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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