RFP-0066 WORKING 11-13-12 grand total mabey final see

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REQUEST FOR PROPOSAL

RFP-0066

NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES

PROPOSALS DUE: JANUARY 9TH, 2013 AT 11:00AM

IN

THE OFFICE OF THE CITY CLERK (1ST FLOOR CITY HALL) ONE MANCHESTER BOULEVARD

INGLEWOOD , CA 90301

THERE WILL BE A MANDATORY SITE VISIT ON DECEMBER 19TH, 2012 AT 10:00AM VENDORS ARE TO MEET IN COMMUNITY ROOM A LOCATED ON THE FIRST FLOOR OF CITY HALL

CONTACT PERSON DURING BIDDING PERIOD: MICHAEL TATE, PROCUREMENT AND CONTRACTS COORDINATOR

(310) 412-5364

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RFP-0066

TABLE OF CONTENTS

Page 1. INVITATION TO SUBMIT PROPOSAL 3 2. INSTRUCTIONS TO BIDDERS 5 3. LIST OF GENERAL PROVISIONS 6 4. SCOPE OF WORK 12 5. SELECTION PROCESS 17 6. ATTACHMENT “A” INFRASTRUCTURE INFORMATION PAGE 18 7. BID ITEM PAGES 20 8. PROPOSAL AND STATEMENT PAGES 40 9. ATTACHMENT “B” BIDDERS WORKSHEET 44 10. DECLARATION FOR THE BIDDER 45 11. EXTENSION OF CONTRACT TO OTHER PUBLIC AGENCIES 46 12. NON-COLLUSION DECLARATION 47 13. NO BID FORM 48 14. EXHIBIT “A” MACHINE INVENTORY AND ROLLING 49 MONTHLY USAGE HISTORY. .

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RFP-0066 CITY OF INGLEWOOD INVITATION TO SUBMIT PROPOSAL (Specifications and Conditions Governing Proposal Award)

Project for proposal : NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES The City of Inglewood invites and will receive proposals duly filed as provided herein for the furnishing of services and or materials for the above-designated project. Each proposal shall be submitted and completed in all particulars as specified in this request for proposal and must be enclosed in a sealed envelope with the designation of the project " RFP-0066 NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES” appearing thereon. Proposals are to be sent to The Office of the City Clerk (1st FLOOR)One Manchester Boulevard Inglewood, CA 90301. Proposals are due on January 9th, 2013 at 11:00 am There is a mandatory site visit December 19th, 2012 at 10:00 am in Community Room “A” located on the first floor of City Hall. Specifications and other proposal documents for the above items are on file in the Purchasing Department, and may be obtained upon request. The City Council reserves the right to waive any irregularities and to take proposals under advisement for a period not to exceed sixty days from and after the date proposals are opened and announced.

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RFP: NEW CITY COPIERS AND COPIER MAINTENANCE SERVICES The following conditions and terms apply: 1) The City Council reserves the right to reject any or all proposals 2) This RFP does not commit the City to award a contract, or to procure or contract for

services or goods. 3) Attached are detailed specifications and conditions for proposal submission 4) You must execute your contract within ten (10) days after the City mails it. If the

contract is not executed within ten (10) days, the City reserves the unilateral right to cancel it.

5) If any provisions of the contract are violated, the City, after suitable notice, may cancel the contract and make arrangements to have the products and or services supplied by others. Any extra cost to the City will be paid by the vendor.

6) RFP specifications may be obtained from the Purchasing Division located on the 8th floor of City Hall, or call (310) 412-5266.

7) All proposals must be for specific amounts. Any attempt to qualify prices with an ‘escalation clause’ or any other method of making a price variable, is unacceptable. Please give unit price as specified. Proposal shall be valid for ninety (90) calendar days from receipt of bid.

8) The City reserves the right to add or subtract quantities based on the unit prices/unit lump sums so indicated as its budgetary needs may require.

CITY MANAGER CITY OF INGLEWOOD, CALIFORNIA

RFP-0066

INSTRUCTIONS TO BIDDERS BEFORE SUBMITTING YOUR PROPOSAL, HAVE YOU PROPERLY COMPLETED THE FOLLOWING?

Please Check Here

1. PROPOSAL:

a. Have you submitted all of the information requested in the proposal ? b. Have you submitted a price on all bid Items #1 through #19 ? c. Have you filled out the Proposal and Statement Pages for both Option #1 and Option #2 ? d. Have you signed the Proposal and Statement Pages for Option #1 and Option #2 ? e. Have you submitted Attachment “A” Infrastructure information sheet? f. Have you filled out Attachment “B” Bidders Worksheet ?

2. CONTRACT COMPLIANCE:

a. Have you completed the non-collusion affidavit? b. Is the non-collusion affidavit properly signed? c. Have you examined and understand the requirements and forms to be furnished on the project?

3. BUSINESS CERTIFICATE

Are you aware of, Section 4, entitled Inglewood Business Tax Certificate?

_________ _________ _________ _________

_________ _________

_________ _________

_________

_________

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RFP-0066

GENERAL PROVISIONS

Section 1. SUBMISSION OF PROPOSAL 7 Section 2. PAYMENT TERMS 7 Section 3. REQUEST FOR INFORMATION 7 Section 4. INGLEWOOD BUSINESS TAX CERTIFICATE 7 Section 5. INSURANCE REQUIREMENTS 8 Section 6. INDEMNIFICATION 10 Section 7. ADDENDUMS (CHANGES TO THIS DOCUMENT) 10 Section 8. OR EQUAL CLAUSE 10 Section 9. NON-DISCRIMINATION 11 Section 10. EXECUTION OF AGREEMENT 11 Section 11. TERMINATION OF AGREEMENT 11 Section 12. RIGHT OF CITY TO WITHHOLD PAYMENT 11 Section 13. DURATION OF AGREEMENT 11

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RFP-0066

GENERAL PROVISIONS

The City of Inglewood, California hereby extends an invitation to submit a proposal in accordance with this RFP, to provide labor and or materials for the designated purchase. Furthermore the City makes no representation that any agreement will be awarded to any firm responding to this request. There are no expressed or implied obligations for the City to reimburse responding firms for any expense incurred in preparing a proposal in response to this request. All information submitted to the City of Inglewood shall become property of the City and will be returned to the bidder at the City’s option.

Section 1. SUBMISSION OF PROPOSAL No telegraphic proposal or telegraphic modification of the proposal will be considered. No proposal received after the time named or at any place other than the place stated in the Invitation to Submit Proposals will be considered. The proposal should be identified as follows : Sealed and addressed to THE OFFICE OF THE CITY CLERK LOCATED AT ONE MANCHESTER BLVD ,INGLEWOOD CA 90301.The envelope shall be plainly marked in the upper left-hand plainly marked in the upper left-hand corner with the name and address of the bidder and bear the words "Proposal For..." followed by the name of the work and the date and hour of bid opening. Vendors are to include one original and Six (6) copies of the proposals.

Section 2. PAYMENT TERMS

Standard payment shall be made by City check.

Section 3. REQUEST FOR INFORMATION

Firms shall include all information and documents to describe the vendor’s experience.

Section 4. INGLEWOOD BUSINESS TAX CERTICATE The vendor agrees to at all times during the performance of the agreement, obtain and maintain an Inglewood City Business Tax Certificate. The purchase of said Certificate must be made prior to the purchase of product and a copy forwarded to the Purchasing Division.

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Section 5. INSURANCE REQUIREMENTS When a contractor does work under a City purchase order, the Department must have on file valid certificates of insurance and the required endorsements. The Department must submit the required certificates and endorsements to the City Clerk who will then forward the documents to the City Attorney’s Office for review. REQUIRED INSURANCE COVERAGES The contractor shall obtain and maintain at its expense, until completion of performance and acceptance by City, the following insurance placed with an insurer admitted to write insurance in California or a nonadmitted insurer on California’s List of Eligible Surplus Lines Insurers (LESLI) and having a rating of or equivalent to A:VIII by A.M. Best Company: a. Commercial General Liability Commercial General Liability (equivalent in coverage scope to Insurance Services

Office, Inc. (ISO) form CG 00 01 11 85 or 11 88) in an amount not less than $1,000,000 per occurrence and $2,000,000 general aggregate. Such insurance shall include products and completed operations liability, independent contractor’s liability, broad form contractual liability, and cross liability protection. The "City of Inglewood, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. (ISO) forms CG 20 10 11 85 of CG 20 26 1185.

b. Automobile Liability Automobile Liability (equivalent in coverage scope to ISO form

CA 00 01 06 92) in an amount not less than $1,000,000 combined single limit per accident for bodily injury and property damage covering Auto Symbol 1 (Any Auto). If an automobile is not used in connection with the services provided by the

contractor, the contractor should provide you with a written request for a waiver of this requirement.

c. Professional Liability or Errors and Omissions Depending on the work or services to be performed, professional liability or errors

and omissions liability insurance may be required. The City will require the contractor to provide professional liability or errors and omissions liability insurance in an amount not less than $1,000,000 per claim.

d. Workers' Compensation and Employer's Liability Workers' Compensation as required by the California Labor Code and Employer's

Liability in an amount not less than $1,000,000 per accident.

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REQUIRED INSURANCE DOCUMENTATION a. Certificate of Insurance The contractor must provide you with a Certificate of Insurance evidencing the

required insurance set forth above. The Certificate Holder must be the "City of Inglewood," and the Certificate Holder's address must be the address of your Department.

b. Endorsements In addition to the Certificate of Insurance, the contractor must provide the following

endorsements:

1) Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Inglewood, its officials, employees and agents" must be endorsed to the contractor’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

2) Cancellation notice endorsements. Each policy must be endorsed to provide

that the policy shall not be cancelled or nonrenewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

3) Primary and noncontributory coverage endorsements. The general liability

and (if required) professional liability policies must be endorsed to provide that each policy shall apply on a primary and noncontributing basis in relation to any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents.

ADDITIONAL INSURANCE REQUIREMENTS FOR SPECIAL RISKS Additional insurance requirements may be imposed on certain contractors. Refer to City Attorney’s Office for individual review of the following types of services or products:

a. Construction, excavation, drilling, trenching or shoring services. b. Demolition or operations involving explosives or pyrotechnics. c. Environmental consulting, remediation, engineering or related services or operations. d. Medical-related services. e. Daycare or child care services. f. Services involving custom manufactured products. g. Products or services involving firearms, tobacco, alcohol, or controlled substances. h. Products or services involving hazardous or toxic substances. i. Testing services or operations. j. Aircraft-related products or services. k. Any unusual or high-risk activities, operations or products.

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WAIVER OR MODIFICATION OF THE INSURANCE REQUIREMENTS Any waiver or modification of the insurance requirements can only be made by the City Attorney’s Office. All waiver or modification requests are reviewed on a case-by-case basis. *Depending on the scope of services Section 6. INDEMNIFICATION

Vendor shall indemnify and hold harmless the City and its officers, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the work described herein, caused in whole or part by any negligent act or omission of the vendor, anyone directly or indirectly employed by any of them or anyone for whose acts may be liable, except where caused by the active, sole negligence, or willful misconduct of the City. If any action or proceeding is brought against Indemnities by reason of any act of the matters against which consultant has agreed to indemnify Indemnities as provided above, vendor, upon notice from City, shall defend Indemnities at vendor’s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld Section 7. ADDENDUMS: (REVISIONS TO THIS DOCUMENT) In the event that it becomes necessary to clarify or revise this Bid, RFP or RFQ, such clarification or revision will be by addendum. Any addendum will become part of this Bid, RFP or RFQ and part of any contract awarded as a result of this Bid, RFP or RFQ. ALL ADDENDA WILL BE ISSUED ON THE CITY OF INGLEWOOD “OPEN BIDS AND RFP’S” WEB PAGE .CLICK ON THE BID , RFP OR RFQ NUMBER LISTED ON THE COVER PAGE OF THIS DOCUMENT. TO ACCESS ADDENDA USE THE FOLLOWING WEB PAGE ADDRESS: http://www.cityofinglewood.org/rfps/default.asp There are no designated dates for release of addenda. Therefore interested bidders should check the Purchasing “Open Bids and RFP’s” webpage on a daily basis. No additional addendums will be issued within three days of the bid opening date. It is the sole responsibility of the bidder to be knowledgeable of all addenda related to this procurement. Section 8. “OR EQUAL” CLAUSE Whenever a material, article, or piece of equipment is identified on the plans or in the specifications by reference to manufacturers' or vendors' names, trade names, catalogue numbers, etc., it is intended merely to establish a standard; and any material, article, or equipment of other manufacturers and vendors which will perform adequately the duties imposed by the general design will be considered equally acceptable provided the material, article, or equipment so proposed is, in the opinion of the Engineer of equal substance and function. Said materials, article or equipment shall not be purchased or installed by the Contractor without the City’s Information and Technology Departments written approval.

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Section 9. NON-DISCRIMINATION Labor Code 1735: Discrimination in employment because of race, color, etc. No discrimination shall be made in the employment of persons at the City of Inglewood because of the race, religious creed, color, national origin, or ancestry, physical disability, medical condition, marital status, or sex of such persons except as provided in Section 12940 of the Government Code, and every vendor for the City of Inglewood violating this section is subject to all the penalties imposed for a violation of this chapter.

Section 10. EXECUTION OF AGREEMENT A bidder to whom award is made shall furnish all goods all in accordance with the provisions hereof and within the time stated in the proposal. If a bidder to whom an award is made fails or refuses to enter into the contract as herein provided or to conform to any of the stipulated requirements in connection therewith, an award may be made to the bidder whose proposal is next most acceptable to the City. Such bidder shall fulfill every stipulation embraced herein as if he/she were the party to whom the first award was made. A corporation to which an award is made will be required, before the contract is finally executed, to furnish evidence of its corporate existence, of its rights to do business in California.

Section 11. TERMINATION OF AGREEMENT The City may terminate the contract at its own discretion or when conditions encountered make it impossible or impracticable to proceed, or when the City is prevented from proceeding with the contract by law, or by official action of a public authority.

Section 12 RIGHT OF CITY TO WITHHOLD PAYMENT The City may withhold or nullify the whole or any part of any payment due the vendor to such extent as may reasonably be necessary to protect the City from loss as a result of: A. Claims or liens filed or reasonable evidence indicating probable filing of claims or

liens; Whenever the City shall, in accordance herewith, withhold any monies otherwise due the vendor, written notice of the amount withheld and the reasons therefore shall be given the vendor, and, when the vendor shall remove the grounds for such withholding, the City will pay to the vendor, within 35 calendar days, the amount so withheld.

Section 13 DURATION OF AGREEMENT The duration of this agreement will be (3) three years or 36 months.

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RFP-0066

SCOPE OF WORK INTRODUCTION Inglewood City Hall is conveniently located at One Manchester Boulevard near the corner of Manchester Boulevard and La Brea Avenue. The City of Inglewood has 625 employees, located throughout the City. Copier machines are located in City Hall, the Library, the Police Station, the City Yard and several parks. The City of Inglewood currently leases 46 copier machines , and 1 computer, that include full maintenance included in the monthly lease price. The City is looking for a vendor that can provide a copier solution that meets our current needs at a minimum, and can also reduce our overall copier costs. All pricing will include installation , training maintenance, and all taxes and fees. The City intends to award a contract to the vendor who proposes the best product for the best overall value. This may or may not equate to the lowest cost submitted. Vendors who submit a proposal to this Request For Proposals, but who do not participate in the mandatory site visit will not be considered. Prospective vendors may have not more than two (2) delegates attend the mandatory site visit. During the mandatory site visit the prospective vendors will visit (and see) most of the existing machines. (The site visits will be fast-paced; however, because of multiple site prospective vendors should plan for the total site visits of more than two hours.) The mandatory site visit will be held on December 19th at 11:00 am . Vendors are to meet in Community Room “A” on the first floor of City Hall. SPECIFICATIONS Vendors must complete the enclosed “BID ITEM PAGES” for each requested digital copier, as well as a sheet that lists one (1) computer. Vendors may propose not more than one (1) model per each City-requested digital copier, and computer All digital copiers must be 120 volt, not exceeding 20 amps. PROPOSAL CONTENT

As well as pricing vendors must submit proposals that include as much information on each item quoted as the vendor determines will assist the City in the process of evaluation and selection. In order for proposals to be considered by the City, proposals shall address each of the following items:

1. Proposals shall include at least three (3) current government / public account

references, if possible. References shall minimally consist of the business name, business address, business phone number, and the name of a contact person at the business.

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2. The vendor shall submit a description of the firm's organizational structure, history, legal status (i.e., partnership, corporation, etc.); and a brief description of the vendor's experience in providing sales and service of copiers.

3. Vendor shall state the experience of their service technicians for the copiers being

provided. It is the City’s preference that all technicians conducting service on City copiers be employed by the prospective vendor rather than an outsourced independent service contractor.

4. Specifically describe all inclusions and exclusions of the maintenance agreement. Indicate frequency of preventive maintenance visits, excluding reported copier failures.

5. At the City’s request, vendors shall provide City staff with a demonstration of the

equipment.

6. Proposals must clearly describe the method of acquisition, cost proposed and the terms of the acquisition (i.e., lease with maintenance agreement, cost per copy lease, monthly minimums, etc). Also note the terms of your proposal and when it will expire.

7. Rate Increases -No allowance will be made for any rate increase (equipment, supplies, parts, labor) during the term of the contract

8. The proposal price shown on the “BID ITEM PAGES” shall include all final costs,

inclusive of all shipping costs, installation fees, equipment removal costs, lease fees, documentation fees, required insurance cost by the leasing agency (if any), all taxes and all related copier and copier supply costs. The City will not fund any other costs.

9. All vendors are to provide thirty Six (36) month lease pricing for lease to own and

straight lease. Note: The City expects that all digital copiers will have the same lease termination date.

10. Provide a price on the “BID ITEM PAGES” for a comprehensive maintenance

agreement. Indicate how the maintenance agreement will be structured . Indicate if there will be charges for any “base minimum copies per month” or any “maximums”. Note any cost increase when maximum is exceeded. Unless noted otherwise, maintenance agreements are assumed to include all parts, labor, drums, preventative maintenance costs, all necessary incidentals and toners (color and b/w) to provide the City with fully functional copiers operating at their highest efficiency throughout the term of this contract. Costs listed shall include all taxes.

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11. Proposal must contain availability/delivery time for each copier proposed as well

as vendor’s schedule to provide training to City staff after delivery of proposed equipment.

12. Proposals must include the “ ATTACHMENT”A” INFRASTRUCTURE

INFORMATION” sheet, and ATTACHMENT “B” BIDDERS WORKSHEET . As well as all PRICE ITEM SHEETS and PROPOSAL AND STATEMENT PAGES. (For a full list please see Instructions to Bidders on page 5 of this document).

13. Proposals shall include manufacturer’s brochure explaining copier’s features and

specifications for each specified unit. All copiers proposed shall be the manufacturer’s most current models.

14. In addition to the above, vendors are encouraged to provide any additional information that would assist the City in evaluating the proposal(s).

SERVICE On the Exhibit “A” is a monthly volume history for year 2011 to assist with providing a monthly cost for a full coverage maintenance plan. Service maintenance contracts shall include: all labor, travel, and all parts and expendable supplies (except stapes and paper),including all taxes and fees. Certain service performance standards have been established by the City and must be maintained. Failure to meet these requirements may disqualify your bid or if awarded the contract, may result in the termination of such contract. The City requires full on-site maintenance. The following service standards must be met:

1. The successful vendor must be able to provide maintenance service to all areas of the City. The City requires a one-point service contract location, which will be responsible for all service requirements.

2. The City has established maximum on-site response time of four (4) business

hours to service calls for all areas. Normal business hours are considered 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding City holidays.

3. In the event that the successful vendor’s and the City’s response time records

differ, the City’s records shall prevail. Failure to maintain an average response time within the set limits over any one (1) month period will result in non-payment of the base maintenance service amount for that month. Failure to maintain average response time in any six month period may result in termination of the contract and removal from the City’s bid list.

4. The machine is to be operational within four (4) hours from the time the

technician arrives. Any variance in excess of this time must be coordinated with the Purchasing Division and the user department.

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5. If the machine is not repairable within sixteen (16) business hours (two business days) from the original arrival of the service technician, a loaner machine of acceptable volume will be provided by the service company at no additional cost upon request of the using department.

6. Certain critical operations may require 24-hour service maintenance available. In

your response, indicate your availability of this service and indicate the additional charges, if any, for this service. An estimate for repair for damage or loss caused by the negligence of the City or its employees, and not covered by the service agreement, will be submitted in advance by the maintenance technician to the using department prior to any repair work being accomplished, who shall approve/disapprove the repair work. Repair work performed without the City’s pre-approval shall be at the successful vendor’s sole expense.

7. Preventative maintenance calls shall be the responsibility of technicians, and the

City departments shall not be expected to place calls to request this service.

8. The successful vendor shall provide and install a “History Record Call” on each machine. The History Record Call will contain the following minimum information:

� Model, serial number and location � Date, time and description of each service � Meter reading at each service call � Length of time the machine was out of service � Name/initials of the technician

9. A service report shall be made by the service technician upon each service visit. If parts are not readily available, the technician will note this on the History Record Card, the department shall be notified of the technician’s inability to remedy the problem, and the technician shall provide an approximate date and time when the machine will be fully serviced.

10. A report shall be maintained and provided by the vendor quarterly to the City

which provides the following minimum information: � Department name and location of the machine � Model and serial number � Beginning and ending meter readings � Number of service calls � Average response time � Average length of down time

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The quarterly report shall be submitted to: Information Technology and Communications Department City of Inglewood One Manchester Blvd Inglewood, CA 90301 Each individual machine will maintain an average up time of ninety-eight percent (98%) during the term of this Agreement. Machines that fall below this level of up time during any two (2) month period, and suitably sized for their replacement, shall be replaced with any copier of similar volume and features at no charge to the City. This up time is exclusive of operator caused damage or error. In the event the City deems the vendor has not met the criteria set forth in maintaining an acceptable up time or becomes, in the sole opinion of the City as unresponsive, the City reserves the right to obtain an outside vendor to meet the City’s requirements for service and equipment. The cost of these services will be deducted from the awarded vendor’s invoice. TRAINING The successful vendor will be required to provide “Key Operator” training and general operating training upon installation of each copier, and as required at no additional charge to the City. Vendor shall submit a training plan that outlines the proposed training for the system. The vendor’s training plan will identify the training staff, include the size and assumed skill levels of each group and the functional responsibilities covered in each session; and number of hours of each training session. Vendor shall provide printed training materials for each trainee, assist with ongoing training until staff is comfortable with the software and hardware. All trainings will be on-site at the City of Inglewood.

1. The City requires technical support and backend training for the City’s information technology staff/consultant, with a minimum of four (4) hours training to cover all aspects on network information.

2. The City requires user training with a minimum of one training session per digital

copier, with training to occur at the copier’s installed location.

3. System Documentation: The vendor shall provide one (1) copy of system administration documentation for hardware, operating software and applications software. This system administration documentation should describe installation procedures, configuration, troubleshooting, maintenance, and contain a system diagram.

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SELECTION PROCESS The selection of the successful vendor will be based on the information submitted in the proposal. Proposals will be evaluated on the following criteria, including, but not limited to: � Conformance with City’s equipment specifications * � Additional features included in the proposal � Service � Warranty � Reliability/reputation of the vendor and the equipment proposed � Vendor's experience � Vendor's ability to provide timely service � Cost** *The City reserves the right to evaluate and accept any copier (excluding cpm requirement) not meeting a technical specification as shown providing it can be proved that it will not impact normal performance or quality of operation. **Final cost shall be evaluated by reviewing costs for Option #1 36 Month lease price for all copiers with per copy maintenance charge, and Option #2 36 Month lease to own price for all copiers with per copy maintenance charge and machine buy out. At the City’s request, vendors will provide a demonstration of the equipment proposed, at a site as determined by the City. Demonstrations shall occur within five working days of said request. The final selection and award of the purchase will be made after a complete analysis has been conducted. NOTE: CITY FULLY EXPECTS VENDOR TO TAKE ALL NECESSARY STEPS FOR THE INSTALLATION OF NEW MACHINES ON THE DATES DETERMINED BY THE CITY AFTER AWARD. Invoicing shall be Monthly. Summary grand total for month with back up invoices for each machine. Invoicing must be mailed in a hard copy format and mailed to: City of Inglewood Purchasing Division One Manchester Blvd (8th floor) City Hall Inglewood, Ca 90301 An electronic copy must also be sent to the City of Inglewood Purchasing Division. To: [email protected] and [email protected] NOTE : UPON AWARD ALL LEASE AGREEMENTS AND DELIVERY RECEIPTS ARE TO BE SUBMITTED TO THE PURCHASING AND SERVICES DIVISION OF THE CITY OF INGLEWOOD

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ATTACHMENT A

INFRASTRUCTURE INFORMATION SHEET Requirements Yes/No Specifications or Explanation

Works in a Microsoft Network Environment

Works with the all currently supported Microsoft Operating Systems (2000, XP, Vista, 7, Server OS 20xx). If No, identify operating systems it works with.

Can Authenticate using Microsoft Network Security?

Works with existing installed Microsoft File Servers? Works with Exchange Email Servers? (Exchange 2010)

In detail, how are scanned images placed in a folder? Describe how the folder is set up, where the device has access to it, and how the security and process is accomplished.

Are there additional hardware requirements? If “yes” provide Specifications and retail costs. Provide annual maintenance or support costs in Maintenance column.

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Are there additional software requirements? If “Yes” provide Specifications and retail costs. Provide annual maintenance or support costs in Maintenance column.

Can it be restricted to send email/documents to a single domain? And/or multiple domains?

The fax functionality works with the Analog Cisco VOIP phone line (FXS)

Please clarify if the fax functionality supports broadcasting feature. Explain how this works with outgoing fax messages. Please clarify if the incoming fax messages can be delivered via email or network file storage

Please confirm if the proposed copiers will work with the existing eCopy Stations. (ShareScan OP 4.1.0.28d)

Please confirm the availability of TWAIN drivers for the proposed copiers.

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RFP-0066 Bid item Pages: The following are a list of the current machine models that the City has in place (with current quantities). Vendors are to enter their proposed machine that meets the current specifications of the machines listed at a minimum. All machines offered are to be the most current generation and year model available. All machines must be new and unused. Prices listed on each bid sheet are to include all taxes, fees, installation, and training. The specifications below are some of the features on the machines. Vendors are responsible to quote based on all of the features listed. Vendors are to list a price on each of the 19 Bid item sheets shown below, but with the latest generation, and in your specific brand offering. Vendors are asked to supply pricing for each bid item sheet. For monthly lease and monthly lease to own with end of lease buy out price. Vendors are also asked for the cost per copy for each machine type. The City reserves the right to add or subtract machine types from this list.

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BID ITEM PAGES Item #1 through Item #19 ITEM #1 – Qty 2 ea

City Specs Your Machine Proposal

1 Make and Model Number Xerox Work Center 5638PT

2 Copies Per Minute

3a Copy (Black & White) Y 3b Copy (Color) N 3c Print (Black & White) Y 3d Print (Color) N 3e Scan (Black & White) Y 3f Scan (Color) N 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify)

OPTION #1

lease price per month. $_____________ X 2 ea $_______________

OPTION #2

lease to own price per month $_____________x 2 ea $_______________ End of lease buy out price $____________ x 2 ea $________________

Cumulative Total for all machines listed under this item number

Maintenance cost per copy $_________ black and white x 9,800 total copies per month $___________

A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes.

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ITEM #2 – Qty 1 ea



2 Copies Per Minute


OPTION # 1

lease price per month. $_____________

OPTION #2

lease to own price per month $_____________ End of lease buy out price $____________


Maintenance cost per copy $__________ black and white x 4,500 copies per month $____________


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1 Make and Model Number Xerox Work Center 7346P

2 Copies Per Minute

3a Copy (Black & White) Y 3b Copy (Color) Y 3c Print (Black & White) Y 3d Print (Color) Y 3e Scan (Black & White) Y 3f Scan (Color) Y 3g Facsimile N 3h Duplex Y 3i Stapler Y 3J Staple Capacity Y 3K Paper Capacity 3L Other (Specify)

OPTION #1


OPTION #2



Maintenance cost per copy $_______________ color x 7,800 copies per month $____________ $____________black and white x 31,000 copies per month $____________


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2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $____________color x 2,500 copies per month $______________ $____________black and white x 30,000 copies per month $_____________


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2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $___________black and white x 11,200 copies per month $___________


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1 Make and Model Number Xerox Work Center M15i

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $__________black and white x 5,400 copies per month $ ___________


27



1 Make and Model Number Xerox Work Center WPC123

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $_________ black and white x 11,400 copies per month $ ____________


28



1 Make and Model Number Xerox Work Center WPC232H

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $__________black and white x 59,700 copies per month $ ______________


29

ITEM #9 – Qty 1ea


1 Make and Model Number Xerox Work Center WPC238H

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $___________black and white x 9,200 copies per month $ ______________


30



1 Make and Model Number Xerox Work Center WCP255

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $_________black and white x 3,900 copies per month $ ______________


31




2 Copies Per Minute


OPTION #1


OPTION #2




A.Copy also includes enlargements and reductions. B.Duplex also includes multiple page duplex. C.Paper trays must support letter, legal and 11x17 paper sizes. .

32




2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $_________color x 1,500 copies per month $ ______________ $_________black and white x 4,400 copies per month $ ______________


33



1 Make and Model Number Xerox Work Center 4110CPC

2 Copies Per Minute


OPTION #1


OPTION #2





34



1 Make and Model Number Xerox Work Center DocuColr 240

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $__________color x 1,900 copies per month $ ______________ $__________black and white x 1,100 copies per month $ ______________


35

ITEM #15 – Qty 1ea


1 Make and Model Number Xerox Work Center WC5632

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $__________black and white x 900 copies per month $ ______________


36




2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $___________color x 150 copies per month $ ______________ $___________black and white x 50 copies per month ______________


37



1 Make and Model Number Xerox Work Center 4118X

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $_________black and white x 800 copies per month $ ______________


38



1 Make and Model Number Xerox Work Center4260XF

2 Copies Per Minute


OPTION #1


OPTION #2



Maintenance cost per copy $__________black and white x 600 copies per month $ ______________


39



1

Computer Note: used with DocuColr 240 Copier. Quote Computer only

DC240 DXP2502 FREEFLOW

OPTION #1


OPTION #2


Maintenance flat rate cost per month (for computer) $______________

Balance of page left blank

40

PROPOSAL AND STATEMENT PAGES To the Mayor and City Council City of Inglewood Inglewood, CA 90301 THE UNDERSIGNED PROPOSES AND AGREES TO FURNISH IN ACCORDANCE WITH SPECIFICATIONS COPIERS AND MAINTENANCE AT THE FOLLOWING PRICES:

OPTION #1

LEASE AND MAINTENANCE PRICE

ITEMS # 1 THROUGH ITEM # 19 (TOTAL ALL ITEMS)

A. MONTHLY LEASE $______________X 36 MONTHS= $_____________

B. MONTHLY MAINTENANCE : $___________X 36 MONTHS $_____________

36 MONTH GRAND TOTAL $_______________________

41

OPTION #1

$ _________________________________________________________________ ( 36 MONTH GRAND TOTAL IN WORDS) The undersigned understands that the City of Inglewood reserves the right to accept or reject any or all quotations submitted; to re-advertise at its discretion. Company’s Legal Name Street Address of Company City State Zip code Phone number Authorized Signature Title Date Type or Print Above Name Tax Identification Number The original copy of the quote must be signed in writing, sealed and submitted in the envelope furnished.

42

OPTION #2

LEASE TO OWN AND MAINTENANCE PRICE

ITEMS # 1 THROUGH ITEM # 19 (TOTAL ALL ITEMS)

A. MONTHLY LEASE $_______________ X 36 MONTHS= $_________________

B. MONTHLY MAINTENANCE : $___________ X 36 MONTHS $_______________

C. TOTAL END OF LEASE BUY OUT COST $______________

36 MONTH GRAND TOTAL $_______________________

(Including end of lease buy out cost)

43

OPTION #2

$ _________________________________________________________________ ( 36 MONTH GRAND TOTAL IN WORDS) The undersigned understands that the City of Inglewood reserves the right to accept or reject any or all quotations submitted; to re-advertise at its discretion. Company’s Legal Name Street Address of Company City State Zip code Phone number Authorized Signature Title Date Type or Print Above Name Tax Identification Number The original copy of the quote must be signed in writing, sealed and submitted in the envelope furnished.

ATTA

CH

ME

NT B

Bid Item Page total

Current Xerox Model

Total Monthly Volume Black

Total Mounthly Volume Color

Proposed Model

Lease Pmt Option #1 Mo Pmt

Lease Option #2 Own Mo. Pmt

End of lease Buyout

Mo. Maint. CPC - Blk

Mo. Maint. CPC - Color

#15638PT

9,8000

#25655PT

4,5000

#37346P

31,0007,800

#47675P

30,0002,500

#55687PT

11,2000

#6M

15i5,400

0#7

WPC

12311,400

0#8

WPC

232H59,700

0#9

WPC

238H9,200

0#10

WC

P2553,900

0#11

WC

P2457,700

0#12

WC

P26364,400

1,500#13

4110CPC

98,5000

#14C

trDocuC

olr2401,100

1,900#15

WC

5632900

0#16

7232P50

150#17

4118 X800

0#18

4260XF600

0#19

Com

p DC

240 D

XP2502(Freeflow)

MO

NTH

LY290,150

13,850A

NN

UA

LL Y3,481,800

166,20036 M

ON

TH TO

TAL

10,445,400498,600

NO

TE AN

Y AD

DITIO

NA

L CO

STS OR

FEES RELA

TED TO

THE LEA

SE OR

CO

PIER M

AIN

TENA

NC

E SERVIC

E S

NO

TE: SHEETS A

RE TO

TOTA

L NU

MB

ERS LISTED

ON

BID

ITEM PA

GES #1 TH

RO

UG

H #19

44

45

RFP-0066

DECLARATION FOR THE BIDDER

I declare that I am an authorized agent or officer of the organization submitting this proposal and in such capacity I am empowered to submit this proposal on behalf of (organization):

________________________________________________.

I also verify that all information submitted and contained herein is true and correct to the best of my knowledge and belief.

BY: Signature: __________________________________________

Printed Name: _______________________________________

Position/Title: _______________________________________

Date of Execution: ____________________________________

46

RFP-0066

Extension of Contract to Other Public Agencies

The prices, terms and conditions of this proposal may be extended to other governmental agencies at the mutual agreement of both the city and the bidding vendor. All requirements of the specifications, purchase orders, invoices, and payments with other agencies would be directly with successful bidder. The City of Inglewood does not warrant any additional use of the contract by such agencies. The bidder’s response as requested below will no way affect the City of Inglewood’s consideration of this quote.

Please indicate if this proposal will be extended to other public agencies, and the length of time it will remain in effect from the opening date of this quote.

Yes ______________ No ___________ Length of time ___________ Days/Months

47

RFP-0066

NON-COLLUSION DECLARATION

The undersigned hereby declares and says: That he has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding connection with the contract described below. (Full description of contract): I declare under penalty that the foregoing is true and correct to the best of my knowledge. Executed at ________________________________, California on _________________200____ ____________________________________ Signature of Bidder

48

RFP-0066 NO BID FORM TO ALL BIDDERS: IF YOU DO NOT INTEND TO SUBMIT A PROPOSAL FOR THIS PROJECT,

PLEASE INDICATE BELOW AND RETURN IMMEDIATELY TO THE PURCHASING

DIVISION OF THE CITY OF INGLEWOOD.

______THE FIRM CANNOT SUPPLY THE ITEM(S)/COMMODITIES SPECIFIED,

PLEASE CHANGE THE CLASSIFICATION OF OUR FIRM TO THE FOLLOWING:

_____________________________________________________________

_______THE FIRM BELOW CANNOT SUBMIT A PROPOSAL AT THIS TIME

BECAUSE OF THE

FOLLOWING:___________________________________________________

_______THE FIRM BELOW IS NOT INTERESTED IN BEING ON THE CITY OF

INGLEWOOD BID LIST, PLEASE REMOVE OUR NAME.

Quote/Bid Number/RFP: ____________________ Name of Firm: __________________________________________________

Address: _____________________________________________________ _____________________________________________________________

Phone: _______________________________________________________

Name of Individual:______________________________________________

Signature:_____________________________________________________

Date: _________________________________________________________

EXHIBIT A

DEPT Model Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Total AverageFinance (Fort) WorkCentre 5638PT 13,611 5,014 8,349 10,897 7,175 7,412 5,010 9,604 6,911 7,338 7,118 8,041 96,480 8,040IPD Records WorkCentre 5655PT 6,166 5,657 3,148 4,456 4,218 4,132 4,264 6,015 1,239 6,665 4,319 3,496 53,775 4,481Public Works WorkCentre 7346P 6,349 5,254 6,836 8,033 4,363 6,171 6,305 8,416 5,915 7,001 6,112 5,910 76,665 6,389Public Works WorkCentre 7346P (color) 2,173 1,414 2,475 2,798 2,565 2,342 2,217 2,979 3,375 4,009 1,877 2,379 30,603 2,550

Records WorkCentre 7675P 28,558 22,656 37,687 35,248 24,250 24,466 25,669 33,378 25,124 26,345 26,750 28,897 339,028 28,252Records WorkCentre 7675P(color) 1,098 510 769 1,111 855 1,154 2,437 2,734 2,549 2,972 3,233 2,665 22,087 1,841

City Clerk WorkCentre 5687PT 20,509 12,165 10,657 12,851 4,822 16,451 10,376 14,663 10,125 7,210 8,880 4,944 133,653 11,138Chief (old burglery) WorkCentre 5638PT 4,082 1,197 1,696 1,197 1,529 2,439 1,018 1,615 1,736 1,773 939 1,216 20,437 1,703

Personnel WorkCentre 7346P 18,389 8,779 13,940 12,540 7,975 16,645 11,263 16,130 9,603 11,978 13,314 10,711 151,267 12,606Personnel WorkCentre 7346P(color) 2,834 1,179 3,853 2,355 1,307 3,106 1,394 1,872 3,053 2,350 582 1,226 25,111 2,093

Roger's Park Fnt desk M15i 717 41 1,873 568 1,077 1,027 1,206 954 946 1,860 598 0 10,867 906Senior Center WCP123 4,661 3,384 3,870 4,686 626 7,224 3,095 5,763 1,411 11,274 3,951 0 49,945 4,162

Budget WCP123 0 0 41,328 1,622 10 0 2,123 0 9 4,753 0 1,215 51,060 4,255City Yard 2nd Floor WCP123 867 919 411 1,072 2,304 1,393 438 1,329 920 646 431 363 11,093 924

CDBG WCP123 1,728 0 0 3,793 247 2,625 3,117 3,542 2,188 1,824 1,628 3,798 24,490 2,041Redev WCP232H 10,290 8,659 15,399 11,443 5,209 16,437 11,056 13,932 9,559 9,520 9,176 8,599 129,279 10,773

Noise Mitigation WCP232H 8,050 7,336 8,629 7,815 3,644 7,735 6,743 6,910 6,088 7,227 7,495 8,861 86,533 7,211Housing WCP232H 13,409 8,928 19,221 18,322 5,987 19,966 14,045 17,554 12,325 15,646 16,210 12,026 173,639 14,470

PTS WCP232H 4,049 649 1,747 1,153 2,806 1,178 1,820 2,236 1,216 1,302 2,801 2,646 23,603 1,967ITC Basement WorkCentre 7346P 1,026 627 1,290 822 435 1,299 1,590 1,544 998 985 2,681 1,000 14,297 1,191ITC Basement WorkCentre 7346P(color) 721 402 445 647 131 393 380 399 1,141 437 1 131 5,228 436

Purchasing WCP232H 3,820 3,894 3,490 3,259 2,106 5,125 4,846 2,187 2,479 3,391 4,151 2,072 40,820 3,402Traffic WCP232H 8,509 3,277 6,858 4,963 8,097 4,136 5,455 8,285 9,050 4,854 5,880 5,188 74,552 6,213

A.C.T. Yard 3rd Floor WCP232H 3,914 3,179 2,494 2,969 2,455 1,271 2,100 2,941 2,020 4,258 1,312 1,532 30,445 2,537Rec Center 2nd floor WCP232H 4,420 5,162 4,574 7,257 1,171 3,463 0 6,006 0 6,604 0 0 38,657 3,221

Parks WCP232H 4,124 1,778 5,038 5,100 1,109 4,880 4,424 6,035 4,255 2,458 6,467 3,223 48,891 4,074Finance (Peggy) WCP238H 9,984 7,738 13,480 10,133 6,017 8,346 9,561 8,509 10,065 8,474 7,446 10,093 109,846 9,154

Investigation Front Des WCP255 4,430 2,566 4,775 2,450 2,002 3,697 3,224 7,774 2,405 4,892 4,354 3,152 45,721 3,810Legal WCP245 8,456 7,568 10,692 10,699 6,874 9,365 7,549 0 12,676 8,312 3,517 6,621 92,329 7,694

Steve Smith Yard gar M15i 528 448 592 449 479 323 117 197 152 218 319 38 3,860 322Juan Mata, Yard, Park M15i 44 40 3 148 125 13 11 17 12 4 3 90 510 43

Nate Estrada, Yard M15i 0 356 291 345 136 255 156 222 0 533 123 244 2,661 222Wally, Yard M15i 437 614 290 830 536 435 286 600 216 1,092 538 400 6,274 523Water Plant M15i 204 0 654 588 249 175 268 456 549 42 231 193 3,609 301

James Henry, Vincent M15i 1,754 3,550 4,456 2,457 2,083 997 2,254 1,843 95 3,186 709 712 24,096 2,008Darby Park M15i 0 0 0 3,813 172 1,754 1,635 1,088 84 1,486 628 608 11,268 939

Employee Health M15i 0 0 44 112 42 21 86 114 70 110 93 166 858 72Communcations WCP232H 2,052 2,087 1,156 2,609 1,087 2,359 2,429 1,617 0 3,280 689 3,680 23,045 1,920

Code Enforcement WCP232H 7,061 2,875 2,960 80 4,301 5,828 2,499 3,789 6,057 4,325 4,477 2,447 46,699 3,892

12 Month Rolling Volume Summary

49

EXHIBIT A

Admin 9th floor WorkCentre 7346P 4,106 4,277 5,684 0 0 14,686 4,000 918 2,483 3,796 3,540 4,655 48,145 4,012Admin 9th floor WorkCentre 7346P(color) 444 663 563 0 0 898 160 41 106 52 67 2,994 272

Burglary WCP2636 4,404 4,114 5,971 4,574 3,465 3,209 2,714 3,980 2,950 8,116 4,259 4,100 51,856 4,321Burglary WCP2636(color) 1,487 1,043 1,563 1,097 1,510 1,160 1,050 2,460 2,753 1,042 853 1,392 17,410 1,451

Print Shop 4110CPC 112,911 65,423 124,718 67,402 82,127 113,191 86,570 117,159 105,572 109,685 129,729 67,163 1,181,650 98,471Print Shop DocuColr 240 651 159 399 264 6 360 9 555 7 28 7,956 2,707 13,101 1,092Print Shop DocuColr 240(color) 1,951 1,285 1,666 3,328 788 606 1,069 3,576 3,601 445 2,619 1,298 22,232 1,853Print Shop DC240 DXP2502 Freeflow 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Wanda / Treasurer WC5632 173 486 684 765 1,140 2,037 0 3,118 813 168 1,027 0 10,411 868City Clerk WorkCentre 4260XF 1,258 515 1,923 631 23 51 63 107 287 38 0 1,884 6,780 565

DOJ WorkCentre 7675P 1,600 1,496 1,802 1,154 1,427 3,003 1,385 1,490 697 1,476 1,434 0 16,964 1,414DOJ WorkCentre 7675P(color) 659 450 752 1,087 413 699 614 730 131 1,226 1,127 0 7,888 657

Grants WorkCentre 7346P 7,012 6,486 5,858 5,808 0 13,997 6,435 5,942 8,894 5,721 5,726 6,224 78,103 6,509Grants WorkCentre 7346P(color) 3,115 1,260 2,889 2,154 0 4,998 1,563 3,103 3,205 1,795 2,384 2,435 28,901 2,408Library WorkCentre 7232P 0 0 0 0 129 15 104 66 60 2 141 5 522 44Library WorkCentre 7232P(color) 320 19 15 27 319 15 13 19 720 7 4 1 1,479 123Library WorkCentre 4118X 597 540 87 0 939 16 840 504 409 747 379 8 5,066 422Library WorkCentre 4118X 189 531 367 199 0 22 1,367 549 480 357 0 15 4,076 340

50

RFP-0066 WORKING 11-13-12 grand total mabey final see

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