RFI2502Final.pdf

Rev: 03/09/2018

City of DeLand

REQUEST FOR INFORMATION

for

Printer/Copier Maintenance Services

RFI-25-02

City of DeLand 120 S. Florida Ave DeLand, FL 32720

(321) 626-7000

TABLE OF CONTENTS

I. INTRODUCTION

II. PURPOSE BACKGROUND

III. RECORD INFORMATION AND SITE VIEWING EVALUATION OF PROPOSALS

IV. SPECIAL TERMS AND CONDITIONS OF THE SOLICITATION

V. SUBMITTAL REQUIREMENTS

REQUEST FOR INFORMATION (RFI)

RFI-25-02

Printer/Copier Maintenance Services

I. INTRODUCTION

The City of DeLand (hereafter referred to as “the City”) is issuing this Request for Information (RFI) to gauge the interest of potential firms to provide the City with Printer/Copier Maintenance Services.

II. PURPOSE, BACKGROUND

The City's purpose in issuing this RFI is to obtain information from qualified vendors to provide Printer/Copier Maintenance Services. The City currently has thirty-three (33) Konica Minolta printer/copier devices and eleven (11) laser printers. The City of DeLand will own all devices if a maintenance services contract agreement will be entered into. The model numbers for the types of Konica Minolta devices are below, followed by the laser printers:

Konica Minolta model numbers:

BH808

BH368

BH558e c360i c759

BH4052

BH4050i

BH4700P

Laser Printer model numbers:

HP LaserJet M506

HP E60155

Konica Minolta C759

Lexmark XM3250

The City expects the following abilities from the potential contractor:

Paper cut metrics (usage metrics)

Monitor ink & toner levels and shipped when needed (no request from City should be needed)

Provide copy paper for entire City

Swipe Access for usage of devices

Contact information sticker on each device (should include contact information for services & supplies)

Reliable, dependable, & knowledgeable maintenance technicians that perform high quality customer service

The overview should be no longer than fifteen (15) pages and cover the following aspects:

Firm History

Key Staff Resumes

Contact Person & Information

Konica Minolta, HP, Lexmark Maintenance Licenses & Certifications

References/Similar Clients

This is not a solicitation for quotations, bids, or proposals. The City may contact respondents, at its sole discretion, for additional information. The City shall not be obligated to contact any respondent, to purchase goods or services related to this RFI from any respondent, or to use the content of any response in a future RFP.

Response to this RFI is NOT mandatory to be considered for any future solicitation for any services. The City will determine, at its sole discretion, whether to proceed with a solicitation following the RFI. It is entirely the respondent’s responsibility to remain informed of the City’s issuance of any future solicitations. The City assumes no liability for failure of respondents to obtain and respond to any such solicitation.

Responses to this Request for Information for Printer/Copier Maintenance Services will be received until 2:00 PM on March 20, 2025.

Proposals shall be submitted to the City of DeLand, Attn: Corey McMillen, 120 S. Florida Ave., DeLand, Florida 32720.

*NOTE: Please ensure that if you use a third-party carrier (DHL Express, FedEx, UPS, USPS, etc.)

that they are properly instructed to deliver your bid only to the City of DeLand at the address above. To be considered, an RFI must be accepted by the Purchasing Manager or designee no later than the closing date and time.

Electronic submission is now available on VendorLink at www.myvendorlink.com.

All firms and their agents are hereby placed on notice that they are not to contact members of the DeLand City Council or staff regarding this RFI, with the exception of the designated liaison.

Public meetings of the Selection Committee are the only acceptable forum for the discussion of merits of products/services requested by this Request for Information and written correspondence in regards to this Request for Information is to be submitted to the designated liaison.

The staff member designated as the liaison for this Request for Information is Corey McMillen, Purchasing Manager, (386) 626-7078; e-mail mcmillenc@deland.org and purchasing@deland.org.

TIMELINE

http://www.myvendorlink.com/ mailto:mcmillenc@deland.org mailto:purchasing@deland.org

Event Date

Solicitation Date March 6, 2025

Pre-Proposal Meeting N/A

Question Deadline March 13, 2025 @ 5:00 P.M.

Submission Deadline March 20, 2025 @ 3:00 P.M.

III. RECORD INFORMATION AND SITE VIEWING

You may also contact the Purchasing Manager at:

City of DeLand – Finance Department Attn: Corey McMillen

120 S. Florida Ave.

DeLand, Florida 32720

(386) 626-7078 / Email: mcmillenc@deland.org

The City will not provide access to these sites before the Contractors submittal of their information.

1. All responses shall become the property of the City. The details of the sealed response documents submitted by a respondent will remain exempt from public inspection consistent with Chapter 119.071 of the Florida Statutes, General Exemptions from Inspection or Copying of Public Records.

2. All Contractors must acknowledge and conform to the statement on Public Entity Crimes prior to entering into a Contract with the City.

3. The City will not reimburse a respondent for any costs associated with preparation and submittal of responses to this solicitation.

4. Contractors acknowledge that all information contained within their responses are ultimately public records to the extent required by the State of Florida Public Records Laws.

5. Awards made pursuant to this Request for Information are subject to the provisions of Chapter 112, Part III, Florida Statutes, "Code of Ethics for Public Officers and Employees.” All respondents must disclose in their responses the name of any officer, director, or agent who is also an employee of the City. Furthermore, all Contractors must disclose the name of any City employee who owns, directly or indirectly, any interest of five percent (5%) or more in the Contractor’s firm or any of the respondent’s branches or subsidiaries.

6. Contractors, their agents, and associates shall not contact any City official or member of the

City staff regarding this Request for Information during the selection process. Failure to comply with this provision will result in disqualification of the Contractor. Only the designated liaison identified in this response may be contacted.

mailto:mcmillenc@deland.org

7. Contractor shall not discriminate with respect to age, race, color, gender, religion, disability, or national origin in any manner with regard to this solicitation.

8. The responsibility for determining the extent of the professional engineering services required rests solely with the respondent. Neither the City nor its representatives shall be responsible for determining the final scope of services that may be required.

9. All timely responses will be considered. Contractors are requested to clearly indicate any deviations from the submittal requirements.

10. Each Contractor is responsible for full and complete compliance with all laws, rules and regulations including those of the Federal Government, State of Florida and applicable local ordinances. Failure or inability on the part of the respondent to have complete knowledge and intent to comply with such laws, rules and regulations shall not relieve any Contractor from its obligation to honor its response and to perform completely in accordance with its response.

11. The City, at its discretion, reserves the right to waive minor informalities or irregularities in any response, request clarification of information from Contractors, to reject any and all responses in whole or in part, with or without cause, and to accept any response, which, in the City’s judgment, will be in the City's best interest.

12. Any interpretation, clarification, correction or change to the Request for Information will be made by written addendum issued by the City Purchasing Manager or designee. Any oral or other type of communication concerning the Request for Information shall not be binding upon the City.

13. Responses must be signed by an individual of the Contractor’s organization legally authorized to commit the Contractor’s organization to the performance of the services contemplated by this Request for Information.

14. Any Responses submitted before the deadline may be withdrawn by written request received by the City before the time fixed for receipt of Responses. Withdrawal of any Response will not prejudice the right of the respondent to submit a new or amended Response as long as the City receives the Response by the deadline as provided herein.

15. E-VERIFY: In accordance with Florida State Law, Executive Order 11-116, any vendor or company that the City enters into contract with, or issues a purchase order, must utilize the E-Verify system.

16. For good and sufficient reason, up to forty-eight (48) hours before the advertised deadline, the City may extend the Response deadline. Notice will be provided by an addendum being published to DemandStar www.demandstar.com and VendorLink at www.myvendorlink.com.

SCRUTINIZED CONTRACTORS

http://www.demandstar.com/ http://www.myvendorlink.com/

Awarded Contractor shall certify that it and its subcontractors are not on the Scrutinized Companies that Boycott Israel List. Pursuant to Section 287.135, F.S. If the Agreement is for more than $1,000,000 the Contractor further certifies that it and its subcontractors are also not on the Scrutinized Companies with Activities in Sudan, Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or engaged with business operations in Cuba or Syria as identified in Section 287.135, F.S.

For Contracts of any amount, if the City determines the Contractor submitted a false certification under Section 287.135(5) of the Florida Statutes, or if the Contractor has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, the City shall either terminate the Contract after it has given the Contractor notice and an opportunity to demonstrate the City’s determination of false certification was in error pursuant to Section 287.135(5)(a) of the Florida Statutes, or on a case-by-case basis the City may choose to maintain the Contract if the conditions of Section 287.135(4) of the Florida Statutes are met. For Contracts $1,000,000 and greater, if the City determines the Contractor submitted a false certification under Section 287.135(5) of the Florida Statutes, or if the Contractor has been placed on the Scrutinized Companies with Activities in the Sudan List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the City shall either terminate the Contract after it has given the Contractor notice and an opportunity to demonstrate the City’s determination of false certification was in error pursuant to Section 287.135(5)(a) of the Florida Statutes, or on a case-by-case basis the City may choose to maintain the Contract if the conditions of Section 287.135(4) of the Florida Statutes are met.

The Contractor agrees to observe the above requirements for applicable subcontracts entered into for the performance of work under this Agreement.

As provided in Subsection 287.135(8), F.S., if federal law ceases to authorize these contracting prohibitions, this section shall become inoperative and unenforceable.

VI. SPECIAL TERMS AND CONDITIONS OF THE SOLICITATION

1. A Contractor with which the City successfully negotiates terms and conditions for the Work shall be required to enter into a contract with the City that incorporates the requirements of this Request for Information and terms and conditions. If the parties cannot agree to the services and/or fees for the project, the City reserves the right to cease negotiations with the subject Contractor and initiate negotiations with the Second-ranked Contractor (and so on).

2. The successful Contractor shall hold harmless, indemnify and defend the City, its Council members, employees, representatives and agents against any claim, action, loss, damage, injury, liability, cost and/or expense arising out of or incidental to respondent’s services under this Agreement. Consideration for this indemnification provision will be included in the Contractor’s hourly rate.

3. The successful Contractor, prior to signing of the contract, and before starting work on any projects, shall be required to submit all certificates of insurance as follows:

a. Workers’ Compensation – Workers Compensation insurance providing statutory benefits as required in the State of Florida. The Contractor shall require any subcontractor to provide evidence of this coverage. Additionally, if the contract requires working on or around a navigable waterway, the Contractor and all subcontractors shall provide evidence of United States Longshoremen’s and Harbor Workers (USL&H) coverage and contingent coverage of Jones Act (Marine Employers Liability) in compliance with Federal statutes or proof of exemption. The Contractor shall be responsible for compliance with these requirements by each subcontractor, Contractor or supplier when applicable.

b. Comprehensive General Liability and Auto Liability – Including but not limited to bodily injury, property damage, and personal injury with limits of not less than $1,000,000 combined single limit per occurrence including Contractual Liability incurred under this Contract.

c. Professional Liability Insurance – For errors and omissions in the amounts of $1,000,000 per claim.

V. SUBMITTAL REQUIREMENTS

1. Firm History

2. Key Staff Resumes

3. Contact Person & Information

4. Pertinent Licenses & Certifications

5. References/Similar Clients