Adah Roberts, MBA, CPA

Director of Finance

Read Carefully

Copier Machine

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_X_ Sealed Bid (Publicly Read) __ RFP (Not Publicly Read)

Information Concerning Specifications: Contact
Information Concerning Procedures: Contact- Carla Byrd (478) 751-7253
Fax (478) 751-7252

Your Bid/RFP package must be in a sealed envelope. If you use an over-night carrier,

please have your Bid/RFP package in an envelope inside of the over-night carrier’s envelope.

Please identify the front of the envelope: “Copier”/ Company Name “ 5/7/2008

All Bid/RFP Packages must be in Purchasing Division of Finance, City Hall, 3rd Floor, 700 Poplar Street one (1) hour prior (due time) to the opening: Due Date: 5/7/2008

Due Time: 4:00 PM Opening: 5:00 PM (Sealed Bids Only/ Not RFP’s)

Street Address: Finance Department Mailing Address: Finance Department

Carla R. Byrd Carla R. Byrd

City Hall, 3rd Floor P.O. Box 247

700 Poplar Street Macon, Ga.31202-0247

Macon, Ga. 31201

Bid/RFP Packages will be accepted on or until 4:00 PM EST, Bid/RFP Packages will be accepted if date/time stamped 4:00 PM, date/time stamps of 4:01 PM or later will be rejected. The Date/Time Properties Clock on the computer in Purchasing will determine EST time. Once Bid/RFP packages are date/time stamp they become the property of the Purchasing Division.

Carla R. Byrd

Purchasing Agent/Buyer

CITY OF MACON BID/RFP FORM

I understand the City of Macon (the “City”) reserves the right to reject all Bids/RFPs in its sole discretion and waive any bid formalities and that the City will not reimburse any bidder for its Bid/RFP preparation costs. The City may award a Bid/RFP to other than the lowest bidder if, in the judgment of the Administration, the interest of the City will be best served by award to another. The Purchasing Department in making an award of a Bid/RFP will refer to the local preference policy. Also, I’ve taken steps to encourage, when necessary, minority businesses to subcontract on this project, whenever possible. And I further state; my products/services meet or exceed all specifications per the City's Bid/RFP with my quote being F.O.B. destination! By signing this Bid/RFP Form, I acknowledge and agree to the information stated above, and I also acknowledge the requirements/instructions of the Specification, Bid/RFP and the Criteria Pages. I also understand it’s my responsibility to have the Bid/RFP at the proper location on or before the stated hour on the Bid/RFP due date. A product or service can only be ordered with a City Purchase Order signed by the Department of Finance. If this procedure is not followed, payment will no be rendered.

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COMPANY NAME COMPANY REPRESENTATIVE (PRINT)

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STREET ADDRESS CITY STATE

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ZIP CODE PHONE NUMBER EXT. FAX NUMBER

NOTE: FOR BID RESULTS, PLEASE INCLUDE A SELF-ADDRESS STAMPED ENVELOPE.

{TO BE SURE WE RECEIVED YOUR BID/RFP, CALL PURCHASING ON THE BID DAY}

Please note the due time vs. the bid opening on the front cover. Please return this entire request completed and signed as your bid package. This includes the price page and brochures to document the specifications (below). The 36-month rental/lease agreement will include the copier, labor, parts and toner. Paper and staples will be excluded. Your copier must be equal or greater in CPM.

60 & 40 cpm - finisher w/ collating/ stapling capabilities, automatic reversing document feeder, automatic duplex, three hole punch, 3000 sheet capacity, (11x17) tray capability

30 & 25 cpm - same as above but leave off the three hole punch

20 cpm - reduction/enlargement, automatic document feeder, automatic duplex, copier stand, two trays (11X17) capability w/ by-pass

Signature: ______Date: ______

Email address: ______

*I understand and agree to all terms, conditions, and specifications mentioned herein.

Price Page

Please return this page with the Bid Form Page

Excess copies will not be part of the award process!

CPM Monthly Lease per Month Excess Chg Model #

Usage

60 25,000 $______$______

40 15,000 $______$______

30 7,500 $______$______

25 7,500 $______$______

5,000 $______$______

3,000 $______$______

1,500 $______$______

20 1,000 $______$______

General Requirements

Submission Requirements: Submit one (1) original plus four (4) complete copies of the proposal for a total of five (5). (Please adhere to the mailing requirements as outlined previously in this document. Application materials will not be returned.)

Proper Authorizing Signature of Respondent: The separate applications must be signed by the named respondent, and must be the handwritten signature of the person(s) duly authorized to sign the application. The name, office, address, and office telephone number of the authorized contact person(s) must be clearly identified.

Applicable Law and Courts: This solicitation and any resulting contract shall be governed in all respects by the laws of the State of Georgia. Any contract executed with the City of Macon must provide that its provisions will be interpreted and enforced in accordance with the laws of the state of Georgia and jurisdiction and venue shall lie in the Court of Bibb County, Georgia or in the federal district court in the Middle District of Georgia, Macon Division. The awarded vendor shall comply with applicable federal, state, and local laws and regulations.

Ethics in Public Contracting: By submitting an application, each vendor certifies that its documents are made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other vendor, supplier, manufacturer or subcontractor in connection with its application, and that it has not conferred on any City employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Each vendor specifically certifies by submitting its proposal that it is not in violation of the Official Code of Georgia Annotated, Sections 16-10-2 and 16-10-22, for acts of bribery and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

Mandatory Use of Terms and Conditions: Return of the complete document is required. Modification of or additions to the General Terms and Conditions of this invitation to bids may be cause for rejection of the application; however, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such an application.

Alternative Service Requirements: Alternative service requirements that meet or exceed the minimum specifications may be offered. Acceptability of alternative bids will be solely at the discretion of the City.

Clarification of Terms: If any prospective vendor has questions about the specifications or invitation to bids, the prospective respondent should contact the Purchasing Division of the Finance Department. Any revisions to this invitation to bids will be made only by addendum issued by the City.

Assignment of Contract: A contract shall not be assignable by the awarded vendor in whole or in part without the written consent of the City.

Subcontracts: No portion of the work shall be subcontracted without prior written consent of the City. In the event that the vendor desires to subcontract some part of the work specified herein, the vendor shall furnish the City the names, qualifications and experience of their proposed subcontractors. The vendor shall, however, remain fully liable and responsible for the work/service to be performed by his/her subcontractor(s) and shall assure compliance with all requirements of the contract.

Changes to the Contract: The City may order changes within the general scope of the contract at any time by written notice to the vendor. Changes within the scope of the contract include, but are not limited to, things such as the place of delivery. The vendor shall comply with the notice upon receipt. The vendor shall be compensated for any additional costs incurred as the result of such order and shall give the City a credit for any savings. Said compensation shall be determined by mutual agreement between the City and vendor in writing.

Default: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after due notice, may procure them from other sources and hold the vendor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies, which the City may have.

Cancellation of Contract: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the vendor. Any contract cancellation notice shall not relieve the vendor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. In the event of termination by mutual agreement, the vendor shall be compensated for all hours worked at the specified contractual rate. If, through any cause other than acts of God, floods, fires, storms, strikes, lockouts, riot, insurrection, acts of the public enemy, war, or other like restrictions beyond the control of the parties rendering performance under the contract impossible, the vendor fails to fulfill in a timely and proper manner obligations under the contract, the City shall have the right to terminate the contract on written notice to the vendor specifying the effective date of termination. The vendor shall not be relieved of liability to the City for damages sustained by virtue of any breach of the contract by the vendor. The City may withhold or require to be withheld any payment to the vendor for the purpose of setoff, until such time as the exact amount of damages is agreed upon or is otherwise determined.

Inspection and Monitoring: The City reserves the right to conduct any review it may deem advisable to assure that products and services conform to the specifications. An employee of the City will be designated to inspect and monitor the performance on this project, as the City deems necessary. The designated employee of the City will discuss issues that need to be resolved and may require periodic progress reports. The designated employee of the City will also be available for technical assistance concerning the interpretation of state laws, regulations and policies to ensure that the products and services satisfy the City’s specifications and interest.

Indemnification: The vendor agrees to indemnify, defend and hold harmless the City, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the vendor/any services of any kind or nature furnished by the vendor, provided that such liability is not attributable to the sole negligence of any City employee or to failure of City employees to use the materials, goods, or equipment in the manner described by the vendor on the materials, goods, or equipment delivered.

Specifications

The equipment will be brand new, with stand (if needed) FOB our departments. The copiers will be digital no analog will be accepted. Rental/Lease is only a term for the vendor; the City will only have the machine for 36 months. After 36 months the City will have the right to 30-day extension(s), if needed.

General functions:

  • Devices must feature Energy Saver Mode and be Energy Star Compliant
  • Standard automatic duplexing
  • Options of 4 output trays per "larger" device — included a minimum of 2 trays per smaller devices with manual bypass tray
  • Single Pass Duplex printing
  • Devices and software specified are able to output information to easily determine output counts for charge backs; device must provide access codes for recharging and security Auto Reduce/Enlarge functions
  • Ability to Combine Originals
  • Scan Once, Print Many for maximum productivity and reliability
  • Electronic Sorting
  • Auto Paper Select Rotate Sorting
  • Walk-up users can access all finishing functions for copying
  • Three hole punch capability (if applicable).
  • Finisher / (Multi-position stapler on the 60 & 40 cpm)
  • Ability to route faxes to digital format
  • Print files can be password-protected and held in memory until released by the owner for increased security
  • Available Option to overwrites data on the local storage of the device after each copy or print job
  • Multifunction units are able to scan and print simultaneously. Smaller devices share fax available.
  • Device drivers must be included and have available a website for easy updating.
  • Network compatibility and compliancy of equipment with LDAP
  • Common User Interface
  • Universal Driver for all Network Devices: Copiers, Printers, Monochrome, Color
  • Supports All Page Descriptions
  • Supports all Hardware Features, Advanced Publishing & Grayscale and Color Support
  • Hard Disk Enabled Function
  • Temporary Storage, Permanent Storage, Quick Copy, Proof & Hold, Private Print, Virtual Mailbox, Job Storage, Forms, Bar Code
  • Copy Management
  • Web-based program that provides centralized management of all networked printers and copiers from any manufacturer.
  • Software application that enables users and administrators to optimize productivity and reduce costs.
  • Real-time, detailed status reporting on any connected device available to the network administrator. Oversee the content of all storage media, including hard disks, RAM disks and compact flash cards.
  • Status Monitoring/Configuration over various networks
  • Printer Status Polling
  • Error Notification – Out of Paper, Cover Open, Consumable Errors, PJ, etc.
  • Interface Connection
  • Printer Menu: Access info about the Printers Settings, Systems Info, Memory Configuration, Emulation Setting by Interface, RAM Disk Mode Settings, Tray Default, etc.
  • Audio Status Feedbacks
  • E-Mail Status Feedbacks
  • E-Mail Statistics Reporting
  • Graphical presentation showing current status of device and attached options
  • Consolidated Address Book, Multi-Send

Copy functions:

  • Control Panel: Color Wide Touch Screen Interface
  • Imaging Modes: Text, Photo, Text / Photo, Auto, Manual, ECO
  • Continuous Copy: Up to 999, Auto Reset to 1
  • Document Box: Custom Box, Job Box, Media Box, Fax Box (with optional Fax System)
  • Additional Features: Network/Local Authentication
  • Auto Magnification and Paper Select, Job
  • Build, Job Finish Notice, Status Queue, Continuous Scan, Booklet Mode
  • Book Mode, Combine Image, Covers, Erase Mode, Image Rotate, Image
  • Reverse, Interrupt, 50 Job Programs, Margin Shift, Mirror Image, Page
  • Numbering, Memo Mode, 1,000 Management Codes, XY Zoom, Auto

Scanning functions:

Scanning resolution can be selected at the point of need, at resolutions up to 600 dpi, without any loss in scanning speed.

• Scan to e-Mail – Documents must be able to be scanned to any e-Mail destination from the Address Book, utilizing LDAP feature or using a QWERTY keyboard from the Touch Screen.

• Scan to Folder– Documents must be able to be scanned to a shared network folder on a server using SMB (Server Message Block) protocol, simplifying network management and document sharing across operating systems and platforms.

• Scan to FTP - FTP (File Transfer Protocol) Documents must be able to be scanned to an FTP site.

Security:

When printing to the MFP, users can secure individual documents with a four-digit password that only they know. Walk-UpUsers must be able to secure individual documents with a four-digit password that only they know. From the device, the password must be entered and the document is printed at the point of need, with only the intended party privy to the information on the printed page. Once printed, the document is no longer available.

AutomatedMeter Reporting

Automated meter counts reporting via e-mail.

Training

A dedicated trainer will be assigned to assist in all equipment-training efforts during the start-up of this contract for not less than thirty (30) days for on-site instruction. Groups of users will be divided in training sessions. Each session will be scheduled in advance to give employees the opportunity to plan.

On the day of installation a “trainer” will provide basic training on the equipment. A schedule will be coordinated with City, and this schedule will be set up to provide an opportunity for all end users to be trained and all end user operational questions to be answered. If necessary, follow-up training and/or additional training courses can be given to department managers, end users that were not present for initial training or individuals who require special project help. Follow-up training will be provided at no additional charge. Long-term training of new employees can be conducted on a per occurrence basis.

Quantities- an estimate only, prices should be good for 6 months.

The City reserves the right to split the bid in its best interest.

Swap outs will be done at the end of 36 months in a professional manner.

Please provide a brochure to document the requested equipment per our specifications. The finisher will have a stapler on-line.

The bid will be for 36 months. When the new copier has been installed, the department will call the vendor for pick-up. It will be the responsibility of the vendor to pick up their machine. No automatic renewals. It will not be the responsibility of the City to give advance notice to a vendor to pick-up its copier.

Since the machine belongs to the vendor the city will not be responsible for the property tax on the copier.

The City will only deal with the successful bidder on the bid form. The company representative who signs the bid form will be the contact person.

The City’s Purchase Order will be the only contract between the City and the successful bidder. No other contract/agreement will be signed by the City.

Each copier will be billed to the installation address not to Finance. It will be up to the company representative to handle the installation, training and correct billing. Service will be handled within one business day. If the copier fails to operate properly and the repair work doesn’t fix the problem, the copier will be replaced with a new copier for the remaining months.