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City of Indianapolis and Marion County

Request for an Informal Quote – Pricing and Terms

MONEY COUNTING MACHINES FOR THE TREASURER'S

OFFICE

4900001292

Request For Informal Quote #4900001292 2

Title: Money Counting Machines for the Treasurer's Office

Table Of Contents

1. Request for an Informal Quote

2. Invitation to Quote

3. Scope of Work

4. Pricing

5. Vendor Submittals

6. Attachments

Request For Informal Quote #4900001292 3

1. Request for an Informal Quote

City of Indianapolis/Marion County

Date Thursday, March 5, 2026

Request Quote ID 4900001292

Buyer Adrienne Hines

Buyer Phone (317) 327-4875

Quote Due Date and Time

(Eastern Time)

Wednesday, March 11, 2026, 10:00 am Eastern Time

This Informal Quote is for the outright purchase of Money Counting Machines for the Treasurer's

Office to be furnished and delivered to Marion County Treasurer’s Office, 200 E Washington St, Ste

1001, Indianapolis, IN, 46204 in Marion County, IN.

Quotes will be in accordance with attached specifications. City-County terms stated in this solicitation will supersede any vendor-stated terms unless listed on the Exceptions page and agreed upon by the agency.

All questions concerning this Request for Informal Quote must be submitted through the Procurement

Portal no later than NO VALUE (Eastern Time) on TBD.

Late Quotes will not be accepted for any reason.

Timeline

Release Date: March 5, 2026

Informal Quote Submission Deadline: March 11, 2026, 10:00am

2. Invitation to Quote

The following terms will be included in the resulting agreement between the awarded vendor and the

City of Indianapolis and Marion County herein referred to as “City.” Please read carefully. Questions pertaining to the technical specifications and quoting documents may be directed through the

Procurement Portal no later than NO VALUE (Eastern Time) on TBD.

2.1. General Description

Vendors are invited to quote unit prices on the outright purchase of Money Counting Machines for the

Treasurer's Office to be furnished and delivered to Marion County Treasurer’s Office, 200 E

Washington St, Ste 1001, Indianapolis, IN, 46204 in Marion County, IN.

2.2. Firm Quotes

Request For Informal Quote #4900001292 4

All quotes received shall be considered valid for not less than ninety (90) days from the date of quote opening. Pricing shall be firm for the length of the contract, including any renewals.

2.3. Literature

Vendor shall supply manufacturer’s literature or concept drawings (if applicable) of the model(s) and accessories offered with the delivery of the unit. (The City may require additional information.) If the unit is a combination package, the same shall be provided for all auxiliary equipment.

2.4. Specifications

• The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs. Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications.

However, material variances may render the vendor non-responsive and ineligible for award.

• The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.) The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal. Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.

• Items that are equal in design, performance and quality will be considered unless the wording

"No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.

• All exceptions to the specifications and terms shall be noted in detail on the attached

Exception Sheet.

2.5. Delivery

Unless otherwise agreed to by the requesting location, delivery shall be within 30 calendar days after receipt of a valid order. All deliveries shall be made Monday through Friday during normal business hours (official holidays excluded) unless other prior arrangements are made. Vendor shall adhere to any other delivery policies (e.g., notification, etc.) as may be required by the department or agency.

Vendor may not be compensated or reimbursed for goods acquired or services provided prior to the issuance of a valid purchase order.

2.6. Freight Terms

The City requests delivered pricing (FOB Destination, Freight Prepaid & Allowed) for this purchase, and shipping charge should therefore be included in the vendor’s unit price. Additional charges including, but not limited to, fuel, delivery, residential, Bunker Adjustment Factor (BAF) surcharges will not be allowed. All items will be shipped and protected in transit per industry standards.

Request For Informal Quote #4900001292 5

2.7. No Handling Charges

If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

2.8. Contract Termination

The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor. The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

2.9. Successors and Assigns

Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

2.10. Intent to Purchase

Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

2.11. Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

2.12. Evaluation of Bid/Quote

The City will evaluate this bid/quote and award to the lowest, responsive, and responsible vendor, where the bid/quote is reasonable and does not exceed the funds available for the project.

2.13. No Pre-Payments/Deposits

The City cannot issue any payments until after Delivery and Acceptance. The awarded vendor will be issued a Purchase Order to initiate delivery. Upon Acceptance, payment will be remitted in US Dollars after receipt of an invoice that is to include the Purchase Order number.

2.14. Method of Payment

Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing

Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The

City will not be responsible for any card fees or other bank charges incurred by the vendor.

3. Scope of Work

Request For Informal Quote #4900001292 6

3.1. Product Specifications

Product Name:

JetScan 4065 ES (aka JetScan One-Pocket Money Counter and Currency Scanner)

Additional Services:

Installation & Training

Preventive Maintenance Inspection

Capability of reading the new $10 bill that begins circulating in 2026

Product Specifications:

Speed & Accuracy

Speed 3 selectable speeds -- from 600 to up to 1,500 bills per minute

Accuracy 99.99%

Hopper Capacity

Top Hopper Capacity 300 circulated bills

500 new bills

Pocket Capacity 150 circulated bills

Physical Specs

Size 10.75" W x 12" D x 9.5" H

Weight 15 lbs

Documents

Size Height: 2.41" to 3.75" Length: 4.5" to 7"

Power Specs

Voltage Voltage operating ranges are either 105-130v or 198-253v.

Frequency is 60/50Hz

Power consumption 0.6 Amps (120v); 0.3 Amps (220v)

Request For Informal Quote #4900001292 7

4. Pricing

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 JetScan 4065 ES Money Counting

Machine 7 Each

TOTAL

5. Vendor Submittals

1. Warranty*

Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance. (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.) The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship. Please attach warranty statement(s).

☐ Please confirm

*Response required

2. Prices will be valid until:*

*Response required

3. U.S. Manufactured Products Preference Certification*

Please download the below documents, complete, and upload.

• U.S._Manufactured_Products_...

*Response required

4. Quote Acknowledgement Form*

Please download the below documents, complete, and upload.

• QUOTE_Acknowledgment_Form.pdf

*Response required

5. Exception Sheet*

Please download the below documents, complete, and upload.

• Exception_Sheet.pdf

*Response required 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