BID _26_041 COPIER LEASE_ MAINTENANCE AND SUP.pdf

BID #26-041

FLOYD COUNTY BOARD OF COMMISSIONERS

INVITATION TO BID

#26-041

COPIER LEASE, MAINTENANCE AND SUPPLIES

AGREEMENT

Issue Date: November 5, 2026

All communication concerning this project should be directed to the Purchasing Office until the bid is awarded.

Vendors should not have contact with the Departments

PURCHASING DEPARTMENT

#12 East 4th Ave. Ste. 106

ROME, GA 30161

(706) 291-5118

#26-041

Date Issued: November 6, 2026

The Floyd County Board of Commissioners requests your proposal to lease and maintain copiers for a period not to exceed 60 months per lease. Each lease will include copiers, maintenance services, and all supplies (except paper – see specifications) including toner and finisher supplies such as staples for models with stapling capabilities. Proposal quoted shall remain effective for up to 60 months provided all parties agree. Proposals must be submitted to the Purchasing Department, 12 E. 4th Ave., Suite 106, Rome, Georgia 30161 using the Euna Bonfire website at https://floydcountyga.bonfirehub.com until 2:00 PM local time on December 7, 2026.

Late proposals will not be considered nor returned. Proposals will be formally accepted and the names of those submitting read aloud by staff personnel after the closing date and time.

Sealed bids for Copier Lease and Maintenance Services are subject to the conditions and provisions set forth in this bid package. The bids will be publicly opened and read in the Purchasing Department, located at 12 E. 4th Ave., Suite 106. No extension of the bidding period will be made, and late bids will not be accepted. Bid tabulations will be posted upon awarding of the project.

The Invitation documents and specifications are available for inspection at the Floyd County Purchasing Department, 12 E. 4th Ave., Rome, Georgia; or may be requested by email, randy.self@floydcountyga.org.

The Proposal documents and specifications are also available for inspection and download on the County website:

https://www.floydcountyga.gov, on the Euna (Bonfire) website at https://floydcountyga.bonfirehub.com, or on the Georgia State Procurement Registry website at https://ssl.doas.state.ga.us/gpr/. Proposals may not be withdrawn for sixty (60) days after the time and date set for closing, except as allowed by OCGA.

Floyd County reserves the right to reject any or all proposals and to waive informalities in proposals or the proposal process. In the event that no proposal substantially satisfies the specified requirements as presented in the Request for Proposal, the County, at its sole discretion, reserves the right to call for a new Request for Proposal, or to negotiate separately the terms and conditions of all or any part of the bids/proposals as determined to be in the County’s best interest.

All questions regarding this Invitation must be in writing and addressed to Randy E. Self, Floyd County Purchasing Department, 12 E. 4th Ave., Rome, Georgia 30161. Correspondence may be e-mailed to randy.self@floydcountyga.org, or submitted through the Bonfire Website at https://floydcountyga.bonfirehub.com. The Purchasing Department shall not be responsible for US Mail, common carrier or electronic services. Verbal questions are not binding and may not be answered. All questions https://floydcountyga.bonfirehub.com/ mailto:randy.self@floydcountyga.org https://www.floydcountyga.gov/ https://floydcountyga.bonfirehub.com/ mailto:randy.self@floydcountyga.org https://floydcountyga.bonfirehub.com/ must be received by 5:00PM (local time) on November 30, 2026. Questions may not be answered after this time and date.

The schedule for this Invitation is as follows:

Bid Posting Date: November 6, 2026

Deadline for Questions: November 30, 2026 @ 5:00 PM (local time)

Deadline for last Addenda: December 2, 2026 @ 12:00 PM (local time)

Bid Opening Date: December 7, 2026 @ 2:00 PM (local time)

FLOYD COUNTY GEORGIA

GENERAL TERMS AND CONDITIONS

Required Document for Submission

1. CHANGES: No changes will be made to this invitation except by written modification by the County Purchasing Office. Requests for interpretation or changes must be in writing, to randy.self@floydcountyga.org directed to the Floyd County Purchasing Department and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (706) 291-5118. All communication concerning this project must be directed to the Purchasing Office until the bid is awarded. Vendors should not have contact with the Departments.

2. FOB POINT: Bid Price to include shipping, packing, crating, and unloading at address in BID INSTRUCTIONS.

Title to remain with vendor until fully accepted by the County. Goods damaged or not meeting specifications will be rejected and removed at the vendor’s expense. Concealed damaged goods to remain the property of vendor until replaced or removed at County’s direction.

3. RISK OF LOSS: Vendor agrees to bear all risk of loss, injury, and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury, or destruction shall not release vendor from any obligation.

4. BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than Sixty (60) calendar days could be rejected, unless so stated on BIDDER’S RESPONSE PAGE and accepted by the County.

5. BID IDENTIFICATION: All bids submitted because of this invitation must be submitted electronically via https://floydcountyga.bonfirehub.com .

6. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his bid after bid has been opened. No bid may be withdrawn for a period of Ninety

(90) days after time has been called on the date of opening.

7. BONDS: No Bonds required for this Invitation.

8. SITE INSPECTIONS: No Pre-Bid/Site Visit is scheduled for this Invitation.

9. AWARD OF CONTRACT: Award will be made to the responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to the County; Price and other factors considered. The County reserves the right to waive compliance from any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests. A written award mailed (or otherwise furnished) shall be deemed to result in a binding contract without further action by either party. Contract (s), if awarded, will be on a lump sum basis or on an individual item basis, whichever is found to be in the best interest of FLOYD COUNTY.

9.1: The vendor, in accepting this contract, attests that he is compliant with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

10. EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this invitation shall bind the bidder to all Terms, Conditions, and Specifications set forth in this invitation. Bidders whose bids do not conform should so note mailto:randy.self@floydcountyga.org on separate pages if necessary and/or on the BID SCHEDULE. While the County reserves the right to make an award to a nonconforming bidder, when in the best interest of the County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by the bidder unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this invitation and so stated.

11. BID RESULTS: Bid tabulations will be made available on the Bonfire website for public review @ https://floydcountyga.bonfirehub.com after the Award of the winning bidder has been announced. You may contact Randy E. Self at randy.self@floydcountyga.org no earlier than 48 hours after bid closing for a copy of the tabulations.

12. PAYMENT: Payments will be made upon all items completed each month or completion of all work and acceptance by county on invoices submitted and approved by the proper county representative within thirty (30) days receipt of invoice unless paragraph 14 applies. Invoices are to be submitted to: Floyd County Purchasing, P. O. Box 946, Rome, Ga. 30162 or emailed to invoices@floydcountyga.org .

12.1 Itemize all invoices in full. Mail the original invoice to the address above. A shipping or receiving ticket will be signed and a copy left with each delivery. Each invoice including receiving/shipping ticket is to include the following minimum information:

1. Date invoice is submitted; 5. County department;

2. Purchase order number; 6. Item(s) or service

3. Payment terms; 7. Quantity of each item or service

4. Date of transaction; 8. Bid price of each item or service with any discounts

Invoices received with any of the required information listed above missing may not be considered as a “correct invoice”. All invoices submitted will be closely monitored for accuracy. Any invoice found to be incorrect will be returned to the vendor for correction. Invoices should be submitted to invoices@floydcountyga.org for payment processing.

12.2 The vendor must furnish delivery receipt with invoice identifying that this order has been delivered in accordance with Specifications, Quantities, and Price as set forth on the purchase order. An authorized Floyd County employees’ signature must appear on the delivery receipt or invoice.

12.3 Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate of Exemption will be furnished if requested. FLOYD COUNTY is exempt from taxes, but the successful bidder shall pay all taxes required of him by law and FLOYD COUNTY cannot exempt others from tax.

12.4 Payment terms and provisions herein or otherwise found within the contract documents supersede all provisions of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. Chapter 11 ET. SEQ.).

13. INQUIRIES REGARDING PAYMENT: All inquiries regarding payment of invoices are to be directed to Accounts Payable (706) 291-5113 or Floyd County Commissioners, Attn: Accounts Payable, P.O. BOX 946, Rome, Georgia 30162. Electronic submission should be directed to invoices@floydcountyga.org for payment processing.

14. DISCOUNTS: Prompt payment discounts offered for a period of less than Fifteen (15) Days will not be considered in determining the low bidder on this invitation. However, such discounts, when offered, will be taken provided payment is made within the time specified. Time, in connection with discounts for prompt payments, will https://floydcountyga.bonfirehub.com/ mailto:randy.self@floydcountyga.org mailto:invoices@floydcountyga.org mailto:invoices@floydcountyga.org mailto:invoices@floydcountyga.org be computed from the date of acceptance of work for which payment is claimed, or the date the correct invoice is received by the County, whichever is later.

15. EXECUTION OF CONTRACT: Subsequent to the award, the successful bidder will be presented with a contract which may be in the form of a purchase order. Contract is to be executed within Ten (10) calendar days of “NOTICE OF AWARD” together with the required payment and performance bonds prescribed in Paragraph 7B.

If the contract document is mailed, the date of the presentation shall be deemed to be the postmark date. The successful bidder’s proposal and this Invitation for Bid shall be incorporated into the contract, except to the extent that this invitation conflicts with the contract, in which case the provisions of the contract shall take precedent.

16. CERTIFICATE OF INSURANCE: Not Required for this Invitation.

17. INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such a project as this and not actually stated in this Invitation for Bid will be the responsibility of the successful bidder to provide at no other cost to the County unless so stated on the successful bidder’s proposal as additional cost items and accepted by the County at the time of the award and/or contract.

18. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or license required by regulatory agency of the City, County, State, or Federal Governments. Further, successful bidder will be responsible for meeting all requirements of any regulation (s) or guideline (s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation (s) or guideline (s).

19. INDEPENDENT CONTRACTORS: The bidder will represent to FLOYD COUNTY that he is fully experienced and properly qualified to perform the functions provided herein and that he is properly equipped, organized, and financed to perform such functions. The bidder shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of FLOYD COUNTY and nothing contained in this Invitation for Bid or a contract resulting from same shall be construed to constitute the bidder or any of his employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

20. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of the County.

21. STARTING TIME: See Terms.

22. INDEMNITY: Successful bidder agrees, if entering into a contract as a result of this invitation, to defend, indemnify, and hold harmless FLOYD COUNTY from any and all courses of action or claims of damages arising out of or related to bidder’s performance or actions or those of his employees or agents, under said contract.

23. TERMINATION: Pursuant to O.C.G.A. 36-60-13, if applicable, any contract resulting from this Invitation for Bid, if not sooner terminated pursuant to the provisions of termination contained herein, is terminable by the Board of Commissioners of FLOYD COUNTY, Georgia on December 31 of each calendar year during the term of said contract, except that said contract shall be renewed automatically on such date, and without any lapse, unless positive action is taken to terminate said contract by the Board in a public meeting and such action entered in the Official Minutes of the FLOYD COUNTY Commission.

24. APPROPRIATION OF FUNDS: Initial contract and any continuation contract (s) will terminate immediately and absolutely at any such time as there are no appropriated and otherwise unobligated funds available to satisfy the County’s obligations under said contract (s).

25. CANCELLATION FOR CAUSE: Should either party fail to comply with the Terms and Conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the Terms and Conditions of this contract. The other party shall have Fifteen (15) calendar days to correct the matter. If corrected to the satisfaction of both parties within the Fifteen (15) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of Thirty (30) calendar days following the date of the initial letter of complaint.

26. LIQUIDATED DAMAGES: NONE FOR THIS BID.

27. ANTI-DISCRIMINATION CLAUSE: “FLOYD COUNTY does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided."

28. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of the latest design, and in first quality condition, that all bags, containers, etc., shall be new and suitable for storage, unless otherwise stated by FLOYD COUNTY.

29: CONTRACT ITEMS: Items or services not listed in this contract need to be purchased according to purchasing rules and regulations of the county.

• County departments are not authorized to order any item or service not listed without satisfying said rules and regulations and having a separate purchase order issued to cover such a purchase.

• Vendors receiving contracts as a result of this invitation are expected to consider this when accepting orders.

Payment will not be made for any item not covered by this contract unless the Purchasing Rules and Regulations stated have been met.

30: CHANGES TO CONTRACT: No change will be made to this contract except by written modification by the Contracts Administrator whose name appears on the cover page. Additional items of the same brand and similar products required during the course of the contract will be provided at like discounts to similar items on contract.

31: LOCATION FOR DELIVERY OF GOODS OR EQUIPMENT: Copiers are to be delivered and set up in the locations that current copiers are in place. Attachment A includes the various addresses/locations of current leased equipment.

32.: LITIGATION: The validity, interpretation and performance of this Agreement shall be governed and construed in accordance with the laws of the State of Georgia without regard to its conflict of laws rules and each party hereby submits to the exclusive jurisdiction of the state and federal courts of the State of Georgia and the Superior Court of Floyd County for purposes of any such proceeding relating to any claim or dispute arising hereunder.

33.: TERMS: The Leasing and Maintenance Service terms shall be in place for the full lease agreement of 60 months. The term will begin on March 1, 2027 and terminate on February 28, 2032. Agreement may be terminated by either party with a 90-day notice to terminate.

33.: Bid Submissions: Complete and return all forms as required by publication on https://floydcountyga.bonfirehub.com .

I acknowledge that I have read and understand the General Terms and Conditions as stated above:

CONTRACTOR FLOYD COUNTY BOARD

OF COMMISSIONERS

Signature Signature Printed Name Printed Name Title Title

Date Date

CHECK LIST

All documents listed below are required to be completed and submitted as one attachment under Required Documents and scope of work on https://floydcountyga.bonfirehub.com. The pricing sheet should be submitted separately under Bid Pricing and not included with the required documentation.

___ Bidders Declaration Page

___ Vendor Information

___ Certificate of Non-Discrimination

___ Certificate of Non-Collusion

___ Drug Free Workplace Certificate

___ W-9

___ Bidders Addenda Acknowledgement

___ Pricing Sheet (to be scanned as a separate sheet in Bonfire)

The documents above are included within this Invitation to bid. Addendums will be available when issued

BIDDERS DECLARATION

The bidder understands, agrees and warrants:

• That the bidder has carefully read and fully understands the full scope of the specifications.

• That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

• That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to December

7, 2026 at 2:00 PM (local time) but may not be withdrawn after such date and time.

• That Floyd County reserves the right to waive compliance from any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests

• That by submission of this quote the bidder acknowledges that Floyd County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

• That the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

BIDDER:

Company Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Email: _________________________________________________

Date: _________________________________________________

VENDOR INFORMATION

PROPOSAL FORM

TO: Floyd County Board of Commissioners – Purchasing Department 12 E 4th Ave. Rome, GA 30161 - via https://floydcountyga.bonfirehub.com/

BID PKG. 26-041 “Copier Lease, Maintenance, and Supplies Agreement”

Firm Name: ______________________________________________

All proposals submitted shall be subject to acceptance or rejection and the Floyd County Board of Commissioners specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the RFP process.

The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Purchasing Department.

Contractor: _________________________________________

Address: ___________________________________________

City, State, Zip Code: _________________________________

Phone Number: ______________________________________

Email Address: ______________________________________

Print Name: _________________________________________

Signature: ___________________________________________

This proposal shall be signed by a representative who is authorized to contractually bind the contractor

Please Attach Company Contact’s Business Card (if possible):

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the bidder agrees as follows:

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such actions shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting, or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the bidder’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Floyd County Board of Commissioners. The bidder may be declared, by Floyd County, ineligible for further contracts with Floyd County until satisfactory proof of intent to comply shall be made by the vendor.

The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

BIDDER ____________________________________

SIGNATURE ____________________________________

TITLE ____________________________________

CERTIFICATE OF NON-COLLUSION

By responding to this Solicitation, the supplier understands and agrees to the following:

1. That the submitted response constitutes an offer, which when accepted in writing by Floyd County, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and Floyd County; and

2. That the supplier has read the specifications and requirements shown or referenced in the solicitation and that the supplier’s response is made in accordance with the provisions of such specifications and requirements except as expressly stated otherwise in the supplier’s response; and

3. That the supplier guarantees and certifies that all items included in the supplier’s response meet or exceed all such stated specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response; and

4. That, if awarded a contract, the supplier will deliver goods and or services that meet or exceed the specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response, and

5. That the response submitted by the supplier shall be valid and held open for a period of one hundred and twenty (120) days (or such other period as identified in the solicitation) from the final solicitation closing date and that the response may be held open for an additional period subject to the supplier’s consent; and

6. That the supplier’s response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The supplier understands and agrees that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards; and

7. That the provisions of the Official Code of Georgia Annotated, Sections 36-91 have not been violated and will not be violated in any respect.

DO NOT MODIFY THE BID/PROPOSAL CERTIFICATION TERMS IN ANY WAY. THIS FORM MUST BE COMPLETED, SIGNED AND SUBMITTED WITH YOUR RESPONSE.

(PLEASE PRINT OR TYPE):

Contractor’s Full Legal Name _________________________________________________

Authorized Signature: ________________________________________________________

Name and Title of Person Signing: ______________________________________________

Company Address: ___________________________________________________________

Phone: ________________________ E-MAIL: ___________________________________

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Vendor certifies that the provisions of O.C.G.A. Section 50-24-1 through 50-24-6 related to the “Drug-Free Workplace Act” have been complied with in full. The Vendor further certifies that:

1. A drug-free workplace will be provided for the Vendor’s employees during the performance of the contract; and

2. Each Vendor who hires a sub-Vendor to work in a drug-free workplace shall secure from that sub-vendor the following written certification: “As part of the subcontracting agreement with (Vendor’s name), (sub-Vendor’s name) certifies to the Vendor that a drug-free workplace will be provided for the sub-Vendor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Vendor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract.

Vendor: _______________________________________________________

By: ___________________________________________________________

Name Printed: __________________________________________________

Title: __________________________________________________________

Date: __________________________________________________________

PROPOSAL SPECIFICATIONS

The Floyd County Board of Commissioners requests your proposal to lease copiers for a period not to exceed 60 months, per lease. Each lease will include copiers, maintenance services, and all supplies, except paper.

Proposal quoted shall remain effective for up to 60 months provided all parties are in agreement.

All proposals should be based on but not limited to the following specifications:

• When a particular make/model/serial number is specified, it is meant to establish a quality standard and is not intended to eliminate competing articles of equal quality. Proposers are at liberty to quote on substitutions provided complete specifications are included with the Bid submission. The vendor is also required to describe all exceptions to our specifications and include a color photo. We need the URL for the manufacturer website for the product listed. If no substitutions are indicated, it will be assumed the quotations are based on our specifications.

• All vendors must have an office within 100 miles of Floyd County.

• Please include three outside references where you have done work with similar specifications in this bid within the last five years. Please include a name, phone number and email that we might contact on the included reference sheet.

• Please include the name of the salesperson or account executive that will be handling our account after the ITB is awarded.

• Proposals must include proof of relevant qualifications such as certifications, as well as proximity to

Floyd County, for personnel working on the project.

• The company shall not assign any interest in this contractual agreement and shall not transfer any interest in the agreement without prior written consent of the Board.

• No costs can be involved which are not specifically addressed in the proposal. The County will pay no additional charges.

• Pricing of goods must be itemized and clearly indicate manufacturer, model, warranty, and include a clear specification summary.

• Pricing of services must be itemized and clearly indicate the service proposed.

• Payment will be made on a monthly basis and will be paid within 30 days from date of invoice.

• If additional units are needed, pricing quoted shall remain effective for the entire length of the agreement.

• All shipping, freight, delivery, moving, or setup charges will be the responsibility of the bidder. The vendor is responsible for removal of debris from the System the same day installation takes place.

• Any additional wiring (voltage) needs must be determined prior to submission of the proposal. Any needs determined after submission of the proposal will be the responsibility of the bidder. The bidder shall be responsible for submitting technical questions regarding each project site, if deemed necessary, prior to submitting a proposal to ensure they have an accurate understanding of the existing conditions and the scope of the project.

• All machines MUST be new machines. Any re-manufactured or refurbished components, frames or parts are not acceptable and should not be included. This applies to all replacement or growth machines added to the System.

• Ninety-eight percent up-time is mandated on the machines (per machine) and should be calculated on a quarterly basis. If a machine is down more than thirty hours in any six-month period, at the County’s discretion, the machine must be replaced with a new machine. A copier is considered “down” if it is not fully functioning (i.e. all functions are available and normal copy quality). A copier waiting on parts is considered down (even if some functions are available). Down time is calculated on nine-hour days -five days a week.

• All hard drives must be scrubbed or removed, pursuant to the Department of Defense destruction requirements (DOD 5220.22) when removed from the system and documentation must be provided to our technology department. GCIC must remove hard drives, and removal fee should be listed on price submission.

• The bidder must provide monthly service reports showing each service call by machine, the related problem, the number of hours out of service for each call, and the actual on-site response time per call.

The reports should be grouped by location and provided in Excel. The quarterly up-time report must be shown on the report along with the downtime for the most recent six-month period.

• Billing will be on a monthly basis by location and must show the number of copies per individual machine as well as the number of copies by location and in total. This information shall be made available via copier self-reporting. If applicable, the County will be billed for actual copies made per month and the bill will be summarized by location and include a County total. The estimation of the number of copies made is not allowed.

• No sub-contracting is allowed for any part of this contract. This would include financing.

• No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any vendor who submitted an offer. This information may be obtained after the offer has been awarded.

• By submission of a proposal, the offeror certifies that he/she will provide a drug-free workplace for all contractors’ employees during the performance of the contract. The offeror shall provide written certification of a drug free workplace and the requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 shall cause termination of contract.

• Our current copiers are under contract with differing end dates, and we are requesting two pricing options to be included in the Bid Price submissions. Option One will be to phase in new machines as the current lease expires. This will require that each new 60-month copier lease begins when the current lease expires. Contract extensions shall be offered 60 days prior to the end of the initial contract and be for up to 2-year extensions. Both the successful contractor and the Floyd County Board of Commissioners shall agree with all terms and conditions offered. Option Two will be to buy out the current copier leases and begin new 60-month leases with all locations on the same beginning and end dates. Contract extensions shall be offered 60 days prior to the end of the initial contract and could be for up to 2-year extensions. Both the successful contractor and the Floyd County Board of Commissioners shall agree with all terms and conditions offered.

• Payment shall be made only when all services requested are completed to the satisfaction of the Floyd County Board of Commissioners and/or its designee.

SPECIFICATIONS

The following specifications are used to describe the type of Copiers and their features that are most beneficial to Floyd County. We are seeking copiers to replace our current copiers which are Sharp Copiers. We welcome other brands, models, and serial numbers but we would like to receive copiers that are at least up to the functionality, quality, and standards or better than that of our current copiers which consist of: Sharp BP-70C31 (31 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP 70C36 (36 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP- 70C55 (55 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP-70M31 (31 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP-70M36 (36 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP-70M55 (55 PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp BP-70M65 (65PPM, Copy/Print/Scan, 4 Paper Drawers, Inner Finisher, PCL, PS), Sharp MX-B467P (46 PPM, 1 Paper Drawer, Print, BCL, PS), and Sharp MX-B467F (46 PPM, 1 Paper Drawer, Coy/Print/Scan, FAX, PCL, PS).

Models being offered should be of the most suitable for the current year and possess the most current technological capabilities. Outdated or refurbished models will not be considered.

Bidder's Response

SPECIFIC SPECIFICATIONS

Functions: Copy, print, network print, scan

Type: Color multi-function digital document system

Copy System: Dry electrostatic transfer/dual component developer/magnetic brush development/OPC drums/Belt fusing/white LED exposure

Copy Size: Min. 5 1/2" x 8 1/2"; Max. 11" x 17" + 12" x 18"

Copy Speed: 45/50 ppm B&W/Color (8 1/2" x 11")

Multiple Copy: Up to 999 copies

Warm up Time: 27 seconds or less

Magnification: 25% to 400% in 1% increment (with document feeder 25% - 200%).

MAIN SPECIFICATIONS

Original Feed: 150-sheet DSPF with original size detection

Scan Speed: Copy - up to 200 ipm (B&W)/ 106 ipm (Color); Scan - up to 200 ipm (B&W/Color)

Original Sizes: 5 1/2" x 8 1/2"; 8 1/2" x 11" R; 8 1/2" x 14"; 11" x 17"

Paper Capacity: Standard - 500 sheets/Minimum - 6,300 sheets

Paper Feed System: Standard - (1) 550-sheet paper drawer (letter/legal/ledger/statement size) and 100-sheet bypass tray (letter/legal/ledger/statement/envelope size). Optional - single, double or triple drawer paper deck (550, 1,100 or 1,650 sheets), split tandem paper drawer) 2,100 sheets letter only plus (1) 550-sheet paper drawer (letter/legal/ledger/statement size). Pricing should include finisher per department.

Paper Weights: Paper drawers - 18 lb. bond to 110 lb. cover. Other paper types include plain, pre-printed, recycled, pre-punched, letterhead and color paper. Bypass Tray - 16-26 lb. bond (plain paper), 13-16 lb. bond (thin paper), 28 lb. bond - 110 lb. Cover (heavy paper), 20-24 bond (Monarch/com- 10 envelopes), tabe paper (letter). Also label paper, gloss paper, pre-printed, recycled, pre-punched, letterhead, color paper and OHP film.

Duplexing: Standard automatic duplex copying and printing.

CPU: Up to 1.9 GHz multi-processor design

Interface: RK-45 Ethernet (10/100/1000 Base-T, USB 2.0, 2 host ports (front and rear), 1 device port (rear) Wireless 802.11, a/b/g/n

Memory: Standard 5 GB copy/print (shared) Hard Disk Drive: 500 GB

Scan Resolution: Scan - 600 x 600 dpi (BW/Color) Print Resolution: Up to 1200 x 1200 dpi.

Color Modes: Auto Color Selection (ACS), Full Color Mode, Monochrome (B/W).

Exposure Control: Modes - Automatic, Text, Text/Photo, Text/Printed- Photo, Printed-Photo, Photo, Map, Pale-Color Document. Settings: Auto or 9 step manual.

Halftone: 256 gradations/2 levels (monochrome).

Copy Features: Scan once-print many, electronic sorting, offset-stacking, Auto Color Selection, Auto Paper Selection, Auto Magnification Selection, Auto Tray Switching, Black-White reversal, blankpage skip, book copy, book divide, card shot, center erase, centering, cover pages, dual page copy, edge erase, image edit, image preview, insert pages, job build, job programs, margin split, mirror image, mixed size original, multi-page enlargement, original count, pamphlet style, proof copy, repeat layout, reserve copy, rotated copy, stamp, stamp custom image, suppress background, tab copy, tab0paper insertion, tandem copy, toner save mode, transparency inserts, watermark, 2-in-1/4-in 1/8-in 1 multi shot.

Account Control: Up to 1,000 users, supports user-number authentication, login name/password or login name LDAP password.

Output Tray Capacity: Main exit tray - 250 sheets (face down); Job (upper tray) - 100 sheets (face down); Right Side Exit Tray - 100 sheets separator (face down).

No Charge for Pick up at end of lease.

SCAN SPECIFICATIONS

Scan Modes: Color, monochrome, grayscale

Max Original Size: 11" x 17"

Optical Resolution: 600 dpi

Output Modes: 600 dpi, 400 dpi, 300 dpi, 200 dpi, 150 dpi, 100 dpi

Image Formats: Monochrome - TIFF, PDF, PDF/A, Encrypted PDF, XPS, Searchable PDF, DOCX, XLSX, PPTX, TXT, and RFT. Color/Grayscale- TIFF, JPEG, PDF, PDF/A, Compact PDF, Encrypted PDF, XPS, Searchable PDF, DOCX, XLSX, PPTX, TXT, and RTF. Internet Fax: TIFF-FX, TIFF-F, TIFF-S.

Scan Destinations: Email, Folder, USB, SD Card

Ability to have up to 500 group destinations

Max Jobs: up to 100

FACSIMILE SPECIFICATIONS (OPTIONAL PER DEPARTMENT)

Circuit: PSTN, PBX

Transmission speed: 2 seconds (200 x 100 dpi, JBIG, ITUT #1 Chart off, memory transmission.

Modem Speed: maximum 33.6 Kbps.

Resolution: standard 8 x 3.85 line/mm, 200 x 100 dpi.

Compression method: MH, MR, MMR, JBIG

Memory: standard 4 MB (approx. 320 pages)

SERVICE CONTRACT SPECIFICATIONS

Each copier lease is expected to come with a service contract. Minimum specifications desired are listed.

Bidders are encouraged to be creative in this area.

All parts included

Service call response 4 hours or less

Free Toner included in Service Contract, which should include free auto shipping and no charge for placing an order.

All delivery, training and set up to be included.

Local County Taxes to be included with lease amount. No separate billing.

Automatic Meter Reading required.

Excess Copy charges to be billed quarterly.

Maximum number of free copies included: ____________________

B/W Copies: $_____________ Color Copies: $ _______________

PROPOSAL PRICE SUBMISSION INSTRUCTIONS

Copier Lease, Maintenance, and Supplies Agreement

The Price Proposal should be submitted separately and not included in the body of the Proposal Submission.

Cost will be a factor but not necessarily the primary factor in this decision.

Bidders are encouraged to include brochures featuring their product, however, to help keep the evaluation process simple, we are requesting a general format for price submissions.

Please make sure to format your price submission similar to the following information or feel free to use this template as your pricing sheet.

1. Model/Serial number of the unit being quoted. If more than one is being quoted, please note all that are being offered.

Model/Serial: ________________________

Model/Serial: ________________________

How many months of leasing are you offering? 36 months _____ 60 months _____

We currently have 6 units that are not on the same lease schedule as the rest of the units. They have various dates of termination. We would like to get all of the units on the same lease schedule. We are asking for two

(2) pricing options to be presented.

Option #1 Pricing: To replace current units as lease expires with no buyout or Option #2 Pricing: to replace all current units at term end and buyout the remaining 6 lease terms. Please see Attachment A Current Leases.

Units with longer term dates are highlighted in the Scheduled Contract Term Date column.

Option #1: Pricing being offered for units without buyout option. Units will be replaced as term dates expire.

1. Base Price without features for each unit being offered.

Base Price Model #_________________: $________________________

Base Price Model #_________________: $________________________

Option #2: Pricing being offered for units buyout option. All Units will be replaced at the earliest term date expiration (2/28/27) with buyouts of the remaining 6 leases.

1. Base Price without features for each unit being offered.

Base Price Model #_________________: $________________________

Base Price Model #_________________: $________________________

Buyout Offer: $_______________________

Will your company take possession and liability of said 6 units and store until time of expiration?

2. Please indicate what features are standard on each unit.

Model#_____________:

Model#_____________:

3. Please provide option pricing for additional features that are offered to include but not limited to:

a) Scanning Capabilities $ ____________

b) FAX Capabilities $_____________

c) AI Auto Redaction $_____________

d) Staple Capabilities $____________

e) Stapleless/Crimping Capabilities $______________

f) Wireless Capabilities $_______________

g) Hole Punch Capabilities $______________

h) Folding Capabilities $______________

i) Additional Loading Drawers$______________

j) Envelope Printing $_____________

Additional Features available and price: __________________________________

Services to be included in the Service Agreement should be included in the unit pricing. If not, please advise us of additional cost. Services should include but not be limited to:

1. Toner

2. Toner Waste Cartridge/Container

3. Auto Toner shipping

4. Auto Toner Waste Cartridge/Container Shipping

5. Auto Meter Reading

6. Number of Copies allowed for standard pricing ___________

a) Additional per copy cost for BW: $_____________

b) Additional per copy cost for Color: $_____________

7. Staples

8. Free Delivery and Training

9. Local County Taxes to be included with lease amount. No separate billing for this.

10. No charge for picking up units at end of term.

Maintenance should be included in pricing of the units if possible. Maintenance should include but not be limited to:

1. Maintenance Service

Do you do routine maintenance on the unit? _______ If so, what schedule is included:

a) Annually ______

b) Monthly _______

c) Quarterly ______

d) 6 Months _______

e) As needed _______

2. Typical Service Call Response. We prefer service call responses to be minimum 4 hours and maximum 24 hours. What is your typical service call response? _____________________

3. Loaner Unit in case of extended service issues? _________

4. Replacement Parts included in repairs? ________ If not, what parts would not be included in a repair?

5. Will Service Call contact such as phone or website be available to all departments? _______________

We, the undersigned, understand and agree to the instructions provided above.

Name of Individual, Partner Company Or Corporation

Title Address

Authorized Signature City, State, Zip Code

Company Phone E-Mail

BIDDERS ADDENDA ACKNOWLEDGEMENT

Bidder acknowledges receipt of the following addenda:

Addendum No. Date

Signed this _________day of _______________ 202____________

Signature: ________________________________________________

Title: ____________________________________________________

Company: ________________________________________________

FLOYD COUNTY GEORGIA