Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH 45402

Transcription

1 Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH September 29, 2017 TO: RE: Prospective Proposers Request for Quotation (RFQ) Purchase of Copiers The Greater Dayton Regional Transit Authority (RTA) is seeking a vendor or reseller with four (4) years or more experience regarding multi-function digital copiers, and who sell, lease, maintain and support the specified copier. The scope of work pertaining to this solicitation is attached. Your firm is invited to submit a quote. In order to be considered, please ensure that one (1) original and three (3) copies of your quote are received by the undersigned no later than 2:00 p.m. on October 13, Quotes may be mailed, delivered or sent by delivery service addressed to the undersigned at Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, OH Please allow additional working days for the internal delivery of mailed quotes in addition to the U.S. Postal Service delivery. DBE Participation: It is the policy of the Department of Transportation (DOT) that DBE s, as defined in 49 CFR, Parts 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this Agreement. Although the DBE goal for this procurement is 0%, RTA welcomes DBE participation. The award will be based on: Ability to meet specifications, including network requirements; Qualifications of service personnel and thoroughness of service department; Reasonableness of cost for machine(s) and maintenance; Performance of Copier; and References, received from responsive and responsible proposers as determined by the RTA. RTA reserves the right to reject any and all quotes submitted. Award of the contract will be made to the Proposer which, in the sole opinion of RTA Staff, best meets the needs of the Authority. The successful Proposer(s) will receive a blanket purchase order in accordance with the terms of the Request for Quotation. The RTA reserves the right, as the interest of the RTA requires, to postpone, accept or reject any and all quotes and to waive any informality in the quotes received. A quote may be withdrawn by personal, written, or telegraphic request received from the proposer prior to the scheduled opening date. No quote may be withdrawn for a period of 60 days after the opening date. If you have any questions relating to this solicitation, please contact me at (937) Sincerely, Herbert G. Carroll Herbert G. Carroll Purchasing Agent Attachment 1

2 Greater Dayton Regional Transit Authority Scope of Work Introduction The Greater Dayton Regional Transit Authority (RTA) is soliciting proposals from established vendors and resellers who have been in the business of multi-function digital copiers for a minimum of four years, and who sell, lease, maintain and support the specified copier. Copiers will be either leased with an option to purchase or purchased outright. Leasing is being considered if it is advantageous in terms of reducing overall costs. In addition, a centralized software management tool is to be proposed to manage the new copiers and nine (9) existing copiers that are not being replaced (5-Toshiba e-studio457 and 4-Toshiba e-studio3555c). RTA currently has six (6) black and white Lanier LD040 SPF and two (2) color Ricoh MPC3002 digital copier/printer/fax/scanner machines that need replaced. Initial purchase will consist of five (5) black and white and three (3) color machines. Additional copiers may be needed in other areas therefore, the RTA estimates that it may purchase up to a total of eleven (11) machines, with a minimum purchase of eight (8) machines in 2017 and the option of three (3) machines in Contract for maintenance and supplies will be for five (5) years. The option to lease will be for a 36, 48 or 60 month lease to purchase at fair market value. The purchase cost will be based on the actual purchase cost of each copier and the lease cost will be based on the monthly cost of the equipment. The maintenance cost will be based on the cost per copy, to include maintenance, supplies, and all consumables except paper and staples. The RTA may consider up to two (2) different machine models, which would best be suited to the locations, uses, and estimated volumes presented. RTA reserves the right to increase or decrease usage at any time as actual needs or funding may determine. RTA is interested in receiving innovative proposals that address any new approaches/technologies, and that may increase efficiency and decrease copying/printing expenses. 2

3 General Equipment Requirements All proposed equipment must be New and will not have been used since the manufacture and shall be current models of modern technology in current production and not scheduled to be retired within the next 24 months. RTA shall be the first user of the equipment, with no previous rental, lease, or demonstrations. The successful contractor shall provide manufacturer s documentation listing serial number(s) and date(s) of manufacturer for the proposed equipment. All copiers proposed, shall be current digital models using dry toner, and must be in current production at the time of proposal submission. Each copier shall be a walk-up digital copier/printer/fax/scanner machine. All color copiers and all black & white copiers must be similar in regards to user interface, configuration and management. Equipment usage and volumes in various areas may allow for copiers in two (2) models. Pricing on an optional models is being requested as part of each proposal for potential use in lower volume areas. Brochures are required to be provided for the copier(s) that you are proposing. Copies should be included with each copy of the proposal submitted. Your proposal should include additional options listed in this brochure that you recommend to be included with the equipment purchase. Each Proposer must indicate if there are any restrictions on the type of paper to be used in the copier, i.e., recycled bond or 25% cotton. Network Environment as of May, 2017 Network Fileservers: Network Protocol: Windows Server 2008 Standard 32 & 64 bit Windows Server 2012 Standard 32 & 64 bit Windows Server 2012 R2-64 bit Digital/HP Open VMS 7.3 TCP/IP Required Network Support: Generic TCP Print Access on port 9100 LPD/LPR on port 515 Network Wiring: PC Workstation Software: Customer Applications: 1000 Base-T (UTP, RJ45) at printer location Windows 7, 8, 10 Pro (64-bit) Mac OS X 10.4 Microsoft Office apps Legacy Cobol apps (print via UNIX-style Queues) Proprietary Software (print via Windows Printing API) MAC OS Postscript Printer Drivers 3

4 Technical Equipment Requirements 1. All digital copiers shall be capable of standard functions: Copy, Print, Scan and Fax. The copiers shall be capable of scanning B&W and color based on the copier s output color capability. 2. All digital copiers shall be capable of producing double-sided prints/copies. 3. All copiers are required to have the capability of printing on stock ranging from 20 lb. bond to 110 lb. index, on sizes letter (8 ½ x 11), legal (8 ½ x 14) tabloid (11 x 17). 4. All digital copiers shall have an automated stapling system, capable of stapling a minimum of 50 sheets of 20 lb. paper. 5. All digital copiers should have the ability to punch holes list as an option if applicable. 6. All digital copiers shall have full offset stacking and finishing capability. 7. All digital copiers shall possess an automated document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. 8. All digital copiers shall have a bypass tray for the purpose of printing on specialized stock. 9. All digital copiers shall be capable of enlarging documents in preset increments to a minimum of 200%. 10. All digital copiers shall be capable of reducing documents in preset increments to a minimum of 64%. 11. One of the three paper trays must be adjustable. 12. All digital copiers shall have PIN code and/or mailbox secured access for users. 13. Management functions should include limiting access by user, group or role and the ability to limit access for specific functions. Setups must be done through a centralized software system and a browser based interface is preferred. 14. Active Directory integration to the centralized software system. Users should be able to search, find and copies from the copier using an Active Directory or Microsoft Exchange contact list. It is desirable to use Active Directory users and groups for access management controls. 15. Management of the copier address book must be the same across all proposed models new and existing, and it must be accomplished using the centralized software system in this proposal. 4

5 16. The centralized software system must perform the following: (In priority order) a. Have the ability to centrally manage and control the existing Toshiba e- Studio457 and 3555C devices along with the devices proposed in this procurement b. Allow complete control of user ID and access setup via Active Directory c. Allow for tracking and control of usage by each user d. Secure print release e. Allow for promoting cost savings such as double sided copying and printing 17. Ability to scan to future workflow applications a plus. 18. Ability to scan/copy to accounts. 19. First copy time: B/W 5.0 seconds, Color: 6.5 seconds. 20. Print resolution: 1200 X 1200 dpi, Scanning Resolution minimum: 600 X 600 dpi. 21. Price for optional fax capabilities for each copier, if not included. 22. Power Requirements: 120V AC, 60Hz, 20A with a NEMA 5-20P power plug cord and surge protector. 23. Must be U.L. approved, ENERGY STAR Qualified and RoHS Compliant. 24. The vendor will guarantee the availability of replacement parts, applicable accessories and equipment for the duration of the contract term. Include warranty information on purchases. 25. The vendor will address any defect in software or equipment within four (4) hours of such report. 26. If the reported defect(s) remain unresolved for a period of forty-eight (48) hours or more, the vendor will provide the RTA with a comparable loaner copier at no charge. 27. A recycling return for empty toner canisters with shipping labels is required. Supplies Initial Supplies All equipment shall be delivered with enough supplies (except paper and staples) to ensure a maximum month s (30 days) usage. Consumable Supplies All consumable supplies (except paper and staples) required for copying operations shall be included in the cost per copy pricing. In order to ensure that consumable supplies are readily available, the Contractor is required to establish an inventory of all such supplies in the Dayton metropolitan area. 5

6 Maintenance Preventive and remedial maintenance shall be performed by qualified contractor maintenance personnel during regular office hours. The maintenance pricing shall be on a cost-per-copy basis, and include full-service maintenance and all consumable supplies (except paper and staples). The RTA requires a response time on all service calls within four (4) hours. Response time means that a technician is on-site, working on the machine. The maximum allowable downtime for any copier is 48 hours. If the copier cannot be repaired and restored to normal operating service within 48 hours, a loaner machine is to be provided to RTA at no additional cost to the RTA. The RTA also prefers to have the same service technician to work on the machines. Please provide a list of qualified technicians that would be assigned to RTA s account. Qualified means the service technicians meet the minimum training requirements of the firm. Also include a brief description of the experience of the service technicians and support staff that will be assigned to RTA s account. Service calls shall be prioritized, with emergency calls being given first priority. An emergency service request exists when a machine is producing copies that are unreadable, not usable, or producing no copies at all. All maintenance will be performed by fully trained and certified technicians. The contractor shall furnish, install, and maintain all equipment in accordance with manufacturer s specifications. The contractor will have an adequate inventory of spare parts immediately available for repairs. Repairs should be completed on the first visit. If delivery of an out of stock part is necessary, and is expected to take more than 48 hours, a loaner machine is to be provided to RTA at no additional cost to the RTA. Repeated service calls for the same reoccurring problem(s) is not acceptable. If a service technician is unable to successfully repair a reoccurring problem after the maximum downtime of 48 hours, or unless otherwise agreed, RTA may request to have the equipment immediately replaced with another comparable unit in good working order. The contractor will bear the cost of the removal of the original equipment, and the cost of the delivery of the replacement unit. The contract period for the replacement equipment will remain the same as the original equipment. The cost of the replacement unit will also not exceed the cost of the original equipment. Centralized software system maintenance is to cover the entire length of the agreement. Software maintenance is to cover general support (M-F/8-5), bug fixes, incremental updates, and new versions of the software. Meter Readings 6

7 The successful contractor shall make one (1) or more recommendations for collecting meter readings. Current meter readings are taken electronically on a quarterly basis, resulting in quarterly invoicing. Equipment Demonstration Each responsive proposer in the competitive range may have the opportunity to place their machine(s) one color and one black and white at RTA for a demonstration period of one week, prior to the final selection. Proposers must make all necessary arrangements for a demonstration within one (1) week from the date of notification. The demonstration shall be provided at no cost to RTA. This may require proposer to demonstrate copiers at more than one (1) placement site. All machines tested will be placed in the same area so that usage is identical. Individuals using the copier(s) during this demonstration period will be required to complete an evaluation. Equipment Installation and Site Preparation The RTA equipment installation sites where the existing Lanier LD 040SPF/Ricoh MPC3002 are being replaced should not require any modification or preparation. Proposed modifications or preparations are subject to RTA s approval prior to the placement of equipment. The Contractor is responsible for installation and cost of all modifications, unless otherwise agreed by the RTA. Supplies or equipment installed as part of the location electrical system must be approved by RTA s Facilities Manager prior to beginning any work. Such modifications will become the property of RTA. Installation shall comply with applicable rules of the National Electric Code. All electrical materials shall be UL approved or certified as being in compliance with the rules of the National Electric Code, and meeting or exceeding standards of the Underwriter s Laboratories, Inc. RTA will not make, nor allow others to make alterations to the equipment, or remove equipment other than as may be authorized by RTA, or mutually agreed upon in change of site conditions. The installation, setup, and testing of the centralized software solution is to be included in this procurement. The vendor will work with the RTA IT staff to define the server and database requirements in order to standup a virtual Microsoft Server 2012 R2 system. RTA will provide the virtual environment and base OS load system. Training The successful contractor will be required to provide at his/her own expense, all training, both initial and continuous, as required by RTA for the operation of the proposed equipment. One (1) operation manual is to be provided for each machine delivered. Training shall include, but not be limited to the proper use of the equipment features, briefing on safety precaution, how to load paper and toner, how to clear paper jams, where to locate the serial number and machine ID number, and how to collect meter readings. User and technical training on the centralized software system are to be included in the proposal. Contact information shall be provided for placing service calls and/or supply orders. This shall include contact name, telephone number, information needed, and service arrival time. 7

8 Full Service Maintenance A full service maintenance agreement shall commence after expiration of the manufacturer s warranty, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers purchased under this agreement. Pricing shall be based upon the estimated annual usage calculated from the actual usage in the last twelve (12) months (January 1, December 31, 2016), with adjustments for future usage increases. Proposals shall include pricing for five (5) years as requested. Proposers may also include pricing for consideration for additional option year periods beyond these five (5) years, based upon the estimated life of the machines, and the availability of parts. A full service centralized software maintenance agreement shall commence after expiration of the vendor warranty, including general software support, bug fixes, incremental updates, and version updates for software purchased under this agreement Warranty and Guarantee Contractor guarantees that all equipment delivered and installed under the contract will be made from materials suitable and adequate for the purposes intended and described in the Contract, and in a workmanlike manner in accordance with the best engineering practices, and that such equipment will fully comply with the drawings, specifications, and the Contractor s proposal, or otherwise. All materials, specialties, equipment, parts and accessories supplied by the Contractor shall be of the same design and model on all equipment purchased under this specification, unless otherwise agreed. The Contractor shall assume all responsibility for these materials, specialties, equipment, parts and accessories whether manufactured by the Contractor or purchased by him/her from another source. The Contractor shall warrant and guarantee the Copier Equipment and Maintenance for a period of one (1) year from date of acceptance for equipment and labor. Any and all materials, specialties, equipment, parts, and accessories that prove to be defective in normal operation within the above referenced period shall be replaced or repaired by the Contractor free of any and all cost to the RTA, including all materials, labor, and transportation costs. Transportation of warranty replacement parts shall be of the fastest means possible, including airfreight if the part is of a size that can be reasonably shipped via airfreight. All Contractors will provide a written Statement of Warranty to include the material, labor, and transportation to replace or repair any defective parts/components provided under this project for period of one (1) year from acceptance. Site Visit RTA reserves the right to visit the business location/facility of the contractor to insure the contractor s capacity to provide specified equipment and services, prior to and after making the award. 8

9 Invoicing Proposer shall indicate if they are able to invoice either on a monthly or quarterly basis. Each invoice shall contain the following information: Invoice for equipment purchase shall contain the following information: 1. Machine manufacturer and model number 2. Contractor s machine identification (ID) number. 3. Machine location Invoices for maintenance and cost-per-copy shall include the following information: 1. Machine manufacturer and model number. 2. Contractor s machine identification (ID) number. 3. Machine location. 4. Number of copies run on each individual machine for the agreed upon billing period. 5. Charge for actual copies made by RTA staff, and the number of copies deducted from the invoice charge for each individual machine, for copies run by service technicians. This amount shall be shown as a credit against the total number of copies on the invoice. Payment Terms The terms of the contract shall be net 30 days, however, if a prompt payment discount is offered, the RTA will pay within the specified period to take advantage of the discount offered. 9

10 Copier Usage Information 2016 Copier Usage Copier Model Current ID# Current Location 1st Qtr nd Qtr rd Qtr th Qtr 2016 TOTAL COPIES 1. Lanier LD 040SPF N2913 Line Shop 547 1,279 1,067 1,652 4, Lanier LD 040SPF N2918 Maintenance 36,101 36,688 33,609 42, , Lanier LD 040SPF N2920 NW Transit 5,151 2,427 2,377 2,196 12, Lanier LD 040SPF N2921 B&G 5,186 5,787 7,598 12,666 31, Lanier LD 040SPF N2924 Operations 14,582 11,073 10,218 17,077 52, Lanier LD 040SPF N2925 Dispatch 85,701 68,879 98,315 68, , Canon IR32541 N2917 WSP Basement Ricoh/MPC3002 N2910 Human Resources (B/W) 31,780 24,357 37,323 28, ,715 N2910 Human Resources (Color) 30,898 24,728 17,863 46, , Ricoh/MPC3002 N2916 Inventory (B/W) 17,829 21,987 23,637 21,520 84,973 N2916 Inventory (Color) 1,254 1,251 2,895 3,555 8,955 Total B/W 227, , , , ,390 Total Color 49,981 47,966 44,395 71, ,651 10

11 SPECIAL CONDITIONS PROPOSAL SUBMISSION: Proposals submitted shall be inclusive of the following: Proposal Pricing Form Summary of Requirements Company Profile Identify account representative(s) that will be assigned to RTA, if awarded this order, and provide a description of his/her qualifications and assurance that he/she has adequate time to dedicate to the RTA account. In addition, identify the account representative s back-up person and his/her qualifications. A brief summary of your approach to this project. Reference List: A minimum of three (3) current references from similar projects and a brief description of work performed. Include contact s names, addresses, telephone numbers, fax numbers, and addresses. One original and three (3) copies of the proposal shall be delivered to the undersigned. Affirmative Action Assurance Plan: Affirmative Action Assurance Plan Approval Letter from the City of Dayton, Human Relations Council. All firms will be required to comply with all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory policy, subject to RTA approval. All firms must submit with their proposal a letter from the City of Dayton's Human Relations Council, stating that they have an approved Affirmative Action Assurance Plan (approvals are valid for a one-year period). Failure to furnish the letter from the City of Dayton's Human Relations Council may be cause for rejection of your proposal. If a firm is not on the approved list, please contact the following office to obtain an application and submit a COPY of the completed application with your proposal: City of Dayton, Ohio Human Relations Council 371 W. Second Street Dayton, OH (937) BASIS OF AWARD: The award will be based on: Ability to meet specifications, including network requirements; Qualifications of service personnel and thoroughness of service department; Reasonableness of cost for machine(s) and maintenance; Performance of Copier; and References, received from responsive and responsible proposers as determined by the RTA. RTA reserves the right to select the Proposer, in the sole opinion of the RTA, best meets the needs of the Authority. 11

12 DURATION OF CONTRACT: Completion of the project is required within 30 days after receipt of initial award. DELIVERY SCHEDULE: The delivery of eight (8) copiers is due within 30 days upon receipt of initial award. The option to purchase three (3) additional copiers, if exercised, is due within 30 days upon receipt of RTA s written notification. The maintenance contract will be for five (5) years. The total duration of this contract, including the exercise of any option shall not exceed December 31, BUDGET RANGE: The RTA s anticipated budget range for this procurement is between $65,000 and $70,000. PRICE: The cost of the project shall be presented as a FIRM fixed price. The RTA desires pricing in the form of one all-inclusive sum. PAYMENT TERMS: Payment will be made within 30 days after submission of activity reports with proper invoices or vouchers. Payment for services shall not exceed the quoted price. TAX EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful bidder(s) upon request. INDEMNIFICATIONS: The successful contractor shall indemnify and save harmless RTA, its trustees, officers and employees from and against all loss, costs, liability, damage and expense whether direct, consequential or incidental, for personal injury and for property damage, such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence. NON-WAIVER BY ACCEPTANCE OF PAYMENT: Neither the acceptance by the RTA of any services, the payment by the RTA for any services, nor both acceptance and payment, shall be deemed to waive, compromise, or affect in any manner the liability of the Contractor for any breach of contract, of warranty or of both contract and warranty. CONTRACTOR INSURANCE REQUIRMENTS: The Contractor shall maintain, at its own expense, throughout the period of the Contract and any extensions thereof the following minimum insurance coverages of the types and in the amounts described below that are applicable to the scope of work being performed: 1. Workers Compensation Insurance. Contractor must carry Workers' Compensation Insurance (including occupational disease) in compliance with Workers' Compensation statutes of any applicable jurisdiction in which the Work is to be performed. For the attainment of Workers Compensation in monopolistic states, including Ohio, 12

13 coverage must be secured through the state fund. If Contractor is a qualified self-insurer in compliance with the laws of the state, this is also acceptable. A certificate of compliance from the appropriate workers' compensation bureau or board must be provided with the certificate of insurance. Vendor must also carry Employer s Liability Insurance with minimum limits of $500,000 each accident; $500,000 for disease (per employee); and $500,000 for disease (policy limit). This policy must include Ohio "Stop Gap" coverage. 2. Commercial General Liability Insurance. Contractor must carry Commercial General Liability Insurance written on ISO form CG (or its equivalent) with limits of $1,000,000 per occurrence and in the aggregate. RTA (including its directors, officers, employees and volunteers) must be named as an additional insured on the CGL for liability arising out of the acts or omissions of the Contractor, including coverage for liability arising out of products and completed operations. The coverage afforded to RTA shall be primary to any other insurance carried by the RTA, and the RTA's coverage shall not contribute to any loss made pursuant to this coverage grant. Commercial General Liability coverage (including RTA's status as additional insured) shall be maintained for at least two years after completion of Contractor's work performed under this contract. 3. Commercial Auto Liability Insurance. Contractor shall carry Commercial Automobile Liability Insurance covering all owned, leased and non-owned vehicles used in connection with the work to be performed under this contract, with limits of not less than $1,000,000 combined single limit per accident for bodily injury and property damage. RTA shall be afforded coverage under this policy for any liability arising out of the acts or omissions of Contractor. 4. Requirements common to all policies. a. Contractor shall be solely responsible for reimbursing any deductible amount to the insurer, even if payment is being made on behalf of RTA as an additional insured on Contractor's policy. Any deductibles or self-insured retentions in excess of $5,000 must be disclosed and approved in writing by RTA. b. Contractor waives all rights of recovery it may otherwise have against RTA including its directors, officers, employees and volunteers) to the extent these damages are covered by any of Contractor s insurance policies as required in this contract. c. All insurance required hereunder shall be placed with insurers that have a minimum A.M. Best s rating of A-/X and shall be licensed, admitted insurers authorized to do business in the state of Ohio. d. A certificate(s) of insurance showing that Contractor s insurance coverages are in compliance with the insurance requirements set forth below must be completed by the Contractor s insurance agent, broker, or insurance company after the contract has been awarded. All certificates (other than Ohio workers' compensation) shall provide for thirty (30) days written notice to RTA prior to cancellation or non-renewal of any insurance referred to therein. The certificate shall reference RTA's status as an additional insured with primary/noncontributory coverage under both the General Liability and Auto policies. e. Failure of RTA to receive certificate(s) or other evidence of full compliance with these insurance requirements (or failure of RTA to identify and/or object to a 13

14 deficiency in the certificate(s) that is/are provided by Contractor) shall not be construed as a waiver of Contractor s obligations to maintain such insurance. RTA shall have the right, but not the obligation, to prohibit Contractor from beginning performance under this contract until such certificates or other evidence that insurance has been placed in complete compliance with the above insurance requirements is received and approved by RTA. Contractor shall provide certified copies of all insurance policies required above within ten (10) days of written request from RTA. f. By requiring insurance herein, RTA does not represent that coverage and limits will necessarily be adequate to protect Contractor, and such coverage limits shall not be deemed as a limitation on Contractor s liability under the indemnities granted to RTA. g. Any subcontractors engaged by Contractor to perform the Work shall comply with these insurance and indemnification provisions and shall provide primary/noncontributory coverage to RTA as set forth herein. Proposal Evaluation and Selection Process Evaluation Criteria Significant criteria for evaluation and selection for the services indicated in the RFQ includes, but is not limited to the following, in descending order according to importance: Ability to meet specification, including network requirements Qualifications of service personnel and thoroughness of service department Reasonableness of cost for machine(s) and maintenance Performance of Copier References Method of Award A. The proposals will be evaluated by a Selection Committee established by the RTA. Proposals will be evaluated on the criteria noted above. The total evaluation points, as separately determined by each Selection Committee member will be added, and each proposer will be ranked in numerical sequence, from the highest to the lowest score. B. RTA reserves the right to reject any or all quotes, to accept other than the lowest price, to negotiate separately with any source whatsoever, and to accept the quotes considered to be most advantageous to the RTA. C. The RTA reserves the right to select the contractor(s) on the basis of quotes received without seeking further information or clarification from proposers. D. Upon review of the quotes, the RTA staff will designate the most qualified proposers as finalists. These finalists may be invited to participate in a question and answer session (interview process) to clarify their quote with the RTA Selection Committee members. 14

15 E. If interviews are held, the Selection Committee may re-evaluate the quotes of those firms. F. An award may then be made to the proposer(s) that best meet the needs of the RTA. G. Any matters concerning this procurement will be addressed directly to Herbert Carroll Greater Dayton Regional Transit Authority (RTA) at (937) The Selection Committee members are not to be contacted by any of the proposers regarding this Request for Quotation (RFQ). H. If additional information or clarification is required from a proposer, they will be contacted directly. 15

16 Summary of Requirements Required Clauses this Request for Quote Please acknowledge you have read and comply. The Federal Third Party Contracting Clauses & Required Submittals may be accessed at the Greater Dayton Regional Transit Authority (RTA) procurement website at http;//proc.greaterdaytonrta.org. On the top left of the screen, under Resources, click on RFQ Small Purchase Clauses & Submittals. In order for your quote to be considered, you must indicate below that you have read and will comply with the clauses that are marked as applicable to this RFQ. N/A N/A N/A N/A N/A N/A N/A Proposal Pricing Form Summary of Requirements No Obligation by Federal Government Program Fraud and False or Fraudulent Statements or Related Acts Audit and Inspection of Records Federal Changes Nondiscrimination (EEO) Title VI, Civil Rights Act of 1964, Compliance Americans with Disabilities Act (ADA) Termination of Contract for Default Termination for Convenience of the RTA Disadvantaged Business Enterprise Participation Incorporation of Federal Transit Administration (FTA) Terms Debarment and Suspension Cargo Preference Use of United State Flag Vessels Fly America Davis-Bacon Act Copeland Anti-Kickback Transit Employee Protective Provisions Drug and Alcohol Rules Patents Copyrights Trademarks 16

17 N/A Energy Conservation Recycled Products Certification of Contractor Regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Certification of Lower-Tier Participants (Subcontractors) regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Affidavit of Contractor or Subcontractors Prevailing Wages SIGNATURE: NAME PRINTED: TITLE: COMPANY: DATE: 17

18 PROPOSAL PRICING FORM RFQ GD PURCHASE OF COPIER EQUIPMENT AND MAINTENANCE Page 1 BASE PROPOSAL ITEMS Mid Volume Black & White (minimum 40 ppm) Manufacturer: Model Number: Manufacture Year: Machine Lifespan: Item 1 Description Qty. Unit Purchase Price Purchase of mid volume black and white copier/printer/fax/scanner machine, fully network connected. (Estimated quantity) 6 each $ $ Total Purchase Price Item 2 Description Five (5) years full service maintenance agreement, commencing after expiration of manufacturer s warranty, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers purchased under this agreement, and others as may be separately listed for maintenance only under this agreement. Total Estimated Copy Qty. Cost Per Copy $ $ Total Cost Per Copy Item 3 Description: Fair Market Value Lease Option Monthly Cost Total Cost 48 month lease $ $ 60 month lease $ $ Full service maintenance agreement, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers leased under this agreement, and others as may be separately listed for maintenance only under this agreement. 48 month Total Estimated Copy Qty. Cost Per Copy $ Total Cost Per Copy $ 60 month $ $ 18

19 PROPOSAL PRICING FORM RFQ Copier Equipment Purchase and Maintenance Page 2 ALTERNATE PROPOSAL ITEMS Black & White Low Volume (minimum 20 ppm) Manufacturer: Model Number: Manufacture Year: Machine Lifespan: Item 1 Description Qty. Unit Purchase Price Purchase of low volume black and white copier/printer/fax/scanner machine, fully network connected. (Estimate) 6 each $ $ Total Purchase Price Item 2 Description Five (5) years full service maintenance agreement, commencing after expiration of manufacturer s warranty, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers purchased under this agreement, and others as may be separately listed for maintenance only under this agreement. Total Estimated Copy Usage Cost Per Copy $ $ Total Cost Per Copy Item 3 Description: Fair Market Value Lease Option Monthly Cost 48 month lease $ $ 60 month lease $ $ Total Cost Full service maintenance agreement, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers leased under this agreement, and others as may be separately listed for maintenance only under this agreement. 48 month Total Estimated Copy Usage Cost Per Copy $ Total Cost Per Copy $ 60 month $ $ 19

20 PROPOSAL PRICING FORM RFQ PURCHASE OF COPIER EQUIPMENT AND MAINTENANCE Page 3 BASE PROPOSAL ITEMS Mid Volume Color (minimum 35 ppm) Manufacturer: Model Number: Manufacture Year: Machine Lifespan: Item 1 Description Qty. Unit Purchase Price Purchase of mid volume Color copier/printer/fax/scanner machine, fully network connected. (Estimated quantity) 2 each $ $ Total Purchase Price Item 2 Description Five (5) years full service maintenance agreement, commencing after expiration of manufacturer s warranty, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers purchased under this agreement, and others as may be separately listed for maintenance only under this agreement. Total Estimated Copy Qty. Cost Per Copy $ $ Total Cost Per Copy Item 3 Description: Fair Market Value Lease Option Monthly Cost Total Cost 48 month lease $ $ 60 month lease $ $ Full service maintenance agreement, including all parts, labor, travel, supplies (except paper and staples), and cost per copy for all fully networked copiers leased under this agreement, and others as may be separately listed for maintenance only under this agreement. 48 month Total Estimated Copy Qty. Cost Per Copy $ Total Cost Per Copy $ 60 month $ $ 20

21 Proposed Copier Features Base Proposal Low Volume Mid Volume Copier Brand and Model # Requirement Type Monthly volume Warm-up time First copy speed Copies per minute Number of paper cassettes Paper capacity, letter Paper capacity, legal Total capacity, all cassettes Bypass tray Electrical requirements Power requirements Magnification (example 1.1) Reduction (% of original) Copy interrupt Paper weight(s) Document Feed Auto Duplex Manual, Auto Maximum size Original Maximum Size Original Maximum copy size Job interrupt Resolution Duplex tray type Copy memory (indicate size) Print memory (indicate size) Fax memory (indicate size) Network connected Network configured/connected Continuous run/refill Finisher (number of trays) Offset stacker paper capacity Top bin Stapling position (list each) Copier restriction(s) (i.e. recycled bond or 25% cotton paper Y/N/F If applicable Standard Y/N Comments Key: Y = Yes; N = No; F = Future 21

22 Additional Items to Address Copier Model # Additional Information Does this copier print in color? What is the copier volume? Do you recommend a recirculating automatic document feeder (RADF)? Why or why not? Is a fax module available for sending faxes from desktop? Is image editing available? Is stackless duplexing available? Does copier provide automatic sizing for reduction and enlargement? Is automatic shut-off included? What is the random access memory (RAM)? Is additional RAM available? How is memory allocated between functions? Is it shared between functions or is there a cache of memory dedicated for each function? Does machine accept generic memory (SIMMS) or use only proprietary memory? Is network printing standard or an option? List all parts that are included in full service maintenance. Include parts that break and parts that wear out. What is the duty cycle of the machine you are recommending? What copier segment does the machine you are recommending fit into? Segment 2 (20 ppm); Segment 3 (30 ppm to 50 ppm); Segment 4 (50 ppm to 70 ppm) What other features are available on the proposed machine: stapling, folding, 3-hole punch, etc.? What security features are available on this machine? Y/N/F If applicable Standard Y/N Comments Key: Y = Yes; N = No; F = Future Please duplicate this page to complete for each model. 22

23 PROPOSAL PRICING FORM RFQ PURCHASE OF COPIER EQUIPMENT AND MAINTENANCE Page 4 Centralized Software System Software Vendor: Product/Version: Item 1 Description Qty. Unit Purchase Price Purchase of centralized software system to 1 each manage multifunction printer/copier/scan/fax machines. $ $ Total Purchase Price Item 2 Description Five (5) years full service maintenance agreement, commencing after expiration of vendor warranty, including general support (M- F/8-5), bug fixes, incremental updates, and new versions of the software. Annual Cost Number of Years $ Total Cost OFFER: By execution below, Proposer hereby offers to furnish the goods and/or services as indicated herein. Name of Individual, Partner or Corporation Address City, State and Zip Code Address Telephone Number Fax Number Authorized Signature Title Date 23