HomeMy WebLinkAboutAddendums No. 1 & 2KENNETH ROBERTSON JOHNNY MARTINEZ, P.E.
Chief Procurement Officer City Manager
ADDENDUM NO. 2
IFB No. 316277 May 25, 2012
Invitation For Bid (IFB) for Lease/Rent Multifunctional Copiers, Citywide
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be
deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and reflect same on the documents you have on hand.
THE IFB CLOSING DATE/TIME HAS BEEN CHANGED TO: FRIDAY, JUNE 1, 2012 AT 11:00 AM
The "Description" for IFB Line 8 has been modified as follows:
OCR Desktop/PC Software for Multifunctional Copiers aohine(if t incl el d i F`' b i^e):
QUESTIONS SUBMITTED BY PROSPECTIVE BIDDERS:
QI: Please clarify the City's apparent requirement that, in the event of termination of leases for
convenience, the City doesn't want to pay more than.2 months' base charges as termination fee. (See
pages 8, 18, 28, 36, 46, 57 & 67).
Al: In IFB Line items 1.9; 2.36; 3.33; 4.27; 5.33; 6.33; 7.33, Successful Bidder will be allowed to charge "Lease
Termination Fees (if any)..." whenever an individual multifunctional copier is no longer needed by a City end -
user department. For example: when a City Department/Division closes. Please note that these line items
have nothing to do with what is mentioned under Section 2.31(B) Termination, For Convenience. This later
section of the IFB is applicable to the termination of the entire contract and not an individual copier.
For clarification purposes, under IFB Line items 1.6;.2.33; 3.30; 4.24; 5.30; 6.30; 7.30, the Successful Bidder
will be allowed to charge a "Removal Charge (if any)..." at the end of the normal Contract Term (Section
2.3). Successful Bidder will not be allowed to charge a "Removal Charge" during the term of the contract or if
the City terminates the agreement in accordance with Section 2.31(B) Termination, For Convenience.
Q2: Please provide an estimate of the City's number of equipment moves for the contract term anticipated.
A2: Under the current bid contract, the City has had about six (6) copiers moved/relocated. Under the new bid
contract, the City anticipates more or less about the same quantity of copiers relocated. However, this will
vary. It may be less or it may be more.
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Q3: Please disclose the furthest possible distance from building to building for possible equipment
relocations.
A3: The distance from building to building for possible equipment relocation will vary from a few hundred feet to a
few miles, but should never be more than the geographical distance from one end of the City to the other. The
map attached currently.shows a route between the northernmost copier to the southernmost copier in the City
and distance is less than ten (10) miles.
Q4: Regarding OCR Software, what does the City want the OCR software to do? Does the City want the
end -user to have editing capability at the work station? Or is it sufficient to have the document
scanned and converted into a Word document at the Multifunctional Printer (MFP)?
A4: The City would like the OCR Software to allow searchable PDF files and conversion to Word files. OCR at the
copier Level is acceptable for Multifunctional printers Type E, F, and G. In addition, Bidders shall also utilize
IFB Line 8 to list the price of the OCR Software at the Desktop/PC level, and list how many users are covered
by each license.
Q5: Section 1.37, Firm Prices, states "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." However, Section 1.29, Discounts Offered During Term of Contract, states: "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."
Will a Prospective Bidder be allowed to discount for the first 120 days, and then go up to another price
after that time? If so, a Prospective Bidder could propose a discount for the first four months of the
contract (to win the bid), and then charge a higherprice after the 120 days are over.
A5: No. Since Section 1.30 of the IFB states the Order of Precedence for each section of the IFB, when it comes
to "Prices", precedence is given to Special Term and Condition Section 2.8, titled Pricing, over General Term
and Condition Sections 1.37 and 1.29. As such, Prospective Bidder shall submit its' Prices keeping in mind
this order of precedence and in accordance with Section 2-.8 of the IFB.
Q6: Will the City accept assignment of lease to third party leasing company for invoicing, billing .and
payment?
A6: Yes, only as it pertains to invoicing, billing, and payment. Pursuant to Section .2.5, Finance — Lease/Rental,
"[...]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."
Q7: Will the City accept invoices from two different sources or locations?
A7: No. Pursuant to Section 2.5, Finance — Lease/Rental, the City "will provide monthly payments to any one
source (company), as authorized by the Contractor." As such, the City expects that invoices come from one
source and not multiple sources.
Q8: Will the City accept remit to payments to anyone other than original respondent / supplier / bidder?
A8: Please refer to the answer posted for Question # 6 above.
Q9: Will the City require vendor to utilize recycling program for consumables coming from the MFPs?
A9: Yes. Pursuant to Section 3, Specifications, Part 1, Section B, item # 18, the following requirement is stated:
18. Toner Recycling program
The vendor must provide a toner recycling program at no additional cost to the City. The program must
provide an easy to use process for recycling toner and/or other consumables. The program should be
effortless -to -use -The -vendor -must provide for delivery or -pickup ot-the-consumables.-- -- --------
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Q10: Will the City require 15408 compliant for all MFPs to include encryption, memory overwrite and
password protection?
A10: No. But Bidder must adheretothe requirement mentioned under Section 3, Specifications, Part I, Section B,
item # 17, which states:
17. Data Overwrite Security Kit
Disk Encryption: 128-bit encryption to secure data.
On Demand Image Overwrite: Executed prior to removal or as needed to remove all. Image data from
disk or other non-volatile storage.
Immediate Image Overwrite: Automatically executed immediately after jobs are completed to remove
Image data from disk or other non-volatile storage.
Scheduled Image Overwrite: Automatic, daily overwrite of all image data from disk or Other non
Volatile storage including any pending jobs. This feature enables the machine to do up to a 7 layer
overwrite of any copied, printed, or scanned material.
The above applies to all copier types that have a hard drive and must be included in the base
price of the machine.
Q11: Will the City accept bills for staples for MFPs that are required to have stapling? .
All: Yes. Prospective Bidder shall indicate a Unit Price for the purchase of staples in the following IFB Line items:
2.38; 3.35; 4.29; 5.35; 6.35; 7.35
Q12: Will the City accept two clicks to be billed by 11x17 for any and all MFPslDevices?
Al2: Yes.
Q13: Will the Successful Bidder be required to place new units for co term add ons after the first 12
months?
A13: Yes, if they are needed. However, Bidder may charge one (1) month base fee for new equipment installed
after the first year. Please refer to Section 2.7, Quantities.
Q14: Prior to deleting a unit, will the City exhaust all means necessary to relocate the MFP, prior to
cancelation?
A14: Yes, at the City's discretion.
Q15: Has the City audited the meter reads?
A15: There is no need to audit the meters because the City has access to all meters and provides the meter reads
to the current vendor.
Q16: Will the meters be provided by the current vendor or the City through their personnel audit?
A16: The City has access to all meters and provides them to the current vendor.
Q17: Will the City provide information that pertains to how many times the cancellation of convenience
clause has been exercised over the last 20 years?
A17: With respect to the copier contract, the City has never exercised the Termination for Convenience option.
Q18: How will end users authenticate on the MFPs?
A18: There is no authentication for copiers; users select their name/path at the MFP interface.
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Q19: How many times has the City exercise the cancellation of convenience clause in the current active
contract?
A19: The City has never exercised the Termination for Convenience option.
Q20: Will there be a cap on the number of upgrade/downgrade on the number of units?
A20: No, but the City will work with the Successful Bidder to keep this at a minimum. The City knows and tracks the
volumes of each department and determines what type of machine each department needs.
Q21: How many moves were made throughout the current contract?
A21: Please refer to the answer posted for Question # 2 in this Addendum.
Q22: How many end users will need to authenticate to the MFPs?
A22: Users will be added to the MFPs web utility with a file destination.
Q23: Clarify the OCR requirements. Clarify if they need searchable PDF files or if they need full text
OCR and document conversion to Word files.
A23: Searchable PDF files and document conversion to Word files.
Q24: Can (OCR) be performed on the MFP itself or if it has to be done via desktop software.'
A24: Please refer to the answer for Question # 4 posted in this addendum.
Q25: Please clarify Leasing Terms: what is acceptable?
A25: Pursuant to Section 2.4, Written Agreement,: "[...] The terms and conditions contained in the IFB, the bid
response submitted by the lowest responsive and responsible bidder (and accepted by the City), any
addenda/amendments issued, and the City's Blanket Release or Purchase Order will constitute the entire
agreement. A manufacturer, distributor, local dealer, and/or leasing agency lease/rental agreement will not be
used. [...1"
Q26: Please clarify General Terms versus Special terms and which terms are bond in by the IFB pertaining
to copiers.
A26: The 1FB General Terms and Conditions are the terms and conditions displayed in all of the City's competitive
solicitations. They contain the "boilerplate" terms and conditions. The Special Terms and Conditions are those
created specific to the good and/or service requested in the Solicitation. These later terms vary by solicitation
and contain information such as: Term; Bidder's Minimum Qualifications; Insurance Requirements, Delivery
Requirements...etc. Any inconsistency in the formal solicitation is resolved by applying the order of
precedence specified in General Term and Condition Section 1.30 of the 1FB.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
fe7/6(4,66
'enneth Robertson
Director/Chief Procurement Officer
KR:yg
Cc: Bid File
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MAP REFERENCE TO QUESTION # 3:
LOCATION OF NORTHERMOST AND SOUTHERNMOST COPIER.
DISTANCE IS LESS THAN TEN (10) MILES.
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Ith o 'land
KENNETH ROBERTSON JOHNNY MARTINEZ, P.E.
Chief Procurement Officer City Manager
1F-1 .t
ADDENDUM NO. 1
IFB No. 316277 May 17, 2012
Invitation For Bid (IFB) for Lease/Rent Multifunctional Copiers, Citywide
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and reflect same on the documents you have on hand.
The IFB Closing Date/Time has been changed to: WEDNESDAY. MAY 30, 2012 AT 11:00 AM
Answers to questions submitted by Prospective Bidders will be published in an upcoming addendum.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
nneth Robertson
Director/Chief Procurement Officer
KR:yg
Cc: Bid File
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