CITY OF SAINT CHARLES, MISSOURI INVITATION FOR BID BID NUMBER 4126 FOUR (4) NEW DIGITAL COLOR COPY MACHINES MAY 1, 2015

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1 CITY OF SAINT CHARLES, MISSOURI INVITATION FOR BID BID NUMBER 4126 FOUR (4) NEW DIGITAL COLOR COPY MACHINES MAY 1, 2015 INCLUDED ARE: Bid Instructions Terms and Conditions Specifications Bid Form

2 CITY OF SAINT CHARLES, MISSOURI BID INSTRUCTIONS 1. Bids shall be submitted to the Purchasing Office; 200 North Second Street, Room 102; St. Charles, Missouri ; prior to 2:00 p.m., City time, on Friday, May 15, Bids may be submitted via to or via fax to (636) Returned envelopes must be clearly marked on the outside, "BID NUMBER 4126" with the date of the bid opening on the envelope. 3. Each proposal shall be made on the attached bid form and must include all documents in this bid package as well as the signature of the owner or authorized officer of the organization submitting said bid and the complete mailing address of said organization. 4. All bidders must furnish satisfactory evidence to the City that they have previously furnished these products/services. 5. A copy of the bid tabulation will be available on the City s website at 6. The City of Saint Charles reserves the right to reject any or all bids. 7. Bidders that submit a proposal to the City of Saint Charles must accept/meet the following terms and conditions. Inquiries about this Invitation for Bid should be made to: Purchasing Office City of Saint Charles, Missouri Fax: (636) purchasing@stcharlescitymo.gov 2

3 CITY OF SAINT CHARLES, MISSOURI TERMS FOR AGREEMENT/CONTRACT BIDDER S REPRESENTATIONS The Bidder, by executing the Invitation for Bid Form, certifies that: 1. Certificate of Independent Price Determination 2. Prices A. The prices in the proposal have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competition. B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to opening. C. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid or proposal for the purpose of restricting competition. The price or prices specified in this quotation are firm and are not subject to contingence or reservation. Bidder represents that the price or prices specified in this quotation do not exceed the current selling price for these same or substantially similar supplies or services and are no higher than other quotes to his/her most favored customer taking into account the quantity specified for delivery. Further, the Bidder, by signing the Bid Form, certifies that he/she secured similar certification from each subcontractor or part supplier. 3. Fees and Taxes Bidder is current with payments to the City or County of St. Charles, Missouri, Personal Property and Real Estate Tax, if applicable, and all other required license and fees. 3

4 CITY OF SAINT CHARLES, MISSOURI TERMS AND CONDITIONS OF BIDDING QUALIFICATIONS All bidders must furnish satisfactory evidence to the City that they have previously provided the requested goods and/or services. LAWS AND ORDINANCES, REGULATIONS, LICENSING FEES Bidder shall conform to all rules, regulations, ordinances, laws or directives set forth by the City of Saint Charles and/or the State of Missouri. Bidder shall comply with City Code of Ordinance Section regarding the registration of sex offenders with the Police Department. In accordance with City Code of Ordinance Section , neither the Bidder or an affiliated business entity of the Bidder shall: (1) be in arrears to the City on any taxes or debt; (2) be in default of any contractual obligation to the City; (3) be in default as security or otherwise of any obligation to the City; or (4) be a party to a non-adjudicated, non-traffic related citation for a Code violation. For complete text of Section , please contact the Purchasing Office. Bidder shall comply with Section RSMo regarding enrollment in a federal work authorization program. Notice and instructions for bidders are attached to these bid documents. The signed, notarized affidavit and supporting documentation affirming enrollment in a federal work authorization program must be submitted with proposal. Failure to comply with this provision may result in rejection of proposal. Bidder acknowledges award of this City Contract requires compliance with Section RSMo. which requires Bidder to provide City with affirmative proof that he/she is a citizen or permanent resident of the United States or is lawfully present in the United States prior to the City awarding Bidder with this contract. Bidder shall conform to any and all changes made to this contract/agreement as a result of any ordinance, law and/or directive issued by the City of Saint Charles or the State of Missouri. ASSIGNMENT OF CONTRACT Neither this contract, nor any portion thereof, shall be reassigned except by formal written approval by the City. 4

5 WAIVER The City of Saint Charles reserves the right to reject any or all bids. The City reserves the right to waive any variances from original bid specifications in cases where the variances are considered to be in the best interest of the City. TERMINATION OF CONTRACT The City reserves the right to terminate the contract for reasons of violations by the successful Bidder of any term or condition of the contract by giving thirty (30) days written notice stating the reasons therefore and giving the party ample time to remedy the deficiencies. METHOD OF AWARD Contracts shall be awarded to the lowest Bidder meeting all specified requirements and considered the best. The City of Saint Charles would prefer to contract with one Bidder for all needs, but reserves the right to award individual items to multiple Bidders. Therefore, Bidders may bid on one or more of the items specified. It is not necessary to bid on all items specified. INDEMNIFICATION The Bidder shall indemnify, save, and hold harmless the City of Saint Charles, Missouri, its employees, and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Bidder or its employees, agents, subcontractors, or assignees pursuant to the terms of the contract resulting from this Invitation for Bid. ADDITIONAL INFORMATION All goods/services must meet or exceed stated specifications. Goods or services not meeting these standards will be rejected. Bidder shall clearly identify any deviations from the specifications in this Invitation for Bid. Bids are subject to the terms and conditions of this Invitation for Bid, and the attached specifications for the purchase and installation of the requested goods/services. Bids must be submitted on all attached forms. Failure to do so will be considered basis for rejection. 5

6 DELIVERY All deliveries shall be F.O.B. destination: St. Charles City locations unless otherwise stated. PAYMENT TERMS Payment terms shall be net thirty (30) days after delivery/installation unless otherwise stated. The City is tax exempt and is not subject to any State or Local Sales or Use Taxes. A copy of the City s tax exempt certificate can be provided upon request. BUY AMERICAN POLICY On October 22, 1987, the City of St. Charles amended Chapter 2 of the Revised Ordinances by adopting a "Buy American" policy under Ordinance No In Section , Products Made In the United States, this policy reads as follows: The City encourages the purchase of products manufactured, assembled or produced in the United States. SUBMISSION OF BIDS AND SUPPLEMENTAL MATERIALS Bids shall be submitted to the Purchasing Office. If supplemental materials are required or requested, then they must be submitted to the Purchasing Office as part of the bid package. Supplemental materials will not be accepted after the bids have been opened, unless requested by the Purchasing Office. Submission or distribution by the bidder of unsolicited supplemental materials to City employees or Officials may result in rejection of the bid. DISCRIMINATION POLICY The City of St. Charles advises the public that it does not discriminate on the basis of handicapped status, race or color, national origin, religion, age, sex in employment or the provision of municipal services. Furthermore, the City has an Affirmative Action Plan for the purpose of promoting vigorously the objectives of equal opportunity in employment and all programs and services. NON-APPROPRIATION CLAUSE Notwithstanding other terms to the contrary, the obligation of the City under the Agreement shall cease immediately for a fiscal year in which the City Council does not, for any reason, appropriate funds for this Agreement or any of its renewals. RENEWAL CLAUSE The City shall have the option of renewal under the same terms and conditions, not to exceed a maximum of four, one year extensions for copier maintenance. 6

7 CITY OF SAINT CHARLES, MISSOURI FOUR (4) NEW DIGITAL COLOR COPY MACHINES BID NUMBER 4126 SPECIFICATIONS SCOPE: The intent and purpose of this Invitation for Bid is to obtain competitive bids and award a contract for the purchase of four (4) new digital, color copy/print/scan/fax machines ( Machines ) with one year of maintenance along with the option for four (4) additional maintenance renewal periods. The City anticipates purchasing four (4) machines, but may purchase additional equipment at the quoted prices, should budget allow additional replacements. The four (4) machines known to be replaced are: one (1) each of Ricoh MPC3001, Ricoh MPC2800, Toshiba estudio 4520C, and Toshiba estudio 3530C. Delivery, setup, installation, configuration and training of Machine shall be included in the bid price. Bidder must complete every space below indicating whether the Bidder s Machine will comply with the specification as stated or not. Any items marked as No must have a full description of the exception delineated on a separate, attached sheet with bid submission. Any items appearing in the Manufacturer s regular published specifications are assumed to be included in the Bidder s Proposal. Any additions, deletions, or variations from these published specifications must be outlined and attached. Unless specifically stated otherwise, brand names and/or model numbers used below are for illustrative purposes, and equal equipment may be bid, but must meet all specifications, and be approved by the City of St. Charles IT Department. Machine #1: 35PPM Comply Standard Equipment Yes No The Machine shall be newly manufactured with no used or refurbished parts. The Machine shall be digital, color rated at a speed of approximately 45 ppm. Machine shall default B/W with user entering a PIN code to print/copy in color. The Machine shall be capable of producing both single-sided and double-sided copies from both single-sided and double-sided originals (1 1, 1 2, 2 1, and 2 2 duplex capability). The Machine is required to have the capability of printing and copying on stock ranging from 20 lb. bond to 110 lb. index, on sizes letter (8-1/2 x11 ), legal (8-1/2 x14 ), and tabloid (11 x17 ). The Machine shall have the ability to collate/sort copies. The Machine shall possess an automatic, reversing high capacity document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. The Machine shall possess a staple finisher capable of stapling a minimum of 50 sheets of 20 lb. paper. The Machine shall have a bypass tray for the purpose of printing on specialized stock. The Machine shall be capable of enlarging documents in preset increments up to a minimum of 200%. 7

8 Machine #1: 35PPM (continued) Comply Standard Equipment (continued) Yes No The Machine shall be capable of reducing documents in preset increments down to a minimum of 64%. The Machine shall have the functionality to lighten and darken documents for copy from user interface. The Machine shall include a minimum of two (2) paper trays with stand (one may be adjustable to accommodate paper up to 11 x17 ) with a total minimum capacity of 1,000 sheets. The Machine must have a common, user-friendly interface. Bidder must provide a certificate, or letter, from the Machine s manufacturer stating that the Bidder is authorized for sales and service of the Machine proposed. Bidder must outline which devices have customer replaceable units (turnkey, no tools required to include drums, fuser units, toner cartridges, feed rollers, etc.) Bidder shall guarantee the availability of replacement parts, applicable accessories and equipment for the duration of the contract. Bidder will repair any defect in software or equipment within four (4) hours of such report. If reported defect(s) remain unresolved for a period of forty-eight (48) hours or more, Bidder will provide the City with a comparable loaner copier at no charge. The Machine must have a minimum 12-month complete coverage warranty beginning from the date of delivery and acceptance by the City of St. Charles. This warranty must remain in effect if the equipment is moved, by City staff, from the installed location to another location within the City. The Machine shall support PCL and post-script drivers compatible with both 32- bit and 64-bit editions of Microsoft Windows XP, Microsoft Windows Vista, Microsoft Windows 7, Microsoft Windows Server 2003, Microsoft Windows Server 2003 R2, Microsoft Windows Server 2008, and Microsoft Windows Server 2008 R2. Machine s network connection shall provide a minimum 100 Mbps Ethernet Network Interface Card, with City s preference being Gigabit (1000 BASE-T). Protocols supported: TCP/IP v4 and TCP/IP v6. Machine must be network-ready for printing, including all necessary licenses with no expiration and no usage limitations. Machine shall have bi-directional drivers to allow for users to see devices status to include consumable levels, job status, paper levels, etc. Machine shall be multi-function copier, network printer, scanner, and fax machine with the proven ability to perform all functions concurrently. Machine shall be capable of scanning. Machine shall include the scan to file option (TIFF or PDF) and include any required licenses to utilize the feature on an unlimited basis. Machine shall have a fax modem installed. Bidder shall include all documentation relative to the fax modem provided with bid submission. Bidder agrees to provide, at City s request, a 15-day trial period with any equipment bid. Machines shall require a standard 120V outlet. 8

9 Machine #1: 35PPM (continued) Comply Optional Equipment Yes No Additional standard paper tray with approximate 500-sheet capacity. Tandem high capacity tray with a minimum capacity of 2,000, 8-1/2 x11 sheets. Maintenance/Service Bidder shall provide four (4) hours or less on-site response to all service calls. Maintenance agreement shall include all toner, developer, drums, preventative maintenance, repair service, parts, labor, staples, supplies, etc (excluding only paper). Maintenance agreement shall be based on an estimated monthly volume of approximately 12,000 prints. This is only an estimate and the City does not guarantee any specific volume. The City shall be billed monthly for actual usage only (per click). In the event that replacement parts are no longer available for the unit purchased, or leased, and under a maintenance agreement with the original Bidder, the Bidder shall provide the City with a comparable Machine for the remainder of the contract. 9

10 Machine #2: 45PPM Comply Standard Equipment Yes No The Machine shall be newly manufactured with no used or refurbished parts. The Machine shall be digital, color rated at a speed of approximately 45 ppm. Machine shall default B/W with user entering a PIN code to print/copy in color. The Machine shall be capable of producing both single-sided and double-sided copies from both single-sided and double-sided originals (1 1, 1 2, 2 1, and 2 2 duplex capability). The Machine is required to have the capability of printing and copying on stock ranging from 20 lb. bond to 110 lb. index, on sizes letter (8-1/2 x11 ), legal (8-1/2 x14 ), and tabloid (11 x17 ). The Machine shall have the ability to collate/sort copies. The Machine shall possess an automatic, reversing high capacity document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. The Machine shall possess a staple finisher capable of stapling a minimum of 50 sheets of 20 lb. paper. The Machine shall have a bypass tray for the purpose of printing on specialized stock. The Machine shall be capable of enlarging documents in preset increments up to a minimum of 200%. The Machine shall be capable of reducing documents in preset increments down to a minimum of 64%. The Machine shall have the functionality to lighten and darken documents for copy from user interface. The Machine shall include a minimum of two (2) paper trays with stand (one may be adjustable to accommodate paper up to 11 x17 ) with a total minimum capacity of 1,000 sheets. The Machine must have a common, user-friendly interface. Bidder must provide a certificate, or letter, from the Machine s manufacturer stating that the Bidder is authorized for sales and service of the Machine proposed. Bidder must outline which devices have customer replaceable units (turnkey, no tools required to include drums, fuser units, toner cartridges, feed rollers, etc.) Bidder shall guarantee the availability of replacement parts, applicable accessories and equipment for the duration of the contract. Bidder will repair any defect in software or equipment within four (4) hours of such report. If reported defect(s) remain unresolved for a period of forty-eight (48) hours or more, Bidder will provide the City with a comparable loaner copier at no charge. The Machine must have a minimum 12-month complete coverage warranty beginning from the date of delivery and acceptance by the City of St. Charles. This warranty must remain in effect if the equipment is moved, by City staff, from the installed location to another location within the City. The Machine shall support PCL and post-script drivers compatible with both 32- bit and 64-bit editions of Microsoft Windows XP, Microsoft Windows Vista, Microsoft Windows 7, Microsoft Windows Server 2003, Microsoft Windows Server 2003 R2, Microsoft Windows Server 2008, and Microsoft Windows Server 2008 R2. 10

11 Machine #2: 45PPM (continued) Comply Standard Equipment (continued) Yes No Machine s network connection shall provide a minimum 100 Mbps Ethernet Network Interface Card, with City s preference being Gigabit (1000 BASE-T). Protocols supported: TCP/IP v4 and TCP/IP v6. Machine must be network-ready for printing, including all necessary licenses with no expiration and no usage limitations. Machine shall have bi-directional drivers to allow for users to see devices status to include consumable levels, job status, paper levels, etc. Machine shall be multi-function copier, network printer, scanner, and fax machine with the proven ability to perform all functions concurrently. Machine shall be capable of scanning. Machine shall include the scan to file option (TIFF or PDF) and include any required licenses to utilize the feature on an unlimited basis. Machine shall have a fax modem installed. Bidder shall include all documentation relative to the fax modem provided with bid submission. Bidder agrees to provide, at City s request, a 15-day trial period with any equipment bid. Machines shall require a standard 120V outlet. Optional Equipment Additional standard paper tray with approximate 500-sheet capacity. Tandem high capacity tray with a minimum capacity of 2,000, 8-1/2 x11 sheets. Maintenance/Service Bidder shall provide four (4) hours or less on-site response to all service calls. Maintenance agreement shall include all toner, developer, drums, preventative maintenance, repair service, parts, labor, staples, supplies, etc (excluding only paper). Maintenance agreement shall be based on an estimated monthly volume of approximately 12,000 prints. This is only an estimate and the City does not guarantee any specific volume. The City shall be billed monthly for actual usage only (per click). In the event that replacement parts are no longer available for the unit purchased, or leased, and under a maintenance agreement with the original Bidder, the Bidder shall provide the City with a comparable Machine for the remainder of the contract. 11

12 CITY OF SAINT CHARLES, MISSOURI BID NUMBER 4126 BID FORM Signature of bidder indicates that bidder understands and will comply with all terms and conditions and all other specifications made a part of this Invitation for Bid and any subsequent award or contract. All terms, conditions and representations made in this invitation will become an integral part of the contract. In compliance with Invitation for Bid Number 4126 and to all the conditions imposed herein, the undersigned offers and agrees to provide and deliver four (4) new digital color copy machines and maintenance, as per the specifications, to the City of St. Charles, Missouri at the following price: Machine #1: 35PPM Year/Make/Model and Copies per Minute: Bid Price for One (1) Machine, as Specified (Standard Equipment): $ Option: Additional Standard Paper Tray (Min 500-sheet Capacity): $ Option: Tandem High-Capacity Tray (Min 2,000-sheet Capacity): $ Machine #1: 35PPM Maintenance Costs Cost per Click B/W Color 1 st Year Maintenance: $ $ 2 nd Year Maintenance: $ $ 3 rd Year Maintenance: $ $ 4 th Year Maintenance: $ $ 5 th Year Maintenance: $ $ 12

13 CITY OF SAINT CHARLES, MISSOURI BID NUMBER 4126 BID FORM Machine #2: 45PPM Year/Make/Model and Copies per Minute: Bid Price for One (1) Machine, as Specified (Standard Equipment): $ Option: Additional Standard Paper Tray (Min 500-sheet Capacity): $ Option: Tandem High-Capacity Tray (Min 2,000-sheet Capacity): $ Machine #2: 45 PPM Maintenance Costs Cost per Click B/W Color 1 st Year Maintenance: $ $ 2 nd Year Maintenance: $ $ 3 rd Year Maintenance: $ $ 4 th Year Maintenance: $ $ 5 th Year Maintenance: $ $ Indicate whether: ( ) Individual; ( ) Partnership; ( ) Corporation; ( ) Other Incorporated in the state of: COMPANY: ADDRESS: ST. CHARLES BUSINESS LICENSE NUMBER: TAX ID NO.: NAME: SIGNATURE: PHONE NO.: TITLE: DATE: ADDRESS: 13

14 Rev. 1/30/09 NOTICE AND INSTRUCTIONS TO BIDDERS/VENDORS REGARDING THROUGH RSMO, EFFECTIVE JANUARY 1, 2009 Effective January 1, 2009 and pursuant to Missouri Revised Statute Section (1), No business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri. As a condition for the award of any contract or grant in excess of five thousand dollars ($5,000) by the state or by any political subdivision of the state (e.g. City of Saint Charles, MO) to a business entity, the business entity (Company) shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Every such business entity shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. Section (2) RSMo. Business Entity is defined as: [A]ny person or group of persons performing or engaging in any activity, enterprise, profession, or occupation for gain, benefit, advantage, or livelihood. The term business entity shall include but not be limited to self-employed individuals, partnerships, corporations, contractors, and subcontractors. The term business entity shall include any business entity that possesses a business permit, license, or tax certificate issued by the state, any business entity that is exempt by law from obtaining such a business permit, and any business entity that is operating unlawfully without such a business permit. The term business entity shall not include a selfemployed individual with no employees or entities utilizing the services of direct sellers as defined in subdivision (17) of subsection 12 of section RSMo. See, Sec RSMo The City of Saint Charles, Missouri, in order to comply with Sections through RSMo, has instituted the following procedure: Required Affidavit for Contracts Over $5,000 (US) Effective January 1, 2009, business entities desiring to contract with the City for the provision of service shall comply with the provisions of Sections through RSMo. Contract award is contingent upon Company providing an acceptable notarized affidavit stating: 1. that Company is enrolled in and participates in a federal work authorization program with respect to the employees working in connection with the contracted services; and 2. that Company does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. A sample affidavit is attached hereto and can be found and downloaded on the City of St. Charles Purchasing website. Additionally, Company must provide documentation evidencing current enrollment in a federal work authorization program (e.g. electronic signature page from E-Verify program s Memorandum of Understanding (MOU)). The City of Saint Charles encourages companies that are not already enrolled and participating in a federal work authorization program to do so. E-Verify is an example of this type of program. Information regarding E- Verify is available at or by calling If you have any questions, please contact the Purchasing Office of the City of Saint Charles at

15 AFFIDAVIT OF COMPLIANCE WITH SECTION RSMo et seq. (REQUIRED FOR CONTRACTS FOR PROVISION OF SERVICES IN EXCESS OF $5,000) STATE OF ) )ss COUNTY OF ) Before me, the undersigned Notary Public, (Name) personally appeared who is (Title) of (Company Name), and after being sworn did depose and say: (1) that said company is enrolled in and participates in a federal work authorization program with respect to the employees working in connection with the contracted services; and (2) that said company does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. The terms used in this affidavit shall have the meaning set forth in Section RSMo, et seq. Documentation of participation in a federal work authorization program is attached to this affidavit. Signature (Person with Authority) Printed Name Title Date Subscribed and sworn to before me this day of (Month, Year). My commission expires: Signature of Notary Date Rev. 1/30/09

16 City of Saint Charles 200 North Second Street Saint Charles, MO PROOF OF LAWFUL PRESENCE - PUBLIC BENEFITS Name: Last First Middle Initial Maiden Name Address (Street Name & Number) Apt # Date of Birth City State Zip Code (Check all that apply to signer and company): A Citizen of the United States A Lawful Permanent Resident Company uses e-verify to Hire New Employees All Employees are authorized to work in U.S. Signature Date (M/D/YY) VERIFICATION: To be completed by City Staff. Please record the title and expiration date of either: one document from Column A or a Missouri driver s license (Column B) or one document from Column C as listed in the Notice to Applicants for Public Benefits and attach a copy of the documentation. A -MoDOR Accepted Documentation Document title: Or B - MO Driver s License Or C - Other Federal Documentation Missouri Driver s License Document title: Expiration Date (if any) Expiration Date Expiration Date (if any) CERTIFICATION: I certify that I have examined the document(s) regarding citizenship or residency presented by the above-named applicant.* Signature of City Staff Person: Print Name: Date: *NOTE TO CITY STAFF: If sufficient documentation was not presented, do not sign the certification above. Instead, please give applicant a copy of the Affidavit of Citizenship for Eligibility for Public Benefits form and attach any completed Affidavit to this document. Penalties under state law for fraudulently obtaining public assistance benefits may include, but are not limited to, imprisonment, fines, and discontinuation of benefits and recovery of benefits fraudulently obtained.

17 CITY OF SAINT CHARLES VENDOR INFORMATION FORM Please complete the information below and return with your completed W-9 to the City s Purchasing Office at the address indicated below. LEGAL ENTITY NAME: CHECKS PAYABLE TO: (if different than Legal Entity above) INCORPORATED IN THE STATE OF: REMITTANCE ADDRESS: (if different than address listed on W-9) (Address) (City/State/Zip) BID TO ADDRESS: (if different than above) (Address) (City/State/Zip) PAYMENT TERMS: PHONE NO.: FAX NO.: CONTACT: TITLE: ADDRESS: City of St. Charles Purchasing Office 200 N Second Street Room 102 St. Charles, MO 63301