Lease_of_High-Volume_Digital_Color_Production_Press_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0158

LEASE OF HIGH-VOLUME DIGITAL COLOR

PRODUCTION PRESS

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: January 16, 2026

DEADLINE FOR QUESTIONS: February 6, 2026

RESPONSE DEADLINE: February 25, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0158

Lease of High-Volume Digital Color Production Press

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Request For Proposal - Goods and Services #RFP 26-0158 Title: Lease of High-Volume Digital Color Production Press

1. Introduction

1.1. Contact Information

Rosanne Emerick

Finance Central Procurement

Email: rosanne.emerick@phoenix.gov

Phone: (602) 262-1659

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Rosanne Emerick) at (602) 262-1659/Voice or 711/TTY, or rosanne.emerick@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: January 16, 2026

Pre-Offer Conference (Non-Mandatory): January 27, 2026, 10:00am

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Meeting number (access code): 2341 594

Meeting password: kTDgxgcV826

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Written Inquiries Due Date: February 6, 2026, 10:00am

Offer Due Date: February 25, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8653ba9e3bc67cab0d75d42379818a45 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8653ba9e3bc67cab0d75d42379818a45 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8653ba9e3bc67cab0d75d42379818a45 mailto:23415947300@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for a leased high-volume digital color production press for a five (5) year term commencing on or about June 15, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by

City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/213178. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/213178

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/213178. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/213178 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/portal/phoenix/projects/213178 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/213178

2.14. Pre-Award Qualifications & Experience

Years - Offeror must have been in operation a minimum of three years. The Offeror’s normal business activity during the past three years will have been for providing the goods or services in this solicitation.

References - Offeror shall furnish a minimum of three firms or government organizations of similar size for which the Contractor is currently, or recently, provided services indicated in the

Scope of Work. The following must be included:

• Client / agency name and address

• Current contract information (name, title, phone number, and email)

• Project information for new installations completed for each reference submitted

Firm & Key Personnel - Offeror shall provide the the following documentation regarding their firm:

• Official corporate or agency name

• Date established

• Number of employees

• Offeror contact information including:

o Name, title, telephone number, email, mailing address

• Offeror's company history, experience, and qualifications providing services and equipment as indicated in the Scope of Work.

• Offeror must provide an organization chart of the proposed project team including key personnel who may be assigned to the City's project.

o Resumes for proposed key personnel must be included.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.22. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.23. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.24. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.25. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.26. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.27. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Overview

The City of Phoenix, City Clerk Department is seeking proposal(s) from qualified companies to provide and set-up one (1) Leased Digital Color Production Press with accessories, in accordance with the provisions, terms, conditions, and specifications of this Request for

Proposal (RFP).

3.2. General Requirements

Contractor shall provide:

A. Complete installation of equipment, including network support during installation, at no additional cost to the City.

B. Updates and upgrades to the software and hardware technology at no additional charge to the City for the life of the lease as part of the maintenance services in the lease agreement.

C. A lease agreement that includes full-service maintenance and complete systems training for three City staff operators including network training at no additional cost.

D. Offeror must own or have assured access to (through hire, lease, purchase agreement, availability of manufacturing equipment, or other means) all items or equipment included in the offeror’s proposal in full working order, and must attest that, based on known commitment, they will be available for use in the proposed contract.

3.3. Publishing System Requirements

The City Clerk Department’s Digital Color Production Press solution must meet the minimum requirements specified below in order to utilize the technology in which the department has already invested (Xerox Nuvera 200 Digital Monochrome Production Printer, both of which utilize Xerox Freeflow / DocuSP software). In order to be compatible with the City’s current infrastructure, the solution must meet the following requirements:

A. Equipment must have the ability to print at production/rated speed of at least 120 pages per minute or faster on 8.5 x 11, 4/0 on stocks up to 350 gsm.

B. Equipment must be factory new – NO refurbished or remanufactured equipment will be considered.

C. Equipment must have the capability to print at least 300,000 (A4) 4/0, 4 color impressions per month for a minimum of 5 years.

D. Equipment must have the capability to print an additional 100K 1/0 monochrome only

(A4) impressions per month for a minimum of 5 years.

E. Equipment must have the ability to handle maximum sheet size of at least 13” x 19”.

F. Equipment must be able to print at least 1 mm or 2 mm on at least 2 sides of the sheet.

G. Equipment must have an in-line built in spectrophotometer or densitometer based calibration system.

H. Must have an output (stacker) module that provides collation in offset stacked delivery with a minimum capacity of 2,000 sheets, 80 lb/120gsm coated stock.

I. Minimum of one (1) high capacity stacker and an output tray for easy access for short runs or proofs.

J. Equipment must use a high definition linearization process for calibration. The system may not use a gray scale calibration method.

K. Equipment must include a fully automated color calibration and adjustment system with in-line Densitometer or Spectrophotometer to ensure color quality and consistency.

L. Equipment must have closed loop controls for streak or image defect detection with auto correction.

M. Equipment must support in-line advance color profiling of the press utilizing the in-line spectrophotometer or densitometer and automatically map to industry standards, GRACoL ISO or a custom created color space.

N. Equipment must be able to read Pantone colors using the in-line spectrophotometer or densitometer and automatically adjust the press to produce Pantone colors with specified Delta E values and/or match critical Pantone PMS and GOE colors.

O. Equipment must have the ability to automatically detect color and monochrome pages in a document and print these documents with the correct color settings and correct billing meter (color versus monochrome prints).

P. Equipment must have the capability for remote diagnostics (monitored remotely).

Q. Equipment must be able to calibrate itself during long production runs for color consistency.

R. At least 70% to 90% of the components of the equipment must be recyclable or re-manufacturable.

S. At least 70%, by weight of the waste generated by the equipment, must be returned, reused or can be recycled.

T. The ink or toner used within the equipment must be Volatile Organic Compound (VOC) free toner or Environmentally friendly liquid ink.

U. Equipment must not require the use of hazardous materials and/or chemicals in the production or maintenance processes.

V. Use of the equipment cannot require HAZMAT training or facilities.

W. Equipment must have a minimum of 4 feeder modules with capacity of at least 1500 sheets on at least 2 feeders for handling multiple paper stocks within a job.

X. Equipment must have the ability to run stocks between 60 gsm to 350 gsm and run all media regardless of weight, or substrate type at rated speed of the machine.

Y. Equipment must have the ability to support coated, uncoated, text, cover, bond, transparencies, clings, labels, polyester, metallics, synthetics, textured (up to 14 mil) and magnets.

Z. Equipment must allow loading of toner and paper while digital press in printing.

3.4. Digital Workflow Solution Requirements

The proposed solution shall meet the following digital workflow solution requirements:

A. Digital front end server must be able to forward jobs to and accept jobs from existing

Xerox FreeFlow Print Servers / DocuSP workflow with full job integrity.

B. The equipment must have a RASTER Image Processor (RIP) and/or a workflow solution to allow changes and edit jobs, color management capability and support Postscript, PDF, TIFF, EPS, IPDS, ASCII, XML and other variable data languages.

C. The equipment must have the capability to process flat file variable data and imprint it in the form of alphanumeric text and bar codes. Must be able to support PPML/VDX, PDF/VT and optimized PDF output file output for all variable data printing (VDP) jobs.

D. Must support digital data and printing (Adobe Postscript level 1, 2, or 3, PDF 1.8 /

Acrobat files, TIFF, native and multi-page, PCL5c, PCL5e), Adobe Acrobat 10 or newer, Adobe Print Engine 2.0 or newer.

E. Front end solution must be able to accept jobs from any applications on PC, MAC and other OS platforms.

F. Must automatically export accounting files that contain all accounting data from the digital color press (i.e. impression counts, job mix, start/stop times and all other related job accounting information), as well as produce reports necessary to charge customers.

G. Must proof jobs without stopping jobs in production mode.

H. The digital press must be able to produce screens from 150 lpi and up to 200 lpi stochastic, classic, staccato and other screens (when applicable) all utilizing 256 gray levels.

I. Capable of printing resolutions of 600 dpi, 8-bit depth resolution. Must provide built-in intelligence to support continuous, automatic color calibration and adjustment to ensure color consistency and accurate registration.

J. Capability of 256-level tone reproduction curves for each color separation.

K. Capability to meter color impressions and black and white impressions separately.

3.5. Full-Service Maintenance

The proposed solution shall meet the following full-service maintenance requirements:

A. Contractor shall provide full-service maintenance, as part of the lease agreement, at no additional charge, between the regular business hours of 8 a.m. – 5 p.m., Monday through Friday.

B. Response to calls for maintenance shall require a call back within one (1) hour after initial service has been placed. A qualified technician shall be physically present at the equipment location no later than four (4) hours after the trouble ticket is generated unless the service call was placed after 1 pm, in which a service technician can be present the next business day at 8 am.

C. Must have escalation procedure process for unresolved software and hardware issues.

D. Full service maintenance plan must include ALL parts, labor and expendable supplies

(excluding paper). Supplies included shall be at a minimum: all equipment replaceable / serviceable parts including but not limited to: toner, developer, oil, grids and wires, belts, blankets, plates, etc.

E. Price will include 150,000 (all printed sizes up to 12” x 18”) monthly color impressions.

Impressions made in excess of the 15 0,000-impression allowance shall be quoted and billed as a separate line item on the statement at the agreed to price. Any impressions larger than 12” x 18” will be billed as a separate line item as well.

F. Black and White impressions shall not be included in the 150,000 total, and shall be quoted and billed as a separate line item on the statement at the agreed to price.

G. All pricing must include shipping, delivery, complete installation, implementation, on-going monthly service costs, impression costs, all supplies (excluding paper), all parts and service calls necessary to support the equipment, all shipping costs of supplies and parts for ongoing support.

3.6. Training

The Contractor shall:

A. Provide complete system training to include operator and pre- press training for three

City staff.

B. Provide all startup assistance and network training at no cost to the City.

C. Ensure ALL training will be take place at the City - Printing and Design Services facility.

No deviations, substitutions, or alternate locations will be allowed.

D. Include a proposed project schedule to outline City employee training.

3.7. System Testing - Post Award

The Contractor shall:

A. Allow the City to test the Digital Color Production Press, once it is implemented and fully functional, to ensure the equipment is operational and integrates properly with other systems and equipment.

B. Include a proposed project schedule and description of testing approach to ensure operational capabilities and system/ equipment integration.

3.8. Deliverables

The proposed solution shall provide the following deliverables:

A. A complete turnkey Digital Color Production Press that is installed, set-up, and functions in the manner designed to perform under the City of Phoenix conditions and environment as described in this scope of work.

B. City staff training provided by the Contractor.

C. All software, capabilities, configurations, equipment, maintenance and miscellaneous accessories properly designed and engineered for the specifications indicated herein.

D. All fabrication, assembly and techniques provided result in a finished unit consistent with, or that exceeds, common industry standards.

3.9. System Support Requirements

The proposed solution shall meet the following system support requirements:

A. Contractor shall respond to questions or requests via email for maintenance and repairs within 24 hours or 1 day after a verbal request by the City.

B. Emails or phone calls from the City deemed to be an emergency will be responded to within 4 hours upon receipt of the City’s email or phone call to Contractor.

C. Warranty work requirements shall be performed by a technician on-site with a guaranteed response time of 24 hours, seven days a week, 24 hours per day.

D. City acceptance will be determined by the date of actual installation and start-up.

3.10. City Business Hours

• System Support Requirement, Section 3.9, applies. The Contractor shall note that any issues not covered under System Support Requirements will be addressed during the

City's regular business hours, during which the Contractor is also expected to be available.

• City business hours are defined as 8:00 a.m. to 5:00 p.m. (Mountain Standard Time) during regular business days and excluding City holidays (Non-City Business Hours:

5:01 p.m. to 7:59 a.m. non-regular business days and City Holidays).

3.11. Financing and Lease Agreement

A. The Offeror shall provide financing for the Digital Production Press through a lease agreement executed directly with the City. Assignment or delegation to third-party lenders, brokers, or any other financing entities is prohibited without The City's prior written consent.

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach

Evaluation of Method of

Approach will be based on the Offeror’s demonstrated ability to meet the City’s equipment requirements, implementation, and training. This demonstrates the ability to begin functioning quickly, ensure productivity, and remain in optimal working condition throughout the lease term.

• Describe your proposed implementation plan and timeline.

How will you ensure the equipment is fully operational by

June 15, 2026?

o Reference:

Section 3.2 –

General

Requirements

, (A-D)

• Please confirm that your full-service maintenance plan includes all parts, labor, and expendable supplies

(excluding paper).

o Reference:

Section 3.2, General

Requirements

, (A-C)

• What steps will you take to ensure compatibility with the City’s existing

Xerox FreeFlow /

DocuSP infrastructure?

Points Based 350 (35% of Total) o Reference:

Section 3.3 –

Publishing

System

Requirements

, (A-Z)

• Describe your remote diagnostics capabilities. How do you monitor equipment performance and proactively address issues?

o Reference:

Section 3.3

- Publishing

System

Requirements

, (P)

• How will you ensure a technician is on-site within four (4) hours of a trouble ticket being generated, or by 8 a.m. the next business day if the call is placed after

1 p.m.?

o Reference:

Section 3.5 -

Full-Service

Maintenance, (B)

• What is your escalation process for unresolved software and hardware issues?

o Reference:

Section 3.5 -

Full-Service

Maintenance, (C)

• How will you ensure training is tailored to the

City’s operational needs and conducted on-site at the City’s facility?

o Reference:

Section 3.6

- Training, (A

& C)

• What is your process for warranty work and system testing post-installation?

o Reference:

Sections 3.7

- System

Testing, (A ) and 3.9 –

System

Support

Requirements

, (A-B)

2. Capabilities - Hardware &

Software

This criterion evaluates the offeror’s proposed hardware and software solutions to ensure they meet the functional, technical, and operational requirements of the solicitation.

• Describe the sheet size capabilities and media handling range

(e.g., 13” x 19”, 60–350 gsm, coated/uncoated, synthetics).

o Reference:

Section 3.3 –

Publishing

System

Requirements

, (C & E)

• Explain how the equipment handles color calibration, including spectrophotometer

/densitometer integration and

Pantone matching.

o Reference:

Section 3.3 –

Publishing

System

Requirements

, (J)

• What file formats and variable data languages are supported?

o Reference:

Section 3.4 –

Digital

Points Based 300 (30% of Total)

Workflow

Solution

Requirements

, (B)

• How does your system manage job accounting, reporting, and proofing during production?

o Reference:

Section 3.4 –

Digital

Workflow

Solution

Requirements

, (F)

• Provide details on the recyclability/re-manufacturability of equipment components.

o Reference:

Section 3.3 –

Publishing

System

Requirements

, (R-T)

3. Qualifications and

Experience

Provide the required documentation to demonstrate the firm's compliance to the requirements outlined in this section. Evaluation of

Qualifications and

Experience will be based on the Offeror's demonstrated qualifications and experience in providing similar services to firms or government organizations.

Offeror must provide documentation to their narrative provided that the information supplements clearly and concisely the response to the specific requirement.

• Describe your company’s history and experience in providing similar leased digital color production presses.

o Reference:

Section 2.14 –

Pre-Award

Qualifications

& Experience, 1st paragraph

+ Firm & Key

Personnel

• Describe the qualifications and experience of each key team member.

o Reference:

Section 2.14 –

Pre-Award

Qualifications

& Experience, Firm & Key

Personnel

Points Based 200 (20% of Total)

4. Pricing

The City will review and evaluate responses to the

Pricing Proposal in the

Vendor Questionnaire.

Scoring will be based on the City's evaluation.

Points Based 150 (15% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication.