RFP-RH-24-028.pdf

City of Rochester Hills

Request for Proposal

Electronic Postage Meter

RFP-RH-24-028

May 7, 2024

The City of Rochester Hills is accepting proposals for furnishing, delivery and installation of an

Electronic Postage Meter. SEALED proposals for the Electronic Postage Meter will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI

48309 via electronic submission ONLY through the MITN (www.mitn.info) website until exactly 3:00

P.M. EST, Tuesday, May 28, 2024. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

It is important that you read all the information to ensure you submit your proposal response to the

City in the correct manner. Please ensure all documents are signed. If you are interested in providing a proposal, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website. Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select

Departments, Fiscal, Accounting & Purchasing, Procurement Division and Vendor Registration to link to the MITN website. Final results will be posted on the MITN website after award.

Questions regarding this proposal shall be directed to the attention of Andrea Quinn, Procurement

Analyst by email: quinna@rochesterhills.org. All questions must be in writing and made prior to

May 15, 2024 at 11:00 A.M. EST, at which time a response will be prepared and posted on the MITN website as an amendment, or an addendum to the proposal, if such information would be of significance to uniformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any City Department employee may result in reject of proposal submittal.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.

Proposals shall be in conformance with the documents. The Proposal Form must be completed entirely and submitted with the proposal. Any deviation from the specifications must be noted on the proposal. Failure to complete every space on the proposal form may disqualify proposal. Proposals shall be in accordance with the Purchasing Ordinance and the requirements of this notice in order to be deemed “responsive.”

As this Request for Proposal is being made available by electronic means, the bidder accepts full responsibility to ensure that no changes are made to the Request for Proposal documents. In the event of conflict between a version of the Request for Proposal submitted by bidder, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

http://www.mitn.info/ http://www.rochesterhills.org/ mailto:quinna@rochesterhills.org

Proposal Opening Via Zoom Teleconference Bidders wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: May 28, 2024 03:30 PM Eastern Time (US and Canada)

Topic: Electronic Postage Meter

Please click the link below to join the webinar:

https://us02web.zoom.us/j/89016426693Or

Or One tap mobile :

+13126266799,,89016426693# US (Chicago)

+16469313860,,89016426693# US

Or Telephone:

Dial(for higher quality, dial a number based on your current location):

+1 312 626 6799 US (Chicago), +1 646 931 3860 US, +1 929 205 6099 US (New York)

Webinar ID: 857 3281 7481

Introduction/Overview The City of Rochester Hills (hereinafter referred to as the “City”) is accepting proposals from qualified vendors to submit proposals for the furnishing, delivery and installation of an Electronic Postage

Meter. The City of Rochester Hills currently owns its postage meter equipment. The City is accepting proposals from qualified firms that will include options to purchase and/or lease the electronic postage meter proposed. The City’s Clerk’s Department has a need for one (1) high-volume, high speed electronic postage meter equipment. The City’s seeks to replace their current postage machine which is a Pitney Bowes Connect+ 2000 Digital Mailing System. The Clerks Department processes all of the City’s mail. The City is seeking proposals for lease, purchase, and lease/purchase options for the electronic postage machine proposed.

To respond to this RFP, interested proposers must include a response to all criteria that are listed in this proposal. Proposal responses should demonstrate the Company’s ability to provide for the lease and/or purchase and servicing of postage machine equipment. Failure to include a response to all the evaluation criteria may be cause for rejection.

Please carefully review this document. This document is a Request for Proposal. It differs from a

Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the general requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a proposer’s approach meets the desired requirements and needs of the Cities. The criteria that will be used and considered in evaluation for award are set forth in this document. The City reserves the right to award multiple contracts for the same or similar item(s).

https://us02web.zoom.us/j/89016426693Or

Submittal Guidelines A. It is the proposer’s responsibility to clearly identify and describe the products and services being offered in response to this solicitation;

B. The Solicitation forms completed legibly and in their entirety;

Prices and Payments All proposal prices shall be on a F.O.B. destination and acceptance basis at the identified addresses above. These prices shall be complete and include warranty and warranty options.

Payment methods:

• Check – minimally 60-days from receipt of invoice

• ACH – 45-days from receipt of invoice

• Credit Card – 20-days from receipt of invoice.

All invoices, packing lists and correspondence associated with a purchase should reference the purchase order number.

Invoices for services shall include the following:

• Purchase order number

• Individual site location

• Date of service

Payment shall be made from invoice submitted to cover items received and accepted by the City.

Vendors are cautioned that any units delivered to the F.O.B. point, which do not meet the specifications in every aspect, will not be accepted.

All quantities stated, unless indicated otherwise, are estimates and the City reserves the right to increase or decrease the quantity at the unit price proposed as best fits its needs.

Invoices shall be submitted to the City of Rochester Hills Accounts Payable Division, 1000 Rochester

Hills Drive, Rochester Hills, MI 48309. Payments will be processed as noted above upon the receipt and acceptance of merchandise or services rendered and properly completed invoice. Partial payments are not authorized on individual written purchase orders issued for this procurement.

Advanced payments will not be authorized.

SPECIFICATIONS

Specifications are provided to identify the products/service required and to establish an acceptable quality level. Proposals on products of equal quality and usability will normally be considered unless otherwise stated. The City will be the sole judge in determining “equals” in regard to quality and performance.

Unless otherwise specified, information to address equivalent substitutes or equal descriptions must include published information, such as brochures, descriptions or other information made available in the general course of the vendor’s business, that demonstrates equivalent functionality in terms of significant (or other specified, e.g. form, fit or function) performance characteristics; similar duration and scope of warranty protections. The determination of whether a proposed substitute is acceptable is totally within the discretion of the City.

The City may, but is not required, to contact proposing vendors to obtain additional or missing information and to clarify aspects of the proposal as deemed necessary to determine the acceptability of the proposal. The City may reject as unacceptable proposals from vendors that do not provide sufficient information to permit the City’s evaluation, or proposals that do not meet the minimum requirements of the solicitation.

Unless otherwise stated by vendor, the proposal will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications outlined in the proposal document. The vendor, if awarded the contract, will be required to furnish the particular items referred to in the specifications or description unless departure or substitution is clearly noted and described in the proposal.

Equipment and materials provided shall be new, standard product of a manufacturer, regularly engaged in the manufacture of the product that have been performing satisfactorily. The equipment shall be supported by an authorized service organization or factory employee (of the manufacturer/supplier) that is reasonably convenient to the jobsite. Discontinued models are not acceptable. The equipment being offered by the proposer shall be the most recent model available.

Any optional components, which are required in accordance with the specifications, shall be considered standard equipment for the purposes of this solicitation. Omission of any essential detail from these specifications does not relieve the awarded vendor from furnishing a complete unit. The engineering, materials and workmanship associated with the effort performed hereunder shall exhibit a high level of quality and appearance consistent with or exceeding industry standards.

Any adjustments, alterations, additions, deletions or modification in the terms and/or conditions of this agreement must be made by written change order approved by the City. If supplier performs any modification without written change order, the City shall not be obligated to accept said modification.

SCOPE OF WORK

It is the intent of these specifications to cover the furnishing, delivery, unloading, installation, warranty, and related services for a complete electronic postage meter equipped as hereinafter specified. With a view to obtaining the best results and the most acceptable postage meter for service in the City’s Clerk’s Department, these specifications cover the general requirements for the type of postage meter and related equipment. Recommendations from proposers are encouraged and will be reviewed and evaluated based on the best interests of the City.

The City processes approximately 121,000 pieces of mail each year. It is estimated that 14,000 pieces of mail are processed each month for the City.

Postage Meter Functionality Requirements

• The proposed postage machine must have a processing speed for a minimum of one hundred sixty-five (165) to one hundred ninety (190) letters per minute.

• Postage meter at a minimum must include an integrated ten (10) pound scale to handle postcards, envelopes, and small packages.

• Postage machine must include a scale on the machine that will weigh the mail as it goes through the machine. Scale must be integrated into the machine and not a separate scale.

• Postage machine must include a conveyor stacker.

• Postage meter must have the ability to download postage funds instantly with a dedicated internet connection.

• Mailing system dimension with scale and catch tray cannot exceed 79 ½” L x 27” W.

• Postage meter should have the ability to provide postage expense reporting as well as the ability to view and create reports based on number of pieces and amount of postage used on the meter every month. At a minimum the City would require reporting for twenty-five

(25) accounts.

• Postage meter should have the ability to provide remote diagnostic user support.

• Minimum envelope size: 3.5” x 5”

• Maximum envelope size: 12” x 15”

• Envelope thickness: 5/8”

• Manual feeding capacity.

• Envelope orientation: landscape or portrait.

• Automatic postage mail inscriptions.

• The machine proposed should allow for the City to do Intelligent Mail® bar-coding.

• Internal label dispenser.

All vendors and manufacturers must meet all state and local regulations regarding the manufacturing, licensing, and sale of postage meters within the state.

Proposer is requested to submit a proposal for one or more types of machines that could meet the

City’s mailing needs. The City reserves the right to select or remove items identified within the general requirements to properly equip the postage machine for the City’s needs.

Default Conditions In the case of default by the awarded vendor, the City of Rochester Hills may procure the products/services from other sources and hold the vendor responsible for any excess cost occasioned thereby. In case of error by the vendor relating to a contract, the Purchasing Division may, by discretion, upon presentation of a written explanation by the vendor substantiating the error, reject the contract and award to the next qualified vendor, such error may be subject to default conditions.

Mandatory Requirements

These guidelines are provided to assist proposers submitting in response to this Request for

Proposal in formulating a thorough response. The successful proposer ensures and understands that:

1. All required insurances are to be maintained by the awarded proposer during the course of the contract.

2. The awarded proposer will provide a single point of contact for the duration of the contract.

3. The awarded proposer will ensure completion of projects in accordance with the time line as proposed by the proposer and agreed by the City.

4. The awarded proposer will comply with administrative procedures of the City.

5. The awarded proposer will meet with the applicable City department to review specific concerns or issues.

6. The awarded proposer is qualified and experienced in providing the products/services as described herein.

Qualifications and Minimum Evaluation Factors Proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals to make an award based directly on the proposals or to negotiate further with one or more firms. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including but not limited to:

1. Product Quality/Functionality. Ability to provide high quality workmanship meeting the scope of work and requirements as outlined. General quality and functionality of product, durability, warranty and compliance with industry-standards.

2. Comparable Projects

Ability to provide high quality product and services levels. Reference verification.

3. Experience/Qualifications. Demonstration of competence, experience, capacity and financial capability to fulfill this contract. Ability to deliver within proposed timeline.

4. Training. Proposed training schedule. Ability to provide support and training services for equipment purchased.

5. Warranty. Warranty period proposed. Include a copy of all applicable warranties and information on support for warranted items for repairs.

6. Cost Proposal.

General Conditions All proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals or to make an award based directly on the proposals. The City of Rochester

Hills reserves the right to negotiate separately with any proposer after the due date of this

Request for Proposal when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the City of Rochester Hills.

The City of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed products/services which best meets its required needs, quality levels and budget constraints.

All proposals shall be in accordance with the Purchasing Ordinance and the requirements of this notice in order to be deemed “responsive.”

The City is not required to accept the lowest proposal in all or in part. The proposal award will not be based solely upon cost, but will be evaluated based upon criteria formulated around the most important features of the services, of which qualifications, experience, references, timelines or capacity, may be overriding factors. The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach meets the desired requirements and needs of the City.

The City reserves the right to reject any and all proposals, to waive any informality in the proposal received, and to accept any proposal (or part thereof) which it will deem to be most favorable to the interests of the City. The City further reserves the right to seek new proposals when such a procedure is in its best interest.

Any proposal submitted which requires a down payment or prepayment of any kind prior to work completion and full acceptance as being in conformance with specifications will not be considered for award.

All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills unless requested otherwise at the time of submission.

The confidentiality or disclosure of any information submitted is governed by the Michigan FOIA.

The City cannot promise, warrant or guarantee confidentiality nor that the information presented will be exempt from disclosure under the FOIA. The City may honor requests for confidentiality only to the extent that FOIA permits.

The City of Rochester Hills reserves the right to split or abstract any or all proposals and award multiple contracts from the same proposal, based on price, availability and service when in its judgment it best serves the City of Rochester Hills.

No faxed proposals will be accepted. All information requested herein must be submitted with the proposal prior to the due date; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. The City reserves the right to postpone the due date for its own convenience. Proposals are considered received when in the possession of the Purchasing

Division at the due date and time.

No proposal will be accepted from any person, firm or corporation who is in arrears upon any obligation to the City or who otherwise may be deemed irresponsible or unreliable by the City.

No proposal may be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

The City reserves the right to change or amend the Request for Proposals documents, prior to the due date by the issuance of Addendum posted on the MITN website. It shall be the proposer’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all contractors shall be bound by such changes or addenda.

Any deviation from the specifications must be noted in the proposal.

Municipalities are exempt from Michigan State Sales and Federal Excise Taxes. Prices proposed shall not include Federal or State taxes. The City will furnish the successful proposer with tax exemption certificates when requested.

All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of:

Andrea Quinn

Procurement Analyst

Telephone: 248-841-2536

Fax: 248-608-8178 quinna@rochesterhills.org

Only those persons designated above are authorized to seek additional information from prospective firms regarding their proposals. Correspondence or inquiries made directly to firms regarding their proposals from all other persons are to be directed to those City employees designated above for appropriate review and response.

The City reserves the right to modify the scope of services during the course of the contract. Such modification may include adding or deleting any tasks this project will encompass and/or any other modifications deemed necessary. Any changes in pricing or payment terms proposed by the vendor resulting from the requested changes are subject to acceptance by the City. Changes may be increases or decreases.

The City of Rochester Hills shall reserve the right to terminate the contract without penalty upon 30 days written notice due to poor performance or for any reason deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract, or do whatever is deemed to be in its best interest.

mailto:quinna@rochesterhills.org

Contracts for work under this proposal will obligate the firm to not discriminate on the grounds of race, color, creed, religion or national origin in their employment practices. The successful proposer must furnish documentation complying with State of Michigan and Federal laws relating to discrimination under Equal Employment Opportunity (EEO).

The awarded vendor shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The awarded vendor shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Rochester Hills for such acts or omissions.

All work shall meet with the approval of the City Clerk or his/her authorized representative, as conforming to the provisions and requirements of this contract.

The City of Rochester Hills reserves the rights to waive any informalities, or immaterial omissions or defects and to reject any or all proposals, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the consultant to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor of the City of Rochester Hills.

Proposers are advised that all proposals are considered to be under evaluation until contract award.

The Purchasing Division and City staff is restricted from giving any information relative to the proposals or “progress” of the evaluation during this time, except as described in this Request for

Proposals and as required to administer the evaluation process. An award notice will be posted on the MITN website.

As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the

City of Rochester Hills Purchasing Division shall govern.

It shall be the proposer’s responsibility to make inquiry as to the changes or addenda issued.

Addendum will be posted on the MITN system. All such changes or addenda shall become a part of the contract and all proposers shall be bound by such changes or addenda.

In the event bankruptcy proceedings are commenced by or against proposer or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party. City shall be entitled to terminate without further cost or liability. The City may cancel the agreement/contract or affirm the contract and hold the proposer responsible for damages.

The City’s acceptance of a proposal and approval of the award of a contract shall not constitute a formed contract and the acceptance of a proposal and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the

City.

Insurance Regulations The proposer shall not commence work until he has obtained and delivered to the City of Rochester

Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. The City of Rochester Hills shall be named as certificate holder.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order, Commercial General Liability Insurance on an “Occurrence

Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage.

Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and

Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General

Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground

(XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and

Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability

Insurance, as described above, shall include an endorsement stating: “The City of

Rochester Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. Coverage shall extend on a primary and non-contributory basis.”

Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

Hold Harmless To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

Instructions to Proposers o The following pages include a vendor questionnaire to be completed and submitted with your proposal. Each item must be completed with a response.

o Any significant explanation desired by a proposer, regarding the meaning or interpretation of the Request for Proposals must be requested with sufficient time allowed for a reply to reach all prospective proposers before the submission of their proposals. Any information given to a prospective proposer concerning the Request for Proposals will be furnished to all prospective proposers as an amendment or an addendum to the Request for Proposals, if such information would be of significance to uninformed proposers. The City shall make the sole determination as to the significance to May 15, 2024 at 11:00 A.M. EST, at which time a response will be prepared and forwarded to all vendors.

o The proposal is to be completed in legible form, preferably typewritten.

o NO FAXED PROPOSALS WILL BE ACCEPTED.

o TIMELY SUBMITTAL: Proposals are accepted until Tuesday, May 28, 2014, at 3:00 P.M.

(LOCAL TIME) Late submittals will not be accepted.

o All information requested herein shall be submitted with the Request for Proposals; failure to do so may result in rejection of the Request for Proposals as non-responsive and/or incomplete.

o The City of Rochester Hills reserves the right to reject any and all Request for Proposals, to waive any irregularity or informality in any Request for Proposals received, and to accept any Request for Proposals or part thereof, which shall be deemed to be most favorable to the interests of the City of Rochester Hills.

VENDOR QUESTIONNAIRE

Each proposer must use the attached Proposal Form to submit their proposal. If an exception is indicated, an explanation shall be provided.

Firm Name: _________________________________________________________________

Address: ____________________________________________________________________

City/State/Zip Code: _________________________________________________________

Telephone Number: __________________________________________________________

Fax Number: ________________________________________________________________

E-mail Address: ______________________________________________________________

Firm Established: Years in Business: __________

Type of Organization: (Circle One)

a. Individual

b. Partnership

c. Corporation

d. Joint Venture

e. Other

How many years has your company been providing postage machine equipment? ____________ years

Where is your closest support facility?

Client references (include public sector - governmental) that your company has served with similar projects? Please provide listing of 5 references, including locations and number of years the postage machine equipment has been in service.

How many employees does your company employ?

Full-time employees: Part-time employees: ________________

Provide a timeline for delivery and installation upon award of a contract by the City. Describe the requirements for installation.

Explain the warranties that apply to the products/equipment and services provided relative to this project. Does your warranty cover all material and labor?

What services do you intend to subcontract?

Is your company the factory authorized representative to perform repairs to the equipment offered during the warranty period? If no, who will perform warranty work?

What support services will your company provide to the City?

What is your response time to perform warranty repairs after notification by the City?

Provide a general narrative description of the equipment/products and services you are offering in your proposal. Include information regarding email alerts, credit line for postage, update downloads, prompts for electronic diagnostics, training and installation, etc.

Will your firm provide the insurance coverages described in this document?

Yes _____________ No______________

Brochures/Catalogs are provided: Yes_______ No _______

COST PROPOSAL

The proposal shall contain the total project cost of all products/equipment and services and any related components including shipping (do not break out freight separately), handling, delivery, unloading, placement, installation, anchoring, product literature, training, manuals and warranty, etc – a total and complete project. All pricing shall be firm for one (1) year from the date of the contract

Proposers may submit pricing on more than one postage machine model (attach additional sheets if necessary). Please provide literature and pictures for each model proposed.

Provide Pricing for Purchase to Own:

Make/Model of Machine Proposed: _____________________________________

Purchase Price: $____________________________________________________

Postage meter monthly cost: $__________________________________________

Please identify the estimated useful life of the machine proposed: ______________________

Provide warranty costs:

Year 2: $_________Year 3: $_________ Year 4: $__________ Year 5: $_________ Year 6: $________

Provide lease options:

36 months: $___________ 48 months: $___________ 60 months: $___________

Are warranty costs included in monthly lease options cost? YES NO

If no, please provide additional warranty costs for the following:

Year 2: $________ Year 3: $_________Year 4: $_________ Year 5: $_______Year 6: $__________

Please provide supply costs for the machine proposed above:

Red Ink $________________ Yields: _________________

Black Ink $______________ Yields: _________________

Tape $_____________

Sealant Solution $_________ Size: ______________

Other: ______________________________________________________________

Any additional information not addressed above (may include additional sheets if necessary):___________________________________________________________________________

Are equipment brochures included with your response? YES NO

OTHER OPTIONAL ITEMS:

List any exceptions/alternates to the specifications contained in this Request for Proposal.

List any exceptions/alternates to the specifications contained in this Request for Proposal.

The undersigned hereby declares that he/she has carefully read and understands the Request for

Proposals, has full knowledge of the scope, nature, quantity and quality of work to be performed and will provide postage machine equipment, as described herein for the price set forth in this proposal. Any changes to the specifications and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the services. Unless specified to the contrary, by the submission of a response to this Request for Proposals, it will be interpreted as agreement to all provisions and requirements of this document and addendums thereto.

It is understood that all proposed prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award and that, if chosen the successful vendor, the prices will remain firm for one (1) year.

The proposer affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other proposer and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the proposer has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

By submission of a response, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) benefit from an award resulting in a “Conflict of

Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City of Rochester Hills. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the City, at its discretion may reject their proposal.

The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed.

Representative’s Name: __________________________________________

Title:__________________________________________________________

Signature:_____________________________________________________

Date: _______________________