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HomeMy WebLinkAboutCRA-R-05-0017 Backup DocumentationCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM: DATE : Frank Rollason, Executive Director March 14, 2005 SUBJECT : Community Redevelopment Agency Milton Mizell, Superintendent Graphic Reproductions Division REFERENCES: ENCLOSURES: Copiers FILE : I reviewed the specifications for the Canon IR 3220 color copier Ikon Office Solutions is proposing for your office. The base cost is $789.49 per month with a cost per copy charge of $.085, 850 inclusive copies and all supplies except paper and staples included in the monthly lease. Pricing and specifications for this copier were taken from State of Florida contract (250-000-03-1) for multifunctional equipment which I have reviewed and agree is acceptable for the needs of Community Redevelopment Agency. After reviewing the specifications and pricing for the 50 page per minute Canon IR 5000 B&W copier proposed by Ikon Office Solutions, I have concluded that it would be more cost effective to utilize the City of Miami's contract with Toshiba Business Solutions. Pricing for Canon IR 5000 is $758.57 per month with a cost per copy charge of $.04, 45,000 inclusive copies and all supplies except paper and staples included in the monthly lease price. I am recommending the Toshiba e-Studio 8100 which is capable of producing 80 copies per minute with a base cost of $420.49 per month, a cost per copy charge of $0.04, 40,000 inclusive copies and all supplies except paper and staples included in the monthly lease price. Additional monthly costs for the Toshiba e-Studio 8100 would include the print/scan board $39,00 and large capacity feeder $28.00 bringing the total monthly payment to $487.00. Utilizing the city-wide copier contract with Toshiba Business Solutions would provide faster equipment at a $271.00 monthly savings over the Canon IR 5000. MM/mm CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: ALL DEPARTMENT DIRECTORS and CONTRACT LIAISONS FROM : Glenn Marcos, Director Purchasing Department DATE : November 22, 2004 FILE : SUBJECT : Lease/Rental for Multifunctional Copiers with Network Printing and Scanning Bid No. 03-04-129(08) REFERENCES: ENCLOSURES: Please find enclosed a copy of the recently approved city-wide term contract for the furnishing of copier services. This contract has been established for use by all city departments and offices on an as - needed when needed basis. Unless a specific item is not listed, using departments in need of these goods/or services are required to utilize this contract. Using Department(s) is urged to carefully review the contract in detail to become familiar with its prices, terms, and conditions, and items awarded. If your department is unable to locate a particular item on the contract, please contact the appropriate Buyer for assistance. No other goods or services can be purchased under this agreement except those specified in the contract.-- When requesting this commodity or service, the Bid and Resolution Nos. should be cited in the requisition. It shall be the responsibility of the using department to properly administer the contract to ensure that the contractor and the City perform all contractual obligations. In the execution of this responsibility, departments should monitor vendor performance, inspect goods at time of delivery and check for accuracy in billing. Should your department encounter any problems with the contractor, please document the problem and immediately advise Terry Byrnes, Sr. Procurement Specialist at 416-1917 for assistance. c: Bid File tifg cif 4Hiami CONTRACT AWARD BID NO.: DESCRIPTION: CONTRACT PERIOD: TERM OF CONTRACT: COMMODITY CODES: Pipmdmosati CITYWIDE 03-04-129(08) LEASE/RENTAL FOR MULTIFUNCTIONAL COPIERS WITH NETWORK PRINTING AND SCANNING NOVEMBER 29, 2004 THROUGH NOVEMBER 28, 2007 THREE (3) YEARS WITH THE OTR FOR ONE (1) ADDITIONAL ONE-YEAR PERIOD 600-38, 600-40, 600-42, 600-45, 600-47, 939-27, 985-26 SECTION #1 - VENDOR AWARD TOSHIBA BUSINESS SOLUTIONS 1700 SO POWERLINE ROAD DEERFIELD BEACH, FLORIDA 33442 Contact: JOHN GANS Phone: (800) 526-7926/(954) 260-5197 Fax: (954) 428-0343 CeII/Pager: N/A Email Address: JGANSpaTBSFL.TOSHIBA.COM SECTION #2 — AWARD/BACKGROUND INFORMATION C.C. AWARD DATE: OCTOBER 28, 2004 AMENDED AMOUNT: N/A RESOLUTION NO: 04-690 INSURANCE REQUIREMENTS: YES TOTAL CONTRACT AMOUNT: SEE BELOW PERFORMANCE BOND: N/A •$258,181.48, annually, with an estimated annual contingency amount of $75,000, for a total annual amount of $333,181.48, SECTION #3 - REQUESTING DEPARTMENT DEPARTMENT OF GENERAL SERVICES ADMINISTRATIONIGRAPHIC REPRODUCTIONS DIVISION Contract Administrator: MILTON MIZELL Phone: (305) 575-5154 Fax: (305) 575-5152 SECTION #4 - PROCURING AGENCY CITY OF MIAMI, PURCHASING DEPARTMENT Sr. Buyer: TERRY BYRNES Phone: 305-416-1917 Fax: 305-416-1925 Prepared By: Stephanie Jones, 11/19/04 Toshiba Business Solutions 1700 S. Powerline RD. Deerfield Beach, Florida 33442 COPIER TYPE(DIGITAL MULTIFUNCTIONAL} Monthly Copy Range Multicopy Machine Speed Monthly Copy Allowance (included) Benchmark Level Pricing (Monthly) MFGR. & MODEL NO. a) Monthly Rate (Basic) b} Reversing Automatic Document Feeder (RADF) c) Stapler/Finisher d) Total Basic Monthly Cost e) Three (3)Year Cost f) Installation Charge g) Removal Charge h) Relocation Charge i) Termination Fees j) Supply Cost Included k) Cost Per Copy Over Allowance I) Copier Overage (3 Years) m) Copies Over Allowance (3 Years) n) Total 3 Year Cost (Per Machine) o) Total 1 Year Cost (Per Machine) p) Number of Machines (Each Type) TYPE A 750-4,000 20 2,500 3,000 Toshiba E 200L $62.00 $12.00 $19.00 $93.00 $3,348.00 $0.00 $0.00 $50.00 $0.00 included 0.008 18,000 $144.00 $3,492.00 $1,164.00 42 TYPE B TYPE C TYPED TYPE E 4,000-13,000 13,000-25,000 25,000-50,000 50,000-75,000 30 45 60 75 6,000 15,000 25,000 40,000 8,500 20,000 38,000 60,000 Toshiba E 350 Toshiba E 450 Toshiba E 650 Toshiba E 810 $112.00 $211.00 $353.83 $420.00 $13.00 included included included $25.00 included included included $150.00 $211.00 $353.83 $420.00 $5,400.00 $7,596.00 $12,737.88 $15,120.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $50.00 $50.00 $50.00 $50.00 $0.00 $0.00 $0.00 $0.00 included included included included 0.006 0.004 0.004 0.004 90,000 180,000 468,000 720,000 $540.00 $720.00 $1,872.00 $2,880.00 $5,940.00 $8,316.00 $14,609.88 $18,000.00 $1,980.00 $2,772.00 $4,869.96 $6,000.00 25 17 13 6 Type A Copier Type B Copier Type C Copier Type D Copier Type E Copier Print Controller Scanning $23.00 $14.00 $24.00 $15.00 $24.00 $15.00 $39.00 $0.00 $39.00 $0.00 q) Total 3 Year Cost (All Machines) $160,074.00 Cost Adjustment *TYPE A COPIERS al) Copiers with RADF, Stapling Finisher, Print Controller and Scanning a2) Copiers with RADF, Stapling Finisher, Print Controller a3) Copiers with RADF, Stapling Finisher a4) Copiers (Basic) a5) Termination Fees ! Number of Copiers a6) Relocation Charge **TYPE B COPIERS bi) Copiers with RADF, Stapling Finisher, Print Controller and Scanning b2) Copiers with RADF, Stapling Finisher, Print Controller b3) Copiers with RADF, Stapling Finisher (Basic) b4) Termination Fees / Number of Copiers b5) Relocation Charge ***TYPE C COPIERS ci) Copiers with Print Controller and Scanning c2) Copiers with Print Controller c3) Copiers (Basic) c4) Termination Fees / Number of Copiers c5) Relocation Charge ****TYPE D COPIERS di) Copiers with Print Controller and Scanning $4,824.00 x $4,320.00 x $3,492.00 x $2,376.00 x $0.00 $50.00 $7,344.00 x $6,804.00 x $5,940.00 x $0.00 x $50.00 x # of Copiers 2 4 38 0 3 9 # of Copiers 3 2 20 2 8 # of Copiers $9,720.00 x 4 $9,180.00 x 2 $8,316.00 x 11 $0.00 x 2 $50.00 x 4 # of Copiers $16,013.88 x 4 $154,840.00 $148,916.00 $197,048.44 $113,666.00 Total Total Total $9,648.00 $17,280.00 $132,696.00 $0.00 $0.00 $450.00 $160,074.00 $22,032.00 TOTAL THREE (3) YEAR COST FOR ALL MACHINES $13,608.00 $118,800.00 $0.00 $400.00 $154,840.00 $38,880.00 TYPE A COPIERS $160,074.00 TYPE B COPIERS $154,840.00 TYPE C COPIERS $148,916.00 TYPE D COPIERS $197,048.44 $18,360.00 $91,476.00 TYPE E COPIERS $113,666.00 $0.00 $200.00 $148,916.00 $64,055.52 42 25 17 13 6 103 $774,544.44 TOTAL THREE (3) YEAR CONTRACT COS' d2) Copiers with Print Controller d3) Copiers (Basic) d4) Termination Fees / Number of Copiers d5) Relocation Charge $16,013.88 x 1 = $16,013.88 $14,609.88 x 8 = $116,879.04 $0.00 x 1 = $0.00 $50.00 x 2 = $100.00 Total $197,048.44 Average cost per copy $0.0140 ea (55,170,000 copies) *****TYPE E COPIERS # of Copiers $258,181.48 TOTAL ONE (1) YEAR COST el) Copiers with Print Controller and Scanning $19,404.00 x 3 = $58,212.00 e2) Copiers with Print Controller $19,404.00 x 1 = $19,404.00 e3) Copiers (Basic) $18,000.00 x 2 = $36,000.00 e4) Termination Fees / Number of Copiers $0.00 x 1 = $0.00 e5) Relocation Charge $50.00 x 1 = $50.00 Total $113,666.00 2.0 SPECIAL CONDITIONS 2.1. SCOPE AND PURPOSE It is the intent of the City of Miami to establish a contract for multifunctional copiers with network printing and scanning capabilities, inclusive of all supplies (except paper and staples) and a full service maintenance agreement (all parts and labor). This equipment will be utilized by various City depaituients, thereby standardizing machines, consolidating copier requirements and promoting economy. 2.2. DEADLINE FOR RECEIPT OF REQUEST FOR INFORMATION/ CLARIFICATION Pursuant to the Cone of Silence, any request for additional information or clarification must be received in writing no later than July 23, 2004. Bidders may fax, mail or email their requests to the attention of Terry Byrnes, CPPB, Sr. Procurement Specialist, at the City of Miami, Department of Purchasing, 444 S.W. 2nd Avenue, 6th Floor, Miami, Florida 33130, the facsimile number is (305) 416-1925, email: tbyrnes@ci.miami.fl.us. ADDITIONAL 2.3. TERM OF CONTRACT The contract shall be effective for three (3) years (36 months) with the option to extend for one (1) additional one (1) year period. The option to extend this contract shall be the prerogative of the City, not the right of the Contractor. This contract will be subject to the availability of funds for succeeding fiscal years. Lease/rental agreements for individual copiers shall commence upon the date of installation acceptance and shall be effective for three (3) years, in accordance with the needs of the individual using depai tinents. It is the intention of the City of Miami to have the initial order of machines installed and accepted by October 1, 2004. Individual copier equipment installed after the commencement date of the contract shall not extend beyond the overall contract expiration slate. 2.4. 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. 2.5. 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, 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. 2.6. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: a) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. b) 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. 2.7. 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. 2.8. 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 (Section 4.2.4.a.) 25-48 months - 2 months base cost for copier type (Section 4.2.4.a.) 2.9. 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) 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 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. 2.10. 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/print board; 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 FIVE (5) 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. 2.11. 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: 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 County throughout the term of the contract. 2.12. 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. i) Other Options - Are defined as additional desired features, but are not a requirement to meet the bid specifications. 2.13. 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. 2.14. 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. 2.15. 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 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, 2004 (Quantities as indicated by Graphic Reproductions Division and on the Purchase Order). 2.16. 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. 2.17. 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. (Item ##11 on Bid Form). 2.18. REPLACEMENT If any copier acquired by a lease/rental agreement under this contract performs below the performance level of 90% uptime, during three (3) consecutive twenty (20) working day periods, the contractor will replace the device with an equivalent device for the remaining term of the contract at no additional cost to the city. 2.19. 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 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: a) Worker's Compensation Insurance for all employees of the bidder as required by Florida Statute 440. b) Commercial General Liability Insurance on a comprehensive basis in an amount not less than $1,000,000.00 combined single limit with a general aggregate of $2,000,000 including coverage for personal and advertising injury, along with property damage to include products and completed operations and fire damage at $50,000.00. City must be shown as an additional insured with respect to this coverage. c) Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with the work in an amount not less than $300,000.00 combined single limit per occurrence for bodily injury and property damage. The City needs to be named as 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 "B" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Key Rating Insurance Guide or acceptance of insurance company which holds a valid Florida Certificate of Authority issued by the State of Florida, Department of Insurance, and are members of the Florida Guarantee Fund. 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: d) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Invitation For Bid. e) 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 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. 2.20. 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 property certified invoices. Invoices for equipment shall be submitted in triplicate and shall be sufficiently detailed and itemized so as to identify charges by location(s), equipment ID(s) and machine(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. 2.21. PREVENTATIVE 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. 2.22. MANDATORY PRE-B1D CONFERENCE A MANDATORY pre -bid conference will be held on Wednesday, July 21, 2004 at 1:00 P.M., in the Miami Riverside Center Building, 444 SW 2nd Ave.. Miami Florida, 33130, 10th Floor Conference Room. 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 10:00 a.m., shall not be deemed as having met this mandatory requirement. 2.23. CONTRACT ADMINISTRATOR Upon award, contractor shall report and work directly with Milton Mizell, who shall be designated as the Contract Administrator. 2.24. 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: a) 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 will be taken against employees for violations of such prohibition. b) 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. c) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (1). d) 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. e) 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. f) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. 2.25. 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 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). 2.26. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS The Bidder hereby acknowledges and agrees that all materials, 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 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 to the Bidder to replace the materials at the Bidder's expense. 2.27. NO SUBSTITUTION When "No Substitution" is used in combination with a manufacturer's name, brand name and/or model number, that named item is the only item that will be accepted by the City. 2.28. REFERENCES Each bid must be accompanied by a list of references, which shall include the name of the company, a contact person and the telephone number. NO BID WILL BE CONSIDERED WITHOUT THIS LIST. 2.29. SERVICE AND PARTS FACILITY The contractor shall maintain and/or operate a service/repair facility within Miami -Dade County 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. 2.30. TERMINATION 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 the contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the contractor's equipment shall be promptly removed and the City shall not be responsible for equipment left in City facilities after the contractor's receipt of such notice or after the date of termination stated in the notice. The contractor shall be liable for damages including the excess cost of procuring similar supplies or services unless the fault to perform is without the contractor's control, fault or negligence. Reasons for termination would be as follows: (1) Finding of default. (2) Unsatisfactory equipment performance and/or service. (3) Unavailability of funds and/or a reduction of funds. (4) Consolidation of departments/offices. 2.31. 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 Terms and 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. 2.32. 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 Miami with in 5 calendar days after the date of the bid opening. All products bid must meet or exceed all conditions and specifications of the JFB. 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. 3.0. SPECIFICATIONS 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, for each worksite. 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. b. 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. 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. 8. Conformance Unless otherwise stated by the bidder, the bid will be considered as being in strict conformance 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. 9. 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. 10. 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. 11. 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 using departments. 12. Machine Design Shall be a tabletop or console type. Paper delivery: All multifunctional copiers bid must be sheet fed bond 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. Additional detail regarding drums is provided in Part II of these specifications. 13. 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. 14. Meters and Key Counters Each machine shall be equipped with an accurate nonresettable metering device to record the number of copies produced. Explanations of how to read the meters shall be supplied to the user department upon installation. 15. 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. 16. 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. 17. 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. 18. Speed of Copiers The Multicopy speed of copiers Type A,B,C,D & E, shall be the minimum number of 8 1/2" X 11" "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) Copier Specification Guide and the Pocket Guide to Copiers. 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 ftnction 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). 3. Automatic Two -Sided Copying - (Auto Dupiexing) 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). 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. 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). 6. 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). 7. 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). 8. Print Controller Adds printing capability to digital copier connected to computer network. (Option for Copier Type A, B, C, D, & E). 9. 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 PC hard drive. 10. 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. 11. 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. PART II: PREVENTATIVE MAINTENANCE REPAIR SERVICES A. GENERAL REQUIREMENTS Preventative Maintenance and Repair Services shall be included in the lease/rental cost, and shall include all labor, parts and non -consumable supplies necessary for the proper and efficient operation of the copier equipment, except where such services is required due to extensive abuse or willful negligence on the part of the City. 1. Location of Service Facility Bidder shall operate and maintain a local service and parts facility within the limits of Miami -Dade County. 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 County 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 establish. The contractor shall reduce or credit 25% of the base cost on all equipment and all penalties related to replacement and further base 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 most 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 Avenue - 1st Floor Miami, Florida 33128 b) Two (2) 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. Uptirne 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 base cost on that device for the following month and all penalties related to replacement and further base cost 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 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 with the 94%-90% during any twenty (20) working day period, the base charge to the city shall be reduced or credited by 15% on that device. d) If Uptime for a device falls within the range of 89% - 80% for any twenty (20) working day period, the base charge to the city shall be reduced or credited by 20%. e) If Uptime for a device falls with the range of 79% or lower for any twenty (20) working day period, the base charge to the city shall be reduced or credited by 30%. f) If a device experiences less than 90% up -time during three (3) consecutive twenty (20) working day periods, the contractor shall replace the device with new equivalent device for the remaining term of the contract at no additional cost to the city. g) If a technician cannot satisfactorily repair a machine fault within 2 business days the contractor shall provide a loan multifunctional copier equal to the existing model. The contractor shall ensure that the loan device connects to the network and prints with existing drivers. This loan 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. h) 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 base cost reductions apply to any device that falls below 95% uptime for any twenty (20) working day period. This loan 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. i) Contractor shall provide training on "how to request service" for City employees. j) Contractor shall provide a system for reporting machine history as it relates to downtime and service calls (monthly, quarterly, annually, etc.) k) The contractor shall arrange to meet on a 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. 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 AND 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, 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. Contractor must be able to provide and maintain an adequate inventory of operating parts/supplies, (with the exception of copy paper and staples) to each copier worksite throughout the City, with no additional charge for this service, and all costs for supplies included in the overall pricing. PART IV: COPIER INVENTORY AND VOLUMES Copier Inventory and volumes from March 1999 to March 2000 20 cpm 30 cpm 45cpm 60 cpm Total Copiers 35 22 19 14 90 Inclusive Copies 830,629 1,142,639 2,607,955 3,4,14,495 8,025,718 Overage Copies 291,145 865,050 504,889 490,678 2,151,762 Total Copies 1,121,774 2,007,689 3,112,844 3,935,173 10,177,480 Copier Inventory and volumes from January 2003 to January 2004 20 cpm 30 cpm 45cpm 60 cpm Total Copiers 42 2 5 17 20 104 Inclusive Copies 1,290,000 1,968,000 3,180,000 6,780,000 13,218,000 Overage Copies 554,965 348,662 111,652 236,925 1,252,204 Total Copies 1,844,965 2,316,662 3,291,652 7,016,925 14,470,204 PART V: INDIVIDUAL. COPIER REQUIREMENTS The following items represent the Five (5) 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" and "Required Options" 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: Estimated Number of Digital Copiers: 42 (initial order) [4 Connected] [2 with 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: 6 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 321b. 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. Equipment up time 95% 12. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 13. Book Copying 14. Copy Control (minimum) 24 15. Interrupt 16. Erase 17. Margin Shift 18. Photo Mode 19. Energy Save 20. Energy Star Compliant 21. 1-99 Quantity Selector 22. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 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 Ietter 201b (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. TWAIN Compatible Scanning 4. Scan to Internal Hard Drive (User assigned mailboxes) 5. Sean Type: Pull Scan 6. 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 2200 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/XP/ Mac OS 9.x, OSX 3. PDL/PCL: PCL5e/Adobe Postscript 2 4. Printer Memory: 96 MB RAM (minimum) 5. Protocols Supported: TCP/IP 6. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 7. Network Print Monitoring Software (see specific features) 8. Print Driver Utility: Windows 2000/XP/Mac OS 9.x, OSX (see specific features) e. 32MB Memory upgrade f. Copier Stand * OTHER OPTIONS Are additional desired features, but are not a requirement to meet the bid specifications for Type A copiers. *g. Coin operating device IT IS THE INTENT OF THE CITY OF MIANH TO AWARD ALL FIVE (5) 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 B: Estimated Number of Digital Copiers: 25 (initial order) [5 Connected] [3 with 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: 6 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 201b. 6. Bypass Weights: 171b. to 321b. 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. Equipment up time 95% 12. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 13. Book Copying 14. Copy Control (minimum) 50 15. Interrupt 16. Erase 17. Margin Shift 18. Photo Mode 19. Energy Save 20. Energy Star Compliant 21. 1-99 Quantity Selector 22. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 23. Console Model or Copier Stand (included) B. REQUIRED OPTIONS a. Document Feeder I. 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" 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. TWAIN Compatible Scanning 4. Scan to Internal Hard Drive (User assigned mailboxes) 5. Scan Type: Pull Scan 6. 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 2200 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/XP/Mac OS 9.x, OSX 3. PDL/PCL: PCL5e/Adobe Postscript 2 4. Printer Memory: 128 MB RAM (minimum) 5. Protocols Supported: TCP/IP 6. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 7. Network Print Monitoring Software (see specific features) 8. Print Driver Utility: Windows 2000/XP/Mac OS 9.x, OSX (see specific features) e. 32MB Memory upgrade * OTHER OPTIONS Are additional desired features, but are not a requirement to meet the bid specifications for Type A copiers. *f. Coin operating device IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL FIVE (5) 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: Estimated Number of Digital Copiers: 17 (initial order) [6 Connected] [4 with 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 A. MANDATORY REQUIREMENTS: 1. Multipage speed 45 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: 6 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 20 lb. 6. Bypass Weights: 171b. to 321b. 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. ResoIution (Scan): 600 x 600 dpi (minimum) unenhanced I0. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Equipment up time 95% 12. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 13. Book Copying 14. Copy Control (minimum) 50 15. Interrupt 16. Erase 17. Margin Shift 18. Photo Mode 19. Energy Save 20. Energy Star Compliant 21. 1-999 Quantity Selector 22. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 23. Copier Console (included)) 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. TWAIN Compatible Scanning 4. Scan to Internal Hard Drive (User assigned mailboxes) 5. Scan Type: Pull Scan 6. 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 2200 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 I. Compatibility: PC/Mac 2. Operating System Support: Windows 2000/XP/Mac OS 9.x, OSX 3. PDL/PCL: PCL5e/Adobe Postscript 2 4. Printer Memory: 128 MB RAM (minimum) 5. Protocols Supported: TCP/IP 6. Network Interface Connection: (Ethernet) 10/100 Base-T (R.I-45) 7. Network Print Monitoring Software (see specific features) 8. Print Driver Utility: Windows 2000/XP/Mac OS 9.x, OSX (see specific features) c. 32MB Memory upgrade IT IS THE INTENT OF TILE CITY OF MIAMI TO AWARD ALL FIVE (5) DIGITAL IVIULTIFUNCTIONAL 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: Estimated Number of Digital Copiers: 13 (initial order) [5 Connected] [4 with Scanning] Range: 25,000 - 50,000 Copies/Prints per month Multipage Speed: 60 Copies/Prints per minute -Minimum Monthly Copy/Print Allowance: 25,000 copies/prints Benchmark Performance Level: 38,000 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: 6.8 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 Ib 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. Equipment up time 95% 12. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 13. Book Copying 14. Copy Control (minimum) 70 15. Interrupt 16. Erase 17. Margin Shift 18. Photo Mode 19. Energy Save 20. Energy Star Compliant 21. Program Ahead 22. Sheet Insertion 23. Two in One 24. Job Build 25. 1-999 Quantity Selector 26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 27. Copier Console (included)) Document Feeder 1. Reversing Automatic Document Feeder (RADF) 55 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: 70 Sheets letter 201b. (minimum) Stapling Finisher I. 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. TWAIN Compatible Scanning 4. Scan to Internal Hard Drive (User assigned mailboxes) 5. Scan Type: Pull Scan 6. 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 2200 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/XP/Mac OS 9.x, OSX 3. PDL/PCL: PCL5e/Adobe Postscript 2 4. Printer Memory: 128 MB RAM (minimum) 5. Protocols Supported: TCP/IP 6. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 7. Network Print Monitoring Software (see specific features) 8. Print Driver Utility: Windows 2000/XP/Mac OS 9.x, OSX (see specific features) c. 32MB Memory upgrade IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL FIVE (5) 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: Estimated Number of Digital Copiers: 6 (initial order) [4 Connected] [3 with Scanning] Range: 50,000 - 75,000 Copies/Prints per month Multipage Speed: 75 Copies/Prints per minute -Minimum Monthly Copy/Print AIlowance: 40,000 copies/prints Benchmark Performance Level: 60,000 copies/prints per month A. MANDATORY REQUIREMENTS: I. 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: 6.8 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: 1 I" 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. Equipment up time 95% 12. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 13. Book Copying 14. Copy Control (minimum) 100 15. Interrupt 16. Erase 17. Margin Shift 18. Photo Mode 19. Energy Save 20. Energy Star Compliant 21. Program Ahead 22. Sheet Insertion 23. Two in One 24. Job Build 25, 1-999 Quantity Selector 26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 27. Copier Console (included) 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: 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. TWAIN Compatible Scanning 4. Scan to Internal Hard Drive (User assigned mailboxes) 5. Scan Type: Pull Scan 6. 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 2200 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/XP/Mac OS 9.x, OSX 3. PDL/PCL: PCL5e/Adobe Postscript 2 4. Printer Memory: 128 MB RAM (minimum) 5. Protocols Supported: TCP/IP 6. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 7. Network Print Monitoring Software (see specific features) 8. Print Driver Utility: Windows 2000/XP/Mac OS 9.x, OSX (see specific features) e. 32MB Memory upgrade IT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL FIVE (5) 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.