HomeMy WebLinkAboutInvitation for BidCity of Miami
Invitation for Bid (IFB)
Purchasing Department
Glenn Marcos, CPPB, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 2nd Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
IFB Number:
Title:
Issue Date/Time:
IFB Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E-Mail Address:
Buyer Facsimile:
80066
Invitation to Bid to Lease/Rent
Multifunctional Copiers
02-JUN-2008
25-JUN-2008 @ 10:00:00
Mandatory
Monday, June 16, 2008 at 9:30 a.m.
Miami Riverside Center Building, 444
S.W. 2 Avenue, Miami, Florida, 33130,
6th Floor South Conference Room
Thursday, June 19, 2008 at 3 p.m
Rodriguez, Lourdes
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
lorodriguez@ci.miami.fl.us
(305) 400-5033
Page 1 of 107
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 120 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME.
ADDRESS•
PHONE: FAX
EMAIL: BEEPER -
SIGNED BY-
TITLE: DATE.
FAILURE TO COMPLETE, SIGN. AND RETURN THIS FORM SHALL DISOUALIFY THIS BID.
Page 2 of 107
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Business Address:
City, State, and Zip Code:
Telephone Number:
Fax Number:
E-mail Address:
Occupational License Number:
Occupational License Issuing Agency:
Occupational License Expiration Date:
Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement.": (Yes or No)
Page 3 of 107
Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City? (Yes or No)
In the event your answer to question above is yes, how many new positions would you create to
perform this work?
Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration
of all new positions which might be created as a result of this award of a Contract.
Minority/Women Business Affairs Registration Status: Hispanic, Female, Black or None,
Will Subcontractor(s) be used? (Yes or No)
Does the City of Miami Living Wage Ordinance apply to this formal solicitation? ( See Section 1.40 of
the General Terms and Condtions) (Yes or No)
I/We hereby state compliance with the City of Miami Living Wage Ordinance, Section 18-556 through
Section 18-559 as summarized in Section 1.40 of the General Terms and Condtions? (Yes or No)
Address of parts and service facility.
Number of factory certified service technicians that will be assigned to this account.
Delivery (Indicate the number of calendar days required to complete delivery upon receipt of purchase
order). Maximum 20 days.
Installation/training (indicate the number of calendar days required to complete installation/training
upon receipt of purchase order) maximum 5 days.
Reference No. 1: Firm Name/Address (Please see Section 2.31 - References, before responding).
Page 4 of 107
Reference No. 1 Date of Contract:
Reference No. 1 Description of Contract:
Reference No. 1 Contact Person:
Reference No. 1 Phone No.:
Reference No. 2: Firm Name/Address (Please see Section 2.31 - References, before responding).
Reference No. 2 Date of Contract:
Reference No. 2 Description of Contract:
Reference No. 2 Contact Person:
Reference No. 2 Phone No.:
Reference No. 3: Firm Name/Address (Please see Section 2.31 - References, before responding).
Reference No. 3 Date of Contract:
Reference No. 3 Description of Contract:
Reference No. 3 Contact Person:
Page 5 of 107
Reference No. 3 Phone No.:
Page 6 of 107
Line: 1
Description: Monthly Lease of 20 CPM Multifunctional Copier with 2,500 Inclusive copies,
maintenance and all supplies except paper and staples, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) Mrf/Product
No.
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
PM Schedule (in number of
copies/prints)
Line: 2
Number of Units: 46 Total: $
Description: Cost per impression over copy allowance of 2,500 per month for 20CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Line: 3
Page 7 of 107
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 4
Number of Units: 46 Total: $
Description: Monthly Lease of Stapling Finisher for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 5
Number of Units: 46 Total: $
Description: Monthly Lease of Scan Controller for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 6
Number of Units: 41 Total: $
Description: Monthly Lease of Print Controller for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 7
Number of Units: 41 Total: $
Description: Monthly Lease of RAM Upgrade for 20 CPM Multifunctional Copier, Type A.
Page 8 of 107
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Memory Size
Line: 8
Number of Units: 1 Total: $
Description: Monthly Lease of Copier Stand for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 9
Number of Units: 46 Total: $
Description: Monthly Lease of Fax Board for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 10
Number of Units: 1 Total: $
Description: Monthly Lease of Coin Operated Device for 20 CPM Multifunctional Copier, Type
A.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 11
Number of Units: 1 Total: $
Description: Outright Purchase of 20 CPM Multifunctional Copier Base Machine, Type A.
Page 9 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 12
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 13
Number of Units: 1 Total: $
Description: Outright Purchase of Stapling Finisher for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 14
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 15
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Page 10 of 107
Unit of Measure: Each
Unit Price: $
Line: 16
Number of Units: 1 Total: $
Description: Outright Purchase of RAM Upgrade for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 17
Number of Units: 1 Total: $
Description: Outright Purchase of Copier Stand for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 18
Number of Units: 1 Total: $
Description: Outright Purchase of Fax Board for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 19
Number of Units: 1 Total: $
Description: Outright Purchase of Coin Operated Device for 20 CPM Multifunctional Copier,
Type A.
Category: 60047-00
Unit of Measure: Each
Page 11 of 107
Unit Price: $
Line: 20
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of 20 CPM Multifunctional Copier Base
Machine, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 21
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 22
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Stapling Finisher for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 23
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Scan controller for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Page 12 of 107
Unit Price: $ Number of Units: 1 Total: $
Line: 24
Description: Option to Purchase (after three year lease) of Print Controller for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 25
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of RAM Upgrade for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 26
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Copier Stand for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 27
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Fax Board for 20 CPM Multifunctional
Copier, Type A.
Category: 60047-00
Page 13 of 107
Unit of Measure: Each
Unit Price: $
Line: 28
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Coin Operated Device for 20 CPM
Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 29
Number of Units: 1 Total: $
Description: Installation Charge (if any) for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 30
Number of Units: 46 Total: $
Description: Removal Charge (if any) for 20 CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 31
Number of Units: 46 Total: $
Description: Relocation Charge (if any) for 20 CPM Multifunctional Copier (within same
building), Type A.
Category: 60047-00
Unit of Measure: Each
Page 14 of 107
Unit Price: $ Number of Units: 1 Total: $
Line: 32
Description: Relocation Charge (if any) for 20 CPM Multifunctional Copier (from one building to
another), Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 33
Number of Units: 1 Total: $
Description: Lease Termination Fees (if any) for 20 CPM Multifunctional copier (not to exceed 2
months base fee), Type A.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 34
Number of Units: 1 Total: $
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 20
CPM Multifunctional Copier, Type A.
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 1 Total: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Line: 35
Description: Staples for 20 CPM Multifunctional Copier, Type A.
Page 15 of 107
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 36
Number of Units: 1 Total: $
Description: Monthly Lease of 30 CPM Multifunctional Copier with 6,000 Inclusive copies,
maintenance and all supplies except paper and staples, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) Mrf/Product
No.
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
PM Schedule (in number of
copies/prints)
Line: 37
Number of Units: 37 Total: $
Page 16 of 107
Description: Cost per impression over copy allowance of 6,000 per month for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 38
Number of Units: 1 Total: $
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $ Number of Units: 37 Total: $
Line: 39
Description: Monthly Lease of Stapling Finisher for 30 CPM Multifunctional Copier, Type B.
Unit Price: $ Number of Units: 37 Total: $
Line: 40
Description: Monthly Lease of Scan Controller for 30 CPM Multifunctional Copier, Type B.
Unit Price: $ Number of Units: 31 Total: $
Category: 60047-00
Unit of Measure: Month
Category: 60047-00
Unit of Measure: Month
Line: 41
Page 17 of 107
Description: Monthly Lease of Print Controller for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 42
Number of Units: 31 Total: $
Description: Monthly Lease of RAM Upgrade for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Memory Size
Line: 43
Number of Units: 1 Total: $
Description: Monthly Lease of Fax Board for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 44
Number of Units: 1 Total: $
Description: Monthly Lease of Coin Operated Device for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 45
Number of Units: 1 Total: $
Description: Outright Purchase of 30 CPM Multifunctional Copier Base Machine, Type B.
Page 18 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 46
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 47
Number of Units: 1 Total: $
Description: Outright Purchase of Stapling Finisher for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 48
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 49
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Page 19 of 107
Unit of Measure: Each
Unit Price: $
Line: 50
Number of Units: 1 Total: $
Description: Outright Purchase of RAM Upgrade for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 51
Number of Units: 1 Total: $
Description: Outright Purchase of Fax Board for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 52
Number of Units: 1 Total: $
Description: Outright Purchase of Coin Operated Device for 30 CPM Multifunctional Copier,
Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 53
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of 30 CPM Multifunctional Copier Base
Machine, Type B.
Category: 60047-00
Unit of Measure: Each
Page 20 of 107
Unit Price: $
Line: 54
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 55
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Stapling Finisher for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 56
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Scan controller for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 57
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Print Controller for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Page 21 of 107
Unit of Measure: Each
Unit Price: $
Line: 58
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of RAM Upgrade for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 59
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Fax Board for 30 CPM Multifunctional
Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 60
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Coin Operated Device for 30 CPM
Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 61
Number of Units: 1 Total: $
Description: Installation Charge (if any) for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Page 22 of 107
Unit of Measure: Each
Unit Price: $ Number of Units: 37 Total: $
Line: 62
Description: Removal Charge (if any) for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 63
Number of Units: 37 Total: $
Description: Relocation Charge (if any) for 30 CPM Multifunctional Copier (within same
building), Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 64
Number of Units: 1 Total: $
Description: Relocation Charge (if any) for 30 CPM Multifunctional Copier (from one building to
another), Type B.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 65
Number of Units: 1 Total: $
Description: Lease Termination Fees (if any) for 30 CPM Multifunctional copier (not to exceed 2
months base fee), Type B.
Category: 60047-00
Page 23 of 107
Unit of Measure: Each
Unit Price: $
Line: 66
Number of Units: 1 Total: $
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 30
CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 1 Total: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Line: 67
Description: Staples for 30 CPM Multifunctional Copier, Type B.
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 68
Number of Units: 1 Total: $
Description: Monthly Lease of 45 CPM Multifunctional Copier with 15,000 Inclusive copies,
maintenance and all supplies except paper and staples, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number
Number of Units: 18 Total: $
Page 24 of 107
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) Mrf/Product
No.
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
PM Schedule (in number of
copies/prints)
Line: 69
Description: Cost per impression over copy allowance of 15,000 per month for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 70
Number of Units: 1 Total: $
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Number of Units: 18 Total: $
Page 25 of 107
Line: 71
Description: Monthly Lease of Stapling Finisher for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 72
Number of Units: 18 Total: $
Description: Monthly Lease of Scan Controller for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 73
Number of Units: 14 Total: $
Description: Monthly Lease of Print Controller for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 74
Number of Units: 14 Total: $
Description: Monthly Lease of RAM Upgrade for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Memory Size
Line: 75
Number of Units: 14 Total: $
Page 26 of 107
Description: Monthly Lease of Fax Board for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 76
Number of Units: 1 Total: $
Description: Outright Purchase of 45 CPM Multifunctional Copier Base Machine, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 77
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 78
Number of Units: 1 Total: $
Description: Outright Purchase of Stapling Finisher for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 79
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 45 CPM Multifunctional Copier, Type C.
Page 27 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 80
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 81
Number of Units: 1 Total: $
Description: Outright Purchase of RAM Upgrade for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 82
Number of Units: 1 Total: $
Description: Outright Purchase of Fax Board for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 83
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of 45 CPM Multifunctional Copier Base
Machine, Type C.
Category: 60047-00
Page 28 of 107
Unit of Measure: Each
Unit Price: $
Line: 84
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 85
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Stapling Finisher for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 86
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Scan controller for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 87
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Print Controller for 45 CPM
Multifunctional Copier, Type C.
Page 29 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 88
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of RAM Upgrade for 45 CPM
Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 89
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Fax Board for 45 CPM Multifunctional
Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 90
Number of Units: 1 Total: $
Description: Installation Charge (if any) for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 91
Number of Units: 18 Total: $
Description: Removal Charge (if any) for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Page 30 of 107
Unit of Measure: Each
Unit Price: $
Line: 92
Number of Units: 18
Total: $
Description: Relocation Charge (if any) for 45 CPM Multifunctional Copier (within same
building), Type C.
Category: 60047-00
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Line: 93
Description: Relocation Charge (if any) for 45 CPM Multifunctional Copier (from one building to
another), Type C.
Unit Price: $ Number of Units: 1 Total: $
Line: 94
Description: Lease Termination Fees (if any) for 45 CPM Multifunctional copier (not to exceed 2
months base fee), Type C.
Unit Price: $ Number of Units: 1 Total: $
Category: 60047-00
Unit of Measure: Each
Category: 60047-00
Unit of Measure: Each
Line: 95
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 45
CPM Multifunctional Copier, Type C.
Page 31 of 107
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 1 Total: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Line: 96
Description: Staples for 45 CPM Multifunctional Copier, Type C.
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 97
Number of Units: 1 Total: $
Description: Monthly Lease of 60 CPM Multifunctional Copier with 25,000 Inclusive copies,
maintenance and all supplies except paper and staples, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) Mrf/Product
No.
Number of Units: 18 Total: $
Page 32 of 107
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
PM Schedule (in number of
copies/prints)
Line: 98
Description: Cost per impression over copy allowance of 25,000 per month for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 99
Number of Units: 1 Total: $
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 100
Number of Units: 18 Total: $
Description: Monthly Lease of Stapling Finisher for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $ Number of Units: 18 Total: $
Line: 101
Page 33 of 107
Description: Monthly Lease of Scan Controller for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 102
Number of Units: 13 Total: $
Description: Monthly Lease of Print Controller for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 103
Number of Units: 13 Total: $
Description: Monthly Lease of RAM Upgrade for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Memory Size
Line: 104
Number of Units: 1 Total: $
Description: Monthly Lease of Advanced Finisher for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 105
Number of Units: 1 Total: $
Page 34 of 107
Description: Monthly Lease of Large Capacity Feeder for 60 CPM Multifunctional Copier, Type
D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 106
Number of Units: 1 Total: $
Description: Monthly Lease of Fax Board for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 107
Number of Units: 1 Total: $
Description: Outright Purchase of 60 CPM Multifunctional Copier Base Machine, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 108
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 109
Number of Units: 1 Total: $
Description: Outright Purchase of Stapling Finisher for 60 CPM Multifunctional Copier, Type D.
Page 35 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 110
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 111
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 112
Number of Units: 1 Total: $
Description: Outright Purchase of RAM Upgrade for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 113
Number of Units: 1 Total: $
Description: Outright Purchase of Advanced Finisher for 60 CPM Multifunctional Copier, Type
D.
Category: 60047-00
Page 36 of 107
Unit of Measure: Month
Unit Price: $
Line: 114
Number of Units: 1 Total: $
Description: Outright Purchase of Large Capacity Feeder for 60 CPM Multifunctional Copier,
Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 115
Number of Units: 1 Total: $
Description: Outright Purchase of Fax Board for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 116
Number of Units: 1 Total: $
Description: Option to Purchase (after three (3) year lease) of 60 CPM Multifunctional Copier
Base Machine, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 117
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Page 37 of 107
Unit of Measure: Each
Unit Price: $
Line: 118
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Stapling Finisher for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 119
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Scan controller for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 120
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Print Controller for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 121
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of RAM Upgrade for 60 CPM
Multifunctional Copier, Type D.
Page 38 of 107
Category: 60047-00 .
Unit of Measure: Each
Unit Price: $
Line: 122
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Advanced Finisher for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 123
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Large Capacity Feeder for 60 CPM
Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 124
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Fax Board for 60 CPM Multifunctional
Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 125
Number of Units: 1 Total: $
Description: Installation Charge (if any) for 60 CPM Multifunctional Copier, Type D.
Page 39 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 18 Total: $
Line: 126
Description: Removal Charge (if any) for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 127
Number of Units: 18 Total: $
Description: Relocation Charge (if any) for 60 CPM Multifunctional Copier (within same
building), Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 128
Number of Units: 1 Total: $
Description: Relocation Charge (if any) for 60 CPM Multifunctional Copier (from one building to
another), Type D.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 129
Number of Units: 1 Total: $
Description: Lease Termination Fees (if any) for 60 CPM Multifunctional copier (not to exceed 2
months base fee), Type D.
Page 40 of 107
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 130
Number of Units: 1 Total: $
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 60
CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 1 Total: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Line: 131
Description: Staples for 60 CPM Multifunctional Copier, Type D.
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 132
Number of Units: 1 Total: $
Description: Monthly Lease of 75 CPM Multifunctional Copier with 41,000 Inclusive copies,
maintenance and all supplies except paper and staples, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number of Units: 1 Total: $
Page 41 of 107
Number
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) MrflProduct
No.
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
PM Schedule (in number of
copies/prints)
Line: 133
Description: Cost per impression over copy allowance of 41,000 per month for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 134
Number of Units: 1 Total: $
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Number of Units: 5 Total: $
Page 42 of 107
Line: 135
Description: Monthly Lease of Stapling Finisher for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 136
Number of Units: 5 Total: $
Description: Monthly Lease of Scan Controller for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 137
Number of Units: 3 Total: $
Description: Monthly Lease of Print Controller for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 138
Number of Units: 3 Total: $
Description: Monthly Lease of RAM Upgrade for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $ Number of Units: 1 Total: $
Memory Size
Page 43 of 107
Line: 139
Description: Monthly Lease of Advanced Finisher for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 140
Number of Units: 1 Total: $
Description: Monthly Lease of Large Capacity Feeder for 75 CPM Multifunctional Copier, Type
E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 141
Number of Units: 1 Total: $
Description: Outright Purchase of 75 CPM Multifunctional Copier Base Machine, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 142
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Page 44 of 107
Line: 143
Description: Outright Purchase of Stapling Finisher for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 144
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 145
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 146
Number of Units: 1 Total: $
Description: Outright Purchase of RAM Upgrade for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 147
Number of Units: 1 Total: $
Description: Outright Purchase of Advanced Finisher for 75 CPM Multifunctional Copier, Type
Page 45 of 107
E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 148
Number of Units: 1 Total: $
Description: Outright Purchase of Large Capacity Feeder for 75 CPM Multifunctional Copier,
Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 149
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of 75 CPM Multifunctional Copier Base
Machine, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 150
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 151
Number of Units: 1 Total: $
Page 46 of 107
Description: Option to Purchase (after three year lease) of Stapling Finisher for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 152
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Scan controller for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 153
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Print Controller for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 154
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of RAM Upgrade for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Line: 155
Page 47 of 107
Description: Option to Purchase (after three year Iease) of Advanced Finisher for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 156
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Large Capacity Feeder for 75 CPM
Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Month
Unit Price: $ Number of Units: 1 Total: $
Line: 157
Description: Installation Charge (if any) for 75 CPM Multifunctional Copier, Type E.
Unit Price: $ Number of Units: 5 Total: $
Line: 158
Description: Removal Charge (if any) for 75 CPM Multifunctional Copier, Type E.
Unit Price: $ Number of Units: 5 Total: $
Category: 60047-00
Unit of Measure: Each
Category: 60047-00
Unit of Measure: Each
Line: 159
Page 48 of 107
Description: Relocation Charge (if any) for 75 CPM Multifunctional Copier (within same
building), Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 160
Number of Units: 1 Total: $
Description: Relocation Charge (if any) for 75 CPM Multifunctional Copier (from one building to
another), Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 161
Number of Units: 1 Total: $
Description: Lease Termination Fees (if any) for 75 CPM Multifunctional copier (not to exceed 2
months base fee), Type E.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 162
Number of Units: 1 Total: $
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 75
CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Number of Units: 1 Total: $
Page 49 of 107
Line: 163
Description: Staples for 75 CPM Multifunctional Copier, Type E.
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 164
Number of Units: 1 Total: $
Description: Monthly Lease of 90 CPM Multifunctional Copier with 61,000 Inclusive copies,
maintenance and all supplies except paper and staples, Type F. (SEE LINE 196 FOR Monthly
Lease of Advanced Finisher for 90 CPM Multifunctional Copier, Type F.)
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Manufacturer Make and Model
Number
First Copy Out Time (in
Seconds)
Multipage Speed
List any colors to which drum
is blind
Copier Drum Warranty
(number of copies/prints)
Cost of Drum (If Damaged)
Toner (dry ink) Mrf/Product
No.
Developer (Dispersant)
Mrf/Product No.
Other(fuser oil, ect.)
Mrf/Product No.
Response time during Normal
Business Hours (4 Hours or
less)
Number of Units: 6 Total: $
Page 50 of 107
PM Schedule (in number of
copies/prints)
Line: 165
Description: Cost per impression over copy allowance of 61,000 per month for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 166
Number of Units: 1 Total: $
Description: Monthly Lease of Reversing Automatic Document Feeder (RADF) for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 167
Number of Units: 6 Total: $
Description: Monthly Lease of Stapling Finisher for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 168
Number of Units: 6 Total: $
Description: Monthly Lease of Scan Controller for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Page 51 of 107
Unit Price: $ Number of Units: 6 Total: $
Line: 16
Description: Monthly Lease of Print Controller for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 170
Number of Units: 6 Total: $
Description: Monthly Lease of RAM Upgrade for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Memory Size
Line: 171
Number of Units: 1 Total: $
Description: Monthly Lease of Large Capacity Feeder for 90 CPM Multifunctional Copier, Type
F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 172
Number of Units: 1 Total: $
Description: Outright Purchase (after three year lease) Purchase of 90 CPM Multifunctional
Copier Base Machine, Type F.
Category: 60047-00
Unit of Measure: Each
Page 52 of 107
Unit Price: $
Line: 173
Number of Units: 1 Total: $
Description: Outright Purchase of Reversing Automatic Document Feeder (RADF) for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 174
Description: Outright Purchase of Stapling Finisher for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 175
Number of Units: 1 Total: $
Description: Outright Purchase of Scan Controller for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 176
Number of Units: 1 Total: $
Description: Outright Purchase of Print Controller for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Page 53 of 107
Line: 177
Description: Outright Purchase of RAM Upgrade for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 178
Number of Units: 1 Total: $
Description: Outright Purchase of Advanced Finisher for 90 CPM Multifunctional Copier, Type
F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 179
Number of Units: 1 Total: $
Description: Outright Purchase of Large Capacity Feeder for 90 CPM Multifunctional Copier,
Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 180
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of 90 CPM Multifunctional Copier Base
Machine, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Page 54 of 107
Line: 181
Description: Option to Purchase (after three year lease) of Reversing Automatic Document Feeder
(RADF) for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 182
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Stapling Finisher for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 183
Description: Option to Purchase (after three year lease) of Scan controller for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 184
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Print Controller for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Page 55 of 107
Unit Price: $ Number of Units: 1 Total: $
Line: 185
Description: Option to Purchase (after three year lease) of RAM Upgrade for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 186
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Advanced Finisher for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 187
Number of Units: 1 Total: $
Description: Option to Purchase (after three year lease) of Large Capacity Feeder for 90 CPM
Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Line: 188
Number of Units: 1 Total: $
Description: Installation Charge (if any) for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Page 56 of 107
Unit Price: $
Line: 189
Number of Units: 6 Total: $
Description: Removal Charge (if any) for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 190
Number of Units: 6 Total: $
Description: Relocation Charge (if any) for 90 CPM Multifunctional Copier (within same
building), Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 191
Number of Units: 1 Total: $
Description: Relocation Charge (if any) for 90 CPM Multifunctional Copier (from one building to
another), Type F.
Category: 60047-00
Unit of Measure: Each
Unit Price: $
Line: 192
Number of Units: 1 Total: $
Description: Lease Termination Fees (if any) for 90 CPM Multifunctional copier (not to exceed 2
months base fee), Type F.
Category: 60047-00
Unit of Measure: Each
Page 57 of 107
Unit Price: $ Number of Units: 1 Total: $
Line: 193
Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 90
CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 1 Total: $
Emergency response time after
hours, holidays, weekends (2
business hours or less)
Line: 194
Description: Staples for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Box
Unit Price: $
Staples per box
Manufacturer/Product No.
Line: 195
Number of Units: 1 Total: $
Description: Monthly Lease of Advanced Finisher for 90 CPM Multifunctional Copier, Type F.
Category: 60047-00
Unit of Measure: Month
Unit Price: $
Number of Units: 1 Total: $
Page 58 of 107
Invitation for Bid (IFB) 80066
Table of Contents
Terms and Conditions 60
1. General Conditions 60
1.1. GENERAL TERMS AND CONDITIONS 60
2. Special Conditions 79
2.1. PURPOSE 79
2.2. SUBMISSION OF BID RESPONSES 79
2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION 79
2.4. TERM OF CONTRACT 79
2.5. WRITTEN AGREEMENT 79
2.6. FINANCE - LEASE/RENTAL 79
2.7. CONDITIONS FOR RENEWAL 80
2.8. NON -APPROPRIATION OF FUNDS 80
2.9. QUANTITIES 80
2.10. PRICING .80
2.11. METHOD OF AWARD 81
2.12. BIDDERS MINIMUM QUALIFICATIONS 81
2.13. EQUIPMENT 82
2.14. PRODUCTS AND INFORMATION 82
2.15. DELIVERY .82
2.16. DEMONSTRATIONS 83
2.17. ACCEPTANCE 83
2.18. CONVERSION OF LEASE AGREEMENTS 83
2.19. REPLACEMENT 83
2.20. FAILURE TO PERFORM 83
2.21. INSURANCE REQUIREMENTS 83
2.22. INVOICES AND PAYMENT 84
2.23. PREVENTIVE MAINTENANCE AND REPAIR SERVICES 85
2.24. TECHNICAL DOCUMENTATION 85
2.25. PRE -BID CONFERENCE 85
2.26. PAYMENT OF PROPERTY TAXES 85
2.27. CONTRACT ADMINISTRATOR 85
2.28. TIE BIDS 85
2.29. DAMAGES TO PUBLIC/PRIVATE PROPERTY 86
2.30. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS 86
2.31. REFERENCES 86
2.32. SERVICE AND PARTS FACILITY .86
2.33. TERMINATION 86
2.34. ADDITIONAL TERMS AND CONDITIONS 87
2.35. PRIMARY CLIENT (FIRST PRIORITY) 87
3. Specifications 88
3.1. SPECIFICATIONS/SCOPE OF WORK 88
Page 59 of 107
Invitation for Bid (IFB) 80066
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of
goods/equipment/services with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals,
Request for Qualifications, or Request for Letters of Interest pursuant to the City of
Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be
defined in the same manner herein.
1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this
formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and
actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with
the terms herein and be fully in accordance with specifications and of the highest quality. In the event the
goods/equipment supplied to the City are found to be defective or does not conform to specifications, the
City reserves the right to cancel the order upon written notice to the Contractor and return the product to the
Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall
be considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon
issuance by the City of a purchase order.
1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or
parts of after opening/closing date and request re -issuance on the goods/services described in the formal
solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected
bidders/proposers and make available a written explanation for the rejection. The City also reserves the
right to reject the response of any bidder/proposer who has previously failed to properly perform under the
terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a
position to perform the requirements defined in this formal solicitation. The City further reserves the right
to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its
discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are
available at the City's website at: http://www.ci.miami.fl.us/procurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate
response from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate
response offers a different product that meets or exceeds the formal solicitation requirements. In order for
the City to consider an altemate response, the Bidder/Proposer shall complete a separate Price Sheet form
and shall mark "Alternate Response". Alternate response shall be placed in the same response. This
provision only applies to formal solicitations for the procurement of goods, services, items, equipment,
materials, and/or supplies.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise
dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's
prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this
Contract, the prevailing party shall be entitled to recover its costs and reasonable attorney's fees through
and including appellate litigation and any post -judgment proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to
provide access at ail reasonable times to the City, or to any of its duly authorized representatives, to any
books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation,
for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall
maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for
Page 60 of 107
Invitation for Bid (IFB) 80066
three (3) years after the City makes final payment and all other pending matters are closed. Contractor's
failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract
by the City.
1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or
quasi-govemmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s)
established herein, when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and
resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its
own purchase orders, be invoiced there from and make its own payments, determine shipping terms and
issue its own exemption certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement,
amendment or addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference
to Businesses with Drug -Free Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its
contractual obligation if such documents are not submitted in a timely manner and in the form required by
the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action
taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may
accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to
the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution
from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or
increased costs sustained as a result of the Bidder's/Proposer's default.
D. The term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120)
calendar days beyond the stated contract term in order to provide City departments with continual service
and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price,
terms and conditions for a specific number of days. Additional extensions over the first one hundred
twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual
agreement of such extensions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude
upon completion of the expressed or implied warranty periods.
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon
the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City
reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is
determined to be in the City's best interests. Such agreement will be furnished by the City, will contain
certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City
Attorney.
1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized
surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the
amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check
or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it
is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award
Page 61 of 107
Invitation for Bid (IFB) 80066
contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the
right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful
bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of
award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract
has been awarded, all bid deposits will be returned on demand.
Certified Minority/Women vendors may apply to participate in the City's Bid Bond Voucher Program by
contacting the Minority/Women Business Affairs office.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and
submitted accordingly.
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement
and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the
annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be
considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may
be rejected.
1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of
establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only.
When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is
added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response,
complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the
City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of
equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be
requested if the proposed brand is other than specified by the City. Such samples are to be furnished after
formal solicitation opening/closing only upon request of the City. If samples should be requested, such
samples must be received by the City no later than seven (7) calendar days after a formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its
opening/closing. In the event of bid/proposal cancellation, the Director of Purchasing shall notify all
prospective bidders/proposers and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm
makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a
business risk which the contractor must assume. The City will not be obligated to reimburse amortized or
unamortized capital expenditures, or to maintain the approved status of any contractor. If contractor has
been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall
not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City
be liable for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to
any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction
or other legal or equitable proceedings or on account of any delay for any cause over which the City has no
control.
1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firm or corporation submitting a
response for the same items/services or with the City of Miami's Purchasing Department or initiating
department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other
illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of
Ethics Laws. The City will investigate all potential situations where collusion may have occurred and the
City reserves the right to reject any and all bids/responses where collusion may have occurred.
1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subject to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect
the goods or equipment offered, including but not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
Page 62 of 107
Invitation for Bid (IFB) 80066
because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following:
employment practices, rate of pay or other compensation methods, and training selection.
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, 11272, as
amended, as applicable to this Formal Solicitation.
E. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
F. Uniform Commercial Code (Florida Statutes, Chapter 672).
G. Americans with Disabilities Act of 1990, as amended.
H. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
I. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
J. City Procurement Ordinance City Code Section 18, Article III.
K. Conflict of Interest, City Code Section 2-611;61.
L. Cone of Silence, City Code Section 18-74.
M. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
N. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a
condition precedent to the execution of service contracts including professional services.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility.
Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds
for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City
Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be
applicable only to Contracts for the provision of goods and services and public works or improvements for
amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs,
RFLI or IFBs (bids) between, among others:
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff
including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City
Commissioners, or their respective staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff regarding Minority/Women Business Enterprise
(M/WBE) and local vendor outreach programs; oral communications, provided the communication is
limited strictly to matters of process or procedure already contained in the formal solicitation document; the
provisions of the Cone of Silence do not apply to oral communications at duly noticed site
visits/inspections, pre -proposal or pre -bid conferences, oral presentations before selection/evaluation
committees, contract negotiations during any duly noticed public meeting, or public presentations made to
the Miami City Commission during a duly noticed public meeting; or communications in writing or by
email at any time with any City employee, official or member of the City Commission unless specifically
prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special
Conditions); or communications in connection with the collection of industry comments or the performance
of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City Clerk,
which shall be made available to any person upon request. The City shall respond in writing and file a copy
with the Office of the City Clerk, which shall be made available to any person upon request. Written
communications may be in the form of e-mail, with a copy to the Office of the City Clerk.
Page 63 of 107
Invitation for Bid (IFB) 80066
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or
bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent,
lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person
having personal knowledge of a violation of these provisions shall report such violation to the State
Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference
Section 18-74 of the City of Miami Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review City of
Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may
contact the City Clerk at 305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida
Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it
shall have no application when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify
that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami
is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal
Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in
writing to the City. Further, you must disclose the name of any City employee who owns, directly or
indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation
of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or
services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City
harmless from any and all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and
submission of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective
Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after
consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a
Contractual Party, for the causes listed below, from consideration for award of city Contracts. The
debarment shall be for a period of not fewer than three years. The City Manager shall also have the
authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable
cause for debarment, pending the debarment determination. The authority to debar and suspend contractors
shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer
after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or
subcontract.
(2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification
or destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in
a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
Page 64 of 107
Invitation for Bid (IFB) 80066
(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which a civil penalty or fine is due and owing to the city.
(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party performing city Contracts.
(c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a
certification that neither the Contractual Party nor any of its principal owners or personnel have been
convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall
render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall
be provided promptly to the Contractual Party, along with a notice of said parry's right to seek judicial
relief.
1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of
Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or
seiNices to a public entity, may not submit a response on a contract with a public entity for the construction
or repair of a public building or public work, may not submit response on leases of real property to a public
entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract
with any public entity, and may not transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which
shall include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish
required documents, and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify
the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays
excluded) to remedy the default. Failure on the contractor's part to correct the default within the required
three (3) days shall result in the Contract being terminated and upon the City notifying in writing the
contractor of its intentions and the effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the
time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to
the degree specified in the Contract. •
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or
making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the
successful Bidder/Proposer incapable of performing the work in accordance with and as required by the
Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time
limits stated, together with the cost of completing the work, shall be deducted from any monies due or
which may become due on this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it
is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is
one which follows the requirements of the formal solicitation, includes all documentation, is submitted in
the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as
required on each document. Failure to comply with these requirements may deem a Response
Page 65 of 107
Invitation for Bid (IFB) 80066
non -responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the
response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms
and Conditions. Price discounts off the original prices quoted in the response will be accepted from
successful Bidder(s)/Proposer(s) during the term of the contract. Such discounts shall remain in effect for
a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer
to Bidder/Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in
the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing
Department. Should it be found necessary, a written addendum will be incorporated in the Formal
Solicitation and will become part of the purchase agreement (contract documents). The City will not be
responsible for any oral instructions, clarifications, or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving
precedence to the following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency
or disaster situation, the successful vendor shall provide the City with the commodities/services defined
within the scope of this formal solicitation at the price contained within vendor's response. Further,
successful vendor shall deliver/perform for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this
City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response
and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs,
RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect
to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any,
made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or
changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal
Solicitation and then the Response shall control. This Contract may be modified only by a written
agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your
guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the
contract period. The City is not obligated to place an order for any given amount subsequent to the award
of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most
advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities
at the prices bid/proposed or at lower prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES,
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response ;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's/Proposer(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may
reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best
interest of the City.
B. Elimination From Consideration
Page 66 of 107
Invitation for Bid (IFB) 80066
1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or
contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and
conditions of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing
the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to
demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms
"equipment and organization" as used herein shaII be construed to mean a fully equipped and well
established entity in line with the best industry practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications
and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other
governmental entity in making the award.
3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if required by
the Formal Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any
exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered
non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if
exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating
negotiations.
1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices
quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery
costs and charges included in the bid/proposal price, unless otherwise specified in this Formal
Solicitation. Failure to do so may be cause for rejection of bid/proposal.
1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its
response will be firm throughout the duration of the contract unless otherwise specified in the Formal
Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or
contracts, which are to be performed or supplied over a period of time.
1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-105)
(a) The Commission approves implementation of the first -source hiring agreement policy and requires
as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants
and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring
agreements between the organization or individual receiving said contract and the authorized representative
unless such an agreement is found infeasible by the city manager and such finding approved by the City
Commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations shall have
the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida Employment
and Training Consortium, or its successor as local recipient of federal and state training and employment
funds.
Facilities means all publicly financed projects, including but without limitation, unified development
projects, municipal public works, and municipal improvements to the extent they are financed through
public money services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
Page 67 of 107
Invitation for Bid (IFB) 80066
Service contracts means contracts for the procurement of services by the city which include professional
services.
Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment.
(c) The authorized representative shall negotiate each first -source hiring agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city
training and employment programs, and other residents of the city.
1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24,
states that employers shall pay employee wages no less than the minimum wage for all hours worked in
Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and
comply with this Florida constitutional minimum wage requirement and pay its employees the current
established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using
the consumer price index for urban wage earners and clerical workers, CPI-W, or a successor index as
calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated shall
be determined and published by the Agency Workforce Innovation on September 30th of each year and
take effect on the following January 1st.
At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full
responsibility to determine whether any of its employees may be impacted by this Florida Law at any given
point in time during the term of the contract. If impacted, bidder/proposer must furnish employee name(s),
job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of
submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that
the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of
any contractual price increase request(s). The City reserves the right to request and successful
bidder/proposer must provide for any and all information to make a wage and contractual price increase(s)
determination.
1.40 CITY OF MIAMI LIVING WAGE ORDINANCE- The City of Miami adopted a living wage
ordinance for city service contracts awarded by the city containing a total contract value exceeding
$100,000 annually for the following services: food preparation and/or distribution; security services;
routine maintenance services such as custodial, cleaning, computers, refuse removal, repair, refinishing and
recycling; clerical or other non -supervisory office work, whether temporary or permanent; transportation
and parking services; printing and reproduction services; landscaping, lawn, and or agricultural services.
If this solicitation requires the aforementioned services, effective on April 1, 2007, contractors must pay
its' employees a living wage no less than $10.92 an hour with a health benefit plan and not less than $12.17
an hour without health benefits, which shall be adjusted annually by no later than April 1st following the
publication of the U.S Department of Health and Human Services Poverty Guidelines, as published from
time to time.
A service contractor is defined as any "for profit" individual, business entity, corporation, partnership,
limited liability company, joint venture, or similar business: (1) Paid in whole or part from one or more of
the city's general funds, capital project funds, special revenue funds, or any other funds either directly or
indirectly, whether by competitive bid process, informal bids, requests for proposals, some form of
solicitation, negotiation, or agreement, or any other decision to enter into a contract; and, (2) The service
contractor is engaged in the business of, or part of, a contract or a subcontract to provided covered services,
either directly or indirectly, for the benefit of the city. This does not aply to contracts related primarily to
the sale of products or goods.
The service contractor, prior to entering any such contract, must certify to the city that it will pay each of
its covered employees no Iess than the living wage. A copy of this certificate must be made available to the
public upon request. The certificate, at a minimum, must include the following:
(1) The name, address, and phone number of the employer, a contact person, and the specific project for
which the service contract is sought;
(2) The amount of the service contract and the city department the contract will serve.
(3) A brief description of the project or service provided;
(4) A statement of the wage levels for all covered employees; and
Page 68 of 107
Invitation for Bid (IFB) 80066
(5) A commitment to pay all covered employees the living wage.
A copy of the living wage rate shall be kept posted by the service contractor at the site of the work in a
prominent place where it can easily be seen and read by the covered employees and shall be supplied to
such employees within a reasonable time after a request to do so. Additionally, service contractors shall
furnish a copy of the requirements of the City of Miami Living Wage Ordinance to any entity submitting a
bid for a subcontract on any service contract subject to this article. Posting requirements will not be
required where the service contractor prints the following statements on the front of the covered employee's
first paycheck and every six months thereafter. "You are required by the City of Miami Living Wage
Ordinance to be paid a Living Wage. If you do not believe you being paid at the Living Wage rate, contact
your employer, an attorney, or the City of Miami." All notices will be printed in English, Spanish and
Creole.
Service Contractors and their subcontractors agree to produce all documents and records relating to payroll
and compliance this Ordinance. Each service contractor shall maintain payroll records for all covered
employees and basic records relating thereto and shall preserve them for a period of three (3) years from
the date of termination or expiration of the service contract. The records shall contain:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
The name and address of each covered employee;
The job title and classification;
The number of hours worked each day;
The gross wages earned and deductions made;
Annual wages paid;
A copy of the social security returns and evidence of payment thereof;
A record of fringe benefit payments including contributions to approved plans; and
Any other data of information the city require from time to time.
Every six months, the service contractor shall file with the city's procurement director a listing of all
covered employees together with a certification of compliance with this article. Upon request from the
city, the service contractor shall produce for inspection and copying its payroll records for any or all of its
covered employees for any period covered by the service contract. The city may examine payroll records as
needed to ensure compliance.
Failure to comply with the City of Miami Living Wage Ordinance may result in legal action by the
covered employee or former covered employee as allowed by Florida Law, court impose sanctions, city
impose sanctions, such as pay wage restitution, impose monetary damages, suspension or termination of
payment, termination of contract, and debarment.
Please review City of Miami Code Section 18-556 through Section 18-559 for a complete and thorough
description of the City of Miami Living Wage.
1.41. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by
the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this
Contract shall take place in Miami -Dade County, Florida.
1.42. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been
inserted for convenient reference only and shall not in any manner be construed as modifying, amending or
affecting in any way the expressed terms and provisions hereof.
1.43. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any
person or entity that performs or assists the City of Miami with a function or activity involving the use or
disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI)
shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City
of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards,
which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to
Page 69 of 107
Invitation for Bid (IFB) 80066
the Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments
requested by the customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PHI available to the City of Miami for
compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records,
and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its
privacy information practices including specifically, a description of the types of uses and disclosures that
would be made with protected health information.
1.44. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all
the City's agents, officers and employees from and against all charges or claims resulting from any bodily
injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting
investigation.
1.45. INFORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all
information requested in the spaces provided in the Formal Solicitation. Further, as may be specified
elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical
specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered.
Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this
provision.
1.46. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods
and/or services required to be provided by the Contractor under this Contract conform to the terms and
conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities
and assistance to facilitate the performance of tests or inspections by City representatives, All tests and
inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance
No. 12271 (Section 18-79), as same may be amended or supplemented from time to time.
1.47. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation
will not be made available until such time as the City provides notice of a decision or intended decision or
within 10 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be
furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation.
Tabulations also are available on the City's Web Site following recommendation for award.
1.48. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor,
shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of
coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled
"Insurance Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the
insurance certificate is received within the specified time frame but not in the manner prescribed in this
Solicitation the Contractor shall be verballynotified of such deficiency and shall have an additional five (5)
calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required
insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after
receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall
not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from
submitting future responses to the City. Information regarding any insurance requirements shall be directed
to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami,
Florida 33130, 305-416-1604.
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in
conjunction with this Section remain in effect for the duration of the contractual period; including any and
all option terms that may be granted to the Bidder/Proposer.
Page 70 of 107
Invitation for Bid (IFB) 80066
1.49. INVOICES - Invoices shall contain purchase order number and details of goods and/or services
delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida
Statutes (Prompt Payment Act).
1.50. LOCAL PREFERENCE - City Code Section 18-85, states that the City Commission may offer to a
responsible and responsive bidder/proposer, who maintains a Local Office, the opportunity of accepting a
bid at the low bid amount, if the original bid amount submitted by the local vendor is not more than ten
percent (10%) in excess of the lowest other responsible and responsive bidder/proposer.
1.51. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from
bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal.
Failure to provide such certification may result in the rejection of bid/proposal or termination of
contract/agreement, for which the bidder/proposer must bear full liability.
1.52. MINORITY/WOMEN PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, titled
the Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets
forth "...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures
for all goods and services to Black, Hispanic and Women minority business enterprises on an equal basis."
A minority business enterprise is defined as a business firm "...in which at least 51 percent of said
enterprise is owned by Blacks, Hispanics, or Women and whose management and daily business operations
are controlled by one or more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders/proposers doing business with the
City are encouraged to include the participation of minority firms in their response. In evaluating
bids/proposals for determination of awards, minority participation may be a factor. Failure to adequately
involve minority firms may be a basis for rejecting any and all responses.
Possible ways to include minority participation would involve:
A. Joint venture with a minority firm(s)
B. Utilizing minority firm(s) as subcontractor(s).
C. Utilizing minority firm(s) to supply goods and/or services.
D. Successful implementation of well defined affirmative action program.
E. Other forms of minority participation, if properly documented.
Successful bidder(s)/proposer(s) shall be required to establish an Affirmative Action Plan, if not, an
Affirmative Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date
of implementation must be indicated on the policy.
A "Minority Status Information Sheet" is provided to assist bidders/proposers in presenting information
concerning minority participation.
Minority and women -owned business firms are encouraged, but not required, to register with the City prior
to submitting a response. The Purchasing Department, Minority/Women Business Affairs Office, will
provide the necessary forms and instructions upon request. All bidders/proposers are urged to submit
responses for any goods or services that they are able to supply, regardless of minority classification.
However, compliance with all requests for information regarding Minority/Women Status or Participation
is required. Bidder's/Proposer's cooperation is greatly needed to aid the City in achieving its goal.
Bidders/Proposers may contact this Office at (305) 416-1913 for information.
1.53. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No
contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if
applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City
of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the
contract, purchase order or award sheet as appropriate.
1.54. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed
or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create
any other similar relationship between the parties.
1.55. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance
with specifications under the direction of the Florida Department of Agriculture and Consumer Services or
Page 71 of 107
Invitation for Bid (IFB) 80066
by other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with
Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and
returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in
the response and/or Purchase Order may result in bidder/proposer being found in default in which event
any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these
stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list.
1.56. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex,
color, age, religion, national origin, marital status, or disability in connection with its performance under
this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall
solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be
excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any
program or activity.
In connection with the conduct of its business, including performance of services and employment of
personnel, Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion,
disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be
afforded equal opportunity for employment.
1.57. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its
best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts
for these herein goods and/or services, and to make use of other competitively bid (govemmental)
contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be
available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of
the successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction
with this Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with
construction projects are solicited under a distinctly different solicitation process and shall not be purchased
under the terms, conditions and awards rendered under this solicitation, unless such purchases are
determined to be in the best interest of the City.
1.58. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business
location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the
City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of
Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational
License Tax requirements. A copy of the license must be submitted with the response; however, the City
may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City
during the evaluation period, but prior to award.
1.59. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or
joint venture will be considered in response to this Formal Solicitation. When submitting an alternate
response, please refer to the herein condition for "AIternate Responses May Be Considered".
1.60. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents,
records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer
pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by
the Bidder/Proposer for any other purposes whatsoever without the written consent of the City.
1.61. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person
or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of
such provision to persons or circumstances other than those as to which it is held invalid shall not be
affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent
permitted by law.
1.62 PERFORMANCE/PAYMENT BOND -A Contractor may be required to furnish a
Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred
percent (100%) of the contract price.
1.63. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to
Page 72 of 107
Invitation for Bid (IFB) 80066
examine the specifications, required delivery, drawings, and all special and general conditions. All
bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink.
Failure to do so will be at the Bidder's/Proposer's risk.
A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The
Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address,
and telephone number on the face page and on each continuation sheet thereof on which he/she makes an
entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include
packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise
specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's
compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If
applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated
quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case
of a discrepancy between the unit price and extended price, the unit price will be presumed correct.
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods
and/or services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in
ink with the firm's name and by an officer or employee having authority to bind the company or firm by
his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person
signing the response or the response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the
Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS,
UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE
RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE.
1.64. PRICE ADJUSTMENTS — 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 City of
Miami.
1.65. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's
product becomes unavailable during the term of the Contract, the Contractor awarded that item may
arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or
lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds
all quality requirements.
1.66. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the City that it has not employed or retained any person or company
employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to
pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in
connection with, the award of this Contract.
1.67. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for
the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is
understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final
acceptance by the City, whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment
Page 73 of 107
Invitation for Bid (IFB) 80066
is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful
bidders/proposers during the term of the contract.
1.68. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such
property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City
of Miami. Damages to such property occurring while in the possession of the Contractor shall be the
responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami
shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total
loss, the Contractor shall be responsible for replacement value of the property at the current market value,
less depreciation of the property, if any.
1.69. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all
covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the
benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns.
1.70. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response on a contract to provide any
goods or services to a public entity, may not submit a response on a contract with a public entity for the
construction or repair of a public building or public work, may not submit responses on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
1.71. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable
times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter
119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the
City and the public to all documents subject to disclosure under applicable law. Contractor's failure or
refusal to comply with the provision of this section shall result in the immediate cancellation of this
Contract by the City.
1.72. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All
materials used in the manufacturing or construction of supplies, materials, or equipment covered by this
solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality,
and of the highest grade of workmanship, unless as otherwise specified in this Solicitation.
1.73. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality
and workmanship. Materials furnished to complete the service shall be new and of the highest quality
except as otherwise specified in this Solicitation.
1.74. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a
formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be
cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be
applicable, or revised to comply with the law.
1.75. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city
attorney, shall have the authority to resolve controversies between the Contractual Party and the city which
arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater
than $25,000, the City Commission must approve the City Manager's decision. Such authority extends,
without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of
complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City
Manager.
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall
promptly render a written report stating the reasons for the action taken by the City Commission or the City
Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the
protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting
Page 74 of 107
Invitation for Bid (IFB) 80066
party shall not be entitled to such judicial relief without first having followed the procedure set forth in this
section.
1.76. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and
awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does
not exceed $25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures bf Purchasing.
1.Protest of Solicitation.
i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications
or Request for Letters of Interest is published in a newspaper of general circulation. A notice of intent to
file a protest is considered filed when received by the Chief Procurement Officer; or
ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the
Chief Procurement Officer within three days after the solicitation is published in a newspaper of general
circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement
Officer.
2. Protest of Award.
i. Any actual proposer who perceives itself aggrieved in connection with the recommended award of
Contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be
filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the
City Manager's recommendation for award of Contract. The receipt by proposer of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's
determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer.
iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer
within five (5) days after the date the notice of protest was filed. A written protest is considered filed when
received by the Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for
assigning points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the
solicitation or the award is based, and shall include all pertinent documents and evidence and shall be
accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis for review
of the written protest and no facts, grounds, documentation or evidence not contained in the protester's
submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the
consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed
or allowed by this section, the day of the act, event or default from which the designated period of time
begins to run shall not be included. The last day of the period so computed shall be included unless it is a
Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is
neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be
excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the
approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief
Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting
party and shall submit said decision to the City Commission within 30 days after he/she receives the
Page 75 of 107
Invitation for Bid (IFB) 80066
protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be
submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by
the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a
protest or the written protest, together with the required Filing Fee as provided in subsection (f), with the
Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of
such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek
judicial relief without first having followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the
requirements of this section, the city shall not proceed further with the solicitation or with the award of the
Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided
in subsection (b) above, unless the City Manager makes a written determination that the solicitation process
or the Contract award must be continued without delay in order to avoid an immediate and serious danger
to the public health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or
cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed
Contract, or $5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which
may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by
the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded
to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee
shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by
subsection (e) above.
1.77. SAMPLES - Samples of items, when required, must be submitted within the time specified at no
expense to the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples,
at their expense, within 30 days after notification. Failure to remove the samples will result in the samples
becoming the property of the City.
1.78. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell,
assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or
assign any portion of the performance required by this contract, except under and by virtue of written
permission granted by the City through the proper officials, which may be withheld or conditioned, in the
City's sole discretion.
1.79. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty,
service and replacements that will be provided. Bidders/Proposer must explain on the Response to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your response.
1.80. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any
supplemental specification as to any detail or the omission from it of detailed description concerning any
point shall be regarded as meaning that only the best commercial practices are to prevail and that only
materials of first quality and correct type, size and design are to be used. All workmanship and services is
to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply
with this request will result in disqualification of bid/proposal.
1.81. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via
the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500
Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as
designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend
the solicitation closing; however, no award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope,
box or package must show the hour and date specified for receipt of responses, the solicitation number and
Page 76 of 107
Invitation for Bid (IFB) 80066
title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the
requisite Response Forms may be rejected. Hardcopy responses received at any other location than the
specified shall be deemed non -responsive.
Directions to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US 1. US 1 SOUTH TO 27TH AVE.,
TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1
BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN
AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN
AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and
strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by
the United States mail delivery or caused by any other occurrence. Responses received after the
solicitation closing date and time will be returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these
conditions are subject to rejection.
G. Modification of responses already submitted will be considered only if received at the City before the
time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle
System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider
any subsequent submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, each response must be
placed in a separate envelope, box, or package and each envelope, box or package must contain the
information previously stated in 1.82.A.
1.82. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal
Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers
should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for
the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08,
Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer.
1.83. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate
this contract by written notice to the contractor effective the date specified in the notice should any of the
following apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is
contingent upon the availability of appropriate funds.
1.84 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded
to a Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of
damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of
Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection
and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable
law.
1.85. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this
Page 77 of 107
Invitation for Bid (IFB) 80066
solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if
delivery is not made within the time(s) specified on their Response. Deliveries are to be made during
regular City business hours unless otherwise specified in the Special Conditions.
1.86. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted
the goods/equipment or used the goods, whichever comes first.
1.87.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses
submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An
exception may be made for "trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for
exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE
SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the
outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any
person. By your designation of material in your Response as a "trade secret" you agree to indemnify and
hold harmless the City for any award to a plaintiff for damages, costs or attomey's fees and for costs and
attomey's fees incurred by the City by reason of any legal action challenging your claim.
1.88. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified
Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a
change order or purchase order is issued and received by the Contractor. The qualified
Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the
contract or any work performed by an employee not otherwise previously authorized.
1.89. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other
publicity purposes. No advertising, sales promotion or other publicity materials containing information
obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express
written permission of the City Manager or the City Commission.
1.90. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers
must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If
variations are not stated on their Response, it will be assumed that the product fully complies with the
City's specifications.
Page 78 of 107
Invitation for Bid (IFB) 80066
2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for the lease/rental of multifunctional copiers with
network printing and scanning, as specified herein, from a source(s) of supply that will give prompt and
efficient service fully compliant with the terms, conditions and stipulations of the solicitation.
2.2. SUBMISSION OF BID RESPONSES
Due to the large number of line items contained in this Invitation for Bid, the City will only accept
responses submitted electronically via the Oracle System. Responses submitted in hardcopy format will be
deemed non -responsive.
For instructions on how to submit your bid electronically via the Oracle System, please access
the ISupplier/Sourcing User Guide at the following link:
http://www.miamigov.com/Procurement/docs/iSupplier-Sourcing%20Guide.pdf
2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Lourdes Rodriguez; fax: (305) 400-5033 or
email: lorodriguez®ci.miami.fl.us. The solicitation title and number shall be referenced on all
correspondence. All questions must be received no later than Thursday, June 19, 2008 at 3 p.m. All
responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. NO
QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE.
2.4. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for three (3)
years with the option to extend for one (1) additional one (1) year periods, subject to the availability of
funds for succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.5. WRITTEN AGREEMENT
The City shall order equipment and enter into individual lease/rental agreements for copiers by issuance of
Purchase Orders referencing this bid. The terms and conditions contained herein, the bid submitted by the
bidder (and accepted by the City), and the City's purchase order will constitute the entire agreement; the
manufacturer's, distributor's, local dealer's and/or leasing agencies' lease/rental agreement will not be used.
Furthermore, this contract cannot be sold or otherwise transferred to another individual, company or entity
without the expressed written consent of the proper authorities of the City of Miami, Florida.
2.6. FINANCE - LEASE/RENTAL
It is not the intention of the City to purchase or acquire the copier equipment furnished under this bid at the
end of the three (3) year contract. In light of the foregoing, the contractor should incorporate term lease or
rental rates that would provide the most cost effective pricing. All lease or rental arrangements will be the
responsibility of the Contractor and any interest costs incurred, including any required insurance premiums,
taxes or other expenses must be factored into the monthly lease/rental rate for each copier. The City will
not enter into a separate agreement with a leasing company, but will provide monthly payments to any one
source (company) as authorized by the Contractor.
Page 79 of 107
Invitation for Bid (IFB) 80066
2.7. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
(1) Continued satisfactory performance compliance with the specifications, terms and conditions
established herein.
(2) Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the above
conditions, or for whatever cause, advance written notice and explanation must be submitted to the Chief
Procurement Officer, no later than ninety (90) days prior to the annual expiration date. Such notification is
subject to the acceptance of the City, or the Contractor may be found to be in default.
2.8. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in
any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or
his assignee of such occurrence, shall have the unqualified right to terminate the contract without any
penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any
project(s) will be awarded to any firm(s).
2.9. QUANTITIES
Quantities are estimated based on anticipated need for the first year of the contract. Actual orders may be
for more or less and may increase throughout the term of the contract but will not decrease more than 10%
excluding: (1) Equipment not meeting uptime requirements (2) Equipment returned due to lack of funding
(3) Cancellation of contract due to breach of specifications. The City of Miami will make every effort to
relocate equipment when possible within the City to accommodate increases and decreases in volumes.
However, in the instance where equipment is no longer required and cannot be relocated, the lease/rental
will be cancelled.
Prices established herein shall be used as the basis for orders of additional equipment (including several
temporary copiers) as may be required by the city throughout the contract term. However, for permanent
equipment installed after the first twelve (12) months from the beginning of the contract period the City
will agree to the following surcharge, for late installations of brand new copiers as follows:
1-12 months - no surcharge
13-24 months - 1 month base cost for copier type (See Line Items 1, 36, 68, 97, 132, 164)
25-48 months - 2 months base cost for copier type (See Line Items 1, 36, 68, 97, 132, 164)
2.10. PRICING
a) EQUIPMENT
Pricing established herein shall prevail for the term of the contract. Lease/rental rates for individual copiers
shall be firm for the term of the agreement including copy allowance, additional per copy charges, and/or
accessories supplied. Any voltage stabilizing (surge protector) and/or other device, which is required by the
bidder, manufacturer, etc., must be included in the basic lease/rental rates for each individual copier.
The City wishes to take advantage of any applicable incentive pricing as may be available. "Incentive"
pricing may be defined as any introductory, flex or similarly variable price schedule that is structured to
promote overall economy. However, for this bid, bidders must average such pricing to produce a single
firm monthly rate for each copier category (ie., A, B, C, D, E & F) for the lease/rental agreement term.
Benchmark performance level pricing for each category of copier will be used for the purposes of
evaluation only.
b) SUPPLIES
Prices for all supplies (or parts) needed for the daily operation of each copier in all categories, (i.e., black
Page 80 of 107
Invitation for Bid (IFB) 80066
toner, dry ink, developer, dispersant, fuser oil, photoreceptors, drums, belts' reclaim bottles, etc.) whether
consumables or otherwise, with the exception of paper and staples, must be included in monthly
lease/rental rate and also factored into the additional cost per copy charge. Pricing must remain the same
even if the number of copies produced on any copier falls below or exceeds the monthly volume range for
each copier category. It will be the bidders responsibility to deliver all necessary supplies to each location
free of charge, and insure that an adequate quantity of all necessary supplies are kept at the copier work site
at all times.
SUPPORTING COST DATA AND/OR PUBLISHED PRICE LISTS AND TECHNICAL DATA
SHEETS SHALL BE SUBMITTED WITH THE BID FOR BOTH SUPPLIES AND EQUIPMENT,
AND SHALL BE SUBMITTED UPON REQUEST OR UPON SUBSEQUENT MANUFACTURER
UPDATES, THEREAFTER.
2.11. METHOD OF AWARD
Award of this contract will be made to the lowest responsive, responsible bidder whose bid will be most
advantageous to the City of Miami.
Determining responsiveness and responsibility will be based on the terms and conditions and the following
criteria:
a) Lowest benchmark/performance costs (monthly rate; reversing automatic document feeder; finisher;
scanning; network print controller; installation charge; removal charge; total cost for copies over
allowance).
b) Maintenance/Parts Facilities location, quantity of factory certified technicians per machine, response
time, etc.
c) Reliability and past performance record of proposed equipment and supplies.
d) Performance record on copier contracts similar in size and complexity to the City of Miami.
e) Copy quality.
IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SIX (6) COPIER
CATEGORIES TO ONE (1) CONTRACTOR THEREFORE, WE ARE REQUIRING ALL
BIDDERS TO BID EACH CATEGORY THAT MEETS OR EXCEED ALL REQUIRED
SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL RENDER THEIR
BID NON -RESPONSIVE.
2.12. BIDDERS MINIMUM QUALIFICATIONS
a) Bids will be considered only from firms that are regularly engaged in the business of providing the
goods and/or services as described in this bid having a minimum of three (3) years experience in providing
this type of goods and/or services or providing such goods and/or services within the past two (2) years to
other entities for the brand name to be bid, which must have been in your regular inventory stock for the
past one year at a minimum unless it is the same major brand unit under a different label. Major contracts
including names, addresses and telephone numbers must be provided on the Contractor Background
Information Sheet by company bidding NOT the manufacturer unless the manufacturer is submitting the
bid directly.
b) Bids will be considered only from firms that have sufficient financial support, equipment, organization
and technical personnel to insure that they can satisfactorily execute the services if awarded a Contract
under the terms and conditions herein stated. The terms "equipment and organization" as used herein shall
be construed to mean a fully equipped and well established industry as determined by the proper authorities
of the City of Miami, Florida.
c) Must have a minimum of three (3) factory trained and certified service technicians for the brands
submitted for bid, assigned to the City of Miami's account with at least three (3) years experience in copier
repair throughout the duration of the contract.
d) An inspection of bidder's facility and/or equipment will be made prior to award.
e) Bidders are further required to be one of the following:
Page 81 of 107
Invitation for Bid (IFB) 80066
1. A manufacturer or manufacturer's branch of office.
2. A manufacturer's distributor (certified in writing by an authorized agent of the manufacturer).
3. A manufacturer's or distributor's authorized dealer/ representative (certified in writing by an authorized
agent of the manufacturer).
f) Bidder must maintain a maintenance/repair facility within Miami -Dade or Broward County
throughout the term of the contract.
2.13. EQUIPMENT
a) Bidders may offer any manufacturer's product for which they are an authorized representative that
meets or exceeds the specifications.
b) Bidders having more than one model which meets or exceeds specifications for one item, may offer
that product as an alternate.
c) The City reserves the right to inspect any item of equipment bid, to observe performance and
reliability under normal working conditions, prior to award. Machines with less than six (6) months
reliability performance will be considered on a six (6) month trial basis if accepted by the City. Any and all
supplies for such equipment will be returned at no additional charge.
d) All copiers shall be new, of current manufacture at time of installation, no matter how recently the
present equipment being replaced had been installed. The terms; demonstrator, newly remanufactured,
reconditioned, rebuilt, restored or second hand, etc., are defined as used machines.
e) Bidders shall provide references to allow the City to ascertain the reliability of the bid equipment
and service on the designated Bid Form.
f) Copiers awarded under this contract, that are subsequently updated as re -designed by the
manufacturers, and may have additional charges related to that update, are subject to the City's approval
and acceptance. The City requests advance notice of any change of this kind.
g) Options - All copier equipment options requested in this bid must be designed and/or approved by
the manufacturer of the equipment and must be covered under the maintenance service agreement.
h) Required Options - Are defined as additional features that the bidder must be able to provide, (as an
option at an additional specified cost) to meet specifications for each Copier Type A, B, C, D, E & F.
i) Other Options - Are defined as additional desired features, but are not a requirement to meet the bid
specifications.
2.14. PRODUCTS AND INFORMATION
Bidders shall indicate on the Bid Form, the manufacturer's name and model (or product) number for each
item bid, and shall submit in duplicate complete descriptive literature, including specifications,
illustrations, and technical data, for each. Wiring diagrams for copier control systems shall be clearly
marked and separated for each item bid.
BIDDERS SHALL PROVIDE ALL INFORMATION REQUESTED ON THE BID FORM OR
ELSEWHERE IN THIS DOCUMENT, FAILURE TO DO SO WILL BE CAUSE FOR
REJECTION OF BIDS.
The City shall be the sole judge in the determination of equals.
2.15. DELIVERY
Time: Bidders shall indicate on the Bid Form, the number of calendar days required to complete delivery
upon receipt of Purchase Order, and to complete installation/training after delivery. Maximum time allowed
is twenty (20) days after receipt of order of delivery, and five (5) days after delivery for installation and
Page 82 of 107
Invitation for Bid (IFB) 80066
training.
Stated times may be extended for a specified period when the cause of delay is beyond the control of the
contractor, and provided that notice of impending delay is given to the City, immediately upon knowledge.
NOTE: THE CITY WISHES TO HAVE ALL INITIAL EQUIPMENT ORDERS INSTALLED
BEGINNING OCTOBER 1, 2008. (Quantities as indicated by Graphic Reproductions Division and on
the Purchase Order).
2.16. DEMONSTRATIONS
Bidders may be called upon to demonstrate the equipment offered. Such demonstration and inspection
shall be by arrangement with the Graphic Reproductions Superintendent within seven (7) calendar days
after being notified by the City.
2.17. ACCEPTANCE
Items delivered not conforming to specifications shall be rejected and returned immediately at the
contractor's expense. For all copier equipment procured under this contract, the date of acceptance shall be
the commencement date of all charges associated with the individual copier as outlined in the Purchase
Order. However, no individual copier contract shall be extended beyond the overall contract expiration
date.
2.18. CONVERSION OF LEASE AGREEMENTS
In the unlikely event that equipment procured by lease under this contract may be converted to purchase by
the City, with purchase equity/credit accumulated from the date of original acceptance, bidders shall
indicate credit allowed toward eventual purchase on the Bid Form. (See Line Items 20 - 28; 53 - 60; 83 -
89; 116 - 124; 149 - 156; and 180 - 187).
2.19. REPLACEMENT
If any copier acquired by a lease/rental agreement under this contract performs below the performance
level of 90% uptime, during three (3) twenty (20) working day periods within six months, the contractor
will replace the device with an equivalent device for the remaining term of the contract at no additional cost
to the city.
2.20. FAILURE TO PERFORM
Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken
within 48 hours of any failure to perform according to specifications, the City reserves the right to declare
Contractor in default of the contract or make appropriate reductions in the contract payment.
2.21. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and
all claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the
provisions of the contract, including all acts or omissions to act on the part of bidder, including any person
performing under this Contract for or on bidder's behalf, provided that any such claims, liabilities, losses
and causes of such action are not attributable to the negligence or misconduct of the City and, from and
against any orders, judgments or decrees which may be entered and which may result from this Contract,
unless attributable to the negligence or misconduct of the City, and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof.
Page 83 of 107
Invitation for Bid (IFB) 80066
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor,
Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below:
(1)
Worker's Compensation
A. Limits of Liability - Statutory - State of Florida
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000
General Aggregate Limit: $2,000,000
Personal and Adv. Injury. Products and Completed Operations and Fire Damage: $1,000,000.
B. Endorsements Required:
City of Miami included as an Additional insured. Employees included as insured. Contractual
Liability.
BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Any Auto, including hired,
borrowed or owned, or non -owned autos used in connection with the work - $1,000,000
B. Endorsements Required:
City of Miami included as an Additional Insured
BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the bidder.
All insurance policies required above shall be issued by companies authorized to do business under the
laws of the State of Florida, with the following qualifications:
The Company must be rated no less than "A" as to management, and no less than "Class V" as to financial
strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New
Jersey, or its equivalent. All policies and/or certificates of insurance are subject to review and verification
by Risk Management prior to insurance approval.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation
under this section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
calendar days in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover
the contractual period, the City shall:
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the Invitation To Bid.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement
damages from the Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in force for the duration of the contractual period; including any and all option terms that
may be granted to the Bidder.
(3)
2.22. INVOICES AND PAYMENT
It is the City's intention to consolidate billing whenever feasible. Payment shall be made monthly for items
delivered/services performed the previous month, upon submission of properly certified invoices.
Page 84 of 107
Invitation for Bid (IFB) 80066
Invoices for equipment shall be submitted and shall be sufficiently detailed and itemized so as to identify
charges by location(s), equipment ID(s) and it's accessorie(s). Invoices will be submitted monthly for base
equipment and quarterly for overage copies.
NOTE: Consolidations of Copier Allowances shall be required when invoicing for multiple equipment of
the same type. (E.g., invoices for 10 machines each with an allowance of 4,000 copies per month shall
show total copies run (for all machines) less 40,000 copies allowed.) Overages shall be calculated and
billed accordingly.
2.23. PREVENTIVE MAINTENANCE AND REPAIR SERVICES
All such services shall be included into the Bid Form (Lease/Rental Rate) and the additional cost per copy
charge, with terms and conditions as detailed in the specifications. The City places a strong emphasis on the
ability of the Contractor to provide an above average ratio of factory trained technical support personnel for
the Preventative Maintenance and repair services of all copier equipment and accessories provided under
this contract. In addition, the City will require a repair response time of four (4) hours or less, from the time
that the original call for service is placed.
2.24. TECHNICAL DOCUMENTATION
The bidder should furnish with their bid, descriptive literature, technical documentation, for items listed on
the IFB. However, the city reserves the right to allow the bidder to submit the documentation to the City
of Mami 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 allow an evaluation
of the product.
2.25. PRE -BID CONFERENCE
A Mandatory pre -bid conference will be held on Monday, June 16, 2008 at 9:30 a.m., at Miami Riverside
Center Building, 444 S.W. 2 Avenue, Miami, Florida, 33130, 6th Floor South Conference Room. Bidder's
failure to attend shall deem any bid from the same as non -responsive. At that conference all work will be
discussed and all questions answered. No questions will be answered except at the pre -bid conference.
Bidders who arrive more than one-half (1/2) hour late at the initial Conference at Monday, June 16, 2008
at 9:30 a.m., shall not be deemed as having met this mandatory requirement.
2.26. PAYMENT OF PROPERTY TAXES
Contractor shall be responsible for the payment of property taxes for equipment under contract.
2.27. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Milton Mizell, Superintendent -Graphics
Division, who shall be designated as the Contract Administrator.
2.28. TIE BIDS
Whenever two or more Bids which are equal with respect to price, quality and service are received by the
City for the procurement of commodities or contractual services, a Bid received from a business that
certifies that is has implemented a drug -free workplace program shall be given preference in the award
process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a
drug -free workplace program. In order to have a drug -free workplace program, a business shall:
(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the action that
Page 85 of 107
Invitation for Bid (IFB) 80066
will be taken against employees for violations of such prohibition.
(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance
programs, and the penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a
copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation
occurring in the workplace no later than five (5) days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee who is so
convicted.
(6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this
section.
2.29. DAMAGES TO PUBLIC/PRIVATE PROPERTY
The contractor shall carry out the work with such care and methods as not to result in damage to public or
private property adjacent to the work. Should any public or private property be damaged or destroyed, the
contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to the City
and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to
exceed one month from date damage was done).
2.30. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS
The Bidder hereby acknowledges and agrees that all materials/products, except where recycled content is
specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their
merchantability, and fit for a particular purpose. In the event any of the materials/products supplied to the
City by the Bidder are found to be defective or do not conform to specifications, the City reserves the right
to cancel the order and return such materials/products to the Bidder to replace the materials/products at the
Bidder's expense.
2.31. REFERENCES
Each bid must be accompanied by a list of references, which shall include the name of the company, dates
of contract, description of goods supplied, a contact person and the telephone number. NO BID WILL BE
CONSIDERED WITHOUT THIS LIST.
Please Note:
List references who may be contacted to ascertain information on past and/or present contracts, work, that
Bidder has performed of a type similar to that required by specifications of the City's Bid with whom you
have done business with in the past three (3) years.
2.32. SERVICE AND PARTS FACILITY
The contractor shall maintain and/or operate a service/repair facility within Miami -Dade or Broward
Counties and shall provide reasonably prompt service and/or repairs. Service and repair required due to
ordinary wear, mechanical malfunction or manufacturer defect shall be the complete responsibility of the
contractor.
2.33. TERMINATION
Page 86 of 107
Invitation for Bid (IFB) 80066
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days
after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon
written notice without penalty to the City of Miami. In such event the Contractor shall be liable for
damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is
determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is
without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a
termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when
it is in the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or
software, and so terminated for the convenience by the City of Miami the Contractor will be compensated
in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so
terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions
of the Contract for those services rendered prior to termination.
2.34. ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included with the bid response shall be evaluated or considered, and
any and all such additional terms and conditions shall have no force or effect and are inapplicable to this
bid. If submitted either purposely, through intent or design, or inadvertently, appearing separately in
transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the
General and Special Conditions in this bid solicitation are the only conditions applicable to this bid and that
the bidder's authorized signature affixed to the bidder's acknowledgment form attests to this.
2.35. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s) agree upon award of this contract that the City of Miami shall be its primary client
and shall be serviced first during a schedule conflict arising between this contract and any other contract
successful bidder(s) may have with any other cities and/or counties to perform similar services as a result of
any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency
impacting various areas during or approximately the same time.
Page 87 of 107
Invitation for Bid (IFB) 80066
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
To provide the City of Miami with multifunctional copier equipment and accessories including: scanning;
printing; a built-in copy allowance; the cost of all supplies (except paper and staples) delivered to each
worksite; and a maintenance and service agreement (parts and labor) at a fixed monthly rate and cost per
copy charge above the allowance.
PART I: MULTIFUNCTIONAL COPIER EQUIPMENT
A. GENERAL REQUIREMENTS FOR ALL MULTIFUNCTIONAL COPIERS
1. Model
Units furnished to the City shall be the latest model, or latest revision of that model, and shall be
equipped with all the latest standard equipment, including any items or features specified.
2. Quality
The equipment shall be designed and constructed for use in the service intended with a minimum
of maintenance.
3. Experience
The equipment shall be proven in service. Experimental or untried equipment will not be
considered, except at the option of the City.
4. Regulations
The equipment shall be in accordance with all applicable federal, state, and City laws,
ordinances, regulations, as applicable. All chemical components used in the multifunctional copier
equipment must be safe to handle and include Material Safety Data Sheets. Any chemical waste that may
be generated through the use of this equipment, that can not be disposed of at the local Waste Facility, will
become the responsibility of the contractor.
5. Capacity
Equipment shall perform its required functions without excessive stress and strain.
6. Electrical
All equipment on electrical current shall conform to the standards of Underwriters Laboratories,
Inc. The label or listing of Underwriters Laboratories will be accepted as evidence of conformance with this
requirement. In lieu of the label or listing, the bidder may submit independent proof satisfactory to the City
Chief Procurement Officer that their assembled unit conforms to the published standards, including
methods of tests of Underwriters Laboratories, Inc.
Voltage fluctuations will not exceed 10%. City will supply a dedicated line, if published
specifications indicate it is required.
Contractor shall furnish a converter to match the City's receptacle, if required.
7. External Power Filter/Surge Protector
Vendor must provide an external Power Filter/Surge Protection device that provides EMI/RFI noise
filtration and protection against low voltage and high voltage spikes and transients must be available as an
accessory. This is in addition to any internal surge protection. Power Filter unit must also provide
protection for network/RJ 45 cables and must be ETL verified to Cat5e standard or higher. Power filter unit
must also provide FCC certified fax/modem protection. The unit must not provide power if the wall outlet
is not properly grounded.
8. Safety Requirements
Contractor shall guarantee that the items furnished comply with all State of Florida and Federal
OSHA Safety Requirements in effect at the time of installation, and shall defend and hold the City harmless
from all claims, fines, levies, and judgments, if the City properly used the equipment without modification.
9. Conformance
Unless otherwise stated by the bidder, the bid will be considered as being in strict conformance
Page 88 of 107
Invitation for Bid (IFB) 80066
with the specifications outlined herein even where the manufacturer's literature indicates deviations from
the City's specifications. Failure of the equipment to perform adequately will be at the bidder's risk if an
inferior product is accepted under these conditions. ANY ACTUAL VARIATIONS TO
SPECIFICATIONS SHALL BE STATED BY THE BIDDER.
10. Operational Environment
Machine shall be quiet in operations; machine shall not give offensive odors or hazardous fumes;
machine shall work in present air conditioned and non -air conditioned offices during all seasons without
special ventilation; machine shall not build up ozone levels in a confined, unventilated room above the
level set by the American Conference of Governmental Hygienists.
11. Operations
Machine shall be simple to operate, not requiring a rigorously trained operator. It shall require a
minimum of maintenance and supply replenishing work on the part of either the operator or of the key
operator.
12. Installing and Training
Contractor shall install and test run each machine. Operator training shall be completed within
one (1) week after installation on City premises, unless otherwise agreed to by City Graphic Reproductions
Division Superintendent after consultation with user departments.
13. Machine Design
Shall be a tabletop or console type.
Paper delivery: All multifunctional copiers bid must be bond paper sheet fed copiers. No bids on
multifunctional copiers using roll paper will be considered.
Drum: All multifunctional copiers must use a drum laser technology for the purpose of
transferring the image. No bid for multifunctional copier using masters will be considered. Bidders shall
state the type of drum used by each multifunctional copier on the Bid Sheet and indicate any colors to
which drum is blind and will not copy.
14. Storage
Machine shall store all supply items such as papers, chemicals, and the like, requiring only
periodic replacement. Inclusion of a cabinet with a table model satisfies this specification.
The machine shall store at least one ream of 8 1/2" X 14" and other sizes of stock can be
substituted easily and quickly, unless multiple size storage is specified.
15. Meters and Key Counters
Each machine shall be equipped with an accurate non-resettable metering device to record the
number of copies produced. Explanations of how to read the meters shall be supplied to the contract
administrator upon installation.
16. Controls
a) Machine shall have a number of copies (quantity control) or similar device which can be easily
preset for the automatic continuous production of copies.
b) Machine shall have a copy contrast control device which will enable the operator to either lighten
or darken the copy being reproduced from the original.
17. Originals to Copy
Machine shall copy a wide range of originals with a minimum of void areas and without
requiring adjustments or special carriers including but no limited to:
White, blue, green, pink, salmon or yellow stocks. Black, dark blue, green, brown, or deep red
printed or written text.
Laser print, typewritten, pencil, ball point and ink pen copy. Copy from 5-1/2" X 8-1/2" inches
to 11" X 17" in size, unless otherwise noted in detailed specifications for each section.
Regular and NCR carbons.
Page 89 of 107
Invitation for Bid (IFB) 80066
18. Copy Quality
Copies shall come from the machine dry in black and gray tones, in accordance with specific
tests.
Copies shall be clear and permanent. Permanent shall be defined as not being affected by heat,
light, frictions or moisture for a period of at least seven years.
Upon removal from the machine, the copy shall not smudge. Copies shall be clean and shall
cause no smudging onto other copies. This smudge resistance shall continue for at least seven years.
Erasability of copy is acceptable.
Copies produced from an original of 17 pound weight or heavier, and having print on both sides,
shall have no show through of the print from the reverse side of the original.
The legend shall not vary from the original in size be more than plus or minus 1%.
Copies shall not stick to smooth surfaces when removed from the machine for any other cause
but static electricity, and shall not stick to surfaces for this cause for more than 10 seconds after removal
from machine.
The City may over look this rule, or any part thereof, in compelling instances of economy, if all
other specifications are adhered to.
19. Speed of Copiers
The Multicopy speed of copiers Type A, B, C, D, E & F, shall be the minimum number of 8 1/2" X
II" "copies per minute" that the multifunctional copier will produce. Copiers that do not meet the minimum
multicopy speed requirements for each category bid, will not meet specifications and therefore be
determined non -responsive.
a) First Copy Time: The time measured in seconds that it takes for the first copy to be produced
after the print button is pressed.
b) Multicopy Speed: The maximum copy (8 1/2" X 11 ") output speed of equipment. For the purpose
of this bid two (2) copier publications will be used to research published Multicopy speeds. The two
(2) publications are Buyers Laboratory, Inc. (BLI) and Better Buys for Business.
B. SPECIFIC FEATURES
The following specifications shall describe features required for the various multifunctional copiers and
shall apply as indicated for each copier type.
1. Stock
Copier equipment shall function using plain unsensitized, untreated and uncoated copier paper
stock; it will be either bond or xerographic paper and shall have a basis weight of between 17 and 321b.
Bids will not be considered for machines which only accept one brand or only one special type of
paper.
2. Photographs
Excellent: Shall do an excellent job of reproducing photographs. (Copier Type A, B, C, D, E &
F).
3. Automatic Two -Sided Copying - (Auto Duplexing)
Shall make two (2) sided copies automatically from either one (1) or two (2) sided original,
without operator intervention or manual re -feeding of copies or originals. (Copier Type A, B, C, D, E & F).
4. Reduce or Enlarge Image Size
Shall have multiple reduction and enlargement settings in one (1) percent increments (Zoom).
Copier Type (A, B, C, D, E & F.)
5. Reversing Automatic Document Feeder (RADF)
Shall automatically feed letter, legal, or ledger one (1) or two (2) sided originals. Feeds stack of
originals and automatically inverts originals for one or two sided copying without assistance. (Copier Type
A, B, C, D, E & F).
Page 90 of 107
Invitation for Bid (IFB) 80066
6. Stapling 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 A,
B, C, D, E & F).
7. Advanced 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. Saddle -Stitch -
Shall place staples on the inside fold and then fold to produce a finished booklet. 2/3 Hole punching -
Shall automatically punch two or three holes into a copy. (Required Option for Copier Type D, E & F).
8. Multifunctional copier/printer
Converts reflected light off an original into an electronic digital pattern via CCD or CIS and
system controller for storage in memory or for imaging the photoconductor with a laser beam. A device
having the capability of but not limited to copying, printing, scanning, and faxing. (Copier Type A, B, C,
D,E&F).
9. Print Controller
Adds printing capability to multifunctional copier connected to computer network. (Required
Option for Copier Type A, B, C, D, E & F).
10. Scanning
A separate functionality (i.e., apart from copying and faxing) that converts reflected light off an
original into an electronic digital pattern via CCD or CIS and is stored on a copier hard drive or server.
a) Pull Scan - Documents are scanned via feeder or glass and stored on copier's hard drive. Files are
retrieved by accessing drive from desktop.
b) Push Scan - Users log in at copier with user name and password to scan documents via feeder or
glass. Files are pushed to server and accessed from desktop.
11. Fax board
This feature provides walk-up faxing capability via a standard telephone line (Required Option
for Copier Type A, B, C, & D).
12. 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.
13. 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. Vendor must
provide firmware/software updates within 60 days of major Operating Systems updates.
14. Job Build
When the number of originals exceeds the document feeder's capacity; this feature allows users
to batch feed originals that will be merged automatically once all the originals have been scanned.
15. Secure Print
This feature enables users to send a print job with a personal ID code; the print job will be held
on the MFP until the user enters that code at the control panel.
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
multifunctional copier equipment, except where such service is required due to extensive abuse or willful
negligence on the part of the City.
Page 91 of 107
Invitation for Bid (IFB) 80066
1. Location of Service Facility
Bidder shall operate and maintain a local service and parts facility within the limits of
Miami -Dade or Broward Counties. This facility may be inspected periodically throughout contract to
ensure that it is fully operational and has an adequate number of parts for equipment under contract. If, for
any reason, the service/parts facility is moved outside the Miami -Dade or Broward Counties limits or is
deemed to be none operational by the City of Miami during the contract period, the following cost
reductions shall be imposed immediately and will continue until corrections are made or a new contract is
established. The contractor shall reduce or credit 25% of the total cost on all equipment and all penalties
related to replacement and further cost reductions apply to any device that falls below 95% uptime for any
twenty (20) working day period.
2. Normal Hours of Service
Except as noted below, copier service shall be available to the City between the hours of 8:00
a.m. to 5:00 p.m., Monday through Friday, holidays excluded. (Contractor shall provide a written list of
holidays observed by their firm, if different than those of the City). City Holidays: Columbus Day,
Veterans Day, Thanksgiving Day and the Day After Thanksgiving Day, Christmas Day, New Year's Day,
Dr. Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, and Labor Day.
Response time for any service shall be as indicated on the Price Sheet, and shall not exceed four
(4) working hours from the time that service call is placed, for copiers located in City departments.
3. Exceptional Hours of Service
Equipment supplied to the following locations, and other relocations by arrangement after award,
will require 24 hour service availability (including weekends and holidays) with maximum of two (2) hours
response time:
a) Miami Police Department Records Section, 400 N.W. 2nd Avenu, 1st Floor, Miami,
Florida 33128.
b) Two (2) City of Miami Police Substations - (North and South).
Bidders shall indicate on the Price Sheet, the additional cost, if any, for the provisions of such
services outside normal working hours.
B. SERVICE TECHNICIAN CERTIFICATION
Technician certifications shall be required and submitted with the bid at the time of bid submission and
will be reviewed annually by the Graphic Reproductions Division Superintendent or Designee. Contractor
is required to assign a minimum of three (3) factory certified service technicians to the City of Miami's
account with at least three (3) years experience in this type of work and factory certification on equipment
being bid.
C. PERFORMANCE STANDARDS
The multifunctional copiers leased/rented as a result of this bid will be expected to perform satisfactorily
throughout the City's use period. Machines shall be kept in good working order such that work delays and
copy problems shall be minimized. Each multifunctional copier shall be required to operate satisfactorily
within its monthly rated volume band, and produce acceptable copy quality, and maintain a minimum of
ninety five percent (95%) uptime.
1. Uptime
All service and repairs, including parts and labor, must be provided in an expeditious manner for
the length of the contract. The contractor shall provide a system for service calls that will be responsive to
the needs of the City Staff during the hours of operation and accommodate any special "after hours" needs.
The following criteria will be used to determine Uptime and cost reductions due to nonperformance.
a) The guaranteed in -person response time following any service call is 4 business hours or less. If
the contractor is unable to respond * to any service call within four hours from the time the call was
placed the contractor shall reduce or credit 10% of the total cost of the device including accessories
for the following month and all penalties related to replacement and further the total cost and all
additional reductions apply to any device that falls below 95% uptime for any twenty (20) working day
period, (*If the call can be satisfactorily resolved via telephone support that is an acceptable contractor
Page 92 of 107
Invitation for Bid (IFB) 80066
response)
b) The minimum acceptable level of Uptime for any device shall be 95% as determined by the
following formula: Uptime = (Total Time** - Down Time***)/Total Time x 100%
c) If Uptime for a device falls within the 94%-90% during any twenty (20) working day period,
the total cost of the device including accessories shall be reduced or credited by 15%.
d) If Uptime for a device falls within the range of 89% - 85% for any twenty (20) working day
period, the total cost of the device including accessories shall be reduced or credited by 20%.
e) If Uptime for a device falls within the range of 84% - 80% for any twenty (20) working day
period, the total cost of the device including accessories shall be reduced or credited by 25%.
f) If Uptime for a device falls with the range of 79% or lower for any twenty (20) working day
period, the total cost of the device including accessories shall be reduced or credited by 30%.
g) If a device experiences less than 90% up -time during three (3) twenty (20) working day periods
within six months, the contractor shall replace the device with new equivalent device for the remaining
term of the contract at no additional cost to the city.
h) If a technician cannot satisfactorily repair a machine fault within 3 business days the contractor
shall provide a loaner multifunctional copier equal to the existing model. The contractor shall ensure
that the loaner device connects to the network and prints with existing drivers. This loaner device shall
be provided at no additional cost to the city, including NO meter costs and NO delivery costs, until the
existing device is fully operational and functioning in the intended manner.
i) In the event a device has had more than three service calls for the same fault in any quarter
period, a Service Supervisor/Manager shall evaluate the performance of the device and fully correct all
problems with the device. If that device then requires a further service call, for the same fault within
the next 90 days, the contractor will remove the device and loan the department a similar or equivalent
model until the problem device is repaired and tested at the contractor's service facility, All penalties
and cost reductions apply to any device that falls below 95% uptime for any twenty (20) working day
period. This loaner device shall be provided at no additional cost to the city, including NO meter costs
and NO delivery costs, until the existing device is fully operational and functioning in the intended
manner or has been permanently replaced with a new device equal to the existing model at no
additional cost to the city.
j) Contractor shall provide City Employees literature on "how to place service calls".
k) Contractor shall provide reports for machine history as it relates to downtime and service calls
(monthly, quarterly, annually, etc.)
1) The contractor shall arrange to meet on quarterly bases with the City to report on all service
standards and discuss the Uptime of each device.
*If the call can be satisfactorily resolved via telephone support that is an acceptable contractor response.
**Total Time = Available time of 8:00am — 5:00 pm for 20 days (9 hours x 20 days= 180).
***Down Time = Lost time in hours. The total elapsed time, within an nine (9) hour per day, between the
limits of 8:00 am to 5:00 pm, Monday to Friday excluding public holidays that the equipment is unable to
produce copies or other primary functions in accordance with the specification for reasons attributable to
equipment failure. Down Time shall commence upon notification by the Customer to the contractor's
specified service dispatch of a fault condition which prevents full utilization of the equipment and shall end
when the equipment is powered up and ready to execute customer work and the fault call has been logged
as complete by the servicing technician.
2. Copy Quality
It is acknowledged that judging copy quality may include some subjectiveness. However, quality
will be compared with retained samples from copies run at the time of acceptance and the City of Miami
shall be the sole judge. Where copy quality is the sole basis of a service call, the machine shall be
considered as "down" if the copies being produced are determined to be unacceptable for intended use.
Page 93 of 107
Invitation for Bid (IFB) 80066
Should the contractor believe that a change of equipment would be mutually advantageous, the
contractor shall inform the Graphic Reproductions Division Superintendent of these intentions in writing
prior to the proposed action, detailing the reasons therefore, but shall not act until receiving permission,
which if granted, shall be issued within 10 days after receipt of the contractor's notice.
3. Preventative Maintenance
The contractor shall schedule regular preventative maintenance (PM) service calls and shall
indicate on the Price sheet the copy volume or frequency of such calls that are normally required for each
machine model bid. Scheduled PM calls will not be considered downtime but the contractor shall make
every effort to schedule PM calls during low use periods. Preventative Maintenance may be included with a
repair service call but shall be provided in the frequency stipulated.
4. Meter Readings
The City of Miami shall provide quarterly meter readings for each multifunctional copier/printer
throughout the duration of the contract. Meters shall be recorded during the months of January, March,
June and September. Reports will be submitted to the contractor on specified dates.
D. MAINTENANCE, REPAIR PARTS AND SUPPLIES
Preventative Maintenance and Repair Services shall include all labor and parts costs, including copier
drums and all "non -consumable" parts/supplies necessary for the proper operation of the multifunctional
copier, with the exception of those parts or equipment damaged due to extensive abuse and or willful
negligence by the City. In the event that the contractor believes that abuse or willful negligence has caused
damage to the equipment, he/she should immediately notify the Graphic Reproductions Division
Superintendent or Designee in writing.
Drums which require replacement due to the negligence of the City will be charged to the City at a
prorated amount based on the number of copies already produced using the drum warranty and drum cost
indicated on the Price Sheet.
For the purpose of this bid, "non -consumable" supplies shall be defined to mean all supplies for
multifunctional copier operation except paper, and staples.
PART III: CONSUMABLE SUPPLIES
Minimally, the basic monthly lease/rental charge, and the additional cost per copy charge (beyond the
minimum monthly allowance), shall include the cost of all consumable supplies used in the daily operation
of each multifunctional copier. Examples of consumable supplies that shall be included; black toner,
developer, dispersant, fuser or silicone oil, photoreceptors, drums, reclaim bottles or any other essential
component or chemistry not listed, etc. with the exception of copy paper and staples. Pricing must remain
the same even if the number of copies produced on any multifunctional copier falls below or exceeds the
monthly volume range for each multifunctional copier category. It will be the contractor's responsibility to
deliver all necessary supplies to each location free of charge, and insure that an adequate amount of each
component needed, is kept at the copier work site at all times.
PART IV: COPIER INVENTORY AND VOLUMES
************* SEE ATTACHED PDF FILE************
Copier Inventory and volumes from January 2003 to January 2004
20 cpm
Copiers 42
Inclusive Copies 1,290,000
Overage Copies 554,965
Total Copies 1,844,965
30 cpm
Copiers 25
Inclusive Copies 1,968,000
Page 94 of 107
Overage Copies 348,662
Total Copies 2,316,662
45 cpni,
Copiers 17
Inclusive Copies 3,180,000
Overage Copies 111,652
Total Copies 3,291,662
60 cpm
Copiers 20
Inclusive Copies 6,780,000
Overage Copies 236,925
Total Copies 7,016,925
TOTAL
Copiers 104
Inclusive Copies 13,218,000
Overage Copies 1,252,204
Total Copies 14,470,204
Copier Inventory and volumes from September 2006 to September 2007
20 cpm
Copiers 46
Inclusive Copies 1,380,000
Overage Copies 174,339
Total Copies 1,554,339
30 cpm
Copiers 41
Inclusive Copies 2,952,000
Overage Copies 659,379
Total Copies 3,611,379
45 cpm
Copiers 16
Inclusive Copies 2,880,000
Overage Copies 51,542
Total Copies 2,931,542
60 cpm
Copiers 12
Inclusive Copies 3,600,000
Overage Copies 586,999
Total Copies 4,186,999
75 cpm
Copiers 2
Invitation for Bid (IFB) 80066
Page 95 of 107
Invitation for Bid (IFB) 80066
Inclusive Copies 960,000
Overage Copies 0
Total Copies 960,000
TOTAL
Copiers 117
Inclusive Copies 11,772,000
Overage Copies 1,472,259
Total Copies 13,244,259
PART V: IND VIDUAL COPIER REQUIREMENTS
The following items represent the Six (6) digital multifunctional copier types required by the City under
this agreement, to be selected for use in all City Departments. Each shall be bid on a three year plan, with
all options and other information as indicated on the Bid Sheet. "Mandatory Requirements" are a
summation of the salient requirements for each Copier Type, and do not exclude other specifications and
general requirements as stipulated and detailed in the bid.
Digital Multifunctional Copier/Printer TYPE A: (Bid Lines 1 - 35)
Estimated Number of Digital Copiers: 46 initial order (41 Networked for printing and scanning)
Range: 750 — 4,000 Copies/Prints per month
Multipage Speed: 20 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 2,500 copies/prints
Benchmark Performance Level: 3,000 copies/prints per month
A. MANDATORY REQUIREMENTS:
1. Multipage speed 20 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets —
from the glass.
2. Scan Once Print Many Technology
3. First Copy Out: 5.5 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 500 sheets of paper in the main tray (minimum of two trays + bypass)
5. Paper Weights: 171b. to 20 lb.
6. Bypass Weights: 171b. to 32 lb. able to copy letterhead and gummed labels.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
11. Total Device Memory 256MB (minimum)
12. Equipment up time 95%
13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 100 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
Page 96 of 107
Invitation for Bid (IFB) 80066
21. Energy Star Compliant
22. 1-999 Quantity Selector
23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
24. Job Build
25. Secure Print
26. External Power Filter/Surge Protector
B. REQUIRED OPTIONS
a. Document Feeder
1. Reversing Automatic Document Feeder (RADF) 20 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17"
3. Capacity: 50 Sheets letter 20Ib. (minimum)
b. Stapling Finisher
1. Paper Capacity: Hold a minimum of 500 sheets of paper in main tray (minimum of two output trays)
2. Stapling: 30 sheets (minimum)
3. Stapling locations: 1 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
c. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
maintenance on those licenses with the application provider(s).
d. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XPNista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XPNista/Server 2003/Mac OS X+(see specific features)
e. Memory upgrade (RAM)
f. Copier Stand
g. Fax Board
h. Coin operating device
IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SIX (6) DIGITAL
Page 97 of 107
Invitation for Bid (IFB) 80066
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Digital Multifunctional Copier/Printer TYPE B: (Bid Lines 36 - 67)
Estimated Number of Digital Copiers: 37 initial order (31 Networked for printing and scanning)
Range: 4,000 -13,000 Copies/Prints per month
Multipage Speed: 30 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 6,000 copies/prints
Benchmark Performance Level: 8,500 copies/prints per month
A. MANDATORY REQUIREMENTS:
1. Multipage speed 30 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets -
from the glass.
2. Scan Once Print Many Technology
3. First Copy Out: 5.5 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 500 sheets of paper in the main tray (minimum of two trays + bypass)
5. Paper Weights: 171b. to 20 lb.
6. Bypass Weights: 171b. to 32 Ib. able to copy letterhead and gummed labels.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
11. Total Device Memory 256MB (minimum)
12. Equipment up time 95%
13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 100 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
21. Energy Star Compliant
22. 1-999 Quantity Selector
23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
24. Console Model or Copier Stand (included)
25. Job Build
26. Secure Print
27. External Power Filter/Surge Protector
B. REQUIRED OPTIONS:
a. Document Feeder
1. Reversing Automatic Document Feeder (RADF) 30 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17"
Page 98 of 107
Invitation for Bid (IFB) 80066
3. Capacity: 50 Sheets letter 201b. (minimum)
b. Stapling Finisher
1. Paper Capacity: Hold a minimum of 1000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 1 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
c. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
maintenance on those licenses with the application provider(s).
d. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XPNista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XPNista/Server 2003/Mac OS X+(see specific features)
e. Memory upgrade (RAM)
f. Fax Board
i. Coin operating device
IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SIX (6) DIGITAL
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Digital Multifunctional Copier/Printer TYPE C: (Bid Lines 68 - 96)
Estimated Number of Digital Copiers: 18 initial order (14 Networked for printing and scanning)
Range: 13,000 — 25,000 Copies/Prints per month
Multipage Speed: 45 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 15,000 copies/prints
Benchmark Performance Level: 20,000 copies/prints per month
Page 99 of 107
Invitation for Bid (IFB) 80066
A. MANDATORY REQUIREMENTS:
1. Multipage speed 45 Copies Per Minute CCPM), minimum - based on 8-1/2" X 11" sheets - from the
glass.
2. Scan Once Print Many Technology
3. First Copy Out: 5.5 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 1000 sheets of paper in the main tray (minimum of three trays + bypass)
5. Paper Weights: 171b. to 201b.
6. Bypass Weights: 171b. to 32 lb. able to copy letterhead and gummed labels.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
11. Total Device Memory 256MB/20GB Hard Drive(minimum)
12. Equipment up time 95%
13. Dupiexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 100 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
21. Energy Star Compliant
22. 1-999 Quantity Selector
23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
24. Copier Console (included)
25. Job Build
26. Secure Print
27. External Power Filter/Surge Protector
Document Feeder
1. Reversing Automatic Document Feeder (RADF) 45 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17"
3. Capacity: 50 Sheets letter 201b. (minimum)
Stapling Finisher
1. Paper Capacity: Hold a minimum of 2000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 2 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
B. REQUIRED OPTIONS
a. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
Page 100 of 107
Invitation for Bid (IFB) 80066
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
maintenance on those licenses with the application provider(s).
b. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XPNista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XPNista/Server 2003/Mac OS X+(see specific features)
c. Memory upgrade (RAM)
d. Fax Board
IT IS THE INTENT OF THE CITY OF TO AWARD ALL SIX (6) DIGITAL
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Digital Multifunctional Copier/Printer TYPE D: (Bid Lines 97 - 131)
Estimated Number of Digital Copiers: 13 initial order (13 Networked for printing and scanning)
Range: 25,000 — 41,000 Copies/Prints per month
Multipage Speed: 60 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 25,000 copies/prints
Benchmark Performance Level: 33,000 copies/prints per month
A. MANDATORY REQUIREMENTS:
1. Multipage speed 60 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets —
from the glass.
2. Scan Once Print Many Technology
3. First Copy Out: 4 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass)
5. Paper Weights: 171b. to 32 lb.
6. Bypass Weights: 17 lb to 1101b. able to copy letterhead, gummed labels, and covers.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" and 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
11. Total Device Memory 256MB/40GB Hard Drive(minimum)
Page 101 of 107
Invitation for Bid (IFB) 80066
12. Equipment up time 95%
13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 500 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
21. Energy Star Compliant
22. Program Ahead
23. Sheet Insertion
24. Two in One
25. 1-999 Quantity Selector
26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
27. Copier Console (included)
28. Job Build
29. Secure Print
30. External Power Filter/Surge Protector
Document Feeder
1. Reversing Automatic Document Feeder (RADF) 60 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17"
3. Capacity: 75 Sheets letter 201b. (minimum)
Stapling Finisher
1. Paper Capacity: Hold a minimum of 2000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
B. REQUIRED OPTIONS
a. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
maintenance on those licenses with the application provider(s).
Page 102 of 107
Invitation for Bid (IFB) 80066
b. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XP/Vista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XP/Vista/Server 2003/Mac OS X+(see specific features)
c. Memory upgrade (RAM)
d. Advanced Finisher
1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum)
5. 2/3 Hole Punch
6. Able to Sort or Collate jobs by offsetting completed sets
e. Large Capacity Feeder
1. Paper Capacity: Hold a minimum of 3,500 Sheets
f. Fax Board
IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SIX (6) DIGITAL
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Digital Multifunctional Copier/Printer TYPE E: (Bid Lines 132 - 163)
Estimated Number of Digital Copiers: 5 initial order (3 Networked for printing and scanning)
Range: 41,000 — 61,000 Copies/Prints per month
Multipage Speed: 75 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 41,000 copies/prints
Benchmark Performance Level: 51,000 copies/prints per month
A. MANDATORY REQUIREMENTS:
1. Multipage speed 75 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets —
from the glass.
2. Scan Once Print Many Technology
3. First Copy Out: 4 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass)
5. Paper Weights: 171b. to 321b.
6. Bypass Weights: 17 lb to 1101b. able to copy letterhead, gummed labels, and covers.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
Page 103 of 107
Invitation for Bid (IFB) 80066
11. Total Device Memory 320MB/40GB Hard Drive (minimum)
12. Equipment up time 95%
13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 500 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
21. Energy Star Compliant
22. Program Ahead
23. Sheet Insertion
24. Two in One
25. 1-999 Quantity Selector
26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
27. Copier Console (included)
28. Job Build
29. Secure Print
30. External Power Filter/Surge Protector
Document Feeder
1. Reversing Automatic Document Feeder (RADF) 70 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14", and 11" X 17"
3. Capacity: 100 Sheets letter 201b. (minimum)
Stapling Finisher
1. Paper Capacity: Hold a minimum of 2000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
B. REQUIRED OPTIONS
a. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
Page 104 of 107
Invitation for Bid (IFB) 80066
maintenance on those licenses with the application provider(s).
b. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XP/Vista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XP/Vista/Server 2003/Mac OS X+(see specific features)
c. Memory upgrade (RAM)
d. Advanced Finisher
1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum)
5. 2/3 Hole Punch
6. Able to Sort or Collate jobs by offsetting completed sets
e. Large Capacity Feeder
1. Paper Capacity: Hold a minimum of 3,500 Sheets
IT IS THE INTENT OF THE CITY OF TO AWARD ALL SIX (6) DIGITAL
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Digital Multifunctional Copier/Printer TYPE F: (Bid Lines 164 - 195)
Estimated Number of Digital Copiers: 6 initial order (6 Networked for printing and scanning)
Range: 61,000 and Higher Copies/Prints per month
Multipage Speed: 90 Copies/Prints per minute -Minimum
Monthly Copy/Print Allowance: 61,000 copies/prints
Benchmark Performance Level: 79,000 copies/prints per month
A. MANDATORY REQUIREMENTS:
1. Multipage speed 90 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets —
from the glass.
2. Scan Once Print Many Technology
3. First Copy Out: 4 Seconds or Less (from platen glass)
4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass)
5. Paper Weights: 161b. to 801b.
6. Bypass Weights: 17 lb to 1101b. able to copy letterhead, gummed labels, and covers.
7. Max original size: 11" X 17" (From the glass)
8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11" X 17"
9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced
10. Resolution (Copy/Print): 600 x 600 dpi (minimum)
Page 105 of 107
Invitation for Bid (IFB) 80066
11. Equipment up time 95%
12. Total Device Memory 512MB/40GB Hard Drive (minimum)
13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1):
14. Book Copying
15. Copy Control 500 (minimum)
16. Interrupt
17. Erase
18. Margin Shift
19. Photo Mode
20. Energy Save
21. Energy Star Compliant
22. Program Ahead
23. Sheet Insertion
24. Two in One
25. 1-9,999 Quantity Selector
26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%)
27. Copier Console (included)
28. Job Build
29. Secure Print
30. External Power Filter/Surge Protector
Document Feeder
1. Reversing Automatic Document Feeder (RADF) 80 Originals Per Minute (OPM) or faster
2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14", and 11" X 17"
3. Capacity: 100 Sheets letter 201b. (minimum)
Stapling Finisher
1. Paper Capacity: Hold a minimum of 2000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Able to Sort or Collate jobs by offsetting completed sets
B. Required Options
a. Scanning
1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone)
2. File formats: TIFF Group 4, JPG, and PDF
3. Scan to Internal Hard Drive (User assigned mailboxes) or Sever via Active Directory
4. Scan Type: Push or Pull Scan
5. Scan/Software: No OCR, file management, or scan to e-mail software is required. All equipment must
have the ability to generate PDF files. If application software licenses are required to provide this
functionality then bids shall only be accepted when the cost of enterprise licenses for said application.
software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder
must also include in their bid all costs associated with software maintenance for said licenses throughout
the first three years of the contract; thereby, guaranteeing that City may deploy the current version of that
application software at no additional cost to the City on any and all City workstations throughout this
period. At the end of the third year of the contract, ownership rights of all associated software licenses
shall become the property of the City of Miami, providing the City with the ability to continue the software
Page 106 of 107
Invitation for Bid (IFB) 80066
maintenance on those licenses with the application provider(s).
b. Network Print Controller
1. Compatibility: PC/Mac
2. Operating System Support: Windows 2000/XPNista/Server 2003/Mac OS X+
3. PDL/PCL: PCL5e/6, Adobe Postscript 3
4. Protocols Supported: TCP/IP
5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45)
6. Network Print Monitoring Software (see specific features)
7. Print Driver Utility: Windows 2000/XPNista/Server 2003/Mac OS X+(see specific features)
c. Memory upgrade (RAM)
d. Advanced Finisher
1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output
trays)
2. Stapling: 50 sheets (minimum)
3. Stapling locations: 3 (minimum)
4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum)
5. 2/3 Hole Punch
6. Able to Sort or Collate jobs by offsetting completed sets
e. Large Capacity Feeder
1. Paper Capacity: Hold a minimum of 3,500 Sheets
IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SIX (6) DIGITAL
MULTIFUNCTIONAL COPIER CATEGORIES TO ONE (1) CONTRACTOR, THEREFORE, WE
ARE REQUIRING ALL BIDDERS TO BID EACH CATEGORY, THAT MEETS OR EXCEEDS
ALL REQUIRED SPECIFICATIONS. FAILURE ON THE BIDDERS BEHALF TO DO SO WILL
RENDER THEIR BID NON RESPONSIVE.
Page 107 of 107
Iitg of 41liana
P:DRO C. HERNANDEZ, P.E.
City ,' aimgvr
ADDENDUM NO. 1
IFB 80066 JUNE 20, 2008
LEASE/RENT OF MULTIFUNCTIONAL COPIERS
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Invitation to
Bid (IFB) documents of the above captioned IFB, and shall become an integral part of
the Contract Documents. Please note the contents herein and reflect same on the
documents you have on hand. .
Due to an advertisement error, a Second Mandatory Pre -Bid Conference has been
scheduled for Wednesday, June 25th, 2008, at 1 p.m., at the City of Miami
Riverside Center Building, 444 S.W. 2 Avenue, Miami, Florida 33130, 6th Floor
South Conference Room 602.
The Invitation for Bid (IFB) Closing Date/Time has been changed to June 30th,
2008, at 1 p.m.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely, pc
Glenn Marcos, CPPO, CPPB, FCPM, FCPA
Director/Chief Procurement Officer
GM:Ir
DEPARTMENT OF PuRCIIASINc
'14'1 S.W. 2nd Avenue, 6 1 loon \•fi;imi, rt. 13130 (305) 4I6-1900 r-ax: (305) 416-1925 / Mailing Address: P.O. 13ox 330708 Miami, Florida 33233-07011
F-Mail Address: purchasca'c;.miam;.il.us V�hrbsilr: http:!/ri.miarni.11.us
Cat#g f 4thxmiE
PED>RO G. 1 ICRNANDFZ, l'.r..
( i1v ;14;.tnAgcr
ADDENDUM NO. 2
IFB 80066 JUNE 20, 2008
LEASE/RENT OF MULTIFUNCTIONAL COPIERS
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Invitation to
Bid (IFB) documents of the above captioned IFB, and shall become an integral part of
the Contract Documents. Please note the contents herein and reflect same on the
documents you have on hand.
Due to an advertisement error, a Second Mandatory Pre -Bid Conference has been
scheduled for Wednesday, June 25th, 2008, at 1 p.m., at the City of Miami
Riverside Center Building, 444 S.W. 2 Avenue, Miami, Florida 33130, 6th Floor
South Conference Room 602.
If you attended the first Mandatory Pre -Bid Conference, you are not required to
attend the Second Mandatory Pre -bid Conference.
The Invitation for Bid (IFB) Closing Date/Time has been changed to June 30th,
2008, at 1 p.m.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
(--Q .tom( O Uta .L 'iz._.
Glenn Marcos, CPPO, CPPB, FCPM, FCPA
Director/Chief Procurement Officer
GM:Ir
DEPARTMENT OF PURCHASING
'114 S.W. 2nd Avenue, 6"' Floor Miami, FL 33130 (3051 416-1900 Fax: (305) 416-1925 / Mailing Address: P.O. Box 330708 Miami, Florida 33233-0708
E-Mail Address: purchase@ci.miami.fl.us Wehsiic.: hllf):NCLmiamiitus
!Iitg of 4FIliamt
PEDRO G. HERNANDEZ, P.E.
City Manager
ADDENDUM NO. 3
IFB 80066 JUNE 24, 2008
LEASE/RENT OF MULTIFUNCTIONAL COPIERS
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Invitation to Bid (IFB)
documents of the above captioned IFB, and shall become an integral part of the Contract
Documents. Please note the contents herein and reflect same on the documents you have on
hand.
NOTE: INVITATION TO BID (IFB) CLOSING DATE/TIME HAS BEEN CHANGED TO
MONDAY, JUNE 30T", 2008 AT 1 P.M.
01. On Page 82, Section 2.9 - Quantities. "What will the term of the lease be for additional
equipment added after the beginning period of the contract?"
Al. All equipment no matter when installed will be co -terminus.
Q2. On 45 CPM Stapling Finisher specification on Paper Capacity: Hold a minimum of
2000 sheets of paper in main tray is there flexibility because on our 45 CPM stapling Finishers
has 2 trays and hold a 1000 sheets per tray total of 2000 sheets and can also hold 500 sheets
of 11x17, legal, and letter-r. IS THIS Acceptable79777
A2. Copier C Stapling finisher Minimum capacity will be changed to 1,000
Q3. On Page 95, Paragraph i: Please define the word "new" as it is used in the last
sentence regarding a replacement unit. General industry -accepted practices are to replace with
a "like -for -like" and not necessarily "new". Are you using the work "new" as in a "different" unit
(i e. other than the one that was previously there)?
A3. The word "new" is defined as "like -for -like".
DEPARTMENT OF PURCHASING
444 S.W. 2nd Avenue, 6"' Floor Miami, FL 33130 (305) 416-1900 Fax: (305) 416-1925 / Mailing Address: P.O. Box 330708 Miami, Florida 33233-0708
E-Mail Address: purchase@ci.miami.fl.us Website: http://ci.miami.fLus
Q4. On Page 96, Part III: Will the city assign a "key operator" to each unit to insure
inventory of supplies so that there is adequate supply of each component needed?
A4. Yes.
Q5. On Page 63, Section 1.11, Bid Bond/Bid Security: Please confirm a Bid Bond is not
required for this IFB.
A5. A Bid Bond/Bid Security is not required in this IFB.
Q6. On Page 84, Section 2.13, Letter c, Equipment: Please clarify, "The City reserves the
right to inspect any item of equipment bid to observe performance and reliability under normal
working conditions, prior to award. Machines with Tess than six (6) months reliability
performance will be considered on a six (6) month trial basis if accepted by the City. Any and all
supplies for such equipment will be returned at no additional charge."
A6. Prior to award of this contract the City of Miami shall observe performance of proposed
equipment at vendor's facility and/or vendor's reference(s) facility. New equipment not proven in
the field with Tess six (6) months reliability performance history will be accepted on a six month
bases to determine if any significant design flaws are observed.
Q7. On Page 89, Section 2.34, Last Paragraph, Addition Terms and Conditions: "...it is
understood and agreed that the General and Special Conditions in this bid solicitation are the
only conditions applicable to this bid and that the bidder's authorized signature." Since the IFB
is submitted electronically, how shall a vendor provide an "authorized signature" (e.g. as an
attachment?).
A7. The essence of submitting your bid on-line is considered as the authorized signature.
Q8. Pricing Pages: There is a line item requesting removal charge. Please confirm whether
you are referring to your existing copiers (non-KonicaMinolta) or copiers being proposed by
Konica Minolta.
A8. This is the cost of removing your equipment from the City of Miami.
Q9. On Page 69, Section 1.38 - Does "First Source Hiring" apply to this contract?
A9. No, this does not apply to this contract.
Q10. On Page 73, Section 1.52 "Failure to adequately involve minority firms may be a
basis for rejecting any and all responses." Does this apply to this contract?
A10. No, this does not apply to this contract.
Q11. Page 79, Section 1.83 — Termination — Letter B - Termination for convenience. Does
this apply at the machine install level or only at the master agreement level (preventing
additional placements only)?
A11. This applies to all machines.
Q12. Page 81, Section 2.5 — Written Agreement - Clause states that the terms and
conditions of the City's Purchase Order shall be incorporated into the master agreement. Can
the City please provide a copy of these terms and conditions for review?
Al2. The clause states terms and conditions contained herein, the bid submitted by the
bidder (and accepted by the City), and the City's purchase order will constitute the entire
agreement; the manufacturer's, distributor's, local dealer's and/or leasing agencies' lease/rental
agreement will not be used. A master agreement will not be executed; a copy of the Purchase
Order Terms and Conditions is attached.
Q13. On Page 82, Section 2.9 — Quantities - Last sentence in first paragraph states "..where
equipment is no longer required and cannot be relocated, the lease/rental will be cancelled."
Termination for convenience at the install level!? The second paragraph leads us to believe that
all installs are on a co -terminus basis! We need clarification (example) of how this is calculated.
A13. At the beginning of the contract new equipment shall be placed based on the current
copier volumes. Over time volumes change requiring equipment to be relocated and in some
cases returned to the vendor. Section 2.9 addresses terminations of individual copiers as
needed and end of contract co -termination of all equipment no matter when it was installed.
Q14. On Page 89, Section 2.33 Termination, Letter A — For Default - There's a thirty (30) day
period to cure any default. Item 1.27 (pg. 67) states there's a three (3) day period to cure.
Please confirm that 2.33A takes precedence!
A14. Confirming, Section 2.33 Termination, Letter A, takes precedence.
Q15. On Page 89, Section 2.33 Termination, Letter B — For Convenience - Termination (in
whole or in part) for convenience. "Contractor will be compensated in accordance with an
agreed upon adjustment of cost." Can this mean the cost of the remaining stream of
payments?
A15. No, only for goods and services rendered prior to termination.
Q16. On Page 81, Section 2.6., Finance Lease/Rental states - It is not the intention of the
City to purchase or acquire the copier equipment furnished under this bid at the end of the three
(3) year contract. In Tight of the foregoing, the contractor should incorporate term lease or rental
rates that would provide the most cost effective pricing. All lease or rental arrangements will be
the responsibility of the Contractor and any interest costs incurred, including any required
insurance premiums, taxes or other expenses must be factored into the monthly lease/rental
rate for each copier. The City will not enter into a separate agreement with a leasing company,
but will provide monthly payments to any one source (company) as authorized by the
Contractor.
The IFB allows a vendor to respond with rental or lease pricing. However, the pricing exhibits
require option to purchase pricing for each class. Please confirm that the option to purchase
pricing will not be applicable if a vendor responds with rental pricing.
A16. Specifications in this contract remain the same for lease or rental. Vendors must
provide pricing for new equipment and the purchase price at the end of the third year.
Q17. On Page 82, Section 2.7, Conditions for Renewal states - Each renewal of this contract
is subject to the following:
(1) Continued satisfactory performance compliance with the specifications, terms and
conditions established herein.
(2) Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the
above conditions, or for whatever cause, advance written notice and explanation must be
submitted to the Chief Procurement Officer, no later than ninety (90) days prior to the annual
expiration date. Such notification is subject to the acceptance of the City, or the Contractor may
be found to be in default.
Please clarify if renewal term is subject to a price increase.
A17. Prices shall remain the same throughout the term of the contract and one-year
extension.
Q18. On Page 83, Section 2.11, Method of Awards states - Award of this contract will be
made to the lowest responsive, responsible bidder whose bid will be most advantageous to the
City of Miami. Determining responsiveness and responsibility will be based on the terms and
conditions and the following criteria:
a) Lowest benchmark/performance costs (monthly rate; reversing automatic document
feeder; finisher; scanning; network print controller; installation charge; removal charge;
total cost for copies over allowance).
b) Maintenance/Parts Facilities location, quantity of factory certified technicians per
machine, response time, etc.
c) Reliability and past performance record of proposed equipment and supplies.
d) Performance record on copier contracts similar in size and complexity to the City of
Miami.
e) Copy quality
Please provide points that will be associated with each criterion. In addition, copy quality is one
of evaluation criteria. Please describe how the City will measure copy quality for evaluation
purposes?
A18. The award of this contract will be based on the lowest responsive, responsible bidder
whose bid will be most advantageous to the City of Miami. Determining responsiveness and
responsibility will be based on the terms and conditions, and the criteria listed under this
section. No points will be associated with any of the listed criteria.
One correction to this section is "Erasability is acceptable" this shall be changed to "Erasability
is unacceptable".
Q19. On Pages 88 — 89, Section 2.33, Termination, B, For Convenience states - The City
Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice
when it is in the best interests of the City of Miami. If this Contract is for supplies, products,
equipment, or software, and so terminated for the convenience by the City of Miami the
Contractor will be compensated in accordance with an agreed upon adjustment of cost. To the
extent that this Contract is for services and so terminated, the City of Miami shall be liable only
for payment in accordance with the payment provisions of the Contract for those services
rendered prior to termination.
Please confirm that the termination language refers to the master agreement and that individual
units placed during the term of the contract will remain in place throughout their intended term.
A19. Termination language refers to all units; a master agreement will not be executed.
Q20. On Page 94, Section C, Performance Standards states — The multifunctional copiers
leased/rented as a result of this bid will be expected to perform satisfactorily throughout the
City's use period. Machines shall be kept in good working order such that work delays and copy
problems shall be minimized. Each multifunctional copier shall be required to operate •
satisfactorily within its monthly rated volume band, and produce acceptable copy quality, and
maintain a minimum of ninety five percent (95%) uptime.
Please describe the process the city will implement to audit uptime reports from the successful
vendor to ensure accuracy.
A20. Designated Key Operators shall keep Togs of copier response and downtime to be
compared with monthly service reports submitted by vendor.
Q21. On Page 95, Letter C - Performance Standards states —
c) If Uptime for a device falls within the 94%-90% during any twenty (20) working day
period, the total cost of the device including accessories shall be reduced or credited by
15%.
d) If Uptime for a device falls within the range of 89% - 85% for any twenty (20) working
day period, the total cost of the device including accessories shall be reduced or credited
by 20%.
e) If Uptime for a device falls within the range of 84% - 80% for any twenty (20) working
day period, the total cost of the device including accessories shall be reduced or credited
by 25%.
f) If Uptime for a device falls with the range of 79% or lower for any twenty (20) working
day period, the total cost of the device including accessories shall be reduced or credited
by 30%.
Please clarify that the credit should be applied to the monthly base charge which will be billed
monthly and does not include the copy allowance which will be billed quarterly.
A21. Credits for non-performance will be applied against the total monthly cost of the copier
including accessories and inclusive copies which are in the base cost of the copier, overage
copies are not subject to any performance credits
Q22. On Pages 96 — 98, Part IV: Copier Inventory and Volumes states copier volumes and
inventory. Please provide monthly lease costs for copiers. Please specify the number of
copiers that are currently connected.
A22. Total monthly cost of copiers for the Toshibas is $18,187.89 and $8,790.01 for Xerox.
At this time there are 52 connected Toshibas and 3 connected Xerox.
Q23. On Pages 98 — 107, Part V: Individual Copier Requirements — states Resolution for
Scan — 600 x 600 and Resolution for Copy/Print — 600 x 600. The stated resolution will not
produce the best copy quality especially for photographs. Request that the city increase
resolution to 1200 x 1200 for 65ppm class and higher because copy quality is an evaluation
criteria.
A23. 600X600 unenhanced is all that is required by the City of Miami.
Q24. On Pages 99 — 108, Section B, Required Options, Scanning states — File formats:
TIFF, Group 4, JPG and PDF. The capability to create searchable PDFs would provide
additional benefits to the City as many scanned documents require indexing or archiving.
Request that searchable PDF be included as a scanning requirement.
A24. Not required.
Q25. On Pages 99 — 108, Section B, Required Options, Scanning states — File formats:
TIFF, Group 4, JPG and PDF. The capability to scan to JPEG from a monochrome copier is
not standard for the industry. There are only two vendors that offer this feature. Request that
this feature be removed from the specifications.
A25. Remove JPEG.
Q26. Please confirm if there is volume that is currently being produced on desktop printers
or outside printing that can be transferred to the multifunctional devices? If so, please provide
volumes and annual costs.
A26. Some Desktop printing shall be transferred to Multifunctional devices but actual
volumes cannot be determined at this time.
Q27. During the bidder's conference, it was stated that the majority of copiers installed will
be connected. Please clarify if the bid award will be evaluated on the base charges for the
copier only or copier/printer configuration.
A27. Equipment will be evaluated using benchmark performance pricing, see Page 83
Section 2.11, A.
Q28. The price sheets require relocation charges for each class. Please provide the number
of relocations within the current contract term.
A28. A total of twenty-one (21) relocations.
Q29. Please provide the number of copiers that have been cancelled during the current
contract term.
A29. The number of copiers have been cancelled is four (4).
Q30. At the bidder's conference it was stated that the responses to questions would be sent
out by Friday, June 20, 2008. This will not give vendors adequate time to review the document
and make any changes to the vendor submission which is due Wednesday, June 25, 2008.
Request that the City extend the bid submission date.
A30. The closing date has been extended to June 30th, 2008, at 1 p.m.
Q31. Can the city specify a make and model for the surge protector/power filter?
A31. We cannot specify make or model.
Q32. The wiring diagrams for copier control systems, is this for the coin operated?
A32. Section 2.14, Products and Information, the requirement that the wiring diagrams for
copier control systems be clearly marked and separated for each bid has been removed.
Q33. Is Section 1.83 Termination Clause subject to negotiation?
A33. No, this is not subject to negotiations.
Q34. Will the maximum time allowed for the initial installation of all copiers still fall under the
twenty (20) days after receipt of order of delivery, and five (5) days after delivery for installation
and training?
A34. Yes.
Q35. On Page 93, number 10, Scanning please clarify letters a) Pull Scan and b) Push
Scan, do you require both?
A35. The 20 cpm and 30 cpm machines hard drive is optional but must have the ability to
scan to desktop or server. All other copiers have option to pull or push.
Q36. On Page 93, can you clarify further Number 12 — Network Print Monitory Software?
A36. Network Print Monitoring Software — software to manage and remotely access meters,
consumables, and machine errors. Other features are desirable but not required.
Q37. On Page 93, Number 15 — Secure Print — please clarify this point as it pertains to
machines that print 20 cpm and 30 cpm?
A37. Machines in the 20 cpm and 30 cpm categories must be able to Secure Print with or
without a hard drive being present via standard or optional memory. If a hard drive is required it
must be factored into the price.
Q38. On Page 94, Number 3 — Exceptional Hours of Services at locations listed under
letters a) and b), how many machines at these locations.
A38. A total of six (6) machines, two (2) 90 cpm, two (2) 65 cpm, and two (2) 35 cpm.
Q39. Uptime/Downtime, if minor repair, will this be considered down?
A39. Down Time = Lost time in hours. The total elapsed time, within a nine (9) hour per day,
between the limits of 8:00 am to 5:00 pm, Monday to Friday excluding public holidays that the
equipment is unable to produce copies or other primary functions in accordance with the
specification for reasons attributable to equipment failure. Down Time shall commence upon
notification by the Customer to the contractor's specified service dispatch of a fault condition
which prevents full utilization of the equipment and shall end when the equipment is powered up
and ready to execute customer work and the fault call has been logged as complete by the
servicing technician.
Q40. Will the City be requiring any color printers?
A40. No, the City will not be leasing/renting any color printers.
Q41 Will all printers be required to be coin operated?
A41. No, the 20 cpm and 30 cpm are the only printers which will have this feature as an
option.
Q42. Will all machines be required to meet Post Script Level 3?
A42. Yes.
Q43. Will machines be required to scan in color?
A43. No, machines are required to scan only in black and white.
Q44. On Page 91, Number 14 — Storage — machines shall store all supply items such as
papers, chemicals, and the like requiring only periodic replacement. Will this be required of all
machines?
A44. Page 91, Number 14, remove this section from bid "Storage" Machine shall store all
supply items such as papers, chemicals, and the like, requiring only periodic
replacement. Inclusion of a cabinet with a table model satisfies this specification.
Q45. Will you consider a 70 cpm for a 75 cpm?
A45. No, you must meet the minimum specifications or greater.
Q46. On Page 90, Number 6 — Electrical — "Contractor shall furnish a converter to match the
City's receptacle, if required, please clarify?
A46. On Page 90, Number 6 — Electrical - Remove the last line "Contractor shall furnish a
converter to match the City's receptacle, if required".
Q47. How many machines are currently under contract?
A47. Currently, we have a total of 127 machines.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
Glenn Marcos, CPPO, CPPB, FCPM, FCPA
Director/Chief Procurement Officer
GM:MR:Ir
c: Bid File
BY ACCEPTING THIS ORDER, VENDOR AGREES TO THE FOLLOWING TERMS AND CONDITIONS
1. ACCEPTANCE OF PURCHASE ORDER: A Purchase Order is given for immediate acceptance by the VENDOR. Unless promptly notified to the
contrary, the CITY will assume the VENDOR accepts the order as written and will make delivery as specified on the document.
2. ENTIRE AGREEMENT: AU specifications, drawings, and data submitted to the VENDOR with this order or the solicitation for this order are hereby
incorporated herein and made a part hereof. This contract contains the entire agreement of the parties. No charge in quantities, prices, specifications,
terms, or shipping instructions will be allowed except on written authority of the CITY of Miami Purchasing Department. Any additional or different terms
and conditions proposed by VENDOR are objected to and hereby rejected unless specifically agreed to by the CITY.
3. INDEMNIFICATION: The VENDOR hereby agrees to indemnify, save, and hold harmless the CITY from all claims, demands, liabilities, and suits of
any nature whatsoever arising out of, because of, or due to the breach of the Agreement by the VENDOR, its agents or employees, or due to any act or
occurrence of omission or commission of the VENDOR, its agents employees. It is specifically understood and agreed that this indemnification
agreement does not cover or indemnify the CITY for its own negligence or breach of contract.
4. MODIFICATION: The CITY may by written Order, make changes in the specifications if such changes are within the general scope of the Contract. If
such changes cause an increase or decrease in the VENDOR'S costs or in time, required for performance of the Contract: (a) the VENDOR shall
promptly notify the CITY and assert its claim for adjustment and an equitable adjustment shall be made by the CITY and the Contract modified
accordingly. Nothing in this clause shall excuse the VENDOR from performing.
5. DEFAULT: Time is of the essence of this contract and if delivery of acceptable items or rendering of services is not completed by the time promised,
the CITY reserves the right without liability, in addition to its other rights and remedies, to terminate this contract by notice effective when received by
VENDOR; as to stated items not yet shipped or services not yet rendered, and to purchase substitute items or services elsewhere and charge the
VENDOR with any and all losses incurred.
6. TRANSPORTATION CHARGES: Transportation expenses for all shipments shall be prepaid to destination. Shipments sent C.O.D. or freight collect
without the CITY'S written consent will not be accepted and will, at VENDOR'S risk and expense be retumed to VENDOR. No charges will be allowed by
the CITY for transportation, packing, cartage or containers unless otherwise authorized in the Purchase Order.
7. UNAVOIDABLE DELAY: If the VENDOR is delayed in the delivery of goods purchased under the Purchase Order by a cause beyond its control,
VENDOR must immediately upon receiving knowledge of such delay, give written notice to the CITY and request an extension of time. The CITY shall
examine the request and determine if the VENDOR is entitled to an extension.
8. QUANTITY: Quantities furnished in excess of those specified in the Purchase Order will not be accepted and will be held at VENDOR'S risk and
expense.
9. INSPECTION: Materials or equipment purchased are subject to inspection and approval at the CITY'S destination. The CITY reserves the right to
reject and refuse acceptance of items which are not in accordance with the instructions, specifications, drawings, or data of VENDOR'S warranty
(expressed or implied). Rejected materials or equipment shall be removed by, or at the expense of, the VENDOR promptly after rejection.
10. WARRANTY: The VENDOR warrants that all goods and services furnished hereunder will conform ih all respects to the terms of this order, including
any drawings, specifications, or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and
title,and will be free.from such defects in design. In addition, VENDOR warrants that saidgoods and services are suitable for, and will perform in
accordance with, the purpose for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly
specified in this order. The CITY may retum any nonconforming or defective items to the VENDOR or require correction or replacement of the item at the
time the defect is discovered, all at the VENDOR'S risk and expense . Acceptance shall not relieve the VENDOR of its responsibility.
11. REGULATORY COMPLIANCE: VENDOR represents and warrants that the goods or services furnished hereunder (including all labels, packages,
and containers for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of Federal, State and local
laws, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose
of said goods or services. VENDOR shall furnish "Material Safety Data Sheets" in compliance with the Florida Right To Know Law, Florida Statutes,
Chapter 442.
12. ROYALTIES AND PATENTS: VENDOR shall pay all royalties and license fees. VENDOR shall defend all suits or claims for infringement of any
patent, copyright or trademark rights and shall save the CITY harmless from loss on account thereof.
13: PAYMENT: Payments will be made in accordance with the terms on the face of this order, or the VENDOR'S invoice, whichever are more favorable
to the CITY and payment date therefor shall be calculated from the receipt of invoice or final acceptance of the goods, whichever is later.
14. IDENTIFICATION: Invoices in duplicate with prices set out and giving the correct Purchase Order Number must be sent to the address shown on the
face of this order, otherwise payment of VENDOR'S account may be delayed. The Purchase Order Number shall appear on all invoices, boxes,
packages, shipping*documents and correspondence, and the list of contents shall be enclosed in each box or package.
15.. TERMINATION: CITY may, at any time, terminate this order in whole or in part by written or telegraphic notice or verbal notice confirmed in writing.
Upon termination for convenience of Buyer, the Buyer will assume responsibility for specific contractual or scheduled financial commitments made prior
to notice of termination. Any and all services, property, publications, or materials provided during or resulting from the Contract shall become the
property of the Buyer. If, however, termination is occasioned by the VENDOR'S breach of any condition hereof, including breach warranty, or by
VENDOR'S delay, except due to circumstances beyond the VENDOR'S control and without VENDOR'S fault or negligence, VENDOR shall not be
entitled to any claim or costs or to any profit referred to in said clause, and Buyer shall have against VENDOR all remedies provided by law and equity.
16. TAXES: CITY of Miami is exempt from State and local taxes. Exemption number is printed on the reverse side hereof. This Order shall serve as the
exemption certificate.
17. LAW GOVERNING: This contract shall be governed by and construed according to the laws of the State of Florida.
18. ASSIGNMENT: Any assignment of this Purchase Order, including any performance of work hereunder, in whole or in part, or monies due hereunder,
shall be void unless consented to by CITY in writing and CITY shall have no obligations to any assignee of VENDOR under any assignment not
consented to in writing by THE CITY.
19. TERMS: The order total shall be paid by the CITY upon receipt of invoice from VENDOR which shalt be subject to verification as to quantities and
quality of goods delivered or services performed.
20. TAX: VENDOR doing business with the CITY shall not be exempt from paying sales tax to their suppliers for materials to fulfill contractual obligations
with the CITY, nor shall any VENDOR be authorized to use the CITY Tax Exemption Number in acquiring such materials.
21. LOCAL RESOURCES: VENDOR shall give first priority to utilizing resources in the disaster area, including but not limited to procuring supplies and
equipment, awarding sub -contracts, and employing workmen.
22. PAYMENT CHANGES: Payments wilt only be made to the company and address as set forth on Purchase Order unless the VENDOR has
requested a change thereto on official company letterhead, signed by an authorized officer of the company.
23. UNIFORM COMMERCIAL CODE: The Uniform Commercial Code (Chapter 672, Florida Statutes) shall prevail as the basis for contractual
obligations between the VENDOR and CITY for any terms and conditions not specifically stated in this Purchase Order.
24. INSURANCE: In the event that insurance is required by the CITY in connection with this Purchase Order, VENDOR shall provide an Insurance
Certificate, in a form acceptable to the CITY, naming the CITY as an additional insured, as proof of compliance therewith which said certificate shall
constitute part of this Purchase Order.
25. BONDING: The CITY reserves the right to require the VENDOR to post a performance and payment bond in the amount of One Hundred percent
(100%) of the Purchase Order total, upon award or at such time deemed necessary by CITY.
CEitg 4liamt
PEDRO G. HERNANDEZ, P.E.
City Manager
ADDENDUM NO. 4
IFB 80066 JUNE 25, 2008
LEASE/RENT OF MULTIFUNCTIONAL COPIERS
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Invitation to Bid (IFB)
documents of the above captioned IFB, and shallbecome an integral part of the Contract
Documents. Please note the contents herein and reflect same on the documents you have on
hand.
NOTE: INVITATION TO BID (IFB) CLOSING DATE/TIME HAS BEEN
CHANGED TO WEDNESDAY, JULY 9, 2008 AT 2 P.M.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
, CPPO, CPPB, FCPM, FCPA
Procurement Officer
GM:MR:Ir
c: Bid File
DEPARTMENT OF PURCHASING
444 S.W. 2nd Avenue, 6'hFloor Miami, FL 33130 (305) 416-1900 Fax: (305) 416-1925 /Mailing Address: P.O. Box 330708 Miami, Florida 33233-0708
E-Mail Address: purchase@ci.miami.fl.us Website: http://ci.miami.fl.us
keitu Aiianti
PEDRO G. HERNANDEZ, P.E.
City Manager
ADDENDUM NO. 5
IFB 80066 JUNE 30, 2008
LEASE/RENT OF MULTIFUNCTIONAL COPIERS
TO: ALL PROSPECTIVE BIDDERS
The following changes, additions, clarifications, and deletions amend the invitation to Bid (IFB)
documents of the above captioned IFB, and shall become an integral part of the Contract Documents.
Please note the contents herein and reflect same on the documents you have on hand.
Q1. Surge protector, why is that a requirement when the machines have an internal protector— why
are you requiring an external power surge protector?
Al Not necessarily a surge protector, but more like a power ;filter.
Q2._ Is that a particular make and model for the surge protector that the City would prefer?
A2. The City of Miami is not specifying a particular make or brand however any equipment proposed
must meet or exceed bid specifications.
Q3. On the website there is a reference as to how the calculations will be done and we noticed that
the sample does not include the print controllers and scan controller and that is not here on this
sample.
A3. This is a not included in the sample provided but it will be factored in as a benchmark. This is
not the actual calculation we will use. Again, this was only provided as a sample for reference
purposes only. Method of award listed in the bid is the language that will prevail. Attachment
on the website is for sample purposes only. Not ail the factors have been included in the sample
however when in comes to the point that we do the actual tabulations of bids you will see within
our tabulations all of the pertinent sections that we ended up utilizing that is part of the method of
award as part of the bid calculations.
Q4. On each of the specs pages there is a range, there is an allowance, and there is a benchmark
performance level, which of these ranges will you calculate.
A4. The benchmark performance level will be the range used for calculation purposes.
Q5. On the 30 page per minute machine you are specifying 50 pages stapling, would you consider
allowing the stapling to be 30 pages instead of 50?
DEPARTMENT OF PURCHASING
444 S.W. 2nd Avenue, 6''' Floor Miami, FL 33130 (305) 416-1900 Fax: (305) 416-1925 / Mailing Address: P.O. Box 330708 Miami, Florida 33233-0708
E-Mail Address: purchase@ci.miami.fl.us Website: http://ci.miami.fl.us
A5. No, the City would not consider 30 page stapling, specifications to remain at 50 pages stapling.
Q6. On the 45 page per minute machines would you also consider 30 pages stapling rather then the
50 pages as listed in the specifications.
A6. No, the City would not consider 30 page stapling, specifications to remain at 50 pages stapling.
Q7. Is there a section on line that we can upload the technician certifications?
A7. All attachments can be uploaded in the Attachments. If you are experiencing problems
submitting you bid on-line please call the Purchasing Department and will assist you. Please do
not wait until the last minute prior to the bid submittal deadline.
Q8. On the performance standards if the user does not use the machine according to the
specifications, are you holding the vendor responsible?
A8. No, the vendor will not be held responsible as long as there is evidence of user misuse of
machine.
Q9. Who determines performance standards?
A9. The City of Miami determines performance using specifications on Page 94, Letter C —
Performance Standards.
Q10. If there is a dispute as to who was at fault for the machine being down, whether the user or
vendor, how is that going to be handled?
A10. Please see Page 96, Section D. Preventative Maintenance and Repair Services shall include all
labor and parts costs, including copier drums and all "non -consumable" parts/supplies necessary
for the proper operation of the multifunctional copier, with the exception of those parts or
equipment damaged due to extensive abuse and or willful negligence by the City. In the
event that the contractor believes that abuse or willful negligence has caused damage to the
equipment, he/she should immediately notify the Graphic Reproductions Division Superintendent
or Designee in writing.
Q11. There is no mediation?
Al1. No, there is no mediation.
Q12. It appears that there is no leeway in the performance standards?
Al2. Performance standards will be adhered to as specified in the contract.
Q13. Reporting structure real time data, do you have anything in there to avoid people from making up
the time they come in to service the machine? ,
A13. Designated Key Operators shall keep logs of copier response and downtime to be compared with
monthly service reports submitted by vendor.
Q14. You are asking the vendors to take a risk concerning Section 2.33 Termination, Letter B — For
Convenience, are you willing to provide any leeway.
A14. No, there is no leeway in Termination for Convenience.
Q15. Termination for Convenience does this mean that if you exercise this option there will not be any
future orders but those copiers already installed will remain?
A15. No, the exercising of the Termination for Convenience means the entire contract has been
terminated and all equipment procured under this bid will be returned.
Q16. Does that include all equipment, or does that mean just 50%?
A16. This pertains to all equipment.
Q17. Under the current contract do you have performance guarantees in there?
A17. Yes, we do have performance guarantees.
Q18. How many times have you executed the performance guarantees?
A18. We execute the performance guarantees all of the time, this is on -going. We do reports once a
month, and meet with the vendor on a quarterly basis. Our goal is to keep the machines up and
running.
Q19. Are you at liberty to provide us with the types of credits you have obtained from the current
provider after mediation?
A19. For the dates of March 15, 2005 through June 6, 2008 the total liquidated damages are $15,676.
Q20. Would you accept a bid that takes out the Termination for Convenience?
A20. No, we will not accept a bid that removes the Termination for Convenience.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
GM:Ir
c: Bid File
PO, CPPB, FCPM, FCPA
curement Officer