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HomeMy WebLinkAboutInvitation for BidCity of Miami Invitation for Bid (IFB) Purchasing Department Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: http://ci.miami.fl.us/procurement IFB Number: 316277 Title: Invitation for Bid to Lease/Rent Multifunctional Copiers, Citywide Issue Date/Time: 01-MAY-2012 IFB Closing Date/Time: 05/23/2012 @ 14:00:00 Pre -Bid Conference: Mandatory Pre -Bid Date/Time: Friday, May 11, 2012 at 10:00 AM Pre -Bid Location: City of Miami, Miami Riverside Center, 444 S.W. 2 Avenue, 1st Floor Training Room, Miami, Florida 33130 Deadline for Request for Clarification: Monday, May 14, 2012 at 5:00 PM Buyer: Gonzalez, Yusbel Hard Copy Submittal Location: City of Miami - City Clerk 3500 Pan American Drive Miami FL 33133 US Buyer E-Mail Address: YGonzalez@ci.miami.fl.us Buyer Facsimile: (305) 400-5104 Pagel of 130 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destintion. The City reserves the right to accept or reject all or any part of this submission. Prices should bei firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section) . EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection. with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: SUPPLIER NAME. ADDRESS - PHONE: FAX. EMAIL: BEEPER - SIGNED BY. TITLE: DATE - FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISOUALIFY THIS BID. Page 2 of 13,0 Certifications Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Office Address: City, State, and Zip Code: Telephone Number: Fax Number: E-mail Address: Occupational License/Business Tax Receipt Number: Occupational License/Business Tax Receipt Issuing Agency: Occupational License/Business Tax Receipt Expiration Date: Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No. 12271 (Section 18-110 of the City Code) pertaining to the implementation of a "First Source Hiring Agreement.": (Yes or No) Page 3 of 130 Do you expect to create new positions in your company in the event your company was awarded a Contract by the City? (Yes or No) In the event your answer to question above is yes, how many new positions would you create to. perform this work? Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration of all new positions which might be created as a result of this award of a Contract. Address of Service and Parts Facility (See Special Condition Section 2.30) : Number of factory trained and certified service technicians that will be assigned to the City's account ( See Special Condition Section 2.10(d) ): Delivery - Indicate the number of calendar days required to complete delivery upon receipt of a Blanket Release / Purchase Order (Maximum 20 calendar days): Installation and Training - Indicate the number of calendar days required to complete installation/training upon delivery of equipment (Maximum 5 calendar days): Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 7/1/07). If no addendum/addenda was/were issued, please insert N/A. Reference No. 1 - Name of Company/Agency (See Special Condition Section 2.29 - References, before responding) : Reference No. 1 - Address, City, State, and Zip Code: Reference No. 1 - Name of Contact Person, Telephone Number, and Email Address: Page 4 of 130 Reference No. 1 - Date of Contract or Sale: Reference No. 1 - Description of Goods and/or Services Provided: Reference No. 2 - Name of Company/Agency (See Special Condition Section 2.29 - References, before responding) : Reference No. 2 - Address, City, State, and Zip Code: Reference No. 2 - Name of Contact Person, Telephone Number, and Email Address: Reference No. 2 - Date of Contract or Sale: Reference No. 2 - Description of Goods and/or Services Provided: Reference No. 3 - Name of Company/Agency (See Special Condition Section 2.29 - References, before responding) : Reference No. 3 - Address, City, State, and Zip Code: Reference No. 3 - Name of Contact Person, Telephone Number, and Email Address: Reference No. 3 - Date of Contract or Sale: Reference No. 3 - Description of Goods and/or Services Provided: Page 5 of 130 Line: 1 Description: MULTIFUNCTIONAL COPIER, TYPE A Line: 1.1 Description: Monthly Rate to Lease 20 CPM Multifunctional Copier with RADF and Fully Networked to Print and Scan, 1,250 Inclusive copies, maintenance and all supplies except paper and staples, Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed Number of Units: 6 Total: $ List any color to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 1.2 Description: Cost per impression over copy allowance of 1,250 per month for 20CPM Multifunctional Copier, Type A. Category: 60046-00 Unit of Measure: Each Page 6 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 1.3 Description: Purchase of 20 CPM Multifunctional Copier with RADF and Fully Networked to Print and Scan, 1,250 Inclusive copies, maintenance and all supplies except paper and staples, Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 1.4 Number of Units: 1 Total: $ Description: End of Lease'Purchase of 20 CPM Multifunctional Copier with RADF and Fully Networked to Print and Scan, 1,250 Inclusive copies, maintenance and all supplies except paper and staples, Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 1.5 Number of Units: 1 Total: $ Description: Installation Charge (if any) for 20 CPM Multifunctional Copier, Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 1.6 Number of Units: 6 Total: $ Description: Removal Charge (if any) for 20 CPM Multifunctional'Copier, Type A. Category: 60046-00 Unit of Measure: Each Page 7 of 130 Unit Price: $ Number of Units: 6 Total: $ Line: 1.7 Description: Relocation Charge (if any) for 20 CPM Multifunctional Copier (within same building), Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 1.8 Number of Units: 1 Total: $ Description: Relocation Charge (if any) for 20 CPM Multifunctional Copier (from one building to another), Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 1.9 Number of Units: 1 Total: $ Description: Lease Termination Fees (if any) for 20 CPM Multifunctional copier (not to exceed 2 months base fee), Type A. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2 Number of Units: 1 Total: $ Description: MULTIFUNCTIONAL COPIER, TYPE B Line: 2.1 Page 8 of 130 Description: Monthly Rate to Lease 22 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan 2,500 Inclusive copies, maintenance and all supplies except paper and staples, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 2.2 Number of Units: 50 Total: $ Description: Monthly Rate to Lease 22 CPM Multifunctional Copier 2,500 Inclusive copies, maintenance and all supplies except paper and staples, Base Machine Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Number of Units: 2 Total: $ Page 9 of 130 Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 2.3 Description: Cost per impression over copy allowance of 2,500 per month for 22CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.4 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 2.5 Page 10 of 130 Description: Monthly Rate to Lease Stapling Finisher for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.6 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Scan Controller for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.7 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Print Controller for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.8 Number of Units: 1 Total: $ Description: Monthly Rate to Lease RAM Upgrade for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Memory Size Line: 2.9 Page 11 of 130 Description: Monthly Rate to Lease Copier Stand for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.10 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Fax Board for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 2.11 Description: Monthly Rate to Lease Coin Operated Device for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.12 Number of Units: 1 Total: $ Description: Purchase of 22 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.13 Number of Units: 1 Total: $ Description: Purchase of 22 CPM Multifunctional Copier Base Machine, Type B. Page 12 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.14 Number of Units: 1 Total: $ Description: Purchase of Reversing Automatic Document Feeder (RADF) for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 2.15 Description: Purchase of Stapling Finisher for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.16 Number of Units: 1 Total: $ Description: Purchase of Scan Controller for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.17 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 22 CPM Multifunctional Copier, Type B. Page 13 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.18 Number of Units: 1 Total: $ Description: Purchase of RAM Upgrade for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.19 Number of Units: 1 Total: $ Description: Purchase of Copier Stand for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.20 Number of Units: 1 Total: $ Description: Purchase of Fax Board for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.21 Number of Units: 1 Total: $ Description: Purchase of Coin Operated Device for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Page 14 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 2.22 Description: End of Lease Purchase of 22 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.23 Number of Units: 1 Total: $ Description: End of Lease Purchase of 22 CPM Multifunctional Copier Base Machine, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.24 Number of Units: 1 Total: $ Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.25 Number of Units: 1 Total: $ Description: End of Lease Purchase of Stapling Finisher for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Page 15 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 2.26 Description: End of Lease Purchase of Scan controller for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.27 Number of Units: 1 Total: $ Description: End of Lease Purchase of Print Controller for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 2.28 Description: End of Lease Purchase of RAM Upgrade for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.29 Number of Units: 1 Total: $ Description: End of Lease Purchase of Copier Stand for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Page 16 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 2.30 Description: End of Lease Purchase of Fax Board for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.31 Number of Units: 1 Total: $ Description: End of Lease Purchase of Coin Operated Device for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 2.32 Description: Installation Charge (if any) for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.33 Number of Units: 50 Total: $ Description: Removal Charge (if any) for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 50 Total: $ Page 17 of 130 Line: 2.34 Description: Relocation Charge (if any) for 22 CPM Multifunctional Copier (within same building), Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.35 Number of Units: 1 Total: $ Description: Relocation Charge (if any) for 22 CPM Multifunctional Copier (from one building to another), Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.36 Number of Units: 1 Total: $ Description: Lease Termination Fees (if any) for 22 CPM Multifunctional copier (not to exceed 2 months base fee), Type B. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 2.37 Number of Units: 1 Total: $ Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Number of Units: 1 Total: $ Page 18 of 130 Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less): Line: 2.38 Description; Staples for 22 CPM Multifunctional Copier, Type B. Category: 60046-00 Unit of Measure: Box Unit Price: $ Staples per Box Manufacturer/Product No. Line: 3 Number of Units: 1 Total: $ Description: MULTIFUNCTIONAL COPIER, TYPE C Line: 3.1 Description: Monthly Rate to Lease 30 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan 6,000 Inclusive copies, • maintenance and all supplies except paper and staples, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Number of Units: 41 Total: $ Page 19 of 130 Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 3.2 Description: Monthly Rate to Lease 30 CPM Multifunctional Copier with 6,000 Inclusive copies, maintenance and all supplies except paper and staples, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) , Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Number of Units: 1 Total: $ Page 20 of 130 Line: 3.3 Description: Cost per impression over copy allowance of 6,000 per month for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 3.4 Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.5 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Stapling Finisher for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.6 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Scan Controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 21 of 130 Line: 3.7 Description: Monthly Rate to Lease Print Controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.8 Number of Units: 1 Total: $ Description: Monthly Rate to Lease RAM Upgrade for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Memory Size Line: 3.9 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Fax Board for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.10 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Coin Operated Device for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 22 of 130 Line: 3.11 Description: Purchase of 30 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.12 Number of Units: 1 Total: $ Description: Purchase of 30 CPM Multifunctional Copier Base Machine, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.13 Number of Units: 1 Total: $ Description: Purchase of Reversing Automatic Document Feeder (RADF) for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.14 Number of Units: 1 Total: $ Description: Purchase of Stapling Finisher for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 3.15 Page 23 of 130 Description: Purchase of Scan Controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.16 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 3.17 Description: Purchase of RAM Upgrade for 30 CPM. Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.18 Number of Units: 1 Total: $ Description: Purchase of Fax Board for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.19 Number of Units: 1 Total: $ Description: Purchase of Coin Operated Device for 30 CPM Multifunctional Copier, Type C. Page 24 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.20 Number of Units: 1 Total: $ Description: End of Lease Purchase of 30 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.21 Number of Units: 1 Total: $ Description: End of Lease Purchase of 30 CPM Multifunctional Copier Base Machine, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 3.22 Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.23 Number of Units: 1 Total: $ Description: End of Lease Purchase of Stapling Finisher for 30 CPM Multifunctional Copier, Type C. Page 25 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.24 Number of Units: 1 Total: $ Description: End of Lease Purchase of Scan controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.25 Number of Units: 1 Total: $ Description: End of Lease Purchase of Print Controller for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.26 Number of Units: 1 Total: $ Description: End of Lease Purchase of RAM Upgrade for 30 CPM Multifunctional Copier, Type C. Category: 60046-00. Unit of Measure: Each Unit Price: $ Line: 3.27 Number of Units: 1 Total: $ Description: End of Lease Purchase of Fax Board for 30 CPMMultifunctional Copier, Type C. Page 26 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.28 Number of Units: 1 ' Total: $ Description: End of Lease Purchase of Coin Operated Device for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.29 Number of Units: 1 Total: $ Description: Installation Charge (if any) for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.30 Number of Units: 41 Total: $ Description: Removal Charge (if any) for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.31 Number of Units: 41 Total: $ Description: Relocation Charge (if any) for 30 CPM Multifunctional Copier (within same building), Type C. Page 27 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.32 Number of Units: 1 Total: $ Description: Relocation Charge (if any) for 30 CPM Multifunctional Copier (from one building to another), Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 3.33 Description: Lease Termination Fees (if any) for 30 CPM Multifunctional copier (not to exceed 2 months base fee), Type C. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 3.34 Number of Units: 1 Total: $ Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less) Line: 3.35 Number of Units: 1 Total: $ Page 28 of 130 Description: Staples for 30 CPM Multifunctional Copier, Type C. Category: 60046-00 Unit of Measure: Box Unit Price: $ Staples per Box Manufacturer/Product No. Number of Units: 1 Total: $ Line: 4 Description: MULTIFUNCTIONAL COPIER, TYPE D Line: 4.1 Description: Monthly Rate to Lease 45 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan 15,000 Inclusive copies, maintenance and all supplies except paper and staples, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other (fuser oil, ect.) Manufacturer/Product No. Response time during Normal Number of Units: 14 Total: $ Page 29 of 130 Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 4.2 Description: Monthly Rate to Lease 45 CPM Multifunctional Copier with 15,000 Inclusive copies, maintenance and all supplies except paper and staples, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 4.3 Number of Units: 1 Total: $ Description: Cost per impression over copy allowance of 15,000 per month for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Page 30 of 130 Unit of Measure: Each Unit Price: $ Line: 4:4 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.5 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Stapling Finisher for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.6 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Scan Controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.7 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Print Controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Page 31 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 4.8 Description: Monthly Rate to Lease RAM Upgrade for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.9 Number of Units: 1 Total: $ Description: Purchase of 45 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.10 Number of Units: 1 Total: $ Description: Purchase of 45 CPM Multifunctional Copier Base Machine, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.11 Number of Units: 1 Total: $ Description: Purchase of Reversing Automatic Document Feeder (RADF) for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Page 32 of 130 Unit Price: $ Line: 4.12 Number of Units: 1 Total: $ Description: Purchase of Stapling Finisher for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.13 Number of Units: 1 Total: $ Description: Purchase of Scan Controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.14 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.15 Number of Units: 1 Total: $ Description: Purchase of RAM Upgrade for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 33 of 130 Line: 4.16 Description: End of Lease Purchase of 45 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 4.17 Description: End of Lease Purchase of 45 CPM Multifunctional Copier Base Machine, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.18 Number of Units: 1 Total: $ Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.19 Number of Units: 1 Total: $ Description: End of Lease Purchase of Stapling Finisher for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 34 of 130 Line: 4.20 Description: End .of -Lease Purchase. of Scan controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.21 Number of Units: 1 Total: $ Description: End of Lease Purchase of Print Controller for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.22 Number of Units: 1 Total: $ Description: End of Lease Purchase of RAM Upgrade for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.23 Number of Units: 1 Total: $ Description: Installation Charge (if any) for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 14 Total: $ Page 35 of 130 Line: 4.24 Description: Removal Charge (if any) for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.25 Number of Units: 14 Total: $ Description: Relocation Charge (if any) for 45 CPM Multifunctional Copier (within same. building), Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 4.26 Description: Relocation Charge (if any) for 45 CPM Multifunctional Copier (from one building to another), Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 4.27 Number of Units: 1 Total: $ Description: Lease Termination Fees (if any) for 45 CPM Multifunctional copier (not to exceed 2 months base fee), Type D. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 36 of 130 Line: 4.28 Description: Additional charge for Emergency Service calls,nights, weekends and holidays for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less) Number of Units: 1 Total: $ Line: 4.29 Description: Staples for 45 CPM Multifunctional Copier, Type D. Category: 60046-00 Unit of Measure: Box Unit Price: $ Number of Units: 1 Total: $ Staples per Box Manufacturer/Product No. Line: 5 Description: MULTIFUNCTIONAL COPIER, TYPE E Line: 5.1 Description: Monthly Rate to Lease 60 CPM Multifunctional Copier with RADF, Stapling Finisher, and Fully Networked to Print and Scan 25,000 Inclusive copies, maintenance and all supplies except paper and staples, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 13 Total: $ Page 37 of 130 Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other (fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 5.2 Description: Monthly Rate to Lease 60 CPM Multifunctional Copier with 25,000 Inclusive copies, maintenance and all supplies except paper and staples, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Number of Units: 1 Total: $ Page 38 of 130 Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other (fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 5.3 Description: Cost per impression over copy allowance of 25,000 per month for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.4 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.5 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Stapling Finisher for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 39 of 130 Line: 5.6 Description: Monthly Rate to Lease Scan Controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.7 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Print Controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.8 Number of Units: 1 Total: $ Description: Monthly Rate to Lease RAM Upgrade for 60 CPM Multifunctional Copier,Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Memory Size Line: 5.9 Description: Monthly Rate to Lease Advanced Finisher for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 40 of 130 Line: 5.10 Description: Monthly. Rate. to Lease Large Capacity Feeder for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.11 Number of Units: 1 Total: $ Description: Purchase of 60 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.12 Number of Units: 1 Total: $ Description: Purchase of 60 CPM Multifunctional Copier Base Machine, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.13 Number of Units: 1 Total: $ Description: Purchase of Reversing Automatic Document Feeder (RADF) for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 41 of 130 Line: 5.14 Description: Purchase of Stapling Finisher for 60 CPM. Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 5.15 Description: Purchase of Scan Controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00, Unit of Measure: Each Unit Price: $ Line: 5.16 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.17 Number of Units: 1 Total: $ Description: Purchase of RAM Upgrade for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ • Line: 5.18 Number of Units: 1 Total: $ Page 42 of 130 Description: Purchase of Advanced Finisher for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.19 Number of Units: 1 Total: $ Description: Purchase of Large Capacity Feeder for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.20 Number of Units: 1 Total: $ Description: End of Lease Purchase of 60 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.21 Number of Units: 1 Total: $ Description: End of Lease Purchase of 60 CPM Multifunctional Copier Base Machine, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.22 Number of Units: 1 Total: $ Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 60 Page 43 of 130 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 5.23 Description: End of Lease Purchase of Stapling Finisher for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.24 Number of Units: 1 Total: $ Description: End of Lease Purchase of Scan controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 5.25 Description: End of Lease Purchase of Print Controller for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.26 Number of Units: 1 Total: $ Page 44 of 130 Description: End of Lease Purchase of RAM Upgrade for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Manufacturer Model Number Supplier Part Number Delivery Time from Receipt of Order (Calendar Days) Minimum Order Quanitity Line: 5.27 Description: End of Lease Purchase of Advanced Finisher for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.28 Number of Units: 1 Total: $ Description: End of Lease Purchase of Large Capacity Feeder for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.29 Number of Units: 1 Total: $ Description: Installation Charge (if any) for 60 CPM Multifunctional Copier, Type E. Page 45 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 13 Total: $ Line: 5.30 Description: Removal Charge (if any) for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.31 Number of Units: 13 Total: $ Description: Relocation Charge (if any) for 60 CPM Multifunctional Copier (within same building), Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.32 Number of Units: 1 Total: $ Description: Relocation Charge (if any) for 60 CPM Multifunctional Copier (from one building to another), Type E. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.33 Number of Units: 1 Total: $ Description: Lease Termination Fees (if any) for 60 CPM Multifunctional copier (not to exceed 2 months base fee), Type E. Page 46 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 5.34 Number of Units: 1 Total: $ Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less) Line: 5.35 Number of Units: 1 Total: $ Description: Staples for 60 CPM Multifunctional Copier, Type E. Category: 60046-00 Unit of Measure: Box Unit Price: $ Number of Units: 1 Total: $ Staples per Box Manufacturer/Product No. Line: 6 Description: MULTIFUNCTIONAL COPIER, TYPE F Line: 6.1 Description: Monthly Rate to. Lease 75 CPM Multifunctional Copier with RADF, Standard Finisher and Fully Networked to Print and Scan 41,000 Inclusive copies, maintenance and all Page 47 of 130 supplies except paper and staples, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Number of Units: 3 Total: $ Line: 6.2 Description: Monthly Rate to Lease 75 CPM Multifunctional Copier with 41,000 Inclusive copies, maintenance and all supplies except paper and staples, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed Number of Units: 1 Total: $ Page 48 of 130 List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 6.3 Description: Cost per impression over copy allowance of 41,000 per month for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.4 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.5 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Stapling Finisher for 75 CPM Multifunctional Copier, Type F. Page 49 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.6 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Scan Controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 6.7 Description: Monthly Rate to Lease Print Controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.8 Number of Units: 1 Total: $ Description: Monthly Rate to Lease RAM Upgrade for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Memory Size Line: 6.9 Description: Monthly Rate to Lease Advanced Finisher for 75 CPM Multifunctional Copier, Type F. Page 50 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.10 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Large Capacity Feeder for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.11 Number of Units: 1 Total: $ Description: Purchase of 75 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 6.12 Description: Purchase of 75 CPM Multifunctional Copier Base Machine, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.13 Number of Units: 1 Total: $ Description: Purchase of Reversing Automatic Document Feeder (RADF) for 75 CPM Multifunctional Copier, Type F. Page 51 of 130 Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.14 Number of Units: 1 Total: $ Description: Purchase of Stapling Finisher for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Manufacturer Model Number Supplier Part Number Delivery Time from Receipt of Order (Calendar Days) Minimum Order Quantity Line: 6.15 Description: Purchase of Scan Controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.16 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Page 52 of 130 Unit Price: $ Number of Units: 1 Total: $ Line: 6.17 Description: Purchase of RAM Upgrade for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.18 Number of Units: 1 Total: $ Description: Purchase of Advanced Finisher for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.19 Number of Units: 1 Total: $ Description: Purchase of Large Capacity Feeder for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.20 Number of Units: 1 Total: $ Description: End of Lease Purchase of 75 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 53 of 130 Line: 6.21 Description: End of Lease Purchase of 75 CPM Multifunctional Copier Base Machine, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.22 Number of Units: 1 Total: $ Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.23 Number of Units: 1 Total: $ Description: End of Lease Purchase of Stapling Finisher for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.24 Number of Units: 1 Total: $ Description: End of Lease Purchase of Scan controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 54 of 130 Line: 6.25 Description: End of Lease Purchase of Print Controller for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.26 Number of Units: 1 Total: $ Description: End of Lease Purchase of RAM Upgrade for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 6.27 Description: End of Lease Purchase of Advanced Finisher for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.28 Number of Units: 1 Total: $ Description: End of Lease Purchase of Large Capacity Feeder for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 55 of 130 Line: 6.29 Description: Installation Charge (if any) for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.30 Number of Units: 3 Total: $ Description: Removal Charge (if any) for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.31 Number of Units: 3 Total: $ Description: Relocation Charge (if any) for 75 CPM Multifunctional Copier (within same building), Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 6.32 Description: Relocation Charge (if any) for 75 CPM Multifunctional Copier (from one building to another), Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 56 of 130 Line: 6.33 Description: Lease Termination Fees (if any) for 75 CPM Multifunctional copier (not to exceed 2 months base fee), Type F. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 6.34 Number of Units: 1 Total: $ Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Number of Units: 1 Total: $ Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less) Line: 6.35 Description: Staples for 75 CPM Multifunctional Copier, Type F. Category: 60046-00 Unit of Measure: Box Unit Price: $ Staples per Box Manufacturer/Product No. Line: 7 Number of Units: 1 Total: $ Page 57 of 130 Description: MULTIFUNCTIONAL COPIER, TYPE G Line: 7.1 Description: Monthly Rate to Lease 90 CPM Multifunctional Copier with RADF, Standard Finisher and Fully Networked to Print and Scan 61,000 Inclusive copies, maintenance and all supplies except paper and staples, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints) Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other(fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 7.2 Number of Units: 5 ' Total: $ Description: Monthly Rate to Lease 90 CPM Multifunctional Copier with 61,000 Inclusive copies, maintenance and all supplies except paper and staples, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 58 of 130 Manufacturer Make and Model Number First Copy Out Time (in Seconds) Multipage Speed List any colors to which drum is blind Copier Drum Warranty (number of copies/prints). Cost of Drum (If Damaged) Toner (dry ink) Manufacturer/Product No. Developer (Dispersant) Manufacturer/Product No. Other (fuser oil, ect.) Manufacturer/Product No. Response time during Normal Business Hours (4 Hours or less) PM Schedule (in number of copies/prints) Line: 7.3 Description: Cost per impression over copy allowance of 61,000 per month for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 7.4 Description: Monthly Rate to Lease Reversing Automatic Document Feeder (RADF) for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 59 of 130 Line: 7.5 Description: Monthly Rate to Lease Stapling Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.6 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Scan Controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.7 Number of Units: 1 Total: $ Description: Monthly Rate to Lease Print Controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.8 Number of Units: 1 Total: $ Description: Monthly Rate to Lease RAM Upgrade for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Memory Size Number of Units: 1 Total: $ Page 60 of 130 Line: 7.9 Description: Monthly Rate to Lease Advanced Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.10 Number of Units: 3 Total: $ Description: Monthly Rate to Lease Large Capacity Feeder for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.11 Number of Units: 1 Total: $ Description: Purchase of 90 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.12 Number of Units: 1 Total: $ Description: Purchase of 90 CPM Multifunctional Copier Base Machine, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 61 of 130 Line: 7.13 Description: Purchase of Reversing Automatic Document Feeder (RADF) for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.14 Number of Units: 1 Total: $ Description: Purchase of Stapling Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.15 Number of Units: 1 Total: $ Description: Purchase of Scan Controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.16 Number of Units: 1 Total: $ Description: Purchase of Print Controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 62 of 130 Line: 7.17 Description: Purchase of RAM Upgrade for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.18 Number of Units: 1 Total: $ Description: Purchase of Advanced Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.19 Number of Units: 1 Total: $ Description: Purchase of Large Capacity Feeder for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.20 Number of Units: 1 Total: $ Description: End of Lease Purchase of 90 CPM Multifunctional Copier with RADF, Stapling Finisher, Copier Stand and Fully Networked to Print and Scan, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 7.21 Page 63 of 130 Description: End of Lease Purchase of 90 CPM Multifunctional Copier Base Machine, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.22 Number of Units: 1 Total: $ Description: End of Lease Purchase of Reversing Automatic Document Feeder (RADF) for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.23 Number of Units: 1 Total: $ Description: End of Lease Purchase of Stapling Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.24 Number of Units: 1 Total: $ Description: End of Lease Purchase of Scan controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 7.25 Page 64 of 130 Description: End of Lease Purchase of Print Controller for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.26 Number of Units: 1 Total: $ Description: End of Lease Purchase of RAM Upgrade for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.27 Number of Units: 1 Total: $ Description: End of Lease Purchase of Advanced Finisher for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.28 Number of Units: 1 Total: $ Description: End of Lease Purchase of Large Capacity Feeder for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 7.29 Page 65 of 130 Description: Installation Charge (if any) for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.30 Number of Units: 5 Total: $ Description: Removal Charge (if any) for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.31 Number of Units: 5 Total: $ Description: Relocation Charge (if any) for 90 CPM Multifunctional Copier (within same building), Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.32 Number of Units: 1 Total: $ Description: Relocation Charge (if any) for 90 CPM Multifunctional Copier (from one building to another), Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Line: 7.33 Page 66 of 130 Description: Lease Termination Fees (if any) for 90 CPM Multifunctional copier (not to exceed 2 months base fee), Type G. Category: 60046-00 Unit of Measure: Each Unit Price: $ Line: 7.34 Number of Units: 1 . Total: $ Description: Additional charge for Emergency Service calls, nights, weekends and holidays for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Hour Unit Price: $ Emergency Response Time After Hours, Holidays, Weekends (2 business hours or less) Line: 7.35 Number of Units: 1 Total: $ Description: Staples for 90 CPM Multifunctional Copier, Type G. Category: 60046-00 Unit of Measure: Box Unit Price: $ Number of Units: 1 Total: $ Staples per Box Line: 8 Description: OCR Software for Machines (if not included in the base price): Category: 60046-00 Unit of Measure: Each Unit Price: $ Number of Units: 1 Total: $ Page 67 of 130 Is the license per machine or per user? If user license, how many users are covered by each license? Page 68 of 130 Invitation for Bid (IFB) 316277 Table of Contents Terms and Conditions 70 1. General Conditions 70 1.1. GENERAL TERMS AND CONDITIONS 70 2. Special Conditions 91 2.1. PURPOSE 91 2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 91 2.3. TERM OF CONTRACT 91 2.4. WRITTEN AGREEMENT 91 2.5. FINANCE - LEASE/RENTAL 91 2.6. NON -APPROPRIATION OF FUNDS 91 2.7. QUANTITIES 92 2.8. PRICING 92 2.9. METHOD OF AWARD .93 2.10. BIDDER'S MINIMUM QUALIFICATIONS .93 2.11. EQUIPMENT 94 2.12. PRODUCT INFORMATION AND TECHNICAL DOCUMENTATION 95 2.13. DELIVERY 95 2.14. DEMONSTRATIONS 95 2.15. ACCEPTANCE 96 2.16. CONVERSION OF LEASE AGREEMENTS 96 2.17. REPLACEMENT 96 2.18. FAILURE TO PERFORM 96 2.19. INSURANCE REQUIREMENTS 96 2.20. INVOICES AND PAYMENT 98 2.21. PREVENTIVE MAINTENANCE AND REPAIR SERVICES 98 2.22. TECHNICAL SUPPORT 98 2.23. PRE -BID CONFERENCE 99 2.24. PAYMENT OF PROPERTY TAXES 99 2.25. CONTRACT ADMINISTRATOR 99 2.26. TIE BIDS .99 2.27. DAMAGES TO PUBLIC/PRIVATE PROPERTY 100 2.28. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS 100 2.29. REFERENCES 100 2.30. SERVICE AND PARTS FACILITY 100 2.31. TERMINATION 100 2.32. ADDITIONAL TERMS AND CONDITIONS 101 2.33. PRIMARY CLIENT (FIRST PRIORITY) 101 3. Specifications 102 3.1. SPECIFICATIONS/SCOPE OF WORK 102 Page 69 of 130 Invitation for Bid (IFB) 316277 Terms and Conditions 1. General Conditions 1.1. GENERAL TERMS AND CONDITIONS Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the. City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. 1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon issuance by the City of a purchase order. 1.3. ACCEPTANCE/REJECTION - The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4. ADDENDA - It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available at the City's website at: http://www.ci.miami.fl.us/procurement 1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate response from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate response offers a different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the Bidder/Proposer shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall be placed in the same response. This provision only applies to formal solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies. 1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent. 1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each party shall bear their own attorney's fees through and including appellate litigation and any post judgment Page 70 of 130 Invitation for Bid (IFB) 316277 proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final . payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all -goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s) established herein, when permissible by federal, state, and local laws, rules, and regulations. Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the successful bidder(s)/proposer(s). 1.10. AWARD OF CONTRACT: A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or addenda. B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference to Businesses with Drug -Free Workplace Programs. C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Bidder's/Proposer's default. D. The term of the contract shall be specified in one of three documents which shall be issued to the successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet. E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised, the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual agreement of such extensions. F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. Page 71 of 130 Invitation for Bid (IFB) 316277 G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such combination as shall best serve the interests of the City unless otherwise specified. H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the City's best interests. Such agreement will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attomey. 1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand. 1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted accordingly. 1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may be rejected. 1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed.. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. 1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of bid/proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers and make available a written explanation for the cancellation. 1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable Page 72 of 130 Invitation for Bid (IFB) 316277 for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response for the same items/services or with the City of Miami's Purchasing Department or initiating department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred and the City reserves the right to reject any and all bids/responses where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C. The State of Florida Statutes, Section 287.133(3) (A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E. Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation. I. City Procurement Ordinance City Code Section 18, Article III. J. Conflict of Interest, City Code Section 2-611;61. K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation. Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a condition precedent to the execution of service contracts including professional services. Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written Page 73 of 130 Invitation for Bid (IFB) 316277 recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between, among others: Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications: oral communications with the City purchasing staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal or pre -bid conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff. Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST - Bidders/Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm. A. Bidder/Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within his/her/its trust, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for himself/herself/itself, or others. Bidder/Proposer may not disclose or use information not available to members of the general public and gained by reason of his/her/its position, except for information relating exclusively to governmental practices, for his/her/its personal gain or benefit or for the personal gain or benefit of any other person Page 74 of 130 Invitation for Bid (IFB) 316277 or business entity. B. Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted any business with the City or any person or agency acting for the City, and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that he/she/it is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C. A violation of this section may subject the Bidder/Proposer to immediate termination of any professional services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on. Ethics. 1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Bidder(s)/Proposer(s) . 1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission. (b) Causes for debarment or suspension. Causes for debarment or suspension include the following: (1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private .Contract or subcontract,or incident to the performance of such Contract or subcontract. (2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of nonresponsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (5) Debarment or suspension of the Contractual Party by any federal, state or other governmental entity. Page 75 of 130 Invitation for Bid (IFB) 316277 (6) False certification pursuant to paragraph (c) below. (7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which the violation remains noncompliant. (8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (9) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b) (5). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or. suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. 1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate,who has been placed on the State of Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit response on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under this Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. Page 76 of 130 Invitation for Bid (IFB) 316277 All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Response non -responsive. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s) during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer to Bidder/Proposer will be passed on to the City. 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) Addenda (as applicable) 2) Specifications 3) Special Conditions 4) General Terms and Conditions 1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. 1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. Page 77 of 130 Invitation for Bid (IFB) 316277 1.34. EVALUATION OF RESPONSES A.Rejection of Responses The City may reject a Response for any of the following reasons: 1) Bidder/Proposer fails to acknowledge receipt of addenda; 2) Bidder/Proposer mistates or conceals any material fact in the Response ; 3) Response does not conform to the requirements of the Formal Solicitation; 4) Response requires a conditional award that conflicts with the method of award; 5) Response does not include required samples, certificates, licenses as required; and, 6) Response was not executed by the Bidder's/Proposer(s) authorized agent. The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination From Consideration 1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City. 2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1) Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established entity in line with the best industry practices in the industry as determined by the City. 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the, specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations. 1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for Page 78 of 130 Invitation for Bid (IFB) 316277 rejection of bid/proposal. 1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-110) (a) The Commission approves implementation of the first -source hiring agreement policy and requires as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring agreements between the organization or individual receiving said contract and the authorized representative unless such an agreement is found infeasible by the city manager and such finding approved by the City Commission at a public hearing. (b) For the purpose of this section, the following terms, phrases, words and their derivations shall have the following meanings: Authorized representative means the Private Industry Council of South Florida/South Florida Employment and Training Consortium, or its successor as local recipient of federal and state training and employment funds. Facilities means all publicly financed projects, including but without limitation, unified development projects, municipal public works, and municipal improvements to the extent they are financed through public money services or the use of publicly owned property. Grants and loans means, without limitation, urban development action grants (UDAG), economic development agency construction loans, loans from Miami Capital Development, Incorporated, and all federal and state grants administered by the city. Service contracts means contracts for the procurement of services by the city which include professional services. Services includes, without limitation, public works improvements, facilities, professional services, commodities, supplies, materials and equipment. (c) The authorized representative shall negotiate each first -source hiring agreement. (d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city training and employment programs, and other residents of the city. 1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and comply with this Florida constitutional minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January lst. At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full responsibility to determine whether any of its employees may be impacted by this Florida Law at any given point in time during the term of the contract. If impacted, bidder/proposer must furnish employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the Page 79 of 130 Invitation for Bid (IFB) 316277 right to request and successful bidder/proposer must provide for any and all information to make a wage and contractual price increase(s) determination. 1.40. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. 1.41. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.42. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HTPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential; E. Making Protected Health Information (PHI) available to the customer; F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its privacy information practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.43. INDEMNIFICATION - Contractor shall indemnify , hold harmless and defend the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of Page 80 of 130 Invitation for Bid (IFB) 316277 liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and _which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or. concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.44. INFORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. 1.45. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.46. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.47. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled `Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terrns and conditions and shall not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604. The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be Page 81 of 130 Invitation for Bid (IFB) 316277 granted to the Bidder/Proposer. 1.48. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.49. LOCAL PREFERENCE A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.50. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the bidder/proposer must bear full liability. 1.51. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. 1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship between the parties. 1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in bidder/proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall solely by reason of Page 82 of 130 Invitation for Bid (IFB) 316277 his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a 'distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award. 1.57. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. When submitting an alternate response, please refer to the herein condition for "Alternate Responses May Be Considered". 1.58. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder/Proposer for any other purposes whatsoever without the written consent of the City. 1.59. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. 1.60. PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.61. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Bidder's/Proposer's risk. Page 83 of 130 Invitation for Bid (IFB) 316277 A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, as required. B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The Bidder/Proposer should retain a copy of all response documents for future reference. E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the firrn's name and by an officer or employee having authority to bind the company or firm by his/her signature. Bids/Proposals having any erasures or corrections must be initialed_ in ink by person signing the response or the response may be rejected. F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion. G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE. 1.62. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.63. PRODUCT SUBSTITUTES - In the event a, particular awarded and approved manufacturer's product becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. 1.64. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.65. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, Page 84 of.130 Invitation for Bid (IFB) 316277 whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders/proposers during the term of the contract. 1.66. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any. 1.67. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.68. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a response on a contract to provide any goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.69. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the provision of this section shall result in•the immediate cancellation of this Contract by the City. 1.70. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.71. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.72. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. Page 85 of 130 Invitation for Bid (IFB) 316277 1.73. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) (a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest 10 the City Manager. (b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission or the City Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this section. 1.74. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104) (a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000. Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing. 1.Protest of Solicitation. i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer; or ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. 2. Protest of Award. i. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the City Manager's recommendation for award of Contract, which will be posted on the City of Miami Purchasing Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the responsibility of the Bidder/Proposer to check this section of the website daily after responses are submitted to receive the notice; or ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when Page 86 of 130 Invitation for Bid (IFB) 316277 received by the Chief Procurement Officer. iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five (5) days after the date the notice of protest was filed. A written protest is considered filed when received by the Chief Procurement Officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. (b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said decision to the City Commission within 30 days after he/she receives the protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by the city attorney and the City Manager. (c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required Filing Fee as provided in subsection (f), with the Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section (d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the City Manager makes a written determination that the solicitation process or the Contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. (e) Costs. All costs accruing from a protest shall be assumed by the protestor. (f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed Contract, or $5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. 1.75. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to Page 87 of 130 Invitation for Bid (IFB) 316277 the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.76. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.77. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty, service and replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.78. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services is to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of bid/proposal. 1.79. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no award will be made at that time. A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or package must show the hour and date specified for receipt of responses, the solicitation number and title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed non -responsive. Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. USI SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. B. Facsimile responses will not be considered. C. Failure to follow these procedures is cause for rejection of bid/proposal. D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by the United States mail Page 88 of 130 Invitation for Bid (IFB) 316277 delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be returned unopened, and will not be considered for award. E. Late responses will be rejected. F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. G. Modification of responses already submitted will be considered only if received at the City before the time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent submission which alters the responses. H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed in a separate envelope, box, or package and each envelope, box or package must contain the information previously stated in 1.82.A. 1.80. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer. 1.81. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.82. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. 1.83. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.84. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.85.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for Page 89 of 130 Invitation for Bid (IFB) 316277 "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging your claim. 1.86. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.87. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City Commission. 1.88. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. Page 90 of 130 Invitation for Bid (IFB) 316277 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the lease/rental of multifunctional copiers with network printing and scanning capability, as specified herein, from a source(s) of supply that will give prompt and efficient service fully compliant with the terms, conditions and stipulations of the solicitation. 2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Purchasing Department, Attn: Yusbel Gonzalez; fax: (305) 400-5104 or email: ygonzalez@ci.miami.fl.us. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Monday, May 14, 2012 at 5:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.3. TERM OF CONTRACT The Contract shall commence upon the date of notice of award and shall be effective for four (4) years with no annual renewal options. 2.4. WRITTEN AGREEMENT The City shall order equipment and enter into individual lease/rental agreements for copiers by issuance of Blanket Releases or Purchase Orders referencing this IFB. 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. 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 For the purposes of this contract, the terms "lease" and "rental" will be used interchangeably. It is not the intention of the City to purchase or acquire the copier equipment furnished under this IFB at the end of the four (4) year term. In light of the foregoing, the Contractor should incorporate term lease or rental rates that would provide the most cost effective pricing. All lease or rental arrangements will be the responsibility of the Contractor and any interest costs incurred, including any required insurance premiums, taxes or other expenses must be factored into the monthly lease/rental rate for each copier. The City will not enter into a separate agreement with a leasing company, but will provide monthly payments to any one source (company) as authorized by the Contractor. 2.6. NON -APPROPRIATION OF FUNDS Page 91 of 130 Invitation for Bid (IFB) 316277 In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or his assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any project(s) will be awarded to any firm(s). 2.7. 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 start of the contract period, the City will agree to the following surcharge, for late installations of brand new copiers: 1-12 months - no surcharge 13-24 months - 1 month base cost for copier type (See Line Items 1.1 ; 2.1/2.2 ; 3.1/3.2 ; 4.1/4.2 ; 5.1/5.2 ; 6.1 / 6.2 ; 7.1/7.4 25-48 months - 2 months base cost for copier type (See Line Items 1.1 ; 2.1/2.2 ; 3.1/3.2 ; 4.1/4.2 ; 5.1/5.2 ; 6.1 / 6.2; 7.1/7.4 2.8. PRICING A) EQUIPMENT Pricing established herein shall prevail for the term of the contract. Lease/rental rates for individual copiers shall be fixed and firm for the term of the agreement including copy allowance, additional per copy charges, and/or accessories supplied. Any voltage stabilizing (surge protector) and/or other device, which is required by the bidder, manufacturer, etc., must be included in the basic lease/rental rates for each individual copier. The City wishes to take advantage of any applicable incentive pricing as may be available. "Incentive" pricing may be defined as any introductory, flex or similarly variable price schedule that is structured to promote overall economy. However, for this bid, bidders must average such pricing to produce a single firm monthly rate for each copier category (ie., A, B, C, D, E, F, & G) for the lease/rental agreement term. As indicated in Line Items 1.1, 2.1, 3.1, 4.1, 5.1, 6.1, and 7.1 of the IFB, most of the copiers leased/rented under this contract will be configured with the components listed below. However, in the event that the City needs to purchase a copier configured with/without some or all components listed below, Prospective Bidder shall also provide, in the corresponding Line Items, pricing for the purchase of a base machine and each of the compenents listed below. 1. RADF Reversing automatic document feeder or single pass feeder system; (Copier Type A, B, C, D, E, F & G) 2. Stapling Finisher or advanced finisher; (Copier Type B, C, D, E, F & G) 3. Copier Stand (for tabletop models) (Copier Type B, C). 4. Networked to print and scan. (Copier Type A, B, C, D, E, F & G). Page 92 of 130 Invitation for Bid (IFB) 316277 Benchmark performance level pricing for each copier category will be used for evaluation purposes 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 the 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 ensure 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. 2.9. 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 in this IFB and the following criteria: a) Lowest benchmark/performance costs (monthly rate; reversing automatic document feeder; finisher; scanning; network print controller; installation charge; removal charge; total cost for copies over allowance) . 'b) Maintenance/Parts Facilities location, quantity of factory certified technicians per machine, response time, etc. c) Reliability and past performance record of proposed equipment and supplies. d) Performance record on copier contracts similar in size and complexity to the City of Miami. e) Copy quality. TT IS THE INTENT OF THE CITY OF MIAMI TO AWARD ALL SEVEN (7) COPIER CATEGORIES TO ONE (1) SUCCESSFUL BIDDER. THEREFORE, THE CITY REQUIRES ALL BIDDERS TO BID ON EACH COPIER CATEGORY FOR WHICH BIDDER'S EQUIPMENT MEETS OR EXCEEDS ALL REQUIRED SPECIFICATIONS. FAILURE TO DO SO SHALL DEEM BIDDER AS NON -RESPONSIVE. 2.10. BIDDER'S MINIMUM QUALIFICATIONS 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 with an overall satisfactory record of performance, experience and integrity for a minimum of three (3) years, OR a satisfactory record of performance, experience, and integrity for the past two (2) years in providing goods and/or services, to other entities, for the brand name equipment bid, which must have been in bidder's regular inventory stock for the past year at a minimum, unless it is the same major brand unit under a different label. Page 93 of 130 Invitation for Bid (IFB) 316277 BIDDER SHALL: a) Have sufficient financial support, equipment, organization and technical personnel to insure that Bidder can satisfactorily execute the services if awarded a Contract under the terms and conditions stated herein. b) Not have any member, officer, or stockholder that is in arrears or is in default of any debt or contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has failed to perform faithfully on any previous contract with the City. c) Have no record of pending lawsuits or criminal activities, and have never been declared bankrupt. d) Have a minimum of three (3) factory trained and certified service technicians for the brand name equipment bid, assigned to the City of Miami's account throughout the duration of the contract, with at least three (3) years experience in copier repair. e) Allow an inspection, by the City, of its facility and/or equipment prior to award. f) Be one of the following: 1. A manufacturer or a manufacturer's branch office. 2. A manufacturer's distributor (certified in writing by an authorized agent of the manufacturer). 3. A manufacturer or distributor authorized dealer/ representative (certified in writing by an authorized agent of the manufacturer). g) Throughout the term of the contract, maintain a maintenance/repair facility within a 50 mile radius of the City of Miami, Miami Riverside Center (MRC) Administrative Building, located at 444 S.W. 2nd Avenue, Miami, Florida 33130. BIDDER'S FAILURE TO MEET/COMPLY WITH THE ABOVE LISTED MINIMUM OUALIFICATIONS SHALL DEEM BIDDER AS NON -RESPONSIVE. 2.11. EQUIPMENT a) Bidders may offer any manufacturer's product, that meets or exceeds the specifications, for which they are an authorized representative. 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. i) Prior to award of this contract, the City of Miami shall observe performance of proposed equipment at bidder's facility and/or bidder's reference(s) facility. New equipment not proven in the field with less than six (6) months reliability performance history will be accepted on a six (6) month basis, to determine if any significant design/performance flaws are observed. 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 Business References, as indicated in Special Condition Section 2.30, to allow the City to ascertain the reliability of the bid equipment and service. Page 94 of 130 Invitation for Bid (IFB) 316277 f) Copiers awarded under this contract, that are subsequently updated as re -designed by the manufacturers, and may have additional charges related to that update, are subject to the City's approval and acceptance. The City requests advance notice of any change of this kind. g) Options - All copier equipment options requested in this bid must be designed and/or approved by the manufacturer of the equipment and must be covered under the maintenance service agreement. h) Required Options - Are defined as additional features that the bidder must be able to provide, (as an option at an additional specified cost) to meet specifications for each Copier Type A, B, C, D, E, F, & G. i) Other Options - Are defined as additional desired features, but are not required to meet the bid specifications. 2.12. PRODUCT INFORMATION AND TECHNICAL DOCUMENTATION 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 documentation, for each. 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. All products bid must meet or exceed all conditions and specifications of the IFB. The City shall be the sole judge in the determination of the proposed equipment meeting or exceeding the bid conditions/specifications and its decision shall be final. BIDDERS SHALL PROVIDE, AT TIME OF RESPONSE SUBMITTAL, ALL INFORMATION/DOCUMENTATION REQUESTED ON THE IFB. FAILURE TO DO SO MAY DEEM BIDDER AS NON -RESPONSIVE. 2.13. DELIVERY Time: Bidders shall indicate on the Bid Form, the number of calendar days required to complete delivery upon receipt of a Blanket Release / Purchase Order, and to complete installation/training after delivery. Maximum time allowed for delivery is twenty (20) calendar days after receipt of order for delivery, and five (5) calendar 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, provided that notice of impending delay is given to the Contract Administrator / Designee, immediately upon knowledge. NOTE: THE CITY WISHES TO HAVE ALL INITIAL EQUIPMENT ORDERS INSTALLED BEGINNING OCTOBER 1, 2012 OR NOVEMBER 1, 2012. (Quantities as indicated by Graphic Reproductions Division and on the Blanket Release / Purchase Order). 2.14. DEMONSTRATIONS Bidders may be called upon to demonstrate the equipment offered. Such demonstration and inspection shall be by arrangement by the Department of Purchasing, in collaboration with the Graphic Reproductions Superintendent, within seven (7) calendar days after receipt of written notification the from Department of Purchasing. Page 95 of 130 Invitation for Bid (IFB) 316277 2.15. 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 Blanket Release / Purchase Order. However, no individual copier contract shall be extended beyond the overall contract expiration date. 2.16. CONVERSION OF LEASE AGREEMENTS In the unlikely event that equipment procured by lease under this contract may be converted to purchase by the City, with purchase equity/credit accumulated from the date of original acceptance, bidders shall indicate credit allowed toward eventual purchase on the Bid Form. (See Line Items 1.4 ; 2.22 to 2.31 ; 3.20 to 3.28 ; 4.16 to 4.22 ; 5.20 to 5.28 ; 6.20 to 6.28; and 7.20 to 7.28). In the event that the City wishes to purchase new equipment, the vendor will indicate how much a fully configured machine is as well as the separate components. (See Line Items 1.3; 2.12 to 2.21; 3.11 to 3.19; 4.9 to 4.15; 5.11 to 5.19; 6.11 to 6.19; and 7.11 to 7.19). 2.17. REPLACEMENT If any copier acquired by a lease/rental agreement under this contract performs below the performance level of 90% uptime, during three (3) twenty (20) working day periods within six (6) months, the contractor will replace the device with an equivalent device for the remaining term of the contract at no additional cost to the City. 2.18. FAILURE TO PERFORM Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in default of the contract or make appropriate reductions in the contract payment. 2.19. 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, attomeys' 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: Page 96 of 130 Invitation for Bid (IFB) 316277 (1) Commercial General Liability: A. Limits of Liability Bodily Injury and Property Damage Liability - Each Occurrence: $ J.000.000 General Aggregate Limit: $ Z.000.000 Products/Completed Operations: $1.000.000, Personal and Advertising Injury: $1.000.000 B. Endorsements Required: City of Miami included as an Additional insured; Contingent & Contractual Liability; Premises & Operations Liability; Explosion, Collapse and Underground Hazard; Primary Insurance Clause. (2) BusinessAutomobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability; Combined Single Limits; Any Auto/Owned Autos/Scheduled including Hired, Borrowed or Non -owned Autos. Any One Accident: $ 1.000.000 B. Endorsements Required: City of Miami included as an Additional Insured (3) Worker's Compensation A. Limits of Liability Statutory - State of Florida Waiver of Subrogation (4) Employer's Liability A. Limits of Liability $100,000 for bodily injury caused by an accident, each accident. $100,000 for bodily injury caused by disease, each employee. $500,000 for bodily injury caused by disease, policy limit. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. BINDERS ARE UNACCEPTABLE. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the bidder. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The Company must be rated no less than "A-" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management Page 97 of 130 Invitation for Bid (IFB) 316277 prior to insurance approval. 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: (1) Suspend the contract until such time as the new or renewed certificates are received by the City in the mariner prescribed in the Invitation To Bid. (2) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the Bidder in conjunction with the General and Special Terms and Conditions of the Bid. The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Bidder. 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 properly certified invoices. Invoices for equipment shall be submitted and shall be sufficiently detailed and itemized so as to identify charges by location(s), equipment ID(s), it's accessorie(s), and corresponding Blanket Release / Purchase Order number. 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. PREVENTIVE MAINTENANCE AND REPAIR SERVICES All such services shall be included in 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. TECHNICAL SUPPORT The Successful Bidder must provide reasonable technical hardware and software support through out the duration of the contract. This includes but is not limited to: • Have several loaners set in place before commencement of contract to work out any issues pertaining to Page 98 of 130 Invitation for Bid (IFB) 316277 network scanning, network printing or other technical aspects. • .Meeting with the City's Information Technology Department or the Police Department Information Technology Support Section, as needed. • Provide assistance in troubleshooting if network printing or scanning issues arise. 2.23. PRE -BID CONFERENCE A Mandatory pre -bid conference will be held on Friday, May 11, 2012 at 10:00 AM, at City of Miami, Miami Riverside Center, 444 S.W. 2 Avenue, 1st Floor Training Room, Miami, Florida 33130. Bidder's failure to attend shall deem any bid from the same as non -responsive. At that conference all work will be discussed and all questions answered. No questions will be answered except at the pre -bid conference. Bidders who arrive more than one-half (1/2) hour late at the initial Conference at Friday, May 11, 2012 at 10:00 AM, shall not be deemed as having met this mandatory requirement. 2.24. PAYMENT OF PROPERTY TAXES Contractor shall be responsible for the payment of property taxes for equipment under contract. 2.25. CONTRACT ADMINISTRATOR Upon award, contractor shall report and work directly with Richard Rios, Superintendent -Graphics Division, who shall be designated as the Contract Administrator. -2.26. TIE BIDS Whenever two or more Bids which are equal with respect to price, quality and service are received by the City for the procurement of commodities or contractual services, a Bid received from a business that certifies that is has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a drug -free workplace program. In order to have a drug -free workplace program, a business shall: (1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against employees for violations of such prohibition. (2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. (3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (1). (4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later Page 99 of 130 Invitation for Bid (IFB) 316277 than five (5) days after such conviction. (5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted. (6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. 2.27. DAMAGES TO PUBLIC/PRIVATE PROPERTY The contractor shall carry out the work with such care and methods as not to result in damage to public or private property adjacent to the work. Should any public or private property be damaged or destroyed, the contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to the City and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to exceed one month from date damage was done). 2.28. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS The Bidder hereby acknowledges and agrees that all materials/products, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials/products supplied to the City by the Bidder are found to be defective or do not conform to specifications, the City reserves the right to cancel the order and return such materials/products to the Bidder to replace the materials/products at the Bidder's expense. 2.29. REFERENCES Each bid must be accompanied by a list of references, which shall include the name of the company, dates of contract, description of goods supplied, a contact person, telephone number, and email address. References may be listed in the Bid Form provided in the Invitation for Bid (IFB). NO BID WILL BE CONSIDERED WITHOUT THIS LIST. Please Note: List references who may be contacted to ascertain information on past and/or present contracts, work, that Bidder has performed, within the past three (3) years, of a type similar to that required by the specifications of the City's IFB. 2.30. SERVICE AND PARTS FACILITY The Successful Bidder, throughout the term of the contract, shall maintain and/or operate a service/repair facility within a 50 mile radius of the City of Miami; Miami Riverside Center (MRC) Administrative Building, located at 444 S.W. 2nd Avenue, Miami, Florida 33130,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 Successful Bidder. 2.31. TERMINATION Page 100 of 130 Invitation for Bid (IFB) 316277 A. FOR DEFAULT If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Contractor shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.32. ADDPITONAL TERMS AND CONDITIONS No additional terms and conditions included as part of your solicitation 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 solicitation. 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 Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the bidder's/proposer's authorized signature affixed to the bidder's/proposer's acknowledgment form attests to this. If a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. 2.33. PRIMARY CLIENT (FIRST PRIORITY) The successful bidder(s)/proposer(s) agree upon award of this contract that the City of Miami shall be its primary client and shall be serviced first during a schedule conflict arising between this contract and any other contract successful bidder(s)/proposer(s) may have with any other cities and/or counties to perform similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency impacting various areas during or approximately the same time. Page 101 of 130 Invitation for Bid (IFB) 316277 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK PURPOSE To provide the City of Miami with multifunctional copier equipment and accessories including: scanning; printing; a built-in copy allowance; the cost of all supplies (except paper and staples) delivered to each worksite; and a maintenance and service agreement (parts and labor) at a fixed monthly rate and cost per copy charge above the allowance. PART I: MULTIFUNCTIONAL COPIER EQUIPMENT A. GENERAL REQUIREMENTS FOR ALL MULTIFUNCTIONAL COPIERS 1. Model Units furnished to the City shall be the latest model, or latest revision of that model, and shall be equipped with all the latest standard equipment, including any items or features specified. 2. Quality The equipment shall be designed and constructed for use in the service intended with a minimum of maintenance. 3. Experience The equipment shall be proven in service. Experimental or untried equipment will not be considered, except at the option of the City. 4. Regulations The equipment shall be in accordance with all applicable Federal, State, and City laws, ordinances, regulations, as applicable. All chemical components used in the multifunctional copier equipment must be safe to handle and include Material Safety Data Sheets. Any chemical waste that may be generated through the use of this equipment,that cannot be disposed of at the local Waste Facility, will become the responsibility of the contractor. 5. Capacity Equipment shall perform its required functions without excessive stress and strain. 6. Electrical All equipment on electrical current shall conform to the standards of Underwriters Laboratories, Inc. The label or listing of Underwriters Laboratories will be accepted as evidence of conformance with this requirement. In lieu of the label or listing, the bidder may submit independent proof satisfactory to the City's Chief Procurement Officer that their assembledunit conforms to the published standards, including methods of tests Page 102 of 130 Invitation for Bid (IFB) 316277 of Underwriters Laboratories, Inc. Voltage fluctuations will not exceed 10%. City will supply a dedicated line, if published specifications indicate it is required. 7. External Power Filter/Surge Protector Vendor must provide an external Power Filter/Surge Protection device that provides EMURFI noise filtration and protection against low voltage and high voltage spikes and transients must be available as an accessory. This is in addition to any internal surge protection. Power Filter unit must also provide protection for network/RJ 45 cables and must be ETL verified to Cat5e standard or higher. Power filter unit must also provide Federal Communications Commission (FCC) certified fax/modem protection. The unit must not provide power if the wall outlet is not properly grounded. The price of this equipment if any must be factored into the base price of the machine. 8. Safety Requirements Contractor shall guarantee that the items furnished comply with all State of Florida and Federal Occupation Safety and Health Administration (OSHA) Safety Requirements in effect at the time of installation, and shall defend and hold the City harmless from all claims, fines, levies, and judgments, if the City properly used the equipment without modification. 9. Conformance Unless otherwise stated by the bidder, the bid will be considered as being in strict conformance with the specifications outlined herein even where the manufacturer literature indicates deviations from the City's specifications. Failure of the equipment to perform adequately will be at the bidder's risk if an inferior product is accepted under these conditions. ANY ACTUAL VARIATIONS TO SPECIFICATIONS SHALL BE STATED BY THE BIDDER. 10. Operational Environment Machine shall be quiet in operations; machine shall not give offensive odors or hazardous fumes; machine shall work in present air conditioned and non -air conditioned offices during all seasons without special ventilation; machine shall not build up ozone levels in a confined, unventilated room above the level set by the American Conference of Governmental Hygienists. 11. Operations Machine shall be simple to operate, not requiring a rigorously trained operator. It shall require a minimum of maintenance and supply replenishing work on the part of either the operator or of the key operator. 12. Installing and Training Contractor shall install and test run each machine. Operator training shall be completed within one (1) week after installation on City premises, unless otherwise agreed to by City Graphic Reproductions Page 103 of 130 Invitation for Bid (IFB) 316277 Division Superintendent, after consultation with user departments. 13. Machine Design Shall be a tabletop or console type. Paper delivery: All multifunctional copiers bid must be bond paper sheet fed copiers. No bids on multifunctional copiers using roll paper will be considered. Drum: All multifunctional copiers must use a drum laser technology for the purpose of transferring the image. No bid for multifunctional copier using masters will be considered. Bidders shall state the type of drum used by each multifunctional copier on the Bid Form and indicate any colors to which drum is blind and will not copy. 14. Storage If the machine is a table top model, it shall include a storage cabinet (Copier Type: B, C, D, E, F& G) 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. (Copier Type B, C, D, E, F & G). 15. Meters and Key Counters Each machine shall be equipped with an accurate non-resettable metering device to record the number of copies produced. Explanations of how to read the meters shall be supplied to the Contract Administrator upon installation. 16. Controls a) Machine shall have a number of copies (quantity control) or similar device which can be easily preset for the automatic continuous production of copies. b) Machine shall have a copy contrast control device which will enable the operator to either lighten or darken the copy being reproduced from the original. 17. Originals to Copy Machine shall copy a wide range of originals with a minimum of void areas and without requiringadjustments or special carriers including but no limited to: White, blue, green, pink, salmon or yellowstocks. 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 notedin detailed specifications for each section.Regular and NCR carbons. 18. Copy Quality Copies shall come from the machine dry in black and gray tones, in accordance with specific tests. Page 104 of 130 Invitation for Bid (IFB) 316277 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 unacceptable. 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 sizebe more than plus or minus 1%. Copies shall not stick to smooth surfaces when removed from the machine for any other cause but static electricity, and shall not stick to surfaces for this cause for more than 10 seconds after removal from machine. The City may over look this rule, or any part thereof, in compelling instances of economy, if all other specifications are adhered to. 19. Speed of Copiers The Multicopy speed of copiers Type A, B, C, D, E, F & G, 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) and Better Buys for Business. B. SPECIFIC FEATURES The following specifications shall describe features required for the various multifunctional copiers and shall apply as indicated for each copier type. 1. Stock Copier equipment shall function using plain unsensitized, untreated and uncoated copier paper stock; it will be either bond or xerographic paper and shall have a basis weight of between 17 and 321b. (Copier Type B, C, D, E, F & G). Bids will not be considered for machines which only accept one brand or only one special type of paper. Page 105 of 130 Invitation for Bid (IFB) 316277 2. Stock for tabletop models Copier equipment shall function using plain unsensitized, untreated and uncoated copier paper stock; it will be either bond or xerographic paper and shall have a basis weight of between 17 and 241b. (Copier Type A) 3. Photographs Excellent: Shall do an excellent job of reproducing photographs. (Copier Type A, B, C, D, E, F & G). 4. Automatic Two -Sided Copying - (Auto Duplexing) Shall make two (2) sided copies automatically from either one (1) or two (2) sided original, without operator intervention or manual re -feeding of copies or originals. (Copier Type: A, B, C, D, E, F & G). 5. Reduce or Enlarge Image Size Shall have multiple reduction and enlargement settings in one (1) percent increments (Zoom). Copier Type (A, B, C, D, E, F & G.) 6. Reversing Automatic Document Feeder (RADF) Shall automatically feed letter, legal, (Copier Type: A, B, C, D, E, F & G) or ledger (Copier Type: B, C, D, E, F & G) one (1) or two (2) sided originals. Feeds stack of originals and automatically inverts originals for one or two sided copying without assistance. (Copier Type A, B, C, D, E, F & G). 7. Stapling Finisher Shall automatically produce finished sets of documents in the order pre -established by user, jogged evenly and stapled or stacked in a way that individual sets can be easily separated.(Copier Type B, C, D, E, F & G). 8. Advanced Finisher Shall automatically produce finished sets of documents in the order pre -established by user, jogged evenly and stapled or stacked in a way that individual sets can be easily separated.Saddle-Stitch -Shall place staples on the inside fold and then fold to produce a finished booklet. 2/3 Hole punching -Shall automatically punch two or three holes into a copy. (Required Option for Copier Type E, F, & G). 9. Multifunctional copier/printer Converts reflected light off an original into an electronic digital pattern via CCD or CIS and system controller for storage in memory or for imaging the photoconductor with a laser beam. A device having the capability of but not limited to copying, printing, scanning, and faxing. (Copier Type A, B, C, D, E, F & G). 10. Print Controller Adds printing capability to multifunctional copier connected to computer network. (Required Option for Copier Type A, B, C, D, E, F & G). Page 106 of 130 Invitation for Bid (IFB) 316277 11. 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 network server. a) Pull Scan -Documents are scanned via feeder or glass and stored on a server. Files are retrieved by accessing drive from desktop. b) Push Scan -Users log in at copier with user name and password to scan documents via feeder or glass. Files are pushed to server and accessed from desktop. Regardless of scanning method used; the machine must be able to scan to a network location without the use of any additional or third party program or scan tool. The machine should have the ability to add a network scan location with user names and passwords•via a standard web utility. (Copier Type B, C, D, E, F & G) Color scanning capabilities should be included in the base price (Copier Type: A, B, C, D, E) 12. Fax board This feature provides walk-up faxing capability via a standard telephone line (Required Option for Copier Type B, & C ). 13. 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. 14. Print Utility Software For desktop computers to control printer access, print quantity, paper size,paper orientation, paper source, staple position, output tray, duplexing options, portrait or landscape printing. Vendor must provide firmware/software updates within 60 days of major Operating Systems updates. 15. Job Build When the number of originals exceeds the document feeder capacity; this feature allows users to batch feed originals that will be merged automatically once all the originals have been scanned. (Copier Type B, C, D, E, F & G) 16. Secure Print This feature enables users to send a print job with a personal ID code; the print job will be held on the MFP until the user enters that code at the control panel. (Copier Type B, C, D, E, F & G) 17. Data Overwrite Security Kit Page 107 of 130 Invitation for Bid (IFB) 316277 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. 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 of the consumables. PART II: PREVENTATIVE MAINTENANCE REPAIR SERVICES A. GENERAL REQUIREMENTS Preventative Maintenance and Repair Services shall be included in the lease/rental cost, and shall include all labor, parts and non -consumable supplies necessary for the proper and efficient operation of multifunctional copier equipment, except where such service is required due to extensive abuse or willful negligence on the part of the City. 1. Location of Service Facility Bidder shall operate and maintain a local service and parts facility within a 50 mile radius of the City of Miami, Miami Riverside Center (MRC) Administrative Building, located at 444 S.W. 2nd Avenue, Miami, Florida 33130. 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 50 mile radius of the City of Miami MRCAdministrative Building or is deemed to be none operational by the City of Miami during the contract period, the following cost reductions shall be imposed immediately and will continue until corrections are made or a new contract is established. The contractor shall reduce or credit 25% of the total cost on all equipment and all penalties related to replacement and further cost reductions apply to any device that falls below 95% uptime for any twenty (ZO) 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 Years Day, Dr. Martin Luther King Birthday, Presidents 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 Page 108 of 130 Invitation for Bid (IFB) 316277 hours from the time that service call is placed, for copiers located in City departments. 3. Exceptional Hours of Service Equipment supplied to the following locations, and other relocations by arrangement after award, will require 24 hour service availability (including weekends and holidays) with maximum of two (2) hours response time: a) Miami Police Department Records Section, 400 N.W. 2nd Avenue, 2nd Floor, Miami, Florida 33128. b) Two (2) City of Miami Police Substations - (North and South). Bidders shall indicate on the Price Sheet, the additional cost, if any, for the provisions of such services outside normal working hours. B. SERVICE TECHNICIAN CERTIFICATION Technician certifications shall be required and submitted with the bid at the time of bid submission and will be reviewed annually by the Graphic Reproductions Division Superintendent or Designee. Contractor is required to assign a minimum of three (3) factory certified service technicians to the City of Miami account with at least three (3) years experience in this type of work and factory certification on equipment being bid. C. PERFORMANCE STANDARDS The multifunctional copiers leased/rented as a result of this bid will be expected to perform satisfactorily throughout the City's use period. Machines shall be kept in good working order such that work delays and copy problems shall be minimized. Each multifunctional copier shall be required to operate satisfactorily within its monthly rated volume band, and produce acceptable copy quality, and maintain a minimum of ninety five percent (95%) uptime. 1. Uptime All service and repairs, including parts and labor, must be provided in an expeditious manner for the length of the contract. The contractor shall provide a system for service calls that will be responsive to the needs of the City Staff during the hours of operation and accommodate any special afterhours 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 (4) hours from the time the call was placed, the contractor shall reduce or credit 10% of the total cost of the device, including accessories for the following month, and all penalties related to replacement and further the total cost and all additional reductions apply to any device that falls below 95% uptime for any twenty (20) working day period, (*If the call can be satisfactorily resolved via telephone support that is an acceptable contractor response) b) The minimum acceptable level of Uptime for any device shall be 95% as determined by the following formula: Uptime = (Total Time** - Down Time***)/Total Time x 100% c) If Uptime for a device falls within the 94%-90% during any twenty (20) working day period, the total cost of the device including accessories shall be reduced or credited by 15%. d) If Uptime for a device falls within the range of 89% - 85% for any twenty (20) working day Page 109 of 130 Invitation for Bid (IFB) 316277 period, the total cost of the device including accessories shall be reduced or credited by 20%. e) If Uptime for a device falls within the range of 84% - 80% for any twenty (20) working day period, the total cost of the device including accessories shall be reduced or credited by 25%. f) If Uptime for a device falls with the range of 79% or lower for any twenty (20) working day period, the total cost of the device including accessories shall be reduced or credited by 30%. g) If a device experiences less than 90% up -time during three (3) twenty (20) working day periods within six months, the contractor shall replace the device with new equivalent device for the remaining term of the contract at no additional cost to the City. h) If a technician cannot satisfactorily repair a machine fault within 3 business days the contractor shall provide a loaner multifunctional copier equal to the existing model. The contractor shall ensure that the loaner device connects to the network and prints with existing drivers. This loaner device shall be provided at no additional cost to the City, including NO meter costs and NO delivery costs, until the existing device is fully operational and functioning in the intended manner. i) In the event a device has had more than three service calls for the same fault in any quarter period, a Service Supervisor/Manager shall evaluate the performance of the device and fully correct all problems with the device. If that device then requires a further service call, for the same fault within the next 90 days, the contractor will remove the device and loan the department a similar or equivalent model until the problem device is repaired and tested at the contractor service facility. All penalties and cost reductions apply to any device that falls below 95% uptime for any twenty (20) working day period. This loaner device shall be provided at no additional cost to the City, including NO meter costs and NO delivery costs, until the existing device is fully operational and functioning in the intended manner or has been permanently replaced with a new device equal to the existing model at no additional cost to the City. j) Contractor shall provide City Employees literature on how to place service calls. k) Contractor shall provide reports for machine history as it relates to downtime and service calls (monthly, quarterly, annually, etc.) 1) The contractor shall arrange to meet on quarterly basis 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 to 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 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 Page 110 of 130 Invitation for Bid (IFB) 316277 "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/ printerthroughout the duration of the contract. Meters shall be recorded during the months of January, March, June and September. Reports will be submitted to the contractor on specified dates. D. MAINTENANCE, REPAIR PARTS AND SUPPLIES Preventative Maintenance and Repair Services shall include all labor and parts costs, including copier drums and all "non -consumable" parts/supplies necessary for the proper operation of the multifunctional copier, with the exception of those parts or equipment damaged due to extensive abuse and or willful negligence by the City. In the event that the contractor believes that abuse or willful negligence has caused damage to the equipment, he/she should immediately notify the Graphic Reproductions Division Superintendent or Designee in writing. Drums which require replacement due to the negligence of the City will be charged to the City at a prorated amount based on the number of copies already produced using the drum warranty and drum cost indicated on the Price Sheet. For the purpose of this bid,' "non -consumable" supplies shall be defined to mean all supplies for multifunctional copier operation except paper, and staples. PART III: CONSUMABLE SUPPLIES Minimally, the basic monthly lease/rental charge, and the additional cost per copy charge (beyond the minimum monthly allowance), shall include the cost of all consumable supplies used in the daily operation of each multifunctional copier. Examples of consumable supplies that shall be included; black toner, developer, dispersant, fuser or silicone oil, photoreceptors, drums, reclaim bottles or any other essential component or chemistry not listed, etc. with the exception of copy paper and staples. Pricing must remain the same even if the number of copies produced on any multifunctional copier falls below or exceeds the monthly volume range for each multifunctional copier category. It will be the contractor's responsibility to deliver all necessary supplies to each location free of charge, and insure that an adequate amount of each component needed, is kept at the copier work site at all times. Page 111 of 130 PART IV: COPIER INVENTORY AND VOLUMES Copier Inventory and volumes from September 2009 to September 2010 20 cpm Copiers 47 Inclusive Copies 1,410,000 Overage Copies 0 Total Copies 1, 296,714 30 cpm Copiers 43 Inclusive Copies 3,096,000 Overage Copies 0 Total Copies 2,713,072 45 cpm Copiers 13 Inclusive Copies 2,340,000 Overage Copies 0 Total Copies 1,474,199 60 cpm Copiers 13 Inclusive Copies 3,900,000 Overage Copies 0 Total Copies 2,164,830 75 cpm Copiers 3 Inclusive Copies 1,476,000 Overage Copies 0 Total Copies 636,523 90cpm Copiers 6 Inclusive Copies 4,392,000 Overage Copies 0 Invitation for Bid (IFB) 316277 Page 112 of 130 Total Copies 1,622,286 TOTAL Copiers 125 Inclusive Copies 14,808,000 Overage Copies 0 Total Copies 9,907,624 Copier Inventory and volumes from September 2010 to September 2011 20 cpm Copiers 50 Inclusive Copies 1,500,000 Overage Copies 0 Total Copies 1, 410,968 30 cpm Copiers 41 Inclusive Copies 2,952,000 Overage Copies 0 'Total Copies 2,692,920 45 cpm Copiers 14 Inclusive Copies 2,520,000 Overage Copies 0 Total Copies 1,639,217 60 cpm Copiers 14 Inclusive Copies 3,900,000 Overage Copies 0 Total Copies 2,146,927 75 cpm Copiers 3 Inclusive Copies 1,476,000 Invitation.for Bid (IFB) 316277 Page 113 of 130 Invitation for Bid (IFB) 316277 Overage Copies 0 Total Copies 726,824 90cpm Copiers 5 Inclusive Copies 2,460,000 Overage Copies 0 Total Copies 1,428,474 TOTAL Copiers 126 Inclusive Copies 14,808,000 Overage Copies 0 Total Copies 10,045,330 PART V: INDIVIDUAL COPIER REQUIREMENTS The following items represent the Seven (7) 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 four (4) year plan, with all options and other information as indicated on the Bid Sheet. "Mandatory Requirements" are a summation of the salient requirements for each Copier Type, and do not exclude other specifications and general requirements as stipulated and detailed in the bid. DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE A: BID LINES (1.1 TO 1.9) Estimated Number of Digital Copiers: 7 (All Networked for printing and scanning) Range: 250 to 1000 Copies/Prints per month Multipage Speed: 20 Copies/Prints per minute Minimum Monthly Copy/Print Allowance: 1,250 copies/prints Benchmark Performance Level: 2,000 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: 10.0 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 250 sheets of paper in the main tray (minimum of one tray + bypass) 5. Paper Weights: 171b. to 20 Ib. Page 114 of 130 Invitation for Bid (IFB) 316277 6. Bypass Weights: 201b. to 281b. 7. Max original size: 8.5" X 14" (From the glass) 8. Output size (Min/Max): 5-1/2" X 8-1/2" / 8.5 in. X 14 in. 9. Resolution (Scan): 600 x,600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Total Device Memory 128MB (minimum) 12. Equipment up time 95% 13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Copy Control 15. Photo Mode 16. Energy Save 17. Energy Star Compliant 18. 1-99 Quantity Selector 19. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 50% to 200%) 20. External Power Filter/Surge Protector 21. Data Overwrite Security Kit if machine is equipped with a Hard Drive 22. Color scanning capabilities Document Feeder 1. Reversing Automatic Document Feeder (RADF) 20 Originals Per Minute (OPM) or faster 2. Acceptable Paper Sizes: 5.5 in.X 8-1/2 in., 8-1/2 in. x 11 in. and 8-1/2 in. X 14 in. 3. Capacity: 50 Sheets letter 201b. (minimum) Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 contract, ownership rights of all associated software licenses shall become the property of the City of Miami, providing the City with the ability to continue the software maintenance on those licenses with the application provider(s). Page 115 of 130 Invitation for Bid (IFB) 316277 If ORC software is not included in the base price of the machine it will need to be priced for each type of machine. Vendor will indicate how many users are covered for each license. (BID LINE 8) Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE B: BID LINES (2.1 TO 2.38) Estimated Number of Digital Copiers: 54 initial order (52 Networked for printing and scanning) Range: 750 to 4,000 Copies/Prints per month Multipage Speed: 22 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 22 COPIES PER MINUTE (CPM). minimum - based on 8-1/2" X 11" sheets from the glass. 2. Scan Once Print Many Technology 3. First Copy Out: 5.5 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 500 sheets of paper in the main tray (minimum of two trays + bypass) 5. Paper Weights: 171b. to 201b. 6. Bypass Weights: 171b. to 32 lb. able to copy letterhead and gummed labels. 7. Max original size: 11" X 17" (From the glass) 8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Total Device Memory 256MB (minimum) Page 116 of 130 Invitation for Bid (IFB) 316277 12. Equipment up time 95% 13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 100 (minimum) 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save 21. Energy Star Compliant 22. 1-999 Quantity Selector 23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 24. Job Build 25. Secure Print 26. External Power Filter/Surge Protector 27. Data Overwrite Security Kit if machine is equipped with a Hard Drive 28. Color scanning capabilities Document Feeder 1. Reversing Automatic Document Feeder (RADF) 25 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 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 Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The Page 117 of 130 Invitation for Bid (IFB) 316277 bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 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). If ORC software is not included in the base price of the machine it will need to be priced for each type of machine. Vendor will indicate how many users are covered for each license. Bid Line (8) Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS Memory upgrade (RAM) Copier Stand Fax Board Coin operating device DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE C: BID LINES (3.1 TO 3.35) Estimated Number of Digital Copiers: 36 initial order (All Networked for printing and scanning) Range: 4,000 to 13,000 Copies/Prints per month Multipage Speed: 30 Copies/Prints per minute Minimum Monthly Copy/PrintAllowance: 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 Page 118 of 130 Invitation for Bid (IFB) 316277 3. First Copy Out: 5.5 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 500 sheets of paper in the main tray (minimum of two trays + bypass) 5. Paper Weights: 171b. to 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 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Total Device Memory 256MB (minimum) 12. Equipment up time 95% 13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 100 (minimum) 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save 21. Energy Star Compliant 22. 1-999 Quantity Selector 23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 24. Console Model or Copier Stand (included) 25. Job Build 26. Secure Print 27. External Power Filter/Surge Protector 28. Data Overwrite Security Kit if machine is equipped with a Hard Drive 29. Color scanning capabilities Document Feeder 1. Reversing Automatic Document Feeder (RADF) 30 Originals Per Minute (OPM) or faster 2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17" 3. Capacity: 50 Sheets letter 201b. (minimum) Stapling Finisher 1. Paper Capacity: Hold a minimum of 1000 sheets of paper in main tray (minimum of two output trays) Page 119 of 130 Invitation for Bid (IFB) 316277 2. Stapling: 50 sheets (minimum) 3. Stapling locations: 1 (minimum) 4. Able to Sort or Collate jobs by offsetting completed sets Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever Via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 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). If ORC software is not included in the base price of the machine it will need to be priced for each type of machine. Vendor will indicate how many users are covered for each license. (Bid Line 8) Network Print Controller i 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS: Memory upgrade (RAM) Fax Board Coin operating device Page 120. of 130 Invitation for Bid (IFB) 316277 DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE D: BID LINES (4.1 TO 4.29) Estimated Number of Digital Copiers: 20 initial order (All Networked for printing and scanning) Range: 13,000 to 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: 5.5 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 1000 sheets of paper in the main tray (minimum of three trays + bypass) 5. Paper Weights: 171b. to 20 Ib. 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 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Total Device Memory 256MB/20GB Hard Drive(minimum) 12. Equipment up time 95% 13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 100 (minimum) 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save 21. Energy Star Compliant 22. 1-999 Quantity Selector 23. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 24. Copier Console (included) 25. Job Build 26. Secure Print Page 121 of 130 Invitation for Bid (IFB) 316277 27. External Power Filter/Surge Protector 28. Data Overwrite Security Kit if machine is equipped with a Hard Drive 29. Color scanning capabilities 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 1000 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 Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 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). If .ORC software is not included in the base price of the machine it will need to be priced for each type of machine. Vendor will indicate how many users are covered for each license. (Bid Line 8) Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) Page 122 of 130 Invitation for Bid (IFB) 316277 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS Memory upgrade (RAM) DIGITAL MULTIFUNCTIONALCOPIER/PRINTERTYPE E: BID LINES (5.1 TO 5.35) Estimated Number of Digital Copiers: 8 initial order (All Networked for printing and scanning) Range: 25,000 to 41,000 Copies/Prints per month Multipage Speed: 60 Copies/Prints per minute -Minimum Monthly Copy/Print Allowance: 25,000 copies/prints Benchmark Performance Level: 33,000 copies/prints per month A. MANDATORY REQUIREMENTS: 1. Multipage speed 60 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets from the glass. 2. Scan Once Print Many Technology 3. First Copy Out: 4 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass) 5. Paper Weights: 171b. to 32 lb. 6. Bypass Weights: 171b 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 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print) : 600 x 600 dpi (minimum) 11. Total Device Memory 256MB/40GB Hard Drive(minimum) 12. Equipment up time 95% 13. Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 500 (minimum) 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save Page 123 of 130 Invitation for Bid (IFB) 316277 21. Energy Star Compliant 22. Program Ahead 23. Sheet Insertion 24. Two in One 25. 1-999 Quantity Selector 26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 27. Copier Console (included) 28. Job Build 29. Secure Print 30. External Power Filter/Surge Protector 31. Data Overwrite Security Kit if machine is equipped with a Hard Drive 32. OCR Software (Must be included in base price covering at least 75 users per device.) 33. Color scanning capabilities Document Feeder 1. Reversing Automatic Document Feeder (RADF) 60 Originals Per Minute (OPM) or faster 2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14" and 11" X 17" 3. Capacity: 75 Sheets letter 201b. (minimum) Stapling Finisher. 1. Paper Capacity: Hold a minimum of 2000 sheets of paper in main tray (minimum of two output trays) 2. Stapling: 50 sheets (minimum) 3. Stapling locations: 3 (minimum) 4. Able to Sort or Collate jobs by offsetting completed sets Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 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 Page 124 of 130 Invitation for Bid (IFB) 316277 the application provider(s). Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS Memory upgrade (RAM) Advanced Finisher 1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output trays) 2. Stapling: 50 sheets (minimum) 3. Stapling locations: 3 (minimum) 4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum) 5. 2/3 Hole Punch 6. Able to Sort or Collate jobs by offsetting completed sets Large Capacity Feeder 1. Paper Capacity: Hold a minimum of 3,500 Sheets DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE F: BID LINES (6.1 TO 6.35) Estimated Number of Digital Copiers: 3 initial order (A11 Networked for printing and scanning) Range: 41,000 to 61,000 Copies/Prints per month Multipage Speed: 75 Copies/Prints per minute -Minimum Monthly Copy/Print Allowance: 41,000 copies/prints Benchmark Performance Level: 51,000 copies/prints per month A. MANDATORY REQUIREMENTS: 1. Multipage speed 75 COPIES PER MINUTE (CPM), minimum - based on 8-1/2" X 11" sheets from the glass. Page 125 of 130 Invitation for Bid (IFB) 316277 2. Scan Once Print Many Technology 3. First Copy Out: 4 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass) 5. Paper Weights: 171b. to 32 lb. 6. Bypass Weights: 17 lb to 1101b. able to copy letterhead, gummed labels, and covers. 7. Max original size: 11" X 17" (From the glass) 8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Total Device Memory 320MB/40GB Hard Drive (minimum) 12. Equipment up time 95% 13. Dupiexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 500 (minimum) 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save 21. Energy Star Compliant 22. Program Ahead 23. Sheet Insertion 24. Two in One 25. 1-999 Quantity Selector 26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 27. Copier Console (included) 28. Job Build 29. Secure Print 30. External Power Filter/Surge Protector 31. Data Overwrite Security Kit if machine is equipped with a Hard Drive 32. OCR Software (Must be included in base price covering at least 75 users per device.) Document Feeder Page 126 of 130 Invitation for Bid (IFB) 316277 1. Reversing Automatic Document Feeder (RADF) 70 Originals Per Minute (OPM) or faster 2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14", and 11 in. X 17 in. 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 Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD 5. Scan software: All equipment must have the ability to generate PDF files. If application software licenses are required to provide this functionality then bids shall only be accepted when the cost of enterprise licenses for said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the four (4) 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 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). Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS Memory upgrade (RAM) Advanced Finisher Page 127 of 130 Invitation for Bid (IFB) 316277 1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output trays) 2. Stapling: 50 sheets (minimum) 3. Stapling locations: 3 (minimum) 4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum) 5. 2/3 Hole Punch 6. Able to Sort or Collate jobs by offsetting completed sets Large Capacity Feeder 1. Paper Capacity: Hold a minimum of 3,500 Sheets DIGITAL MULTIFUNCTIONAL COPIER/PRINTER TYPE G: BID LINES (7.1 TO 7.35) Estimated Number of Digital Copiers: 5 initial order (All Networked for printing and scanning) Range: 61,000 and Higher Copies/Prints per month Multipage Speed: 90 Copies/Prints per minute -Minimum Monthly Copy/Print Allowance: 61,000 copies/prints Benchmark Performance Level: 79,000 copies/prints per month A. MANDATORY REQUIREMENTS: 1. Multipage speed 90 COPIES PER MINUTE (CPM). minimum - based on 8-1/2" X 11" sheets from the glass. 2. Scan Once Print Many Technology 3. First Copy Out: 4 Seconds or Less (from platen glass) 4. Paper: Hold a minimum of 1500 sheets of paper in the main tray (minimum of three trays + bypass) 5. Paper Weights: 161b. to 801b. 6. Bypass Weights: 17 lb to 1101b. able to copy letterhead, gummed labels, and covers. 7. Max original size: 11" X 17" (From the glass) 8. Output size (Min/Max): 5-1/2" X 8-1/2" / 11 in. X 17 in. 9. Resolution (Scan): 600 x 600 dpi (minimum) unenhanced 10. Resolution (Copy/Print): 600 x 600 dpi (minimum) 11. Equipment up time 95% 12. Total Device Memory 512MB/40GB Hard Drive (minimum) 13: Duplexing: Automatic Two Sided Unassisted Copying/Printing (1:2, 2:2 and 2:1): 14. Book Copying 15. Copy Control 500 (minimum) Page 128 of 130 Invitation for Bid (IFB) 316277 16. Interrupt 17. Erase 18. Margin Shift 19. Photo Mode 20. Energy Save 21. Energy Star Compliant 22. Program Ahead 23. Sheet Insertion 24. Two in One 25. 1-9,999 Quantity Selector 26. Reduction/Enlargement: Variable (Zoom) in 1% increments (Range 25% to 400%) 27. Copier Console (included) 28. Job Build 29. Secure Print 30. External Power Filter/Surge Protector 31. Data Overwrite Security Kit if machine is equipped with a Hard Drive 32. OCR Software (Must be included in base price covering at least 75 users per device.) Document Feeder 1. Reversing Automatic Document Feeder (RADF) 80 Originals Per Minute (OPM) or faster 2. Acceptable Paper Sizes: 8-1/2" X 11", 8-1/2" X 14", and 11 in. X 17 in. 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 Scanning 1. Max Resolution: 600 x 600 dpi halftone: 256 Gradations of gray (continuous tone) 2. File formats: TIFF Group 4, PDF, and JPG (if color scanner equipped) 3. Scan to Network (User assigned mailboxes) or Sever via Active Directory 4. Scan Type: CIS or CCD . 5. Scan software: 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 Page 129 of 130 Invitation for Bid (IFB) 316277 said application software (covering 3000 PC workstations) is included in the overall pricing for all copiers. The bidder must also include in their bid all costs associated with software maintenance for said licenses throughout the first four (4) 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 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). Network Print Controller 1. Compatibility: PC/Mac 2. Operating System Support: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux 3. PDL/PCL: PCL5e/6, Adobe PostScript 3 4. Protocols Supported: TCP/IP 5. Network Interface Connection: (Ethernet) 10/100 Base-T (RJ-45) 6. Network Print Monitoring Software (see specific features) 7. Print Driver Utility: 32 & 64 bit versions of Windows 2000, XP, Vista, 7, Server 2003& 2008, Mac OS X+, Linux B. REQUIRED OPTIONS Memory upgrade (RAM) Advanced Finisher 1. Paper Capacity: Hold a minimum of 2,000 sheets of paper in main tray (minimum of two output trays) 2. Stapling: 50 sheets (minimum) 3. Stapling locations: 3 (minimum) 4. Booklet Making: Saddle Stitch and Fold 15 Sheets (minimum) 5. 2/3 Hole Punch 6. Able to Sort or Collate jobs by offsetting completed sets Large Capacity Feeder 1. Paper Capacity: Hold a minimum of 3,500 Sheets Page 130 of 130