Bidder must enter company name here.

STATE OF MICHIGAN

Request for Proposal No. Dept 171, ID 180000003498 PMM Printer Replacement Project and Continued Maintenance

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this Request for Proposal (RFP). The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement where indicated. The Contractor MUST respond within the body of this document in the spaces provided. Cut and paste information into these locations if necessary. Do not attach any alternate or additional information as it may not be considered for evaluation, unless specifically requested within the RFP. Uniform Resource Locator (URL) links to information will not be considered for evaluation.

BACKGROUND

The State of Michigan’s Printing Services (PS) provides both transactional and off-set print services to the SOM. The organization runs two shifts: first shift (7:30am-4:30pm) and third shift (11:00pm-7:30am). The transactional printing accounts for approximately 6 million black and white images per month, printed on 20# 8.5x11 stock. Approximately three (3) percent of the total is printed on Magnetic Ink Character Recognition (MICR) toner. Print and Mail Management (PMM) will be retaining one (1) MICR capable continuous feed printer and expect the new equipment will provide redundancy options. Offset produces approximately 1.5 million black and white and 1.5 million full color images a month on a wide variety of stock weights and sizes. The color images are currently printed on 5-color and 2-color Shinohara presses.

Currently, PS utilizes two in-line IBM Infoprint 4100 printers with pre- and post-processing equipment to produce high-speed, duplex, digital print. PS also has five (5) Xerox Nuvera 288, three (3) with post processing equipment, for cut-sheet output.

INTENT

The contract resulting from this solicitation will be for the provision of high-speed print hardware to the State of Michigan (SOM), Department of Technology, Management and Budget (DTMB), and PMM.

PMM intends to replace the two IBM Inforprint 4100 printers with a high speed, duplex, inkjet solution, and to replace the five Xerox Nuvera 288 printers with four new cutsheet printers.

REQUIREMENTS

The contractor will respond to this RFP with three (3) separate pricing proposal breakdowns, per Schedule B for the following:

A. One bid that includes four (4) cutsheet printers and one (1) inkjet solution. The inkjet solution must be in-line for duplex printing, include a pre-process unwinder, a post-process splitter, cutter and stacker, full-color printing and run at a minimum of 150 ft. per minute. All four (4) cut-sheet printers must be able to produce a minimum of 200 duplex images per minute and have in-line stapling. In addition, one (1) of the four (4) printers must have in-line tape binding (or comparable solution) and one (1) printer must have in-line saddle-stitching capabilities. Also, in-line GBC punching is an optional feature on one of the other two (2) printers.

B. Two separate bids. One bid for four (4) cutsheet printers and one bid for an inkjet solution. The inkjet solution must be in-line for duplex printing, include a pre-process unwinder, a post-process splitter, cutter, full-color printing and run at a minimum of 150 ft. per minute. All four (4) cutsheet printers must be able to produce a minimum of 200 duplex images per minute and have in-line stapling. In addition, one (1) of the four (4) printers must have in-line tape binding (or comparable solution) and one (1) printer must have in-line saddle stitching capabilities. Also, in-line GBC punching is an optional feature on one of the other two (2) printers.

C. Based on given print volumes (approx. 9 million images per month), provide a recommended print solution that is different from what is described above. This bid is not restricted by any of the previous two (2) bid requirements. Please include redundancy in equipment if possible. Please include the cut-sheet printer click charge cost in this bid. The inkjet solution must include any click charges in the maintenance contract.

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, software, supervision, training, installation and other items necessary to perform the services as described in this Statement of Work, including but not limited to:

A. Removal of existing printers.

B. New high-speed continuous feed inkjet printers, multiple cutsheet printers, and in-line pre- and post- processing equipment per Section 1.1. Hardware Specifications

1. Interface/controllers for high-speed printers including:

a. All file formats must process at or above the rated printer output speed

b. Any additional hardware required for the printer interface/controller C. Printer software capable of handling all data file formats used by PS, per Section 1.1 Hardware Specifications including License Fees with unlimited impressions for each file format.

D. Printer installation and services to implement the hardware/software including:

1. On-site configuration

2. Integration into current PS environment

3. Testing of PS applications E. Knowledge transfer to PS staff including:

1. On-site training of PS Operations staff on new hardware

2. On-site training of PS analyst staff on new software F. Documentation to include:

1. User manuals

2. Technical manuals

3. Electronic online viewing G. Support

1. Help Desk

2. Software and print controller interface technical support H. Maintenance.

I. Billing Support.

REQUIREMENTS

1. General Requirements

1.1. Hardware Specifications

A. Inkjet Continuous Feed Printer Specifications (One Required)

1. Paper Feed. The roll feed unwinder will need to accommodate stock up to 17” wide.

2. Duty Cycle. Printing system must have a minimum duty cycle of four million images per month.

3. Controller Interface.

a. Display will be Graphical User Interface (GUI)

b. Display will be touch screen

c. Display will display printer error messages

d. Interface will allow operator to establish individual job setups

e. Interface will allow operator the ability to adjust the image on the page

f. Interface must process all data files at or above the hardware’s rated output printing speed

g. Interface must have the ability to capture print job information

4. Engine Technology. The printer(s) must use color inkjet technology with optional fifth color.

5. Consumables. The printers must have the ability to add ink to the print device without stopping printer output

6. Network. Network requirements are:

a. Connectivity: Minimum 100 MB Ethernet

b. Protocols: TCP/IP and/or LPD/LPR for print job submission

7. Minimum Paper Width. Printer must accept paper widths from 8” up to 17” wide

8. Paper Transport. Printer must have the ability to run tractor feed paper.

9. Quality. Print resolution will be up to 600 dpi or comparable print quality

10. Performance. Printer hardware will be rated for a minimum speed of 105 ft/minute base on 20 lb. stock

11. In-Line Finishing Equipment. The printer must include in-line cutter, trimmer, stacker. Equipment must be able to run stock up to 17” wide, trim, split, and stack the stock to produce 8.5” x 11” output.

12. Data File Types. Printer must be capable of handling a wide range of file types including: AFP, ASCII, IPDS, LCDS/DJDE Metacode, PCL, PDF, Postscript, TIFF, VIPP, XML, DOC, RTF.

Referring to Section 1.1. A.12. Data File Types, Bidder must identify in the space below the printer’s native language.

13. Inkjet Heads.

Referring to Section 1.1. A.13. Inkjet Heads, Bidder must provide in the space below detail on the print heads in the proposed solution, including if they are covered under the maintenance contract and their life expectancy.

14. Ventilation.

Referring to Section 1.1. A.14. Ventilation, Bidder must provide in the space below any ventilation requirements.

15. Power.

Referring to Section 1.1. A.15. Power, Bidder must include in the space below all power consumption and usage requirements.

16. Support. All hardware (including pre and post processing equipment) and software under one maintenance contract.

17. Maintenance. 24 x 5 support, with the option to expanded to 24 x 7 if needed. Any click charges must be included in the maintenance contract.

Responding to Section 1.1.A. Inkjet Continuous Feed Printer Specifications, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

B. Cutsheet Printers Specifications (Four Required)

1. Duty Cycle. Printing system must have a minimum duty cycle of three million images per month.

2. Controller Interface. Each printer must have a display to show running and completed job information and input devices to manipulate queues, stock loads, job setups, etc.

3. Data File Types. Printers must be capable of handling a wide range of file types including:

AFP, ASCII, IPDS, LCDS/DJDE Metacode, PCL, PDF, Postscript, TIFF, VIPP, XML, DOC, RTF. Bidder must also identify the printer’s native language in the proposal.

4. Consumables. The printers must have the ability to add ink to the print device without stopping printer output

5. Network. Network requirements are:

a. Connectivity: Minimum 100 MB Ethernet

b. Protocols: TCP/IP and/or LPD/LPR for print job submission

6. Print Queues. Interface must be able to accommodate a minimum of eight unique print queues.

7. Speed. Printers will have the ability to run 8.5" x 11" @ minimum 200 duplexed images per minute

8. Quality. Print resolution will be minimum of 600 x 600 dpi

9. Paper Trays. An 8 Tray configuration is desired, with support for 8”x8” – 12.6”x19.2” paper sizes

10. Stacker. Each printer should have two alternating stackers, allowing for continued printing while a stacker is being unloaded, with a minimum 3,000 sheet capacity per stacker

11. Stock. Printers must have the ability to print on a wide range of different stocks weights and surfaces, including labels.

12. Stapling. Printers must accommodate a corner and book staples.

13. Booklet Maker. One of the four printer must include a saddle stitch booklet maker:

a. Must run at equipment rated speeds

b. Minimum 5-1/2 X 8-1/2 booklet size.

14. Tape Binding. One of the four printers must include a Tape Binding Finisher:

a. Minimum 15 sheet capacity.

b. Minimum 5-1/2 X 8-1/2 booklet size.

15. GBC Punching. This is an Optional Feature which will be quoted separately as add on”

a. Size: 8.5” x 11” with binding on the 11”

b. Binding: 12 pages up to 150 pages of 20# bond (or equivalent thickness)

16. Performance. Hardware will be rated for minimum print speeds of 150 ft/minute based on 20 lb. stock

17. Ventilation.

Referring to Section 1.1. B.17. Ventilation, Bidder must provide in the space below any ventilation requirements.

18. Power. Bid must include all power consumption and usage requirements.

Referring to Section 1.1. B.18. Power, Bidder must include in the space below all power consumption and usage requirement.

19. Support. All hardware (including post processing equipment) and software under one maintenance contract.

20. Maintenance. 24 x 5 support, with the option to expanded to 24 x 7 if needed. Any click charges the State may incur must be identified and the cost outlined in the bid.

Responding to Section 1.1.B. B. Cutsheet Printers Specifications, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.2. Technical Requirements

Contractor must complete the attached Schedule C- Technical Requirements Spreadsheet.

1.3. Warranties

A. Contractor represents and warrants that it will maintain the equipment/system(s) in good operating condition and will undertake all repairs and preventive maintenance according to the applicable manufacturer's recommendations for the period specified in this Contract.

B. The Contractor represents and warrants that the equipment/system(s) are new, in good operating condition, and operates and performs to the requirements and other standards of performance contained in this Contract, when installed, at the time of Final Acceptance by the State, and for the entire period of the warranty commencing upon the first day following Final Acceptance.

C. Within fifteen (15) business days of notification from the State, the Contractor must adjust, repair all equipment that is defective or not performing in compliance with the Contract. The Contractor must assume all costs for replacing parts or units and their installation including transportation and delivery fees, if any.

D. Within sixty (60) calendar days of notification from the State, if equipment is beyond adjustment or repair, the Contractor must replace all equipment that is not performing in compliance with the Contract. The Contractor must assume all costs for replacing parts or units and their installation including transportation and delivery fees, if any.

E. The Contractor agrees that all warranty service it provides under this Contract must be performed by Original Equipment Manufacturer (OEM) trained, certified and authorized technicians.

F. The Contractor is the sole point of contact for warranty service. The Contractor warrants that it will pass through to the State any warranties obtained or available from the original equipment manufacturer, including any replacement, upgraded, or additional equipment warranties.

G. The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Referring to Section 1.2. Warranties, Bidder must describe any warranties and warranty periods included in the bid and explain in the space below the process and procedures for reporting warranty issues and how the Contractor will handle any repairs or replacements.

Responding to Section 1.2. Warranties, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.4. Recall Requirements and Procedures

Referring to Section 1.3. Recall Requirements and Procedures, Bidder must describe in the space below any and product recall procedures that have been established.

1.5. Quality Assurance Program

Referring to Section 1.4. Quality Assurance Program, Bidder must explain in the space below their quality assurance programs.

2. Service Levels

2.1. Time Frames

A. Time frames for the PMM Printer Replacement Project ultimately will be determined by the Final Project Plan, Section 9.B.

B. The State prefers a rolling transition/replacement of the printers which will allow for printers to remain in use while others are replaced, until all are ultimately replaced, following this timeline:

1. Delivery of Printers to the State of Michigan will be completed within 45 business days from receipt of order.

2. Removal of existing and Installation of Printers, beginning with cut sheet printers, will be completed within 60 days from receipt of order.

3. Training will be completed, and production on the new printers will begin within 90 business days from receipt of order.

4. Printer Project will be considered complete when the Program Manager has completed the Performance and Review Evaluation (PARE).

C. Delivery of consumables will be expected within 45 calendar days upon receipt of order.

D. Scheduled Maintenance will be as outlined in Section 2.5. Scheduled Maintenance.

Responding to Section 2.1. Time Frames, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.2. Removal and Trade-in of Existing Printers

The State is interested establishing a trade-in arrangement with the Contractor for the existing printers currently in service. The State will disconnect the current printers, but the Contractor will be responsible for their removal and recycling or disposal and shall be responsible for all applicable costs.

Referring to Section 2.2. Removal and Trade-in of Existing Printers, Bidder must provide what they are proposing as a trade-in credit for the State’s current printers.

Responding to Section 2.2. Removal and Trade-In of Existing Printers, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.3 Delivery

Delivery of printers and consumables will be made to 7461 Crowner Drive, Lansing, MI 48913.

2.4. Installation

A. The Contractor shall supply all labor and materials necessary for the complete installation of the printers at the appointed State of Michigan location.

B. Installation will be considered complete when hardware and software is installed, and testing is successfully completed, and the Program Manager has completed

Responding to Section 2.3. Installation, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.5. Support, Repair and Maintenance

Support will be provided for the duration of the contract. Contractor shall include maintenance for all hardware, including pre and post processing equipment, inclusive of parts and labor, and all software upgrades or enhancements to printers or printer controllers.

A. Technical Support. Contractor must provide a single point of contact for technical support, repairs and maintenance on all purchased software and equipment and provide 24-hour coverage Monday thru Friday. The ability to expand support to 7 days 24 -hour coverage is required.

B. Repair Service. Between scheduled maintenance, should on-site service be required, a Field Engineer must respond within 30 minutes during coverage hours and be on-site within 3 hours of the time the issue was scheduled for service.

C. Scheduled Preventative Maintenance. The Contractor will be responsible for maintaining equipment/system(s) in good operating condition and will undertake all repairs and preventive maintenance, including all parts and labor, according to the applicable manufacturer's recommendations for the period specified in the resulting contract.

D. Software Upgrades. The Contractor will be responsible for software upgrades (both major and minor revisions of the application) and ongoing vendor product support during the warranty period.

Responding to Section 2.4. Support, Repair, and Maintenance, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

Referring to Section 2.4.C. Scheduled Maintenance, Bidder must explain in the space below the Manufacturer’s recommended maintenance schedule.

2.6. Extended Maintenance

This will be a full-service maintenance agreement which continues after the expiration of the warranty period, necessary to identify and repair hardware and software malfunctions, to return the system to its original operating condition and shall include:

A. On-site preventative maintenance inclusive of parts and labor which must be performed according the recommended manufacturer maintenance schedule and will include repair and replacement services provided.

B. Unscheduled repairs inclusive of parts and labor C. An agreement to provide an annual renewable software subscription to include future upgrades (both major and minor revisions of the application) and ongoing vendor product support.

Responding to Section 2.5.Extended Maintenance, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.7. Training

Referring to Section 2.6. Training, Bidder must explain in the space below its training capabilities and any training that is included in this proposal.

2.8. Reporting

A. Reports required to be sent electronically to the Program Manager:

1. Monthly Usage Reports

2. Monthly Uptime/Downtime Report for all equipment B. The State may request other reports as it deems appropriate.

Bidder shall identify your company’s reporting capabilities and any reporting that is included in its proposal.

Bidder Response:

Name:

Address:

Functions:

2.9. Meetings

The Contractor Representative requested Contractor Key Personnel, the Program Manager and other State staff as deemed necessary by the Program Manager must attend the following meetings:

1. Kick-off meeting or conference call within 15 calendar days of execution of the Master Agreement.

2. Weekly status update meetings or conference calls after the Delivery Order is placed for the replacement printers until the end of the Performance and Review Evaluation (PARE).

3. The State may request other meetings as it deems appropriate.

Responding to Section 2.9. Reporting and Section 2.8. Meetings, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.10. Service Level Agreements

A. Late or improper completion of the PMM Printer Replacement Project will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of any of the five acceptance criteria in the timeline identified in Section 9.B Final Project Plan, the State may assess a service level credit in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

B. Failure for the Contractor to respond to a request for Repair Service within the allotted time may result in the State assessing a service level credit in the amount of $ 50.00 for each hour the technician is delayed in arriving.

Responding to Section 2.10. Service Level Agreements, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3. Staffing

3.1. Contractor Representative and Key Personnel

The Contractor must appoint one Contractor Representative and other Key Personnel, specifically assigned to State of Michigan accounts, who will be knowledgeable on the contractual requirements and directly responsible for the day to day operations of the Contract.

A. The Contractor Representative and Key Personnel must be: available via a toll-free number for customer service calls and must be available during the hours of 7:30 a.m. to 4:30 p.m. ET Monday through Friday. For Technical Service 11:00 pm to 7:30 am ET.

B. The Contractor Representative and Key Personnel must respond to the State within 3 business hours to State inquiries.

C. The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative or Key Personnel.

D. The Contractor may not remove or assign a new Contractor Representative or Key Personnel without the prior consent of the State.

1. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

2. The State may request a résumé and conduct an interview before approving a change.

3. The State may require a 30-calendar day training period for replacement personnel.

Bidder shall identify whom they intend to name as Contractor Representative, were they will be physically located, and describe the functions they will perform.

Name:

Address:

Functions:

Bidder will identify any additional individuals who may be assigned key roles in the performance of this contact, Key Personnel. Please indicate who they are, were they will be physically located, their titles and describe the functions they will perform. These individuals may play roles related to delivery, or installation or technical service, for example.

Name:

Address:

Title and Functions:

Name:

Address:

Title and Functions:

Name:

Address:

Title and Functions:

Add more Key Personnel boxes as necessary.

Responding to Section 3.1. Contractor Representative and Key Personnel, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.2. Organizational Chart

Attach in the space below an overall organizational chart that details staff members, by name and title, and subcontractors who will be assigned to this contract, and the hierarchy/associations:

State of Michigan Account Organizational Chart:

3.3. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 7:30 am to 4:30 pm EST.

Responding to 3.3. Customer Service Toll-Free Number, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

3.4. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 11:00 pm to 7:30 am ET.

Responding to 3.4. Technical Support, Repairs and Maintenance Toll-Free Number, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

3.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors in the performance of this contract, the Contractor must disclose so in the information boxes below.

A. Any subcontractors will be bound by the terms of this contract. The State will not accept billing from nor make direct payments to any subcontractor.

B. The Contractor will give the State 30 calendar days’ notice if it intends to replace any subcontractor and provide the same information as required below.

Bidder will identify in the space(s) below any company they will subcontract with to perform any portion of this contract. If no subcontractors will be used, respond “None” in the Subcontractor Corporate Name field. Bidder Response:

Subcontractor’s Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

What portion of the contract with this company provide

Previous working experience with this subcontractor

Percentage of your total bid that will be assigned to this subcontractor

Subcontractor’s Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

What portion of the contract with this company provide

Previous working experience with this subcontractor

Percentage of your total bid that will be assigned to this subcontractor

Add more Subcontractor Boxes as necessary.

Responding to Section 3.5. Disclosure of Subcontractors, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.6. Security

The contractor may be required to make frequent deliveries to State facilities.

A. The State may issue State ID badges to the contractor's delivery personnel or accept the ID badge issued to delivery personnel by the contractor.

B. The State may decide to perform an additional background check under Section 2.4.9, Background Checks. If so, the contractor must provide a list of all personnel, including name and date of birth, that will be assigned to State work. The Contractor will comply with all State of Michigan software security standards.

Regarding Section 3.6. Security, the Bidder will answer the following questions.

Do your delivery drivers use uniforms? ID Badges?

Do your delivery drivers have to pass background checks?

What is the scope of the background check?

Responding to Section 3.6. Security, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

4. Pricing Pricing will be as quoted and established in Schedule B- Contract Pricing. (Please Note: You MUST insert a price on the commodity line in the Solicitation Response on SIGMA VSS. Please use your anticipated 5 Year Contract Price from Quote A.)

A. Price proposals must include all costs associated with this contract as established in this Statement of Work, including but not limited to any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

B. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

4.1. Price Term

A. Pricing is firm and fixed for the entire length of the base five (5) year contract.

B. Usage (click) charges (if applicable) will remain constant through the life of the contact, both for base and option years.

C. Billing for the cutsheet printers and the inkjet solution must be separate if a single vendor is awarded both contracts.

4.2. Price Changes

A. After completion of the base five years (initial pricing period), adjustments to option year pricing may be entertained and will be based on changes in actual Contractor costs but increases will not exceed 3% on total aggregate during any given adjustment period.

1. Any request must be supported by written evidence documenting the change in costs.

2. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

3. Adjustments

B. Should there be a request for price adjustments, it must be provided at least 60 days prior to the end of the pricing period.

1. Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response.

2. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties.

3. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Responding to Section 4. Pricing, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

5. Ordering

5.1. Authorizing Document

A. The appropriate authorizing document will be a Delivery Order created in SIGMA and transmitted to the Contractor via fax or e-mail.

B. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

C. The Contractor is not authorized to begin performance until receipt of a Delivery Order.

5.2 Order Verification

Only authorized individuals may make purchases under this contract. The Contractor will need to verify that all Delivery Orders placed via fax or e-mail have been placed by individuals authorized to do so by the Program Manager.

Responding to Section 5. Ordering, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

6. Delivery

6.1. Delivery Programs

Regarding Section 6.1. Delivery Programs, the Bidder must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities, and if there are any limitations, in the space provided below.

Printers and associated hardware

Consumables

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

Responding to Section 6.2. Packaging and Palletizing, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

7. Acceptance

7.1. Acceptance, Inspection and Testing

A. The State will use the following criteria to determine acceptance of the PMM Printer Replacement Project:

1. Equipment operates at 90% of production capability during PS hours of operation.

2. Repair requests garner responses within timeframes stated in Section 2.4.

3. Machines can print current PS applications without any program modifications by PS customers to the data files.

4. Submission of an accurate detailed monthly invoice.

5. Have all hardware and software ready for use by PS staff within 90 days after execution of Contract.

6. Completion of the work and deliverables outlined in final project plan.

7. Comply with all State of Michigan security requirements.

7.2. Final Acceptance

A. For the PMM Printer Replacement Program, final acceptance and sign off on the installation of all hardware and software will take place following the successful completion of the PARE period, which will last for 60 days after the final installation. During the PARE it will be determined if the criteria defined in Section 7.1. have been met.

B. For consumable products, their final acceptance will be given upon receipt, inspection and stocking of the products.

8. Invoice and Payment

8.1. Billing Support. The Contractor will provide a functional and accurate billing system for invoices generated to the State of Michigan. This will include monthly statements that are in a clear and easy to understand format with detailed breakdown of services rendered. The ability to access billing and invoice information online is strongly desired.

Bidder must indicate, in the space below, if they can provide to the State access to billing and invoice information online.

8.2. Invoice Requirements

A. Invoices may be submitted for the PMM Printer Replacement Project based on the milestones established in 9.2 Project Plan.

B. Subsequent invoices for consumables, service and maintenance will be submitted on a monthly basis.

C. All invoices submitted to the State must include:

1. Date;

2. Master Agreement Number

3. Delivery Order Number

4. Quantity;

5. Line item Description of the Contract Activities;

6. Unit price;

7. Total price.

Responding to 8.1. Invoice Requirements, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

8.3. Payment Methods

The State prefers to make payment for Contract activities via EFT. If electronic payment fails, a paper warrant will be issued.

Responding to 8.2. Payment Methods, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

Bidder must confirm, in the space below, that their bank allows for EFT payments.

9. Project Plan A. Preliminary Project Plan. Contractor will provide a Preliminary Project Plan with the proposal, including the necessary time frames and deliverables for the various stages of the project and the responsibilities and obligations of both the Contractor and the State.

This preliminary Project Plan will include:

1. A footprint of the proposed print solution. The footprint will include the length and height of the inkjet solution with pre- and post-processing equipment. The footprint will also include the length of the proposed cutsheet printers.

2. A description of the deliverables to be provided under this Contract.

3. Target dates and critical paths for the deliverables.

4. Identification of roles and responsibilities, including the organization responsible.

5. The labor, equipment, materials and supplies required to be provided by the State in meeting the target dates established in the Preliminary Implementation Plan.

6. Internal milestones

7. Task durations

Referring to Section 9.A. Preliminary Project Plan, Bidder must attach in the space below their preliminary Project Plan.

B. Final Project Plan. The Contractor will be required to submit to the Program Manager a Final Project Plan which incorporates and confirms the information provided in the preliminary project plan and which will include the following deliverable milestones for which payment shall be made:

10. Licensing Agreements

Referring to Section 10. Licensing Agreements, Bidder must attach in the space below a copy of any applicable licensing agreements.

11. Liquidated Damages Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

Responding to 11. Liquidated Damages, the Bidder will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

12. Additional Requirements

12.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio-based product label.

Referring to Section 12.1. Environmental and Energy Efficient Products, Bidder must identify in the space below any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Bidder must attach in the space below any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

12.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals, as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

Referring to Section 12.2. Hazardous Chemical Identification, Bidder must identify in the space below any hazardous chemicals that will be provided under any resulting contract. If none, respond “None”.

12.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible.

Referring to Section 12.3. Mercury Content, Bidder must explain in the space below if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury. If none, respond “None”.

12.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible.

Referring to Section 12.4. Brominated Flame Retardants, Bidder must disclose in the space below whether the products contain BFRs. If none, respond “None”.