**IMPORTANT NOTICE**
ONLINE BIDDING PROCESS
- Bid pricing must be submitted online through Alameda CountyStrategic Sourcing Supplier Portal.
- The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
- Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
- Must be signed by Bidder
- Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
- Must be signed by Bidder
- Must be signed by SLEB Partner if subcontracting to a SLEB
Bidders must fill out an Alameda County Sheriff’s Office Security Site Clearance form attached as Exhibit D of this RFQ for each person who will attend the mandatory site visit. Forms must be completed and emailed two weeks prior to the mandatory bidder’s conference scheduled for August 26, 2014 to:
ATTN: John Butchart
General Services Agency –Procurement & Support Services
Email:
Forms must be received by 5:00 P.M. on August 12th, two weeks prior to the mandatory August 26th bidder’s conference.
Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.
COUNTY OF ALAMEDA
REQUEST FOR QUOTATION No.901264
for
PHOTO & PRINT SHOP EQUIPMENT LEASING AND SUPPORT
For complete information regarding this project, see RFQ posted at or contact the County representative listed below. Thank you for your interest!Contact Person: John Butchart, Procurement & Contracts Specialist
Phone Number: (510) 208-9602
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
September 17, 2014
through
Alameda County, GSA–Procurement & Support Services
Strategic Sourcing Supplier Portal
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
Specifications, Terms & Conditions
for Photo & Print Shop Equipment Leasing and Support
COUNTY OF ALAMEDA
REQUEST FORQUOTATION No. 901264
SPECIFICATIONS, TERMS & CONDITIONS
for
Photo & Print Shop Equipment Leasing and Support
TABLE OF CONTENTS
Page
I.STATEMENT OF WORK...... 5
A.INTENT...... 5
B.SCOPE...... 5
C.BACKGROUND...... 5
D.BIDDER QUALIFICATIONS...... 5
E.SPECIFIC REQUIREMENTS...... 6
F.ENVIRONMENTAL REQUIREMENTS...... 9
G.DELIVERABLES / REPORTS...... 9
II.CALENDAR OF EVENTS...... 10
H.NETWORKING / BIDDERS CONFERENCES...... 11
III.COUNTY PROCEDURES, TERMS, AND CONDITIONS...... 12
I.NOTICE OF RECOMMENDATION TO AWARD...... 12
J.TERM / TERMINATION / RENEWAL...... 12
K.BRAND NAMES AND APPROVED EQUIVALENTS...... 13
L.QUANTITIES...... 13
M.PRICING...... 13
N.AWARD...... 14
O.METHOD OF ORDERING...... 16
P.WARRANTY...... 16
Q.INVOICING...... 16
R.ACCOUNT MANAGER / SUPPORT STAFF...... 17
IV.INSTRUCTIONS TO BIDDERS...... 18
S.COUNTY CONTACTS...... 18
T.SUBMITTAL OF BIDS...... 18
U.RESPONSE FORMAT...... 20
ATTACHMENTS
EXHIBIT A -BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
EXHIBIT D -ALAMEDA COUNTY SHERIFF’S OFFICE SECURITY SITE CLEARANCE FORM
I.STATEMENT OF WORK
A.INTENT
It is the intent of these specifications, terms and conditions to describe leased equipment and services required by the Alameda County Sheriff’s Office Crime Laboratory for the Photo & Print Shop at the Santa Rita Jail facility, located in Dublin, CA.
The County intends to award a five-year contract to lease (with option to renew) to the vendor selected as the lowest responsible bidder whose response meets the County’s requirements. It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.
B.SCOPE
The Alameda County Sheriff’s Office is upgrading printers that require integrated operation, service, and business software solutions for one high volume color unit and one high volume black and white unit, including finishing, and integrated billing. The County expects to pay a comprehensive monthly license fee and/or per copy charge for each unit that includes installation, service (on-site parts and labor), phone support, all consumables other than paper, training, upgrades, and removal at the end of their terms for all units subsequently leased as a result of this RFQ.
C.BACKGROUND
Alameda County’s Sheriff’s Office leases have expired on three (3) Xerox printers: a Xerox Docucolor DC5000c, a Xerox Docucolor DC6060, and a Xerox 4127. Two (2) new machinesare required to replace these units.
D.BIDDER QUALIFICATIONS
1.BIDDER Minimum Qualifications
a.Bidder shall be regularly and continuously engaged in the business of manufacturing, distributing, and servicing high speed color photo printers or copiers for at least five (5) years as verifiable through referencesfromend users with current or past use of the equipment specified.
b.Bidder shall be a factory certified high speed color and black and white photo printermanufacturer or dealer.
c.Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.
E.SPECIFIC REQUIREMENTS
Color Digital Press Specifications
Feature Requirement / SpecificationSpeed/Throughput / A.Must print all supported paper weights at minimum rate speed 70 images per minute (8 ½ x 11)
B. Must have capability for auto-perfecting (duplexing) 4/4 impressions from all paper drawers up to 130 lb cover at rated speed
Image Quality / C. Must support at a minimum image resolution of 1200 x 1200 dpi
D. Must have the capability to clean imaging hardware components i.e. corotrons, drums, fuser and transfer belts
E. Must have integral scanner to support the automatic creation of industry standard ICC color profiles and to support automatic calibration
F. Support automated tonal curve corrections and inboard to outboard non-uniformity within a page
Registration / G. Must have a front-to-back center registration of no greater than +/- 0.5 mm
H. Must have automatic electronic registration controls to adjust perpendicularity, magnification, skew and registration and be stored in paper profiles for repeated use
Sheet De-Curling / I. System must have integral hardware to allow for flatness control of cut sheet paper
Supported Paper Weights / Sizes / J. Must be able to print on paper stocks from 15 lb. Bond to 130 lb. Cover; Coated and Uncoated
K. Must have capability to utilize a sheet size of 13” x 19.2” on all trays
L. Must have capability for auto-tray switching between all paper trays
M. Must have the capability to load paper while running
Paper Drawers / N. Must support / include a minimum of four 2000 sheet paper drawers. (total capacity 8000 sheets.)
Reliability / O. Must have a minimum Duty Cycle of 400,000 monthly impressions
P. Must offer formal operator maintenance program with full training, operator certification, and tools to perform routine maintenance
Toner / Q. Must have environmentally friendly toner for sustainability purposes; should be small and uniform in size to promote best Image Quality
R. Must be able to load toner while machine is operating
Digital Front-end / S. Must have capability to use software for automatic tab creation
T. DFE must support Adobe PDF Print Engine standards
Inline Finishing / U. Must support minimum stacking capacity of 2000 sheets
V. Must support multi-position stapling of up to 100 sheets
W. Must provide for inline finishing support (i.e. 2/3 hole punch), automatically create saddle-stitched booklets, square-edge spine booklet maker with a minimum 30 sheets/120 pages, capability to perform a booklet trim full-bleed (edge to edge), C-Z folder, support tri-fold and engineering folds.
Job Recovery / X. Automatic Job Recovery allows for recovery of jobs without resubmitting of jobs
Satisfaction & Replacement Guarantee / Y. Contract must contain specific language specifying a replacement guarantee program in the event we are not satisfied with the performance of the equipment.
Service Support / Z. Upgrades, retrofits to the hardware, firmware and support provided at no charge and included in lease maintenance agreement. Ability to add options as required in the future. Include remote diagnostics and service support within 4 hours normal response time, 8/5. For 2 months preceding and during Urban Shield, a 2 hour response time is required 24/7.
Analyst Support / A1. Vendor shall make onsite technical analyst support available on an on-going basis for the full term of the lease.
Training and Customer Education / B1. Vendor shall provide full on-site training for a minimum of 4 operators as part of and included in the lease agreement.
Black & White Printer Specifications
Feature Requirement / SpecificationSpeed / C1. Ability to print at 125 images per minute (8 ½ x 11)
D1. Minimum ability to print 250 gsm
Image Quality / E1. Minimum print image resolution of 1200 x 1200 dpi
F1. Must RIP at 1200 x 1200 dpi-Must RIP up to 1200 x 1200 dpi
G1. Must have ability to print utilizing multiple line screens
Registration / H1. Must have front to back registration of no greater than +/- 0.5 mm
Scanning / I1. Must have the ability to scan front and back of documents in a single pass up to 100ipm.
J1. Must be able to scan color and B/W documents
Supported Paper Weights / Sizes / K1. Must have minimum ability to support 250 gsm Coated and Uncoated stock
L1. Must have ability to support at a minimum of sheet size of 4.08” x 8”
M1. Must have the ability to support a sheet size of 12.76" x 18.23” or more
N1. Must support/ include a minimum of 6 Paper
Drawers/Tray with a post fusing insertion tray
O1. Must have auto-tray switching
P1. Must have the capability to load paper while running
Reliability / Q1. Must have a minimum / support a Duty Cycle of 2,000,000 monthly impressions.
Job Recovery / R1. Automatic Job Recovery allows for recovery of jobs without resubmitting of jobs
Toner / S1. Must have environmentally friendly Toner for sustainability purposes.
T1. Must be able to Load Toner while machine is running
Digital Front / U1.Must have capability to perform subset finishing of jobs
V1. Must have ability to support ordered stock recovery
W1. Must have ability to provide support for existing file format
Inline Finishing / X1. Must support inline 2 and 3 hole punch
Y1. Must support multi-position stapling of up to 100 sheets
Z1. Must have ability to insert/interpose pre-printed documents into jobs
A2. Must be able to create Booklets up to 25 sheets /100 pages.
B2. Must have the ability to create Square-edge spine with Face-trim
C2. Must be modular with ability to support available finishing options as needed in the future
User Interface / D2. Intuitive graphical user interface
Document Assembly Tool
Feature Requirement / Specification
User Interface / E2.Intuitive Graphical User interface
F2. Ability to submit jobs to all print devices
Features / G2. Easily Edit and Store jobs with full ticketing for reprinting purposes
H2. Ability to create complex jobs including creating documents in multi up format utilizing Multiple Stocks, Tabs, Inserts and or Slipsheets
I2. Support for current Document Assembly ticketing format
J2. Central storage location for all print jobs
Web Submission Tool
Feature Requirement / Specification
User Interface / K2. Single user interface for users to order and submit jobs to the print shop remotely
L2. Ability for users to reorder stored jobs from their accounts
M2. Ability for users to retrieve status of jobs
Administration / N2. Ability to produce reports for Accounting, Statistics, and Inventory Reports; business solution oriented software.
O2. Ability to send email confirmations to users on job Status
P2. Must be able to accept Credit Cards as payment for services
Q2. Automatic generation of Billing and Invoices for jobs
R2. Ability to Customize Web interface for each user
Service and Support
Feature Requirement / Specification
Service Support / S2. Costs for software updates, upgrades, retrofits to the hardware, firmware and support to be included in lease maintenance agreement.
T2. Remote Diagnostic and support.
U2. Ability to add additional finishing options in the future.
Analyst Support / V2. Vendor shall make onsite technical analyst support available on an on-going b7 asis for the full term of the lease.
Training and Education / W2. Vendor shall provide full on-site training for a minimum of 2 operators as part of and included in the lease.
Satisfaction & Replacement Guarantee / X2. Vendor lease shall include clause and specific language specifying a replacement guarantee program in the event we are not satisfied with the performance of the equipment or software.
On-Site Repairs / Y2. Vendor will provide on-site repairs, including parts and labor, for all units for the entire term of the lease. These units normally require 8/5 on-site service with a 4 hour response time 10 months of the year, and 24/7 service with a 2 hour response time for the 2 months preceding and during Urban Shield.
F.ENVIRONMENTAL REQUIREMENTS
1.Equipment compatibility with recycled paper:
Contractor shall provide warranties and service contracts for equipment that do not prohibit the use of post-consumer recycled content paper.
a.Energy Star Requirements:
Contractor shall provide equipment that is Energy Star® qualified to the most recent version of Energy Star® at the time of installation. The current version is Version 1.1 Energy Star® for Imaging Equipment which went into effect July 1, 2009 (see
b.Spatial Requirements:
All equipment leased as a result of this bid, including any options such as finishers, additional paper drawers, or document handling equipment, must fit within the existing boundaries of the Print & Copy Shop as described on Exhibit D – Floor Plan.
G.DELIVERABLES/REPORTS
1.Contractor must provide monthly invoices showing the following minimal data for the billing period of each unit:
- monthly usage, date and serial number for all service calls;
- a starting, final, and total number of copies made;
- beginning and ending date of the billing period;
- beginning and end dates of the lease;
- an Alameda County purchase order number; and
- telephone number and email address for billing questions.
2.Contractor must deliver, assemble, and install units to a fully functional state for all components.
3.Contractor must disassemble and remove units at the end of their leases at no additional charge.
II.CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / August 6, 2014
Security Site Clearance Form Due / By August 12, 2014 @ 5:00 p.m.
Written Questions Due / By 5:00 p.m. on August 26, 2014
*Mandatory Networking/Bidders Conference / August 26, 2014@ 10:00 a.m. / at:Santa Rita Media Center 5325 Broder Boulevard Dublin, CA 94568
Addendum Issued / September 3, 2014
Response Due / September 17, 2014 by 2:00 p.m.
Evaluation Period / September 17 - September 24, 2014
Board Letter Recommending Award Issued / October 10, 2014
Board Consideration Award Date / October 28, 2014
Contract Start Date / December 1, 2014
Note:Award and start dates are approximate.
H.NETWORKING / BIDDERS CONFERENCES
1.Networking/bidders conferences will be held to:
a.Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFQ.
b.Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.
c.Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFQ.
d.Provide the County with an opportunity to receive feedback regarding the project and RFQ.
e.Provide the bidders with tutorials on how to bid online through Alameda County’s Strategic Sourcing Supplier Portal.
2.All questions will be addressed, and the list of attendees will be included, in an RFQ Addendum following the networking/bidders conference.
Attendance at the bidder’s conference, walk-through, and site visit is mandatory. A review of the facility and existing equipment will be provided at the walk-through/site visit.Bidders must fill out an Alameda County Sherriff’s Office Security Site Clearance form, attached as Exhibit D of this RFQ, for each person who will attend the mandatory bidder’s conference. Forms must be completed and emailed to:
ATTN: John Butchart
General Services Agency –Procurement & Support Services
Email:
Phone: (510) 208-9602
Forms must be received by 5:00 P.M. August 12,2014, two weeks prior to the mandatory August 26, 2014 bidders conference.
Vendors will congregate at the Santa Rita Media Center, on the left/north side of the main entrance as you approach the Santa Rita Jail, 5325 Broder Boulevard in Dublin, CA 94568. Attendees will be escorted en masse to the Photo & Print Shop. Bidders must bring a valid photo identification card to gain access to the Photo & Print Shop.
III.COUNTY PROCEDURES, TERMS, AND CONDITIONS
I.NOTICE OF RECOMMENDATIONTO AWARD
1.At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA – Procurement & Support Services. The document providing this notification is the Notice of Recommendation to Award.
The Notice of Recommendation to Award will provide the following information:
a.The name of the bidder being recommended for contract award; and
b.The names of all other parties that submitted proposals.
2.At the conclusion of theRFQresponse evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.
a.Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.
b.Debriefing may include review of successful bidder’s proposal with redactions as appropriate.
3.The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.
J.TERM / TERMINATION / RENEWAL
1.The term of the contract, which may be awarded pursuant to thisRFQ, will be five (5) years.
2.The County may, at its sole option, terminate any contract that may be awarded as a result of this RFQ at the end of any County Fiscal Year, for reason of nonappropriation of funds. In such event, the County will give Contractor at least thirty (30) days written notice that such function will not be funded for the next fiscal period. In such event, the County will return any associated equipment to the Contractor in good working order, reasonable wear and tear excepted.