INVITATION FOR BID (IFB) COLOR/BLACK & WHITE …

1 INVITATION FOR BID (IFB) COLOR/BLACK & WHITE COPIER/PRINTER Issued by: Herbert M. Seely River to Sea TPO Chief Financial Officer Key Dates: IFB Released to the Public February 23, 2018 Vendor Meeting 10 EDT, March 13, 2018 Deadline for IFB Questions 5 EDT, March 15, 2018 Posting of Questions & Responses 5 EDT, March 16, 2018 IFB Submittal Date 5 EDT, March 21, 2018 Presentations to Selection Committee 10 EDT, March 26, 2018 Selection of Firm April 25, 2018 TABLE OF CONTENTS Page OVERVIEW OF THE BID PROCESS ..1 BACKGROUND .. 1 REQUIRED TECHNICAL CAPABILITIES .. 1-3 MAINTENANCE AND SERVICING .. 3 SERVICE AND SUPPORT REQUIREMENTS .. 3 COST PER COPY/PRINT .. 3 EQUIPMENT TRAINING .. 3 DELIVERY TIMING .. 3 DESIRED FINANCING .. 3 FORMAT AND SUBMISSION OF BIDS .. 3-5 COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS.

2 5 REVIEW AND EVALUATION .. 5 COST OF PREPARATION .. 5 NEWS RELEASES .. 5 ACCEPTANCE OF BIDS .. 6 GENERAL IFB DISCLOSURES .. 6 REQUIRED FORMS .. 7-15 1 INVITATION FOR BIDS COLOR/BW COPIER/PRINTER OVERVIEW OF THE BID PROCESS The River to Sea TPO will accept bids until 5:00 EDT on March 21, 2018 from firms interested in leasing two (2) color copiers /printers including service on the aforementioned technology. All responses to this request should be submitted to the River to Sea TPO at: 2570 W. International Speedway Blvd., Suite 100, Daytona Beach, FL 32114 ATTN: Herbert M. Seely/Copy Machine Services Clearly marked Sealed Bid-Copier/Printer BACKGROUND The River to Sea TPO is responsible for regional transportation planning. We currently maintain approximately eight (8 ) workstations utilizing Windows as their operating system.

3 All workstations have Microsoft Office Professional installed as their productivity suite. The organization averages 10,506 black and WHITE and 8,016 color copies per month. REQUIRED TECHNICAL CAPABILITIES The River to Sea TPO seeks to procure two (2) color copier/printers that have the following technical attributes: Copier I Minimum 50 page per minute color copy/print speed Minimum 60 page per minute black and WHITE copy/print speed Maximum 2 minute copier warm-up time 25-400% magnification Duplex printing/copying Color and black scanning capability, file formats: .jpg, .pdf, .tiff Minimum 3,000 sheet standard paper capacity Minimum three paper trays, excluding high capacity and bypass paper feeds Minimum 100 sheet multi-purpose bypass tray Minimum 150 sheet dual scan document processor Up to 11 x 17 originals; envelope capability Heavyweight paper printing/copying capability up to 110 lb.

4 Index 2 Color adjustment Stapling finisher, minimum 50 pages Hole Punch Unit Electronic sheet insertion capability during printing process Copy resolution 1200 x 1200 dpi Scan resolution minimum 600 x 600 dpi Job memory Auto tray selection and switching Auto color selection Offset stacking Cover pages Proof copy Mixed size originals Job building capability Accounting Codes Document management software minimum of 6 licenses Integrated USB drive Scan to e-mail, folder and USB capability Compatible with Windows 7 and Windows 8 (64 Bit support) NIC interface 10/100/1000 Copier II Minimum 23 page per minute color copy/print speed Minimum 23 page per minute black and WHITE copy/print speed Maximum 2 minute copier warm-up time 25-400% magnification Duplex printing/copying Color and black scanning capability, file formats.

5 Jpg, .pdf, .tiff Minimum 500 sheet standard paper capacity Minimum two paper trays, excluding bypass paper feeds Minimum 50 sheet multi-purpose bypass tray Minimum 150 sheet dual scan document processor Up to 11 x 17 originals, envelope capability Heavyweight paper printing/copying capability up to 110 lb. index Color adjustment Copy resolution 1200 x 1200 dpi Scan resolution minimum 600 x 600 dpi Job memory Auto color selection Auto tray switching Auto paper selection Mixed size originals Accounting Codes Document management software minimum of 6 licenses Integrated USB drive 3 Scan to e-mail, folder and USB capability Compatible with Windows 7 and Windows 8 NIC interface 10/100/1000 Fax Kit MAINTENANCE AND SERVICING Consumable costs (excluding paper and staples) must be included in full service maintenance proposal.

6 This price must include OEM parts, labor and recommended OEM servicing for optimal life of the unit. SERVICE AND SUPPORT REQUIREMENTS The River to Sea TPO requires a minimum of 97% uptime between the hours of 8:00 to 5:00 , Monday through Friday. Replacement with a like-for-like unit if the copier experiences less than 97% uptime for four consecutive months. Twelve (12) business hours maximum downtime before a like-for-like loaner is provided. If a loaner is needed, the copier is to come from the vendor s inventory. Please include the average response time for service calls in the bid submission. Successful bids must include contingencies for emergency print jobs when copier/printer is offline or instances of extended downtime. COST PER COPY/PRINT Cost per copy/print information must be included with price bid.

7 EQUIPMENT TRAINING The bid must include provisions for staff training on the copiers /printers. DELIVERY TIMING The winning bid will agree to deliver and install the copiers /printers within two weeks from notification. DESIRED FINANCING TPO desires to lease the two (2) color/B&W copiers /printers over a 60 month period. The lease must contain a Non-Appropriation Clause. FORMAT AND SUBMISSION OF BIDS 1) TPO must be in receipt of all written bids by 5:00 EDT on March 21, 2018. All bids must be placed in a sealed envelope clearly marked Sealed Bid-Copier/Printer and sent to the following address: 4 River to Sea Transportation Planning Organization 2570 West International Speedway Blvd., Suite 100 Daytona Beach, FL 32114 ATTN: Herbert M. Seely/Copy Machine Services 2) One (1) original, five (5) copies and one flash drive or compact disc (CD) of the bid are required.

8 Bids received after the deadline will be rejected. No other distribution is to be made. 3) Submittals should be bound or stapled only. Effort should be made to limit the number of pages. 4) Include the following page in your response to this IFB: By signing below you are agreeing to all River to Sea TPO Terms & Conditions that are a part of this INVITATION for Bid. Firm: By: Title: Email Address: Address: Telephone: Fax: Date: Monthly Lease (60 months): Cost per Copy/Print-Color: Cost per Copy/Print-B&W: Signature: Date: 5 5) Three (3) business references for similar copiers /printers provided and serviced by your firm, including the name, address and telephone number of the client/contact person must be included with the bid. 6) The TPO encourages the use of Disadvantaged Business Enterprises and Minority Business Enterprises (MBE).

9 Any DBE/MBE firms submitting a bid must include: a. The name and address of DBE/MBE firm that will submit a bid b. A copy of their DBE/MBE certificate 7) All items requested as part of this IFB must be completed in their entirety. Failure to do so can result in the bid being declared unresponsive and will be automatically disqualified. COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS All pertinent local, state, and federal regulations, including those related to DBE/MBE requirements, apply, whether or not specifically identified. REVIEW AND EVALUATION The Selection Committee will review and evaluate the bids based on the following criteria: Understanding of Scope of Services ( 0-5 Total Points) Maintenance and Service (Remedial & Preventative) (0-5 Total Points) Response Time of Service Technicians (0-20 Total Points) Comprehensiveness of Training Provided (0-5 Total Points) Cost of Service (0-65 Total Points) The vendors will present their bids to the selection committee at a designated time on March 26, 2018.

10 The Selection Committee s recommendation will be presented to the TPO Executive Committee on April 4, 2018; and if approved, then it shall be scheduled for final approval by the TPO Board on April 25, 2018. Following the meeting, the successful vendor will be notified and the River to Sea TPO will enter into a lease and contract with said vendor. COST OF PREPARATION Respondents are responsible for all costs associated with the preparation of materials in response to this IFB. The River to Sea TPO assumes no responsibility for such costs. NEWS RELEASES No news releases, pertaining to the INVITATION for Bid or any project that may arise, are to be made without prior approval of the River to Sea TPO. 6 ACCEPTANCE OF BIDS/AWARD OF CONTRACT The contents of the bid packet may become contractual obligations in accordance with the River to Sea TPO's standard terms and conditions for TPO contracts.