Quote- RFQ Keldric Owens. Technology Manager.

Transcription

1 Solicitation Type & Number Quote- RFQ Date of Quote Announcement/Request August 30, 2017 Solicitation Title Request for Qualifications/Questions Deadline Quote Due Date Time Housing Authority of Fulton County, Georgia Copiers and Printers September 11, 2017 at 12 noon Eastern Daylight Time September 18, 2017 at 12 noon Eastern Daylight Time DIRECT INQUIRES TO: Point of Contact Title Address Keldric Owens Technology Manager Respondents are responsible for reading this solicitation and all exhibits, in its entirety, as updates and revisions have been added. Questions are to be submitted in writing via no later than September 11, 2017 at 12 noon Eastern Daylight Time to Answers to all questions will be posted to Respondents are responsible for monitoring for communications related to this Request for Qualifications. By submitting a response to this solicitation, the Respondent acknowledges that they have read the entire document and is responding with full knowledge of all terms, conditions and requirements as set forth. Page 1 of 6

2 PART I INTRODUCTION The Housing Authority of Fulton County, Georgia (HAFC) hereby requests quotes from qualified companies or individuals ( Contractor ) to provide copiers and printers s for its main office located at 4273 Wendell Drive, SW, Atlanta, Georgia. HAFC currently maintains approximately 25 workstations utilizing Windows 7,8 and Windows 10 as their operating system. All workstations have Microsoft Office Professional installed as their productivity suite. The agency averages 15,648 black and white and 4,993 color copies per month. **The Housing Authority of Fulton County, Georgia reserves the right to reject any or all quotes. The Housing Authority of Fulton County, Georgia is an equal opportunity employer and contracting agency. PART II-SCOPE OF SERVICES The Housing Authority of Fulton County, Georgia (HAFC) hereby requests quotes from responsive and responsible contractors to provide all labor, supervision, materials, supplies, tools, transportation, equipment and incidentals required to provide comprehensive copiers and printers for HAFC owned and/or maintained facility The HAFC reserves the right to add additional contractors, at the HAFC s sole discretion. SPECIFICATION HAFC seeks to procure a color copier/printer that has the following technical attributes: Minimum 45 page per minute color copy/print speed (1 quantity) Minimum 45 page per minute black and white copy/print speed (2 quantity) Minimum 2 GB copier memory Maximum 1 minute copier warm-up time % magnification Duplex printing/copying Color and black scanning capability Minimum 1,500 sheet standard paper capacity Minimum three paper trays, excluding high capacity and bypass paper feeds Minimum 100 sheet multi-purpose bypass tray Minimum 150 sheet dual scan document processor Up to 11 x 17 originals Up to 12 x 18 output size Heavyweight paper printing/copying capability up to 110 lb. index 2 Color adjustment Stapling finisher Minimum 150 GB hard drive Copy resolution 1200 x 1200 dpi Scan resolution minimum 600 x 600 dpi Job memory Mixed size originals Job building capability Accounting Codes Document management software minimum of 6 licenses Integrated USB drive Page 2 of 6

3 Scan to , folder and USB capability Compatible with Windows XP, Windows Vista and Windows 7 and Windows 8 (64 Bit support) NIC interface 10/100/1000 If total copier paper capacity is less than 3,000 sheets, base bid must include a high capacity paper feeder DESIRED TECHNICAL OPTIONS OKI would also like to obtain price bid information on the following optional accessories: Folding booklet finisher Post sheet inserter 3-hole punch kit Cost for each additional document management software license in excess of 6 seats REQUIRED TECHNICAL CAPABILITIES FOR DESKTOP PRINTERS Minimum 25 page per minute print speed Print quality - Minimum: True 600 x 600 dots per inch (dpi) for text and graphics Print Technology Resolution: HP FastRes 600, HP FastRes 1200 Standard Connectivity: Hi-Speed USB 2.0 port, WiFi b/g Recommended Monthly Page Volume: Duplex Print Options: Standard (driver support provided) Print speed: Minimum: Letter: Up to 19 pages per minute; A4: Up to 18 pages per minute First page out: As fast as 8.5 seconds MAINTENANCE AND SERVICING Consumable costs (except paper, staples and transparencies) must be included in full service maintenance proposal. This price must include OEM parts, labor and recommended OEM servicing for optimal life of the unit. SERVICE AND SUPPORT REQUIREMENTS HAFC requires a minimum of 97% uptime between the hours of 8:00 a.m. to 6 p.m., Monday through Thursday and 8:00 a.m. to Noon on Fridays. Replacement with a like-for-like unit if the copier experiences less than 97% uptime for four consecutive months. Twelve business hours maximum downtime before a like-for-like loaner is provided. If a loaner is needed, the copier is to come from the vendor s inventory. Please include the average response time for service calls in the proposal submission. Successful bid must include contingencies for emergency print jobs when copier/printer is offline or instances of extended downtime. COST PER COPY/PRINT Cost per copy/print information must be included with price bid. EQUIPMENT TRAINING The winning bid must include provisions for staff training on the copier/printer. DELIVERY TIMING The successful bid will agree to deliver and install the copier/printer 4:00 p.m. EDT, October 2, EDUCATION AND EXPERIENCE: Previous related relevant experience High School Diploma Respondent will need to certify by submission of its quote, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this Page 3 of 6

4 transaction by a Federal department or agency. All Respondents are required to submit a Disclosure Statement if this is not the case. Installation work shall be performed in a diligent and workmanlike manner and all material is to be of a good and durable quality. The Contractor shall keep the premises free from accumulation of waste material caused by the Contractor's workmen or the work. The Contract is subject to the same rules and regulations as the HAFC. All rules and regulations are incorporated by reference into this Contract and the Contractor specifically is to adhere to these rules and regulations. The contractor shall provide, at its own cost and expense, a Certificate of Insurance evidencing Comprehensive General Liability insurance coverage against bodily injury, property damage and personal injury liability with limits of not less than One Million Dollars ($1,000,000) per occurrence. The Certificate of Insurance shall be furnished to the HAFC. The HAFC shall be named as insured in such policy. SERVICE HOURS Work schedule shall be 9:00. a.m. - 5:00 p.m., Monday. through Friday. Work will commence and proceed with such work to completion in accordance with the schedule. CONTRACT TERM This Request for Quote is for awarding a firm, fixed price purchasing contract to cover a one (1) year term. OPTION TO RENEW The HAFC may, at their option and with the approval of the Contractor, renew the term of this Contract up to a maximum of one (1) year, (or at the HAFC s sole discretion, extend the contract on a month to month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by HAFC of its intention to renew the contract term at least thirty (30) calendar days prior to the expiration of the original contract term. PART III-QUOTE ITEMS TO SUBMIT SUBMISSION TO THE HOUSING AUTHORITY OF FULTON COUNTY, GEORGIA Quote should include: Complete pricing for specifications stipulated herein Statement of experience and qualifications to perform the duties described herein Three references for similar work performed within the past 12 months Completed Form-Attachment A (Certification Regarding Debarment) Completed Form-Attachment B (Contractor Affidavit under O.C.G.A (b)(1)) Upon receipt of each quote, HAFC's will date-stamp it to show the exact time and date of receipt. All quotes received will become the property of the Housing Authority of Fulton County, Georgia and will not be returned to the proposers. Page 4 of 6

5 Respondents shall submit a quote by in response to this solicitation to: DEADLINE FOR SUBMISSIONS Keldric Owens RFQ @hafc.org Housing Authority of Fulton County, Georgia 4273 Wendell Drive Atlanta, GA Please include a price and timeframe by which a work can be completed to include start and completion time. Responses shall be received by at RFQ @hafc.org on or before 12 noon Eastern Daylight Time, September 18, Late responses will NOT be considered. REJECTION OF QUOTES HAFC reserves the right to reject any or all responses to this Request for Quotes and to waive any informalities, technicalities, or omissions therein. HAFC also reserves the right to reject any quote when a parent, subsidiary, affiliate, or predecessor in interest of the Respondent has pending litigation or claims with HAFC, or if any quote includes a proposed subcontractor or supplier that has pending litigation or claims with HAFC, if HAFC determines, in its sole discretion, such litigation or claims may adversely affect the ability of the parties to work efficiently and effectively under this Contract, or for any other reason as determined by HAFC. Any such Quotes will be returned to the Respondent. No objections with regard to the application, meaning, or interpretation of these specifications will be considered after the Quotes have been received. The Housing Authority will not pay any cost incurred in the preparation or submission of any quote or any cost incurred in anticipation of a contract. The Proposer understands that the Contracting Officer of the Housing Authority shall be the sole authority to legally commit the Housing Authority to any expenditure of public funds for this procurement. RESPONSE MODIFICATION Response may be modified, withdrawn, and/or re-submitted in writing prior to the deadline for quotes. After this deadline, no withdrawals or resubmissions may be made for any reason. Page 5 of 6

6 ATTACHMENTS ATTACHMENT A ATTACHMENT B Debarment Certification ATTACHMENT A Contractor Affidavit under O.C.G.A (b)(1) Page 6 of 6

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