REQUEST FOR PROPOSALS December 6, 2016 NOTICE IS HEREBY GIVEN that the City of Forest Park, Georgia, is accepting sealed proposals for: 6 +/- Multi-Function Copier/Printer/Fax/Scanner 1 Desktop Copier At 2:00 P.M., on Thursday, January 12, 2017 in the Office of the City Manager, 745 Forest Parkway, Forest Park, 30297, proposals will be opened and submitted for evaluation. An original and three (3) copies of all proposals, including all executed documents and needed attachments, shall be placed in a sealed envelope, marked: SEALED PROPOSAL FOR COPIERS/LEASE and delivered prior to the proposal opening deadline, 2:00 P.M. on Thursday, January 12, 2017. General Information and Requirements: 1. All equipment furnished under this contract shall be new, unused and the same as the manufacturer s current production model. Demonstrator copiers are considered used and are not acceptable for the purpose of this proposal. Accessories are not specifically mentioned herein, but necessary to furnish complete unit ready for use, shall also be included. 2. Minimum Monthly Copy allowance: 10,000 per machine 3. Lease price per month must include all service (parts and labor) and supplies, toner, staplers, etc. And deliver to the City at no charge. 4. Leased term, 36 months with the ability to extend the contract period, by mutual written agreement of the City of Forest Park and the successful bidder, the initial contract period may be extended for additional periods, not to exceed 2 years total beyond the initial contract. Such extension shall be at the bid award price and under the same terms and conditions as the original contract. 5. Multi-year contracts: It should be noted that multi-year contracts may be continued each fiscal year only after funding appropriations and program approval have been granted by the City of Forest Park Council. In the event that the Council does not grant necessary funding appropriation/program approval, then the affected multi-year contract becomes null and void effective July 1 of the fiscal year for which such approvals have been denied. 6. In accordance with Georgia Law, all proposals received, and all materials contained therein, once opened are public records, and subject to disclosure to any person, organization, or firm, including other firms responding to this request for proposals 7. The proposals should include the full features of the copier(s) proposed along with manufacturer s brochures. (where such literature exists). 8. The vendor is responsible for delivery, installation and training. Training must be provided at five (5) different locations. Include in the proposal an installation schedule that includes the
number of days expected for equipment delivery and the number of days to complete installation. Vendors shall include in the proposal at least 1 hour of training for City employees for each machine. 9. Provide three (3) references including the name, title of contract person and the telephone number of the organization that have installed the same copier in the Atlanta area. 10. It is understood that the City of Forest Park is a municipality, and as such, is exempt from the payment of all state and federal taxes applying to the products specified in this document. Therefore, the lease prices quoted by the bidder should not include any allocation for taxes. 11. The attached bid proposal sheet must be completed and enclosed as part of the bid proposal. 12. At the end of the lease the bidder agrees to take back the copier(s) and pick up the machines form each site at no cost to the city. The vendor is to certify that any components circuit boards, memory that contains Forest Park data in memory will be erase. 13. Delivery is not to be considered completed until: The equipment is completely delivered in the configurations as ordered. The equipment has been properly installed and training has been properly provided to the personnel at the delivery sites. 14. The selected vendor shall be expected to provide the City Support Services department with written confirmation of delivery and installation dates, the model number and serial number of copiers delivered. Such information is essential for the City to manage the contract. 15. Invoicing: The billing for these machines shall be consolidated; each statement is to identify the machine by model number, department location. Copy counts shall be pool city-wide. Vendor shall prepare invoices with each copier listed separately, Location, Make, Model, Serial Number, Number of copies invoiced, current and previous reading data of meter reading. The City will require a per copy credit for all copies made during the course of repair, testing. The credit must appear separately on all monthly invoices. 16. All costs for equipment shall include: inside delivery to equipment s intended location, set up, training and any associated transportation of the City s specified locations. 17. The City reserves the right to accept or reject any or all proposals, or part thereof, or to award contracts in the best interest of the City. In all instances, the City s decision shall be final. 18. Prospective firms warrant by virtue of submission of proposals that all prices, terms, and conditions stated shall be honored for a period of one hundred eighty (180) days, after the opening of proposals. Any changes at the time an order is placed shall result in automatic disqualification of the vendor. 19. The original proposal shall be signed, in blue ink, by a corporate officer, partner, or proprietor, which is authorized to sign such proposal. 20. Prospective firms are hereby warned not to contact any City employee, official, board member, Mayor or Councilmember on matters relating to this Request for Proposals, except as indicated herein. Any attempt to do so, or engaging in lobbying or any other activity interfering with the evaluation process may result in immediate disqualification of the vendor from any City business. 21. Prospective firms hereby warrant by virtue of submission of proposals that any and all terms, conditions, and requirements as stated in this document are valid, enforceable, and binding upon the selected vendor.
Any questions forward to: Support Services Christine Terrell 745 Forest Parkway Forest Park, Georgia 30297 Phone: 404-608-2347 Fax: 404-608-2308 e-mail: cterrell@forestparkga.org Background, expectations: The intent of this Request for Proposal (RFP) is to obtain competitive proposals from qualified vendors who can demonstrate their ability to provide a Multi-Function Copier/Printer/Fax/Scanner as outlined in this RFP. The contract is also expected to yield maximum service and uptime of proposed equipment. Deliverables: Copiers will be located at the following addresses: NAME LOCATION INSTALL ADDRESS City of Forest Park City Hall 745 Forest Parkway City of Forest Park Support Services 785 Forest Parkway City of Forest Park Planning Building & Zoning 785 Forest Parkway City of Forest Park Fire Department 4539 Jonesboro Road City of Forest Park Public Works 5230 Jones Road City of Forest Park Fleet 5230 Jones Road Installation & Site Preparation: Price must include installation of the copiers. Any adjustments to the City of Forest Park software and or hardware needs to be made in writing and submitted with the proposal. Maintenance: Include information on the capacity of your firms to provide maintenance service to the copier within 4 hours when the ability to make copies is impaired and with 24 hours for routine maintenance and/or minor problems. Qualified maintenance personnel shall perform equipment maintenance and repairs during regular office hours. Regular office hours are generally 8:00 a.m. to 5:00 p.m. Monday through Friday. The vendor is required to provide services at other times as required. The machines shall be kept in good working order so that work delays and copy problems will be minimized. Preventive maintenance will be performed according to manufacturer s
recommendations. It is the bidder s responsibility to schedule preventive maintenance that meets those manufacturer s recommendation. Loaner If during a repair call it is determined that a copier cannot be repaired in place within 48 hours of the time a repair call is placed, another copier of like size and features is to be supplied at no cost other than the contract service/maintenance per copy charge in effect at the time. The city reserves the right to request a new replacement copier at the bidder s expense (without any additional lease time) in the event that a recurring problem cannot be corrected to the satisfaction of the City of Forest Park. The conclusion that a copier is experiencing a recurring problem, therefore requiring replacement is at the sole discretion of the City of Forest Park. Evaluation and Selection: The copiers will be selected by a City Employee Evaluation Committee that will review each proposal on the basis of the following criteria. During the evaluation process, the evaluation committee reserves the right, where it may serve the City of Forest Park best interest, to request additional information or clarification from vendors. Each firm must be prepared to provide a demonstration of the proposed copier(s) at their premises or at another customer s installation. CRITERIA: Suitability of the Products, Services to meet the needs of the City including: Quality of product-design and ease of use of features Installation and training proposed Maintenance and Support Services Proposed Features included which were not specified Service response time and location Vendor Experience References from current clients Cost Proposal Price, the price analysis will include, but is not limited to, lease, setup network, cost of excess copies beyond copies allowed. Cost Component 1. Monthly lease payment for use of the base copier and each add-on option: 2. Installation costs of copier 3. Cost of excess copies beyond copies allowed 4. Other costs not included above. Please be specific when listing other costs.
Minimum Network Copier Equipment Specification are (required): The City of Forest Park requires that all specified machines be connected to its network and to have full network capabilities specific to the machine. Bidders should describe the connectivity requirements of the proposed equipment, including the print controllers, network protocols, and software. COPIER & GENERAL SPECIFICATIONS: Compatible with Windows 7/10/2008 R2/2012/2012 R2 Copy resolutions 2400 x 600 Memory Capacity 1GB RAM, 60 GB HDD Continuous copy speed min 35 cpm Copy size, 5.5 x 8.5 minimum/ 11 x17 Maximum Zoom range, 25% to 400% in 1% increments Paper Handling Trays, min of 2 /500 sheet, /100 sheet by-pass tray Sorter (50 sheet staple hanging finisher plus electronic sorting) Automatic stapler (up to 50 sheet stapler) Transparencies Minimum Monthly Copy allowance 10,000 per machine (Copy counts shall be Pool city-wide) SCANNER SPECIFICATIONS: Scanning Speed, Min 57 ipm Color scanning Memory capacity (1GB RAM, 60 GB HDD) Interface, Ethernet 10/100 Base T Protocol, TCP/IP PRINTER SPECIFICATIONS: Print Speed, Min 35 ppm Resolution 2400 x 600 dpi Interface, Ethernet 10/100 Base T Protocol TCP/IP FAX SPECIFICATION: Modem Speed 33.6 Kbps or greater Scanning Speed 8 1/2 x 11 document, <1 sec/page Transmission Speed, <3 sec/page Maximum Transmission/Reception Document Size 11 x 17 Standard Memory Capacity Maximum Memory Capacity Resolution 2400 x 600 dpi YES NO In addition to all specifications listed, all multi-tasking devices shall have minimum ability to: Require no additional PC workstation to facilitate any scan or e-mail functionality Scan new jobs while the device is network printing or copying without network interruption Scan to desktop, e-mail, etc.
Provide for the storage of all network community e-mail addresses to reside at the device, retrievable and editable only by an authorized network administrator for updating and revision Enable end users to easily replace consumable components including: o Toner o Staples o Paper DESK TOP PHOTOCOPY MACHINE General Legal Zoom R/E Letter/Legal ability Minimum Monthly Copy allowance 1000 per machine YES NO
Vendors Proposal Sheet Name of Firm: Address: Telephone: Fax: e-mail address Manufacture Brand and Model Number Bid Price (lease monthly copier price) Scanner Option Fax Option Network Link Optional Accessories Other charges itemize separately: Included Copies minimum (10,000 monthly per machine, Copy counts shall be pool city-wide) Excess Copies $ per page Any exceptions to the terms and conditions of this bid: Additional Comments: Authorized Signature Name: (Typed or printed in ink)
INVIATION TO BID Sealed proposals are now being accepted in the Office of the City Manager, 745 Forest Parkway, Forest Park, Georgia 30297 for: 6 +/- Multi-Function Copier/Printer/Fax/Scanner 1 Desktop Copier Bids will be opened in the Office of the City Manager on January 12, 2017 at 2:00 p.m. Three (3) copies of the proposal must be enclosed. Proposal must be received by the opening date and time. Any proposal not received by that time will be returned unopened. Proposal forms and specifications will be available in the City Manager Office. The City reserves the right to reject any and all proposal and re-advertise.