SCHEDULE B
QUOTATION
Title:Full Colour Printer – Print Shop
Reference No.:1220-040-2014-007
FOR THE SUPPLY OF GOODS AND SERVICES
RFQ 1220-040-2014-007 – Full Colour Printer – Print ShopPage 1 of 45
/SCHEDULE B - QUOTATION
RFQ Title:Full Colour Printer
RFQ No.:1220-040-2014-007
CONTRACTORCITY OF SURREY
Legal Name:______City’s Representative: Acting Purchasing & AP Manager.
Address:______Address: 13450 104th Avenue, Surrey, BC V3T 1V8
Phone:______Phone: 604-590-7274
Fax: ______Fax: 604-599-0956
Email:______Email for PDF Files:
For the following, use the spaces provided and/or attach additional pages as necessary.
1.The Contractor offers to supply to the City of Surrey the Goods and Services for the prices plus applicable taxes as follows:
Table of Full Colour Printer Pricing
F.O.B.Destination
Freight Prepaid
/ Payment terms:A cash discount of ____% will be allowed if invoices are paid within ___ days, or the ___ day of the month following, or net 30 days, on a best effort basis. / Ship Via:
Full Colour Printer Option / Term / Make/Model / Total Cost per Copy / Other Costs
Manufacturer / Black and White / Colour / Item / Monthly Cost
A / Thirty Six (36) Months / $ / $ / $
B / Forty Eight (48) Months / $ / $ / $
C / Sixty (60) Months / $ / $ / $
(Estimated monthly usage of Black and White copies is 15,000 and Colour copies is 60,000)
2.If this Quotation is accepted by the City, a contract will be created as described in:
(a)the Agreement;
(b)this RFQ; and
(c)other terms, if any, that are agreed to by the parties in writing.
3.Capitalized terms used and not defined in this Quotation will have the meanings given to them in the Agreement and RFQ. Except as specifically modified by this Quotation, all terms, conditions, representations, warranties and covenants as set out in the Agreement and RFQ will remain in full force and effect.
4.In addition to the warranties provided in the Agreement, this Quotation includes the following warranties:
5.Equipment
Describe all environmental “Green” certification, innovations in manufacturing, and any other benefits that contribute to the overall best value of the Equipment proposed. (Provide any available information regarding the origin of the Equipment and if recycled materials were used in the manufacturing process.)
6.Contractor should provide information on the background and experience of all key personnel proposed to provide the Goods and Services (use the spaces provided and/or attach additional pages, if necessary):
Key Personnel
Name:______
Experience:
Dates:
Project Name:
Responsibility:
7.Please describe your solution/program in sufficient detail to demonstrate an understanding of the Equipment and Services to be provided, and the desired results. Describe what will be done, by whom, when and how.
In addition, describe how your submission may represent an innovative method for achieving the City’s objectives. Your solution/program should represent an improvement over the approaches used by the City in the past.
8.Reports
The Contractor will indicate its ability to continually provide the following reports and cyclical reports to the City.
(a) Quarterly the Contractor shall submit to the City, a service summary report per location, listing (a) beginning dates/times of all service calls; (b) description of problem per service call; (c) completion dates of all service calls; (d) number of hours or days downtime per printer.
YES_____ NO_____ Comments ______
(b) Quarterly Reports: The Contractor shall maintain an inventory record that identifies all Equipment delivered under the proposed Agreement. The inventory record will be provided to the City on a quarterly basis and is due on the 20th calendar day for the previous quarter and shall contain: (1) Make and model, department, location, and serial number of all installed Equipment; (2) Contractor's record of performed maintenance and repair; (3) Monthly volume by Equipment or copies produced; (4) Total billing for all CPC services provided during this period.
YES_____ NO_____ Comments ______
(c) Semi-Annual Reports: The Contractor shall provide a semi-annual usage report to the City for each location by Equipment. At this time, the Contractor shall review the printer volume classes and make recommendations based on the over usage/under usage of the Equipment.
YES_____ NO_____ Comments ______
(d) Special Reports: The Contractor shall provide a report to the City indicating the actual yearly volume of copies produced by the Equipment. This report will be provided during the final month of the year prior to the final option year of the Agreement.
YES_____ NO_____ Comments ______
(e) Down-Time Reports: The Contractor shall provide a quarterly report to the City indicating both City wide downtime % and individual downtime % for each individual printer. Any machine recording 5% or more downtime shall be identified and actioned by Contractor to the satisfaction of the City, up to and including replacement as outlined in section 12. In the event of a conflict between this sub paragraph 6.2 (e) and section 12, section 12 shall supersede this sub paragraph 6.2 (e).
YES_____ NO_____ Comments ______
(f) Average Response Time Reports: The Contractor shall provide a quarterly report to the City indicating both Citywide average response time and individual average response time for each printer.
YES_____ NO_____ Comments ______
(g) Additional reporting: The Contractor shall provide reporting to the City.
i) Data capturing daily/ weekly cycle;
ii) Monthly Volumes;
iii) Annual energy consumption reporting; and
iv) Other reporting as developed from time to time in the tool.
YES_____ NO_____ Comments ______
9.I/We have reviewed the Agreement. If requested by the City, I/we would be prepared to enter into an Agreement, amended by the following departures (list, if any):
SectionDeparture / Alternative
10.The City of Surrey requires that the successful Contractor have the following in place before commencing the Services:
(a) Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number ______;
(b)Prime Contractor qualified coordinator is Name: ______and Contact Number: ______.
(c)Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the City as additional insured and generally in compliance with the City’s sample insurance certificate form (available on the City's web site at (search "Insurance Certificates") titled City of Surrey Certificate of Insurance Standard Form);
d)City of Surrey business license;
e)If the Contractor’s Goods and Services are subject to GST, the Contractor’s GST number is ______; and,
f)If the Contractor is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada, Incorporation Number ______.
As of the date of this Submission, we advise that we have the ability to meet all of the above requirements except as follows (list, if any):
SectionRequested Departure(s) / Alternative(s)
11.I/We offer the following alternates to improve the Services described in the RFQ (list, if any):
SectionRequested Departure(s) / Alternative(s)
12.The Contractor acknowledges that the departures it has requested in Sections 9, 10, and 11 of this Quotation will not form part of the Agreement unless and until the City agrees to them in writing by initialing or otherwise specifically consenting in writing to be bound by any of them.
12.I/We the undersigned duly authorized representatives of the Contractor, having received and carefully reviewed the RFQ and the Agreement, submit this Quotation in response to the RFQ.
This Quotation is offered by the Contractor this ______day of ______, 2014.
CONTRACTOR
I/We have the authority to bind the Contractor.
______(Legal Name of Contractor)
______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory) / ______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory)
RFQ 1220-040-2014-007 – Full Colour Printer – Print ShopPage 1 of 45