ITB0000042.pdf

INVITATION TO QUOTE (ITQ)

Page 1 of 5 Rev. 1.13.26 – V. 26-1 ITQ No. ITB0000042

PART I. ITQ OVERVIEW AND GENERAL TERMS AND CONDITIONS

A. Information

Event No.: ITB0000042 Event Title: Multifunctional Devices Spot Market Quote This ITQ is issued pursuant to Miami-Dade County Pool of Prequalified Vendors No. and Title:

RTQ-01710 – Multifunctional Devices

Dade County Pool of Prequalified Vendors No. and Title.:

RTQ-01710 – Multifunctional Devices

Bids are to be submitted electronically through a secure mailbox via the Integrated Financial Resources Management System (INFORMS) (https://supplier.miamidade.gov) until the date and time indicated in the INFORMS Solicitation End Date published in INFORMS and in this Solicitation document. It is the sole responsibility of the Bidder to ensure that its Bid is in INFORMS before the Solicitation deadline. There is no cost to the Bidder to submit a Bid for a Miami-Dade County Solicitation via INFORMS. Electronic submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files.

For information concerning this Solicitation, use the question/answer feature provided within the Solicitation by INFORMS at https://supplier.miamidade.gov. Questions of a material nature must be received prior to the date and time of the INFORMS Solicitation Question & Answer End Date specified in the Solicitation. Material changes, if any, to the Solicitation will be made only by written addendum. (See Mandatory Online Forms and Addendum Acknowledgement section of INFORMS site).

Bidders must allow sufficient time to complete online forms and upload all Bid documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process and the submission will be considered late and will not be accepted.

No part of a Bid can be submitted via hardcopy, email, or fax.

If you submit your bid and subsequently an Addendum is issued, failure to submit the bid again by clicking on the “Submit Bid” button, after acknowledging Addenda or editing your bid in INFORMS will result in your bid not being received by the County.

Recorded eSupplier Workshop https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

County Department: Office of the Inspector General

Department Contact: Adria Dilme-Bejel Email: Adria.Dilme-Bejel@miamidade.gov

Delivery/Service Address: 601 NW 1 Court, 22nd Floor, Miami, Florida 33136

Delivery/Service Required: within 30 calendar days from receipt of Purchase Order (PO)

Method of Award:

Award of this Contract will be made to the lowest responsive and responsible Bidder.

☒ in the aggregate for all items listed in this ITQ. If a Bidder fails to submit an offer for all items, its offer may be rejected.

☐ on an item-by-item basis.

☐ on a group-by-group basis.

https://supplier.miamidade.gov/ https://supplier.miamidade.gov/ https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

Page 2 of 5 Rev. 1.13.26 – V. 26-1

B. Instruction to All Bidders

1. Section 1, General Terms and Conditions of Miami-Dade County (County) shall apply to all resultant Contracts from this

ITQ. This Section is available on demand at the County’s Strategic Procurement Department’s (SPD) webpage:

general-terms-and-conditions-r26-1.pdf

General Terms and Conditions of Section 1 are non-negotiable.

2. Pursuant to Section 2-11.1 (t) of the Code of Miami-Dade County, as amended, a “Cone of Silence” is imposed upon issuance of this ITQ after advertisement and terminates at the time a written recommendation is issued.

PART II. ADDITIONAL TERMS

1. Term of Contract

This Contract shall commence on the first calendar day of the month succeeding approval of the Contract by the County Mayor or designee, unless otherwise stipulated in the Purchase Order issued by the County Department and shall remain in effect until such time as the goods are delivered and/or services are completed. The term of this Contract shall be three years.

2. Pricing Prices shall be inclusive of the cost of the monthly lease for the multifunctional devices, all required maintenance services to include but not be limited to preventative maintenance, parts, labor, and associated toner, and the pooled copy volumes. Prices shall remain fixed and firm for the duration of this contract.

3. Small Business Enterprise (SBE) Measures A Small Business Enterprise (SBE) Bid Preference will apply to all items in this ITQ (see Section 1, Paragraph 1.45).

Small Business Enterprise firms must be certified by Miami-Dade County Small Business Development by the bid submission deadline and remain certified, at the time of award and throughout the duration of the Contract. For more information, please visit http://www.miamidade.gov/smallbusiness/certification-programs.asp

☐ Other (specify): _________________________

Award of Contracts over $5,000,000 In accordance with Section 2-8.1(b)(5) of the Code of Miami-Dade County, as amended by Ordinance 23-28, any contract award for goods and services exceeding $5,000,000 under this prequalification pool is subject to ratification by the Board of County Commissioners (Board). Any contract award not ratified by the Board, and such legislative action becomes final, the contract shall be deemed terminated. In such event, the Awarded Bidder may be eligible for reasonable costs incurred prior to the notice of termination.

Miami-Dade Aviation Department only: Award of a contract under a prequal pool that is over $1.5 million would be subject to Board ratification.

https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-1.pdf

Page 3 of 5 Rev. 1.13.26 – V. 26-1

PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

1. Background/Purpose The purpose of this Invitation to Quote (ITQ) is to obtain quotes for the lease of multifunctional devices and maintenance services.

2. Detailed Description of the Intended Results or Deliverables The Strategic Procurement Department (SPD) wishes to enter into a thirty-six (36) month, Fair Market Value (FMV) lease for multiple multi-functional devices as further defined below. SPD requires delivery of the equipment within 15 days of issuance of the Purchase Order and will require the Awarded Bidder to deliver, install, train staff on, and maintain the leased equipment in the location listed below throughout the lease term.

The Awarded Bidder shall be required to configure all leased multifunctional devices to auto-submit meter reads and services calls remotely. All copy allowances are to be pooled amongst the various copier brands. Lease prices shall include Service and Supplies (i.e. Parts, Labor, Toner, Staples, etc.) except paper.

3. Schedule, Time Period

A. SERVICE HOURS AND SUBMISSION METHODS

The Awarded Bidder shall perform full-service support for all leased equipment during normal business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m. EST).

i) Additional Coverage – The Awarded Bidder may offer optional additional coverage periods for the servicing of equipment outside of normal business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m. EST) and may charge an additional monthly base charge for such coverage. All additional charges for calls outside of normal business hours shall be quoted at the time of the Spot Market Quote and mutually agreed upon between the Awarded Bidder and the County.

ii) Service Requests – The Awarded Bidder shall provide a toll-free number, local number, fax number, e-mail address, internet address and any electronic automated method for the County to place service calls during normal business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m. EST) and any additional coverage period.

iii) Electronic Meter Readings – The Awarded Bidder shall provide an electronic method for providing periodic meter readings. These electronic methods may include online submission and/or automated electronic submission to be performed by the equipment in place via an available network connection if approved by the County. The County shall be provided access to view the reported meter readings.

B. SERVICE CALLS AND TIMELINESS OF SERVICE

The Awarded Bidder shall acknowledge service calls via phone, on-site service call or e-mail within one hour of the placement of a service call. The Awarded Bidder shall maintain a response time (call back acknowledgement) of no more than one (1) hour. After receipt of a service call by the County, the Awarded Bidder shall have a technician on-site no more than four (4) hours from the initial service call by the County (Monday through Friday, 8:00 a.m. – 5:00 p.m. EST). Response times for call-back acknowledgement and on-site arrival during periods outside of normal business hours shall be quoted at the time of the Spot Market Quote.

Page 4 of 5 Rev. 1.13.26 – V. 26-1

New orders for equipment must be installed (including software) by the Awarded Bidder within thirty (30) calendar days of order placement. Additional installation time may be allowed at the sole discretion of the County. The Awarded Bidders shall comply with the Service Level Agreement included as Attachment A.

4. Security Requirements

• Provide central administration, patching, and configuration management;

• Provide support for certificates issued from an internal Certificate Authority;

• Provide ability to lockdown or disable insecure ports by default;

• Provide Multi-Function Printers (MFPs) with use of encrypted hard drives;

Secure Sockets Layer (SSL)/ Transport Layer Security(TLS) Server supports TLSv1.2 or higher

• Disable the use of TLSv1.0 protocol in favor of a cryptographically stronger protocol such as TLSv1.2 Provide SSL Server with SSLv2 and SSLv3 disabled

• Disable the SSL 2.0 and 3.0 protocols in the client and in the server

• Provide End of Life (EOL)/Obsolete Software: Simple Network Management Protocol (SNMP) Protocol Versions

• Disable or remove SNMPv1/2c authentication. Use SNMP version 3 authentication

• Avoid use of Remote Management Service Accepting Unencrypted Credentials o Services like Telnet, File Transfer Protocol (FTP), HyperText Transfer Protocol (HTTP) with basic authentication are checked. Services like FTP are also checked o Use alternate services that provide encryption such as Secure File Transfer Protocol (SFTP) and

HTTPS. Using strong cryptography, renders all authentication credentials (such as passwords/phrases) unreadable during transmission

• Manage Readable SNMP Information o Prevent Unauthorized users from reading SNMP information due to an insecure access password o Disable unauthenticated, public SNMPv2 access and enable SNMPv3

• Manage Writeable SNMP Information o If SNMP access is not required on this system, then disallow it. Otherwise, use a secure un-guessable "community name", and restrict the hosts that talk SNMP with your system to a defined list of IP addresses

• Provide Web Server capability to use encrypted Form Based Authentication o Ensure that data sent via HyperText Markup Language (HTML) login forms is encrypted before being sent from the client to the host.

• Provide 802.1X Authentication o Provide support for Transport Layer Security (TLS) protocol o Support High encryption strength

• Support for SMB (Server Message Block) signing

• Support for Lightweight Directory Access Protocol (LDAP) authentication

• Security Logging should be enabled for auditing purposes.

• Optical Character Recognition

All electronic information and licensed software must be properly removed when disposing of electronic devices with hard devices. Media containing County data (in electronic or printed form) should be disposed of in accordance with the written documentation maintained by the business owner or system administrator. Business owners shall ensure the sanitization or

Page 5 of 5 Rev. 1.13.26 – V. 26-1 destruction is witnessed or carried out by authorized personnel. If a written procedure is not maintained by the business owner on media disposal, the National Institute of Standards and Technology (NIST) Guidelines for Media Sanitization (NIST Special Publication 800-88) available at http://csrc.nist.gov/publications/PubsSPs.html must be followed.

5. Equipment

The Awarded Bidder shall provide multifunctional devices with an Energy Star certification, if available. If unavailable, the device shall be either a Federal Energy Management Program (FEMP) designated energy-efficient device or the most energy efficient product available.

The multifunctional devices purchased shall have duplexing capabilities and shall be compatible with the use of recycled content and remanufactured products.

The Awarded Bidder shall provide equipment meeting the specifications below:

Quantity Description Device Speed Monthly Allowance Per Device

Multifunctional Black and White Device with print, fax, and color scanning capabilities, inclusive of the following options:

• 50 sheet finisher with stapler and three hole punch

• 3 paper drawers for letter, legal, and 11 x 17 with large capacity tray

Multifunctional Device shall be capable of performing the following:

• Sorting

• Copy double-sided

• Print double-sided

• Color scan double-sided to e-mail or to a Shared Drive

Ethernet connectivity required and OCR software.

90 PPM 14,000

Black and White Copies __________

6,000 Color Copies __________________

Black and White Overage ___________

Color Overage_______________