THE CHARTER COUNTY OF WAYNE, MICHIGAN



THE CHARTER COUNTY OF WAYNE, MICHIGAN

INVITATION FOR BIDS

FOR

COPYING & RELATED SERVICES

CONTROL NO. 37-12-012

Issue Date: Monday August 22, 2011

Pre-Bid Conference: None

Pre-Bid Question Deadline: Tuesday, August 30, 2011 at 4:00 p.m. local time

Bid Deadline: Friday September 9, 2011 at 2:30 p.m. local time

Bid Submission Format: Online Submissions Accepted



Hard Copy Submissions Accepted

Charter County of Wayne

Purchasing Division

500 Griswold, 15th Floor

Detroit, Michigan 48226

Purchasing Contact: Chaffon Wheeler-Cole, Purchasing Agent

Phone: (313) 224-6874

Fax: (313) 967-1251

Email: cwheeler@co.wayne.mi.us

Description: The County of Wayne is requesting bids for routine copying and related services for Wayne County.

A copy of this IFB can be obtained from the Michigan Inter-governmental Trade Network (MITN) website at . Until the Bid Deadline, it is incumbent upon the Bidder to check the website for additional information and/or addenda. IFBs can also be obtained from the Wayne County Purchasing Division, 500 Griswold, 15th Floor, Detroit, Michigan 48226-2831. If you have any questions, please call (313) 224-5151.

Robert A. Ficano

County Executive

Written questions regarding the substance of the IFB must be submitted via e-mail to the purchasing contact listed above no later than the Pre-Bid Question Deadline indicated above.

Sealed Bids are due prior to the Bid Deadline indicated above and must be delivered to the Purchasing Division via the method(s) indicated above. Late bids will not be accepted – NO EXCEPTIONS.

BIDDER NAME

TABLE OF CONTENTS

TABLE OF CONTENTS 2

SECTION 1 – INSTRUCTIONS 3

SECTION 2 – SPECIFICATIONS AND/OR SCOPE OF WORK 7

SECTION 3 – TERMS AND CONDITIONS OF AGREEMENT 9

SECTION 4 – REQUIRED FORMS 11

BID FORM 12

PRICE SHEET 14

BIDDER QUESTIONNAIRE 18

SECTION 1 – INSTRUCTIONS

1. COMMUNICATIONS: All communications, any modifications, clarifications, amendments, questions, responses or any other matters related to the Invitation For Bid (IFB) must be made only through the Purchasing Contact noted on the cover of this IFB. A violation of this provision is cause for the County to reject a Company’s bid. No contact regarding this document with other County employees is permitted, and may be grounds for disqualification.

2. PRE-BID INFORMATION AND QUESTIONS: Each bid that is timely received will be evaluated on its merit and for completeness of all requested information. In preparing bids, Bidders are advised to rely only upon the contents of this IFB and accompanying documents and any written clarifications or addenda issued by the County. If a Bidder finds a discrepancy, error, or omission in the IFB package, or requires any written addendum thereto, the Bidder is requested to notify the Purchasing contact noted on the cover of this IFB, so that written clarification may be sent to all prospective Bidders. THE COUNTY IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. All questions must be submitted in writing to the Purchasing contact before the Pre-Bid Question Deadline indicated on the front of this document. No contact regarding this document with other County employees is permitted. All answers will be issued in the form of a written addendum.

3. PRE-BID MEETING: A pre-bid meeting concerning this IFB may be held. If so, the date, time and location will be indicated on the cover of this IFB. Staff will be available at this meeting to answer questions about this IFB.

4. IFB MODIFICATIONS: Clarifications, modifications, or amendments may be made to the IFB at any time prior to the Bid Deadline at the discretion of the County. It is the Bidder’s responsibility to periodically check the County’s website until the posted Bid Deadline to obtain any issued addenda.

5. BID SUBMISSION:

a) The Bidder must include the following items with the bid:

i. All forms contained or listed in this IFB, fully completed.

ii. A bid guarantee (if any is required)

iii. Evidence that the Minimum Qualifications (if any) listed in this document are met.

b) Bids must be submitted to the Wayne County Purchasing Division at the location indicated on the cover of this document, before the date and time indicated as the deadline. It is each Bidder’s responsibility to ensure the Purchasing Division, prior to the deadline, receives the bid. This responsibility rests entirely with the Bidder, regardless of delays resulting from postal handling or for any other reasons. Bids will be accepted from 8:00 a.m. to 4:00 p.m. local time, Monday through Friday, except for legal holidays observed by the County. The Purchasing timestamp shall be the official time.

c) Unless this IFB indicates online bids may be submitted, bids must be enclosed in a sealed envelope, box, or package, and clearly marked on the outside with the following: IFB Title, Control Number, Deadline (Date and Time), and the Bidder’s company name, address, phone, fax, email address, and contact name. If Bidder believes that any information submitted is confidential, such information shall be separately sealed and labeled as confidential.

d) Submission of a bid establishes a conclusive presumption that the Bidder is thoroughly familiar with the Invitation for Bid (IFB) and that the Bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein. The opening and reading of a bid does not constitute the County’s acceptance of the Bidder as a responsive and responsible Bidder.

e) All prices and notations must be typed or printed in ink. No erasures are permitted. Mistakes may be crossed out and corrections must be initialed in ink by the person(s) signing the bid.

f) Bids sent by telegraph, facsimile or other electronic means shall not be considered unless specifically authorized under this IFB.

g) All costs incurred in the preparation and presentation of the bid, as well as any resulting contract, is the Bidder’s sole responsibility; no pre-award costs will be reimbursed to any Bidder. All documentation submitted with the bid will become the property of the County.

h) Bids must be held firm for a minimum of 120 days. (This clause is not intended to allow adjustments in bid pricing unless specifically allowed by pricing language elsewhere in this IFB.)

6. EXCEPTIONS: Bidder shall clearly identify any proposed deviations from the Terms or Scope in the Invitation for Bid. Each exception must be clearly defined and referenced to the proper paragraph in this IFB. The exception shall include, at a minimum, the Bidder’s proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. If no exceptions are noted in the Bidder’s bid, the County will assume complete conformance with this specification and the successful Bidder will be required to perform accordingly. Bids not meeting all requirements may be rejected.

7. BID GUARANTEE: None Required.

8. DUPLICATE BIDS: No more than one (1) bid from any Bidder, including its subsidiaries, affiliated companies, and franchises will be considered by the County. In the event multiple bids are submitted in violation of this provision, the County will have the right to determine which bid will be considered, or at its sole option, reject all such multiple bids.

9. WITHDRAWAL: Bids may only be withdrawn by written notice prior to the date and time set for the opening of bids. No Bid may be withdrawn after the deadline for submission.

10. REJECTION: The County reserves the right to reject any or all bids, or to accept or reject any bid in part, and to waive any minor informality or irregularity in bids received if it is determined by the Purchasing Director that the best interest of the County will be served by doing so. A Bidder’s failure to provide any additional information requested by the County prior to a contractor selection may result in rejection of the bid. The County may reject any bid from any person, firm, or corporation in arrears or in default to the County on any contract, debt, or other obligation, or if the Bidder is debarred by the County from consideration for a contract award, or if Bidder or Respondent has committed a violation of the County’s Ethics and Anti-Kickback provisions of the County’s Procurement Ordinance which resulted in a termination of a contract or other material sanction within two (2) years immediately preceding the date of issuance of this document.

The County reserves the right to reject all nonconforming, nonresponsive, unbalanced, or conditional Bids. Discrepancies in the multiplication of unit prices and unit prices themselves will be resolved in favor of unit price. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

11. PROCUREMENT POLICY: Procurement for the County will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice or quality and as determined to be in the best interest of the County. The County Executive has the vested authority to execute a contract, subject to Wayne County Commission approval where required.

12. NON-DISCRIMINATION: Wayne County will not contract with any person or firm that discriminates against employees or applicants for employment because of any factor not related to job performance. The Bidder must comply with all federal, state, and local laws and policies that prohibit discrimination in employment contracts. The anti-discrimination policies of the Wayne County Procurement Ordinance, Article XI of Chapter 120 of the Wayne County Code, are incorporated into County contracts. The Bidder must include in its subcontracts provisions that prohibit subcontractors from discriminating in their employment practices.

13. BID SIGNATURES: An authorized official must sign Bids. Each signature represents binding commitment upon the Bidder to provide the goods and/or services offered to the County if the Bidder is determined to be the lowest responsible Bidder. The Bidder must complete, sign, and have notarized the Bid Form herein.

14. CONTRACT AWARD: The County reserves the right to award by item, group of items, total bid, or any combination thereof. In addition, the County reserves the right to award multiple contracts for the same items or groups. The Bidder to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the bid, intent to recommend award of a contract, and actual award of the contract will be provided by written notice sent to the Bidder at the address designated in the bid. After a final award of the Contract by the County, the Contractor must execute and perform said Contract. Acceptance of the Bidder's Bid and recommendation for award of the contract do not constitute a binding contract.

15. NO IFB RESPONSE: Bidders who receive this IFB but who do not submit a bid should return a notice stating the reason(s) for not responding. Failure to return this may result in removal of the Bidder’s name from all bidder lists

16. FOIA REQUIREMENTS: Bids are subject to public disclosure after the deadline for submission in accordance with state law.

17. COUNTY-BASED ENTERPRISE (AND OTHER) ADVANTAGE PROGRAMS: Wayne County administers a program that gives a pricing advantage to businesses located within Wayne County that are County-Based Enterprises (CBE). Additional advantage is also given if the business is located within the 10 Targeted Growth Communities within Wayne County (Detroit, Ecorse, Hamtramck, Highland Park, Inkster, Melvindale, River Rouge, Romulus, Sumpter Township, and Taylor). The County shall apply credit up to 5% to bids submitted by certified County-Based Enterprises and 2% for TGCE. Wayne County also administers a Small Business program, an expanding business program, a Joint Venture program and a Mentor Venture program. To receive the applicable credit for any program, the Bidder and all first tier subcontractors must submit their unexpired certificates with the bid. (NOTE: Most federal and state funded projects will not include the application of geographic advantages such as the CBE and TGCE in accordance with funding requirements.) If you are not certified, contact the office of Human Relations at (313) 224-5021, or visit their website at vendormanagement.htm

18. DISQUALIFICATION OF BIDDERS: Any one or more of the following causes may be considered for the disqualification of a Bidder as non-responsible and the rejection of the Bid:

a) Evidence of collusion among Bidders;

b) Lack of competency as revealed by either financial, experience, or equipment statements;

c) Lack of responsibility as shown by past work;

d) Uncompleted work under other contracts which in the judgment of the County, might hinder or prevent the prompt completion of additional work if needed.

19. DISCUSSIONS: Discussions may be conducted with responsible Bidders, in order to clarify and assure full understanding of, and conformance to, the solicitation requirements. Discussions may be conducted with Bidders who submit bids determined to be reasonably susceptible of being elected for award, but bids may be accepted without such discussions.

Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussions and revisions of bids. Such revisions may be permitted after submission and prior to award for the purpose of obtaining best and final offers. If during discussions there is a need for any substantial clarification of or change in the Invitation for Bid, the Invitation for Bid shall be amended to incorporate such clarification or change. The Bidder shall reduce any substantial oral clarification of a bid in writing.

20. SUBCONTRACTORS: The successful Bidder must identify all subcontractor(s) regardless of the dollar amount or percentage and the services they will provide. The successful Bidder is responsible for all payments and liabilities of all subcontractor(s).

In an effort to promote supplier diversity, Wayne County encourages Bidders to identify and include qualified disadvantaged businesses as subcontractors when proposing to provide products and services to the County.

The County reserves the right to approve or reject, in writing, any proposed subcontractor. If the County rejects any proposed subcontractor in writing, the successful Bidder shall be responsible to assume the proposed subcontractor’s responsibilities. The successful Bidder may propose another subcontractor if it does not jeopardize the effectiveness or efficiency of the contract. Nothing contained in the IFB or in the contract shall create or be construed as creating any contractual relationship between subcontractor and the County.

.

The Contract will not be assignable to any other business entity without the County’s approval. Bidders are encouraged to consider a joint venture.

21. BIDDERS RESPONSIBILITIES: The bidder must be capable, either as a firm or a team, of providing all goods or services as described under SECTION 2 – Specifications and/or Scope of Services, and to maintain those capabilities until notification of the fact that their bid response was unsuccessful. Exclusion of any good or service for the IFB may serve as cause for rejection.

The successful Bidder will be responsible for all Services in the IFB whether they are provided or performed by the successful Bidder or subcontractor(s). Further, the County will consider the successful Bidder to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the cost of any contract.

22. COUNTY PARTICIPATION: The County will provide appropriate personnel support for implementation of these agreements. The Bidder’s response should identify County FTE’s required and tasks to be performed by County personnel. For the purpose of contract administration, Wayne County will designate a person to serve as County Contract Manager. The County Contract Manager will serve as the primary liaison between the County and the successful Bidder and will coordinate overall management and administration of the contract for the County.

23. DISCLOSURE OF CONTENTS: All information provided in the bid shall be held in confidence and shall not be revealed or discussed with competitors, until after award of the contract except as provided by law or court decision. All material submitted with the bid becomes the property of the County and may be returned only at the County’s option.

Bidders must make no other distribution of the bids other than authorized by this IFB. A Bidder who shares cost information contained in its bid with other County personnel or competing Bidder’s personnel shall be subject to disqualification.

24. UNUSUAL CIRCUMSTANCES:  If during a contract term where costs to the County are to remain firm or adjustments are restricted by a percentage or CPI or other indice cap, unusual circumstances that could not have been foreseen by either party to the contract occur, and those circumstances significantly affect the Seller’s cost in providing the required items or services, then the Seller may request adjustments to the costs to the County to reflect the changed circumstances.  The circumstances must be beyond the control of the Seller, and the requested adjustments must be fully documented.  The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decreases are considered to be insufficient.  In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, the County will reserve the following options:

1. The contract can be canceled by the County upon giving thirty (30) days written notice to the Seller with no penalty to the County or Seller.  The Seller shall fill all County requirements submitted to the Seller until the termination date contained in the notice.

2. The County can require the Seller to continue to provide the items and services at the firm fixed (non-adjusted) cost until the termination of the contract term then in effect.

If the County does agree to adjusted costs, these adjusted costs shall not be invoiced to the County until the Seller receives notice in writing signed by a person authorized to bind the County in such matters.

25. CONTRACT COMMENCEMENT: Commencement of a contract shall not begin prior to all necessary County approvals, including County Commission approval where required, and receipt of a County Purchase Order. Commencement of a contract without these approvals is solely at the Bidder’s own risk and is likely to result in no payment for services performed or goods received.

SECTION 2 – SPECIFICATIONS AND/OR SCOPE OF WORK

1) INTRODUCTION: Through this Invitation for Bids (IFB), the Charter County of Wayne (County) hereby invites businesses who meet the qualifications and specifications set forth herein to submit bids for routine copying and related services. The resulting contract shall be used by the various departments and divisions located throughout Wayne County, although it is anticipated that most usage will be by Wayne County Divisions located in downtown Detroit..

2) GENERAL INFORMATION: The County desires to enter into a contract with a business that has the capability to handle routine copying and related services, including high volume projects requiring quick turn around (24 hours or less) on an as needed basis. Most projects are required with little or no advance notice, however, it is expected that the Successful Bidder (Contractor) must be able to provide the same level of quality and turn around time as projects that are given with advance notice. Project type and complexity will vary.

Due to the sensitive or confidential nature of some of the documents that the County may be providing to the Contractor, it is expected that all documents in possession of the Contractor are handled in a discrete and confidential manner.

3) MINIMUM QUALIFICATIONS: Bidders (specifically, the business that will be contractually bound under the contract with the County) will be deemed non-responsible and rejected without any further evaluation if they do not meet the following mandatory qualifications:

a) Must be a full service retail copy center open to the public

b) Must be located within a twenty (20) mile radius of The Guardian Facility at 500 Griswold in Detroit UNLESS four (4) business hour pickup and drop-off by the project completion deadline is provided at no cost to the County.

c) Operating Hours - Must meet at least one of the following:

i) Category A: Open normal business hours Monday through Friday from 9:00 AM to 5:00 PM.

ii) Category B: Open Monday through Friday until 9:00 PM and open for business on Saturday and Sunday.

4) SCOPE OF SERVICES:

a) The Contractor shall provide as needed routine copying and related services for the term of the resulting contract. At a minimum, the service provider must be able to copy from a hard copy or electronic format, and produce binders/booklets with dividers, 3 hole punch, etc.

b) The Contractor accept orders in walk-in/retail-type facility and via e-mail

c) Project completion shall be required within 24 hours.

d) Projects shall be completed in house (Contractor’s location) and shall not be sent to a 3rd party.

e) If the Contractor picks up and delivers orders, this service shall be provided at no additional cost to the County.

5) SPECIFICATIONS: The County shall provide the Contractor with projects from print (hard copy) or electronic format. At a minimum, the Contractor must be able to accept MS Word, Publisher, PowerPoint, and Excel.

7) ESTIMATED QUANTITIES: Any quantities shown are estimates only and the County reserves the right to increase or decrease amounts as circumstances may require. These estimates were made in good faith.

8) CONTRACT TERM: The contract is for a term of two (2) years.

9) BID EVALUATION AND AWARD:

This contract shall be awarded based on the “adjusted” total sample bid price (based the sample projects listed on the Sample Project Price Page) after all applicable evaluation factors are applied.

Bidders who meet the following shall receive a preference in the form of a pickup/delivery or distance factor during the bid comparison process as follows:

a. Pickup/Delivery Factor: Bidders who pick up orders from the County within 4 business hours of a call and deliver orders to the County shall receive a 1% reduction from their total bid when bids are compared.

b. Distance Factor: Bidders shall receive a distance adjustment factor during the bid comparison process as follows:

i. Bidders located 5 miles or less from The Guardian Facility at 500 Griswold in Detroit shall have their bids compared based on actual bid price.

ii. Bidders located over 5 miles but no more than 10 miles from The Guardian Facility at 500 Griswold in Detroit shall receive a 1% addition to their total bid when bids are compared.

iii. Bidders located over 10 miles but no more than 15 miles from The Guardian Facility at 500 Griswold in Detroit shall receive a 2% addition to their total bid when bids are compared.

iv. Bidders located over 15 miles from The Guardian Facility at 500 Griswold in Detroit shall receive a 3% addition to their total bid when bids are compared.

If multiple locations are bid, the closest address shall be used for computing the Distance Factor.

The County reserves the right to award contracts to either a single Bidder or to both a Category A and a Category B Bidder (see Minimum Qualifications). Further, the County reserves the right to award a(n) additional contract(s) to the lowest responsive and responsible Bidder(s) located near the Wayne and Romulus County facilities using a Distance Factor based on the DTW airport code for the Distance Factor computation.

SECTION 3 – TERMS AND CONDITIONS OF AGREEMENT

1) Assignment/Transfer: Assignment or transfer of this contract without written consent of Wayne County may be construed by the County as a breach of contract sufficient to cancel this agreement at the discretion of the County.

2) Inspection: All goods and services shall be subject to inspection and approval by Purchaser at all reasonable times including inspection during manufacture. Inspection and approval by Purchaser at Seller’s plant does not preclude rejection for defects upon discovery by subsequent inspection. Any goods and services rejected by Purchaser shall be promptly repaired or replaced at Seller’s expense. Any and all costs incurred by Purchaser in connection with the return of goods rejected by Purchaser as defective shall be at Seller’s risk and expense.

3) Risk of Loss: Regardless of FOB point, Seller agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior to delivery and acceptance; and such loss, injury or destruction shall not release Seller from any obligation hereunder.

4) Warranty: Seller warrants that it has good and merchantable title to the goods sold hereunder and that said goods shall conform to the descriptions and applicable specifications and samples. Such goods shall be of good merchantable quality and fit for the known purposes for which sold, and are free and clear of all liens and encumbrances. Seller and Purchaser agree that this order does not exclude, or in any way limit, other warranties provided for in this agreement or by law.

5) Excise and Sales Tax: The prices herein must not include any Federal excise taxes or sales taxes imposed by any State or Municipal Government. Such taxes, if included, must be deducted by the Seller when submitting invoice for payment.

6) Invoices: Invoices for Goods must be submitted on date of complete shipment. Invoices for Services must be submitted within 45 days after completion of Services. Payment will be delayed if the invoice fails to reference PO number, ordering department, unit prices, quantities, totals, and a full description of the order that matches the PO.

7) IRS Form W-9: Seller must have on file with the County an IRS Form W-9 before Purchaser will issue any payment to Seller.

8) Compliance with Laws: Seller represents and warrants that the performance of this order and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or County laws, rules, regulations, resolutions and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations and the Occupational Safety and Health Acts.

9) Amendments: No amendment, modification or supplement to this contract shall be binding unless it is in writing and signed by authorized representatives of the parties.

10) Termination: When in the County’s best interest, County may unilaterally cancel this agreement at any time, whether or not Seller is in default of any of its obligations hereunder. Under any such cancellation, Seller agrees to waive any claim for damages, including loss of anticipated profit on account hereof. However, the County agrees that Seller shall be paid for items and/or services already accepted by County, but in no event shall the County be liable for any loss of profits on the order or portion thereof so terminated. Either party may terminate this agreement at any time for the failure of the other to comply with any of its material terms and conditions.

11) Waiver of Breach: No waiver by either party of any breach of any of the covenants or conditions herein contained performed by the other party shall be construed as a waiver of any succeeding breach of this same or of any other covenant or condition.

12) Complete Agreement: The parties agree that the conditions of purchase stated herein and the Bidder’s Bid set forth their entire agreement and there are no promises or understandings other than those stated herein, and that any prior negotiations between the Purchaser and Seller or terms and conditions of sales set forth in the Seller’s quotation or order or sales acknowledgment shall not constitute a part of the agreement between the Purchaser and Seller concerning this purchase. The term “agreement” as used in this clause shall include any future written amendments, modifications, or supplements made in accordance herewith.

13) Liability and Indemnity: Contractor agrees to protect, defend, reimburse, indemnify and hold the County, its Commissioners, officers, affiliates, employees and agents harmless at all times from and against any and all claims, liabilities, expenses, losses, demands, damages, fines and causes of action of every kind and character made, incurred, sustained or initiated by any party hereto, any party acquiring any interest hereunder, any agent or employee of any party hereto, any third or other party whosoever, or any governmental agency, arising out of, incident to, or in connection with this contract, or in the performance, nonperformance or purported performance of the work or services or breach of the terms hereof, except when County is solely at fault.

14) Insurance: Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement, the following insurance coverages, provided by a company(s) licensed to conduct business in the State of Michigan, acceptable to County, with limits not less than indicated for the respective items or as otherwise agreed..

a) WORKER’S COMPENSATION AND OCCUPATIONAL DISEASE INSURANCE, INCLUDING Employer’s Liability Insurance, complying with the laws of the State in which the work is to be performed or elsewhere as may be required. Employer’s Liability Insurance shall be provided with all limits that are not less than $500,000.

b) COMPREHENSIVE GENERAL LIABILITY INSURANCE, including Contractual Liability and Products-Completed Operations Liability as well as coverage on all Contractor’s equipment (other than motor vehicles licensed for highway use) owned, hired or used in performance of this contract with limits of not less than $1,000,000 for Bodily Injury and Property Damage combined, for each occurrence and in the aggregate.

c) If performance of this contract requires use of motor vehicles licensed for highway use, Contractor shall also provide, AUTOMOBILE LIABILITY INSURANCE, including Contractual Liability concerning all motor vehicles owned, hired or used in the performance of this contract, with limits of not less than $1,000,000 for Bodily Injury & Property Damage combined, for each occurrence, and in the aggregate. Should County so request, Contractor shall supply certificates evidencing coverage of such insurance during the term of this contract listing County as an additional insured and providing 30 days advance notice of cancellation to County.

15) Records: The County reserves the right to inspect all vendor documents relating to this agreement for up to three (3) years after expiration.

SECTION 4 – REQUIRED FORMS

FORMS INCLUDED IN THIS SOLICITATION DOCUMENT:

1) Bid Form

2) Price Sheet

3) Bidder Questionnaire

FORMS THAT MUST BE DOWNLOADED FROM THE WAYNE COUNTY WEBSITE*

Failure to complete and submit these forms with your Bid may result in it being deemed non-responsive and rejected without further evaluation.

4) Business Information Questionnaire Form

5) Ethics in Contracting Vendor Form

6) W-9 Form (Standard IRS Form)

7) Slavery Era Disclosure Form,

8) Subcontractor Form,

9) Fair Employment Practices (FEP) Form or a current FEP certificate,

(FEP is required for prime and subs)

*Download forms at: purchasing

*Download solicitations and addenda at:

BID FORM

Failure to complete this form shall result in your Bid being deemed non-responsive and rejected without any further evaluation.

OFFER

TO: CHARTER COUNTY OF WAYNE:

The Undersigned hereby offers, and agrees to be bound to this offer, to furnish the goods and/or services in compliance with all Terms and Conditions, scope of work, specifications, and addenda in the Invitation for Bid. By Wayne County accepting this Offer via a Purchase Order or an Award Letter, the Undersigned acknowledges that the acceptance will constitute a binding contract under law.

ADDENDA:

The undersigned has read, understands and is fully cognizant of the Information to Bidders, Bid Form, and other contents of this document, together with any written addendum issued in connection with any of the above. The undersigned hereby acknowledges receipt of the following addendum(s): _____, _____, _____, _____ (write “none” if none). In addition, the undersigned has completely and appropriately filled out all required forms.

OBLIGATION:

The undersigned, by submission of this Offer, hereby agrees to be obligated, if selected as the Contractor, to provide the stated goods and/or services to the County, for the term as stated herein, and to enter into an Agreement with the County, in accordance with the Specifications, Scope, Terms and Conditions, together with any written addendum as specified above.

COMPLIANCE:

The undersigned hereby accepts all administrative requirements of the IFB and will be in compliance with such requirements. By submitting this Bid Form, the Bidder represents that: 1) the Bidder is in compliance with any applicable ethics provisions of the County’s Procurement Ordinance, and 2) if awarded a contract to provide the Construction, Goods or Services required in the IFB, the Bidder will comply with the County’s Ethics Ordinance.

NON-COLLUSION:

The undersigned, by submission of this Bid Form, hereby declares that this Bid is made without collusion with any other business making any other Bid, or which otherwise would make a Bid.

PERFORMANCE GUARANTEE:

The undersigned further agrees that if awarded the Agreement, it will submit to the County any required performance guarantee (i.e. irrevocable letter of credit or cash deposit).

BID PRICE:

The undersigned agrees to abide by the pricing contained on the Price Sheet.

No bid shall be accepted which has not been manually signed in ink in the appropriate space below:

I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder:

For clarification of this offer, contact:

Name:

Company Name

Title:

Address

Phone:

City State Zip

Fax:

Signature of Person Authorized to Sign

Email:

Printed Name

Title

Federal Tax ID

Acknowledged before me by _____________________ (name) as ________________(title)

of _____________________(company) this ____ (day) of _________________, 201__.

Notary Signature: _____________________________________________

My Commission Expires: __________________________________________

Affix Seal

PRICE SHEET

Failure to complete the following form(s) shall result in your Bid being deemed non-responsive and rejected without any further evaluation.

Complete first the Unit Price Pages, then using those unit prices complete the Sample Projects Price Page. Insert the total sample bid price from the Sample Projects Price Page into the space below:

TOTAL SAMPLE PROJECTS BID PRICE: $___________

ADDITIONAL PRICE INFORMATION:

Terms: Discount of __________% for payment of invoice within 30 days from date of delivery and acceptance of materials or services and vendor’s invoice.

County Based Enterprise (and Other) Certificates: Attach Bidder’s County Based Enterprise certificate and/or other program certificates if one exists; otherwise it will not be considered during price evaluation.

SPECIAL NOTICE

IF YOU HAVE QUESTIONS REGARDING THE FOLLOWING PAGES REGARDING THE UNIT PRICE PAGES OR THE SAMPLE PROJECTS PRICE PAGE, NOTIFY THE PURCHASING CONTACT ON THE FRONT OF THIS DOCUMENT IMMEDIATELY.

INCOMPLETE BIDS OR BIDS THAT ARE FILLED OUT IMPROPERLY WILL BE DEEMED NONRESPONSIVE AND REJECTED WITHOUT FURTHER EVALUATION.

UNIT PRICE PAGES

1 of 2

INSTRUCTIONS: Provide pricing as instructed below. The unit prices that you provide shall be fixed and will be used for the term of the resulting contract. Items not listed shall be priced comparably according to the price schedule that you provide on the next page. Failure to provide a price schedule shall result in your bid being deemed non-responsive.

Specify the applicable prices breaks in the appropriate sections below (and on the following page). Please make additional copies, if necessary. You may submit a discounted price list in lieu of filling out the Unit Price Pages; however, any items not provided on your price list must be provided with your bid.

| |

|UNIT PRICE FOR QUANTITY 1 TO ______________ COPIES |

|BLACK & WHITE COPIES |

|BLACK & WHITE COPIES |

|BLACK & WHITE COPIES |1 SIDED |2 SIDED |

|FOLDED PAGES | | |

|COLLATED PAGES | | |

|CLEAR VIEW BINDERS |UNIT PRICE |TYPE OF UNIT |

|1” BINDER W/CLEAR FRONT POCKET | | |

|2” BINDER W/CLEAR FRONT POCKET | | |

|3” BINDER W/CLEAR FRONT POCKET | | |

|COVERS |UNIT PRICE |TYPE OF UNIT |

|CLEAR COVER/VINYL BACK | | |

|CLEAR COVER/CARDSTOCK BACK | | |

|CARDSTOCK FRONT & BACK | | |

|PAGE DIVIDERS |UNIT PRICE |TYPE OF UNIT |

|PAGE DIVIDERS W/TABS | | |

|PAGE DIVIDERS W/TABS (COLOR) | | |

|BINDING |UNIT PRICE |TYPE OF UNIT |

|COIL | | |

|CELEROX | | |

|3 HOLE PUNCH | | |

|STAPLED | | |

|MISCELLANEOUS |UNIT PRICE |TYPE OF UNIT |

|REPRODUCE DATA FROM DISK OR E-FILE TO A CD IN PDF FORMAT | | |

|CD TO CD COPIES | | |

|BLANK CD | | |

|LABOR RATE FOR PROJECT REQUIRING MANUAL LABOR | | |

NOTE: All copy paper is 20lb and cardstock is 24LB

PRICE SCHEDULE: (Failure to provide a price schedule shall result in your bid being deemed non-responsive)

A price schedule is required for items and services not listed in the above worksheets.

______% Discount off of _______________________________ (specify) prices/price list.

(Example: 20% Discount off of Posted Retail Prices, 15% Discount off of Corporate Price List, etc.)

SAMPLE PROJECTS PRICE PAGE

Failure to complete this form shall result in your bid being deemed nonresponsive and rejected without any further evaluation.

INSTRUCTIONS: Provide the requested pricing in the appropriate spaces. The unit prices shall be in accordance with the unit prices that you provided on the Unit Price Pages.

Note: If the prices quoted for the sample projects are different that the prices on the Unit Price Pages, the unit Price Pages will prevail.

Description of Sample Project Unit Price Extended Price

Sample Project 1: This project is for 500 booklets

500 each, Booklets $__________ $___________

First Page – Color, 1 sided, card stock $__________ $___________

50 pages, black & white, 2 sided $__________ $___________

Clear cover, vinyl back $__________ $___________

Project 1 Price: $___________

Sample Project 2: This project is for 50 binders

50 each, 4” binders w/clear front pocket $__________ $___________

10 divider tabs (5 different colors) per binder $__________ $___________

50,000 pages (1,000/binder), black & white $__________ $___________

5 legal pages (per binder) inserted and folded $__________ $___________

Labor, only if applicable $__________ $___________

Project 2 Price: $___________

Sample Project 3: This project is for 50 coil bound packets

5,000 black & white copies, 2 sided $__________ $___________

200 color copies, 1 sided $__________ $___________

5,200 copies (above) to be combined and collated, if additional charge $__________ $___________

50 coil bound packages $__________ $___________

Labor, only if applicable $__________ $___________

Project 3 Price: $___________

TOTAL OF ALL SAMPLE PROJECTS BID PRICE: $_______________

BIDDER QUESTIONNAIRE

Failure to complete this form may result in your Bid being deemed

non-responsive and rejected without further evaluation.

1) Is your business a full service retail copy center open to the public?

_____ Yes _____ No

Comments:______________________________________________________________________ __________________________________________________________________________________

2) What is the distance* The Guardian Facility at 500 Griswold in Detroit?

*Attach verification (e.g. driving directions printout from Mapquest or Yahoo)

Location 1 is at ________________________________________________ Distance is ____ miles

For Optional additional award: Distance from Detroit Metro Airport (use DTW) is ____ miles

Location 2 is at ________________________________________________ Distance is ____ miles

For Optional additional award: Distance from Detroit Metro Airport (use DTW) is ____ miles

Location 3 is at ________________________________________________ Distance is ____ miles

For Optional additional award: Distance from Detroit Metro Airport (use DTW) is ____ miles

All locations bid must share the same purchase order address and the same remittance address

3) Are you providing at least a 4 business hour pickup and drop-off by the specified completion deadline at no cost to the County?

_____ Yes (describe below) _____ No, explain: _____________________________________

Comments:______________________________________________________________________ __________________________________________________________________________________

3) Category A: Is your business open Monday through Friday from 9:00 AM to 5:00 PM?

____ Yes _____ No, explain: _______________________________________________

Operating Hours:____________________________________________________________________

4) Category B: Is your business open Monday through Friday until 9:00 PM, and open for business on Saturday and Sunday?

_____ Yes _____ No, explain: _______________________________________________

Operating Hours:____________________________________________________________________

-----------------------

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download