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Canon Business Solutions MIAMI BEACH q CC � CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: Leasing of Copiers and Production Printing Systems CONTRACT NO.: 1 -11/12 EFFECTIVE DATE(S): This Contract shall remain in effect for five (5) years from date of Contract execution by the 'Mayor and City Clerk, and may be renewed, at the sole discretion of the City, through its City Manager, for additional one (1) year terms. SUPERSEDES: n/a CONTRACTOR(S): Canon Business Solutions (Group II — Production Printing Systems) ESTIMATED ANNUAL CONTRACT AMOUNT: $88,962.96 A. AUTHORITY - Upon affirmative action taken by the Mayor and City Commission of the City of Miami Beach, Florida, on April 11, 2012, for approval to award a contract, upon execution between the City of Miami Beach, Florida, and Contractor. B. EFFECT - This Contract is entered into to provide leasing of production printing systems for the Central Services Department, pursuant to City Invitation to Bid No. 1 -11/12 and any addenda thereto (the ITB), and Contractor's bid in response thereto (this Contract, the ITB, and Contractor's bid in response thereto may hereinafter collectively be referred to as the "Contract Documents "). C. ORDERING INSTRUCTIONS - All blanket purchase orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All blanket purchase orders shall show the City of Miami Beach Contract Number 1- 11/12. D. CONTRACTOR PERFORMANCE - City of Miami Beach department(s) shall report any failure of Contractor's performance (or failure to perform) according to the requirements of the Contract Documents to Rafael Granado, City of Miami Beach City Clerk, 305-673 - 7411. E. INSURANCE CERTIFICATE(S) - The Contractor shall file Insurance Certificates, as required, which must be signed by a Registered Insurance Agent licensed in the State of Florida, and approved by the City of Miami Beach Risk Manager, prior to delivery of supplies and /or commencement of any services /work by Contractor. F. ASSIGNMENT AND PERFORMANCE - Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by Contractor without the prior written consent of the City. In addition, Contractor shall not subcontract delivery of supplies, or any portion of work and /or services required by the Contract Documents without the prior written consent of the City. FY C L .1 Certification of Contract Contractor warrants and represents that all persons providing /performing any supplies, work, and /or services required by the Contract Documents have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently provide /perform same, or services to City's satisfaction, for the agreed compensation. Contractor shall provide /perform the supplies, work, and /or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) and /or work provided to or on behalf of City shall be comparable to the best local and national standards. G. SERVICE EXCELLENCE STANDARDS — Excellent Customer Service is the standard of the City of Miami Beach. As a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner, and at all times adhere to the City's Service Excellence standards. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES - In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor, consultant or other provider, who has been placed on the convicted vendor , list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or' services to the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. I. INDEPENDENT CONTRACTOR - Contractor is an independent contractor under this Contract. Supplies, work, and /or services, provided by Contractor pursuant to the Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and /or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIRD PARTY BENEFICIARIES - Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract and /or the Contract Documents. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no third party shall be entitled to assert a claim against either of them based upon this Contract and /or the Contract Documents. The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract and /or the Contract Documents. 2 Certification of Contract K. NOTICES - Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand - delivery with a request for a written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For City Raul J. Aquila, Chief Deputy City Attorney City of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach, Florida 33139 With copies to: Rafael Granado, City Clerk City of Miami Beach City Clerk's Office 1700 Convention Center Drive Miami Beach, Florida 33139 For Contractor Canon Business Solutions, Inc. 4 Ohio Drive Lake Success, NY 11042 Attn: Toyotsuqu Kuwamura Phone: 516 - 328 -4000 E -mail: TKuwamura(a_solutions.canon.com L. MATERIALITY AND WAIVER OF BREACH - City and Contractor agree that each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and, therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M. SEVERANCE - In the event a portion of this Contract and /or the Contract Documents is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final. 3 Certification of Contract N. APPLICABLE LAW AND VENUE - This Contract and /or the Contract Documents shall be enforceable in Miami -Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami -Dade County, Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may have to a trial by jury of a,ny civil litigation related to, or arising out of the Contract and /or the Contract Documents. Contractor, shall specifically bind all subcontractors to the provisions of this Contract and the Contract Documents. O.. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepared with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurance(s) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The ITB and Contractor's bid in response thereto, are attached to this Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract. Accordingly, Contractor agrees to abide by and be bound by any and all of the documents incorporated by the Contract Documents. Where there is a conflict between any provision set forth within (i) this Contract; (ii) the ITB; and /or (iii) Contractor's bid in response thereto, the more stringent provision (as enforced by the City) shall prevail. 4 Certification of Contract IN WITNESS WHEREOF the City and Contractor have caused this Certification of Contract to be signed and attested on this day of 2012, by their respective duly authorized representatives. CONTRACTOR CITY OF MIAMI BEACH By� By EXeC. VICC-- Presidentl Signature i -Mayor Jerry Libbin 1 v Y 07-59 - 2 Print Name Date Date ATTEST: ATTEST: Secretary/ Signature City C k S EA m MC ;r �1'CtJkV Q w J 3 — Print Name Date -- 2— /-2 APPROVED AS TO Date FORM & LANGUAGE & FOR EXECUTION i p Attor — ne j� ate FAPURC\$ALL \MARIA\ Bids\ 11- 12 \Copiers\Contracts \Certification of Contract Canon.do 5 Canon Business Solutions, Inc. Corporate Headquarters CANON BUSINESS SOLUTIONS 4 Ohio Drive Lake Success, NY 11042. 800.81s.4000 www.solutions.canon.com April 25, 2012 City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Attn: Marta :Fernandez- Rubio, Procurement Division Re: City of Miami Beach Certification of Contract Dear Ms. Fernandez- Rubio: This letter references the City of Miami'Beach contract #1 -11/12 Leasing of Copiers and Production Printing Systems. Pursuant to Section F of the contract, prior written consent of the city is required. for any subcontracting of services, including delivery services, by Canon Business Solutions, Inc., as the Contractor. . 'We hereby request, by your signature below, that the City consent to the subcontracting by CBS of all deliveries of equipment and supplies, provided, however, that the CBS may not subcontract installation of equipment. We also request -that you consent, by your signature below, that the last sentence of Section "N of the Contract shall not apply to any subcontracted delivery services. CBS acknowledges and agrees that CBS will remain fully liable and responsible for performance by its delivery subcontractors, notwithstanding the City's consent as provided above. Thank you very much. Sincerely yo s, NC To otsugu Kuwamura Executive Vice President `Marketing & Administration Consented to: City of Miami Beach,-Florida jae� L pa -v\-c Title . - Date�� A Canon U.SJL Company DATE(MM/DD/YYYY) . CERTIFICATE OF LIABILITY INSURANCE 04/18/2012 ' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS . CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS . CERTIFICATE OF INSURANCE „DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require.an endorsement. A statement on this certificate does not confer to the w ` certificate holder in lieu of such endorsement(s). ' CONTACT 01 PRODUCER _ ' NAME: Aon - Risk Services Northeast, Inc. PHONE FAX (g47) 953 -5390 •d New York 'NY. Office- - (Alc. No. Ext): (866) 283 -7122 ,C. No.: a 199 Water Street - E -MAIL - p New York NY .10038-3$$1 USA ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC.# - INSURED - - INSURERA: Sompo Japan Insurance Company of America 11126 _ ' canon Busyness Solutions, Inc. - 'INSURERS: TOkiO Marine & Ni chi do Fire Ins Co USB 12904 300 Commerce Square Blvd. - P.O. BOX 1267 _ INSURER C: Burlington NJ 08016 USA • - - INSURER D: - . - INSURER E: - INSURER F: COVERAGES CERTIFICATE NUMBER: 570045952277 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED'ABOVE FOR THE POLICY PERIOD ' INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Limits shown are as requested LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER MMIDDIYYYY MMIDD LIMITS GENERAL LIABILITY - CLL EACH OCCURRENCE .$1,000,.000 Ix COMMERCIAL GENERAL LIABILITY . $ SO O, 000 PREMISES Ea occurrence CLAIMS -MADE' X❑ OCCUR /}rQ MED EXP(Any one person) EXCi Uded Standard Contractual Liability ./ / ", PERSONAL & ADV INJURY ' $ 1,000,000 ti GENERAL AGGREGATE $2,000, OOO C14 GEN'L AGGREGATE LIMfr APPLIES PER: PRODUCTS - COMP /OP AGG $1, 000 , 000. L -I POLICY PRO- [- X — ] LOC SIRIDeductible $80,000 0 } "A AUTOMOBILE LIABILITY - ASN10006Z0 11/01/201111/01/ 2012 COMBINED SINGLE LIMIT $1,000,000 a accident Ix ANYAUTO BODILY INJURY ( Per person) Z ALL.OWNED SCHEDULED BODILYINJURY(Per accident) AUTOS AUTOS - NON -OWNED PROPERTY DAMAGE HIRED AUTOS qxx (Per accident AUTOS Collision ded. $1,00 Comp ded. $1,000. d) B X UMBRELLA LIAB X OCCUR CU640474001 - • 11/01/2011 11/01/2012 EACH OCCURRENCE $5,000,000 C.1 SIR "applies per policy terns & conditions AGGREGATE $8,000,000 EXCESS LIAB CLAIMS -MADE DED I X RETENTION $10,000 'A WORKERS COMPENSATION AND WSDI0008WO 11/01/2011 11/01/2012 we STATU- 0TH- , A EMPLOYERS' LIABILITY YIN WSN10054W0 - 11/01/2011 11/Ol/2012. X TORY LIMITS.: ER ' ANY PROPRIETOR I PARTNER I EXECUTIVE E.L. EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? NIA - (Mandatory in NH) E.L. DISEASE -EA EMPLOYEE $1,000,000 H es, describe under - DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 .DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Scheduler if more space Is required) RE: City of Miami Beach.Certification of Contract Title: Leasing of Copiers and Production Printing Systems, Contract Number: =f 1 -11/12. Certificate Holder is included as Additional Insured as required by written contract, but limited to the operations of.the Insured under said contract, per the applicable endorsement with respect the General Liability.policy.. CERTIFICATE "HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE .DELIVERED IN ACCORDANCE WITH THE 'POLICY PROVISIONS. - ' City of Miami Beach AUTHORIZED REPRESENTATIVE - Attn: Procurement - - M convention iam Beach L 33139 r. USA w ci s r - Miami Beach FL 33139 USA ©1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105)" The ACORD name and logo are registered marks of ACORD COMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Award Contracts To The Lowest And Best Bidders Per Group As Follows: 1) Sharp Business Systems, For Group I - Lease Of Copiers, In The Estimated Annual Amount Of $41,716.80 For Fiscal Year 2011/2012, And $125,150.40 Annually For Subsequent Fiscal Years; 2) Canon Business Solutions, For Group II — Production Printing Equipment, In The Estimated Annual Amount Of $29,654.32 For Fiscal Year 2011/2012, And $88,962.96 Annually For Subsequent Fiscal Years, Pursuant To Invitation To Bid No. 1- 11/12, For The Lease Of Copiers And Production Printing Equipment. Key Intended Outcome Supported: Enhance External /Internal Communications from and Within the City. Supporting Data (Surveys, Environmental Scan, etc.): Issuer Shall the Mayor and City Commission approve the award of contracts? Item Summa /Recommendation: The purpose of Invitation to Bid (ITB) No. 1 -11112 is to establish a contract(s), by means of sealed bids, to a qualified vendor(s) for the lease of citywide copiers (Group 1), and production printing equipment (Group 11). This includes an estimated 90 plus shared, integrated digital copiers to multiple locations, and includes two (2) black and white production copiers and one (1) color production copier for the Central Services Department. This contract shall remain in effect for a period of five (5) years from date of contract execution by the Mayor and City Clerk. Lease agreements shall be effective on the first day following acceptance of the equipment. It is anticipated that savings ranging from $7,262 to $8,193 per month, or $87,144 to $98,316 annually, will be realized, which is approximately between 39% to 44% lower than the current cost for the MFP copiers. For the production printing equipment, savings in the amount $3,103.42 /month, or $37,241 annually will be realized, which is approximately 30% lower than the current cost. Total savings of at least $124,385 annually will be realized. The Administration recommends approving the award of contracts. Advisory Board Recommendation: Financial Information: Source of Amount Account Funds: 1 $41,716.80 Citywide budgeted Accounts 2 $29,654.32 Central Services Account 530 - 1760 - 000323 3 4 OBPI Total $71,371.1.2 Financial Impact Summary: City Clerk's Office Legislative Tracking: Raul J: Aguila extension 6475 Sign-Offs: Department Director Assista 't anager City Manager RJA RP PD JMG T:\AGENDA\2012 \4- 11- 12 \ITB 1 -11 -12 Copiers summARY.doc AGENDA ITEM MIAMI E5"EA". 39 DATE - - MIAMBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: April 11, 2012 SUBJECT: REQUEST FOP-APPROVAL TO AWARD CONTRACTS TO THE LOWEST AND BEST BIDDERS PER GROUP AS FOLLOWS: 1) SHARP BUSINESS SYSTEMS, FOR GROUP I - LEASE OF COPIERS, IN THE ESTIMATED ANNUAL AMOUNT OF $41,716.80 FOR FISCAL YEAR 201112012, AND $125,150.40 ANNUALLY FOR SUBSEQUENT FISCAL YEARS; 2) CANON BUSINESS SOLUTIONS, FOR GROUP II — PRODUCTION PRINTING EQUIPMENT, IN THE ESTIMATED ANNUAL AMOUNT OF $29,654.32 FOR FISCAL YEAR 2011/2012, AND $88,962.96 ANNUALLY FOR SUBSEQUENT FISCAL YEARS, PURSUANT TO INVITATION TO BID NO. 1-11/12, FOR THE LEASE OF COPIERS AND PRODUCTION PRINTING EQUIPMENT. ADMINISTRATION RECOMMENDATION Approve the award of contracts. COST SAVINGS It is estimated that annual savings between $87,144 and $98,316 annually for Group I and $37,241 for Group If, for a grand total of at least $124,385 annually will be realized. KEY INTENDED OUTCOME Enhance external /Internal communications from and within the City. FUNDING Funding will be provided from the following Accounts for Fiscal Year 2011/2012: $54.07 OBPI (Administration) Account 011 - 0332 - 000323 $54.07 OBPI (Internal Audit) Account 011 - 0330 - 000323 $54.07 OBPI (Management and Budget) Account 011 - 0340 - 000323 $54.07 OBPI (Grants Management)Account 011 - 0650 - 000323 $54.08 OBPI (internal Audit/Resort Tax) Account 160 -0330- 000323 $460.16 Fleet Department Account 510- 1780 - 000323 $500.16 Parking Department Account 480 - 0462- 000323 $1,859.76 Parking Department Account 480 - 0461 - 000323 $230.08 Parking Department Account 480- 0463 - 000323 $5,064.12 Building Department Account 011 - 1510- 000323 $540.72 IT Department Account 550 - 0640 - 000343 $614.08 Human Resources Account 011 - 0370- 000323 $270.36 Risk Management Account 540 -1790- 000323 $230.08 Public Works Transportation Account 011 - 0870 - 000323 40 Commission Memorandum - ITB 1 -11112 Lease of Copiers April 11, 2012 Page 2 $565.20' Public Works Administration Account 011- 0810- 000323 $565.83 Public Works Sewer Account 425 - 0420 - 000325 $815.40 Public Works Water Account 425 -0410- 000325 $665.79 Public Works Stormwater Account 427 - 0427 - 000325 $583.53 Public Works Streets Account 011 -0840- 000325 $599.38 Procurement Division Account 011 - 0620 - 000323 $565.20 Code Compliance Account 011- 1520 - 000323 $270.36 Sanitation Account 435 - 0430 - 000323 $500.44 Parks and Recreation Account 011 - 0970- 000323 $270.36 Greenspace Management Account 011- 0940 - 000325 $1,130.40 Fire Department Account 011 - 1210 - 000323 $270.36 Fire Department Account 011 - 1220 - 000323 $270.36 Fire Department Account 011 -1230- 000323 $565.20 Fire Department Account 011 - 1240 - 000323 $460.37 Parks and Recreation Account 011 - 0975 - 000323 $2,269.32 Parks and Recreation. Account 011 - 0950 - 000323 $270.36 Property Management Account 520- 1720 - 000323 $2,424.96 Planning Department Account 011 - 0520 - 000323 $835.56 Police. Department Account 011 - 1110 - 000323 $2,260.72 Police Department Account 011 - 1120- 000323 $1,614.96 Police Department Account 011- 1130- 000323 $2 Police Department Account 011 - 1140 - 000323 $1,498.50 Police Department Account 011 - 1150 - 000323 $565.20 Police Department Account 011 - 9405- 000323 $1,130.40 City Attorney's Office Account 011- 1410- 000323 $230.08 Mayor and Commissioners Office Account 011 - 0100 - 000323 $565.20 Neighborhood Services Account 011 -0320- 000343 $230.08 RE, Housing and Community Development Account 011 - 0530 - 000323 $565.20 RE, Housing and Community Development Account 135 - 1931- 000323 $614.08 Finance Account 011 -0360. 000325 $230.08 Finance Account 011 -0361- 000325 $270.36' Finance Account 160- 0363 - 000323 $1,179.28 City Manager's Office Account 011 - 0310 - 000323 $614.08 City Clerk's Office Account 011 -0210- 000323 $230:08 Office of Communications Account 011- 0350 -0323 $2,473.84 CIP Office Account 011 - 0820 - 000323 $270.36 Ocean Rescue 011- 0960- 000323 $135.18 Tourism and Cultural Development Account 011 - 0380 - 000323 $135.18 Tourism and Cultural Development Account 140 - 6080 - 000323 $41,716.80 Total Group I — Multifunction Peripheral Devices $29,654.32 Total Group II — Production Printing Systems Central Services Account 530 - 1760 - 000323 $71,371.12 Grand Total Group I and 11 For subsequent fiscal years, commencing on October 1, 2012, the annual cost associated with the citywide copiers will be subject to funds availability approved through the budgeting process. 41 Commission Memorandum - ITB 1 -11112 Lease of Copiers April 11, 2012 Page 3 ANALYSIS The purpose of Invitation to Bid (ITB) No. 1 -11112 is to establish contract(s), by means of sealed bids, to a qualified vendor(s) for the lease of citywide copiers (Group 1), and production printing equipment (Group 11). The contract shall remain in effect for a period of five (5) years from date of contract execution by the Mayor and City Clerk. Lease agreements shall be effective on the first day following acceptance of the equipment. After the initial five year term, this contract may be extended at the sole discretion of the City, through its City Manager, for additional one (1) year terms, if mutually agreed upon by both parties. Whether the option to renew is exercised will be contingent upon the needs of the City and market conditions at the time of renewal. The renewal discussions may include but not be limited to cost of copiers and /or replacement of copiers. The ITB required all copiers to have a Data Security Kits that encrypts document data and that would allow for copied or scanned documents to be deleted, in order to protect confidential information. Group I — Multi Function Peripherals (MFP) Copiers The Contract is to include but not limited to the delivery, integration, installation, training, service and maintenance including toners of most current MFP copier models. All equipment proposed must be new and currently in production, no refurbished or newly remanufactured devices are acceptable. This includes an estimated 90 plus walk -up shared, integrated digital copiers to multiple locations. Group I included five different copier speeds, ranging from 20 ppm (page per minute) to 55 ppm, to include eighty -four (84) black and white units, and six (6) color units. Bidder was allowed to bid closest speed to the one specified. The print volume of the user department will determine the required speed to be installed in that department. The ITB stipulates that no overage charges will be paid by the City. Group II - Production Printing Systems The Contract includes Production Printing Units for the Central Services, to include but not limited to the delivery, integration, installation, training, service and maintenance, including toners, of most current models. All equipment proposed must be new and currently in production. No refurbished or newly remanufactured devices are acceptable. This includes two (2) black and white production copiers and one (1) color production copier for the Central Services. The copier speeds specified by the ITB are 120 page per minute for the black and white units, and 70 pages per minute for the color unit. The monthly allowance for the production equipment is 400,000 impressions pooled for both black and white units, and 45,000 impressions for the color unit (30k color Impressions per month, and 15,000 black and white impressions). Overages over the printing volumes for the production equipment specified above will be reconciled on an annual basis. Overage charges, if any, will be calculated and billed at the end of each year during the life of the lease agreement. 42 Commission Memorandum - ITS 1 -11/12 Lease of Copiers April 11, 2012 Page 4 BID PROCESS Invitation to Bid (ITB) No. 1- 11112, was issued on October 11, 2011 with a bid opening date of November 9, 2011. A Pre -Bid Conference was held on October 21, 2011, and five (5) Addendums were issued to provide additional information .and to respond to all questions submitted by the prospective bidders, thus extending the bid opening due date to December 6, 2011. Bidnet issued bid notices to 30 prospective bidders, which resulted in the receipt of nine (9) bids from the following companies for each of the Groups included in the ITB: Group I Bidders Group II Bidders 1. Barlop Business Systems 1. Barlop Business Systems 2. Canon Business Solutions 2. Canon Business Solutions 3. Danwood Group 3. * Danwood Group 4. Mahogany Development Group Inc. 4. ** OCE North America 5. OCE North America 5. Ricoh USA 6. Ricoh USA 6. TGI Office Automation 7. Sharp Business Systems 8. TGI Office Automation 9. Toshiba Business Solutions * For Group 11, Danwood proposed equipment was deemed not to be in compliance with the ITB specifications, therefore their bid was deemed non - responsive. Attachments A and B show tabulated results. Group 1— Multi- Function Peripherals (MFP) A User Group (the "Group ") convened on January 19, 2012 for copier demonstrations, and to evaluate and rank the responsive bids. The Group consisted of the following individuals: ■ Victor Armendariz, Building Department ■ Lorenzo Han, Police Department Brenda Carbonell, Parks and Recreation Daniel Rozenblit, Parking Department ■ Fiorella Sarmiento, Public Works Robert Anderson, Finance Department ■ Donovan Ireland, Central Services ■ Nelson Martinez, IT Department The Group was provided with the Evaluation Criteria, and method of award to be utilized to rank the.Bidders. The Group was asked to score and rank the bids in accordance with the following- evaluative criteria: 1. Experience and Qualification of the Bidder (20 points) 2. Cost/Value (40 Points) 3. Methodology and Approach (15 Points) 4. Past Performance (10 Points) 5. Copier Demonstration (15 Points) The Group received a 20 minute product demonstration from each bidder, followed by a 10- minute Question and Answer session. In addition, the Group was provided with Performance Evaluation Surveys received for each Bidder. 43 Commission Memorandum - ITB 1 -11/12 Lease of Copiers April 11, 2012 Page 5 During the meeting it was discussed that the ITB required the vendor to provide for a secure enterprise scanning solution on MFP (Multi Function Peripheral) devices that can be centrally managed. During the past years, in addition to the print and copy functions, the City has widely used the scanning capabilities of MFPs. Also discussed was the fact that newer technology offers added features such as user authentication, a feature that the City may want to implement in the future. Administrators can define user groups to manage and restrict features, such as color copying, scanning or printing. The Group recognized the need to get additional information on the scanning solution, and shortlisted the following four (4) firms: 1. Canon Business Solutions 2. Danwood Group 3. Ricoh USA 4. Sharp Business Systems Attachment C shows rankings by the User Group for the shortlisting of Bidders. The Group reconvened on January 26, 2012 to receive additional information from the shortlisted bidders. Bidders provided the Group with a 30 minute demonstration on their proposed solution. After the demonstrations, the Group scored the four shortlisted bidders as follows: FINAL RANKINGS – GROUP I – CITYWIDE COPIERS Victor Brenda Daniel Fiorella Robert 'Donovan Nelson Ranking Armendariz Carbonell Rozenblit Sarmiento Anderson Ireland Martinez Order Rank Rank Rank Rank Rank Rank Rank COMPANY NAME Points Points Points Points Points Points Points Total Points CANON BUSINESS SOLUTIONS 2 88 2 92 3 73 4 66 3 66 2 69 2 86 2 18 DANWOOD GROUP 4 71 4 83 2 80 2 75 2 67 4 62 3 82 3 21 RICOH USA 3 76 3 86 4 60 3(66.5) 4 55 3 68 4 73 4 24 SHARP BUSINESS SYSTEMS 1 95 1 (93 1 1 90 1 85.5 1 79 1 75 1 95 1 7 *Lorenzo Han could not attend the presentations of all four bidders due to an emergency, �- therefore was not allowed to submit his rankings. ' The Group unanimously recommended Sharp Business Solutions as the lowest and best bidder. Sharp offered the third lowest cost. The copiers proposed by the bidder offering the lowest cost, Barlop Business Systems, did not meet the speed specified for the page per minute. Danwood Group, offering -the second lowest cost, is $1,011.01 lower than Sharp. Barlop offered an alternate bid that included copiers for the specified speeds, at $908.22 /month lower than Sharp's bid price. 44 Commission Memorandum -ITS 1 -11/12 Lease of Copiers April 11, 2012 Page 6 Danwood and Barlop, although lower in cost when compared to Sharp, proposed a scanning solution to the dissatisfaction of the Group, at least upon preliminary demonstration of the solution. Sharp was the only vendor that offered an acceptable approach during demonstrations using Active Directory. However, the Group recognized, that potentially, there might be a need to involve third party software to accomplish the City's scanning solution future needs, such as, the implementation of the "follow me capability" (whereby a City user walks up to any copier in the City and his settings follow him around). Additionally, the product features offered by Sharp, such as a retractable keyboard, and the duplex single pass document feeder, were not present on the products offered by Barlop and Danwood. Sharp confirmed during presentations, and later during communications with Procurement that they can implement an enterprise solution as required by the City with third party software. Sharp identified three (Driive, NSI Autostore, and Nuance Simplified Scan) third party vendors that are part of the Sharp Software Development Program that have solutions should the City decide to implement or require a different scanning solution. The additional cost for this enterprise solution will not exceed $10.00 monthly per device which will include all server and unit licenses required to active and manage this solution. The final choice of which third party solution is chosen will depend upon the final scope of work that will be generated based on a detailed review of the current IT infrastructure and future plan for scanning. The Group selected Sharp because they provided the best solution overall. Sharp will offer current production models with advanced capabilities and user friendly features, which include color scanning, duplex single pass document feeder (which allows double sided copies to be scanned in one pass), advanced web based device management to help facilitate the set up, configuration, and device settings at the administrator level. The new Sharp models include a retractable keyboard that offers added convenience to those users doing repetitive scanning tasks, and user authentication, offering an ergonomic interface. Sharp has included the newest scanning /printing technologies available in the industry with a customizable server based monitoring, authentication and departmental cloning of device configurations, in addition they have provided the application modules that allow for future integration into existing or future applications that the City may wish to use immediately or over the term of contract. Sharp will handle the implementation / configuration of the solution, as the City envisions this as a "turnkey" implementation. You will train IT staff as a part of the implementation. Devices that currently have hard drives installed will be removed and returned to the City's IT department for destruction or safe keep at no cost to the City. Sharp will remove onsite prior to installing the new device by location. In addition to EnergyStar compliance of all Sharp MFPs, the Sharp Copier Toner Recycling Program allows customers to recycle toner cartridges from all Sharp MFP models, conveniently and free of cost. Sharp Business Systems Sharp Business Systems (SBS) has been providing office equipment solutions to the South Florida area since 1986. SBS has serviced the City of Miami Beach account for the past 45 Commission Memorandum - ITB 1 -11/12 Lease of Copiers April 11, 2012 Page 7 three years. Internal Surveys have been submitted by the various Departments with ratings of Good and Excellent. They also provide services to City of Miami, City of Hollywood, VA Hospital, Amadeus North America, among others. A total of six (6) Performance Evaluation Surveys, all favorable, have been received from : the following agencies: City of Miami, where Sharp maintains a fleet of 125 machines; City of Hollywood has over 70 copiers installed by Sharp and have no significant complaints on equipment and service; Amadeus North America states that Sharp has exceeded their expectations; The Continental Group; Vitas Healthcare. Corporation and Biltmore Hotel. Group II - Production Printing Systems In lieu of a User Group, Central Services, as the sole end user of the equipment, met with Procurement to review the bids received. Site visits to the bidder's facilities, or customer's facilities were conducted on January 20th, 2012 for Canon, January 24 for OCE and Ricoh, and January 25 for Danwood, to demonstrate the bidder's equipment. On January 27, 2012, Central Services and Procurement reconvened to finalize the review of the bids. Central Services recommends Canon Business Solutions (Canon) as the lowest and best bidder. Canon offered the fourth lowest cost. Ricoh, the bidder offering the lowest cost, is $1,831.44/month lower than Canon. Barlop Business Systems and TGI Office Automation, both Ricoh dealers, offered Ricoh equipment as well, at a monthly cost of $1,755.68 /month and $1,585.68/month respectively, lower than Canon. Central Services recommendation is based on equipment reliability and performance. Ricoh equipment, the lowest alternative, is considered heat sensitive equipment. This is important because more than half of the jobs run by Central Services are NCR, or carbonless, forms for various departments. The chemicals in NCR paper may bleed when exposed to heat, and create paper jams. This results in increased downtime and service calls. Canon equipment uses wax based toner and Suction Feed and Air Driven Technology, making this equipment perform well with NCR forms. One of the agencies visited during the evaluation was Broward County Clerks of Courts, which just transitioned from a Ricoh to a Canon equipment environment. They expressed that their experience with the Ricoh equipment was that it jammed consistently when running their NCR forms. Miami -Dade College also utilizes Ricoh equipment, and the feedback received was that there are some performance issues with the equipment, including jamming of the jobs, which are being addressed by Ricoh. Miami -Dade College stated, however, that the service provided by Ricoh is adequate and meets their expectations. Canon offers two (2) ImagePress, 125 -page per minute black and white units, and one (1) ImageRunner Advance, 75 -page per minute color unit. Some features of the equipment include advanced feeding technologies incorporated into the equipment. Suction feeding picks up the paper with air instead of rollers. The suction feeding, enhanced air assist and air separation technologies provide reliable feeding and maximum productivity, and can print on the stocks as thin as 141b. bond and as thick as 1101b. cover. This equipment will allow Central Services to run complex jobs which would include multiple call trays for different types of papers, tabs, covers and pre - printed color inserts, such as the agenda or budget book currently being compiled by the Central Services. In addition to the cost of the equipment, a consideration to accountfor in the award of this contract is the software utilized by Central Services during the past five years, through the 46 Commission Memorandum - ITB 1 -11112 Lease of Copiers April 11, 2012 Page 8 lease of the production equipment currently under, lease, Prisma Prepare software. PrismaPrepare software is a device independent solution, and can be utilized with any equipment selected. The ITB did not require a license for the software; however, it can be acquired from Canon via Miami -Dade County contract at a cost of $527.90 /month. The ITB allows for spot market purchases not included in the specifications using other methods, such as Federal, State or local contracts. Additionally, the ITB allows for changes to the configuration of the equipment during the term of the contract, should the needs of the department change. Canon Business Solutions Canon Business Solutions (Canon) is a Canon USA company, providing document management services and support for over 40 years. Canon customers include City of Coral Gables, Broward Sheriffs Office, Broward County Clerks of Courts, Broward College among others. A total of six performance evaluations where received, all favorable, from the following agencies, City of Coral Gables, Broward County Clerk of Courts, Broward Sheriffs Office, Miami Heat, Perry Ellis International and Broward College. COST COMPARISON Group I — Multi. Function Peripheral Devices The current monthly cost for the lease of the estimated 90 MFP devices installed throughout the City is $18,622, based on a three -year lease. Sharp's bid submittal is based on a five -year lease, as specified by the ITB. Based on Sharpt's bid prices, and considering an exact replacement of devices of. a particular speed with a new device of the same speed, it is anticipated that savings ranging from $7,262 to $8,193 per month, or $87,144 to $98,316 annually, will be realized, which is approximately between 39% and 44% lower than the current cost. For comparison purposes, the same equipment configuration quoted for a three -year lease would increase the equipment monthly cost by 32% of Sharp's bid price; a two- year lease term would increase the monthly cost by 56% of Sharp's bid price. It must be noted that during implementation, different speeds of devices may be recommended depending on the print volume of the each Department, therefore the savings amounts are subject to change. For example, a department that is currently paying $117.53 /month for a 20 page per minute copier, can now afford a 30 page per minute copier at $67.59 /month, instead of a 20 page per minute at $57.52 /month. The table below compares the current cost to the new rates, stated on a monthly basis: CURRENT COST SHARP Black And White Copiers (page per minute) $117.53 (25ppm) $57.52 (26ppm) $136.32 (31 ppm) $67.59 (31 ppm) $207.51 (45ppm) $126.90 (40ppm) $141.30 (45 ppm $307.73 (55ppm) $153.52 (50ppm) $207.09 (62 ppm Color Copier (page per minute) $690.11 (35ppm) $464.94 (31 ppm) 47 Commission Memorandum - ITB 1 -11/12 Lease of Copiers April 11, 2012 Page 9 Group II — Production Printing Systems The current monthly cost for the lease of the production printing equipment installed in Central Services, including overage charges, is $10,517. Based on the pricing submitted by Canon, savings in the amount $3,103.42 /month, or $37,241 annually will be realized, which is approximately 30% lower than the current cost. Overage charges are incurred when the number of prints in a given month exceeds the monthly volume allowance. The fact that the new bid increased the monthly print allowance, and monthly overages are being reconciled on an annual basis will eliminate any overage charges. The table below compares the current cost to the new rates for the two black and white, and one color copier: CURRENT MONTHLY CANON MONTHLY COST COST $ 10,517.00 $ 7,413.58 CITY MANAGER'S DUE DILIGENCE After considering the review and recommendation of City staff, the City Manager exercised his due diligence and recommends to the Mayor and City Commission the award of a contract to Sharp Business Solutions for Group I, and Canon Business Solutions for Group 11. It should be noted that the City's regular process of considering the price for contracts and its standard process for bidding contracts has resulted. in a price that is reflective of the current market. At present, it appears that the market is very competitive and that the City may continue to receive bids that are lower than those received in the past year or so. The public procurement process, which is an open and competitive, transparent process, has again served the City to provide the lowest and best bidders for these services, as it has in the past, with estimated annual savings between $87,144 and $98,316 annually for Group I and $37,241 for Group II, for a grand total of at least $124,385 annually. CONCLUSION: Based on the aforementioned, the Administration recommends that the Mayor and City Commission award contracts the lowest and best bidders per group as follows: 1) Sharp Business Systems, for Group I - Lease of Copiers, in the estimated annual amount of $41,716.80 for Fiscal Year 2011/2012, and $125,150.40 annually for subsequent fiscal years; 2) Canon Business Solutions, for Group II — Production Printing Equipment, in the estimated annual amount of $29,654.32 for Fiscal Year 2011/2012, and $88,962.96 annually for subsequent fiscal years, pursuant to Invitation to Bid. no. 1- 11/12, for the Lease of Copiers and Production Printing Equipment. TAAGENDA\2012\4 -11 -12 \ITB 1 -11 -12 Copiers MEMO.doc 48 U) M co CO C4 co to -O. O Cp p 1 CA. O CIA M, X t1 t` ' N ? N CA s O CO CO 4D :O cf:> LO 6l co LO 17 V- L CL Gx d d ' fl, O 69 't , 6 EF? O M i O O co,: O CD O ` O ^ fD CD , L d u� E. 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N a0 M m (D r V' to ti m U) a0 co M 1` co 1- O) O) 0 m tO V' N m (D 00 r M LU 00 rn O p CD 0 r� U) (D co 000 C I- m a . ~ a V" m N O r N LO (D 00 M r c0 V O U t cc 0 Z .r �6 0 N LO r r M N - r t/) N O 0 'p (D h 0 (D (D 00 m n 00 c m a H p = Y J a0 (D r O) h M N t0 O � N N CA a O C LO � t- M LO ti 00 V' M O i .m U c F- O a) a m Y r .a O > m' LD N co O) to IT r t� co Z U O a r z O Z3 r C t U � u=i fi m (a a CO) w w m �� W In W W O W H W Z Z Z Q Z Z U Z � = N U W x Q N W Q LU N tV ,. �.; tii� r m U m Z 0 Q d U U U p Q Z p a O O O �- Q a r{f Ow om ow z o M� oo xx� s 0:(n Z J Z x! W Q fA F- U J �m�fi�� a�- ao a aw U x� �� 0 m Un U v) o G O 0: v) m f- ¢ cn 52 LEASING OF COPIERS AND PRODUCTION PRINTING SYSTEMS BID # 1 -11/12 Bid Proposal Page 6 of 8 - ALTERNATE COMPANY NAME: Canon GROUP 11. PRODUCTION PRINTING SYSTEMS (CENTRAL SERVICES) F. BLACK AND WHITE PRODUCTION UNIT / 400,000 MONTHLY VOLUME (2 UNITS): YEAR: 2009 MAKE: imagePRESS MODEL: 1125P FEATURES: SPECIFY COPY SPEED: 125 ppm PRINT FROM NETWORK: Yes SCAN RESOLUTION: 600x 600 dpi WARM UP TIME: 8 min CPU: Core2 Duo E8400 3.0 GHz DOCUMENT FEEDER CAPACITY: 300 Sheets RAM /HARD DRIVE: 1 G13/160GB ENGINE RESOLUTION DPI: 1200 x 1200 dpi SUPPORTED PRINT DRIVER LANGUAGES: PS, PDF, PCL FINISHER: Finisher AF1 STAPLING CAPACITY: 100 Sheets DUPLEXING: Yes ECO FRIENDLY: Yes PORTAL TO ACCESS US REPORTS: Yes COST: 5 YEAR LEASE COST PER MON $ 4,529.95 (for both units) OVERAGE CHARGES: $ .0037 PER PAGE OVER 400,000 MONTHLY VOLUME, TO BE RECONCILED ON AN ANNUAL BASIS. October 11, 2011 Bid No. 1 -11/12 City of Miami Beach 34 of 47 LEASING OF COPIERS AND PRODUCTION PRINTING SYSTEMS BID # 1 -11/12 Bid Proposal Page 7 of 8 GROUP II. PRODUCTION PRINTING SYSTEMS (CENTRAL SERVICES) G. COLOR PRODUCTION UNIT/ 20,000 MONTHLY VOLUME (1 UNIT): YEAR: 2011 MAKE: Canon MODEL: imageRUNNER ADVANCE C9075 FEATURES: SPECIFY COPY SPEED: Up to 75 ppm PRINT FROM NETWORK: yes SCAN RESOLUTION: 600 X 600 dpi WARM UP TIME: FCOT 4.4 sec., 6 min from cold CPU: Intel Core 2. Duo Xeon E8400 2X3.0 GHZ FSB 1333 MHZ DOCUMENT FEEDER CAPACITY: 300 sheets RAM /HARD DRIVE: 2GB / 160 GB SATA ENGINE RESOLUTION DPI: 1,200 X 1,200 DPI SUPPORTED PRINT DRIVER LANGUAGES: PS, PCL, PDF FINISHER: Booklet Finisher STAPLING CAPACITY: 100 sheets DUPLEXING: Yes ECO FRIENDLY: Yes PORTAL TO ACCESS USAGE REPORTS: Yes COST: 5 YEAR LEASE COST PER MO NTH: $ 2,355.73 OVERAGE CHARGES: .0070 B&W $ .045 Color PER PAGE OVER 20,000 MONTHLY VOLUME, TO BE RECONCILED ON AN ANNUAL BASIS October 11, 2011 Bid No. 1 -11/12 City of Miami Beach 35 of 47