IFB1 AADA 2015000105 ver.1 Operating Lease for MICR and Cut Sheet Printers IFB1 AADA 2015000105 ver.1 Operating Lease for MICR and Cut Sheet Printers

Contracts and Procurement Unit

Contracts and Procurement Unit

1525 Sherman St., 5th floor Denver, CO 80203

Operating Lease for a Toner Based Solution for both MICR and Non-MICR Printing and Cut Sheet Production Printers

F.E.I.N.:

Payment Terms:

(Minimum of Net 45)

Delivery Date:

Authorized Signature:

Signature acknowledges acceptance of all terms and conditions of the solicitation.

Typed/Printed Name:

Title:

Company Name:

Address:

City:

State:

Zip:

Phone Number:

Fax Number:

Contact for Clarifications:

Title:

Phone Number:

Fax Number:

E-mail Address:

IMPORTANT: The following information must be on the outside of the Bid Return Envelope:

Bid Number – Opening Date and Time

Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the Department of Personnel and Administration (DPA) Contracts and Procurement Unit office as a sealed bid. Bidders are urged to read the solicitation document thoroughly before submitting a bid/proposal. Vendors are required to submit Federal Employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

Low tie bids shall be decided in accordance with the provision of CRS §24-103-202.5, as it currently exists or is hereafter amended, which gives a preference to resident bidders. Any bidder who wishes to be considered a "resident bidder" for purposes of the tie bid procedure provided in CRS §24-103-202.5 shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either CRS §24-103-101(6)(a) or CRS §24-103-101(6)(b).

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURN WITH RESPONSE.

BID INFORMATION AND DISTRIBUTION SYSTEM (BIDS) AND REGISTRATION

This solicitation is published using the Colorado Operations Resource Engine (CORE). Vendor registration information, Vendor Self Service (VSS), solicitation documents and information, CORE and other information may be accessed at:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService .

IMPORTANT: The following information must be on the outside of the Bid Return Envelope:

Bid Number -Opening Date and Time

Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the Purchasing Office as a sealed bid. Bidders are urged to read the solicitation document thoroughly before submitting a bid. Bidders are required to submit Federal employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50 percent of the total weight consisting of secondary and post-consumer waste, and not less than 10percent total weight consisting of post-consumer waste.) Please Include an electronic copy of your proposal submission as well as the requested hard copies.

In accordance with Procurement Code, CRS 24-103-207.5 titled -Purchasing Preference for Environmentally Preferable Products; Bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a Bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.”

Low Tie Bids: Low tie bids shall be decided in accordance with the provision of C.R.S., Section 24-103-202.5, as it currently exists or is hereafter amended, which give a preference to resident Bidders. Any Bidder who wishes to be considered a "resident Bidder" for purposes of the tie bid procedure provided in C.R.S., Section 24-103-202.5 shall include with their bid proof that he/she meets the definition of resident Bidder as set forth in either C.R.S., Section 24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b).

A. BACKGROUND:

The State of Colorado, Department of Personnel & Administration (DPA), Division of Central Services, Integrated Document Solutions Unit wishes to enter into an operating lease contract for a MICR and Cut Sheet Printer solution. The equipment must be compatible and operate seamlessly with Solimar Systems Inc. ADF software recently purchased by the State.

A.1 SINGLE POINT OF CONTACT: Except as noted below, there will be only one point of contact during the procurement process. This includes the bidding process; requests for brand approval, change, clarification, and protests; the award process; and/or any other questions that may arise. The contact point for this IFB is Larry Ryan, who can be contacted at (303) 866-3752 or email: larry.ryan@state.co.us or by USPS addressed as listed below.

Larry Ryan

1525 Sherman St, 5th floor

Denver, CO 80203

Ph. 303-866-3752

B. INSTRUCTIONS TO BIDDERS

B.1. NOT USED THIS IFB.

B.2. METHOD OF BIDDING: The State requires all Bidders to provide an operating lease cost for the equipment defined in this IFB and the cost for all options listed. The lease term required by the State is forty-eight (48) months (Exhibit B). Pricing must be fully comprehensive and complete, including no additional costs for required software licenses or upgrades. The State will use the forty-eight (48) month lease terms as pricing to be used for the award determination. Additional information and backup detail should be attached as appropriate. The pricing, interest, and lease term rates must remain firm for sixty (60) days from the date of Bid Closing, or such longer period as the State may request in writing via letter, facsimile transmission or email and agreed to in writing by Bidder.

NOTE* All Proposers should finance this Operating Lease. The State does not intent to enter into a separate lease agreement with any other entity. Any Proposers that propose a leasing arrangement between the State and a third party leasing company may be disqualified and removed from award consideration Prices shall include all of the elements as described in this IFB. All one-time and recurring costs and any underlying assumptions on the part of the Bidder (including licensing, hardware support, installation costs and maintenance costs) must be clearly, conspicuously and fully disclosed. Bidder shall: (i) Quote the cost of each product included in its Bid and (ii) clearly detail the cost of each service or product to be provided as a separate cost.

All pricing and contingencies for the IFB must be addressed. Bidders submitting lease bid solutions shall provide an amortization schedule for a forty-eight (48) month term. All calculations must be based on a 30-day month and 360-day year. Processing fees, if any shall also be listed. List any additional charges.

NOTE* During the entire lease period the equipment belongs to the vendor. Bidders are advised to make sure they include all costs in their monthly/annual lease pricing.

B.2.1. All submitted bids must also include the following plan documents:

1. Preliminary Project Schedule

2. Preliminary list of all equipment, hardware and software included in the proposed solution.

3. Preliminary equipment footprint and weight

4. Preliminary HVAC, electrical and plumbing requirements

5. Preliminary training plan

6. Preliminary migration plan, including description of test setup and final production setup

B.2.2. All submitted bids must also include Bidders contract documents and agreements. As part of the technical proposal Bidder must submit any of its standard contract documents and agreements they desire the State to consider as supplemental terms and conditions. Examples of such documentation include:

1.

Standard subscription agreements

2.

Software license agreements, including any third party software license agreements or applications required to deliver Bidders offered services

3.

Maintenance agreements and costs

4.

Standard lease terms and conditions.

C.1 GENERAL DEFINITIONS:

C.1.1 "Addendum", "Addenda" or "Revision" means an addition or deletion to, a material change in, or clarification of, the IFB. Addenda shall be labeled as such and shall be made available to all interested Bidders.

C.1.2 "Bid" means the Bidder's written offer submitted in response to an IFB, including all necessary attachments.

C.1.3 "Bid Closing" means the date and time set in the IFB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

C.1.4 "Bid Item" means the individual items listed is section I.

C.1.5 "Bid Opening" means the same date and time set for Bid Closing, unless otherwise specified in the IFB.

C.1.6 "Bidder" or “Proposer” means the person or other legal entity that submits a Bid in response to an IFB.

C.1.7 "Contract" means a State Contract or Purchase Order executed by a purchaser and delivered to Contractor.

C.1.8 "Contractor" means the person or other legal entity with whom the State enters into a Contract setting prices for the purchase of Goods and/or Services pursuant to the IFB, and with whom purchasers subsequently contract through execution and delivery of Purchase Orders.

C.1.9 "DPA" means the State Department of Personnel and Administration, Contracts and Procurement Unit.

C.1.10 "Goods" means incidental items used in conjunction with the services outlined in the Scope of Work and specifications.

C.1.11 "Invitation for Bid" or "IFB" means the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda.

C.1.12 "Purchase Order" means the document which is submitted to Contractor by purchasers for the purchase of Goods.

C.1.13 "Services" means the services to be performed under the Contract.

C.1.14 "Specifications" means the specific attributes of the Goods to be purchased or Services to be provided, if any, as set forth in the IFB.

C.1.15 "Standard" means everything that the manufacturer of a Good offers to the general public (consumer goods) during the applicable model year as standard equipment on the particular model.

C.1.16 "State" means the State of Colorado.

C.1.17 "UCC" means the Uniform Commercial Code, as applicable and as amended from time to time.

C.2 BID FORMAT:

C.2.1 SIGNATURE REQUIRED; BIDDER AFFIRMATIONS: Bids must be signed in ink by an authorized representative of the Bidder. Bidder's signature and submission of a signed Bid in response to the IFB constitutes Bidder's affirmation that:

C.2.1(a) Bidder has read and understands all of the provisions of the IFB.

C.2.1(b) The Bid submitted is in response to the IFB, and Bidder has made no assumptions based upon either (a) verbal or written statements not contained in the IFB, or (b) any previously-issued IFB, if any.

C.2.1(c) The Bid was prepared independently from all other Bidders, and without collusion, fraud, or other dishonesty.

C.2.1(d) The State shall not be liable for any claims or be subject to any defenses asserted by Bidder based upon, resulting from, or related to, Bidder's failure to comprehend all requirements of the IFB.

C.2.1(e) The State shall not be liable for any expenses incurred by Bidder in preparing and submitting its Bid or in participating in the Bid evaluation/selection process.

C.2.1(f) Bidder accepts and agrees to be bound by the terms and conditions of the IFB, associated Exhibits and Contracts entered into there under, and agrees to provide all Goods and/or Services ordered by purchasers.

C.2.2 IN WRITING: Bids and pricing information shall be prepared by typewriter, computer or in ink. No oral, telegraphic, telephone, e-mail or facsimile Bids will be accepted.

C.2.3 FORMS TO BE USED: Required information shall be submitted on the forms specified in the IFB. Any information Bidder submits that is not required to be included on forms prescribed by DPA shall be formatted in the manner called for in the IFB and submitted on Bidder's letterhead.

C.3 BID CONTENTS:

C.3.1 INFORMATION TO BE INCLUDED; ATTACHMENTS: All IFB submittal copies shall be complete in all respects, including necessary signatures, certifications, documentation, responses on pricing and specifications pages, and any other required information. All necessary attachments (residency statement, Bid bond, references, descriptive literature, manufacturers' warranties, etc.) must be submitted with the Bid in the required format.

C.3.2 PRODUCT IDENTIFICATION: Bidders must clearly identify all products Bid. Brand name, model, and model serial or identification number, where applicable, must be shown. DPA reserves the right to reject any Bid when the product information submitted with the Bid is incomplete.

C.3.2(a) "OR EQUAL": Any product brand name listed in the Specifications as "or equal" or "or equivalent" shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. When the brand name is followed by "or equal" or "or equivalent" other product brands may be offered that are equal to or better than the minimum requirements established by product brand named. Offeror may show cost differences, alternates and options in the space provided in the IFB.

C.3.2(b) DPA DETERMINES, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS "EQUAL." When a product brand is followed by "or equal" or "or equivalent" DPA will decide after Closing whether the product brands offered are equal or equivalent to the product brand name specified in the IFB. When the product brand name is followed by "or approved equal" or "or approved equivalent" DPA will consider timely requests for approval and make its decision concerning alternative brands prior to Closing.

C.3.3 JOINT VENTURES/PARTNERSHIPS: Partnerships and joint ventures shall supply, with Bid submission, the name of the contact person for the partnership or joint venture. Prior to award, joint ventures and partnerships submitting Bids must provide a copy of the joint venture agreement or partnership agreement evidencing authority to Bid and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract.

C.3.4 SUBSTANTIAL COMPIANCE REQUIRED: Incomplete Bids (not in substantial compliance with IFB requirements) cannot be considered, and cannot be supplemented by submissions delivered after Bid Closing. However, DPA may waive minor informalities and irregularities, and may seek clarification of any response that, in its sole discretion, it deems necessary or advisable.

C.4 METHODS OF SEEKING MODIFICATIONS TO IFB PROVISIONS:

Offerors may make email or written inquiries concerning this IFB to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The DPA Contracts and Procurement Unit requires that all inquiries be sent by electronic mail with the IFB number in the subject to larry.ryan@state.co.us .

Response to offerors’ inquiries (if required) will be published as a modification on VSS for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the IFB during the open solicitation period. Offerors should not contact any other State office or individual regarding this IFB or this project. Offerors are responsible for monitoring VSS for publication of modifications to this solicitation.

C.4.1 SCHEDULE OF ACTIVITIES

All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)

1. IFB Notice Published on VSS

November 21, 2014

2. Prospective Bidder Written Inquiry Deadline

December 5, 2014 (1:00 P.M.)

3. Responses to Written Inquiries Published on VSS

December 10, 2014 (estimated)

4. Bid Submission Deadline

December 19, 2014 (3:00 P.M.)

5. Contract Award

TBD

C.5 BID MODIFICATION: Modifications (alterations, deletions/erasures, and additions)made before Bid submission must each be individually initialed in ink by the person signing the Bid. Bids, once submitted, may be modified in writing before Bid Closing. Modifications made after Bid submission shall be prepared on Bidder's letterhead, be signed by an authorized representative, and state that the modifications supersede or modify the identified portions of the prior Bid. Failure to comply with the requirements of this paragraph of Section C.7 shall result in Bid rejection.

C.5.1. Modifications must be submitted in a sealed envelope marked as follows:

Bid Modification

IFB Number; Bid Closing Date; Bid Closing Time

C.5.2 Bidders may not modify Bids after Bid Closing.

C.6 BID SUBMISSION:

C.6.1 NUMBER OF COPIES; SIGNATURE REQUIRED: Bidders shall submit a total of three (3) copies of the Bid. AT LEAST ONE BID SUBMITTED BY BIDDER MUST BEAR AN ORIGINAL SIGNATURE. FAILURE TO SUBMIT A BID BEARING AN ORIGINAL SIGNATURE WILL RESULT IN REJECTION OF THE BID.

C.6.2 SEALED ENVELOPE; ADDRESS AND COVER INFORMATION: Bids shall be submitted in sealed packages or envelopes. To ensure proper identification and handling, all packages and envelopes should be clearly marked as follows:

IFB Number; Bid Closing Date; Bid Closing Time

Colorado Department of Personnel and Administration

Attn: Larry Ryan

1525 Sherman St. 5th floor

Denver, CO 80203

DPA shall not be responsible for the proper handling of any Bid not properly identified, marked and submitted in a timely manner. Only the names of the Bidders shall be read at the bid opening.

C.7 BID WITHDRAWALS:

C.7.1 IN WRITING. Bids may be withdrawn in writing when submitted on Bidder's letterhead, signed by an authorized representative, and received by DPA prior to Bid Closing. Bid withdrawals submitted in writing must be labeled as such and contain the IFB number.

C.7.2. IN PERSON. Bids may also be withdrawn in person before Bid Closing upon presentation of appropriate identification and evidence of authorization to act for Bidder. Signature confirmation of withdrawal may also be required.

C.8 REJECTION OF BIDS:

C.8.1 REJECTION OF ALL BIDS: DPA may reject all Bids for good cause upon its finding that it is in the public interest to do so.

C.8.2 REJECTION OF PARTICULAR BIDS: DPA may reject a particular Bid for any of the reasons listed under Procurement Code R-24-103-202a-7 through R-24-103-202a-10.

C.9 BID EVALUATION CRITERIA: Bids will be evaluated to identify the lowest responsive Bid submitted by a responsible Bidder and not otherwise disqualified..

C.9.1 RESPONSIVENESS: To be considered responsive, the Bid must substantially comply with all requirements of the IFB and all prescribed public solicitation procedures. In making such evaluation, DPA may waive minor informalities and irregularities.

C.9.2 RESPONSIBILITY: Prior to award of a contract, DPA may evaluate whether the apparent successful Bidder meets the applicable standards of responsibility identified in Procurement Code R-24-103-101-01. In doing so, DPA may investigate Bidder and request information in addition to that already required in the IFB, when DPA, at its sole discretion, considers it necessary or advisable.

C.9.3 DISCOUNTS: Cash and/or term discounts may be offered by Bidder in its Bid, and will be binding upon Bidder in the event Bidder is awarded a contract. However, such discounts will not be considered for award purposes unless otherwise specified in the IFB.

C.9.4 RECIPROCAL PREFERENCE: For Bid evaluation purposes only, DPA will add a percent increase to each out-of-state Bidder's Bid price which is equal to the percent preference, if any, given to resident Bidders of the Bidder's state. For example, if the Bidder is from a state that grants a 10 percent preference to local Bidders, DPA will add 10 percent to that Bidder's Bid price.

C.10 PROCESSING OF BIDS: Neither the release of a Bid bond, the return of a Bid, nor acknowledgment that the selection process is complete (whether by posting of a Bid tabulation sheet, issuance of notice of intent to award, or otherwise), shall operate as a representation by DPA that any Bid submitted was complete, sufficient, lawful in any respect, or otherwise in substantial compliance with the IFB requirements.

C.11 WITHDRAWAL BY DPA OF BID ITEMS PRIOR TO AWARD: DPA reserves the right to delete Bid items. The deletion of one or more Bid items will not affect the method of award.

C.12 INTENT-TO-AWARD ANNOUNCEMENT: DPA reserves the right to announce its intent to award prior to formal contract award by posting the tabulation sheet of Bid results on VSS or by letter or fax ("Intent-to-Award Announcement"). The Intent-to-Award Announcement shall serve as notice to all Bidders that DPA intends to make an award.

C.13 Not used this IFB

C.14 Not used this IFB.

C.15 Not used this IFB

C.16 METHOD OF AWARD: This is a single award opportunity. DPA intends to award to the responsive and responsible Bidder that meets all of the requirements and specifications as listed in the IFB submitting the lowest cost.

C.17. TYPE OF CONTRACT. Contract: The successful Bidder will be issued an Operating Lease Contract with DPA. The contract will incorporate this BID, published addenda, and the accepted sections of the response of the successful Bidder. A sample Operating Lease Contract is attached to this bid as Exhibit A.

a. Except as modified herein, the standard State Contract Terms and Conditions and the Contract included in this Invitation for Bid shall govern this procurement and are hereby incorporated by reference. Please note, the Model Contract lists the State’s required legal provisions but does not include the specific scope of work and requirements for this Invitation for Bids.

b. The Bidder is expected to review the Contract and note exceptions. The Bidder, by agreeing to the requirements of the Invitation for Bids, is also agreeing to abide by the terms of the Contract. Unless the Bidder notes exceptions in its proposal, the conditions of the Contract will govern. It may be possible to negotiate some of the wording in the final contract; however, there are many provisions, such as those contained in the Special Provisions that may constitute increased risk to the State and increased costs. Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions. The failure of the Bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception. Therefore, the scope of the requested exceptions is taken into consideration as part of the evaluation.

C.18. TERM OF CONTRACT. The State intends to award a contract(s) for a 48 Month lease term.

a. All lease pricing shall remain firm for the term of the contract.

C. 19. INSURANCE The awarded Vendor will be required to submit a certificate(s) showing insurance coverage as required in the Contract prior to the award of a contract or the commencement of any work.

C.20. VENDOR DISCLOSURE STATEMENT. In compliance with CRS 24-102-206, Contractor Performance Outside the United States or Colorado, the awarded Vendor will be required to disclose information on where services will be performed under the contract by completing and submitting a Disclosure Statement to DPA.

C.21. DOING BUSINESS IN COLORADO. A Vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. This is the link for the Colorado Secretary of State’s website: http://www.sos.state.co.us/. (Recommend going to the “Business Center” section, then opening the “Business Home” page, under the “General Information” section review the FAQs.)

a.

Federal E-Verify and Colorado Department of Labor and Employment Program: Effective May 13, 2008, Contractors who enter into a public contract for services with Colorado State agencies must participate in either the federal E-Verify program, or the newly created Colorado Department of Labor and Employment Program (Department Program). The option to enroll in the new Department Program instead of E-Verify was created by Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and Illegal Alien Laws, 8-17.5-101 and CRS, C.R.S. The awarded Vendor will be required to submit these documents to the State upon request.

b.

Federal Employer Identification Number (F.E.I.N.): Bidders are required to submit their F.E.I.N. prior to contract, or purchase order issuance, or payment from the State of Colorado. The awarded Vendor will be required to submit these documents to the State upon request.

D.1 GENERAL PROVISIONS: (These General Provisions apply to all Bid Items and Categories)

D.1.1 SILENCE OF SPECIFICATIONS: The apparent silence of the specifications as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only materials and workmanship of first quality are to be used.

However, if any omitted specification results in ambiguity as to material characteristics of the Bid item or Category, and inclusion is necessary to enable a reasonable Bidder in the particular industry to properly identify such characteristics, Bidder shall submit a formal request for change. Failure to make such a request is at Bidder's risk, and the Bidder awarded a Contract or Purchase Order shall be required to provide Goods meeting the purchaser's needs with regard to any omitted specification for which change should reasonably have been sought.

D.1.2 ADHERENCE TO THE SPECIFICATIONS: Deviations from any of the Specifications requirements in the IFB may result in Bid rejection. Deviations discovered after purchase shall be corrected at no cost to the State.

D.1.3 NECESSARY COMPONENTS: The Bidder awarded a Contract or Purchase Order shall provide all components, hardware, and parts necessary for proper assembly, installation, and operation, even though certain items may not be specifically described in the IFB specifications.

D.1.4 NEW OR REFURBISHED AS NEW AND UNUSED: All Goods shall be new or refurbished as new, unused, produced from current Standard production components, and shall be delivered ready for use. The use of re-manufactured components in equipment is acceptable. However, all remanufactured components shall carry the same warranty as a new component. Bidders shall list all equipment that includes re-manufacturer components and include a list of the components by name and part number.

D.3 DELIVERY:

Delivery, installation and acceptance of equipment shall be no later than ninety (90) calendar days after the contract becomes effective. Awarded vendor shall be responsible for all costs required for the delivery and installation of equipment. Lease term and warranty period shall start on the date the Delivery and Acceptance certificate (Exhibit C) is signed by the state representative.

E. NOT USED THIS IFB

F. REFERENCES

Offeror must be able to demonstrate the ability to perform according to the terms of this solicitation. Offeror will be required to have experience in providing this type of service to organizations of similar size and complexity. The State may require additional information of the apparent successful Offerors to determine their ability to perform.

Bidder shall have at least two (2) similar installations of the proposed MICR and Cut Sheet Printer solution in a production capacity for more than six months. If equipment bid is less than twelve month old in production, previous models installations are acceptable for references. Bidder shall provide references per Exhibit D, “Reference Information” form and return with the bid.

G. Qualifications

How long has company been in business providing products and services of similar scope?

Response_______________________________________

(Add additional documentation as needed)

H. Company Information

Please include a brief overview of your company, how long have you been in business, number of employees, locations, and any pertinent information.

I. SCOPE OF WORK AND REQUIREMENTS

1.1 Overview

Integrated Document Solutions program (IDS) currently provides the majority of the State’s printing and mail services. IDS’ mission critical work happens from 8:00 PM until 6:00 AM every night. To meet the increasing demands of State customers, IDS is placing a CF Inkjet Solution for the vast majority of work produced by IDS. The equipment bid in this request should complement the organizations “touch and toss” reprint environment with a cut-sheet solution as well as provide a replacement for the two Nuvera 120 MICR presses. All work will be channeled through the Solimar Systems, Inc. ADF solution normalizing the output to a production PDF or Post Script. Proposed equipment should provide a range of capabilities comparable to the existing Xerox Nuvera digital presses.

1.2 Volumes

Expected yearly volume for MICR and Cut Sheet Printers (after internal migration and shop consolidation):

(a) B&W: ten (10) million impressions per year (letter pages).

(b) MICR: three (3) million impressions per year (letter pages).

1.3Hours of Operations

The IDS printing facility operates 7 days per week, 24 hours per day, 365 days per year including holidays, with the 80% of printing occurring from 8:00 PM until 6:00 AM. Weekend print volumes are typically lighter with the exception of the first 7-10 days of every month.

1.4 MIS / Workflow

IDS utilizes Enterprise Print Management Solutions (EPMS) MIS system to prepare production information of job requests. EPMS is also capable of being used for some integration of output data back from production devices using JDF/JMF protocols. Equipment must be capable of processing .pdf and Post Script files at a minimum.

1.4 Scope of Work

The vendor shall provide an Operating Lease or Rental solution for both standard toner-based and MICR based printers.

The vendor awarded a contract as a result of this solicitation shall be responsible for coordinating the removal of the State’s existing equipment and the installation of the new or refurbished as new digital printing equipment with IDS operations managers and Xerox Corporation. If any bidder currently has any equipment located at IDS and intends to refurbish the equipment for this bid, those units MUST be physically removed from IDS and refurbished at an authorized service center of the bidder. During this transaction it is critical that all operations for the various State agencies are impacted minimally while providing the means for work to continue. It is expected that the removal and installation process should not exceed two (2) weeks. The vendor shall identify a specific timeline for the transition process including a project plan for both vendor responsibilities as well as any responsibilities the State will be charged with such as power and venting requirements, etc.

The awarded vendor shall provide complete training as defined in the solicitation requirements for the new equipment to State staff and shall work with the various State agency managers to ensure that staff training does not exceed a two week time period and complete.

1.5 Mandatory Minimum Requirements

The vendor shall provide the following:

A. Print Technology Requirements

(1) Equipment bid shall be capable of printing 120 printed sides per minute.

(2) Print at rated speed in duplex mode for black and white printing.

(3) Store print-ready files with embedded job instructions in one file.

(4) Scan, store, edit and print black and white and color print-ready encapsulated files using one common repository.

(5) Provide a solution enabling the equipment to accept variable data printing.

(6) Create virtual print queues supporting individual print locations.

(7) Equipment utilized by IDS must be compatible with software provided by Rochester Software Associates (RSA). RSA provides multiple solutions including QDirect and MPRINT. The RSA software converts mainframe data streams into postscript currently using a Xerox based DJDEs. Equipment bid shall be compatible with the RSA software used by IDS.

(8) Provide a MICR solution for printing approximately 250,000 impressions per month. For redundancy, IDS requires two independent machines capable of MICR.

(9) Produce mix-plexed jobs by programming the functions at the print controller.

(10) Provide automatic image segmentation that detects the difference between halftones, line-art, and photographs; and will automatically apply the correct image quality parameters to ensure the optimal print quality.

(11) Provide continuous printing with no interruption while loading and unloading the printer.

(12) Provide page exception programming at the print controller.

(13) Print on mixed media such as different stocks, tabs and covers in the same job for color printing.

(14) Print oversized stock up-to 12” x 18”.

(15) Print on at least 100# cover both in simplex and duplex modes.

(16) Provide a scanning solution.

(17) Provide 100% accurate duplexed registration for black and white reproduction.

(18) Provide proof and job interrupt capabilities for black and white printing.

(19) Provide ability to enable the operator to backspace and reprint during job printing.

B. Maintenance Service Requirements

(1) IDS requires complete twenty-four (24) hour, seven (7) days per week, three hundred and sixty-five (365) days per year (to include LEAP year) maintenance support. Vendor to provide detailed information with the bid response.

(2) The vendor shall provide the following maintenance service requirements to be incorporated into the maintenance plan:

(3) A thirty (30) minute call back window for all service calls from the State.

(4) A three (3) hour service window ensuring that a repair technician shall be on site ready to provide necessary services within three (3) hours of receipt of the State’s service call.

(5) Provide a service level agreement to include a service level escalation process. Vendor to provide detailed information with the bid response.

(6) The vendor shall provide preventive maintenance on a published, regularly scheduled basis. Vendor to provide detailed information with the bid response.

(7) Provide local maintenance service from their company’s service organization for all proposed systems. Vendor shall not utilize third party maintenance and service.

(8) The vendor maintenance staff shall be certified and licensed by the vendor.

(9) The maintenance staff shall provide a history of service calls and repairs for each month by the 10th of the subsequent month. The history shall include date of service to include preventive maintenance, time of placement of any service calls and subsequent time of arrival at the site by the technician, the technician name, problem identified and resolution of the problem.

(10) Parts Cabinet to be co-located with the equipment for frequently needed parts

C. Maintenance Plan Requirements:

(1) The maintenance plan shall incorporate all service requirements as stated in B. Maintenance Service Requirements.

(2) The vendor shall quote one annual price for the maintenance plan to be based on the State’s projected impressions as stated in 1.2 Volumes.

(3) The annual maintenance price shall be fixed for the term of the agreement.

(4) The maintenance plan shall include replacement parts and all consumable supplies with the exception of paper and stock, at no additional cost to the State. Consumable supplies shall include but not be limited to toner, photo receptor belts, and rollers at no additional cost to the State.

(5) The State shall pay no cost for maintenance and repair services other than the awarded price for maintenance services.

D. Information Technology Requirements

(1) Connect all printer locations into an existing single secured network environment.

(2) Provide service and software support for installation and on-going local support for future application development to be included in total price bid.

(3) Provide a minimum of two (2) systems software analysts for the local support of proposed equipment and software.

(4) Provide an environment compatible with State, Federal, IRS and HIPAA security requirements with regards to permanent deletion of files once they have been printed.

1.6 Document Services Plan required with bid response

The bidder shall submit with their bid a detailed overall plan of how they will provide printing equipment and services to IDS. The bidder shall describe how they will meet all requirements listed in Section 1 Scope of Work and Requirements The vendor shall also provide the following information with the bid response:

(1) The number of base impressions per month if included with maintenance

(2) Method to determine overage cost including rate if overage costs are included

(3) Intervals between preventative maintenance in impressions – detailed maintenance plan and schedule

(4) Detail any pooled impressions if applicable

(5) Complete Click/Impression rate including any up-charge for oversize sheets.

(6) Identify all file types that printers will support

(7) Identify the power requirement including recommended universal power supply (UPS)

(8) Identify ventilation specifications, whether recommended or required.

(9) Identify any environmental controls required include HVAC and humidity controls.

(10) If remote access is required, vendor to identify requirements and protocol.

(11) Describe any other special services and features that exceed the requirements of this solicitation and provide, at no additional cost to the State, added value to the State.

1.7 Equipment

(1) The bidder’s response shall include, at a minimum, a description of equipment the vendor is recommending to be placed at the IDS- Denver location and a detailed description of each piece of equipment’s capabilities.

1.8 Training

(1) The vendor shall provide training to State staff for simple repairs and maintenance. The State shall require up to six (6) State employees to be trained on site.

(2) Rates for the specified initial training shall be included lease cost

(3) Bidders are requested to state the hourly price for training up to six (6) employees following the initial installation when staffing changes occur and training new staff becomes necessary $_______________ per hour.

1.9 Billing and Invoicing

(1) Vendor to provide a detailed explanation of the billing process to include maintenance and consumables with the bid response. Vendor to provide an explanation of the process for resolution of any billing discrepancies with the bid response.

(2) Vendor to provide a description of their standard billing cycle including the process for collecting data to complete each invoice period with the bid response.

(3) The State runs on a monthly cycle, 1st day to last day. Meter reads for each month shall be provided to the vendor by the State on the 1st business day of the subsequent month. Monthly invoices shall to be provided to IDS by the vendor no later than the 10th calendar day of each subsequent month.

(4) Invoices shall itemize costs for each printer

1.10 Delivery and Installation

Delivery of the awarded equipment must be made to the State of Colorado no later than ninety (90) calendar days after the contract becomes effective. Detailed proposed installation and training plans and schedules will be submitted as part of the bidder’s response. Installation and training will occur according to a mutually agreed upon schedule and plan between the State (IDS) and the awarded vendor. Acceptance of the installed equipment will occur when all components of the system are working; a mutually agreed upon acceptance test has been satisfactorily completed and designated State staff have completed and signed the State provided Delivery and Acceptance Certificate.

NOTE* The State would prefer that both Units bid have interchangeable MICR and non-MICR toner units. If a bidder does not supply Units with interchangeable toner units, the bidder is required to bid two (two) MICR Units and one (1) non-MICR Unit in order to meet the State’s requirements in this bid. If a bidder is required to bid in this manner, the total operating lease costs for all three units will be used in the award determination in comparison to any bidder that bids two Units with interchangeable MICR and non-MICR toner units.

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