January 13, 1998 - CSMFO



CITY OF CONCORD, CALIFORNIA

May 22, 2008

REQUEST FOR BIDS #2140

MULTI-FUNCTION DEVICES

INSTRUCTIONS TO BIDDER

1. General: The City of Concord seeks bids to furnish all necessary tools and equipment, materials, labor, and supervision (including cost of insurance and all payroll taxes on such labor) for: the purchase and service of Multi-Function Devices. Multi-Function Devices (hereafter referred to as “MFD”) include, and are not limited to, the following functions: copy, print, optional fax, optional scan, etc. Prices quoted shall be F.O.B. jobsite, Concord, California. Jobsite locations are in the City of Concord at the sites selected by the City. No charge shall be allowed for your preparing a response to this Request for Bid document.

The City reserves the right to reject any or all proposals, including without limitation the right to reject any or all nonconforming, non-responsive, unbalance or conditional proposals, re-solicit, and to reject the submittal of any Respondent if City believes that it would not be in the best interest of the City to make an award to that respondent, whether because the submittal is not responsive or the Respondent is unqualified or of doubtful financial ability or fails to meet any other pertinent standard criteria established by City. City also reserves the right to waive informalities, inconsequential deviations or minor irregularities not involving price, time or changes in the work, to the fullest extent permitted by law.

2. Subcontractors: Submittal shall include a list of all subcontractors that bidder contemplates using for approval by the City. Once approved, the list shall not be changed without prior written permission by the City of Concord.

3. Examination of Specifications: Before submitting a bid, each bidder shall be held responsible for having examined the bid document and be fully informed of the conditions, requirements, and specifications of the work or materials to be furnished. Failure to do so will be at the bidder’s own risk and relief on a plea of error cannot be secured.

4. Questions, Interpretations, or Corrections of Bid Document: Bidder shall notify the Purchasing Agent promptly of any error, omission, or inconsistency that may be discovered during the examination of the solicitation.

Questions regarding this solicitation must be submitted in writing, either by mail or fax, to the Purchasing Agent, Anita Bell-Karno at 1435 Gasoline Alley, Concord, CA 94520 or (fax) 925-676-2290 and shall arrive in the Purchase Office no later than 2:00 p.m., Friday, May 30, 2008. Any questions received after that deadline will not be addressed. Bidder’s company name, address, phone number, fax number, and contact person must be included with the questions or comments. Questions or comments received and the City’s response shall be distributed by fax to all known bidders and be posted on the City’s website as an addenda on or about Wednesday, June 4, 2008. Note: The phone number of the Purchasing Office is 925-671-3301. Office hours for the Purchasing Office is 7:00 a.m. to 4:00 p.m., Monday through Friday, excluding holidays.

All clarifications, corrections, or changes to the solicitation document will be made by Addendum only. Bidder shall not rely upon interpretations, corrections, or changes made in any other manner, whether by telephone, in person, or at any pre-bid conference. Interpretations, corrections, and changes shall not be binding unless made by addendum. All addenda issued shall become part of the solicitation and any agreement documents. Any addendum issued will be sent to all know solicitation holders by facsimile or U.S. mail. It is the bidder’s sole responsibility to ascertain that it has received all addenda issued for this solicitation. All addenda must be acknowledged and returned on or before the submittal deadline, unless otherwise directed by an addendum.

5. Prices, Notations, and Mistakes: The bidder is responsible for completing the calculations and providing unit prices. All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent and initialed in ink by the person who signs the bid. Prices shall be stated in units and bids made separately on each item. In case of conflict, unit prices will govern. Where there is a conflict between words and figures, words will govern. The total amount of the bid will be the sum of the total prices of all items in the submittal schedule. The total price of the unit price items will be the product of the unit price and the estimated quantity of the item. In case of discrepancy between the unit price and total price of an item, the unit price shall prevail if the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the amount set forth as the total price by the estimated quantity of the item.

6. Exceptions to Specifications: Bidder must provide with the submittal as an attachment any and all exceptions to either the specifications and/or the terms and conditions contained herein. Failure to note exceptions shall be interpreted to convey the bidder agrees to perform in the manner described and/or specified in this solicitation document.

7. Terms of the Offer: City of Concord’s acceptance of bidder’s offer shall be limited to the terms herein unless expressly agreed in writing by the City of Concord. Bids offering terms other than those shown herein may be declared non-responsive and may not be considered.

8. Agency Compliance: All equipment and materials shall comply with all federal, state, and local safety rules and regulations, including OSHA. All multi-function devices offered must be approved by Underwriters Laboratory.

All transactions related to this solicitation and any order resulting from it shall be governed by the laws of the State of California.

9. Award: The contract, if awarded, will be awarded in accordance to City of Concord Municipal Code, CCMC Article VIII, Section 2-645, based on best value. Bids will be evaluated in four weighted evaluation criteria. These criteria are: Vendor Qualifications and Business Viability (20%); Support and Service (30%); Product Capabilities (20%); and Cost (30%). The aforementioned percentages show the relative importance of individual criterion.

The multi-function devices are groups into three (3) specification groups and there are two (2) schedules. The groups and schedules are described in the Special Provision section of this document. The City prefers to select one vendor for all three specification groups and schedules. However, depending on the evaluation criteria results, the City may select different vendors for each specification and schedule.

Please note that in accordance with Policy and Procedure No. 142, the price bid by vendors located within the boundaries of the City of Concord will be adjusted (in the evaluation process) by the sales tax to be received (0.75%) by the City of Concord due to a local purchase.

Upon notification of award, the successful bidder must provide insurance certificates, business license, and three copies of contract within ten (10) City of Concord working days. Failure to furnish the required documents within the time allowed may result in withdrawal of award.

10. Bid Withdrawal: Bidders’ authorized representatives may withdraw bids only by written request received by the Purchasing Agent before the bid submittal deadline. After that time, bidders may not withdraw their bids for a period of ninety- (90) days from the bid submittal deadline. At no time may the successful bidder(s) withdraw the bid(s).

11. Insurance: Successful bidder must comply with the City of Concord Insurance Requirements included in this solicitation document. Contract will be required to provide Certificates of Insurance with separate endorsements naming the City of Concord, its officers, officials, agents, employees, and volunteers as additional insured and to maintain such insurance for the entire length of the Contract.

Types of insurance required:

1. Workers’ Compensation

2. General Public Liability and Property Damage

3. Automobile and Property Damage

All insurers MUST be listed by the State of California, Department of Insurance as being certificated to transact Surety insurance in the State of California. The insurer must maintain the Certificate of Authority during the entire contract period. If the Certificate is withdrawn during the project, work will be stopped until such time as the contractor furnishes new insurance from a Certified insurer.

12. Business License: The successful bidder will be required to obtain a City of Concord business license and keep it current during the period of performance on the contract resulting from this solicitation. Questions regarding business licenses may be addressed to Mike Snow, Finance Department, 925-671-3306.

13. Submission of Bid: Bid must be submitted on the forms (Submittal Section) supplied in this document and in the format provided. Only one bid will be accepted per bidder - alternative bids will not be accepted.

Response to this solicitation document should provide straightforward and concise descriptions of the bidder’s ability to satisfy the requirements. The submittal must be complete and accurate. Omissions, inaccuracies or misstatements will be sufficient cause for rejection. It is not adequate to reference a brochure or attachment as part of the response. Due to limited storage space, the submittal package should be presented in as a concise method as possible -no fancy bindings, no binders are desired.

The bid submittal must include an original submittal and 9 complete copies. Each copy must be labeled as “copy”. All documents contained in the original bid submittal must have original signatures and must be signed by a person who is authorized to bind the bidding firm. All additional sets may contain photocopies of the original package.

Please note that upon the opening of the bid submittals, all documents submitted in response to this solicitation document will become the property of the City of Concord, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. All propriety information, as defined by the California Public Records Act, must be enclosed in a separate folder or envelope and marked trade secret and submitted with the rest of the proposal. The City will not recognize submittals where all the information in the proposal is submitted as propriety information or a trade secret.

14. Submittal Deadline: Submittals are opened publicly at the office of the City Clerk, 1950 Parkside Drive-M/S 03, Concord, California 94519. Interested parties are invited to attend. A tabulation of submittals will be available within a reasonable time after the bid opening. Bid results will be faxed or mailed to interested parties upon request. Request must be made to the Purchasing Office at 925-671-3301 (phone) or 925-676-2290 (fax). Results will also be posted on the City’s website, .

Bid submittals will be received until TUESDAY, JUNE 17, 2008, 2:00 P.M. as determined by . Late submittals will not be accepted and returned to the respondent unopened. Telephone, telegraphic, electronic, faxed, and late submittals will not be accepted. It is the respondent’s responsibility to see that their bids have sufficient time to be received by the City Clerks Office before the submittal deadline. Bids are to be submitted in a sealed envelope to: Office of the City Clerk, 1950 Parkside Drive, M/S 03, Concord, California 94519. Respondent assumes the burden of delivery. Submittals are to be submitted in a sealed envelope or box clearly marked:

“REQUEST FOR BID # 2140

MULTI-FUNCTION DEVICES

OPEN: TUESDAY, JUNE 17, 2008, 2:00 P.M. ”

CITY OF CONCORD GENERAL AND WORK CONDITIONS

The following conditions prevail:

1. Compensation: The Contractor agrees to receive and accept the prices shown as full compensation for furnishing all the materials and for doing all the work contemplated and embraced in the order; also for all loss or damage arising out of the nature of the work aforesaid, or from the action of all elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of work until its acceptance by the City, and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work and for well and faithfully completing the work, and the whole thereof, in the manner according to the requirements of the City’s inspection.

2. Indemnification: The Contractor shall indemnify, defend and hold harmless City against and from any and all claims or suits for damages or injury arising from Contractor’s performance of this agreement or from any activity, work, or thing done, permitted or suffered by Contractor in conjunction with the performance of this contract, and shall further indemnify, defend and hold harmless City against and from any and all claims or suits arising from any breach or default of any performance of any obligation of Contractor hereunder, and against and from all costs, attorney’s fees, expenses and liabilities related to any claim or any action or proceeding brought within the scope of this indemnification.

3. Laws to be Observed: The Contractor shall keep fully informed of and shall comply with all existing and future State and National laws and all municipal ordinances and regulations of the City of Concord which in any manner affect those engaged, or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same.

4. Contractor’s Licensing Laws: Attention is directed to the provisions of the California Business and Professions Code concerning the licensing of Contractors. All bidders and Contractors shall be licensed in accordance with the laws of the State of California and any bidder or Contractor not so licensed is subject to the penalties imposed by such laws.

5. Permits or Licenses: The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the work.

6. Hours of Work: Eight hours labor constitutes a legal day’s work. The Contract shall forfeit, as a penalty to the City of Concord, $25 for each worker employed in the execution of the contract by the Contractor or any Subcontractor under him/her for each calendar day during which such worker is required or permitted to work more than eight hours in any one calendar day and forty hours in any one calendar week in violation of the Provisions of the California Labor Law.

7. Prevailing Wages: Pursuant to Section 1773.2 of the Labor Code, there is on file with the Purchasing Office of the City of Concord a copy of the prevailing rate of per diem wages to be paid by Contractor. Note: prevailing wage does apply to this contract.

8. Excused for Non-Performance: Either party shall be absolved from its obligations under this contract when and to the extent that performance is delayed or prevented (and in the City of Concord’s case when and to the extent that its needs for the articles, materials or work to be supplied hereunder is reduced or eliminated) by reason of acts of God, fire, explosion, war, riots, strikes, labor disputes, or governmental laws, orders or regulations.

9. Default: If Contractor or Subcontract shall breach any provision hereof or shall become insolvent, enter voluntary or involuntary bankruptcy or receivership proceeding or make an assignment for the benefit of creditors, the City of Concord shall have the right (without limiting any other rights or remedies which it may have hereunder or by operation of law) to terminate this contract by written notice to Contractor whereupon the City of Concord shall be relieved of all further obligation hereunder except the obligation to pay the reasonable value of Contractor’s prior performance (at not exceeding the contract rate), and Contractor shall be liable to the City of Concord for all costs incurred by the City of Concord in completing or procuring the completion of performance in excess of the contract price herein specified. The City of Concord’s right to require strict performance of any obligation hereunder shall not be affected by any previous waiver, forbearance or course of dealing. Time is of the essence hereof.

10. Taxes: Unless otherwise provided herein or required by law, Contractor assumes exclusive liability for, and shall pay before delinquency, all sales, use, excise and other taxes, charges or contributions of any kind now or hereafter imposed on or with respect to, or measured by the articles sold or material or work furnished hereunder on the wages, salaries or other remunerations paid to persons employed in connection with the performance of this contract; and Contractor shall indemnify and hold harmless the City of Concord from any liability and expense by reason of Contractor’s failure to pay such taxes or contributions.

11. Independent Contractor: The Contractor is an independent contractor retained by the City to perform the work described here. All personnel employed by the Contractor, including Subcontractors and personnel of said Subcontractors approved by the City, are not and shall not be deemed to be employees of the City. The Contractor and approved Subcontractors shall comply with all State and Federal laws pertaining to employment and compensation of their employees or agents, including the provision of Workers’ Compensation. The City shall not, under any circumstances, be liable to Contractor for any person or persons acting for him/her for any death, injury, or property destruction or damage received or claimed relating to or stemming from the activities undertaken pursuant to this agreement.

12. Safety: All equipment and materials shall comply with all Federal, State and local safety rules and regulations including OSHA.

13. Construction Claim Resolution: Any claim, controversy, or dispute which may arise between the City and Contractor on the project regarding the work or the rights, duties or obligations under the contract documents which the parties do not promptly resolve, shall be submitted for resolution pursuant to the provisions of the Public Contract Code section 20104 et seq.

14. Attorney’s Fees: In the event that is becomes necessary for either party to bring a lawsuit to enforce any of the provisions of this contract, the parties agree that a court of competent jurisdiction may determine and fix a reasonable attorney’s fee to be paid the prevailing party.

15. Assignment: The City is entering into this agreement in consideration of the rendition of the services required herein by Contractor. Contractor shall not assign any of the duties, responsibilities, or obligations of this agreement to any other firm, company, entity, or individual, except with the express written consent of City. Nothing set forth in this paragraph shall preclude Contractor from assigning any of the money due and owing to it from City.

CITY OF CONCORD INSURANCE AND INDEMNIFICATION REQUIREMENTS

A. Insurance - General

All insurance policies shall bear an endorsement, or shall have attached a rider, whereby it is provided that, in the event of expiration or proposed cancellation of such policies for any reason whatsoever, the City shall be notified by registered mail not less than 30 days before expiration or cancellation is effective.

At the time of execution of the contract, the Contractor shall, at the Contractor's own expense, procure and maintain in full force and effect at all times during the prosecution of the work and for the duration of the warranty period specified in Section SP 2-03 of these Special Provisions, Worker's Compensation Insurance, Commercial General Liability Insurance and Course of Construction Insurance, as follows:

A policy covering the full liability of the contract, to any and all persons employed by him/her directly or indirectly in or upon said work, or their dependents, in accordance with the provisions of the Labor Code of the State of California relating to Worker's Compensation and Insurance.

A policy for “all risk” construction in an amount sufficient to cover all work performed in accordance with the Contract Documents.

A policy of commercial liability insurance naming the City of Concord, the City Council, its servants, agents, and employees, as additional insured, against all loss from liability, contingent or otherwise, for injury to, or death of, any person or persons or damage to real or personal property, arising in or by reason of, or in connection with, the performance of the work herein contemplated and agreeing to defend against all claims, demands, actions, or legal proceedings made or brought by any person by reason of any such injury, death, or damage and to pay all judgments, interests, costs, legal and other expenses arising out of or in connection therewith. One insurance policy shall cover all risks on the work.

Coverage shall not extend to any indemnity coverage for the active negligence of the additionally insured in any case where an agreement to indemnify the additional insured would be invalid under subdivision (b) of section 2782 of the Civil Code.

The policy mentioned in this section shall be issued by an insurance carrier satisfactory to said City and shall be delivered to the City at the time of delivery of such contract. In lieu of actual delivery of such policies, certificate(s) issued by the insurance carrier showing such policies to be in force for the period covered by the contract may be delivered to the City. Such policies and such certificate(s) shall be of a form approved by the City Attorney of said City. Should any policy be canceled before final completion of the work herein contemplated and the Contractor shall fail to immediately procure other insurance as herein required, then the City may procure such insurance and the cost of such insurance shall be deducted from any monies due the Contractor.

With respect to third party claims against the Contractor, the Contractor waives any and all rights of any type of express or implied indemnity against the City, its City Council, officers, employees or agents (excluding agents who are design professionals).

B. Automobile and Liability Insurance

The Contractor shall furnish the City a policy or certificate of liability insurance in which the City, its officers, and agents, are named as an additional insured with the Contractor. Notwithstanding any inconsistent statement in the policy or any subsequent endorsement attached thereto, the City, its officers, and agents, shall be named as an additional insured covering all operations of the Contractor, whether liability is attributable to the Contractor or the City.

The Contractor shall file with the City a satisfactory "blanket coverage" policy of insurance. The policy shall insure the City, its officers, and employees, while acting within the scope of their duties, against all claims arising out of or in connection with the work. The policy shall provide the following minimum limits:

Bodily Injury & Property Damage . . . . . . . $2,000,000 CSL

In those situations where the City, its officers, and agents, are named additional insured with the Contractor, the insurance coverage provided by the Contractor, in accordance with these Specifications, shall be the primary coverage and no other coverage available to City shall be called upon to respond until the limits provided by the Contractor have been exhausted. Contractor shall provide City with evidence of its inclusion in Contractor's insurance, as required by the Specifications, by providing to City a Certificate of Additional Insured Endorsement (ISO Form CG 20 10 11 85).

Except as provided for in Section 7-1.12 of the Standard Specifications, the Contractor shall save, keep, and hold harmless the City, its officers, and agents, from all damages, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property, or of personal injury received by reason of or in the course of performing work, which may be occasioned by any willful or negligent act or omission of the Contractor, any of the Contractor's employees, or any subcontractor. The City will not be liable for any accident, loss, or damage to the work prior to its completion and acceptance, except as provided for in Section 7-1.12 of the Standard Specifications.

C. Worker's Compensation Insurance.

The Contractor's attention is directed to the certification required for Worker's Compensation under the provisions in Section 3700 of the Labor Code.

Before execution of the contract by the City Council, the Contractor shall file with the Engineer the following signed certification:

"I am aware of the provisions of Section 3700 of the Labor Code which required every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this contract."

The form attached in the bid documents shall be executed by the Contractor and submitted with the bid.

The Contractor shall also comply with Section 3800 of the Labor Code by securing, paying for, and maintaining full force and effect for the duration of the contract, complete Worker's Compensation Insurance, and shall furnish a Certificate of Insurance to the Engineer before execution of the contract. The City, its officers or employees, will not be responsible for any claims in law or equity occasioned by failure of the Contractor to comply with this paragraph.

All compensation insurance policies shall bear an endorsement, or shall have attached a rider, whereby it is provided that, in the event of expiration of proposed cancellation of such policies for any reason, whatsoever, the City shall be notified by registered mail not less than 30 days before expiration or cancellation is effective.

D. Qualifications of Insurer’s

All insurance companies providing coverage to Contractor shall be insurance organizations authorized by the Insurance Commissioner of the State of California to transact the business of insurance in the State of California, and shall have an A.M. Best’s rating of not less than “A:VII.”

NOTE: 1. An additional insured endorsement bearing the designation CG D2 52 01 03 or endorsements containing language similar to that contained in said endorsement is not acceptable by the City and will be rejected.

2. The policy shall stipulate that the insurance afforded the additional insureds shall apply as primary insurance. Any other insurance or self insurance maintained by the City will be excess only and shall not be called upon to contribute with this insurance. Such additional insured coverage shall be provided by a policy provision or by an endorsement providing coverage at least as broad as Additional Insured (Form B) endorsement form CG 2010 as published by the Insurance Services Office (ISO)."

3. The Contractor’s insurance is primary. Any City insurance is to be considered excess.

SAMPLE CONTRACT

THIS CONTRACT, made and entered into this ____ day of ____, 2008, between ______________, (hereinafter referred to as "CONTRACTOR") and the City of Concord, a municipal corporation, (hereinafter referred to as "CITY").

1. That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by City, the Contractor agrees with the City, at its own cost and expense, to do all the work and furnish all the equipment, personnel and materials necessary to provide in a good and substantial manner and to the satisfaction of the City the following work: provide _________________, in accordance with the City of Concord Request for Bid (RFB) No. _______ and the ____________ submittal dated _________ __, 2008 which are hereby specially referred to and by such reference made a part hereof.

The work to be done is shown in RFB #____ provided Contractor in connection with the work to be performed hereunder, which RFB# _____ are hereby made a part of this contract.

2. The Contractor agrees to receive and accept _____________________________ , as full compensation for furnishing all equipment, personnel and materials and for doing all the work contemplated and embraced in this agreement.

3. The City hereby promises and agrees with the Contractor to employ, and does hereby employ, the Contractor to provide the equipment, and personnel and materials and to do the work according to the terms and conditions herein contained and referred to, for the price aforesaid, and hereby contracts to pay the same at the time, in the manner and upon the conditions as provided; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained.

4. It is further expressly agreed by and between the parties that should there be any conflict between the terms of this instrument and the bid or proposals of said Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith.

5. Time is of the essence to the terms of this contract.

IN WITNESS WHEREOF, the parties to these presents have executed this Contract on the day and year first above written.

CITY OF CONCORD, a municipal corporation

By:

Edward R. James

City Manager

CONTRACTOR

Signature

Print or Type Name

APPROVED AS TO FORM:

City Attorney

ATTEST:

City Clerk

SPECIAL PROVISIONS

1. General: The City of Concord’s multi-function devices (MFD) for copying printing, scanning and faxes are managed in a replacement fund. The expected life of a MFD is four (4) years, with an optional fifth year. MFDs are used by multiple users. Certain offices of the City operate twenty-four hours per day, seven days per week. Most offices operate Monday through Friday. MFDs acquired as a result of this solicitation document will be placed in various City offices which are located in various buildings throughout the City of Concord. One location is a three-story building.

2. Scope: The City of Concord requests bids for seventeen (17) new, unused multi-function devices (MFD). Reconditioned MFDs are not acceptable. MFDs which have been previously placed and later rejected are not acceptable. The successful bidder(s) is required to furnish, deliver, install, service and support the proposed equipment.

MFDs shall be installed complete with necessary supplies for immediate operation. MFDs shall be tested and any adjustment made, as per manufacturer’s specifications, to ensure optimal performance of the equipment. Additionally, all operating supplies, maintenance, and all repair parts are to be provided by the successful bidder during the term of the contract. Only staples and paper are not to be provided by the vendor.

Current equipment will be traded-in. Information regarding this equipment are included in “Attachment A” The amount offered by the bidder will be deducted from the cost of the new equipment and will be considered in the evaluation. The successful vendor will be required to remove the existing MFDs as new equipment is being installed.

Additionally, July 2009, approximately four (4) units (See Attachment B) are scheduled to be replaced. Bidders are requested to indicate on the submittal if the pricing, terms and conditions will be held firm for the next group of MFDs due to be ordered July 2009. In addition, the City may wish to acquire additional units beyond July 2009 throughout the term of the contract. If the successful bidder(s) agree to hold firm for the units awarded for the July 2009 order and future orders throughout the contract period at the awarded prices, the City may, at its option, acquire MFDs from the result of this solicitation document. Should the City require additional units and the models awarded are discontinued and no longer available, the City may negotiate with the successful bidder for additional equipment during the term of the contract. The bidder’s response will not be a consideration in the bid evaluation. As the exact number and type of MFDs to be acquired will be determined at a later time, the cost per copy (for either Schedule I or Schedule II) and the guaranteed minimum number of copies will be prorated based on this solicitation document.

For the purposes of this bid, all references to Multi-Function Devices (MFD) refer to both the equipment and the software supplied by the successful bidder.

3. Manufacturer’s Authorization: Bidder must be officially authorized by the manufacture of the proposed MFDs to sell, support, and service the MFDs offered. Written documentation of authorization from the manufacturer is required as part of the submittal.

Supplies: The successful bidder shall only use OEM supplies and replacement parts in the MFDs proposed. The successful bidder will be responsible to pickup and recycle depleted toner cartridges.

Customer Support Services: Under the terms of this bid, the successful bidder(s) agrees to provide on-going telephone support regarding the use of the MFDs proposed to the City of Concord end-user department, Information Technology, Purchasing, and any other to-be-determined staff. Successful bidder(s) shall provide contact person(s) names(s) and telephone number(s) for the telephone support, sales support, service support and field service technicians.

The successful bidder shall provide a minimum of eight (8) one-hour of orientation and training sessions for the end-user department staff on all aspects of machine operation, maintenance, and supply replenishment. These sessions will be held in Concord at the City’s specified locations. On-going telephone support shall be included during the life of the equipment.

Maintenance and Repairs: Multi-Function Devices furnished will not be eligible for removal from maintenance coverage until after 7 years of life from the last date of manufacture, provided they have been operated at the manufacturer’s recommended number of copies or less per month. The successful bidder(s) must provide manufactures notices of discontinuing the production of any of the MFDs proposed and furnished hereunder. Maintenance coverage offered in each instance is to be a full service maintenance contract including all toner, developer, fuser oil, drums, repair parts, labor and preventative maintenance service. The only supply items not included are paper and staples. As part of the maintenance and repair service, the successful bidder(s) shall provide and install all toner, developer, fuser oil, etc. The only supplies not to be supplied and installed by the successful bidder(s) are paper and staples. Bidder is also responsible to remove and dispose of used supplies containers.

Response time to a request for service shall be no more than 4 hours. “Response” is defined as from the time the service call is placed to the time a technician arrives at the equipment location. Failure to respond as required will cause the City to take a service credit and withhold that amount from invoices owed the successful bidder(s). The service credit shall be $25.00 per hour for each hour or part of an hour beyond the 4th hour. Scheduled preventative maintenance calls are not considered repair calls and are not included in this response time.

If during the repair call it is determined that a MFD cannot be repaired in place within 48 hours (note: not working hours) of the time a repair call is placed, another MFD of equal or better size and features is to be supplied at no cost other than the per copy charge in effect at the time. The substitute MFD is to be placed within 24 hours (note: not working hours) of that determination.

The vendor guarantees each MFD purchased will perform all equipment functions to the manufacturer’s specifications during the term of the contract. Each MFD provided shall perform all equipment functions to the manufacturer’s specifications for a minimum of 95% of the business hours of each location. Any MFD that does not meet the 95% measurement for any ten (10) consecutive City of Concord workday period during the contract term shall be replaced with an equal or better model. Such replacement shall be made at no cost to the City of Concord. If the successful bidder(s) has not corrected the non-performance MFD within thirty (30) calendar days, the City may, by registered letter, provide notice of intent to cancel the non-performance MFD(s) in thirty (30) calendar days, after which no further obligation is due to the vendor. The vendor, however, may be liable for costs incurred by the City to find and place a replacement unit.

All repair/service technicians dispatched to the City of Concord shall be fully aware of the conditions contained herein.

Repair Credit: The City will require a per copy credit for all copies made during the course of repair testing. The credit must appear separately on the quarterly invoices.

Energy Usage: All proposed multi-function devices shall be Energy Star and/or Energy Star II compliant.

Contract Term: The term of the contract for Schedule I or Schedule II shall be in effect for a period of four (4) years. At its option, the City of Concord may extend this contract for a fifth year. The beginning date shall be when the last MFD has been installed and been accepted.

Termination for Non-Appropriations: The City of Concord’s obligation to pay any amounts due for those fiscal periods succeeding the current fiscal period are contingent upon legislative appropriation or approval of funds for that purpose. Therefore, the City may terminate this agreement with respect to not less than the entire term effective as of the end of any of its succeeding fiscal periods by giving (60) calendar days prior written notice of the termination and establishing a termination date. No termination fee shall be allowed.

All obligations of the City to make payments due after the termination date will cease. Notwithstanding the foregoing, the City agrees to (1) not terminate this agreement under this provision if any funds are appropriated to perform the services of this agreement, and (2) that the City will use its best efforts to obtain appropriation of the necessary funds to avoid termination of this agreement.

Billing and Payment: One invoice for all devices by group (i.e. Specification 1) is to be submitted quarterly in arrears. The cost for excess copies will be made quarterly and based on a group total. The invoice shall list each device with location separately, the number of copies, and the amount per copy charged. There is to be one remittance address.

Bid Structure: Historically, the City purchased their multi-function devices (MFDs). The bidder is responsible for completing the calculations and providing unit prices. In addition, the successful bidder(s) is required to provide firm pricing for the duration of the contract. All costs to the City, specifically identified and otherwise, must be included in the submittal. Requests for additional compensation by the successful bidder will be denied.

The multi-function devices are separated into three groups. Specification 1 has a minimum copy speed of thirty (30) pages per minute; Specification 2 has a minimum copy speed of fifty (50) copies per minute; and Specification 3 has a minimum copy speed of sixty (60) copies per minute. This and the additional feature requirements are listed in the “Specification” section of this document.

Schedule I is for the purchase of B/W (black-white/no color) equipment and service over the contract period less trade-in of existing equipment. Service shall be on a cost per copy basis and include support, maintenance, all repair parts, and all operating supplies (i.e. toner, developer, fuser oil, etc) with the exception of staples and paper.

Schedule II is for the purchase of color equipment and service over the contract period less trade-in of existing equipment. Service shall be on a cost per copy basis and include support, maintenance, all repair parts, and all operating supplies (i.e. toner, developer, fuser oil, etc) with the exception of staples and paper.

For both Schedule I and Schedule II the cost per copy is based on a group (Specification) basis. The City will guarantee a quarterly minimum number of copies per Specification. The minimum quarterly guarantees are: Specification 1 –75,000 copies (for 5 MFDs); Specification 2 – 275,000 copies (for 8 MFDs); and Specification 3- 250,000 copies (for 4 MFD). For evaluation purposes, the guaranteed quantity plus the excess copy charges (plus other costs as listed in each schedule) will be considered. The City may purchase a mix of color and B/W equipment within any of the specification group.

Current equipment will be traded-in. Information regarding these units are included in “Attachment A” The amount offered by the bidder will be deducted from the cost of the new MFDs and will be considered in the evaluation. The successful bidder will be responsible for removing said equipment and disposing equipment in an environmentally responsible manner.

13. Evaluation Criteria: Submittals in response to this solicitation document will be evaluated in two phases. The first phase is a preliminary screening and rating in detail to determine its compliance with the requirements. There will be four evaluation teams; each tasked with a specific criterion. There are four criteria. Each criterion is weighted. These criteria are Vendor Qualifications and Business Viability (20%); Support and Service (30%); Product Capabilities (20%); and Cost (30%). The aforementioned percentages show the relative importance of individual criterion. Bidders must include in their submittal, information to each element of each criterion. The information must show how each element is met or exceeded. Elements are as follows:

a. Vendor Qualifications and Business Viability: The vendor’s structure and stability.

b. Support and Service: The ability of the bidder to provide support during the term of the contract.

c. Product Capabilities: The functions of the multi-function device.

d. Cost: The total cost of the multi-function device will be considered. The total cost includes the cost of the equipment, excess copy charges, service, and supplies during the life of the equipment.

The scores from all the evaluation teams for each submittal will be combined. A ranking based on the Phase 1 evaluation will be established. From that ranking, only the top bidders will be considered in Phase 2. The second phase of the evaluation includes contacting references and equipment demonstration.

14. Evaluation – Phase 1: There will be four evaluation teams. Each evaluation team is responsible for one of the criteria. Each submittal will be reviewed and rated. Each element of the criteria will be rated on a point scale of 0 to 5. “0” indicates failure and “5” indicates outstanding. More specifically, the point structure is as follows:

“0” – The submittal does not address or in no way meets the minimum requirement/element; the submittal may be considered non-responsive and may be rejected.

“1” – Indicates the minimum requirement/element is addressed but fails to meet minimum requirements; the submittal may be considered non-responsive and be rejected.

“2” – Indicates the minimum requirement/element is met.

“3” – Indicates the minimum requirement/element is met and is slightly exceeded.

“4” – Indicates the minimum requirement/element is highly exceeded.

“5” – Indicates the minimum requirement/element is exceeded on an exceptionally high level.

15. Evaluation Phase 2: The top rated bids from Phase 1 will be considered for the Phase 2 evaluation which consists of, but is not limited to, the following:

XX.

XXI. a. References: As part of the submittal, a minimum of three (3) references is required. Each reference must be current, having been a client over the last two years, and of similar scope. Each reference must include the MFD model(s) used, the number of MFDs and their dates installed, the average monthly volume of the MFDs, the name of the company or organization, the name of a contact person, the address, telephone number, and fax number. The City reserves the right to contact these references as part of the evaluation.

b. MFD Demonstration: Upon completion of the evaluation of the bid submittals, the top bidders may require a demonstration of any MFDs offered. Upon receipt of a written notice which will be faxed by the Purchasing Office, the bidder must provide said MFD at a location determined by the City within five (5) City of Concord working days. The City will retain and test the MFD for five (5) City of Concord working days. If the bidder fails to provide the MFD or fail to get the MFD operational as defined, the submittal will no longer be considered. MFDs provided for demonstration purposes will be provided at no cost to the City.

It is possible the City may evaluate more than one MFD at a time and several of the demonstration MFDs may be set up in one location, side by side, during the demonstration period. Employees may consider such factors as, but not limited to ease of use including: simple, easy to follow instructions for operations such as making single and multiple copies, changing paper sizes, collating, duplexing, operating.

Schedule: It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the dates.

Date(2008) Event

May 22: Bids release, notice posted, posted on web

May 30: Bidders written questions due into Purchasing

June 4: Answers faxed to all bidders, posted on web

June 17: Bids due to City Clerk’s Office, bid opening.

June 18 through

June 27: Bid submittal evaluation by teams – Phase 1 evaluation

June 30: Notice faxed to top bidders for demo

July 1 through

July 15: Equipment demo, references checked – Phase 2 evaluation

July 22: Award determination made

July 24 through

August 14: Contract procedure

August 15 through

August 29: Installation

The City of Concord reserves the right to modify this schedule as necessary.

17. Installation, Inspection, and Acceptance: The successful bidder(s) will coordinate the installation phase with City staff. Upon installation, the City shall operate the MFD for thirty (30) days. All functions must work in the City’s environment without difficulty or failure. The successful bidder(s) will be noticed of any and every difficulty or failure. Should the MFD not perform in accordance with the requirements stated in this solicitation document to the satisfaction of City staff, the MFD must be removed (at the successful bidder(s)) expense and the contract may be terminated. Upon successful performance of the MFD during this thirty- (30) day period, the MFD will be accepted and the contract shall begin.

SPECIFICATIONS

MULTI-FUNCTION DEVICES SPECIFICATIONS:

The minimum equipment requirements are as follows:

Specification 1:

|Description |Minimum Requirement |

|Speed |30 PPM |

|Minimum Memory |64 MB |

|Reduction / Enlargement |50 – 200 |

|Continuous Copying |1 – 999 |

|Original Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Output Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Duplex |Auto (1:2, 2:2, 2:1) |

|Auto Document Feed |RADF |

|Sorter |20 sets |

|Stapling |Required |

|Message Display |Required |

|Help Key |Required |

|Hole Punch |Optional |

|Paper sources # |2 |

|Paper Capacity |1000 |

|Network Card |100 Base T |

|Print Drivers |Win 2000, Win XP, Vista, Win 2000 active directory, Win 2003|

| |active directory |

|PDL |PCL5, PS 3 |

| | |

Current Equipment is:

|ID |Model |Location |Room Note |Replacement Date |

|1-1 |Panasonic-MFD- DP-3010 |PD-Valley Field Office |33 |2009 |

|1-2 |Panasonic-MFD- DP-3010 |PD-South Field Office |30 |2009 |

|1-3 |Panasonic-MFD- DP-3010 |PD-Northern Field Office |22 |2009 |

|1-4 |Panasonic-MFD- DP-3010 |PD-Chief's Office | |2008 |

|1-5 |Panasonic-MFD- DP-3010 |PD-Records |24 |2008 |

|1-6 |Panasonic-MFD- DP-3010 |Senior Center | |2008 |

|1-7 |Panasonic-MFD- DP-3010 |City Hall - Bldg C |IT Dept |2008 |

|1-8 |Panasonic-MFD- DP-3010 |Yard |Purchasing |2008 |

|1-9 |Panasonic-MFD- DP-3030 |Cowell Pool | |2010 |

|1-10 |Panasonic-MFD- DP-3030 |Center Concord | |2010 |

Specification 2:

|Description |Minimum Requirement |

|Speed |50 PPM |

|Minimum Memory |128 MB |

|Reduction / Enlargement |50 – 200 |

|Continuous Copying |1 – 999 |

|Original Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Output Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Duplex |Auto (1:2, 2:2, 2:1) |

|Auto Document Feed |RADF |

|Sorter |20 sets |

|Stapling |Required |

|Message Display |Required |

|Help Key |Required |

|Hole Punch |Required as an Option |

|Paper sources # |4 |

|Paper Capacity |2500 |

|Network Card |100 Base T |

|Print Drivers |Win 98, Win 2000, Win XP, Win NT4.X, Win 2000 active |

| |directory, Win 2008 active directory, Sun Solaris 7.X |

|PDL |PCL5, PS 3 |

| | |

Current Equipment:

|ID |Model |Location |Room Note |Replacement |

| | | | |Date |

|2-1 |Panasonic-MFD- DP-6010 |PD-Field Ops | |2009 |

|2-2 |Panasonic-MFD- DP-6010 |PD-Traffic |31 |2008 |

|2-3 |Panasonic-MFD- DP-6010 |City Hall - Bldg & Eng | |2008 |

|2-4 |Panasonic-MFD- DP-6010 |HR |Back Door |2008 |

|2-5 |Panasonic-MFD- DP-6010 |PD-Administration | |2008 |

|2-6 |Panasonic-MFD- DP-6010 |City Hall - Bldg C |Accts Payable |2008 |

|2-7 |Panasonic-MFD- DP-6010 |Corp Yard |Maint. Office |2008 |

|2-8 |Panasonic-MFD- DP-6010 |City Hall - Bldg A |City Attorney |2008 |

|2-9 |Panasonic-MFD- DP-6010 |City Hall - Bldg A |City Manager |2008 |

Specification 3:

|Description |Minimum Requirement |

|Speed |60 PPM |

|Minimum Memory |256 MB |

|Reduction / Enlargement |50 – 200 |

|Continuous Copying |1 – 999 |

|Original Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Output Paper Size – Min / Max |5.5” x 8.5” / 11” x 17” |

|Duplex |Auto (1:2, 2:2, 2:1) |

|Auto Document Feed |RADF |

|Sorter |20 sets |

|Stapling |Required |

|Message Display |Required |

|Help Key |Required |

|Hole Punch |Required as an Option |

|Paper sources # |4 Large capacity |

|Paper Capacity |3000 |

|Network Card |100 Base T |

|Print Drivers |Win 98, Win 2000, Win XP, Win NT4.X, Win 2000 active |

| |directory, Win 2008 active directory, Sun Solaris 7.X |

|PDL |PCL5, PS 3 |

| | |

Current Equipment:

|ID |Model |Location |Room Note |Replacement |

| | | | |Date |

|3-1 |Panasonic-MFD- DP-6010 |City Hall - Bldg C |Supply Room |2008 |

|3-2 |Panasonic-MFD- DP-6010 |City Hall - Bldg D |West |2008 |

|3-3 |Toshiba-e-studio |PD-Investigations |19 |2008 |

|3-4 |Toshiba-e-studio |PD-Records |24 |2008 |

2. OPTIONAL FUNCTIONS: The functions listed below are optional. Bidders are requested to provide pricing on these features. These features may be added at the option of the City of Concord at award.

a. Fax: Optionally the City may wish to order functionality to fax from the MFD. The ability to fax may be ordered on none, some or all devices at time of order. Please provide a separate line item cost of this feature for each specification type you have bid.

b. Scanning: Optionally the City may wish to order functionality to scan images on the MFD and retrieve that image on a network attached PC. Scanning functionality may be ordered on none, some or all devices at time of order. Please provide a separate line item cost of this feature for each specification type you have bid.

c. Copy Control: Optionally the City may wish to order functionality to monitor the number of images by account number output on the MFD. The ability to provide access codes and account codes for tracking the usage of images across multiple accounts may be ordered on none, some or all devices at time of order. Please provide a separate line item cost of this feature for each specification type you have bid.

d. Security - Password: Optionally the City may wish to order functionality for secure printing on the MFD. The ability to allow a user to password protects print jobs for confidential documentation is desired. If a user selects password protection, printing does not start unless the user enters the user ID and password on the device panel. This feature may be ordered on none, some or all devices at time of order. Please provide a separate line item cost of this feature for each specification type you have bid.

CITY OF CONCORD

RFB #2140 “MULT-FUNCTION DEVICES”

BID SUBMITAL

TO THE CITY COUNCIL OF THE CITY OF CONCORD:

In compliance with the notice inviting sealed bids, the undersigned hereby proposes to furnish all necessary tools and equipment, materials, labor, and supervision (including cost of Workers’ Compensation Insurance and all payroll taxes on such labor) to complete the MULT-FUNCTION DEVICES, in accordance with the Specifications and City of Concord General and Work Conditions therefor, and further agrees to enter into a Contract therefor, at the prices listed in the accompanying proposal. Prices are F.O.B. Concord, California and include all costs.

Please note:

Bid must be submitted on the forms supplied in this document and in the format provided. Only one bid will be accepted per bidder - alternative bids will not be accepted.

Response to this solicitation document should provide straightforward and concise descriptions of the bidder’s ability to satisfy the requirements. The submittal must be complete and accurate. Omissions, inaccuracies or misstatements will be sufficient cause for rejection. It is not adequate to reference a brochure or attachment as part of the response. Due to limited storage space, the submittal package should be presented in as a concise method as possible -no fancy bindings, no binder.

The bid submittal must include an original submittal and 9 complete copies. Each copy must be labeled as “copy”. All documents contained in the original bid submittal must have original signatures and must be signed by a person who is authorized to bind the bidding firm. All additional sets may contain photocopies of the original package.

The multi-function devices are grouped into three specifications groups. Cost is being addressed by two different schedules. The first schedule is based on the B/W multi-function devices being purchased plus the cost of maintenance and supplies. The second schedule is based on the color multi-function devices being purchased plus the cost of maintenance and supplies.

Bidder:

1. RESPONSE TO EVALUATION CRITERIA: Respond to the elements for Vendor Qualifications and Business Viability; Support and Service; and Product Capabilities. The response must be in the same order as the Criteria and the elements listed in this document. Each section is to be clearly labeled as to which criterion is being addressed. Attach to the back of this solicitation document. Name of bidder must be on each page.

Vendor Qualifications: Please describe your company, including:

1)       Headquarter location

2)       Date business established

3)       Current number of employees

4)       Private or public company

5)       Annual Sales

6)       Organization chart

7)       Statement of Qualifications

Bidder:

Bidder:

| | | |Response | |Example / Comment |

| | | |Specification 1 |Specification 2 |Specification 3 | |

|Vendor Qualifications - Business Viability | | | | |

| |User Base | | | | |

| | |Number of Customers | | | |Example: 1,025 total |

| | |Number of MFP Installations in No. Cal. | | | |Example: 365 MFP installations |

| | |Total Number of Installations in No. Cal. | | | |Example: 900 total installations |

| |Competitive Differentiators / Strengths | | | | |

| | |Strategic relationships, 3rd party solutions | | | |Example: Indicate key partners |

| | |Key customer relationships | | | |Example: Indicate other city gov't customers |

| | |Local Business | | | |Example: Address of office closest to Concord |

| | |Authorized Representative | | | |Example: 4 years as authorized representative |

| |Proposed Equipment | | | | |

| | |Manufacturing status (In Production?) | | | |Example: In Production or Discontinued |

| | |USA introduction date | | | |Example: January 2003 |

| | |Recommended monthly volume | | | |Example: 20,000 CPM |

| | |Maximum monthly volume | | | |Example: 50,000 CPM |

| | |PM Cycle | | | |Example: Every 100,000 pages |

| | |OEM | | | |Example: Mfg by _____ |

| | |Type | | | |Example: Digital or Analog |

| | |Electrical requirements | | | |Example: 120V, 60Hz |

| | |Dedicated circuit required | | | |Example: Yes or No |

| | |Dimensions | | | |Example: 24"W x 40"D x 30"H |

| | |Weight | | | |Example: 200 lbs |

| | | | | |

| |Support Contract | | | | |

| | |Repairs | | | |Example: Included |

| | |Supplies | | | |Example: Included, except for paper and staples |

| | |Software | | | |Example: All software support included |

| | |Training | | | |Example: In-house training included |

| | |Remote configuration by IT | | | |Example: Yes or No |

| | |Device reporting | | | |Example: Yes or No for Config & volume, etc. |

| |Service | | | | |

| | |Installation support | | | |Example: Included |

| | |# of HW svc/support staff in SF Bay Area | | | |Example: 15 staff |

| | |# of SW svc/support staff in SF Bay Area | | | |Example: 10 staff |

| | |Help Desk Availability - Hours / Days | | | |Example: 7x24, M-F 8:00 AM - 5:00 PM PST |

| | |Call for Service - Avg response time | | | |Example: 2 hours |

| | |Remote maintenance | | | |Example: Remote diagnostics |

| | |On-line documentation | | | |Example: Complete PDF documentation provided |

| | |Technicians certified by Mfg. | | | |Example: Yes or No |

| |Performance | | | | |

| | |Loaner equipment | | | |Example: Provided if est. down time > 8 hours |

| | |Replacement euipment | | | |Example: Provided if HW failure > 20 days |

| | |Average number of images between failure | | | |Example: 96,000 images |

| | | | | |

| |Requirements | | | | |

| | |Supports RFP specifications | | | |Example: Fully supports all RFP specifications |

| | |Client support: | | | | |

| | |Windows XP | | | |Example: Yes or No |

| | |Vista | | | |Example: Yes or No |

| | |Linux | | | |Example: Yes or No |

| | | | | | | |

| | |Windows 2003 Active Directory | | | |Example: Yes or No |

| | |Windows 2008 Active Directory | | | |Example: Yes or No |

| | |Linux | | | |Example: Yes or No |

| | |Support address management | | | | |

| | |Dynamic | | | |Example: Yes or No |

| | |Multifunctionality | | | | |

| | |Printer | | | |Example: Standard, Optional or None |

| | |Fax | | | |Example: Standard, Optional or None |

| | |Scanner | | | |Example: Standard, Optional or None |

| | |Color Scanning | | | |Example: Standard, Optional or None |

| | |Other | | | |Example: Standard, Optional or None |

| | |Processor Memory | | | | |

| | |Standard Memory Mb | | | |Example: 32 MB |

| | |Maximum Memory Mb | | | |Example: 256 MB |

| | |Printer Hard Disk | | | |Example: Standard, Optional or None |

| | |Postscript Support | | | |Example: PostScript 3 |

| | |PCL Support | | | |Example: PCL5, PCL6 |

| | |Connections | | | | |

| | |1000BaseT | | | |Example: Yes or No |

| | |Wireless (state 802.11 a / b / g / n) | | | |Example: Standard, Optional or None |

| |Optional Requirements | | | | |

| | |Scanning | | | | |

| | |Scan to e-mail | | | |Example: Standard, Optional or None |

| | |Scan to FTP | | | |Example: Standard, Optional or None |

| | |Scan to Other File Formats | | | |Example: PDF, TIFF, JPEG, etc. |

| | |Scan to Other | | | |Example: Standard, Optional or None |

| | |Add scanning functionality after install? | | | |Example: Yes or No |

| | |Fax | | | | |

| | |Compatibility | | | |Example: ITU Group 3 with ECM |

| | |One-Touch / Group / Total Keys | | | |Example: 40/40/200 |

| | |2 Telephone Lines | | | |Example: Standard, Optional or None |

| | |Modem Speed Std. | | | |Example: 33,600bps |

| | |Compression | | | |Example: MH, MR,MMR, JBIG |

| | |Re - Dials | | | |Example: # of redials |

| | |Delayed TX | | | |Example: Standard, Optional or None |

| | |Other Options | | | |Example: Please List |

| | |Add fax functionality after install? | | | |Example: Yes or No |

| |Features | | | | |

| | |Paper Printing Options | | | | |

| | |Min Output Size | | | |Example: 8.5 x 11 |

| | |Max Original Size | | | |Example: 11 x 17 |

| | |Min Original Size | | | |Example: 3 x 5 |

| | |Mixed Size Originals | | | |Example: Yes or No |

| | |Auto Duplex (ADU) | | | |Example: Yes or No |

| | |ADU Max Size | | | |Example: 8.5 x 11 |

| | |Std. Paper Sources | | | |Example: 2 |

| | |Max Paper Sources | | | |Example: 4 |

| | |Std. Paper Capacity | | | |Example: 500 sheets |

| | |Max Paper Capacity | | | |Example: 3000 sheets |

| | |Large Capacity Tray (LCT) | | | |Example: Standard, Optional or None |

| | |LCT Capacity | | | |Example: 2500 sheets |

| | |Finisher/Sorter | | | |Example: Standard, Optional or None |

| | |Bins | | | |Example: 2 |

| | |Capacity | | | |Example: 500 sheets |

| | |Auto Stapler | | | |Example: Standard, Optional or None |

| | |Bins | | | |Example: 1 |

| | |Capacity | | | |Example: 30 sheets |

| | |Stapling Positions | | | |Example: 8 |

| | |Folding | | | |Example: Standard, Optional or None |

| | |Hole Puncher | | | |Example: Standard, Optional or None |

| | |Saddle Stitch Finisher | | | |Example: Standard, Optional or None |

| | |Guillotine / Trimmer | | | |Example: Standard, Optional or None |

| | |Copier Document Production Capabilities | | | | |

| | |4-in-1 Mode | | | |Example: Yes or No |

| | |Booklet Mode | | | |Example: Yes or No |

| | |Book Copy | | | |Example: Yes or No |

| | |Date/Time Stamp | | | |Example: Yes or No |

| | |Frame/Fold Erasure | | | |Example: Yes or No |

| | |Image Insert | | | |Example: Yes or No |

| | |Image Overlay | | | |Example: Yes or No |

| | |Image Repeat | | | |Example: Yes or No |

| | |Image Rotate | | | |Example: Yes or No |

| | |Image Shift | | | |Example: Yes or No |

| | |Margin Shift | | | |Example: Yes or No |

| | |Neg/Pos | | | |Example: Yes or No |

| | |OHP Interleaving | | | |Example: Yes or No |

| | |Page Numbering | | | |Example: Yes or No |

| | |Photo Mode | | | |Example: Yes or No |

| | |Poster Mode | | | |Example: Yes or No |

| | |Sheet Insertion | | | |Example: Yes or No |

| | |Insert front & back cover | | | |Example: Yes or No |

| | |Chapters / Chapter Inserts | | | |Example: Yes or No |

| | |Stamp/Watermark | | | |Example: Yes or No |

| | |Automatic Features | | | | |

| | |AMS (Auto Magnification Selection) | | | |Example: Yes or No |

| | |APS (Auto Paper Select) | | | |Example: Yes or No |

| | |ATS (Auto Tray Switching) | | | |Example: Yes or No |

| | |ECM (Error Correction Mode) | | | |Example: Yes or No |

| |Functions | | | | |

| | |Warm up time | | | |Example: 30 seconds |

| | |First copy time | | | |Example: 4.8 seconds |

| | |Multicopy Speed - CPM (Ltr/Lgl/Ldgr) | | | |Example: 30/25/20 cpm |

| | |Quantity Selector | | | |Example: 999 |

| | |Job Programs | | | |Example: Yes or No |

| | |Total Jobs | | | |Example: 5 |

| | |Job Build | | | |Example: Yes or No |

| | |Copy Control | | | |Example: Standard, Optional or None |

| | |Account Numbers | | | |Example: 128 account codes |

| | |Auto Document Feeder (ADF) | | | |Example: Standard, Optional or None |

| | |Reverse Auto Document Feeder (RADF) | | | |Example: Standard, Optional or None |

| | |Duplex Auto Document Feeder | | | |Example: Standard, Optional or None |

| | |Doc Feeder Speed (Orig per Min) | | | |Example: 30 OPM |

| | |Doc Feeder Capacity | | | |Example: 50 Originals |

| | |Paper Weights (Min/Max) | | | |Example: 13 to 34 lbs |

| | |Paper Weights - Bypass (Min/Max) | | | |Example: 13 to 34 lbs |

| | |Paper Weights - Doc Feeder (Min/Max) | | | |Example: 15 to 24 lbs |

| | |Resolution - Copy | | | |Example: 600 x 600 dpi |

| | |Resolution - Scan | | | |Example: 600 x 600 dpi |

| | |Zoom (Reduction/Enlargement) | | | |Example: Standard, Optional or None |

| | |Zoom Range | | | |Example: 25% to 200% |

| | |Zoom Increments | | | |Example: 1% |

| | |Preset Reduction/Enlargement | | | |Example: 4 settings |

2. COST: SUMMARY

Please Note:

The multi-function devices are grouped into four specifications groups. Cost is being addressed by two different schedules. The first schedule is based on the purchase of non-color multi-function devices plus the cost of maintenance and supplies. The second schedule is based on the purchase of color multi-function devices plus the cost of maintenance and supplies.

Transfer the Grand Total for each Specification and Schedule on the following pages to the format below.

SCHEDULE I:

Grand Total, Specification 1: $

Grand Total, Specification 2: $

Grand Total, Specification 3: $

GRAND TOTAL, SCHEDULE I: $

SCHEDULE II:

Grand Total, Specification 1: $

Grand Total, Specification 2: $

Grand Total, Specification 3: $

GRAND TOTAL, SCHEDULE II: $

Bidder:

SCHEDULE I : B/W PURCHASE PLUS SERVICE:

SPECIFICATION 1:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 5 = $

C. Service Cost:

Year 1: $__.________/copy X 75,000 copies/quarter X 4 qtrs = :$

Year 2: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 3: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 4: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 5: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Total Service Cost: $

D. Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL (B + C + D+E), SPECIFICATION 1: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 1: $

I: OTHER

Excess Copy Charge: (Specification 1)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule I., Specification 1)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

SCHEDULE I : B/W PURCHASE PLUS SERVICE:

SPECIFICATION 2:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 8 = $

C. Service Cost:

Year 1: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 2: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 3: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 4: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 5: $__.________/copy X 275,000 copies/quarter X 4 qtrs = :$

Total Service Cost: $

D.Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL COST (B + C + D+E), SPECIFICATION 2: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 2: $

I. OTHER

Excess Copy Charge: (Specification 2)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule I, Specification 2)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

SCHEDULE I : B/W PURCHASE PLUS SERVICE:

SPECIFICATION 3:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 4 = $

C. Service Cost:

Year 1: $__.________/copy X 250,000 copies/quarter X 4 qtrs =:$

Year 2: $__.________/copy X 250,000 copies/quarter X 4 qtrs =:$

Year 3: $__.________/copy X 250,000 copies/quarter: X 4 qtrs =$

Year 4: $__.________/copy X 250,000 copies/quarter: X 4 qtrs =$

Year 5: $__.________/copy X 250,000 copies/quarter X 4 qtrs =: $

Total Service Cost: $

D. Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL COST (B + C + D+E), SPECIFICATION 2: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 3: $

I. OTHER

Excess Copy Charge: (Specification 3)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule I, Specification 3)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

SCHEDULE II : COLOR PURCHASE PLUS SERVICE:

SPECIFICATION 1:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 5 = $

C. Service Cost:

Year 1: $__.________/copy X 75,000 copies/quarter X 4 qtrs = :$

Year 2: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 3: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 4: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Year 5: $__.________/copy X 75,000 copies/quarter X 4 qtrs =: $

Total Service Cost: $

D. Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL (B + C + D+E), SPECIFICATION 1: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 1: $

I: OTHER

Excess Copy Charge: (Specification 1)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule II., Specification 1)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

SCHEDULE II : COLOR PURCHASE PLUS SERVICE:

SPECIFICATION 2:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 8 = $

C. Service Cost:

Year 1: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 2: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 3: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 4: $__.________/copy X 275,000 copies/quarter X 4 qtrs =:$

Year 5: $__.________/copy X 275,000 copies/quarter X 4 qtrs = :$

Total Service Cost: $

D.Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL COST (B + C + D+E), SPECIFICATION 2: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 2: $

I. OTHER

Excess Copy Charge: (Specification 2)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule II, Specification 2)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

SCHEDULE II : COLOR PURCHASE PLUS SERVICE:

SPECIFICATION 3:

A. Make and Model Offered:

B. Purchase Cost: $ (per device) X 4 = $

C. Service Cost:

Year 1: $__.________/copy X 250,000 copies/quarter X 4 qtrs =:$

Year 2: $__.________/copy X 250,000 copies/quarter X 4 qtrs =:$

Year 3: $__.________/copy X 250,000 copies/quarter: X 4 qtrs =$

Year 4: $__.________/copy X 250,000 copies/quarter: X 4 qtrs =$

Year 5: $__.________/copy X 250,000 copies/quarter X 4 qtrs =: $

Total Service Cost: $

D. Other Costs:

$

$

Total Other Costs: $

E. Sales Tax (8.25%) $

F. TOTAL COST (B + C + D+E), SPECIFICATION 2: $

G. MINUS TRADE-IN: - $

H. GRAND TOTAL, SPECIFICATION 3: $

I. OTHER

Excess Copy Charge: (Specification 3)

Year 1: $ . per copy

Year 2: $ . per copy

Year 3: $ . per copy

Year 4: $ . per copy

Year 5: $ . per copy

Bidder:

(Schedule II, Specification 3)

Optional Functions: Additional Purchase Cost: Additional Service Cost

(per copy)

Bidder:

3. OTHER:

A. Subcontractors: list the name and location of place of business of each subcontractor regardless of the character of the work. (Attach additional page(s), if necessary-bidder name to be on each sheet.)

Name Address Work to be Performed

1_________________________________________________________________________________

2_________________________________________________________________________________

3_________________________________________________________________________________

B. References: As part of the submittal, a minimum of three (3) references is required. Each reference must be current, having been a client over the last two years, and of similar scope. Each reference must include the MFD model(s) used, the number of MFDs and their dates installed, the average monthly volume of the MFDs, the name of the company or organization, the name of a contact person, the address, telephone number, and fax number. The City reserves the right to contact these references as part of the evaluation. Attached additional pages (s) if necessary.

Bidder:

C. Authorized by the Manufacturer: Bidder must be officially authorized by the manufacture of the proposed MFDs to sell, support, and service the MFDs offered. Written documentation of authorization from the manufacturer is required as part of the submittal. Please attached documentation.

D. Addenda: Bidder acknowledges receipt of the following addenda (if any) to this solicitation document:

Addenda No. Date Addenda No. Date

E. In the event the City of Concord wishes to acquire additional multi-function devices, the bidder shall indicate below agreement to “Special Provisions, Items 2. (See page 10 of this document)

_____ Yes _____No

F. The bidder shall indicate below if the same prices, terms, and conditions of this bid submittal are extended to other public agencies that have delivery locations within Northern California. The bidder’s response will not be considered in award of bid. When the successful bidder extends the prices, terms, and conditions of this bid to other public agencies, the contract shall be between the successful bidder and the other agencies, and the City of Concord shall bear no responsibility or liability for the contracts.

_____Yes _____No

Bid Submitted By:

COMPANY NAME:

ADDRESS (Not a P.O. Box):

CITY: STATE, ZIP CODE:

PHONE NO.: FAX NO.:

YOUR NAME & TITLE:

YOUR SIGNATURE: DATE:

ATTACHMENT A

Current Multi-Function Devices

Asset Tag |MODEL |LOCATION |Room Note |Purch Date |05/02/2008 Meter |Months In Service |Avg Volume/Month | |7186 |Panasonic-MFD- DP-3010 |PD-Chief's Office | |3/24/2004 |122,811 |49 |2,506 | |7113 |Panasonic-MFD- DP-3010 |PD-Records |24 |3/25/2004 |224,768 |49 |4,587 | |6680 |Panasonic-MFD- DP-3010 |Senior Center | |3/25/2004 |272,620 |49 |5,564 | |6681 |Panasonic-MFD- DP-3010 |City Hall - Bldg C |IT Dept |3/25/2004 |1,277,040 |49 |26,062 | |6670 |Panasonic-MFD- DP-3010 |Corp Yard |Purchasing |3/25/2004 |1,353,280 |49 |27,618 | |7104 |Panasonic-MFD- DP-6010 |PD-Traffic |31 |3/25/2004 |404,170 |49 |8,248 | |6682 |Panasonic-MFD- DP-6010 |City Hall - Bldg & Eng | |3/25/2004 |453,597 |49 |9,257 | |6669 |Panasonic-MFD- DP-6010 |HR |Back Door |3/25/2004 |468,097 |49 |9,553 | |7170 |Panasonic-MFD- DP-6010 |PD-Administration | |3/24/2004 |482,776 |49 |9,853 | |6666 |Panasonic-MFD- DP-6010 |City Hall - Bldg C |Accts Payable |3/25/2004 |567,768 |49 |11,587 | |6671 |Panasonic-MFD- DP-6010 |Corp Yard |Maint. Office |3/25/2004 |737,123 |49 |15,043 | |6663 |Panasonic-MFD- DP-6010 |City Hall - Bldg A |City Attorney |3/25/2004 |794,680 |49 |16,218 | |6664 |Panasonic-MFD- DP-6010 |City Hall - Bldg A |City Manager |3/25/2004 |973,411 |49 |19,866 | |6665 |Panasonic-MFD- DP-6010 |City Hall - Bldg C |Supply Room |3/25/2004 |1,122,214 |49 |22,902 | |6667 |Panasonic-MFD- DP-6010 |City Hall - Bldg D |West |3/25/2004 |1,420,030 |49 |28,980 | |7146 |Toshiba-e-studio |PD-Investigations |19 |7/23/2003 |945,755 |58 |16,448 | |7112 |Toshiba-e-studio |PD-Records |24 |7/23/2003 |990,180 |58 |17,221 | |

ATTACHMENT B

2009 Possible Replacements:

Asset Tag |MODEL |LOCATION |Room Note |Purch Date |05/02/2008 Meter |Months In Service |Avg Volume/Month | |7117 |Panasonic-MFD- DP-3010 |PD-Valley Field Office |33 |3/24/2004 |33,528 |49 |684 | |7098 |Panasonic-MFD- DP-3010 |PD-South Field Office |30 |3/24/2004 |90,558 |49 |1,848 | |7129 |Panasonic-MFD- DP-3010 |PD-Northern Field Office |22 |3/24/2004 |101,090 |49 |2,063 | |7091 |Panasonic-MFD- DP-6010 |PD-Field Ops | |3/25/2004 |159,051 |49 |3,246 | |

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