INVITATION FOR BID (IFB) COLOR/BLACK & WHITE COPIER/PRINTER Issued by: Herbert M. Seely River to Sea TPO Chief Financial Officer Key Dates: IFB Released to the Public February 23, 2018 Vendor Meeting 10 a.m. EDT, March 13, 2018 Deadline for IFB Questions 5 p.m. EDT, March 15, 2018 Posting of Questions & Responses 5 p.m. EDT, March 16, 2018 IFB Submittal Date 5 p.m. EDT, March 21, 2018 Presentations to Selection Committee 10 a.m. EDT, March 26, 2018 Selection of Firm April 25, 2018
TABLE OF CONTENTS Page OVERVIEW OF THE BID PROCESS...1 BACKGROUND... 1 REQUIRED TECHNICAL CAPABILITIES... 1-3 MAINTENANCE AND SERVICING... 3 SERVICE AND SUPPORT REQUIREMENTS... 3 COST PER COPY/PRINT... 3 EQUIPMENT TRAINING... 3 DELIVERY TIMING... 3 DESIRED FINANCING... 3 FORMAT AND SUBMISSION OF BIDS... 3-5 COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS... 5 REVIEW AND EVALUATION... 5 COST OF PREPARATION... 5 NEWS RELEASES... 5 ACCEPTANCE OF BIDS... 6 GENERAL IFB DISCLOSURES... 6 REQUIRED FORMS... 7-15
INVITATION FOR BIDS COLOR/BW COPIER/PRINTER OVERVIEW OF THE BID PROCESS The River to Sea TPO will accept bids until 5:00 p.m. EDT on March 21, 2018 from firms interested in leasing two (2) color copiers/printers including service on the aforementioned technology. All responses to this request should be submitted to the River to Sea TPO at: 2570 W. International Speedway Blvd., Suite 100, Daytona Beach, FL 32114 ATTN: Herbert M. Seely/Copy Machine Services Clearly marked Sealed Bid-Copier/Printer BACKGROUND The River to Sea TPO is responsible for regional transportation planning. We currently maintain approximately eight (8) workstations utilizing Windows as their operating system. All workstations have Microsoft Office Professional installed as their productivity suite. The organization averages 10,506 black and white and 8,016 color copies per month. REQUIRED TECHNICAL CAPABILITIES The River to Sea TPO seeks to procure two (2) color copier/printers that have the following technical attributes: Copier I Minimum 50 page per minute color copy/print speed Minimum 60 page per minute black and white copy/print speed Maximum 2 minute copier warm-up time 25-400% magnification Duplex printing/copying Color and black scanning capability, file formats:.jpg,.pdf,.tiff Minimum 3,000 sheet standard paper capacity Minimum three paper trays, excluding high capacity and bypass paper feeds Minimum 100 sheet multi-purpose bypass tray Minimum 150 sheet dual scan document processor Up to 11 x 17 originals; envelope capability Heavyweight paper printing/copying capability up to 110 lb. index 1
Color adjustment Stapling finisher, minimum 50 pages Hole Punch Unit Electronic sheet insertion capability during printing process Copy resolution 1200 x 1200 dpi Scan resolution minimum 600 x 600 dpi Job memory Auto tray selection and switching Auto color selection Offset stacking Cover pages Proof copy Mixed size originals Job building capability Accounting Codes Document management software minimum of 6 licenses Integrated USB drive Scan to e-mail, folder and USB capability Compatible with Windows 7 and Windows 8 (64 Bit support) NIC interface 10/100/1000 Copier II Minimum 23 page per minute color copy/print speed Minimum 23 page per minute black and white copy/print speed Maximum 2 minute copier warm-up time 25-400% magnification Duplex printing/copying Color and black scanning capability, file formats:.jpg,.pdf,.tiff Minimum 500 sheet standard paper capacity Minimum two paper trays, excluding bypass paper feeds Minimum 50 sheet multi-purpose bypass tray Minimum 150 sheet dual scan document processor Up to 11 x 17 originals, envelope capability Heavyweight paper printing/copying capability up to 110 lb. index Color adjustment Copy resolution 1200 x 1200 dpi Scan resolution minimum 600 x 600 dpi Job memory Auto color selection Auto tray switching Auto paper selection Mixed size originals Accounting Codes Document management software minimum of 6 licenses Integrated USB drive 2
Scan to e-mail, folder and USB capability Compatible with Windows 7 and Windows 8 NIC interface 10/100/1000 Fax Kit MAINTENANCE AND SERVICING Consumable costs (excluding paper and staples) must be included in full service maintenance proposal. This price must include OEM parts, labor and recommended OEM servicing for optimal life of the unit. SERVICE AND SUPPORT REQUIREMENTS The River to Sea TPO requires a minimum of 97% uptime between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Replacement with a like-for-like unit if the copier experiences less than 97% uptime for four consecutive months. Twelve (12) business hours maximum downtime before a like-for-like loaner is provided. If a loaner is needed, the copier is to come from the vendor s inventory. Please include the average response time for service calls in the bid submission. Successful bids must include contingencies for emergency print jobs when copier/printer is offline or instances of extended downtime. COST PER COPY/PRINT Cost per copy/print information must be included with price bid. EQUIPMENT TRAINING The bid must include provisions for staff training on the copiers/printers. DELIVERY TIMING The winning bid will agree to deliver and install the copiers/printers within two weeks from notification. DESIRED FINANCING TPO desires to lease the two (2) color/b&w copiers/printers over a 60 month period. The lease must contain a Non-Appropriation Clause. FORMAT AND SUBMISSION OF BIDS 1) TPO must be in receipt of all written bids by 5:00 p.m. EDT on March 21, 2018. All bids must be placed in a sealed envelope clearly marked Sealed Bid-Copier/Printer and sent to the following address: 3
River to Sea Transportation Planning Organization 2570 West International Speedway Blvd., Suite 100 Daytona Beach, FL 32114 ATTN: Herbert M. Seely/Copy Machine Services 2) One (1) original, five (5) copies and one flash drive or compact disc (CD) of the bid are required. Bids received after the deadline will be rejected. No other distribution is to be made. 3) Submittals should be bound or stapled only. Effort should be made to limit the number of pages. 4) Include the following page in your response to this IFB: By signing below you are agreeing to all River to Sea TPO Terms & Conditions that are a part of this Invitation for Bid. Firm: By: Title: Email Address: Address: Telephone: Fax: Date: Monthly Lease (60 months): Cost per Copy/Print-Color: Cost per Copy/Print-B&W: Signature: Date: 4
5) Three (3) business references for similar copiers/printers provided and serviced by your firm, including the name, address and telephone number of the client/contact person must be included with the bid. 6) The TPO encourages the use of Disadvantaged Business Enterprises and Minority Business Enterprises (MBE). Any DBE/MBE firms submitting a bid must include: a. The name and address of DBE/MBE firm that will submit a bid b. A copy of their DBE/MBE certificate 7) All items requested as part of this IFB must be completed in their entirety. Failure to do so can result in the bid being declared unresponsive and will be automatically disqualified. COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS All pertinent local, state, and federal regulations, including those related to DBE/MBE requirements, apply, whether or not specifically identified. REVIEW AND EVALUATION The Selection Committee will review and evaluate the bids based on the following criteria: Understanding of Scope of Services ( 0-5 Total Points) Maintenance and Service (Remedial & Preventative) (0-5 Total Points) Response Time of Service Technicians (0-20 Total Points) Comprehensiveness of Training Provided (0-5 Total Points) Cost of Service (0-65 Total Points) The vendors will present their bids to the selection committee at a designated time on March 26, 2018. The Selection Committee s recommendation will be presented to the TPO Executive Committee on April 4, 2018; and if approved, then it shall be scheduled for final approval by the TPO Board on April 25, 2018. Following the meeting, the successful vendor will be notified and the River to Sea TPO will enter into a lease and contract with said vendor. COST OF PREPARATION Respondents are responsible for all costs associated with the preparation of materials in response to this IFB. The River to Sea TPO assumes no responsibility for such costs. NEWS RELEASES No news releases, pertaining to the Invitation for Bid or any project that may arise, are to be made without prior approval of the River to Sea TPO. 5
ACCEPTANCE OF BIDS/AWARD OF CONTRACT The contents of the bid packet may become contractual obligations in accordance with the River to Sea TPO's standard terms and conditions for TPO contracts. Failure to accept the obligations will result in cancellation of any contract award. The TPO reserves the right to accept or reject any and all of the submissions, in whole or in part, and to postpone or cancel the execution of any contract, if the River to Sea TPO deems it to be in its interest to do so, subject to the rules and regulations set forth by the U.S. Department of Transportation, Federal Transit Administration and Federal Highway Administration. The TPO's normative contractual terms and conditions will be made available upon request. GENERAL IFB DISCLOSURES 1) Requirements and specifications of this request are considered to be the minimum needed. 2) If there are any questions concerning the IFB, please submit them to Herbert Seely at HSeely@r2ctpo.org. Questions will be accepted via e-mail until 5:00 p.m. EDT on March 15, 2018. After this time, no additional questions will be addressed. The responses to all questions will be posted on www.r2ctpo.org by 5:00 p.m. EDT on March 16, 2018. 3) If any modifications are made to the TPO s request, notice will be placed on www.r2ctpo.org. 4) The TPO will hold a vendor meeting at its office at 10:00 a.m. EDT on March 13, 2018. 5) Once submitted, an IFB becomes the property of the TPO. The TPO will release no information about the IFB submittal until all bids have been received and are deemed a matter of public record. 6) All firms submitting an IFB must follow all instructions to be considered responsive. 7) All solicitations made by the River to Sea TPO are open and free to all competing firms, whereby all have a reasonable chance to be successful and be awarded the contract. If an individual or firm feels that the IFB is unfair for whatever reason, they should request, in writing, a copy of River to Sea TPO s Protest Procedures. 8) No bid can be withdrawn after it has been opened. 6
River to Sea TPO INVITATION FOR BIDS (IFB) REQUIRED FORMS CERTIFICATIONS/STATEMENTS The following certifications/statements must be included: 1. DBE Participation Statement 2. Truth-In-Negotiations Certificate 3. Non-Collusion Proposal Certification 4. Certification of Eligibility 5. Certification Regarding Lobbying 6. Debarment and Suspension Certification 7. E-VERIFY 7
FORMS 8
DBE PARTICIPATION STATEMENT Note: The Consultant is required to complete the following information and submit this form with the technical proposal. Project Description: Consultant Name: This consultant (is ) (is not ) a Department of Transportation certified Disadvantaged Business Enterprise (DBE). Expected percentage of contract fees to be subcontracted to DBE(s): % If the intention is to subcontract a portion of the contract fees to DBE(s), the proposed DBE sub consultants are as follows: DBE Sub consultant Type of Work/Commodity By Date 9
TRUTH-IN-NEGOTIATIONS CERTIFICATE STATE OF FLORIDA, County of Volusia & County of Flagler Before me, the undersigned authority, personally appeared Affiant,, who being first duly sworn, deposes and says: 1. That the undersigned firm is furnishing this Truth-in-Negotiation Certification pursuant to Section 287.055(5)(a) of the Florida Statutes for the undersigned firm to receive an agreement for professional services with the R2CTPO. 2. That the undersigned firm is a corporation which engages in furnishing professional engineering and/or planning services and is entering into an agreement with the R2CTPO to provide professional Consulting Services. 3. That the undersigned firm will furnish the R2CTPO a detailed analysis of the cost of the professional services that will be required to perform various tasks as each work order is proposed. 4. That the wage rates and other factual unit costs supporting the compensation for this project s agreement will be accurate, complete and current at the time the undersigned firm and the R2CTPO enters into the agreement for professional continuing consulting services and at the time of execution of each work order. 5. The undersigned firm agrees that the original agreement price and any additions thereto shall be adjusted to exclude any significant sums by which the R2CTPO determines the agreement price was increased due to inaccurate, incomplete, or noncurrent wage rates and other factual unit costs. All such agreement adjustments shall be made within one (1) year following the end of the agreement. For the purpose of this certificate, the end of the agreement shall be deemed to be the date of final billing or acceptance of the work by the R2CTPO, whichever is later. Name of Firm/Consultant: By: Authorized Signature Title: Date Attest: (Seal) Notary: The foregoing instrument was acknowledged before me by who has produced as identification or is personally known to me. WITNESS my hand and official seal in the State last aforesaid this day of, 2015. 10
Non-Collusion Proposal Certification By submission of this proposal, each Proposal and each person signing on behalf of any Proposer certifies, and in the case of a joint proposal, each party certifies as to its own organization, under penalty of perjury, that to the best of his/her knowledge and belief: 1) The prices in the Proposal have been arrived at independently without collusion, consultation, communication or agreement, with any other Proposer or with any other competitor for the purpose of restricting competition as to any other matter relating to such prices. 2) Unless otherwise required by law, the prices which have been noted in this Proposal have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by Proposer prior to opening, directly or indirectly, to any other Proposer or to any competitor and, 3) No attempt has been made or will be made by the Proposer to induce any other person, partnership, or corporation to submit or not to submit a Proposal for the purpose of restricting competition. Firm/Consultant (Proposer) Name: Typed Name and Title of Authorized Official: Authorized Signature: Date: 11
Certification of Eligibility hereby certifies that it is not included on the lists of persons or firms currently debarred for any reason, including but not limited to violations of various public contracts incorporating labor standards provisions, maintained by the United States Comptroller General, the United States Department of Transportation, the Florida Department of Transportation, the River to Sea Transportation Planning Organization, Volusia County, Flagler County or any other transportation agency of any state. Firm/Consultant (Proposer) Name: Typed Name and Title of Authorized Official: Authorized Signature: Date: 12
CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of her or his knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for each such failure. The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understand and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any. Firm/Consultant (Proposer) Name: Typed Name and Title of Authorized Official: Authorized Signature: Date: 13
DEBARMENT AND SUSPENSION CERTIFICATION As required by U.S. Regulations on Government wide Debarment and Suspension (Non procurement) at 49 CFR 29.510 (1) The (Name of Proposer) hereby certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; (b) (c) (d) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses listed in paragraph (b) of this certification; and Have not within a three-year period preceding this certification had one or more public transactions (Federal, state, or local) terminated for cause or default. (2) The (Name of Proposer) also hereby certifies that if, later, it becomes aware of any information contradicting the statements of paragraphs (a) through (d) above, it will promptly provide that information to the U.S. DOT. Firm/Consultant (Proposer) Name: Name and Title of Authorized Official: Authorized Signature: Date: 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION E-VERIFY Contract No: Financial Project No(s): Project Description: Vendor/Consultant acknowledges and agrees to the following: Vendor/Consultant shall utilize the U.S. Department of Homeland Security s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of: 1. All persons employed by the Vendor/Consultant during the term of the Contract to perform employment duties within Florida; and 2. All persons, including subcontractors, assigned by the Vendor/Consultant to perform work pursuant to the contract with the Department. Company/Firm: Authorized Signature: Title: Date: 15