RFP: Digital Imaging Copier
Dear Vendor,
The City of Urbandale is soliciting proposals to lease/purchase a digital imaging copier, to be installed at City Hall after July 1, 2016. I would like to invite your company to submit a proposal for the City to consider.
City Hall currently has a Aticio MP5500, acquired in August, 2007. The administrative offices in City Hall averaged 5,000 copies a month. If you are
interested in submitting a proposal based on the enclosed bid specifications, please inspect the current copier to determine a trade-in value, and to determine if the current copier room and electrical supply are sufficient for the copier you would propose. If your company would not accept the current copier as a trade-in, please indicate this in your proposal.
Proposals Due
I hope you are interested in submitting a proposal to provide a digital imaging
copier. To be considered, please submit two (2) copies of your proposal and copier brochures to be received no later than 4:00 p.m. on Tuesday, May 31st, 2016. Please address your proposal to Urbandale City Hall, Attn: Copier RFP, 3600
86th Street, Urbandale, Iowa, 50322. Proposals may also be submitted in MS Word or Adobe Acrobat format via e-mail addressed to [email protected]. Please note that all electronic submissions will be scanned for computer viruses. Any submission found to contain a virus will be rejected without further consideration. Proposals received after the required date will not be considered. The City
assumes no responsibility for lost or misdirected proposals. Evaluation Criteria
This office will evaluate all proposals based on the firm’s adherence to the bid specifications and pricing structures. As indicated in the bid specifications, a test period of five working days would be conducted at City Hall. The copiers selected for the test would be scheduled during the preparation of agenda mailings, which require considerable copying in a narrow time period. The City of Urbandale reserves the right to reject any or all proposals.
If you should have any questions about the bid specifications or require additional information, please see Section 11.0 in the bid specifications.
Thank you for the time and effort you will devote to the preparation of your proposal. Sincerely,
Kim Keisler
Digital Imaging Copier Bid Specifications City of Urbandale, Iowa
The City’s administrative offices located at City Hall, 3600 86th Street, Urbandale, Iowa, seek qualified bids from vendors for a digital imaging copier that would meet or exceed the following minimum bid specifications.
1.0 EQUIPMENT:
1.1 Copier must be a black & white digital imaging copier.
1.2 Copier must be of new manufacture, rather than a refurbished or reconditioned unit. Vendor shall offer a copier or copiers with their respective brands’ factory/vendor authorized features.
1.3 Indicate if your firm received a State bid to provide the copier(s) you have proposed.
1.4 Vendor shall determine a trade-in value for the current copier (Aticio MP5500, acquired August, 2007) for the proposed lease/purchase option. The City reserves the right to sell the current copier
independently, rather than trade it in on the purchase of new unit proposed by the vendor.
2.0 COPY SPEED:
2.1 Not less than 45 copies per minute. Faster machines will be considered.
3.0 PAPER TRAYS or BINS:
3.1 Easy to load paper trays or bins
3.1 Not less than 4 paper holding sources (large paper deck, two secondary paper bins, and a by-pass).
3.2 Details of paper holding sources:
a) Large paper deck not less than 1,000 sheets of 8 ½” x 11” paper holding capacity;
b) First secondary paper not less than 250 sheets of 8 ½” x 14” paper holding capacity;
c) Second secondary paper not less than 250 sheets of 11” x 17” paper holding capacity;
d) A by-pass feed for approximately 50 sheets of varying paper sizes, including 11” x 17”, 8 ½” x 14”, & 8 ½” by 11”
4.0 COLLATOR, SORTER AND STAPLER:
4.1 Not less than 50 sheet collating capacity per sorting bin
4.2 Not less than 2 sorter bins or ability to stagger output in lieu of bins 4.3 Not less than 50 sheet holding capacity per bin
4.4 Not less than 50 sheet stapling capacity
5.0 MAGNIFICATION and REDUCTION:
5.1 Not less than 600x600dpi resolution
5.2 Minimum of 5 preset ratios, providing a range that would include at least 50% to 200%
5.3 Ability magnify or reduce from approximately 50% to 200%, and at 1% increments
6.0 AUTOMATIC DOCUMENT FEEDER:
6.1 Not less than 100 sheet automatic document feeder capacity, for sizes 8 ½” x 11”, 11” x 14”, and 11” x 17”.
7.0 DUPLEXING/TWO-SIDED COPYING:
7.1 Not less than 100 sheet duplexing feeder capacity, for sizes 8 ½ x 11, 8 ½” x 14”, and 11” x 17”.
8.0 SIZE / WEIGHT DIMENSION and ELECTRICAL SUPPLY:
8.1 Provide size (length, height, width) and weight dimensions of copier you propose for the above features.
8.2 Vendor to determine if the proposed copier will comfortably fit in the current copier room based on the room configuration, work flow, and available space.
8.3 Vendor to determine if the current electrical supply is sufficient for operation.
9.0 COPIER TEST TRIAL
9.2 Selected vendors to provide proposed unit without cost to the City, and to provide all maintenance, parts, labor, service and supplies
(excluding paper) without cost to the City.
9.3 Selected vendors to deliver install, and pickup proposed copier without cost to the City.
10.0 LEASE/PURCHASE MAINTENANCE AGREEMENT:
10.1 The City of Urbandale reserves the right to select between an outright purchase of the equipment with an ongoing maintenance contract, or entering into a lease for the equipment (with or without a purchase option at the end of such lease) with a maintenance contract during the term of the lease.
10.2 All quotes shall be sales tax exempt.
10.3 Vendor shall submit a sample copy of their proposed lease/purchase program and maintenance agreement for the copier. The vendor shall clearly state the replacement parts, supplies, services and labor that are included and not included in the maintenance agreement.
Maintenance costs should be identified as a cost per copy basis or as a fixed monthly rate.
10.4 Vendor shall submit a price list of all supplies that are not included in the maintenance agreement with the percentage increase in price for future years.
10.5 Vendor should clearly indicate the maximum response/repair time when contacted for service and repair. Please also include the availability of parts kept on hand.
10.6 Vendor should indicate the lease and maintenance agreement cost for the first year of the lease operation, and the maximum cost increase or percentage cost increase per year. Please submit a proposal based on each of the following options.
a) 3 year lease / purchase program
b) 5 year lease / purchase program
c) Lump-sum purchase with 3 year maintenance agreement d) Lump-sum purchase with 5 year maintenance agreement
10.7 Vendor shall provide an annual payment schedule that clearly indicates the principal and interest payments based on a quarterly payment schedule, and the interest rate and term.
10.8 Vendor should clearly outline the purchase options available to the City at the end of the lease period. The purchase price and projected annual maintenance cost should be noted.
10.9 Vendor should clearly identify terms of buyout provisions, upgrade penalties, end of lease fees, or any other potential cost associated with the proposed lease prior to, during, or after the lease period.
11.0 QUESTION and ANSWER PERIOD
11.1 Vendors are invited to submit questions or request additional
information regarding this RFP. If you have any questions regarding this proposal, please email [email protected]. The closing date to submit questions regarding this RFP will end at 11:00 am (Central Time) on Tuesday, May 17th. The questions and answers will be posted at www.urbandale.org. The Request for Proposal can also be downloaded at: www.urbandale.org.
12.0 CITY RESERVES THE RIGHT
12.1 The City reserves the right to reject any and all proposals, to waive informalities and technicalities, and to enter into an agreement as it shall deem for the best interest of the City.
12.2 Iowa Preference Given
By virtue of statutory authority, preference will be given to products and provisions grown and produced within the State of Iowa. The purchasing department shall make every effort to support Iowa products when making a purchase. Tied responses to solicitations, regardless of the type of solicitation, shall be decided in favor of the Iowa products.
Iowa code, Chapter 73.1, Preference Authorized:
“Every…city, and every person acting as contracting or purchasing agent for any such…governing body shall use only those products and provisions grown and coal produced within the state of Iowa, when they are found in marketable quantities in the state and are of a quality reasonably suited to the purpose intended, and can be secured without additional cost over foreign products or products of those states…” Urbandale-based companies (meaning those headquartered in Urbandale) will also be given preference in competitive quotation and
based company’s bid is within 5% of the low-bid (up to a maximum differential of $5,000), and all other specifications of the request for proposal are met by both companies, the Urbandale-based company will be awarded the contract.
12.3 Bids (2 copies of your proposal and copier brochures) are to be received no later than 4:00 p.m. on May, 31, 2016. Please address your proposal to Urbandale City Hall, Attn: Copier RFP, 3600
86th Street, Urbandale, Iowa, 50322. Proposals may also be
submitted in MS Word or Adobe Acrobat format via e-mail addressed to [email protected].
13.0 OPTIONS:
Please provide a cost for the following three options which the City could upgrade to at the initial purchase or after acquisition. If an optional item is not available for the copier you proposed, please indicate, “Not Applicable”.
OPTIONS:
A.1 Accessories items (if any of these items are included in the copier you have proposed, please indicate, “Included in Proposed Copier”):
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