Invitation for Bids #46-07/07 LEASING OF COPIERS )REVISED) 9/26/07I N VITAII O N FORBIDS
LEASING OF COPIERS (REVIS®)
BID #46-06/07
BID OPENING: September 26'h, 2007 AT 3:00 P.M.
Guslnpez, CARS, AocurementDi~ecror
RiDCUF~ABJTDMSON
1700 Convention Center Drive, Miami Beadr, FL33139
www.MamlbeatMl.gov
F:1 FUI~\ $ALL\ OIfiAV &D 06-071 178 46-08-071 IN VITATON TO BID.doc
~ MIAMI BEACH
~ MIAMIBEACH
Clry of Miami Beach, 1700 Convention Center Drive, Miami Beach. Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305873.7480, Fax: 786394<235
Invitation to Bld No. 4B-06/07 (BID REVISED)
Sealed bids will be received by the City of Miami Beach
Convention Center Drive, Miami Beach, Florida 33139
September, 2007 for:
PUBLIC NOTICE
Procurement Director, 3rd Floor, 1700
until 3:00 p.m. on the 26T" day of
LEASING OF COPIERS
At time, date, and place above, bids will be publicly opened. Any bids or proposals received after
time and date specified will be returned to the bidder unopened. The responsibility for submitting a
bid/proposal before the stated time and date is solely and strictly the responsibility of the
bidderlproposer. The City is not responsible for delays caused by mail, courier service, including
U.S. Mail, or any other occurrence.
Scope of Work: The purpose of this bid is to establish a contract(s), by means of sealed bids, for
the lease of copiers for all City departments. Successful vendor must include in its bid price, the
delivery, integration, installation, service and maintenance including toners of all copiers pursuantto
this Bid. There are approximately 70 copiers included in this Bid. The term of the awarded
contract(s) shall remain in effect for a period of five (5) years from date of contract execution by the
Mayor and City Clerk, and maybe renewed by mutual agreement for three (3) additional years, on a
year-to-year basis.
A Pre-Bid Conference was held on August 31 °t at 2:00 p.m. at the City of Miami Beach City Hall,
4"' Floor, City Manager's Large Conference Room, located at 1700 Convention Center Drive,
Miami Beach, Florida 33139.
The City of Miami Beach has contracted with BidNet and has begun utilizing a new central bid
notification system created exclusively for state and local agencies located in South Florida.
Created in conjunction with BidNet(r), this new South Florida Purchasing system has replaced the
DemandStar system and allow vendors to register online and receive notification of new bids,
amendments and awards. Vendors with Internet access should review the registration options at the
following website: www.govbids.corn/scriots/south0orida/oubliGhomel aso. If you do not have
Internet access, please call the BidNet(r) support group at 800-677-1997 extension # 214.
Any questions or clamcations concerning this Bid shall be submitted in writing by mail orfacsimile to
the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139, or FAX: 786-
394-4235. The Bid title/number shall be referenced on all correspondence. All questions must be
received no later than ten (10) calendar days prior to the scheduled Bid opening date. All
responses to questions/clamcations will be sent to all prospective bidders in the form of an
addendum.
The City of Miami Beach is using RFP Depot; a central notification system witch provides bid
notification services to interested vendors. RFP Depot allows for vendors to register online and
septamber 10, zoo?
Clly of Mlaml Beach
Bid No: 46-09!07
z oraa
receive notification of new bids, amendments and awards. Vendors with Internet access should
review the registration options at the following website: www.rfpdepot.com
The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best
interest of the City of Miami Beach, or waive any informality in any proposal or bid. The City of Miami
Beach may reject any and all proposals or bids.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE CAMPAIGN
CONTRIBUTIONS BY VENDORS ORDINANCE N0.2003-3389.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE
FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI
BEACH WEBSITE; htto://www.miamibeachfl.aov/newcity/deots/ourchase/bidintro.aso
• CONE OF SILENCE --ORDINANCE N0.2002-3378
• CODE OF BUSINESS ETHICS -- RESOLUTION N0.2000-23879.
• DEBARMENT PROCEEDINGS --ORDINANCE NO. 2000-3234.
• PROTEST PROCEDURES -- ORDINANCE NO. 2002-3344.
• LOBBYIST REGISTRATION AND DISCLOSURE OFFEES -- ORDINANCE N0.2002-3363
• LOCAL PREFERENCE ORDINANCE N0.2003-3413
• EQUAL BENEFITS ORDINANCE NO. 2005-3494
Sincerely,
=~ ,~j
~_
r'f ' __
Gus Lopez, CPPO
Procurement Director
September 70, 20fq
City d Miamf Beads
Bid No: 4&0&07
3 of 34
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drlva, Miami Beach, Foritla 33139, www.miamibeach9.gov
PROCUREMENT DIVISION
Tel: 305573 7490, Fax: 7863944235
NOTICE TO PROSPECTIVE BIDDERS
ITB 46-06/07 (BID REVISED)
NO BID
If not submitting a bid at this time, please detach this sheet from the bid documents,
complete the information requested, and return to the address listed above.
NO BID SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED:
-Our company does not handle this type of product/service.
_We cannot meet the specifications nor provide an alternate equal product.
-Our company is simply not interested in bidding at this time.
-Due to prior commitments.
-OTHER. (Please specify)
We do _ do not _ want to be retained on your mailing list for future bids for the type or
product and/or service.
Signature:
Title:
Company:
Note: Failure to respond, either by submitting a bid or this completed form, may result in your
company being removed Irom the City's bid list.
September 10, 2007
City of Miami 9each
BW No: 4&08Po7
4 W34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
1.0 GENERAL CONDITIONS
1.1 SEALED BIDS:
An Original and seven copies of the Bid Form as well as any other pertinent documents
must be returned in order for the bid. to be considered for award. AIt bids are subject to the
conditions specified hereon and on the attached Special Conditions, Specifications and Bid
Form.
The completed bid must be submitted in a sealed envelope clearly marked with the Bid Title
to the City of Miami Beach Procurement Division, 3rd floor, 1700 Convention Center Drive,
Miami Beach, Florida 33139. Facsimile or e-mailed bids will not be accepted.
1.2 EXECUTION OF BID:
Bid must contain a manual signature of an authorized representative in the space provided
on the Bid Form. Failure to properly sign bid shall invalidate same and it shall NOT be
considered for award. All bids must be completed in pen and ink or typewritten. No
erasures are permitted. If a correction is necessary, draw a single line through the entered
figure and enter the corrected figure above it. Corrections must be initialed by the person
signing the bid. Any illegible entries, pencil bids or corrections not initialed will not be
tabulated. The original bid conditions and specifications CANNOT be changed or altered in
any way. Altered bids will not be considered. Clarification of bid submitted shall be in letter
form, signed by bidders and attached to the bid.
1.3 NO BID:
If not submitting a bid, respond by returning the enclosed bid form questionnaire, and
explain the reason. Repeated failure to bid without sufficient justification shall be cause for
removal of a supplier's name from the bid mailing list.
1.4 PRICES QUOTED:
Deduct trade discounts and quote firm net prices. Give both unit price and extended total,
when requested. Prices must be stated in units of quantity specified in the bidding
specifications. Incase of discrepancy in computing the amount of the bid, the UNIT PRICE
quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise
stated in special conditions). Discounts for prompt payment. Award, if made, will be in
accordance with terms and conditions stated herein. Each item must be bid separately and
no attempt is to be made to tie any item or items in with any other item or items. Cash or
.quantity discounts offered will not be a consideration in determination of award of bid(s).
1.5 TAXES:
The City of Miami Beach is exempt from all Federal Excise and State taxes. State Sales Tax
and Use Certificate Number is 85-80126216396-9.
1.6 MISTAKES:
Bidders are expected to examine the specifications, delivery schedules, bid prices and
extensions and all instructions pertaining to supplies and services. Failure to do so will be at
the bidder's risk.
1.7 CONDITION AND PACKAGING:
It is understood and agreed that any item offered or shipped as a result of this bid shall be
the latest new and current model offered (most current production model at the time of this
bid). All containers shall be suitable for storage or shipment, and all prices shall include
standard commercial packaging.
September 70, 2007
Cily of Mlemi Beach Bltl No: 40-0&07
50134
1.8 UNDERWRITERS' LABORATORIES:
Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies
shall be U.L. listed or re-examination listing where such has been established by U.L. forthe
item(s) offered and furnished.
1.9 BIDDER'S CONDITIONS:
The City Commission reserves the right to waive irregularities or technicalities in bids or to
reject all bids or any part of any bid they deem necessary for the best interest of the City of
Miami Beach, FL.
1.10 EQUIVALENTS:
If bidder offers makes of equipment or brands of supplies other than those specified in the
following, he must so indicate on his bid. Specific article(s) of equipmenUsupplies shall
conform in quality, design and construction with all published claims of the manufacturer.
Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are
informational guides as to a standard of acceptable product quality level only and should not
be construed as an endorsement or a product limitation of recognized and legitimate
manufacturers. Bidders shall formally substantiate and verify that product(s) offered
conform with or exceed quality as listed in the specifications.
Bidder shall indicate on the bid form the manufacturers name and number if bidding other
than the specified brands, and shall indicate ANY deviation from the specifications as listed.
Other than specified items offered requires complete descriptive technical literature marked
to indicate detail(s) conformance with specifications and MUST BE INCLUDED WITH THE
BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS DATA.
Lacking any written indication of intentto quote an alternate brand or model number, the bid
will be considered as a bid in complete compliance with the specifications as listed on the
attached form.
1.11 NON-CONFORMANCE TO CONTRACT CONDITIONS:
Items may be tested for compliance with specifications. Item delivered, not conforming to
specifications, may be rejected and returned at vendor's expense. These items and items
not delivered as per delivery date in bid and/or purchase order may be purchased on the
open market. Any increase in cost may be charged against the bidder. Any violation of
these stipulations may also result in:
A) Vendor's name being removed from the vendor list.
B) All departments being advised not to do business with vendor.
1.12 SAMPLES:
Samples of items, when required, must be furnished free of expense and, if not destroyed,
will, upon request, be returned at the bidder's expense. Bidders will be responsible for the
removal of all samples furnished within (30) days after bid opening. All samples will be
disposed of after thirty (30) days. Each individual sample must be labeled with bidder's
name. Failure of bidder to either deliver required samples or to clearly identify samples may
be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered
to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139.
1.13 DELIVERY:
Unless actual date of delivery is specified (or if specified delivery cannot be met), show
number of days (in calendar days) required to make delivery after receipt of purchase order,
in space provided. Delivery time may become a basis for making an award. Delivery shall
be within the normal working hours of the user, Monday through Friday, excluding holidays.
1.14 INTERPRETATIONS:
Unless otherwise stated in the bid, any questions concerning conditions and specifications
should be submitted in writing to the contact person Olga Sercano, who maybe reached by
September 10, 2007
City of Mieml Beach Bltl No: 48-OBro7
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phone: 305-673-7490; fax: 786-394-4235 or a-mail: olgaserranota~miamibeachfl.oov.
1.15 BID OPENING:
Bids shall be opened and publicly read on the date, time and place specified on the Bid
Form. All bids received after the date, time, and place shall be returned, unopened.
1.16 INSPECTION, ACCEPTANCE 8 TITLE:
Inspection and acceptance will be at destination unless otherwise provided. Title to/or risk of
loss or damage to all items shall be the responsibility of the successful bidder until
acceptance by the buyer unless loss or damage result from negligence by the buyer.
If the materials or services supplied to the City are found to be defective or not conform to
specifications, the City reserves the right to cancel the order upon written notice to the seller
and return product at bidder's expense.
1.17 PAYMENT:
Payment will be made by the City after the items awarded to a vendor have been received,
inspected, and found to comply with award specifications, free of damage or defect and
properly invoiced.
1.18 DISPUTES:
!n case of any doubt or difference of opinion as to the items to be furnished hereunder, the
decision of the City shall be final and binding on both parties.
1.19 LEGAL REQUIREMENTS:
Federal, State, county and city laws, ordinances, rules and regulations that in any manner
affect the items covered herein apply. Lack of knowledge by the bidder will in no way be a
cause for relief from responsibility.
1.20 PATENTS & ROYALTIES:
The bidder, without exception, shall indemnify and save harmless the City of Miami Beach,
Florida and its employees from liability of any nature or kind, including cost and expenses
for, or on account of, any copyrighted, patented, or unpatented invention, process, or article
manufactured or used in the pertormance of the contract, including its use by The City of
Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters,
patent, or copyright, it is mutually understood and agreed, without exception, that the bid
prices shall include all royalties or cost arising from the use of such design, device, or
materials in any way involved in the work.
1.21 OSHA:
The bidder warrants that the product supplied to the City of Miami Beach, Florida shall
conform in all respects to the standards set forth in the Occupational Safety and Health Act
of 1970, as amended, and the failure to comply with this condition will be considered as a
breach of contract. Any fines levied because of inadequacies to comply with these
requirements shall be borne solely by the bidder responsible for same.
1.22 SPECIAL CONDITIONS:
Any and all Special Conditions that may vary from these General Conditions shall have
precedence.
1.23 ANTI-DISCRIMINATION:
The bidder certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375,
relative to equal employment opportunity for all persons without regard to race, color,
religion, sex or national origin.
September 70, 2007
City of Miemi Beaeb Bitl No: 48-0&07
7 of 34
1.24 AMERICAN WITH DISABILITIES ACT:
To request this material in accessible format, sign language interpreters, information on
access for persons with disabilities, and/or any accommodation to review any document or
participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-
7524 (fax) or 305-673-7218 {TTY) five days in advance to initiate your request. TTY users
may also call 711 {Florida Relay Service).
1.25 QUALITY:
All materials used for the manufacture or construction of any supplies, materials or
equipment covered by this bid shall be new. The items bid must be new, the latest model, of
the best quality, and highest grade workmanship.
1.26 LIABILITY, INSURANCE, LICENSES AND PERMITS:
Where bidders are required to enter or go onto City of Miami Beach property to deliver
materials or perform work or services as a result of a bid award, the successful bidder will
assume the full duty, obligation and expense of obtaining all necessary licenses, permits and
insurance and assure all work complies with all applicable Miami-Dade County and City of
Miami Beach municipal code requirements as well as the Florida Building Code. The bidder
shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or
agent) or any person the bidder has designated in the completion of the contract as a result
of his or her bid.
1.27 BID GUARANTY: N/A
1.28 DEFAULT:
Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before
such award is made, may result in forfeiture of that portion of any bid surety required equal
to liquidated damages incurred by the City thereby, orwhere surety is not required, failure to
execute a contract as described above may be grounds for removing the bidder from the
bidder's list.
1.29 CANCELLATION:
In the event any of the provisions of this bid are violated by the contractor, the Procurement
Director shall give written notice to the contractor stating the deficiencies and unless
deficiencies are corrected within ten (10) days, recommendation will be made to the City
Commission for immediate cancellation. The City Commission of Miami Beach, Florida
reserves the right to terminate any contract resulting from this invitation at any time and for
any reason, upon giving thirty (30) days prior written notice to the other party.
1.30 BILLING INSTRUCTIONS:
Invoices, unless otherwise indicated, must show purchase order numbers and shall be
submitted in DUPLICATE to the City of Miami Beach, Accounts Payables Department, 1700
Convention Center Drive, Miami Beach, Florida 33139.
7.31 NOTES TO VENDORS DELIVERING TO THE CITY OF MIAMI BEACH:
Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 5:00 P.M.
1.32 SUBSTITUTIONS:
The City of Miami Beach, Florida WILL NOT accept substitute shipments of any kind.
Bidder(s) is expected to furnish the brand quoted in their bid once awarded. Any substitute
shipments will be returned at the bidder's expense.
1.33 FACILITIES:
The City Commission reserves the right to inspect the bidder's facilities at any time with prior
notice.
Se~emoer 10, 2oW
Ciry of Miami Beach Bid No: 48-0aro7
8 of 3a
1.34 BID TABULATIONS:
Bidders desiring a copy of the bid tabulation may request same by enclosing aself-
addressed stamped envelope with the bid.
1.35 PROTEST PROCEDURES:
Bidders that are not selected may protest any recommendation for Contract award in
accordance with City of Miami Beach Ordinance No. 2002-3344, which establishes
procedures for resulting protested bids and proposed awards. Protest not timely pursuant
to the requirements of Ordinance No. 2002-3344 shall be barred.
1.36 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS:
If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true
meaning of the specifications or other Bid documents or any part thereof, the Bidder must
submit to the City of Miami Beach Procurement Director at least ten (10) calendardays prior
to scheduled Bid opening, a request for clarification. All such requests for clarification must
be made in writing and the person submitting the request will be responsible for its timely
delivery.
Any interpretation of the Bid, if made, will be made only by Addendum duly issued by the City
of Miami Beach Procurement Director. The City shall issue an Informational Addendum if
clarification or minimal changes are required. The City shall issue a Formal Addendum if
substantial changes which impact the technical submission of Bids are required. A copy of
such Addendum shall be sent by BidNet®via a-mail or facsimile to each Bidder receiving
the Solicitation that is a subscriber to the Bidnet® notification system. Bidders who are not
subscribers to the Bidnet® system are responsible for ensuring that they have received all
addenda. In the event of conflict with the original Contract Documents, Addendum shall
govern all other Contract Documents to the extent specified. Subsequent addendum shall
govern over prior addendum only to the extent specified. The Biddar shall be required to
acknowledge receipt of the Formal Addendum by signing in the space provided on the Bid
Proposal Form. Failure to acknowledge Addendum shall deem its Bid non-responsive;
provided, however, that the City may waive this requirement in its best interest. The City will
not be responsible for any other explanation or interpretation made verbally or in writing by
any other city representative.
1.37 DEMONSTRATION OF COMPETENCY:
1) Pre-award inspection of the Bidder's facility maybe made prior to the award of contract.
Bids will only be considered from firms which are regularly engaged in the business of
providing the goods and/or services as described in this Bid. Bidders must be able to
demonstrate a good record of performance for a reasonable period of time, and have
sufficient financial support, equipment and organization to insure that they can satisfactorily
execute the services if awarded a contract under the terms and conditions herein stated.
The terms "equipment and organization" as used herein shall be construed to mean a fully
equipped and well established company in line with the best business practices in the
industry and as determined by the City of Miami Beach.
2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including past performance (experience) with the City
in making the award in the best interest of the City.
3) The City may require Bidders to show proof that they have been designated as
authorized representatives of a manufacturer or supplier which is the actual source of
supply. In these instances, the City may also require material information from the source of
supply regarding the quality, packaging, and characteristics ofthe products to be supplies to
the City through the designated representative. Any conflicts between this material
information provided by the source of supply and the information contained in the Bidder's
Proposal may render the Bid non-responsive.
September 10, 2007
Clty of Miami Beach Bitl No: 46-00/07
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4) The City may, during the period that the Contract between the City and the successful
Bidder is in force, review the successful Bidder's record of performance io insure that the
Bidder is continuing to provide sufficient financial support, equipment and organization as
prescribed in this Solicitation. Irrespective of the Bidder's performance on contracts
awarded to it by the City, the City may place said contracts on probationary status and
implement termination procedures if the City determines that the successful Bidder no longer
possesses the financial support, equipment and organization which would have been
necessary during the Bid evaluation period in order to comply with this demonstration of
competency section.
1.38 DETERMINATION OF AWARD
The City Commission shall award the contract to the lowest and best bidder. In determining
the lowest and best bidder, in addition to price, there shall be considered the following:
a. The ability, capacity and skill of the bidder to perform the Contract.
b. Whether the bidder can perform the Contract within the time specified, without
delay or interference.
c. The character, integrity, reputation, judgment, experience and efficiency of the
bidder.
d. The quality of performance of previous contracts.
e. The previous and existing compliance by the bidder with laws and ordinances
relating to the Contract.
1.39 ASSIGNMENT:
The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this
contract, including any or all of its right, title or interest therein, or his or its power to execute
such contract to any person, company or corporation without prior written consent of the City
of Miami Beach.
1.40 LAWS, PERMITS AND REGULATIONS:
The contractor shall obtain and pay for all licenses, permits and inspection fees required for
.this project; and shall comply with all laws, ordinances, regulations and building code
requirements applicable to the work contemplated herein.
1.41 OPTIONAL CONTRACT USAGE:
As provided in Section 287.042 (17), Florida Statutes, other State agencies may purchase
from the resulting contract, provided the Department of Management Services, Division of
Procurement, has certified its use to be cost effective and in the best interest of the State.
Contractors have the option of selling these commodities or services certified by the Division
to the other State agencies at the agencies option.
1.42 SPOT MARKET PURCHASES:
It is the intent of the City to purchase the items specifically listed in this bid from the awarded
vendor. However, items that are to be a Spot Market Purchased may be purchased by other
methods, i.e. Federal, State or local contracts.
1.43 ELIMINATION FROM CONSIDERATION
This bid solicitation shall not be awarded to any person or firm who is in arrears to the City
upon any debt, taxes or contracts which are defaulted as surety or otherwise upon any
obligation to the City.
1.44 WAIVER OF INFORMALITIES
The City reserves the right to waive any informalities or irregularities in this bid solicitation.
September 10, Y007
City o/Miami Beech Bid No: GBABI07
toaae
7.45 ESTIMATED QUANTITIES
Estimated quantities or estimated dollars, if provided, are for City guidance only. No
se~nnarlo,zoo~
Cily Of MI81111 968th BiA NO' 48.OB/07~
11 of 34
guarantee is expressed or implied as to quantities or dollars that will be used during the
contract period. The City is not obligated to place any order for a given amount subsequent
to the award of this bid solicitation. Estimates are based upon the City's actual needs andlor
usage during a previous contract period. The City for purposes of determining the low bidder
meeting specifications may use said estimates.
1.46 COLLUSION
Bids from related parties. Where two (2) or more related parties each submit a bid or
proposal for any contract, such bids or proposals shall be presumed to be collusive. The
foregoing presumption may be rebutted by presentation of evidence as to the extent of
ownership, control and management of such related parties in the preparation and submittal
of such bids or proposals. Related parties mean bidders or proposers or the principals
thereof which have a direct or indirect ownership interest in another bidder or proposer for
the same contract or in which a parent company or the principals thereof of one (1) bidder or
proposer have a direct or indirect ownership interest in another bidder or proposer for the
same contract. Bids or proposals found to be collusive shall be rejected. Bidders or
Proposers who have been found to have engaged in collusion may be considered non-
responsible, and may be suspended or debarred, and any contract resulting from collusive
bidding may be terminated for default.
1.47 DISPUTES
In the event of a conflict between the documents, the order of priority of the documents shall
be as follows:
• Any agreement resulting from the award of this Bid (if applicable); then
• Addenda released for this Bid, with the latest Addendum taking precedence; then
• The Bid; then
• Awardee's Bid.
1.48 REASONABLE ACCOMMODATION
In accordance with the Title II of the Americans with Disabilities Act, any person requiring an
accommodation at the Bid opening because of a disability must contact Heidi Johnson
Wright at the Public Works Department at (305) 673-7080.
1.49 GRATUITIES
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official,
employee, or agent of the City, for the purpose of influencing consideration of this proposal.
1.50 SIGNED BID CONSIDERED AN OFFER
The signed bid shall be considered an offer on the part of the bidder or contractor, which
offer shall be deemed accepted upon approval by the City Commission of the City of Miami
Beach, Florida and in case of default on the part of successful bidder or contractor, after
such acceptance, the City may procure the items or services from other sources and hold
the bidder or contractor responsible for any excess cost occasioned or incurred thereby.
1.51 TIE BIDS:
Please be advised that in accordance with Florida Statues Section 287.087, regarding
identical tie bids, preference will be given to vendors certifying that they have implemented a
drug free work place program. A certification form will be required at the time of Bid
submission.
1.52 PUBLIC ENTITY CRIMES (PEC):
A person or affiliate who has been placed on the convicted vendor list following a conviction
for public entity crimes may not submit a bid on a contract to provide any goods or services
to a public entity, may not submit a bid on a contract with a public entity for the construction
or repair of a public building or public work, may not submit bids on leases of real property to
public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor,
or consultant under a contract with a public entity ,and may not transact business with any
Saplembar 10, 2007
City Of Miami B•a0h Bitl No: 40-OBI07
1z or as
public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list.
1.53 DETERMINATION OF RESPONSIVENESS:
Determination of responsiveness will take place at the time of bid opening and evaluation.
In order to be deemed a responsive bidder, your bid must conform in all material respects to
the requirements stated in their Bid.
1.54 DELIVERY TIME:
Vendors shall specify on the attached Bid Form, the guaranteed delivery time (in calendar
days) for each item. It must be a firm delivery time, no ranges will be accepted, i.e.; 12-14
days.
1.55 CONE OF SILENCE
This invitation to bid is subject to the "Cone of Silence" in accordance with Ordinance No.
2002-3378. A copy of all written communication(s) regarding this bid must be filed with the
city clerk.
1.56 TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful bidder, it shall fail to
fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or
stipulations material to the Agreement, the City shall thereupon have the right to terminate
the services then remaining to be performed by giving written notice to the successful bidder
of such termination which shall become effective upon receipt by the successful bidder of
the written termination notice.
In that event, the City shall compensate the successful bidder in accordance with the
Agreement for all services performed by the bidder prior to termination, net of any costs
incurred by the City as a consequence of the default.
Notwithstanding the above, the successful bidder shall not be relieved of liability to the City
for damages sustained by the City by virtue of any breach of the Agreement by the bidder,
and the City may reasonably withhold payments to the successful bidder for the purposes of
set off until such time as the exact amount of damages due the City from the successful
bidder is determined.
1.57 TERMINATION FOR CONVENIENCE OF CITY
The City will provide the proper notice to cure for any contractual violation, and should the
successful bidder fail to take the necessary correction action then the City will issue a "show
cause" notice, which will request information as to why the City should not terminate the
contract.
The City may, for its convenience, terminate the services then remaining to be performed at
any time without cause by giving written notice to successful bidder of such termination,
which shall become effective thirty (30) days following receipt by bidder of such notice. In
that event, all finished or unfinished documents and other materials shalt be properly
delivered to the City. If the Agreement is terminated by the City as provided in this section,
the City shall compensate the successful bidder in accordance with the Agreement for all
services actually performed by the successful bidder and reasonable direct costs of
successful bidder for assembling and delivering to City all documents. No compensation
shall be due to the successful bidder for any profits that the successful bidder expected to
earn on the balanced of the Agreement. Such payments shall be the total extent of the
City's liability to the successful bidder upon a termination as provided for in this section.
September 10, 2007
City of Miemi 9eech Bid No: 46-08/D7
13M30
1.58 INSURANCE AND INDEMNIFICATION:
(See Check List for applicability to this contract)
The contractor shall be responsible for his work and every part thereof, and for all. materials,
tools, appliances and property of every description, used in connection with this particular
project. He shall specifically and distinctly assume, and does so assume, all risks of
damage or injury to property or persons used or employed on or in connection with the work
and of all damage or injury to any person or property wherever located, resulting from any
action or operation under the contract or in connection with the work. It is understood and
agreed that at all times the contractor is acting as an independent contractor.
The contractor, at all times during the full duration ofwork underthis contract, including extra
work in connection with this project shall meet the following requirements:
Maintain Automobile Liability Insurance including Property Damage covering all owned, non-
owned or hired automobiles and equipment used in connection with the work.
No change or cancellation in insurance shall be made without thirty (30) days written notice
to the City of Miami Beach Risk Manager.
All insurance policies shall be issued by companies authorized to do business under the
laws of the State of Florida and these companies must have a rating of at least B+: VI or
berier per Best's Key Rating Guide, latest edition.
Original signed Certificates of Insurance, evidencing such coverages and endorsements as
required herein, shall be filed with and approved by the City of Miami Beach Risk Manager
before work is started. The certificate must state Bid Number and Title. Upon expiration of
the required insurance, the contractor must submit updated certificates of insurance for as
long a period as any work is still in progress.
It is understood and agreed that all policies of insurance provided by the contractor are
primary coverage to any insurance orself-insurance the City of Miami Beach possesses that
may apply to a loss resulting from the work performed in this contract.
All policies issued to cover the insurance requirements herein shall provide full coverage
from the first dollar of exposure. No deductibles will be allowed in any policies issued on this
contract unless specific safeguards have been established to assure an adequate fund for
payment of deductibles by the insured and approved by the City's Risk Manager.
The liability insurance coverage shall extend to and include the following contractual
indemnity and hold harmless agreement:
"The contractor hereby agrees to indemnify and hold harmless the City of Miami Beach, a
municipal corporation, its officers, agents, and employees from all claims for bodily injuries to
the public in and up to the amount of $1,000,000.00 for each occurrence and for all
damages to the property of others in and up to the amount of $1,000,000.00 for each
occurrence per the insurance requirement under the specifications including costs of
investigation, all expenses of litigation, including reasonable attorney fees and the cost of
appeals arising out of any such claims or suits because of any and all acts of omission or
commission of any by the contractor, his agents, servants, or employees, or through the
mere existence of the project under contract".
The foregoing indemnity agreement shall apply to any and all claims and suits other than
claims and suits arising out of the sole and exclusive negligence of the City of Miami Beach,
its officers, agents, and employees, as determined by a court of competent jurisdiction.
The contractor will notify his insurance agent without delay of the existence of the Hold
Harmless Agreement contained within this contract, and furnish a copy of the Hold Harmless
SeDkmber 10, 2D07
Clry of Miami B88eh Bid No: 4&08/07
1/ of 34
Agreement to the insurance agent and carrier.
The contractor will obtain and maintain contractual liability insurance in adequate limits for
the sole purpose of protecting the City of Miami Beach under the Hold Harmless Agreement
from any and all claims arising out of this contractual operation.
The contractor will secure and maintain policies of subcontractors. All policies shall be
made available to the City upon demand. Compliance by the contractor and all
subcontractors with the foregoing requirements as to carrying insurance and furnishing
copies of the insurance policies shall not relieve the contractor and all subcontractors of their
liabilities and obligations under any Section or Provisions of this contract. Contractorshall be
as fully responsible to the City for the acts and omissions of the subconiractor and of
persons employed by them as he is for acts and omissions of persons directly employed by
him.
Insurance coverage required in these specifications shall be in force throughout the contract
term. Should any awardee fail to provide acceptable evidence of current insurance within
seven days of receipt of written notice at any time during the contract term, the Ciry shall
have the right to consider the contract breached and justifying the termination thereof. If
bidder does not meet the insurance requirements of the specifications; alternate insurance
coverage, satisfactory to the Risk Manager, may be considered.
It is understood and agreed that the inclusion of more than one insured under these policies
shall not restrict the coverage provided by these policies for one insured hereunder with
respect to a liability claim or suit by another insured hereunder or an employee of such other
insured and that with respect to claims against any insured hereunder, other insureds
hereunder shall be considered members of the public; but the provisions of this Cross
Liability clause shall apply only with respect to liability arising out of the ownership,
maintenance, use, occupancy or repair of such portions of the premises insured hereunder
as are not reserved for the exclusive use of occupancy of the insured against whom claim is
made or suit is filed.
saptamcar 10, zoos
CI(y or Miami Beach BW No: 46-08/07
15 of 34
LEASING OF COPPERS
BID # 46-06/07 (REVISED)
INSURANCE CHECK LIST
XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of
Florida.
XXX 2. Comprehensive General Liability (occurrence form), limits of liability $1,000,000.00 per
occurrence for bodily injury property damage to include Premises/ Operations;
Products, Completed Operations and Contractual Liability. Contractual Liability and
Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance
requirements" of specifications).
XXX 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired
automobiles included.
_ 4. Excess Liability - $ .00 per occurrence to follow the primary coverages.
XXX 5. The City must be named as and additional insured on the liability policies; and it must
be stated on the certificate.
6. Other Insurance as indicated:
_ Builders Risk completed value $ .00
Liquor Liability $ 00
_ Fire Legal Liability $ .00
_ Protection and Indemnity $ .00
_ Employee Dishonesty Bond $ .00
_ Other $ .00
XXX 7. Thirty (30) days written cancellation notice required.
XXX 8. Best's guide rating B+:VI or better, latest edition.
XXX 9. The certificate must state the bid number and title
BIDDER AND INSURANCE AGENT STATEMENT:
We understand the Insurance Requirements of these specifications and that evidence of this
insurance may be required within five (5) days after bid opening.
Bidder
September 10, 2007
City of Miami Beach
Signature of Bidder
But No: 4B~OBI07
18 tN 34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
2.0 SPECIAL CONDITIONS
2.1 PURPOSE:
The purpose of this Bid is to establish a contract(s), by means of sealed bids, to a qualified
vendor(s) for citywide digital copier service. The contract(s) to include but not limited to the
delivery, integration, installation, service and maintenance including toners of all equipment
pursuant to this bid solicitation. This includes an estimated 70 plus walk-up shared,
integrated digital copiers to multiple locations.
2.2 TERM OF CONTRACT(S):
This contract(s) may be in effect for a minimum of one year to a maximum of five (5) years
from date of contract execution by the Mayor and City Clerk, and maybe renewed by mutual
agreement for three (3) additional years, on a year-to-year basis.
Contractor shall maintain a State of the Art System, during the term of the Agreement in
orderto mitigate the risks of obsolescence in the System or its performance. At a minimum,
should the City elect to enter into afive-year contract, the successful bidder must agree to
replace the existing copiers with state of the art copiers at the half way point (30~' month) of
the contract.
State of the Art copiers are defined as the most advanced, commercially available, copier
technology solutions related to levels of performance, applications, equipment, software and
components, based upon Industry standards.
Option to Renew/Adiustment to ContractAmount: In the event the City of Miami Beach
exercises its option to renew beyond the initial five (5) year contract, the City reserves the
right to negotiate the renewal options, terms and conditions.
In the event that the contract is held over beyond the term herein provided it shall only be
from amonth-to-month basis only and shall not constitute an implied renewal of the contract.
Said month to month extension shall be upon the same terms of the contract and at the
compensation and payment provided herein, and shall not exceed six (8) months.
2.3 EVALUATION OF BIDS
The Administration will utilize the following evaluation criteria to evaluate bids submitted by
vendors:
1. The experience and qualification of the bidder (vendor) and key personnel
(10 points).
2. Cost/Value (50 points).
3. Methodology/Approach (15 points).
4. Past performance based on number and quality of the Performance
Evaluation Surveys (10 points).
5. Copier Demonstration (13 points).
2.4 AWARD OF CONTRACT:
Award of this contract may be made to the primary and secondary lowest and best bidders,
pursuant to section 1.38 entitled "Determination ofAward". Should the primaryvendorfailto
comply with the Terms and Conditions of this Contract, the City reserves the right to award
to the secondary vendor, if it is deemed to be in the best interest of the City.
September 10, 2007
City of Miami Beach Bitl No: 48-00107
77 of 04
2.5 PAYMENT:
Invoices shall be submitted monthly. These invoices shall be submitted to the City of Miami
using department(s) that requested the service, through a blanket purchase order. The
invoices shall reflect the service location{s), appropriate blanket purchase order number,
model and serial number, date of previous meter reading, date of current meter reading.
The City will not pay for overages.
2.6 DELIVERY TIME:
A. To be the same as specified in the successful bidder Methodology/Approach: The
City reserves the right to negotiate delivery schedule.
B. It is the successful vendor(s) responsibility to removethe equipment atthe end of the
leases; however, the City may require the vendor to retain the equipment at the
present location, past the expiration date of the lease. Under these circumstances,
the City will contact the vendor with thirty (30) days written notice. Payment terms are
to be mutually agreed upon.
C. The City will notify the awarded vendor if the need to move the equipmentto another
location or site. A ten (10) day written notice will be provided by the lessee prior to
any relocation request. The City shall not incur any additional cost associated with
such a move.
2.7 SHIPPING TERMS:
Prices shall include freight to City's premises, and shall be F.O.B. Destination. Vendor shall
hold title to the goods until such time as they are delivered to, and accepted by, an
authorized City representative.
2.8 ADDITIONlDELETION OF UNITS:
Although this Solicitation identifies specific units to be delivered and maintained, it is hereby
agreed and understood that any new units maybe added/deleted to/from this contract at the
option of the City, at the awarded bid prices.
2.9 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT:
If the bidder is awarded a contract under this bid solicitation, the prices quoted by the bidder
on the Bid Forms shall remain fixed and firm during the initial term of this contract.
2.10 PRE-BID CONFERENCE:
A non-mandatory Pre-Bid Conference will be held at 2 p.m. on August 31 °~, 2007 at the
City of Miami Beach, City Hall, 4"' Floor, City Manager's Large Conference Room located at
1700 Convention Center Drive, Miami Beach, Florida 33139.
2.11 CONTACT PERSON:
The contact person for this Invitation to Bid is Olga Serrano. The contact person may be
reached by phone: 305.673.7490; fax: 786-394-4235; or a-mail:
oloaserrano(a~miamibeachfl.oov. Communications between a proposer, bidder, lobbyist or
consultant and Procurement Staff is limited to matters of processor procedure.
Requests for additional information or clarifications must be made in writing to the contact
person, with a copy to the City Clerk, no later than ten (10) calendar days prior to the
scheduled Bid opening date.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the Bid.
Bidders should not rely on representations, statements, or explanations other than those
made in this Bid or in any written addendum to this Bid. Bidders should verify with the
Procurement Division prior to submitting a proposal that all addenda have been received.
September 10, 2007
Ciy of Miami Beach Bftl No: 4806/07
18 0134
YOU MUST FAMILIARIZE YOURSELF WITH GENERAL CONDITION 1.55, ENTITLED
CONE OF SILENCE, WHICH SETS FORTH THE POLICIES AND PROCEDURES
RELATIVE TO ORAL AND WRITTEN COMMUNICATIONS.
2.12 ESTIMATED QUANTITIES:
The City estimates leasing a total of 70 (plus) copiers.
Quantities stated are for bidders' guidance only arid no guarantee is given or
implied as to quantities that will be used during the contract period.
2.13 REFERENCES (PROVIDE REFERENCES, IN THE CUSTOMER REFERENCE
FORM)
Each bid must be accompanied by a minimum of five (5) references of clients or government
organizations for which the Bidder is currently furnishing or has furnished similar services.
Reference shall include the name of the company, a contact person, the telephone number
and a-mail address. However, should this information be omitted, the City reserves the right
to request the omitted information.
2.14 FACILITY LOCATION:
Various locations throughout the City of Miami Beach:
The City will provide a list of specific location to the successful bidder.
2.15 BIDDER QUALIFICATIONS:
In order for bids to be considered, bidders must submit with their bid, evidence that they are
qualified to satisfactorily perform the specified work. Evidence shall include all information
necessary to certify that the bidder: maintains a permanent place of business; has technical
knowledge and practical experience in the type of equipment included in this scope of work;
has available the organization and qualified manpower to do the work; has adequate
financial status to meet the financial obligations incident to the work; has not had just or
proper claims pending against him or his work; and has tested and serviced similar type,
size and complexity of such (type of equipment). The evidence will consist of listing the type
of, nature of work and number of units for each of the last five (5) years.
2.16 LATE BIDS:
At time, date, and place above, bids will be publicly opened. Any bids or proposals received
after time and date specified will be returned to the bidder unopened. The responsibility for
submitting abid/proposal before the stated time and date is solely and strictly the
responsibility of the bidder/proposer. The City is not responsible for delays caused by mail,
courier service, including U.S. Mail, or any other occurrence.
2.17 EXCEPTIONS TO SPECIFICATIONS:
Exceptions to the specifications shall be listed on the Bid Form and shall reference the
section. Any exceptions to the General or Special Conditions shall be cause for the bid to
be considered non-responsive.
2.18 COMPLETE INFORMATION REQUIRED ON BID FORM:
All bids must be submitted on the attached Bid Form and all blanks filled in. To be
considered a valid bid, the ORIGINAL AND SEVEN COPIES of the Sid Form pages and all
required submittal information must be returned, properly completed, in a sealed envelope
as outlined in the first paragraph of General Conditions.
2.19 CUSTOMER SERVICE:
Excellent customer service is the standard of the City of Miami Beach. As contract
employees of the City, all employees will be required to adhere to the City's "Service
Excellence" standards and expected to conduct themselves in a professional, courteous and
ethical manner in all situations. The successful bidder's employees must work as a
cooperative team of well-trained professionals, and must serve the public with dignity and
sePmmoe< to, zoor
Clfy of Mlaml Beach Bid No: 49-06/07
190134
respect. All business transactions with the City will be conducted with honesty, integrity, and
dedication.
2.20 SERVICE REPAIRS TO COPIERS SHALL BE PROVIDED BY BIDDER:
A. As outlined, part of the bidder's Methodology and Approach in section 3.0 will be of
paramount importance in the award of this contract. No award will be made to any
bidder regardless of Bid price, who has not demonstrated to the City total satisfaction
that they have the capabilities to meet the service requirements of this Bid.
2.21 TRAINING
The vendor shall schedule sufficient training sessions to adequately instruct
personnel in the use of the equipment. This is to be performed after installation
and prior to actual operation. Vendor shall provide a User's Manual for each
copier.
2.22 DEMONSTRATION OF EQUIPMENT MAY BE REQUIRED DURING EVALUATION
A. Vendors may be required to demonstrate the offered equipment for evaluation
purposes, at no cost to the City. The purpose of the demonstration is to observe the
equipment in an operational environment and to verify its capability, suitability, and
adaptability. If a demonstration is required, the City shall notify the vendor in writing
and will specify the date, time and location of the demonstration. If the vendor fails
to perform the demonstration on the specified date, the vendor maybe considered
non-responsive. The City shall be the sole judge of the acceptability of the
equipment in conformance with the Bid specifications and its decision shall be final.
B. The equipment used for the demonstration shall be the same as the manufacturer's
model identified in the vendor's bid. The copiers provided by the successful bidder
shall perform, at a minimum the same functions as the copiers utilized for the
demonstration.
2.23 FURNISH AND INSTALL REQUIREMENTS
Successful vendors are responsible for furnishing and installing all equipment ordered. Any
technical omissions of functions or classes within the sections of these specifications shall
not relieve the vendor from furnishing, installing or performing such work where required.
2.24 SUBSTITUTION OF ITEMS DURING TERM OF CONTRACT
Prior written approval is required for substitution of any awarded equipment. Any equipment
awarded will establish the new specification for the class for that Bidder for the balance of
the contract period, The City retains sole discretion to accept and approve such requests
when deemed to be in the City's best interest.
2.25 ENVIRONMENTALLY FRIENDLY - OZONE FREE TECHNOLOGY
Bidder must provide copiers that earn the ENERGY STAR or have Third-party
certification/Eco-labels such as EU, Nordic Swan, Blue Angel, or TCO. The
vendor is encouraged to visit energystar.gov.
Seytembar 70, 2007
CNy of Mlami Beach Bitl No: 46-06107
20 0( 34
MIAMIBEA~H
City of Miami Beach, 1700 Convention Center Drive, Miami Beadt, Florida 33139, www.miamibeach0.gov
PROCUREMENT DIVISION
Tel: 305673 7490, Faz: 786394235
September 12, 2007
To:
Phone:
Fax:
E-mail:
Subject: Performance Evaluation of
Number of pages including cover: 2
To Whom It May Concern:
The City of Miami Beach has implemented a process that collects past performance information on
firms that compete for City contracts. The information will be used to assist City of Miami Beach in
the leasing of copiers for the City of Miami Beach.
The company listed in the subject line has chosen to participate in this program. They have listed
you as a past client that they have done work for. Both the company and City of Miami Beach would
greatly appreciate you taking a few minutes out of your busy day to complete the accompanying
questionnaire.
Please review all items in the following attachment and answer the questions to the best of your
knowledge. If you cannot answer a particular question, please leave it blank. Please return this
questionnaire to Olga Serrano by September 26T", 2007 by fax: 788-394-4235; or e-mail
olQasemanoCa~miamibeachfl.oov.
Thank you for your time and effort.
f. ;,_-
[.- -'
I.
Gus Lopez, CPPO
Procurement Director
September to, 2007
Cfry of Miami Beach Bld No: 48-08107
Z1 of 34
N11AM1 BEACi~
Cify of Miami 6oach, 1700 Conven8on Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305873-7490, r-att: 786394A235
Company Name:
Point of Contact:
PERFORAAANCE EVALUATION SURVEY
ITB 46-06/07
Phone and email:
Please evaluate the performance of the company (10 means you are very satisfied and have no
questions about hiring them again, and 1 is if you would never hire them again because of very poor
performance). Please leave blank if you don't know.
NO. CRITERIA UNIT
1 Com an reliabili 1-10
2 Abili to maintain re air/delive schedule. 1-10
3 Customer Service (communication, resolution of
discrepancies, responsiveness of personnel servicing
the account . (1-10)
4 Problem solvin skills 1-10
5 Res onsiveness to a enc 's riorities for service. 1-10
6 Overall customer satisfaction and hiring again based on
erformance comfort level in hirin vendor a ain . (1-10)
Overall
Comments:
Company providing Referral:
Contact Name:
Contact Phone and a-mail: _
Date of Services:
Dollar Amount for Services:
Thank you for your time and effork Please return this form to 786-394-4235
Attn. Olga Serrano at: olaaserrano[rDmlamibeachfl.aov , with a copy to
stephaniecampanionv(a~miamibeachfl.aov
September to, 2007
City of Miami Beach
Bb No: 4&0&07
22 d 34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
3.0 MINIMUM SPECIFICATIONS
GENERAL:
The City seeks to contract with a qualified, responsible vendor(s) for the award of the
City's Copier Contract to include but not limited to the delivery, integration, installation,
service and maintenance including toners of all NEW 2007 copier models. This includes
an estimated 70 plus walk-up shared, integrated digital copiers to multiple locations.
1. Four hour maximum response time on all walk-up copiers with no more than
24hr. downtime on any digital copier:
2. Loaner on any copier that is not repaired within 24 hours to be replaced at no
additional charge;
3. Copier(s) shall be replaced if the same repair service is required three (3) times
within a 45 day period, or 6 times with a 90 day period;
4. Copier(s) shall be replaced at no additional cost under lease agreement through
reasonable unavoidable conditions;
5. Technical Support and on-going training support for new features, software
changes at no additional charge;
Please note the following are minimum specs:
(20 ppm), integrated to print, copy and fax, 30-50 sheet feeder reduce/enlarge (25% to
400°~), 2-3 paper trays (auto select on two), duplexing, stapler, sorter, auto, manual and
photo modes, scanner. Please state memory (mb), whether it is upgradeable, and dpi
levels. Please state paper drawers and capacity for each.
(30 ppm), laser print engine, integrated to print, copy and scanner, finishing/collating 25
page stapler, 64mb memory, 600x600 dpi and 2561evels of gray, reduce/enlarge (25%
to 400%), adjustable paper handling up to 11x17, 3 paper trays (auto select on two),
duplexing, 10 bin stapler sorter, auto, manual and photo modes. Please state paper
drawers and capacity for each.
(45 ppm), laser print engine, integrated to print, copy and scanner, 100 sheet auto
feeder, finishing/collating 25 page stapler, 64mb memory, 6 GB HD, 600x600 dpi and
256 levels of gray, reduce/enlarge {25% to 400%), adjustable paper handling up to
11x17, 3 paper trays (auto select on two), duplexing, 10 bin stapler sorter, auto, manual
and photo modes. Please state paper drawers and capacity for each.
(55 ppm), laser print engine, integrated to print, copy and scanner, 100 sheet auto
feeder, finishing/collating 25 page stapler, 64mb memory, 6 GB HD, 600x600 dpi and
256 levels of gray, reduce/enlarge (25% to 400%), adjustable paper handling up to
11x17, 3 paper trays (auto select on two), duplexing, 10 bin stapler sorter, auto, manual
and photo modes. Please state paper drawers and capacity for each.
One (1) Color Digital Copier minimum specs:
• 30 ppm;
• Volume cost and/or per page cost;
• High Capacity Stacker; includes stapling finisher;
• Networked connected;
• Scanner;
September 10, 2007
Ciy of Miami Beaoh Bid No: 48-08107
23 W 34
4.0 BID SUBMISSION FORMAT
Bids must contain the following documents, each fully completed, and signed as required. If any
item (with the exception of cost information) that is requested below is omitted, then Bidders must
submit the documentation within five (5) calendar days upon request from the City's Procurement
Office, or the bid shall be deemed non-responsive. The City will not accept cost information
after deadline for receipt of bids.
Table of Contents
Outline in sequential orderthemajor areas of the bids, including enclosures. All pages must
be consecutively numbered and correspond to the table of contents.
2. Points to Address:
Bidders must respond to all minimum requirements listed below. Bids which do not contain
such documentation may be deemed non-responsive.
a) Introduction letter (i.e., Executive Summary) outlining the Bidder's capability to
provide, install and support (service) digital copiers as outlined in this Invitation to
Bid.
b) References: List at least five client references, to include contact name, title,
company, address, telephone number, a-mail address, fax number. Please ensure
that the information provided is current.
c) Qualifications of Bidder: Outline in detail the experience and qualifications of the
business entity.
d) Qualifications of Bidder's Key Personnel: Outline the experience and
qualifications of individual{s) assigned to work on the City's account. Copies of
resumes will suffice.
e) Methodology and Approach: Describe in detail, your approach and methodology
to ensure that excellent customer service is provided to the City.
3. Costs to the City: Complete and submit the cost proposal forms that are on pages 25 thru
28 for the copier(s) that you proposing to the City.
4. Acknowledgment of Addendums (if any) and all other documents required by this
Bid. Complete and submit all forms listed on pages 29 thru 33.
September io, 2007
City of Miami Beech Bitl No: 48-06/07
24 of 34
1. RESPONSE TIME:
The City requires a return call within an hour after the initial service call was made.
Supplier to indicate the number of hours in response time after initial service call was made:
HR5
The City requires the technician to arrive within four (4) hours after the initial call was made.
Supplier to indicate the number of hours when technician is expected to arrive after the initial call
was made.
HRS
UPTIME:
The City requires 95%uptime of all Multifunction Copiers installed.
Suppliers to indicate the percentage of guaranteed uptime:
2. GUARANTEE:
The city requires Total Satisfaction Guarantee to facilitate the determination of whether
an equipment need to be replaces.
Supplier to indicate if this is acceptable (please initial):
Yes: No:
3. TRAINING:
Supplier is responsible for training employees in the use of the new equipment after initial
installation through the life of the contract.
4. INSTRUCTIONAL MANUAL
Instructional manuals shall be included for all equipment acquired from the contract
resulting from this Bid. The instruction manuals shall contain, but not be limited to:
1. Defining the capabilities of the equipment (specifications)
2. Describing the technical operation of the equipment.
3. Describing the installation and use criteria of the equipment.
5.
The vendor will be responsible for identifying and resolving all interface parameters
between the multifunctional machines and the existing equipment and/or network
infrastructure. Warded vendors shall provide network engineers as required to bring
equipment into full operation. The City shall be responsible for cable and telephone
drops.
6. REPORTING REQUIREMENT
Successful bidder(s) shall provide on a monthly basis, a citywide usage report for all
copiers. Said report shall, at a minimum, provide the department name, copier ID
number, and number of photocopies.
Sepkmher 10, 2007
City of Miami Beach Bid No: 46-06107
26 of 34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
Bid Proposal Page 1 of 5
Minimum requirement for (20ppm)/ 5,000 Monthly Volume:
YEAR, MAKE, MODEL, FEATURES, (ECO FRIENDLY):
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
BIDDER'S NAME:
SIGNATURE:
TITLE:
ADDRESS:
TELEPHONE NUMBER:
September 10, 2007
Ciy o! Miami 8eadi
1 YEAR LEASE
2 YEAR LEASE
3 YEAR LEASE
4 YEAR LEASE
5 YEAR LEASE
Bitl No: 48-0&07
20rn3s
LEASING OF COPIERS
BID # 46-06107 (REVISED)
Bid Proposal Page 2 of 5
Minimum requirement for (30ppm)I 15,000 Monthly Volume:
YEAR, MAKE, MODEL, FEATURE, (ECO FRIENDLY):
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
BIDDER'S NAME:
SIGNATURE:
TITLE:
ADDRESS:
TELEPHONE NUMBER:
1YEARLEASE
2 YEAR LEASE
3 YEAR LEASE
4 YEAR LEASE
5 YEAR LEASE
September 70, 2007
Ciy of Miami Beach 81tl No: 48-08107
27 of 34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
Bid Proposal Page 3 of 5
Minimum requirement for (45ppm)/ 30,000 Monthly Volume:
YEAR, MAKE, MODEL, FEATURE, (ECO FRIENDLY):
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
COST PER MONTH:
BIDDER'S NAME:
SIGNATURE:
TITLE:
ADDRESS:
TELEPHONE NUMBER:
Septemuer 70.2007
City of Miami Beach
1 YEAR LEASE
2 YEAR LEASE
3 YEAR LEASE
4 YEAR LEASE
5 YEAR LEASE
BIE No: 4608/07
280/34
LEASING OF COPIERS
BID # 46-06/07 (REVISED)
Bid Proposal Page 4 of 5
Minimum requirement for (55ppm)/ 50,000 Monthly Volume:
YEAR, MAKE, MODEL, FEATURE, (ECO FRIENDLY):
COST PER MONTH: 1 YEAR LEASE
COST PER MONTH: 2 YEAR LEASE
COST PER MONTH: 3 YEAR LEASE
COST PER MONTH: 4 YEAR LEASE
COST PER MONTH: 5 YEAR LEASE
BIDDER'S NAME:
SIGNATURE:
TITLE:
ADDRESS:
TELEPHONE NUMBER:
September 10, 2007
City of Miamf Beach
Bb No: 4&08/07
2e or 3a
LEASING OF COPIERS
BID # 46-06/07
Bid Proposal Page 5 of 5
PAYMENT TERMS: NET 30. If other, specify here
ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE
OF THE BID MUST BE SUBMITTED IN DUPLICATE.
SUBMITTED BY:
COMPANY NAME:
SIGNED:
(I certify that I am authorized to execute this proposal and
commit the bidding firm)
Bidders must acknowledge receipt of addendum (if applicable}.
Addendum No. 1:
Insert Date
Addendum No. 3:
Insert Date
Addendum No.
Insert Date
Addendum No. 4:
Insert Date
NAMEfi'ITLE(Print):
ADDRESS:
CITY/STATE: 21P:
TELEPHONE NO:
FACSIMILE NO:
September 70, 2007
City M Miami Beech
PART
Bid No: 40-08/07
30 of 34
CUSTOMER REFERENCE LISTING
Bidder's shall furnish the names, addresses, and telephone numbers of a minimum of six (6) clients
or government organizations for which the Bidder is currently furnishing or has furnished similar
services.
1) Company Name
Address
Contact Person/Contract
Telephone No. Fax
E-mail
2) Company Name
Address
Contact Person/Contract Amount
Telephone
E-mail
Fax No.
3) Company Name
Address
Contact Person/Contract
Telephone No. Fax No.
E-mail
Seplemher 10, 2007
City of Miami Beach
Sitl N0: 46-08!07
31 of 34
CUSTOMER REFERENCE LISTING (CONTD.)
4) Company Name
Address
Contact Person/Contract Amount
Telephone No._
E-mail
5) Company Name
Address
Fax No.
Contact Person/Contract Amount
Telephone No. Fax
E-mail
6) Company Name
Address
Contact Person/Contract
Telephone No.
E-mail
Seplemaer 10, zoo?
Ciy M Miami BOach
Fax No
Bitl No: 48-08/07
32 of 34
LEASING OF COPIER
BID # 46-06!07
VENDOR'S QUESTIONNAIRE
NOTE: Information supplied in response to this questionnaire is subject to verification.
Inaccurate or incomplete answers maybe grounds for disqualificafion from award of this
bid.
Submitted to The Mayor and City Commission of the City of Miami Beach, Florida:
Principal Office
How many years has your organization been in business under your present business
name?
Does your organization have current occupational licenses entitling it to do the work service
contemplated in this Contract?
Please state license(s) type and number:
Include copies of above licenses and certificates with proposal.
Have you ever had a contract terminated due to failure to comply with contractual
specifications?
If so, where and why?
In what other lines of business are you financially interested or engaged?,
Give references as to experience, ability, and financial standing
September 10, 2007
CNy of Miami Beach
Bid No.1808/07
33 of 34
VENDOR'S QUESTIONNAIRE (CONTD.)
Vendor Campaign Contribution(s):
a. You must provide the names of all individuals or entities (including your sub-consultants)
with a controlling financial interest. The term "controlling financial interest" shall mean the
ownership, directly or indirectly, of 10% or more of the outstanding capital stock in any
corporation or a direct or indirect interest of 10% or more in a firm. The term "firm" shall
mean any corporation, partnership, business trust or any legal entity other than a natural
person.
b. Individuals or entities (including our sub-consultants) with a controlling financial interest:
have have not contributed to the campaign either directly or indirectly, of a
candidate who has been elected to the office of Mayor or City Commissioner for the City of
Miami Beach. Please provide the name(s) and date(s) of said contributions and to whom
said contribution was made.
I HEREBY CERTIFY that the above answers are true and correct.
(SEAL)
(SEAL)
September 10, 2007
City of Miami Beach
Bid No: 46-06/07
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