PUTNAM COUNTY BOARD OF COUNTY COMMISSIONERS REQUEST FOR PROPOSALS

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1 1.0 GENERAL INFORMATION 1.1 PURPOSE PUTNAM COUNTY BOARD OF COUNTY COMMISSIONERS To obtain proposals from qualified vendors to establish a contract to 1) furnish, deliver, install and maintain through purchase, lease and rental(5) classes of copy machines; and 2) to establish price lists for governmental discounts to purchase, lease, rent, maintain duplicating/printing/copying equipment and supplies that will be required by Departments under the Putnam County Board of County Commissioners. No guarantee or warranty is given or implied by Putnam County as to the total amount of products that may or may not be purchased from the resulting awarded contract. 1.2 PERIOD OF CONTRACT From date of award through September 30, The County reserves the right to renew this contract or any portion, thereof, for up to three additional contract periods and negotiate with the successful vendor as long as any increases in cost do not aggregate to a percentage greater than the rate of inflation during the contract period. 1.3 ANNUAL APPROPRIATIONS The county and its departments performance and obligation to pay under this contract is contingent upon on annual appropriation by the Putnam County Board of Commissioners. 1.4 PROPOSAL DUE DATE Completed proposals are due in duplicate no later than 1:30 P.M., TUESDAY, FEBRUARY 4, Proposals shall be valid for 90 days from the due date and should be mailed to Putnam County Purchasing Dept, PO Box 1647, Palatka, Fl or delivered to the County Administrator s Office, 514 St. Johns Avenue, Palatka, Fl Only sealed proposals received on or before the stated time and date will be considered. Proposals should be in a sealed envelope and marked RFP 97-2 to be obvious that they are proposals. FAXED PROPOSALS WILL NOT BE ACCEPTED. All proposals will be opened at 1:30 p.m., Tuesday, February 4, 1997 in the conference room in the County Administration Building at 514 St. Johns Avenue, Palatka. 1.5 PREPROPOSAL CONFERENCE To respond to Vendors inquires at a single time, to answer questions about this request for proposals and to furnish additional information, all interested parties are invited, but not required to attend a preproposal conference to be conducted by Mr. William M. Phillips, Purchasing Director, at 2:00

2 P.M. THURSDAY, January 23, 1997, in the Board of County Commissioners Meeting Room at 107 North 6th Street, Palatka, Fl. 1.6 WAIVER/REJECTION OF PROPOSALS The County reserves the right to waive formalities or informalities in proposals and to reject any or all proposals or portions of proposals, or to accept any proposal(s) or portions of proposals deemed to be in the best interest(s) of the County or to negotiate or not negotiate with Vendors. 1.7 PUBLIC ENTITY CRIMES Paragraph (2)(a)of Section , Florida Statutes - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract or provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids or 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 threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.8 CONFLICT OF INTEREST The award of contract is subject to the provisions of Chapter 112, Florida Statutes. All proposals shall disclose the name of any officer, director or agent who is also an employee of the County. Further, all proposals shall disclose the name of any County employee who owns, directly or indirectly, an interest of five per cent or more in the Vendor s firm or any of its branches. Failure to make such disclosure in the proposal may be cause for proposal disqualification. 1.9 PURCHASES BY OTHER GOVERNMENTAL AGENCIES: With the consent of successful Vendor, purchases may be made under this request for proposals by other Governmental Agencies and Political Subdivisions within the State of Florida. Such purchases shall be governed by the same Term and Conditions as stated herein EVALUATION OF PROPOSALS The purchase price, maintenance cost, lease and rental costs, service support method, service response time, equipment delivery time and an analysis of the equipment's features as determined to be beneficial to the County or specific user needs will be included in evaluation of the proposals. The order in which these items have been listed does not necessarily reflect their importance.

3 It is possible that the County, in its judgment, may consider a proposal unacceptable solely because one of these key items is unsatisfactory. For example, a proposal may be considered unacceptable solely on the basis of unsatisfactory cost, or unacceptable solely on the basis of unsatisfactory service coverage, etc SUBSTITUTION / ADDITION Prior written approval from the Putnam Purchasing Department is required for any substitution or addition of copiers awarded under this contract. The County retains sole discretion to accept and approve such requests for substitution or addition.

4 2.0 SPECIFICATIONS AND REQUIREMENTS 2.1 ACCEPTABLE EQUIPMENT Proposals for equipment shall be for new equipment only. New equipment are units which have not been previously installed and where the County is the first user of the equipment. 2.2 CLASS OF MACHINES This specification includes five (5) classes of plain bond paper copiers utilizing an electrostatic image transfer process, with volume ranges and features that are most commonly used by County Departments. The copy machines shall be furnished with all standard features indicated by the manufacturer's technical documentation or by the applicable publications of this specification. Applicable publications include independent consumer testing reports from industry recognized firms. Other equipment feature options, as available, may be required to meet these specifications and additional options may be accepted if offered. MIN MTHLY VOLUME MAX MTHLY VOLUME COPIES PER MINUTE Class I 0 5, Class II 5,000 15, Class III 15,000 30, Class IV 30,000 50, Class V 50, , Note 1: If, for any of the following classes, a table top unit is proposed, a stand is to be included and incorporated in the price. Note 2: The proposed equipment's copies per minute must meet the minimum requirement by Class and may exceed the upper limit of the range for any Class. Class I Equipped with 250 (or more) sheet tray, letter and legal size capability, Single Sheet (or more) Automatic Document Feeder, Reduction/Enlargement, Manual Duplex. Class II through Class IV Fully automatic duplexing to include two-sided copies from one or two-sided copies. Reduction and enlargement capability.. Sheet sizes to include letter, legal and ledger. Automatic Document Feeder or Recirculating Document Handler or Recirculating Document Feeder.

5 Class V Equipped with same features as specified for Class II - Class IV except this unit will have a 40 bin sorter/collator with a higher manufacturer's monthly volume rating and higher speed. A copy management system to track usage by Department is required. This machine's paper supply source should have a greater minimum capacity. Any special requirements for ventilation or wiring for the Class V copier should be noted on the proposal form. 3.0 PRICING 3.1 OUTRIGHT PURCHASE 1. The proposal price shall include delivery to purchaser, installation, (which includes initial start-up supplies except paper) and training of key operator(s). The proposal price shall include a meter or auditron key. 2. WARRANTY - a warranty is required against defective material, workmanship, and failure to perform in accordance with required performance criteria for a period of not less than 90 days from date of installation and acceptance. When the manufacturers guarantee for the base unit or any component exceeds 90 days the longer warranty period shall apply. Replacement of all parts found defective, including all labor and materials within the warranty period shall be made without cost to the County. The warranty shall also include preventive maintenance. 3. MAINTENANCE COST - Maintenance prices submitted with this proposal shall remain firm for the period of 9 months immediately following the initial 90 day warranty period on purchased machines. A copy of the maintenance agreement must be submitted with the proposal. 4. Maintenance prices shall include full coverage maintenance including preventive maintenance, all service calls and replacement of all defective or worn parts. Maintenance prices must include all operating supplies except paper. Maintenance prices for the initial, second, and third years are required on the proposal form. Maintenance cost cannot be paid in advance and can not be included in the purchase price of the copier. 5. SUPPLY COST - All operating supplies (black toner, developer, fuser oil, cartridges, photo conductor cost, filter cost, or drum cost, etc.) must be included in the maintenance price. Supply costs cannot be paid in advance and cannot be included in the purchase price of the copier. 6. A copy of the machine description and characteristics or a technical specification summary must be attached to the proposal.

6 7. The purchase agreement provided by the manufacturer or local dealer s form will be in accordance with applicable Florida Statutes and subject to review and approval by the County Attorney. A copy of the agreement must be submitted with the proposal. 8. The installment purchase agreement provided by the manufacturer or local dealer s form will be in accordance with applicable Florida Statutes and subject to review and approval by the County Attorney. A copy of the agreement must be submitted with the proposal. Any equipment financing may have to be bid separately and 5 YEAR LEASE 1. The three year lease is defined as a 36 consecutive month equipment plan (not a lease purchase plan) which shall terminate at the end of the 36 month period. The Vendor will retain title to the equipment throughout the 36 month lease period. The County shall have the option to purchase the equipment following the completion of the initial lease period. No termination notice shall be required by either party. 2. The five year lease is defined as a 60 consecutive month equipment plan (not a lease purchase plan) which shall terminate at the end of the 60 month period. The Vendor will retain title to the equipment throughout the 60 month lease period. The County shall have the option to purchase the equipment following the completion of the initial lease period. No termination notice shall be required by either party. 3. The proposal price shall include the monthly cost for lease including all installation/removal costs of equipment, all maintenance and operating supplies, except paper, at the minimum volume of the class and cost per copy for additional copies above the stated allowance. 4. Individual equipment lease prices shall remain firm throughout the individual 36 or 60 month lease term for any order taken during the contract ordering period. 5. Individual leases are to be held with the Vendor. Leases can not be held by a Third Party Financial Intermediary. 6. The lease agreement provided by the manufacturer or local dealer s form will be in accordance with applicable Florida Statutes and subject to review and approval by the County Attorney. A copy of the agreement must be submitted with the proposal YEAR RENTAL 1. The three year rental is defined as a 36 consecutive month equipment plan which the County may be terminate in thirty (30) days after receipt of a written letter to the Vendor. There shall be no termination charge or fee.

7 2. The proposal price shall include the monthly rental cost including installation/removal costs of the equipment, all maintenance and operating supplies, except paper, at the minimum volume of the class and cost per copy for additional copies above the stated allowance. 3. Individual equipment rental prices shall remain firm throughout the individual 36 month rental term for any order taken during the contract ordering period. 4. The rental agreement provided by the manufacturer or local dealer s form will be in accordance with applicable Florida Statutes and subject to review and approval by the County Attorney. A copy of the agreement must be submitted with the proposal. 4.0 SPECIAL TERMS AND CONDITIONS 4.1 OPERATOR MANUAL Instruction and maintenance manuals shall be included for all equipment installed. The instruction manuals shall contain, but not be limited to: 1. A section defining the capabilities of the equipment (specifications) 2. A general section describing the technical operation of the equipment. 3 A section describing the installation and use criteria of the equip. 4. A section describing general maintenance instructions. 4.2 TRAINING The supplier will schedule sufficient training sessions to adequately instruct personnel in the use of equipment. This is to be performed within 5 days after installation and prior to actual operation. 4.3 SERVICE Service shall include all parts and labor, including drums and developer. The contractor shall provide, as necessary, preventative maintenance of all equipment included in the contract. Normal hours of County operation for purposes of service and routine maintenance functions shall be from 8:00 a.m. until 5:00 p.m. Monday through Friday. Availability of service representatives to assist purchasers in proper application and to resolve technical problems is a requirement of this proposal. Service for copiers at the County shall be performed by factory trained and manufacturer authorized service technicians employed or sub-contracted by the Vendor.

8 A statement of factory authorized service locations must be submitted with proposal. Also, a statement of maximum response time (in working hours) after notification to service calls shall be submitted with the proposal Working hours are defined as 8:00 A.M. - 5:00 P.M. except Saturdays, Sundays, and County holidays. Only manufacturer approved or authorized parts are to be used in the maintenance and repair of the equipment. The maintenance agreement provided by the manufacturer or local dealer s form will be in accordance with applicable Florida Statutes and subject to review and approval by the County Attorney. A copy of the agreement must be submitted with the proposal. An adequate on-hand quantity of operating supplies such as toner, developer, etc. shall be maintained on site to ensure continuous, routine day-to-day operation of the equipment. A service log should be included in each machine and will be maintained by the Contractor. The make, model, serial number and date of installation shall be recorded by the Contractor. The service representative shall complete the log each time service is requested listing the response time, cause of breakdown and time for repairs. 4.4 REFERENCES For each copier model, the vendor shall list on the proposal form the name, location, contact person and telephone of at least 3 firms located in the State of Florida for whom you are currently providing service for the copier model being proposed. Failure to supply this information may be a basis for the County to determine the proposal non-responsive and reject it. References of other local government agencies are desirable. 4.5 RELIABILITY Failure rate for any copier shall not average more than two (2) malfunctions (breakdowns) per month requiring the Contractor's correction. Copiers which develop a trend of requiring an excessive number of service calls shall require corrective action by the Contractor or based on failure to comply with this provision, the County reserves the right to terminate all awarded portions of the contract with that vendor. Service calls shall be counted in this timeframe due to machine malfunction only and not operator error. 4.6 RECYCLING REQUIREMENTS Putnam County supports recycling and recommends the use of recycled products where possible. Vendors are requested to submit information indicating whether each item bid and / or its packaging contains pre-consumer or post-consumer waste, and if the products and / or packaging may be recycled. 4.7 DELIVERY REQUIREMENTS All prices submitted shall include FOB delivery to purchaser. State the maximum delivery time in days after receipt of purchase order. Indefinite terms such as "promptly" or "without delay" may result in your proposal being declared non-responsive.

9 4.8 FORMAT OF PROPOSAL SUBMITTALS Vendors are to provide: 1) proposal sheet forms, 2) a description of the method to be employed by the Vendor to support the county requirements; 3) a government discount price list and /or catalog for all available products and supplies; 4) compete product information, including technical and descriptive literature. Price lists, brochures, and/or catalogs should provide full product information. All submittals accompanying a vendor s bid proposal are considered a part of the proposal itself.