University of Central Florida PURCHASING DEPARTMENT ... · The objective of this Invitation to Negotiate (ITN) is to enable the University of Central Florida (UCF) to enter into an

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SUBMIT OFFER TO:

PURCHASING DEPARTMENT UNIVERSITY OF CENTRAL FLORIDA

12479 RESEARCH PARKWAY, BLDG. 600 ORLANDO, FL 32826

Phone:(407) 823-2661 – Fax (407) 823-5551 www.purchasing.ucf.edu

University of Central Florida

INVITATION TO NEGOTIATE

Contractual Services Acknowledgement Form

Page 1 of 69 Pages OFFERS WILL BE OPENED May 7, 2014 @ 2:00 PM

and may not be withdrawn within 120 days after such date and time.

ITN NO: 1308CCSA

UNIVERSITY MAILING DATE: 02/14/14

ITN TITLE: Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program

FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER

VENDOR NAME REASON FOR NO OFFER

VENDOR MAILING ADDRESS

CITY - STATE - ZIP CODE

P O S T I N G O F P R O P O S A L T A B U L A T I O N S AREA CODE TELEPHONE NO. TOLL FREE NO. FAX NO.

Proposal tabulations with intended award(s) will be posted for review by interested parties at the Purchasing Department, our solicitation web page and the State of Florida’s Vendor Bid System and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in UCF Regulation 7.130(5) at http://regulations.ucf.edu/chapter7/index.html shall constitute a waiver of proceedings under that regulation.

Government Classifications Check all applicable

□ African American □ American Women □ Asian-Hawaiian □ Government Agency □ Hispanic □ MBE Federal □ Native American □ Non-Minority □ Non-Profit Organization □ Pride □ Small Business Federal □ Small Business State

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm or person submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the vendor and that the vendor is in compliance with all requirements of the Invitation To Negotiate, including but not limited to, certification requirements. In submitting an offer to an agency for the State of Florida, the vendor offers and agrees that if the offer is accepted, the vendor will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the state of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the vendor.

GENERAL CONDITIONS 1. SEALED OFFERS: All offer sheets and this form must be executed and submitted in a sealed envelope. (DO NOT INCLUDE MORE THAN ONE OFFER PER ENVELOPE.) The face of the envelope shall contain, in addition to the above address, the date, and time of the solicitation opening and the solicitation number. Offer prices not submitted on any attached price sheets when required shall be rejected. All offers are subject to the terms and conditions specified herein. Those which do not comply with these terms and conditions are either automatically rejected with respect to non-compliance with non-negotiable terms and conditions or may be rejected, at UCF’s sole discretion, with respect to any other terms and conditions. 2. EXECUTION OF OFFERS: Offers must contain a manual signature of authorized representative in the space provided above. Offers must be typed or printed in ink. Use of erasable ink is not permitted. All corrections to prices made by vendor must be initialed. The company name and F.E.I.D. or social security number must appear on each pricing page of the proposal as required. 3. NO OFFER SUBMITTED: If not submitting an offer, respond by returning only this offer acknowledgment form, marking it "NO OFFER,"

and explain the reason in the space provided above. Failure to respond without justification may be cause for removal of the company’s name from the solicitation mailing list. NOTE: To qualify as a respondent, vendor must submit a "NO OFFER," and it must be received no later than the stated offer opening date and hour.

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4. PRICES, TERMS AND PAYMENT: Firm prices shall be negotiated and include all services rendered to the purchaser. (a) DISCOUNTS: Cash discount for prompt payment shall not be considered in determining the lowest net cost for offer evaluation purposes. (b) MISTAKES: Offerers are expected to examine the conditions, scope of work, offer prices, extensions, and all instructions pertaining to the services involved. Failure to do so will be at the offerer’s risk.

(c) INVOICING AND PAYMENT: All vendors must have on file a properly executed W-9 form with their Federal Employer Identification Number prior to payment processing.

Vendors shall submit properly certified original invoices to:

Finance & Accounting 12424 Research Parkway, Suite 300 Orlando, Florida 32726-3249

Invoices for payment shall be submitted in sufficient detail for a proper pre-audit and post audit. Prices on the invoices shall be in accordance with the price stipulated in the contract at the time the order is placed. Invoices shall reference the applicable contract and/or purchase order numbers. Invoices for any travel expenses shall be submitted in accordance with the State of Florida travel rates at or below those specified in Section 112.061, Florida Statutes and applicable UCF policies. Travel Reimbursement must be made using the UCF Voucher for Reimbursement of Traveling Expenses available on the web at http://www.fa.ucf.edu/forms/forms.cfm#.

Final payment shall not be made until after the contract is complete unless the University has agreed otherwise.

Interest Penalties: Vendor interest penalty payment requests will be reviewed by the UCF ombudsman whose decision will be final.

Vendor Ombudsman: A vendor ombudsman position has been established within the Division of Finance & Accounting. It is the duty of this individual to act as an advocate for vendors who may be experiencing problems in obtaining timely payments(s) from the University of Central Florida. The Vendor Ombudsman can be contacted at (407) 882-1040; or by mail at the address in paragraph 4, (c) above.

The ombudsman shall review the circumstances surrounding non-payment to: • determine if an interest payment amount is due; • calculate the amount of the payment; and • ensure timely processing and submission of the payment request in

accordance with University policy.

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UNIVERSITY OF CENTRAL FLORIDA

INVITATION TO NEGOTIATE (ITN) NUMBER 1308CCSA

FOR

Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program

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TABLE OF CONTENTS

1.0 INTRODUCTION Page 1.1 Statement of Objective……………………………………………… 6 1.2 Contract Award……………………………………………………... 6 1.3 UCF Environment…………………………………………………... 7 2.0 GENERAL CONDITIONS 2.1 Authorized UCF Representative/Public Notices/UCF Discretion…. 11 2.2 Approximate Calendar of Events…………………………………… 11 2.3 Respondent Communications and/or Inquiries…………………….. 12 2.4 Respondent’s Conference and Site Visit……………………………. 13 2.5 Written Addenda……………………………………………………. 13 2.6 Offer Due/Opening Date……………………………………………. 13 2.7 Section Not Used…………………………………………………… 14 2.8 Evaluation Criteria and Selection Process…………………………. 14 2.9 Posting of Recommended Selection………………………………... 16 2.10 Offer Validity Period……………………………………………….. 17 2.11 Disposition of Offer/Florida Public Records Law Compliance……. 17 2.12 Economy of Presentation…………………………………………… 17 2.13 Restricted Discussions/Submissions………………………………... 17 2.14 Verbal Instructions Procedure……………………………………… 17 2.15 State Licensing Requirements……………………………………… 18 2.16 Parking……………………………………………………………… 18 2.17 Definitions…………………………………………………………... 18 2.18 Procurement Rules………………………………………………….. 19 2.19 Force Majeure………………………………………………………. 19 2.20 Limitation of Remedies, Indemnification, and Insurance…………. 19 2.21 Term of Contract…………………………………………………… 21 2.22 Cancellation/Termination of Contract………................................... 21 2.23 Assignment and Amendment of Contract………………………….. 21 2.24 Independent Parties…………………………………………………. 22 2.25 Performance Investigations………………………………………… 22 2.26 Records……………………………………………………………... 22 2.27 Public Records……………………………………………………… 22 2.28 Severability…………………………………………………………. 22 2.29 Notices……………………………………………………………… 22 2.30 Governing Law and Venue…………………………………………. 22 2.31 Liaison……………………………………………………………… 23 2.32 Subcontracts………………………………………………………… 23 2.33 Employment of UCF Personnel…………………………………….. 23 2.34 Conflict of Interest………………………………………………….. 23 2.35 Equal Opportunity Statement………………………………………. 23 2.36 Waiver of Rights and Breaches…………………………………….. 24 2.37 Headings Not Controlling…………………………………………... 24 2.38 Employee Involvement/Covenant Against Contingent Fees………. 24

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2.39 Employment of Aliens……………………………………………… 25 2.40 Site Rules and Regulations…………………………………………. 25 2.41 Travel Expenses…………………………………………………….. 25 2.42 Annual Appropriations……………………………………………… 25 2.43 Taxes………………………………………………………………... 25 2.44 Contractual Precedence…………………………………………….. 25 2.45 Use of Contract by Other Government Agencies…………………... 26 2.46 Public Entity Crimes………………………………………………... 26 2.47 Work for Hire………………………………………………………. 26 2.48 Export Control……………………………………………………… 27 2.49 Nonnegotiable Conditions and Requirements……………………… 28 2.50 Additional Quantities………………………………………………. 28 3.0 REQUIRED OFFER FORMAT 3.1 Introduction…………………………………………………………. 28 3.2 Offer Sections………………………………………………………. 28

4.0 OTHER REQUIREMENTS…………………………………..….. 42

APPENDIX I EVALUATION SCORING SHEET

APPENDIX II TERMS AND CONDITIONS

APPENDIX III CERTIFICATE OF NON-SEGREGATED FACILITIES

APPENDIX IV COMPLIANCE AND CERTIFICATION OF GOOD STANDINGS APPENDIX V SUPPLEMENTAL INFORMATION

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1.0 INTRODUCTION 1.1. Statement of Objective

The objective of this Invitation to Negotiate (ITN) is to enable the University of Central Florida (UCF) to enter into an agreement with a vendor to provide a framework to manage distributed copiers/multi-function devices (MFDs), vend copiers, and UCF Print and Digital Communications production equipment at the University, including, but not limited to: • Centralized convenience color and monochrome (black toner) digital copiers/MFDs. • Local area convenience monochrome and color digital copiers/MFDs. • Vend and pay-for-use monochrome and color devices. • Production monochrome (black toner) devices. • Production color devices.

Charges for equipment, service, and supplies (except paper) for devices in the distributed fleet are to be quoted on a cost-per-copy basis. The quoted cost-per-copy will be inclusive and cover all costs applicable to the type of equipment and/or service being quoted. Cost-per-copy rates for distributed copiers and MFDs will include the cost of the equipment, software, consumable supplies (except paper), all parts, labor, and other service expenses. All costs proposed under this proposal must be clearly identified. Charges for equipment, service, and supplies for monochrome and color production devices are to be quoted on a monthly lease and service agreement basis. The monthly lease will include all hardware and software. The service agreement will include the cost of the equipment, software, consumable supplies (except paper), all parts, labor, and other service expenses. All costs proposed under this proposal must be clearly identified.

The Successful Respondent, if any, will enter into a contract with UCF that provides for the performance of all terms and conditions set forth in this ITN, unless UCF has agreed to accept or negotiate certain terms and conditions, as described in Section 2.3. Non-negotiable terms and conditions (as indicated on Appendix II) must always be performed by the Respondent.

1.2. Contract Award

A. UCF intends to award a contract or contracts resulting from this solicitation to the responsible Respondent(s) whose offer represents the best value after evaluation in accordance with the criteria in this solicitation.

B. UCF may reject any or all offers if such action is in UCF’s best interest. C. UCF may waive informalities and minor irregularities in offers received.

D. UCF reserves the right to evaluate an offer and award a contract without negotiations. Therefore, the offerer’s initial offer should contain the offerer’s best terms from a cost or price and technical standpoint.

E. UCF reserves the right to conduct negotiations with the highest ranked offerer(s). F. UCF reserves the right to make an award on any item for a quantity less than the quantity offered, at

the unit cost or prices offered, unless the respondent specifies otherwise in the offer.

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G. UCF reserves the right to make multiple awards if, after considering the additional administrative costs, it is in UCF’s best interest to do so.

H. A written notice of award will be sent to the successful respondent(s). 1.3. UCF Environment

The University of Central Florida (UCF) is a Carnegie RU/VH: Research Universities (very high research activity) located approximately 13 miles east of downtown Orlando. UCF opened in 1968 as Florida Technological University, with the mission of providing personnel to support the growing U.S. space program at the Kennedy Space Center. "Florida Tech" was renamed The University of Central Florida in 1978, as the university's academic scope expanded beyond its original focus on engineering and technology. 2013 enrollment consists of approximately 60,000 students, the majority of which are located on the university's acre main campus. The Main Campus consists of 173 buildings containing approximately 7.5 million assignable square feet. The university offers over 200 degree options through twelve Universities and twelve satellite campuses throughout Florida. The Centralized Copier/Multi-function Device (MFD) and Production Equipment Management Program contains a mix of color and monochrome devices. The current distributed fleet consists of:

• 237 monochrome MFDs averaging a total of 900,000 copies per month. • 72 color MFDs averaging a total of 400,000 monochrome and 150,000 color copies per month. • 38 vend devices averaging a total of 15,000 monochrome copies per month.

A list detailing current make and model, and average monthly use data is included in Appendix V. The University estimates that 90% to 95% of all distributed MFDs are connected to the campus network. The Centralized Copier/Multi-function Device (MFD) and Production Equipment Management Program serves a diverse population including:

• 1,685 Faculty • 7,601Staff

The proposed system must be flexible and robust enough to manage charges to a large number of separate accounts. Many faculty and staff make copies and prints charged to multiple accounts. For example, a staff member may do work in more than one administrative department and need the ability to charge copies and prints to each administrative function. A faculty managing research grants may require a separate account for each grant. The equipment in the campus print shop consists of:

• Two 135 copy-per-minute (CPM) and one 110 CPM monochrome devices averaging 170,000 (total, all three machines) per month.

• One 90 CPM color production device averaging 17,000 monochrome CPM and 55,000 color per month.

Vendors are expected to propose solutions to provide separate proposals for the MFD fleet and the production equipment. The University reserves the right to pursue separate agreements for production and fleet equipment.

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Goals: By centralizing copier and MFD management, the University expects to gain in several areas. These include:

• Reduction in the number of redundant devices; desktop printers and FAX devices for example. • Lower overall cost-per-copy by pooling all monochrome output into a single agreement. • Access to advanced technology. • Acquisition of feature-rich machines. • Reduction of demand on capital funds. • Better control through standardization. • Minimize down time. • Scalability – matching machines to demand. • Flexibility – the ability to relocate or change machines as demand changes. • Co-terminus agreements when adding equipment to the agreement. • Invoices with clearly stated charges. • Ongoing, effective, and accessible technical support and training to meet the changing needs of

the University. • Networked devices that integrate seamlessly with the campus network architecture and provide

full functionality to both Macintosh and Windows platforms, including but not limited to all print and billing functions.

Expectations: The successful Vendor is expected to replace the current fleet of leased and owned devices with digital multifunction devices of appropriate capacity for each location. New devices are to be multifunction and include scan, copy, print, and FAX functionality. Required functionality for fleet devices includes but is not limited to:

• Direct print/copy “off the glass.” • Direct online print/copy. • Direct print from flash drives. • Scan to print – scan one, print many functionality. • Scan to FAX. • Scan to Email. • Scan to document storage. • Scan to Adobe® PDF. • Scan to TIFF. • Color and monochrome scanning on all installed devices

Detailed specifications are presented in Section 3.2. The systems and equipment placed under this agreement must be scalable, meaning that the equipment must be expandable/contractible as needs and demands change. The University intends to work with the successful Vendor to review the equipment usage periodically to ensure that the appropriate equipment is in place. Upon the agreement of both parties, equipment installed under this agreement may be relocated to meet changes in demand. There must be an upgrade path, which assures the University of at least six years’ useful life of the equipment, and there must be a remedy for reduced demand. The Vendor will be responsible for disposing of used toner cartridges and other parts in compliance with appropriate city, state and Federal laws and guidelines.

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Security: The Vendor will be responsible for notifying the University of all security vulnerabilities as the manufacturer discloses them and for working with the University’s Information Technology staff to remedy them. The Vendor is also responsible for removing hard drives and/or securely erasing all of the data stored on any media storage device that is a part of any equipment installed or relocated within the University. Under the terms of this agreement, solutions to security issues, including the removal of any data on any media storage device installed as a part of this agreement, must meet the full approval of University Information Technology staff. Contact: The University requests two contacts for this agreement. One contact will be for all service related matters, the other will be for all other matters. The service point of contact is expected to be fully trained in and knowledgeable of the equipment and technology, including document scan functionality, and will be responsible for all first-level service communications with the Vendor. The contacts will be empowered by the Vendor to escalate problems and issues to appropriate parties within the company. In the event that the contact is unable to resolve a problem and/or issue, the University reserves the right to escalate the problem and/or issue to appropriate regional or national contacts. The Vendor is required to provide a brief profile of the two contacts that will be managing the account as well as names and contact information of appropriate corporate leadership (division and regional managers of sales and service).

Segments/Tiers: The University expects vendors to propose devices that meet the needs of each location. The following chart should serve as a guide for proper machine placement.

Average Monthly Volume

Copies Per

Minute

Segment From To From To

1 0 999 11 20

2 1,000 4,999 21 30

3 5,000 14,999 31 40

4 15,000 29,999 41 69

5 30,000 49,999 70 90

6 50,000 50,000 91 and up Variation from these guidelines must be clearly identified. In the event that a department needs a machine with greater capacity than otherwise indicated by these guidelines, Vendors may provide an up-grade path that recovers the cost of the additional capacity. Testing: The University expects to test all equipment prior to acceptance of the agreement. A team of University staff will inspect all models proposed by the Vendor to meet the fleet needs. An on-site demonstration at the University of a device with network, scan, print, and copy functionality of up to one week in length will be provided at no cost to the University by the top two proposers. Production equipment must be demonstrated in a working environment and equipped like devices being proposed. The University expects to provide actual print files as part of the production equipment demonstration.

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Cost-per-copy agreement: The University is requesting proposals to create cost-per-copy agreements to provide printed output from fleet MFDs for University use. UCF plans to acquire service, consumable supplies (except paper), and equipment, including copiers, and multi-function color and black toner digital print devices. Pricing for production equipment placed in Print and Digital Communications may be on either a cost-per-copy basis or using a traditional lease and service model. Exceptions to Cost-per-copy pricing: From time to time, it may be necessary for the University to purchase equipment covered in the scope of this agreement. While the University prefers not to purchase equipment, there are occasions when external funding agreements require that it do so. In these cases, the Vendor will be expected to provide the same devices proposed in this agreement or like-for-like equipment substitutions, approved by UCF, to the University. The purchase price for the MFD will be the same as that used to compute the cost-per-copy pricing. The vendor will bill the University on a cost-per-copy basis for all maintenance, service, and supplies. The service-only cost-per-copy rate for this equipment should be the same as the overage rate charged for devices installed under this agreement. Monochrome copies made on color devices: The University expects the monochrome cost-per-copy charges to recover all machine costs including the cost of devices producing both black and color copies. Color copies will be billed at a separate, clearly identified per-copy rate. Pooled volume: Copies for all distributed devices will be consolidated into one pool for billing purposes. The cost per copy proposed in this agreement should be the based on a monthly minimum of 1,100,000 copies and include both monochrome copies and monochrome copies produced on color devices. Copies in excess of 1,100,000 per month will be billed at an “overage” rate. The difference between the monthly minimum and the actual volume will be adjusted annually. Color copies will be billed at a separate cost-per-copy rate on a monthly basis. New equipment: All equipment placed under this agreement must be newly manufactured. Used, re-built, re-manufactured or demonstration units are not acceptable. However, used and/or rebuilt equipment may be used as loaners and for vend copier installation as long as they are clearly identified as being used/rebuilt. All equipment placed under this agreement must be fully supported by the vendor and/or manufacturer for the entire term of the contract. “Fully supported” includes access to drivers, spare parts, service, preventative maintenance and product upgrades. It is not acceptable for any device placed under this agreement to become obsolete during the term of the agreement. Vend Copiers: Vend copiers located in the Library and other campus locations are included in the ITN. The University acknowledges that some vend devices are operating at low monthly volumes. Respondents are invited to propose creative solutions that provide vend copy services to low volume locations. Creative solutions might include the use of rebuilt or used equipment, provided that all service expectations are met. Vend copiers are expected to have both copy and print capabilities and accept funds from major credit cards and Knight Cash, the University’s student debit card. The vend copiers are not required to accept coins or currency. The internal copy control process to gather printer and copier use and account information electronically from the distributed fleet MFDs may also gather vend information; however Library vend copiers and other the walk-up installations must be adaptable to swipe card use.

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Additional information available at http://www.ucf.edu/about_ucf

2.0 GENERAL CONDITIONS 2.1. Authorized UCF Representative/Public Notices/UCF Discretion

Respondent’s response to this ITN and any communications and/or inquiries by Respondent during this ITN process must be submitted in writing to the individual and address stated below. Inquiries must be via email. UCF will consider only those communications and/or inquiries submitted in writing to the individual below on or before the date and time specified in Section 2.2, “Calendar of Events.” To the extent UCF determines, in its sole discretion, to respond to any communications and/or inquiries, such response will be made in writing and mailed/emailed to all Respondents. UCF shall not accept or consider any written or other communications and/or inquiries (except an offer) made between the date of this deadline and the posting of an award, if any, under this ITN.

Christine Tangel Senior Purchasing Agent University of Central Florida 12479 Research Parkway [email protected] Orlando, FL 32826 Office: 407-823-2661 Fax: 407-823-5551

Advance notice of public meetings regarding this ITN, if UCF determines at its sole discretion whether any such meetings will be held, will be in writing and posted in UCF’s Purchasing Department, 12479 Research Parkway. Additionally, any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation at which a vendor makes an oral presentation or at which a vendor answers questions is exempt from s. 286.011 and s. 24(b), Art. I of the State Constitution. This also includes any portion of a team meeting at which negotiation strategies are discussed. All such meetings shall be conducted in accordance with Chapter 286 of the Florida Statutes. UCF also reserves the right and sole discretion to REJECT any offer at any time on grounds that include, without limitation, either that an offer is nonresponsive to the ITN or is incomplete or irregular in any way, or that a responsive offer is not in UCF’s best interest.

2.2. Approximate Calendar of Events

Listed below are the dates and times by which stated actions should be taken or completed. If UCF determines, in its sole discretion, that it is necessary to change any of these dates and times, it will issue an Addendum to this ITN. All listed times are local time in Orlando, Florida.

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Date/Time Action 02/13/14 Invitation To Negotiate advertised 02/13/14 Invitation To Negotiate released 03/11/14@10:00 am Pre-proposal Conference (see 2.4. for location and contact person) 03/26/14 Last Day to submit communications and/or inquiries in writing only; preferably by email to the

individual listed in section 2.1. 04/03/14 Responses to inquiries and Addenda, if any, mailed to Respondents 05/07/14 Deadline for Offer submission at 2:00 p.m. (ITN opening)

2.3. Respondent Communications and/or Inquiries

A. UCF is not liable for interpretations/misinterpretations or other errors or omissions made by the Respondent in responding to this ITN. The Respondent shall examine this ITN to determine if UCF’s conditions and requirements are clearly stated. If, after examination of the various conditions and requirements of this ITN, the Respondent believes there are any conditions or requirements which remain unclear or which restrict competition, the Respondent may request, in writing, that UCF clarify or change condition(s) or requirement(s) specified by the Respondent. The Respondent must provide the Section(s), Subsection(s), and Paragraph(s), that identify the conditions or requirements questioned by the Respondent. The Respondent also must provide detailed justification for a change, and must recommend specific written changes to the specified condition(s) or requirement(s). Requests for changes to this ITN must be received by UCF not later than the date shown in Section 2.2., entitled “Calendar of Events,” for the submittal of written communications and/or inquiries. UCF shall not make any changes to any of the non-negotiable terms and conditions. The non-negotiable terms and conditions are indicated on Appendix II. Requests for changes to the non-negotiable provisions of this ITN shall automatically be rejected. Requests for changes to anything other than the non-negotiable provisions of this ITN may or may not be accepted by UCF and may or may not be negotiated by UCF, all at UCF’s sole discretion.

B. Any Respondent disagreeing with any terms and conditions set forth in this ITN shall indicate on Appendix II, Terms and Conditions Supplemental Offer Sheet, the specific ITN section(s) the Respondent disagrees with and shall provide a clear and detailed reason for the disagreement and a solution to the disagreement, in his/her offer, all PRIOR TO the deadline stated in Section 2.2 “Calendar of Events.” UCF may or may not accept or agree to negotiate any of the terms and conditions that Respondents indicated as disagreeing with, all at UCF’s sole discretion. The indication of disagreement with any non-negotiable terms and conditions shall be automatically rejected.

C. Failure to submit Appendix II and clearly indicating which terms and conditions the Respondent agrees and disagrees with (i.e. failure to initial the designated sections set forth on Appendix II, indicating that the Respondent has either understood and agreed to or disagreed with each particular section listed on Appendix II) and/or clear and detailed reasons for the disagreement, with the offer, all prior to the deadline stated in Section 2.2. “Calendar of Events,” shall be grounds for rejection of that offer, at UCF’s sole discretion. UCF may or may not accept and/or negotiate any such terms and conditions that the Respondent disagreed with. If UCF decides not to accept any of the terms and conditions the Respondent disagreed with, UCF shall have the right, at UCF’s sole discretion to exercise its right to reject the tentative awardee’s offer and proceed to the next highest ranked

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respondent. As noted above, the disagreement with any non-negotiable terms and conditions by the Respondent shall be automatically rejected.

D. UCF shall at its sole discretion determine what requested changes to this ITN and the resulting agreement are acceptable. Non-negotiable terms and conditions, as indicated on Appendix II will always stay as they are and any requested changes to such clauses shall automatically be rejected. UCF shall issue an Addendum reflecting the acceptable changes to this ITN, if any, which shall be sent to all Respondents as specified in Section 2.1.

E. Any communications, questions and/or inquiries from the Respondent concerning this ITN in any

way must be submitted in writing to the individual identified in Section 2.1 not later than Wednesday, March 26, 2014 at 12:00 p.m. (NOON) Eastern Time as set forth in the Calendar of Events. Written inquiries must be legible and concise and must clearly identify the Respondent who is submitting the inquiry.

2.4. Respondents’ Conference and Site Visit

Pre-Proposal Conference: Each vendor can send at least one (1) representative to UCF Purchasing Department, 12479 Research Parkway, Orlando, FL Bldg. 600; Contact person for the Pre-proposal conference is Christine Tangel and is scheduled for Wednesday, March 11, 2014 at 10:00 a.m. Eastern Time.

2.5. Written Addendum

Written Addendum to this ITN along with an Addendum Acknowledgment Form will be mailed to all Respondents. The Addendum Acknowledgment Form shall be signed by an authorized representative of the Respondent, dated and returned with the offer.

2.6. Offer/Proposal Opening Date

Respondent’s response to this ITN shall be prepared in accordance with Section 3.0, “Required Offer Format”. Offers are due at the time and date specified in Section 2.2, “Calendar of Events” and must be received by UCF’s Authorized Representative in UCF’s Purchasing Department, Orlando Tech Center, 12479 Research Parkway, Orlando, FL 32826, no later than 2:00 PM EST on Wednesday, May 07, 2014 according to the time clock in UCF’s Purchasing Department. Offers or amendments to offer that arrive after 2:00 PM EST on Wednesday, May 07, 2014 will not be accepted/considered for any reason whatsoever. Telephone, including facsimile and electronic mail, and telegraphic negotiations and/or amendments to offers shall not be accepted at any time. At 2:00 PM EST on Wednesday, May 07, 2014, all timely offers will be opened for the sole purpose of recording the names of the Respondents submitting written offers. Purchasing will not extend the proposal opening to accommodate vendors that did not discover the ITN early enough to submit a proposal.

If Respondent elects to mail in his/her offer package, the Respondent must allow sufficient time to ensure UCF’s proper receipt of the offer package by the time specified above. Regardless of the form of delivery, it is the responsibility of the Respondent to ensure that the offer package arrives at UCF’s Purchasing Department no later than 2:00 PM EST on Wednesday, May 07, 2014.

Offers will be accepted up to, and no offers may be withdrawn after, the deadline for offer submission

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time and date shown above. Offers must be delivered in sealed envelopes clearly marked: ITN 1308CCSA Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program. The ITN must be submitted in one (1) hard copy and six (6) electronic versions (either on a thumb drive or CD). The one hard copy needs to contain original signatures of the Respondent’s authorized representatives on the document titled “INVITATION TO NEGOTIATE ACKNOWLEDGMENT FORM (Form ITN/CS)” and all other areas where initials or signatures are required.

2.7. Section Not Used 2.8. Evaluation Criteria and Selection Process

A. UCF reserves the right to conduct negotiations if the decision maker (Vice President/Dean or his/her

written designee(s)) with the advice and consent of the Purchasing Director determines negotiations to be in the best interest of the university. Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation is exempt from s. 286.011 and s. 24(b), Art. I of the State Constitution. Discussions with vendors after receipt of an offer do not constitute a rejection, counteroffer or acceptance by UCF.

B. UCF reserves the right to conduct negotiations with the highest ranked offerer(s). In the event the

decision maker determines it to be in UCF’s best interest to enter into negotiations, he/she after receiving the advice and consent of the Purchasing Director shall: 1. Establish an evaluation committee tailored for the particular acquisition that includes appropriate

expertise to ensure a comprehensive evaluation of offers. The committee will review all responsive offers and develop a ranked order of vendors based on the points given each evaluation criteria contained herein;

2. Develop the acquisition plan (strategy to award with or without negotiations) after review of offers;

3. Ensure consistency among the solicitation requirements, notices to respondents, offer preparation instructions, evaluation criteria, solicitation provisions or contract clauses, and data requirements;

4. Ensure that offers are evaluated based solely on the evaluation criteria contained in the solicitation;

5. Consider the recommendations of the evaluation committee in determining which offerer(s) to enter into negotiations; and

6. Select the negotiation team. This can be the evaluation team or any other individual(s) the decision maker deems necessary for the acquisition. The negotiation team will invite the highest ranked offerer(s) falling within the desired competitive range to enter into negotiations.

C. All offers shall be initially evaluated based on weighted criteria set forth in the table below by

members of an evaluation committee. Such committee shall consist of three (3) or more individuals who have expertise regarding, or some experience with, the subject matter of the ITN or, if none, then individuals who could be characterized as recipients, beneficiaries, or users of the ITN’s subject matter. The Vice President/Dean or his/her written designee(s) will appoint the evaluation committee members. Committee members, at the discretion of the Vice President/Dean or his/her written designee(s), shall have the option to meet as a group any time during formulation of the

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specifications and solicitation stage to discuss and correct any concerns and ambiguities of the solicitation and specifications. This privilege shall be rescinded upon opening of the offers. After offer opening, each evaluation committee member shall function independently of all other persons including, without limitations, the other committee members, and, throughout the entire evaluation process, each evaluation committee member is strictly prohibited from meeting with or otherwise discussing this ITN and any aspect thereof including, without limitation, the offers and their content with any other individual whatsoever. Each evaluation committee member shall conduct an independent evaluation of the offers in accordance with the weighted evaluation criteria set forth in the following Table A:

Table A – Evaluation of Responses

Evaluation Criteria Max Points

A. Supplier’s conformance with the mandatory and non-mandatory (preferred) ITN specifications, requirements, terms, conditions and provisions as outlined within the ITN, including identified exceptions. Also to include the quality of overall proposal including completeness, accuracy, and the extent to which instructions were followed.

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B. Supplier’s experience and performance in supplying equipment and supplies and managing performance with accounts of similar size and complexity (References will be used to confirm performance).

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C. Overall cost of goods and/or services as determined by the overall cost-per-copy.

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D. Overall quality of proposed equipment as evidenced by Buyer’s lab and similar professional evaluation services, feedback from references and the results of evaluations by UCF staff.

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E. Supplier’s record of financial performance and stability. Evidence of financial ability to meet operational requirements. Include a bank reference for your organization and audited financial reports for the past three (3) years. Please do not bind these documents with the main portion of your proposal. Suppliers must include these documents in the prepared proposal package.

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F. Extent of Supplier’s experience, supporting resources and management. Supplier’s business experience including years of successful operation, suitability of offices and service area and evidence of a well trained staff. CVs of key staff detailing experience in projects of similar size and scope with emphasis on projects involving other colleges and/or universities.

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Evaluation of Responses Point Total 100

Each evaluation committee member must independently score, in writing, each offer on the form depicted in APPENDIX I. Each evaluation committee member shall enter comments, if any, regarding the offer and then sign the completed score forms and deliver them, in a sealed envelope, to the Purchasing Person identified in section 2.1., who will forward copies to the Decision Maker, or his/her designee. At the time of such delivery to the Purchasing Person, the evaluation

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committee members shall cease to participate further in this ITN process unless expressly requested otherwise by Decision Maker. The Decision Maker shall review, in the manner and to the extent he/she deems reasonable under the circumstances, the ITN, the offers, and committee members’ scoring forms. While not bound to them, the Decision Maker may give deference to the scoring forms. Based on what the Decision Maker determines is in the best interest of UCF, the Decision Maker will then make the final decision whether or not to recommend the award of a contract to a Respondent to this ITN, negotiate with the highest ranked respondent(s) or cancel the ITN. The Decision Maker may, at any time during this ITN process, assign one (1) or more UCF staff member(s) to assist the Decision Maker’s review prior to his/her decision-making in this process. UCF is not obligated to make an award under or as a result of this ITN or to award such contract, if any, on the basis of lowest cost or highest commission offered. UCF reserves the right to award such contract, if any, to the Respondent(s) submitting an offer that UCF, at its sole discretion, determines is in UCF’s best interest.

2.9. Posting of Recommended Selection

A recommendation to award will be posted at such time as the Purchasing Department provides notice of intended decision or until 30 days after a public opening of the offers, whichever is earlier. The recommendation to award a contract, if any, to a Respondent(s) to this ITN will be posted for review by interested parties in the Purchasing Department and will remain posted for a period of seventy-two (72) hours (three (3) business days).

A. If the Respondent desires to protest the recommendation to award a contract, if any, the Respondent

must file with UCF: 1. A written notice of intent to protest within seventy-two (72) hours (three (3) business days) of

the posting of the recommended award. UCF shall not extend or waive this time requirement for any reason whatsoever.

2. A formal written protest by petition within ten (10) calendar days of the date on which the notice of intent to protest is filed. UCF shall not extend or waive this time requirement for any reason whatsoever.

B. Failure to file in writing either a notice of intent to protest or a formal protest by petition within the

time prescribed in UCF Regulation 7.130(5), shall constitute a waiver of proceedings under that regulation. C. A formal written protest by petition must be accompanied by a Protest Bond payable to UCF in the

amount of $10,000 or 10% of UCF’s estimate of the total value of the offered contract, whichever is less. The form of the Protest Bond shall be a cashier’s check or money order made payable to UCF.

D. In addition to all other conditions and requirements of this ITN, UCF shall not be obligated to pay

for information obtained from or through the Respondent.

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2.10. Offer Validity Period

Any submitted offer, shall in its entirety, remain a valid offer for 120 days after the offer submission date.

2.11. Disposition of Offers; Florida Public Records Law Compliance

All offers become the property of the State of Florida, and the State of Florida shall have the right to use all ideas, and/or adaptations of those ideas, contained in any offer received in response to this solicitation. Any parts of the offer or any other material(s) submitted to UCF with the offer that are copyrighted or expressly marked as “confidential”, “proprietary”, or “trade secret”, will only be exempted from the “open records” disclosure requirements of Chapter 119, Florida Statutes, if Florida law specifically recognizes these materials as exempt from disclosure. Thus, the mere designation as “confidential”, “proprietary”, or “trade secret” by a vendor does not ensure that such materials will be exempt from disclosure. In the absence of a specific Florida statute exempting material from the public records law, UCF is legally obligated to produce any and all public records produced or received in the course of conducting university business, irrespective of any designation by the vendor of those same records as “confidential”, “proprietary”, or “trade secret.” The ultimate determination of whether a vendor’s claim of “confidential,” “proprietary” or “trade secret” will support an exemption from disclosure will be made by UCF or, potentially, a court. UCF’s selection or rejection of an offer will not affect this provision.

2.12. Economy of Presentation

Each offer shall be prepared simply and economically, providing a straightforward, concise description of the Respondent’s capabilities to satisfy the conditions and requirements of this ITN. Fancy bindings, colored displays, and promotional material are not desired. Emphasis in each offer must be on completeness and clarity of content. To expedite the evaluation of offers, it is mandatory that Respondents follow the format and instructions contained herein. UCF is not liable for any costs incurred by any Respondent in responding to this ITN including, without limitation, costs for oral presentations requested by UCF, if any.

2.13. Restricted Discussions/Submissions

From the date of issuance of the ITN until UCF announces its intent to negotiate, the Respondent shall not discuss the offer or any part thereof with any employee, agent, or representative of UCF except as expressly requested by UCF in writing. Violation of this restriction will result in REJECTION of the Respondent’s offer.

2.14. Verbal Instructions Procedure

No negotiations, decisions, or actions shall be initiated or executed by the Respondent as a result of any discussions with any UCF employee. Only those communications that are in writing from the authorized UCF representative identified in Section 2.1. of this ITN that have been approved in writing by UCF’s President or the President’s designee shall be considered as a duly authorized expression on behalf of UCF. Only communications/inquiries from the Respondent that are signed in writing and delivered on a timely basis, i.e., not later than 12 p.m. (NOON) on March 26, 2014, will be recognized by UCF as duly authorized expressions on behalf of the Respondent.

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2.15. State Licensing Requirements

All corporations seeking to do business with the State of Florida shall, at the time of submitting an offer in response to this ITN, either be on file or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application must be furnished to UCF when submitting the offer. The successful Respondent, if any, shall be on file with the Florida Department of State at the time of execution of a contract resulting from this ITN, if any. Similarly partnerships seeking to do business with the State shall, at the time of submitting such an offer, have complied with the applicable provisions of Chapter 620, Florida Statutes. A statement shall be required indicating that the Respondent is a corporation or other legal entity. If subcontractors are used, a statement shall also be required indicating that all subcontractors are registered with the State of Florida in accordance with Chapter 607 or 620, Florida Statutes, providing their corporate charter numbers. For additional information, the Respondent shall contact the Florida Secretary of State’s Office at (904) 488-9000.

2.16. Parking

Respondent/Vendor(s) shall ensure that all vehicles parked on campus for purposes relating to work resulting from an agreement shall have proper parking permits. This applies to all personal vehicles and all marked and unmarked company vehicles that will be on any University campus for one (1) day or more or on a recurring basis. All such vehicles must be registered with University’s Parking Services Department, and parking permits must be purchased by the Respondent/Vendor. Respondent’s/Vendor’s vehicle(s) shall observe all parking rules and regulations. Failure to obtain parking permits, properly display them, and otherwise comply with all of University’s parking rules and regulations could result in the issuance of a parking ticket and/or towing at the expense of Respondent/Vendor or Respondent’s/Vendor’s employees. For additional parking information or information regarding parking fees/rates, contact University’s Parking Services Department at (407) 823-5812 or online at http://parking.ucf.edu.

2.17. Definitions

UCF’S Contract Administrator - The University’ designated liaison with the Respondent. In this matter UCF’s Contract Administrator will be Christine Tangel. Respondent/Offerer/Vendor/Contractor - Anyone who submits a timely offer in response to this ITN. Successful Respondent/Contractor - The firm or individual who is the recommended recipient of the award of a contract under this ITN (also synonymous with “Payee”, “Offerer”, and “Vendor”). Contract/Agreement - The formal bilateral agreement signed by a representative of the University and the Vendor which incorporates the requirements and conditions listed in this ITN and the Vendor’s offer. Project Manager - After contract award a liaison from the user department will oversee the Contractor’s performance and report as needed to the contract administrator. The Project Manager is Cissy Johnson Glowth.

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2.18. Procurement Rules

A. UCF has established for purposes of this ITN that the words “shall”, “must”, or “will” are equivalent in this ITN and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by UCF. UCF will, at UCF’s sole discretion, determine whether a deviation is material. Any deviation found by UCF to be material shall result in the rejection of the offer.

B. The words “should” or “may” are equivalent in this ITN and indicate very desirable conditions, or

requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of an offer, but may result in the offer being considered as not in the best interest of UCF. UCF will, at UCF’s sole discretion, determine whether an offer is considered as not in the best interest of UCF and may or may not reject the offer, all at UCF’s sole discretion.

C. The Respondent must comply with the instructions cited in Section 2.3. Also, the Respondent must initial the designated sections set forth on Appendix II, indicating that the Respondent has either understood and agreed to or disagreed with each particular section listed on Appendix II. Failure to submit Appendix II with each area marked as set forth above and initialed by the Respondent shall constitute grounds for rejection of the offer by UCF and shall give UCF the right to reject the offer, at UCF’s sole discretion.

D. The Respondent is solely responsible for the accuracy and completeness of its offer. The

Respondent’s errors or omissions, if any, are solely at the risk of the Respondent and may be grounds for rejection of the offer and shall give UCF the right to reject the offer, at UCF’s sole discretion.

2.19. Force Majeure

No default, delay or failure to perform on the part of UCF or the Respondent shall be considered a default, delay or failure to perform otherwise chargeable, hereunder, if such default, delay or failure to perform is due to causes beyond UCF’s reasonable control including, but not limited to, strikes, lockouts, actions or inactions of governmental authorities, epidemics, war, embargoes, fire, earthquake, acts of God, default of common carrier. In the event of such default, delay, or failure to perform due to causes beyond UCF’s or the Respondent’s reasonable control, any date or times by which UCF or the Respondent is otherwise scheduled to perform shall be extended automatically for a period of time equal in duration to the time lost by reason of the cause beyond the reasonable control of UCF or the Respondent.

2.20. Limitation of Remedies, Indemnification, and Insurance

A. The Attorney General of the State of Florida has rendered an opinion that agencies of the State of Florida cannot contractually limit the State's right to redress. Consequently, any offer by Respondent to limit the Respondent’s liabilities to the State or to limit the State’s remedies against the Respondent is unacceptable and will result in the REJECTION of the Respondent’s offer.

B. As an agency of the State of Florida, UCF’s liability is regulated by Florida law. Except for its’

employees acting within the course and scope of their employment, UCF shall not indemnify any entity or person. The State of Florida is self-insured to the extent of its liability under law and any

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liability in excess of that specified in statute may be awarded only through special legislative action. Accordingly, UCF’s liability and indemnification obligations under this ITN and the resulting contract, if any, shall be effective only to the extent required by Florida law; and any provision requiring UCF to provide insurance coverage other than the State of Florida self-insurance shall not be effective.

C. Respondent(s)/Vendor(s)/Payee(s)/Offerer(s) shall hold the University and the UCF Board of

Trustees and the University’s officers, employees, agents and/or servants harmless and indemnify each of them against any and all liabilities, actions, damages, suits, proceedings, and judgments from claims arising or resulting from the acts or omissions of Respondent(s)/Vendor(s)/Payee(s)/Offerer(s), its employees, its agents or of others under Respondent’s/Vendor’s/Payee’s/Offerer’s control and supervision. If any part of a delivery to the University pursuant to a contract resulting from this ITN is protected by any patent, copyright, trademark, other intellectual property right or other right, Respondent/Vendor/Payee/Offerer also shall indemnify and hold harmless the University and the UCF Board of Trustees and the University’s officers, employees, agents and/or servants from and against any and all liabilities, actions, damages, suits, proceedings and judgments from claims instituted or recovered against the University by any person or persons whomsoever on account of the University’s use or sale of such article in violation of rights under such patent, copyright, trademark, other intellectual property right or other right. For all purchases of $10,000 or below, Respondent/Vendor/Payee/Offerer will have and maintain types and amounts of insurance that at a minimum cover the Respondent’s/Vendor’s/Payee’s/Offerer’s (or subcontractor’s) exposure in performing a contract resulting from this ITN. For all purchases that exceed $10,000 (i.e. $10,000.01 and up) and/or all purchases that require a UCF Safe Form, Respondent/Vendor/Payee/Offerer will have and maintain general liability insurance of one (1) million dollars and Respondent/Vendor/Payee/Offerer shall send a copy of his/her insurance certificate (prior to commencement of his/her performance or delivery hereunder) to the following address by email, fax or mail:

E-mail: [email protected] Fax: 407-823-0146

Mail: University of Central Florida PO Box 163500

Orlando FL 32816-3500 UCF has the right to deviate from any of the above insurance requirements, if UCF, at UCF's sole discretion decides to do so. If UCF decides to deviate from the above noted insurance requirements, UCF will inform the Respondent/Vendor/Payee/Offerer in writing in those particular circumstances. Unless UCF notifies a Respondent/Vendor/Payee/Offerer in writing that UCF is willing to deviate from the insurance requirements noted above, all of the above insurance requirements shall apply to the Respondent/Vendor/Payee/Offerer. The University and its Board of Trustees shall be listed as additional insured on any certificate issued and the Certificate Holder is to read the following:

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University of Central Florida Board of Trustees

4000 Central Florida Blvd. Orlando FL 32816

D. WORKER’S COMPENSATION: During the contract term, the contractor at its sole expense shall

provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the contract, which, as a minimum, shall be: workers' compensation and employer's liability insurance in accordance with Florida Statutes Chapter 440, with minimum employers' liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. Such policy shall cover all employees engaged in any contract work.

Employers who have employees who are engaged in work in Florida must use Florida rates, rules, and classifications for those employees. In the construction industry, only corporate officers of a corporation or any group of affiliated corporations may elect to be exempt from workers' compensation coverage requirements. Such exemptions are limited to a maximum of three per corporation and each exemption holder must own at least 10% of the corporation. Independent contractors, sole proprietors and partners in the construction industry cannot elect to be exempt and must maintain workers' compensation insurance.

2.21. Term of Contract

The contract resulting from this ITN, if any, shall commence at the time the contract is signed on or about August 1, 2014 and the initial term shall end on January 31, 2019 (4 year initial term). The University may renew contract for an additional two (2) one year renewals as mutually agreed to by both parties. No renewal period will exceed the initial term nor will cumulative renewals exceed 6 years.

2.22. Termination of Contract

UCF may terminate a contract resulting from this ITN without cause on ninety (90) days’ advanced written notice to the Payee. The parties to a resultant contract may terminate the contract at any time by mutually consenting in writing. Either party may terminate a resultant contract immediately for breach by the other that remains substantially uncured after ninety (90) days’ advanced written notice to the breaching party, which notice describes the breach in detail sufficient to permit cure by the breaching party. The University shall be liable only for payment for services satisfactorily rendered/goods satisfactorily delivered and accepted from the date of commencement until the effective date of termination.

2.23. Assignment and Amendment of Contract

Neither the contract resulting from this ITN, if any, nor any duties or obligations under such contract shall be assignable by the Respondent without the prior written consent of UCF. Any contract resulting from this ITN may be amended only in writing signed by the Respondent and UCF with the same degree of formality evidenced in the contract resulting from this ITN.

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2.24. Independent Parties

Except as expressly provided otherwise in the contract resulting from this ITN, if any, UCF and the Respondent shall remain independent parties and neither shall be an officer, employee, agent, representative or co-partner of, or a joint venture with, the other.

2.25. Performance Investigations

As part of its evaluation process, UCF may make investigations to determine the ability of the Respondent to perform under this ITN. UCF reserves the right to REJECT any offer if the Respondent fails to satisfy UCF that it is properly qualified to carry out the obligations under this ITN.

2.26 Records The Respondent/Vendor/Payee/Offerer agrees to keep and maintain, separate and independent records, in accordance with generally accepted accounting principles, devoted exclusively to its obligations and activities pursuant to a contract resulting from this ITN. Such records (including books, ledgers, journals, and accounts) shall contain all entries reflecting the business operations under a resultant contract. University or its authorized agent shall have the right to audit and inspect such records from time to time during the term of a resultant contract, upon reasonable notice to the Payee.

2.27 Public Records

Any contract resulting from this ITN may be canceled unilaterally by the University for refusal by the Respondent/Vendor/Payee/Offerer to allow public access to all papers, documents, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Respondent/Vendor/Payee/Offerer in conjunction with a resultant contract.

2.28. Severability

If any provision of the contract resulting from this ITN, if any, is contrary to, prohibited by, or deemed invalid by applicable laws or regulations of any jurisdiction in which it is sought to be enforced, then said provision shall be deemed inapplicable and omitted and shall not invalidate the remaining provisions of such contract.

2.29. Notices

All notices and all other matters pertaining to the contract resulting from this ITN, if any, to a party shall be in writing, shall be hand delivered, or sent by registered or certified U.S. Mail, return receipt requested, and shall be deemed to have been duly given when actually received by the addressee at the address listed in section 2.1 of this ITN.

2.30. Governing Law and Venue

This ITN and resulting contract, if any, and any disputes thereunder will be governed by the laws of the State of Florida and shall be deemed to have been executed and entered into in the State of Florida. Any such contract shall be construed, performed, and enforced in all respects in accordance with the laws and

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rules of the State of Florida, and any provision in such contract in conflict with Florida law and rules shall be void and of no effect. UCF and Respondent hereby agree that this ITN and resulting contract, if any, shall be enforced in the courts of the State of Florida and that venue shall always be in Orange County, Florida.

2.31. Liaison

UCF’s liaison with the successful Respondent, if any, shall be Cissy Johnson Glowth. 2.32. Subcontracts

The Respondent is fully responsible for all work performed under the contract resulting from this ITN, if any. The Respondent may, with the prior written consent of UCF, enter into written subcontract(s) for performance of certain of its functions under such contract. The subcontractors and the amount of the subcontract(s) shall be identified in the Respondent’s response to this ITN. No subcontract shall be implemented or effective until approved in writing by UCF. No subcontract(s), which the Respondent enters into under the contract resulting from this ITN, if any, shall in any way relieve the Respondent of any responsibility for performance of its duties under such contract. Respondent is responsible to fully notify any subcontractor(s) of their responsibilities under any subcontract. All payments to subcontractors shall be the sole responsibility of the Respondent.

2.33. Employment of UCF Personnel

The Respondent shall not, without UCF’s prior written consent, knowingly recruit for engagement, on a full time, part time, or other basis during the period of this ITN and any resulting contract, any individuals who are or have been UCF employees at any time during such period, except for UCF’s regularly retired employees, or any adversely affected State employees.

2.34. Conflicts of Interest Acceptance of a contract resulting from this ITN shall certify that Payee is aware of the requirements of Chapter 112, Florida Statutes and in compliance with the requirements of Chapter 112, Florida Statutes and other laws and regulations concerning conflicts of interests in dealing with entities of the State of Florida. Payee certifies that its directors and/or principal officers are not employed and/or affiliated with the University unless a current Conflict of Interest (Report of Outside Activity/Employment) form has been completed, executed by such director or officer and approved in accordance with applicable University policies or rules. Violation of this section by Payee shall be grounds for cancellation of a contract resulting from this ITN.

2.35. Equal Opportunity Statement

The State of Florida and UCF subscribe to equal opportunity practices, which conform to both the spirit and the letter of all laws against discrimination and are committed to non-discrimination on the basis of race, creed, color, sex, age, national origin, religion, veteran or marital status, or disability. Respondent commits to the following:

A. The provisions of Executive Order 11246, September 24, 1965, as amended by Executive Order

11375, and the rules, regulations and relevant orders of the Secretary of Labor that are applicable to

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each order placed against the contract resulting from this ITN, if any, regardless of value. B. The Respondent, if any, awarded a contract under this ITN shall agree to comply with the

Americans with Disabilities Act (ADA) of 1990. C. If the Respondent anticipates receiving $10,000 in orders during the first 12 months of the contract,

if any, resulting from this ITN, Respondent must complete a Certificate of Non-Segregated Facilities form and attach the form to the offer. A sample certificate is attached as APPENDIX III.

D. If the Respondent anticipates receiving $50,000 in orders during the first 12 months of the contract,

if any, resulting from this ITN, and employs more than 50 people, the Respondent must complete and file prior to March 1 of each year a standard form 100 (EEO-1).

E. If the Respondent anticipates receiving $50,000 in orders during the first 12 months of the contract,

if any, resulting from this ITN, and employs more than 50 people, the Respondent must maintain a written program for affirmative action compliance that is accessible for review upon request by UCF.

F. Respondents shall identify their company’s government classification at time of offer submittal

(See UCF Form ITN/CS: ITN acknowledgement cover page). Respondent’s identity will not foster special consideration during this ITN process; this is only for informational purposes for reporting.

2.36. Waiver of Rights and Breaches

No failure or delay by a party hereto to insist on the strict performance of any term of a contract resulting from this ITN, or to exercise any right or remedy consequent to a breach thereof, shall constitute a waiver of any breach or any subsequent breach of such term. No waiver of any breach hereunder shall affect or alter the remaining terms of such a contract, but each and every term of such a contract shall continue in full force and effect with respect to any other then existing or subsequent breach thereof. The remedies provided in such a contract are cumulative and not exclusive of the remedies provided by law or in equity.

2.37. Headings Not Controlling

Headings used in any contract resulting from this ITN are for reference purposes only and shall not be considered to be a substantive part of such contract.

2.38. Employee Involvement/Covenant Against Contingent Fees

In accordance with Section 112.3185, Florida Statutes, the Respondent hereby certifies that, to the best of its knowledge and belief, no individual employed by the Respondent or subcontracted by the Respondent has an immediate relationship to any employee of UCF who was directly or indirectly involved in any way in the procurement of the contract, if any, resulting from this ITN or goods or services thereunder. Violation of this section by Respondent shall be grounds for cancellation of such contract. The Respondent also warrants that no person or selling agency has been employed, engaged or retained to solicit or secure any contract resulting from this ITN or any advantage hereunder upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, or in exchange for any substantial consideration bargained for, excepting that which is provided to the Respondent’s

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bona fide employees or to bona fide professional commercial or selling agencies or in the exercise of reasonable diligence should have been known by the State to be maintained by the Respondent for the purpose of securing business for Respondent. In the event of the Respondent’s breach or violation of this warranty, UCF shall, subject to Respondent’s rights under Chapter 120, Florida Statutes, have the right, at its option, to annul any contract resulting from this ITN without liability, to deduct from the charges otherwise payable by UCF under such contract the full amount of such commission, percentage, brokerage, or contingent fee, and to pursue any other remedy available to UCF under such contract, at law or in equity.

2.39. Employment of Aliens

Payee’s employment of unauthorized aliens, if any, shall be considered a violation of §§274(e) of the Immigration and Nationality Act. If the Payee knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of a contract resulting from this ITN by the University.

2.40. Site Rules and Regulations

Respondent shall use its best efforts to assure that its employees and agents, while on UCF’s premises, shall comply with the State's and UCF’s site rules and regulations, if any.

2.41. Travel Expense

Respondent shall not under this ITN or any resulting contract charge UCF for any travel expenses, meals, and lodging without UCF's prior written approval. Upon obtaining UCF's prior written approval, Respondent may be authorized to incur travel expenses payable by UCF to the extent and means provided by Section 112.061, Florida Statutes and applicable UCF policies. Any expenses in excess of the prescribed amounts shall be borne by the Respondent.

2.42. Annual Appropriations

The University’s performance and obligations under a contract resulting from this ITN are subject to and contingent upon annual appropriations by the Florida Legislature and other funding sources.

2.43. Taxes

The State of Florida is a tax-immune sovereign and exempt from the payment of all sales, use and excise taxes. The Respondent shall be responsible to pay any such taxes imposed on taxable activities/services under the contract, if any, resulting from this ITN.

2.44. Contractual Precedence

The contract that results from this ITN, if any, and any attachments and/or addenda that are executed by University’s duly authorized signatory constitutes the entire and exclusive agreement between the parties. Attachments and/or addenda may include, but are not limited to UCF’s Invitation To Negotiate (“ITN”) including all the University’s ITN specifications, and the Payee’s ITN response. In the event of any conflict or inconsistency between before mentioned documents, the order of precedence is: A. The Agreement/Contract; B. University’s ITN and ITN specifications;

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C. Respondent’s ITN response; and D. Any other attached documents signed by the University’s official signatory at the time the

Agreement/Contract is executed. 2.45. Use of Contract by Other Governmental Agencies:

At the option of the Vendor/Contractor, the use of the contract resulting from this solicitation may be extended to other governmental agencies, including the State of Florida, its agencies, political subdivisions, counties, and cities. Each governmental agency allowed by the vendor/contractor to use this contract shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received and accepted. No agency receives any liability by virtue of this offer and subsequent contract award.

2.46. Public Entity Crimes: A person or affiliate who has been placed on Florida’s convicted vendor list following a conviction for a

public entity crime may not submit an offer on a contract to provide any goods or services to a public entity, may not submit an offer on a contract with a public entity for the construction or repair of a public building or public work, may not submit offers on leases of real property to a public entity, may not be awarded, or perform work as a contractor, supplier, subcontractor, or consultant under, a contract with any public entity, and may not transact business with any public entity in excess of the offer limit for that public entity, for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

2.47. WORK FOR HIRE:

Any work specifically created for the University under a contract resulting from this ITN by the Payee or anyone working on behalf of the Payee (the term Payee shall encompass both) shall be considered a “work for hire.” All designs, prints, paintings, artwork, sketches, etchings, drawings, writings, photographs, or any other work or material or property produced, developed or fabricated and any other property created hereunder, including all material incorporated therein and all preliminary or other copies thereof, (the "Materials") shall become and remain the property of the University, and, unless otherwise specifically set forth herein, shall be considered specially ordered for the University as a "work made for hire," or, if for any reason held not to be a "work for hire,” the Payee who created, produced, developed or fabricated the Materials hereunder assigns all of his/her right, title and interest in the Materials to the University. The University shall own all right, title and interest in the Materials. The Payee agrees upon request to execute any documents necessary to perfect the transfer of such title to the University. The Materials shall be to the University’s satisfaction and are subject to the University’s approval. The Payee bears all risk of loss or damage to the Materials until the University has accepted delivery of the Materials. The University shall be entitled to return, at the Payee’s expense, any Materials which the University deems to be unsatisfactory. On or before completion of the Payee’s services hereunder, the Payee must furnish the University with valid and adequate releases necessary for the unrestricted use of the Materials for advertising or trade purposes, including model and property releases relating to the Materials and releases from any persons whose names, voices or likenesses are incorporated or used in the Materials.

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The Payee hereby represents and warrants that, (a) all applicable laws, rules and regulations have been complied with, (b) the Payee is free and has full right to enter into this P.O. and perform all of its obligations hereunder, (c) the Materials may be used or reproduced for advertising or trade purposes or any commercial purposes without violating any laws or the rights of any third parties and (d) no third party has any rights in, to, or arising out of, or in connection with the Materials, including without limitation any claims for fees, royalties or other payments. The Payee agrees to indemnify and hold harmless the University and those acting for or on its behalf, the UCF Board of Trustees, the State of Florida and the Florida Board of Governors and their respective officers, agents, employees and servants from and against any and all losses, claims, damages, expenses or liabilities of any kind, including court costs and attorneys' fees, resulting from or in any way, directly or indirectly, connected with (a) the performance or non-performance of the University’s order by the Payee, (b) the use or reproduction in any manner, whatsoever, or (c) any breach or alleged breach of any of the Payee’s contracts or representations and warranties herein.

2.48 Export Control:

The parties shall comply with all applicable U.S. export control laws and regulations, including but not limited to the International Traffic in Arms Regulations (ITAR), 22 CFR Parts 120 through 130, the Export Administration Regulations (EAR), 15 CFR Parts 730 through 799 and/or other restrictions imposed by the Treasury Department’s Office of Foreign Asset Controls (OFAC), in the performance of a contract resulting from this ITN. The parties agree that no technology, related data or information will be exchanged or disseminated under such a contract nor any collaboration conducted pursuant to such a contract, which are export controlled pursuant to the export control laws of the United States, including the EAR and the ITAR and any other applicable regulations. The Parties agree that the Payee will not provide the University with any ITAR or EAR restricted technology and/or related data, and that any ITAR or EAR restricted technologies and/or data produced in furtherance of a contract resulting from this ITN will be in the exclusive possession of the Payee and at no time will any export controlled technologies, related data, or information be intentionally or inadvertently transferred to the University, its facilities, labs, staff, researchers, employees, officers, agents, servants or students in the performance of such a contract. If the Payee wishes to disclose export controlled technology or technical data to the University, the Payee will, prior to disclosing any information, technical data or source code that is subject to export controls under federal law, notify the University in writing that the material is export controlled and shall identify the controls that apply. The University shall have the right to decline or limit (a) the receipt of such information, and (b) any task requiring receipt of such information. In the event the Payee sends any such technical data or product that is subject to export control, without notice of the applicability of such export control, the University has the right to immediately terminate a contract resulting from this ITN. The Payee understands and agrees that to the extent the Payee’s personnel have access to work or materials subject to U.S. export controls while on University property, such personnel will meet all federal export control regulatory requirements or have the appropriate U. S. government approval.

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2.49 Nonnegotiable Conditions and Requirements

The University seeks to award a contract from this ITN that complies with applicable law and will be both fair and reasonable to all parties, protecting the best interest of the University, its Board of Trustees, faculty, staff and students. With that goal in mind, we have developed a list of terms and conditions that are either required by law and are thus non-negotiable or have been deemed to be important to the University’s interests and are thus non-negotiable. Any discussions seeking to alter or remove such a term or condition from any contract resulting from this ITN shall not be granted to any Respondent. The non-negotiable terms and conditions are listed on Appendix II of this document, and identified with **non-negotiable**. Respondents that disagree with any of those “non-negotiable” terms and conditions should forego submitting an offer because said offer shall be rejected as nonresponsive to this ITN. Failure to submit Appendix II with the offer constitutes grounds for rejection of the offer and UCF shall have the right to reject said offer, at UCF’s sole discretion.

2.50 Additional Quantities

The University reserves the right to increase or decrease total quantities as necessary. The University may place additional orders for the same commodities/services solicited under this ITN within 180 days after expiration of the contract resulting from this ITN. Total additional quantities, if any, are unknown.

3.0 REQUIRED OFFER FORMAT 3.1. Introduction

The Respondent shall not alter the ITN in any way and shall not reproduce all or any part of the ITN in its offer document. The contract, if any, resulting from this ITN shall attach the entire ITN and incorporate the ITN by reference.

To facilitate analysis of its offer, the Respondent must prepare its offer in accordance with the instructions outlined in this section. If Respondent’s offer deviates from these instructions, such offer may, at UCF’s sole discretion, be REJECTED.

UCF EMPHASIZES THAT THE RESPONDENT CONCENTRATE ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. The Respondent must use sections and tabs that are clearly identified and also must number and label all parts, pages, figures, and tables in its negotiation. Additional tabs may be appended which contain any other pertinent matters that the Respondent wishes UCF to take into consideration in reviewing the offer. Respondent’s response to this ITN must be sent to UCF’s Authorized Representative at the address listed in Section 2.1 above.

3.2. Respondent/Offer Submittal Sections

The Respondent shall organize its offer into the following major sections. A. Supplier’s conformance with the mandatory and non-mandatory (preferred) ITN specifications,

requirements, terms, conditions and provisions as outlined within the ITN, including identified exceptions. Also to include the quality of overall proposal including completeness, accuracy, and the extent to which all instructions were followed. The following are example and not to be mistaken for as all the instructions that should be followed:

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• Proposers must complete and return Appendix II with their proposal indicating acceptance or rejection of each identified term and condition and initial each section.

• Any addendum(s) and all other Appendixes that require a signature must be signed and returned with the proposal.

• The correct number of proposals must be submitted as instructed in section 2.6. above.

Equipment Specifications – All copiers/MFDs

1. Machine Capacities (minimum output speed): Devices will be configured based on historical average monthly volumes; however, in some cases the University may specify the placement of a device capable of somewhat higher output than the average monthly volume would indicate.

Average Monthly Volume

Copies Per

Minute

Segment From To From To

1 0 999 11 20

2 1,000 4,999 21 30

3 5,000 14,999 31 40

4 15,000 29,999 41 69

5 30,000 49,999 70 90

6 50,000 50,000 91 and up

2. Duty Cycles: The Vendor will provide manufacturer’s recommended monthly use volumes for each proposed device.

3. Electronic Auditing/Billing: Electronic auditing/billing with the capacity to track multiple accounts is required for each device.

4. Internal Copy Control: All equipment is to include an internal copy control process to gather printer and copier use and account information electronically from Macintosh, Windows, and Unix platforms. Please describe system to be used.

5. Reduction and Enlargement: All machines must have reduction and enlargement capabilities. Vendor to list reduction and enlargement range in this proposal.

6. Copy Rotation: Copy rotation and electronic sorting capabilities are required. 7. Paper Trays: Removable paper trays of at least 250-sheet capacity are required for each

paper size. 8. Output Resolution: Copier/printer equipment must be capable of at least 600 x 600 output

resolution. 9. Network Compatibility: Copier/printer equipment must operate seamlessly with UCF’s

network architecture. Contract can/will be voided if all network printing problems cannot be resolved to the satisfaction of the UCF Copier Services Manager and Business Services IT Manager. These include, but are not limited to, failure to recognize output from different platforms, inability to gather electronic print information from all potential users, and other compatibility issues. Vendor will be asked to demonstrate network compatibility and cross-platform performance before the final agreement is approved.

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10. Required File Compatibility: Copier/printer equipment must be capable of processing files in current versions of PCL, Adobe Acrobat®, and Adobe Postscript® Level 3.

11. Print Queues: The University must have the ability to set print queue preferences (multiple jobs from same source) and to manage work originating from multiple sources (i.e., FAX, walk-up, or on-line) on multi-function devices.

12. Remote Diagnostics: Internet-based remote diagnostics and status reporting that allows a remote administrator to check paper and toner levels, operational status, and activities is required.

13. Substrate: All devices placed under this contract must perform seamlessly with papers and substrates reasonably expected to be used in an administrative or academic office at a college or university. These include but are not limited to: • Sub 16 – sub 45 bond (52 – 220 GM2) • Carbonless bond (NCR) • Up to sub 65 uncoated cover • Recycled papers including up to 30% post-consumer waste.

14. FAX: FAX capabilities required. Vendor to describe FAX specifications. 15. Surge Protection: All devices must have surge protectors or similar protection consistent

with accepted industry standards. 16. Scanning:

Required scanner features: • Scan to print – scan one, print many functionality • Scan to FAX • Scan to Email • Scan to document storage • Color scanning capabilities. • Scan to Adobe® PDF • Scan to TIFF • Fully compatible with the University’s operating systems and network.

Preferred scanner features: • Double-sided scanning. • High resolution, up to 600 dpi preferred. • Ability to identify document type (photo, text, printed document, etc.).

17. Scan Formats: All devices must have the ability to scan to various file formats including,

but not limited to multiple page PDF, OCR/PDF, TIFF, and JPEG. 18. Scan to External Storage: Preference will be given to devices with the ability to scan to the

network server or attached USB drive. 19. Paper Weights: All machines to be able to process paper of up to 90-pound index basis

weight stock from the installed paper trays. 20. Print Controller: Print controller with at least 256 MB RAM expandable to at least 1 GB

required on each device. 21. Operating System Compatibility: Copier/printer equipment must be compatible with all

common operating systems, including but not limited to Unix, Windows ®, and Macintosh® OS X®. Compatibility means full functionality for all features of the device, including but not limited to scan to storage, electronic billing, and laser printing. The UCF Director of Information Technology is the final authority on whether a device meets compatibility

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requirements. 22. Print Drivers: Print drivers must be available for all existing UCF computing equipment,

including equipment running on Unix, Windows ®, and Macintosh® OS X®, as well as custom systems developed by the University.

23. Driver Upgrades: Print drivers must be upgraded at no expense to the University as required to maintain compatibility with upgraded operating systems.

24. Security: All devices must possess a security feature(s) that prevents files remaining on the hard drive of the device from being accessed by unauthorized individuals.

25. Security: The Vendor will alert UCF Copier Service Manager and Business Services IT Manager of all security bulletins, notices, announcements, or any other communication describing vulnerabilities that could cause or facilitate a security breach on all equipment installed under this agreement.

26. Functionality in the Event of Network Problems: All devices deployed must be capable of walk-up operation even if network printing problems exist.

27. Electronic Billing: Preference will be given to devices with electronic auditing/billing capabilities.

28. Automatic Document Feeder (ADF): Scanner with automatic document feeder required: • Minimum capacity of at least 50 sheets of 8 1/2 x 11 sub 20 bond paper • Scan rate that is at least 80% of the rated output prints per minute. • Capability to make multiple prints from one scan.

29. Hard Drive: A hard drive of at least 20 GB capacity is required for all copier/MFDs connected to the network and used for distributed printing.

30. Hard Drive Security: When a hard drive, a copier/MFD with a hard drive, or any memory storage media is removed under the terms of this agreement, it must be scrubbed of all data that may have been stored on the device. It must be degaussed, destroyed, or sanitized using a method approved by UCF’s Information Technology Services.

Additional Specifications – Copiers/Multi-function Devices Producing 5,000 Copies per Month and More: In addition to the required specifications detailed in sections A.1 through A.28, MFDs placed under this agreement that are capable of production rates of 5,000 copies per month or more (Segment 3 and higher) must meet the following requirements. All machines are required to have data override capabilities. 31. Paper Capacity: Must have removable paper trays of at least 500-sheet capacity for each

paper size. Preference will be given to models with at least 2,000-sheet capacity. 32. Paper Capacity: At least four paper trays preferred. 33. Stapling/Stitching: On-line stapling/stitching required. 34. Duplex: Must be capable of single-pass duplexing (print on both sides of the sheet). 35. Input Size: Must accept originals up to 11 x 17 inches in size. 36. Output Size: Machines must be capable of producing prints/copies up to 11 x 17 inches in

size online and at all times. 11 x 17 prints from an auxiliary tray not acceptable unless agreed to in advance.

37. Extra Memory: Copier/printers of 30 - 40 cpm and up must have memory capacity of at least 20 GB capacity.

38. Automatic Document Feeder capacity: The automatic document feeder must have a minimum capacity of at least 100 sheets of 8.5” x 11” sub 20 lb. bond paper.

39. Extended Paper Capacity: Must have expanded paper capacity of at least a 2,000-sheet capacity.

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40. Enhanced Storage: Equipment of 40 cpm to have memory capacity of at least 20 GB capacity.

Service/Maintenance Specifications

41. Service: At least one full-time, on-site service person is required. The on-site service person must have the authority and capability of increasing service resources when s/he is unable to meet service expectations alone. Service must be performed in a manner consistent with accepted industry standards and is to be defined as preventive maintenance, emergency calls, parts and all other services required to keep the devices fully operational and maintained in good working order, including network printing, in the current environment. The University may prioritize service calls if necessary. Otherwise, service calls will be performed chronologically. The awarded Vendor must maintain complete service records detailing the device serviced, response time, time needed to affect the repair and the problem diagnosed. A provision for a backup (loaner) device should be made for those repairs requiring more than 3 days to complete. Devices experiencing more than three (3) service calls in a given month for the same issue will be replaced with a like-for-like device at no additional expense to the University at the request of the University.

42. Hours of Service: Vendors must provide on-site service during the University’s normal operating hours. The working hours will be Monday – Friday 8:00 A.M. to 5:00 P.M.

43. After Hours Service: After hour’s service must be available from a qualified service technician. Vendor to quote cost for services provided outside normal working hours, including night and weekend service.

44. Service Calls: The vendor is to indicate the process used for placing service calls and the times calls will be accepted.

45. Maximum Response Time: Vendor to indicate a standard maximum time to respond to requests for on-site service. Preference will be given to Vendors able to respond by being on site in two hours or less. In no case shall the Vendor fail to respond on site by the close of business on the day the call is placed for calls placed before noon, or by noon of the following business day for calls placed after noon.

46. Training/Certification of Service Personnel: Service personnel must meet the certification requirements of the manufacturer and have completed the required training for the equipment being serviced. Please specify certification levels and training for your service personnel.

47. Preventive Maintenance: Vendor to specify how and when preventive maintenance (PM) is to be performed. Customers will be notified at least one business day in advance of planned preventive maintenance.

48. Reporting: The Vendor will provide a report in paper and electronic format for each billing cycle detailing service calls by device, location, and source/type of problem. The report must include a plan to resolve persistent problems. Specific details of the report should include monthly average response time to service calls, elapsed time to repair, identification of any devices requiring three (3) or more service calls, the nature or description of the service provided or problem/failure encountered, copy volume for each device, and a listing of the devices installed during the billing cycle.

49. Factory Certified Staff: The Vendor agrees to provide factory certified service for the entire time the equipment is in place at University. In the event that service or parts for any piece of equipment are no longer available, the Vendor agrees to provide a replacement device having comparable functionality and operating specifications at no additional cost to the University.

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50. Delayed Parts and Service: In the event that service and/or parts for any equipment placed under this agreement are not available within two business days, the Vendor agrees to provide a like-for-like replacement of the device at no additional cost to the University by the end of the third business day. In the event that a like-for-like replacement is not available, the Vendor agrees to install a “loaner” device with comparable functional and operational specifications at his/her expense and leave the loaner in place until the original device is repaired or replaced to the satisfaction of the University.

51. Parts and Supplies on Site: To ensure continuity of service, the Vendor is required to maintain on site at each location a minimum of two-weeks inventory of toner and other consumable supplies and frequently needed parts for all machines placed and/or serviced under the terms of this agreement.

Administrative Specifications

52. Term of Agreement: UCF intends is to award a contract for four years with options to renew for up to two additional one-year periods subject to mutual agreement of the parties.

53. Price Escalation: Equipment acquisition, service, maintenance, and supply prices should be firm for the initial term (four years) of this agreement.

54. Pricing for one-year extensions: Prices in subsequent one-year terms are expected to reflect the University’s investment in hardware and software during the four-year initial term of the agreement and therefore reflect a significant reduction in overall monochrome cost per copy.

55. Price Decreases: In the event of a price decrease to the general trade during the term of the agreement or subsequent extensions, such decreases must be allowed to the University for all components included in this agreement.

56. Suitability of Installation: Vendors will be provided historical use data where it is available and will be expected to place machines that are capable of reliably producing that volume economically and efficiently. In the event that the volume increases or decreases, the machine may be, upon agreement by the University and the Vendor, replaced by a different machine that matches the new volume.

57. Engineering Changes: When the manufacturer of the equipment releases engineering changes or product improvements at no cost to the general trade that improves the performance of the equipment (and while the equipment is still under maintenance service coverage), the contractor must make these improvements available to the University and must maintain the released engineering changes at current level at no increase in cost to the University.

58. Quarterly Contract Review: The Vendor and representatives of the University will meet quarterly to discuss Vendor performance. Vendors will be expected to provide data on device placement and performance including multiple service calls.

59. Software Upgrades and Changes: The Vendor shall be responsible for providing the most recent versions of all operating firmware, software, print drivers, spoolers, and print languages including PCL and Adobe® PostScript®. The Vendor is responsible for providing certified network and technical support to ensure compatibility with University’s technology systems, network protocols, and operating procedures.

60. Demonstrations: The Vendor shall, if requested by and at no expense to the University, demonstrate to the University at least two installations using the equipment being proposed under actual operating conditions. Showroom or factory demonstrations do not meet the intent of this specification. In the event that the equipment is not available for observation, the Vendor may at the University’s discretion be required to provide one or more units of the

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same type being proposed an for on-site trial at the University. 61. Delivery Requirements: All items to be procured by the University as a result of this RFP

shall be quoted F. O. B. destination, freight prepaid. 62. Equipment Removal Requirements: The removal costs for all equipment installed at the

University will be the responsibility of the Vendor. 63. Warranty: Proposals shall include the exact periods of on-site warranty coverage for both

parts and labor for all proposed equipment. 64. Installations: The Vendor is required to perform all installations and verify operation of the

equipment with the University. Requests to install or remove devices and network printing components are to be completed within 30 calendar days of order.

65. Statement of Work: The Vendor will provide a written statement of work detailing the proposed installation schedule. The University must approve the final installation schedule.

66. Learning Environment: It is expressly understood that the University is a place of teaching, research, and learning. Installations and service activities will be carried out in such a way as to minimize interruptions and disruptions to teaching and learning activities.

67. Waste Material Removal: Vendor is expected to remove all waste packing materials promptly following installation of equipment.

68. Manufacturer’s Certification: All proposals shall include documentation from each manufacturer of equipment being offered under the terms of this agreement certifying that the Vendor is a bona fide dealer for that manufacturer’s products and that the dealer is authorized to submit a proposal on such equipment.

69. Training: On-site training shall be provided for each machine. Training to include operation of all features including copy modes, print modes including duplexing and envelope printing, FAX operations, and scanning where available is required. Follow-up training throughout the life of this agreement is expected.

70. Additional Training: Training by manufacturer-certified trainers must be available throughout the life of this agreement.

71. Cancellation: This agreement may be cancelled by either party upon 90-day written notice.

Billing Specifications

72. Internal Copy Control Process: All copiers/MFDs shall include an internal copy control process to gather use data and account information electronically from users. The copy control process must work seamlessly with both Macintosh and Windows operating systems.

73. Delivery of Consolidated Monthly Statement: Vendor will provide one consolidated monthly statement in both paper and machine-readable formats. Microsoft® Excel® is the preferred machine-readable format; however, an editable comma- or tab-delimited file is acceptable.

74. University-wide Pool: The Vendor may establish minimum quantities for the purpose of placing devices; however, the University expects the overall cost-per-copy price to be determined by the gross volume of all covered machines in a University-wide pool. Price incentives based on overall volume and a campus-wide minimum volume requirement are preferred.

75. Overage Charges: The Vendor shall establish a cost-per-copy for all FAX, copier, and laser prints made in excess of the minimum pool quantity. It is expected that the cost-per-copy for this “overage” will be substantially lower than the cost-per-copy charged below the minimum.

76. Consolidated Monthly Statement Format: The consolidated monthly statement shall

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include: machine model, serial number, location, beginning meter reading, ending meter reading, service clicks charged, net copy volume, time periods of reports, and cost-per-copy for each device installed under the terms of this agreement. Estimated charges are to be clearly identified.

77. Payment Terms: Payment terms are to be net 30 days. It is expressly understood that no late penalty fee will be imposed until after 60 days from the date of the invoice.

78. Billing: Invoices must be sent to:

Cissy Johnson Glowth Copier Service and Support University of Central Florida 12479 Research Parkway Orlando, FL 32836 [email protected]

The University must not be penalized in any way for invoices not properly addressed.

79. Service Copies: Charges for copies made during the installation, maintenance, and/or repair of equipment will be deducted from clicks charged and credited on the consolidated billing statement for the billing cycle.

80. Paper Consumed in Service: Paper consumed while servicing equipment shall be replaced with like-for-like quality paper when consumption exceeds 100 sheets on any one service call.

81. Collecting Use Data: The Vendor is responsible for establishing and using a process to collect meter readings and other billing information on a regular monthly cycle. An on-line process is preferred.

82. Charges for Scans: Scanning and other functions that do not cause an image to be placed on a substrate shall not be subject to a cost-per-copy charge.

Cost-per-Copy Requirements

83. Cost-per-Copy Components: Cost-per-copy to include the costs of labor and travel and supplies and replacement parts, including but not limited to toner, developer, fuser supplies, drums, blades, photo conductors, safety retrofits, rollers, belts, corona wires, platens, sensors, lenses, lubricants, preventive maintenance kits, software and upgrades, programming, emergency calls, staples and staple wire, and all other parts necessary to repair the machines when the repairs aren’t caused by abuse or neglect. Paper and other print media costs are not to be included.

84. Cost-per-Copy Components: Charges for shipping, installation, except for network connectivity and electric current and voltage requirements, and training shall be included in the cost-per-copy rate.

Digital Production Specifications

Vendor is to propose a mix of machines and controllers to produce Duplicating Services’ workload. Note: approximately two (2) years remain on the existing color production device lease. The University will consider creative proposals to replace the existing color machine without incurring additional or excessive lease charges; that is, if the vendor proposes to buy out the existing lease; however replacing the existing color machine is not required. If a vendor

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proposes to replace the color devices, the color specifications included in this ITN are to be followed. The equipment in the campus print shop consists of: • Two 135 copy-per-minute (CPM) and one 110 CPM monochrome devices averaging 170,000

(total, all three machines) per month. • One 90 CPM color production device averaging 17,000 monochrome and 55,000 color per

month. The University requires redundancy and prefers a mix of two monochrome devices of at least 110 CPM, a color engine of at least 50 CPM, and a second color device capable of at least 25 CPM. Each color device must have an external color (Fiery or University-approved substitute). Color matching and color quality are high priority requirements.

85. Image capture: Scan Station on each device • Must have at least 600 x 600 dpi scan resolution. • Must scan both color and monochrome images. • Must accept at least 100 sheets of sub 20 bond 8 1/2 x 11 paper. • Must scan at a rate of at least 60 ppm in duplex mode. • Must be able to scan front-to-back originals in a single pass. • Must be able to process originals in 1:2, 2:2, and 2:1 modes. • Minimum scan sheet size = 3 x 5 inches (Vendor to provide production speed for this

size). • Must be able to scan documents of up to 12 x 18 inches in size (Vendor to provide

production speed for this size). • Must be able to scan documents on at least sub 16 bond paper. • Must be able scan documents on up to sub 110 index paper. • Must be able to capture and store images in PostScript, multi-page PostScript, Adobe

PDF formats, multi-page Adobe PDF, OCR/PDF, and multi-page TIFF formats. • Must be able to intermix scanned images with those submitted electronically. • Must be able to process and store both B&W and color files for future production. • Must be able to reduce and enlarge – Vendor to indicate maximum and minimum

percentages of enlargement and reduction.

86. Image capture – Network • Must interact seamlessly with the University’s network architecture. • Must support TCP/IP, as well as all network systems in use by the University. • Must be able to process incoming files in native software, including but not limited to

MS Word, Excel, Power Point, Page Maker, InDesign/Creative suite 2 and 3, Publisher and Quark Xpress; as well as PostScript and native Adobe PDF formats.

• Must be able to mask or crop all four edges. • Must be able to shift the image for line-up and front-to-back registration. • Must create digital production files that may be immediately printed and/or stored for

future production. • Must be able to rotate, crop, scale, screen, and de-screen photographs/halftones. • Must be able to add text logos, page numbers, and other images to photos.

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• Must be able to scan while printing. • Must be able to reorder, add and delete pages, interpose printed pieces, covers, and

dividers, and “AutoSplit” pages between color and monochrome engines. • Must be able to accept incoming work on USB (thumb) drives, disks including

CD-ROMs and DVDs, network connection, and hard copy via Macintosh and PC platforms with full functionality.

• Must have variable reduction and enlargement – Vendor to indicate ranges.

87. Monochrome Production Print Controller • Must provide the latest version of Fiery or University-approved equal controller. • All upgrades and enhancements to the controller will be provided throughout the life of

this agreement at no additional cost to the University. • Must have the ability to accept and process work in in Adobe Creative Suite 5.0 and up,

Adobe PostScript Level 3, Adobe PDF, HP PCL, TIFF, ASCII and other page description language formats.

• Must be fully compatible with Macintosh OS-X 10.0 and up and Microsoft Windows 7 and 8, including both 32-bit and 64-bit Windows operating systems.

• Must have the ability to process files from scanned hardcopy. • Must have the ability to intermix multiple formats (e.g., scanned, PDF). • Must have the ability to process variable print output (i.e., merge data streams to produce

customized documents). Vendor to describe proposed system. • Must be capable of printing one job while preparing another. • Must have ability to store jobs after printing. • Must have ability to use existing job library. • Must have multiple print queues. • Must have the ability to drive multiple print engines.

88. Monochrome Production Engine(s) • Minimum speed of 110 CPM. • Minimum 1200 x 1200 dpi print resolution. • Must be capable of front-to-back registration of at least one-sixteenth of an inch (1/16”). • Must have ability to process at least sub 16 bond paper. • Must have ability to process up to and including sub 110 index paper. • Must have ability to process coated text and cover in basis weights up to and including

sub 80 text and sub 80 cover. • Must have the ability to process up to twelve point (12 pt.) coated two sides stock. • Must have ability to print transparency stock. • Must have ability to print index tabs. • Must have ability to print up to 12 x 18 inch stock. • Must have at least four adjustable paper trays with a total capacity of 4,000 sheets of 8

1/2 x 11 paper. • Must have at least two post-fuser inserting stations. • Must have on line stapling/stitching capable of stapling at least 60 sheets of sub 20 bond

paper in at least two positions. • Must have on line saddle stitching with face trim and a capacity of at least 20 sheets of

sub 60 offset coated or uncoated stock.

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• Must have at least 20 GB of internal storage. • Must have on line punching with the ability to accept interchangeable dies. Vendor to list

dies available. • Must have automatic duplexing • Must have ability to run pre-punched paper and specialty stocks (crack n peel, t-shirt

transfers, labels, NCR) • Must have manufacturer’s monthly duty cycle of at least 1 million copies.

89. Color Print Controller • Must provide the latest version of Fiery or University-approved equal controller. • All upgrades and enhancements to the controller will be provided throughout the life of

this agreement at no additional cost to the University. • Must have the ability to accept and process work in Adobe Creative Suite 5.0 and up,

Adobe PostScript Level 3, Adobe PDF, HP PCL, TIFF, ASCII, and other page description language formats.

• Must be fully compatible with Macintosh OS-X 10.0 and up and Microsoft Windows 7 and 8, including both 32-bit and 64-bit Windows operating systems

• Must be fully compatible with Microsoft Windows (all versions). • Must have the ability to process files from scanned hardcopy. • Must have the ability to intermix multiple formats (e.g. scanned, PDF). • Must have the ability to process variable print output (i.e. merge data streams to produce

customized documents). Vendor to describe proposed system. • Must be capable of printing one job while preparing another. • Must have ability to store jobs after printing. • Must have ability to use existing job library. • Must have multiple print queues. • Must be cloud compatible, meaning the controller must be able to process files that

originate in a cloud environment.

90. Color Production Engine(s) • Native resolution of 2400 x 2400 dpi. • Scan resolution of 1,200 x 1200 dpi. • Must be capable of front-to-back registration of at least one-sixteenth of an inch (1/16”). • Manufacturer’s monthly duty cycle of at least 250,000 copies. • Must support digital workflow. • Must have electronic job storage and retrieval. • Must have ability to use existing job library. • Must have a high-speed scan station. • Must have image assembly including booklet imposition and image editing. • Must support/provide multiple job queues. • Must operate seamlessly with PCL, PostScript level 3, IFF, and native PDF capabilities. • Must have 8 1/2 x 11 production speed of at least 50 CPM. • Must be capable of processing at least 12x18 maximum sheet size. • Must be capable of processing at least sub 16 bond paper fed through a paper tray. • Must be capable of processing at least sub 60 coated or uncoated offset maximum

paperweight through a paper tray.

39

• Must have ability to print transparency stock. • Must have ability to print index tabs. • Must have on-line folding, finishing capabilities. • Must have on-line saddle stitching with face trim and a capacity of at least 20 sheets of

sub 60 offset coated or uncoated stock. • Must have on-line stapling required. • External RIP required. Vendor to indicate proposed RIP and complete specifications. • Ability to run pre-punched stocks and specialty stocks (crack n peel, t-shirt transfers,

labels, NCR).

91. Data Storage • Proposed system must be able to store files in existing electronic job storage system. • Proposed system must provide electronic file storage capabilities with a flexible naming

convention.

92. Data Conversion • It is recognized that there may be a need to convert the existing library. Where

appropriate, proposal is to detail process required.

Service/Maintenance Specifications – Production Equipment

93. Service: Service must be performed in a manner consistent with accepted industry standards and is to be defined as preventive maintenance, emergency calls, parts and all other services required to keep the devices fully operational and maintained in good working order, including network printing, in the current environment. The University may prioritize service calls if necessary. Otherwise, service calls will be performed chronologically. The awarded Vendor must maintain complete service records detailing the device serviced, response time, time needed to affect the repair and the problem diagnosed. A provision for a backup (loaner) device should be made for those repairs requiring more than 3 days to complete. Devices experiencing multiple service calls must be returned to full functionality, to the satisfaction of the University, or they will be replaced with a like-for-like device at no additional expense to the University.

94. Hours of Service: Vendors must provide on-site service during the University’s normal operating hours of 8:00 A.M. to 5:00. P.M. Monday-Friday.

95. After Hours Service: After hours and weekend service must be available from a factory certified service technician. Vendor to quote cost for services provided outside normal working hours, including night and weekend service.

96. Minimum Response Time: Two-hour on-site response time is required. A phone call, FAX e-mail or other forms of electronic communication does not satisfy this requirement.

97. Training/Certification of Service Personnel: Service personnel must meet the certification requirements of the manufacturer and have completed the required training for the equipment being serviced. Please specify certification levels and training for your service personnel.

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98. Preventive Maintenance: Vendor to specify how and when preventive maintenance (PM) is to be performed. Customers will be notified at least one business day in advance of planned preventive maintenance.

99. Reporting: The Vendor will provide a report in paper and electronic format for each billing cycle detailing service calls by device, location, and source/type of problem. The report must include a plan to resolve persistent problems. Specific details of the report should include monthly average response time to service calls, elapsed time to repair, identification of any devices requiring three (3) or more service calls, the nature or description of the service provided or problem/failure encountered, copy volume for each device and a listing of the devices installed during the billing cycle.

100. Factory Certified Staff: The Vendor agrees to provide factory certified service for the entire time the equipment is in place at University. In the event that service or parts for any piece of equipment is no longer available, the Vendor agrees to provide a replacement device having comparable functionality and operating specifications at no additional cost to the University.

101. Delayed Parts and Service: In the event that service and/or parts for any equipment placed under this agreement are not available within two business days, the Vendor agrees to provide a like-for-like replacement of the device at no additional cost to the University by the end of the third business day. In the event that a like-for-like replacement is not available, the Vendor agrees to install a “loaner” device with comparable functional and operational specifications at his/her expense and leave the loaner in place until the original device is repaired or replaced to the satisfaction of the University.

102. Parts and Supplies on Site: To ensure continuity of service, the Vendor is required to maintain on site at each location, a minimum of two-weeks inventory of toner and other consumable supplies and frequently needed parts for all machines placed and/or serviced under the terms of this agreement.

B. Supplier’s experience and performance in supplying equipment and supplies and managing performance with accounts of similar size and complexity

1. Describe at least three distributed copier/MFD fleet projects of similar size scope,

including: • Organization name. • Number of locations/buildings served. • Number of monochrome devices included in project. • Number of color devices included in project. Approximate number of employees using

equipment/ • Average monthly monochrome copies. • Average monthly color copies. • Workflow software included, if any. • Data collection strategy (meter reads and remote diagnostics). • Service strategy (minimum response time, service technicians on site, etc.) • Device replacement policy.

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• Customer name and contact information. • Length of the agreement. • Current status of the agreement.

2. Experience and performance in supplying equipment and supplies to colleges and

universities (not necessary to repeat references from # 104 above). Describe at least three distributed copier/MFD fleet projects of similar size scope,

including: • College/University name. • Number of locations/buildings served. • Number of monochrome devices included in project. • Number of color devices included in project. • Approximate number of faculty and staff using equipment. • Approximate number of students. • Average monthly monochrome copies. • Average monthly color copies. • Workflow software included, if any. • Data collection strategy (meter reads and remote diagnostics). • Service strategy (minimum response time, service technicians on site, etc.) • Device replacement policy. • Customer name and contact information. • Length of the agreement. • Current status of the agreement.

C. Overall cost of goods and/or services to be provided to UCF as determined by the overall cost-

per-copy. Please provide the following:

• Black cost per copy (include black copies made on color devices). • Confirm base average monthly volume (if not 1.1 M, explain) • Color cost-per-copy. • Total monthly cost for black copies. • Overage rate (cost per copy for black copies made in excess of the black base above).

D. Overall quality of proposed equipment as evidenced by Buyer’s lab and similar professional

evaluation services, feedback from references and the results of evaluations by UCF staff. Please provide the following:

• Complete an MFD Specification Summary Sheet for each device being proposed (see Appendix VI)

• Attach a manufacturer’s product brochure for each device being proposed. • Attach Buyers Lab or similar report from an impartial, professional testing organization

for each model proposed.

Feedback from UCF staff equipment evaluations will also be considered.

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E. Supplier’s record of financial performance, stability and good standing: Evidence of financial ability to meet operational requirements. Include a bank reference for your organization and audited financial reports for the past three (3) years. Proposers who are corporations, partnerships, or any other legal entity, domestic or foreign, shall show that they are properly registered to do business in the State of Florida at the time of the proposal submission (see Appendix IV)

F. Extent of Supplier’s experience, supporting resources and management: Describe supplier’s business experience including years of successful operation, suitability of offices and service area and evidence of a well-trained staff. CVs or resume of key staff detailing experience in projects of similar size and scope with emphasis on projects involving colleges and/or universities. Also describe planned use of subcontractors.

4.0. OTHER REQUIREMENTS

4.1 Pooled volume/Annual volume guarantee: Copies produced on all distributed devices will be consolidated into one pool for billing purposes. The cost per copy proposed in this agreement should be the based on a minimum of 1,100,000 monochrome copies/prints per month for four years and includes both monochrome copies produced on monochrome devices and monochrome copies produced on color devices. Copies in excess of 1,100,000 per month will be billed at an “overage” rate to be established by the proposer. The overage rate will reflect the costs of service and supplies. In the event that the contract is extended past the initial four-year term, the cost-per-copy will be reduced to reflect the University’s investment to that point. Vend copies and prints are not included in the 1.1 M base minimum. The difference between the monthly minimum and the actual volume will be adjusted annually. Color copies will be billed at a separate cost-per-copy rate on a monthly basis.

Number of Machines

Average Monthly

Black

Average Monthly

Color

Vend 38 14,675

Mono Fleet 237 899,268

Color Fleet 72 410,394 153,226

Total 347 1,324,337 153,226

Summary – Average Monthly Use

The University will not be providing an annual color volume guarantee under this Contract. The per-copy pricing for color copies and prints produced on the color devices will be listed separately.

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4.2 Annual contract review: The proposer shall provide to the University within thirty days of the contract anniversary a complete accounting of all activity associated with the contract. The report will include:

• Total monochrome copies/prints produced by machine. • Excess monochrome copies/prints produced. • Total color copies/prints made by machine. • A review of persistent service problems and their resolution. • A review of contract exceptions – add ons or upgrades requested by departments and

charged separate from the cost-per-copy billing amount. As a part of the annual contract review, the proposer will identify devices with volumes that exceed or fall below recommended ranges as identified by the volume tiers (see “Tiers,” page 9).

4.3 Device usage reports: The Proposer shall be responsible for collecting gathering and reporting on use data from all devices installed under this agreement. The data is to include both performance data – what was produced – and billing data – who produced it. Machine data is to include:

• Machine make and model • Serial number • Machine identification number • Location – building name and room number • Academic or administrative department

Performance data should include a complete accounting of use, including:

• Total monochrome prints • Total monochrome copies • Total monochrome production • Total color prints • Total color copies • Total color production • Total FAX prints • Total FAX transmissions • Total color scans • Total monochrome scans • Number of service calls

Billing data is to include total activity for each individual and billing unit.

4.4 Network infrastructure: All equipment shall be fully network compatible with the University’s networking environment when installed. The University’s Multi-Function Device (MFD) Standards document is attached and defines network performance standards.

4.5 Co-terminus agreements: The proposer must offer a path for the University to add devices to the fleet without extending the term of the agreement.

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4.6 Modifications and upgrades: In the event that a university department requires features in addition to those offered on base machines, or in the event that a university department requires a device with greater output capacity than indicated by its average monthly volume, the proposer is to offer an upgrade path. The University prefers that the cost of upgrades be separated from its normal monthly billing.

A sample copy of UCF’s standard contractual agreement, which is the instrument used to bind the parties, can be viewed at http://www.purchasing.ucf.edu/. Any concerns with the provisions and clauses of the offered agreement should be addressed during the question and answer period sited in section 2.2.

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APPENDIX I EVALUATION SCORING SHEET

NAME OF RESPONDENT COMPANY__________________________________________ INSTRUCTIONS TO EVALUATION COMMITTEE MEMBER:

1. Evaluate each offer on a separate form. 2. Work independently and do not discuss the Offers or your evaluation with anyone. 3. When the forms are completed, sign, date and deliver them in a sealed envelope to the Purchasing Representative named

in section 2.1.

Evaluation Criteria Max Points Points Scored

A. Supplier’s conformance with the mandatory and non-mandatory (preferred) ITN specifications, requirements, terms, conditions and provisions as outlined within the ITN, including identified exceptions. Also to include the quality of overall proposal including completeness, accuracy, and the extent to which instructions were followed.

25

B. Supplier’s experience and performance in supplying equipment and supplies and managing performance with accounts of similar size and complexity. (References will be used to confirm performance.)

20

C. Overall cost of goods and/or services as determined by the overall cost-per-copy.

30

D. Overall quality of proposed equipment as evidenced by Buyer’s lab and similar professional evaluation services, feedback from references and the results of evaluations by UCF staff.

15

E. Supplier’s record of financial performance and stability. Evidence of financial ability to meet operational requirements. Include a bank reference for your organization and audited financial reports for the past three (3) years. Please do not bind these documents with the main portion of your proposal. Suppliers must include these documents in the prepared proposal package.

5

F. Extent of Supplier’s experience, supporting resources and management. Supplier’s business experience including years of successful operation, suitability of offices and service area and evidence of a well trained staff. CVs of key staff detailing experience in projects of similar size and scope with emphasis on projects involving other colleges and/or universities.

5

G. Evaluation of Responses Point Total 100 COMMENTS:

EVALUATOR’S NAME______________________________________________

EVALUATOR’S SIGNATURE________________________________________

DATE______________________________________________________________

APPENDIX II SUPPLEMENTAL OFFER SHEET

TERMS AND CONDITIONS

The sections set forth below must each be initialed, as YES for "understood and agreed upon" or NO for "not agreed to." Failure to complete and return this document with your offer could result in rejection of your offer, at UCF’s sole discretion. Respondents shall not check sections as "understood and agreed upon" with the intent to negotiate a change to those sections/terms and conditions after tentative award of a contract resulting from this ITN. Respondents disagreeing with any term or condition of this ITN shall act to resolve the difference prior to the deadline for inquires, as noted in this ITN. A Respondent’s disagreement with any non-negotiable section of this ITN shall be automatically rejected. Failure of the university and the tentative awardee to come to an agreement with respect to terms and conditions within a time frame UCF determines to be reasonable constitutes grounds for rejection of that offer and the University shall have the right, at its sole discretion, to award the contract to the next favorable respondent.

SECTION YES NO RESPONDENT INITIALS

2.1 **Non-negotiable** _____ _____ _______

2.2 **Non-negotiable** _____ _____ _______ 2.3 **Non-negotiable** _____ _____ _______ 2.4 _____ _____ _______ 2.5 _____ _____ _______ 2.6 **Non-negotiable** _____ _____ _______ 2.7 Section Not Used 2.8 **Non-negotiable** _____ _____ _______ 2.9 _____ _____ _______ 2.10 _____ _____ _______ 2.11 **Non-negotiable** _____ _____ _______ 2.12 _____ _____ _______ 2.13**Non-negotiable** _____ _____ _______ 2.14**Non-negotiable** _____ _____ _______ 2.15 _____ _____ _______

SECTION YES NO RESPONDENT INITIALS 2.16 _____ _____ _______ 2.17 _____ _____ _______ 2.18 **Non-negotiable** _____ _____ _______ 2.19 _____ _____ _______ 2.20 **Non-negotiable** _____ _____ _______ 2.21 _____ _____ _______ 2.22 _____ _____ _______ 2.23 _____ _____ _______ 2.24 _____ _____ _______ 2.25 _____ _____ _______ 2.26 _____ _____ _______ 2.27**Non-negotiable** _____ _____ _______ 2.28 _____ _____ _______ 2.29 _____ _____ _______ 2.30**Non-negotiable** _____ _____ _______ 2.31**Non-negotiable** _____ _____ _______ 2.32 _____ _____ _______ 2.33 _____ _____ _______ 2.34 _____ _____ _______ 2.35**Non-negotiable** _____ _____ _______ 2.36 _____ _____ _______ 2.37 _____ _____ _______ 2.38 _____ _____ _______

SECTION YES NO RESPONDENT INITIALS 2.39**Non-negotiable** _____ _____ _______ 2.40 _____ _____ _______ 2.41 _____ _____ _______ 2.42**Non-negotiable** _____ _____ _______ 2.43 _____ _____ _______ 2.44 _____ _____ _______ 2.45 _____ _____ _______ 2.46 _____ _____ _______ 2.47 _____ _____ _______ 2.48 _____ _____ _______ 2.49 **Non-negotiable** _____ _____ _______ 2.50 _____ _____ _______ All Section 3 In its entirety_____ _____ _______ All Section 4 _____ _____ _______ RESPONDENT COMPANY NAME____________________________________ AUTHORIZED SIGNATURE ______________________________________ TITLE __________________________________________________________ DATE __________________________________________________________

APPENDIX III

CERTIFICATE OF NON-SEGREGATED FACILITIES We,______________________________________________________________________ certify to the University of Central Florida that we do not and will not maintain or provide for our employees any segregated facilities at any of our establishments, and that we do not and will not permit our employees to perform their services, under our control, where segregated facilities are maintained. We understand and agree that a breach of this certification is a violation of the Equal Opportunity clause required by Executive order 11246 of 24 September 1965. As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, rest rooms and wash room, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color or national origin, because of habit, local custom or otherwise.

We, further, agree that (except where we have obtained identical certifications from offered subcontractors for specific time periods) we will obtain identical certifications from offered subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity Clause; that we will retain such certification in our files; and that we will forward the following notice to such offered subcontractors (except where the offered subcontractors have submitted certifications for specific time periods):

NOTE TO PROSPECTIVE SUBCONTRACTORS OR REQUIREMENTS FOR CERTIFICATIONS OF NON-SEGREGATED FACILITIES. A Certificate of Non-segregated Facilities, as required by the 9 May 1967 order on Elimination of Segregated Facilities, by the Secretary of Labor (32 Fed. Reg. 7439, 19 May 1967), must be submitted prior to the award of a sub-contract exceeding $10,000 which is not exempt from the provisions of the Equal Opportunity clause. The certification may be submitted either for each sub-contract or for all subcontracts during a period (i.e. quarterly, semiannually, or annually).

NOTE: Whoever knowingly and willfully makes any false, fictitious, or fraudulent representation may be liable to criminal prosecution under 18 U.S.C. 1001.

APPENDIX III

CERTIFICATE OF NON-SEGREGATED FACILITIES SUBPART - CONTRACTOR'S AGREEMENTS

SEC. 202. Except in contracts exempted in accordance with Section 204 of this Order, all Government contracting agencies shall include in every Government contract hereafter entered into the following provisions: During the performance of this contract, the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race,

color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: employment, upgrading demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the

contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin.

(3) The contractor will send to each labor union or representative of workers with which the contractor has a

collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or worker's representative of the contractor's commitments under Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of notice in conspicuous places available to employees and applicants for employment.

(4) The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 and of

the rules, regulations, and relevant orders of the Secretary of Labor. (5) The contractor will furnish all information and reports required by Executive Order No. 11246 of September

24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

(6) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with

any of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoiced as provided in Executive Order No. 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

(7) The contractor will include the provision of Paragraphs (1) through (7) in every subcontract or purchase

order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase orders the contracting agency may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event the contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the contracting

agency, the contractor may request the United States to enter into such litigation to protect the interest of the United States.

SEC. 402 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era:

(1) The contractor agrees to comply with the affirmative action clause and regulation published by the US

Department of Labor implementing Section 402 of the Vietnam Era Veteran's Readjustment Assistance Act of 1974, as amended, and Executive Order 11701, which are incorporated in this certificate by reference.

RESPONDENT COMPANY NAME____________________________________ AUTHORIZED SIGNATURE ______________________________________ TITLE __________________________________________________________ DATE __________________________________________________________

APPENDIX IV

COMPLIANCE AND CERTIFICATION OF GOOD STANDINGS

The parties shall at all times comply with all applicable ordinances, laws, rules and regulations of local,

state and federal governments, or any political subdivision or agency, or authority or commission thereof, which may have jurisdiction to pass laws, ordinances, or make and enforce rules and regulations with respect to the parties.

Vendors shall certify below that they are in good standings to conduct business in the State of Florida. The awardee of any contract resulting from this solicitation shall forward a certification of good standing. The certifications must be submitted to the UCF Purchasing Department prior to providing any goods or services required under the resulting contract. Noncompliance with this provision may constitute rejection of proposal or termination of a contract at UCF’s sole discretion.

CERTIFICATION

I certify that the company submitting an offer under this solicitation in is compliance with all applicable laws to conduct business in the State of Florida, is in good standings and will provide a certificate of good standings from the State of residence prior to initiating any performance under any contract resulting from this solicitation.

Company: ___________________________________________________________

Authorized Representative’s Name: _______________________________________

Authorized Representative’s Signature: ____________________________________

Date: __________________________

APPENDIX V SUPPLMENTAL INFORMATION

This section contains detailed information on the existing fleet and the MFD Security standards *** Summary vend copiers *** Summary, color fleet *** Summary, monochrome fleet *** Summary, print shop devices *** UCF Multi-Function Device (MFD) Security Standards.

UCF Vend Fleet

Machine Number Make Model Monthly

Usage 8 Toshiba E233 86

9 Toshiba E233 101

30 Toshiba E233 101

20 Toshiba E233 114

7 Toshiba E233 118

4 Toshiba E233 126

19 Toshiba E233 135

17 Toshiba E233 138

18 Toshiba E233 139

14 Toshiba E233 148

2 Toshiba E233 151

15 Toshiba E233 165

415 Toshiba E233 167

402 Toshiba E233 196

1 Toshiba E233 205

417 Toshiba E233 205

3 Toshiba E233 212

407 Toshiba E233 228

404 Toshiba E233 251

413 Toshiba E233 276

12 Toshiba E233 283

23 Toshiba E233 285

5 Toshiba E233 293

21 Toshiba E233 297

13 Toshiba E233 331

410 Toshiba E233 373

406 Toshiba E233 394

405 Toshiba E233 404

22 Toshiba E233 440

28 Toshiba E233 440

409 Toshiba E233 443

401 Toshiba E233 718

27 Toshiba E233 745

25 Toshiba E233 769

24 Toshiba E233 807

412 Toshiba E233 829

400 Toshiba E233 1,376

414 Toshiba E233 2,186

Total Mon Volume 14,675

Page 1 of 1

UCF Color Fleet

Machine Number Make Model

Ave Mon Usage Mono

Ave Mon Usage Color

432 Toshiba E2830C 859 833

481 Toshiba E3530C 911 354

207 Toshiba E2540C 1,056 3,162

308 Toshiba E2830C 1,062 918

169A Toshiba 2830C 1,238 680

350C Toshiba E3540C 1,153 107

485 Toshiba E3540C 1,870 1,549

238A Toshiba E3530C 2,077 1,912

482 Toshiba E2830C 2,351 1,551

395 Toshiba E3530C 2,404 2,719

170 Toshiba E3530C 2,473 1,243

167 Toshiba E2830C 2,476 1,976

242 Toshiba E3530C 2,592 481

265 Toshiba E2830C 2,629 673

188 Toshiba E2830C 3,097 1,034

208B Toshiba E2830C 3,114 1,113

66 Toshiba E2830C 3,156 166

258 Toshiba E3530C 3,241 1,837

175 Toshiba E3530C 3,256 3,113

293 Toshiba E3530C 3,353 534

282 Toshiba E4540c 3,379 722

246 Toshiba E2830C 3,403 719 210 Toshiba E2830C 3,487 2,399

261 Toshiba E3530C 3,489 1,321

60 Toshiba E3530C 3,583 1,774

108 Toshiba E3530C 3,655 1,779

478 Toshiba E3530C 3,676 1,378

81 Toshiba E3530C 3,709 310

315 Toshiba E3530C 3,787 2,945

260 Toshiba E3530C 4,040 988

233 Toshiba E4520C 4,042 2,578

467 Toshiba E3530C 4,070 4,889

211 Toshiba E3540C 4,266 361 252A Toshiba E2830C 4,397 1,271

474 Toshiba E2830C 4,419 1,985

Page 1 of 2

UCF Color Fleet

Machine Number Make Model

Ave Mon Usage Mono

Ave Mon Usage Color

466B Toshiba E3530C 4,654 2,810

192 Toshiba E2830C 4,670 1,570 65 Toshiba E2830C 4,935 549

479 Toshiba E3530C 5,036 2,971 85 Toshiba E5520C 5,152 3,162

470 Toshiba E3530C 5,417 1,400

156 Toshiba E3530C 5,883 2,199

262 Toshiba E4520C 5,893 5,631

476 Toshiba E3530C 5,984 1,129

324 Toshiba E3530C 6,255 6,072

477 Toshiba E3530C 6,485 675

67 Toshiba E3530C 6,524 1,426

161 Toshiba E2830C 6,567 7,919

490 Toshiba 5540c 6,741 5,704

64 Toshiba E3530C 6,893 372

136 Toshiba E3530C 7,208 1,692 151 Toshiba E3530C 7,279 2,098

488 Toshiba E5520C 7,494 3,836

154 Toshiba E4520C 7,623 2,499

475 Toshiba E3530C 7,771 4,046

109 Toshiba E3530C 7,836 4,271

143 Toshiba E3530C 7,877 697 165 Toshiba E3530C 7,939 286

166 Toshiba E4520C 7,987 3,123

200 Toshiba E3530C 8,161 3,874

122 Toshiba E2830C 8,189 136

382 Toshiba E2830C 8,270 726

157 Toshiba E2830C 8,290 4,700

356 Toshiba E2830C 9,218 1,325

272 Toshiba E4540C 10,216 24

70 Toshiba E4520C 10,459 37

484 Toshiba E6540C 11,141 18,790

323 Toshiba E3530C 11,968 1,149

430 Toshiba E2830C 12,037 1,472

286 Toshiba E3530C 12,173 2,248

299 Toshiba E4520C 13,950 876

83 Toshiba E2830C 28,449 358

Totals 410,394 153,226

Page 2 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

63 Toshiba E203SD 20 7 194 Toshiba E203SD 20 28 280 Toshiba E203SD 20 39 45 Toshiba E203SD 20 48

421 Toshiba E233 23 58 232 Toshiba E203SD 20 76 86 Toshiba E203SD 20 79 46 Toshiba E203SD 20 89 74 Toshiba E203SD 20 108

221 Toshiba E203SD 20 112 47 Toshiba E203SD 20 113

264 Toshiba E203SD 20 120 50 Toshiba E203SD 20 127

289 Toshiba E203SD 20 130 279 Toshiba E203SD 20 132 121 Toshiba E203SD 20 135 227 Toshiba E203SD 20 179 301 Toshiba E203SD 20 181 340 Toshiba E203SD 20 203 123 Toshiba E203SD 20 209 42 Toshiba E203SD 20 211

426 Toshiba E203SD 20 211 363 Toshiba E203SD 20 212 427 Toshiba E203SD 20 229 327 Toshiba E233 23 249 319 Toshiba E203SD 20 262 190 Toshiba E203SD 20 293 347 Toshiba E203SD 20 327 71 Toshiba E203SD 20 327

281 Toshiba E203SD 20 329 55 Toshiba E203SD 20 331

365 Toshiba E233 23 336 278 Toshiba E203SD 20 347 228 Toshiba E203SD 20 370

Page 1 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon Usage Mono

187 Toshiba E233 23 397 220 Toshiba E203SD 20 399 40 Toshiba E203SD 20 417 39 Toshiba E203SD 20 423 483 Toshiba E455SE 45 436 321 Toshiba E203SD 20 442

288A Toshiba E203SD 20 452 184 Toshiba E233 23 454 343 Toshiba E203SD 20 456 240 Toshiba E233 23 456 77 Toshiba E203SD 20 471 193 Toshiba E203SD 20 502 338 Toshiba E233 23 503 468 Toshiba E203SD 20 558 314 Toshiba E233 23 559 127 Toshiba E233 23 590 100 Toshiba E233 23 591 163 Toshiba E233 23 613 342 Toshiba E203SD 20 614 110 Toshiba E203SD 20 637 312 Toshiba E233 23 665 177 Toshiba E233 23 669 173 Toshiba E233 23 683 472 Toshiba E203SD 20 708 133 Toshiba E233 23 719

355A Toshiba E203SD 20 725 425 Toshiba E203SD 20 803 241 Toshiba E233 23 814 230 Toshiba E233 23 821 209 Toshiba E233 23 843 120 Toshiba E233 23 860 358 Toshiba E233 23 894 244 Toshiba E233 23 936 204 Toshiba E233 23 962 307 Toshiba E233 23 968

Mono-Page 2 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

125 Toshiba E233 23 983 224 Toshiba E203SD 20 987 90 Toshiba E233 23 1,025 101 Toshiba E233 23 1,052 268 Toshiba E233 23 1,059 349 Toshiba E233 23 1,072 294 Toshiba E233 23 1,094 256 Toshiba E233 23 1,101 214 Toshiba E233 23 1,109 144 Toshiba E233 23 1,111 311 Toshiba E233 23 1,138 330 Toshiba E233 23 1,148 137 Toshiba E353 35 1,176

339A Toshiba E233 23 1,203 68 Toshiba E203SD 20 1,208 249 Toshiba E233 23 1,282

250A Toshiba E233 23 1,282 316 Toshiba E353 35 1,291 189 Toshiba E233 23 1,304 297 Toshiba E233 23 1,310 146 Toshiba E233 23 1,387 328 Toshiba E233 23 1,397 153 Toshiba E233 23 1,400 469 Toshiba E203sd 20 1,478 102 Toshiba E233 23 1,491

140A Toshiba E353 35 1,502 114 Toshiba E233 23 1,514 215 Toshiba E233 23 1,535 91 Toshiba E233 23 1,565 131 Toshiba E233 23 1,585 147 Toshiba e233 23 1,585

201A Lexmark X642E 45 1,588

274 Toshiba E233 23 1,590 138 Toshiba E233 23 1,632

Mono-Page 3 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

148 Toshiba E233 23 1,691 304 Toshiba E233 23 1,723 419 Toshiba E233 23 1,734 317 Toshiba E353 35 1,757 465 Toshiba E233 23 1,783 128 Toshiba E233 23 1,792 300 Toshiba E233 23 1,792 205 Toshiba E353 35 1,826 236 Toshiba E203SD 1,830 229 Toshiba E233 23 1,831 254 Toshiba E233 23 1,837 266 Toshiba E233 23 1,843 452 Toshiba E233 23 1,865 113 Toshiba E233 23 1,871 185 Toshiba E233 23 1,876 199 Toshiba E233 23 1,903 152 Toshiba E233 23 1,931 130 Toshiba E233 23 1,933 287 Toshiba E233 23 1,972 243 Toshiba E233 23 1,994 142 Toshiba E233 23 2,022 285 Toshiba E233 23 2,057 93 Toshiba E233 23 2,074 318 Toshiba E233 23 2,082 291 Toshiba E233 23 2,113

218A Toshiba E233 23 2,126 179 Toshiba E233 23 2,136 217 Toshiba E233 23 2,195 171 Toshiba E233 23 2,202 105 Toshiba E233 23 2,249 126 Toshiba E233 23 2,253 424 Toshiba E233 23 2,255 345 Toshiba E233 23 2,262

380A Toshiba E233 23 2,262

Mono-Page 4 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

78 Toshiba E233 23 2,276 104A Toshiba E233 23 2,332

335A Toshiba E233 23 2,363 239 Toshiba E233 23 2,367 321 Toshiba E203SD 20 2,404 305 Toshiba E233 23 2,406 191 Toshiba E233 23 2,439 296 Toshiba E233 23 2,488 82 Toshiba E353 35 2,499 197 Toshiba E353U 35 2,500 129 Toshiba E233 23 2,538 332 Toshiba E233 23 2,578 295 Toshiba E353 35 2,602 235 Toshiba E233 23 2,652 112 Toshiba E233 23 2,661 351 Toshiba E233 23 2,671

352A Toshiba E353U 35 2,681 145 Toshiba E233 23 2,781 275 Toshiba E233 23 2,822 182 Toshiba E233 23 2,825

245A Toshiba E233 23 2,842 333 Toshiba E353 35 2,876 168 Toshiba E233 23 2,975 178 Toshiba E353 35 2,982 298 Toshiba E233 23 3,141 135 Toshiba E233 23 3,201 124 Toshiba E233 23 3,207 96 Toshiba E233 23 3,277 348 Toshiba E233 23 3,329 473 Toshiba E233 23 3,347 361 Toshiba E353 35 3,369 107 Toshiba E233 23 3,399 180 Toshiba E233 23 3,449 119 Toshiba E233 23 3,503

Mono-Page 5 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

259 Toshiba E233 23 3,589 269A Toshiba E233 23 3,608 213 Toshiba E233 23 3,656 334 Toshiba E233 23 3,853 364 Toshiba E353 35 3,875 464 Toshiba E233 23 3,908 284 Toshiba E233 23 4,132 155 Toshiba E233 23 4,274 331 Toshiba E353 35 4,333 359 Toshiba E233 23 4,574 337 Toshiba E233 23 4,664 192 Toshiba E2830C 35 4,670 87 Toshiba E353 35 4,682 271 Toshiba E353 35 4,724 117 Toshiba E353 35 4,787 172 Toshiba E233 23 4,822 103 Toshiba E233 23 4,847 116 Toshiba E233 23 4,851 198 Toshiba E233 23 4,997 183 Toshiba E233 23 5,074 174 Toshiba E233 23 5,509 150 Toshiba E233 23 5,579 92 Toshiba E353 35 5,701 106 Toshiba E353 35 5,732 139 Toshiba E603 60 5,887 216 Toshiba E353 35 6,048 346 Toshiba E353 35 6,060 257 Toshiba E353 35 6,062 56 Toshiba E353 35 6,250 79 Toshiba E603 60 6,350 487 Toshiba E353 35 6,432

115A Toshiba E453 45 6,452 248 Toshiba E233 23 6,623 89 Toshiba E353 35 6,655

Mono-Page 6 of 7

UCF Mono Fleet

Machine Number Make Model

Output (CPM) Mono

Ave Mon

Usage Mono

95A Toshiba E603 60 6,711 366 Toshiba E603 60 6,712 231 Toshiba E233 23 6,947 237 Toshiba E233 23 7,288 176 Toshiba E353 35 7,405

181A Toshiba E453 45 7,443 164A Toshiba E352 35 7,453 418 Toshiba E603 60 7,462 41 Toshiba E233 23 7,473

463A Toshiba E353 35 7,677 88 Toshiba E353 35 8,347 251 Toshiba E353 35 8,595 320 Toshiba E233 23 9,199 72 Toshiba E233 23 9,907 353 Toshiba E233 23 10,082 73A Toshiba E453 45 10,093 360 Toshiba E603 60 10,466 59 Toshiba E603 60 10,494 111 Toshiba E233 23 10,669 292 Toshiba E603 60 11,090 471 Toshiba E353 35 11,304 267 Toshiba E452 45 11,633

141A Toshiba E453 45 11,846 99 Toshiba E603 60 12,779 61 Toshiba E603 60 14,778

460A Toshiba E453 35 15,838 277 Toshiba E603 60 16,889 461 Toshiba E853 85 33,305 462 Toshiba E853 85 40,217 62 Toshiba E853 85 46,779

503A Toshiba E855 85 50,849 486 Toshiba E655SE 65 52,993

899,268

Total Mono MFDs 237

Ave Monthly Volume 899,268

Page 7 of 7

MFD Specification Sheet

MFD Specification Sheet (Page 1) Please complete a MFD Specification Sheet for each device being proposed

Segment # Manufacturer Model number Color or monochrome Rated speed (copies per minute) Year model first Introduced Anticipated model replacement date Recommended monthly volume 11 x 17- one click or two? Energy Saver ** (yes/no) Diagnostics Display** Print/Copy Features (note if optional) Resolution (dots per inch) Reduce/Enlarge Range Speed 8.5 x 11 SS (copies per minute) Speed 8.5 x 11 Duplex (copies per minute) Speed 8.5 x 14 SS (copies per minute) Standard hard drive capacity Standard RAM Optional RAM Standard drivers Online print/copy (yes/no) Auto duplex (yes/no) Auto paper select** (yes/no) Standard # of paper trays Bypass tray (yes/no) Total paper capacity standard Total paper capacity optional ADF speed (pages per minute) ADF capacity (number sheets sub 20 bond)

MFD Specification Sheet (page 2) Manufacturer:

Model Number:

Security Features Copy/Print Limiting (yes/no) Max # Access Codes (yes/no) SSL, SMTP Authentication (yes/no) User Authentication (yes/no) Confidential Printing (yes/no) Password Lock (yes/no) Hard drive encryption (yes/no) Hard drive scrub/replacement (yes/no)

Scanning Features Scan rate with ADF (pages per minute) Scan to print (make copies) (yes/no Scan to Email (yes/no) Scan to FTP (yes/no) Scan to FAX (yes/no) Scan to document storage (yes/no) Scan to Adobe® PDF (yes/no) Scan to TIFF (yes/no) Duplex scanning (yes/no) Color Scanning (yes/no) Scan resolution in dpi (yes/no) Document id (photo, text, etc.) (yes/no)

University of Central Florida Standards

Subject: Multi-Function Device Standards Standards Number: 101-101 Effective Date: 07-24-10 Responsible Authority: Information Security Office Pages: 5

This standard applies to all multifunction devices and appliances owned by the University of Central Florida that is physically and logically capable of supporting the standard.

STANDARDS STATEMENT:

All who have access to use a networked university MFD have the responsibility to ensure the overall security of the data and documents it processes. Members of the university using or administering MFDs should comply with the Data Classification and Protection policy (4-008) and the standards set forth in this document.

BACKGROUND:

The University of Central Florida has identified a need to utilize network capable Multi-Function Devices (MFD) throughout the campus as a way of reducing the need for multiple devices, realizing cost savings on toner, ease of use, lessening our impact on the environment, and improving efficiencies of process. MFDs provide great value to the university, but also raise security concerns when not properly configured. Securing networked devices is important for a number of reasons:

• Most are simply “plugged-in” to the network using the minimal settings required to make the devices respond and operate.

• Once installed, they rarely receive recommended updates and vendor patches. • Administration of MFDs takes place on the network; physical access to the device may not be required. • Due to increased sophistication (built-in “intelligence”) and ever-increasing storage capacity, hackers use MFDs to launch attacks, store unauthorized data, retrieve scanned and printed documents, and print objectionable or unauthorized material.

This Information Security Office (ISO) sets the minimum acceptable security standards required for attaching and deploying any MFD to the UCF network while providing for maximum security, efficiency, availability, and risk reduction.

STANDARDS:

When using MFDs, UCF conforms to certain standards to protect documents and the information they contain. Listed below are the responsibilities and requirements for all users departments, and administrators.

1. Passwords

• Follow all user and server level password standards outlined in Standards Document

2. Network • Ensure embedded management web interfaces use encryption (e.g., SSL with a self- signed certificate, SSL with a certificate issued from a certificate authority).

• Change default SNMP community strings and use SNMPv3 if possible. • Ensure the IP can only access the internal network and not the external internet (place devices on the non-NATed VLAN (e.g., 10.170.x.y.))

• To effectively synchronize the MDF’s time, set the NTP server to the following: o UCF Time Servers:

time.ucf.edu (Primary) ucf1.ucf.edu (Secondary) ucf2.ucf.edu (Tertiary) ucf3.ucf.edu (Quaternary)

• Disable all unused wireless communication technologies (e.g., Wi-Fi, Bluetooth, infrared, etc.) • Transmit restricted data (refer to the Data Classification Policy 4-008) by using only secure methods such as SMTPs, TLS, SSL, SSH, etc. No E-mail (SMTP), FTP, HTTP, or Telnet.

o CS&T’s campus wide SMTPs server information: Enable SSL to accept all certificates without a Certificate Authority. Use TLS. SMTP Server Address: ucfsmtps1.mail.ucf.edu. No authentication. Port: 25. Device must use a 10.x.x.x address to utilize SMTPs.

• Disable all other unused, non-essential network services (e.g., IPX, Apple Talk, Bonjour, DDNS, LDAP, NetWare, POP3, SNTP, SMTP Server, FTP Server, FTP Client, etc.).

3. Device Data Settings

• Whenever possible, disable the “save documents, copies, or scans to local device drive” (sometimes called “e-file”) settings on the device. NOTE: Make every effort not to store data on the local MFD regardless of the selected function. • Whenever possible, set device to delete documents, spooled files, images, and other temporary data using secure overwrite between jobs.

• Use encryption methods to protect data on the drive. • When the MFD requires maintenance or the college and/or department intends to discard the unit, always cleanse/degauss the magnetic media.

o Always erase and over write all documents. o Always erase any address books on the device. o Use software to wipe the drive.

Active@ Kill Disk - http://killdisk.com/ Darik's Boot and Nuke ("DBAN") - http://dban.sourceforge.net/ Eraser - http://sourceforge.net/projects/eraser Wipe - http://sourceforge.net/projects/wipe/

Note: If the college and/or department is a customer of UCF Business Services, they have the option to use the “Toshiba Data Overwrite Kit.” Contact UCF Business Services for more information: https://businessservices.ucf.edu/copierservices.html

4. Logs • Enable logging on the device. • Review audit logs on a regular basis. • All devices must follow the State of Florida Records Retention Schedule.

5. Physical Security

• Always install the MFD in an area with restricted access. • Disable users from modifying any global configuration settings that require a password.

6. Education

• Alert employees and students to the risk of making copies off-site and provide information regarding the university’s data policies (refer to the Data Classification Policy 4-008). This is also an opportunity to reinforce the need to protect PII. • Encourage users and employees to follow proper cross-shredding disposal procedures for all hard-copy documents while adhering to the State of Florida Records Retention Schedule.

• Notify the Security Incident Response Team (SIRT) of any incidences that arise.

DEFINITIONS: Audit logs. A registry that shows the identifier, date, and time that stored data is accessed.

Cross shredding. The process of using a shredder to cut paper both vertically and horizontally to provide a more completely destroy documents.

Data. Numerical or other information represented either in a physical form or in a form suitable for electronic processing or storage.

Degaussing. The process of completely removing information from electronic media so that retrieving the data is impossible.

Employees. Individuals acting on behalf of the university in processing, storing, and retrieving data. This includes any paid or volunteer acting on behalf of the university. Encrypted or truncated. Data converted to a code or shortened for security purposes.

Information Security Office (ISO). The mission of the Information Security Office is to provide a secure infrastructure that protects the confidentiality, integrity, and availability of information resources. To this end, the ISO develops security best practices, coordinates security issues, conducts investigations, and works with Information Technology (IT) and other campus departments to minimize security risks and assure compliance with security policies and procedures.

Multi-Function Device (MFD). An office machine that incorporates the functionality of multiple devices in one to provide centralized document management, distribution, or production in an office setting. A typical MFD may act as a combination of some or all of the following devices: printer, scanner, photocopier, email, or fax.

Network Address Translation (NAT). The process of modifying network address information in datagram (IP) packet headers while in transit across a traffic routing device for the purpose of remapping one IP address space into another. Antonym: Non-NATed, for UCF’s purposes, only allows network traffic within the network. Non-NATed network traffic cannot be sent outside the UCF network because it is non-routable.

Network Time Protocol (NTP). A protocol that allows other servers to download and synchronize to the official network time.

Personal Restricted Data. (Also called Personally Identifiable Information or PII) Personal Restricted Data includes personally identifiable information. This is any information from which an individual may be uniquely and reliably identified or contacted (e.g., social security number, account relationships, account numbers, account balances, account histories, and passwords).

Virtual LAN (VLAN). A group of hosts with a common set of requirements that communicate as if they were attached to the same broadcast domain, regardless of their physical location. A VLAN has the same attributes as a physical LAN but reconfiguring the network is accomplished through software instead of physically relocating devices.

CONTACTS: Operations Center, Computer Services & Telecommunications (407) 823-2908. UCF Service Desk (407) 823-5117. http://www.servicedesk.ucf.edu/[email protected]

Security Incident Response Team (SIRT). https://publishing.ucf.edu/sites/itr/cst/Pages/IncidentResponse.aspx [email protected]

Information Security Office, Computer Services & Telecommunications. http://www.infosec.ucf.edu [email protected]

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IMPORTANT DOCUMENT – INVITATION TO NEGOTIATE REVISION ITN NUMBER: 1308CCSA OPENING DATE & TIME: May 7, 2014 @ 2:00 PM ITN TITLE: Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program ADDENDUM NUMBER: 1 ADDENDUM DATE: April 4, 2014

Purpose of this addendum is to answer questions that were submitted by vendors. See attached addendum continuation sheet.

PLEASE ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND RETURNING IT, AND ALL OTHER REQUIREMENTS WITH YOUR PROPOSAL. FAILURE TO SIGN AND RETURN WITH YOUR PROPOSAL COULD RESULT IN REJECTION OF YOUR PROPOSAL. _____________________________________ ________________________________________ PROPOSERS SIGNATURE PRINT OR TYPE PROPOSER’S NAME _____________________________________ ________________________________________ COMPANY NAME EMAIL ADDRESS _____________________________________ DATE

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QUESTIONS FOR ITN 1308CCSA Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program

1 Current card system? Answer: ITC Systems Multiplan Gold; Swipe/pin pad/declining balance

2 How are print jobs sent? Answer: Print files are sent to the MFD’s in multiple formats. It is in accordance to what software the particular department has available. Print jobs are sent to the Print Shop digitally via email or a web form.

3 When are questions due by? Answer: March 26, 2014 @12:00pm EST

4 What is the process in choosing a proposal? Answer: Please see section 2.8 of the ITN. The final contenders will be requested to bring in their equipment for show and test.

5 How many committee members? Answer: At present there are six, which is subject to change at the university’s discretion.

6 Connected to LDAP server? Answer: Appropriate devices should include an LDAP option (i.e. those devices with address book functionality). However, per the ‘Standards’ section, we require the ability to disable unused, non-essential network services (including LDAP, among others) when not in use.

7 SLA to apply to all locations? Answer: Service Level Agreement for off Campus sites should be seen within three business hours.

8 Could we have a list of Regional campuses? Answer: Refer to UCF website www.ucf.edu. UCF Copier Services cannot guarantee that Regional Campuses will be a part of this contract. Currently, UCF Copier Services has 40 machines off campus, some of which are not on UCF campuses.

9 How many copies of the bid response does UCF require from each vendor? Answer: See section 2.6 of the ITN.

10 If the company wishes to provide multiple options, does each option need to be in separate sealed envelope, or all in one? Answer: If the vendor would like to submit multiple options, they should all be contained in a single proposal and stated as Option 1, Option2. Etc.

11 Where is the signature field for the Authorized Representative on the ITN cover page? Answer: A corrected version of the cover page has been uploaded to the ITN package and can be downloaded at http://www.purchasing.ucf.edu/bids/index.asp

12 To properly scope the print for pay / Electronic Auditing & Billing / Internal Copy Control, will a UCF representative be available for IT Discovery Meeting? Answer: An IT Discovery meeting will be scheduled after a vendor has been selected.

13 Is the current ITC Card Reader System owned by UCF and external from the copy device? If so, will detailed information be provided regarding model numbers, etc. for compatibility purposes? If compatible, will the external card reader systems be available for use moving forward? Answer: The student copiers utilize an external ITC 7210 reader, which is owned by UCF. The readers will be available for use moving forward.

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14 Within Student Government labs, what are the allowances for students to print, and how are overages

charged? How is this paid for? Answer: Copier Services is not involved with the Student Government labs. It is not part of this ITN.

15 Will the current vendor be allowed to re-propose their current / used equipment as part of their bid response? Answer: No, UCF Copier Services will not allow used equipment as part of this ITN. See section 1.3. of the ITN.

16 The ITN states that 90-95% of all MFD’s are connected to the campus network; upon moving forward with the new agreement, would these devices require networking? If so, what is the quantity? Answer: The MFDs will need to be capable of connecting to the network. It is by the colleges/department’s choice whether a machine is connected or not to the network. Information on quantity will be determined at a later date.

17 Will UCF be retaining current licenses with FM Audit? If the license can be kept, please explain which components of the FM Audit tool are included as part of that agreement, i.e. Analysis, Rules & Reporting. Answer: FM Audit was part of current contract and was hosted by the vendor. UCF Copier Services will not retain any licensing for FM Audit and is open to recommendations for another solution.

18 The ITN states that the MFD’s will require scan to Document Storage. Does this mean scan to the MFD Document Server, or an external Electronic Document Management Solution? If so, what EDM solution is currently being used? Answer: MFD’s will need to be able to scan to an authenticated file share as well as email.

19 The ITN states that the MFD’s will require Scan to genuine Adobe, in PDF format. Will genuine Adobe Post Script also be required for Macintosh network printing? Answer: Yes

20 The ITN states that the MFD’s will require direct print from flash drives; will UCF also require direct print from SD cards? Answer: Direct print from SD cards is not a requirement.

21 How many wholly owned subsidiaries of the same manufacturing company will be allowed to bid? Answer: This ITN is a publicly advertised solicitation; anyone can submit a proposal to the University of Central Florida. We do not limit the number of vendors or companies.

22 Regarding Pooled Volume Service, at annual review, if UCF does not meet minimum base volume, will UCF expect to be reimbursed for the pro-rated difference? Answer: Yes, if actual annual volume is less than the 1.1 million monochrome copies/prints per month, vendor to reimburse UCF at a specified rate. The vendor is to propose a “reimbursement” rate.

23 ITN states requested program pricing in Cost per page and with Leasing and Service, is the University asking for quoted pricing in traditional Lease and Service pricing which will be used to create the CPP program? Answer: The intent of this ITN (Section 4.1, page 42) is to acquire copies made on the fleet MFDs on a cost-per-copy basis, while accommodating the special funding needs sometimes required in higher education. Also refer to page 10 “Cost-per-copy agreement” and “Exceptions to Cost-per-copy pricing” for additional information.

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24 Please Clarify Pg. 29 item 4 desired Unix compatibility, also pg. 30 tem 21 Answer: Devices should be supplied with drivers that will allow printing from a UNIX or Linux operating system. Devices which do not support Unix/Linux should be clearly noted.

25 Please clarify pg. 30, item 11 multiple print queues. What is the goal with this request? Answer: The University must be able to manage jobs in print queues. The first-in-first-out job printing may not always be acceptable, and in those cases where an override is needed, it must be available.

26 Please clarify pg. 30, item 17 OCR/PDF. Answer: Must be able to scan to an optical character recognition application; must be able to scan to a single-sheet PDF file and a multi-page PDF file.

27 Please clarify pg. 31, items 31 and 39. Is 2,000 sheet paper capacities preferred or required? Answer: On page 31, item 31 states must have removable paper trays of at least 500 sheet capacities for each paper size. Preference will be given to models with at least 2,000 sheet capacities in the standard tray. Item 39 references the acceptance of a large capacity tray.

28 Please clarify the scope of the “Stitching” requirement as it relates to quantities required vs. options on pg. 31 item 33. Answer: MFDs making 5,000 copies per month or more must have on-line stitching (stapling).

29 Clarify pg. 32 item 43 after hour service rates, how often has this been necessary in the past? Answer: At this time, we have not offered after hour rates. UCF has some departments that operate 24 hours; UCF Copier Services would like a quote in case after hour service is needed.

30 Please clarify pg. 34 item 62 removal costs, is the current vendor responsible for this or the awarded vendor of this contract responsible for this? Answer: Current vendor is responsible for picking up the current vendor’s equipment. New vendor is responsible when removing the new vendor’s equipment.

31 What optimization assessment was conducted prior to the release of this ITN? If conducted, would you be willing to provide the details (map of current devices & how the unit count was derived) for review and if not, would you consider an extension to allow a thorough analysis to be completed by Office Depot to further align with our creative solution to be presented? Answer: An optimization assessment was not conducted. An extension will not be provided as we are not looking to optimize machine locations for this ITN. The University is decentralized so each college can pick machines based on their needs and budget. UCF Copier Services does not decide for the colleges/departments on the number of machines and location they may have. Most colleges/departments are spread throughout a building. The current machine structure is due to the University’s size and dynamics of the campus. Also please note that proposers have over one month after release of this addendum before proposals are due. We feel this should be adequate time for companies to conduct any needed analysis for their proposals.

32 To clarify, production devices will be lease plus service and the rest of the fleet will be strictly cost per page inclusive of hardware/software/service/service expenses. Answer: Refer to page 10 section “Cost-per-copy agreement”. Please include everything needed for the equipment.

33 What powers Knight cash? Answer: UCF uses ITC Systems’ Multiplan Gold software for the Knight Cash account.

34 What SIS is used? Answer: UCF’s SIS is PeopleSoft.

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35 How does UCF envision the proposed solution integrating with a backend Student Information System?

Answer: No integration with the SIS is required for this ITN.

36 For the purposes of the bid and pricing you wish for each vendor to submit a bid with a “one for one” replacement of the current fleet even though it is your desire to reduce the number of redundant devices, correct? Answer: Not correct. The ITN is not asking to reduce the number of devices.

37 Is the University is utilizing Microsoft Exchange? Answer: Yes, the University runs its own Microsoft Exchange server.

38 You mention that the devices in the campus print shop still have time left on that lease but that you would consider any offers to buy out that lease and implement a new solution. I asked if you knew what the buyout was for that equipment or if you could get a buyout on it? Also, can you tell us what the current lease payment is and what is the lease expiration date of the leased equipment in the print shop? Answer: Vendors to submit proposals for the color production device, without buyout information. Buyout options may be discussed during the negotiation stage.

39 Can you find out how many staples you consumed under the current contract? Answer: The current contract has been four years with two one year extensions. We are in year five. For the year of 2013, 86 boxes of staples were distributed.

40 Security…do you have any specific requirements for data overwrite such as a minimum of 7 times overwrite? Any end of lease requirements such as all address books, settings, etc. set back to factory settings with no University information at all on all devices? Answer: There should be no information left on the devices before leaving UCF campuses. Vendor to provide data overwrite capabilities/recommendation.

41 Does the University wish for or require a “paper trail” for all scanned to email documents so that the University knows what was scanned by whom and where to? Answer: No, this is not required.

42 Will UCF provide the buyout amount for the Production Color unit in the Print Shop? Answer: Yes. See response to question 38.

43 On Page 8 what document storage do you require vendor to scan too? Answer: MFD’s will need to be able to scan to an authenticated file share as well as email.

44 Page 9(below table), “Vendors may provide an upgrade path that recovers the cost of additional capacity”. Does this mean vendor can charge an upcharge for adding extra accessories and mainframe upgrades? Answer: Yes, some departments will need additional features.

45 Page 10, “The difference between the monthly minimum and the actual volume will be adjusted annually.” Does this mean UCF will adjust the volume commitment annually? Answer: This particular statement is in regards to actual volume. If actual annual volume is less than the proposed 1.1 million monochrome copies/prints per month, vendor to reimburse UCF at a specified rate. The vendor is to propose a “reimbursement” rate.

46 Page 10, Vend Devices. Does UCF own the ITC readers and card machines? Are the vendors only providing the printer to hook up to these devices? Answer: UCF does own the ITC card readers. Vendors are welcomed to propose new options. See page 10, “Vend Copiers.”

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47 Page 21, 2.22, Termination of contract. 90 day cancellation. Does this mean of UCF can cancel the contract, but in place equipment remains or contract is terminated and all equipment is removed. Please clarify. If it is the later, will UCF accept responsibility to pay the remaining balance on the equipment as it is done on the State of Florida Contract? Answer: If the contract is terminated, all equipment shall be removed within 90 days. If the equipment is not removed within 90 days, UCF Copier Services will not be responsible for payment beyond the 90 days, or up to the time of removal, whichever is earliest, as per a negotiated UCF contract. “The University shall be liable only for payment for services satisfactorily rendered/goods satisfactorily delivered and accepted from the date of commencement until the effective date of termination.”

48 How many of the 347 MFD’s identified in this ITN are in outlying campuses? Answer: UCF Copier Services has approximately 40 machines off campus. This number could increase or decrease with this contract.

49 UCF has stated the requirement that all units end conterminously, no matter when they are placed. Would UCF consider letting vendor utilize used equipment in the last 12 months of the contract? Answer: UCF may consider using refurbished equipment in the last 12 months of the contract. Vendor may propose options for consideration. This should be discussed and agreed upon in the contract resulting from this ITN.

50 How many of the 347 units identified in this ITN will be replaced in the first 90 days? Answer: Our goal is to replace most if not all the units within the first 90 days.

51 Can UCF give vendors a schedule of the Month/yr. when remaining units will be replaced? Answer: The current MFD contract will end January 31, 2015. Installation of new equipment will begin December 1, 2014.

52 The ITN requires that any concerns with the provisions of UCF’s sample contract be addressed in the Q&A (the last paragraph following section 4.6). After review of a document that is referenced in the ITN (Standard Agreement 110613), and if a vendor has any concerns with this contract, will the University allow the provisions of the sample contract to be subject to good faith negotiation upon award. Please confirm. Answer: Yes, changes to the standard agreement are subject to negotiations but proposers should have identified during this Q&A period any provisions of the ITN they disagree with. Those terms and conditions not resolved via this addendum are subject to discussion with the proposer selected for award of this contract. Moreover, proposers contesting any non-negotiable term or condition identified in Appendix II shall be rejected without discussion. Also see 2.3 and 2.49.

53 On page #10, requirements for vending copiers are described as print and copy. Which specifications of the “Equipment Specifications- All copiers/MFDs” starting on page #29 and numbered 1-40, are also requirements for the vending copiers for the library? Answer: Vend copiers are to meet the specifications of items 1 through 40; however vendors are encouraged to make alternative recommendations.

54 With the requirement for redundancy, does each Monochrome Production Engine need to be configured identically or can they be mixed with different finishing capabilities? Answer: Redundancy refers to the ability to make prints. Vendors are expected to make recommendations as to how they would approach the issue.

55 How are the current Production Monochrome Engines configured for feeding and finishing? Answer: Standard 100 page document feeder and single folder with saddle stitch.

56 How is the current Production Color Engine configured for feeding and finishing? Answer: Standard Doc feeder with basic saddle stitch booklet maker.

57 How are/will electronic jobs submitted to the Print Shop today? Answer: Print jobs are sent to the Print Shop digitally via email or a web form.

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58 How are/will hard copy jobs submitted to the Print Shop today? Answer: If hard copy is not scan-able, we pick up or customer drops off.

59 In section 85 Image Capture, please expand on the requirement to capture and store images in a PostScript or Multi-page postscript format. What applications will be using this file format? Answer: It should read “PDF” not “PostScript”. This provision is intended to ensure that the Production device will capture both single-sheet and multi-sheet PDF files.

60 In section 86 Image Capture Network, please expand on the requirement to process incoming files in native software. Is this a requirement that anyone on the UCF campus can access this scanner in their native application to capture images? Answer: This section refers to the scanning capabilities in the production center. Outside users are not able to link directly to these devices.

61 In section 87 Monochrome Production Print Controller, please expand on the requirement “Must have ability to use existing job library”. Answer: The Print Shop maintains a library of frequently run jobs. While they may be stored in PDF format, they may not be as well. The replacement production devices must be able to process them.

62 In section 87 Monochrome Production Print Controller, since all EFI Fiery Controllers have a one-to-one relationship with each Print Engine, please expand on the requirement “Must have the ability to drive multiple print engines”. Answer: All EFI controllers are not limited to a one-to-one relationship with the print engine.

63 In section 88 Monochrome Print Engines, please describe the applications that use the sub 16 bond media. Answer: College and university departments produce a wide range of documents utilizing a wide variety of coated and uncoated stock. This specification establishes the lower end of that range.

64 In section 88 Monochrome Print Engines, please describe the applications that use twelve point (12 pt.) coated two sides stock. Answer: College and university departments produce a wide range of documents utilizing a wide variety of coated and uncoated stock. This specification establishes the upper end of that range. Postcards, Bookmarks, Rack Cards, etc.

65 In section 88 Monochrome Print Engines, please describe the applications that use the two post-fuser inserting stations. Answer: College and university departments produce a wide range of documents utilizing a wide variety of print requirements. Several types of jobs requiring two post-fuser inserters come to mind. A job with a color cover (toner based) in one station and color text sheets (also toner based) on the second station, inserted into a black toner document is an example. Also, tab insertion placement and spiral punch.

66 In section 90 Color Production Engine, please expand on the requirement for “Image Editing”. Answer: Must have the capability to make corrections and/or changes to the document.

67 In section 90 Color Production Engine, the requirement for “on-line folding, finishing capabilities”, Please define what types of folding are required? Answer: The Print Shop would expect the vendor to identify available folders for the equipment being proposed and specify the types of folds available. I would not expect this device to be capable of right angle folding.

68 In section 91 Data Storage and section 92 Data Conversion, what are the file formats, where it resides, etc. Is that system a University Owned system or part of a current vendor provided solution? Answer: Currently, files are stored on the leased Fiery and a file server computer owned by UCF.

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69 Will the submitted questions be answered prior to the deadline of March 26th so secondary questions can be submitted? Answer: All questions that have been submitted are answered in the form of an addendum after the March 26, 2014 deadline (see section 2.3). There will not be a supplementary Q&A period to answer additional questions.

70 Regarding the current fleet with Toshiba, what is the actual end date of the lease agreement? Answer: The current contract expires on January 31, 2015.

71 If awarded, when do you expect the delivery of new equipment? Answer: December 1, 2014

72 Section 2.22 – Termination of Contract – Leases for hardware/equipment are financial transactions which traditionally are not terminated prior to the end date, at least not without a buyout figure associated with the agreement; is the termination requirement for Service only, or does this include the termination of the equipment agreement/lease as well? Answer: See question 47.

73 The ITN States that the equipment must be capable of processing files in current versions of PCL, Adobe Acrobat and Adobe PostScript Level 3 (Registered Trademark Products); Please confirm that authentic Trademarked Adobe products are required, as emulation PostScript will not identify all Adobe characters. Answer: Yes

74 Pg. 34, #65 – As part of the bid response, does UCF expects a Statement of Work detailing the proposed installation schedule timeline, or all services rendered as part of the installation process? Answer: Yes

75 Pg. 36 – Digital Production Specifications – Does the current solution include Fiery Controllers on both Color and Monochrome devices? Answer: Yes

76 Pg. 36 – Digital Production Specifications – Are there any plug ins such as Impose, Compose, Hot Folders, etc. required with Fiery? Answer: Yes

77 Pg. 37 – Digital Production Specifications – Does the University require a Micro Press to meet ITN requirements of #87, specifically the ability to drive multiple print engines? Answer: This may not be necessary since all EFI controllers are not limited to a one-to-one relationship with the print engine.

78 Pg. 37 – Digital Production Specifications – Please describe your current types of variable print jobs and current software used to produce these jobs. Answer: Postcards, mailers, letters, envelopes, recruitment pieces, newsletters, etc. We use MSWord, Adobe InDesign and Fusion Pro.

79 Pg. 37 – Digital Production Specifications – Will the print shop continue to require up to 300 GSM as it does today for color output? (GSM is the industry standard for the measurement of media thickness) Answer: Yes

80 Will the print shop require up to 300 GSM as it does today for color output when duplexing? Answer: Yes

81 Will the print shop require full rated speed as it does today when using 300 GSM media for color output? Answer: Yes

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82 Pg. 39, Section 92 – Data Conversion – What is the source of the data for the data conversion? Answer: In the event that the vendor is not able to process jobs directly from the existing job library, the University needs to understand the vendor’s strategy for converting the jobs to useable format.

83 Pg. 39, #97 – Training/ Certification of Service Personnel – Will preference be given to OEM vendors who’s Service Personnel are trained with OEM Direct Manufacturer Certifications? Will proof of these factory certifications be required? Answer: Service personnel “must” meet the certification requirements of the manufacturer and have completed the required training for the equipment being serviced. Proposals not meeting this requirement may be rejected. Yes, proof must be submitted with the proposals.

84 Pg. 41, D. – Appendix VI is referenced, however it is not listed as an Appendix in the Table of Contents, and it is not included as part of the ITN – will this be issued as an amendment? Answer: Appendix VI (MFD Specification Sheet) is located on page 64 & 65; also posted on the purchasing website.

85 In regards to the Digital Production Specification, what are the current models and meter reads to date? Also, do the current machines have all of the “Required” specifications on the ITN? Answer: 2- Toshiba 1351’s – (meter read for #502 - 5,231,938) / (meter read for #501 – 3,125,108) 1-Toshiba 1101 - (meter read for #506 – 4,787,674) One production color machine: Ricoh 901s – (C) 953,736 / (B) 669,654 Current machines meet some but not all of the required specifications in the ITN. Vendors to propose equipment based on the requirements in the ITN.

86 Can one vendor provide multiple manufactures be proposed in the ITN? Answer: Vendors are encouraged to be creative with their proposals and we will consider all proposals submitted that meet the minimum requirements of this ITN.

87 On page 10, it states that “All equipment placed under this agreement must be newly manufactured? However, this statement is contradictory because Xerox’s definition of “Newly Manufactured is a “Used” machine. See Definition found on Xerox’s website (). Can this statement be changed to Brand New Machines? • Xerox Equipment Status: Unless you are acquiring Previously Installed Xerox Equipment, Xerox

Equipment will be either (1) "Newly Manufactured," which may contain some recycled components that are reconditioned; (2) "Factory Produced New Model", which is manufactured and newly serialized at a Xerox factory, adds functions and features to a product previously disassembled to a Xerox predetermined standard, and contains both new components and recycled components that are reconditioned; or (3) "Remanufactured", which has been factory produced following disassembly to a Xerox predetermined standard and contains both new components and recycled components that are reconditioned.

• Third Party Hardware may include materials that are new or reconditioned to like-new performance and functionality.

Answer: All equipment should be newly manufactured (brand new machines).

88 Page 32, Para. 41 states in the last sentence “ Devices experiencing more than three(3) service calls in a given month for the same issue will be replaced with a like-for-like device at no additional expense to the University at the request of the University.” This is a broad statement regarding issues. There are issues that are user errors, for example; white-out/smudges on the glass that my cause lines on the copies. Its issues such as this that cannot be consider as a reason to switch the unit out. Can you be more specific on what you feel are issues that will require replacement? Answer: A problem with the equipment that renders output unusable and that service is unable to correct after three tries would qualify.

89 It is stated that we have to work with all versions of MS Windows. XP and further back are no longer compatible, can we clarify that these older versions need not be supported. Answer: Please list what your equipment will do and will support.

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90 How many workstations would need to be incorporated in the work flow process for the HV job build and assembly? Answer: The Print Shop currently has two Fiery Command Workstations that are provided by their current vendors. One workstation runs the color machine. The other workstation runs the three black and white machines. Vendor to propose a solution based on their proposed equipment. See response to question 62.

91 With the latest Industry trends showing customers utilizing very little 11 x17 capabilities, organizations are placing letter/legal devices in place of 11 x17 devices and placing 11 x17 devices in strategic areas. With this approach, organizations have been able to significantly reduce their overall costs. With the goal of the University to save money, would the University entertain quotes for letter/legal devices? Yes or No? Answer: The use of 11 x 17 is decided in the individual colleges/departments, and we do have customer’s that still copy/print 11 x 17. All Segments need to be capable of accepting and printing 11x17.

92 Would the University entertain quotes for letter/legal devices in the low volume areas to save money? Answer: See response to question 91.

93 On Page 8 under Expectations : • What do you mean by direct off the glass?

Answer: Lift the cover and place a document on the glass (Platen).

• What do you mean by direct online print / copy? Answer: Printing to the MFD from a network connected workstation. This may entail walking to a release station and entering a password or PIN number to release the job to print.

• With Direct print from flash drive - what file format are you looking for? Answer: Remember this is an institution of higher education, and faculty work with a variety of applications. At the minimum, MFD’s should be capable of printing common MS Office documents, PDF files, common image formats, and plain text files from USB.

• With Scan to print - scan one, print may functionality - what does that mean - please provide example. Answer: Walk up to the device, lift the cover, place a document on the glass (Platen), or lay the document in the document handler, program the number of desired copies (greater than one), push the start button.

• With Scan to Storage - what type of storage? Answer: MFD’s will need to be able to scan to an authenticated file share as well as email.

• Scan to Adobe PDF - does it have to be adobe or just scan to PDF ok? Answer: Adobe PDF was written in the specs.

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IMPORTANT DOCUMENT ITN NUMBER: 1308CCSA ITN TITLE: Centralized Copier/Multi-function Device (MFD) and Digital Production Equipment Management Program ADDENDUM NUMBER: 2 ADDENDUM DATE: 7/11/14 Purpose of this addendum is to cancel the Digital Production Equipment portion (for the campus print shop) from this ITN.

• Section 1.3 Paragraph 7: Sentence 2 o The University reserves the right to pursue separate agreements for production and fleet

equipment. The University has determined that there is no longer a need for the digital production equipment and lease of said equipment under this ITN would not be in the University’s best interest. PLEASE ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND RETURNING IT TO ME AT [email protected] by JULY 18, 2014 _____________________________________ ________________________________________ PROPOSERS SIGNATURE PRINT OR TYPE PROPOSER’S NAME _____________________________________ ________________________________________ COMPANY NAME EMAIL ADDRESS