Mr. Carlos Gimenez Mr. Frank Gernert Sincerel , Lucia . Dougherty GREENBERI; TR:%(:lil(;, P.A. 00 -1®95 16QC i�tJ tj f � icit0 ^ i August 31, 2000 - U.S. Toner & Copiers, Inc. Att: Ryan Figman 6500 NW 21 Avenue FT. Lauderdale, FL 33309 Dear Mr. Figman: The City of Miami is in receipt of your bid for the Citywide Copier Contract (Bid #99-00-206). Pursuant to our bid specifications, under Section 3.18, Determination of Award, and, Part II, Preventative Maintenance Repair Services, the City considered the bidder's maintenance and repair service facilities and its location as a basis to determine responsiveness and responsibility. According to Bid No. 99-00-206, the successful bidder is required to operate and maintain a local service and parts facility within Dade County. On August 8, 2000, an inspection was conducted at the location described in your Bid Response. That inspection revealed'a site that would not allow for the repair, maintenance and service of the different model copiers provided for in this bid. Further, at the time of the inspection there was no visible equipment or tools to repair any copiers, no copiers, and no technicians repairing and servicing copiers. The City's onsite inspection concluded no evidence of any prior or current maintenance, repair or service of copiers performed at that location. As a result, your bid has been deemed non -responsive to our bid specifications. Thank you for your interest in doing business with the City of Miami. Respectfully, C udy S. Ca ie Procurement O Ice Director of Purchasing JSC/GM Cc: Milton Mizell, Superintendent G.S.A./Graphic Reproductions Dlvisi:m Q 0 — 10 9 5 eid File DEPARTMENT OF PURCHASING/444 S.W.2ndAvenue, 6thFloor/Misml, Florida 33130/005) 416-1,)r^,r. • • ,.1925 .ui ,�r�Nnr. N n.n.,.rori.miami ,:W http://cl.mismLB.us/ 161adinr, Address: P.O. Box 330708 Miami, FL 33233-0708