Specifications Digitial Copier Rental - ARFQ 18-5 a.docx

REQUEST FOR QUOTATION

Digital Copier Rental, ARFQ BCF 18*5

SPECIFICATIONS

PURPOSE AND SCOPE: The West Virginia Department of Health and Human Resources (WVDHHR), Bureau of Children and Families (BCF), Barbour County Office is soliciting bids for the rental of Digital Copier Band 1 and accessories. This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to Attachment 1- “Provisions Required for Federally Funded Procurements.”

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at: http://intranet.wvdhhr.org/ops/EEO/forms/H1.5%20Utilization%20Report%20and%20EEO%20policy.pdf

1. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means rental of digital copiers and accessories as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

2. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications: N/A

3. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Digital Copier

4.1.1.1 Digital Copier must be Komax Band 1 - Bizhub 4020 (40PPM) or equal digital copier.

4.1.1.2 Digital Copier must have the base contract configuration to copy, print, scan. Non-connected copier

4.1.1.3 Digital Copier’s Maintenance and Supplies up to 80k per month included in lease.

4.1.1.4 Digital Copier must have – Per Copy Maintenance Overages (80,001 & UP)

4.1.1.5 Digital Copier must have 50 page staple finisher

4.1.1.6 Digital Copier must have a Working Table

4.1.1.7 Digital Copier must have a 15 AMP Digital Copier Surge Protector

4.1.1.8 Digital Copier supplies to be all included in lease –Toner (TN-513K) & Staples

4. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall grand total cost as shown on the Pricing Page.

5.2 Pricing Page: Vendor should complete the Pricing Page by listing monthly rental rate of each item in Column C. Then multiply the amount in Column C by 12 and put the amount in Column D. This should be done for each item listed. If the cost of any item is included in the cost of the copier, indicate this by putting the word “included” in Column C and then put zero in Column D. Once this has been completed, add the cost of each item as indicated in Column D and put this total on the last line of Column D next to Grand Total. Vendor must include the cost for the renewals. Vendor shall complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Pages through WVOASIS, assistance needed pleased contact WVOASIS Help Desk at 304-558-6708, if available, or as an electronic document.

5. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

6. PAYMENT: Agency shall pay monthly rental fee, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

8. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

8.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

8.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

8.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

8.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

8.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

9. VENDOR DEFAULT:

9.1. The following shall be considered a vendor default under this Contract.

9.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2. Failure to comply with other specifications and requirements contained herein.

9.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

9.1.4. Failure to remedy deficient performance upon request.

9.2. The following remedies shall be available to Agency upon default.

9.2.1. Immediate cancellation of the Contract.

9.2.2. Immediate cancellation of one or more release orders issued under this Contract.

9.2.3. Any other remedies available in law or equity.

10. MISCELLANEOUS:

10.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014