ARFQ 18.07 digital copier specs webster.docx

REQUEST FOR QUOTATION

[Digital Copier Rental – ARFQ 18*07]

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Health and Human Resources (WVDHHR), Bureau of Children and Families (BCF), Webster County Office is soliciting bids for the lease of a digital copier Band 5 and accessories for their office location. NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to attachment 1: “Provisions Required for Federally Funded Procurements”.

NOTE: The WVDHHR has develop an EEOP Utilization Report and it is available at:

http://www.wvdhhr.org/pdfs/H1.5%20Utilization%20Report%20ad%20EEO%20policy.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means rental of digital copier and accessories as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications: N/A

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Digital Copier

4.1.1.1 Digital Copier must be Komax Band 5 – Bizhub 558, monochrome, or equal digital copier. Analog models will not be accepted. Vendor must submit product information when bidding an “or equal” product.

4.1.1.2 Digital Copier must have the base contract configuration to copy, print, scan, & fax. Connected to the network.

4.1.1.3 Digital Copier must have a manufacturer copy volume of 65,000 per month.

4.1.1.4 Digital Copier must have a minimum copy speed of 50 cpm.

4.1.1.5 Digital Copier must have 1500 sheet paper capacity. A stack feed bypass which allows insertion of 20 to 150 sheets at a time and provides multi-copy capability may be counted as meeting the minimum paper source specification. However, a sheet bypass, for single, hand-fed sheets, shall not meet the minimum paper source specifications.

Paper capacity is the listing for all on-line paper trays combined.

4.1.1.6 Digital Copier must have three paper sources.

4.1.1.7 Digital Copier must have automatic document feeder.

4.1.1.8 Digital Copier must have electronic sorting or finisher/sorter.

4.1.2 Additional Item Requirements

4.1.2.1 Digital Copier must be capable of reproducing general office correspondence and reports.

4.1.2.2 Digital Copier must be able to reproduce quality copies form any of the following types of original documents while operating in an automated exposure mode: laser printed originals, multi-generation copies of copies, and faxed documents.

4.1.2.3 Digital Copier must be capable of automatically selecting the proper paper size in respect to the original being copied.

4.1.2.4 Digital Copier must have the ability to be set for reduction and enlargement in 1% increments.

4.1.2.5 Digital Copier must be in production and available for lease at the time of submitted quote.

4.1.2.6 Digital Copier must be capable of copying on plain bond paper in the following three paper sizes: 8 ½” x 11”, 8 ½” x 14” and 11” x 17”.

4.1.2.7 Digital Copier must be Energy Star Compliant.

4.1.2.8 Vendor shall provide agency with in-house training at the agency’s location or online training within five (5) working days of installation of the equipment.

4.1.2.9 Digital Copier must be new. Re-manufactured or used

equipment is not acceptable.

4.1.2.10 Scanning charges, in addition to, or as a part of the per copy charge, shall not be allowed. Scanning can only be billed as an accessory that may increase the monthly cost per unit as shown on the pricing pages. There shall be no charge for scans which do not produce a physical document.

4.1.2.11 Vendor shall include, as part of their available accessories for the digital copiers, surge and ground noise protection. Units shall be ESP QC Power protection or equal. Vendors must provide manufacturer literature for any “or equal” power protection unit bid prior to award.

4.1.2.12 Digital Copier is to be connected to the network and must include all cable, cards, etc. for connection to agency’s network at no additional cost to the agency. Vendor’s equipment must be capable of connecting to an ethernet/ fast-ethernet network that has Microsoft as the network operating system.

4.1.2.13 At the end of the lease, the vendor shall remove the machine’s hard drive and leave it with the agency for disposition in accordance with procedures prescribed by the Office of technology. The cost of associated to remove the hard drive shall be incorporated into the unit pricing.

4.1.2.14 If a third party leasing company is used, they will be held to the specifications of the contract. The State cannot permit payment to the leasing agency directly. The State can only pay the vendor who is awarded the contract. The State cannot sign lease documents if leased through another company meaning any other entity other than the awarded vendor.

4.1.2.15 Upon termination of the lease, the vendor shall take required action to have all equipment removed. Upon written notification by the State, the equipment shall be removed within ten (10) days from lease termination or the expiration date, at no additional cost to the State. Equipment not removed within the allotted time frame, shall be shipped to Vendor at the vendor’s expense.

4.1.2.16 Vendor should provide with their bid a copy of any hardware or software licensing and/or support terms and conditions to which the State of West Virginia or the agency must agree to or accept, either in writing or digitally, in order to order and receive the commodities or services offered as part of this contract. Written terms will be required prior to the award of any contract resulting from this solicitation. Failure to provide additional terms and conditions may result in disqualification of the vendor’s bid.

4.1.2.17 Vendor may charge a per copy overage fee for copies in excess Of 65,000 per month (65,001 or more per month).

4.1.3 Service and Maintenance

4.1.3.1 Digital Copier must be inclusive of all maintenance and supplies, excepting paper, up to 65,000 per month.

4.1.3.2 Vendor must have the ability to provide on-site service and maintenance. Vendor must enter into a full service and maintenance contract for digital copiers. Vendor must provide a copy of any maintenance agreement for approval prior to award of this contract. Vendor must provide an 800 telephone number for service support prior to contract award.

4.1.3.3 Vendor must provide service support to coordinate installation Of digital copiers with agency personnel.

4.1.3.4 Vendor shall provide a temporary replacement copier if the agency’s leased copier is estimated to be down for 16 consecutive working hours or longer for repair. Temporary replacement copiers shall be of comparable size and functionality as the copier it is replacing. The agency will not pay any charges associated with the temporary replacement unit, but shall pay the charges that it would have incurred if its copier had not been temporarily replaced.

4.1.3.5 Vendor must respond to all requests for service within two (2) working hours of the agency’s request and be on site to complete the repair within eight (8) working hours of the request throughout the term of this contract. Repetitive complaints concerning the failure to meet this requirement may be cause for cancellation of the contract. Service must be provided during normal working hours (8:00 am to 5:00 pm EST), Monday through Friday, with the exception of State holidays.

4.1.3.6 Vendor shall provide at least one (1) copy of the operator’s instruction manual for each digital copier to the agency. Each manual shall include the vendor’s name, telephone number(s), contact person(s), and complete instructions for inspecting, adjusting, clearing jams and operating the machine and any installed accessories. The instruction manual may be provided in electronic format.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest Grand Total as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by listing monthly rental rate of each item in Column C. Then multiply the amount in Column C by the length of rental (12 months) and put the amount in Column D. This should be done for each item listed. If the cost of any item is included in the cost of the copier, indicate this by putting the word “included” in Column C and then put zero in Column D. Once this has been completed, add the cost of each item, as indicated in Column D, and put this total on the last line of Column D next to Grand Total. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Pages through WVOasis. If assistance is needed, please contact WVOasis Help Desk at 304-558-6708.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay monthly rental fee, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1. The following shall be considered a vendor default under this Contract.

10.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2. Failure to comply with other specifications and requirements contained herein.

10.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

10.2. The following remedies shall be available to Agency upon default.

10.2.1. Immediate cancellation of the Contract.

10.2.2. Immediate cancellation of one or more release orders issued under this Contract.

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014