25To:
From:
Date:
SUBJECT:
BACKGROUND:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
2001
Hector Mirabile, PhD, City Manager /, ~ ~ r
December 13, 20 II I Agenda Item No.:~::;)
Execute a new 36-month lease agreement with Oce' North America
through the State of Florida Contract #600-000·1 1.1, to replace the
current multifunctional copier equipment used by the City.
The City's current copier lease contract with Barlop/Lanier expires February I,
2012. In advance of the expiration date, Central Services researched other
government contracts where the City could "piggyback" and gain the benefits of >
volume pricing and features. Based on that market research, it is recommended the
City "piggyback" from the State of Florida Department of Management Services
contract for our copier equipment, service and selected supplies over the next 36
month period.
The recommended vendor is Oce' North America, an authorized Canon dealer.
Transitioning from Lanier, our current source, will result in an estimated savings of
$42,000 or 31 %, over the 36-month period when compared to current lease and
copier costs. In addition to the savings, Canon equipment is recommended by MIS.
MIS advised the Canon series of copiers is the easiest to support, the quickest to
release new drivers for operating system changes and the most compatible when
using the copiers to scan large documents for a document imaging system. All these
factors are requirements of the City and are necessary to support our paperless
initiative.
In addition to a lower lease rate, there are no minimum copy charges. Per copy
rates apply for black & white copies. Our current contract has a minimum monthly
copy charge that includes 135,000 black & white copies per month; color copies are
not included into the minimum. Historical usage indicates the City's monthly copier
consumption is approximately 90,000 per month; therefore, it is more cost effective
to pay a per copy charge than a fixed monthly minimum fee. The 30% estimated
savings for this recommended contract includes fixed lease rate and per copy
savings in addition to copiers with more functionality than the current equipment.
An evaluation of copiers at each department was conducted and as a result of that
evaluation, two departments were "right-sized." Planning and the Public Works
copiers were upgraded with equipment having a higher copy per minute volume due
to the significant copies generated by those areas. The result is large copy jobs will
be produced more quickly and efficiently. Significant overall savings were still
realized after the "right-sizing" activity.
The Canon equipment will include a software upgrade, "Accounting Management
Plug-in," which tracks document usage and enables cost control. The web-based
software tracks, analyzes, and recovers costs associated with all networked output
devices, including printers, fax machines, and copiers. In addition to cost control
features, the software has the capability to enforce document-level print
restrictions, and discourage the use of higher-cost machines and increase overall
security.
The agreement also includes maintenance, toner, and supplies; excluding paper and
staples. A summary of the costs and savings over the 36-month term are below.
Per copy charges are estimated and are based on historical activity:
36·Month Total Cost; Fixed Monthly
Mfg Lease, Copy Charges, etc Lease Rate
Current: Barlop/Lanier $136,191 $2,363
Recommended:
Oce/Canon w/Accounting
Management Software $94,189 $1,688
Est Savings vs Current ($42,002) ($675)
Sav% ~31%
With respect to service and maintenance, the State of Florida Contract includes a
Service Level Agreement, (SLA), which guarantees service levels and penalties for
failure to perform. The SLA utilizes a scorecard method and flat rate penalties
which are assessed to the vendor for failure to perform. The maximum penalty
level is 4% which is applied as a percentage to quarterly billings. The Performance
Criteria is below:
Performance Criteria Target Level
Average Fleet Uptime 98% or Better
Average On-Site Uptime 4 Hours or Less
First Time Fix 80% of all service calls or better
EXPENSE:
ACCOUNT:
SUPPORT:
Upon approval, the City will issue a Purchase Order to Oce' North America.
Executing a State of Florida Contract is not required. All terms and conditions from
the State of Florida Contract will apply in the City Purchase Order.
$94,189; estimated over a 36-month period, copy charges may vary
Varies by Department
Resolution
Oce' North America Proposal Summary:
Contract Pricing
Equipment Specifications
SLA
State of Florida Contract #600-000-1 I-I
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RESOLUTION NO. _____ _
A Resolution to execute a 36 month lease agreement with Oce' North
America, through the State of Florida Contract #600-000-11-1, for
Canon copier equipment, service, and selected supplies for the "City
of South Miami."
WHEREAS, each City department requires the use of copier equipment for
copying documents, scanning and other operational functions performed by each
department; and
WHEREAS, State of Florida Contract #600-000-11-1 provides the City with
reliable copier equipment and value over the 36 month term; and
WHEREAS, the 36 month agreement will result in a savings when compared
with the current copier agreement and costs; and
WHEREAS, The Canon series of copiers will support the City's document
imaging system and paperless initiative; and
WHEREAS, the Canon series of copiers is recommended by MIS as the easiest
to support, the quickest to release new drivers for operating system changes and the most
compatible when using the copiers to scan large documents for a document imaging
system which are requirements of the City and are necessary to support our paperless
initiative; and
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is authorized to enter into a contract or purchase
order for a 36 month lease agreement with Oce' North America, through the State of
Florida Contract #600-000-11-1 . A copy of the contract or purchase order, as well as a
copy of the general and special conditions to the contract is attached and made a part of
this resolution.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this _ day ____ ,2011.
ATTEST: APPROVED:
CITY CLERK MAYOR
COMMISSION VOTE:
Page 1 of2
1 READ AND APPROVED AS TO FORM,
2 LANGUAGE, LEGAIL TY AND EXECUTION
3 EXECUTION THEREOF
4 Mayor Stoddard:
5 Vice Mayor Newman:
6 Commissioner Palmer:
7 Commissioner Beasley:
8 CITY ATTORNEY Commissioner Harris:
9
Page 2 of2
Oce
Document
Printing
Systems
12-13-2012 offer
Canon
CANON GROUP
Oce North America
Document Printing Systems
100 Oakview Drive
Trumbull, CT 06611
203.365.7000
Canon
CANON GROUP
Oce Response to Quote
. From Canon's State of Florida
F or City of South Miami
F or Leasing of
Copiers and Service
December 13, 2011
This offer supersedes previous offers
Prepared for:
Steve Kulick, C.P.M.
Purchasing Manager/Central Services
City of South Miami
6130 Sunset Drive
South Miami, FI 33143
Ph: 305/663-6339
Fax: 305/667-7806
Prepared by:
Lawrence Kirk
Oce North America
Document Printing Systems
5600 Broken Sound Blvd
Boca Raton, FL 33487
561/953-5982
lawrence.kirk@oce.com
Table of Contents
Executive Summary ................................. : .................................... 7
Achieve your Business Goals through Smarter Printing and
Document Workflow Solutions .................................................... 7
Your Objectives ............................................................................. 7
Our Solution .................................................................................. 7
Proven Experience through our Past Performance with other
Customers ...........................................•................•.....•.............•.... 8
Reduce Costs by Developing a Print Strategy .........•.................. 8
Direct Customer Service Provided by Oce Employees .............. 9
Award-Winning Products and Services that Meet your
Requirements ................................................................................ 9
Pricing offer for the City of South Miami .................................. 10
Response to the City of South Miami Specifications ............ 10
PD Communication, Parks & Rec, PD 1st Floor Hallway ....... 11
Finance /Planning/CRA Departments 55ppm ............................ 11
City Clerks Office 65ppm ............................................................ 12
Central Services & PD 2nd Floor color 35PPM ......................... 12
ImageWARE Accounting solution ............................................. 13
The City of South Miami Service Levels ................................... 14
Equipment Performance .........................•........•.......................... 14
Additional Vendor Guarantee ..................................................... 14
Loaner Unit ............................•.................................................... 15
Maintenance and Service of Leased Equipment ....................... 14
Why Oce/Canon ........................•.................................................. 15
Add Value to your Investment with these Services and Special
Provisions ................•...............•......•............................................ 17
Experience .................................................................................... 19
We have the History and Proven Experience to Fulfill your
Contract ..............................................................•.....................•.. 19
We Bring a History of Delivering Solutions that Help you Meet your
Business Goals ............................................................................. 19
Our Financial Stability ensures you that we will be around for
Awhile ........................................................................................... 20
A Qualified Team of Professionals will Manage your Account ....... 20
Our Capabilities to Deliver are Proven through our Past
Performance with other Customers ............................................... 21
Reduce Costs ............................................................................... 22
We will reduce your Printing Costs by Developing a Print
Strategy ....................................................................................... 22
Uncover your True Costs with a Print Assessment ........................ 22
Customer Service .......................................................................... 22
Direct Customer Service Provided by Oce Employees ............ 22
Local Onsite Service that Reduces Equipment Downtime ............. 22
Consistent Account Management from a Single-Point-of-Contact . 23
A Smooth Implementation ......................................................... 24
Next Steps ................................................................................... 24
Productivity ...................................................................................... 25
Products that Increase Productivity and Uptime ...................... 25
Products that are Easy to Leam because they are Easy to Use .... 25
Increase Reliability and Uptime with these Features that Avoid
Delays ........................................................................................... 26
Ease the Burden of Meter Reads with Automated Meter Reads .... 26
Save the Environment by Reducing your Environmental Footprint 27
Reduce Costs with Energy Efficient Products .......................... 27
Oce Document Printing Systems
Executive Summary
Achieve your Business Goals through Smarter Printing and
Document Workflow Solutions
YOUy Objectives
Through your Invitation to Bid, the City of South Miami seeks a vendor to provide:
• Copiers for All City Departments
We understand that you are operating under unprecedented times, which include
economic obstacles that have been placed in your way as a result of the economic
downturn. These days, cost cutting measures and a drive toward more environmentally
responsible policies have changed the way we view and use hard copies. Everyone
wants to use resources more thoughtfully and economically, and Oce is ready to help.
The City of South Miami can leverage our solutions to help your district contain costs,
while increasing productivity.
Additionally the City is requiring a mechanism to Track copy/print/scan/fax usage by
devices/users/departments, Track copy/print/scan/fax usage by
devices/users/departments, Restrict output (print and copy jobs), Distinguish between
color and black-and-white print/copy jobs and export department usage reports.
Oce has carefully reviewed the requirements of your "iTB. This proposal details our
approach to fulfilling those requirements and focuses on the benefits you will gain.
OUy Solution includes these components
Hardware: We are recommending our line of Canon MFPs and Oce & Canon Printers.
These secure products will improve your productivity, increase collaboration across your
organization, and allow you to create stellar output. Our offering includes all toner,
maintenance services, training, and connectivity services. Our contract includes a 36
month Lease from the State of Florida 600-000-11-1. Our service contract includes
supplies except staples and paper with a no minimum cost per copy from the State of
Florida contract 600-000-11-1. This also includes promotion discount offer that is
guaranteed if ordered by 12/27/2011.
Software iWEMC Accounting Management Plug-In Output Management and Cost
Control solution
Oce Document Printing Systems
Proven Experience through our Past Performance with other
Customers
Oce has the ability to fulfill the proposed contract because we have over 40 years of
experience in the Copier market. In addition, Oce has been your print-room vendor for
over five years .We have also proven experience with projects similar to yours, so we
have provided references for you to call.
Reduce Costs by Developing a Print Strategy
We can reduce your overall printing costs by allowing us to perform an assessment of
your current environment at no cost to you. We will perform a detailed assessment of
every location and recommend more efficient ways to print and manage documents
within your environment. The end result will be a description of the current status of your
document printing processes, and a recommendation for a new strategy that will best
support your budget.
Direct Customer Service Provided by Oce Employees
Oce field service and support is among the best in the industry. Rather than relying on
dealers to support our customers, all service is provided to you directly by Oce
employees. Our local service office is located in Boca Raton, FL. They will provide you
with on-site service with a four hour average response time, which will maximize your
equipment uptime. In addition, to ensure you receive consistent support, your account
executive will be your single-point-of-contact for all your needs throughout your
relationship with us.
We will also ensure a smooth implementation based on our structured approach. We will
work closely with you to develop an efficient deployment schedule, which will be tailored
to meet your needs and ensures a successful implementation. Our plan will include
training, which will guarantee immediate end user productivity.
Gce Document Printing Systems
Products that Increase Productivity and Uptime
The product functions and transparent integration of hardware, software, and services,
allow you to enjoy true productivity at every level to help you create professional work in
far less time. This gives you the opportunity to focus on ideas and innovations that will
advance your business-now and in the future.
We offer a solution that meets all of your requirements and specifications. Our products
contain unique features that can increase productivity and help your employees better
communicate with each other, using both hard-copy and electronic documents.
Our MFPs also include a large touch-screen panel, which is customizable. The intuitive
interface makes it easy for your employees to learn both basic and advanced device
capabilities. Our production printers offer Oce's unique Copy Press and Advanced
Active Registration technology that delivers offset print quality in record time.
Award-Winning Products and Services that Meet your
Requirements
We offer a full line of quality office products, including multifunction devices, digital printers,
digital production systems, and software to increase productivity.
The quality of our offering is proven through the countless awards we have received from third-
party industry analysts, such as BERTL, Better Buys for Business, Buyers Laboratory Inc., and
Industry Analysts Inc. To view a listing of product awards, please visit
http://www.usa.canon.com/cusa/office/news evenls?pageKeyCode=awardsHome or
http://www.oceusa.com/main/awards.jsp
BERTL~ ;~~~;~~:~~~~~~y
It:lllly.
Buyers Laboratory Ino.
Oce Document Printing Systems
Pricing
Oce North America, Inc (a Canon Company) appreciates the opportunity to offer our award winning
Canon imageRUNNER MFP Copier line of products to the City of South Miami. This a specially
discounted offer to upgrade its MFP Copier Fleet from Canon's State of Florida Multifunction Products,
Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services Contract Number: 600-
000-11-1 contract with service options.
The 36 Unit Monthly Lease price is $1,629.19 or with acconnting software option is $1,687.52
The Service Options includes:
o Base Service Allowance Plan each copy. Includes All Service & Supplies; except
Paper and Staples. At the estimated monthly service usage supplied by the City
service will be $936.00 to $1,269.00 a month
Thtee~ar
WEMC Accountlng Management Plug-In Version 1.0 (SUbr>ctlption)
'finisher/stapler.
IF." .,.,,.Se,,m"'ty-c:es: large Capacity Tray; 20OO:':h_ ,j::3:6:m;on:th;L; ... ;.;w;;u,:':OIlwa:"'J~~~~~~~~~~~~~~~~
Financial Services Contract N~mber. 6QO..090-11~1 Please nole le $725 profess,lonal service charge Is note included in the leasa priCing,
Oce Document Printing Systems
Hardware Response to the City of South Miami Specifications
PRINT AND SCAN TO EMAIL IN TIFF AND PDF formats (the City will consider compatible formats). The
City will require the vendor to provide for a secure enterprise scanning solution on MFP (Multi Function
Peripheral) devices that can be centrally managed; also, that will integrate with Microsoft Active Directory
and our existing print server strategy. The solution should also be capable of integrating with Laserfiche
RIO ECM Suite; however, this integration will not be configured as a part of this ITS. A detailed explanation
of how the proposed scanning solution will potentially integrate with Laserfiche RIO will need to be
provided.
Public Work Dept, PO Communication, Parks & Recreation, Police Department 1st Floor Hallway 35
rum!
4 x imageRUNNER 2535 Designed to meet the needs of small to mid-size workgroups,
the Canon imageRUNNER 2535 delivers high-quality print and copy output and color
scanning combined with available sending and finishing capabilities that are easy to use
for everyone in the office. Rather than having to choose between a single function printer
and an MFP with features you don't need, the Canon imageRUNNER 2535 includes just
the right mix of performance and productivity in a configuration that fits your needs -
today and tomorrow.
The imageRUNNER 2535 delivers black and white print speeds of up to 35 ppm and
scanning speeds of 45/34 ipm (SW/color) for letter-sized documents. Offering standard
UFR II L T printing, twin 550-sheet cassettes, a large intuitive LCD interface, and internal
finishing, the imageRUNNER 2535 system packs easy-to-use productivity into a new
compact form. The Public Works Park and Recreations includes added faxing capability.
Finance IPlanning/CRA Departments 55 ppm
2 x Canon imageRUNNER ADVANCE 6055, our multifunction printer that scans, prints, copies, faxes and
distribute documents with precision and ease and delivers output speeds of up to 55 ppm in black-and-
white and single pass duplex scanning at speeds of up to 200 ipm (duplex, 300dpi, black-and-white). With
outstanding speed and efficiency, the imageRUNNER ADVANCE 6055 model meets the needs of large
corporate offices and workgroups that demand robust performance. Engineered for high-volume traffic, this
digital monochrome model rapidly scans, prints, copy, fax and distribute documents with precision and
ease. Advanced management tools and multiple in-line finishing options help produce professional
documents with ease. The imageRUNNER ADVANCE 6055 model features a range of collaboration tools,
streamlined one-step operations for complicated tasks, and the power to perform multiple jobs
concurrently. Includes stapler finisher and Finance has a 2/3 hole punch option.
Oce Document Printing Systems
City Clerks Office 65ppm
1 x Canon imageRUNNER ADVANCE 6065, our multifunction printer that scans, prints, copies, faxes and
distribute documents with precision and ease and delivers output speeds of up to 65 ppm in black-and-
white and single pass duplex scanning at speeds of up to 200
ipm (duplex, 300dpi, black-and-white). With outstanding
speed and efficiency, the imageRUNNER ADVANCE 6055
model meets the needs of large corporate offices and
workgroups that demand robust performance .. Offering
standard Color Universal Send, UFR II Printing, and a range
of paper handling and finishing options, with the
imageRUNNER ADVANCE 6055 model, there's a
dramatically better way to work. Includes stapler finisher and
has a 2/3 hole punch option.
Central Services & PO 2nd Floor color 35PPM
With the Canon imageRUNNER ADVANCE C5035 model, Canon has realized an ambitious goal. Now
small departments and workgroups can enjoy stunningly simplified and productive workflow. A dramatically
new platform redefines how your team will access, share, and manage communications.
The imageRUNNER ADVANCE C5035 delivers print speeds of up to 35 ppm and duplex scanning at
speeds of up to 46 ipm (simplex, 300 dpi) for letter-sized documents in both
black-and-white and color. Offering standard Universal Send, UFR II
Printing, and internal finishing options, the imageRUNNER ADVANCE
C5035 model packs powerful performance in a whole new form. Central
Services has faxing capabilities and has a two additional paper
drawers bring total paper drawer capability to 2,200 sheets.
Motor Pool. Senior Center, Operating 25 PPM MFP with fax, The
imageRUNNER 1025iF model provides full-color document distribution
capabilities that incorporates Canon's proprietary PDF High Compression
technology for efficient handling
of color documents and image data on your network. Plus, the
imageRUNNER 1 025iF also offers powerful Super-G3 Fax
technology to send and receive documents with speed and
ease. The imageRUNNER 1025iF also supports advanced
digital copying, automatic duplexing, full color scanning,
network printing capabilities, as well as a standard 50-sheet
Duplexing Automatic Document Feeder.
Oce Document Printing Systems
Oce offer to the City of South Miami includes an optional imageWARE Accounting
Manager application which is ideal for the City of South Miami to take control of your
document output and costs to that needs to control the costs of printing, copying, faxing,
and scanning. The software is flexible, easy to use on iR models 2535, 6055, 6055 and
c5035.
imageWAREtM
Enterprise Management Console
~ Track by Individual, Group, or Department:
Determine how devices are being used
copy/printlscan/fax usage by devices I
users I departments
~ Single-or Double-Sided Output: Account
for single-and double-sided output, and N-
up print/copy output
~ Copier Department ID:* Automatically
track device data on Canon copiers
equipped with Department ID
~ Device Paper Consumption and Device
Usage Costs: Account for pages output, sheets used, and costs incurred with
each device
~ Output Restriction: Distinguish between color and black-and-white jobs and set
usage limits
~ Machine Restriction: Allow the City to restrict individual users to access Canon
ImageRUNNER
~ Analyze Department/Device Workload: Make informed decisions about device
allocation and placement
~ Regular Process: Schedule automatic accounting processes, preferably during
office downtime
~ Report Exportation: Custom Reporting Options. Generate reports by individual, group,
department, or device, with information sorted by total output, paper size, color usage, and
more. Choose to have reports generated daily, weekly, or monthly in a variety of common
formats including CSV for spreadsheets and billing applications.
~ Web-Based Access: Generate reports or any other administrative functions from
anywhere on the network
~ Department ID upload feature:
Using a .CSV file, Department IDs can be created and uploaded easily with
Copy/Scan/Print usage limits for multiple devices simultaneously. This feature may have
some restrictions when used with the iRI025if
This is a self installable application but it is highly recommended that the City
take advantage Oce our 8 hour helpdesk installation service which is included
as a separate option on the pricing plan. The first year extended service
support maintenance option is free. Additional extended maintenance service
support can be purchased as an option.
Oce Document Printing Systems
The City of South Miami Service Levels are from the terms and condition of State of
Florida 600-000-11-1 contract. The purpose of this Service Level Agreement (SLA) is to
ensure a guarantee of service levels with penalties for failure to perform. This SLA utilizes a
scorecard method for the Customer level SLA and flat rate penalties which will be assessed
the vendor for failure to perform.
The SLA also provides the Customer with a defined replacement process for equipment
performing below expectations. Oce agrees to maintain the following service levels defined
below as targets:
Performance Criteria Target Level
Average Fleet Uptime 98% or Better
Average On-Site Response Time 4 Hours or Less
First Time Fix 80% of all service calls or better
These service levels will be measured on a quarterly basis between Vendor and the State.
Equipment Performance
Vendor guarantees each machine specified within any maintenance agreement will perform
to either a) the monthly copies between service calls as measured by machine on a quarterly
basis by group and segment listed below and/or b) the monthly uptime as measured by
machine on a quarterly basis.
Should any unitfail to maintain these copies between calls and or the monthly uptime,
excluding service calls caused by operator error that system will be subject to
replacement at the City of South Miami discretion on a like-for-like basis with then current
technology. Prior to installing a substitute product, supplier will be allowed 90 days to
remedy any quality or reliability issues. A designated factory authorized technician must
certify each unit's ability to produce acceptable impressions with acceptable copies between
calls or uptime. The guarantee will remain in effect for the term of the contract or up to five
(5) years from the date of purchasellease, provided the equipment has not been subjected to
abuse or neglect and has been continuously covered by a Maintenance Contract. This
replacement policy will remain in effect for the term of the contract and is subject to the
Customer remaining current with supplier's payment requirements .
. Additional Vendor Guarantees
Training -On-going training as requested by the Customer to be performed within
two (2) weeks of requested date for on-site training and two (2) hours for
phone/technical support. A penalty of $50 per incident that does not meet the
turnaround time specified above to be credited on the next service bill.
Oce Document Printing Systems
Loaner Unit-If any unit is in operable for a period in excess of 72 hours, Vendor
shall provide the Customer with either:
i) A loaner unit of similar speed and capabilities until such time as the unit(s)
covered by this agreement are operable, or
Invoicing -Vendor shall maintain timely and accurate invoicing, less service run
impressions, as defined below. Failure on the vendor's part to maintain these
levels as defined shall result in a $50.00 per instance credit on the following
invoice.
Maintenance and Service of Leased Equipment
Oce certifies acceptance of the following guarantees on leased units:
• All broken or defective parts not caused by neglect, misuse, or abuse and
all necessary machine adjustments occasioned by such defective or broken
parts will be covered by the Contractor during the term of the lease.
• The Contractor agrees to promptly repair or replace on a one for one basis
without additional cost to the ordering entity.
• Contractor will be responsible for pick up and/or delivery of units that
require service. If the required service cannot be completed within two (2)
business days, the Contractor will provide an equivalent loaner piece of
equipment to entity, at no additional charge.
• While equipment is under a lease agreement, all rate changes and
software updates shall be included.
Why Canon
Canon U.S.A. Inc., earned the #1 position for total U.s. page copier/MFP market share for 2010, with 18.6 percent of
the market, according to Gartner's Printer, Copier and MFP Quarterly Statistics Database.
• Produce higher-quality documents in less time
Transform the way documents are produced and information is shared. Combine multiple
different source file types into one cohesive document with great speed, and incredible
ease. With Canon solutions, you and your staff can more consistently complete projects to
meet your deadlines.
• Improve paper-to-electronic workflow
With the Canon solution, any user can quickly and easily capture and transfer hard-copy
documents into MS Word, Excel, and PowerPoint files on their PC, then get back to work
without losing momentum.
• Prevent common print frustrations
Canon solutions enable your staff to much more easily find an alternative option when
faced with a print challenge. For example, you can have print jobs automatically re-routed
to available printers. Also, automatic email notifications can be set to alert IT
Oce Document Printing Systems
administrators to device errors enable more proactive maintenance. Help your entire staff
more easily navigate common print problems with Canon.
• Boost productivity with easy-to-use, consistent interfaces
Canon imageRUNNER device and management features are easy to learn, simple to use.
A large, full-color LCD touch-screen control panel enables users to interact with a refined,
consistent user interface, where features and contextual options are easy to access.
• Execute tasks with speed and confidence
With a Canon imageRUNNER device, users can quickly understand all the options, access
exactly what they need, and have confidence their task will execute as planned. The
control panel and user interface are carefully designed to help users quickly navigate
through scores of options and have confidence the task will execute as planned.
• Promote high quality results from all users
Encourage a staff that can become more resourceful, self-reliant and effective, with smart
screens that guide users rather than confuse them. Features such as remote management,
clear user manuals, intuitive CD-ROMs, and easy-to-access help guides can also
significantly reduce training demands.
• Manage print devices directly and over the network
Now you can gain convenient, centralized control over all your network print devices.
Canon network print manger tools let you monitor critical device information remotely,
and anticipate or prevent most user print issues.
• Schedule and automate print-device maintenance
With Canon, you can turn network print device-relate projects which were once a chore,
into automated, scheduled tasks, or a simple remote request.
• Control and track print device usage
Why not make it simple to proactively monitor and control network print devices? With
Canon you can retrieve meter count data from all network devices easily, instantly, and
remotely. You can also generate many different kinds of useful reports that track network-
wide print usage -enabling you to adjust print privileges accordingly.
• Boost productivity with easy-to-use, consistent interfaces
Canon imageRUNNER device and management features are easy to learn, simple to use.
A large, LCD touch-screen control panel enables users to interact with a refined,
consistent user interface, where features and contextual options are easy to access.
• Execute tasks with speed and confidence
With a Canon imageRUNNER device, users can quickly understand all the options, access
exactly what they need, and have confidence their task will execute as planned. The
Oce Document Printing Systems
control panel and user interface are carefully designed to help users quickly navigate
through scores of options and have confidence the task will execute as planned.
• Promote high quality results from all users
Encourage a staff that can become more resourceful, self-reliant and effective, with smart
screens that guide users rather than confuse them. Features such as remote management,
clear user manuals, intuitive CD-ROMs, and easy-to-access help guides can also
significantly reduce training demands.
Add Value to your Investment with these Services and Special
Provisions
In addition to the above hardware and software solutions, our offering includes a long list
of value added services that add value to your investment.
• Account Management -Lawrence Kirk will be your account executive and your
single-point-of-contact with Oce.
• Quarterly Meetings -Lawrence will meet with you on a quarterly basis to review
customer satisfaction levels, service history reports, results of ongoing assessments,
any new technology we have introduced, and make recommendations for rightsizing
your fleet.
• Implementation -We will deliver the equipment, install it, connect it to your network
if necessary, perform acceptance testing, and remove all packaging materials.
• Training -We will provide key operator training covering basic product and
operational procedures.
• National Call Center -For issues regarding your office MUlti-Functional devices,
you can call our help desk 24/7/365 using a toll free phone number. A technician will
call you back within 60 minutes.
• Remote Diagnostics -Our Call Center agents will attempt to diagnose your problem
over the phone before dispatching a technician.
• On-site Service -We will send a technician to your site to repair your equipment
during our normal working hours. We commit to a four hour average fleet response
time for your office copiers.
• Escalation Process -We offer a multi-tier escalation process to resolve your issues
to your satisfaction.
Oce Document Printing Systems
• Parts/Supplies -We will provide you with all parts and consumables with the
exception of paper. Consumables include toner, developer, drums, and staples.
• Preventive Maintenance -We will complete a detailed maintenance checklist on
every service call and replace parts that are close to expiration.
• Online Services -To ease in the management of your account, we also provide ace
Online Services, which is a portal that provides real-time information about your fleet
and can be accessed 24/7. This website provides a range of services, including the
ability to open a service call, monitor the status of open calls, and view your service
history. You can also order new equipment and communicate directly with your ace
team through the portal.
• Recycling -To support local recycling and energy recovery, Canon has engraved a
plastic resin code on each container. Canon toner particles and plastic toner
containers are safe for local recycling and local energy recovery facilities. When
Canon plastic toner containers cannot be recycled locally or sent to a local energy
recovery facility, Canon asks that customers ship them back; ace would provide
retum lables and shipping instructions for processing. Once received by our facility,
Canon assumes the responsibility and cost for energy recovery (utilizing the thermal
process) to keep Canon toner containers from going into landfills.
• Reporting -Your account executive will provide you with service, usage, and billing
reports on a quarterly, semi annual, or annual basis.
• Customer Satisfaction Guarantee -Our service is backed by our Guarantee, which
commits us to promptly repair your equipment in accordance with its published
specifications. In the event the equipment cannot be repaired, ace at its discreation
. ·'th a similar model at no cost to you. If we have failed to
time, you may call the Office of the Customer Advocate.
Oce Document Printing Systems -We
have over 40 years of experience and an
install base of over 300,000 devices.
Oce Document Printing Systems
Experience
We have the History and Proven Experience to Fulfill your
Contract
Oce Document Printing Systems has the ability to fulfill the proposed contract because
we have over 40 years of experience in the office market. We are now part of the Canon
family, which is the global leader in the printing industry. By combining our business and
technology portfolios, we will provide you with the most sophisticated printing solutions
that have ever been offered. We have also proven experience with projects similar to
yours, so we have provided references for you to call.
We Bring a History of Delivering Solutions that Help you Meet
your Business Goals
We are a direct sales and service provider of document printing solutions serving the
office markets in the U.S. We provide award-winning digital multifunctional products,
software solutions, and managed print services to improve the performance of your
organization through better print and document management.
Headquartered in Trumbull, CT, Oce Document Printing Systems is a subsidiary of Oce
N.v, which has over 130 years of experience. We maintain more than 130 branch
offices throughout the United States and employ approximately 3,600 employees. For
over 40 years, we have maintained lasting relattonships with clients who rely on our
document imaging equipment, our software, and our impressive service. Our clients
include many of the Fortune 1000 companies with an installed base of more than
300,000 multifunction and facsimile products. A comprehensive network of more than
1,200 service professionals from Oce North America backs our customer support
system.
In March 2010, Oce joined the Canon family to create the global leader in the printing
industry. This compelling combination combines a 130-year heritage of Oce customer-
driven innovation with the vast technical and financial resources of Canon. By combining
our business and technology portfolios, we will provide you with the most sophisticated
printing solutions that have ever been offered.
Oce North America is an authorized dealer on the State of Florida's Canon contract.
Oce Document Printing Systems
Our Financial Stability ensures you that we will be around for
Awhile
Oce derives revenues from products and services, including complete solutions for use
by professionals in print and document management, ranging from document creation
and design through to distribution and archiving.
Oce N.V. Fiscal Year Financial Highlights
For
2,674.3 2,648.0 2,909.0 3,098.2
more information, please see the Oce Annual Report on our website: www.oceusa.com
A Qualified Team of Professionals will Manage your Account
Lawrence Kirk, Account Executive, will manage all aspects of your account from
analyzing your document environment and recommending cost-effective solutions to
administering corporate contracts and monitoring orders, delivery, installation, and
account-wide service support. Lawrence has 27 years in industry, and has been with
Oce for the last year and half.
Oce Document Printing Systems
The Account Executive will have the support of these individuals in managing
your account:
Jeff O'Halioran, Branch General Manager -will manage the sales and account support
provided by Lawrence and our project team. Jeff has 18 years in industry, 2 % years
with Oce
Nomenee Robinson, General Manager & Southeast Regional Vice President of Sales -
manages the sales activities for the region and acts as the conduit between the regional
sales branches and the corporate support team. Nomenee Robinson has 13 years in
industry, 7 years with Oce.
Darwin Huff, Director Regional Service -governs the service activities for the region.
Darwin Huff has 35 years in industry, 27 years with oce.
Rodger Basnight. District Manager, Customer Service -oversees all aspects of
customer service, provides installation, technical repairs, maintenance, and connectivity
for our products. Rodger has 30 years experience in the industry, 11 of those years with
Oce.
Our Capabilities to Deliver are proven through our Past
Performance with other Customers
Oce is experienced at supporting accounts of all sizes-from local and regional
municipal offices to large national accounts. Our clients include many of the Fortune
1000 companies with an installed base of more than 300,000 copier, printer,
multifunction and facsimile products. We have proven experience with projects similar to
yours.
• Palm Beach County Health Department
• Florida Department of Revenue
• Auto Nation
• Osceola County Sheriff Office
• Vol usia Count Schools
• South Miami Dade Health Department
Please request reference contact information.
Oce Document Printing Systems
Reduce Costs
We will reduce your Printing Costs by Developing a Print
Strategy
In order to reduce costs, you need a strategy. Therefore, the key to regaining control of
your document production costs and productivity is implementing the right print and
document management strategy. Oce can guide you through every step of developing a
strategy. According to industry analysts, companies who develop and implement a print
strategy can reduce their current costs by as much as 30%.
Uncover your True Costs with a Print Assessment
Starting with the Oce Office Assessment, a step-by-step approach to improving
productivity and reducing costs, we will perform a detailed assessment of every location
and recommend more efficient ways to print and manage documents within your
environment.
In an effort to reduce your printing costs, we can conduct the assessment free of charge.
We will analyze your current printing environment, end user behavior, and document-
related business needs. As a result of the findings, we develop a business case,
including a cost-benefit analysis, and recommend a best-fit printing and document
management strategy. The end result is a description of the current status of your
document print environment, and a recommendation for a new strategy that will best
support your business requirements.
Customer Service
Direct Customer Service Provided by Oce Employees
To ensure quality and consistency of support, we use our own sales and service
personnel, who are all Oce employees. Rather than relying on small local dealers to
service and support our equipment, we hire, train, and use our own support personnel,
which guarantees you quality, consistent support.
Local Onsite Service that Reduces Equipment Downtime
Oce local field service and support is among the best in the industry. Our goal is to get
you back up and running as quickly as possible. We provide:
• Local on-site customer service, which maximizes uptime.
Oce Document Printing Systems
• A Help Desk for your Multi-functional fleet that can be accessed 24/7/365 by one toll-
free phone call, which ensure a quick, successful resolution
• Factory-trained, certified technicians that are trained in all areas of the product
including media, toner, color management and other issues that affect print quality,
which ensures that you are receiving quality service from qualified personnel.
• Technicians carry parts that address nearly all of your service needs, which reduces
the amount of time your equipment is down.
• Major part depots located in North America provide delivery within 24 hours or less;
satellite stocking locations are strategically located for the fastest response
• A multi-tier escalation process that quickly engages our management, our National
Support Specialists, and our R&D group, which ensures a quick resolution to difficult
issues
• Technicians that use the latest technology in tools, diagnostic equipment, and online
service documentation to ensure quality support
• Preventive maintenance service, which keeps your system operating at peak
performance and maximizes uptime.
• Assurance of superior service for all your devices backed by our Customer
Satisfaction Guarantee (please see the attached Customer Satisfaction Guarantee).
Consistent Account Management from a Single-Point-of-
Contact
In an effort to deliver a total service experience geared to meet your needs, our account
executives focus on establishing and maintaining long-term relationships to provide you
with consistent support. Your account executive will be your single-point-of-contact for
your ongoing document printing needs, providing a consistent level of support throughout
your relationship with us. You will also have the full support of the Dce Document
Printing Systems division, which totals over 3,600 employees.
Oce Document Printing Systems
A Smooth Implementation Based on our Structured Approach
You can be assured your implementation will go smoothly because we have many years
of experience in implementing networked multifunctional devices. We will work closely
with you to develop an efficient deployment schedule, which will be tailored to meet your
needs and ensures a successful implementation. Your customized Plan of Approach will
include a detailed schedule listing tasks, milestones, and resources needed to complete
your projer.t
Customized Plan of Approach -We will
work with you to develop a project plan,
which will ensure a smooth
implementation.
To get your end users up and running as quickly as possible, we provide on-site Quick
Start training to all personnel free of charge upon installation of the equipment. This
personalized instruction will help your users learn how to use key features to maximize
their productivity. During the training, we will cover equipment features, user-performed
preventive maintenance, programming, functional operations, replacement of toner
cartridges and paper, and address any questions you may have about our products and
services. Your account executive will coordinate the scheduling of your initial and
ongoing training sessions with your staff. .
Next Steps
We understand that you may want a formal presentation or a demonstration of our MFPs
during the bid process. Our MFPs are readily available to you for your review. Please
contact me, and I will be happy to schedule a meeting.
After the bid process, we look forward to an opportunity to conduct an assessment of
every location. We have performed these assessments for other Cities and government
agencies and have been very successful in helping them reduce their overall printing
costs.
Oce Document Printing Systems
Productivity
Products that Increase Productivity and Uptime
The product functions and transparent integration of hardware, software, and services,
allow you to enjoy true productivity at every level to help you create professional work in
far less time. This gives you the opportunity to focus on ideas and innovations that will
advance your business-now and in the future.
Products that are Easy to Leam because they are Easy to Use
Every company needs to make its environment as user friendly as possible. Our MFPs
include an intuitive interface and key features that make it easy for your employees to
learn both basic and advanced device capabilities. They also provide a range of options
that help users who have varying sight, hearing, and mobility capabilities to better access
and get the most out of your device.
You can easily access device functionality using the large, colorful touch-screen user
interface, which is simple to navigate and can be customized for the needs of any end
user. Basic functions are easy to find and operate. Advanced tasks are also easy to
understand and use.
Touch Screen Panel-Our
MFPs are easy to use thanks
to the large touch-screen
panel, which is customizable.
You can also print files from a
USB memory stick.
You can customize buttons to perform complicated or repeated tasks. By streamlining
steps, you can quickly move information and generate output, which speeds your
workflow.
In addition, you can plug in a USB memory stick, which allows you to immediately access
and print files from the device.
Oce Document Printing Systems
Increase Reliability and Uptime with these Features that
Avoid Delays
We incorporate reliability into every MFP. Status notifications keep you ahead of the
game, and toner can even be replaced on-the-fly. If the correct paper size or stock for a
job is unavailable, the system will begin the next job without delay. In addition, with
access to the latest technology and simple, clear upgrades, you can power through your
jobs, giving you more time to devote to other business areas.
Increased Uptime -Our products
allow you to replace toner without
stopping printing, and if the correct
paper is not available, the system
will begin the next job.
Automatic Meter Reads -
Eliminate the burden of meter
reads and increase the accuracy
of your billing. Meter reads are
automatically sent to Oce's
Centralized Server.
Ease the Burden of Meter Reads with Automated Meter Reads
To ease the burden of meter reads and increase billing accuracy, imageWARE Remote
is our award-winning device monitoring software tool that automatically sends meter
reads to us on a monthly basis. This eliminates the One·way Outbound Communication
administrative burden of having your end users and
managers collect meter reads each month. It also
ensures that your meter submissions are accurate, . Meter Data
which will improve the accuracy of your billing and
reduce your costs. Our tool won the Buyer's Lab
2010 Pick of the Year Award, which makes it one
of the best in the industry. The software is
embedded in your device and is free of charge.
• Toner bottle CQUectlofl and
rocycUng
• Reuse of eX\arlot plestlc
eastlngs from end-of·!ile
proilucts'
Oce Document Printing Systems
Save the Environment by Reducing your
Environmental Footprint
Canon has taken steps to reduce carbon emissions, maximize energy efficiency,
conserve resources, and eliminate hazardous sUbstances throughout the product
lifecycle. They take a Life Cycle Assessment (LCA) approach has lowered C02
emissions by more than 30% over previous models by focusing on every stage of the
product life cycle, including manufacturing, energy use, and logistics. This system seeks
to maximize resource efficiency and minimize environmental impacts .
• Smaller and lighter doslgn to
1!lCf(llisO tf~nsporultlon efficiency
'Implomenlatkltl of bloptast/e teeh·
nology
• A1tllrnatlva materials devllloped
to enSllre full complJanca with the
FloHS Directive raqulfllments
• Paparsavlng and energy $l)V-
ing featurasend toner saving
features
• Integration with software ttlat
Improves afflclency
Life Cycle
Assessment -Canon
has lowered C02
emissions by more
than 30% over
previous models by
focusing on every
stage of the product
life cycle.
Reduce Costs with Energy Efficient Products
From the inside out, our products are designed for high energy efficiency and stellar
performance. The combination of the fusing technologies and new pQ toner helps to
reduce overall energy consumption by minimizing heat and power requirements.
With our latest generation devices, we have succeeded in reducing power consumption
in Sleep Mode to as low as 1W or less. Considering that office equipment remains in
idle or standby mode, this could result in substantial savings over the course of the
product's life. In addition, all models meet ENERGY STAR® standards.
AI\Tl1.EN.i" .<!IF MANAGEMENT
r.VliCes
CERTIFICATION OF CONTRACT
Dlvi~ion (if S~ate, Purchasing
4050 Esplahade Way, Suite 360
Tallahass~e,Flqri"a 32~99,0950
Tel: 850.48$,8440
Fax:850A 1.4:6 1 22
WVl'Ai.dms·MyF klricja.,om
Secretary.Unda.H, S"uth
TITLE: Multifunction Products, Printers, Facsimile Equipment, Scanners, Related
Software, Supplies, and Services
CONTRACT NO.: 600-000-11-1
RFP NO.: 20-600-000-Q
EFFECTIVE: August 4,2010 through August 3, 2014
SUPERSEDES: 600-340-06-1
CONTRACTORS:
Canon U.S.A., Inc. (A)
Konica Minolta Business Solutions USA, Inc. (A)
Kyocera Mita America (A)
Lexmark International, Inc. (A)
Oce Imagistics Inc. d/b/a Oce North America Document Printing Systems (A)
Panasonic System Networks Company (A)
PC Mall Gov, Inc. (A)
Qualpath, Inc. (A)
Sharp Electronics Corporation (Q)
Toshiba America Business Solutions, Inc. (A)
United Solutions Company (A)
Xerox Corporation (A)
ANY QUESTIONS, SUGGESTIONS, OR CONTRACT SUPPLIER ISSUES
WHICH MAY ARISE SHALL BE BROUGHT TO THE ATTENTION OF
Michelle MacVicar AT (850) 414-6131, E-MAIL:
Michelle.Mac Vicar@dms.myflorida.com
A. AUTHORITY -Upon affirmative action taken by the State of Florida Department of
Management Services, a contract has been executed between the State of Florida and the
designated contractors.
B. EFFECT -This contract was entered into to provide economies in the purchase of
Multifunction Copiers, Multifunction Printers, Printers, Facsimile Equipment, Scanners,
Related Software, Supplies, and Services by all State of Florida agencies and institutions.
We serve those who serve Florida.
CONTRACT CERTIFICATION
Multifunciion Products, Printers, Facsimile Equipment, SCaI]I1ers, Related Software, Supplies,
and Services . . .
Page 2 of2
with the suppliers ·specified.
C. ORDERING INSTRUCTIONS -All purchase orders shall be issued in accordance with
the attached ordering instructions. Purchaser shall order at·the prices indicated, exclusive
of all Federal, State and local taxes. All contract purchase orders shaH .show the State
Purchasing contract number, product number, quantity, description of item, with unit
prices extended and purchase order totaled. (This requirement may be waived when .
purchase is made by a blanket purchase order.)
D. CONTRACTOR PERFORMANCE -Agencies shall report any vendor failure to perform
according to the requirements of this contract on Complaint to Vendor, form PUR 7017.
Should the vendor fail to correct the problem within a prescribed period of time, then
form PUR 7029, Request for Assistance, is to be filed with this office.
E. SPECIAL AND GENERAL CONDITIONS -Special and general conditions are
enclosed for your information. Any restrictions accepted from the supplier are noted 'on
the ordering instructions.
(date)
CONTRACT BETWEEN
FLORIDA DEPARTMENT OF MANAGEMENT SERVICES
AND
Awarded Vendor
This Contract is by and between the State of Florida, Department of Management Services (Department),
an agency of the State of Florida with offices at 4050 Esplanade Way, Tallahassee, Florida 32399-0950,
and Awarded Vendor (Contractor).
Whereas, the Contractor replied to the Department's Request for Proposal (RFP) No.: RFP 20-600-000-
Q -Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and
Services;
Accordingly, and in consideration of the mutual promises contained in the Contract documents, the
Department and the Contractor do hereby enter into this Contract.
1.0 NAME OF PROJECT
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies,
and Services
2.0 SUMMARY OF THE CONTRACTUAL SERVICES (SCOPE OF WORK)
Establish a forty-eight (48) month State Term Contract (STC) for Multifunction Products,
Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services. For
additional information regarding scope of work, see Section 1.1 of the RFP
3.0 DELIVERABLES
Includes delivery of equipment as awarded by vendor, and related maintenance, software and
supplies for the awarded equipment.
4.0 SUMMARY OF PENALTY FOR FAILURE OF CONTRACTOR TO MEET
DELIVERALBES
Penalties are as outlined in Sections 4 and 5 of the RFP and the Service Level Agreement.
5.0 EFFECTIVE DATE
This Contract shall begin on August I, 20 I 0 or on the last date in which it is signed by all parties,
whichever is later.
6.0 EXPIRATION DATE
This Contract shall expire forty-eight (48) months from the effective date of the Contract, unless
cancelled earlier, in accordance with its terms.
7.0 RENEWAL
Upon mutual written agreement, the Department and the Contractor may renew the
Contract for up to forty-eight (48) months pursuant to the provision of PUR 1000 Section 26.
8.0 INTELLECTUAL PROPERTY
The parties do not anticipate that any intellectual property will be created as a result of this
contract. However, in such case as it is created, any intellectual property is subject to following
provisions:
Multifunction Products, Printers, Facsimile EqUipment, Scanners, Related Software, Supplies, and Services
State Term Contract 600-000-11-1 3
A. Anything by whatsoever designation it may be known, that is produced by, or developed in
connection with, this Contract shall become the exclusive property of the State of Florida and
may be copyrighted, patented, or otherwise restricted as provided by Florida or federal law.
Neither the Contractor nor any individual employed under this Contract shall have any
proprietary interest in the product.
B. With respect to each Deliverable that constitutes a work of authorship within the subject matter
and scope of U.S. Copyright Law, 17 U.S.C. Sections 102-105, such work shall be a "work
for hire" as defined in 17 U.S.c. Section 101 and all copyrights subsisting in such work for
hire shall be owned exclusively by the Department pursuant to s. 1006.39, F.S., on behalf of
the State of Florida.
C. In the event it is determined as a matter of law that any such work is not a "work for hire",
Contractor shall immediately assign to the Department all copyrights subsisting therein for
the consideration set forth in the Contract and with no additional compensation.
D. The foregoing shall not apply to any preexisting software, or other work of authorship used by
Contractor, to create a Deliverable but which exists as a work independently of the
Deliverable, unless the preexisting software or work was developed by Contractor pursuant to
a previous Contract with the Department or a purchase by the Department under a State Term
Contract.
E. The Department shall have full and complete ownership of all software developed pursuant to
the Contract including without limitation:
1. The written source code;
2. The source code files;
3. The executable code;
4. The executable code files;
5. The data dictionary;
6. The data flow diagram;
7. The work flow diagram;
8. The entity relationship diagram; and
9. All other documentation needed to enable the Department to support, recreate, revise,
repair, or otherwise make use of the software.
9.0 PREFERRED PRICE
The Contractor agrees to submit to Customer at least annually an affidavit from an authorized
representative attesting that the Contractor is in compliance with the preferred pricing provision
in Section 4(b) ofform PUR 1000.
10.0 CONTRACT DOCUMENTS
This Contract, together with the following attached documents, set forth the entire understanding
of the parties with respect to the subject matter. In case of conflict, the terms of this Contract
shall control. If a conflict exists among any of the attached documents, the documents shall have
priority in the order listed:
A. ATTACHMENT I:
The signed Service Level Agreement.
B. ATTACHMENT II (the solicitation docnment -amendments thereto take
precedence):
RFP No.: 20-600-000-Q, as amended.
C. ATTACHMENT III:
Contractor's Response to the RFP
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
State Term Contract 600~OOO~ 11-1 4
11.0 CONTRACT MANAGEMENT
A. Contract Manager
The Department employee who is primarily responsible for overseeing the Contractor's
performance of its duties and obligations pursuant to the terms of this Contract. The
Contract Manager shall be as follows:
Michelle Mac Vicar
Division of State Purchasing
Department of Management Services
4050 Esplanade Way, Ste 360
Tallahassee, FL 32399-0950
Telephone: (850) 414-6131
Fax: (850) 414-8331
E-mail: Michelle.MacVicar@dms.myflorida.com
The Department may appoint a different Contract Manager, which shall not constitute an
amendment to the Contract, by sending written notice to Contractor. Any communication
to the Department relating to the Contract shall be addressed to the Contract Manager.
B. Contractor's Representative
State of Florida Approved as to form and legality
Department of Management Services by the Department General Counsel's Office
By: Liuda H. South
Date Date
Contractor:
Signature
Print Name
Date
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
State Term Contract 600 N OOON 11 N 1 5
VENDOR AFFIDAVIT
Regarding the Contract Between
Awarded Vendor (the "Contractor")
and
The Florida Department of Management Services
Contract No.: 600-000-11-1 (the "Contract")
Pursuant to section 9.0 of the Contract, the undersigned Contractor hereby attests that the
Contractor is in compliance with the preferred-pricing clause contained in the Contract.
PRINT CONTRACTOR NAME: _______________ _
By: ________________ ___ Date: ____ __
Signature of Authorized Representative
Print Representative's Name/Title: ___________________ _
STATE OF
COUNTY O---F----
Sworn to (or affirmed) and subscribed before me this __ day of ____ , by
Signature of Notary
(Print. Tvpe. or Stamp Commissioned Name of Notary Public)
[Check One 1 __ Personally Known OR __ Produced the following I.D. _______ _
Vendor Name:_=-= ___ -;---:-: __ --:-:= _____ .FEIN: __________ _
Vendor's Authorized Representative Name and Title _____________ _
Address,_-:::-_____________________________ _
City, State, Zip. _____________________________ _
Phone Number Email Address------------------------------
6
Contract Manager:
Michelle MacVicar, Purchasing Specialist
4050 Esplanade Way, Ste 360
Tallahassee, FL 32399-0950
Telephone: (850) 414-6131
Fax: (850) 414-8331
E-mail: Michelle.MacVicar@dms.myflorida.com
7
NOTICE:
The following "Complete Contract Document" has been modified to reflect all pertinent addenda
issued during the solicitation.
8
MULTIFUNCTION PRODUCTS, PRINTERS, FACSIMILE EQUIPMENT,
SCANNERS, RELATED SOFTWARE, SUPPLIES, AND SERVICES
RFP 20-600-000-Q
RFP ISSUE DATE: APRIL 8, 2010
RESPONSES DUE: APRIL 30, 2010 @ 2:00p.M. EDT
REFER ALL INQUIRIES TO:
MICHELLE MACVICAR,
PURCHASING SPECIALIST, FCCM, FCCN
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES,
DIVISION OF STATE PURCHASING
4050 ESPLANADE WAY, SUITE360
TALLAHASSEE, FL 32399
EMAIL: MICHELLE.MACVICAR@DMS.MYFLORlDA.COM
RFP 20-600-000-0
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services 9
TABLE OF CONTENTS
SECTION 1: INTRODUCTION
1.1 INTRODUCTION AND OVERVIEW
1.2 WHO MAY RESPOND
1.3 EVENT TlMELINE
1.4 LOBBYING DURING THE PROCUREMENT PROCESS
SECTION 2: GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)
2.1 DEFINITIONS
2.2 GENERAL INSTRUCTIONS
2.3 ELECTRONIC SUBMISSION OF RESPONSES
2.4 TERMS AND CONDITIONS
2.5 QUESTIONS
2.6 CONFLICT OF INTEREST
2.7 CONVICTED VENDORS
2.8 DISCRIMINATORY VENDORS
2.9 RESPONDENT'S REPRESENTATION AND AUTHORIZATION
2.1 0 MANUFACTURER'S NAME AND ApPROVED EQUIVALENTS
2.11 PERFORMANCE QUALIFICATIONS
2.12 PUBLIC OPENING
2.13 ELECTRONIC POSTING OF NOTICE OF INTENDED A WARD
2.14 FIRM RESPONSE
2.15 CLARIFICATIONS/REVISIONS
2.16 MINOR IRREGULARITIES/RIGHT TO REJECT
2.17 CONTRACT FORMATION
2.18 CONTRACT OVERLAP
2.19 PUBLIC RECORDS
2.20 PROTESTS
2.21 LIMITATION ON VENDOR CONTACT WITH AGENCY DURING SOLICITATION PERIOD
SECTION 3: SPECIAL INSTRUCTIONS TO RESPONDENTS
3.1. CONTACT PERSON
3.2. DEFINITIONS
3.3. ORDER OF PRECEDENCE
3.4. RESPONSE SUBMITTAL
3.5. SOURCING TOOL TRAINING
3.6. SOURCING TOOL Tips
3.7. ADDENDA TOTHERFP
3.8. INITIAL DETERMINATION OF RESPONSIVENESS
3.9. FIRM RESPONSE
3.10. ELECTRONIC POSTING OF AWARD
3.11. RESPONSES
3.12. EVALUATION
3.13. FINANCIAL STATUS
RFP 20-600-000-0 10
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
3.14. SERVICE LEVEL AGREEMENT
3.15. RANKING AND SELECTION PROCESS
3.16. QUALITY
3.17. TECHNICAL DOCUMENTATION
3.18. DOCUMENTATION BECOMES THE PROPERTY OF THE STATE
3.19. CONTACT INFORMATION AND ORDERlNG INSTRUCTIONS
3.20. SALES, SERVICE, PARTS AND REPAIR FACILITIES
3.21. SPECIAL ACCOM!V!ODA TION
3.22. STATE OBJECTIVES
SECTION 4: GENERAL CONTRACT CONDITIONS (PUR 1000)
4.1. DEFINITIONS.
4.2. PURCHASE ORDERS.
4.3. PRODUCT VERSION.
4.4. PRICE CHANGES APPLICABLE ONLY TO TERM CONTRACTS.
4.5. ADDITIONAL QUANTITIES.
4.6. PACKAGING.
4.7. INSPECTION AT CONTRACTOR'S SITE.
4.8. SAFETY STANDARDS.
4.9. AMERICANS WITH DISABILITIES ACT.
4.10. LITERATURE.
4.11. TRANSPORTATION AND DELIVERY.
4.12. INSTALLATION.
4.13. RJSKOFLOSS.
4.14. TRANSACTION FEE.
4.15. INVOICING AND PAYMENT.
4.16. TAXES.
4.17. GOVERNMENTAL RESTRICTIONS.
4.18. LOBBYING AND INTEGRITY.
4.19. INDEMNIFICATION.
4.20. LIMITATION OF LIABILITY.
4.21. SUSPENSION OF WORK.
4.22. TERMINATION FOR CONVENIENCE.
4.23. TERMINATION FOR CAUSE.
4.24. FORCE MAJEURE, NOTICE OF DELAY, AND NO DAMAGES FOR DELAY.
4.25. CHANGES.
4.26. RENEWAL.
4.27. PURCHASE ORDER DURATION.
4.28. ADVERTISING.
4.29. ASSIGNMENT.
4.30. ANTITRUST ASSIGNMENT
4.31. DISPUTE RESOLUTION.
4.32. EMPLOYEES, SUBCONTRACTORS, AND AGENTS.
4.33. SECURlTY AND CONFIDENTIALITY.
4.34. CONTRACTOR EMPLOYEES, SUBCONTRACTORS, AND OTHER AGENTS.
4.35. INSURANCE REQUIREMENTS.
RFP 20-600-000-Q
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services 11
4.36. WARRANTY OF AUTHORITY.
4.37. WARRANTY OF ABILITY TO PERFORM.
4.38. NOTICES.
4.39. LEASES AND INSTALLMENT PURCHASES.
4.40. PRISON REHABILITATIVE INDUSTRIES AND DIVERSIFIED ENTERPRISES, INC. (PRIDE).
4.41. PRODUCTS AVAILABLE FROM THE BLIND OR OTHER HANDICAPPED.
4.42. MODIFICATION OF TERMS.
4.43. COOPERATIVE PURCHASING.
4.44. WAIVER.
4.45. ANNUAL APPROPRIATIONS.
4.46. EXECUTION IN COUNTERPARTS.
4.47. SEVERABILITY.
SECTION 5: SPECIAL CONTRACT CONDITIONS
5.1. DEFINITIONS
5.2. NOTICE TO CONTRACTOR
5.3. CONTRACT MANAGEMENT
5.4. CONTRACT REPORTING REQUIREMENTS
5.5. METHOD OF P A YMENTIPURCHASING CARD PROGRAM (P-CARD)
5.6. PRODUCT AVAILABILITY AND RESTRICTIONS
5.7. DELIVERY AND INSTALLATION REQUIREMENTS
5.8. INSTRUCTIONS AND MAINTENANCE MANUAL
5.9. WARRANTY
5.10. EQUIPMENT RELIABILITY I NON-PERFORMANCE
5.11. FACTORY SERVICE REQUIREMENTS
5.12. SECUIUTY ANDCONFlDENTlALITY
5.13. PURCHASE AND LEASE PROVISIONS
5.14. STANDARD SUPPORT LEVELS
5.15. OPTIONAL SUPPORT LEVELS
5.16. SERVICE AND RESPONSE
5.17. MAINTENANCE PLANS
5.18. RELOCATION AND MOVING OF LEASED EQUIPMENT
5.19. CONTRACTOR'S STATE CONTRACT WEBPAGE
5.20. CONTRACT REVISIONS
5.21. ELECTRONIC INVOICING I BILLING
5.22. PAYMENTS
5.23. TAXES AND OTHER FEES
5.24. REQUESTS FOR QUOTES
5.25. LEASED EQUIPMENT RISK OF LOSSiEQUIPMENT INSURANCE
5.26. PRICE DISCOUNT LEVELS
5.27. BENCHMARK REpORT I COMPETITIVE PRICE ASSURANCE
5.28. ADDITIONAL HARDWARE AND SERVICES
5.29. INSTALLATION AND ENVIRONMENTAL REQUIREMENTS
5.30. INSURANCE REQUIREMENTS
5.31. RETURN OF PRODUCT
5.32. SURVIVABILITY
RFP 20·600·000·Q 12
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
5.33. END OF LIFE
5.34. ELECTRICAL CONNECTIONS, SURGE PROTECTORS AND TELEPHONE LINES
5.35. SPECIAL DISCOUNTS/PROMOTIONS
5.36. QUANTITY DISCOUNT
5.37. TRADE-INS
5.38. ENVIRONMENTAL PERFORMANCE COMMITMENTS AND PAST RECORD
5.39. STATE FUNDS
SECTION 6: TECHNICAL SPECIFICATIONS
6.1. DEFINITIONS
6.2. PRODUCTS
6.3. ACCEPTABLE EQUIPMENT
6.4. EMISSIONS STANDARDS
6.5. ASSOCIATED PRODUCTS AND SERVICES SUBMITTAL
6.6. SPECIFICATIONS
SECTION 7: ATTACHMENTS
DOCUMENTS PREVIOUSLY LISTED IN SECTION 7 WERE FOR VENDOR RFP
RESPONSE USE.
THIS SPACE INTENTIONALLY LEFT BLANK
IIlII
RFP 20·600·000·Q
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services 13
SECTION!
INTRODUCTION
1.1. Introdnction and Overview
The State of Florida Department of Management Services (the "Department" or "DMS"),
Division of State Purchasing invites interested companies to submit proposals in accordance with
this solicitation document. The purpose of this Request for Proposal (RFP) is to establish a forty-
eight (48) month State Term Contract (STC) for Multifunction Products, Printers, Facsimile
Equipment, Scanners, Related Software, Supplies, and Services with the potential for renewal in
accordance with Section 287.057(14). Florida Statutes ( F.S.). The contract resulting from this
Request for Proposal (RFP) is anticipated to begin on or about May 22, 2010.
The contract resulting from this solicitation will provide efficiency and economy for State
Agencies and other eligible users (OEUs, as defined in Rule 60A-1.005. Florida Administrative
Code (F.A.c.) (Eligible Users)) in the acquisition of the products and services described herein
as well as replace STC # 600-340-06-1 (Copying and Facsimile Equipment).
Florida Information Technology Resource Security Policies and Standards, as defined in Rule
60DD-2, F.A.C. and proposed Rule 71A-I, shall apply to this solicitation where necessary.
Qualified respondents offering highly competitive pricing within each segment/subcategory to
the State will be considered for award. This shall be done in accordance with terms and
conditions outlined in this solicitation and its required documents. The awarded vendor(s) and
their authorized dealers shall work in partnership with the State to provide quality equipment,
supplies, software, services, and solutions at the lowest price available. This shall be done in a
timely and efficient manner in accordance with the terms and conditions outlined in the
solicitation.
The State reserves the right to limit the scope of award or make no award if deemed by the
Department to be in the best interest of the State.
The awarded vendor(s) will receive Direct Orders (DO), Purchase Orders (PO) and/or credit card
(P-card) orders directly from the Customer for leases and purchases. Delivery and service
locations will be statewide.
This solicitation will create a single State Term Contract for the:
• purchase of:
o Multifunction Products (MFPs),
o Printers
o Facsimile machines
o Sheet Fed Scanners
• lease of:
o Multifunction Products (MFPs),
RFP 20·600·000·Q
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services 14
o Printers,
• supplies and maintenance for the aforementioned items
• related software
• associated value-added services/solutions
Respondents may submit responses for one or more segments within the following categories:
• Category I: Copier-based MFPs (as referenced by the Buyer's Laboratory Advisor Buying
Guide) (Monochrome, Hybrid; must include llxl7)
o Segment 2: 21-30 cpm
o Segment 3: 31-40 cpm
o Segment 4: 4 I -69 cpm
o Segment 5: 70-90 cpm
o Segment 6: 91 cpm and higher
(Segments in Category I are as listed within the Buyers Laboratory Inc. (BLI) Copier Fact Sheet
Glossary)
• Category 2: Printer-based MFPs (as referenced by the Buyer's Laboratory Advisor Buying
Guide) (Monochrome, Hybrid; desired to include 11x17)
o Small Workgroup
o Medium Workgroup
o Large Workgroup
o Departmental
• Category 3: Printers (Monochrome, Color, Hybrid; desired to include 11x17)
o Small Workgroup
o Medium Workgroup
o Large Workgroup
• Category 4: Workgroup and Network Sheet Fed Scanners (Monochrome, Color)
o Desktop Workgroup: 16-30 ppm
o Departmental: 31-50 ppm
o Low-volume Production: 51-75 ppm
o Mid-volume Production: 65-100 ppm
o High-volume Production: 100 ppm and higher
(Segments in Category 4 are as listed within the BLI Buying Guide for Document Scanners)
• Category 5: Plain Paper Facsimile Machines
o Low-volume
o Mid-volume
o High-volume
Methods used for print imaging include toner and non-toner based products.
1.2. Who May Respond
The Department will accept responses from responsible and responsive vendors that are in good
standing with the State of Florida, meet the product specifications, and possess the financial
capability, experience, and personnel resources to provide equipment and services of the scope
and breadth described within this RFP.
Minimum qualifications for response eligibility are:
RFP 20-600-000-0 15
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
(a). Respondent must be registered and listed as active with the State of Florida's Department of
State. Division of Corporations. If respondent is doing business using a fictitious name
(d.b.a.), Respondent's fictitious name must also be registered with the Division of
Corporations.
(b). Respondent must be fully registered and active within the State of Florida's
MyFloridaMarketPlace Vendor Information Portal. To be considered fully active, all sections
within the registration must be completed and the terms of use accepted.
• Must current with fees due to the State of Florida via MyFloridaMarketPlace.
(c). The Respondent must not be listed on the State of Florida's Department of Management
Services, Division of State Purchasing Convicted, Suspended, or Discriminatory Vendor lists
at the time of bid closing.
(d).It is the Respondent's responsibility to ensure all resolved Complaints to Vendor are no
longer listed on the Vendor Complaint List at the time of bid closing. Unresolved Complaints
to Vendor may result in the Respondent being ineligible for award.
(e). The Respondent must be a Private Label Distributor or a single authorized agent responding
on behalf of a Private Label Distributor.
• Agent authorization must be documented in the form of a letter from the private label
distributor, on company letterhead, signed by a duly authorized executive and dated no
more than 30 days before the RFP response date. The letter must be submitted with the
RFP response via the MyFloridaMarketPlace e-sourcing tool.
(e). The Respondent must be fully capable of Electronic Invoicing (for purchases) through
MyFloridaMarketPlace. See the MyFloridaMarketPlace Electronic Invoicing Requirements
document for details.
Respondents not meeting the minimum qualifications may be deemed non-responsive and may
not be considered for further evaluation, or subsequent contract award.
1.3. Event Timeline
Respondents should review and become familiar with the Event Timeline. The dates and times of
each activity within the Timeline may be subject to change. It is the responsibility of the
Respondent to check for any changes. All changes to the Timeline will be made through an
addendum to this solicitation and posted within the Vendor Bid System (VBS) and
MyFloridaMarketPlace sourcing tool.
1.3.1. Pre-bid Conference
A non-mandatory pre-bid conference will be held on the date and time listed in the
timeline below. Any questions related to specifications or requirements of the solicitation
shall be addressed through the question and answer process within the
MyFloridaMarketPlace Sourcing Tool (per Section 2.5).
RFP 20-600·000·0 16
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
Solicitation posted in System
MyFioridaMarketPlace Sourcing Tool. Solicitation will
be in "preview" status at this time. Documents can be
viewed, downloaded, and questions posted. Responses
cannot be submitted the
Vendor Pre-bid Conference -Non mandatory
4050 Esplanade Way, Suite 101
FL 32399
MyFloridaMarketPlace (MFMP) Sourcing Tool Training
-see Section 3.5 for
Deadline to submit questions via the
Tool
Answers to submitted questions posted in Vendor Bid
System (VBS) and MyFioridaMarketPlace Sourcing
Tool.
Deadline to submit RFP response via the MFMP
Sourcing Tool. Responses are due no later than 2:00
ET.
8-April-2010
5:00 p.m. E.T.
14-April-20 1 0
1 :30 p.m.-3:30 p.m. E.T.
16-April-20 10
1:00 :00 E.T.
1 9-April-201 0
27-April-2010
7-May-2010
24-May-2010
The MyFloridaMarketPlace (MFMP) Sourcing Tool's time remaining clock is intended only to
approximate the solicitation closing and may require periodic adjustments.
IT IS STRONGLY RECOMMENDED THAT RESPONDENTS SUBMIT BIDS AS
EARLY AS POSSIBLE. TIME SHOULD BE ALLOWED TO RECEIVE ANY
REQUESTED ASSISTANCE AND VERIFICATION OF YOUR SUBMITTAL.
WAITING UNTIL THE LAST HOURS OF THE SOLICITATION COULD
IMPACT THE BID SUBMITTAL.
1.4. Lobbying During the Procurement Process
The Service Provider or Respondent shall not lobby the legislative, judicial or executive
branches or any State Agency on any aspect of this Solicitation during the procurement process
(i.e. from time contract is advertised to execution of a contract) associated with the Contract.
Violation of this restriction can be cause for disqualification from the procurement process.
THIS SPACE INTENTIONALLY LEFT BLANK
RFP 20-600-000-0 17
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
SECTION 2
STATE OF FLORIDA
PUR 1001
GENERAL INSTRUCTIONS TO RESPONDENTS
CONTENTS
2.1. DEFINITIONS.
2.2. GENERAL INSTRUCTIONS.
2.3. ELECTRONIC SUBMISSION OF RESPONSES.
2.4. TERMS AND CONDITIONS.
2.5. QUESTIONS.
2.6. CONFLICT OF INTEREST.
2.7. CONVICTED VENDORS.
2.S. DISCRIMINATORY VENDORS.
2.9. RESPONDENT'S REPRESENTATION AND AUTHORIZATION.
2.10. MANUFACTURER'S NAME AND APPROVED EQUIVALENTS.
2.11. PERFORMANCE QUALIFICATIONS.
2.12. PUBLIC OPENING.
2.13. ELECTRONIC POSTING OF NOTICE OF INTENDED AWARD.
2.14. FIRM RESPONSE.
2.15. CLARIFICATIONSIREVISIONS.
2.16. MINOR IRREGULARITIESIRIGHT TO REJECT.
2.17. CONTRACT FORMATION.
2.1S. CONTRACT OVERLAP.
2.19. PUBLIC RECORDS.
2.20. PROTESTS.
2.21. LIMITATION ON VENDOR CONTACT WITH AGENCY DURING
SOLICITATION PERIOD
2.1. Definitions. The definitions found in s. 60A-1.001, F.A.C. shall apply to this agreement.
The following additional terms are also defined:
(a) "Buyer" means the entity that has released the solicitation. The "Buyer" may also be the
"Customer" as defined in the PUR 1000 if that entity meets the definition of both terms.
(b) "Procurement Officer" means the Buyer's contracting personnel, as identified in the
Introductory Materials.
(c) "Respondent" means the entity that submits materials to the Buyer in accordance with these
Instructions.
(d) "Response" means the material submitted by the respondent in answering the solicitation.
(e) "Time line" means the list of critical dates and actions included in the Introductory Materials.
2.2. General Instructions. Potential respondents to the solicitation are encouraged to
carefully review all the materials contained herein and prepare responses accordingly.
RFP 20-600-000-0 18
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
2.3. Electronic Snbmission of Responses. Respondents are required to submit responses
electronically. For this purpose, all references herein to signatures, signing requirements, or
other required acknowledgments hereby include electronic signature by means of clicking the
"Submit Response" button (or other similar symbol or process) attached to or logically
associated with the response created by the respondent within MyFloridaMarketPlace. The
respondent agrees that the action of electronically submitting its response constitutes:
• an electronic signature on the response, generally,
• an electronic signature on any form or section specifically calling for a signature, and
• an affinnative agreement to any statement contained in the solicitation that requires a
definite confirmation or acknowledgement.
2.4. Terms and Conditions. All responses are subject to the terms of the following sections
of this solicitation, which, in case of conflict, shall have the order of precedence listed:
• Technical Specifications,
• Special Conditions and Instructions,
• Instructions to Respondents (PUR 100 I),
• General Conditions (PUR 1000), and
• Introductory Materials.
The Buyer objects to and shall not consider any additional tenns or conditions submitted by a
respondent, including any appearing in documents attached as part of a respondent's response.
In submitting its response, a respondent agrees that any additional terms or conditions, whether
submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with
terms and conditions, including those specifying infonnation that must be submitted with a
response, shall be grounds for rejecting a response.
2.5. Questions. Respondents shall address all questions regarding this solicitation to the
Procurement Officer. Questions must be submitted via the Q&A Board within
MyFloridaMarketPlace and must be RECEIVED NO LATER THAN the time and date reflected
on the Timeline. Questions shall be answered in accordance with the Timeline. All questions
submitted shall be published and answered in a manner that all respondents will be able to view.
Respondents shall not contact any other employee of the Buyer or the State for infonnation with
respect to this solicitation. Each respondent is responsible for monitoring the
MyFloridaMarketPlace site for new or changing information. The Buyer shall not be bound by
any verbal information or by any written infonnation that is not contained within the solicitation
documents or fonnally noticed and issued by the Buyer's contracting personnel. Questions to the
Procurement Officer or to any Buyer personnel shall not constitute fonnal protest of the
specifications or of the solicitation, a process addressed in paragraph 19 ofthese Instructions.
2.6. Conflict of Interest. This solicitation is subject to chapter 112 of the Florida Statutes.
Respondents shall disclose with their response the name of any officer, director, employee or
other agent who is also an employee of the State. Respondents shall also disclose the name of
any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in
the respondent or its affiliates.
RFP 20-600-000-Q 19
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
2.7. Convicted Vendors. A person or affiliate placed on the convicted vendor list following a
conviction for a public entity crime is prohibited from doing any of the following for a period of
36 months from the date of being placed on the convicted vendor list:
• submitting a bid on a contract to provide any goods or services to a public entity;
• submitting a bid on a contract with a public entity for the construction or repair of a
public building or public work;
• submitting bids on leases of real property to a public entity;
• being awarded or performing work as a contractor. supplier, subcontractor, or consultant
under a contract with any public entity; and
• transacting business with any public entity in excess of the Category Two threshold
amount ($25,000) provided in section 287.017 of the Florida Statutes.
2.8. Discriminatory Vendors. An entity or affiliate placed on the discriminatory vendor list
pursuant to section 287.134 of the Florida Statutes may not:
• submit a bid on a contract to provide any goods or services to a public entity;
• submit a bid on a contract with a public entity for the construction or repair of a public
building or public work;
• submit bids on leases of real property to a public entity;
• be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under
a contract with any public entity; or
• transact business with any public entity.
2.9. Respondent's Representation and Authorization. In submitting a response, each
respondent understands, represents, and acknowledges the following (if the respondent cannot so
certify to any offollowing, the respondent shall submit with its response a written explanation of
why it cannot do so).
• The respondent is not currently under suspension or debarment by the State or any other
governmental authority.
• To the best of the knowledge of the person signing the response, the respondent, its
affiliates, subsidiaries, directors, officers, and employees are not currently under
investigation by any governmental authority and have not in the last ten (l0) years been
convicted or found liable for any act prohibited by law in any jurisdiction, involving
conspiracy or collusion with respect to bidding on any public contract.
• Respondent currently has no delinquent obligations to the State, including a claim by the
State for liquidated damages under any other contract.
• The submission is made in good faith and not pursuant to any agreement or discussion
with, or inducement from, any finn or person to submit a complementary or other
noncompetitive response.
• The prices and amounts have been arrived at independently and without consultation,
communication, or agreement with any other respondent or potential respondent; neither
the prices nor amounts, actual or approximate, have been disclosed to any respondent or
potential respondent, and they will not be disclosed before the solicitation opening.
• The respondent has fully informed the Buyer in writing of all convictions of the firm, its
affiliates (as defined in section 287.133(l)(a) of the Florida Statutes), and all directors,
officers, and employees of the firm and its affiliates for violation of state or federal
RFP 20·600-000-0 20
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
antitrust laws with respect to a public contract for violation of any state or federal law
involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect
to a public contract. This includes disclosure of the names of current employees who
were convicted of contract crimes while in the employ of another company.
• Neither the respondent nor any person associated with it in the capacity of owner, partner,
director, officer, principal, investigator, project director, manager, auditor, or position
involving the administration of federal funds:
o Has within the preceding three years been convicted of or had a civil judgment
rendered against them or is presently indicted for or otherwise criminally or
civilly charged for: commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a federal, state, or local
government transaction or public contract; violation of federal or state antitrust
statutes; or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property; or
o Has within a three-year period preceding this certification had one or more
federal, state, or local government contracts terminated for cause or default.
• The product offered by the respondent will conform to the specifications without
exception.
• The respondent has read and understands the Contract terms and conditions, and the
submission is made in conformance with those terms and conditions.
• If an award is made to the respondent, the respondent agrees that it intends to be legally
bound to the Contract that is formed with the State.
• The respondent has made a diligent inquiry of its employees and agents responsible for
preparing, approving, or submitting the response, and has been advised by each of them
that he or she has not participated in any communication, consultation, discussion,
agreement, collusion, act or other conduct inconsistent with any of the statements and
representations made in the response.
• The respondent shall indemnify, defend, and hold harmless the Buyer and its employees
against any cost, damage, or expense which may be incurred or be caused by any error in
the respondent's preparation of its bid.
• All information provided by, and representations made by, the respondent are material
and important and will be relied upon by the Buyer in awarding the Contract. Any
misstatement shall be treated as fraudulent concealment from the Buyer of the true facts
relating to submission of the bid. A misrepresentation shall be punishable under law,
including, but not limited to, Chapter 817 of the Florida Statutes.
2.10. Manufacturer's Name and Approved Equivalents. Unless otherwise specified, any
manufacturers' names, trade names, brand names, information or catalog numbers listed in a
specification are descriptive, not restrictive. With the Buyer's prior approval, the Contractor may
provide any product that meets or exceeds the applicable specifications. The Contractor shall
demonstrate comparability, including appropriate catalog materials, literature, specifications, test
data, etc. The Buyer shall determine in its sole discretion whether a product is acceptable as an
equivalent.
2.11. Performance Qualifications. The Buyer reserves the right to investigate or inspect at
any time whether the product, qualifications, or facilities offered by Respondent meet the
RFP 20-600·000-Q 21
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
Contract requirements. Respondent shall at all times during the Contract term remain responsive
and responsible. In determining Respondent's responsibility as a vendor, the agency shall
consider all information or evidence which is gathered or comes to the attention of the agency
which demonstrates the Respondent's capability to fully satisfy the requirements of the
solicitation and the contract.
Respondent must be prepared, if requested by the Buyer, to present evidence of experience,
ability, and financial standing, as well as a statement as to plant, machinery, and capacity of the
respondent for the production, distribution, and servicing of the product bid. If the Buyer
determines that the conditions of the solicitation documents are not complied with, or that the
product proposed to be furnished does not meet the specified requirements, or that the
qualifications, financial standing, or facilities are not satisfactory, or that performance is
untimely, the Buyer may reject the response or terminate the Contract. Respondent may be
disqualified from receiving awards if respondent, or anyone in respondent's employment, has
previously failed to perform satisfactorily in connection with public bidding or contracts. This
paragraph shall not mean or imply that it is obligatory upon the Buyer to make an investigation
either before or after award ofthe Contract, but should the Buyer elect to do so, respondent is not
relieved from fulfilling all Contract requirements.
2.12. Public Opening. Responses shall be opened on the date and at the location indicated on
the Timeline. Respondents may, but are not required to, attend. The Buyer may choose not to
announce prices or release other materials pursuant to s. I 19.071(l)(b), Florida Statutes. Any
person requiring a special accommodation because of a disability should contact the Procurement
Officer at least five (5) workdays prior to the solicitation opening. If you are hearing or speech
impaired, please contact the Buyer by using the Florida Relay Service at (800) 955-8771 (TDD).
2.13. Electronic Posting of Notice oflntended Award. Based on the evaluation, on the date
indicated on the Timeline the Buyer shall electronically post a notice of intended award at
http://fcn.state.fl.us/owa vbs/owa/vbs www.mainmenu.Ifthenoticeofawardisdelayed.in
lieu of posting the notice of intended award the Buyer shall post a notice of the delay and a
revised date for posting the notice of intended award. Any person who is adversely affected by
the decision shall file with the Buyer a notice of protest within 72 hours after the electronic
posting. The Buyer shall not provide tabulations or notices of award by telephone.
2.14. Firm Response. The Buyer may make an award within sixty (60) days after the date of
the opening, during which period responses shall remain firm and shall not be withdrawn. If
award is not made within sixty (60) days, the response shall remain firm until either the Buyer
awards the Contract or the Buyer receives from the respondent written notice that the response is
withdrawn. Any response that expresses a shorter duration may, in the Buyer's sole discretion, be
accepted or rejected.
2.15. ClarificationslRevisions. Before award, the Buyer reserves the right to seek
clarifications or request any information deemed necessary for proper evaluation of submissions
from all respondents deemed eligible for Contract award. Failure to provide requested
information may result in rejection ofthe response.
RFP 20-600-000-0 22
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
2.16. Minor IrregnlaritiesfRight to Reject. The Buyer reserves the right to accept or reject
any and all bids, or separable portions thereof, and to waive any minor irregularity, technicality,
or omission if the Buyer determines that doing so will serve the State's best interests. The Buyer
may reject any response not submitted in the manner specified by the solicitation documents.
2.17. Contract Formation. The Buyer shall issue a notice of award, if any, to successful
respondent(s), however, no contract shall be formed between respondent and the Buyer until the
Buyer signs the Contract. The Buyer shall not be liable for any costs incurred by a respondent in
preparing or producing its response or for any work performed before the Contract is effective.
2.18. Contract Overlap. Respondents shall identify any products covered by this solicitation
that they are currently authorized to furnish under any state term contract. By entering into the
Contract, a Contractor authorizes the Buyer to eliminate duplication between agreements in the
manner the Buyer deems to be in its best interest.
2.19. Public Records. Article I, section 24, Florida Constitution, guarantees every person
access to all public records, and Section 119.0 II, Florida Statutes, provides a broad definition of
public record. As such, all responses to a competitive solicitation are public records unless
exempt by law. Any respondent claiming that its response contains information that is exempt
from the public records law shall clearly segregate and mark that information and provide the
specific statutory citation for such exemption.
2.20. Protests. Any protest concerning this solicitation shall be made in accordance with
sections 120.57(3) and 287.042(2) of the Florida Statutes and chapter 28-110 of the Florida
Administrative Code. Questions to the Procurement Officer shall not constitute formal notice of
a protest. It is the Buyer's intent to ensure that specifications are written to obtain the best value
for the State and that specifications are written to ensure competitiveness, fairness, necessity and
reasonableness in the solicitation process.
Section 120.57(3)(b), F.S. and Section 28-110.003, Fla. Admin. Code require that a notice of
protest of the solicitation documents shall be made within seventy-two hours after the posting of
the solicitation.
Section 120.57(3)(a), F.S. requires the following statement to be included in the solicitation:
"Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, shall
constitute a waiver of proceedings under Chapter 120, Florida Statutes."
Section 28-11 0.005, Fla. Admin. Code requires the following statement to be included in the
solicitation: "Failure to file a protest within the time prescribed in Section 120.57(3), Florida
Statutes, or failure to post the bond or other security required by law within the time allowed for
filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes."
2.21. Limitation on Vendor Contact with Agency During Solicitation Period. Respondents
to this solicitation or persons acting on their behalf may not contact, between the release of the
solicitation and the end of the 72-hour period following the agency posting the notice of intended
award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the
RFP 20-600-000-0 23
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
executive or legislative branch concerning any aspect of this solicitation, except in writing to the
procurement officer or as provided in the solicitation documents. Violation of this provision may
be grounds for rejecting a response.
THIS SPACE INTENTIONALLY LEFT BLANK
RFP 20-600-000-0
Multifunction Products, Printers, Facsimile Equipment, Scanners, Re!ated Software, Supplies, and Services 24
SECTION 3
SPECIAL INSTRUCTIONS TO RESPONDENTS
NOTE: SECTIONS 2 AND 3 ARE SPECIFIC TO THE SOLICITATION RESPONSE REQUIREMENTS.
SECTION 3 (SPECIAL INSTRUCTIONS TO RESPONDENTS) SUPPLEMENTS GENERAL
INSTRUCTIONS TO RESPONDENTS (PUR 1001) CONTAINED IN SECTION 2. IN CASES OF
CONFLICT BETWEEN SECTION 2 AND SECTION 3, SECTION 3 WILL SUPERSEDE.
3.1. Contact Person
The Procurement Official at the State of Florida, Department of Management Services, Division
of State Purchasing is listed below. All inquiries and questions must be directed to this person,
unless otherwise identified in this RFP or changed by addendum to this RFP.
Direct oral communication with Department officers and employees, other than the designated
contact below, concerning this RFP is prohibited. Respondents should only rely on written
statements issued by the listed procurement official. All questions regarding this RFP MUST be
submitted via the MyFloridaMarketPlace Sourcing Tool during the question and answer (Q&A)
period as shown in the event time line (Section \.3)
The contact for this solicitation is:
Michelle MacVicar, Purchasing Specialist, FCCM, FCCN
Department of Management Services, Division of State Purchasing
4050 Esplanade Way, Suite 360
Tallahassee, FL 32399-0950
E-mail: Michelle.MacVicar@dms.myflorida.com
For assistance with issues related to MyFloridaMarketPlace (MFMP) Sourcing or the Vendor
Information Portal (registration/commodity codeslemail notification), please call the MFMP
Customer Service Desk at 1-866-352-3776 or e-mail VendorHelp@myfloridamarketplace.com
3.2. Definitions
The definitions found in Rule 60A-l.001, F.A.C. shall apply to this solicitation and the
subsequent contract. In addition, the following terms are also defined and are applicable for the
entire document:
(a). "Accessory" means any item that may be added to the base marking engine.
(b). "Agency" means any of the various state officers, departments, boards, commISSIOns,
divisions, bureaus, and councils and any other unit of organization, however designated, of
the executive branch of state government. "Agency" does not include the university and
college boards of trustees or the state universities and colleges. (Section 287.012(1), F.S.)
(c). "Best value" means the highest overall value to the state based on objective factors that
include, but are not limited to, price, quality, design, and workmanship. (Section
287.012(4), F.S.)
II1II
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Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services 25
(d). "B&W" means Black & White.
(e). "Customer" means any Agency or Eligible User placing an order through a contract
resulting from this solicitation.
(t). "Department" means the Department of Management Services. (Section 287.012(10). F.S.)
(g). "Eligible Users" is defined in Rule 60A-1.005. F.A.C. The following entities are eligible
users:
• All governmental agencies, as defined in Section 163.3164, F.S., which have a physical
presence within the State of Florida;
• Any independent, non-profit college or university that is located within the State of
Florida and is accredited by the Southern Association of Colleges and Schools.
(h). "Hybrid MFP" -MFP device that combines high-speed four (4) color output with a
traditional workgroup or departmental B& W copier/printer. In order for a device to be
considered a Hybrid Device, it shall have a rated color production speed within 66% of the
rated B& W production speed.
(i). "May" indicates something that is not mandatory but permissive.
0). "MFMP" means MyFloridaMarketPlace.
(k). "Multifunction Product (MFP)" means a device that can print, fax, copy and scan paper
documents. MFPs may also be programmed by the user, technology provider, or a third
party to integrate with office or enterprise-wide applications, perform custom functions,
perform usage tracking, and other administrative functions to help the user manage their
office printerlMFP fleet.
(I). "Must/Shall/Will" indicates a mandatory requirement.
*NOTE: It is highly recommended that respondents highlight all instances of must, shall,
and will in order to ensure the proposal is responsive prior to submission.
(m). "New Equipment" ("equipment") refers to units which are currently manufactured, have
not been previously used, and consist of all new parts. New equipment has not been leased
or used as a test/trial unit.
(n). "Pricing" means the pricing spreadsheets that shall be submitted by the Respondent in the
MFMP Sourcing Tool (see definition below) along with the original proposal submission.
These spreadsheets shall contain all of the Suggested Retail Price (SRP) prices for EACH
ITEM WITHIN A CATEGORY proposed by the Respondent; along with a discount percent
(%) that will apply to items (product or service) within that proposed configuration and
show a final "State of Florida Price" per item.
(0). "Private Label Distributor" means the vendor who may not be the equipment manufacturer
but whose name appears on the equipment.
(P). "Proprietary Information" Any trade secret or confidential business information that is
contained in a bid or proposal or included in a particular contract.
(q). "Respondent" Organization/individual submitting a proposal in response to this bid. May
also be referred to as "Vendor" or "Contractor" throughout this document.
RFP 20·600·000·0
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
26
(r). "Responsible vendor" means a vendor who has the capability in all respects to fully perform
the contract requirements and the integrity and reliability that will assure good faith
performance. (Section 287.012(24), F.S.)
(s). "Responsive bid," "responsive proposal," or "responsive reply" means a bid, or proposal, or
reply submitted by a responsive and responsible vendor that conforms in all material
respects to the solicitation. (Section 287.012(25), F.S.)
(t). "Responsive vendor" means a vendor that has submitted a bid, proposal, or reply that
conforms in all material respects to the solicitation. (Section 287.012(26), F.S.)
(u). "Successful Vendor" means the company that is awarded and has an executed contract with
the State of Florida for the goods and services identified in this solicitation document. May
also be referred to as "Contractor", "Prime Vendor", or "Awarded Vendor" within this
document.
(v). "Suggested Retail Price" (SRP) means the most recently published undiscounted price.
(w). "Vendor" Organization/individual submitting a proposal in response to this bid. May also
be referred to as "Respondent" throughout this document
3,3, Order of Precedence
Potential Respondents to the solicitation are encouraged to carefully review all the materials
contained herein and prepare responses accordingly. In the event any conflict exists between the
Special and General Instructions, those instructions specified in the Special Instructions to
Respondents shall prevail. After successful evaluations, Contractor(s) shall sign a Contract form
incorporating the solicitation materials and any service agreements.
All responses are subject to the terms of the following sections of this solicitation, which, in case
of conflict, shall have the order of precedence listed:
• Addenda to the RFP
• Section 1.0 Introduction
• Section 6.0, Technical Specifications
• Section 5.0, Special Contract Conditions,
• Section 4.0, General Contract Conditions (PUR 1000)
• Section 3.0, Special Instructions to Respondents
• Section 2.0, General Instructions to Respondents (PUR 1001)
• Respondent's Proposal
• Forms and Price Sheets
Note: The order of precedence above supersedes the order of precedence listed in Section 2.4.
The order of precedence above applies ONLY to responses submitted.
3.4. Response Submittal
Respondents shall submit their proposals and all required forms electronically via the Sourcing
Tool. Respondents have the ability to upload several versions of their response in the Sourcing
tool; however, the last submitted response will be the version accepted and evaluated.
RFP 20-600-000-0 27
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
Respondents may respond to multiple categories or sub-categories. The Department seeks each
respondent's single-best response for EACH CATEGORY (and sub-category) proposed.
3.5. Sourcing Tool Training
This solicitation will be conducted using the MyFloridaMarketPlace Sourcing Tool ("Sourcing
Tool"). An optional conference call training session on how to use the Sourcing Tool for this
RFP is scheduled on the date indicated on the Event Timeline (Section 1.3). The Conference Call
number is (888) 808-6959. The conference code for this session is 4881086.
Please go to the MFMP Vendor Training Solicitation Help page and Click on the RFP Event
User Guide link. This link will open as a PowerPoint presentation. Please have this presentation
open on your desktop while participating on the call.
To participate in the conference call, please call in to the number provided approximately
minute before the scheduled time.
For all technical questions about the Sourcing Tool, vendors should contact the
MyFloridaMarketPlace Customer Service Desk at (866) 352-3776 or
vendorhelp@myfloridamarketplace.com.
3.6. Sourcing Tool Tips
When working in the Sourcing Tool, there is a thirty (30) minute time-out function (with a two (2)
minute warning in the tool. This means that you should save your work (click the SAVE button) at
intervals of less than twenty minutes to ensure your entries (since last saved) are not lost.
Please note that clicking the SAVE button within the Sourcing Tool only saves your bid
responses. The SAVE button does not transmit your bid response to the State. In order to
transmit your bid response to the State, you must click the SUBMIT button on the SUMMARY
page of the bid response.
After clicking the SUBMIT button, it is the respondents responsibility to check the submitted bid
response within the Sourcing Tool to verify that the response is accurately and completely
captured within the Sourcing Tool. This must be done while there is time remaining in the
response period in case an error is discovered and a revised bid response needs to be resubmitted.
To validate the bid response, please do the following before the bidding period ends:
(a). Go to the "My Bids / My Responses" tab within Sourcing Tool after submitting the bid
response
(b). Click on the Bid ID number of the last submitted bid response
(c). Review all entries to ensure the response is complete, accurate and as intended to be
submitted.
Minimum areas to check are:
• Text boxes -Is the entire answer viewable?
• Yes/No questions -Is the displayed answer correct?
RFP 20-600-000-Q
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• All uploaded document files / scanned documents -Can the attached document be
opened and the entire content clearly viewed?
• Pricing Information -Is pricing submitted visible and accurately captured within the
Sourcing Tool?
IT IS STRONGLY RECOMMENDED THAT BIDS BE SUBMITTED AS
EARL Y AS POSSIBLE. PLEASE ALLOW TIME TO RECEIVE ANY
REQUESTED ASSISTANCE AND VERIFICATION OF SUBMITTAL;
WAITING UNTIL THE LAST HOURS OF THE SOLICITATION IS NOT
RECOMMENDED AND COULD IMPACT THE TIMELY SUBMITTAL OF
THE BID.
DO NOT RELY ON THE "MYFLORIDAMARKETPLACE" SOURCING
TOOL'S TIME REMAINING CLOCK. THE OFFICIAL SOLICITATION
CLOSING TIME SHALL BE AS REFLECTED IN THE EVENT TIME LINE
(SECTION 1.3) OF THIS RFP.
3.7. Addenda to the RFP
The Department may post addenda to this RFP. Any addenda posted will be within
MyFloridaMarketPlace (MFMP) and the Vendor Bid System (VBS). Such notices will contain
clarifications to details of the RFP and/or responses to questions submitted during the preview
period. Each respondent is responsible for monitoring these sites for information concerning this
solicitation.
3.8. Initial Determination of Responsiveness
The Department shall evaluate eligible ("responsible and responsive") responses. Responses that
do not meet the minimum requirements of this solicitation; or fail to provide all required
information, documents, or materials may be rejected as non-responsive. Respondents whose
responses, past performance, or current status with the State do not reflect the capability,
integrity or reliability to fully, and in good faith, perform the requirements of the Contract, may
be rejected as non-responsible.
Respondents who at the time of bid closing have an open and unresolved complaint to vendor
posted on the Department's complaint to vendor web page may be deemed non-responsive. The
Department reserves the right to determine which responses meet the requirements of this
solicitation, and which Respondents are responsive and responsible. This paragraph is in
addition to, and shall not be construed to limit or override, any right or remedy available to
the Department in, Section 2, PUR 1001, or Section 4, PUR 1000.
Failure to comply with and acknowledge each of the RFP requirements may result in the
response being deemed non-responsive and therefore not receive further consideration in this
RFP process.
3.9. Firm Response
The Department may make an award within one-hundred and eighty (180) days after the date of
the opening, during which period responses shall remain firm and shall not be withdrawn. If
RFP 20-600-000-Q
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award is not made within one-hundred and eighty (180) days, the response shall remain firm
until either the Department awards the contract or the Department receives from the Respondent
written notice that the response is withdrawn. Any response that expresses a shorter duration
may, in the Department's sole discretion, be accepted or rejected.
3.10. Electronic Posting of Award
Offers shall be accessed on the date and time indicated in the Event Timeline (Section 1.3) and
thereafter evaluated. After evaluating the responses, the Department shall electronically post a
Notice ofIntent to Award on the Vendor Bid System (VBS).
Any person who is adversely affected by the decision shall file with the Department a notice of
protest within 72 hours after the electronic posting (see Section 2.20 of the General Instructions
(PUR 100 I) for more information on protests). The Department shall not reply to, or provide
rankings or notices of award by telephone, email, or fax.
3.11. Responses
(a). Respondents must provide service and supply programs and pricing for each piece of
equipment and accessory proposed. Pricing shall be provided within the price sheets
corresponding to each equipment category.
(b). Respondents must submit all required forms and answer all required questions.
(c). Respondents must quote lease rates for base equipment and accessories for all products
eligible for lease (per Section 1.1).
(d). Respondents must submit their response in a timely manner. Late responses shall not be
accepted.
3.11.1. Equipment Minimums
• All equipment proposed must be new and currently in production.
• Equipment submitted must have published specifications on the Buyers
Laboratory Inc. (BLI) web site or Respondent must identify where specifications
can be found.
o Items that are unable to be verified may disqualify the Respondent's
submission for the unverifiable segment
• Each Respondent may submit all available models per segment within this RFP.
• All submitted models shall have the same minimum discount percentage per
segment. Vendors may provide different discounts for the base machine and each
accessory grouping. Respondents are cautioned to select the best equipment
within their product offering in terms of cost, technological capabilities and
service that meets or exceeds the requirements within this RFP.
RFP 20·600·000·Q
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o If selected as a Contract awardee, the Successful Vendors will have the
ability to add additional equipment within awarded groups, which also
meet or exceed the requirements at the same or better discount from SRP
for that particular segment.
• For Energy Star® compliant equipment proposed, proof of the proposed
equipment's Energy Star® rating certification must be submitted. Responses
containing Energy Star® equipment proposed will be awarded extra points.
• MFDs controls shall identify the ability to comply with all applicable policies, to
ensure the protection of data, such as but not limited to:
o Ability to password protect the device with a complex password
o Connection filtering with access restrictions
o Ability to have a separate connections for fax and network communication
o Confidential print jobs, including incoming fax holding with
authentication
o Security logs
o Hard disk encryption
o Electronic shredding and or hard disk sanitation -manual, automatic or
scheduled
o Encrypt remote administration traffic
o Ability to apply port access controls
o Ability to disable USB ports
o MFD that processes or stores data shall have the ability to comply with
internal policies such as those related to computer operating systems,
configuration management and patch management. For example, if an
MFD has an underlying MS Windows™ based operating system, the
MFD must comply with Windows™ policies and receive regular
(hardware and software) maintenance.
o Ability to secure email transmissions from an MFD to comply with
existing email policies and practices, to include by not limited to:
• Limit outbound MFD email transactions of sending a scanned
document to a single email address, specifically prohibiting large
group distribution.
• Prohibit broadcast emails
3.11.2. Paper Specifications
• All proposed equipment shall be compatible with using recycled paper, up to and
including 100% Post Consumer Waste (PCW) paper. Service personnel may not
m •
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fault the use of recycled paper for equipment failures, as long as the recycled
paper in use meets the standard paper specifications (e.g., multi-purpose, copy, or
laser paper). Additionally, all proposed equipment shall be guaranteed by the
manufacturer to accomplish 100% duplexing with 30% PCW paper.
• Respondents shall guarantee all equipment proposed is capable of printing on
100% PCW recycled content paper and will provide 100% duplexing with 30%
PWC, without maintenance problems.
3.11.3. Pricing
Pricing for this RFP and any subsequent contract must be expressed as a discount from
Suggested Retail Price (SRP). SRP must be verifiable within the Buyers Laboratory Inc
(BU) website or better than the price published in BU. Discount rates proposed will be
considered the minimally available discount.
3.11.3.1. Pricing, Format
• Pricing for all equipment, accessories, software, and value-added services
must be quoted as requested in the pricing spreadsheets, including all Excel
tabs. Pricing Spreadsheet electronic submissions must be in Excel format.
• Lease factors shall be submitted rounded to five (5) decimal points.
3.11.3.2. Pricing, Service and Snpplies
• Supplies pricing shall include all parts, supplies and consumables excluding
paper and staples.
• Any supplies shown on the Service & Supplies spreadsheet whose costs are
included in the Service plan should be labeled "INCLUDED" on the pricing
spreadsheets. Included supplies shall be furnished at no additional cost to the
State for the entire term of the contract. Supplies required on a regular basis
may not be included in the purchase price.
• Service pricing must include technician installed parts excluding paper,
staples and toner.
• There shall be no charge for service impressions.
• Optional support service options shall be clearly identified and pricing listed
shall be on a per month rate.
• Respondents, or their designated authorized dealers, must perform all
preventative maintenance services at the manufacturer's suggested intervals, if
applicable.
• There shall be no charge for scans which do not produce a physical document.
• There may not be more than one cost per impression for color impressions,
regardless of the number of colors (Le. a higher charge for 4 colors than for 3
colors).
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• Pricing must include setup, delivery of equipment, software, installation of
equipment/accessories/software, network installation, removal of all waste
material, initial training costs, and removal cost (of the equipment placed
under any subsequent agreement).
3.12. Evaluation
o Network installation shall include: configuration of the equipment for
the proper network protocols; and installation of the appropriate print
drivers.
Respondents will be evaluated solely for those categories/segments for which a proposal has
been submitted. A wards will be made to the top scoring respondents for each segment. Total
Pricing will be evaluated to determine comparable status to similarly situated States (CA, NY,
and TX).
3.12.1 Pricing
The State of Florida is one of the four (4) largest State Governments. Florida's position
compares to that of California, New York and Texas. As such, the State fully expects
Respondent's pricing submitted be equal to, or better than, similarly situated clients
and/or large enterprise customers.
• MFP and Printer Pricing Evaluation
Pricing evaluation shall be made based on lowest State of Florida purchase price,
lowest cost per copy/print, and lowest lease rates proposed; however, discount
percentage proposed must be the same or better throughout the life of the contract.
Lowest price for Base, accessories, and CPC/overages (and lease factors if
applicable) shall receive the maximum number of points available per segment.
Lease factors may also be submitted for the addition of accessories after initial
equipment installation via Attachment 2.9: CoTerm Lease Rates. CoTerm lease
rate, if provided, will receive points. If CoTerm lease rates are not provided, no
points will be given.
Each machine segment will be evaluated to determine the lowest purchase price,
lowest cost per copy/print (maintenance overages included), and lowest lease
rates proposed.
• Sheet Fed Scanner Pricing Evaluation
Pricing will be evaluated on the basis of lowest State of Florida purchase price for
the purchase of the base machine configuration and percentage off accessories.
• Facsimile Pricing Evaluation
Pricing will be evaluated on the basis oflowest State of Florida purchase price for
the base machine configuration and accessories.
RFP 20·600·000-0 33
MultifUnction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
If, in the process of the State's evaluation and due diligence, it is determined that the
pricing proposed by the Respondent is not comparable (or better) to these similarly
situated clients, the Respondent's submission may be rejected.
3.12.2. Technical
Technical evaluators will independently evaluate proposed equipment for technical
responsiveness. Non-responsive proposals shall not be considered for award.
3.12.3 Service Level Agreement (SLA)
The SLA (Attachment 4) must be signed and submitted via the Sourcing Tool as part of
the Vendor's RFP response. Failure to agree to the SLA will result in the respondent
being deemed non-responsive.
3.12.4 Financial Statns
The Department will evaluate the Respondent's financial status using the Respondent's
Dun &Bradstreet (D&B) Supplier Qualifier Report (SQR).
3.12.5 Valne-added Services
Value-added services are not a required component of the bid response. The State
welcomes the proposal of services which will provide increased opportunities for cost
savings and within the scope of this RFP.
3.13. Financial Status
The Department will assign evaluation points on the Respondent's financial viability to perform
the services outlined in this RFP.
The Department requires submission of the Respondent's SQR prepared by D&B. The Supplier
Qualifier Report is a standard report detailing financial and operational capability. It is highly
recommended that prospective Respondents be familiar with their SQR rating prior to
responding to this RFP.
The prospective Contractor shall request the SQR report from D&B at:
https:llsor.dnb.com/sor/jsp/forms/SOF.jsp?SORTAGl =J03 7hS4r&SORT AG2=j58Gjk4x
• Enter the RFP number in the text field entitled "Enter your RFP Number" and select submit.
• Enter your company's Duns Number. If you don't know your company's Duns number, you
may use the search feature to find it.
o Confirm Registration
• Enter payment method and information and complete registration. The cost of the
preparation of the D&B report shall be the responsibility of the Respondent.
The SQR report shall be a part of the Respondent's submitted response. It is the duty of the
Respondent to ensure the timely submission of a D&B SQR report via the Sourcing Tool that
accurately reflects the proposing entities SQR score. If the Department cannot determine on the
RFP 20-600-000-0 34
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
face of the documents that the SQR report is that of the proposing entity, the Department may
award zero (0) points.
Respondents are advised to allow sufficient time before the proposal due date for the D&B
processing. Respondents should allow a minimum of 10 business days for D&B to process. If
the Respondent does not receive a SQR from D&B prior to the opening date of the solicitation,
as stated in the Event Timeline (Section \.3), the Respondent shall be required to provide proof
the SQR was requested by the Respondent after the posting date of the solicitation and submit
said proofto the procurement manager upon request for clarification.
6 3
7 2
If the Respondent does not provide a D&B SQR report, or if one cannot be generated by D&B,
the submission will receive a score of zero (0) (Highest Risk Rating) for financial status. The
Department may request financial information from Respondents that are unable to provide a
D&B SQR report. These may include (but not be limited to): PIL Statements, Balance
Statements, and other corporate financial reports.
3.14. Service Level Agreement
Awarded Vendors must maintain a Service Level Agreement (SLA) with the Department. The
SLA includes penalties for failure to perform. Awarded Vendors must provide quarterly Service
Level compliance reports to the State Term Contract Administrator.
3.15. Ranking and Selection Process
The Department shall evaluate and rank responsive proposals against all evaluation criteria set
forth in the solicitation. The Department reserves the right to reject any and all replies, if the
Department determines such action is in the best interest of the State.
RFP 20-600-000-0 35
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Vendors whose responses have been determined to be responsive shall be evaluated and awarded
points using the following criteria:
Criteria Maximum Points
Responses to Vendor Questions
Value Added
Energy Star Certified
Related Software
References
Financial Status
Total
Available
18 points
5 points
5 points
4 points
5 points
8 points
40 points
Points listed above may be awarded to each vendor and any points awarded shall be added to the
total points below. The maximum points available for responding to each segment are as
follows:
RFP 20-600-000-0 36
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and Services
and 3 are:
Points awarded will be averaged by number of segments within each category for which a
response was submitted. Vendors will be awarded by segments per category. Categories will be
evaluated independently of each other.
Technical evaluation of all equipment proposed will be scored on a pass/fail basis. All equipment
proposed must pass the technical requirements in order to be considered for award. Please see
technical requirements listed in Section 6 of the RFP as well as responses to questions submitted
to the Q&A board.
3.16. Quality
All products, equipment, merchandise, and miscellaneous material bid shall comply with
applicable requirements and standards of the Occupational Safety and Health Act (OSHA) and
applicable State of Florida codes.
Respondent shall warrant that all equipment, materials and workmanship furnished, whether by
Contractor or its authorized dealers, complies with product specifications, drawings and other
descriptions, supplied or adopted, and will be new, fit and suitable for the intended purpose, of
good materials, design, workmanship, and free from defects or failure.
3.17. Technical Documentation
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Technical documentation, including printed technical literature, may be requested from any
Respondent, at any time, before or after contract award. Failure to supply this technical
documentation when requested may result in rejection of your response or termination of contract.
3.18. Documentation Becomes the Property ofthe State
All documentation produced as part of this solicitation shall become the exclusive property of the
State. Documentation may not be removed by the Respondent or its agents and will not be
returned to the Respondent. Selection or rejection of a reply shall not affect this right.
3.19. Contact Information and Ordering Instructions
Ordering Instructions (Attachment 9) shall be submitted as part of the Vendor's RFP response.
This form shall identify the designated employee responsible for administration of the resultant
Contract, if awarded. Contact information for the direct supervisor of the designated employee
shall also be required. The designated employee shall be responsible for answering questions
about equipment, pricing, ordering procedures, as well as submitting product and pricing
updates.
3.20. Sales, Service, Parts and Repair Facilities
The ability of the Contactor to meet the minimum service parts and repair requirements outlined
herein is of paramount importance in obtaining the award of this contract.
Awarded vendors shall maintain sales and service dealer facilities throughout the entire State of
Florida. Awarded vendors may also choose to sell products through an authorized dealer.
Respondents are required to submit a complete list of authorized dealers and service locations,
with their RFP response, as additional pages to the Contact and Ordering Instructions form.
Failure to comply with this requirement may result in disqualification of the bid.
List of participating re-sellers and service facilities shall include the following information:
• Dealer Name
• Dealer Address
• City, State, Zip Code
• Office PhonelFax
• Email Address
• Contact Person
• Contractor Tax ID Number
• Number of employees employed at location, broken down by sales, service and other
• Area of state location covers (counties)
The Department reserves the right to consider the availability of re-seller and service facilities in
the award of this solicitation. Each service facility shall maintain a sufficient number of qualified
technicians and a normal supply of parts to provide all required service, and ensure minimal
equipment downtime. Failure to comply with this requirement will result in termination of
contract.
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Contractor's dealers/service representatives must be approved by the STC administrator prior to
conducting business via the STC. Reseller/dealer information shall be submitted using the
Authorized Dealer Form (Attachment 10) of the bid documents.
Minimum qualifications for dealers and service location inclusion are:
• Must be registered and listed as active with the State of Florida's Department of State,
Division of Corporations. If doing business using a fictitious name (d.b.a.), the fictitious
name must also be registered with the Division of Corporations.
• Must be fully registered and active within the State of Florida's MyFloridaMarketPlace
Vendor Information Portal. To be considered fully active, all sections within the
registration must be completed and the terms of use accepted.
o Must not have outstanding fees due to the State of Florida within
MyFloridaMarketPlace
• Must not be listed on the State of Florida's Department of Management Services,
Division of State Purchasing Convicted, Suspended, or Discriminatory Vendor lists.
The State of Florida is not a party to the contractual relationship between the Contractor and their
dealers/service representatives. Contractor is responsible for the perfonnance of their designated
authorized dealers/service representatives.
3.21. Special Accommodation
Any person requiring a special accommodation at State Purchasing because of a disability should
call State Purchasing at (850) 488-8440 at least two (2) workdays prior to the bid opening. If
you are hearing or speech impaired, please contact State Purchasing by using the Florida Relay
Service at (800) 955-8771 (TDD).
3.22. State Objectives
Within thirty (30) calendar days following award of the Contract, the successful Respondent
shall submit plans addressing each of the State's five (5) objectives listed below, to the extent
applicable to the items / services covered by this solicitation.
3.22.1 Diversity.
The State of Florida is committed to supporting its diverse business industry and
population through ensuring participation by minority-and women-owned business
enterprises in the economic life of the state. The State of Florida Mentor Protege
Program connects minority-and women-owned businesses with private corporations for
business development mentoring. We strongly encourage firms doing business with the
State of Florida to consider this initiative. For more information on the Mentor Protege
Program, please contact the Office of Supplier Diversity at (850) 487-0915.
The State is dedicated to fostering the continued development and economic growth of
small, minority, and women-owned businesses. Participation by a diverse group of
Vendors doing business with the State is central to this effort. To this end, it is vital that
small, minority, and women-owned business enterprises participate in the State's
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procurement process as both Contractors and sub-contractors in this solicitation. Small,
minority, and women-owned businesses are strongly encouraged to contribute to this
solicitation.
The Contractor shall submit documentation addressing diversity and describing the
efforts being made to encourage the participation of small, minority, and women-owned
businesses.
Information on Certified Minority Business Enterprises (CMBE) is available from the
Office of Supplier Diversity at: http://dms.myflorida.com/osd.
Quarterly Reports of revenue paid to W IMBE contractors (agents or subcontractors) as a
result of any award shall be provided to DMS Purchasing by the Prime Contractor on an
Agency by Agency or other Eligible User level (Section 5.4.).
3.22.2. Environmental Considerations.
Florida Governor Charlie Crist signed Executive Order 07-126, titled "Establishing
Climate Change Leadership by Example: Immediate Actions to Reduce Greenhouse Gas
Emissions from Florida State Government"; Executive Order 07-127, "Immediate
Actions to Reduce Greenhouse Gas Emissions within Florida"; and Executive Order 07-
128, "Florida Governor's Action Team on Energy and Climate Change."
The State supports and encourages initiatives to protect and preserve our environment.
The Prime Contractor shall submit as part of any response the Prime Contractor's plan to
support the procurement of products and materials with recycled content, and the intent
of Section 287.045, F.S .. The Prime Contractor shall also provide a plan for reducing and
or handling of any hazardous waste generated by Prime Contractor's company. Reference
Rule 62-730.160, Florida Administrative Code. It is a requirement of the Florida
Department of Environmental Protection that a generator of hazardous waste materials
that exceeds a certain threshold must have a valid and current Hazardous Waste
Generator Identification Number. This identification number shall be submitted as part of
Prime Contractor's explanation of its company's hazardous waste plan and shall explain
in detail its handling and disposal of this waste.
Prime Contractor shall utilize equipment that is Energy Star or EPEA T Bronze (or
higher) compliant wherever possible. Prime Contractor shall list all equipment that meets
these criteria.
Describe what efforts your company (as Contractor) will take to encourage the
participation and support of these and other environmental programs.
3.22.3. Certification of Drug-Free Workplace Program.
The State supports and encourages initiatives to keep the workplaces of Florida's
Suppliers and Prime Contractors drug free. Section 287.087 of the Florida Statutes
provides that, where identical tie responses are received, preference shall be given to a
response received from a Respondent that certifies it has implemented a drug-free
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workforce program. If applicable, Respondent shall certifY that the Respondent has a
drug-free workplace program using the "Certification of Drug-Free Workplace" as
provided in Sourcing Tool for this solicitation. The Prime Contractor shall describe how
it will address the implementation of a drug free workplace in offering the items of the
solicitation. Certification shall be submitted (in the Sourcing Tool) using Attachment 12.
3.22.4. Products Available from the Bliud or Other Handicapped (RESPECT).
The State supports and encourages the gainful employment of citizens with disabilities.
It is expressly understood and agreed that any articles that are the subject of, or required
to carry out, this Contract shall be purchased from a nonprofit agency for the blind or for
the severely handicapped that is qualified pursuant to Chapter 413. F.S., in the same
manner and under the same procedures set forth in Section 413.036(1) and (2), Florida
Statutes; and for purposes of this Contract the person, firm, or other business entity
carrying out the provisions of this Contract shall be deemed to be substituted for the state
agency insofar as dealings with such qualified nonprofit agency are concerned.
Additional information about the designated nonprofit agency and the products it offers is
available at http://www.respectofflorida.org.
The Respondent shall describe how it will address the use of RESPECT in offering the
items of the solicitation.
3.22.5. Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE).
The State supports and encourages the use of Florida correctional work programs. It is
expressly understood and agreed that any articles which are the subject of, or required to
carry out, this Contract shall be purchased from the corporation identified under Chapter
946, F .S., in the same manner and under the same procedures set forth in Section
946.515(2), and (4), F.S.; and for purposes of this Contract the person, firm, or other
business entity carrying out the provisions of this Contract shall be deemed to be
substituted for this agency insofar as dealings with such corporation are concerned.
Additional information about PRIDE and the products it offers is available at
http://www.pridefl.com.
The Prime Contractor shall describe how it will address the use of PRIDE in offering the
items of the solicitation.
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41
SECTION 4
STATE OF FLORIDA
PUR 1000
GENERAL CONTRACT CONDITIONS
Contents
4.1. Definitions.
4.2. Pnrchase Orders.
4.3. Prodnct Version.
4.4. Price Changes Applicable only to Term Contracts.
4.5. Additional Qnantities.
4.6. Packaging.
4.7. Inspection at Contractor's Site.
4.8. Safety Standards.
4.9. Americans with Disabilities Act.
4.10. Literatnre.
4.11. Transportation and Delivery.
4.12. Installation.
4.13. Risk of Loss.
4.14. Transaction Fee.
4.15. Invoicing and Payment.
4.16. Taxes.
4.17. Governmental Restrictions.
4.18. Lobbying and Integrity.
4.19. Indemnification.
4.20. Limitation of Liability.
4.21. Snspension of Work.
4.22. Termination for Convenience.
4.23. Termination for Canse.
4.24. Force Majenre, Notice of Delay, and No Damages for Delay.
4.25. Changes.
4.26. Renewal.
4.27. Pnrchase Order Dnration.
4.28. Advertising.
4.29. Assignment.
4.30. Antitrnst Assignment
4.31. Dispnte Resolntion.
4.32. Employees, Snbcontractors, and Agents.
4.33. Security and Confidentiality.
4.34. Contractor Employees, Subcontractors, and Other Agents.
4.35. Insurance Requirements.
4.36. Warranty of Authority.
4.37. Warranty of Ability to Perform.
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