Multi-Functional_Devices_and_Quick_Copy_Center_Services_(Addendum_#2_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP24-0069

MULTI-FUNCTIONAL DEVICES AND QUICK COPY CENTER SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

MULTI-FUNCTIONAL DEVICES AND QUICK COPY CENTER SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

3. REQUEST FOR PROPOSALS INFORMATION

4. REQUIRED PROPOSAL SUBMITTALS

5. TERM OF CONTRACT

6. EVALUATION CRITERIA

7. CONTRACT SALES REPORT

8. VENDOR QUESTIONNAIRE

9. PRICING PROPOSAL

10. PRE-PROPOSAL CONFERENCE

11. PROPOSAL DUE DATE AND TIME

12. PROPOSAL PREPARATION AND FORMAT

13. DELIVERY OF PROPOSALS

14. CONFORMANCE TO SOLICITATION

15. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

16. GENERAL TERMS AND CONDITIONS

17. ADDITIONAL INFORMATION

18. ADDENDUM TO REQUEST FOR PROPOSALS

19. APPLICABLE LAW AND APPEALS

20. CONTRACT

21. EXECUTION OF CONTRACT

22. AFFILIATED AGENCIES

23. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

24. RIGHT TO AUDIT RECORDS

25. FISCAL YEAR FUNDING APPROPRIATION

26. PUBLIC ENTITY CRIMES

27. PROMPT PAYMENT ACT

28. INVOICES

29. DISPUTE RESOLUTION

30. PROPOSER'S GUARANTEE

31. INSURANCE / PERFORMANCE BONDS

32. FLORIDA SALES TAX

33. DRUG-FREE WORKPLACE CERTIFICATION

34. AMERICANS WITH DISABILITIES ACT

35. RECIPROCAL LOCAL PREFERENCE

36. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

Multi-Functional Devices and Quick Copy Center Services

37. FOREIGN CORPORATION

38. SUBCONTRACTORS

39. PURCHASING CARD PROGRAM

40. LIVING WAGE POLICY

41. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

42. SOFTWARE LICENSES

43. NON-DISCRIMINATION

44. GOVERNING LAW / VENUE

45. RECOVERED MATERIALS

46. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

Attachments:

A - RFP_ATTACHMENTS_A-L_

B - EXHIBIT_4_-_MFD_LOCATIONS

C - EXHIBIT 1 - The Contract RFP24-0069

D - EXHIBIT_2_-_Historical_Data

E - EXHIBIT_3_-_INFORMATION_FOR_QUICK_COPY_CENTER

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals from interested and qualified Proposers for Multifunctional Device Lease and Quick Copy

Center Services.

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway and the Beach line Expressway.

The Mission of the City of Orlando is to enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner.

The City requests Proposals from interested and qualified Proposers to provide leased new or manufacturer certified refurbished copiers for use throughout the City’s various

Departments/locations. The equipment should use the latest technology available to meet the City’s current and future needs (scanning, copying, and printing in black and white, and color).

1.3. Contact Information

Direct inquiries to the following:

Javarie McDonald

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Procurement and Contracts Division

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date March 18, 2024 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Proposal Meeting (Non-

Mandatory)

March 29, 2024, 10:00am

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online: https://orlando-gov.zoom.us/j/81852828976

Or, call into the virtual meeting by dialing this phone number: +1 309 205 3325

Once dialed-in and prompted, enter the

Conference ID: 818 5282 8976

City Hall

400 S. Orange Avenue

Orlando, Florida 32801

4th Floor Dolphin Conference Room

A site visit will take place immediately after the pre-bid conference of the City of

Orlando Quick Copy Center. All prospective Proposers have an equal opportunity to hear and participate.

Question Submission Deadline April 5, 2024, 5:00pm

Proposal Submission Deadline April 30, 2024, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://orlando-gov.zoom.us/j/82709083999

Or, call into the virtual meeting by dialing this phone number: +1 929 205 6099

Once dialed-in and prompted, enter the

Conference ID: 827 0908 3999

2. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

2.1. Background Information

The Multifunctional Devices (MFD) currently provide copying, printing, emailing, securely scanning directly to Microsoft file share with an Active Directory access account, duplex printing, scanning direct to email address, and faxing services.

https://orlando-gov.zoom.us/j/81852828976 https://orlando-gov.zoom.us/j/81852828976 https://orlando-gov.zoom.us/j/82709083999 https://orlando-gov.zoom.us/j/82709083999

The Quick Copy Center currently provides bulk copying and specialized printing services, e.g., business cards, banners, binding of print jobs, and miscellaneous printing projects, on an as needed basis. The Quick Copy Center has a user portal available for City staff to request the listed services, and to provide a funding source.

The City’s printing environment is primarily comprised of Windows based Print Queue servers managing leased, network-enabled, Color, and Black and White MFDs. The enterprise printing capabilities are accessible both from user-workstations and mobile devices, via a secure and controlled wireless network.

The City’s current fleet of MFDs consist of approximately 170 units and approximately

200 Small Factor Printer (SFP), connected to the City’s print servers.

The historical usage data contained in Exhibit “2” provides an estimate of mono pages per fiscal year, and estimated color pages per fiscal year.

The City’s MFD fleet, for the purposes of this Contract, includes all current MFDs leased from the current supplier. It does not include production equipment or large format printers.

2.2. General Specification

The Contractor shall furnish, deliver, install, and make devices ready for use by the designated installation date, as mutually agreed upon between the Contractor and the

City. All installation shall be coordinated in advance with the City.

The Contractor shall warrant that all software supplied or recommended by the Contractor in the RFP will work in the City's computing and networking environments. While City staff will assist, the Contractor is responsible for MFD software and firmware, providing

Microsoft Software Installer (MSI) and drivers to the City, installation of such software, and for achieving functionality.

Only City Information Technology (IT) staff are authorized to connect devices to the City network. The Contractor’s staff will not be expected to work on the network or PCs unless requested for assistance by the IT Department.

The Contractor shall be responsible for MFD installation and providing technicians, equipment, cables, software, surge suppressors and/or accessories needed for the installation.

The copiers shall be new, or manufacturer certified refurbished (no used machines), and must have been formally available for purchase before the date of the proposal.

Devices shall not be prone to failures. If devices have an unreasonable amount of failures and/or repairs during the contract period, the City will collaborate with the Contractor, and the Contractor shall exchange the device with another device having the same or equivalent specification or higher, at the same rate. The City reserves the right at its sole discretion to determine an unreasonable amount of failure.

Replacement requirements, capabilities, and validation for replacement will be determined solely by the City. The Contractor will work with the City for replacement and implementation.

The City reserves the right to add more devices or options to the devices in the fleet at any time during the contract without penalty or extension of the length of the lease.

The City reserves the right to return a leased MFD or SFP early if it is no longer needed, without penalty.

No data will be permanently stored in a memory or hard drive. Any copier that is replaced, or at the end of the contract term, termination, or other conclusion, must be sanitized by the Contractor using the DoD 5220.22-M standard (or most current DoD standard), and the Contractor will provide proof of the sanitizing, at the City’s discretion.

The City will evaluate the performance of newly installed MFDs for a 30-day period, after installation. If the performance is unsatisfactory, the City will immediately contact the

Contractor to pursue corrective action and resolution of the problem. The City reserves the right to determine the performance at its sole discretion.

Inspections, tests, measurements, or other acts or functions performed by the City shall in no manner be construed as relieving the Contractor from full compliance with contract requirements. At a minimum, an installed device must demonstrate the capability of providing the functions and services specified in the manufacturer’s published literature.

2.3. Quick Copy Center

The Contractor shall provide required equipment for all devices including items such as ethernet cabling, type of power and connection type, and fax cabling and hardware, if needed, for the Copy Center. The equipment must fit within the current Quick Copy Center location.

The Contractor will be responsible for the Quick Copy Center layout, equipment move, installs, internet connectivity, staffing, and management.

It is the intent of these specifications that the Contractor furnish specialty printed forms, envelopes, business cards, newsletters, quality reports, and other printing needs that the

City requires during the period of agreement. Please see the attached Standardized Print

Services: One Month of Services Requests for the list of services needed.

The City reserves the right to order such quantities of specialty printed forms as it requires, including no orders, if not required during the period of the agreement.

2.4. Device Features

Items listed below are defined as the basic features, options, and technical capabilities that the equipment should offer, but not be limited to:

a. Full Maintenance Service

b. Secure Print, copy, network scan, and fax, in black or full color.

c. Variable size adjustable trays (letter, legal, ledger, and envelopes).

d. Scan file formats: PDF, JPEG, TIFF, XPS, PDF/OCR

e. Job interrupt feature

f. Book Copying/Bound Copying off glass

g. Image Shift

h. Build Job

i. Touch screen panel

j. Encrypted hard drives

k. Interruption walk-up function

l. Two-sided printing, stapling, collating, and hole punching

m. AD Integration to support unification

n. Various Paper Types (Plain, Bond, Lightweight, Heavyweight, Gloss, Heavyweight

Gloss, Labels, Transparencies, and Custom)

o. Scan resolution must be configurable

p. Mobile device printing (Apple and Mopria certified devices (e.g., laptops, tablets, mobile smartphones, etc.)

q. Scan destinations: Scan to S-FTP, Scan to Windows based Secure SMB2 folder, Scan to USB memory drive, Scan to email

r. Charge back data collection capturing

s. Auto adjusting to legal sized document printing and scanning

t. Automatic duplex

u. Edge erase

v. Password protected print jobs/ Password input or badge release

w. Original type selection

x. SNMP for network management

y. At least one model with the capability to scan and print up to 11x17 or larger

z. EPEAT and/or Energy Star certified

aa. At least one model that supports wireless printing with the option to enable or disable

bb. 24-bit color scanning capabilities

cc. Wired network connectivity

2.5. Small Factor Printers (SFP)

The City would like, as an option to lease Small Factor Printers (SFPs) which are networked, that will allow the City’s IT Department to manage the printer queues for the

SFPs; however, the Contractor will be responsible for the hardware, ink toner, and printer support.

Items listed below are defined as the basic features, options, and technical capabilities that equipment should offer but not be limited to:

a. Black and White printing

b. Color printing (optional)

c. Network based management

d. Scan configurable

e. EPEAT and/or Energy Star Certified

f. Wi-Fi connectivity with the ability to turn off Wi-Fi.

g. Support duplex printing with multi tray and tray size options

h. Support of iOS/iPadOS/Android devices (e.g., tablets, mobile, etc.) to connect and print through proper authentication

i. Capability of using SMB 3.0 encryption technology or higher

j. Capability of using Information Technology Service Management solutions to view devices connected to city network

k. Devices should be enterprise class devices

2.6. Maintenance Support

a. The Contractor shall maintain the devices and system herein described by using only manufacturer-certified trained/ skilled maintenance personnel.

b. When the City initiates a call for service, the expectation is to receive a call-back within one hour stating the estimated arrival time of the service technician. The maximum response time for a service technician is 4 hours during normal business hours of 8:00 am - 5:00 pm, Monday through Friday, excluding City Holidays.

c. The City expects robust and timely maintenance support and services for the proposed devices and management systems. The lease shall include full maintenance services.

d. Devices should provide automatic call home for maintenance and consumable replenishment, and a timely response from the Contractor.

e. Routine service patches with the ability to deploy on demand maintenance.

f. Updates must be done during the City off peak hours with the exclusion of emergency maintenance. (Peak hours Monday through Friday, 8:00am – 5:00pm). The Contractor should consult with the City IT to determine off peak hours for each location.

g. The Contractor shall maintain an in-house stock of commonly needed parts to ensure quick repairs of devices.

2.7. Training

The Contractor shall provide on-site training for the proper functioning of the devices for

City individuals, work groups, and IT staff, at specified locations. The Contractor shall provide additional training as needed at no cost to the City. Special training shall be provided at no additional cost for IT, Procurement, Internal Users in various departments, Network Administrator, and Project Manager; this training shall allow additional workstations to be added as needed.

2.8. Qualifications

a. Proposer should be registered to do business in the State of Florida by Contract award.

b. Proposer should have at least five (5) years’ experience providing MFDs, SFPs, and operating a Quick Copy Center, as described herein.

c. The Proposer should be an authorized distributor of the Original Equipment

Manufacturer for the brand of devices being offered to the City. The MFDs and SFP’s being proposed must be the manufacturer’s quality device.

d. The Proposer should be certified by the equipment manufacturer for installing, supporting, and servicing the devices to be furnished. The Proposer should have factory-trained certified service technicians and customer service representatives.

3. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web http://www.orlando.gov/procurement/solicitations/ browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

4. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

4.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP24-0069, Multi-Functional Devices and

Quick Copy Center Services

4.2. Table of Contents

Include a clear identification of the material by section and by page number.

4.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

https://procurement.opengov.com/portal/orlando

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

4.4. Proposer's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Proposer’s Certification Form,” included with this

Request for Proposals as Attachment “B,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

4.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “C.”

4.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

4.7. Certification Regarding Prohibition Against Contracting With Scrutinized Companies

Proposer shall provide the required Certification Regarding prohibition Against

Contracting With Scrutinized Companies form as attached to this RFP as Attachment “D.”

4.8. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “E.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

4.9. Addenda to Request for Proposals

If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written

Addendum. The Addendum Receipt Verification form included with this Request for

Proposals in Attachment “F” shall be completed and submitted with your Proposal.

4.10. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Multi-functional Devices and Quick Copy Services

The statement of experience should be supported by the references listed as Attachment

“G,” which shall be completed and submitted by the Proposer with its Proposal.

• Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

4.11. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

4.12. Financial Stability

Proposers must provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the

Contract.

1. The City and DDB reserve the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from

Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

4.13. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

4.14. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

4.15. Price Proposal Schedule

Complete and submit the following forms:

1. Schedule

a. Proposer’s price shall be submitted in OpenGov, in Section 9, titled Pricing

Proposal.

2. Proposed Total Price

a. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of

Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

b. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

c. There will be no separate reimbursement for such expenses under this total fee price arrangement.

4.16. Minority/Women-Owned Enterprise Participation in Subcontracts

Proposer shall provide the required Minority/Women-Owned Enterprise Participation form as attached to this RFP as Attachment “H.”

4.17. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “I.”

4.18. Needs Assessment, Transition Plan, and Flexibility of the Program

The Proposer’s implementation transition plan, should include evidence of capability to provide equipment and training prior to the start of the contract period, inclusive of any requirements the City must provide including, but not limited to, available network connections, power requirements, phone lines, operating system levels, service patches, etc.

The Proposer should define, in detail, the maintenance coverage available for the proposed devices and Management solution, under the lease program.

(The final detailed implementation transition plan will be created collaboratively between Contractor’s Project Manager (PM), the City’s assigned PM, and City’s IT Staff.)

The plan needs assessment include, but not be limited to the following:

• A Detailed Transition Strategy

• Roles and Responsibilities

• The Implementation Schedule

• Stakeholder Communication

• Risks

Please note any additional features which your machine(s) has/have, incorporated in your proposal.

4.19. Approach to Providing Services

The Proposer should describe their approach to a creative and centralized enterprise

MFD management system/platform and Quick Copy Center to include but not be limited to benefits, operations, data collection, billing, and staffing.

4.20. Equipment and Warranties

The Proposer should describe their approach to a creative and centralized enterprise

MFD management system/platform and Quick Copy Center to include but not be limited to benefits, operations, data collection, billing, and staffing.

4.21. Training, Service and On-going Maintenance Plan

The Proposer should provide a detailed training offered to end-users and IT staff. The

Proposer should also describe and confirm the available response to service calls and emergencies. The Proposer should also describe any schedule for routine maintenance performed and periodic cleaning.

4.22. Timeline

The Proposer should provide a detailed timeline for the implementation of the new equipment. This timeline should include but not be limited to any possible supply chain lead times, the installation of new equipment, and the training of City staff.

4.23. Security in the Cloud

The Proposer should complete and submit the Security in the Cloud Questionnaire as attached to this RFP as Attachment “K.”

4.24. Equipment List

The Proposer should complete and submit the Equipment List form listing the proposed machines as attached to this RFP as Attachment “L.”

5. TERM OF CONTRACT

It is the intent of the City to award a Contract for a five (5) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for five (5) additional twelve (12) month periods or portions thereof, up to a cumulative total of one hundred twenty (120) months.

6. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of Proposer and Assigned

Management Team

This criterion will include, but not be limited to, the ability of the proposer and its assigned management team experience and expertise in developing and implementing an MFD and SFP program, and Quick Copy Center service.

Points Based 20 (20% of Total)

2. Needs Assessment, Transition Plan, and Flexibility of the Program

This criterion will include, but not be limited to, the Proposer’s plan for assisting the City in reviewing the current needs for MFDs, SFPs, and a Quick Copy Center and providing an innovative and creative approach in providing equipment; transition from one supplier to the next, flexibility of the Proposer’s needs assessment approach, transition plan, and flexibility of the Proposer working with the City to optimize every opportunity for successful deployment.

Points Based 15 (15% of Total)

3. Quality of Equipment and Functionality of Equipment

This criteria will include, but not be limited to, evaluation of the equipment specifications and functions that meet or exceeds requirements as outlined in the

RFP.

Points Based 20 (20% of Total)

4. Training, Service, On-going

Maintenance Plan, Equipment and

Warranties

This criteria will include but not be limited to the training, service of the equipment, on-going maintenance plan, the evaluation of the sustainability aspects of the equipment

(green requirements) and the warranties provided for each piece of equipment.

Points Based 15 (15% of Total)

5. Price Proposal

This criteria will include, but not be limited to, evaluation of the pricing information submitted in Price Proposal for MFDs in a lease environment as well as a Cost Per

Click charge for all equipment in the office environment as well as the Quick Copy

Center.

Points Based 18 (18% of Total)

6. Minority and Women Owned Business

Enterprise - The degree of participation by City certified or recognized M/WBE in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in the response.

Points Based 10 (10% of Total)

7. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in the response.

Points Based 2 (2% of Total)

7. CONTRACT SALES REPORT

The Contractor shall report sales and usage data to the City on an annual basis in Excel spreadsheet format. The following data at a minimum must be reported for each item included on the Price Form that is procured during the reporting period:

• Contract name and number

• Contractor name

• Reporting period

• Department/Division/Location name

• Order date

• Item description

• Manufacturer name

• Manufacturer part number

• Unit of measure

• Quantity

• Unit price

• Extended price

• Total purchase amount for the quarter

Submission of Contract Sales Reports is the responsibility of the Contractor, without prompting or notification by the City. The Contractor will submit by email the completed

Contract Sales Reports to the Purchasing Agent identified in the Contract. The City shall work with the Contractor to develop the approved electronic format and content of the

Contract Sales Reports to be used by the Contractor.

Failure to provide Contract Sales Reports, including no sales status, may be grounds for default and /or cancellation of the Contract.

8. VENDOR QUESTIONNAIRE

8.1. Please upload your complete Request for Proposal through the City's e- Procurement Portal*

Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time.

*Response required

9. PRICING PROPOSAL

MULTI-FUNCTIONAL DEVICES PRICE PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Price Total

This will be a firm; fixed price Contract and the Scope of Services to be completed by Proposer as defined in this Request for Proposals consists of specific tasks. Compensation for the work tasks stated herein shall be in accordance with the following Price Proposal:

Multifunctional Devices (MFD) Monthly Lease: Please state your monthly lease for each type, size, proposed:

1 Small MFD (Approximately 16.7" x

22.8" x 17.7") 1 Each

2 Medium MFD (Approximately 24.4" x 37.0" x 29.9") 1 Each

3 Large MFD (Approximately 25.5" x

31.5" x 45.5") 1 Each

Per Copy Click Charge: Please state your per copy click charge:

4 Per click copy charge for Black and

White Copies 1 Each

Line Item Description Quantity Unit of

Measure Unit Price Total

5 Per click copy charge for Color

Copies 1 Each

TOTAL

QUICK COPY CENTER PRINT SERVICES

Measure Unit Price Total

Per Copy Click Charge: Please state your per copy click charge:

6 Monthly lease Per Machine, if applicable:

1 Each

7 Per Click Copy Charge for Black and White Copies 1 Each

8 Per Click Copy Charge for Color

Copies 1 Each

Printing Services for Quick Copy Center

9 Envelopes 1 Each

10 Door Hangers 1 Each

11 Booklets 1 Each

12 Self Name Plate 1 Each

13 Business Cards 1 Each

Ancillary Services Rates

14 Binding 1 Each

15 Stapling 1 Each

16 Jog & Punch 1 Each

17 Spiral Binding 1 Each

Unit Price Total

18 Cutting 1 Each

19 Machine Folding/Inserting 1 Each

20 Lamination 1 Each

NCR 2 Part Per Set Rate

21 Letter 8.5X11 1 Each

22 Legal 8.5X14 1 Each

NCR 3 Part Per Set Rate

23 Letter 8.5X11 1 Each

24 Legal 8.5X14 1 Each

NCR 4 Part Per Set Rate

25 Letter 8.5X11 1 Each

26 Legal 8.5X14 1 Each

SMALL FORMAT PRINTER & PAPER COST

Measure Unit Price Total

Small Factor Printer (Approximately 16.7" x 22.8" x 17.7")

27 Monthly lease per Machine 1 Each

28 Cost Per Click 1 Each

STATIONERY COST

Unit Price Total

29 8 X 11 White 1 Ream

30 8 X 14 White 1 Ream

31 11 X 17 White 1 Ream

32 8 X 11 Color Paper 1 Ream

10. PRE-PROPOSAL CONFERENCE

10.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online: https://orlando-gov.zoom.us/j/81852828976 Or, call into the virtual meeting by dialing this phone number:

+1 309 205 3325 Once dialed-in and prompted, enter the Conference ID: 818 5282 8976

City Hall 400 S. Orange Avenue Orlando, Florida 32801 4th Floor Dolphin Conference

Room A site visit will take place immediately after the pre-bid conference of the City of

Orlando Quick Copy Center. All prospective Proposers have an equal opportunity to hear and participate. on Friday, March 29, 2024 at 10:00 am.

10.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

10.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

10.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form", Attachment “A,” include questions, Attachment “J,” if any, and return via fax or email to:

Javarie McDonald,Purchasing Agent II

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2364

Fax: (407) 246-2869

Email: javarie.mcdonald@orlando.gov

Website: http://www.orlando.gov/procurement/

11. PROPOSAL DUE DATE AND TIME

11.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, City of Orlando, FL, on Tuesday, April 30, 2024. Proposals received after this date and time, will not be considered.

11.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

11.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

12. PROPOSAL PREPARATION AND FORMAT

12.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

12.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

12.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “E”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “E” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

13. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

13.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

13.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

13.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

14. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

15. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

15.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

15.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

15.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

15.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

15.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

15.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

15.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled…