Burbank-Glendale-Pasadena Airport Authority ( Authority ) NOTICE INVITING BIDS REQUEST FOR BID # ADM COPIER LEASE & MAINTENANCE SERVICE

Transcription

1 Burbank-Glendale-Pasadena Airport Authority ( Authority ) NOTICE INVITING BIDS REQUEST FOR BID # ADM COPIER LEASE & MAINTENANCE SERVICE NIGP COMMODITY CODES Copy Machines Copy Machines Multi-function Office Machines PRE-BID CONFERENCE/ JOB WALK NONE Electronic Bids Due No Later Than: JUNE 30, 2015 at 2:00 pm Submit Electronic Bids Online At: Bid forms, instructions to bidders, general terms and conditions, special provisions and copies of the scope of work and specifications are attached hereto. All bids MUST BE MADE on the Bid forms provided or in the specific format specified by the Purchasing Agent in the attached documents. Questions? Questions regarding this procurement should be submitted via the Online Q & A Section through Planet Bids. Please submit questions no later than 5:00 pm June 22, Q & A is for bidders who have questions regarding the service set forth herein. Visit: Click in the Q&A tab, click on Ask Question button, submit your question. The Burbank-Glendale-Pasadena Airport Authority reserves the right to accept or reject any and all bids. Sherri Himelstein, CPPB Purchasing Manager, shimelstein@bur.org,

2 EXHIBIT A SCOPE OF WORK A. OVERVIEW: 1. Authority is soliciting bids from qualified firms to provide, install, and perform maintenance and repair services for multifunction copiers (Lease and Maintenance Service). 2. Authority seeks bids to meet its requirements. B. TERM: 1. The term of the contract is for a five-year period. C. STATEMENT OF WORK/PERFORMANCE SPECIFICATIONS: 1. Background: Authority is requesting bids for replacement of our current fleet of copiers on a lease basis. Additionally, this bid is for full maintenance services of the equipment, including supplies (excluding paper and staples), toner, and drum replacement, training, peripheral equipment and software upgrades. 2. Objective: The objective of this IFB is to replace Authority s current copier equipment with like equipment. 3. Purpose: To provide copiers on a lease basis and provide maintenance for copiers, to be furnished on contract throughout the airport. 4. Contract Period: Authority intends to award a contract to supply equipment, supplies and maintenance for a five-year base period. 5. Copy Volumes: Authority is currently making approximately 56,000 copies per year. However, this is a historical figure and may not represent future usage and is not considered a guaranteed volume. Volumes may decrease or increase. 6. Delivery Time: Contractor must make delivery for all products within thirty (30) days from receipt of order. Delivery in excess of thirty days does not meet Authority s requirements and will not be considered. 7. Set-Up: The Contractor must deliver and set-up copiers on site at the location specified by Authority. 8. Supplies: The Contractor will make available with the order for equipment, a start-up kit of supplies, so when equipment is delivered the copiers may be set up immediately. 9. Training: The Contractor will provide training as required. 10. All equipment must be new with no used or refurbished parts. 11. All equipment replaced under this IFB shall be the most current production units, new, with an available supply of replacement parts guaranteed through the duration of the contract. 12. If an awarded model is discontinued during the term of the contract, the Contractor must provide Authority with a comparable substitute at the prices quoted for the original model and its accessories. 13. Authority reserves the right to accept the substitute based on its determination of comparability. Page 2

3 14. Loss/Damage. The Contractor shall be responsible for the risk of loss and/or damage to equipment and accessories leased under this IFB, except in the case of negligence, misuse or abuse on part of Authority personnel. 15. Training: Contractor shall provide on-site training to Authority staff upon award of the contract, and on an annual basis thereafter, and on upgrades as necessary. Cost The total cost for each copier shall be submitted at Authority s online bidding system at Include a specification sheet for each model as well. 16. Existing Equipment: Replacement copiers must meet the minimum specifications of Authority s current equipment. Authority s current equipment is as follows: CURRENT EQUIPMENT TYPE MFG MODEL NO. TYPE WITH FINISHER SPEED PPM DEPARTMENT LOCATION 1 RICOH BLACK & WHITE X 25 POLICE Terminal A MP 2550 SPF 1 RICOH BLACK & WHITE 25 FIRE Hangar 35 2 RICOH BLACK & WHITE X 50 PARKING Terminal A 2 RICOH MP 5000 SPF BLACK & WHITE X 50 PURCHASING Terminal A 2 RICOH BLACK & WHITE X 50 HUMAN RESOURCES Terminal A 1 RICOH BLACK & WHITE X 25 MAINTENANCE 7901 San Fernando MP 2550 SPF 1 RICOH BLACK & WHITE X 25 ENGINEERING Terminal A 3 RICOH MP 8001 SP COLOR X 80 RECEPTIONIST Terminal A 1 RICOH BLACK & WHITE 25 PARKING Terminal A MP 2550 SPF 1 RICOH BLACK & WHITE 25 ACCOUNTING Terminal A 4 RICOH MP C2550 SPF COLOR 25 SECURITY & BADGING Terminal A 1 NEED NEW MACHINE BLACK & WHITE 25 AIRSIDE & LANDSIDE OPERATIONS Million Air Building D. COPIER MAINTENANCE: 1. Service calls: Tools, equipment and skill used in the accomplishment of the needed service shall meet the manufacturer s specifications. The service representative shall have the training and experience level to perform prompt, efficient and accurate service on each type of model of equipment for which the Contractor is responsible. Service calls are not limited and will be taken during normal business hours between Monday through Friday, during daytime operating hours 8:00 am to 5:00 pm. 2. Preventative Maintenance: Contractor shall provide all material, equipment, parts, and labor necessary to perform scheduled preventative maintenance and on demand repair services as needed. Page 3

4 3. Authority locations: 2627 Hollywood Way, Terminal A, Burbank, CA San Fernando Road, Burbank, CA Clybourn Avenue 2 nd Floor and Fire Station 4. The Contractor shall provide maintenance and upgrades to all units on the equipment list. Maintenance shall include all parts including drums, labor and travel costs for unlimited onsite service. 5. Check in for Service Calls: Contractor shall check-in and check-out with Authority receptionist when servicing equipment. 6. Technician Certification: The Contractor shall provide a Technician Certified on all proposed copiers. 7. Warranty: The Contractor must provide warranty information for each model. Warranty shall include replacement of all parts including drums under the service agreement and to include replacement of equipment if necessary. 8. Other Services: The Contractor will provide and maintain a History Record for each machine. The record shall contain the following information: Model number, Serial Number, Date and Description of each service call, date of inspection and initials of the Vendor s Service Technician. An inspection acknowledgement list will be furnished to Authority for each visit, to be left with the using Department. 9. Billing of Maintenance: Authority will only pay maintenance and per copy charges in arrears. 10. Exclusions: Any repairs, damage or loss caused by other than normal and reasonable use, that are not to be covered by this contract. Estimate for work required for the above reasons will be submitted in advance by the Contractor to the Information Technology Department prior to work being accomplished. Authorization for the work described above will be a separate Purchase Order issued by the Purchasing Department. 11. Additions/Deletions to Maintenance: Authority reserves the right to add/delete equipment to/from the contract. The Contractor will provide additions/deletions to maintenance on a monthly basis, annually pro-rated. 12. Parts: All parts will meet manufacturer s specifications. No used parts will be installed. Original equipment manufacturer (OEM) parts only. 13. Response time: Under normal circumstances, a response time shall not be longer than eight (8) business hours. Authority expects service calls to be performed within 2 to 4 hours on an average. (For example: If a service call is placed in the A.M., Authority will expect to see a service technician in the P.M. and the machine to be operational within 2 to 4 hours form the time the call was placed.) 14. Any variance in excess of eight (8) hours will be coordinated at the time of the service request and a written report provided to Information Technology Department as to why the variance occurred. Page 4

5 15. Loaner Machines: a. If contract machine remains inoperable for more than forty-eight (48) hours, a loaner machine will be provided within eight (8) additional business hours until the inoperable equipment is repaired and returned to Authority. b. If a loaner is not furnished and the equipment remains inoperable for more than forty-eight (48) hours, the Contractor will issue an invoice credit equal to that month s charges (lease, copies, etc.) for the inoperable equipment. 16. Service Level: Authority shall have the right to terminate the lease agreement or demand a new replacement with similar specifications (or better) if the equipment a. Has been deemed t be a problem by the Information Technology Department due to five (5) service calls within a month. b. If there are more than three (3) service calls within a week to repair the same recurring malfunction or problem. c. Terminate the lease agreement for cause as stated above with no early termination penalty charges or other financial obligations to the contractor and the lessor. 17. The Authority may, at his discretion, terminate the lease agreement if the service response times are not fulfilled by the Contractor and if the equipment is deemed deficient and not performing according to specifications. E. BACKGROUND AND EXPERIENCE: Contractors bid shall provide documentation of the firm s background and specific expertise in providing sales, service and technical support for Copier equipment. A. Minimum Qualification of Bidders All bidders must meet the following criteria: a. Have at least three (3) years of experience in providing sales, service and technical support for copier equipment; b. Provide at least five (5) references for which like services have been performed within the past five (5) years; c. Have no unsatisfactory record of performance with any public agency; and d. Have the administrative and fiscal capability to provide and manage the proposed services. B. Equipment Standards a. Document feeders should handle at least 80 originals. b. Multiple paper sources (not including bypass tray) for multiple product selections. c. User-adjustable trays to hold minimum of 500 sheets and support paper sizes up to 11 x 17. d. Should support paper weights up to 110# card stock or 90# index. e. All devices shall have an interrupt mode to accommodate walkup users. f. Job assembly function to scan a single copy job and make multiple sets. Page 5

6 g. Minimum 512 MB printer memory and 120 GB Hard Disk Drive. h. Integrated network interface to provide direct network connection. i. Network interface must simultaneously support multiple protocols. j. Support Printer Command Language (PCL), PostScript and XML Paper Specification (XPS) printing. k. Entire job queue to be accessible via the walkup user interface or from the user s PC. l. Product to have a minimum of 600 x 600 DPI printing and copying at rated speed. m. Supporting Software: Administrator software to assist with the network installation. n. Provide a Hotline/Help Desk, staffed during all Authority operation hours. o. Document Management: Scan to , Scan to PDF C. Records a. Service Reports. Bids shall also include provisions for monthly service reports to be provided to the Purchasing Department. Reports should include, at a minimum, the following information on each machine: i. Usage volumes monthly, average six month, and average twelve month. ii. Total downtime for each month. iii. Actual response time for each service call. iv. Complete service call record for the last six service calls. v. Full service records and reports should also be available upon request to show the complete history of each machine. This will help document and troubleshoot chronic issues. D. Meter Readings a. Contractor shall obtain monthly meter readings using on-site visits by an authorized representative. b. Contractor shall obtain readings on all machines at each site at one time during the month, using the same reporting method (readings which can be accessed electronically by the Contractor exempt from this provision) for all contract equipment. c. Contractor shall create a back-up plan to ensure that meter readings are obtained on every machine each month at each location. d. Invoicing. Invoices must be based on actual meter readings, not estimated volumes. **End of EXHIBIT A Scope of Work** Page 6

7 F. BID DOCUMENTS, BID PRICING, SUBMITTING BID: A. BID DOCUMENTS: 1. GO TO THE AUTHORITY VENDOR PORTAL at to obtain bid information; bid documents; submit questions online, submit bids online; receive automated notification of bids, request for proposals, addenda; view job walk attendees, bid results, and awards. 2. OBTAIN BID DOCUMENTS: a. Prospective bidders must register or update vendor profile: Click on New Vendor Registration, complete all applicable fields under all of the tabs. Bidders must be registered to download bid documents. b. Prospective bidders must download all bid documents/addenda: Click on Bid Opportunities, double-click on desired bid, Click on Documents/Attachments tab and Addenda & tab, and doubleclick on all attachments. Review/print all posted information under all of the tabs. 3. ASK QUESTIONS: a. Prospective bidders must submit their questions electronically by the Q&A deadline: Click on the Q&A tab, click on the Ask Question button, Type in your question, use document, page, and paragraph references. Questions will be reviewed and answered as quickly as possible, which may take several days. b. Review all Q&A prior to submitting their bid; frequent review is recommended. B. SUBMITTING BID: 1. Prospective bidders must submit bids in electronic only format at Click on the ebid button, enter prices in the Line Items tab. Bidders may change or withdraw their bid any time prior to the bid close. 2. Scan and attach the following required documents to your ebid: (This list may not be allinclusive; additional items may be required elsewhere in bid specifications. Failure to provide required documents with bid may cause the bid to be deemed non-responsive.) i. Non-Collusion Affidavit ii. Equipment Cost Form (One for each copier type) iii. References iv. Background and Company Information Page 7

8 Burbank-Glendale-Pasadena Airport Authority Instructions to Bidders & Bid Terms and Conditions 1. Method of Submission: No bid or proposal will be considered for award unless properly submitted in the Authority s electronic bid management system, or, if required to be submitted by hard copy, on the bid proposal forms furnished by the Purchasing Agent, completely filled out and properly delivered. When bids on certain items are optional, bidders shall indicate no bid or 0 in the space provided for an item for which no bid is being offered. For bids submitted in paper format, all forms must be properly signed by the bidder, and delivered under sealed copy plainly marked with the bid # and title on the outside of the envelope, and delivered to the Office of the Purchasing Agent, 2627 Hollywood Way, Terminal A 2 nd Floor, Burbank, CA Formal bids may not be submitted by fax or regular Bid Due Date & Public Opening: All bids, must be physically received in the Office of the Purchasing Agent, or submitted in the electronic bid system on or before the closing time indicated on the bid documents. Bids mailed or delivered to the wrong location, or which for any other reason do not arrive in the Purchasing offices or electronic bid file by the due date and time are considered late and will be rejected. Bids will be publically opened in the Purchasing Offices immediately following the due date and time. 3. Specifications and Qualifications: Bidders shall carefully review all specifications, drawings, scopes of work, and any other bid requirements, including but not limited to; insurance, bonding, licensing, references, affidavits, certifications, etc. that may be called for in the bid documents, in order to ensure qualifications and submission of a responsive bid or proposal. All requirements specified in the bid documents will be made a part of any contract with the successful bidder. 4. Timing of Award/Bid Withdrawal: Awards will be made by the Authority within ninety (90) days from the date bids are opened, unless a different timeline is provided in the bid documents. Any bid may be withdrawn up until the date and time for opening. Any bid not so withdrawn shall constitute an irrevocable offer, which may not be withdrawn prior to award by the Authority within the number of days specified in the bid documents. 5. Questions: Any questions concerning this bid request are to be directed to the Purchasing Agent in writing or by no later than seven (7) calendar days prior to the scheduled bid submittal date. Attempts to obtain information from other Authority employees or contractors during the bid cycle may disqualify a bidder. All known bidders will be notified of any revision, deletion, or addition made as a result of such inquiries by the posting of an addendum on the Authority s Planet Bid Portal. Bidders should check the website for any addendums prior to submitting their bid. 6. Price errors/discrepancies: In the event of discrepancies between totals, unit price extensions and summaries of totals, the unit price correctly extended will control. 7. Single or Multiple Awards: If more than one item appears on the bid proposal form and no statement to the contrary is set forth therein, the Authority reserves the right to: a. Make multiple awards based upon prices submitted; or Page 8

9 b. Make one award based upon the total price of all items. Bidders have the option of stipulating all or nothing or any combination of items on their proposal unless otherwise stated in the bid specifications. 8. Open Competition: The Authority encourages all qualified business firms to submit proposals. The Purchasing Department will assist by providing detailed instructions, procurement policies, and other relevant information upon request to any potential bidder seeking assistance. 9. Federally Funded Projects: For projects designated as federally funded, the successful bidder must certify prior to award that it has a written affirmative action program and complies with all federal, state, and municipal laws and regulations pertaining to affirmative action and nondiscrimination. Vendor must also certify that they have not been disbarred and comply with any additional Federal regulations that may be indicated within the specific bid documents. When this provision is applicable to the bid, this certification shall be made on the bid form that will be provided with the bid documents. 10. New Materials: Unless a bid specification calls for used, refurbished or recycled materials, all items or materials bid and supplied to the Authority are to be new, unused products. 11. Alternates/Substitutions: When bidding an item believed to be equal to that specified where equals are called for, sufficient supporting data is to accompany your bid to enable the Authority to determine whether the proposed item is equal. Vendors should refer to the specification pages to determine if alternate products or specifications will be considered, and to determine any pre-qualification requirements that may be applicable. 12. Exceptions: Exceptions to the Authority s specifications, terms or conditions taken at time of, or after bid submittal, may render the bid non-responsive and result in disqualification. Vendors wishing to request such exceptions are requested to notify the Buyer of such request no later than seven (7) days prior to the bid due date, to allow for consideration and notification of acceptance or rejection of such request. 13. Lowest Responsive and Responsible Bidder: It is understood that, except as may be otherwise expressly provided in the Specifications, the award will be made to the lowest responsive and responsible bidder where the bids are for identical items or supplies, subject to the right to reject any and all bids. When bids call for articles or supplies that are similar but of different brand or make, the Authority may accept the bid of the bidder who submits the article or supply which, in the Authority s judgment, is deemed best for the Authority although it may not be the lowest bid. 14. Informality or Irregularity: The Authority reserves the right to waive any informality or irregularity in a bid when it is to the advantage and best interest of the Authority to do so. It is further understood that if the bidder to whom any award is made fails to enter into a contract in a timely manner, award may be made to the next lowest responsible bidder who shall be bound to perform as if he had received the award in the first instance. 15. Discounts/Rebates: Any and all discounts or proposed rebates must be incorporated as reductions in the bid prices and not shown separately. The price as shown in the unit price and its extension shall be the price used in determining the award. 16. Payment Terms: Standard payment terms are Net 30 days. Payment will be made within thirty days of acceptance of goods or services and receipt of invoice, whichever occurs last. Discount Page 9

10 payment terms may be offered; however, they will not be considered in determining lowest responsive bid award. 17. Delivery Terms: Unless specified otherwise in the bid documents, all items are to be priced with freight and/or delivery charges included in the price quoted. Shipping terms to be FOB delivered to the Authority specified location. 18. Taxes: Bidders should submit their bid prices without including State sales taxes. The Authority pays State sales tax at the Authority rate in effect at the time of purchase, and will include sales tax on the Purchase Order issued to the successful bidder. 19. Non-Collusion: By submitting a bid, bidder certifies they have not divulged, discussed or compared their bid with other bidders, nor colluded with any other bidder or parties to the request for bid. Bidders must sign and submit the Authority s Non-Collusion Affidavit with their bid. 20. Applicable Laws: All applicable laws and regulations of the State of California, County of Los Angeles, and City of Burbank will apply to any resulting agreement, contract or Purchase Order. Bidders are responsible to comply with any and all Federal, State, and local rules, regulations and requirements applicable to their provision of goods and/or services to the Authority. 21. Patents, Royalties and License Fees: Should any articles being bid be protected by patent, copyright, royalties and/or license fees, the successful bidder shall include any such royalties or license fees in their bid price, and defend all suits or claims for infringement of any patent right against the Authority. Successful bidder shall hold the Authority harmless from any loss on account thereof and cost and attorney s fees incurred therefore. 22. Quality Guaranty: All items furnished shall be new, of good workmanship, in full accordance with the specifications, and free of defects. Items will be subject to inspection by the Authority. If any product or service delivered shows evidence of shipping damage or defects, does not meet applicable specifications, or does not perform to the standards represented by the supplier, the Authority shall reject same. Supplier will refund money which has been paid and bear all costs of removal and return of the products. Unless otherwise specified, all products provided shall have a manufacturer s warranty of at least twelve (12) months on workmanship, parts, and labor. 23. Hold Harmless and Indemnification: The successful bidder shall agree to indemnify, defend and hold harmless the Authority (including its officers and employees) from and against any and all claims of any kind or nature presented against the Authority arising out of vendor s (including vendor s employees, representatives, products and subcontractors) performance under any purchase order or agreement resulting from this bid, excepting only such claims, costs or liability which may arise out of the sole negligence of the Authority. 24. Bonding and Insurance Requirements: Some procurements may require bonding and/or insurance. Specific requirements will be stated in the applicable bid documents. In the event bonding is required, bonds shall be submitted in a form acceptable to the Authority (samples will be included in the documents). Checks or letters of credit will not be accepted in lieu of bonding. When work will be performed on Authority property, the Authority s standard insurance requirements will apply, unless otherwise indicated in the bid specifications. Authority to be named as an Additional Insured. All policies shall provide for a minimum of 30 Page 10

11 days written notice of any change or cancellation. Insurance policies to be in a form and written through companies acceptable to the Authority. 25. Addenda: Any changes, deletions, or additions to this bid solicitation will be made by addendum numbered sequentially and posted on Planet Bids Vendor Portal. In order to ensure that your bid is predicated upon having received such addenda, please submit signed addenda with the bid submittal. Bidders submitting their bids on line will enter this information electronically in space provided. 26. Right to Reject: The Authority reserves the right to accept or reject any and all bids. Page 11

12 EQUIPMENT COST FORM (ONE FOR EACH COPIER TYPE) Please include Specification Sheet for Each Model MODEL TYPE# DIGITAL/COLOR (CIRCLE) DESCRIPTION/FEATURES: EQUIPMENT PRICING MONTHLY LEASE BASE MODEL OPTIONAL FEATURES MAINTENANCE Full coverage maintenance for equipment as listed above. Includes all parts and labor, unlimited service calls. Allows Copies per month Overage Per copy Monthly Charge Page 12

13 SUPPLIES Toner Developer Fuser Oil Supply Cost per copy /Case Qty/case Yield/case Supply Cost per month Above pricing includes everything necessary to perform the requirements of the contract. All costs necessary to complete the terms of this bid must be included in the appropriate box(es). Include all direct and indirect costs including labor, wages, travel, lodging, meals, rentals, installation, delivery, and other pricing elements that are necessary to fulfill the requirements of the contract. Attach additional sheets to fully disclose and detail pricing information, if needed. Bidder s Company Name (Corp./partner/proprietor) Principle Office Address City, State, Zip Phone Number Fax Number Federal Employer I.D. Number Title of Person Authorized to Sign Print Name Signer of Contract Authorized Signature Date Signed Page 13