ITB008440_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Digital Color Printer

CONTRACT No.: ITB008440

CONTRACT ID: 8440

EFFECTIVE DATES: 10/10/22 to 08/31/25

SUPPLIER: Gordon Flesch Company, Inc.

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000004770. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Contract.

This Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed thirty-six (36) months unless the Contracting Agency determines that additional renewal is necessary.

This Contract is available to Department of Administrative Services, State Printing and Mail Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

1 - SPECIFICATIONS AND REQUIREMENTS

1. SCOPE:

This Invitation to Bid is issued to provide a production digital color CMYK printer to the Department of Administrative Services, State Printing and Mail Services.

2. SPECIFICATIONS:

2.1 - The following specifications represent minimum acceptable functions and features of Bid Item 1_1 - Production Digital Color CMYK Printer:

2.1.1 - Minimum print speed of 100 copies per minute.

2.1.2 - Premium graphic arts package with color management software.

2.1.3 - Ability to print tabs and NCR.

2.1.4 - Ability to print 13” by 19” paper.

2.1.5 - Air assist and vacuum feed if available. Air assist with friction is acceptable.

2.1.6 - High capacity internal stacker with a minimum capacity of 4,000 sheets and high capacity external stackers with a minimum capacity of 1,500 sheets. *

2.1.7 - Volumes of up to 500,000 prints per month.

2.1.8 - Compatibility with FIERY.

2.1.9 - FIERY Impose software.

2.1.10 - FIERY Jobmaster software.

2.1.11 - Multiple staple options including but not limited to: Standard; Side Stitch; Saddle Stitch

2.1.12 - 4:1 round die punch.

2.1.13 - Perfect binder.

2.1.14 - Multiple folding options.

2.1.15 – Registration control, front to back.

2.1.16 – Booklet maker that can accommodate 12” by 18” paper

2.1.16.1 Three-knife trimmer shall be included in the bid price.

2.1.16.2 Square fold option shall be included in bid price.

2.1.16.3 Scoring/Creasing option shall be included in the bid price.

* Denotes change to specification 2.1.6 to reflect an update to capacity specifications, effective 08/10/22.

2.2 – Bid price for Bid Item 1_1 - Production Digital Color CMYK Printer shall include sixty (60) months of maintenance and service for Premium Graphic Arts Package, Impose, and Jobmaster software.

2.3 – Bid price for Bid Item 1_1 – Production Digital CMYK Printer shall include delivery, installation, and training.

2.4 – Bid Price for Bid Item 1_2_1 – Monthly Base Charge shall include cost of as-needed and preventative maintenance.

2.5 – Bid Price for Bid Item 1_3_1 – Cost per Impression – Black & White shall include all toner and ink costs associated with black & white impressions.

2.6 -- Bid Price for Bid Item 1_4_1 – Cost per Impression – Color shall include all toner and ink costs associated with color impressions.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 4/19/22) will apply to this Contract.

3 - SPECIAL CONTRACT TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - DELIVERY

Supplies will be delivered to the participating agency within twenty-one (21) days after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency.

Delivery location will be Lazarus Copy Center, 50 West Town Street, Front Street Level, Suite 400, Columbus, Ohio 43215.

This location has proper dock accessibility and freight elevators with a maximum weight limit of 5,000 pounds. Listed below are the entrance openings measurements to our production floor. You can schedule a full walk through by appointment with Van Hylton at 614.752.0466.

Freight elevator dimensions: doors fully opened = 15’ wide x 9’ deep Doorway from freight elevator lobby to hallway = 55” inches wide x 82” high Copy Center entrance = 70.5” wide x 82” tall

3.3 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

https://procure.ohio.gov/pdf/Standard_T_C_041922.pdf

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.2 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will multiply the estimated annual usage figures by the bid price for Bid Item 1_2_1; Bid Item 1_3_1; and Bid Item 1_4_1. The State will then add the bid price for Bid Item 1_1 to the total bid amounts for Bid Item 1_2_1; Bid Item 1_3_1; and Bid Item 1_4_1 to arrive at a total.

5.3 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiply the estimated annual usage figures by the bid price for Bid Item 1_2_1; Bid Item 1_3_1; and Bid Item 1_4_1 and adding the bid price of Bid Item 1_1.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf