City of Alhambra Police Department

Transcription

1 City of Alhambra Police Department Request for Proposal for Lease of Four (4) Photocopy Machines for Use in the Police Department (Price to include Maintenance, Supplies and Consumables Cost) RFP2M18-2 Project & Contract Manager: Nicole A. Haywood-James Key RFP Dates Date Issued: March 22, 2018 Submit Bids: April 19,

2 CITY OF ALHAMBRA REQUEST FOR PROPOSAL NO. RFP2M18-2 PUBLIC NOTICE IS HEREBY GIVEN that the City of Alhambra will, on or before the hour of 10:30 AM on Thursday, April 19, 2018, receive sealed bids at the office of the City Clerk, City Hall, 111 South First Street, Alhambra, California, to be opened by the City Clerk at 11:00 AM on that same day, to provide to the City the following with the minimum specifications attached thereto and, by this reference made a part hereof: LEASE OF FOUR (4) PHOTOCOPY MACHINES FOR USE BY THE POLICE DEPARTMENT, INCLUDING MAINTENANCE, SUPPLIES AND CONSUMABLES COST Notices Inviting Bids (RFP) for this project are available from the City of Alhambra Police Department, Accounting Section, 211 South First Street, Alhambra, California, 91801, (626) Bid shall include all applicable State and Local sales taxes. Bid price to be F.O.B., Alhambra Police Department, 211 South First Street, Alhambra, California. All bids are to specify a firm delivery date. If product on which bid was submitted varies in any detail from these specifications, special mention must be made of variance and may be grounds for rejection of bid. Bids may not be withdrawn after the time is fixed for opening of bids. Bids may not be delivered by facsimile transmission or other telecommunication or electronic means. Bids shall be delivered or mailed. Bidder assumes the risk of the method of dispatch chosen. Bids arriving after the deadline will be returned unopened to their senders. Any bidder requesting to view the site may do so by making an appointment with Administrative Finance Manager, Nicole Haywood-James at (626) The designation of any brand name in these specifications is merely for illustrative purposes and is not intended to restrict bidding. It shall be to the absolute discretion of the City of Alhambra, however, to determine whether or not any substitute product is in fact equal. Within (30) days after the award of a contract hereunder the successful bidder shall, if requested by the City of Alhambra, submit to the city data sustaining any request for the substitution of an equal item. Any contract awarded hereunder shall become effective or enforceable against the City of Alhambra only when a formal written contract has been duly executed by the appropriate officers of the City of Alhambra. Each bidder shall specify whether such bidder is a corporation, a partnership, or an individual. If a corporation, designate the name of the state of incorporation; if a partnership, the bidder shall state the names and addresses of all partners. The City of Alhambra reserves the right to reject any and all bids and to waive any informality, technical defect, or minor irregularity in any bid submitted. 2

3 Bidders are hereby notified that the Alhambra Municipal Code Section reads as follows: BIDDING PREFERENCE FOR LOCAL BUSINESSES. For the purpose of determining the lowest responsible bidder as required by and , 1% of that portion of any bid subject to sales or use tax shall be deducted from such bid where it is determined that if such bid were accepted by the city as the lowest responsible bid received, the city would receive a refund of the 1% sales and use tax imposed by Chapter 3.08 of this code; and, further that the same preference shall be given to those items on which sales and use tax do not apply. ('86 Code, ) (Ord. 3760, passed - -) Bids shall be submitted in a sealed envelope bearing the name and address of the bidder and plainly marked: LEASE OF FOUR (4) PHOTOCOPY MACHINES FOR USE BY THE POLICE DEPARTMENT (PRICE TO INCLUDE MAINTENANCE, SUPPLIES AND CONSUMABLES COST) RFP2M18-2 BY ORDER OF: LAUREN MYLES, CMC ALHAMBRA CITY CLERK 3

4 INSTRUCTIONS AND FORMS (Pages 8-16 must be submitted as bid package) Request for Proposal for Lease of Four (4) Photocopy Machines for Use in the Police Department (Price to include Maintenance, Supplies and Consumables Cost) RFP2M18-2 4

5 BID INSTRUCTIONS AND SPECIAL CONDITIONS A. INSTRUCTIONS Bid Format: To receive consideration, a bid submitted in response to this RFP shall be in accordance with the requirements herein, shall be typewritten and shall include all required forms, executed as directed. The bidder shall include a detailed breakdown of costs or fees. Withdrawal of Bid: A bidder may withdraw its bid, either orally or by written request, at any time prior to the date and time that this RFP is scheduled to close. No bid may be withdrawn for a period of ninety (90) days after the date and time that this RFP is scheduled to close. Specifications: The specifications or scope of work included have been prepared to describe the standard of quality, performance, and other characteristics needed to meet City requirements. The City will accept alternate bids of a designed material, product, thing, service, or equal, and will determine if such alternate bids are satisfactory in meeting a mandatory requirement or specification and if the proposed alternate meets the intent of the original mandatory requirements. Decision to Reject: City reserves the right to reject as non-responsive any bid incomplete, modified, or illegible, or which is not otherwise submitted in accordance with the requirements of this RFP Independent Vendor: Bidder shall be deemed an independent vendor and not an agent, subcontractor, or an employee of the City and the bidder shall not be authorized to bind City to any contract or other obligation. Under the agreement, the bidder shall certify that no one who has or will have any financial interest under the agreement is an officer or employee of the City. Bidder Selection Process: At a minimum, the evaluation of the bids and selection of the bidder shall be based on the following; 1. Lowest responsible bidder as required by Alhambra Municipal Code Section ; including, but not limited to, cost of installation and related expenses, and removal cost including disposal of existing equipment. Invoicing, Records, and Verification of Cost: 1. Invoices resulting from the agreement between the City and the Bidder shall be submitted without delay for the cost of services. Invoices shall include all applicable supporting documentation and shall itemize charges or group charges by category or cost. 2. Invoices shall be submitted to: City of Alhambra Police Department Attn: Accounting Section 211 South First Street Alhambra, Ca

6 BID INSTRUCTIONS AND SPECIAL CONDITIONS B. SPECIAL CONDITIONS Force Majeure: Performance of the Agreement by each party shall be pursued with due diligence in all requirements hereof; however, neither party shall be liable for any delay or nonperformance due to causes not reasonably within its control. In the event of any delay resulting from such causes the time for performance and payment hereunder shall be extended for a period of time reasonably necessary to overcome the effect of such delays. In the event of any delay or nonperformance caused by such uncontrollable forces, the party affected shall promptly notify the other in writing of the nature, cause, date of commencement thereof, and the anticipated extend of such delay, and shall indicate whether it is anticipated that the completion dates would be affected thereby. Taxes: Except where specifically provided, the bidder fee(s) shall include all Federal, State, and local sales, use, excise, transportation, privilege, occupational, and other taxes applicable to service, materials, or equipment furnished under the Agreement or by the Bidder s payroll. The Bidder agrees to indemnify and save the City harmless from and against any liability for any such taxes, or payroll premiums and contributions. Assignment: The agreement shall not be assigned or transferred without the prior consent of City. Changes: No changes or variations of any kind are authorized without a written and signed amendment to the Agreement. Indemnification: The selected Bidder hereby agrees to protect, indemnify, defend, and hold harmless City, its officer s agents, and employees from any and all demands, claims, or liability of any nature, including wrongful death, caused by or arising our of the Bidder s, its officers, agents, or employees negligent acts, errors, or emissions, or willful misconduct, or conduct for which the law may impose strict liability on the Bidder in the performance or nonperformance of the Agreement. Non-discrimination: The Bidder shall be required to comply with all laws concerning nondiscrimination in employment, and shall be subject to all penalties, including penalties set forth in the Alhambra Municipal Code, in the event of a violation of this provision. ADA Information: Persons with disabilities who required auxiliary aids or services in using City facilities, services or programs, or who require this document to be provided in other accessible formats, or who would like information on the City of Alhambra s compliance with the Americans with Disabilities Act (ADA) of 1990 should contact the Personnel Director/Risk Manager for the City of Alhambra. Entire Agreement: The Agreement between City and the selected Bidder will constitute the entire agreement of the parties hereto, and will supercede any previous agreement or understandings. The Agreement may not be modified except in writing and executed by both parties. 6

7 Governing Law: The laws of the State of California shall govern this RFP process and the Agreement. All services provided to the City shall comply with all City policies, rules, and regulations, which may be in effect during the term of the Agreement, as well as all Federal, State, and local statutes, ordinances, and regulations. Term of Agreement: July 1, The term of the Agreement shall be for thirty-six (36) months, beginning Notwithstanding the foregoing, the City may terminate the Agreement, with or without cause, by providing thirty (30) days written notice to the Bidder. Business License: No bids will be accepted from a bidder who has not been licensed in accordance with the provisions of the State Business and Professions Code. The successful bidder will be required to possess a business license from the City of Alhambra. 7

8 BIDDER INFORMATION PROVIDE THE INFORMATION REQUESTED BELOW OR INDICATE N/A, IF APPROPRIATE. NAME OF BIDDER (COMPANY) ADDRESS IRS Number: Phone/FAX Number: A. Bidder is a: California Corporation Corporation organized under the laws of the State of, With head offices located at, and offices in California at. California Limited Liability Company Sole Proprietorship:, proprietor. Partnership Limited Liability Partnership List names of partners; state which partner or partners are managing partner(s) Other (attach Addendum with explanatory details) 8

9 B. How many years have you or your firm done business under the name listed above? C. How many years of experience similar to work or services covered in this RFP? D. Provide relevant references of contracts satisfactorily completed in the last three (3) years: CUSTOMER COMPANY CONTACT/PHONE NUMBER DATE COMPLETED CONTRACT AMOUNT (PROVIDE ADDITIONAL SHEETS, IF NECESSARY) 9

10 BIDDER INFORMATION E. Have you or your firm previously worked for the City of Alhambra? Yes No F. Business license number with City: G. Minority Business Enterprises: Proposer is, or is not a minority, or Women, or Disadvantaged Business Enterprise. H. Small Business Concern: Proposer is, or is not a Small Business Concern. 10

11 BID INFORMATION I. Bidder s Designated Contact Name: Phone: Title: Fax: J. The firm and individuals listed below, certify that they do not discriminate in employment with regards to age, race, color, religion, sex, marital status, national origin, ancestry, physical disability, mental disability, medical condition, or sexual preference; that they are in compliance with all federal, state, and local directives and executive orders regarding nondiscrimination in employment. K. The undersigned hereby agrees to, and accepts the terms and conditions of this RFP. Signatures (must be the same signature(s) as will appear on Contract): First Officer* (Signature) (Printed name of signatory) (Title of signatory) Second Officer* (Signature) (Printed name of signatory) (Title of signatory) Note: California Corporations Code Section 313 requires two corporate officers to execute contracts. The signature of First Officer must be one of the following: Chairman of the Board; President; or Vice President. The signature of the Second Officer must be one of the following: Secretary; Assistant Secretary; Chief Financial Officer; or Assistant treasurer. In the alternative, a certified corporate resolution attesting to the signatory authority of the individuals in the respective capacities is acceptable. Or, L. The undersigned certifies that the Bidder is not a corporation, and is not subject to the requirements of California Corporations Code, and hereby agrees to, and accepts the terms and conditions of this RFP. (Signature) (Printed name of signatory) (Title of signatory) 11

12 SPECIFICATIONS LEASE OF FOUR (4) PHOTOCOPY MACHINES FOR USE BY THE POLICE DEPARTMENT, INCLUDING MAINTENANCE, SUPPLIES AND CONSUMABLES COST RFP2M18-2 I. Purpose of Project The City s objective is to replace four (4) existing photocopy machines currently used by the Police Department. II. Minimum Specifications Type Console Printer / Copier / Scanner Copy Resolution Scan Main: 600 dpi Sub: 600 dpi Print 1,800 dpi (equivalent) 600 dpi Gradation 256 Memory Capacity (Std./Max.) 2 GB/4 GB HDD 250 GB Original Type Sheets, Books, Objects Max. Original Size A3 (11" 17") SRA3 to A5, B6S* 1, A6S* 1 Thick paper, Foolscap* 2 (8-1/2" 13-1/2", Output Size 200 mm 330 mm, 8-1/8" 13-1/4", 8-1/2" 13", 8-1/4" 13", 8" 13"), 8K, 16K, Long Length Paper ( mm to 297 1,200mm) Max. 4.2mm or less for top edge (5 mm for thin paper), Image Loss Max. 3.0mm or less for bottom edge, Max. 3.0mm or less for right/left edges *A loss of 4.2 mm each during printing. 22 sec. or less (The time required to start printing when both the main power Warm-Up Time (23 C, std. voltage) and sub-power switches are turned from OFF to ON.) (May vary depending on the operating environment and usage.) 22 sec. or less (The time required to start printing when the main power switch is ON and the sub-power switch is turned from OFF to ON.) First Copy Time* 3 754e : 3.6 sec. or less 654e : 3.7 sec. or less Copy Speed (A4 Crosswise) 754e : 75 ppm 654e : 65 ppm Fixed Same 1:1±0.5% or less Magnification Scaling Up 1: 1.154/1.224/1.414/2.000 Scaling Down 1: 0.866/0.816/0.707/0.500 Copy Magnification Preset 3 types Zoom 25 to 400% (in 0.1% increments) Lengthwise Crosswise Individual Settings 25 to 400% (in 0.1% increments) Paper Capacity (80g/m 2 ) Tray 1/2 Tray 3 Tray sheets (up to SRA3) 1,500 sheets (A4) 1,000 sheets (A4) 12

13 Multiple 150 sheets (up to SRA3) Bypass Tray Max. Paper Capacity (80g/m 2 )* 4 6,650 sheets Tray to 256g/m 2 Paper Weight Multiple 52 to 300g/m2 Bypass Tray Multiple Copy 1 to 9,999 sheets Auto Duplex Paper Size Width: 100 to 320 mm, Length: 148 to mm Paper Weight 52 to 256g/m 2 Power Requirements AC 230 V 10 A (50 to 60Hz) Max. Power Consumption 2.1kW or less Dimensions [W] [D] [H] 650mm 799mm 1,155mm (25-1/2" 31-1/2" 45-1/2") Weight Approx. 201 kg (443-1/4 lb) Space Requirements [W] [D]* ,525 mm (39" 60") Print Specifications Type Embedded CPU MPC GHz Memory Shared with the copier Print Speed Same as Copy Speed (when using the same original) HDD 250 GB (Shared witd tde copier) Print Resolution 1,800 dpi (equivalent) 600 dpi (at smoothing) or 1,200 dpi 1,200 dpi (in 1,200 dpi mode)* 1 PDL PCL 5e/c Emulation, PCL 6 Emulation, PostScript (3016) 3 Emulation, XPS (Ver. 1.0) Protocol TCP/IP, IPX/SPX (NDS support), SMB (NetBEUI), LPD, IPP1.1, SNMP, HTTP Windows Vista / Vista 64bit / 7 / 7 64bit / 8 / 8 64bit / 8.1 / bit Windows Server 2003 / Server 2003 R2 / Server 2008 / Server 2008 R2 / Server 2012 / Server Support OS 2012 R2 Mac OS 9.2 / X 10.2 / X 10.3 / X 10.4 / X 10.5 (PowerPC) / X 10.5 / X 10.6 / X 10.7 / X 10.8 / X 10.9 (Intel), Linux Fonts PCL 80 Roman fonts PS 137 Roman Type1 fonts Interface Ethernet (10BASE-T/100BASE-TX/1000BASE-T), USB 1.1, USB 2.0, USB Host 13

14 Scanning Function Specifications Type Full-Colour Scanner Interface Ethernet (10BASE-T/100BASE-TX/1000BASE-T) Driver TWAIN Driver, HDD TWAIN Driver Protocol TCP/IP (FTP, SMB, SMTP, WebDAV) (IPv4/IPv6) Scanning Speed Simplex 80 opm (Colour/B&W) (400 dpi, A4 Duplex 180 opm Crosswise) Scanning Size Max. A3 (11" 17") Output Format TIFF, JPEG, PDF, Compact PDF, XPS, Compact XPS, OOXML (pptx, xlsx*, docx*), Searchable PDF*, PDF/A*, Linearised PDF* *Optional Scanning Push 200 dpi / 300 dpi / 400 dpi / 600 dp Resolution Pull 100 dpi / 200 dpi / 300 dpi / 400 dpi / 600 dpi Scan to , Scan to FTP, Scan to BOX (HDD), Scan to PC (SMB), Network Main Functions TWAIN, Scan to WebDAV, Scan to Me, Scan to Home, Scan to USB, Scan to Scan Server, Scan to Web Service (WSD-Scan), Device Profile for Web Services (DPWS) Other Functions Multi-Method Send, Authentication at the time of send (SMTP authentication, POP before SMTP), S/MIME, Annotation Internet Fax Protocol SMTP, POP Connection Mode Full-Mode Sending Paper Size A3, B4, A4 Recording Paper Size Max. A3 Resolution dpi, dpi, dpi, dpi Interface Ethernet (10BASE-T/100BASE-TX/1000BASE-T) Colour Support Colour Internet Fax Format Send: TIFF-F, Receive: TIFF-F, Colour/Grey Scale: TIFF (RFC3949 Profile-C) Fax Kit FK-511 (Optional) Communication Super G3 Compatible Lines Public Switch Telephone Network, Private Branch Exchange, Fax Communication Line Line Density G3 (8 dot/mm 3.85 line/mm, dpi) Modem Speed 2.4 to 33.6 kbps Compression MH/MR/MMR/JBIG Sending Paper Size Max. A3 (Long Lengtd Support: Max.1,000 mm) Recording Paper Size Max. A3 (Long Lengtd Max. 1,000 mm following the page division ) Transmission Speed Less than 3 sec. (A4, V.34, 33.6 kbps, JBIG) Memory Shared witd the copier Number of Abbr. Dials 2,000 Number of Program Dials 400 Number of Group Dials 100 Sequential Multiple Station Transmission Max

15 BID FORM CITY OF ALHAMBRA BID FORM REQUEST FOR PROPOSAL NO. RFP2M18-2 LEASE OF FOUR (4) PHOTOCOPY MACHINES FOR USE BY THE POLICE DEPARTMENT, INCLUDING MAINTENANCE, SUPPLIES AND CONSUMABLES COST TO THE ALHAMBRA CITY COUNCIL: In compliance with the Request for Proposal and, by this reference made a part hereof, undersigned hereby proposes and agrees to furnish and deliver the following equipment at the prices set forth below, in strict conformity with the specifications proposed therefore. Price shall include annual lease and maintenance fees, supplies and consumables cost, State and Local sales taxes, cost for installation of equipment and related expenses, and one training session. Total Cost: $ (36-month cost) TOTAL BID AMOUNT IN WORDS: Note: Bidders are hereby notified that the Alhambra Municipal Code Section reads as follows: BIDDING PREFERENCE FOR LOCAL BUSINESSES. For the purpose of determining the lowest responsible bidder as required by and , 1% of that portion of any bid subject to sales or use tax shall be deducted from such bid where it is determined that if such bid were accepted by the city as the lowest responsible bid received, the city would receive a refund of the 1% sales and use tax imposed by Chapter 3.08 of this code; and, further that the same preference shall be given to those items on which sales and use tax do not apply. ('86 Code, ) (Ord. 3760, passed - -) Signature of Bidder Printed Name Date Phone Number 15

16 CITY OF ALHAMBRA BID FORM REQUEST FOR PROPOSAL NO. RFP2M18-2 LEASE OF FOUR (4) PHOTOCOPY MACHINES FOR USE BY THE POLICE DEPARTMENT, INCLUDING MAINTENANCE, SUPPLIES AND CONSUMABLES COST Breakdown of cost 1. Annual lease fee $ 2. Maintenance fee $ 3. Supplies and consumables cost $ 4. State and Local sales taxes $ 5. Installation of equipment cost $ 6. Related expenses $ 7. Training session $ Per copier cost: Total per year cost: Total cost for 36 Month Lease: $ $ $ 16