FAX kiosk services, revenue generating, term contract

Palm Beach County Board of County Commissioners, Purchasing Department, issued Request for Quotation (RFQ) #700167/KP for fax kiosk services to be deployed at seventeen library locations throughout Palm Beach County, Florida. The procurement seeks a qualified vendor to provide, operate, and maintain self-service public fax kiosks comprised of ten stand-alone units and seven tabletop units. Required equipment specifications include maximum dimensional limits, Voice Over Internet Protocol (VoIP) or analog communication capability, 120-volt power source compatibility, credit/debit card payment functionality, document scanning capability, and voice-activated instruction features. The successful vendor must provide all equipment, consumables including toner, replacement parts, and maintenance services at no cost to the County, with emergency support available within four hours during operating hours including weekends and spare equipment provision if repairs exceed twenty-four hours. Quoters were required to submit tiered commission percentages for three gross monthly revenue brackets ($0-$50, $51-$100, and $101 and above) with weighted evaluation factors of 0.05, 0.20, and 0.75 respectively, with commissions due within thirty days following each calendar quarter. The submission deadline was January 11, 2019 at 4:00 p.m. The successful quoter will receive a twelve-month term contract with options to renew for four additional twelve-month periods, subject to mutual written agreement and annual appropriations by the Board of County Commissioners.

Award will be made on an all-or-none basis to the lowest responsive, responsible quoter, with potential preference given to certified small businesses within 10% of the lowest bid and to local or Glades-based businesses receiving a 5% evaluation preference. The vendor must maintain Commercial General Liability Insurance with minimum coverage of $500,000 per occurrence, Business Auto Liability Insurance with $500,000 combined single limit, and Workers' Compensation insurance. The vendor assumes full responsibility for equipment maintenance, removal, and replacement upon contract termination. The anticipated revenue generation for the County during the initial twelve-month term is approximately $4,000, structured as a commission-based revenue sharing arrangement where the County receives a percentage of completed fax page transactions on a quarterly basis. No incumbent vendor or existing infrastructure integration requirements were specified in the procurement documents.