CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT. Addendum One to Bid 3232 Copier Lease, Supplies and Service

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1 CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT REQUEST FOR BID February 8, 2013 Copier Lease, Supplies and Service Bid Number Copies of the Bid Request are available on the City of Gadsden, Alabama website: click Bid Openings located in the right side module Addendum One to Bid 3232 Copier Lease, Supplies and Service The following change(s) have been made to the Contract Documents: A. Corrections made to page 23 of Exhibit A Current Equipment General Functionality Xerox WC Pro M2636 Model B. Corrections made to page 24 of Exhibit A Current Equipment General Functionality Xerox WC Pro M3545 Model Please replace these two (2) pages and discard the previous. No other terms or conditions of the Agreement are changed as a result of this addendum. Mechiel Underwood, Purchasing Agent City of Gadsden Phone: funderwood@cityofgadsden.com

2 CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT REQUEST FOR BID February 8, 2013 COPIER LEASE, SUPPLIES AND SERVICE Bid Number The City of Gadsden, Alabama is soliciting sealed bids for the above project (purpose) as described in the attached Special Terms and Conditions and Bid Specifications. Copies of the Bid Request are available on the City of Gadsden, Alabama website: click Bid Openings located in the right side module Bids for this purpose will be received by the City of Gadsden, Alabama City Clerk s Office until: 2:00 P.M. Central Standard Time (CST) Tuesday, March 5, 2013 All Bids must be directed to the following location: City Clerk s Office 4 th Floor, Room 401 ATTN: Iva Nelson, City Clerk 90 Broad Street (City Hall) P.O. Box 267, Gadsden, AL Bids will be opened on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama at the above stated time and date. Bids received after the deadline will not be considered. They will be noted as non-responsive and returned to the proposer unopened. The sealed bid number, bid name, and bid opening date must appear on the outside of the bid envelope. Prospective bidders are instructed to read the General Terms and Conditions, Special Terms and Conditions, and Bid Specifications very carefully. Bids must be made in compliance with the guidelines in the sections referred to and signed in full. Questions concerning terms and conditions, specifications, or any other aspects of the bid, please contact the following: Mechiel Underwood, Purchasing Agent City of Gadsden Phone: funderwood@cityofgadsden.com 1

3 CITY OF GADSDEN, ALABAMA GENERAL TERMS AND CONDITIONS Please Read Carefully 1. All bid openings and any scheduled pre-bid conferences will be held in the City Council conference room located on the fourth floor, room 411, City Hall, 90 Broad Street, Gadsden, Alabama. A pre-bid conference may be requested to review and answer any pertinent questions concerning the bid and the specifications. 2. Each bid must be submitted in a separate sealed envelope and received by the City of Gadsden, Alabama in the City Clerk s office, 90 Broad Street, P.O. Box 267, Gadsden, Alabama, All bidders must use our bid form(s) and show on the envelope the bid number, name of project (purpose), and opening date. Any bid received after the opening date and time will not be considered. If it becomes necessary to revise any part of this bid, a written addendum will be provided to vendors currently on the City of Gadsden s vendor list and it will be posted to the City of Gadsden website. Copies of the Bid Request are available on the City of Gadsden, Alabama website: click Bid Openings located in the right side module 3. The City will not give verbal answers to inquiries regarding information in this bid, or verbal instruction prior to the submission deadline. All questions shall be submitted in writing to Mechiel Underwood, Purchasing Agent at funderwood@cityofgadsden.com 4. The City of Gadsden encourages the utilization of minority business enterprise in our procurement activities. The City of Gadsden provides equal opportunities for all businesses and does not discriminate against any vendor regardless of race, color, creed, sex, national origin, disability, religion or age in consideration for an award. 5. The attached specifications are being provided to potential bidders as guidelines, which describe the type and quality of equipment, supply, and/or service the City of Gadsden is seeking to purchase. The bidder must indicate compliance or list exceptions to each specification item for consideration. Failure to comply with this provision could be cause for rejection of the bid. 6. The name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired but does not restrict the bidder to the specified brand, make, manufacturer or specification names. It is set forth to convey the general style, type, character, and quality of the article desired by the City of Gadsden. Whenever the words "or approved equal" appear in the specifications, they shall be interpreted to mean an item of material or equipment similar to that named, and which is suited to the same use as that named and which is approved by the Purchasing Department. Vendor shall incur all cost involved in obtaining an independent analysis if the City of Gadsden deems it necessary to determine the suitability of items as being approved equal. 7. It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the contrary on the proposal form; in which case, the bidder shall point out in detail any and all deviations from the specifications. Bidders having items, which do not meet the specifications, may offer the same on an optional basis. Minor exceptions from the specifications may be considered if they do not alter the performance for the intended purpose. 8. All bids shall be typewritten or printed in ink on the form(s) prepared by the City. Bids prepared in pencil will not be accepted. All proposals must be signed by officials of the corporation or company duly authorized to sign bids. Any bid submitted without being signed will automatically be rejected. 9. All corrections or erasures shall be initialed and dated by the person authorized to sign bids. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. 2

4 10. Prices quoted shall be delivered prices, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will assume no transportation or handling charges other than specified in this bid. The City of Gadsden is exempted from sales and use tax by (11) and (13), Alabama Code (1975). 11. Prices quoted to the City of Gadsden shall remain firm for a minimum of 90 days from the date of opening of the bid, unless so stated differently in the bid. 12. The delivery schedule must be entered in the appropriate space in order for the bid to be considered. If all items cannot be delivered on the same schedule, please note variances. 13. The bidder shall assume full responsibility for warranty of all components of the equipment. A statement shall be attached with the proposal setting out the conditions of the warranty. The manufacturer's standard warranty shall be furnished. 14. A Bid Bond is required in the amount of 5% of the total for bids exceeding $10,000 unless an exact amount is stated in the Invitation for Bids. The Bid Bond/Deposit shall be in the form of a firm commitment, such as an original Bid Bond, postal money order, certified check, cashier s check, or irrevocable letter of credit. A Bid Bond shall be retained by the City until such time a contract is executed, a purchase order is issued, or in some cases, materials and or equipment received. 15. The City reserves the right to request a demonstration of any and all items bid before making the award. 16. The City reserves the right to accept or reject any or all items covered in the request, or any portion(s) thereof, waive formalities, re-advertise and/or take such other steps deemed necessary and in the best interest of the City. 17. All bids will be awarded to the lowest responsive and responsible bidder. This determination may involve all or some of the following factors: price, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are reasonable. When bids are equal, local vendor shall be favored. 18. Unless Special Terms and Conditions of the bid specify otherwise, the City of Gadsden reserves the right to make an award in whole or part to one or more bidders whenever deemed necessary and in the best interest of the City. 19. The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold the City of Gadsden harmless from any and all causes of action or claims of damages arising out of or related to bidder's performance under this contract. 20. All items bid will be inspected by a representative of the City of Gadsden upon delivery to ascertain compliance with the specifications. Items not in compliance with the specifications will be rejected until proper remedial measures are taken to assure compliance. 21. Bidders may be disqualified and bid proposals may be rejected for any of (but not limited to) the following causes: a. Failure to use the bid forms furnished by the City of Gadsden. b. Lack of signature by an authorized representative on the bid form. c. Failure to properly complete the bid form. d. Evidence of collusion among bidders. e. Unauthorized alteration of the bid form. 3

5 22. The City of Gadsden assumes no legal liability to purchase items or services under any contract unless funds are appropriated for that particular fiscal year. 23. The City of Gadsden reserves the right to terminate, without cause, any award made as a result of this bid solicitation by providing a thirty (30) day letter of cancellation notification to the successful bidder. Failure on the part of the successful bidder to comply with all terms and conditions of this bid shall give cause for the City of Gadsden to terminate the award immediately, and to relieve the City of any and all legal obligations associated with the award. In the event the bidder cannot comply with the terms and conditions of a bid on a particular item or transaction, the City reserves the right to obtain the particular item from other vendors. 24. The City of Gadsden is to be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be considered unless so stipulated in the Special Terms and Conditions. 25. In accordance with the Alabama Competitive Bid Law, as amended, the City of Gadsden may enter into multi-year leases, purchase, and lease purchase contracts for the acquisition of goods, supplies, materials and all other types of personal property, real property and services for a period not to exceed three years with the following provisions: (a) (b) Contracts shall terminate without further obligation on the part of the City of Gadsden at the end of the first year, or if the City elects to renew such contract, shall terminate at the end of each subsequent year. Contracts may provide for automatic renewal unless positive action is taken by the City of Gadsden to terminate such contract, and the nature of such action shall be determined by the City of Gadsden and specified in the contract. 26. The City of Gadsden will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the proposal to the City of Gadsden, office of the City Clerk, by the deadline stated in the bid request. 27. The vendor/bidder/contractor agrees to comply fully with the Americans with Disabilities Act and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act. Each vendor/bidder/contractor will indemnify and hold harmless the City of Gadsden from all costs, including but not limited to damages as well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of either of the above mentioned Acts. 28. City Ordinances mandate that anyone who transacts business within the city limits of Gadsden by one or all of the following situations is subject to obtain a City of Gadsden business license: (a) (b) (c) A physical location within the City. A representative of your company calls on customers or solicits business within the City. Merchandise is delivered into the City on a vehicle other than by common carrier. BY SUBMISSION OF MY PROPOSAL, I CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND AFFIRM THAT I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION. UPON AWARD OF THIS BID, I WILL NOT SUBSTITUTE ANY ITEM ON THIS BID UNDER ANY CIRCUMSTANCES. I ALSO UNDERSTAND THAT THE GENERAL TERMS & CONDITIONS ARE STANDARD AND THAT ANY CONTRADICTING REQUIREMENTS OF THE SPECIAL TERMS AND CONDITIONS OR REQUEST FOR BIDS SUPERSEDE THESE GENERAL TERMS & CONDITIONS. 4

6 CITY OF GADSDEN, ALABAMA COPIER LEASE, SUPPLIES AND SERVICE - BID NUMBER 3232 SPECIAL TERMS AND CONDITIONS This invitation to bid is a lease agreement by which the selected vendor shall supply to the City of Gadsden digital copy equipment, supplies, maintenance, service and labor for the use and of such. The City of Gadsden is seeking proposals to replace and/or upgrade existing leased copiers at the end of specified contract periods. Contractors submitting a proposal should understand that there may be a period of transition between Contracts depending on the selected Contractor. During the transition period, not to exceed 30 days from the date of the Contract, Contractors shall cooperate with the previous / new Contractor in order to assure a smooth transition between equipment and services and the Contractor(s) acknowledges that there may be times when both Contractors will be providing equipment and services at The City of Gadsden facilities and the presence of equipment during the transition period shall not be considered a breach or violation of any commitment pursuant to the agreement(s). In order to insure that these services are provided effectively, efficiently, and with the highest possible quality required at the best possible price, the City of Gadsden is interested in establishing a service and support agreement with a vendor experienced and qualified in providing the required equipment and service. INTENT The intent of this lease program is to replace existing installed equipment with newly manufactured equipment. Replacement copiers for those copiers currently provided under the existing lease agreement must meet or exceed the same standard specifications as the machines currently in place. All proposed replacement equipment must be newly manufactured. The City seeks to standardize and consolidate the City s fleet by retaining one vendor. The City also seeks to standardize lease terms and service requirements and maintenance costs. Please see pages fourteen (14) and fifteen (15) for information on the City s current fleet of copiers. The City has separate lease agreements as follows: Ricoh USA, Inc. for 31 copiers (Make/Model(s) MP2000, MP2550B, MP3350B, MPC4000, MP4000B and MP7000). The lease agreement is a 48 month term expiring March Xerox Corporation for two (2) copiers (Make/Model(s) WCP3545C and WCP2636C). The lease agreement is an extended monthly term agreement. The City of Gadsden currently has installed 33 Photocopy machines. The City will not replace one (1) machine that is currently located at Air Depot. The City will not replace one (1) coin operated machine that is currently located at Main Library. The successful bidder is required to meet or exceed the specifications of the equipment to be leased per attached Exhibit A nine (9) pages total Current Equipment and Proposed Cost Sheet. PROPOSAL OPTIONS Option One - 36 Month Lease Fair Market Value Option Two - 48 Month Lease Fair Market Value The lease price must include all of the following items: Copiers with all required components necessary for installation and operation, including surge protectors as required. Firmware / software, including upgrades / updates and technical support. Delivery, installation and testing. In person training and user manuals. Cost of returning the copiers to vendor at end of contract. Cost of removing / swapping out hard drives at end of contract, prior to copiers being returned to vendor. Any required equipment property taxes, rental taxes and insurance cost and any other taxes of any kind levied by federal, state, municipal and/or any other governmental authority which either party is required to pay with respect to the materials, equipment and/or services submitted in the proposal. 5

7 All machines must meet or exceed the specifications of the machine that they replace. Interested vendors must have documented qualifications in each of the areas specified in the body of this invitation to bid. This includes, but is not limited to: Authorized installation and service training on vendor provided copier as outlined in Exhibit A. Vendor must have a trained service force available throughout the Etowah County area with a clearly defined chain of command from an on-site operator(s) to higher level service and support. Must have the ability to provide local backup within the City of Gadsden and overflow services upon request. An established program for service and support as demonstrated by contracts with comparable organizations or corporate entities are required. Vendor must have established mechanisms for resolution of complex or recurrent problems. Vendor will be required to have an established program for reporting numbers of copies made by copy centers established by the City of Gadsden and the ability to charge each copier separately. Successful bidder must have the ability to provide labor and manage all aspects of the contract (billing, supply management, possible delivery of supplies and do routine preventative maintenance). Must provide a total satisfaction guarantee that gives the City of Gadsden the ability to exchange any equipment that does not provide adequate reliability per the City s expectation. If a trend of excessive malfunctions is established and documented, the vendor will be required to replace the device with another of equal or better features at no additional charge to the City including installation and removal charges. It will be the responsibility of the City to provide documentation records. In this event, the vendor will remove the rejected device should a rejection be necessary due to non-performance. REQUIREMENTS Installation and maintenance of vendor provided equipment. Provide supplies and parts for all covered equipment (excluding paper). The above requirements are contingent on the following: Features, when used, should not decrease rated copy speed. Replacement copiers will be based on specification for such equipment as compared to the current equipment. Features and specifications of other manufacturer s equipment must meet or exceed the specifications of the equipment listed in Exhibit A presented in this bid document. Space allocations for copier equipment will not change from what is currently available SUBMITTALS Bidders must submit the following with their bid in addition to other requirements as mentioned throughout this proposal request. Failure to comply will result in the bid being rejected. Three references of current customers with comparable facilities management agreement within the past year. Include contact name and phone number. Must provide itemized listing of all proposed replacement copier models (See Exhibit A) Provide manufacturer s brochure and specifications for each model type. Must provide documentation upon request of factory authorized training for vendor employed technicians or authorized service agents for proposed model types. 6

8 COVERED EQUIPMENT Copier equipment covered by the terms and conditions of this invitation to bid. See attached Exhibit A SERVICE Total service and support for equipment (or proposed replacement equipment) as listed in Exhibit A. Service to include routine repair, emergency service, application assistance, and parts and labor. Service hours are 8:00 a.m. to 4:30 p.m. Monday through Friday. Developer provided and changed according to copier manufacturer specifications. Provide drums, photoreceptors, or other media transfer devices as required to maintain quality copiers. Service to include maintenance of all accessories provided by the vendor including (but not limited to) sorters, document feeders, auditrons, vending equipment, etc. Collect and provide to customer usage data from copiers upon request. Parts should be available within 24 hours of the service call. All copier equipment and accessories must be installed and serviced by an authorized trained agent who has responded to this invitation to bid. MAINTENANCE AND SUPPLIES Retrofits must be at no charge to the City of Gadsden. Warranty to include full replacement of a like unit at the Customer s request if machine is not performing to the City of Gadsden s expectations. Machine is to be replaced at no additional charge to the City of Gadsden including installation and removal. Warranty must be In Writing. Supply any and all parts, fuser oils, toner and other supplies necessary to maintain covered copiers in condition required to produce quality copies. A one-month supply of these consumables should be on premises to prevent any lost production time due to insufficient supplies. All supplies shall come from the manufacturer. Generic substitutes will be allowed if they meet or exceed manufacturer s specifications with the approval of customer. Vendor must furnish a toll free number for ordering of supplies. Vendor shall provide user training for all covered equipment, including general copy skills, and detailed features. Vendor shall conduct periodic reviews of copier performance and user satisfaction. Vendor will prepare and present the survey review to the City of Gadsden. Service to be supplied by a local service representative. Service to use Genuine Parts and Supplies. OTHER REQUIREMENTS Quality Unless otherwise called for in the specifications, all products (excluding currently installed equipment) are to be newly manufactured, current model and of the best of quality as measured by acceptable standards of the trade. Any defects in any product may cause rejection. Whatever manufacturer s trade or brand names appear in the specifications, it is to be understood that the use of such brand name or trade name is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition. It is to be assumed that equal products will be considered unless otherwise specified. Any bidder proposing equal products must submit with the bid complete information, including brochures and pictures depicting proposed equals. Failure to do so may cause rejection of bid in part or in its entirety. Where applicable, all products are to be covered by standard factory warranty unless otherwise specified by the City of Gadsden. 7

9 Billing For the length of the contract the award vendor must be able to provide a monthly summary invoice and a detailed breakdown for each copier placed in service. Breakdown invoices should reflect monthly charges for each copier lease, supplies, service and print allowance per copier. The City of Gadsden will pay from the summary invoice on one (1) check. Vendor to provide one monthly invoice for all equipment covered under the contract with backup summary of all equipment volume by location. Credits for bad copies or test copies made during a service call shall be credited on each monthly invoice if applicable. Each monthly invoice shall include a detailed backup report of the number of copies made on each covered copier. All meters must reconcile annually. Each monthly invoice will include the minimum base contract price. Copies over monthly minimum will be billed annually. Black and White copy allowance is 107,000 per month or 1,284,000 per year and color copy allowance is 7,500 per month or 90,000 per year. If the annual total exceeds 1,284,000 black & white copies and 90,000 color copies, a per copy overage cost at submitted bid price may be invoiced. Digital Bid Specs Digital from ground up. No hybrids or converted light lens devices will be accepted. Must be a modular / upgradeable offering, able to be upgraded in the field. Must be able to offer a removable hard drive for security purposes. Customer replaceable toner cartridge. Reimbursable Travel, parking, other transportation fees, and telephone charges encountered by service personnel or site operator will be the responsibility of the vendor. Cost of installation and removal of the covered equipment will be the responsibility of the vendor. Copier moves requested by customer during the course of the contract may be a separate billable item to the customer. Installation of New Equipment Copy service to user will be minimally affected by the changeover of equipment. A staging area will be provided for installation and removal of equipment. Downtime will be limited in any one-copier location to one working day. Equipment installations and removals will be at customer s convenience. Installations of new copiers provided via terms of this agreement will be within 30 days of the award. Electrical receptacles required for any new equipment will be provided by the vendor and installed by the customer. Return of Equipment The end of contract return of any equipment shall be provided by the vendor and coordinated with the City and shall be at no cost to the City. Subject equipment shall be removed no later than 30 days after receiving notification. Contract Period Contract implementation and equipment installation shall begin within 30 days of award notification. Upon cancellation or fulfillment of the lease period, the City shall have the option to purchase any or all existing equipment at a price consistent with the current fair market value. Lease Option Describe whether the lease will be held internally or through an external leasing source. If financing is external, please provide relevant information about the third party leasing company. 8

10 Addition, Reduction or Replacement of Covered Equipment Copiers may be added or replaced during the course of this agreement based on volume and feature requirements as the need arises through written amendment of the existing agreement. Cancellation of Agreement Should the agreement be canceled, all supplied copiers will be removed at an agreed upon time between customer and the vendor. The continuation of this contract is contingent upon the availability of funds to fulfill the requirements of the contract. If sufficient funds are not available, the contract shall terminate on the date of the beginning of the first fiscal year for which funds are not available. Worker s Compensation and Employer s Liability Insurance The contractor shall, before commencing any work to be conducted under this contract, procure Worker s Compensation and Employer s Liability insurance with an insurance company authorized to write such policies of insurance in the State of Alabama. It shall be the further responsibility of the Contractor to require that all subcontractors have in full force and effect, a policy of Worker s Compensation and Employer s Liability insurance before proceeding with any of the work required under this contract. General Liability Insurance and Automobile Liability Insurance Commercial General Liability Insurance with a combined single limit of $1,000,000 per occurrence for bodily injury and property damages. This insurance shall include coverage for bodily injury and property damage and indicate on the Certificate of Insurance, which of the following coverage is not included in the policy, if any: Premises / Operations Broad Form Contractual Liability Products and Completed Operations Use of Contractors and Subcontractors Personal Injury Broad Form Property Damage Business Automobile Liability Insurance Business Automobile Liability Insurance with a combined single limit of $1,000,000 per occurrence for bodily injury and property damages, unless otherwise indicated. This insurance shall include for bodily injury and property damage the following coverage: Owned automobiles Hired automobiles Non-owned automobiles 9

11 The contractor is to provide the owner with this signed statement of insurance preferably with this proposal. Otherwise, this statement is to be furnished before any work whatsoever starts at the site. Further the owner reserves the right to require the Contractor to furnish a certificate(s) of insurance from his agent(s) at any time before or during progress of the work. INSURANCE STATEMENT This is to certify that we carry Worker s Compensation and Employer s Liability Insurance, General Liability Insurance and Automobile Liability Insurance as outlined above with: Company Name Signed: Title: Firm: Date: 10

12 CITY OF GADSDEN, ALABAMA COPIER LEASE, SUPPLIES AND SERVICE BID NUMBER 3232 Mandatory Bid Form Page 1 A bid bond in the amount of $2500 has been set for this bid and must be included with the proposal. DELIVERY Installation of equipment shall be made within approximately 30 days after notification of award and receipt of subsequent purchase order. BID PROPOSAL Base cost to include all covered equipment, service, supplies and all other requirements as stated in this contract for a term as described below: No meter charges for copies / prints completed on service calls One meter charge for 11x17 inch for Output (B/W or Color) Property tax fee included in base monthly cost for each machine No insurance coverage fee No toner shipping fee No lease administration fee No additional charge for Scan Only usage on scan option machines COPY ALLOWANCES Copies - 107,000 per month or 1,284,000 per year Color Copies - 7,500 per month or 90,000 per year COMPLETION OF EXHIBIT A PROPOSAL Option One 36 Month Lease Fair Market Value Monthly minimum should include a black and white copy allowance of 107,000 and color copy allowance of 7,500. Monthly minimum for each machine must include equipment cost, annual property tax, maintenance and supplies (excluding paper). $ Overage cost per copy black & white Overage cost per copy color $ $ Option Two 48 Month Lease Fair Market Value Monthly minimum should include a black and white copy allowance of 107,000 and color copy allowance of 7,500. Monthly minimum for each machine must include equipment cost, annual property tax, maintenance and supplies (excluding paper). $ Overage cost per copy black & white Overage cost per copy color $ $ 11

13 CITY OF GADSDEN, ALABAMA COPIER LEASE, SUPPLIES AND SERVICE BID NUMBER 3232 Mandatory Bid Form Page 2 I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THE SPECIFICATIONS AND AFFIRM THAT THE BID IS IN COMPLIANCE WITH THE SPECIFICATIONS. Purpose: Copier Lease, Supplies and Service Bid Number 3232 Company Name Street Address City, State, Zip Mailing Address City, State, Zip Signature Name of Bidder (typed or printed) Title of Bidder Area Code & Telephone Number Fax Number Contact Federal Tax Identification Number 12

14 CITY OF GADSDEN, ALABAMA BID NUMBER 3232 STATE OF ALABAMA IMMIGRATION ACT Act No The following Notice, Declaration and Mandatory Affidavit of US Citizenship and/or Lawful Presence of an Alien is required in compliance with the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, Act No dealing with immigration (Immigration Act). In order to comply with the Act, the City of Gadsden must obtain from each individual, including an individual who is a sole proprietor or partner in a partnership, a declaration, either of citizenship or lawful presence. MANDATORY AFFIDAVIT Act No Citizenship Declaration Under penalty of perjury, I,, (Print Name) the undersigned do hereby declare that I am a citizen of the United States Citizen or that I am a lawfully present alien of the United States of America. Declarant s Signature Date 13

15 Ricoh Machines Location Current Make/Model Current Copy Allowance Average Monthly Usage Requested Copy Allowance Noccalula Campground MP2000 1, ,500 Public Works/Transfer Station MP2000 1, ,500 Fire Training Academy MP2000 1, ,500 Tennis Complex MP2000 1, ,500 Public Works/Paint Dept. MP2000 2, ,500 Forrest Cemetery MP2000 2, ,500 Fleet Management MP2000 3,000 1,212 1,500 Police Training Center MP2000 3,000 1,379 1,500 Central Fire Station / City Fire Hall MP2000 3,000 1,046 1,500 Police Bldg. Room 110 / Karen s Office MP2000 3, ,500 Public Works / Street Maintenance MP2000 4,000 2,143 3,000 Softball Complex MP2000 4, ,500 Library Main MP2000 5, ,500 **Police Report / Police Patrol MP2000 3,000 3,154 Upgrade machine model & copy allowance 4,000 **Gadsden Museum of Art MP2000 3, Upgrade machine to color capabilities 1,500 2,000 Color Municipal Court MP2550B 3,000 3,368 4,000 Noccalula Falls / Noccalula Park Office MP3350B 3,000 1,833 2,000 Revenue Department MP3350B 3, ,500 Police / Chief of Police MP3350B 5, ,500 Planning & Engineering MPC4000 5,000 2,000 Color 3,847 1,488 Color 4,000 2,000 Color Parks & Rec / Senior Bldg. MP4000B 4,000 1,495 2,000 Police Dispatch / Police Patrol MP4000B 5,000 2,274 3,000 Police Property & Evidence MP4000B 7, ,500 Police Detective Division MP4000B 9,000 4,020 5,000 City Attorney / Legal Dept. MP7000 5,000 3,173 4,000 City Clerk MP7000 5,000 15,551 16,000 City Hall Mail Room / 2 nd Floor MP ,000 9,193 10,000 Police Records MP ,000 14,997 15,000 **Library Main / Coin Operated MP2000 2,000 1,851 Upgrade machine model & copy allowance 3,000 Totals 125,000 2,000 Color 78,656 1,488 Color 99,000 4,000 Color 14

16 Xerox Machines Location Library Main Parks & Rec Totals Current Make/Model WCP2636C WCP3545C Current Copy Allowance Color 4,000 0 Color 4,000 Average Monthly Usage 1,322 1,127 Color 5,866 1,643 Color 7,188 2,770 Color Requested Copy Allowance 2,000 1,500 Color 6,000 2,000 Color 8,000 3,500 Color Total Number of Machines Total Current Copy Allowance Total Average Monthly Usage Total Requested Copy Allowance Monthly Total Requested Copy Allowance Annually ,000 2,000 Color 85,844 4,258 Color 107,000 7,500 Color 1,284,000 90,000 Color Remove the following machines: Library Main Ricoh MP Coin Operated Machine Rolled the average number of copies for this machine 466 into other machine at Library MP Planning & Engineering/Air Depot Ricoh MP

17 Exhibit A Make / Model of Current Equipment Proposed Replacement Equipment Make / Model Ricoh Aficio MP2000 Current General Functionality Proposed General Functionality (Compatible to make/model listed) Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 21 Pages Per Minute 1,500 $ $ Warm Up Time 26 Seconds 2,000 $ $ First Copy Speed 6.5 Seconds 3,000 $ $ Document Feeder 50 Sheets 4,000 $ $ Duplex Automatic 5,000 $ $ 48 Month Option Original Size Paper Capacity Bypass Tray Capacity 11x Sheets to 1,000 Sheets 100 Sheets Paper Trays 3 to 4 Copy Size System Memory Sorting 5.5 x8.5 to 11 x17 16 MB Auto Sort, Auto Rotate Reduction / Enlargement 50% to 200% Cabinet Storage Cabinet Comment(s): 16

18 Exhibit A Make / Model of Current Equipment Proposed Replacement Equipment Make / Model Ricoh Aficio MP2550B Current General Functionality Proposed General Functionality (Compatible to make/model listed Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 25 Pages Per Minute 3,000 $ $ 48 Month Option Warm Up Time First Copy Speed Document Feeder Duplex Original Size Paper Capacity Bypass Tray Capacity 14 Seconds 4.5 Seconds 50 Sheets Automatic 11x17 1,000 Sheets 100 Sheets Paper Trays 3 Copy Size System Memory Sorting Document File Storage User Stamps 5.5 x8.5 to 11 x MB RAM / 40GB HDD Auto Sort, Auto Rotate 3,000 Sheet Capacity Yes Reduction / Enlargement 25% to 400% Display Cabinet Full Color VGA Touch Screen Storage Cabinet Comment(s): 17

19 Exhibit A Make / Model of Current Equipment Ricoh Aficio MP3350B Proposed Replacement Equipment Make / Model Current General Functionality Proposed General Functionality (Compatible to make/model listed Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 33 Pages Per Minute 3,000 $ $ Warm Up Time 14 Seconds 5,000 $ $ 48 Month Option First Copy Speed Document Feeder Duplex Original Size Paper Capacity Bypass Tray Capacity 4.5 Seconds 50 Sheets Automatic 11x17 1,000 Sheets 100 Sheets Paper Trays 3 Copy Size System Memory Sorting Document File Storage User Stamps 5.5 x8.5 to 11 x MB RAM / 40GB HDD Auto Sort, Auto Rotate 3,000 Sheet Capacity Yes Reduction / Enlargement 25% to 400% Display Cabinet Full Color VGA Touch Screen Storage Cabinet Comment(s): 18

20 Exhibit A Make / Model of Current Equipment Proposed Replacement Equipment Make / Model Copy Speed Copy Speed Color Warm Up Time First Copy Speed First Copy Speed Color Document Feeder Current General Functionality 40 Pages Per Minute 40 Pages Per Minute 34 Seconds 3.9 Seconds 6.5 Seconds 100 Sheets Proposed General Functionality (Compatible to make/model listed Ricoh Aficio MPC4000 Current Copy Volume 5,000 2,000 Color Proposed Copy Volume 36 Month Option $ $ 48 Month Option Duplex Original Size Paper Capacity Maximum Paper Weights Bypass Tray Capacity Automatic 11x17 2,200 Sheets 140 LB Index 100 Sheets Paper Trays 5 Copy Size System Memory Network Printer Controller Network / OS Network Print Drivers Network Color Scanner Scan Modes Sorting Stack Trays / Stack Capacity Stapler Capacity / Staple Positions Saddle Stitch Saddle Stitch Paper Sizes Document File Storage User Stamps 3.5 x5.8 to 12 x18 1 GB RAM / 160 GB HDD Shared Intel Celeron-M 1.0 GHZ CPU Windows 2000 / XP / Server 2003 / Server 2008 / Vista / AS400 PCL 5C, PCL 6, Optional PS 3 Scan to , Scan to URL, Scan to Folder (SMB/FTP/NCP), Network Twain Scanning Booklet Finisher 3 Trays / 2,250 Sheets 50 Sheets / 5 Positions 15 Sheets (Up to 60 Pages) Letter, Legal, 11x17, 12x18 9,000 Sheet Capacity Yes Reduction / Enlargement 25% to 400% Display Full Color VGA Touch Screen 19

21 Exhibit A Make / Model of Current Equipment Ricoh Aficio MP4000B Proposed Replacement Equipment Make / Model Current General Functionality Proposed General Functionality (Compatible to make/model listed Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 40 Pages Per Minute 4,000 $ $ Warm Up Time 13 Seconds 5,000 $ $ First Copy Speed 4.1 Seconds 7,000 $ $ Document Feeder 100 Sheets 9,000 $ $ 48 Month Option Duplex Original Size Paper Capacity Bypass Tray Capacity Automatic 11x17 1,100 Sheets 100 Sheets Paper Trays 3 to 5 Copy Size System Memory Sorting Stack Trays / Stack Capacity Stapler Capacity / Staple Positions Document File Storage User Stamps 5.5 x8.5 to 11 x MB RAM / 40GB HDD Auto Sort, Auto Rotate, Finisher 2 Trays / 1,250 Sheets 50 Sheets / 2 Positions 3,000 Sheet Capacity Yes Reduction / Enlargement 25% to 400% Display Cabinet Full Color VGA Touch Screen Storage Cabinet Comment(s): 20

22 Exhibit A Make / Model of Current Equipment Ricoh Aficio MP7000 Proposed Replacement Equipment Make / Model Current General Functionality Proposed General Functionality (Compatible to make/model listed Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 70 Pages Per Minute 5,000 $ $ Warm Up Time 30 Seconds 13,000 $ $ First Copy Speed 3.5 Seconds 15,000 $ $ 48 Month Option Document Feeder Duplex Original Size Paper Capacity Maximum Paper Weights Bypass Tray Capacity Maximum Paper Weights 100 Sheets Automatic 11x17 4,200 Sheets 34 LB Bond 100 Sheets 110 LB Index Paper Trays 4 Copy Size System Memory Sorting Stack Trays / Stack Capacity Stapler Capacity / Staple Positions Document File Storage Network Print Drivers Network Printer Controller Network/OS Network Color Scanner Scan Modes User Stamps 5.5 x8.5 to 11 x to 512 MD RAM / 80 GB HDD Shared Finisher 2 Tray / 3,250 Sheets 50 Sheets / 5 Positions 9,000 Sheet Capacity PCL 5C, PCL 6, Optional PS 3 Intel Celeron LV 866 MHZ CPU Windows 2000 / XP / Server 2003 / Server 2008 / Vista / AS400 Scan to , Scan to URL, Scan to Folder (SMB/FTP/NCP), Network Twain Scanning Yes Reduction / Enlargement 25% to 400% Display Cabinet Monochrome Touch Screen Storage Cabinet 21

23 Exhibit A Make / Model of Current Equipment Ricoh Aficio MP2000 Proposed Replacement Equipment Make / Model Current General Functionality Proposed General Functionality (Compatible to make/model listed Current Copy Volume Proposed Copy Volume 36 Month Option Copy Speed 21 Pages Per Minute 2,000 $ $ $ Warm Up Time First Copy Speed Document Feeder Duplex Original Size Paper Capacity Bypass Tray Capacity Paper Trays 4 Copy Size System Memory Sorting 26 Seconds 6.5 Seconds 50 Sheets Automatic 11x17 1,000 Sheets 100 Sheets 5.5 x8.5 to 11 x17 16 MB Auto Sort, Auto Rotate Reduction / Enlargement 50% to 200% Cabinet Coin / Bill Vending System Accepts Storage Cabinet Nickels, Dimes Quarters, $1, $5, $10 and $20 Bills 48 Month Option Comment(s): 22

24 Exhibit A Make / Model of Current Equipment Proposed Replacement Equipment Make / Model Copy Speed Copy Speed Color Current General Functionality 36 Pages Per Minute 26 Pages Per Minute Paper Size 3.5x3.9 to 12.6x19 Duty Cycle System Memory Processor on Print Controller Paper Capacity Paper Tray Weight Range Paper Sources True Multi-tasking Network Print Operating Systems Secure printing Scan Modes ID Card Copy Auditron Finisher Stapling 100K 256 MB 733 MHz Intel Celeron 2,180 Sheets 16 LB Bond to 140 LB Index / GSM 3 User Adjustable from 3.5x3.9 to 12.6x19 Capability to copy, print, fax and scan at same time PCL 5C and/or 6, Adobe PS 3 Standard, PDF, XPS, HP- GL2, TIFF Windows 95, 98 NT 4.0, 2000, XP Windows Server, 2003 Mac OS Ability to change password through the print driver on a job by job basis. No system administration requirements for maintaining mail boxes / passwords Scan to , Scan to URL, Scan to Folder (FTP, Secure FTP, SMB, HTTPS,USB), Network Twain or WIA Scanning Allows scanning of both side of an ID card and put both sides on the front of the paper Built in tracking capability for tracking copies by user and disabling account based on maximum volume. Ability to export file to Excel via Web Browser. 50 Sheet Multi-position stapling of 24 LB Bond Paper 2,000 Sheet Out Put Stacking Tray Proposed General Functionality (Compatible to make/model listed Xerox WCP2636C WC PRO M2636 Current Average Monthly Usage 1,322 1,127 Color Proposed Copy Volume 36 Month Option $ $ $ 48 Month Option Page 23 Addendum One to Bid

25 Exhibit A Make / Model of Current Equipment Proposed Replacement Equipment Make / Model Copy Speed Copy Speed Color Paper Size Duty Cycle System Memory Processor on Print Controller Paper Capacity Paper Tray Weight Range Paper Sources True Multi-tasking Network Print Operating Systems Secure printing Scan Modes Auditron Finisher Stapling Current General Functionality 45 Pages Per Minute 35 Pages Per Minute 5.5x8.5 to 13x19 135K 256 MB 733 MHz Intel Celeron 3,140 Sheets 16 LB Bond to 140 LB Index / GSM 4 User Adjustable from 5.5x8.5 to 13x19 Capability to copy, print, fax and scan at same time PCL 5C and/or 6, Adobe PS 3 Standard, PDF, XPS, HP- GL2, TIFF Windows 95, 98 NT 4.0, 2000, XP Windows Server, 2003 Mac OS Ability to change password through the print driver on a job by job basis. No system administration requirements for maintaining mail boxes / passwords Scan to , Scan to URL, Scan to Folder (FTP, Secure FTP, SMB, HTTPS,USB), Network Twain or WIA Scanning Built in tracking capability for tracking copies by user and disabling account based on maximum volume. Ability to export file to Excel via Web Browser. 50 Sheet Multi-position Stapling of 24 LB Bond Paper with 2 / 3 hole punch 2,000 Sheet Out Put Stacking Tray Proposed General Functionality (Compatible to make/model listed Xerox WCP3545C WC PRO M3545 Current Average Monthly Usage 5,866 1,643 Color Proposed Copy Volume 36 Month Option $ $ $ 48 Month Option Page 24 Addendum One to Bid