OSCEOLA COUNTY BOARD OF COUNTY COMMISSIONERS PROCUREMENT SERVICES OFFICE REQUEST FOR QUOTATION RFQ-14-03834-IS WIDE FORMAT PRINTING EQUIPMENT BIDDER INFORMATION: Company Name:... Address:... Address:... City/State/Zip... County.. Contact Person... Phone Number... Fax Number... Email:.. BIDDER SIGNATURE... Title... DUE DATE: Tuesday, June 10, 2014 at 10:00 A. M. Local Time Osceola County Procurement Services Office Contact Person: Ivette Santiago, Procurement Analyst Procurement Director Address: 1 Courthouse Square, Suite 2300 City, State, Zip: Kissimmee, FL 34741 Phone Number:... 407-742-0938 Fax Number... 407-742-0901 Email: Ivette.santiago@osceola.org For Office/Division: Community Development ISSUED DATE: Friday, May 30, 2014... Date... RETURN BY DUE DATE AND TIME VIA FAX, MAIL OR EMAIL TO CONTACT PERSON STATED ABOVE. Attention: Osceola County, Procurement Services Office, 1 Courthouse Square, Suite 2300, Kissimmee, FL 34741 1. Intent. The intent of this solicitation is to select a successful Bidder for the provision of two (2) KIP 7170 Wide-Format Printer with multi-touch control 12.1 screen, high-definition print technology and integrated print control software. 2. Deliverables and Scope of Services. The successful Bidder shall provide all necessary material and labor for two (2) KIP 7170 Wide-Format Printers with multi-touch control 12.1 screen, high-definition print technology and integrated print control software with the following requirement: a) B/W Copier/Network Printer b) Color and B/W scan to file c) Minimum output of 6 D size prints per minute d) Minimum 12 Multi-Touch Display e) Postscript Scanning f) Remote Printing Operation g) Image Controls h) Print from and to the Cloud (Google Drive, Skydrive, Dropbox.com, Sharepoint) i) High Resolution 600 X 2400 Print Quality j) Front Stacking Tray k) Two Integrated Media Rolls l) Cost Review Applications m) PDF Format Printing n) Integrated USB Drive Connections o) Windows Drivers p) AutoCAD Print Drivers q) 32 & 64 Bit Operating System Compatibility r) Data tracking for Job Accounting s) Scheduled routine preventative, predictive maintenance The KIP product specified must bear the KIP brand name, and must be sold by an authorized dealer or service provider recognized by the manufacturer. The Community Development Department anticipates printing approximately 2,250 square feet per month. 1
3. Delivery and Set-Up: Delivery shall be made to Osceola County Community Development, located at 1 Courthouse Square, Kissimmee, Florida 34741, between the hours of 8:00 A.M. and 3:00 P.M. Monday through Friday. The successful Bidder shall be responsible for coordinating the delivery of all goods/services in a timely manner. Partial deliveries or deliveries on any other date and time shall not be allowed unless written authorization has been obtained from the appropriate County authorized representative. The County shall not pay for any storage charges, Cash on Delivery (C.O.D.) shipments, or packaging or drayage charges. The successful Bidder shall be responsible for all risk of loss, any damage and/or stolen materials and equipment while in transit to the County. At approximately three (3) days after issuance of the purchase order by the County, the successful Bidder shall update the appropriate County representative providing a tentative delivery schedule and project commencement date. This delivery schedule shall be further updated five (5) days as well as twenty-four (24) hours prior to actual delivery to ensure the facility is accessible and ready to receive delivery. Any costs associated with deliveries not properly coordinated with the appropriate County representative shall be borne by the successful Bidder. 4. County Responsibility: The County shall be responsible tor: a) Provide a designated set-up area for the successful Bidder to deliver all necessary materials and equipment required for this project; b) Provide access to the work area; c) Provide electrical service as required; 5. Obligations of the Successful Bidder: It is understood that the successful Bidder shall provide and pay for all labor, tools, materials, permits, equipment, transportation, supervision, and any and all other items or services, of any type whatsoever, which are necessary to fully complete and deliver the services requested by the County, and shall not have the authority to create, or cause to be filed, any liens for labor and/or materials on, or against, the County, or any property owned by the County. Such lien, attachment, or encumbrance, until it is removed, shall preclude any and all claims or demands for any payment expected by virtue of this project. The successful Bidder will ensure that all of its employees, agents, sub-contractors, representatives, volunteers, and the like, fully comply with all of the terms and conditions set herein, when providing services for the County in accordance herewith. The successful Bidder shall be solely responsible for the means, methods, techniques, sequences, safety programs, and procedures necessary to properly and fully complete the work set forth in the Scope of Services. The successful Bidder shall use appropriate tools and/or equipment which are in good repair and proper working order, so as to enable the successful Bidder to complete the services required hereby. 6. Clean-Up: The successful Bidder shall be responsible for the removal, hauling, and legal disposal of all debris generated as a result of performing the services for this turn-key solution on a daily basis; including up to, but not be limited to all packaging materials, crating, cardboard, protective packaging, liners, plastic, etcetera. Any dumpsters located within Courthouse Square shall not be used by the successful Bidder. The successful Bidder shall broom clean the premises upon completion of delivery, installation and, set-up. 7. Price Submittal. The County shall select the lowest quote that is most responsive to the needs of the County as outlined herein. The bidder s price response shall be accompanied by a detail description of the requirement service to be offered. In accordance with the terms, conditions and specifications, I/we, as authorized signatory to commit the firm, do hereby accept in total all the terms and conditions stipulated and referenced in this RFQ document and hereby submits the following prices for RFQ-14-03834-IS, Wide Format Printing Equipment, as follows: Item Description Unit Price Quantity Required 1. Purchase of two (2) KIP 7170 Wide-Format Printers in accordance with the specifications herein, includes delivery, set-up and training. $ 2 $ Extended Price Total $ 2
Item Description Unit Price Quantity Required Scheduled monthly preventative maintenance Inspections, emergency service calls, that includes 2. all replacement parts. $ 12 (please stipulate cost per unit, i.e. square feet, number of pages, monthly cycle, etc.) 3. Black and White Toner $ 4. Color Toner $ Extended Price $ /Per 5. Cost per Square Feet that includes preventative maintenance inspection, service calls, replacement parts, toner and paper. Other Information $ /Per Square Feet 6. Please Stipulate Warranty Period Additionally, please respond to the following questions by placing a check mark ( ) on the appropriate answer: Item Question Response YES Response NO 1. Did you include a copy of your Certificate of Liability Insurance (COI) with your quote submittal? 2. Would you consider accepting payment for services rendered via a Purchasing Card without the addition of convenience and/or service fees of any kind? 3. Did you complete and include Attachment B, Substitute W-9/Vendor Update Form? (1) The County will not consider alternates to the items listed above. If alternates are offered, the County will have the sole and unilateral right to reject the alternate and purchase from vendor providing compliant items. Delivery time will be a factor in the evaluation of this Request for Quotation. (2) All prices quoted shall remain firm for period of one (1) year after the due date of the quotation. (3) Unit Price Accuracy: Please check the stated unit prices before submitting your quote; as no change in prices will be allowed after the due date and time. All prices and notations must be in ink or typewritten. In cases of the extended price irregularities, unit price will prevail. Please note that the County reserves the right to clarify and correct extended price amount errors. (4) Osceola County is exempt from Sales Tax. Certificate No. 85-8013134398C-5. (5) Osceola County s Federal Excise Tax Exempt Certificate No. 59-6000780. (6) If you are offering pricing which is based on other entity or agency solicitation pricing, clearly state so and include a copy of the applicable solicitation with your submittal. (7) Please read the terms and conditions listed below, complete the requested information, and sign in the space provided above. (8) If not submitting a quotation, please indicate NO BID and return this form. Critical Data: (1) Please return your quote submittal via fax, mail or email to the Procurement Services Representative no later than by the due date and time indicated above. (2) Please email questions regarding this quotation only to the Procurement Services Office, Representative. Any interpretations, clarifications, or changes made will be in the form of written addenda issued by the Procurement Services Office. (3) Pursuant to Section 3.10 of the Osceola County Administrative Code, lobbying is strictly prohibited. (4) Please note that all documents sent to the County as part of this Request for Quotation are considered a Public Record of Osceola County as prescribed by Chapter 119, Florida Statutes. (5) Bidder must submit a copy of their Certificate of Insurance with their quote. (6) Any order resulting from this Request for Quotation shall be subject to the attached General Terms and Conditions and all applicable laws, policies and codes. 3
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GENERAL TERMS AND CONDITIONS - READ CAREFULLY Questions relating to this Request for Quotation must be directed to Osceola County Procurement Services at 407-742-0900. RESERVED RIGHTS OF THE COUNTY The County reserves the right to unilaterally cancel this Request for Quotation, at its sole discretion. WRITTEN COMMUNICATIONS The terms and conditions of this Request for Quotation shall not to be modified verbally. All communication shall be in writing. LICENSES A current Local Business Tax Receipt (formerly known as Occupational License) is required by any vendor doing business with Osceola County. QUALITY All materials or services furnished on this order must be as specified and subject to County inspection within a reasonable time after delivery at destination. Variations in materials or services from those specified in this order must not be made without prior written authority from the Procurement Services Director. Material rejected will be returned shall be done so at the vendor s sole risk and expense. QUANTITY/PRICE The quantity of materials ordered or the prices specified must not be exceeded without written authority being first obtained from the Procurement Services Office. INDEMNITY The Vendor hereby agrees to indemnify and save harmless the County, its officers, agents and employees from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions, and cost of actions, including attorney s fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of this Agreement whether by act or omission of the Vendor, its agents, servants, employees, or others, or because of or due to the mere existence of this Agreement between the parties. PATENT/COPYRIGHT HOLD HARMLESS The Vendor shall pay all royalties and assume all costs arising from the use of any invention, design, process, materials, equipment, product or device which is the subject of patent rights or copyrights. Vendor shall, at it s own expense, hold harmless and defend the County against any claim, suit or proceeding brought against the County which is based upon claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under this Purchase Order, constitute an infringement of any patent or copyright of the United States. The Vendor shall pay all damages and costs awarded against the County. PACKING If awarded a purchase order or Agreement, invoices and package lists must clearly be marked with shipper s name, address and Purchase Order Number. Charges are not allowed for boxing, crating or special deliveries unless previously agreed upon in writing. DELIVERY All materials must be shipped F.O.B. Destination. The County will not pay freight or expense charges, except by previous agreement. In the event of the County agreeing to F.O.B. Shipping Point, the VENDOR must PREPAY SHIPPING CHARGES AND ADD TO INVOICE. Delivery must be effected within the time stated on Purchase Order. The County reserves the right to 5 cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on Purchase Order. Deliveries shall be made between 8:30 am and 3:00 pm on regular working days unless otherwise stated. Transport deliveries must be unloaded and ready for inspection prior to 3:00 pm. In case of default by the Vendor, the County may procure the articles or services covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby. MATERIAL SAFETY DATA SHEET As necessary, the Vendor agrees to furnish the County with a current Material Safety Data Sheet (MSDS) on or before delivery of each and every hazardous chemical or substance purchased which is classified as toxic under Chapter 422, Florida Statutes. Appropriate labels and MSDS s shall be provided for all shipments. Send a copy of the MSDS s and other pertinent data to Osceola County Procurement Services and include same with product delivery. OSHA REQUIREMENT The Vendor hereby guarantees the County that all materials, supplies, and equipment as listed on the resulting Purchase Order shall meet the requirements, specifications and standards as provided under the U.S. Department of Labor Occupational Safety and Health Act of 1970, as from time to time amended and in force at data hereof. COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS The Vendor must comply with all applicable state, federal and local laws and regulations etc. This includes but is not necessarily limited to DOT, OSHA, EPA and DEP. AWARD The County reserves the right to reject any or all parts of this solicitation, waive technicalities and to award to most responsive, responsible bidder, as in the best interest of the County. Failure of a Vendor that is awarded a Purchase Order to deliver according to the Purchase Order or to comply with any of the terms and conditions therein may disqualify the Vendor from receiving future orders. PAYMENT TERMS Payment terms are net 30 days upon delivery and acceptance. Osceola County pays in accordance with the Prompt Payment Act Section 218.70, Florida Statutes. APPLICABLE LAW, VENUE AND JURY TRIAL The laws of the State of Florida shall govern all aspects of this order. In the event it is necessary for either party to initiate legal action regarding this order, venue shall lie in Osceola County, Florida. The parties hereby waive their right to trial by jury in any action, proceeding or claim, arising out of this order, which may be brought by either of the parties hereto. AUDITING, RECORDS AND INSPECTIONS The Vendor shall keep books, records, and accounts of all activities, related to this order, in compliance with generally accepted accounting procedures. If required, books, records, and accounts related to the performance of this order shall be open to inspection during regular business hours by an authorized representative of the County and shall be retained by the Vendor, for a period of three (3) years after termination or completion of the services or until the full County audit is complete, whichever comes first. The County shall retain the right to audit the books during the three-year retention period. All books, records, and accounts related to the performance of this order shall be subject to the applicable provisions of the Florida Public Records Act, chapter 119, Florida Statutes. The County also has the right to
conduct an audit within sixty (60) days from the effective date of this order to determine whether the Vendor has the ability to fulfill its contractual obligations to the satisfaction of the County. The County has the right to terminate this order based upon the findings in this audit without regard to any notice requirement for termination. WARRANTY The Vendor agrees to provide a full warranty to the County for all materials and services which it provides hereunder for one full year following the date of delivery or completion of services. In the event that the Vendor is called to perform warranty work, the Vendor will be responsible for all costs incurred in repairing the areas under warranty. If it is determined that new problem areas have appeared which were not areas repaired by the Vendor under the Scope of Services set forth herein, the County will be responsible for the costs incurred in repairing the new areas. The manufacturer s warranty on materials received and installed shall extend for the full warranty period. INSURANCE The Vendor shall have at a minimum the insurance limits listed hereunder; however the County reserves the unilateral and sole right to modify said limits when the type of product or services requested merit a modification of the insurance limits listed herein. The Vendor shall submit a copy of their Certificate of Liability Insurance with their quote submittal. GENERAL LIABILITY: $1,000,000.00 PROFESSIONAL LIABILITY: $1,000,000.00 (only if professional services are to be provided) VEHICLE INSURANCE: $1,000,000.00 Combined Property & Bodily Injury WORKER S COMPENSATION: $1,000,000.00 PRODUCTS LIABILITY: $1,000,000.00 (only if a product is being provided) Upon award, the Vendor shall name Osceola County Board of County Commissioners as a Certificate Holder and shall maintain the coverage limits set forth during the entire term of performing services under this award. LOCAL SMALL BUSINESS ENTERPRISE PROGRAM: Osceola County Board of County Commissioners has established a Local Small Business Enterprise Program (LSBE) to enhance contracting and procurement opportunities for small business enterprises headquartered in Osceola County. The County strongly encourages participation of LSBE in contracting and subcontracting opportunities and has established a 25% participation goal. Should a certified Osceola County LSBE bid on a solicitation issued by the County and submit a bid that is within 5% of the lowest bid, whether or not that bidder is the next lowest bidder, the LSBE may be deemed the lowest bidder if the bidder agrees to reduce its bid to match the bid or quote of the lowest bidder. The LSBE will have three (3) business days to respond in writing to the County s match request. If the lowest LSBE does not elect to reduce its bid, then the next lowest LSBE will be given the opportunity to match the bid or quote using the process stated above, providing that bidder is also within five percent (5%) of the lowest bid or quote. required to report on the percentage and the dollar value of the contract performed by LSBE Subcontractors at the time of submission of each pay application or invoice.. For application of the LSBE preference, the vendor must be certified by Osceola County as an Osceola County LSBE prior to the bid or quote due date and a copy of the certification must be included in the bid or quote submittal. The LSBE Certification process can normally be completed within 15 business days once all required documentation has been submitted. For additional information relating to the qualifications, eligibility and exceptions to this program, please refer to the Osceola County Administrative Code, Chapter 3, Section 3.30 or call the Procurement Services Office at 407-742-0900. MWBE AND SDVBE PARTICIPATION PROGRAMS: The Osceola County Board of County Commissioners has established a Minority and Woman-owned Business Enterprise (MWBE) Program with a 25% participation goal. The purpose of this program is to promote and encourage the participation of MWBE as Contractor or Subcontractor on County awards. Bidders using subcontractors must include a list of subcontractors, which identifies which firms are MWBE and the proposed percentage of the dollar value of the contract to be performed by each firm. During the term of the agreement, Contractors using Subcontractors will be required to report on the percentage and the dollar value of the contract performed by MWBE Subcontractors at the time of submission of each pay application or invoice. The Osceola County Board of County Commissioner has established a Service Disabled Veteran s Business Enterprise (SDVBE) Program to address the economic disadvantage of service-disabled veterans. Whenever the County is considering two (2) or more bids, proposals, or responses to a solicitation for the procurement of goods, services and/or construction, which are equal with respect to price, quality and services where at least one (1) response is from a certified SDVBE, the County shall award the agreement to the SDVBE. Contractors using Subcontractors will be required to report on the percentage of the dollar value of the contract to be performed by MWBE and SDVBE Subcontractors. NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE. Issued by the Procurement Services Office Osceola County, Florida RFQ-14-03834-IS No contract awarded to an LSBE under this section shall be assigned or subcontracted in any manner that permits more than fifty percent (50%) of the dollar value of the contract to be performed by an entity or entities that are not Osceola County LSBE as defined in Chapter 3 of the Administrative Code. Bidders using subcontractors must include a list of subcontractors, which identifies which firms are LSBE and the proposed percentage of the dollar value of the contract to be performed by each firm. During the term of the agreement, Contractors using Subcontractors will be 6