REQUEST FOR PROPOSAL RFP-0066 NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES PROPOSALS DUE: JANUARY 9TH, 2013 AT 11:00AM

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1 REQUEST FOR PROPOSAL RFP-0066 NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES PROPOSALS DUE: JANUARY 9TH, 2013 AT 11:00AM IN THE OFFICE OF THE CITY CLERK (1ST FLOOR CITY HALL) ONE MANCHESTER BOULEVARD INGLEWOOD, CA THERE WILL BE A MANDATORY SITE VISIT ON DECEMBER 19TH, 2012 AT 10:00AM VENDORS ARE TO MEET IN COMMUNITY ROOM A LOCATED ON THE FIRST FLOOR OF CITY HALL CONTACT PERSON DURING BIDDING PERIOD: MICHAEL TATE, PROCUREMENT AND CONTRACTS COORDINATOR (310)

2 RFP-0066 TABLE OF CONTENTS 1. INVITATION TO SUBMIT PROPOSAL 3 2. INSTRUCTIONS TO BIDDERS 5 3. LIST OF GENERAL PROVISIONS 6 Page 4. SCOPE OF WORK SELECTION PROCESS ATTACHMENT A INFRASTRUCTURE INFORMATION PAGE BID ITEM PAGES PROPOSAL AND STATEMENT PAGES ATTACHMENT B BIDDERS WORKSHEET DECLARATION FOR THE BIDDER EXTENSION OF CONTRACT TO OTHER PUBLIC AGENCIES NON-COLLUSION DECLARATION NO BID FORM EXHIBIT A MACHINE INVENTORY AND ROLLING 49 MONTHLY USAGE HISTORY.. 2

3 RFP-0066 CITY OF INGLEWOOD INVITATION TO SUBMIT PROPOSAL (Specifications and Conditions Governing Proposal Award) Project for proposal : NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES The City of Inglewood invites and will receive proposals duly filed as provided herein for the furnishing of services and or materials for the above-designated project. Each proposal shall be submitted and completed in all particulars as specified in this request for proposal and must be enclosed in a sealed envelope with the designation of the project " RFP-0066 NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES appearing thereon. Proposals are to be sent to The Office of the City Clerk (1st FLOOR)One Manchester Boulevard Inglewood, CA Proposals are due on January 9 th, 2013 at 11:00 am There is a mandatory site visit December 19 th, 2012 at 10:00 am in Community Room A located on the first floor of City Hall. Specifications and other proposal documents for the above items are on file in the Purchasing Department, and may be obtained upon request. The City Council reserves the right to waive any irregularities and to take proposals under advisement for a period not to exceed sixty days from and after the date proposals are opened and announced. 3

4 RFP: NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES The following conditions and terms apply: 1) The City Council reserves the right to reject any or all proposals 2) This RFP does not commit the City to award a contract, or to procure or contract for services or goods. 3) Attached are detailed specifications and conditions for proposal submission 4) You must execute your contract within ten (10) days after the City mails it. If the contract is not executed within ten (10) days, the City reserves the unilateral right to cancel it. 5) If any provisions of the contract are violated, the City, after suitable notice, may cancel the contract and make arrangements to have the products and or services supplied by others. Any extra cost to the City will be paid by the vendor. 6) RFP specifications may be obtained from the Purchasing Division located on the 8 th floor of City Hall, or call (310) ) All proposals must be for specific amounts. Any attempt to qualify prices with an escalation clause or any other method of making a price variable, is unacceptable. Please give unit price as specified. Proposal shall be valid for ninety (90) calendar days from receipt of bid. 8) The City reserves the right to add or subtract quantities based on the unit prices/unit lump sums so indicated as its budgetary needs may require. CITY MANAGER CITY OF INGLEWOOD, CALIFORNIA 4

5 RFP-0066 INSTRUCTIONS TO BIDDERS BEFORE SUBMITTING YOUR PROPOSAL, HAVE YOU PROPERLY COMPLETED THE FOLLOWING? Please Check Here 1. PROPOSAL: a. Have you submitted all of the information requested in the proposal? b. Have you submitted a price on all bid Items #1 through #19? c. Have you filled out the Proposal and Statement Pages for both Option #1 and Option #2? d. Have you signed the Proposal and Statement Pages for Option #1 and Option #2? e. Have you submitted Attachment A Infrastructure information sheet? f. Have you filled out Attachment B Bidders Worksheet? 2. CONTRACT COMPLIANCE: a. Have you completed the non-collusion affidavit? b. Is the non-collusion affidavit properly signed? c. Have you examined and understand the requirements and forms to be furnished on the project? 3. BUSINESS CERTIFICATE Are you aware of, Section 4, entitled Inglewood Business Tax Certificate? 5

6 RFP-0066 GENERAL PROVISIONS Section 1. SUBMISSION OF PROPOSAL 7 Section 2. PAYMENT TERMS 7 Section 3. REQUEST FOR INFORMATION 7 Section 4. INGLEWOOD BUSINESS TAX CERTIFICATE 7 Section 5. INSURANCE REQUIREMENTS 8 Section 6. INDEMNIFICATION 10 Section 7. ADDENDUMS (CHANGES TO THIS DOCUMENT) 10 Section 8. OR EQUAL CLAUSE 10 Section 9. NON-DISCRIMINATION 11 Section 10. EXECUTION OF AGREEMENT 11 Section 11. TERMINATION OF AGREEMENT 11 Section 12. RIGHT OF CITY TO WITHHOLD PAYMENT 11 Section 13. DURATION OF AGREEMENT 11 6

7 RFP-0066 GENERAL PROVISIONS The City of Inglewood, California hereby extends an invitation to submit a proposal in accordance with this RFP, to provide labor and or materials for the designated purchase. Furthermore the City makes no representation that any agreement will be awarded to any firm responding to this request. There are no expressed or implied obligations for the City to reimburse responding firms for any expense incurred in preparing a proposal in response to this request. All information submitted to the City of Inglewood shall become property of the City and will be returned to the bidder at the City s option. Section 1. SUBMISSION OF PROPOSAL No telegraphic proposal or telegraphic modification of the proposal will be considered. No proposal received after the time named or at any place other than the place stated in the Invitation to Submit Proposals will be considered. The proposal should be identified as follows : Sealed and addressed to THE OFFICE OF THE CITY CLERK LOCATED AT ONE MANCHESTER BLVD,INGLEWOOD CA The envelope shall be plainly marked in the upper left-hand plainly marked in the upper left-hand corner with the name and address of the bidder and bear the words "Proposal For..." followed by the name of the work and the date and hour of bid opening. Vendors are to include one original and Six (6) copies of the proposals. Section 2. PAYMENT TERMS Standard payment shall be made by City check. Section 3. REQUEST FOR INFORMATION Firms shall include all information and documents to describe the vendor s experience. Section 4. INGLEWOOD BUSINESS TAX CERTICATE The vendor agrees to at all times during the performance of the agreement, obtain and maintain an Inglewood City Business Tax Certificate. The purchase of said Certificate must be made prior to the purchase of product and a copy forwarded to the Purchasing Division. 7

8 Section 5. INSURANCE REQUIREMENTS When a contractor does work under a City purchase order, the Department must have on file valid certificates of insurance and the required endorsements. The Department must submit the required certificates and endorsements to the City Clerk who will then forward the documents to the City Attorney s Office for review. REQUIRED INSURANCE COVERAGES The contractor shall obtain and maintain at its expense, until completion of performance and acceptance by City, the following insurance placed with an insurer admitted to write insurance in California or a nonadmitted insurer on California s List of Eligible Surplus Lines Insurers (LESLI) and having a rating of or equivalent to A:VIII by A.M. Best Company: a. Commercial General Liability Commercial General Liability (equivalent in coverage scope to Insurance Services Office, Inc. (ISO) form CG or 11 88) in an amount not less than $1,000,000 per occurrence and $2,000,000 general aggregate. Such insurance shall include products and completed operations liability, independent contractor s liability, broad form contractual liability, and cross liability protection. The "City of Inglewood, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. (ISO) forms CG of CG b. Automobile Liability Automobile Liability (equivalent in coverage scope to ISO form CA ) in an amount not less than $1,000,000 combined single limit per accident for bodily injury and property damage covering Auto Symbol 1 (Any Auto). If an automobile is not used in connection with the services provided by the contractor, the contractor should provide you with a written request for a waiver of this requirement. c. Professional Liability or Errors and Omissions Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the contractor to provide professional liability or errors and omissions liability insurance in an amount not less than $1,000,000 per claim. d. Workers' Compensation and Employer's Liability Workers' Compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident. 8

9 REQUIRED INSURANCE DOCUMENTATION a. Certificate of Insurance The contractor must provide you with a Certificate of Insurance evidencing the required insurance set forth above. The Certificate Holder must be the "City of Inglewood," and the Certificate Holder's address must be the address of your Department. b. Endorsements In addition to the Certificate of Insurance, the contractor must provide the following endorsements: 1) Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Inglewood, its officials, employees and agents" must be endorsed to the contractor s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG or CG ) Cancellation notice endorsements. Each policy must be endorsed to provide that the policy shall not be cancelled or nonrenewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable). 3) Primary and noncontributory coverage endorsements. The general liability and (if required) professional liability policies must be endorsed to provide that each policy shall apply on a primary and noncontributing basis in relation to any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents. ADDITIONAL INSURANCE REQUIREMENTS FOR SPECIAL RISKS Additional insurance requirements may be imposed on certain contractors. Refer to City Attorney s Office for individual review of the following types of services or products: a. Construction, excavation, drilling, trenching or shoring services. b. Demolition or operations involving explosives or pyrotechnics. c. Environmental consulting, remediation, engineering or related services or operations. d. Medical-related services. e. Daycare or child care services. f. Services involving custom manufactured products. g. Products or services involving firearms, tobacco, alcohol, or controlled substances. h. Products or services involving hazardous or toxic substances. i. Testing services or operations. j. Aircraft-related products or services. k. Any unusual or high-risk activities, operations or products. 9

10 WAIVER OR MODIFICATION OF THE INSURANCE REQUIREMENTS Any waiver or modification of the insurance requirements can only be made by the City Attorney s Office. All waiver or modification requests are reviewed on a case-by-case basis. *Depending on the scope of services Section 6. INDEMNIFICATION Vendor shall indemnify and hold harmless the City and its officers, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the work described herein, caused in whole or part by any negligent act or omission of the vendor, anyone directly or indirectly employed by any of them or anyone for whose acts may be liable, except where caused by the active, sole negligence, or willful misconduct of the City. If any action or proceeding is brought against Indemnities by reason of any act of the matters against which consultant has agreed to indemnify Indemnities as provided above, vendor, upon notice from City, shall defend Indemnities at vendor s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld Section 7. ADDENDUMS: (REVISIONS TO THIS DOCUMENT) In the event that it becomes necessary to clarify or revise this Bid, RFP or RFQ, such clarification or revision will be by addendum. Any addendum will become part of this Bid, RFP or RFQ and part of any contract awarded as a result of this Bid, RFP or RFQ. ALL ADDENDA WILL BE ISSUED ON THE CITY OF INGLEWOOD OPEN BIDS AND RFP S WEB PAGE.CLICK ON THE BID, RFP OR RFQ NUMBER LISTED ON THE COVER PAGE OF THIS DOCUMENT. TO ACCESS ADDENDA USE THE FOLLOWING WEB PAGE ADDRESS: There are no designated dates for release of addenda. Therefore interested bidders should check the Purchasing Open Bids and RFP s webpage on a daily basis. No additional addendums will be issued within three days of the bid opening date. It is the sole responsibility of the bidder to be knowledgeable of all addenda related to this procurement. Section 8. OR EQUAL CLAUSE Whenever a material, article, or piece of equipment is identified on the plans or in the specifications by reference to manufacturers' or vendors' names, trade names, catalogue numbers, etc., it is intended merely to establish a standard; and any material, article, or equipment of other manufacturers and vendors which will perform adequately the duties imposed by the general design will be considered equally acceptable provided the material, article, or equipment so proposed is, in the opinion of the Engineer of equal substance and function. Said materials, article or equipment shall not be purchased or installed by the Contractor without the City s Information and Technology Departments written approval. 10

11 Section 9. NON-DISCRIMINATION Labor Code 1735: Discrimination in employment because of race, color, etc. No discrimination shall be made in the employment of persons at the City of Inglewood because of the race, religious creed, color, national origin, or ancestry, physical disability, medical condition, marital status, or sex of such persons except as provided in Section of the Government Code, and every vendor for the City of Inglewood violating this section is subject to all the penalties imposed for a violation of this chapter. Section 10. EXECUTION OF AGREEMENT A bidder to whom award is made shall furnish all goods all in accordance with the provisions hereof and within the time stated in the proposal. If a bidder to whom an award is made fails or refuses to enter into the contract as herein provided or to conform to any of the stipulated requirements in connection therewith, an award may be made to the bidder whose proposal is next most acceptable to the City. Such bidder shall fulfill every stipulation embraced herein as if he/she were the party to whom the first award was made. A corporation to which an award is made will be required, before the contract is finally executed, to furnish evidence of its corporate existence, of its rights to do business in California. Section 11. TERMINATION OF AGREEMENT The City may terminate the contract at its own discretion or when conditions encountered make it impossible or impracticable to proceed, or when the City is prevented from proceeding with the contract by law, or by official action of a public authority. Section 12 RIGHT OF CITY TO WITHHOLD PAYMENT The City may withhold or nullify the whole or any part of any payment due the vendor to such extent as may reasonably be necessary to protect the City from loss as a result of: A. Claims or liens filed or reasonable evidence indicating probable filing of claims or liens; Whenever the City shall, in accordance herewith, withhold any monies otherwise due the vendor, written notice of the amount withheld and the reasons therefore shall be given the vendor, and, when the vendor shall remove the grounds for such withholding, the City will pay to the vendor, within 35 calendar days, the amount so withheld. Section 13 DURATION OF AGREEMENT The duration of this agreement will be (3) three years or 36 months. 11

12 RFP-0066 SCOPE OF WORK INTRODUCTION Inglewood City Hall is conveniently located at One Manchester Boulevard near the corner of Manchester Boulevard and La Brea Avenue. The City of Inglewood has 625 employees, located throughout the City. Copier machines are located in City Hall, the Library, the Police Station, the City Yard and several parks. The City of Inglewood currently leases 46 copier machines, and 1 computer, that include full maintenance included in the monthly lease price. The City is looking for a vendor that can provide a copier solution that meets our current needs at a minimum, and can also reduce our overall copier costs. All pricing will include installation, training maintenance, and all taxes and fees. The City intends to award a contract to the vendor who proposes the best product for the best overall value. This may or may not equate to the lowest cost submitted. Vendors who submit a proposal to this Request For Proposals, but who do not participate in the mandatory site visit will not be considered. Prospective vendors may have not more than two (2) delegates attend the mandatory site visit. During the mandatory site visit the prospective vendors will visit (and see) most of the existing machines. (The site visits will be fast-paced; however, because of multiple site prospective vendors should plan for the total site visits of more than two hours.) The mandatory site visit will be held on December 19 th at 11:00 am. Vendors are to meet in Community Room A on the first floor of City Hall. SPECIFICATIONS Vendors must complete the enclosed BID ITEM PAGES for each requested digital copier, as well as a sheet that lists one (1) computer. Vendors may propose not more than one (1) model per each City-requested digital copier, and computer All digital copiers must be 120 volt, not exceeding 20 amps. PROPOSAL CONTENT As well as pricing vendors must submit proposals that include as much information on each item quoted as the vendor determines will assist the City in the process of evaluation and selection. In order for proposals to be considered by the City, proposals shall address each of the following items: 1. Proposals shall include at least three (3) current government / public account references, if possible. References shall minimally consist of the business name, business address, business phone number, and the name of a contact person at the business. 12

13 2. The vendor shall submit a description of the firm's organizational structure, history, legal status (i.e., partnership, corporation, etc.); and a brief description of the vendor's experience in providing sales and service of copiers. 3. Vendor shall state the experience of their service technicians for the copiers being provided. It is the City s preference that all technicians conducting service on City copiers be employed by the prospective vendor rather than an outsourced independent service contractor. 4. Specifically describe all inclusions and exclusions of the maintenance agreement. Indicate frequency of preventive maintenance visits, excluding reported copier failures. 5. At the City s request, vendors shall provide City staff with a demonstration of the equipment. 6. Proposals must clearly describe the method of acquisition, cost proposed and the terms of the acquisition (i.e., lease with maintenance agreement, cost per copy lease, monthly minimums, etc). Also note the terms of your proposal and when it will expire. 7. Rate Increases -No allowance will be made for any rate increase (equipment, supplies, parts, labor) during the term of the contract 8. The proposal price shown on the BID ITEM PAGES shall include all final costs, inclusive of all shipping costs, installation fees, equipment removal costs, lease fees, documentation fees, required insurance cost by the leasing agency (if any), all taxes and all related copier and copier supply costs. The City will not fund any other costs. 9. All vendors are to provide thirty Six (36) month lease pricing for lease to own and straight lease. Note: The City expects that all digital copiers will have the same lease termination date. 10. Provide a price on the BID ITEM PAGES for a comprehensive maintenance agreement. Indicate how the maintenance agreement will be structured. Indicate if there will be charges for any base minimum copies per month or any maximums. Note any cost increase when maximum is exceeded. Unless noted otherwise, maintenance agreements are assumed to include all parts, labor, drums, preventative maintenance costs, all necessary incidentals and toners (color and b/w) to provide the City with fully functional copiers operating at their highest efficiency throughout the term of this contract. Costs listed shall include all taxes. 13

14 11. Proposal must contain availability/delivery time for each copier proposed as well as vendor s schedule to provide training to City staff after delivery of proposed equipment. 12. Proposals must include the ATTACHMENT A INFRASTRUCTURE INFORMATION sheet, and ATTACHMENT B BIDDERS WORKSHEET. As well as all PRICE ITEM SHEETS and PROPOSAL AND STATEMENT PAGES. (For a full list please see Instructions to Bidders on page 5 of this document). 13. Proposals shall include manufacturer s brochure explaining copier s features and specifications for each specified unit. All copiers proposed shall be the manufacturer s most current models. 14. In addition to the above, vendors are encouraged to provide any additional information that would assist the City in evaluating the proposal(s). SERVICE On the Exhibit A is a monthly volume history for year 2011 to assist with providing a monthly cost for a full coverage maintenance plan. Service maintenance contracts shall include: all labor, travel, and all parts and expendable supplies (except stapes and paper),including all taxes and fees. Certain service performance standards have been established by the City and must be maintained. Failure to meet these requirements may disqualify your bid or if awarded the contract, may result in the termination of such contract. The City requires full on-site maintenance. The following service standards must be met: 1. The successful vendor must be able to provide maintenance service to all areas of the City. The City requires a one-point service contract location, which will be responsible for all service requirements. 2. The City has established maximum on-site response time of four (4) business hours to service calls for all areas. Normal business hours are considered 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding City holidays. 3. In the event that the successful vendor s and the City s response time records differ, the City s records shall prevail. Failure to maintain an average response time within the set limits over any one (1) month period will result in non-payment of the base maintenance service amount for that month. Failure to maintain average response time in any six month period may result in termination of the contract and removal from the City s bid list. 4. The machine is to be operational within four (4) hours from the time the technician arrives. Any variance in excess of this time must be coordinated with the Purchasing Division and the user department. 14

15 5. If the machine is not repairable within sixteen (16) business hours (two business days) from the original arrival of the service technician, a loaner machine of acceptable volume will be provided by the service company at no additional cost upon request of the using department. 6. Certain critical operations may require 24-hour service maintenance available. In your response, indicate your availability of this service and indicate the additional charges, if any, for this service. An estimate for repair for damage or loss caused by the negligence of the City or its employees, and not covered by the service agreement, will be submitted in advance by the maintenance technician to the using department prior to any repair work being accomplished, who shall approve/disapprove the repair work. Repair work performed without the City s pre-approval shall be at the successful vendor s sole expense. 7. Preventative maintenance calls shall be the responsibility of technicians, and the City departments shall not be expected to place calls to request this service. 8. The successful vendor shall provide and install a History Record Call on each machine. The History Record Call will contain the following minimum information: Model, serial number and location Date, time and description of each service Meter reading at each service call Length of time the machine was out of service Name/initials of the technician 9. A service report shall be made by the service technician upon each service visit. If parts are not readily available, the technician will note this on the History Record Card, the department shall be notified of the technician s inability to remedy the problem, and the technician shall provide an approximate date and time when the machine will be fully serviced. 10. A report shall be maintained and provided by the vendor quarterly to the City which provides the following minimum information: Department name and location of the machine Model and serial number Beginning and ending meter readings Number of service calls Average response time Average length of down time 15

16 The quarterly report shall be submitted to: Information Technology and Communications Department City of Inglewood One Manchester Blvd Inglewood, CA Each individual machine will maintain an average up time of ninety-eight percent (98%) during the term of this Agreement. Machines that fall below this level of up time during any two (2) month period, and suitably sized for their replacement, shall be replaced with any copier of similar volume and features at no charge to the City. This up time is exclusive of operator caused damage or error. In the event the City deems the vendor has not met the criteria set forth in maintaining an acceptable up time or becomes, in the sole opinion of the City as unresponsive, the City reserves the right to obtain an outside vendor to meet the City s requirements for service and equipment. The cost of these services will be deducted from the awarded vendor s invoice. TRAINING The successful vendor will be required to provide Key Operator training and general operating training upon installation of each copier, and as required at no additional charge to the City. Vendor shall submit a training plan that outlines the proposed training for the system. The vendor s training plan will identify the training staff, include the size and assumed skill levels of each group and the functional responsibilities covered in each session; and number of hours of each training session. Vendor shall provide printed training materials for each trainee, assist with ongoing training until staff is comfortable with the software and hardware. All trainings will be on-site at the City of Inglewood. 1. The City requires technical support and backend training for the City s information technology staff/consultant, with a minimum of four (4) hours training to cover all aspects on network information. 2. The City requires user training with a minimum of one training session per digital copier, with training to occur at the copier s installed location. 3. System Documentation: The vendor shall provide one (1) copy of system administration documentation for hardware, operating software and applications software. This system administration documentation should describe installation procedures, configuration, troubleshooting, maintenance, and contain a system diagram. 16

17 SELECTION PROCESS The selection of the successful vendor will be based on the information submitted in the proposal. Proposals will be evaluated on the following criteria, including, but not limited to: Conformance with City s equipment specifications * Additional features included in the proposal Service Warranty Reliability/reputation of the vendor and the equipment proposed Vendor's experience Vendor's ability to provide timely service Cost** *The City reserves the right to evaluate and accept any copier (excluding cpm requirement) not meeting a technical specification as shown providing it can be proved that it will not impact normal performance or quality of operation. **Final cost shall be evaluated by reviewing costs for Option #1 36 Month lease price for all copiers with per copy maintenance charge, and Option #2 36 Month lease to own price for all copiers with per copy maintenance charge and machine buy out. At the City s request, vendors will provide a demonstration of the equipment proposed, at a site as determined by the City. Demonstrations shall occur within five working days of said request. The final selection and award of the purchase will be made after a complete analysis has been conducted. NOTE: CITY FULLY EXPECTS VENDOR TO TAKE ALL NECESSARY STEPS FOR THE INSTALLATION OF NEW MACHINES ON THE DATES DETERMINED BY THE CITY AFTER AWARD. Invoicing shall be Monthly. Summary grand total for month with back up invoices for each machine. Invoicing must be mailed in a hard copy format and mailed to: City of Inglewood Purchasing Division One Manchester Blvd (8 th floor) City Hall Inglewood, Ca An electronic copy must also be sent to the City of Inglewood Purchasing Division. To: jochoa@cityofinglewood.org and mtate@cityofinglewood.org NOTE : UPON AWARD ALL LEASE AGREEMENTS AND DELIVERY RECEIPTS ARE TO BE SUBMITTED TO THE PURCHASING AND SERVICES DIVISION OF THE CITY OF INGLEWOOD 17

18 ATTACHMENT A INFRASTRUCTURE INFORMATION SHEET Requirements Yes/No Specifications or Explanation Works in a Microsoft Network Environment Works with the all currently supported Microsoft Operating Systems (2000, XP, Vista, 7, Server OS 20xx). If No, identify operating systems it works with. Can Authenticate using Microsoft Network Security? Works with existing installed Microsoft File Servers? Works with Exchange Servers? (Exchange 2010) In detail, how are scanned images placed in a folder? Describe how the folder is set up, where the device has access to it, and how the security and process is accomplished. Are there additional hardware requirements? If yes provide Specifications and retail costs. Provide annual maintenance or support costs in Maintenance column. 18

19 Are there additional software requirements? If Yes provide Specifications and retail costs. Provide annual maintenance or support costs in Maintenance column. Can it be restricted to send /documents to a single domain? And/or multiple domains? The fax functionality works with the Analog Cisco VOIP phone line (FXS) Please clarify if the fax functionality supports broadcasting feature. Explain how this works with outgoing fax messages. Please clarify if the incoming fax messages can be delivered via or network file storage Please confirm if the proposed copiers will work with the existing ecopy Stations. (ShareScan OP d) Please confirm the availability of TWAIN drivers for the proposed copiers. 19

20 RFP-0066 Bid item Pages: The following are a list of the current machine models that the City has in place (with current quantities). Vendors are to enter their proposed machine that meets the current specifications of the machines listed at a minimum. All machines offered are to be the most current generation and year model available. All machines must be new and unused. Prices listed on each bid sheet are to include all taxes, fees, installation, and training. The specifications below are some of the features on the machines. Vendors are responsible to quote based on all of the features listed. Vendors are to list a price on each of the 19 Bid item sheets shown below, but with the latest generation, and in your specific brand offering. Vendors are asked to supply pricing for each bid item sheet. For monthly lease and monthly lease to own with end of lease buy out price. Vendors are also asked for the cost per copy for each machine type. The City reserves the right to add or subtract machine types from this list. 20

21 BID ITEM PAGES Item #1 through Item #19 ITEM #1 City Specs Qty 2 ea 1 Make and Model Number Xerox Work Center 5638PT 2 Copies Per Minute Your Machine Proposal 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 2 ea $ OPTION #2 lease to own price per month $ x 2 ea $ End of lease buy out price $ x 2 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 9,800 total copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 21

22 ITEM #2 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 5655PT 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION # 1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 4,500 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 22

23 ITEM #3 Qty 5 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 7346P 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 5 ea $ OPTION #2 lease to own price per month $ x 5 ea $ End of lease buy out price $ x 5 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ color x 7,800 copies per month $ $ black and white x 31,000 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 23

24 ITEM #4 Qty 2 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 7675P 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 2 ea $ OPTION #2 lease to own price per month $ x 2 ea $ End of lease buy out price $ x 2 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ color x 2,500 copies per month $ $ black and white x 30,000 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 24

25 ITEM #5 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 5687PT 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 11,200 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 25

26 ITEM #6 Qty 9 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center M15i 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 9 ea $ OPTION #2 lease to own price per month $ x 9 ea $ End of lease buy out price $ x 9 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 5,400 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 26

27 ITEM #7 Qty 4 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WPC123 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 4 ea $ OPTION #2 lease to own price per month $ x 4 ea $ End of lease buy out price $ x 4 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 11,400 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 27

28 ITEM #8 Qty 11 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WPC232H 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 11 ea $ OPTION #2 lease to own price per month $ x 11 ea $ End of lease buy out price $ x 11 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 59,700 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 28

29 ITEM #9 Qty 1ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WPC238H 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 9,200 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 29

30 ITEM #10 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WCP255 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 3,900 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 30

31 ITEM #11 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WCP245 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 7,700 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes.. 31

32 ITEM #12 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WCP Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ color x 1,500 copies per month $ $ black and white x 4,400 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 32

33 ITEM #13 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 4110CPC 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 98,500 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 33

34 ITEM #14 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center DocuColr Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ color x 1,900 copies per month $ $ black and white x 1,100 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 34

35 ITEM #15 Qty 1ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center WC Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 900 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 35

36 ITEM #16 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 7232P 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ color x 150 copies per month $ $ black and white x 50 copies per month A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 36

37 ITEM #17 Qty 2 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center 4118X 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ X 2 ea $ OPTION #2 lease to own price per month $ x 2 ea $ End of lease buy out price $ x 2 ea $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 800 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 37

38 ITEM #18 Qty 1 ea City Specs Your Machine Proposal 1 Make and Model Number Xerox Work Center4260XF 2 Copies Per Minute 3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify) OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Cumulative Total for all machines listed under this item number Maintenance cost per copy $ black and white x 600 copies per month $ A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. 38

39 ITEM #19 Qty 1 ea City Specs Your Machine Proposal 1 Computer Note: used with DocuColr 240 Copier. Quote Computer only DC240 DXP2502 FREEFLOW OPTION #1 lease price per month. $ OPTION #2 lease to own price per month $ End of lease buy out price $ Maintenance flat rate cost per month (for computer) $ Balance of page left blank 39

40 PROPOSAL AND STATEMENT PAGES To the Mayor and City Council City of Inglewood Inglewood, CA THE UNDERSIGNED PROPOSES AND AGREES TO FURNISH IN ACCORDANCE WITH SPECIFICATIONS COPIERS AND MAINTENANCE AT THE FOLLOWING PRICES: OPTION #1 LEASE AND MAINTENANCE PRICE ITEMS # 1 THROUGH ITEM # 19 (TOTAL ALL ITEMS) A. MONTHLY LEASE $ X 36 MONTHS= $ B. MONTHLY MAINTENANCE : $ X 36 MONTHS $ 36 MONTH GRAND TOTAL $ 40

41 OPTION #1 $ ( 36 MONTH GRAND TOTAL IN WORDS) The undersigned understands that the City of Inglewood reserves the right to accept or reject any or all quotations submitted; to re-advertise at its discretion. Company s Legal Name Street Address of Company City State Zip code Phone number Authorized Signature Title Date Type or Print Above Name Tax Identification Number The original copy of the quote must be signed in writing, sealed and submitted in the envelope furnished. 41

42 OPTION #2 LEASE TO OWN AND MAINTENANCE PRICE ITEMS # 1 THROUGH ITEM # 19 (TOTAL ALL ITEMS) A. MONTHLY LEASE $ X 36 MONTHS= $ B. MONTHLY MAINTENANCE : $ X 36 MONTHS $ C. TOTAL END OF LEASE BUY OUT COST $ 36 MONTH GRAND TOTAL $ (Including end of lease buy out cost) 42

43 OPTION #2 $ ( 36 MONTH GRAND TOTAL IN WORDS) The undersigned understands that the City of Inglewood reserves the right to accept or reject any or all quotations submitted; to re-advertise at its discretion. Company s Legal Name Street Address of Company City State Zip code Phone number Authorized Signature Title Date Type or Print Above Name Tax Identification Number The original copy of the quote must be signed in writing, sealed and submitted in the envelope furnished. 43

44 ATTACHMENT B Bid Item Page total Current Xerox Model Total Monthly Volume Black Total Mounthly Volume Color Proposed Model Lease Pmt Option #1 Mo Pmt Lease Option #2 Own Mo. Pmt End of lease Buyout Mo. Maint. CPC - Blk Mo. Maint. CPC - Color 44 #1 5638PT 9,800 0 #2 5655PT 4,500 0 #3 7346P 31,000 7,800 #4 7675P 30,000 2,500 #5 5687PT 11,200 0 #6 M15i 5,400 0 #7 WPC123 11,400 0 #8 WPC232H 59,700 0 #9 WPC238H 9,200 0 #10 WCP255 3,900 0 #11 WCP245 7,700 0 #12 WCP2636 4,400 1,500 # CPC 98,500 0 #14 CtrDocuColr240 1,100 1,900 #15 WC # P # X # XF #19 Comp DC240 DXP2502(Freeflow) MONTHLY 290,150 13,850 ANNUALLY 3,481, , MONTH TOTAL 10,445, ,600 NOTE ANY ADDITIONAL COSTS OR FEES RELATED TO THE LEASE OR COPIER MAINTENANCE SERVICES NOTE: SHEETS ARE TO TOTAL NUMBERS LISTED ON BID ITEM PAGES #1 THROUGH #19

45 RFP-0066 DECLARATION FOR THE BIDDER I declare that I am an authorized agent or officer of the organization submitting this proposal and in such capacity I am empowered to submit this proposal on behalf of (organization):. I also verify that all information submitted and contained herein is true and correct to the best of my knowledge and belief. BY: Signature: Printed Name: Position/Title: Date of Execution: 45