Jefferson County Commission s1
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
DOROTHEA ROBINSON, PRINCIPAL BUYER SEPTEMBER 10, 2015
M. D. Matthews, C.P.M., Purchasing Agent BID: 135-15
TO / Prospective BiddersINVITATION TO BID NUMBER / 135-15 (Document can be viewed & downloaded at http://paca.jccal.org)
SEPARATE SEALED BIDS FOR / MAINTENANCE COPIERS
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Dorothea Robinson, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
IMPORTANT SOLICITATION DATES
BID DUE DATE / BID OPENING DATE
SEPTEMBER 22, 2015 BY 5:00 P.M. CST / SEPTEMBER 23, 2015 AT 2:00 P.M. CST
Return responses to this Invitation to Bid in a sealed envelope marked:
ITB 135-15, “MAINTENANCE COPIER”
BID OPENINGS WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Division, Room 830
716 Richard Arrington Blvd North
Birmingham, Alabama 35203
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a bid. Bidders providing a Notification of Intent will be sent any related addendum, answers to inquiries, etc. pertaining to this solicitation. The Notification of intent form located on Page 29 of 33 of the ITB must be sent to the attention of Dorothea Robinson, Principal Buyer via fax 205-214-4034 or
email . Full document available for download at http://paca.jccal.org.
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification of any and all specifications of the bid will not be accepted. All questions will be written and faxed 205.214.4034 or e-mailed to Dorothea Robinson no later than the end of business, September 18, 2015, 5:00 p.m. CST. Questions received after the deadline will not receive a response.
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid due date. Any submission modifications submitted after the “ITB Due Date” will not be considered.
The County reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Jefferson County Commission and Personnel Board regardless of the Consultant selected. Any materials submitted in response to this solicitation shall not be returned.
Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the Bidder. Similarly, the County is not responsible for, and will not open, any bid responses, which are received later than the date and time, indicated above. Late bids will be retained in the bid file, unopened.
Released by:
______
ATTENTION ALL BIDDERS
RETURN THE ENCLOSED PROPOSAL IN A
SEALED ENVELOPE TO:
MICHAEL MATTHEWS, PURCHASING MANAGER
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
YOU MUST MARK ON THE ENVELOPE:
SEALED BID #135-15
“MAINTENANCE-COPIERS”
RETURN BY 4:00 P.M. ON
SEPTEMBER 22, 2015
For questions concerning this ITB
Contact: Dorothea Robinson, Principal Buyer
Phone: (205) 521-7593
Email:
No faxed or email responses will be accepted
Page 6 of 33
PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached Request for Proposal presents a cooperative proposal for the Purchasing Association of Central Alabama
(PACA) members below:
Adamsville / Homewood, City of / Palmerdale Fire DepartmentAlabama School of Fine Arts / Hoover, City of / Pelham, City of
Alabaster, City of / Hoover Board of Education / Pelham Civic Center
Bessemer, City of / Hueytown, City of / Pelham Water Department
Bessemer Board of Education / Irondale, City of / Pell City Fire Department
Bibb County Commission / Jefferson County Board of Education / Pleasant Grove, City of
Bibb County Firefighters Assoc / Jefferson County Commission / Riverside Fire Department
Birmingham Board of Education / Jefferson County Fire Districts / Rocky Ridge Fire/Rescue
Birmingham-Jefferson Civic Center / Jefferson County Assisted Housing Corp / Shannon Fire Department
Birmingham Library System / Jefferson County Housing Authority / Shelby County Board of Education
Brighton, City of / Jefferson County Library Coop / Shelby County Commission
Brookside, City of / Jefferson State Community College / Shelby County Work Release
Cahaba Valley Fire & Rescue / Kimberly, Town of / St. Clair County Fire & EMS
Center Point, City of / Lakeview Fire Department / Storm Water Management Authority
Chelsea, City of / Lakeview, Town of / Sylvan, Town of
Chilton County Board of Education / Lawley Fire Department / Tarrant City Board of Education
Chilton/Shelby Mental Health Board / Lawson State Community College / Trafford, City of
Clay, City of / Leeds Board of Education / Trussville Board of Education
Columbiana, City of / Leeds, City of / Trussville Volunteer Fire Department
Concord Fire Department / McAdory Fire Department #1 / Tuscaloosa County Board of Education
Copeland Ferry Fire Department / McAdory Fire Department #2 / Tuscaloosa County Commission
Cook Springs Fire Department / Midfield, City of / Tuscaloosa County Firefighters Assn
Eastern Valley Volunteer Fire Dept / Midfield Board of Education / Vestavia Hills, City of
Fairfield, City of / Minor Heights Fire Department / Vestavia Hills Board of Education
Fairfield Board of Education / Morris, City of / Virginia Mines Volunteer Fire Dept
Forestdale Fire Department / Mountain Brook, City of / Walker County Firefighters Assn
Four Mile Fire Department / Mountain Brook Board of Education / Warrior, City of
Fultondale, City of / Mulga, Town of / Warrior River Fire & Rescue Service
Glennwood Fire District / North Johns / West Blocton Volunteer Fire & Rescue
Gardendale, City of / North Shelby Fire Department / Westwood Rescue 209
Helena, City of / Oneonta City Board of Education
Page 6 of 33
Other government entities and all school systems within Jefferson County and counties adjoining thereto may elect to participate in this cooperative bid. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Invitation to Bid for those additional entities that may join the Association.
ITB/RFP #: 135-15
Commodity: “Maintenance-CopierS”
Principal Buyer: DOROTHEA ROBINSON
Telephone: (205) 521-7593
The proposal award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.
This cover letter is considered an integral part of this Request for Proposal document and shall be included by reference into any contract.
Acknowledged by
______
Vendor Name Authorized Signature/Title
Page 6 of 33
Page 6 of 33
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
DOROTHEA ROBINSON, PRINCIPAL BUYER SEPTEMBER 10, 2015
M. D. Matthews, C.P.M., Purchasing Agent BID: 135-15
INVITATION TO BID
Sealed bids marked "MAINTENANCE-COPIERS" will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr. Blvd N, Birmingham, Alabama 35203.
Bids will be accepted until 4:00 P.M. central time (standard or daylight savings time, as applicable) on
September 22, 2015. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on September 23, 2015.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are not received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
TERM OF CONTRACT
Any contract resulting from this ITB will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued). Contract will expire on September 30, 2016.
However, the contract may be extended, at the County’s option, for a period of up to (2) additional 1 year terms.
CONTRACT PERIOD:
Contract will be good for the period 10/01/15 to 9/30/16 with renewal, at County’s option, each fiscal year until 2018.
SPECIFICATIONS:
Maintenance/Service will be no less than that covered by the standard contract issued by the manufacturer of the specified equipment and specifications listed herein. In case of conflicting specifications, this ITB takes precedence.
Parts are to be included in “Annual maintenance” contracts-To Include Toner & Drum.
Jefferson County has attempted to list all existing copiers, but reserve the right to award additional contracts to successful vendor.
REQUIREMENT:
Bidder guarantees that any machine requiring service will be repaired and returned to operation within three working hours after service is requested (working hours 8:00 a.m. to 5:00 p.m.). If the machine cannot be repaired at our location, a comparable machine will be loaned to the County until our equipment is repaired. County equipment will be repaired within 14 days under this condition.
REFERENCES:
If requested, successful bidder will furnish a minimum of three (3) references. References will be accepted only from companies that have had services contracts for two (2) or more years with the bidder. Each contract must have covered a minimum of twenty or more machines of the same manufacturer as the equipment included in this bid invitation.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
DOROTHEA ROBINSON, PRINCIPAL BUYER SEPTEMBER 10, 2015
M. D. Matthews, C.P.M., Purchasing Agent BID: 135-15
INVITATION TO BID
Proposals will be considered only from firms that have been established for at least four (4) years under the same name and ownership.
AUTHORIZED SALES/SERVICES:
Bids will be accepted only from those vendors that are authorized sales and service representatives for equipment being bid.
ONLY ORIGINAL EQUIPMENT PARTS MANUFACTURED WILL BE USED
Bidders must meet one or more of the following requirements (check one or more):
1. Manufacturer’s authorized service representative ______
2. Employees (minimum 3) factory trained on specified equipment, each with a minimum 2 years experience______
3. Employees (minimum 3) each trained by 2 year technical school on specified equipment______
4. Successfully fulfilled an annual contract for Jefferson County Commission on the specified equipment______
Technical school certificates and/or diplomas must be furnished upon request.
State approximate number of machines manufactured by the same company as items being bid, which your company currently services under warranty or service contract in Jefferson County:
Xerox ______Konica Minolta ______Sharp ______Savin ______
Royal ______
State total number of repairmen which you employ full time in Jefferson County, who are factory trained by the manufacturer of the equipment on which service is being requested:
Xerox ______Konica Minolta ______Sharp ______Savin ______
Royal ______
State current book value of your local stock of O.E.M. parts for equipment being bid: $ ______
Xerox ______Konica Minolta ______Sharp ______Savin ______
Royal ______
State number of years your company, under present name and ownership, has been in the business of servicing the make and models of equipment bid (minimum 4 years are preferred):
Xerox ______Konica Minolta ______Sharp ______Savin ______
Royal ______
All equipment listed currently covered by annual maintenance contracts. All bidders will be responsible for determining existing conditions of equipment listed, county will not pay “spec-up” fees. All contracts include OEM parts, labor and mileage. All equipment must have a routine annual service call each year that is included in the maintenance agreement.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
DOROTHEA ROBINSON, PRINCIPAL BUYER SEPTEMBER 10, 2015
M. D. Matthews, C.P.M., Purchasing Agent BID: 135-15
INVITATION TO BID
SUPPLIES:
Successful bidder(s) must furnish supplies, e.g., any consumable (including drum) related to the proper mechanical operation of the copier.
EXCLUDES:
Paper, staples and color toner.
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to the County's intended use.
Proprietary specifications may be waived for functional equivalents offered.
PERMITS, CODES & REGULATIONS:
All equipment, construction, and installation will comply with City, County, State and Federal codes and Regulations. Successful bidder will obtain and pay for all permits necessary, notify proper authorities for inspections and furnish any certificates required for the work.
DELIVERY:
Will be to Jefferson County’s Departments/PACA Members
INVOICING:
All invoices must agree with the purchase order in description and price and include the following information: 1) Purchase Order Number; 2) Ship-to Department name and address.
In order to ensure prompt payment, ALL ORIGINAL INVOICES* MUST BE SENT TO:
Jefferson County Commission
Finance Department
Room 820, Courthouse
716 Richard Arrington Jr. Blvd, North
Birmingham, AL 35203
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to process payment.
Invoices that do not reference an authorized Purchase Order will be returned to the vendor.
THIRD-PARTY “REMIT-TO”:
If Bidder has a third-party “remit-to” company, that information must appear on the Bidder’s response. Jefferson County will send payment to the company designated by Bidder on its response, but will not be responsible for resolving payment issues, should the Bidder change payment processing companies after a payment has been mailed or without forty-five (45) days written notification to the Purchasing and Accounting division of Jefferson County.
JEFFERSON COUNTY COMMISSION