IFB-2500021503.pdf

Brandon Morgan, Procurement Officer Publish: The Territorial: October 27, 28, 29, and 30

PIMA COUNTY NOTICE OF INVITATION FOR BIDS (IFB)

Solicitation Number: IFB-2500021503

Title: OEM & Remanufactured Printer & Fax Toner Cartridges

DUE IN AND OPENS: November 20, 2025 AT OR BEFORE 2:00 P.M. LOCAL TUCSON, AZ TIME (MST)

Submit Bid to:

Online submissions to the BidNet solicitation portal only

Remote Pre-Bid Conference:

November 4, 2025 AT 10:00 A.M. LOCAL TUCSON AZ TIME (MST) Pima County Procurement Department 150 West Congress, 5th Floor Tucson, Arizona 85701 MS Teams Meeting Link: LINK

SOLICITATION: Pima County (“County”) is soliciting bids from Offerors qualified, responsible, and willing to provide OEM & Remanufactured Printer & Fax Toner Cartridges in compliance with all solicitation specifications and requirements contained or referenced herein.

GENERAL DESCRIPTION: Provide Pima County with Printer and Fax Toner/Ink Cartridges, as needed, per specifications and requirements described herein.

You may download a full copy of this solicitation at https://www.bidnetdirect.com/solicitations/open-bids/ by searching and selecting the solicitation number. Offerors are required to check this website for amendments prior to the “Due In and Opens” date and time to assure that the bid incorporates all amendments. Prospective Offerors may also pick up a copy, Monday through Friday excluding legal holidays (as observed by County, https://webcms.pima.gov/cms/one.aspx?portalId=169&pageId=2976), 8 A.M. to 5 P.M. LOCAL TUCSON ARIZONA TIME (MST), at the address listed above.

PRE-BID CONFERENCE: County will hold a Pre-Bid Conference, via an MS Teams Meeting only, for the purpose of clarifying requirements and answering prospective Offeror questions. It is the responsibility of Prospective Offerors to familiarize themselves with all requirements of the solicitation and to identify any issues at the conference. Attendance is Optional. Remote participation is via the MS Teams Meeting link included above.

MS TEAMS BID OPENING: County will publicly open bids, via an MS Teams Meeting only, immediately after the “Due In and Opens” date and time at the location as stated above or as subsequently changed by a solicitation amendment. County will read each respondent’s name and total bid amount. County invites all interested parties to attend the opening. Remote participation is via the following MS Teams Meeting link: LINK

Offerors must submit bids as required in the Instructions to Offerors, in accordance with the Standard Terms and Conditions, and all solicitation documents either referenced or included herein. Failure to do so may be cause for County to reject a bid as “Non-Responsive.”

Offerors must complete and return those documents identified in Section 4, Submission of Bids of the Instructions to Offerors document.

Offerors may not withdraw bids for sixty (60) days after opening except as allowed by Pima County Procurement Code.

Bonds are not required.

OFFERORS ARE REQUIRED TO READ THE ENTIRE SOLICITATION, INCLUDING ALL REFERENCED DOCUMENTS, ASSURE THAT THEY ARE WILLING AND ABLE TO COMPLY, AND INCORPORATE ALL ASSOCIATED COSTS IN

THEIR BID.

County will not accept verbal requests for clarifications or interpretations. Offerors must submit any questions or deviation requests through the BidNet solicitation portal.

All submittals must reference the Solicitation Number and Title. County may not answer any questions that Offerors submit within eight (8) days of the solicitation “Due in and Opens” Date and Time.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDMzZmRhNWMtNTExZi00ZTRjLWI4MDQtNTU2ZTIwMDUyYTY1%40thread.v2/0?context=%7b%22Tid%22%3a%2233b6e2c3-0b1a-4879-b741-47461a6c1a89%22%2c%22Oid%22%3a%22c4992f47-6456-4382-aeb0-03665ebd6a56%22%7d https://www.bidnetdirect.com/solicitations/open-bids/ https://webcms.pima.gov/cms/one.aspx?portalId=169&pageId=2976 https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjRiMzJlNjYtZTAwZC00MGIwLWE4OWQtNDdmOTQyZjE1MjQ1%40thread.v2/0?context=%7b%22Tid%22%3a%2233b6e2c3-0b1a-4879-b741-47461a6c1a89%22%2c%22Oid%22%3a%22c4992f47-6456-4382-aeb0-03665ebd6a56%22%7d

Solicitation No. IFB-2500021503 Title: OEM & Remanufactured Printer & Fax Toner Cartridges

Instructions to Offerors Page 1 of 4 Revised March 2025

INSTRUCTIONS TO OFFERORS

FAILURE TO COMPLY MAY CAUSE COUNTY TO IMPROPERLY EVALUATE THE BID OR TO CONSIDER THE BID TO

BE “NON-RESPONSIVE”

1. PREPARATION OF RESPONSES

Offeror’s submission must use the forms contained in the solicitation. Offerors must print, in ink, or type all prices and notations. Erasures are NOT permitted. Offerors must cross out errors and print in ink or type corrections adjacent to the error, and the person signing the bid will initial any such correction. Pima County (“County”) prefers typed responses.

All bids must, if appropriate, indicate the registered trade name, stock number, and packaging of the items included in the bid.

Any surety required by this solicitation may be in the form of a bond, cashier's check or certificate of deposit made payable to Pima County. Personal or company checks are not acceptable.

2. OFFER AGREEMENT for OEM & Remanufactured Printer & Fax Toner Cartridges An authorized representative of Offeror MUST complete the Offer Agreement document and sign the Section 17 Bid/Offer Certification page of the Offer Agreement, certifying that the Offeror is willing and able to meet all requirements of the solicitation. The completed and signed Offer Agreement becomes a binding offer once submitted by Offeror and opened by County on the “Due In and Opens” date. Once County accepts and executes the Offer Agreement, as described below in Section 10 Award of the Instructions to Offeror and Section 2 Contract Term, Renewals, Extensions and Revisions of the Offer Agreement, the Offer Agreement becomes a binding contract between Offeror and County for the goods and services described therein.

2.1. Contractor Minimum Qualifications

In order for County to evaluate and consider bids for award, they must be “Responsive” and “Responsible”.

“Responsive” means that the submitted bid documents conform in all material respects to the requirements in the solicitation. “Responsible”, means that Offerors document and substantiate their capability to fully perform all requirements of the solicitation. Factors include and may not be limited to experience, integrity, perseverance, reliability, capacity, facilities, equipment, credit and any other matter necessary to provide the performance that the solicitation requires. The Contractor Minimum Qualifications section of the Offer Agreement establishes the Offeror’s capacity and responsibility for providing the services or products solicited. To be evaluated and considered for award of contract, Offeror must submit with the Offer Agreement all documents specified in Section 3 Contractor Minimum Qualifications of the Offer Agreement. If requested in that section, Offeror must list the license numbers or descriptions and other information requested.

2.2. Unit Prices & Bid/Offer Certification

Offerors must fully complete unit prices in the Documents and Items tab in the BidNet solicitation portal.

Unless otherwise stated, Offeror must provide a Unit Price for all items included in the Offer Agreement Unit Prices schedule. Offeror must provide requested information and data in the precise manner that County requests. Product descriptions must provide sufficient information for the product being offered. Offeror’s unit prices must include all costs required to implement and actively conduct and document cost control and reduction activities. Offeror’s unit prices must not include taxes applied to the unit price and legally applicable to County purchase transactions. Offeror’s unit prices must include all costs incidental to the provision of the good or services being solicited. Offerors must price each item separately.

County may question, clarify, and correct obvious errors.

3. SPECIFICATION DEVIATIONS

The specifications of the Offer Agreement identify the kind and quality of goods or services Offeror will provide without being unnecessarily restrictive and allow Offeror to provide the information needed for the development of consistent and comprehensive bids.

Equipment brand names, models, and numbers, when given, identify a level of quality, equivalent performance, and dimensional specifications, and are for reference only, unless the solicitation otherwise specifies.

Instructions to Offerors Page 2 of 4

Failure to perform appropriate research, discovery, examine any drawings, specifications, and instructions will be at the Offeror's sole risk.

Items included in Offeror’s bid must meet the specifications and requirements in the solicitation.

Offeror may request deviations that specifically document and clearly illustrate the requested deviation to the particular specification or the requirement in this solicitation and fully explain the requested deviation’s impact on the end performance of the item. Offerors must submit deviation requests to County prior to the initial “Due In and Opens” date. County may not answer requests submitted within eight (8) days of the “Due In and Opens” date. County may accept or reject deviation requests in accordance with the Pima County Procurement Code.

County may consider conditional bids that do not conform to or that request exceptions to the published solicitation (and amendments) as “Non-Responsive” and may not evaluate them.

4. SUBMISSION OF BIDS

County will consider Offeror’s submission of a signed Offer Agreement to be a firm offer that will become a binding contract once County issues a system-generated Supplier Contract (SC) or Purchase Order (PO) to the successful Offeror.

Offerors must complete, execute, and submit their full and complete response online to the BidNet solicitation portal.

A COMPLETE & SIGNED OFFER AGREEMENT MUST BE SUBMITTED. A complete Offer Agreement includes:

1. All Twenty (20) pages of the Offer Agreement, with the following sections and their requirements completed by the Offeror:

• Section 3: Contractor Minimum Qualifications and supporting documents

• Section 5: Sustainability

• Section 8: Compensation & Payment

• Section 15: Acknowledgement of Solicitation Amendments

• Section 16: Small Business Enterprise (SBE) Certification

• Section 17: Bid/Offer Certification Page

2. Any other documents required by the solicitation.

NOTE: Insurance certification, and Performance Bond if applicable, documents will be required from the successful Offeror within two (2) business days after County posts the Notice of Recommendation for Award on the Procurement website.

An authorized agent of Offeror must sign bids and submit their response to the BidNet solicitation portal and not later than the “Due In and Opens” date and time specified in the IFB.

County will not accept emailed or faxed bids. Only bids submitted through the BidNet solicitation portal will be accepted.

Offeror’s failure to comply with the solicitation requirements, including but not limited to submittals that do not contain all documents, or that modify the solicitation requirements, may be cause for County to reject Offeror’s bid as “Non- Responsive” and not evaluate it.

5. INQUIRIES & CLARIFICATIONS

All inquiries to County regarding this solicitation must be submitted via the BidNet solicitation portal. No oral interpretations or clarifications made by County to any Offeror as to the meaning of any of the solicitation documents will be binding on County. If a prospective Offeror believes a solicitation requirement is needlessly restrictive, unfair, or unclear, Offeror must notify the Pima County Procurement Department in writing identifying the solicitation number, page and paragraph number and clearly state the issue and suggested solution prior to the “Due In and Opens” date.

County will respond to inquiries and issue clarifications through the BidNet solicitation portal and/or by written solicitation amendment posted to the BidNet solicitation portal. County may not answer issues identified less than eight (8) days prior to the “Due In and Opens” date.

Instructions to Offerors Page 3 of 4

6. OPENING

County will publicly open responses on the date stated in the IFB. County will read each respondent’s name and the total bid amount. County invites all interested parties to attend the bid opening via the MS Teams link provided in the

IFB.

7. EVALUATION

County will tabulate responses that are “Responsive” and “Responsible” to determine which are most advantageous to County considering the specifications stated in the Offer Agreement and other relevant factors. County will determine the low or lowest bids considering all items listed in the Unit Price Schedule. Unit prices prevail in the event of an extension error.

County may: 1) waive informalities in the bid or bid procedure; 2) reject the response of any persons or corporations that have previously defaulted on any contract with County or who have engaged in conduct that constitutes a cause for debarment or suspension as set forth in Pima County Procurement Code Section 11.32; 3) reject any and all responses; 4) re-advertise for bids previously rejected; 5) otherwise provide for the purchase of such equipment, supplies materials and services as required herein; 6) award on the basis of price and other factors, including but not limited to such factors as delivery time, quality, uniformity of product, suitability for the intended task, and bidder’s ability to supply; 7) increase or decrease the item quantity or eliminate any item of this solicitation prior to the award. Pricing evaluations will be based on pre-tax pricing submitted by Offeror.

7.1. SMALL BUSINESS ENTERPRISE PREFERENCE

Any contract funded in any amount with federal funds is not eligible for the Small Business Enterprise (SBE) preference.

For bids that do not exceed $500,000 per contract year, County will give a 5% bid preference to firms submitting SBE Certificates issued by the City of Tucson with their bid. The certification is subject to verification and acceptance by County. If County accepts the certification, it will evaluate the bid at 95% of the bid amount to determine the low and responsive bid. If an SBE firm is the successful Offeror, the contract will include the unit prices, or Lump Sum, as bid.

To be eligible for the price preference, SBE firms must include with their bid documents a copy of their current certification document which they may acquire from the City of Tucson; Department of Procurement.

The City of Tucson SBE website, which typically includes an SBE Application Form and a Directory listing firms holding SBE Certification, is located at: http://www.tucsonprocurement.com/bidders_SBE.aspx.

The process of acquiring SBE Certification may take several weeks. Please contact the Pima County Business Enterprise Program Coordinator at (520) 724-3807 for assistance or further information.

8. AWARD NOTICE

County will post a Notice of Recommendation for Award (“NORFA”) for the IFB on the BidNet solicitation portal and the Procurement Department will maintain the tabulation of bids, available for review by interested parties. Offerors that submitted a bid in response to the IFB may also receive an email notice from the Procurement Department of the posting of the NORFA. County will not provide the results of this solicitation in any other manner, or at any time prior to the posting of the NORFA.

9. PROTESTS

An interested party may file a protest regarding any aspect of a solicitation, evaluation, or recommendation for award.

County’s protest procedures are in Chapter 11.20 of the Pima County Procurement Code, available at Pima County Code | Pima County, AZ. The five-day period to file a protest of the award will be measured from the date the Notice of Recommendation for Award is posted on the BidNet Portal without regard to whether County issued individual notices. Offerors are responsible for checking the website.

10. AWARD

If County makes an award, County will enter into a contract with one or more Contractor(s) that submitted the lowest responsive bid(s) that County determined “Responsible” for providing the required goods or services. Either the Procurement Director or Board of Supervisors will make the contract award in accordance with the Pima County http://www.tucsonprocurement.com/bidders_SBE.aspx https://codelibrary.amlegal.com/codes/pimacounty/latest/pimacounty_az/0-0-0-7273 https://codelibrary.amlegal.com/codes/pimacounty/latest/pimacounty_az/0-0-0-7273 https://bidnetdirect.com/

Instructions to Offerors Page 4 of 4

Procurement Code. Unless County expressly agrees otherwise, resulting contracts are not exclusive, they are for the sole convenience of County, and County may obtain like goods or services from other sources.

11. DOCUMENTS MARKED CONFIDENTIAL

County must comply with A.R.S. § 39-121 et seq., and A.R.S. § 34-603(H) in the case of construction or Architectural and Engineering services procured under A.R.S. Title 34, Chapter 6. The Offer Agreement includes a specific provision about public records in Section 28. Please note that all records submitted in response to this solicitation, including, but not limited to, pricing schedules, product specifications, work plans, and any supporting documents are public records and are subject to release or review by the general public upon request, including competitors. Under County policy, if Offeror reasonably believes that some of the records that will be submitted to County in response to this solicitation contain proprietary, trade-secret or otherwise-confidential information, Offeror must prominently mark those records “CONFIDENTIAL”. If County received a public-records request for records marked CONFIDENTIAL, County will notify Offeror of the request as soon as reasonably possible. County will release the records ten (10) business days after the date of that notice, unless Offeror has, within that period, secured an appropriate order from a court of competent jurisdiction, enjoining the release of the records. County will not, under any circumstances, be responsible for securing such an order, nor will County be in any way financially responsible for any costs associated with securing such an order.

Offeror must also provide County with an index specifically identifying and describing the general contents of each page CONFIDENTIAL. The index is also a public record and must not include any information considered confidential.

The Offeror agrees to waive confidentiality of any price terms in the event of an awarded contract.

END OF INSTRUCTIONS TO OFFERORS

Offer Agreement Page 1 of 20 Revised September 2024

OFFER AGREEMENT

1. PURPOSE

This contract establishes a system-generated form Supplier Contract (“SC”) for Contractors to provide Pima County (“County”) with OEM & Remanufactured Printer & Fax Toner Cartridges on an “as required basis” by issue of Delivery Order (“DO”).

The established SC will identify the Contractor to provide the required items as designated by the following groups:

Group 1: OEM New Toner Cartridges A new toner cartridge, which is manufactured by the same manufacturer of the printer/fax machine in which the toner is used.

Group 2: Remanufactured Toner Cartridges May also be referred to as Recycled, is a cartridge in which the ink has been restocked, parts that are damaged are replaced or repaired and is restored to its original form and a quality test is performed to ensure full OEM performance standards.

All Goods and Services that Contractor offers or provides pursuant to the contract will conform to the requirements defined by or referred to by the solicitation documents including Solicitation Amendments, Instructions to Offerors, Standard Terms and Conditions, and this Offer Agreement, all of which are incorporated herein.

This document, including all attachments and documents incorporated by reference, constitutes the entire contract between the parties pertaining to the subject matter hereof, and merges all prior or contemporaneous agreements and understandings, oral or written, herein.

2. CONTRACT TERM, RENEWALS, EXTENSIONS and REVISIONS The SC will document the commencement date of the contract and will be for a one (1) year period with four (4) one-year renewal options that the parties may exercise as follows: County will issue contract extensions, renewals, or revisions to Contractor with a revised SC document. Contractor must object in writing to the proposed revisions, terms, conditions, scope modifications and/or specifications within ten (10) calendar days of issuance by County. If Contractor does not notify county of any objections within that timeframe, the revision(s) will be binding on the parties.

3. CONTRACTOR MINIMUM QUALIFICATIONS

The Contractor certifies that it is competent, willing, and responsible for performing the services or providing the products in accordance with the requirements of this contract.

Contractor will check appropriate response below and provide requested documents. Failure to check appropriate response and provide copies of requested documents may cause the offer to be rejected and deemed non-responsive:

A. Group 1: OEM New Toner/Ink Cartridges Minimum Qualifications Contractor must be an authorized reseller, distributor, and/or qualified supplies partner of Hewlett Packard Yes No Bid

B. Group 2: Remanufactured Toner/Ink Cartridges Minimum Qualifications Contractor certifies it has the capacity to furnish remanufactured cartridges that have been fully remanufactured to specifications equal to or exceeding OEM standards of quality and performance, and approved remanufactured toner cartridge industry standards and guidelines adopted by at least one of the following:

o Standardize Test Methods Committee (STMC) o American Society for Testing and Materials (ASTM) o ISO 9001:2000 Certified

Yes No Bid

Offer Agreement Page 2 of 20

4. PRODUCT OR SERVICE SPECIFICATIONS & SCOPE OF WORK

TYPICAL BUSINESS PROCESS FLOW: The following business process flow is provided to define expected roles, tasks, sequence and value to be provided to County.

4.1 Customer Service: Customer must maintain means for County representatives to effectively and efficiently communicate with Contractor concerning cartridge ordering, delivery, return of defective items, and invoicing issues with no additional costs to the County.

Customer Service Representatives must be knowledgeable about the products and procedures for ordering, delivery, and returns, Contractor must provide County with an Account Representative Team.

The Contractor will be responsible for coordinating and resolving issues relating to invoices, quality of product, contractual performance, equipment repairs as a result of damage caused by toner, reports, product substitution, etc., within three (3) business days of initial contact from County for each issue.

Contractor must provide a Master Price List of all available items. Additions, deletions, and substitutions of part numbers may be allowed if they are submitted by the Contractor and approved by Procurement.

4.2 Ordering Procedures: Orders may be placed by County representatives in various departments and locations (approximately 330 locations). Orders placed by County Departments will be by issuance of a DO only.

Contractor must accept electronic methods of ordering including, but not limited to, accepting email and/or a dedicated website for ordering and tracking orders. Ordering will be done by telephone or online. No minimum or maximum guarantee will be made as to the size of each order. Contractors are expected to be able to accept and deliver any sized order. Contractor will not have minimum or maximum quantity or dollar amount requirements.

Contractor must provide acknowledgement of receipt of Delivery Order (DO), shipping confirmation, back order status, or cancellation notification electronically, via email.

If a cartridge is out of stock, Contractor must notify the ordering department either by email within 24 hours of the status and provide and estimated delivery date.

In the event of an emergency, the County reserves the right to cancel such orders or outstanding releases for non-delivery in timeframes shorter than those specified above.

Orders placed under the contract in which are not delivered or completed within five (5) business days after the receipt of the order will be subject to immediate cancellation at the sole option of the County. Orders, which cannot be supplied in time to meet the County’s requirements, may be placed with another Contractor. Failure of the Contractor to adhere to the delivery schedules specified or to promptly replace rejected materials must render the Contractor liable for the difference between the open market and the contract price where emergency purchase is necessary.

4.3 Packaging: Toner and ink cartridge packing must include, at a minimum:

• Each toner and ink cartridge must be labeled with the Manufacturer’s and Contractor’s names and cartridge model and/or part number.

• Each external packaging of the cartridge must be labeled with the Manufacturer’s and Contractor’s names and cartridge model and/or part number.

• Internal packaging of each toner and ink cartridge must meet or exceed OEM standards and provide a protective and secure surrounding for the cartridge. Packaging may include an anti-static moisture proof bag that is either heat-sealed or zip-locked and a protective cradle for the cartridge prior to being packaged in an external carton. The external carton and packaging of the toner cartridge must protect the cartridge from damage during shipping, permit repackaging of spent/used cartridges for return and be packaged in a manner that meet or exceed OEM standards.

• Packaging for the toner and ink cartridges must be constructed to permit users to re-package used cartridges for return to the contractor. Contractor must clearly indicate that the carton is reusable such as, a label on the carton which clearly states: “Important: Save this box and all internal packaging for return of the empty cartridges.”

Offer Agreement Page 3 of 20

• Each cartridge must be provided with complete instruction for installation and maintenance of cartridge to optimize the performance and life of the cartridge.

• It is desirable that all corrugated packing meets Green Standards.

• The external carton and/or an internal shipping invoice must identify toner cartridge type (make and model), the Contractor’s name, address, telephone number, and the Delivery Order (DO). All cartridge boxes and/or internal shipping invoices will also bear the date of manufacture and use by date for shelf life and inventory purposes.

4.4 Used/Empty Cartridge Return: If a common carrier such as UPS or FedEx is used for returns, the contractor must arrange for pick-up at the County’s location, as carrier drop boxes may not be used. The contractor must provide a prepaid shipping or mailing label for each empty toner cartridge, along with clear written instructions on how County users can obtain these labels, either via toll-free phone number, email address, or electronically (e.g., download from the contractor’s website), ensuring no cost is incurred by the County.

The contractor must supply a toll-free phone number and an email address for coordinating pick-ups, and is responsible for all shipping, pickup, transportation, unpacking, sorting, and storage costs related to returned cartridges. Every shipping container must include a label on at least one long side stating: “IMPORTANT: SAVE THIS BOX AND ALL INTERNAL PACKAGING FOR THE RETURN OF THE EMPTY CARTRIDGE.” When new cartridges are delivered, used or empty cartridges will be returned at the contractor’s expense, and while the County will make reasonable efforts to provide returns on a one-for-one basis, availability is not guaranteed.

If pick-up is not conducted at the time of delivery, the contractor must provide an alternative means for returning cartridges at no cost, and if a separate pick-up is required, the County representative will contact the contractor via the provided toll-free number, email, or webpage. The contractor must schedule and complete pick-ups for used or empty toner and ink cartridges within five (5) business days of receiving the County’s request.

-OR-

The Contractor must provide explicit instructions as to how to obtain the pre-paid shipping label from the Contractor. Instructions to the users are to indicate at toll-free telephone number and/or an email address for which the user can request the return pre-printed shipping label for pre-paid expenses of the cartridge(s) being returned. The users are not to be charged for pickup of the cartridge(s) by the transportation company employed.

The Contractor must pay for all shipping and pickup charges of return cartridge(s). Prepaid labels may be obtained from the Contractor electronically, by download from website.

Contractor must be responsible for transporting, unpacking, sorting, and storing of the used cartridges.

4.5 Reports & Record Retention: Annually and upon request, the Contractor must provide reports to include, but not limited to, the following:

• Usage reports by department, account, and/or location to include the equipment model number, cartridge number supplied, quantity, and price.

• Return report which includes the cartridge number, equipment, model number, quantity of cartridges received from the County.

• Credit and/or rebates received by the County department.

• List of catalog items, manufacturers’ part numbers, pricing, rebate/credit, and yield.

• List of toner and ink cartridges supplied under this contract with current and expected failure rate.

Reports must be available in Excel or CSV format to allow for sorting and calculation.

Offer Agreement Page 4 of 20

Customer Service/Order Placement Contact Information Order Placement

Contact Information

Email Address Website Phone Number (Toll Free)

Customer Service

Primary Contact

Name & Title

Email Address

Secondary Contact

Name & Title

Email Address

Used/Empty Cartridge Return/Pick-Up Contact Information Pick-Up Person Contractor will pick-up used/empty cartridges at the time of delivery of new order. Yes No

Prepaid Return Label Contractor will package each cartridge with Prepaid Return Label for common carrier pick-up. Yes No

FedEx toll free phone number for pick-up UPS toll free phone number for pick-up USPS toll free phone number for pick-up Contractor’s Prepaid Return Label will be available for download from the below websites. Yes No

FedEx Website UPS Website USPS Website

GENERAL SPECIFICATIONS: Contractor will provide toner/ink for the following types of machines:

A. Printer: An output device (inkjet, laser, desktop, networked, non-networked) that prints paper documents. This includes text documents, images, or a combination of both.

• Inkjet Printer: A device that accepts text and graphic output from a computer and transfers the information to paper. The inkjet technology works by spraying very fine drops of ink on a sheet of paper. These droplets are “ionized” which allows them to be directed by magnetic plates in the ink’s (toners) path. As the paper is fed through the printer, the print head moves back and forth, spraying thousands of these small droplets of ink (toner) on the page.

• Laser Printer: A device that uses a focused beam of light to transfer text and images onto paper. As paper passes through the printer, the laser fires a beam of light at the surface of a cylindrical drum called a photoreceptor. This drum has an electrical charge (typically positive), that is reversed in areas where the laser beam hits it. By reversing the charge in certain areas of the drum, the laser beam can print patterns (such as text and pictures) onto the photoreceptor. Once the pattern has been created on the drum, it is coated with toner from a toner cartridge. The positively charged toner clings to the areas of the drum that have been negatively charged by the laser. When the paper passes through the printer, the drum is given a strong negative charged, which allows the toner to transfer and stick to the paper. The result is a clean copy of the image written on the paper.

Offer Agreement Page 5 of 20

B. Fax Machine: A device that sends and receives printed pages or images over telephone lines by digitizing the material with an internal optical scanner and transmitting the information as electronic signals.

Brands of Printers and Fax Machines in use by the County:

• Brother • Lexmark

• Canon • Panasonic

• Dell • Samsung

• Epson • Sharp

• Hewlett Packard • Troy

• Kyocera • Xerox

WARRANTY: Contractor must be responsible for the quality of the products provided to the County.

C. Group 1: OEM New Toner/Ink Cartridges Warranty All cartridges must be guaranteed to perform to OEM specifications and to the satisfaction of County. The cartridge must equal or exceed the yield of the OEM specification. Any cartridge found defective must be replaced, free of charge, regardless of the amount of toner remaining in the cartridge. Defective cartridges must be replaced or monies refunded within five (5) calendar days after the Contractor is notified.

If problems occur with printers due to a defective toner cartridge, the Contractor must provide:

• A competent factory-trained authorized service technician to repair printer within two (2) working days at the Contractor’s expense.

• The Contractor must reimburse the County for any printer service performed due to the Contractor’s defective cartridge. If the defective cartridge causes damage to the equipment, the Contractor must repair it to OEM specifications or replace it.

• Contractor is responsible for quality of products provided to County. If equipment failure should result due to product defects, Contractor will replace any failed equipment and defective product at no additional cost to County within three (3) business days after vendor is notified. Contractor will also be responsible for any/all damages created as result of defective product. If problems occur with printers or fax machines due to defective product, the Contractor will provide a competent factory-trained authorized service technician to repair printer within two (2) working days at the Contractor’s expense.

If a County representative places a call for a defective cartridge, the Contractor’s customer service representative must be capable of discussing the County contract and correcting any problems, and/or must visit the individual utilizing the remanufactured cartridge in-person within two (2) business days after notification.

The Contractor will diagnose whether the cartridge is defective. If defective, the Contractor will replace cartridge at that time. If the cartridge is not defective, the Contractor will troubleshoot the problem, at no charge, and report findings to the user’s Department and, if hardware related, the County IT Network Operations Center (NOC).

All defective toner and ink cartridges will be returned to the Contractor at the Contractor’s expense. The Contractor must pick up defective cartridge(s) at the location of toner and ink cartridge delivery. All transportation charges covering return and replacement of these items must be borne by the Contractor.

D. Group 2: Remanufactured Toner/Ink Cartridges Warranty

Contractor must warrant in writing that the use of the remanufactured cartridges will not void the manufacturer’s warranty on any printer or fax. County equipment warranties must be fully covered under warranties if the cartridges are remanufactured to Original Equipment Manufacture’s (OEM) standards; subsequently, this agreement requires remanufactured cartridges to meet this standard:

Any cartridge found defective must be replaced, free of charge, regardless of the amount of toner remaining in the cartridge.

Defective cartridges must be replaced in two (2) days or monies refunded (credit memo issued) within five (5) calendar days after the Contractor is notified. Any toner and ink cartridge found defective, must be replaced free of charge regardless of the amount of toner remaining in the cartridge. Replacement cartridges must be properly marked as replacements and identified by the Delivery Order (DO) number.

Offer Agreement Page 6 of 20

If problems occur with printers due to a defective toner cartridge, the Contractor must provide:

• A competent trained authorized service technician to repair printer within two (2) business days at the Contractor’s expense.

• The Contractor must reimburse the County for any printer service performed due to the Contractor’s defective cartridge. If the defective cartridge causes damage to the equipment, the Contractor must repair it to OEM specifications or replace it.

• If equipment failure should result due to product defects, Contractor will replace any failed equipment and defective product at no additional cost to County within three (3) business days after Contractor is notified.

Contractor will also be responsible for any/all damages created as result of defective product.

If a County representative places a call for a defective cartridge, the Contractor’s customer service representative must be capable of discussing the County contract and correcting any problems, and/or must visit the individual utilizing the remanufactured cartridge in-person within two (2) business days after notification.

The Contractor will diagnose whether the cartridge is defective. If defective, the Contractor will replace cartridge at that time. If the cartridge is not defective, the Contractor will troubleshoot the problem, at no charge, and report findings to the user’s Department and, if hardware related, the County IT Network Operations Center (NOC).

All defective toner and ink cartridges will be returned to the Contractor at the Contractor’s expense. The Contractor must pick up defective cartridge(s) at the location of toner and ink cartridge delivery. All transportation charges covering return and replacement of these items must be borne by the Contractor.

E. Remanufactured Cartridges Item Specifications: Cartridge has been completely disassembled and cleaned, replaced with a new long-life optical photo-conductive (OPC) drum with a minimum rating equal to the OEM yield.

Remanufactured toner cartridges must use the original OEM core. New non-OEM cores are not acceptable. Laser printer/toner cartridges that are only refilled, recharged or cloned are not considered remanufactured. Each cartridge is backed by a 100% satisfaction guarantee and provides for the same warranties of an OEM toner cartridge.

Toner cartridges must be completely disassembled, cleaned, and inspected prior to filling. Toner cartridges must be refilled with an ample quantity of high-quality toner necessary to provide the projected yield specific to each item solicited and requested by the County.

The Contractor must furnish remanufactured toner and ink cartridges that have been fully remanufactured to specifications equal to or exceeding OEM standards of quality and performance and approved remanufactured toner cartridge industry standards such as the guidelines adopted by the Standardized Test Methods Committee (STMC); the American Society for Testing and Materials (ASTM) and/or ISO 9001:2000.

F. Toner Cartridge Remanufacturing Process: Assessment to determine if the toner cartridge can be remanufactured.

Complete disassembly of cartridge to thoroughly clean and inspect all internal and external components against OEM specifications.

Replacement of the following with new parts:

• Drum

• Magnetic Roller

• Magnetic Roller Brushing

• Wiper Blade

• Any parts with excessive wear and/or not meeting OEM specifications

• Filling of cartridge with new toner to meet or exceed OEM standards.

• Testing of every remanufactured toner cartridge. Upon request, Contractor must provide methods used in testing cartridges.

G. Ink Cartridge Remanufacturing Process:

H. Assessment to determine if the ink cartridge can be remanufactured. Complete disassembly of cartridge to thoroughly clean and inspect all internal and external components against OEM specifications. Properly refiling

Offer Agreement Page 7 of 20 the cartridge to OEM standards. Testing of every remanufactured ink cartridge. Upon request, Contractor must provide methods used in testing cartridges.

I. Recycling and Material Disposal: Contractor must recycle components as often as possible such that minimal elements will go into a landfill. Contractor must ensure that remaining toner in used cartridges is recycled or disposed of in a manner that complies with all environmental and human health and safety laws.

• At the County’s request, Contractor must provide manifests and any other documentation needed to confirm the proper disposal of material.

5. SUSTAINABILITY

In accordance with Board of Supervisors Resolution 2007-84, Pima County values and highly encourages contractors to utilize sustainable practices. Please CHECK any of the following that your business incorporates:

Waste prevention/reduction or material recycling/reuse.

Alternative energy/fuels (such as solar/wind energy; biodiesel; alternative fuels; hybrid vehicles) in your program’s preparation, transportation, and demonstration.

Environmentally preferable materials (such as recycled materials; locally produced/manufactured products).

Sustainable practices that lessen impact on non-renewable resources and global climate change (such as reduction in water/energy/paper use; minimization of hazardous materials; use of compressed/flexible work schedules).

Other practices which coincide with County’s definition of sustainable practices (such as alternative modes of transportation; transportation minimization; life-cycle costs; product/packaging “take back” practices; preference to firms located with Pima County).

6. OFFER ACCEPTANCE & ORDER RELEASES

County will accept offers and execute this contract by issuing an SC (recurring requirements) to be effective on the document’s date of issue without further action by either party. The SC will include the term of the contract.

Pursuant to the executed SC, County departments requiring the goods or services described herein will issue a DO to the Contractor. County will furnish the DO to Contractor via facsimile, e-mail or telephone. If County gives the order verbally, the County Department issuing the order will transmit a confirming order document to Contractor within five (5) workdays of the date it gives the verbal order.

Contractor must not supply materials or services that are not specified on the SC and are not documented or authorized by a DO at the time of provision. County accepts no responsibility for control of or payment for materials or services not documented by a County DO.

Contractor will establish, monitor, and manage an effective contract administration process that assures compliance with all requirements of this contract. In particular, Contractor will not provide goods or services in excess of the executed contract items, item quantity, item amount, or contract amount without prior written authorization by contract amendment that County has properly executed and issued. Any items Contractor provides in excess of those stated in the contract are at Contractor’s own risk. Contractor will decline verbal requests to deliver items in excess of the contract and will report all such requests in writing to County’s Procurement Department within one (1) workday of the request.

The report must include the name of the requesting individual and the nature of the request.

7. ACCEPTANCE OF GOODS & SERVICES

The County Department designated on the issued order DO will accept goods and services only in accordance with this contract. Such acceptance is a prerequisite to the commencement of payment terms.

8. COMPENSATION & PAYMENT

The SC will establish the contractual unit pricing and Not-to-Exceed Amount (“NTE Amount”). The NTE Amount represents the funding appropriated by County for this contract, and neither the NTE Amount nor unit pricing can be altered without amendment. For this contract, the NTE Amount is shared between each Contractor awarded. The sum total of County payments to all Contractors cannot exceed the established NTE Amount, regardless of the independent

Offer Agreement Page 8 of 20 total of each Contractor. Contractor will not accept orders, or provide services or products that cumulatively exceed the contract amount.

Tab A: Group 1 OEM New & Rebate Tab B: Group 2 Remanufactured & Rebate For all Commodity Lines listed in Tab A, provide the corresponding information in the appropriate columns

For all Commodity Lines listed in Tab B, provide the corresponding information in the appropriate columns

J MSRP J MSRP

K % Discount off MSRP K % Discount off MSRP L $ Unit Price L $ Unit Price M $ Rebate each cartridge M $ Rebate each cartridge

8.1. Unit Prices (Net 30-day Payment Terms)

Contractor’s unit prices must include all incidentals and associated costs required to comply with and satisfy all requirements of this contract, which includes the Offer Agreement and the Standard Terms and Conditions.

County will make no payments for items not in the contract and Contractor will not invoice them.

Quantities in this solicitation are estimates only. County may increase or decrease quantities and amounts.

County makes no guarantee regarding actual orders for items or quantities during the term of the contract. County is not responsible for Contractor inventory or order commitment.

Unless the parties otherwise agree in writing, all pricing will be F.O.B. Destination & Freight Prepaid Not Billed ("F.O.B. Destination"). Contractor will deliver and unload products or services at the destination(s) that the delivery article of this contract or accepted Order indicates. The offered Unit Price must include all freight costs.

Although an order may not fully include State and City sales tax, County will pay such taxes as are DIRECTLY applicable to County and Contractor invoices such taxes as a separate line item. Contractor must not include such taxes in the item unit price.

8.2. Price Warranty and Trade-In Allowance

Contractor will give County the benefit of any price reduction before actual time of shipment. Parties may negotiate a fair and equitable trade-in allowance value for County surplus property to be applied through either a discounted purchase price or account credit. The trade-in value must be stated on a written price quote prior to County making a purchase, or on a credit memo invoice for a prior purchase. Trade-In property will be itemized on the quote or invoice by description, model/part number, quantity and guaranteed trade-in value. County will coordinate and document the delivery of surplus trade-in property to Contractor. Award of contract constitutes disposition authority to trade-in surplus property pursuant to Board of Supervisors’ Policy D.29.11, Surplus Personal Property.

8.3. Price Escalation

All unit prices shall consider/provide for current economic and market conditions and include compensation for Contractor to implement and actively conduct cost and price control. No additional compensation shall be paid to Contractor to reimburse efforts to implement and conduct cost and price controls. Prices shall remain fixed for the initial contract term, after which Contractor may submit no more than one (1) written Price Escalation Request (“PER”) per term. The PER must be submitted not later than 90 days prior to the contract renewal date and must clearly demonstrate justification for the increase in price, such as continued and significant changes in economic and/or market conditions justifying any requested price escalation. The PER must reference/cite any source materials used to form the basis of the proposed justification but must not include historical information prior to the initial contract term. County will research Bureau of Labor Statistics (BLS) Producer Price Index (PPI) and/or other related indicators or sources and conduct an analysis to determine 1) if the submitted justification and evidence are sufficient, 2) the requested price escalation is fair and reasonable, and 3) if approving the PER is in the County’s best interest. County reserves the right to negotiate, accept or reject the PER, or terminate and re-solicit the contract.

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8.4. Living Wage

All pricing will conform to Pima County’s Living Wage Ordinance 2002-1 if applicable, including required annual adjustments of the wage.

8.5. Additional Items and/or Services

This following section is for items that Contractor did not list or price above but are within the scope of this contract. Contractor may provide these items under this contract. Contractor will submit Master Price List (MPL) documents, compact disc (CD) or USB flash drive and file names or identify website address, identifying all other items offered pursuant to this contract. The MPL or website address specifically designed for County must include the supplier’s/manufacturer’s or retail price list and the discount percentage off utilized to get to include Discounted Unit Price being offered to County i.e. Manufacturer’s List Price – (List price x Discount %) = Discounted Unit Price. The resulting Unit Prices must be of similar discount off List Prices for those items specifically included above. Item Unit Prices above will govern in case of conflict with the Master Price List.

The parties may negotiate and establish unit pricing in writing under the contract for items included in the scope of the contract that does not have previously listed unit pricing.

8.6. Standard Payment Term

Net 30, effective from the date of valid invoice document and does not commence until the later of 1) the receiving County Department receives goods or services into County’s payment system or 2) County Financial Operations receives and verifies Contractor’s invoice.

8.7. Optional Early Payment Discount Term

Pima County Administrative Procedure No. 22-35 Section 2.2.4 describes County’s practice…