Sealed proposals for:, will be received until 2:00 p.m., Wednesday, September 10, 2014, in the Purchasing Division,,, New Castle, DE 19720 (Telephone: 302-395-5250). Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the consideration of this award. INSTRUCTIONS TO BIDDERS Bid envelopes will carry a clear notation in the lower left quadrant, BID FOR Wide Format Copier/Plotter/Scanner,. Any questions concerning the bid(s) should be directed to the at. Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at www.nccde.org/purchasing. Fax bids will not be accepted. New Castle County reserves the right to divide the award unless stated otherwise in the specifications. Awards, if any, will be made by the to the lowest and best responsible bidder. The County reserves the right to reject all bids and to waive minor irregularities. NOTE: If required by State of Federal regulations, vendors will provide the M.S.D.S. sheets for the above projects. 8/19/14 Page 1 of 16
Pursuant to County Ordinance 83-172, 87-105, and Delaware State Law, no contract will be awarded to any vendor unless before or in conjunction with the actual award of the contract to such vendor, has submitted proof satisfactory to the County or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract. Mailing address: 8/19/14 Page 2 of 16
GENERAL New Castle County Department of Administrative Services is seeking bids to replace an existing wide format copier and increase capacity of wide format plotting/ scanning. These functions should provide a fully integrated, network capable system. The system must meet all specifications described herein. New Castle County shall be the sole and final judge of the acceptability of proposed equipment and materials. In addition to the purchase price of the wide format copier, New Castle County requests a 60-month lease option. SUBMITTALS AND DOCUMENTATION A. Bid Instructions 1) Submit for review and approval technical specifications which demonstrate that the proposed system and services meet all specifications and expectations described herein. 2) All proposals shall be evaluated based on the lump sum base bid items listed on the Price Proposal. The bid items listed are generic. The bidder should address these items in a manner which fully describes the equipment and features related to their specific equipment, and breakdown individual components that best describe the system proposed. 3) Proposals shall include a technical description of all products and features proposed. 4) Financing options are requested three (3) and/or five (5) years leasing of the products and services described. Lease terms should include maintenance and supplies required for the normal operation of the equipment. All terms for leasing the equipment should be clearly explained on the attached leasing options form. 5) This bid includes the request for additional equipment/features available for the main products described in the bid specifications. The options described shall be capable of integrating on-site and should be considered standard or frequently requested. At a minimum, additional equipment shall include consumables (toner, ink tanks, print heads, print media, etc.) The price quoted shall include all labor, parts, 8/19/14 Page 3 of 16
software, and training required for the product/feature described. Prices should be valid for a minimum of one (1) year. B. At Delivery/Installation 1) Submit two (2) copies of O&M manuals for the complete system. The O&M manual shall include detailed electrical schematics, complete parts, and material lists for all equipment, manufacturers recommended maintenance procedures and timeframes, and the manufacturer s warranty. 2) Submit two (2) copies of an outline/quick reference sheet(s) that can be posted adjacent to the products provided. C. Upon request, the supplier shall provide the following: 1) Proof of financial stability and ability to deliver the equipment specified. 2) Proof of the facilities, equipment and expertise to demonstrate the manufacturer s commitment to long-term customer service and support. QUALITY ASSURANCE AND WARRANTY A. The bidder shall be a direct and authorized manufacturer s representative of the products proposed and fully capable of handling all technical support issues. B. All equipment shall be of quality construction, free of defects in material and workmanship. A written warranty shall include specific details described below. 1) All equipment, apparatus and parts furnished shall be warranted for ninety (90) days after acceptable installation and training, excepting only those items that are normally consumed in service. The manufacturer shall be solely responsible for the warranty of all equipment components when installation is made and use and maintenance is performed in accordance with the manufacturer's recommendations. 2) Components failing to perform as specified, or as represented by the manufacturer, or as proven defective in service during the warranty period, shall be replaced, repaired or satisfactorily modified by the 8/19/14 Page 4 of 16
manufacturer without cost of parts, shipping, labor, or travel expenses to New Castle County. COPIER / PLOTTER / SCANNER SYSTEM PRODUCTS AND SERVICES This specification describes the wide format copier, plotter and scanning system. The bidder must disclose any deficiencies with meeting the specifications. New Castle County shall be the sole and final judge of the acceptability of proposed equipment and materials. A. General Specifications 1) Minimum 600 x 600 dpi print resolution. 2) Up to 42 integrated wide color print/copy/scan system 120 Volt, 60 Hz power requirement. 3) Energy Star Compliant, with sleep/standby modes. 4) ESRI and AutoCAD compatible, UL Listed. B. Media 1) Minimum two (2) front loadable media roll sources, capable of 36 inch x 500 foot rolls. 2) Manual and automatic roll selection. 3) Able to handle the following media types: a) 18-28# bond b) Polyester Film (3-4 mil) 4) 11 to 36 print width. 5) 17 to 120 print length capable. 6) Automatic width detection. 7) DIN, ANSI and ARCHI media formats. 8/19/14 Page 5 of 16
C. Scanner 1) Minimum 300 dpi resolution. 2) 24 bit color. 3) Allow for three (3) user defined templates for copying and three (3) for scanning to file. 4) 10 linear foot per minute throughput for B&W, 2.5 linear foot per minute for color. 5) Less than 60 seconds warm-up time. 6) Automatic and manual exposure control. 7) Scan to file in TIFF, Multipage TIFF, JPEG or PDF formats. 8) User-defined scan to file locations from the scanner view panel. 9) 10-100 reproduction scale. 10) Image shift, align, mirror, crop, and delete area image editing. 11) Single, set collated and multiple sheet input modes. 12) 120 V, 60 Hz power requirements. 13) Sleep/standby and operating modes. D. Logic Controller 1) Controller to be Windows 7 compliant. 2) Controller to include a minimum 3 GB memory, 250 GB hard drive. 3) RJ 45 interface. 4) Ethernet 10/100baseT network. 5) TCP/IP network protocol. 6) Support the following file formats: a) Vector: HP-GL, HP-GL/2, Calcomp b) Raster: HP-RTL, TIFF 6.0, CALS, C4, NIRS/NIFF c) Adobe Postscript 3/PDF-printing d) JPEG 8/19/14 Page 6 of 16
7) Controller to allow concurrent operations: a) Print and scan b) Print and copy c) Scan and copy d) Process next jobs during printing E. Drivers and Job Submission 1) WPD - Windows Server 2008, Windows Terminal Server, Windows 7. 2) Current AutoCAD support. 3) Adobe Postscript 3 - Windows 7 and Windows Server 2008. 4) Job submission should allow for easy printing of collated sets. F. Remote Applications 1) Queue Manager a) Change settings of printed jobs and jobs in queue. b) View Status. c) History. d) View Status of system components. e) Remote applications to be installed on multiple New Castle County computers. G. Optional Accessories (must be capable of supporting) 1) Stacker a) Minimum 200 sheets b) Collated sets 2) Folder a) Full fold b) Fan fold c) Offline folding 8/19/14 Page 7 of 16
H. All Inclusive Leasing Details 1) 5-year lease term 2) Paper a) Up to 6000 square feet of paper/month b) 24 x500 and 36 x500 c) 2 or 3 core roll paper d) Minimum 20# bond e) Price per square foot for overage amount 3) All toner and consumable maintenance items. 4) Maintenance and repairs of plotter, scanner, related equipment, and installed optional accessories for the term of the lease. 5) Software upgrades for installed software. MAINTENANCE SUPPORT SERVICES A. The bidder shall be capable of providing full technical support on all products provided to New Castle County. Third party support is not acceptable. B. The bidder shall provide at the time of installation a single contact phone number, email address for all technical issues, and scheduling of on-site support. The contact number shall be clearly written on the front of the O&M manuals. C. The bidder shall be able to provide four (4) hour response time for on-site technical support. DELIVERY, INSTALLATION, AND TRAINING Delivery A. Products shall be delivered to the designated site in accordance with manufacturer s recommended procedures, and shall be closely coordinated with New Castle County. 8/19/14 Page 8 of 16
Installation A. Installation requirements shall be reviewed and accepted by New Castle County prior to delivery. This includes power, physical space, network requirements, hardware requirements for remote applications, and all other pertinent information. B. Installation shall be closely coordinated with New Castle County. C. Installation shall include a demonstration that all products, software and features provided are working properly. D. Installation will include any optional accessories that are selected. Training A. Training will be scheduled after acceptable installation of all products and features. B. Training shall include a minimum of four (4) hours of on-site, comprehensive training for New Castle County personnel. C. The trainer shall have a minimum of five (5) years experience with the specific product(s) and features provided. D. Training shall include handouts which outline features, and will be retained by New Castle County personnel. INSURANCE Workers Compensation & Employer s Liability Insurance Vendor shall purchase and keep in force and effect workers compensation insurance that will provide the applicable statutory benefits for all of the vendor s employees who may or do suffer covered injuries or diseases while involved in the performance of their work for the Vendor; and, even if permitted to do so by statute, Vendor shall not reject any workers s compensation insurance option that, in the absence of such a rejection, would be applicable to any of the said employees. The policy providing the workers compensation insurance shall include: (1) broad form all-states coverage; (2) an endorsement that 8/19/14 Page 9 of 16
specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Vendor shall purchase and keep in force and effect, Employers Liability insurance with maximum limits for each employee of $1,000,000 for each bodily injury by accident, or occupational disease, and $1,000,000 aggregate maximum limits for all bodily injuries by accidents and occupational diseases within the coverage period, regardless of the number of employees who may sustain bodily injuries by accident or occupational disease. Automobile and General Liability Insurance Vendor shall purchase: (1) motor vehicle liability coverage, for owned, hired and non-owned vehicles, covering any and all claims for bodily injury and property damage that arise out of Vendor s performance of work for New Castle County, (2) comprehensive Commercial General Liability (CGL) insurance with limits of no less than $1,000,000 each occurrence and $2,000,000 annual aggregate. The CGL policy shall be extended by endorsement or otherwise to also include (a) coverage for Contractual Liability assumed by Vendor, with defense provided in addition to and separate from policy limits for indemnities of the named insured, (b) coverage for Independent Contractor Liability providing coverage in connection with such portion of the Services being subcontracted prior to any of the Services being subcontracted, in accordance with the terms and conditions of this Agreement, (c) coverage for Broad Form Property Damage Liability, (d) coverage for Personal Injury and Advertisers Liability, (e) products and completed operations. ( ) Professional Liability Insurance (applicable if checked) Each vendor of professional services for whom this provision is applicable shall provide professional liability insurance with limits of at least $1,000,000 per occurrence and $3,000,000 annual aggregate. All insurance required under this contract except workers compensation, employers liability, and professional liability (if applicable) shall be provided on a policy(s) that specifically names New Castle County, its officials and employees as additional insureds. Each policy shall provide an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. 8/19/14 Page 10 of 16
Each policy shall be endorsed to require the insurer to give New Castle County at least thirty (30) days advance written notice of the insurer s intention to cancel, refuse to renew, or otherwise terminate the policy, suspend or terminate any coverage under the policy, or reduce any policy limits, increase any policy deductibles, or otherwise modify or alter any terms or conditions of the policy or renewal issued by the same insurer. Each policy shall be written by a carrier licensed by the State of Delaware to do insurance business of the type involved in the State of Delaware, and which has, and maintains for the life of this contract, at least an A rating from the A.M. Best Agency with Stable outlook. Any change in this rating or outlook must be related to New Castle County by the Vendor or insurance carrier as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same. All insurance required under this contract except workers compensation, employer s liability and professional liability shall expressly provide that such insurance shall be primary insurance; and any similar insurance in the name of Vendor shall be excess and non-contributing. Deductibles for insurance provided under this contract shall not exceed five percent (5%) of policy limits. COMPLETION OF WORK It is the intent and purpose to include everything necessary for the thorough and satisfactory completion of the work, although each item or method of execution may not be specifically mentioned. BASIS OF AWARD The Division of Purchasing shall award this contract to the lowest responsible and responsive bidder(s) who best meets the terms and conditions of the bid. The award will be made on the basis of price, product evaluation and prior history of service capability. 8/19/14 Page 11 of 16
The Division of Purchasing reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, award by sections, item by item, or lump sum total, whichever may be most advantageous to New Castle County. There is no guarantee that New Castle County will grant to any awardee any request for services and/or products. Pursuant to County Code, New Castle County reserves the right to purchase goods, contractual, and professional services from other governments and cooperative purchasing agreements when it is determined by the Office of Administrative Services to be in the best interest of the County. FORM OF PROPOSAL INDEMNITY MSDS NOTE Vendor shall provide quote prices on the attached form, signed by an official of the firm authorized to contract with New Castle County. Vendor shall indemnify, defend and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products and/or equipment purchased hereunder, or sustained in or upon the premises of New Castle County. If required by State or Federal regulations, the successful vendor must provide the M.S.D.S sheets to the Risk Management Division and to the requesting department. It is the intent of New Castle County that minority-owned businesses shall have the maximum feasible opportunity to participate in the performance of contracts in the capacity of prime vendor. 8/19/14 Page 12 of 16
FUNDING OUT The continuation of this contract is contingent upon funding appropriated by County Council. DELAWARE LABOR New Castle County encourages the use of Delaware Labor. SUPPLIER DIVERSITY New Castle County encourages supplier diversity among firms. Please provide information on your firm s effort to encourage supplier diversity in your workforce and in the selection of sub-contractors. 8/19/14 Page 13 of 16
FORM OF PROPOSAL SUMMARY Wide Format Copier $ purchase price 60-month lease option $ per Month Including maintenance, paper up to 6000 square feet per month, all toners, consumables. Price per square foot for overage amount $ LEASING COMPANY: AVAILABLE OPTIONS (include on separate sheet) Were exceptions taken to the specification requirements? YES NO If YES, please provide necessary documentation for review and approval. 8/19/14 Page 14 of 16
SIGNATURE PAGE Name of Company Address Telephone No. Fax No. Signature Federal Tax I.D. No. Printed Name Email (REQUIRED) Date 8/19/14 Page 15 of 16
NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT AUTHORIZED REPRESENTATIVE I HEREBY AFFIRM THAT: I am the (title), and I am duly authorized to represent and bind (business) (the Business ), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting. I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR 9.404, and each agency s codification of the Common Rule for non-procurement suspension and debarment. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY. Date: By: Name: Title: (Authorized Representative and Affiant) 8/19/14 Page 16 of 16