RP020_23 Inv.pdf

September 13, 2023

REQUEST FOR PROPOSAL

RP020-23

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service providers for Provision of County-Wide Digital Multi-Functional Imaging Devices and Management Services on a Multi-Year Contract for the Departments of Financial Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on Thursday, October 5, 2023, at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M. A list of firms submitting proposals will be available the following business day on our website www.gwinnettcounty.com.

Questions regarding proposals should be directed to Casey Beauston, Purchasing Associate II, at casey.beauston@gwinnettcounty.com or by calling 770-822-7995, no later than 3:00 P.M. local time on Friday, September 22, 2023. Proposals are legal and binding upon the vendor when submitted. One (1) unbound, single-sided copy marked “original”, one (1) sealed fee schedule, four (4) exact bound copies minus the fee schedule, and one (1) electronic copy (minus fee schedule) on a USB drive should be submitted.

Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com, and companies submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Casey Beauston Purchasing Associate II

The Following Pages Should Be Returned As Part Of Your Proposal Document:

Fee Schedule, Page 13 Service Provider Information, Page 14

References, Page 15 Code of Ethics, Page 28

Contractor Affidavit and Agreement, Page 29 http://www.gwinnettcounty.com/ mailto:casey.beauston@gwinnettcounty.com http://www.gwinnettcounty.com/

RP020-23 Page 2

I. Scope of Work

The Gwinnett County Board of Commissioners is soliciting competitive proposals from interested and qualified firms for the Provision of County-Wide Digital Multi-Functional Imaging Devices and Management Services on a Cost-Per- Copy (CPC) Basis. It is the intent of the County to have a single cost per copy including equipment, service, and supplies, excluding paper. Services under this contract will include the provision of new (out of the box) multi-functional devices, all consumable supplies (except paper), all normal and emergency repair services, all periodic/preventative maintenance, and all operator training in accordance with all requirements stated herein.

Proposals should not include a proposed lease payment.

II. General Requirements

Primary services include but are not limited to the following items:

A. It is the desire of the County to obtain a multi-functional copier management Service Provider willing to form a coalition with the County to assist in directing the larger copying needs of the various departments and providing a wide range of coverage for all County user departments. The final decision will remain with the County in regard to the overall coverage of multi-functional copier placement. Gwinnett County reserves the right to increase or decrease the number and types of copiers and accessories from this contract as deemed to be in the best interest of the County.

B. Quantities in this solicitation for digital multi-functional imaging devices, supplies and services are estimates only.

The Service Provider furnishing services and supplies will be in direct proportion to the actual number and volume bands of copiers required by the County. No guarantee is given that any specific quantities will be ordered.

C. The County shall make every effort to ensure that ordered placements of copiers, by volume band classification, are directly related to the average monthly volume of copies produced at a given copier site. Should the Service Provider become aware of any particular site where a copier is being regularly overused or underused, they may recommend the replacement of that machine with a copier of a higher or lower volume band, as appropriate. The final decision, however, as to the volume band of machine appropriate for any site shall be solely that of Gwinnett County.

D. Quantities in this solicitation for digital multi-functional imaging devices, supplies, and services are estimates only. The Service Provider furnishing services and supplies will be in direct proportion to the actual number and volume bands of copiers required by the County. No guarantee is given that any specific quantities will be ordered.

E. Gwinnett County will select the proposal which best fulfills the requirements and is the best value to the County.

Gwinnett County reserves the right to negotiate with the Proposer to determine final pricing, and contract form.

Because the proposal is negotiable, all pricing data will remain confidential until after award is made. Overall responsiveness to the Request for Proposal is an important factor in the evaluation process.

F. All orders must comply with the proposal requirements and should be approved by the authorized representative of the Information Technology Services Department.

G. Gwinnett County currently has approximately 548 copiers on a cost-per-copy basis.

H. A list of current County copiers with their installation dates is provided in Attachment A.

I. The Service Provider shall furnish, install, maintain, and operate, at its own cost and expense, such multi-functional imaging devices as may be mutually agreed upon by the Service Provider and the County. Service Provider further agrees to provide personnel, delivery service, repair labor, and parts necessary to keep all digital multi-functional imaging devices in top-quality operating condition, and provide an adequate supply of supply items at all times. The Service Provider shall place copiers only in areas designated by the County. All copiers and multi-function devices must be provided pre-configured to provide network connectivity capability. The network

RP020-23 Page 3 connectivity is required to enable remote management and click accounting services. Provider must provide certification that the hard drive has been wiped on all removed or replaced copier units to the department of IT services. The Service Provider is responsible for providing the software to gather the data and work with County IT personnel to install it.

J. Copier Term of Rental: The term of rental for each machine placed shall be five (5) years. All newly placed copiers will remain in place for a five (5) year period regardless of the year of the contract term. However, if a copier needs to be replaced because of service or upgrades, it will be replaced with a new copier from the current Service Provider, without regard to the year in which it was originally placed. Service Provider must coordinate with the previous vendor for scheduling of replacement copiers as copiers on the old contract come up for replacement to ensure limited down time to current users. County contacts will be available as needed. Number of replacements varies year to year. Refer to Attachment A for device installation dates.

K. Consumable Supplies: All consumable supplies, including, but not limited to, repair parts, toner, and staples for use in devices offered to meet automatic stapling requirements (with the exception of paper) required for copying operations, shall be included in the resulting cost-per-copy (CPC).

L. In order to ensure the availability of consumable supplies, the Service Provider will be required to establish and maintain a full stock of all such supplies as described for the various locations covered by this contract. County space for this stock or office use will not be provided.

M. The Service Provider shall respond to verbal requests for additional consumable supplies under the following conditions:

1. Orders for additional consumable supplies will be made and accepted only from County personnel.

2. Orders shall state the location and serial number of the machine for which the additional supplies are being ordered.

3. The Service Provider shall deliver additional consumable supplies within a 24-hour period after receipt of verbal or written order.

N. Supplies from the Service Provider shall be delivered during normal business hours, Monday through Friday (excluding holidays) as specified by the using department.

O. Service Provider will furnish one designated point of contact for coordination of supplies, delivery, and/or maintenance.

P. It will be the responsibility of the successful service provider to provide and maintain insurance per the attached insurance requirements through the life of the contract.

III. Availability of Other Local Governments, City agencies, Schools, and Libraries

This offer is extended to other local, city, school, and library agencies subject to the approval by Gwinnett County. All shipments, deliveries and installations will be FOB destination.

IV. Special Terms

All of the Service Provider's employees or agents furnishing services to the County shall be deemed employees or agents solely of the Service Provider and shall not be deemed for any purpose whatsoever as employees or agents of, acting for or on behalf of, the County. The Service Provider shall perform all services as an independent Service Provider and shall discharge all liabilities as such. No acts performed or representations, whether oral or written, made by the Service Provider with respect to third parties shall be binding on the County. The Service Provider shall be solely responsible for the withholding and payment of all federal, state, and local personal income taxes, social security, unemployment, sickness disability insurance, and other payroll taxes with respect to the Service Provider employees, including contributions from them when and as required by law.

RP020-23 Page 4

The Service Provider shall be responsible for any loss or damage to County property if said loss or damage is a direct result of negligence on the part of the Service Provider or any person(s) working for said Service Provider. No portion of this contract shall be sub-provisioned, assigned, transferred, or conveyed without written approval from the County.

The Service Provider must receive a completed Copier Placement Form (Attachment B) before any new or replacement installations may take place.

The Service Provider must coordinate all new or replacement installations with the Department of Information Technology Services and department being affected at least one (1) week prior for replacements and two (2) weeks prior for new placements, to help ensure network connectivity and evaluate the use of multi-function devices to help reduce the number of individual scanners, fax machines, individual and network printers. The Service Provider must transfer existing address book to new device and ensure current network and scanner settings are transferred to the new device to reduce down time for end users. The Service Provider will have access to the devices and must back up the address book and transfer it to the new device including the current network and scanner settings.

The Service Provider must provide an electronic way in the form of software to automatically gather click counts for all networked copier devices which can be transmitted automatically to the Service Provider with no intervention from Gwinnett County staff.

The County shall have the right to inspect the books and records of the Service Provider pertinent or related to sales made under this contract. Such records shall be kept by the Service Provider for a period of at least two (2) years.

The County reserves the right to conduct a pre-award survey or to require other evidence of technical, production, managerial, financial, or other abilities prior to the award of the contract. If requested, Service Provider will be required to submit satisfactory evidence that they have a practical knowledge of the particular service proposed upon and that they have the necessary financial resources to provide the proposed service called for as described in the Proposal.

V. Specifications

All copiers provided should include options for basic and advanced multi-function devices with connectivity to the County network. County departments will upgrade and add functionality such as fax, color copy, and scanning as deemed appropriate. In addition, all copiers must come equipped with a full complement of Windows drivers and fonts, be equipped with sufficient memory that all jobs can be run without interruption, allow for concurrent and/or parallel processing of multiple functions and scan to the network in multiple file formats including PDF and Tiff.

Copiers should be able to batch scan, copy, and print barcodes. Copier scanning capability should be able to be monitored and administered via web browser. Scanning functionality should be standard across all MFP models to ensure a repeatable scanning and imaging process. Scanner function should have the ability to use a barcoded coversheet to automate document identification, indexing and routing. Copiers proposed should have the ability to scan up to 600 dpi x 600 dpi resolution. Card readers are not required. All copiers must support all Microsoft Windows operating systems including Windows 7, 8, 8.1 and Windows 10, along with Windows 2003, 2008, 2012 and 2016 server for print services and remote management. Offerors should state any operating system compatibility issues that may exist.

Any copier offered to the County, in fulfillment of the Service Provider's obligation to deliver price-per-copy product, must be in current production as of the date an offer is submitted under this Request for Proposal. For the purpose of this solicitation, "current production" shall mean that the copier model is being manufactured as new out-of-the-box equipment for the United States market.

Proposal pricing should be submitted based on NEW (out-of-the-box) equipment only. Newly Manufactured, Remanufactured, or Re-conditioned equipment will not be permitted. Proposal pricing will include shipping, insurance, freight, rigging, initial installation and final removal.

Copiers shall be equipped with lighten/darken contact control. Copiers must be capable of reproducing general office correspondence and reports with acceptable copy quality from solids, architectural patterns, graduated tones, line and

RP020-23 Page 5 grids, standard grids, standard black graphite #2 and red pencils, blue ball point pens, carbon and carbonless copies, photographs and colored originals, invoices, shipping documents, etc.

Copiers must be capable of making copies on 20 - 80 lb. plain paper (white or colors) plus gummed labels and transparency materials without feed problems. Currently, the County employs Avery gummed labels using various Ricoh models.

Copiers must have self-diagnostic system which indicates as a minimum, the following:

a. Needs toner

b. Needs paper

c. Paper misfeed or jam

All routine installation of toner, developer will be the responsibility of the user.

High or mid-range volume equipment should have advanced features such as copy security, store-n-print, pending user input of security codes or similar security features.

A copy of “Average Monthly Usage” (as provided by the current provider) is attached as historical data for information purposes only (see Attachment C). The total quantity of copies is not guaranteed, and the omission of an estimated quantity does not indicate a lack of need. Historical data is offered to indicate quantities consumed in the past.

Replacement Copiers and Multi-Functional Devices: If a copier fails to operate at the time of installation, the County may, as its option, request an immediate replacement. During the contract period, should the repair record of any copier reflect a downtime of more than 10% or more of the normal working day (8 hours) in one (1) 30-day period, a determination will be made by the County to replace the initial copier with a new copier, or to have the Service Provider's management representative certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. In those cases where a repaired copier, having been certified as above, continues to suffer an abnormal rate of breakdowns, the Service Provider's authorized management personnel shall grant credit or reimbursements. This shall be calculated at the rate of 1/30 of the anticipated monthly cost-per-copy charge (evaluated at the average monthly volume of that machine) times the total number of days (or a portion thereof) certified by Service Provider as downtime for the average monthly volume of that machine. The Service Provider shall then provide a replacement machine of equal or greater capability, until the repair of the original machine is complete.

Down time for normal office atmosphere must not exceed eight (8) hours. If machine cannot be repaired in the eight

(8) hour timeframe, Service Provider must provide back-up service. Service Provider must include any offered programmable copy counters deemed necessary as part of the cost-per-copy price. For accounting purposes, the copy machines and multi-function devices should have the capability to accept key counting devices that incorporate a meter which records the total number of copies produced by separate departments and the device will be inherent in the product design. It is highly desired to have the capability of entering a billing code instead of using a programmable copy counter. The feature should include the capability to enter an individual code as well as a department code to charge the services from any copier in use by the County. The code should be an alpha, numeric, or alpha/numeric code known only to the individual/department. The responsibility of maintaining copiers furnished under the resulting contract shall be solely that of the Service Provider.

VI. Volume Bands

The following equipment/options must be standard on all units: Bands 1 and 2 are to have two (2) paper drawers, finisher, print/scan, and fax. Bands 3 and up are to have four (4) paper drawers, finisher, print/scan, and fax.

Specific Minimum Requirements: Copiers provided shall be of the following types and with the listed capabilities (Volume Bands). Devices provided should be able to accomplish all options listed in the band that it belongs in. With the exception of page speed and accessories, minor variations to specifications should not result in a proposal being deemed non-responsive. However, Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest.

RP020-23 Page 6

• Volume Band I Multifunction Copiers (With Finisher) (Black and White): 0 - 1,500 Copies Per Month

a. A minimum copy speed of 15-20 copies per minute.

b. Reliability producing up to 2,000 copies per month.

c. A standard commercial cabinet base, if a tabletop copier 16 to 20 inches in height is used.

d. Automatic two (2) sided copying capability.

e. A minimum of two (2) paper trays, 8 1/2" x 11" and 8 1/2" x 14", capable of adjusting to accommodate up to 8 1/2" x 14", to hold minimum 100 sheets of paper on each tray.

f. Variable reduction and enlargement from 25% to 400% either preset or zoom.

g. An automatic document feeder.

h. Reversing capabilities.

• Volume Band I Multifunction Copiers (Without Finisher) (Black and White): 0 - 1,500 Copies Per Month

a. A minimum copy speed of 15-20 copies per minute.

b. Reliability producing up to 2,000 copies per month.

c. A standard commercial cabinet base, if a tabletop copier 16 to 20 inches in height is used.

d. Automatic two (2) sided copying capability.

e. A minimum of two (2) paper trays, 8 1/2" x 11" and 8 1/2" x 14", capable of adjusting to accommodate up to 8 1/2" x 14", to hold minimum 100 sheets of paper on each tray.

f. Variable reduction and enlargement from 25% to 400% either preset or zoom.

g. An automatic document feeder.

h. Reversing capabilities.

• Volume Band I Multifunction Copiers (Color): 0 - 1,500 Color Copies Per Month

a. A minimum copy speed: Color 10 - 20 copies per minute Black/White 30 - 40 copies per minute

b. Resolution for Copy Minimum of 600 x 600 DPI / Minimum for Printing 1800 x 600

c. Reliability producing up to 1,500 Color Copies/Prints Per Month and 5000 B/W Copies/Prints Per Month

d. ARDF Standard

e. Auto- Duplexing Standard

f. Minimum of 384 Megabyte RAM

g. Minimum of 40 Gig Hard Drive for Document Storage

h. Minimum of 2 x 250 Sheet Paper Trays (8.5” x11” up to 8.5” x 14”)

i. Standard 100 Sheet Bypass Tray

j. Wireless IEEE 802.11b Capable (Available Option)

k. Network Scan to Folder & Email (Available Option)

l. Postscript (Available Option)

m. Document Security (Available Option)

• Volume Band II Multifunction Copiers (Black and White): 1,500 - 3,000 Copies Per Month

a. A minimum copy speed of 22-30 copies per minute.

b. Reliably producing up to 3,000 copies per month.

c. A standard commercial cabinet base

d. Automatic two (2) sided copying capability.

e. A minimum of two (2) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray.

f. Variable reduction and enlargement from 25% to 400%.

g. Copy bound volumes.

h. An automatic document feeder.

i. A minimum 1,000 sheet finisher-digital

j. Multiple coping of oversize originals.

RP020-23 Page 7

k. Staple capability.

l. Reversing capability.

• Volume Band II Multifunction Copiers (Color) 1,500 - 3,000 Color Copies Per Month

a. Minimum Copy Speed: Color 25 - 35 copies per minute

b. Black/White 35 - 45 copies per minute

c. Resolution for Copy Minimum of 600 x 600 DPI / Minimum for Printing 1200 x 1200

d. Reliability producing up to 3,000 Color Copies/Prints Per Month and 10,000 B/W Copies/Prints Per Month

e. ARDF Standard

f. Auto- Duplexing Standard

g. Minimum of 768 Megabyte RAM

h. Minimum of 80 Gig Hard Drive for Document Storage

i. Minimum of 2 x 500 Sheet Paper Trays (8.5 x11 up to 11 x 17)

j. Standard 100 Sheet Bypass Tray Capable of Up to 90 # Index Stock

k. Wireless IEEE 802.11b Capable (Available Option)

l. Network Scan to Folder & Email (Available Option)

m. Postscript (Available Option)

n. Stapler/Finisher Capable of Minimum 2000 Sheets Output with Staple

o. Hole Punch (Available Option)

p. Online Booklet Maker Finisher (Available Option)

q. Document Security (Available Option)

• Volume Band III Multifunction Copiers (Black and White): 3,000 - 7,500 Copies Per Month

a. A minimum copy speed of 32-40 copies per minute.

b. Reliably producing up to 7,500 copies per month.

c. A standard commercial cabinet base

d. Automatic two (2) sided copying capability.

e. A minimum of four (4) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray.

f. Variable reduction and enlargement from 25% to 400%.

g. Copy bound volumes.

h. An automatic document feeder.

i. A minimum 1,000 sheet finisher-digital

j. Multiple coping of oversize originals.

k. Staple capability.

l. Reversing capability.

• Volume Band III Multifunction Copiers (Color): 3,000 - 7,500 Color Copies Per Month

a. Minimum Copy Speed: Color 25 - 35 copies per minute Black/White 35 - 45 copies per minute

b. Resolution for Copy Minimum of 600 x 600 DPI / Minimum for Printing 1200 x 1200

c. Reliability producing up to 7,500 Color Copies/Prints Per Month and 10,000 B/W Copies/Prints Per Month

d. ARDF Standard

e. Auto- Duplexing Standard

f. Minimum of 768 Megabyte RAM

g. Minimum of 80 Gig Hard Drive for Document Storage

h. Minimum of 4 x 500 Sheet Paper Trays (8.5 x11 up to 11 x 17)

i. Standard 100 Sheet Bypass Tray Capable of Up to 90 # Index Stock

j. Wireless IEEE 802.11b Capable (Available Option)

k. Network Scan to Folder & Email (Available Option)

l. Postscript (Available Option)

m. Stapler/Finisher Capable of Minimum 2000 Sheets Output with Staple

n. Hole Punch (Available Option)

RP020-23 Page 8

o. Online Booklet Maker Finisher (Available Option)

p. Document Security (Available Option)

• Volume Band IV Copiers, 7,500 – 15,000 Copies Per Month

a. A minimum copy speed for Black/White of 42 – 50 pages per minute

b. Reliably producing up to 15,000 copies per month.

c. A standard commercial cabinet base

d. Automatic two (2) sided copying capability.

e. A minimum of four (4) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray.

f. Variable reduction and enlargement from 25% to 400% in 1% increments.

g. An automatic document feeder.

h. A minimum 1,000 sheet finisher-digital

i. Multiple coping of oversize originals.

j. Staple capability.

k. Reversing capability.

• Volume Band V Copiers, 15,000 - 25,000 Copies Per Month

a. A minimum copy speed for Black/White of 52-60 copies per minute.

b. Reliably producing up to 25,000 copies per month.

c. A standard commercial cabinet base

d. Automatic two (2) sided copying capability.

e. A minimum of four (4) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray (minimum capacity of 2,000 sheets).

f. Variable reduction and enlargement from 25% to 400% in 1% increments.

g. An automatic document feeder.

h. A minimum 1,000 sheet finisher-digital

i. Multiple coping of oversize originals.

j. Staple capability.

k. Reversing capability.

• Volume Band VI Copiers, 25,000 – 50,000 Copies Per Month

a. A minimum copy speed for Black/White of 62 - 75 copies per minute.

b. Reliably producing up to 50,000 copies per month.

c. A standard commercial cabinet base

d. Automatic two (2) sided copying capability.

e. A minimum of four (4) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray (minimum capacity of 2,000 sheets)

f. Variable reduction and enlargement from 25% to 400% in 1% increments.

g. Copy bound volumes.

h. An automatic document feeder.

i. A 20-bin collator, 50 sheets per bin.

j. Multiple coping of oversize originals.

k. Size to size capability up to 11 x 17.

l. 2,000 sheet capacity.

m. Speed not lower than 42 copies per minute when using a feeder.

n. Staple capability.

o. Reversing capability.

Volume Band VII Copiers, Above 50,000 Copies Per Month

a. A minimum copy speed for Black/White of 80 copies per minute.

RP020-23 Page 9

b. A standard commercial cabinet base

c. Automatic two (2) sided copying capability.

d. A minimum of four (4) paper trays, 8 1/2" x 11" and 11" x 14", capable of adjusting to accommodate up to

11" x 17", to hold a minimum of 500 sheets of paper on each tray (minimum capacity of 2,000 sheets).

e. Variable reduction and enlargement from 25% to 400% in 1% increments.

f. Copy bound volumes.

g. An automatic document feeder.

h. A 20-bin collator, 50 sheets per bin.

i. Multiple coping of oversize originals.

j. Size to size capability up to 11 x 17.

k. 2,000 sheet capacity.

l. Speed not lower than 42 copies per minute when using a feeder.

m. Staple capability.

n. Reversing capability

VII. Maintenance

Response to Service Calls: During normal working hours (as specified by the using department) Monday through Friday, excluding holidays, the Service Provider shall respond to service calls within four (4) working hours after notification of malfunction of equipment. Within the first hour, a verbal call should be placed to the user department stating that the service call has been processed. Within the four-hour time period, a service technician should be on premises. Service calls for machines identified as critical shall be responded to within two (2) working hours. Within the first hour, a verbal call should be placed to the user department stating that the service call has been processed.

Within the two-hour time period, the service technician should be on premises. The number of critical machines shall not exceed five percent (5%) of the total number of machines. The number of critical machines must be identified with each order. The response time on a service call starts when the authorized County personnel places a service call to the Service Provider.

Each copier furnished under the resulting contract shall perform at a monthly effectiveness of ninety percent (90%).

The effectiveness level for the machine shall be computed as follows: one (1) minus the total number of hours of downtime, divided by the total production time in the month. Total productive time shall be computed by multiplying eight (8) hours per day by the number of working days in the month (weekend and holidays excluded). If monthly effectiveness level is ninety percent (90%) or higher, there is no credit due under this provision. Failure of any particular copier to achieve a monthly effectiveness of ninety percent (90%) shall entitle the County to unilaterally take credit against the monthly billing for each day the equipment is inoperative. The credit shall be percentage amount of the cost-per-copy monthly charge per machine, which shall be determined by subtracting the actual percentage of effectiveness level attained during the month from one hundred (100). If a machine operates at less than ninety percent (90%) effectiveness level for two consecutive months, the Service Provider shall replace the machine.

Example of the Effectiveness Level Formula: If a machine was down for twenty (20) hours in a month which had one hundred sixty-eight (168) hours of total productive time, the percentage of downtime would be 11.9%.

However, if the effectiveness level was 90% or higher, no credit is due to the County.

Key Operator Training: The Service Provider shall provide training for copier key operators as designated by the County for each agency/activity placing orders under the resulting contract, on an “as needed” basis within 3-5 working days of such request.

Relocation of Copiers: The using agency/activity reserves the right to relocate copiers furnished under the resultant order, under the following conditions:

a. The County will make every effort to ensure that the Service Provider is provided with an accurate list of copier installations. However, during the course of the order, copier relocations may be necessary. Therefore, any copier may be relocated by the Service Provider (after initial installation) one (1) time during the period of the contract at no charge to the County. Therefore, if the same copier is relocated, there will be no charge to

RP020-23 Page 10 the County if activity personnel do the moving, supervised by the Service Provider's technical representative. If the Service Provider's personnel perform the relocation, it will be at the Service Provider's current commercial published rate at the time of the move. One volume band of copier replaced by another volume band of copier as a result of a review for over-usage or under-usage shall be considered as an initial installation and shall not be construed as the one allowable move previously detailed. Relocation of copiers will be made only by the Service Provider, except in cases where the Service Provider determines (prior to the move) that the relocation does not require trained moving technical personnel.

b. The Service Provider will be notified by the County of intended equipment moves, which shall take place within forty-eight (48) hours of the notification. The Service Provider will also be provided with the new location at this time.

VIII. Invoicing

Meter readings will be the responsibility of the County in coordination with the vendor via remote or centralized network management including remote monitoring of supplies, click counts, etc.

Service Provider must be capable of generating a volume monthly invoice with at least the following information:

a. Cost-per-copy

b. Department and location

c. Model and serial number

d. Number of copies (of each copier), previous month and current month with meter readings

e. Charge back information

The County requires invoices be submitted electronically on a monthly basis for each individual copy and multi-function machine. In addition, the County requires invoices or a separate report on a monthly basis stating maintenance history and total down time per machine. All reports and invoices must be submitted electronically. No fax or standard postal mail should be submitted for reports or invoices.

Offeror(s) must be able to provide spreadsheet in Microsoft Excel format with charge back information, month and year, department and location, cost-per-copy and number of copies consumed.

IX. Accessories and Options

From time to time, some users may wish to add certain optional accessories, features, or equipment (i.e. color and multi-functional units and/or options, extra paper cassettes, etc.) that may not be a part of the initial rate. Offerors should include a list of all available options along with additional pricing. Pricing for such options or accessories must be stated as an additional cost to be added to the initial cost per copy.

Gwinnett County reserves the right to take advantage of certain technological changes or other such items for which the County may have a need, and which may become available during the life of the contract. Costs associated with such advancements may be negotiated with the Service Provider as necessary. Labor involved must be included in any price submitted. Changes required to keep the machines at state of the art will be at the expense of the Service Provider. Labor involved must be included in any price submitted.

• Please provide a detailed listing of all optional accessories and the additional cost per copy for each volume band indicated above.

• This information should be detailed and submitted on separate sheets per volume bands proposed.

• Please include Coin Operated Units and Control Card Access Units as part of the accessory information for each volume band.

• Please state in detail exactly what services and products will be included.

X. Proposal Submission Requirements General

1. No contact with any County or Representative regarding this PROPOSAL will be allowed. Any contact

RP020-23 Page 11 regarding this PROPOSAL with anyone other than Marlo Puckett or other Purchasing Associate may be grounds for immediate disqualification.

2. No faxed or email copies of the proposal will be accepted.

3. Proposer should assume that the County will base its entire decision-making on the Proposal. The

Service Provider’s best terms, conditions, and pricing should be submitted as there are no plans or any guarantees that the County will seek additional information on and/or clarification of initial Proposals.

4. Proposals must be signed in ink by a company official who has authorization to commit company resources.

5. Proposals shall be submitted in a sealed envelope/package. Envelope/package shall be addressed to Gwinnett County Department of Financial Services, Purchasing Division, 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046 and shall be identified with the proposal number, date of opening, and company name on the outside.

6. Proposals submitted are not publicly available until an award is made by the Gwinnett County Board of Commissioners. All proposals and supporting materials, as well as correspondence relating to this proposal, become the property of Gwinnett County when received. Information submitted by a proposer in the proposal process shall be subject to disclosure after proposal award in accordance with the Georgia Open Records Act.

7. It is the responsibility of the proposing firm to ensure that it has all applicable addenda prior to proposal submission. Addenda will be posted on the website www.gwinnettcounty.com. Receipt of addenda shall be acknowledged in the proposal on the appropriate form provided in the solicitation.

8. The selected Service Provider will be responsible for providing evidence of the insurance coverage as required in this solicitation and shall maintain said insurance throughout the contract.

9. The “Proposal Documents” of the organization selected will be incorporated into the service contract in their entirety.

XI. Evaluation Criteria and Selection Procedures

Proposals will be evaluated based on their relative responsiveness to the criteria described above and with the values below assigned.

Phase I Criteria Maximum Points Allowed

Experience: Describe in detail the experience of your company’s key personnel and technicians that will be assigned to the Gwinnett County contract. Information provided should demonstrate the experience and capability of the company to provide the requested service, supplies and support.

30 Points

2 References: Provide three (3) references where services of a similar size and scope have been completed. 10 Points

Ability to Meet proposal Requirements: Provide detailed information pertaining to accessories and options, invoicing, copier transitioning, and asset recovery (retrieval of existing copier at time of replacement).

30 Points

Phase I Subtotal 70 Points Phase II

4 Fee Schedule. All pricing should be complete and easy to understand. 30 Points

5 Optional Interview 10 Points Phase II Subtotal 40 Points

Total 110 Points http://www.gwinnettcounty.com/

RP020-23 Page 12

A selection committee will carefully evaluate all responses to this proposal. Proposals will be evaluated by section based on the responsiveness to the requirements of this proposal and the evaluation criteria outlined above. Gwinnett County reserves the right to reject any or all proposals, in whole or in part; to negotiate changes in the scope of services; and to waive any technicalities as deemed in its best interest.

The Technical Proposals will be evaluated in order to select the service provider(s) which rates highest according to the criteria elaborated below (Phase I, #1-3). The selection committee may then shortlist the highest scoring service provider(s).

The Fee Schedule of the short-listed service provider(s) will then be opened and scored. The service provider with the lowest cost will received the full 30 points. The highest scoring service provider may be selected at this point, or the committee may invite a number of the highest scoring service provider(s) to interview. The number of service provider(s) short listed and interviewed, if any, will be at the discretion of the selection committee.

If an interview is requested, it will be worth an additional 10 points in the selection process. The service provider(s) will be responsible for any cost associated with the request for additional information and/or an interview. If unable to reach an agreement with the highest scoring service provider, the County may then negotiate with the second ranked service provider and so on until a satisfactory agreement has been reached or the County may terminate the process.

RP020-23 Page 13

FEE SCHEDULE

FAILURE TO RETURN THIS PAGE OF THE PROPOSAL SUBMITTAL MAY RESULT IN REJECTION OF PROPOSAL

(THE FEE SCHEDULE IS TO BE SUBMITTED IN A SEPARATE SEALED ENVELOPE.)

COMPANY NAME: ___________________________________________________________________________________________________

NOTE: List cost-per-copy (for years 2024 through 2028) for additional options and features for each volume band on a separate sheet. All five (5) years of pricing will be taken into consideration in the evaluation process.

Item Description Estimated Quantity

Manufacturer & Model

Cost Per Copy

Cost Per Copy

Cost Per Copy

Cost Per Copy

Cost Per Copy

1.

Volume Band I Multifunction Copiers With Finisher (Black and White): 0 - 1,500 Copies Per Month

2.

Volume Band I Multifunction Copiers Without Finisher (Black and White): 0 - 1,500 Copies Per Month

3. Volume Band I Multifunction Copiers (Color): 0 - 1,500 Copies Per Month 97

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

4.

Volume Band II Multifunction Copiers (Black and White):

1,500 - 3,000 Copies Per Month

5. Volume Band II Multifunction Copiers (Color): 1,500 - 3,000 Copies Per Month 35

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

6. Volume Band III Multifunction Copiers (Black and White): 3,000 - 7,500 Copies Per Month 73 $ $ $ $ $

7. Volume Band III Multifunction Copiers (Color):

3,000 - 7,500 Color Copies Per Month 21

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

B/W: $

Color:$

8. Volume Band IV Copiers, (Black and White) 7,500

– 15,000 Copies Per Month. List color as option. 28 $ $ $ $ $

9.

Volume Band V Copiers, (Black and White) 15,000 - 25,000 Copies Per Month. List color as option.

10.

Volume Band VI Copiers, (Black and White) 25,000 – 50,000 Copies Per Month. List color as

11.

Volume Band VII Copiers, (Black and White) Above 50,000 Copies Per Month. List color as

RP020-23 Page 14

SERVICE PROVIDER INFORMATION

Please Include This Page As Part Of The Proposal Document And NOT With The Fee Proposal

The services to be performed under this Agreement shall commence on January 1, 2024. The initial term of this Agreement shall be January 1, 2024, through December 31, 2028. This contract will terminate immediately and absolutely at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under the contract. In addition, the County has the sole right to terminate this contract absolutely and without further obligation on its part at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed. The contract shall automatically renew unless positive action is taken by the County to terminate the contract for a total lifetime Agreement term of five (5) years, upon the same terms and conditions. Failure to hold pricing firm for the initial term of the contract will be sufficient cause for Gwinnett County to declare the proposal non-responsive.

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

Termination for fund appropriation: The County may unilaterally terminate this Agreement due to a lack of funding at any time by written notice to the Contractor. In the event of the County's termination of this Agreement for fund appropriation, the Contractor will be paid for those services actually performed. Partially completed performance of the Agreement will be compensated based upon a signed statement of completion to be submitted by the Service Provider which shall itemize each element of performance.

Certification of Non-Collusion in Proposal Preparation

Signature Date

The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:

Addendum No. Date Addendum No. Date

In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in the "Instructions to Vendors" and all documents referred to therein, if this proposal is accepted by the Board of Commissioners within ninety (90) days of the date of proposal opening, to furnish any or all of the items upon which prices are submitted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this proposal, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the Instructions to Vendors.

Legal Business Name

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature Printed Name

Telephone Number Fax Number

Email Address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/ http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

RP020-23 Page 15

COMPANY NAME: _______________________________________________________________________________________

FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF

PROPOSAL.

REFERENCES

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form.

1. Company Name

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Completion Date

Contract Amount $ Start Date

3. Company Name

Completion Date

Contract Amount $ Start Date

RP020-23 Page 16

STANDARD INSURANCE REQUIREMENTS

(For projects less than $1,000,000)

1. Statutory Workers' Compensation Insurance

(a) Employers Liability:

Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee

2. Commercial General Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverage must apply:

1986 (or later) ISO Commercial General Liability Form Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04) Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations) Blanket Contractual Liability Broad Form Property Damage Severability of Interest Underground, explosion, and collapse coverage Personal Injury (deleting both contractual and employee exclusions) Incidental Medical Malpractice Hostile Fire Pollution Wording

3. Auto Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles

(c) Additional Insured Endorsement

(d) Contractual Liability

4. Umbrella Liability Insurance - $1,000,000 limit of liability

(a) The following additional coverage must apply Additional Insured Endorsement Concurrency of Effective Dates with Primary Blanket Contractual Liability Drop Down Feature Care, Custody, and Control - Follow Form Primary Aggregates: Apply Where Applicable in Primary Umbrella Policy must be as broad as the primary policy

5. Gwinnett County Board of Commissioners (and any applicable Authority) should be shown as an additional insured on General Liability, Auto Liability and Umbrella Liability policies.

6. The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation.

7. Certificate Holder should read:

Gwinnett County Board of Commissioners 75 Langley Drive Lawrenceville, GA 30046-6935

8. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher.

Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better.

RP020-23 Page 17

9. Insurance Company should be licensed to do business by the Georgia Department of Insurance.

10. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number.

11. The Contractor shall agree to provide complete certified copies of current insurance policy (ies) or a certified letter from the insurance company (ies) if requested by the County to verify the compliance with these insurance requirements.

12 All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the County.

13. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements.