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Res No 242-14-14336RESOLUTION NO:242-14-14336 A Resolution authorizing the CityManager to negotiate a lease agreement with Toshiba Business Solutions,for multifunctional copier equipment fora48 month period. WHEREAS,eachCity department requirestheuseof copier equipment forcopying documents,scanning and other operational functions performed byeach department;and WHEREAS,City's current copier lease agreement expiresinFebruaryof2015;and WHEREAS,the City solicited sealed quotes from authorized vendors on the State of Florida Contract #600-000-11-1;and WHEREAS,Toshiba Business Solutions provided the City with the lowest cost, responsive and responsible proposal;and WHEREAS,the Toshiba 48 month agreement is estimated at $92,555,which includes a 10%contingency of $8,414 over the quoted leaseratesandcopycharges;and WHEREAS,the Toshiba copier equipment meets the networking and connectivity requirements of the City's IT services provider. NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITYOF SOUTH MIAMI,FLORIDA; Section 1.The City Manager is authorized to negotiate a 48 month lease agreement with Toshiba Business Solutions,from a piggyback with a State of Florida Contract #600-000-11-1 for multifunctional copier equipment,including maintenance andselected supplies,for a 48 month term.A copy of the State of Florida Contract is attached to this resolution. Section 2.Severability.If any section,clause,sentence,or phrase of this resolution is for any reason heldinvalid or unconstitutional bya court of competent jurisdiction,this holding shall not affect the validity of the remaining portions of this resolution. Section 3.Effective Date:This resolution shall take effect immediately upon enactment. PASSED AND ADOPTED this2ndday of December,2014. ATTEST:APPROVED: COMMISSION VOTE:5_0 READAND APPROVED ASTO FORM, Page1 of2 Res.No.242-14-14336 LANG^KGE,LEGAILTY ty*P EXECUTION JTIQWM THEREOF/ Mayor Stoddard: Vice Mayor Harris: Commissioner Liebman: Commissioner Welsh: Commissioner Edmond: Page 2 of2 Yea Yea Yea Yea Yea Soutff1 Miami Tl IE CITY OF PLCASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To:TheHonorableMayor&Members oftheCityCommission From:StevenAlexander,CityManager Date:December 2,2014 Agenda ItemNo. Subject: Background: AResolutionauthorizingtheCityManagertonegotiatealease agreementwithToshibaBusinessSolutions,for multifunctional copier equipment fora48 month period. The City's currentcopierleasecontractwithCanonSolutionsAmerica,Inc. expires February,2015.TheCityhasatotalof 13 copiers;each department hasaminimum of onecopier.Policehoweverhavetwo,Public Works/Motor Pool have one each,Parks andthe Senior Center have one each,andCode,PlanningandBuildingsharetwocopiers. In advance of the expiration date,the Procurement Division researched other governmentcontractswheretheCitycould "piggyback"andgainthe benefits of volumepricingandfeatures.Basedonthatmarketresearch,itis recommendedtheCity"piggyback"fromtheState of FloridaDepartment of ManagementServicesContract #600-000-11-1 forourcopier equipment, serviceandselectedsuppliesoverthenext48monthperiod. The recommended vendor is Toshiba Business Solutions,an authorized vendorontheStateofFloridaContract.Miami-DadeCounty ITD,the City's ITservicesprovider,hasreviewedtheToshibaspecificationsand featuresandhasnoissueswiththecopierequipmentnetworkconnectivity and Windows based platforms. Pertheterms of theState of Floridacontract,nominimumcopycharges apply;percopyratesapplyforblack&whiteandcolorcopies.Inaddition, theagreementincludesmaintenance,toner,andsupplies;excludingpaper andstaples.Asummary of thequotesarelistedbelow.Copychargesare estimated andare based on 3-year historical activity:. VENDOR Recommended 48 Mth Lease 48 Mth Estimated B/W Copies 48 Mth Estimated Color Copies TOTAL48 MTH LEASE w/COPIES TOSHIBA $55,104.00 $15,661.40 $13,375.89 $84,141.29 DELTA BUS SOLUTIONS/CANON $71,616.00 $18,532.92 $13,998.02 $104,146.95 XEROX $64,974.24 $23,258.72 $16,175.49 $104,408.46 CANON $72,953.64 $15,233.02 $20,219.37 $117,173.83 South11 Miami Tl IF.CITY OF PLEASANT LIVING Amount: Account: Attachments: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The estimated totaloverthe48 month period is $84,141.A10% contingencyoverthequotedleaseratesandcopycharges($8,414)is recommended for any unplanned costs over the 48 month lease term for a total of $92,555.Finally,theCitywill realize a savings of $540permonth, fora reduction of 32%,when compared with the current monthly leaserates: Canon Current Per Mo. Toshiba Proposal Per Mo. Savings vs Current Savings % $1,688 $1,148 ($540)-32% $21,035 forFY 2015 ($92,555over48 Months) By Department: 001-1200- 001-1310- 001-1320- 001-1330- 001-1410- 001-1610- 001-1620- 001-1640- 001-1770- 001-1910- 001-2000- 001-2020- 512-4710 513-4710 513-4710 513-4710 513-4710 524-4710 524-4710 524-4710 519-4710 521-4710 572-4710 572-4710 Resolution Invitation to Quote FN#2014-02 Solicitation Pre-bid Sign-In Sheet Bid Opening Report ToshibaBusinessSolutionsProposal ToshibaPiggyback Agreement State of Florida Contract Renewal #600-000-11-1,Expiring August 3,2015 South''Miami CITY OF SOUTH MIAMI INVITATION TOQUOTE ITQ8FNR2014-02 PROPOSALS/PRICING SHALL BE BASED ON THE STATE OF FLORIDA CONTRACT #600-000-11-1t'HYOI i'»/\V\.Nl I SUBMITTEDTO:CityClerk NAME: ADDRESS: CITY/STATE: PHONE: MANDATORY PRE-QUOTE MEETING: QUOTE SUBMISSION REQUIREMENTS: Quotessubmitted after10AMontheduedate will notbe accepted unless otherwise specified inthequotedocument ofatime change.All quoteswill be submitted tothe City Clerk's Office ina sealed envelope.Refer tothe Scope of Services "Submission Requirements"for additional requirements.The label ontheontheenvelopeneedsto read as follows: City of South Miami Maria M.Menendez,CMC 6130 Sunset Drive South Miami,Fl.33143 Project Name:Multifunctional Copier Lease Mustinputprojectname.Iflabeldoesnothaveallinformationaboveyourquotewillnotbeaccepted. INSURANCE REQUIREMENTS: The City's Insurance Requirements areattached (Exhibit 1).Asa condition of award,the awarded vendormustprovidea certificateofinsurancenaming the cityasadditionalinsured. AFFIDAVITS REQUIRED WITH SUBMITTAL:(Exhibit 2) Respondentsmustcompleteandsubmitwithyourquoteaffidavitsprovidedin(Exhibit2). QUESTIONS: AnyRequestsfor additional informationorquestionsmustbein writing,emailedby10AMlocaltime onOctober 30,2014 tothe attention of Mr.Steven Kulick,PurchasingManagerat skulick@southmiamifl.gov. SCOPE OF WORK DESCRIPTION (TO BE COMPLETED BY CITY): |REFER TO "SCOPE OF SERVICES,"COPY ATTACHED "~" DESCRIPTION OF WORK TO BE PERFORMED BY CONTRACTOR: Maria Menendez,CMC 6130 Sunset Drive Miami,Florida 33134 305-663-6339 PROJECT: ADDRESS: CITY/STATE: ISSUE DATE: E-MAIL: Monday,October 27,2014 at 10AMDUEDATE: Multifunctional CopierLease VariousLocationsin the City South Miami,Fl 33143 Tuesday,October 14,2014 skulick@southmiamifl.gov. Wednesday,November,5,2014 at10AM Item Number Item Description Unit Qty Amount See Attached Scope of Services and Copier Activity File i:^^^:M^M FOR SUBMISSIONS*PROWJSAI^REFEftTQSCOPE OFSERVICES ?7V?.^'v'".v.-':?^?'r;'.v?,v'«-:?:*£ Contractor shall furnish all materials and equipment necessary to secure completion ofthe work.Contractor shall be compensated according tothequote submitted.Contractor maychoose to submit aquoteon company letterhead butmustbe attached tothisform.Mandatory Pre-quote meeting is scheduled Monday,October 27,2014 at10AMatCityHall, 6130SunsetDrive,SouthMiami,Fl 33143.Deadlineto submit is:November 5,2014 at10AM. Print/Type Name: Signature: E-mail: Firm Name: Address: Phone: Date: Fax: F.E.I.N.No.:_ City:State: THEEXECUTIONOFTHISFORM CONSTITUTES THE UNEQUIVOCAL OFFEROFPROPOSERTOBEBOUNDBYTHE TERMS OFITS PROPOSAL.FAILURETO SIGN THIS SOLIOTATION WHERE INDICATED ABOVE BYAN AUTHORIZEDREPRESENTATIVESHALLRENDERTHE PROPOSAL NON-RESPONSIVE.THECITY MAY,HOWEVER,INITSSOLEDISCRETION,ACCEPT ANY PROPOSALTHATINCLUDESANEXECUTEDDOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TOTHE TERMS OFITSOFFER.THECITY'S REQUEST FOR QUOTES ISFORTHE LOWEST AND MOST RESPONSIVE PRICE.THECITY RESERVES THERIGHTTO AWARD THE PROJECT TO THE FIRM CONSIDERED THE BEST TO SERVE THE CITY'S INTEREST. Scope of Services ITQ#FN20l4-02 "Multifunctional Copier Lease" The Cityof South Miami is requesting proposals fromqualified Contractors and authorized providers/dealers identified on the State of Florida Contract #600-000-11-1 "Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services."TheCity currently has JK3 copierslocatedwithinCity Hall and other City properties.Interest partiesare requested to provideaproposaland quotation basedon the StateofFlorida Contract and the attached "City of South Miami Copier Activity File."An electronic copy has been provided via email. Thefileincludes the current modelnumbers,pages per minute,blackandwhiteand color copiesmadeovera30monthterm,through 8/29/2014.TheCityislookingforcomparable equipment and features.Please provide the followingin your proposal: 1.Copy Charge:Apercopy charge;B/WandColorand,a minimum copy charge,if any. 2.Lease Rates:Individual and Combined Monthly leasechargeforthe13copierson site;refer to "City of South Miami Copier Activity File." 3.Lease Term:Quote a Lease Term of 36,48 and 60 Months.Indicate if there are equipment replacement options forlease terms over 36Months. 4.Supplies/Hardware:Respondentsmustaddresssupplies that areincludedwiththe copierlease program,i.e.,toner,maintenance services,training,connectivity services, etc. 5.Maintenance:Respondents must describe how equipment is maintained through the service call process;indicateif the serviceorganizationislocal or a remote office. Copier Lease The City's currentcopier lease expires,February 2015.ItistheCity's intention to award a replacement copier lease agreement by November.2014.January 2015 is anticipated tobea transition month;current city copier equipment will be removed and,replacing with new copier equipment.The City expects the current Copier provider and a potentially new Copier provider toworktogether during the transition period to avoid any interruption of service to City departments. Value Engineering The awarded vendor will have an opportunity to "right-size"City equipment,copy speeds,etc., based on activity,individual department needs,etc.Any "right-sizing"activity will be concluded priortothe expiration ofthe City's current lease term,February.2015. Page 1 of3 Warranty Standard manufacturer's warranty information must be provided,in writing,for products being proposed to the City. Service Level Agreement The State of Florida 600-000-11-I contract includes a Service Level Agreements,(SLA).The purpose ofthe Service Level Agreement (SLA)istoensurea guarantee of service levels with penalties for failure to perform.Respondents areto define the replacement process for equipment performing belowexpectationsandmust provide the established service levels and targets. Agreement In addition totheStateof Florida requirements,the awarded vendormust sign andexecutethe attached "Piggyback Agreement"includedwith the ITQ,whichformalizes the useof the State of Florida Contract #600-000-1 l-l betweentheCityandawardedvendor. Cone of Silence Youarehereby advised thatthis solicitation issubjecttothe "Cone of Silence,"inaccordance with Miami-Dade CountyOrdinanceNos.98106 and 99-1 (Section 2.1 l.l(t))Fromthetimeof advertising until theCity Manager issues his recommendation,there isaprohibitionon verbal communication withtheCity's professional staff.All written communication must comply with therequirementsoftheConeof Silence.TheConeof Silence doesnot apply to verbal communications at pre-response conferences,verbal presentations before evaluation committees,contract discussionsduringanydulynoticed public meeting,public presentations madetotheCity Commission duringany duly notice public meeting,contract negotiationswith thestafffollowing the CityManager's written recommendation for the awardof the contract, or communications inwriting at anytimewithanyCity employee,official or member of the CityCommissionunless specifically prohibited.Acopyofall written communicationsmustbe contemporaneously filed withtheCity Manager andCityClerk.Violation ofthese provisions byany particular Respondent shall render any recommendation for the awardof the contract or the contract awardedtosaid Respondent voidable,and,insuchevent,saidRespondent shall notbeconsideredforanysolicitationforarequestforproposal,request for qualifications, request fora letter of interest or bidconcerningany contract fortheprovisionofgoods or servicesfora period of one year. Mandatory Pre-ouote Meeting A Mandatory Pre-quote Meeting will be conducted at City Hallin the Commission Chambers on Monday,October 27,2014 at 10:00 A.M.The conference shallbeheld regardless of weather conditions. Page 2 of 3 Submission Requirements Tobe eligible forselectionconsideration,interested Contractors mustsubmitone (I) unboundoriginaland two (2)copiesandone (I)digital Flash Drive or CDcopy,insearchable PDF format,and not to exceed 4mb. Interested firmsmustsubmitsealed qualification packagesto the Office of the City Clerk, 6130 Sunset Drive,and South Miami,Florida 33143.The entire Package shall be enclosedinasealedenvelope or containerand shall havethe following Envelope Information clearlyprinted or written onthe exterior oftheenvelope or container inwhich the sealed proposalisdelivered:the tideofthis ITQ,asfollows "Multifunctional Copier Lease"ITQ #FN-20l4-02 andthenameoftheProposer (also referredtoas "Respondent").Special envelopes suchasthose provided by UPS or Federal Express will notbeopened unless they containtherequired Envelope Information onthefront or backoftheenvelope.Sealed Proposals mustbereceivedby Office oftheCityClerk,eitherby mail or hand delivery,nolater than 10 A.M.local time on Wednesday,November 5,2014.A public opening will take place at 10 A.M.onthe same dateintheCity Commission Chamberslocated atCity Hall,6130 SunsetDrive,South Miami 33143.AnyProposalreceivedafter 10 A.M.localtimeonsaiddate will notbe accepted under any circumstances.Any uncertainty regarding thetimea Proposal is received will beresolvedagainst the personsubmittingtheproposalandinfavoroftheClerk's receipt stamp. Themailanddelivery address is: Maria M.Menendez CMC,City Clerk City of South Miami 6130 Sunset Drive South Miami,FL 33143 AnyquestionsconcerningtheITQoranyrequiredneedfor clarification mustbemadein writing,by Thursday,October,30,2014 at 10 AM to the attention of Steven P.Kulick at skulick@southmiamif1.gov or via facsimile at (305)663-6346. Proposalsare subject to the terms,conditions and provisions of thisITQ,the State ofFlorida Contract #600-000-1 l-l,aswellasto those provisions,terms,conditions, affidavitsand documents contained inthisITQPackage. TheCityreservesthe right to award theProjecttotheperson with the lowest,most responsive,responsible Proposal,as determined by the City,subject tothe right ofthe City,or the City Commission,to reject any and all proposals,and the right ofthe City to waive any irregularity in the Proposals or ITQ procedure and subject also to the right ofthe City to award the Project,and execute a contract with a Respondent or Respondents,other than to onewho provided the lowest Proposal Price or,ifthescopeoftheworkis divided into distinct subdivisions,to award each subdivision toa separate Respondent. Page 3 of 3 REFERTO SCOPE OF SERVICES FOR PROPOSAL SUBMITTAL INSTRUCTIONS CITY OF SOUTH MIAMI COPIER ACTIVITY FILE SUBMIT LEASE PROPOSAL SUMBIT COPIER COSTS Model and Optional Accessories Rated Copies Per Minute Department Total B&W Copies Total Color Copies 36 Mth Lease 48 Mth Lease 60 Mth Lease B&W Copies Color Copies IR2535 1 CABIN ETTYPE-C 1 INNER FINISHER-B1 1 COIOR SFNDKIT-Y1 35 Police Communications 131,815 n/a $0.00 $0.00 $0.00 $0.0000 n/a JR6065 1 STAPLE FINISHER-E1 1 UTILITY TRAY-A2 1 EXTERNAL 2/3 HOLE PUNCHER-A1 1 SUPER G3 FAX BOARD-AF1 1 IITIIITYTRAYnA? 65 Clerk 449,941 n/a $0.00 $0.00 $0.00 $0.0000 n/a JR6055 1 EXTERNAL 2/3 HOLE PUNCHER-A1 1 UTILITY TRAY-A2 1 STAPI F FINISHFR-F1 55 Planning Finance 173,890 n/a $0.00 $0.00 $0.00 $0.0000 n/a iR2535 1 CABIN ETTYPE-C 1 INNER FINISHER-B1 IfOIORSFNDKIT-YI 35 Police 221,343 n/a $0.00 $0.00 $0.00 $0.0000 n/a JRC5035 1 INNER FINISHER-A1 1 ADDITIONAL MEMORYTYPE B(512MB) 1 UTILITY TRAY-A2 1 INNER FINISHER ADDITIONAL TRAY-A1 1 CASSETTE FEEDING UNIT-AD1 35 color/35 black Police 77,346 83,418 $0.00 $0.00 $0.00 $0.0000 $0.0000 iR2535 1 CABIN ETTYPE-C 1 INNER FINISHER-B1 irOIORSFNDKIT-Y1 35 Code Enforcement 111,651 n/a $0.00 $0.00 $0.00 $0.0000 n/a iR1025iF 25 Motor Pool 14,710 n/a $0.00 $0.00 $0.00 $0.0000 n/a iR6055 1STAPLE FINISHER-E1 1 UTILITY TRAY-A2 55 Planning 154,207 n/a $0.00 $0.00 $0.00 $0.0000 n/a JRC5035 1 INNER FINISHER-A1 1 PAPER DECK UNIT-B1 1 CASSETTE FEEDING UNIT-ADl 1 INNER FINISHER ADDITIONAL TRAY-Al 1 SUPER G3 FAX BOARD-AE1 35 color/35 black Finance/Central Services 120,687 110,999 $0.00 $0.00 $0.00 $0.0000 $0.0000 iR2535 1 CABINET TYPE-C 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 i^lipfr m FAY RnARn.Ar;i 35 Parks &Rec.260,018 n/a $0.00 $0.00 $0.00 $0.0000 $0.0000 iR2535 1 CABIN ETTYPE-C 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 1 SUPFR K3 FAY RHARn-Arn 35 Public Works 64,759 n/a $0.00 $0.00 $0.00 $0.0000 n/a iR1025iF 25 Senior Center 35,199 n/a $0.00 $0.00 $0.00 $0.0000 n/a iR2535 1 CABINET TYPE-C 1 INNER FINISHER-B1 1COLOR SEND K|T-Y1 I 35 Community Redevelopment 114,947 n/a $0.00 $0.00 $0.00 $0.0000 n/a TOTAL MONTHLY LEASE CHARGE $0.00 $0.00 $0.00 EXHIBIT I Insurance Requirements 1.01 Insurance A.Without limiting its liability,the contractor,consultant or consulting firm (hereinafter referred toas "FIRM"with regard to Insurance and Indemnification requirements)shall be required to procure and maintain atitsownexpense during the life ofthe Contract,insurance ofthetypes and inthe minimum amounts statedbelowas will protectthe FIRM,from claims whichmay arise outoforresult from the contract orthe performance ofthe contract with the City of South Miami,whether such claim is against the FIRM or any sub-contractor,or by anyone directly or indirecdy employed by any of them orby anyoneforwhoseactsanyofthemmaybe liable. B.No insurance required bytheCITY shall be issued orwrittenbya surplus lines carrier unless authorized inwritingby the CITY andsuch authorization shallbeat the CITY's sole and absolute discretion.The FIRM shall purchase insurance from and shall maintain the insurance with a company or companies lawfully authorized to sell insurance inthe State of Florida,on forms approved bythe State of Florida,as will protectthe FIRM,ata minimum,from all claims asset forth below which mayarise outofor result from the FIRM's operations underthe Contract and for which the FIRM maybe legally liable,whether such operations bebythe FIRM orbya Subcontractor orby anyone directly or indirectly employed by anyofthem,orbyanyoneforwhoseactsanyofthemmaybe liable:(a)claims under workers' compensation,disability benefitandother similar employeebenefitactswhichare applicable tothe Work tobe performed;(b)claims for damages because of bodily injury,occupational sickness or disease,or death ofthe FIRM'S employees;(c)claims for damages because of bodily injury,sickness or disease,or death of any person otherthanthe FIRM's employees;(d)claims for damages insured by usual personal injury liability coverage;(e)claims for damages,other than tothe Work itself,because of injury toor destruction of tangible property,including loss ofuse resulting there from;(f)claims for damages because of bodily injury,deathofapersonorproperty damage arising outof ownership,maintenance oruseofa motor vehicle;(g)claims for bodily injury orproperty damage arising outofcompleted operations;and (h)claims involving contractual liability insurance applicable tothe FIRM's obligations undertheContract. 1.02 Firm's Insurance Generally.The FIRM shall provideand maintain inforceandeffectuntil all the Work to beperformedunderthisContracthasbeencompletedandacceptedbyCITY(orforsuchdurationasisotherwise specifiedhereinafter),theinsurancecoveragewrittenon Florida approvedformsandas set forthbelow: 1.03 Workers'Compensation Insurance atthestatutoryamountasto all employeesin compliance withthe "Workers'Compensation Law"oftheStateof Florida including Chapter440,Florida Statutes,as presently written orhereafter amended,and all applicable federal laws.In addition,the policy (ies)must include:Employers'Liability atthestatutorycoverageamount.The FIRM shall furtherinsurethat all ofitsSubcontractors maintain appropriate levels of Worker's Compensation Insurance. 1.04 Commercial Comprehensive General Liability insurancewithbroadform endorsement,aswellas automobife liability,completedoperationsandproducts liability,contractual liability,severabilityofinterestwith cross liability provision,andpersonalinjuryandproperty damage liability withlimitsof$1,000,000combined single limitper occurrence and $2,000,000 aggregate,including: •Personal Injury:$1,000,000; •MedicalInsurance:$5,000 perperson; •Property Damage:$500,000 each occurrence; •Automobile Liability:$1,000,000 each accident/occurrence. •Umbrella:$1,000,000 perclaim 1.05 UmbrellaCommercial Comprehensive General Liability insurance shall be written ona Florida approved formwith the samecoverageas the primaryinsurancepolicybutinthe amount of$1,000,000perclaimand $2,000,000 Annual Aggregate.Coverage must be afforded ona form no more restrictive than the latest edition of the Comprehensive General Liability policy,without restrictive endorsements,as filed by the Insurance Services Office,and must include: (a)Premises andOperation (b)Independent Contractors (c)Products and/or Completed Operations Hazard (d)Explosion,Collapse and Underground Hazard Coverage (e)Broad Form Property Damage (f)Broad Form Contractual Coverage applicable to this specific Contract,including any hold harmless and/or indemnification agreement. (g)Personal Injury Coverage with Employee and Contractual Exclusions removed,with minimum limits of coverage equal to those required for Bodily Injury Liability and Property Damage Liability. 106 Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000 00)plus an additional One Million Dollar ($1,000,000.00)umbrella per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability.Umbrella coverage must be afforded on a form no more restrictive than the latest edition ofthe Business Automobile Liability policy,without restrictive endorsements,as filed by with the state of Florida,and must include: (a)Owned Vehicles. (b)Hiredand Non-Owned Vehicles (c)Employers'Non-Ownership 1.07 SUBCONTRACTS;The FIRM agrees that ifany part ofthe Work under the Contract is sublet,the subcontract shall contain the same insurance provision as set forth in section 5.1 above and 5.4 below and substituting the word Subcontractor for the word FIRM and substituting the word FIRM for CITY where applicable. 108 Fire and Extended Coverage Insurance (Builders'Risk).IF APPIICARI F- A.In the event that this contract involves the construction ofa structure,the CONTRACTOR shall maintain,with an Insurance Company or Insurance Companies acceptable tothe CITY,"Broad"form/All Risk Insurance on buildings and structures,including Vandalism &Malicious Mischief coverage,while in the course of construction,including foundations,additions,attachments and all permanent fixtures belonging to and constituting a part of said buildings or structures.The policy or policies shall also cover machinery,if the cost of machinery is included in the Contract,or if the machinery is located in abuilding that is being renovated by reason ofthis contract.The amount of insurance must,at all times,be at least Gu U™the reP,acement and actual cash va,ue °f the insured property.The policy shall be in the name of the CITY and the CONTRACTOR,as their interest may appear,and shall also cover the interests of all SubcontractorsperformingWork. B.All ofthe provisions set forth in Section 5.4 herein below shall apply to this coverage,unless itwould be clearly not applicable. 1.09 Miscellaneous: A.If any notice of cancellation of insurance or change in coverage is issued by the insurance company or should any insurance have an expiration date that will occur during the period ofthis contract,the FIRM shall be responsible for securing other acceptable insurance prior to such cancellation,change or expiration so as to provide continuous coverage as specified in this section and so as to maintain coverageduring the lifeofthis Contract. B.All deductibles must be declared by the FIRM and must be approved by the CITY.At the option of the CITY,either the FIRM shall eliminate or reduce such deductible or the FIRM shall procure a Bond in a form satisfactory tothe CITY covering the same. C.The policies shall contain waiver of subrogation against CITY where applicable,shall expressly provide that such policy or policies are primary over any other collectible insurance that CITY may have The CITY reserves the right at any time to request acopy of the required policies for review.All policies shall contain a severability of interest"or "cross liability"clause without obligation for premium payment of the CITY as well as contractual liability provision covering the Contractors duty to indemnify the City as provided inthisAgreement. D.Before starting the Work,the FIRM shall deliver to the CITY and CONSULTANT certificates of such insurance,acceptable to the CITY,as well as the insurance binder,if one is issued,the insurance policy including the declaration page and all applicable endorsements and provide the name,address and telephone number ofthe insurance agent or broker through whom the policy was obtained.The insurer shall be rated A.VII orbetterper A.M.Best's Key Rating Guide,latest edition and authorized to issue insurance in the State of Florida.All insurance policies must be written on forms approved bythe State of Florida and they must remain in full force and effect for the duration ofthe contract period with the CITY.The FIRM may be required bythe CITY,at its sole discretion,to provide a "certified copy"ofthe Policy (as defined in Article I of this document)which shall include the declaration page and all required endorsements.In addition,the FIRM shall deliver,atthetimeof delivery ofthe insurance certificate,the following endorsements: (1)a policy provision or an endorsement with substantially similar provisions as follows: "The City of South Miami is an additional insured.The insurer shall pay all sums that the City of South Miami becomes legally obligated to pay as damages because of'bodily injury",'property damage*,or "personal and advertising injury"and it will provide tothe City all ofthe coverage that is typically provided under the standard Florida approved forms for commercial general liability coverageAandcoverage B"; (2)a policy provision or an endorsement with substantially similar provisions as follows: "This policy shall notbe cancelled (including cancellation for non-payment of premium), terminated or materially modified without first giving the City of South Miami ten (10)days advanced written notice oftheintentto materially modify the policy orto cancel or terminate the policy for any reason.The notification shall be delivered totheCityby certified mail,with proofofdelivery to the City." Indemnification Requirement A.The Contractor acceptsand voluntarily incurs all risksofany injuries,damages,orharmwhich mightariseduringthe work or event thatisoccurringontheCITY's property duetothe negligence or other fault of the Contractor or anyone acting through oronbehalf of the Contractor. B.TheContractor shall indemnify,defend,saveandholdCITY,itsofficers,affiliates,employees, successors andassigns,harmlessfromanyandalldamages,claims,liability,losses,claims,demands,suits,fines, judgmentsor cost and expenses,includingreasonable attorney's fees,paralegal feesandinvestigativecosts incidental there to andincurredpriorto,duringorfollowingany litigation,mediation,arbitrationandatall appellate levels,whichmaybesufferedby,or accrued against,charged toorrecoverablefromtheCityofSouth Miami,its officers,affiliates,employees,successorsand assigns,byreasonofany causes ofactionsor claim ofany kind or nature,including claims for injury to,or death ofany person or persons andforthelossor damage toany property arising out ofanegligenterror,omission,misconduct,oranygross negligence,intentionalactorharmful conductoftheContractor,itscontractor/subcontractororanyoftheir officers,directors,agents,representatives, employees,or assigns,oranyone acting throughoronbehalfofanyofthem,arising outofthisAgreement, incidenttoit,orresultingfromtheperformanceornon-performance of theContractor's obligations underthis AGREEMENT. C.TheContractor shall pay all claims,lossesandexpensesofanykindornaturewhatsoever,in connection therewith,including theexpenseorlossoftheCITYand/orits affected officers,affiliates,employees, successorsand assigns,including theirattorney's fees,inthedefenseofanyactioninlaworequitybrought against them and arising from the negligent error,omission,oractofthe Contractor,its Sub-Contractor or any oftheir agents,representatives,employees,or assigns,and/or arising outof,orincidentto,thisAgreement,orincidentto or resulting fromtheperformanceor non-performance oftheContractor's obligations underthis AGREEMENT. D.The Contractor agreesandrecognizesthatneither the CITYnoritsofficers,affiliates, employees,successors and assigns shall beheld liable or responsible forany claims,including thecostsand expenses of defendingsuch claims whichmayresultfromorariseout of actionsoromissionsoftheContractor, its contractor/subcontractor oranyoftheir agents,representatives,employees,or assigns,or anyone acting through oron behalf ofthethem,and arising outofor concerning theworkoreventthatis occurring onthe CITY's property.In reviewing,approving or rejecting any submissions or acts ofthe Contractor,CITY innoway assumes or sharesresponsibilityor liability for the actsor omissions of the Contractor,its contractor/subcontractor or any of their agents,representatives,employees,or assigns,or anyone acting through or on behalf of them. E.The Contractor has thedutyto provide a defense with an attorney or law firm approved bythe CityofSouth Miami,which approval willnotbe unreasonably withheld. Contractor's Responsibility Prior to Receiving a Notice to Proceed Prior tothe City issuing a Notice to Proceed,the contractor shall deliver a copy (either hard copy or,preferably, electronically)ofthe policy,including the declaration page ofthe policy and all endorsements tothe policy and that the contractor shall provide theCitywiththe name,address,including email address,and phone number ofthe contractor's insuranceagent. The Contractor's insurance agent must provide the City with evidence that the insurer issuing the policy,is licensed and authorized todo business in Florida,with policy documents that have been approved bythe State of Florida and that the insurance carrier is not issuing the policy as a surplus lines carrier.It shall also request a citation tothe page number ofthe policy,orthe form number ofthe endorsement that meets the following City insurance requirements,and request that heor she highlight the relevant language ofthe portion ofthe policy and/or the endorsements that,in his orher estimation,meetsthese requirements: Theendorsementsorthepolicymustprovideorshowthat: a)thecityisanadditionalinsured; b)coverageincludescontractualliability; c)theCitywillbeprovidedatleast10daysadvancednoticeofanycancellationofthepolicy,includingcancelation fornon-paymentofpremiumandatleast30days'advancednoticeofanymaterialchangestothepolicyorof cancellationforanyreasonotherthannon-payment;and d)eitherpolicyprovisionoranendorsementprovidingthatthepolicyisprimaryandnon-contributory,suchasan endorsementthatprovidesthatthevendor'spolicyisprimaryoverallofthecity'sapplicableinsuranceandthat treatsthecity'spoliciesasexcesscoverage. Itmaybethatsomeoftheseprovisionsarecombinedintooneendorsementorcontainedinthepolicyitself. IfthepolicydoesnothaveanadvancednoticeofcancellationprovisionthatsuppliestheCitywithadvanced notice,thecontractorcanstillcomplywiththeinsurancerequirementifthecontractorprovidesthecitywith proofthatthepolicypremiumhasbeenpaidinfullandprovidedthecontractorpaysamonitoringfee,currently setat$25permonth. EXHIBIT 2 AFFIDAVITS AND FORMS SUBMISSION REQUIREMENTS 1.Respondent'sSwornStatementUnderSection 287.I33(3)(A),FloridaStatutes,on Attachment #1 "Public Entity Crimes and Conflicts of Interest Affidavit," shallbe completed andprovidedwiththe proposal submittal 2.Neither the individual(s)/firm,nor anyofhis/her/itsemployeesshallbe permitted to represent anyclient before the Commission or any Committee,department or agencyoftheCity,andshallagree not to undertake any other private representation whichmight create a conflict of interest with the City.The individual(s)/firm maynot represent anyCommissionmember,individually,or,any member of their family or anybusinessinwhich the Commission member of their family hasan interest. 3.All proposalsreceived will beconsidered public records.TheCity will considerall quotations using suchcriteriaastheCommission or City Manager may adopt at either of their solediscretion.The individual(s)/firm selected will berequired to enter intoaformal agreement with the Cityinaform satisfactory to the City,prior to the executionofwhichtheCityshall reserve allrights,including the right to change its selection. 4.Respondent's Attachment #2 "Drug Free Workplace"formshallbe completedandprovidedwiththeproposalsubmittal. 5.Respondent's Attachment #3 "No Conflict of Interest/Non Collusion Affidavit,"shallbecompletedandprovidedwith the proposalsubmittal. 6.Respondent's Attachment #4 "Acknowledgement and Conformance with OSHA Standards,"shall becompletedandprovidedwiththeproposal submittal. 7.Respondent's Attachment #5 "Related Party Transaction Verification Form"shall becompletedandprovidedwiththeproposalsubmittal. Page!of 10 Attachment #1 Public Entity Crimes and Conflicts of Interest Pursuant tothe provisions of Paragraph (2)(a)of Section 287.133,Florida StateStatutes-"A person or affiliate who has been placed onthe convicted vendor list following a conviction fora public entity crime may not submit a Bid ona Contract to provide any goods or services toa public entity,may not submit a Bid onaContract with a public entity forthe construction or repair ofa public building or public work,may not submit bids on leases of real property toa public entity,may notbe awarded to perform workasa Contractor,supplier,Subcontractor, or Consultant under a Contract with any public entity,and may not transact business with any public entity in excess ofthe threshold amount Category Twoof Section 287.017,Florida Statutes,for thirty six (36)months from thedateof being placed onthe convicted vendor list". The award of any contract hereunder is subject tothe provisions ofChapter 112,Florida State Statutes.BIDDERS must disclose with their Bids,the name of any officer,director,partner, associate or agent who is also an officer or employee oftheCityof South Miami orits agencies. SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(a), FLORIDA STATUTES.ON PUBLIC ENTITY CRIMES THISFORMMUSTBE SIGNED AND SWORN TO INTHEPRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. I.This sworn statement is submitted to [printnameof the publicentity] by__ [print individual's nameandtitle] for [printnameofentity submitting swornstatement] whose business address is and (ifapplicable)its Federal Employer Identification Number (FEIN)is (If theentity has no FEIN,include the Social Security Numberofthe individual signing this sworn statement:.) 2.I understandthata "public entitycrime"as defined in Paragraph 287.133 (l)(g),Florida Statutes,means a violation ofanystateor federal law byapersonwithrespecttoand directlyrelatedtothetransactionof business withany public entityorwithan agency or political subdivision ofany other stateoroftheUnitedStates,including,butnot limited to ,anybidor contract forgoods or servicestobeprovidedtoany public entity or anagency or politicalsubdivisionofany other state or of the United States and involving antitrust,fraud,theft,bribery,collusion,racketeering,conspiracy,or material misrepresentation. 3.I understandthat"convicted"or "conviction"as defined in Paragraph 287.133 (l)(b), Florida Statutes,meansa finding ofguiltoraconvictionofapublicentitycrime,with or Page2 of 10 without an adjudication of guilt,in any federal orstate trial courtofrecord relating to charges brought by indictment or information after July I,1989,asaresultofa jury verdict,non-jurytrial,orentryofapleaofguiltyornolo contender. 4.I understand thatan "affiliate"as defined in Paragraph 287.133 (l)(a),Florida Statutes. means: (a)Apredecessororsuccessorofapersonconvicted of a public entitycrime;or (b)Anentityunderthecontrolofany natural personwhoisactiveinthe managementoftheentityandwhohasbeenconvictedofa public entitycrime.The term "affiliate"includes those officers,directors,executives,partners,shareholders, employees,members,andagentswhoareactiveinthemanagementofan affiliate.The ownershipbyonepersonof shares constituting a controlling interestinany person,ora pooling of equipment orincomeamongpersonswhen not for fair market value under anarm'slengthagreement,shall beaprima facie casethatonepersoncontrolsanother person.Apersonwho knowingly entersintoajointventurewithapersonwho has been convicted ofa public entitycrime in Florida during the preceding 36months shall be considered an affiliate. 5.I understand thata"person"as defined in Paragraph 287.133 (l)(e),Florida Statutes, meansany natural personorentity organized underthe laws of anystateorofthe UnitedStateswiththe legal powertoenterintoa binding contractandwhichbidsor applies to bid on contracts for the provision of goods or services led bya public entity, or which otherwise transacts or applies to transact business witha public entity.The term"person"includes those officers,directors,executives,partners,shareholders, employees,members,and agents whoare active in management of an entity. 6.Basedon information andbelief,the statement which I have marked below is true in relation totheentity submitting thisswornstatement.[Indicate which statement applies.] Neithertheentity submitting thisswornstatement,noranyofits officers, directors,executives,partners,shareholders,employees,members,or agents whoare active in the management ofthe entity,nor any affiliate oftheentity has been charged withand convicted ofa public entitycrimesubsequentto July 1,1989. Theentitysubmittingthisswornstatement,orone or moreofitsofficers, directors,executives,partners,shareholders,employees,members,or agents whoare active in the management ofthe entity,or an affiliate ofthe entity has been charged with andconvictedofa public entity crime subsequentto July 1,1989. The entity submittingthissworn statement,oroneor more ofitsofficers, directors,executives,partners,shareholders,employees,members,or agents who are active in the management ofthe entity,or an affiliate ofthe entity has been charged with and convicted ofa public entity crime subsequent of July I,1989.However,there has beena subsequent proceeding beforea Hearing Officer oftheStateof Florida,Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement onthe convicted vendor list,{attach acopyofthe final order.] Page3 of 10 Continuation of Attachment #2 Public Entity Crimes and Conflicts I UNDERSTAND THAT THE SUBMISSION OFTHIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY INDENTIFIED IN PARAGRAPH I (ONE)ABOVE IS FOR THAT PUBLIC ENTITYONLY,ANDTHAT THIS FORM IS VALID THROUGH DECEMBER 31 OFTHE CALENDAR YEAR IN WHICH IT IS FILED.I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITYPRIOR TO ENTERING INTOA CONTRACT IN EXCESS OFTHE THRESHOLD AMOUNT PROVIDED INSECTION 287.017,FLORIDA STATUTES.FORCATEGORY TWO OF ANY CHANGEINTHE INFORMATION CONTAINED IN THIS FORM. [signature] Sworn to and subscribed beforemethis day of ,20 Personally known or Produced identification Notary Public -State of My commission expires (Typeof identification) (Printed,typedor stamped commissioned name of notary public) Form PUR 7068 (Rev.06/11/92) Page 4 of 10 Attachment #2 "Drug Free Workplace" Whenevertwoormore Bids which are equal withrespecttoprice,quality andserviceare received bytheStateorbyany political subdivisions fortheprocurementof commodities or contractual services,a Bid receivedfroma business that certifies that ithas implemented a drug-free workplace program shall be given preference in theawardprocess.Established procedures for processing tie Bids will be followed if none ofthetied vendors have a drug-free workplace program.In order to have a drug-free workplace program,a business shall: 1.Publish a statement notifying employeesthatthe unlawful manufacture,distribution, dispensing,possession,or use ofa controlled substance is prohibited in the workplace and specifying theactionsthat will betaken against employees for violations ofsuch prohibition. 2.Inform employees aboutthe dangers of drug abuse in the workplace,the business' policy of maintaining a drug-free workplace,any available drug counseling,rehabilitation, and employee assistance programs,and the penalties that may be imposed upon employees for drugabuseviolations. 3.Give each employee engaged in providing the commodities or contractual services that areunder Bid acopyofthestatement specified in Subsection (I). 4.In the statement specified in Subsection (I),notify the employees,that,asa condition of working onthe commodities or contractual services thatare under Bid,the employee will abide by the terms ofthe statement and will notify the employer of any conviction of,or plea of guilty or nolo contender to,any violation of Chapter 893 orof any controlled substance law ofthe United States or any state,for a violation occurring in theworkplacenolaterthan five (5)days aftersuch conviction. 5.Impose a sanction on,or require the satisfactory participation in a drug abuse assistance or rehabilitation program,if such is available in the employee's community,by any employee who is so convicted. 6.Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement,I certify that this firm complies fully with the above requirements. PROPOSER'S Signature: Print Name: Date: Page5 of 10 Attachment #3 "No Conflict of Interest/Non Collusion Affidavit" Submitted this _day of_-.20_ The undersigned,as Bidder/Proposer,declares thatthe only persons interestedinthis RFP are named herein;that no other person has any interest in this RFP or in the Contract to which this RFP pertains; that this response is made without connection or arrangement with any other person;and that this responseisinevery respect fairandmadeingoodfaith,without collusion or fraud. The Bidder/Proposer agrees if this response/submission is accepted,to execute an appropriate CITY document forthe purpose of establishing a formal contractual relationship between the Bidder/Proposer and the CITY,forthe performance of all requirements to which the response/submission pertains. The Bidder/Proposer states that this response is based upon the documents identified by the following number:Bid/RFP The full-names and residences of persons and firms interested in the foregoing bid/proposal,as principals,are asfollows: Name Street Address City State Zip •^H i^^^l^•H •i^H ^^H^^^H§••••••••^••1 •••§••1 §•••^^H The Bidder/Proposer further certifies thatthis response/submission complies withsection 4(c)ofthe CharteroftheCityof Miami,Florida,that,tothebestofits knowledge and belief,no Commissioner, Mayor,orother officer or employee ofthe CITY has aninterest directly or indirectly inthe profits or emolumentsoftheContract,job,work or serviceto which the response/submission pertains. Signature: Printed Name: Title: Telephone: Company Name Continuation ofAttachment #3No Conflict of interlNon-Collusion Certification Page6 of 10 NOTARY PUBLIC: STATE OF COUNTY OF The foregoing instrumentwas acknowledged beforemethisdayof .20 by (name of person whose signatureisbeingnotarized)whois SEAL Personally known to me,or Personal identification: Type of Identification Produced Did take an oath,or Did Not take an oath. (Name of Notary Public:Print,Stamp or type as commissioned.) FAILURE TO COMPLETE.SIGN.&RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Page 7 of 10 Attachment#4"AcknowledgementandConformancewithOSHA Standards" TOTHECITYOFSOUTHMIAMI We»,(NameofContractor),herebyacknowledgeandagreethat asContractorsforthisSolicitation,asspecifiedhavethesoleresponsibilityforcompliancewithallthe requirementsoftheFederalOccupationalSafetyandHealthActof1970,andallStateandlocalsafety andhealthregulations,andagreetoindemnifyandholdharmlesstheCityofSouthMiamiagainstany andallliability,claims,damages,lossesandexpensestheymayincurduetothefailureof (subcontractor'snames): tocomplywithsuchactorregulation. CONTRACTOR BY: Name Title Witness FAILURETOCOMPLETE.SIGN.&RETURNTHISFORMMAYDISQUALIFYYOURRESPONSE Page8of10 Attachment #5 "RELATED PARTY TRANSACTION VERIFICATION FORM' I ,individually andonbehalfof _ ("Rrm")have Name of Representative Company/Vendor/Entity readtheCityofSouth Miami ("City")'sCodeof Ethics, Section 8A-1 ofthe City's Codeof Ordinances and I hereby certify,under penalty of perjury thattothebestofmy knowledge,information andbelief: (1)neither I northe Firm haveany conflict ofinterest(as defined insection 8A-I)withregardtothecontractor business that I.and/or theFirm,am(are)about toperformfor,or to transact with,the City,and (2)neither I nor any employees,officers,directors ofthe Firm,nor anyone who has a financial interest greater than 5%in the Firm,has any relative(s),as defined in section 8A-1,whoisan employee oftheCityorwho is(are) an appointed orelected official ofthe City,orwho is(are)a member ofany public body createdbytheCity Commission,/.e.,aboardorcommitteeoftheCity[See Note #1 below],and (3)neitherInorthe Rrm,nor anyone who has a financial interestgreaterthan 5%inthe Firm,norany member of those persons'immediate family (i.e„spouse,parents,children,brothersandsisters)hastransactedorentered intoany contract(s)withtheCityorhasa financial interest,director indirect,inany business being transacted withthecity,or withanypersonoragencyactingforthecity,other thanas follows: (^ necessaryusea separate sheet tosupplyadditionalinformation that will not fit onthislinebutmake reference on the lineabovetothe separate sheet,i.e.,"see attachedadditionalinformation"andmake reference to this document and this paragraph ontothe additional sheet which additional sheet must be signed under oath).[See Note #I below];and (4)no elected and/or appointed official or employee ofthe City of South Miami,or any of their immediate family members (i.e.,spouse,parents,children,brothers and sisters)has a financial interest,directly or indirectly,inthe contractbetweenyouand/oryour Firm andtheCityotherthanthe following individuals whoseinterestisset forthfollowing their usea separate names: ____(ifnecessaryusea separate sheet tosupplyadditionalinformation that willnotfitonthislinebutmake reference on the lineabove to the separate sheet,i.e.,"see attached additional information"and make reference to this document and this paragraph ontothe additional sheet which additional sheet must be signed under oath).The names of all City employees and thatof all elected and/or appointed city officials or board members,who own,directly or indirectly,an interest of five percent (5%)ormoreofthetotalassetsof capital stockinthe firm areas follows: :(if necessaryusea separate sheet tosupplyadditionalinformationthatwill not fit onthislinebutmake reference on the lineabove to the separate sheet,i.e.,"see attached additionalinformation"andmake reference tothis document and this paragraph ontothe additional sheet which additional sheet must be signed under oath).[See Note #I below] (5)I and the Firm further agree notto use or attempt to use any knowledge,property or resource which may cometousthroughourpositionoftrust,or throughourperformanceofourdutiesunderthetermsofthe contract with the City,to secure a special privilege,benefit,or exemption for ourselves,or others.We agree that we may not disclose or use information,not available to members ofthe general public,forour personal gain or Note#I:Whiletheethicscodestill applies,ifthe person executing this form is doing soonbehalfofa firm withmorethan 15 employees,the statement inthis section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make an independent investigation as tothe relationship of employees;ifthe firm is a publicly traded company, the statement in this section shall be based solely on thesignatory's personal knowledge and he/she isnot required to make an independent investigation astothe relationship of employees orofthosewhohavea financial interestinthe Firm orof the financial interest inthe Firm ofcityemployees,appointed officials orthe immediate family members of elected and/or appointed official or employee or as tothe relationship byblood or marriage of employees,officers,or directors ofthe Firm, orofany of their immediate family to any appointed or elected officials ofthe City,orto their immediate family members. benefit or for the personal gain or benefit of any other person or business entity,outside ofthe normal gain or benefitanticipatedthroughthe performance of the contract (6)I and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or any person or agency acting forthe City,and thatwe have not appeared in representation of any third party before any board,commission or agency ofthe City within thepasttwo years otherthanas follows: ——(if necessary useaseparatesheetto supply additional information that will notfit on this line but make reference onthe line above tothe separate sheet,i.e., "see attached additional information"and make reference to this document and this paragraph ontothe additional sheet which additional sheetmustbe signed underoath). (7)Neither I nor any employees,officers,or directors ofthe Rrm,nor any of their immediate family (i.e.,asa spouse,son,daughter,parent,brother or sister)is related by blood or marriage to:(i)any member ofthe City Commission;(ii)any city employee;or (iii)any member of any board or agency ofthe City other than as follows: (ifnecessaryuseaseparatesheettosupplyadditional information that will not fit onthis line but make reference onthe line above tothe separate sheet,i.e.,"see attached additional information"and make reference tothis document andthis paragraph ontothe additional sheet which additional sheetmustbe signed underoath).[See Note #1 below];and. (8)NoOther Rrm,nor any officers or directors ofthatOther Rrm or anyone who has a financial interest greater than 5%inthatOther Firm,nor any member of those persons'immediate family (i.e.,spouse,parents,children, brothers and sisters)nor any of my immediate family members (hereinafter referred toas "Related Parties")has respondedtoa solicitation bytheCityin which I ortheRrmthat I representoranyonewhohasa financial interestgreaterthan 5%inthe Firm,or any member ofthose persons'immediate family (i.e.spouse,parents, children,brothersandsisters)havealsoresponded,otherthanthe following: .(ifnecessaryuseaseparate sheet tosupply additional information that will notfitonthis line but make reference onthe line above totheseparatesheet,i.e.,"see attached additional information"and make reference tothis document andthis paragraph ontothe additional sheet which additional sheet must be signed under oath),[while the ethics code still applies,ifthe person executing this form is doing soon behalf ofa firm whose stockis publicly traded,thestatement in this section (8)shall be based solely onthe signatory's personal knowledge and he/she isnot required to make an independent investigation intotheOther Firm,orthe Firm he/she represents,astotheir officers,directorsor anyone having a financial interestinthose Firms or any oftheir any member ofthosepersons'immediate family.] (9)I andthe Rrm agreethatweare obligated to supplement this Verification Form and inform the City of any change in circumstances thatwould change our answers tothis document.Specifically,afterthe opening ofany responsestoasolicitation,I andtheFirmhaveanobligationtosupplementthisVerificationFormwiththenameof all Related Parties who have alsorespondedtothesame solicitation andto disclose the relationship ofthose parties to me and the Firm. (10)A violation oftheCity's Ethics Code,the giving ofany false information orthe failure tosupplementthis Verification Form,maysubjectmeorthe Firm to immediate terminationofanyagreementwiththeCity,andthe imposition ofthe maximum fineand/orany penalties allowed by law.Additionally,violations maybeconsideredby andsubjecttoactionbythe Miami-Dade CountyCommissionon Ethics.Underpenaltyofperjury,I declarethat I Note #I:While the ethics code still applies,if the person executing this form is doing so on behalf of a firm with more than 15 employees,the statement in this section shallbe based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees;if the firmisa publicly traded company, the statement inthis section shallbe based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have afinancial interest in the Firmor of the financial interest in the Firm of city employees,appointed officials or the immediate family members of elected and/or appointed official or employee oras to the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate familytoany appointed or elected officials of the City,or to their immediate family members. havemadeadiligent effort to investigate the matters to which I am attesting hereinabove and that the statements made hereinabove are true and correct to the best of my knowledge,information andbelief. Signature: Print Name &Title: Date: ATTACHED: Sec.8A-1 -Conflict of interest and code of ethics ordinance. Municode Page I0f4 Sec 8A-1.-Conflict of interest and code of ethics ordinance. (a)Designation. Thissection shall bedesignatedandknownasthe"CityofSouth Miami Conflict of InterestandCode of Ethics Ordinance."Thissection shall be applicable to all citypersonnelasdefinedbelow,and shall also constitute a standard of ethical conductand behavior for all autonomous personnel,quasi-judicial personnel,advisory personnel and departmental personnel.The provisions ofthissection shall be applied ina cumulative manner.By way of example,andnotasa limitation,subsections(c)and(d)maybe applied tothesamecontractortransaction. (b)Definitions.For the purposesofthissectionthe following definitionsshallbeeffective: (1)Theterm "commission members"shall refertothemayorandthemembersofthecity commission. (2)Theterm "autonomous personnel"shall refertothe members of autonomous authorities,boards and agencies, suchasthecitycommunityredevelopment agency andthehealth facilities authority. (3)Theterm "quasi-judicial personnel"shall refertothemembersofthe planning board,the environmental review and preservation board,thecode enforcement board and such other individuals,boards and agencies ofthecityas perform quasi-judicial functions. (4)Theterm "advisory personnel"shall refertothe members ofthosecity advisory boards and agencies whose soleor primary responsibility istorecommend legislation orgiveadvicetothecitycommission. (5)Theterm "departmental personnel"shall refertothecity clerk,thecity manager,department heads,thecity attorney,and all assistants tothecityclerk,city manager andcityattorney,howevertitled. (6)Theterm "employees"shall referto all other personnel employed bythecity. (7)Theterm "compensation"shall refertoanymoney,gift,favor,thingof value or financial benefitconferred,or to be conferred,in return for services rendered or to be rendered. (8)Theterm "controlling financial interest"shall referto ownership,directly or indirectly,oftenpercentormore ofthe outstanding capital stockin any corporation ora direct or indirect interestoftenpercentormoreina firm, partnership,orother business entityatthetimeof transacting business withthecity. (9)Theterm "immediate family"shall refer tothe spouse,parents,children,brothers and sisters ofthe person involved. (10)Theterm "transact any business"shall refer tothe purchase or sale bythecityof specific goods or services for consideration and to submitting a bid,a proposal in response toa RFP,a statement of qualifications in response toarequestbythe city,or entering into contract negotiations forthe provision onanygoodsor services, whichever first occurs. (c)Prohibitionontransactingbusinesswiththecity. Note #I:Whiletheethicscodestillapplies,ifthepersonexecutingthisformisdoingsoonbehalfofafirmwithmorethan 15 employees,thestatementinthis section shall be based solely onthe signatory's personal knowledge and he/she isnot required tomakean independent investigation astothe relationship of employees;ifthe firm isa publicly traded company, the statement in this section shall be based solely onthe signatory's personal knowledge and he/she isnot required tomake an independent investigationasto the relationshipof employees orofthosewhohavea financial interest in the Firmorof the financial interestinthe Firm ofcity employees,appointed officials ortheimmediate family membersofelected and/or appointed official oremployeeorastothe relationship by blood or marriage of employees,officers,or directors ofthe Firm, orof any oftheirimmediate family to any appointed or elected officials ofthe City,ortotheirimmediate family members. No person included in the terms defined in paragraphs (b)(1)through (6)and in paragraph (b)(9)shall enter into any contract or transact any business in which that person ora member ofthe immediate family has a financial interest,direct or indirect with the city or any person or agency acting forthe city,and any such contract, agreement or businessengagement entered inviolationofthissubsectionshall render the transactionvoidable. Willfulviolationofthis subsection shall constitute malfeasanceinofficeandshallaffect forfeiture ofoffice or position.Nothinginthissubsection shall prohibitormake illegal: (1)The payment of taxes,special assessments or fees for services provided by the city government; (2)The purchase of bonds,anticipation notes orothersecurities that may be issued by the city through underwriters or directlyfromtime to time. Waiver ofprohibition.The requirements ofthis subsection may be waived for a particular transaction only by four affirmative votesofthe city commission after public hearing upon finding that: (1)An open-to-all sealed competitive proposal has been submitted by a city person as defined in paragraphs (b)(2), (3)and(4); (2)The proposal has been submitted by a person or firm offering services within the scope ofthe practice of architecture,professional engineering,or registered land surveying,as defined bythe laws ofthestateand pursuant tothe provisions ofthe Consultants'Competitive Negotiation Act,and when the proposal has been submitted byacityperson defined in paragraphs (b)(2),(3)and (4); (3)The property or services tobe involved inthe proposed transaction are unique and the city cannot avail itself ofsuchproperty or serviceswithoutenteringatransactionwhichwouldviolatethissubsectionbut forwaiverofitsrequirements;and (4)Thatthe proposed transaction will beinthebestinterestofthe city. This subsection shall be applicable only to prospective transactions,and the city commission may in no case ratify a transaction entered in violation of this subsection. Provisions cumulative.This subsection shall be taken tobe cumulative and shall notbe construed to amend or repeal any other lawpertainingtothesamesubjectmatter. (d)Further prohibitionontransactingbusinesswiththecity. No person included in theterms defined in paragraphs (b)(1)through (6)andin paragraph (b)(9)shall enterinto anycontractortransactany business througha firm,corporation,partnership or business entityin which that personorany member ofthe immediate family has a controlling financial interest,director indirect,withthecity oranypersonor agency actingforthe city,andanysuchcontract,agreementor business engagement enteredin violation of this subsection shall renderthe transaction voidable.The remaining provisions of subsection (c)will alsobe applicable tothissubsectionasthoughincorporatedbyrecitation. Additionally,noperson included intheterm defined in paragraph (b)(1)shall voteonor participate in anyway in anymatterpresentedtothecity commission ifthatpersonhasanyofthe following relationships withanyofthe personsorentitieswhichwouldbeormightbedirectlyor indirectly affectedbyanyactionofthecity commission: (I)Officer,director,partner,of counsel,consultant,employee,fiduciary or beneficiary;or (2)Stockholder,bondholder,debtor,or creditor,ifinanyinstancethetransaction or matter wouldaffectthe person defined in paragraph (b)(1)inamanner distinct fromthemannerin which itwould affect the public generally.Any person included intheterm defined in paragraph (b)(I)whohasanyofthe specified relationships orwhowouldor might,directlyor indirectly,realizeaprofitbytheactionofthecity commission shall notvoteon or participate inanywayin the matter. (E)Gifts. (I)Defmition.Theterm "gift"shallrefertothetransferof anything ofeconomicvalue,whether intheformof money,service,loan,travel,entertainment,hospitality,item or promise,or inany other form,without adequate andlawful consideration. (2)Exceptions.Theprovisionsofparagraph (e)(1)shallnotapplyto: a.Political contributions specifically authorized by state law; Note #I:While the ethics code still applies,if the person executing this form is doing soon behalf of a firm with more than 15 employees,the statement in this section shallbe based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees;if the firmisa publicly traded company, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have afinancial interest in the Firm or of the financial interest in the Firm of city employees,appointed officialsor the immediate family members of elected and/or appointed officialor employee orasto the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City,or to their immediate family members. b.Giftsfromrelativesormembersofone'shousehold,unless thepersonisaconduitonbehalfofathirdpartyto the deliveryofagift that is prohibited under paragraph(3); c.Awards for professional or civic achievement; d.Material suchasbooks,reports,periodicals or pamphlets which aresolely informational orofan advertising nature. (3)Prohibitions.A persondescribedin paragraphs (b)(1)through(6)shallneithersolicitnordemandanygiftItis also unlawful forany person or entitytooffer,give or agreetogive to any person includedin the terms definedin paragraphs(b)(I)through(6),or foranypersonincludedinthetermsdefinedinparagraphs(b)(I)through(6)to accept or agree to accept from another person or entity,anygiftfor or because of: a.An official public actiontaken,ortobetaken,or which could betaken,oran omission or failure totakea public action; b.A legal dutyperformedortobe performed,or which couldbe performed,oran omission or failure toperform alegalduty; c.A legal dutyviolated or tobeviolated,orwhichcouldbeviolatedbyanypersonincludedinthe term definedin paragraph(b)(I);or d.Attendance or absencefromapublicmeetingatwhich official actionis to betaken. (4)Disclosure.Any person included in theterm defined in paragraphs (b)(1)through(6)shall disclose anygift,or seriesof gifts from anyone personor entity,having a value inexcessof $25.00.The disclosure shall bemadeby filing acopyofthedisclosureformrequiredbychapter 112,Florida Statutes,for "local officers"withthecityclerk simultaneously withthe filing oftheformwiththeclerkofthecountyandwiththe Florida Secretary ofState. (f)Compulsory disclosure byemployees of firms doing business with the city. Should any person included in the terms defined in paragraphs (b)(1)through (6)be employed by a corporation, firm,partnership or business entityin which that person orthe immediate family doesnot have a controlling financial interest,and should thecorporation,firm,partnership or business entityhave substantial business commitments toor from thecityor any city agency,orbe subject todirect regulation bythe city oracity agency, thenthe person shall file asworn statement disclosing such employment and interestwith the clerk ofthe city. (g)Exploitation of official position prohibited. No person included in theterms defined in paragraphs (b)(l)through (6)shall corruptly useorattempttousean official positiontosecure special privileges orexemptionsforthatpersonorothers. (h)Prohibition onuse of confidential information. No person included in theterms defined in paragraphs (b)(1)through (6)shall accept employment or engage in anybusinessorprofessionalactivitywhichonemight reasonably expectwould require or induce oneto disclose confidential information acquired by reason ofan official position,nor shall that person in fact ever disclose confidential information garnered or gained through an official position with the city,nor shall that person ever use such information,directly or indirectly,for personal gain or benefit. (i)Conflicting employment prohibited. No person included in theterms defined in paragraphs (b)(1)through (6)shall accept other employment which would impair independence of judgment inthe performance ofany public duties. (j)Prohibitiononoutside employment. (I)No person included in the terms defined in paragraphs (b)(6)shall receive any compensation for services asan officer or employee ofthe city from any source other than the city,except as may be permitted as follows: a.Generally prohibited.No full-time city employee shall accept outside employment,either incidental,occasional or otherwise,where city time,equipment or material is tobe used or where such employment or any part thereof is tobe performed oncitytime. Note#I:Whiletheethicscodestill applies,ifthe person executingthisformisdoingsoonbehalfofafirmwithmorethan 15 employees,the statement inthis section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make an independent investigation as tothe relationship of employees;ifthe firm is a publicly traded company, the statement in this section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make anindependentinvestigationastotherelationshipofemployeesorofthosewhohavea financial interestintheFirmorof the financial interestinthe Firm ofcity employees,appointed officials orthe immediate family membersof elected and/or appointed official or employee orastothe relationship by blood or marriage of employees,officers,or directors ofthe Firm, orof any of their immediate family to any appointed or elected officials ofthe City,orto their immediate family members. b.When permitted.A full-time city employee may accept incidental or occasional outside employment so long as such employment is not contrary,detrimental or adverse tothe interest ofthe city or any ofits departments and the approval required in subparagraph c.isobtained. c.Approval of department head required.Any outside employment by any full-time city employee must first be approvedinwritingbytheemployee'sdepartmentheadwho shall maintain acompleterecordofsuch employment. d.Penalty.Any person convicted of violating any provision of this subsection shall be punished as provided in section I-11 oftheCodeof Miami-Dade County and,in addition shall be subject to dismissal by the appointing authority.The city may also assess against a violator a fine notto exceed $500.00 and the costs of investigation incurred by the city. (2)All full-time city employees engaged in any outside employment for any person,firm,corporation or entity other than the city,or any ofits agencies or instrumentalities,shall file,under oath,an annual report indicating the sourceoftheoutside employment,thenatureofthework being doneandanyamountof money orother consideration received bythe employee fromtheoutside employment.City employee reports shall be filed with the city clerk.Thereports shall be available ata reasonable time and place for inspection bythe public.The city manager may require monthly reportsfrom individual employees orgroupsof employees forgoodcause.. (k)Prohibited investments. No person included intheterms defined in paragraphs (b)(1)through (6)ora member ofthe immediate family shall have personal investments inanyenterprise which will createa substantial conflict between private interests and the public interest. (I)Certain appearances and payment prohibited. (1)No person included in theterms defined in paragraphs (b)(1),(5)and (6)shall appear before any city board or agency andmakeapresentationonbehalfofathirdpersonwithrespecttoanymatter,license,contract, certificate,ruling,decision,opinion,rate schedule,franchise,orother benefit soughtbythethirdperson.Nor shall theperson receive any compensation or gift,directly or indirectly,for services renderedtoathirdperson,who has applied fororis seeking some benefit from the city oracityagency,in connection withthe particular benefit soughtbythethirdperson.Nor shall thepersonappearinanycourtorbeforeany administrative tribunalas counselor legal advisor toapartywhoseeks legal relieffromthecityoracity agency throughthesuitin question. (2)Noperson included intheterms defined in paragraphs (b)(2),(3)and(4)shall appearbeforethecity commission or agencyonwhich the person serves,either directly or through anassociate,andmakea presentationon behalf ofathirdpersonwithrespecttoanymatter,license,contract,certificate,ruling,decision, opinion,rate schedule,franchise,or other benefitsoughtbythethirdperson.Nor shall suchpersonreceiveany compensation or gift,directly or indirectly,forservicesrenderedtoathirdpartywhohasappliedfor or isseeking somebenefitfromthecity commission or agency on which thepersonservesinconnectionwiththeparticular benefitsoughtbythethirdparty.Nor shall thepersonappearinany court orbeforeany administrative tribunalas counselor legal advisortoathirdpartywhoseeks legal relieffromthecitycommissionoragencyonwhichsuch person serves through the suitin question. (m)Actions prohibited when financial interests involved. Nopersonincludedinthe terms definedinparagraphs(b)(I)through(6)shallparticipateinany official action directlyor indirectly affecting abusinessinwhichthatpersonoranymemberoftheimmediate family hasa financial interest.A financial interest isdefinedinthissubsectionto include,butnotbe limited to,anydirect or indirect interest inany investment,equity,or debt. (n)Acquiring financial interests. No person includedin the terms definedinparagraphs (b)(1)through(6)shallacquirea financial interest ina project,business entity or property ata time when the person believes or has reason to believe that the financial interest maybedirectlyaffectedby official actionsorby official actionsbythecity or cityagencyofwhichthe person isan official,officer or employee. (0)Recommending professional services. Note #I:While the ethics code still applies,if the person executing this form is doing so on behalf of a firm with more than 15 employees,the statement inthissectionshallbebasedsolelyon the signatory'spersonalknowledgeandhe/sheis not required to make an independent investigation as to the relationship of employees;if the firm isa publicly traded company, the statement inthis section shallbebased solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of the financial interest in the Firm of city employees,appointed officials or the immediate family members of elected and/or appointed official or employee or as to the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City,or to their immediate family members. Noperson included inthetermsdefinedin paragraphs (b)(1)through(4)mayrecommendtheservicesofany lawyerorlaw firm,architect or architectural firm,public relations firm,or any other person or firm,professional or otherwise,toassistinany transaction involving the city or anyofitsagencies,provided that a recommendation may properly bemadewhen required tobemadeby the dutiesof office andinadvanceatapublicmeetingattendedby other city officials,officers or employees. (p)Continuing application after city service. (1)Noperson included intheterms defined in paragraphs (b)(1),(5)and(6)shall,foraperiodoftwoyearsafter his or hercityservice or employmenthasceased,lobbyanycity official [asdefinedinparagraphs (b)(1)through (6)]in connection withany judicial orother proceeding,application,RFP,RFQ.bid,requestfor ruling orother determination,contract,claim,controversy,charge,accusation,arrestorother particular subject matter inwhichthecity or one ofitsagenciesisaparty or hasany interest whatever,whether direct or indirect. Nothing contained inthis subsection shall prohibit any individual from submitting aroutine administrative request or applicationtoacity department or agencyduringthetwo-yearperiodafterhis or herservicehasceased. (2)The provisions ofthe subsection shall not apply topersonswhobecome employed by governmental entities, 501 (c)(3)non-profitentities or educational institutions orentities,andwholobbyonbehalfofthoseentitiesin their official capacities. (3)The provisions ofthis subsection shall apply to all persons described in paragraph (p)(l)whosecityservice or employment ceased after the effective date of the ordinance fromwhichthis section derives. (4)Noperson described in paragraph (p)(l)whose city service or employment ceased within two years priorto the effective dateofthis ordinance shall fora period oftwo years afterhisorher service or employment enter intoa lobbying contractto lobby any city official in connection with any subject described in paragraph (p)(l)in whichthecity or oneofitsagenciesisaparty or hasany direct andsubstantial interest;andinwhichhe or she participated directly or indirectly through decision,approval,disapproval,recommendation,the rendering of advice,investigation,or otherwise,during his orher city service or employment.Aperson participated "directly" whereheorshe was substantially involved inthe particular subject matter through decision,approval,disapproval, recommendation,therenderingof advice,investigation,orotherwise,during hisorhercityserviceor employment.Aperson participated "indirectly"whereheorshe knowingly participated inanyway inthe particular subjeamatter through decision,approval,disapproval,recommendation,the rendering of advice,investigation,or otherwise,during his orhercity service or employment.All persons covered bythis paragraph shall executean affidavit ona form approved bythecityattorneypriorto lobbying any city official attesting thatthe requirementsofthissubsectiondonotprecludethepersonfrom lobbying city officials. (5)Any person who violates this subsection shall be subject tothe penalties provided in section 8A-2(p). (q)City attorney torenderopinionsonrequest. Whenever any person included in the terms defined in paragraphs (b)(1)through (6)and paragraph (b)(9)is in doubtastothe proper interpretation or application ofthisconflictof interest andcodeofethicsordinance,or whenever anypersonwhorenders services tothe city isindoubtastothe applicability ofthe ordinance that person,may submit tothe city attorneya full written statement ofthe facts and questions.The city attorney shall then render an opinion to such person and shall publish these opinions without use ofthe name ofthe person advisedunless the person permits the useofaname. (Ord.No.6-99-1680,§2,3-2-99) Editor's note-Ord.No.6-99-1680,§I,adopted 3-2-99,repealed §§8A-I and 8A-2 in their entirety and replaced themwithnew§§ 8A-1 and 8A-2.Former §§8A-1 and 8A-2 pertained to declaration of policy and definitions,respectively,and derivedfromOrd.No.634,§§I (I A-1),I (IA-2)adoptedJan...II,1969. Note #I:Whiletheethicscodestillapplies,ifthepersonexecutingthisformisdoingsoonbehalfofafirmwithmorethan 15 employees,thestatementinthis section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make an independent investigation astothe relationship of employees;ifthe firm isa publicly traded company, the statement in this section shall be based solely onthe signatory's personal knowledge and he/she isnot required tomake an independent investigationastotherelationshipof employees orofthosewhohavea financial interest in the Firmor of the financial interestinthe Firm ofcity employees,appointed officials ortheimmediate family membersofelected and/or appointed official or employee orastothe relationship by blood or marriage of employees,officers,or directors ofthe Firm, orof any of their immediate family to any appointed or elected officials ofthe City,orto their immediate family members. From:Kulick,Steven P Cc:Webster.John;Menendez,Maria M. Bcc:"rrgit9n^So|utions,canonrC9m";.Tarry Klnft";"kmckenna^kmbs.konicaminnlra.ijs":"ddovleir@deyimaoino.com": "rtiQWer@|exmarK,CQrn";"Stgnfordffllexmark.com";"contracttancmo.com":"chris.barrett@ouaioarh.rom": :,rot?ert,mc<Jermgttffldanw^,Com";"ioanne.Daul@tabs.toshiba.com":"bkimbel@unitedsoiutions.conp": "^Ifflmts-gQftware.nQt";"tjhergsaJJM^QfflxQrQ^.CQm";"SAEV50@officesaiesaoent.com";"Haiioran@oce.com": "mwQlff@a-PS,COm";"frank@vesdelta.com";"scott.brom@harrisbusinessmachines.com" Subject:CopierQuotationRequest:StateofFloridaContract #600-000-11-1 Date:Tuesday,October 14,2014 4:26:00PM Attachments:FINAL ITQ Copier Lease I0.14.14.pdf Importance:High Re:State of Florida Contract #600-000-11-1 "Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services" Good afternoon, The City ofSouth Miami will be soliciting quotationsthroughtheStateof Florida Contract#600- 000-11-1 forour copier requirements.Attached is an Invitation to Quote,ITQ#FN2014-02,for your review.Pleaseprovidea quotation andproposalbasedon the State ofFlorida Contract andthe "City ofSouthMiamiCopierActivity File"includedwithITQ#FN2014-02. The ITQ includes current model numbers,pages per minute,black andwhiteandcolor copies made over a30 month term.We are lookingfor comparable equipment and features.Please refer to the Scopeof Services provided inthe ITQ for details,however a summary oftherequestis provided below: 1.A per copy charge;B/W and Color. 2.A minimum copy charge,ifany. 3.Individual andCombinedMonthlyleasechargeforthe13copiersonsite. 4.QuoteaLeaseTermfor 36,48 and 60 Months.Indicateif there are equipment replacement options for lease terms over 36 Months. Pleasesubmita response by 10AM,Wednesday,November 5,2014 asper the submission requirements provided in the ITQ. Ifyouhaveanyquestionsorneed clarification,pleasesend all inquiriesviaemail.All question must be received by 10 AM,Thursday,October 30,2014. TheConeofSilenceisineffect.All communicationrelatingtothis quotation request mustbein writing. Regards, Steven Kulick,C.P.M. Purchasing Manager/Procurement Division City of South Miami -6130 Sunset Drive-SouthMiami,Fl 33143 Ph:305/663-6339;Fax:305/663-6346 -Email:skulick(5)southmiamifl.aov Date: ITQ Title: ITQ No.: Please Print Clearly -4\: 6.' id 11 <LAvr>rt5^Cgo^T ;VI-' SouthfMiami Tl )E CITYOFPLEASANTLIVING Pre-Bid Conference Sign-In Sheet October 27,2014 Multifunctional Copier Lease FN2014-02 7,B'-^tf •fe*?W 3Ve)«a«JU>,.y0krxcjOeLQWiS:4raK\&»,<£»»<*7<fe-.-T->1 -JIff-7 Nj^"<;^&yesvfrrti.com t>iZ'm$ftGk£> 4$447l'Z77t( gteiwj-s •f^n^fr^fetort 3O5rS/^0SBi. rV&ue^-^S)^ C:\Users\skulick.CSMl\Documents\South Miami\Templates\Pre-Bid Meeting Sign-In Sheet.doc BID OPENING REPORT Bids were opened on;November 5,2014 For;ITQ U FN 2014-02 -Multifunctional Copier Lease COMPANIES THAT SUBMITTED PROPOSALS; 1.CANON BUSINESS SOLUTIONS 2.DELTA BUSINESS SOLUTIONS 3.TOSHIBA BUSINESS SOLUTIONS 4.XEROX CORPORATION after;10:00am AMOUNT: (36 MONTHS) $2,026.49/monthly $l,794.00/monthly $l,504.00/monthly $l,709.10/monthly AMOUNT: (48 MONTHS) $l,702.53/monthly $l,492.00/monthly $l,148.00/monthly $l,353.63/monthly THE ABOVE BIDS HAVE NOT BEEN CHECKED. THE BIDS ARE SUBJECT TO CORRECTION AFTER THE BIDS HAVE BEEN COMPLETELY REVIEWED. City Clerk: Print Nstirfc Witness:CS A1}Y\W $V ST&f ,;Flint Name Witness Print Name J tl~s iUC TOSHIBA BUSINESSSOLUTIONS c MultifunctionalCopierLease-ITQ#FN2014-02 Due:Wed.,Nov.5,2014,10:00a.m. MariaM.Menendez,CMC 6130SunsetDrive SouthMiami,FL33143 SubmittedBy:AnnieCruz MajorAccountRepresentative 305^710-7989 annie,cruz@tbs.tosh|ba.com Complete OfficeControl Managetime,resourcesandcostswithy* CityofSouthMiami 15050NW 79th Court,Suite203 Miami FL,3: Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com Contents Executive Summary 3 Cover Sheet 5 Exhibit 2 6 Attachment #1PublicEntityCrimesandConflictsof Interest 6 Attachment #2"DrugFree Workplace"9 Attachment #3"NoConflictof Interest/Non CollusionAffidavit"10 Attachment #4 "Acknowledgement and Conformance with OSHA Standards"12 Attachment #5 "Related Party Transaction VerificationForm"13 Scope of Services 20 CityofS.MiamiCopierActivity(PriceProposal)20 Service Methodology 22 Equipment 27 Brochures 30 TOSHBBA MiamiFL,33016 BUSINESS SOLUT.OMS 305-710-7989 Toshiba Business Solutions USA,Inc.,Proposal Response toCity ofS.Miami,ITQ XFNR2014-02 Page 2 15050NW79thCourt,Suite203 TOSHIBAM,a?liFL'33016 businesssolutions—__AnnieCruz3Q571Q7ggg Annfe.Cruz@tbs.toshiba.com ExecutiveSummary ToshibaBusinessSolutions(TBS)ispleasedtopresentthefollowingresponsetotheCityofS.Miami's InvitationtoQuote.Thepurposeofthisproposalistoestablishathirtysix(36)monthorfortyeight(48) monthcontractforMultifunctionalequipment,identifiedontheStateofFloridaContract#600-000-11- 1.Inaddition,ourobjectiveistoimplementastrategicplanwhereTBScanaccomplishequipment reduction,improveandoptimizeprint/copyenvironment,provideanelectronicdocumentoutput analysisandidentifycostsavings. TBSisthesecondlargestwhollyownedsubsidiaryofToshibaAmericaBusinessSolutionsintheUnited States.TBShasthefinancialstrength,corporateinfrastructureandthenecessaryexperiencetoassist theCityofS.Miamiwiththeoutputmanagementandimplementationofmulti-functionaldevices.Our experiencewithlargescaleprinterandcopierfleetsbothintheU.S.andinSouthFloridaallowsusto haveatrueunderstandingofyourinitiative.TBSFloridacurrentlyservicesover2600MFDcustomersis Broward,DadeandPalmBeachCountiesalongwithservicingover660customersforPrinter Maintenance. OurproposalofferstheCityofS.Miamiacost-effectivevehicletoobtainToshibaproductsandrelated servicesasoutlinedintheITQ.Ourprogramprovidesresponsiveandlocalservice,knowledgeable technicalsupport,onlineprocurementandservicerequests,fleetmanagementtools,anddedicated accountmanagementteam. Toshibahasdemonstrated,throughouranalyticaltools,methodologyandimprovementprograms,an unparalleledstrengthintheareaofdocumentassessment,assetmanagementandfleetoptimization TheseprogramsgiveTBStheabilitytofurtherdefinetheCityofS.Miami's,currentexpenseandusage patternsenterprisewideandassociatethosepatternstoassetdistribution.Withthisinformationat hand,TBSwillmakerecommendationsthatwillimproveassetmanagementandoptimizethe distributionofdocumentoutput. Theprimarygoalsofthisproposalareasfollows: •Provideacreativesolutionthatoffersignificantcostreductionswithoutsacrificingfunctionality andqualityservicelevels •Toreducethenumberofprinters,copiers,scanners,andfaxmachinesbybetterutilizingMFDs •Toprovidedevicemanagementinaproactivemanner ToshibawillalsoprovidethesededicatedresourcestosupporttheCityofS.Miamithroughoutthe engagement: •AccountManagementTeamcomprisedofexperiencedmanagersandsupportstaff. •TransitionTeamforensuringaseamlesstransitionanddeploymentofdevices. •NetworkofToshibatrainedandcertifiedtechnicians. •Corporateresourcesintheareasofcentralizeddispatch,nationalservice,technicalsupport informationsystems,productmarketing,billing,contractadministration,andprofessional services. ToshibaBusinessSolutionsUSA,Inc.,ProposalResponsetoCityofS.Miami,ITQXFNR2014-02page3 15050NW 79th Court,Suite203 Miami FL,3: Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com TOSHIBA Miami FU 33016 BUSINESS SOLUTIONS —. 305-710-7989 Asyou read through our proposal,you will discover many unique advantages for selecting Toshiba as your partner.Our approach blends innovative solutions,quality products,expedient service,strong account management,andcreative pricing solutions.Restassuredasabusinesspartner,wewillachieve the City's goal to drive standardization of models across the organization,leveraging your purchasing powerandproviding the highestqualityofservice available ataggressiverates. Once again,onbehalfoftheentire Toshiba team,thankyoufortheopportunityto participate andwe lookforward to the next steps. Matt Barnes President Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR20l4-02 Page4 TOSHIBA BUSINESS SOLUTIONS- 15050IMW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Cover Sheet South1*Miami CITYOF SOUTH MIAMI INVITATION TO QUOTE ITQ#FNR2014-02 PROPOSALS/PRICINGSHALL BE BASED ONTHESTATEOFFLORIDACONTRACT #600-000-11-1 SUBMITTEDTO:GtyOerk NAME: ADDRESS: CITY/STATE: PHONE: MANDATORYPRE-QUOTE MEETINQ Monday,October 27,2014 at 10AM Maria Menendez,CMC 6130 Sunset Drive Miami,Florida 33134 305-663-6339 PROJECT:Multifunctional Copier Lease ADDRESS:VariousLocationsintheCity CITY/STATE:SouthMiami,Fl33143 ISSUE DATE:Tuesday,October 14,2014 E-MAIL:skul ?ck(5)sou thmiam?fl .gov. DUE DATE:Wednesday,November,5,2014 at10AM QUOTE SUBMISSION REQUIREMENTS: Quotessubmittedafter10AMontheduedatewillnotbeacceptedunlessotherwisespecifiedinthequote document ofatimechange.Allquoteswillbesubmittedtothe G'tyClerk'sOfficeinasealedenvelope.RefertotheScopeofServices "Submission Requirements"for additional requirements.Thelabelontheonthe envelope needs toreadasfollows: City of South Miami Maria M.Menendez,CMC 6130 Sunset Drive South Miami,Fl.33143 Project Name:Multifunctional Copier Lease Mustinputprojectname.Iflabel doesnothave all information aboveyourquote will notbeaccepted. INSURANCE REQUIREMENTS: The City's InsuranceRequirementsareattached (Exhibit 1).Asaconditionofaward,theawardedvendormustprovidea certificate of insurance naming the cityas additional insured. AFFIDAVITS REQUIRED WITH SUBMITTAL:(Exhibit 2) Respondents must complete and submit withyour quote affidavitsprovidedin(Exhibit2). QUESTIONS: AnyRequestsforadditionalinformationor questions mustbeinwriting,ematied by10AMlocal trme onOctober 30,2014tothe attention ofMr.StevenKulick,Purchasing Manager atskullck@southmiamifl.gov. SCOPEOF WORK DESCRIPTION iTO BECOMPLETEDBY CITYj: REFER TO"SCOPEOF SERVICES,"COPY ATTACHED DESCRIPTIONOFWORK TO BE PERFORMED BY CONTRACTOR: Item Number Item Description Unit Qty Amount See Attached Scooe ofServices and Cooler Activity File FOR SUBMISSION OFPROPOSALS,REFERTOSCOPEOFSERVICES Contractorshall fumidi allmaterialsand equipment necessarytosecurecompletionofthe work.Contractorshallbe compensated according tothequotesubmitted.Contractor maychoosetosubmitaquoteoncompanyletterhead butmustbeattachedtothis form.MandatoryPre-quotemeetingIs scheduled Monday,October27,2014at10AM at City Hall, 6130 Sunset Drive,South Miami,Fl33143.Deadline to submit Is:November 5,2014 at10AM. Print/Type Name: Signature: E-mail: Rrm Name: Address: Matthew Barnes MaUhmfrtrnaffith^oshiha.ftom ToshibaBusinessSolutions (USA)Inc. 6401 Nob Hill Road Phone: Date: Fax: F.E.I.N.No.:_ City:Tamarac 561-42S-1300 5fi1-Kfrffi7S 33-0622309 State:FL THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THETERMS OF ITS PROPOSAL FAILURE TOSIGN THIS SOLICITATION WHERE INDICATED ABOVE BYAN AUTHORIZED REPRESENTATIVE SHAU.RENDER THE PROPOSAL NON-RESPONSIVE.THE CITY MAY,HOWEVER,IN ITS SOLE D5CRETIOXACCEPT ANY PROPOSALTHAT INCLUDES ANEXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TOTHE TERMS OF ITS OFFER.THE CITY'S REQUEST FOR QUOTB IS FOR THE LOWEST AND MOST RESPONSIVE PRItt.THE CfTY RESERVES THE RIGHT TOAWARDTHE PROJECTTOTHEFIRMCONSIDEREDTHEBESTTOSERVETHE OIYS INTEREST. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 5 15050NW 79th Court,Suite203 Toshiba ex."- BUSINESS S0LUT.0W8 —305-710-7989 Annie.Cruz@tbs.toshiba.com Exhibit 2 Attachment #1 Public Entity Crimes and Conflicts of Interest Attachment #I Public Entity Crimes and Conflicts of Interest Pursuant tothe provisions of Paragraph (2)(a)of Section 287.133,Florida StateStatutes -MA personor affiliate whohasbeen placed onthe convicted vendorlist following a conviction fora public entitycrime may not submit a Bid onaContractto provide anygoodsor services toa public entity,may notsubmita Bid onaContractwitha public entityfortheconstructionor repairofa public building or public work,may not submit bids on leases ofrealpropertytoa public entity,may notbe awarded to perform workasaContractor,supplier,Subcontractor, or Consultant under aContract with any public entity,and may not transact business with any public entityinexcessofthethresholdamount Category Twoof Section 287.017,Florida Statutes,forthirtysix(36)monthsfromthedateof being placed onthe convicted vendor list". Theawardofanycontracthereunderissubjecttothe provisions ofChapter 112,Florida State Statutes.BIDDERS must disclose withtheir Bids,the name of any officer,director,partner, associateoragentwhoisalsoan officer or employee oftheCityofSouth Miami orits agencies. SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(a), FLORIDA STATUTES.ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. I.This SWOrn Statement is submitted tO Toshiba Business Solutions (USA)Inc. [print nameof the publicentity] by Matthew Barnes,President [print individual's nameandtitle] for Toshiba Business Solutions (USA)Inc. [printnameofentitysubmittingswornstatement] Whose business address is 6401 Nob Hill Road,Tamarac FL,33321 and(if applicable)itsFederalEmployer Identification Number (FEIN)is 33-0622309 (Iftheentityhasno FEIN,includethe Social SecurityNumberofthe individual signing this sworn statement:.) 2.I understandthata "public entitycrime"as defined inParagraph 287.133 (l)(g),Florida Statutes,meansaviolationofany state or federallawbya person with respect to and directlyrelatedtothetransactionofbusinesswithanypublicentity or withanagency or political subdivision ofany other state or oftheUnitedStates,including,butnot limited to,anybidor contract forgoods or servicestobeprovidedtoanypublicentity or anagency or politicalsubdivisionofany other state or of the UnitedStatesand involving antitrust,fraud,theft,bribery,collusion,racketeering,conspiracy,or material misrepresentation. 3.I understandthat"convicted"or"conviction"asdefinedinParagraph 287.133 (l)(b), Florida Statutes,meansafindingofguilt or aconvictionofapublic entity crime,with or Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 6 1S050 NW79thCourt,Suite203 TflQUIRll Miami FL,33016 lUSrilDM Annie Cruz business solutions 305-710-7989 Annfe.Cruz@tbs.toshiba.com without an adjudication of guilt,in any federal orstate trial courtofrecord relating to charges brought by indictment or information after July I,1989,asa result ofa jury verdict,non-jury trial,or entry of aplea of guilty or nolo contender. 4.I understand thatan "affiliate"as defined in Paragraph 287.133 (l)(a),Florida Statutes. means: (a)A predecessor or successor ofa person convicted ofa public entity crime;or (b)Anentityunderthecontrolofany natural personwhoisactiveinthe management oftheentityandwho has been convicted ofa public entity crime.The term "affiliate"includes those officers,directors,executives,partners,shareholders, employees,members,andagentswhoareactiveinthemanagementofan affiliate.The ownershipbyonepersonof shares constituting a controlling interestinany person,ora poolingof equipment orincomeamongpersonswhen not for fair market valueunder anarm's length agreement,shall bea prima facie casethatonepersoncontrolsanother person.A person who knowingly entersintoajointventurewithapersonwho has been convicted ofa public entitycrimein Florida during the preceding 36months shall be considered an affiliate. 5.I understand thata "person"as defined in Paragraph 287.133 (l)(e),Florida Statutes. meansany natural personorentity organized underthe laws ofanystateorofthe United Stateswiththe legal powertoenterintoa binding contractandwhichbidsor applies to bid on contracts for the provision of goods or services led bya public entity, or which otherwise transacts or applies to transact business witha public entity.The term "person"includes those officers,directors,executives,partners,shareholders, employees,members,and agents whoare active in management ofan entity. 6.Basedoninformationandbelief,the statement which I havemarkedbelowis true in relation totheentity submitting thissworn statement.[Indicate which statement applies.] Neithertheentity submitting this sworn statement,nor any ofits officers, directors,executives,partners,shareholders,employees,members,or agents who are active in the management ofthe entity,nor any affiliate ofthe entity has been charged withand convicted ofa public entitycrime subsequent to July I,1989. Theentity submitting thissworn statement,oroneormoreofits officers, directors,executives,partners,shareholders,employees,members,or agents who are active in the management ofthe entity,or an affiliate ofthe entity has been charged with and convicted ofa public entity crime subsequent to July I,1989. Theentity submitting thissworn statement,oroneormoreofits officers,,w ,---__.—~..._v.„, directors,executives,partners,shareholders,employees,members,or agents who are active in the management ofthe entity,or an affiliate ofthe entity has been charged with and conviaed ofa public entity crime subsequent of July I,1989.However,there has beenasubsequent proceeding beforea Hearing OfficeroftheStateof Florida,Division of Administrative Hearings and the Final Order entered bythe Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement onthe convicted vendor list,{attach acopyofthe final order.] Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ HFHR2014-02 Page7 15050NW79<b Court,Suite 203 Miami FL,3: Annie Cruz 30S-710-79S Annie.Cruz@tbs.toshiba.com TOSHIBA Miami FU 33016 BUS.NESS SOLUTES :305-710-7989 Continuation of Attachment #2 Public Entity Crimes and Conflicts I UNDERSTAND THATTHE SUBMISSION OF THIS FORM TOTHECONTRACTING OFFICER FOR THE PUBLIC ENTITY INDENTIFIED IN PARAGRAPH I (ONE)ABOVE IS FORTHAT PUBLIC ENTITY ONLY,ANDTHATTHISFORM IS VALID THROUGH DECEMBER 31 OFTHE CALENDAR YEAR IN WHICH IT IS FILED.I ALSOUNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTOA CONTRACTIN EXCESS OFTHE THRESHOLD AMOUNT PROVIDED INSECTION 287.017,FLORIDA STATUTES.FOR CATEGORY TWO OFANYCHANGEINTHE INFORMATION CONTAINED IN THIS FORM. Sworn to and subscribed before me this Personally known or Produced identification [signature] dayof ,20 Notary Public-State of Mycommission expires » (Typeof identification) (Printed,typedorstamped commissioned nameofnotary public) FormPUR7068 (Rev.06/11/92) Toshiba Business Solutions USA,Inc.,Proposal Response toCity o/S.Miami,ITQ UFHR2014-02 Page8 15050NW 79th Court,Suite203 TOSHIBA Scrtz33016 BUSINESS SOLUTIONS 305-710-7989 Annie.Cruz@tbs.toshiba.com Attachment #2 "Drug Free Workplace" Attachment #2 "Drug Free Workplace" Whenevertwo or more Bids which are equal withrespecttoprice,quality andserviceare receivedbytheState or byany political subdivisions fortheprocurementof commodities or contractual services,a Bid receivedfroma business that certifies thatithas implemented a drug-free workplace program shall be given preferenceintheawardprocess.Established proceduresfor processing tie Bids will be followed ifnoneofthetiedvendors have a drug-free workplace program.In order to have a drug-free workplace program,a business shall: 1.Publish astatement notifying employees thatthe unlawful manufacture,distribution, dispensing,possession,oruseofa controlled substance is prohibited inthe workplace and specifying theactionsthat will be taken against employees for violations ofsuch prohibition. 2.Inform employees aboutthe dangers of drug abuse inthe workplace,the business' policy of maintaining adrug-free workplace,any available drug counseling,rehabilitation, and employee assistance programs,andthe penalties that may be imposed upon employees fordrug abuse violations. 3.Giveeachemployee engaged in providing the commodities or contractualservicesthat areunder Bid acopyofthestatement specified in Subsection (I). 4.In thestatement specified in Subsection (I),notify the employees,that,asa condition of working onthe commodities or contractual services thatareunder Bid,the employee will abide bythetermsofthestatementand will notify the employer of any conviction of,or plea of guilty or nolo contender to,any violation of Chapter 893 orof any controlled substance law ofthe United States or any state,fora violation occurring in theworkplacenolaterthan five (5)daysaftersuch conviction. 5.Impose a sanction on,or require the satisfactory participation in a drug abuse assistance or rehabilitation program,if such is available in the employee's community,by any employee who isso convicted. 6.Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement,I certify that this firm complies fully with the above requirements. PROPOSER'S Signature: Print Name:Matthew Barnes Date: Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ UFNR2Q14-02 Page9 TOSHIBA BUSINESS SOLUTIONS- 15050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Attachnnent #3"No Conflict of Interest/Non Collusion Affidavit" Attachment #3 "No Conflict of Interest/Non Collusion Affidavit" Submitted this jday of_..20 The undersigned,as Bidder/Proposer,declares thatthe only persons interested inthis RFP are named herein;thatnoother person has any interest in this RFP or in the Contract to which this RFP pertains; that this response is made without connection or arrangement with any other person;andthat this response is inevery respect fairandmadeingoodfaith,withoutcollusion or fraud. The Bidder/Proposer agrees if this response/submission is accepted,to execute an appropriate CITY document forthe purpose of establishing a formal contractual relationship between the Bidder/Proposer and the CITY,forthe performance of all requirements to which the response/submission pertains. The Bidder/Proposer states that this response is based upon the documents identified by the following number Bid/RFP The full-names and residences of persons and firms interested in the foregoing bid/proposal,as principals,are asfollows: Matthew Barnes 6401 Nob Hill Road Tamarac FL 33321 Annie Cruz 15050 NW 79th Court,Ste 203 Miami FL 33016 The Bidder/Proposer further certifies thatthis response/submission complies with section 4(c)ofthe CharteroftheCityof Miami,Florida,that,tothebestofits knowledge and belief,no Commissioner, Mayor,or other officer oremployeeofthe CITY hasaninterestdirecdyor indirectly intheprofitsor emolumentsoftheContract,job,workor service to which the response/submission pertains. Signature: Printed Name:Matthew Barnes Title:President Telephone:954-428-1300 Company Name ToshibaBusinessSolutions(USA)Inc. Continuation ofAttachment #3No Conflict of interfNon-Collusion Certification ToshibaBusinessSolutions USA,Inc.,ProposalResponsetoCity ofS.Miami,ITQ #FNR2014-02 Page 10 TOSHIBA BUSINESS SOLUTIONS- NOTARY PUBLIC: STATE OF COUNTY OF 1S050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com The foregoing instrument was acknowledged beforemethisdayof ,20 by .(name of person whose signatureisbeing notarized)who is SEAL Personally known to me,or Personal identification: Type of IdentificationProduced Did take an oath,or Did Not take an oath. (NameofNotary Public:Print Stamp or type as commissioned.) FAILURE TO COMPLETE.SIGN.&RETURN THISFORMMAY DISQUALIFY YOUR RESPONSE Toshiba Business Solutions USA,Inc.,Proposal Response toCity o/S.Miami,ITQ #FNR2014-02 Page 11 15050NW 79th Court,Suite203 TOSHIBA Si"""BUSINESSSOLUTIONS —____™,,,u?**"' 305-710-7989 Annie.Cruz@tbs.toshiba.com Attachment #4 "Acknowledgement and Conformance with OSHA Standards" Attachment #4 "Acknowledgement and Conformance with OSHA Standards" TO THE CITY OF SOUTH MIAMI We,Toshiba Business Solutions (USA)inc.7(Name of Contractor),hereby acknowledge and agree that asContractorsforthis Solicitation,as specified have thesole responsibility for compliance with all the requirements ofthe Federal Occupational Safety and Health Act of 1970,and all State and local safety and health regulations,and agree to indemnify and hold harmless the City of South Miami against any and all liability,claims,damages,losses and expenses they may incurduetothe failure of (subcontractor's names): NONE to complywithsuchact or regulation. CONTRACTOR Toshiba Businesss Solutions (USA)Inc. BY:MatthewBarnes Name President Title Witness FAILURE TO COMPLETE.SIGN.&RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Toshiba Business Solutions USA,Inc.,Proposal Response toCity ofS.Miami,ITQ #FNR2014-02 Page 12 TOSHIBA BUSINESS SOLUTIONS- 1S050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Attachment #5 "Related Party Transaction Verification Form" Attachment#5 "RELATED PARTY TRANSACTION VERIFICATION FORM" I Matthew Barnes f individually and on behalf of Toshiba Business Solutions (USA)inc. ("Firm")have Name of Representative ConpanyNendorlEittity readtheCityofSouth Miami ("Chyj's Codeof Ethics, Section 8A-I ofthe City's Code of Ordinances and I hereby certify,under penalty of perjury thattothe best of my knowledge,informationand belief: (1)neither I northe Firm have any conflict of interest (as defined in section 8A-I)with regard tothe contract or businessthat I,and/ortheFirm,am(are)abouttoperformfor,or totransactwith,the City,and (2)neither I nor any employees,officers,directors ofthe Firm,nor anyone who has a financial interest greater than 5%in the Firm,has any relative(s),as defined in section 8A-I,who is an employee ofthe City or who is(are) an appointed or elected official ofthe City,or who is(are)a member of any public body created by the City Commission,ie.,aboardor committee oftheCity[See Note #1 below],and (3)neither I northe Firm,nor anyone who has a financial interest greater than 5%in the Firm,nor any member of those persons*immediate family (i.e.,spouse,parents,children,brothers andsisters)has transacted orentered into any contracts)with the City or has a financial interest,direct or indirect,in any business being transacted withthe city,orwithanypersonor agency acting forthe city,otherthanas follows: Jif necessaryuseaseparate sheet tosupplyadditional information thatwillnotfitonthislinebutmakereferenceon thelineabovetotheseparatesheet,i.e.,"see attached additional information"andmakereferencetothis document and this paragraph onto the additional sheet which additional sheet must be signed under oath).[See Note #1 below];and (4)no elected and/or appointed official or employee ofthe City ofSouth Miami,or any oftheir immediate family members (Le..spouse,parents,children,brothers and sisters)has a financial interest,directly or indirectly,in the contractbetweenyouand/oryour Firm andtheCityotherthanthe following individuals whoseinterestisset forth following their usea separate names: —..(ifnecessaryuseaseparate sheetto supply additional information that will notfitonthis line but make referenceonthelineabovetothe separate sheet i-e.,"see attached additional information"and make reference to this document and this paragraph on to the additional sheet which additional sheet must be signed under oath).The names ofail City employees and that ofall elected and/or appointed city officials or board members,who own,directly or indirectly,an interest of five percent (5%)ormoreofthetotalassetsof capital stockinthe firm areas follows: —.(if necessaryuseaseparatesheettosupplyadditional information that will notfitonthislinebutmakereferenceon the line abovetotheseparatesheet,i.e.,"seeattached additional information"andmakereferencetothis document and this paragraph ontothe additional sheetwhich additional sheet must be signed under oath)TSee Note #1 below] (5)Iand the Firm further agree not to use or attempt to use any knowledge,property or resource which may cometousthroughour position of trust or through our performance ofourdutiesunderthetermsofthe contract with the City,to secure a special privilege,benefit,or exemption for ourselves,or others.We agree that we may not disclose or use information,not available to members ofthe general public,for our personal gain or Note #I:Whiletheethicscode still applies,ifthe person executingthis form isdoingsoonbehalfofafirmwithmorethan IS employees,the statement in this section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make an independent investigation as to the relationship ofemployees;if the firm is a publicly traded company, the statement inthis section shall be based solely onthesignatory's personal knowledge and he/she isnot required to make anindependentinvestigation asto the relationship of employees orofthosewhohavea financial interestinthe Firm orof the financial interest inthe Firm ofcityemployees,appointed officials orthe immediate family members of elected and/or appointed official or employee or as totherelationship byblood ormarriage ofemployees,officers,or directors ofthe Firm, orof any of their immediate family to any appointed orelected officials ofthe City,orto their immediate family members.' Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 13 15050NW 79th Court,Suite203 Miami FL,3! Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com TOSHIBA Miami FL,33016 BUSINESS SOLUTIONS _^j^^ benefit or for the personal gain or benefit of any other person or business entity,outside ofthe normal gain or benefit anticipated throughtheperformanceofthe contract (6)I and the Firm hereby acknowledge thatwe have not contracted or transacted any business with theCityor any person or agency acting forthe City,and thatwe have not appeared in representation ofanythirdparty before any board,commission or agency oftheCity within thepasttwo years otherthanas follows: __(If necessary useaseparatesheettosupply additional information that will not fit onthis line but make reference onthe line above tothe separate sheet,i.e., "see attached additional information"and make reference tothis document and this paragraph ontothe additional sheet which additional sheetmustbesignedunderoath). (7)Neither I nor any employees,officers,or directors ofthe Firm,noranyoftheir immediate family (Le.,asa spouse,son.daughter,parent brother or sister)is related by blood or marriage to:(j)any member oftheCity Commission:00 anycity employee;or (iii)anymemberofany board or agency oftheCityother than as follows: (ifnecessaryuseaseparatesheet to supply additional information thatwillnotfitonthis line butmake reference onthe line abovetothe separate sheet ie.."see attached additional information"and make reference tothis document and this paragraph ontothe additional sheetwhich additional sheetmustbe signed under oath).[See Note #1 below];and. (8)NoOther Firm,nor any officers or directors ofthatOther Firm or anyone who has a financial interest greater than5%inthatOther Firm,noranymemberofthose persons'immediate family (i.e.,spouse,parents,children, brothersand sisters)noranyofmy immediate family members (hereinafter referred toas "Related Parties")has respondedtoa solicitation bytheCityinwhich I orthe Firm that I representoranyonewhohasa financial interest greater than5%inthe Firm,oranymemberofthose persons'immediate family (i.e.spouse,parents, children,brothersandsisters)havealsoresponded,otherthanthe following; .(ifnecessaryuseaseparate sheet tosupply additional information thatwillnotfitonthislinebutmakereferenceonthelineabovetotheseparate sheet i.e.."see attached additional information"andmakereferencetothisdocument and this paragraph ontothe additional sheet which additional sheetmustbe signed underoath),[while the ethics code still applies,ifthe person executing this form is doing soon behalf ofa firm whosestockis publicly traded,thestatementinthis section (8)shall be basedsolelyonthesignatory'spersonalknowledgeand he/she isnotrequiredtomakeanindependent investigation intothe Other Firm,orthe Firm he/sherepresents,astotheirofficers,directorsoranyone having a financial interestinthoseFirmsoranyoftheiranymemberofthose persons'immediate family.] (9)I andthe Firm agree thatweare obligated tosupplementthis Verification Form and inform theCityofany change incircumstancesthatwould change ouranswerstothis document Specifically,aftertheopeningofany responsestoasolicitation,I andthe Firm haveanobligationto supplement thisVerificationFormwiththenameof allRelated Parties whohavealsorespondedtothesame solicitation andtodisclosethe relationship ofthose partiestomeand the Firm. (10)Aviolationofthe Cit/s EthicsCode,the giving ofany false informationorthe failure tosupplementthis Verification Form,maysubjectmeorthe Firm to immediate termination ofanyagreementwiththeCity,andthe impositionofthemaximumfineand/oranypenaltiesallowedby law.Additionally,violationsmaybeconsideredby andsubject to actionbytheMiami-Dade County Commissionon Ethics.Underpenaltyofperjury,I declarethat I Note #h While the ethics code still applies,if the person executing this form is doing so on behalf of a firm with more than 15 employees,the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation asto the relationship of employees;if the firmisa publicly traded company, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of the financial interest in the Firm of city employees,appointed officials or the immediate family members of elected and/or appointed official or employee oras to the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City,or to their immediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response toCity ofS.Miami,ITQ #FNR2014-02 Page 14 15050 NW79th Court,Suite203 Miami FL,3- Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com TOSHIBA MiamiFL,33016 BUSINESS SOLUTIONS _305-7W-7989 havemadea diligent effortto investigate thematterstowhich I amattesting hereinabove andthatthestatements madehereinabovearetrueandcorrecttothebest of myknowledge,informationandbelief. Signature: Print Name &Title:MatthewBarnes,President Date:_ ATTACHED: Sec.8A-1 -Conflict of interest and code of ethics ordinance. Municode Page IOf4 Sec 8A-I.-Conflict of interest and code of ethics ordinance. (a)Designation. Thissectionshallbedesignatedandknownasthe"CityofSouth Miami ConflictofInterestandCodeofEthics Ordinance."Thissection shall be applicable to all city personnel asdefinedbelow,and shall alsoconstitutea standard of ethical conduct and behavior for all autonomous personnel,quasi-judicial personnel,advisory personnel and departmental personnel.The provisions of this section shall be applied in a cumulative manner.By wayof example,andnotasa limitation,subsections (c)and (d)may be applied tothesamecontractor transaction. (b)Definitions,Forthepurposesofthissectionthe following definitions shall be effective: (1)Theterm "commission members"shall refertothe mayor and the members ofthecity commission. (2)Theterm "autonomous personnel"shall refer tothe members of autonomous authorities,boards and agencies, suchasthecity community redevelopment agency and the health facilities authority. (3)Theterm "quasi-judicial personnel"shall refertothe members ofthe planning board,the environmental review and preservation board,the code enforcement board and such other individuals,boards and agencies ofthe city as perform quasi-judicialfunctions. (4)Theterm "advisory personnel"shall refertothe members ofthosecityadvisory boards and agencies whose soleor primary responsibility isto recommend legislation or give advice tothecity commission. (5)The term "departmental personnel"shall refer tothe city clerk,the city manager,department heads,the city attorney,and all assistants tothecityclerk,city manager and city attorney,howevertitled. (6)Theterm "employees"shall refer to all other personnel employed bythe city. (7)Theterm "compensation"shall refertoany money,gift,favor,thing of value or financial benefit conferred,or to be conferred,in return for services rendered or to be rendered. (8)The term "controlling financial interest"shall refer to ownership,directly or indirectly,often percent ormore ofthe outstanding capital stockin any corporation ora direct or indirect interest often percent ormoreina firm, partnership,orother business entityatthetimeof transacting business with the city. (9)The term "immediate family"shall refer tothe spouse,parents,children,brothers and sisters ofthe person involved. (10)Theterm "transact any business"shall refer tothe purchase or sale bythe city of specific goods or services for consideration and to submitting a bid,a proposal in response toa RFP,a statement of qualifications in response toa request bythe city,or entering into contract negotiations forthe provision on any goods or services, whichever first occurs. (c)Prohibition ontransacting business withthe cfty. Note#I:While theethicscode stillapplies,if the person executing this form isdoingsoonbehalfofafirmwithmorethan 15 employees,thestatementinthis section shall be based solely onthe signatory's personal knowledge and he/she isnot required to make anindependent investigation astotherelationship ofemployees;ifthe firm isa publicly traded company, the statement in this section shall be based solely onthe signatory's personal knowledge and he/she isnot required tomake anindependent investigation astothe relationship ofemployeesorofthosewhohavea financial interestinthe Firm orof the financial interestinthe Firm ofcity employees,appointed officials orthe immediate family membersofelectedand/or appointed official or employee or as to dierelationship byblood ormarriage ofemployees,officers,ordirectors ofthe Firm, orofanyof their immediate family to any appointed or elected officials ofthe City,orto their immediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 15 15050NW 79th Court,Suite203 Miami FL,3; Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com TOSHIBA MiamiFl,33016 BUSINESS SOLUTIONS —-——•,«*..__305-710-7989 No person included in theterms defined in paragraphs (b)(1)through (6)and in paragraph (b)(9)shall enterinto anycontractor transact any business inwhichthat person oramemberofthe immediate family hasa financial interest,director indirect withthecityorany person or agency acting forthe city,and anysuch contract, agreement or business engagement entered inviolation of this subsection shall render the transaction voidable. Willfulviolation of this subsection shall constitute malfeasanceinofficeandshallaffect forfeiture of office or position.Nothinginthissubsection shall prohibitormake illegal: (1)The payment of taxes,special assessments or fees for services provided bythecitygovernment (2)The purchase of bonds,anticipation notesorother securities that may be issued bythecity through underwriters ordirectlyfromtime to time. Waiver of prohibition.The requirements ofthis subsection may be waived for a particular transaction onlyby four affirmative votesofthecity commission after public hearing upon finding that (1)An open-to-all sealed competitive proposal has been submitted byacity person as defined in paragraphs (b)(2), (3)and(4); (2)The proposal has been submitted bya person or firm offering services within the scope ofthe practice of architecture,professional engineering,or registered land surveying,as defined bythe laws ofthestate and pursuant tothe provisions ofthe Consultants'Competitive Negotiation Act and whenthe proposal has been submittedbyacityperson defined in paragraphs (b)(2),(3)and (4); (3)The property or services tobe involved in the proposed transaction are unique and thecity cannot avail itself ofsuchpropertyorservices without enteringatransactionwhichwouldviolatethissubsectionbut forwaiverofitsrequirements;and (4)Thattheproposed transaction willbeinthebestinterestofthecity. This subsection shall be applicable only to prospective transactions,and thecitycommission may in no case ratify a transaction entered in violation of this subsection. Provisions cumulative.This subsection shall be taken tobe cumulative and shall notbe construed to amend or repeal any other lawpertaining to thesamesubjectmatter. (d)Furtherprohibitionontransactingbusinesswiththecity. No person included intheterms defined in paragraphs (b)(1)through (6)and in paragraph (b)(9)shall enterinto anycontractortransactanybusinessthrougha firm,corporation,partnership or business entityinwhichthat person oranymemberofthe immediate family has a controlling financial interest direct orindirectwiththecity oranypersonor agency actingforthecity,andanysuchcontractagreementorbusinessengagemententeredin violation ofthis subsection shall render the transaction voidable.The remaining provisions of subsection (c)will alsobe applicable tothissubsectionasthoughincorporatedby recitation. Additionally,noperson included intheterm defined in paragraph (b)(1)shall voteonor participate in anyway in anymatterpresentedtothecity commission ifthat person hasanyofthe following relationships withanyofthe personsorentitieswhichwouldbeormightbedirectlyor indirectly affertedbyanyactionofthecity commission: (I)Officer,director,partner,of counsel,consultant,employee,fiduciary or beneficiary:or (2)Stockholder,bondholder,debtor,orcreditor,ifinanyinstancethe transaction ormatterwouldaffectthe person defined in paragraph (b)(1)inamanner distinct fromthemannerinwhichitwouldaffectthe public generally.Anyperson included intheterm defined in paragraph (b)(I)whohasanyofthe specified relationships orwhowouldor might,directlyor indirectly,realize aprofitbytheactionofthecitycommission shall notvoteon orparticipateinany way in the matter. (E)Gifts. (l)Definition.The term "gift"shallreferto the transfer of anythingofeconomicvalue,whether intheform of money,service,loan,travel,entertainment hospitality,itemorpromise,orinany other form,without adequate andlawful consideration. (2)Exceptions.Theprovisionsof paragraph (e)(1)shall notapplyto: a.Political contributions specificallyauthorizedbystate law; Note #I:While the ethics code stillapplies,if the person executing thisformis doing soon behalf ofafirm with more than IS employees,the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation asto the relationship of employees;ifthefirmisa publicly traded company, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of the financial interest in the Firm of city employees,appointed officials or the immediate family members of elected and/or appointed official or employee or asto the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City,or to their immediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response to City o/S.Miami,ITQ #FNR2014-02 Page 16 15050NW79thCourt,Suite203 TOSHIBA Sou*016 BUSINESS SOLUTIONS 305-710-7989 Annie.Cruz@tbs.toshiba.com b.Gifts from relatives ormembersofone's household,unless thepersonisaconduiton behalf ofathirdpartyto thedeliveryofagift that is prohibited underparagraph(3); c.Awards for professional or civic achievement; d.Material suchas books,reports,periodicals or pamphlets which are solely informational orofan advertising nature. (3)Prohibitions.Aperson described in paragraphs (b)(1)through(6)shall neither solicit nor demand any gift.Itis alsounlawfulforany person or entity tooffer,give or agree to give to any person includedinthe terms definedin paragraphs (b)(1)through (6),orforanyperson included intheterms defined in paragraphs (b)(1)through (6)to accept or agreetoacceptfrom another personorentity,anygiftfororbecauseof: a.An official public action taken,ortobe taken,or which could be taken,oran omission or failure totakea public action; b.A legal duty performed ortobe performed,or which could be performed,oran omission or failure to perform alegal duty; c.A legal dutyviolatedortobeviolated,or whichcouldbeviolatedbyanyperson included inthetermdefinedin paragraph (b)(1);or d.Attendance or absencefromapublicmeetingatwhich official actionistobetaken. (4)Disclosure.Anyperson included intheterm defined in paragraphs (b)(1)through(6)shall disclose any gift,or seriesof gifts from anyone person or entity,having a value in excess of $25.00.The disclosure shall be made by filing acopyof the disclosureformrequiredby chapter 112,Florida Statutes,for "local officers"withthe city clerk simultaneously withthe filing oftheformwiththeclerkofthecountyandwiththe Florida Secretary of State. (f)Compulsorydisclosure by employees of firms doingbusinesswith the city. Should anyperson included intheterms defined in paragraphs (b)(1)through (6)be employed bya corporation, firm,partnership or business entityin which that person orthe immediate family doesnot have a controlling financial interest,andshouldthecorporation,firm,partnership or businessentityhavesubstantialbusiness commitments toor from thecityor any cityagency,orbe subject todirect regulation bythecityoracity agency, thenthepersonshall file asworn statement disclosing such employment and interest with the clerk ofthe city. (g)Exploitation of official position prohibited. Noperson included intheterms defined in paragraphs (b)(1)through (6)shall corruptly useorattempttousean official positiontosecure special privileges or exemptions forthatpersonorothers. (h)Prohibitiononuse ofconfidential information. No person included in theterms defined in paragraphs (b)(1)through (6)shall accept employment or engage in anybusiness or professionalactivitywhichone might. reasonably expect would require or induce oneto disclose confidential information acquired by reason ofan official position,nor shall that person in fact everdisclose confidential information garnered or gained through an official position with the city,nor shall that person everuse such information,directly or indirectly,for personal gain or benefit (i)Conflicting employment prohibited. Noperson included intheterms defined in paragraphs (b)(1)through (6)shall accept other employment which would impair independence of judgment inthe performance ofany public duties. (j)Prohibition on outside employment. (I)Noperson included intheterms defined in paragraphs (b)(6)shall receive anycompensation for services asan officer or employee ofthecityfrom any sourceother than the city,exceptas may be permitted as follows: a.Generally prohibited No full-time cityemployee shall accept outside employment either incidental,occasional or otherwise,where city time,equipment or material istobe used or where such employment or any partthereofis tobe performed oncitytime. Note#I:Whiletheethicscodestillapplies,ifthepersonexecutingthisformisdoingsoonbehalfofafirmwithmorethan IS employees,thestatementinthissection shall be based solelyonthe signatory's personal knowledge and he/she isnot required tomakeanindependent investigation astothe relationship of employees;ifthe firm isa publicly traded company, the statementin this section shall be based solely onthe signatory's personal knowledge and he/she isnot required tomake an independent investigationastotherelationshipofemployeesorofthosewhohavea financial interest intheFirmorof the financial interestinthe Firm ofcityemployees,appointed officials ortheimmediate family membersofelectedand/or appointed official or employee or as tothe relationship by blood or marriage of employees,officers,or directors ofthe Firm, orofanyoftheiranmediate family toanyappointed or elected officials ofthe City,ortotheirimmediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response to City o/S.Miami,ITQ #FNR2014-02 Page 17 15050 NW79th Court,Suite203 TOSHIBA EST"BUSINESS SOLUTIONS ___,„._*/J ,*„305-710-7989 Annie.Cruz@tbs.toshiba.com b.When permitted.A full-time city employee mayaccept incidental or occasional outside employment so long as such employment isnot contrary,detrimental or adverse tothe interest ofthecityoranyofits departments and theapprovalrequiredin subparagraph cisobtained. c Approval ofdepartment head required.Any outside employment byany full-time city employee mustfirstbe approvedinwritingbytheemployee'sdepartmentheadwho shall maintain acompleterecordofsuch employment d.Penalty.Any person convicted of violating any provision ofthis subsection shall be punished as provided in section l-l I oftheCodeof Miami-Dade County and,in addition shall be subject to dismissal bythe appointing authority.Thecitymay also assess against a violator a fine nottoexceed $500.00 andthecostsof investigation incurredbythecity. (2)All full-time city employees engaged inanyoutside employment for any person,firm,corporation orentity other than the city,oranyofits agencies or instrumentalities,shall file,underoath,an annual report indicating the source ofthe outside employmentthe nature ofthework being done and anyamount ofmoneyorother consideration received bytheemployeefromthe outside employment.Cityemployeereports shall be filed with thecityclerk.The reports shall be available ata reasonable time and place for inspection bythe public.Thecity manager mayrequiremonthlyreportsfrom individual employeesorgroupsofemployeesforgoodcause.. (k)Prohibited investments. No person included intheterms defined in paragraphs (b)(1)through (6)ora member ofthe immediate family shall have personal investments inany enterprise which will createa substantial conflict between private interests and the public interest (I)Certain appearances and payment prohibited. (1)No person included intheterms defined in paragraphs (b)(1),(5)and (6)shall appear beforeanycity board or agencyandmakeapresentationonbehalfofathirdpersonwithrespecttoanymatter,license,contract, certificate,ruling,decision,opinion,rate schedule,franchise,orotherbenefitsoughtbythethird person.Nor shall thepersonreceiveany compensation or gift,directlyor indirectly,forservicesrenderedtoathird person,who has applied fororisseekingsomebenefitfromthecityoracity agency,in connection withthe particular benefit soughtbythethirdperson.Nor shall theperson appear inanycourtorbeforeany administrative tribunal as counselor legal advisor toapartywhoseeks legal relief from thecityora city agency throughthesuitin question. (2)Nopersonincludedinthetermsdefinedin paragraphs (b)(2),(3)and(4)shall appearbeforethecity commissionoragencyonwhichtheperson serves,eitherdirectlyorthroughanassociate,andmakea presentationonbehalfofathirdpersonwithrespecttoanymatter,license,contract certificate,ruling,decision, opinion,rateschedule,franchise,orotherbenefitsoughtbythethirdperson.Nor shall suchpersonreceiveany compensationorgift,directlyor indirectly,forservicesrenderedtoathirdpartywhohas applied fororisseeking somebenefitfromthecitycommissionoragencyonwhichthepersonservesinconnectionwiththe particular benefitsoughtbythethirdparty.Norshallthepersonappearinanycourtorbeforeanyadministrativetribunalas counselor legal advisor toathirdpartywhoseeks legal relieffromthecity commission or agency onwhichsuch person serves through the suitin question. (m)Actions prohibited when financial interests involved. Noperson included inthetermsdefinedin paragraphs (b)(I)through(6)shall participate inany official action directlyorindirectlyaffecting abusinessinwhichthatpersonoranymemberoftheimmediate family hasa financial interest A financial interestisdefinedinthissubsectionto include,butnotbelimitedto,anydirector indirect interest inany investment equity,or debt, (n)Acquiring financial interests. NopersonIncludedin the terms definedin paragraphs (b)(1)through(6)shallacquirea financial interestina project business entity or property ata time when the person believes or has reason to believe that the financial interest maybedirectlyaffectedby official actionsorby official actionsbythecityorcityagencyofwhich the personisanofficial,officer or employee. (0)Recommending professional services. Note #I:While the ethics code still applies,if the person executing this form is doing soon behalf of afirm with more than 15 employees,the statement in this section shallbe based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation asto the relationship of employees;if the firmisa publicly traded company, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of the financial interest in the Firm of city employees,appointed officials or the immediate family members of elected and/or appointed official or employee or as to the relationship by blood or marriage of employees,officers,or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City,or to their immediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response toCity ofS.Miami,ITQ #FNR2014-02 Page 18 15050NW 79,n Court,Suite203 TOSHIBA EST" BUSINESS SOLUTIONS 305-710-7989 Annie.Cruz@tbs.toshiba.com Noperson included intheterms defined inparagraphs (b)(1)through(4)mayrecommendtheservicesofany lawyerorlawfirm,architectorarchitecturalfirm,publicrelationsfirm,orany other personorfirm,professional or otherwise,toassistinany transaction involving the city or anyofitsagencies,provided that a recommendation may properly bemadewhenrequiredtobemadebythedutiesof officeandinadvanceatapublicmeetingattendedby other city officials,officers or employees. (p)Continuing application after city service. (1)Nopersonincludedinthe terms definedinparagraphs (b)(1),(5)and(6)shall,foraperiodoftwoyearsafter his or hercityserviceoremploymenthasceased,lobbyanycity official [asdefinedinparagraphs (b)(1)through(6)]inconnectionwithany judicial or other proceeding,application,RFP,RFQ,bid,requestfor ruling orother determination,contract claim,controversy,charge,accusation,arrestorother particular subject matter inwhichthecity or oneofitsagenciesisaparty or hasany interest whatever,whether direct or indirect Nothing contained inthissubsection shall prohibitany individual from submitting aroutine administrative request or application toacitydepartment or agencyduringthetwo-yearperiodafterhisorherservicehasceased. (2)Theprovisionsofthesubsectionshallnotapplytopersonswhobecomeemployedbygovernmentalentities, 501 (c)(3)non-profitentities or educationalinstitutionsorentities,andwholobbyonbehalfofthoseentitiesin their officialcapacities. (3)The provisions ofthis subsection shall apply to all persons described in paragraph (p)(l)whosecity service or employment ceased after the effective date of the ordinance fromwhichthis section derives. (4)Noperson described in paragraph (p)(l)whosecityservice or employment ceased within twoyearspriorto the effective dateofthis ordinance shall foraperiodoftwoyearsafterhisorherserviceor employment enter intoa lobbying contract to lobby any cityofficial in connection with any subject described in paragraph (p)(l)in whichthecityoroneofitsagenciesisapartyorhasanydirectandsubstantial interest andinwhichhe or she participated directlyor indirectly through decision,approval,disapproval,recommendation,therenderingof advice,investigation,orotherwise,duringhisorhercityservice or employment.Aperson participated "directly" whereheorshewas substantially involved inthe particular subject matter through decision,approval,disapproval, recommendation,therenderingof advice,investigation,or otherwise,duringhisorhercityserviceor employment Aperson participated "indirectly"whereheorshe knowingly participated inanywayinthe particular subjectmatterthrough decision,approval,disapproval,recommendation,the rendering of advice,investigation,or otherwise,during hisorhercityserviceor employment All personscovered bythis paragraph shall executean affidavit onaform approved bythecityattorney prior to lobbying anycity official attestingthatthe requirementsofthissubsectiondonotprecludethepersonfrom lobbying city officials. (5)Any personwho violates this subsection shall be subject tothe penalties provided in section 8A-2(p). (q)Cfty attorney to render opinions on request. Whenever any person included intheterms defined in paragraphs (b)(1)through (6)and paragraph (b)(9)isin doubtastothe proper interpretation or applicationofthisconflictofinterestandcodeofethicsordinance,or wheneveranypersonwhorendersservicestothecityisindoubtastothe applicability ofthe ordinance that person,may submit tothe city attorney a full written statement ofthe facts and questions.The city attorney shall thenrenderan opinion to such person and shall publish these opinions without useofthe name ofthe person advisedunlessthepersonpermitstheuseofaname. (Ord No.6-99-1680,§2,3-2-99) Editor's note-Ord.No.6-99-1680,§I,adopted 3-2-99,repealed §§8A-I and 8A-2 in their entirety and replaced themwithnew§§ 8A-I and 8A-2.Former §§8A-1 and 8A-2 pertained to declaration of policy and definitions,respectively,and derivedfromOrd.No.634,§§I (IA-1),I (IA-2)adoptedJan...II,1969. Note #I:While theethicscodestillapplies,ifthepersonexecutingthisformisdoingsoonbehalfofafirmwithmorethan 15 employees,thestatementinthissection shall bebasedsolely onthe signatory's personal knowledge andhe/sheisnot required tomakean independent investigation astothe relationship of employees;ifthe firm isa publicly traded company, thestatementinthissection shall bebasedsolelyonthe signatory's personal knowledge andhe/sheisnot required tomake an independent investigationastotherelationshipof employees orofthosewhohavea financial interest intheFirmorof the financial interestintheFirmofcityemployees,appointedofficials ortheimmediatefamilymembersofelectedand/or appointed official oremployeeorastothe relationship bybloodor marriage of employees,officers,or directors ofthe Firm, orofanyoftheir immediate family toany appointed orelected officials oftheCity,ortotheirimmediate family members. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 19 TOSHIBA BUSINESS SOLUTIONS- Scope of Services City of S.Miami Copier Activity (Price Proposal) 1S050 NW79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz_dtbs.toshiba.com REFERTOSCOPEOF SERVICES FOR PROPOSAL SUBMITTAL INSTRUCTIONS CITY OF SOUTH MIAMI COPIER ACTIVITY FILE SUBMIT LEASE PROPOSAL Model and Optional Accessories Rated Copies Per Minute Department Total B&W Copies Total Color Copies Proposed Equipment 36 Mth Lease 48 Mth Lease B&W Copies Color Copies IR2535 1 CABINET TYPE-C 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 35 Police Communications 131,815 n/a Toshiba e- studio 357 $80.00 $61.00 $0.0057 n/a iR606S 1 STAPLE FINISHER-El 1 UTILITY TRAY-A2 1 EXTERNAL 2/3 HOLE PUNCHER-Al 1 SUPER G3 FAX BOARD-AFl 1 UTILITY TRAY-A2 65 Clerk 449,941 n/a Toshiba e- Studio 657 $184.00 $141.00 $0.0039 n/a iR6055 1 EXTERNAL 2/3 HOLE PUNCHER-Al 1 UTILITY TRAY-A2 1 STAPLE FINISHER-El 55 Planning Finance 173,890 n/a Toshiba e- Studio 557 $166.00 $126.00 $0.0041 n/a IR2535 1 CABINET TYPE-C 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 35 Police 221,343 n/a Toshiba e- Studio 357 $80.00 $61.00 $0.0057 n/a IRC5035 1 INNER FINISHER-Al 1 ADDITIONAL MEMORY TVPEB (512MB) 1 UTILITY TRAY-A2 1 INNER FINISHER ADDITIONAL TRAY-Al 1 CASSETTE FEEDING UNIT-ADl 35 color/3 5 black Police 77,346 83,418 Toshiba e- Studio 3555c $166.00 $127.00 $0.0060 $0.0430 1R2535 1 CABINET TYPE-C 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 35 Code Enforcement 111,651 n/a Toshiba e- Studio 357 $80.00 $61.00 $0.0057 n/a iR1025iF 25 Motor Pool 14,710 n/a Toshiba e- Studio 257 $73.00 $56.00 $0.0069 n/a ToshibaBusinessSolutions USA,Inc.,ProposalResponsetoCity ofS.Miami,ITQ#FNR2014-02 Page 20 TOSHIBA BUSINESS SOLUTIONS- 15050 NW 79w Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com iR6055 55 Planning 154,207 n/a Toshiba e-$157.00 $120.00 $0.0041 n/a 1 STAPLE FINISHER-El Studio557 1 UTILITY TRAY-A2 iRC5035 35 Finance/Central 120,687 110,99 Toshiba e-$179.00 $136.00 $0.0060 $0.0430 1 INNER FINISHER-Al color/3 Services 9 Studio 3555c 1 PAPER DECK UNIT- Bl 1 CASSETTE FEEDING 5 black UNIT-ADl 1 INNER FINISHER ADDITIONAL TRAY-Al 1 SUPER 63 FAX B0ARD-AE1 iR2535 35 Parks &Rec.260,018 n/a Toshiba e-$93.00 $71.00 $0.0057 n/a 1 CABINET TYPE-C Studio357 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 1 SUPER G3 FAX B0ARD-AG1 iR2535 35 Public Works n/a Toshiba e-$93.00 $71.00 $0.0057 n/a 1 CABINET TYPE-C 64,759 Studio 357 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 1 SUPER G3 FAX B0ARD-AG1 iR1025iF 25 Senior Center 35,199 n/a Toshiba e- Studio 257 $73.00 $56.00 $0.0069 n/a iR2535 35 Community 114,947 n/a Toshiba e-$80.00 $61.00 $0.0057 n/a 1 CABINET TYPE-C Redevelopment Studio 357 1 INNER FINISHER-B1 1 COLOR SEND KIT-Y1 TOTAL MONTHLY LEASE CHARGE $1,504.00 $1,148.00 Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 21 15050NW79,h Court,Suite203 TOSHIBA SOT"BUSINESS SOLUTIONS M"n'e **"" 305-710-7989 Annie.Cruz@tbs.toshiba.com Service Methodology Toshiba is recognized asthe service leader in the industry,as evidenced by numerous MlarketToolS industry awardsandanoutstanding performance record.This alsoisduetothe high standards thatwe require of,and enforce with,our service providers as well asthe training and certification programs we administer to ensure that all service technicians are knowledgeable andhave all thenecessaryresourceswhentheyaredispatchedfor service. Toshiba hasover 3,500 service technicians as well as regional experts nationwide tosupport our customers.Our service infrastructure includesToshiba Engineers,Advanced Technical Service Specialists,Network Professionals,Solutions Design Experts,andothersupport personnel to attend toallof your equipment andservice needs. Maintenance and Support Services 2012 Toshiba's service andsupport model focuses ontheuseof highly experienced,certified,and responsive technicians;adherencetostrictmaintenance schedules;trackingequipmentperformance;and compliance withmanufacturer specifications.Withoneofthelargestserviceorganizationsinour industry,wecan provide the City ofS.Miami with consistent,high-quality servicethroughouttheterm of the contract.We have proven the effectiveness of our service model on thousands of contracts whereweareorhavebeen providing equipment,services,andfleet assessment andprintoptimization. Ourvalue added serviceand maintenance programs forTheCityofS.Miamiinclude. >Service Dispatch Center -Toshiba's Dispatch Center will support all endusersby receiving, logging,and tracking ail service and supply requests ina centralized environment. >Prompt Sen/ice -Trainedandcertifiedservicetechnicians will correctany deficiencies and performrepairsinresponsetoservice calls.This includes necessaryadjustmentstoequipment, repairs,or replacement of parts which Toshiba determines to be unserviceable. >Parts/Supplies -We will provideallpartsandconsumablesontimeandinthecorrecttypesand quantities.Eachofourserviceprovidersmaintainsafullstockedinventoryofcommon replacement parts and supplies. >Toner Recycling -To support localrecyclingand conservation,Toshiba extends our"ZeroWaste to Landfill1'recyclingprogramtoalllocationsfordisposingofyour spent consumable supplies. >PreventiveMaintenance -Wewill perform all scheduled preventive maintenance on time andto your satisfaction to ensure your products are always running at optimum levels.This includes identifying potential problems andcorrecting them before they occurtoincrease the uptimeof your units and reduce the number of service calls. >Escalation Management -Weofferaclearly defined escalation process to resolve poor performance issues quickly,efficiently,and to your complete satisfaction Toshiba Business Solutions USA,Inc.,Proposal Response toCity ofS.Miami,ITQ #FNR2014-02 Page22 15050NW 79w Court,Suite203 TOSHIBA Eft""1 BUSINESS SOLUTIONS —305-710-7989 Annie.Cruz@tbs.toshiba.com >Fleet Monitoring -Remoteand continuous fleetmonitoringispartofensuringbusiness continuity through improved device uptime andreliability. >Online Services -Toassistyouinmanagingyour account,weprovideourGlobalServicesPortal (GSP),a secure,onlineportal where youhave24/7accessto information about your networked devices. >Total Satisfaction Guarantee -Each Toshiba MFD productcomeswithour exclusive Total Quality Commitment (TQC)guarantee that yourproduct will performtospecificationsduring the term of the leaseor the product willbereplaced.No other manufacturer matches this guarantee. >Account Management -As youraccountexecutive,Annie Cruz will beyour single-point-of- contact for your ongoing equipment andservice needs.Hewillprovidea consistent levelof support throughout yourrelationshipwithToshibaandwillbeavailabletoyouatalltimes. >Account Reviews -Toshiba will holdperformancereviewmeetingswiththe City whereAccount Teammembers will consultwithyouandaddressanyissuesyoumayhave.During themeeting, wewilldiscussourservice performance and present metrics. Service Dispatch Center Asa premier client,TheCityofS.Miami will receivean unmatched levelof dedicated,consistent and centralized dispatching,service,and technical support fromToshibaBusiness Solutions.The service call processbeginswhenaCityuseridentifiesanissuewiththemachineandplacesaservice call toour Dispatch Center either via oursecureweb portal (Global Services Portal,or GSP),by calling our toll-free telephone number,800-526-7926,orbyemail. Upon receipt of the request,the dispatcher will: >Log in thedate,time,and location ofthe call and assign a confirmation number for tracking purposes. >Obtainthemodelandserialnumberoftheequipment,customerlocation,thecustomer's contactpersonandphonenumbera description oftheproblemand,if applicable,anyerror codes displayed on the machine. >Dispatch the call to the technician. >Track the call toensurethat work is completed andthe problem resolved within the required timeframe. >Followup to ensure the customer is satisfied. The first available local service technician will contact the requestor immediately upon receipt ofthe dispatch call.He orshe will attemptto resolve the customer issue overthetelephone.Ifremote resolutionisnotachieved,the technician will attend totherepairsonsite. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page23 15050 NW79th Court,Suite203 Miami FL,3: Annie Cruz 305-710-798 Annie.Cruz@tbs.toshiba.com TOSHIBA Miami FL,33016 BUSINESS SOLUTIONS —.—. 305-710-7989 Upon arrival,the technician reviews the equipment issue and provides an estimate ofthe time required torepairyourequipment.In mostcases,theissueis resolved onthesameday.In rareinstanceswhere partsor components needtobe ordered,the technician will schedule a follow-up visit oncetheparthas arrived,usually the next business day.Generally,the technician will have thepart in stock locally. Regardless ofthe case,the service technician makes repairs as expeditiously as possible in orderto minimize any disruption to business activities. Shouldthetechnicianrequiretechnicalsupportduringthe call,heorshehasaccesstoToshiba'sIn Touch Center (ITC)hotline during the hours of8 a.m.to5 p.m.(Pacific Time)for immediate,live technicalassistancefromhardwareandsoftwarespecialists. Upon completion ofthe service call,the technician advises theenduserand clears the service ticket, which allows usto capture and maintain specific metrics regarding equipment and service performance. Additionally,users can view service call status by device and location,such asstartand completion dates,call type,symptoms and solutions,caller name and telephone number using the GSP web portal. Customer support will be available from 8:00 a.m.to 5:00 p.m.local time,Monday through Friday, excluding holidays. Parts/Supplies Each Toshiba service provider \s required to maintain a minimum threemonths'supply of inventory at their facilityand,depending on the customer's requirements,alimitedstockat the customer's location. Ordersare usually shipped within 24hoursoftheorder being processed.While unlikely,ifwedonot have the replacement partinstock,we will notifythe City immediately. In the event that emergencypartsorsuppliesarenecessary,serviceproviderscanreachouttoour centralized warehousesin Memphis,Tennessee,and Pico Rivera,California,which maintain andmanage aninventoryof MFDs and replacement parts.Ourlargerdistribution center inMemphis,Tennessee isa 208,000squarefoot facility that warehousespartsandsuppliesthatincludetoner,developer,service parts,machines,and accessories.Our other distribution center islocatedinPicoRivera,Californiaandis a 65,000 square foot facility that carries supplies only. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page24 TOSHIBA BUSINESS SOLUTIONS- Total Satisfaction Guarantee (Warranty) 15050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com In the rare event that a technical issue cannot be resolved through the above channels,itwillbe transferred toToshiba'sTotalQualityCommitmentProgramfor resolution,whichis our guarantee that your hardware will perform to specifications during the term of the lease,or the hardware willbe replaced.Every new Toshiba MFP and accessory is backed by this performance guarantee,which includes the following: >Free Replacement (new Toshiba hardware)-If your new Toshiba MFP or its accessories does not operate withinToshiba's product specificationsduring the term ofthisprogram,andif the hardware cannot berepairedtoperformwithinproductspecifications,Toshibawillreplace the copier,facsimileor accessory atnochargewithamodelofequalor better features and specifications.If replacement is made within one year of the hardware installation date,the replacement will beanewmachine and/or accessory.Toshiba will incurshippinganddelivery costs. >Free Loaner -Ifyour MFP is out-of-service morethantwo(2)consecutivebusinessdaysafter notifying your authorized ServiceProvideror requires off-siteservice,a loaner MFP willbe providedby the authorized ServiceProvideratno additional charge. MFP Product Deiivery: Toshiba'sdeliverytime for newToshibadevicesorders from timeofreceipt totimeof install is approximately 15 to30daysuponreceiptoftheorder. Supply order fulfillment for legacyandnew equipment usuallyoccurswithin three business days. Uptime:Toshiba will seta goal for thehighesteffectivenesslevelon MFP equipment, andcan immediately stateanaverageof95%.Uptimeiscalculated based onanaverageoverthree-monthperiods.Toshiba,throughitsHelpDesk, proactively monitors our uptime performance and takes correctiveactionwith anyunitthat falls belowthethreshold.If Toshibadiscoversa pattern across a segment,root cause analysis will be employed to discern the cause. Response Time: Toshiba providesacall answer response timeof less than one hourafter receipt ofa service call during normal business hours,Monday through Friday8:00AMto8:00PM Eastern Time. Onsite Service Response Time: Toshiba provides anaverageof four hours for on-siteserviceresponseafter receiptofaservice call.Typically,Toshiba will respond within four hours; however,rurallocations(anything outside ofa50-mileradiusofthelocal service provider's territory)may require additional time.If permitted to maintain inventory onsite for remote locations,we can accelerate our response time.Printer responsetimeisnext business day. Hours of Operation: Servicemaintenanceis generally available from 8:00 a.m.to 5:00 p.m.local time,except weekends andholidays.After-hour service isavailable. Toshiba can provide a two-hour response time,after-hours or holiday emergency support,ifdesired;additional feesmayapply. Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 Page 25 15050 NW79th Court,Suite203 TOSHIBA ESZmBUSINESSSOLUTIONS—«nnie criK 305-710-7989 Annie.Cruz@tbs.toshiba.com Training Toshiba recognizes the importance ofa comprehensive training program for key operators andother personnel on the features and functions ofthe newly installed Toshiba product.Immediately following product installation,The City of S.Miami will receive complete Basic and Key Operator Training. Operating Instructions anda Quick Start Guide accompany each product,describing and illustrating the basic device functions. Basic Operator Training Thistraining will coverallaspectsofdeviceperformance,frombasicfeaturesandfunctionsto full finishing.Typical topics covered during basic training sessions (depending on functionality ofthe product)include: S Feeder functionality andpaper S Zoom featuresand functions supplies •Finishing optionsand exposure S How to make a copy from glass settings orfromthedocumentfeeder S How toordersupplies/place service S Howtomakeaduplexcopy call S Howto reprogram drawers S Howtoscan documents Key Operator Training This training provides individuals designated as Key Operators an in-depth overview ofthe product.The hands-on training will cover non-technical maintenance,such as replacing tonerand cleaning the glass. Initial sessions will occur immediately after delivery and installation ofnew Toshiba productsand include: S How toaddpaperandstaples V How toplacea service call S How tocleara misfeed S How toorder supplies OnlineTraining Toshibaalsooffersonline interactive trainingfor current Toshiba models asa refresher for current users andtutorialfornewusers.Thistraining will helpyoutoperformvarioususerfunctions,suchas: S Copy Functions •TonerandPaper Replacement S Print Functions V Understanding Software S Scan Functions V Troubleshooting S Faxing •SpecialFunctions S e-Filing OurProfessionalSolutionsGroup will alsotrainThe City ofS.Miami usersonanysoftwaretools procuredunderthis agreement.These individuals will trainboth IT personnelandendusersduring initial installation and provide on-going support throughout the program. Please see our online Training Manual for additional information: http://business.toshiba.eom/usa/support/index.jsp#tutorialList Toshiba Business Solutions USA,Inc.,Proposal Response to City o/S.Miami,ITQ #FNR2014-02 Page26 •Connectivity training TOSHIBA BUSINESS SOLUTIONS- Equipment Toshiba e-Studio 257 Base Configuration Includes: E257DigitalMFP 25 copies/prints/scans per minute 100 Sheet Doc Feeder (2)550 Sheet Drawers 100 Sheet Bypass Tray Fax Installation Training Toshiba e-Studio 357 Base Configuration Includes: E357DigitalMFP 35 copies/prints/scans per minute 100 Sheet Doc Feeder (2)550 Sheet Drawers 100 Sheet Bypass Tray Staple Finisher Cabinet/Stand Fax (on 2 devices) installation Training Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ #FNR2014-02 15050NW 79,hCourt,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Page27 TOSHIBA BUSINESS SOLUTIONS- Toshiba e-Studio 557 Base Configuration Includes: •E557 Digital MFP •55 copies/prints/scans per minute •100 Sheet Doc Feeder •(2)500 Sheet Drawers •(1)2,500 Sheet Drawer •Fax •100 Sheet BypassTray •Staple Finisher •HolePunch Finisher (on1device) •Installation •Training Toshiba e-Studio 657 Base Configuration Includes: •E657 Digital MFP •65 copies/prints/scans per minute •100 Sheet Doc Feeder •(2)500 Sheet Drawers •(1)2,500 Sheet Drawer •Fax •100 Sheet BypassTray •Staple Finisher •Hole Punch Finisher •Installation •Training ToshibaBusinessSolutions USA,Inc.,ProposalResponsetoCityofS.Miami,ITQ #FNR20l4-02 15050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Page 28 TOSHIBA BUSINESS SOLUTIONS- Toshiba e-Studio 3555c Base Configuration Includes: E3555c Digital Color MFP 35 copies/prints/scans per minute (ColorandB/W) 100 Sheet Doc Feeder (2)550 Sheet Drawers Paper Feed Pedestal with 2 additional 550 sheet paper drawers 100 Sheet BypassTray Staple Finisher Fax Installation Training Toshiba Business Solutions USA,Inc.,Proposal Response to City ofS.Miami,ITQ UFHR2Q14-02 15050NW 79th Court,Suite203 Miami FL,33016 Annie Cruz 305-710-7989 Annie.Cruz@tbs.toshiba.com Page 29 15050NW79thCourt,Suite203 MiamiFL,3: AnnieCruz 305-710-79* Annie.Cruz@tbs.toshiba.com TOSHIBAMiamiFL,33016 BUSINESSsolutions305-710-7989 Brochures ToshibaBusinessSolutionsUSA,Inc.,ProposalResponsetoCityofS.Miami,ITQ#FNR2014-02Page30 ;>Black&WhiteMFPs: •>Small/Med.Workgroup ;>Copy^PrintsScan,Fax} ^>:Secur^:MFP)&;^< >EPEATRegistered E-studio207L/257/307 TOSHIBA LeadingInnovation»> Exceed expectations in powerful ways. The e-STUDIO307 series from Toshiba hasbeendesignedto bring small and medium workgroups the same powerandperformance typically reservedfor larger businesses. It's easytouse,allowing youto create professional looking documents without extensive trainingor experience. Expand your possibilities. Toshiba has taken the performance and functionalityof larger monochrome MFPs and designed a smaller,more compact version.Introducing the e-STUDIO307 series.In addition to copying,faxing,printing and color scanning,it handles even the most challenging jobs quickly and easily. You'll be impressed with handy features likea walk-up USBprinting port and a crisp 9"color touch screen that gives you instant access toall sorts of other possibilities. Less work and more flow. Start witha 20-second warm-up and afirst copy out timeof4.7 seconds. Output is produced at the speed that fits your needs -from 20 to 30 pages per minute.Image qualityis outstanding at 2,400 x 600 dpi.Need alotof copies?You can opt foruptoa 3,200-sheet capacity.And,its modular design allows youto get the most paper in the sizes you need,witha tandem LCFor 4-drawer configuration. ^•studio 207L/257/307 GetmoredoneinlesstimewithadvantageslikeUSB printing andpaperthatcanbeaddedmidstream. It's the business of helping businesses. At Toshiba,we realize the challenges that businesses face every day.The new e-STUDIO307 series is the perfect solution for small to medium size businesses lookingforahigh quality,fully functionalMFPtohelp them meet those challenges. Relax and let technology handle it. Because the e-STUDIO307 series has incorporated the latest e-BRIDGE technology,business applications and vendor solutions are easily integrated. With 320GB of safe and secure storage, frequently used documents can be stored right on the MFPby using the convenient e-Filing feature and then printed as needed.Settings such as finishing selections can be saved witha job or changed on the fly to ensure accurate reproduction every time. User friendly and eager to please. The e-STUDIO307 series can handle jobs with ease,evenlarge volumes of various types of documents.Take advantage ofuptoa 120,000 monthly copy volume and a 36,600 toner yield at 6%.Also,there are several finisher options includinga space saving 50-Sheet InnerFinisher ora Saddle-Stitch Finisher, plus 2/3-Hole Punch. You'll be impressed from start to finish. !>FasfFirst Copy OutTimes; ^:§e||jci^^ ^2^1lliuH|hl|iSillJ illli^illlii^li ;piilluiinllil :;As.;trie|:ge^^ ':jmp:pfe^^ ithe call,;JN^uc^ ;'.area§^5T}^^ ^nec^eeftisl^ Data security and peace of mind. Protecting your data means you're protecting your entire business.Fortunately,the e-STUDIO307 series has been designed to preserve the integrity and confidentialityofallyour data.A new 320GB FIPS 140-2 Validated Self-Encrypting Drive (SED)with Data Overwrite are standard.An IPsec option to encrypt data being sent to or from the MFP,and Hard Copy Security are also available to keep your data right where it belongs. There's a configuration thatisjustrightfor every business need.And all of them are secure andEPEAT Registered. TOSHIBA Leading Innovation >» D Efficient printing Choose your speed at 20,25,or 30 , pages perminute.Also,first copy out times are as fast as 4.7 seconds. Broad paper handling Use up toa 3,200-sheet paper capacity and upto110lbindex.You can select from a variety of paper sizes with 4 drawers or a tandem LCF. Ease of use Alarge9"tiltingtouchpanelis easy toread and use.A context sensitive help button that will provide you with whatever instructions youmightneed.Scanningor printing canbe done onthegousinga convenient USBport. Reliability Themonthly copy volume goes upto 120,000 witha toner yieldof 36,600 at6%coverage and toner that can be changed on the fly.A compact service moduledesignallowsforsurprisingly faster and easier periodic maintenance. Connectivity and functionality PCL6,PostScripts,and XPSaswell as a UniversalPrinter Driver means youonly need one driver across yourentirefleet. Innovative technology GigabitEthernetsupport,e-filing for frequentlyreprintedjobsandan automatic OCRoptionforexpertscanningarejusta fewofourleadinginnovations. Latest e-BRIDGE platform Toshiba'sproprietaryplatformimproves connectivity,securityand fleet management. Takeadvantageof access to third-party solutions like PaperCut,Docuware andmore. Advanced finishing options Thereisaconvenient space saving 50-Sheet Inner Finisher,Saddle-Stitch Finisher and a 2/3-Hote Punch. Expert security A 320GB FIPS140-2 Validated Self- EncryptingDrive(SED)with Automatic Data Invalidation and Data Overwrite come standard.Also,an IPsec optionencrypts data,andHard Copy Security prevents the copying of sensitive documents. Environmentally responsible The e-STUD!O307 series is RoHS Corhpliant,Energy Star Tier2ratedand EPEAT Registered (aspartofthedefinitive global registryforgreener electronics). Psiudio 207L/257/307 Specifications >Black &White MFP >Up to 30 PPM >Small/Medium Workgroup >Copy,Print,Scan,Fax >Secure MFP >EPEAT Registered Copying Process/Type Original Reading Method Copy/Print Resolution Copy/Print Speed Warm-Up Time FirstCopyTime DutyCycle Multiple Copying Standard Paper Supply Maximum Paper Supply Acceptable Paper Size Memory Reduction/Enlargement Bypass Tray Control Panel Dimensions Weight Power Supply Power Consumption PMCycle Black Toner Yield IEPM pry Process)/Laser Technology CCD Line Sensor 2400 x 600 dpi(with Smoothing) 20/25/30 PPM Approx.20 Seconds 4.7 Seconds 80K/100K/120K Upto 999 Copies 2x 550-Sheet,100-Sheet Stack Feed Bypass Upto 3,200 Sheets Cassette:Statement-R toLedger(17-28lb),Bypass: Statement-R toLedger (17-110 lb),LCF:Letter(17-28lb) 2GB RAM,320 GB FIPS 140-2 SED 25%to 400% 100-Sheet Stack Feed Bypass 9"Wide VGA Color Touch-Screen Apprcoc 23"x23"x30"(WxDxH) Approx.132 lb 115Volts,15 Amps Maximum 1.5kW 80K/100K/120K 36.6K Impressions @6% e-BRlDGE Print Specifications PDL Support PCL6,PostScript 3,XPS Operating Systems Windows Server 2003,2008,2012,Vista SP2,7,8, NetWare 6.5,Citrix,Macintosh 10.4-10.9, Solaris v10.11,HP-UXV11.lv3,AIX7.x,Unux,SCO WindowsPrinting(SMB1.0/2.0),LPR/LPD,IPP (Ver.1.1) w/Authentication,NetWareP-SERVERw/NDS,Binary, NovellNDPSGateway,orLPDw/iPrint,Apple Talk PAPor EtherTalk,Port 9100 (bi-directional).WSPrint,FTP Windows Server 2003,2008,2012,vista SP2,7,8, Macintosh OS 10.4-10.9 10/100/1000BaseTX Ethernet, 802.11b/g/n,Wireless LAN,USB AirPrint,e-BRIDGE Print&Capture Application oniOS and Android(Availablevia Apple App Store or Google Ray) Top Access, eFMS6.0(e-BRIDGEFleet Management Software) Windows 7,8,8.1,2008R2,2012,2012 R2, WHQL,Novell,Citrix Protocol Support Drivers Connectivity Wireless Device Device Management Certification Scan Specifications Scan Speed 57SPMLT-Size @ 300 dpi,45SPMLT-Size@ 600 dpi (WhenCopying),43SPMLT-Size@ 300 dpi(Color Scanning) Scan Resolution Upto 600 dpi File Format TIFF,PDF,SlimPDF,JPEG.XPS, MSWord,MSExcel,Searchable PDFw/Adv.Scanning Option Facsimile Specifications Compatibility Super G3.G3 Data Compression MH/MR/MMR/JBIG Transmission Speed Approx.3 Seconds Per Page Fax Modem Speed 33.6 Kbps FaxMemory Transmission and Reception 1GB (HDD), Backup Permanent (HDD) Memory Transmission 100 Jobs,2,000 Destinations Max,400 Destinations/Job Scan Speed 0.7 Seconds Per Page,50 Scans PerMinute Other Fax Functions Internet Fax,Network Fax e-Filing Specifications Operation Method Color Touch Screen Control Panel orClientPC Number of Boxes 1 Public Box,200 Private User Boxes Capacity of Boxes 100 Folder Per Box,400 Documents Per Folder, 1000 Pages Per Documents Security (Standard) TOSHIBA Leading Innovation >» Data Encryption 256BitAES HDD OverwriteMeetsDepartmentofDefense (DoD)Standard5220.22M Authentication LDAP,SMTP,Windows Server Domain Accessories (Options) input Options 100-Sheet RADF Platen Cover Additional Paper Options 550-Sheet Paper Feed Pedestal 2,000-Sheet Large Capacity Feeder 550-Sheet Paper Feed Unit Finishing Options Job Separator WorkTray Bridge KitforFinisher 50-Sheet Inner Rnisher Saddie-Stitch Rnisher(LowCapacity) 2/3-Hole Punch Unit for MJ1032N 2/3-Hole Punch Unit for MJ1033 Connectivity/Security Options Fax Kit 2nd Line Fax IPsec Enabler WirelessLANAdapter Antenna Meta Scan Enabler Advanced Scanning Harness Kit for Coin Controller 'Qlfi)' Mac MR3028 KA1640PC KD1025 KD1026 MY1033 MJ5004 KK4550 KN2520N MJ1032N MJ1033 MJ6007 MJ6008 GD1350 GD1260F GP1080 GN1060 GN3010 GS1010 GB1280T GQ1180 Corporate Office 9740IrvineBlvd.,Irvine,CA92618-1631 Tel:949-462-6000 East Coast 959 Route 46East,5thFloor,Parsippany,NJ 07054 Tel:973-316-2700 Midwest 8770W.BrynMawrAve.,Suite700,Chicago,IL60631 Tel:773-380-6000 South 2037 Bakers Mil!Rd.Dacula,GA 30019 Tel:678-546-9385 West Coast 9740 IrvineBlvd.,Irvine,CA 92618 Tel:949-462-6000 Web Site www.business.toshiba.com Designs and specifications subject to change without notice.For best results andreliable performance,always use supplies manufactured or designated by Toshiba.Notall options and accessories may be available al the timeof product launch.Please contact alocal Authorized Toshiba Dealership foravailability.Toneryields are estimates based on6%coverage,letter-size page.Driver and connectivity feature support varies by client/network operating system. ©2014 Toshiba America Business Solutions,Inc.Bectronic Imaging Division Inv.Code:22259 207U257/307 Brochure 5KPG6/14 :>BIack&WhiteMFP^ |:>;up;^ jv>Srriall/Med.Workgroup >C6py,Print,Scan,Fax: >EPEATRegistered t Esiudio~357/457/507 \TOSHIBA LeadingInnovation>» Exceed expectations in powerful ways. Thee-STUDIO507 series fromToshiba has been designed tobringsmall and medium workgroups the same power and performance typically reserved forlarger businesses. It's easy to use,allowingyouto create professional looking documents without extensive training or experience. Expand your possibilities. Toshiba has taken the performance and functionality of larger monochrome MFPs and designed asmaller,more compact version.Introducing the e-STUDIO507 series.In addition to copying,faxing,printing and color scanning,it handles even the most challenging jobs quickly and easily. You'll be impressed with handy features likea walk-up USB printing port and a crisp 9"color touch screen that gives you instant access to all sorts of other possibilities. Less work and more flow. Start witha 20-second warm-up and afirst copy out timeof 3.7 seconds. Output is produced at the speed that fits your needs -from 35 to 50 pages per minute.Image quality is outstanding at 2,400 x 600 dpi.Need alotof copies?You can opt for up toa 3,200-sheet capacity.And,its modular design allows youto get the most paper in the sizes you need,witha tandem LCFor 4-drawer configuration. |2siudio~357/457/507 Get more done in less timewith advantages likeUSBprintingand paper that can be added midstream. It's the business of helping businesses. AtToshiba,werealizethe challenges that businesses faceeveryday.Thenew e-STUDIO507 seriesistheperfect solution for small to medium size businesses looking for a high quality, fully functional MFPtohelpthem meet those challenges. Relax and let technology handle it. Because the e-STUDIO507 series has incorporated the latest e-BRIDGE technology,business applications and vendor solutions are easily integrated. With320GBof safe and secure storage, frequently used documents can be stored righton the MFPby using the convenient e-Filing feature and then printed as needed.Settings such as finishing selections can be saved witha job or changed onthefly to ensure accurate reproduction every time. User friendly and eager to please. The e-STUDIO507 series can handle jobs with ease,evenlarge volumes of various types of documents. Take advantage ofuptoa 150,000 monthly copy volume and a 36,600 toner yield at 6%.Also,there are several finisher options includinga space saving 50-Sheet Inner FinisheroraHigh-Capacity Finisherwith Saddle-Stitch, plus 2/3-Hole Punch. You'll be impressed from start to finish. >;Su^rbJ^ >J^s£l=i^ $;;Si||viee>MQ^ lii^illjll^lli? Ipllllliiiiillii |fliiilllj|i|l^i :As ;the-ne^d fo^tcpghe^ :^pro\ed inviitinment^ ^inGreasevJ^ ^areasjJh^S:§e^ Data security and peace of mind. Protecting your data means you're protecting your entire business.Fortunately,the e-STUDIO507 series has been designed to preserve the integrity and confidentiality ofall your data.A new 320GB FIPS 140-2 Validated Self-Encrypting Drive (SED)with Data Overwrite are standard.An IPsec option to encrypt data being sent to or from the MFP,and Hard Copy Security are also available to keep your data right where it belongs. There's a configuration thatisjustright lot every business need.Andallof them are secure and EPEAJ Registered. TOSHIBA Leading Innovation >» D Efficient printing Choose your speed at 35,45,or 50 pages per minute.Also,first copy out times are as fast as 3.7 seconds. Broad paper handling Use uptoa 3,200-sheet paper capacity and upto110lbindex.You can select froma variety of paper sizes with 4 drawers or a tandem LCF. Ease of use Alarge9"tilting touch panel is easy to read and use.A context sensitive help button that will provide youwith whatever instructions youmight need.Scanning orprintingcanbe done onthegousinga convenient USBport. Reliability Themonthly copy volume goes upto 150,000 witha toner yieldof 36,600 at 6%coverage and toner that can be changed onthe fly.A compact service module design allowsforsurprisingly faster and easier periodic maintenance. Connectivity and functionality PCL6,PostScripts,and XPS as well asa UniversalPrinterDrivermeans youonly need one driver across your entire fieet. Innovative technology GigabitEthernetsupport,e-filing for frequently reprinted jobs and an automatic OCRoptionforexpert scanning arejusta fewofour leading innovations. Latest e-BRIDGE platform Toshiba's proprietary platformimproves connectivity,securityandfleet management. Takeadvantageof access tothird-party solutions like PaperCut,Docuware and more. Advanced finishing options There isa convenient Inner Rnisher, 50-Sheet High-CapacityRnisher,anda High-Capacitywith Saddle-Stitch plus 2/3-Hole Punch. Expert security A 320GB RPS 140-2 Validated Self- EncryptingDrive(SED)withAutomaticData Invalidation and Data Overwrite come standard.Also,an IPsec option encrypts data,andHardCopySecuritypreventsthe copying of sensitive documents. Environmentally responsible The e-STUDIO507 series is RoHS Compliant.EnergyStarTier2ratedand EPEATRegistered (aspartofthedefinitive globalregistryforgreener electronics). |5studio-357/457/507 Specifications Copying Process/Type Original Reading Method Copy/Print Resolution Copy/Print Speed Warm-Up Time First Copy Time DutyCycle MultipleCopying Standard Paper Supply Maximum Paper Supply Acceptable Paper Size Memory Reduction/Enlargement Bypass Tray Control Panel Dimensions Weight Power Supply Power Consumption PM Cycle Black Toner Yield >Black &White MFP >Up to 50 PPM >Small/Medium Workgroup >Copy,Print,Scan,Fax >Secure MFP >EPEAT Registered IEPM(Dry Process)/Laser Technology CCD Line Sensor 2400 x 600 dpi(with Smoothing) 35/45/50 PPM Approx.20 Seconds 3.7 Seconds 125K/150K/150K Upto 999 Copies 2x 550-Sheet,100-Sheet Stack Feed Bypass Upto 3,200 Sheets Cassette:Statement-R toLedger(17-28lb),Bypass: Statement-R to Ledger (17-110lb),LCF:Letter(17-28lb) 2GB RAM,320 GB FIPS140-2 SED 25%to 400% 100-Sheet Stack Feed Bypass 9"Wide VGA Color Touch-Screen Approx.23"x*23"x 30"(WxDxH) Approx.132 lb 115Volts,15 Amps Maximum 1.5kW 125K/150K/150K 36.6K Impressions @ 6% e-BRIDGE Print Specifications PDLSupport PCL6,PostScript 3,XPS Operating Systems Windows Server 2003,2008,2012,Vista SP2,7,8, NetWare 6.5,Citrix,Macintosh 10.4-10.9, Solaris v10,11,HP-UXV11.iv3,AIX7.X,Linux,SCO Windows Printing(SMB1.0/2.0),LPR/LPD,IPP (Ver.1.1) w/Authentjcation,NetWareP-SERVERw/NDS,Binary, NovellNDPSGateway,orLPDw/iPrirrt,AppleTalkPAPor EtherTaik,Port 9100 (bi-directional),WSPrint,FTP Windows Server 2003,2008,2012,Vista SP2,7,8, Macintosh OS 10.4-10.9 10/100/1000BaseTX Ethernet, 802.11b/g/n,Wireless LAN,USB AirPrint,e-BRIDGEPrint&Capture ApplicationoniOS and Android(AvailableviaAppleApp Store orGooglePlay) Top Access, eFMS6.0(e-BRIDGEFleet Management Software) Windows 7,8,8.1,2008R2.2012,2012 R2, WHQL.Novell,Citrix Protocol Support Drivers Connectivity Wireless Device Device Management Certification Scan Specifications Scan Speed 57SPM LT-Size @ 300 dpi,45SPM LT-Size @ 600dpi (WhenCopying),43SPMLT-Size@ 300 dpi(ColorScanning) Scan Resolution Upto 600 dpi File Format TIFF,PDF,SlimPDF,JPEG,XPS, MSWord,MSExcel,Searchable PDFw/Adv.Scanning Option F?ci»'m'!e.Specif ications _ Compatibility Data Compression Transmission Speed Fax Modem Speed Fax Memory Memory Transmission Scan Speed Other Fax Functions Super G3.G3 MH/MR/MMR/JBIG Approx.3 Seconds Per Page 33.6 Kbps Transmission and Reception 1GB(HDD), Backup Permanent (HDD) 100 Jobs,2,000 Destinations Max,400 Destinations/Job 0.7 Seconds Per Page,50 Scans Per Minute Internet Fax,Network Fax e-Filing Specifications Operation Method Color Touch Screen Control Panel orClientPC Number of Boxes 1 Public Box,200 Private User Boxes Capacity of Boxes 100 Folder Per Box,400 Documents PerFolder, 1000 Pages Per Documents Security (Standard) TOSHIBA Leading Innovation >» DataEncryption256BitAES HDD Overwrite MeetsDepartmentofDefense(DoD)Standard 5220.22M Authentication LDAP,SMTP,Windows Server Domain Accessories (Options) Input Options 100-Sheet RADF Platen Cover Additional Paper Options 550-Sheet Paper Feed Pedestal 2,000-Sheet LargeCapacityFeeder 550-Sheet Paper Feed Unit Finishing Options Job Separator Work Tray Bridge Kitfor Rnisher 50-Sheet Inner Finisher Saddle-StitchRnisher(HighCapacity) Saddle-StitchRnisher(LowCapacity) 50-Sheet Staple Console Rnisher 2/3-Hole Punch Unit for MJ1032N 2/3-Hole Punch Unit for MJ1107 and MJ1108 2/3-Hole Punch Unitfor MJ1033 Connectivity/Security Options Fax Kit 2nd Une Fax IPsec Enabler WirelessLANAdapter Antenna Meta Scan Enabler Advanced Scanning Harness Kitfor Coin Controller 'CJfj)' Mac MR3028 KA1640PC KD1025 KD1026 MY1033 MJ5006 KK4550 KN2520N MJ1032N MJ1108 MJ1033 MJ1107 MJ6007 MJ6104 MJ6008 GD1350 GD1260F GP1080 GN1050 GN3010 GS1010 GB1280T GQ1180 Corporate Office 9740 IrvineBlvd.,Irvine,CA 92618-1631 Tel:949-462-6000 EastCoast 959Route46 East,5thRoor,Parsippany,NJ07054 Tel:973-316-2700 Midwest 8770W.BrynMawrAve.,Suite700,Chicago,IL60631 Tel:773-380-6000 South 2037 Bakers Mill Rd..Dacula,GA 30019 Tel:678-546-9385 West Coast 9740 IrvineBlvd.,Irvine.CA 92618 Tel:949-462-6000 Web Site www.business.toshiba.com Designs and specifications subject lo change without notice.For best results and reliable performance,always use supplies manufactured or designated by Toshiba.Notall options and accessories may be available at the time of product launch.Please contact a local Authorized ToshibaDealershiplor availability.Toneryieldsare estimates based on6%coverage,letter-size page.Driverandconnectivityfeature support variesbyclien!/network operating system. ©2014 Toshiba America Business Solutions,Inc.ElectronicImagingDivision Inv.Code:22257 357/457/507 Brochure 5KPG6/14 ;>BlaQk&AA/hteMFP; J>typ|tp;85.'PPM |XMed/LargeWorkgroup ;>Cbpy^Print,$can,Fax :v>';'Secure;'iyiFP;r;:Vv;.::-::U;:-:V" REPEATRegistered* Esiudio-557/657/757/857 •e-STUDl0657/757/857only TOSHIBA LeadingInnovation>» f2siuDio~557/657/757/857 Specifications Copying Process/Type Original Reading Method Copy/Print Resolution Gradation Copy/Print Speed Warm-Up Time First Copy Time DutyCycle MultipleCopying Standard Paper Supply Maximum Paper Supply Acceptable Paper Size Memory Reduction/Enlargement Bypass Tray Control Panel Dimensions Weight PowerSupply Power Consumption Black Toner Yield >Black &White MFP >Up to 85 PPM >Med/Large Workgroup >Copy,Print,Scan,Fax >Secure MFP >EPEAT Registered* IEPM(Dry Process)/Laser Technology CCD Line Sensor 2400 x 600 dpi 256 Steps 55/65/75/85 PPM Approx.130 Seconds 556/656:Less Than 4.0 Seconds (Letter-Size) 756/856:Less Than3.5 Seconds (Letter-Size) 460K/515K/540K/600K Upto 9,999 Copies 2x 500-Sheet Drawer,1x 2,500-Sheet Tandem Drawer, 100-Sheet Stack Feed Bypass Upto7,600 Sheets (w/Optional 4,000-Sheet LCF) Cassette:Statement-R to Ledger (17-110lb) Bypass:Statement-R to 11"x 17"(17-110lb) LCF:Letter Only(17-110lb),Tab Paper 2GB RAM,320 GB FIPS 140-2 SED 25%to 400% 100-Sheet Stack Feed Bypass 9"Wide VGA Color Touch Screen Approx.28°x31"x46"(WxDxH) Approx.462 lb 120Volts,20 Amps Maximum 2.0kW 73.9K Impressions e-BRIDGEPrint Specifications PDL Support PCL6,PostScript 3,XPS Operating Systems Windows Server 2003.2008,2012,Vista SP2,7,8, NetWare 6.5,Citrix,Macintosh 10.4-10.9, Solaris v10,11,HP-UXV11.lv3,AIX7.X,Linux,SCO Windows Printing(SMB1.0/2.0),LPR/LPD,IPP (Ver.1.1) w/Authentication,NetWare P-SERVERw/NDS,Binary, NovellNDPSGateway,orLPDw/iPrint,AppleTalkPAPor EtherTalk,Port 9100 (bi-directional),WSPrint,FTP Windows Server 2003,2008,2012,Vista SP2,7,8, Macintosh OS 10.4-10.9 10/100/1OOOBaseTX Ethernet, 802.11b/g/n,Wireless LAN,USB AirPrint,e-BRIDGE Print&Capture Application on iOS and Android(AvailableviaAppleApp Store or Google Play) Top Access, eFMS 6.0 (e-BRIDGE Fleet Management Software) Windows 7,8.8.1.2008R2,2012.2012 R2, WHQL.Novell,Citrix Protocol Support Drivers Connectivity Wireless Device Device Management Certification Scan Specifications Scan Speed 77SPMColor/80SPM B&W,LT-Size@300 dpi, 66SPMLT-Size@ 600 dpi(WhenCopying) Scan Resolution Upto 600 dpi File Format TIFF,PDF,JPEG,XPS, MSWord,MSExcel,Searchable PDFw/Adv.Scanning Option Facsimile Specifications Compatibility Data Compression Transmission Speed Fax Modem Speed Fax Memory Memory Transmission Scan Speed Other Fax Functions Super G3,G3 MH/MR/MMR/JBIG Approx.3 Seconds Per Page 33.6 Kbps Transmission 500MB (HDD) Reception 500MB (HDD) Backup Permanent (HDD) 100 Jobs,1,000 Destinations Max,400 Destinations/Job 0.7 Seconds Per Page,50 Scans PerMinute Internet Fax,Network Fax *e-STUDI0657/757/857 only TOSHIBA Leading Innovation >» e-Filing Specifications Operation Method Color Touch Screen Control Pane!or ClientPC Number of Boxes 1 Public Box,200 Private User Boxes Capacity ofBoxes100FolderPerBox 400 Documents Per Folder 1000 Pages Per Documents Security (Standard) DataEncryption 256BitAES HDD Overwrite MeetsDepartmentofDefense (DoD)Standard 5220.22M Authentication LDAP,SMTP,Windows Server Domain Accessories (Options) Additional Paper Options 4,000-Sheet LT-SizeLarge Capacity Feeder Finishing Options 50-Sheet Stapler Console Rnisher 50-Sheet Saddle-Stitch Rnisher 100-Sheet Saddle-Stitch Finisher Rails for Rnisher 2/3-Hole Punch Unit Post Inserter Unit Connectivity/Security Options Fax Kit 2nd Une Fax WirelessLANAdapter Antenna Advanced Scanning IPsec Kit Meta Scan Enabler Harness Kit for Coin Controller kC2^Fj), Mac MP4004 MJ1027 MJ1028 MJ1029 KN1017 MJ6003 MJ7001 GD1350 GD1260F GN1060 GN3010 GB1280T GP1080 GS1010 GQ1240 Corporate Office 9740Irvine Blvd.,Irvine,CA 92618-1631 Tel:949-462-6000 East Coast 959Route46East,5thFloor,Parsippany.NJ07054 Tel:973-316-2700 Midwest 8770W.BrynMawrAve.,Suite700,Chicago,IL60631 Tel:773-380-6000 South 2037 Bakers MillRd.,Dacula,GA 30019 Tel:678-546-9385 West Coast 9740 IrvineBlvd.,Irvine.CA 92618 Tel:949-462-6000 Web Site www.business.toshiba.com Designsand specifications subject to change withoutnotice.For best resultsandreliable performance,alwaysuse supplies manufactured or designated by Toshiba.Not an options and accessories maybe available at the time of product launch.Please contact alocal Authorized ToshibaDealershipfor availability.Toneryieldsare estimates based on6%coverage,letter-size page.Driverand connectivityfeature support varies by client/network operating system. ©2014ToshibaAmerica Business Solutions.Inc.ElectronicImagingDivision Inv.Code:22256 557/657/757/857 Spec Sheet 6KPG6/14 Estudio2555c/3055c/3555c TOSHIBA LeadingInnovation>» A new standard has officially been set. Multiple functions,innumerable benefits and millionsof colors have never been more accessible.Thee-STUDIO2555c/3055c/3555cis easily integrated,customizableand solutions ready,with anopen platform.You'll also appreciate cloud and mobile printing and scanning along witha host of other benefits. Easy integration Includes flexible customization, new EFMS device management and system software upgraded by patch, cloning and F/W updates. Open platform Take advantage offlexible integration into solution applications,output management interface,and an embedded Web browser that can be registered ina template. Cloud,internet,and mobile printing/scanning Enjoy mobile convenience withe-BRIDGE support fornew cloud computing and mobile applications as well as Internet browsing and printingfrom the Internet. Universal print driver One driver works forall users, tandem print comes standard, and additional optional plug-ins can be put directly into the driver. Impressive image quality Low temperature color toner increases range of colors.Other benefits include high gloss output, e-BRIDGE Color Profiler and spot-on color matching. AquaAce specialty paper support Achieve brilliant color that's water,weather and fade resistant.It's like laminated paper without the lamination,inlegal and letter sizes.Banner printing can be done using paper upto 12"x47". Compact and lightweight It has one of the smallest footprints of any comparable MFP.It's 37% lighter than before and substantially quieter. Low power consumption New energy saving technologies have been incorporated, resultingin reduced power consumption. Improved serviceability The replacement of process units is easier and can be performed without a screwdriver. Automatic detection and initialization of a new unit has been added. High security AuniqueSelfEncrypting Drive(SED)includes Toshiba's proprietary Wipe Technology along witha suite of security functions that create a levelof data protection that's unequalled. There color Now you can copy,print,scanand fax with an MFP that's smaller,quieter,sleeker,and faster than ever.The new e-STUDIO2555c/3055c/3555c from Toshiba is designed to replace black and white printing with affordable full color,while still offering high quality black and white. Color options to match your needs. Forall those times youwant to print in color but settle for black and white,there's the e-STUDIO2555c/30555c/3555c.It's designed to make color more efficient and accessible.Whether you want to spruce up a presentation with color produced up toa remarkable 25/30/35 pages perminuteorprint crisp,clearblackandwhite,you'll be impressed withall that the e-STUDIO2555c/3055c/3555c has tooffer.Unique features like the e-BRIDGE Universal Print Driver,the onlydriver needed for multiple users,allowingyoutoswitch between PS and POL.It includes plug-ins so you can add features. More compact with more impact- Even though it'schock-full of extraordinary features,the e-STUDIO2555c/3055c/3555c has one ofthe smallest footprintsof any MFPinits class.So,it can be used wherever space is limited. It'slighter,too,which makes it easier to ship and move around the office.Even the noise level has been reduced,with a quieter drivemotor, fan motor and clutch.And none of these efficienciesaffecttheoutput. Infact,imagequalityisincredible, thanks toanewlow temperature color tonerthat increases thecolorgamut. 12studio 2555c/3055c/3555c •*ft^^^s^sftjfiHSBS Your data has never been more secure. Toshiba knows that security isa high priority for businesses today.That's why we've putleadinginnovationtowork and developed security measures that are unsurpassed. Wipe Technology -it's like the data was never there. It makes perfect sense.The best way to keep your data secure is to use a method no one else has replicated.That's just what we've done at Toshiba with our proprietary Wipe Technology.The e-STUDIO2555c/3055c/3555c offers Toshiba's proprietary Self- Encrypting Drive equipped with our Wipe Technology as well as a suite of impressive security functions to keep data protected.If the HDDis taken from the MFP and installed into another device,allof the data is automatically erased.However, if it's taken out and then returned to the same MFP,the data is not erased and can be accessed immediately as needed.There is also an encryption key that's securely stored on the HDD. Security taken to the next level. Additional security features include a secure PDF encryption feature with up to 128-bit AES,IP/MAC address filtering,Role Based Access Control, an SNMPv3 protocol for enhanced security administration and an optional IPSec protocol,to name afew.Inall, the features permit a security mode that complies with the extremely high security level-IEEE2600.1. >Self Encrypting Drive >IPSec Enabler (optional) >Common Criteria EAL 3+ >IP Filtering >Network Port Control >Secure PDF >Private Print securfi Benefits include-a 3.200-sheet capacity •"including on optional 2.000-sheet LCF),direct USBprinting,and tiltabledisplay. Manage,capture and deliver documents with simple one-touch control using the large.9"color control panel. It's designed tobe easy toread and use. TOSHIBA Leading Innovation »> At Toshiba,we work hard to make certain our products minimize environmental impact.Manyofourleadinginnovationsincludenewwaystosaveenergyand save the environment. Saving energy and saving you money. An added benefittoournew energy- saving technologies is that they save you money,too.Take,for instance, our new low temperature fusingtoner. Color reproduction is improved while energy consumption is reduced. Energy consumption is reduced even further,thanks to a dramatic reduction in the power usage during sleep mode.Other ways in which Toshiba puts environmental responsibility into action include arecycling program, reduction of C02 emissions,and the recycling of plastics.Reduction or elimination of hazardous materials such as lead and mercury enable the series to comply with environmental standards around theworld.Everything together qualifies the series for the new EPEAT certification. e-STUDI03555c with Saddle-Stitch Rnisher. e-STUDI03555c with e-STUDI03555c with Paper Feed Pedestal.Inner Finisher and LCF. Specifications Copying Process Copying Type Copy/Print Resolution Copy/Print Speed Warm-Up Time First Copy OutTime MaxDuty Cycle MultipleCopying Acceptable Paper Size and Weight >Color MFP >Up to 35 PPM >Medium/Large Workgroup >Copy,Print,Scan,Fax >Secure MFP Memory (Max) Reduction/Enlargement Indirect Electrostatic Photographic Transfer System with Internal Transfer Belt LED Head Printing 600x1200 dpi(PSDriver) 25/25,30730,35/35 PPM Color/B&W Approx.27 Seconds 8.1/6.4 Seconds Color/B&W 100K/150K/175K Copies Upto 999 Copies Cassette:ST-RtoLD(16lbBond -140 lbIndex) Bypass:a9"x 5.8'toLD(14lb Bond -100 lbCover) ST-Rto12"x47°Banner (17 lb-100 lb) PFP:ST-RtoLD(16lb Bond -140 lbIndex) LCF:LT(17lb-28lbBond) MainMemory:2GB HD:160 GB (Security SEDDrive) 25%to 400% 100-Sheet "Smart"Bypass (14lb Bond -100 lbCover) Color 9"LCD Touch Panel Upto 3,200-Sheet Input Capacity Standard 2x 550-Sheet Cassettes 100-Sheet Bypass 1x 550-Sheet PFP (3rd Cassette), 1x 550-Sheet Cassette (4th Cassette)forPFP Optional 1x 2,000-Sheet LCF Standard AutomaticDuplexUnit (16lb Bond-140 lbIndex) Approx.230 x 25.3'x 31°(WxDxH) Approx.166.4 lbs. CMY:28K,BK:32K 120 V,15 Amps Maximum 1.5 kW Control Panel Paper Supply Duplex Dimensions Weight CMYK Toner Yield Power Supply Power Consumption Print Specifications PDL Support PCL6and PostScript 3,XPS Operating Systems Netware6.5,Windows XP,Vista,7,Windows Server 2003, 2008,2008R2.Citrix MetaFrame,Macintosh.Linux,UNIX. AS400,SAP Protocol Support IPX/SPX.TCP/IP,AppleTalk,NetBIOSOver TCP/IP.LPR/LPD. IPP,SMB.SNMP.Netware,Port 9100 Drivers Server 2003/2008/2008R2/2012,Windows XP,Vista,7/6, Macintosh 10.2/10.3.10.4.10.5.10.6,10.7,AS400 LPR& Port 9100.SAP R/3,UnixFilter Connectivity 10/100/1000BaseTXEthernet,802.11b/g/n Device Management TopAccess Certification Windows(vista,7,2008,2008R2,2012)(WHQL)Novell, HPOS (Daze!),Citrix Scan Specifications Scan Resolution100dpi.150dpi,200dpi.300 dpi,400dpi,600c Scan Speed 73SPMColor/73SPM B&W (@ 300 dpi) FileFormat TIFF,PDF,Secure PDF,JPEG,XPS(withHDD) Facsimile Specifications Compatibility Data Compression Transmission Speed Fax Modem Speed Memory Transmission Scan Speed Super G3 MH/MR/MMR/JBIG Approx.3 Seconds Per Page 33.6 Kbps 100 Jobs (withHDD).2.000 Destinations Max. 400 Destinations /Job .7 Seconds Per Page.Maximum73SPM E-Filing Specifications Operation Method Color Touch Screen Control Panel orClient PC Number of Boxes 1Public 8ox,200 Private User Boxes Capacity of Boxes 100 FoldersPerBox,400 Documents PerFolder 200 Pages Per Document TOSHIBA Leading Innovation >» Security (Standard) Data Encryption Authentication 256 Bit AES(SEDHardDrive) LDAP,SMTP,Windows Server Domain,Local Accessories (Options) Additional Paper Options Platen RADF:100 Sheets PaperFeedPedestal:550-Sheet Pedestal,Statement-RtoLedger CassetteModule:550-SheetPedestal,Statement-RtoLedger Large Capacity Feeder (LCF):2,000-Sheet Drawer.Letter KA1640PC MR3025 KD1032N MY1039 KD1031 MJ1108 MJ6104 MJ1107 MJ6104 MJ1036N MJ6007 Finishing Options Saddle-Stitch Finisher: Tray1Stack Capacity:3.000 Sheets +250 Sheet StationaryTray(Lt) Staple Capacity:50 Sheets 60 Pages (15 Sheets)SS Booklets Multi-Position Hole Punch Unit for Sadcfle-Stitch Rnisher Multi-Position Console Rnisher: Tray1 Stack Capacity:2,000 Sheets (Lt) Staple Capacity.50 Sheets Multi-Position Hole Punch Unit for Console Rnisher Inner Rnisher 2 Tray:500 Sheets (Lt) Staple Capacity.50 Sheets Multi-Position Hole Punch Unit for Inner Rnisher Connectivity/Security Options BridgeKit Required withMJ1108 and MJ1107 Fax Board 2nd Line Fax WirelessLANAdapter Wireless Antenna Meta Scan Enabler for e-CONNECT IP Sec Enabler Advanced Scanning (ReRite) SharePoint Connector Exchange Connector Google Docs Connector Miscellaneous Options Accessible Arm Handle KN2550 GD1320NX GD1260F GN1060 GN3010 GS1010 GP1080 GB1280V8 GB1440 GB1450 GB1540 KK2550 CjFjy Mac Corporate Office 9740 Irvine Blvd.,Irvine,CA 92618-1631 Tel:949-462-6000 EastCoast959Route46East,5th Roor,Parsippany,NJ07054 Tel:973-316-2700 Midwest 8770W.BrynMawrAve.,Suite700,Chicago,IL60631 Tel:773-380-6000 South 2037 Bakers Mill Rd.Dacula,GA 30019 Tel:678-546-9385 West Coast 9740 IrvineBlvd..Irvine,CA 92618 Tel:949-462-6000 Web Site www.business.toshiba.com Designsand Specifications subject to change withoutnotice.For best resultsandreliable pertormance,alwaysusesupplies manufacturer or designated byToshiba.Notalloptionsand accessories may be available at the timeot product launch.Rease contact alocal Authorized TosWba Dealershipfor availabtfity.Toneryieldsareestimatesbasedon6%coverage,letter-size page.Driverandconnectivityfeaturesupport varies byclient/networkoperatingsystem. ©2013ToshibaAmericaBusinessSolutions.Inc.ElectronicImagingOrvision Inv.Code:22223 2555c 3055c 3555c Spec Sheet 7/13 CONTRACT Multifunctional Products State of Florida Contract #600-000-114 is fl'day of L&^*~b^2QU,by pal Corooratioff(hereinafter referredtoas THIS AGREEMENT made and entered into this, and betweentheCity of South Miami,a Florida municipal Corporatioff(hereinafter referred toas "City")andToshibaBusinessSolutions,(hereinafter referred toas "Contractor"). WITNESSETH: WHEREAS,theState of Floridasolicitedbids,pursuanttoContract #600-000-11-1, for Multifunctional Products.Printers.Facsimile Equipment,Scanners.Related Software. SuppliesandServices:and WHEREAS,theState of Florida,aftercompletingacompetitivebidding process, awarded a contract to Contractor,and WHEREAS,theCity of SouthMiamidesirestoutilizetheState of Florida Contractand pursuant toauthority oftheCity of SouthMiami's Charter. NOW,THEREFORE,theCityandtheContractor,eachthroughtheirauthorized representative/official,agreeasfollows: 1.TheCity desires toenterintoa Contract,under thesametermsand conditions assetforthinthesolicitationandtheagreementbetweenState of Florida and Contractor,pursuant Contract#600-000-11-1. 2,TheCityhasreviewedthe contract and agrees tothetermsand conditions and further agrees tothefairand reasonableness ofthe pricing.Contractor hereby agrees to provide such services under the same price(s),terms and conditions as found in Contract #600-000-11 -1 andthe agreement between State of Florida and Contractor.,pursuant Contract#600-000-11-1,acopy of which,including any amendments thereto,is attached heretoandmadeapart hereof by reference. 3.All references in the contract between theState of FloridaandContractor, shallbeassumedto pertain to,andarebindingupon Contractor and theCity of South Miami. Alldecisionsthataretobemadeon behalf of theCity,asset forth intheState of Florida's Contract #600-000-11-1 anditsagreementwith Contractor,shallbemadebytheCity Manager for theCity of South Miami.The term ofthe contract,including all extensions authorized bythe contract shallnotexceedfive years.Notwithstanding anything contained intheContract #600-000-11-lor theState of Florida contracttothe contrary,this agreement shall be governed bythe laws ofthe State of Florida and venue for all dispute resolutions or litigation shall bein Miami-Dade County,Florida. 4.Notwithstandinganything contained inthe contract tothe contrary,the Thomas F.Pepe-7-16-14 Page1 of6 provisions ofthis Agreement shall apply and take precedence over any contrary provisions in the contract between the Contractor and the State of Florida. 5.Term:Theterm of thecontract,includinganyextensions,shallnotexceed fiveyears. 6.Ownership of Documents:All documentation andworkproduct produced as partofthe contract shall become the exclusive property ofthe city.All bids/proposals and accompanying documentation receivedfromthe Contractor inresponsetoa solicitation shall become the property of thecityandwillnotbereturnedtotheContractor.This subsection shall be applicable toall responses toa solicitation,including butnot limited to request for proposal,requests for qualification,requests for letters of interest andrequestfor bids. 7.PublicRecords:Contractorandallofits subcontractors arerequiredto complywiththepublicrecordslaw (s.l 19.0701)while providing goodsand/or Services on behalfoftheCITYandthe Contractor,undersuch conditions,shall incorporate this paragraphinall of itssubcontractsforthisProject. 8.Indemnification:Contractor shallcomplywiththe indemnification requirements setforthinorassetforthinthe attached Indemnification Exhibit.In addition, if theContractrequirestheCitytoprovide indemnification,nothingcontainedthereinshall waivethe City's righttosovereignimmunityortheprotection of s.768.28,FloridaStatutes. 9.Insurance -Bonding:Contractorshallcomplywiththeinsurance requirements set forth in the attached Insurance Exhibit. 10.Licenses and Certifications:Contractorshallsecureallnecessarybusiness andprofessionallicensesatitssoleexpensepriortoexecutingtheAgreementor commencing theWork. 11.Taxes:Contractor shallbe responsible forall payments of federal,state, and/orlocaltaxesrelatedtotheOperations,inclusive of salestax if applicable. 12.Drug Free Workplace:TheContractorshallcomplywiththeDrugFree Workplace policysetforthinattachment#twowhichismadeapartofthis agreement by reference. 13.Independent Contractor:Contractorisanindependententityunderthis Agreement and nothing herein shallbe construed tocreatea partnership,joint venture,or agency relationship between the parties. 14.Entire Agreement,Modification,and Binding Effect:This Agreement constitutestheentire agreement of theparties,incorporatesalltheunderstandings of the partiesand supersedes anyprior agreements,understandings,representation ornegotiation, writtenororal.This Agreement maynotbemodifiedoramendedexceptinwriting,signed by both parties hereto.This Agreement shall be binding upon and inure to the benefit of the Cityand Contractor andto their respective heirs,successors andassigns.No modification or amendment of any terms or provisions of this agreement shallbevalidor binding unlessit complieswiththisparagraph.Thisagreement,ingeneral,andthisparagraph,inparticular, shallnotbe modified or amended byactsor omissions of the parties. Thomas F.Pepe -7-16-14 Page2 of6 15.Non-Waiver:CityandContractoragreethatnofailuretoexerciseandno delayinexercisinganyright,powerorprivilegeunderthisAgreementonthepartofeither partyshalloperateasawaiverofanyright,power,orprivilegeunderthisAgreement.No waiverofthisAgreement,inwholeorpart,includingtheprovisionsofthisparagraph,may beimpliedbyanyactoromissionandwillonlybevalidandenforceableifinwritingand dulyexecutedbyeachofthepartiestothisagreement.Anywaiverofanyterm,conditionor provisionofthisAgreementwillnotconstituteawaiverofanyotherterm,conditionor provisionhereof,norwillawaiverofanybreachofanyterm,conditionorprovision constituteawaiverofanysubsequentorsucceedingbreach.Thefailuretoenforcethis agreementastoanyparticularbreachordefaultshallnotactasawaiverofanysubsequent breachordefault. 16.RulesofInterpretation:Throughoutthisagreementthemalepronounmay besubstitutedforfemaleandneuterandthesingularwordssubstitutedforpluralandplural wordssubstitutedforsingularwhereverapplicable. 17.CumulativeRemedies:Thedutiesandobligationsimposedbythecontract documents,ifany,andtherightsandremediesavailablehereunder,and,inparticularbut withoutlimitation,thewarranties,guaranteesandobligationsimposeduponContractorby theContractDocumentsandtherightsandremediesavailabletotheCityhereunder,shallbe inadditionto,andshallnotbeconstruedinanywayasalimitationof,anyrightsand remediesavailableatlaworinequity,byspecialguaranteeorbyotherprovisionsofthe ContractDocuments.Inordertoentitleanypartytoexerciseanyremedyreservedtoitin thisAgreement,orexistinginlaworinequity,itshallnotbenecessarytogivenotice,other thansuchnoticeasmaybehereinexpresslyrequired.Noremedyconferreduponorreserved toanypartyhereto,orexistingatlaworinequity,shallbeexclusiveofanyotheravailable remedyorremedies,buteachandeverysuchremedyshallbecumulativeandshallbein additiontoeveryotherremedygivenunderthisAgreementorhereafterexistingatlaworin equityorbystatute.Nodelayoromissiontoexerciseanyrightorpoweraccruinguponany defaultshallimpairanysuchrightorpowerorshallbeconstruedtobeawaiverthereof,but anysuchrightandpowermaybeexercisedfromtimetotimeasoftenasmaybedeemed expedient. 18.WaiverJuryTrial:CityandContractorknowingly,irrevocablyvoluntarily andintentionallywaiveanyrighteithermayhavetoatrialbyjuryinStateorFederalCourt proceedingsinrespecttoanyaction,proceeding,lawsuitorcounterclaimarisingoutofthe ContractDocumentsortheperformanceoftheWorkthereunder. 19.ValidityofExecutedCopies:Thisagreementmaybeexecutedinseveral counterparts,eachofwhichmaybeconstruedasanoriginal. 20.Severability:IfanytermorprovisionofthisAgreementortheapplication thereoftoanypersonorcircumstanceshall,toanyextent,beinvalidorunenforceable,the remainderofthisAgreement,ortheapplicationofsuchtermorprovisiontopersonsor circumstancesotherthanthosetowhichitisheldinvalidorunenforceable,shallnotbe affectedtherebyandeachtermandprovisionofthisAgreementshallbevalidand enforceabletothefullestextentpermittedbylaw. 21.NoDiscrimination:NoactionshallbetakenbytheContractor,norwillit ThomasF.Pepe-7-16-14 Page3of6 permit any acts or omissions which result in discrimination against any person,including employee or applicant for employment onthe basis of race,creed,color,national origin, religion,age,sex,familial status,marital status,ethnicity,sexual orientation or physical or mental disability as proscribed bylawandthatitwilltake affirmative action toensurethat such discrimination doesnottake place.The Contractor shall comply withthe Americans with Disabilities Act.Furthermore,Contractor agreesthatit will take affirmative actionto ensurethatsuchdiscriminationdoesnottakeplace. 22.Equal Employment:In accordancewithFederal,StateandLocallaw,the Contractor shallnot discriminate against any employee or applicant for employment because ofrace,color,ethnicity,religion,sex,sexual orientation,national origin or handicap.The Contractorshallcomplywithallaspectsofthe Americans with Disabilities Act(ADA) during the performance ofthis contract.TheCityofSouth Miami's hiring practices striveto complywithallapplicable federal regulations regarding employment eligibility and employment practices.Thus,all individuals andentitiesseekingtodoworkfortheCITY are expected to comply withall applicable laws,governmental requirements and regulations, including theregulations of theUnitedStatesDepartmentofJustice pertaining to employmenteligibilityandemploymentpractices.BysigningthisAgreementthe Contractorherebycertifiesunderpenalty of perjury,totheCITY,thatContractorisin compliancewithallapplicableregulationsandlawsgoverning employment practices. 23.Governing Laws and Venae:ThisAgreementandtheperformance of serviceshereunderwillbegovernedbythelaws oftheState of Florida,withexclusivevenue fortheresolution of anydisputebeingacourtofcompetentjurisdictioninMiami-Dade County,Florida. 24.Attorneys'FeesandCosts:Intheeventofany litigation betweentheparties arisingout of orrelatinginanywaytothisAgreementorabreachthereof,eachpartyshall bearitsowncostsandlegalfees.Nothingcontainedhereinshallpreventorprohibittheright tobeindemnifiedforanyattorneyfeesincurredinthedefenseofanactionbyapersonor entitywhoisnota parly tothisAgreement. 25.Unauthorized Aliens:Theemployment of unauthorized aliensbythe Contractorisconsideredaviolation of FederalLaw.IftheContractorknowinglyemploys unauthorized aliens,such violation shall be cause for unilateral cancellation of this Agreement.Thisappliestoany sub-contractors usedbythe Contractor aswell.TheCITY reservestherightatitsdiscretion,butdoesnotassumethe obligation,torequireproof of validcitizenshipor,inthealternative,proof of avalidgreencardforeachpersonemployed intheperformance ofworkorservicesfororonbehalfoftheCITY including persons employedbyanyindependent contractor.By reserving thisrightthe CITY doesnot assume anyobligationorresponsibilitytoenforceorensure compliance with the applicable laws and/orregulations. 26.Assignment:Contractorshallnotassignor transfer itsrightsunderthis AgreementwithouttheexpresswrittenconsentoftheCity.The Contractor shallnotassign and of itsduties,obligationsand responsibilities.TheCitywillnot unreasonably withhold and/ordelayitsconsenttothe assignment oftheContractor's rights.TheCitymay,inits solediscretion,allowthe Contractor toassignitsduties,obligationsandresponsibilities provided theassigneemeetsall of theCity's requirements totheCity'ssole satisfaction.The Thomas F.Pepe-7-16-14 Page4 of6 Contractor shall not subcontract thisAgreementorany of the services tobe performed byit without prior consent oftheCITYin writing.Any assignment orsubcontracting in violation hereof shall be void and unenforceable. 27.Subcontracting:If allowed bythis Agreement,the Contractor shall beas fully responsible to the CITY for the acts and omissions of its subcontractors as it is for the acts and omissions of people directly employed byit.All subcontractors and subcontractor agreements,if allowed bythis Agreement,mustbe approved bytheCITY.The Contractor shall require each subcontractor,whois approved bytheCITY,to agree inits contract to observe andbe bound by all obligations and conditions of this Agreement to which Contractor is bound. 28.Effective Date:ThisAgreement shall becomeeffectiveandbindinguponits execution bythe City Manager.. 29.ThirdParty Beneficiary:Itis specifically understood and agreed that no other person or entity shall bea third party beneficiary hereunder,and that none of provisions of this Agreement shall be for the benefit oforbe enforceable by anyone other than the parties hereto,and that only the parties hereto shall have any rights hereunder. 30.FurtherAssurances:The parties hereto agree to execute any and all other and further documents asmightbe reasonably necessary in order to ratify,confirm,and effectuate the intent andpurposes ofthe Agreement. 31.Time of Essence:Time is of theessence ofthisAgreement. 32.Construction:ThisAgreementshallnotbe construed morestronglyagainst either party hereto,regardless of who was more responsible for its preparation, 33.ForceMajeure:Neither party hereto shallbein default of its failure to perform its obligations under this Agreement if caused by acts of God,civil commotion, strikes,labor disputes,or governmental demands or requirements that could notbe reasonably anticipated and theeffects avoided or mitigated.Each party shall notifythe other of anysuchoccurrence. IN WITNESS WHEREOF,andasthedulyauthorizedact of the parties,theundersigned representatives ofthe parties hereto have caused this instrument to be signed in their respective namesbytheir proper officialsandtobe attested by their respective Clerks thedayand year first above written. CityClerk Readand Approved astoForm, Language,LegalityandExecution Thereof Thomas F.Pepe-7-16-14 >^^SteVen Alexander CityManager Page5 of 6 By:. Thoma sF. Pepe Thomas F.Pepe City Attorney Digitallysignedby:Thomas F.Pepe DM:CN=ThomasF.PepeC=US/£f City of South Miami OU =City '/Attorney Date:2015.01.05 12:50:38 -05W (typenameandtitle of signatory above) Thomas F.Pepe-7-16-14 Page6 of6 Amendment3 ContractRenewal1 ToStateTermContract600-000-11-1 MultifunctionProducts,Printers,FacsimileEquipment,Scanners,Related Software,Supplies,andServices ThisAmendment("Amendment")toMultifunctionProducts,Printers,FacsimileEquipment Scanners,RelatedSoftware,Supplies,andServicesContract,No.eoOM^nS^*enteredintoandiseffectiveasofthelastdatesignedbelowbyandbetweentheStat^Florida «nc~ 1.0CONTRACTRENEWAL TheDepartmentandtheContractorherebyexecutethecontractrpnm*ai™«„„<periodpUrsuantto*«,„„4.26ofthej^j^^ssh^es: (F.S.).ThenewContractexpirationdateisAugust3,2015.statutes 2.0CONFLICT TotheextentanyofthetermsofthisAmendmentconflictwiththetermsoftheContractthetermsofthisAmendmentshallcontrol.AllothertermsoftheContractrema",inMf^e 3.0WARRANTYOFAUTHORITY bfnCdh^eZeS;ep^Amendme","""^*"**"*""**'"^^"d°"and«° 4.0REPLACEMENTCONTRACT. cln^T*C°,ntraCtmaVbCestab,ishedforthese^icespriortotheexpirationofthis Contract.ThereplacementcontractshallsupersedeandcauseearlyterminationofthisContract. StateofFlorida,ToshibaAmericaBusinessSolutionsInc DepartmentofManagementServicesra*nc' mBv£S^ Name:KelleV/sTottName:ScottMaccah<> DirectorofStatePurchasingand Title:ChiefProcurementOfficerTitle:Presidentfttfo Date:l\0lITDate:6/16/14 ContractNo.:DMS600-000-11-1 Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,andServicesContract,No.600-000-11-1 ("Contract'')is entered into andis effective as of the last date signed below by and between the State of Florida, Department of Management Services ("Department")andXerox Corporation ("Contractor"). 1.0 CONTRACT RENEWAL The Department and the Contractor hereby execute the contract renewal option fora one-year period pursuant to section 4.26 of the Contract and subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date is August 3,2015. 2.0 CONFLICT To the extent any of the terms of this Amendment conflict with the terms of the Contract,the terms of this Amendment shall control.All other terms of the Contract remain infull force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that he or she is duly authorized to dosoand to bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida, Department/of Mana Name:KeilgyO.Scott Director of State Purchasing and Title:Chief Procurement Officer Contract No.:DMS 600-000-11-1 Xerox Corporation Bv:J^iKMC^|4f c^LU^ffi Name:ItttiLZAk M.LlUXZc? Title:frccflq/JT &6M M(ML Date: Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is entered into and is effective asofthe last date signed below by and between theStateof Florida, Department of Management Services ("Department")and United Solutions Company ("Contractor"). 1.0 CONTRACT RENEWAL The Department and the Contractor hereby execute the contract renewal option for a one-year period pursuanttosection4.26ofthe Contract and subsection 287.057(13),Florida Statutes (F.S.).ThenewContractexpiration date isAugust3,2015. 2.0 CONFLICT To the extent anyofthetermsofthis Amendment conflict with thetermsofthe Contract,the terms ofthis Amendment shallcontrol.All other termsoftheContractremainin full force. 3.0 WARRANTY OF AUTHORITY Each person signing thisAmendmentwarrantsthatheorsheisduly authorized todosoandto bind the respective party. 4.0 REPLACEMENT CONTRACT. Areplacementcontractmaybeestablishedforthese services priortothe expiration ofthis Contract.The replacement contract shallsupersedeandcauseearlyterminationofthisContract. State of Florida, Department of Managem By: Name:Kelleyj/Softttt Director of State Purchasing and Title:Chief Procurement OfficerTitle:cnief Procuremc o~7//S/W mt Services Contract No.:DMS 600-000-11-1 United Solutions Company Name:Jim Giacobbe Title:President /CEO Date:S//<?//y Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")toMultifunctionProducts,Printers,FacsimileEquipment, Scanners,Related Software,Supplies,andServices Contract,No.600-000-11-1 ("Contract")is entered into and is effective as of the last date signed below by and between the State of Florida, Department of Management Services ("Department")and Sharp Electronics Corporation ("Contractor"). 1.0 CONTRACT RENEWAL The Department and the Contractor hereby execute the contract renewal option for a one-year period pursuant to section 4.26 of the Contract and subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date is August 3,2015. 2.0 CONFLICT To the extent any of the terms of this Amendment conflict with the terms of the Contract,the terms of this Amendment shall control.All other terms of the Contract remain in full force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that he or she is duly authorized to doso and to bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida,Sharp Electronics Corporation Department of Management Services by:'^*&7ZZ*&- Name:Kelleyi;Scott Name:Michael Marusic Director of State Purchasing and Title:Chief Procurement Officer Title:Senior Vice President r.jMlDate:I I DJTT Date:June 17.2014 Contract No.:DMS 600-000-11-1 Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,RelatedSoftware,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is entered intoandis effective asof the lastdatesignedbelowbyand between theStateof Florida, Department of Management Services("Department")andQualpath,Inc.("Contractor"). 1.0 CONTRACT RENEWAL TheDepartmentandtheContractorherebyexecutethecontractrenewaloptionforaone-year period pursuant tosection4.26oftheContractandsubsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date isAugust3,2015. 2.0 CONFLICT Tothe extent anyof the terms ofthisAmendmentconflictwith the termsoftheContract,the terms of this Amendment shall control.All other terms of the Contract remain infull force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that heor she isduly authorized to dosoand to bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract maybe established for these servicespriorto the expirationofthis Contract.The replacement contract shall supersede and cause early termination ofthisContract. State of Florida, Department of Management Services Name:KelI4y4.Sfcott Director of State Purchasing and Title:Chief Procurement Officer Date Contract No.:DMS 600-000-11-1 Qualpath,Inc. x Name:jfet//A/l/MsYoW^ Title: :6//r//4Date: Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is entered intoandiseffectiveasofthelastdatesignedbelowbyandbetweentheStateof Florida, DepartmentofManagement Services ("Department")and PCMG,Inc.("Contractor"). 1.0 CONTRACT RENEWAL TheDepartmentandthe Contractor herebyexecutethecontractrenewaloptionforaone-year period pursuant to section 4.26of the Contract and subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date isAugust3,2015. 2.0 CONFLICT To the extent anyof the terms ofthisAmendmentconflictwith the terms of the Contract,the terms of this Amendment shall control.All other terms of the Contract remain infull force. 3.0 WARRANTY OF AUTHORITY Eachpersonsigningthis Amendment warrants that heorsheisdulyauthorizedtodosoandto bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract maybe established for these servicesprior to the expirationofthis Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida, Department of Management Services Name:Kelle^KSfcott Director of State Purchasing and Title:Chief Procurement Officer Date: Chief Procurer Contract No.:DMS 600-000-11-1 PCMG,Inc. By:.r Name:Cathy Bolevn Title:VP Operations Date:June 17,2014 ^Ak Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is entered into and is effective as of the last date signed below by and between the State of Florida Department of Management Services ("Department")and Lexmark International Inc ("Contractor"). 1.0 CONTRACT RENEWAL The Department and the Contractor hereby execute the contract renewal option for aone-year period pursuant to section 4.26 of the Contract and subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date is August 3,2015. 2.0 CONFLICT To the extent any of the terms ofthis Amendment conflict with the terms ofthe Contract the terms ofthis Amendment shall control.All other terms ofthe Contract remain in full force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that he or she is duly authorized to do so and to bindtherespective party. 4.0 REPLACEMENT CONTRACT. Areplacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida,Lexmark International,Inc. Departmenttof Management Services Name:Kelleykscott Name:Ronald Binkauskas Director of State Purchasing and "" Title:Chiefr Procurement Officer Title:Vice President &GM of North America Date:'/Io/It Date:June 16,2014 Contact No.:DMS 600-000-11-1 Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,RelatedSoftware,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is enteredintoandis effective as of the lastdatesignedbelowbyand between theStateof Florida, Department of ManagementServices("Department")and Kyocera DocumentSolutionsAmerica, Inc.("Contractor"). 1.0 CONTRACT RENEWAL TheDepartmentand the Contractor herebyexecutethecontractrenewaloptionforaone-year period pursuant to section 4.26 of the Contractand subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date isAugust3,2015. 2.0 CONFLICT To the extent any of the terms of this Amendment conflictwith the terms of the Contract,the terms of this Amendment shall control.All other terms of the Contract remain infull force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that he or she is duly authorized to dosoand to bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida, Department of Management Services Name:KelldyJ/S^ Director of State Purchasing and Title:Chief Procurement Officer Date Contract No.:DMS 600-000-11-1 Kyocera Document Solutions America,inc. By:^CUaJ^A P(M^c^ Name:faloAth tfi/AltT*/ Title:,tey/oi l//Ce /^eJ/A^J^A L?S lf*/lY ~Date Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,andServices Contract,No.600-000-11-1 ("Contract")is entered into and is effective as of the last date signed below by and between the State of Florida, Department of Management Services ("Department")and Konica Minolta Business Solutions USA,Inc.("Contractor"). 1.0 CONTRACT RENEWAL The Department and the Contractor hereby execute the contract renewal option fora one-year period pursuant to section 4.26 of the Contract and subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date is August 3,2015. 2.0 CONFLICT To the extent any of the terms of this Amendment conflict with the terms of the Contract,the terms of this Amendment shall control.All other terms of the Contract remain in full force. 3.0 WARRANTY OF AUTHORITY Each person signing this Amendment warrants that heor she isduly authorized to doso and to bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida,KonicaMinoltaBusiness Solutions USA,Inc. Department of Management Services By:j/^L^hCuQt^h PafJE^- Name:KellefcJ/Sebtt Name:Kimberlv B.Talbot Director of State Purchasing and Title:Chief Procurement Officer Title:Manager,Government Contracts»:Chiet Procure*™ «-7//S//4Date:///O//I Date:June 16.2014 Contract No.:DMS 600-000-11-1 Amendment 3 Contract Renewal 1 To State Term Contract 600-000-11-1 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services This Amendment ("Amendment")to Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,and Services Contract,No.600-000-11-1 ("Contract")is enteredintoandiseffectiveasofthelastdate signed belowbyandbetweentheStateof Florida, Department of Management Services ("Department")and Canon U.S.A.,Inc.("Contractor"). 1.0 CONTRACT RENEWAL The Department andthe Contractor hereby execute thecontract renewal option fora one-year period pursuant to section 4.26of the Contractand subsection 287.057(13),Florida Statutes (F.S.).The new Contract expiration date isAugust3,2015. 2.0 CONFLICT To the extentanyof the terms ofthisAmendmentconflictwith the terms oftheContract,the terms of this Amendment shall control.All other terms of the Contract remain infull force. 3.0 WARRANTY OF AUTHORITY Eachpersonsigningthis Amendment warrants that heorsheisdulyauthorizedtodosoandto bind the respective party. 4.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this Contract.The replacement contract shall supersede and cause early termination of this Contract. State of Florida, Department of Management Services Name:Kellfy^Scott Director of State Purchasing and Title:Chief Procurement Officer Date: Contract No.:DMS 600-000-11-1 Canon U.S.A.,Inc. Senior Vice President and Title:General Manager .\Ju*vt 30,7jo\4Date: Renewal 1(18 July 2014) RENEWALNO.:(600-000-11-1)1 TO:User Agencies FROM:Division of State Purchasing SUBJECT:Contract No.600-000-11-1 Title:MultifunctionProducts,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,and Services The Department of Management Services,Division of State Purchasing,executed aContractRenewalfor a period of 1year.The new contract expiration date is August 3,2015. Any questions regardingthiscontractshouldbedirectedto Brian Legerat(850)410-0978orby e-mail Brian.Leger@dms.mvflorida.com. AMENDMENT 2 STATEOFFLORIDA DEPARTMENT OF MANAGEMENT SERVICES STATE TERM CONTRACT NUMBER:600-000-11-1 MULTIFUNCTION PRODUCTS,PRINTERS,FACSIMILE EQUIPMENT,SCANNERS,RELATED SOFTWARE,SUPPLIES,AND SERVICES NAME CHANGE AGREEMENT This Agreement isenteredintoandis effective asofthelastdate signed below,byand between theStateof Florida,DepartmentofManagementServices(hereinafter "DMS" or the "Department"),and PCMG,Inc.("PCMG"). WITNESSETH WHEREAS,on or about August 4,2010,DMS andPC Mall Gov,Inc.,entered into the above referenced State Term Contract (the "Contract");and WHEREAS,on January 1,2013,PC Mall Gov,Inc.changed its name to PCMG,Inc.,as documented by the December 28,2012 letter attached hereto. NOW THEREFORE,forthemutualcovenantscontainedherein,theparties hereto agree as follows: 1.The above recitals and attachments are asserted by the Contractor as true and correct and are incorporated by reference asiffully stated herein. 2.Henceforth,references to the Contractor by name in correspondence, amendments or documentation shall be to PCMG,Inc. 3.To the extent any of the terms of this Agreement conflict with the terms of the Contract,the terms of this Agreement shall control.All other terms of the Contract remain in full force and effect. 4.Each person signingthis Agreement warrants that heor she isduly authorized to do so and to bind the respective party. DEPARTMENT CONTRACTOR By:By:. Name:KellevJ.Scott Name: Director of State Purchasing Title:and Chief Procurement Officer Title:_ Date:Date: AMENDMENT 1 STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES STATE TERM CONTRACT NUMBER:600-000-11-1 MULTIFUNCTION PRODUCTS,PRINTERS,FACSIMILE EQUIPMENT,SCANNERS, RELATED SOFTWARE,SUPPLIES,AND SERVICES NAME CHANGE AGREEMENT This Agreementisenteredintoandis effective asofthelastdate signed below,byand between the State ofFlorida,Department of Management Services (hereinafter "DMS" or the "Department"),andCanonSolutionsAmerica,Inc.("CSA"). WITNESSETH WHEREAS,onor about August4,2010,DMS andOceNorth America,Inc.(Contractor, hereinafter "Oce"),entered intoacontractwherebyOcewouldprovideMultifunction products,printers,facsimile equipment,scanners,relatedsoftware,supplies,and servicesasawardedintheabove-mentionedStateTermContract(the "Contract"); WHEREAS,on January 1,2013,OcemergedwithCanonBusinessSolutions,Inc.; WHEREAS,pursuant to the Certificate of Merger (attachment),CanonBusiness Solutions America,Inc.is the surviving corporation; WHEREAS Canon Business Solutions,Inc.,pursuanttotheattached Certificate of Merger alsochangeditsnameto Canon Solutions America,Inc.,andis assuming all contractual responsibilities; WHEREAS,DMS hasnoobjectionto CSA providing theservices previously awardedto Oce,under the Contract for the remainder of the contract term;and NOW THEREFORE,forthe mutual covenants contained herein,thepartiesheretoagree as follows: 1.TheDepartmentand CSA herebyagreethat Canon Solutions America,Inc.shall provide the services as awarded to Oce in the Contract,and shall enjoy all ofthe rightsand benefits granted under the Contract,which duties andfunctionsand rightsandbenefitsare specifically incorporatedhereinbyreference. 2.The Department and CSA hereby agree that payments which would have gone to Oce underthe Contract shall be paid to Canon Solutions America,Inc.in accordance with the terms and conditions of the Contract. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 3.The parties hereto specificallyacknowledgeand agree that anew contractual relationishereby entered intobyand between the DepartmentandCanon SolutionsAmerica,Inc.All future correspondence,amendments or documentation shall reflect the current name of the contractor as "Canon Solutions America,Inc.". 4.To the extent any of the terms of this Agreement conflict with the terms of the Contract,the terms ofthis Agreement shall control.All other terms of the Contract remain in full force and effect. 5.Each person signingthisAgreement warrants that heorsheisduly authorized to doso and to bind the respective party. STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES CANON SOLUTIONS AMERICA, INCORPORATED By:By: Name:KellevJ.Scott Name: Acting Director of State Purchasing Title:and Chief Procurement Officer Title: Date:Date: 300 Commerce Square Boulevard Burlington,NJ 08016 T:800.815.4000 F:800.220.4002 RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services Multifunction Products,Printers,Facsimile Equipment, Scanners,Related Software,Supplies,and Services RFP20-600-000-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(o).dms.myflorida.com RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services Table of Contents Section 1:Introduction 1.1 Introduction and Overview 1.2 Who May Respond 1.3 Event Timeline 1.4 Lobbying During the Procurement Process Section 2:General Instructions to Respondents (PUR1001) 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 2.10 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 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 to the RFP 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-Q 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 Ordering Instructions 3.20.Sales,Service,Parts and Repair Facilities 3.21.Special Accommodation 3.22.State Objectives Section 4:GeneralContract 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.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.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.Security 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,andServices 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 Payment/Purchasing 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 /Non-Performance 5.11.Factory Service Requirements 5.12.Security and confidentiality 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 /Billing 5.22.Payments 5.23.Taxes and Other Fees 5.24.Requests for Quotes 5.25.Leased Equipment Risk of Loss/Equipment Insurance 5.26.Price Discount Levels 5.27.Benchmark Report /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 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 5.33.EndofLife 5.34.ElectricalConnections,SurgeProtectorsandTelephoneLines 5.35.SpecialDiscounts/Promotions 5.36.QuantityDiscount 5.37.Trade-Ins 5.38.EnvironmentalPerformanceCommitmentsandPastRecord 5.39.StateFunds Section6:TechnicalSpecifications 6.1.Definitions 6.2.Products 6.3.AcceptableEquipment 6.4.EmissionsStandards 6.5.AssociatedProductsandServicesSubmittal 6.6.Specifications Section7:Attachments THISSPACEINTENTIONALLYLEFTBLANK RFP20-600-000-Q MultifunctionProducts,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices SECTION 1 INTRODUCTION 1.1.Introduction 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)isto 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.V The contract resulting from this Request for Proposal (RFP)is anticipated to begin onoraboutMay22,2010. The contract resulting from this solicitation will provide efficiency and economy for State Agenciesandothereligibleusers(OEUs,asdefinedinRule60A-1.005,FloridaAdministrative Code (F.A.C.)(Eligible Users))inthe acquisition ofthe products and services described herein as well as replace STC #600-340-06-1 (Copying and Facsimile Equipment). Florida Information TechnologyResourceSecurityPoliciesandStandards,asdefinedinRule 60DD-2,F.A.C.and proposed Rule 71 A-1,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,andsolutionsatthelowestpriceavailable.Thisshallbedoneina timely and efficient manner in accordance with the terms and conditions outlined inthe solicitation. TheStatereservestherighttolimitthescope of awardormakenoaward if deemedbythe Department tobeinthe best interest of the State. Theawarded vendor(s)willreceiveDirectOrders(DO),Purchase Orders(PO)and/orcreditcard (P-card)ordersdirectlyfromtheCustomerforleasesandpurchases.Deliveryandservice locations will be statewide. This solicitation will create asingleStateTerm Contract forthe: •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 MultifunctionProducts,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services o Printers, •supplies and maintenance forthe aforementioned items •related software •associated value-added services/solutions Respondentsmaysubmitresponsesforoneormoresegmentswithinthefollowingcategories: •Category 1:Copier-based MFPs (as referenced bythe Buyer's Laboratory Advisor Buying Guide)(Monochrome,Hybrid;must include 11x17) o Segment 2:21-30 cpm o Segment 3:31 -40 cpm o Segment 4:41-69 cpm o Segment 5:70-90 cpm o Segment 6:91cpmand higher (Segments inCategory1areaslisted within the Buyers Laboratory Inc.(BLI)CopierFactSheet Glossary) •Category2:Printer-basedMFPs (as referenced bythe Buyer's Laboratory Advisor Buying Guide)(Monochrome,Hybrid;desiredtoinclude 11x17) o SmallWorkgroup o Medium Workgroup o Large Workgroup o Departmental •Category3:Printers (Monochrome,Color,Hybrid;desired to include 11x17) o Small Workgroup o Medium Workgroup o Large Workgroup •Category4:Workgroup andNetworkSheetFedScanners (Monochrome,Color) o Desktop Workgroup:16-30 ppm o Departmental:31 -50 ppm o Low-volume Production:51 -75ppm o Mid-volume Production:65-100ppm oHigh-volumeProduction:100 ppmandhigher (Segments in Category 4areaslistedwithin the BLI Buying Guide for Document Scanners) •Category 5:Plain Paper Facsimile Machines o Low-volume o Mid-volume o High-volume Methodsusedforprintimagingincludetonerandnon-tonerbasedproducts. 1.2.Who May Respond The Department will accept responses from responsible and responsive vendors thatarein good standingwiththeState of Florida,meettheproduct specifications,andpossessthe financial capability,experience,and personnel resources to provide equipment and services ofthe scope and breadth described within this RFP. Minimumqualificationsforresponseeligibilityare: RFP 20-600-000-Q -10 Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices (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 mustalsobe registered withthe Division of Corporations. (b).RespondentmustbefullyregisteredandactivewithintheState of Florida's MvFloridaMarketPlace Vendor Information Portal.Tobe considered fully active,all sections within the registration mustbe completed andthe terms ofuse accepted. •MustcurrentwithfeesduetotheStateofFloridavia MyFloridaMarketPlace. (c).The Respondent must not be listed on the State of Florida's Department of Management Services,Division of StatePurchasingConvicted.Suspended,orDiscriminatoryVendorlists atthetime of bidclosing. (d).Itisthe Respondent's responsibility to ensure all resolved Complaints to Vendor areno longer listed onthe Vendor Complaint List atthe time of bid closing.Unresolved Complaints toVendormayresultintheRespondentbeingineligibleforaward. (e).The Respondent must bea Private Label Distributor ora single authorized agent responding on behalf of a Private Label Distributor. •Agent authorization mustbe documented intheform of aletterfromtheprivatelabel distributor,oncompanyletterhead,signedbyadulyauthorizedexecutiveanddatedno morethan30daysbeforetheRFPresponsedate.Thelettermustbe submitted withthe RFPresponseviathe MyFloridaMarketPlace e-sourcingtool. (e).The Respondent mustbefully capable of Electronic Invoicing (for purchases)through MyFloridaMarketPlace.Seethe MyFloridaMarketPlace ElectronicInvoicing Requirements document for details. Respondents not meeting the minimum qualifications maybe deemed non-responsive andmay notbeconsideredforfurtherevaluation,orsubsequentcontractaward. 1.3.Event Timeline Respondents should review and become familiar with the Event Timeline.The dates and times of eachactivitywithintheTimelinemaybesubjecttochange.Itisthe responsibility ofthe Respondent tocheckforanychanges.All changes totheTimelinewillbemade through an addendum tothis solicitation andpostedwithinthe Vendor BidSystem (VBS)and MyFloridaMarketPlace sourcing tool. 1.3.1.Pre-bid Conference A non-mandatory pre-bid conference will beheldonthe date and time listed inthe timelinebelow.Any questions relatedto specifications or requirements of thesolicitation shallbe addressed throughthequestionand answer processwithinthe MyFloridaMarketPlace Sourcing Tool(perSection2.5). RFP 20-600-000-Q j j MultifunctionProducts,Printers.FacsimileEquipment,Scanners,Related Software,Supplies,and Services ^^^^^^^^^^^^^^^^^^^^^^^^H^^^^^P^^^^^B Solicitation posted in Vendor Bid System (VBS)and MyFloridaMarketPlace Sourcing Tool.Solicitation will bein "preview"statusat this time.Documents canbe viewed,downloaded,and questions posted.Responses cannot be submitted during the preview period. 8-April-2010 5:00 p.m.E.T. Vendor Pre-bid Conference -Non mandatory 4050 Esplanade Way,Suite 101 Tallahassee,FL 32399 14-April-2010 1:30 p.m.-3:30 p.m.E.T. MyFloridaMarketPlace (MFMP)Sourcing Tool Training (Not Mandatory -see Section 3.5for details) 16-April-2010 1:00 p.m.-2:00 p.m.E.T. Deadline to submit questions via the MyFloridaMarketPlace Sourcing Tool Q&A Board 19-April-2010 2:00 p.m.E.T. Answers to submitted questions postedin Vendor Bid System (VBS)and MyFloridaMarketPlace Sourcing Tool. 27-April-20lO Deadline to submit RFPresponseviatheMFMP Sourcing Tool.Responses are dueno later than 2:00 p.m.ET. 7-May-2010 Evaluators Scoring Session (2:00 p.m.E.T.)24-May-2010 Notice of Intentto Award postedin Vendor Bid System (VBS)and MyFloridaMarketPlace Sourcing Tool.24-May-2010 Contract StartDate(onor about)l-Aug-2010 The MyFloridaMarketPlace (MFMP)Sourcing Tool'stime remaining clockis intended onlyto approximatethe solicitation closingandmay 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 TheService Provider or Respondent shall notlobbythe legislative,judicial orexecutive branches orany State Agencyonany aspect of this Solicitation during the procurement process (i.e.fromtime contract isadvertisedtoexecution of a contract)associated withthe Contract. Violation of this restriction can be cause for disqualification from the procurement process. THIS SPACE INTENTIONALLY LEFT BLANK 4N RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 12 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. 2.8.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.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 2.1.Definitions.The definitions found ins.60A-1.001,F.A.C.shall applytothis agreement. The following additional termsarealso defined: (a)"Buyer"meanstheentitythathas released the solicitation.The"Buyer"may also bethe "Customer"asdefinedinthePUR 1000 ifthatentitymeetsthe definition of bothterms. (b)"ProcurementOfficer"meanstheBuyer'scontractingpersonnel,asidentifiedinthe Introductory Materials. (c)"Respondent"meanstheentitythatsubmitsmaterialstotheBuyerinaccordancewiththese Instructions. (d)"Response"means the material submitted bythe respondent in answering the solicitation. (e)"Timeline"meansthelistof critical datesand actionsincluded inthe Introductory Materials. 2.2.General Instructions.Potential respondents tothe solicitation are encouraged to carefullyreviewallthematerialscontained herein and prepare responses accordingly. RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 13 2.3.Electronic Submission of Responses.Respondentsarerequiredtosubmitresponses electronically.Forthispurpose,allreferenceshereintosignatures,signingrequirements,or otherrequired acknowledgments herebyincludeelectronicsignaturebymeans of clickingthe "SubmitResponse"button(orothersimilarsymbolorprocess)attachedtoor logically associated withthe response createdbythe respondent within MyFloridaMarketPlace.The respondent agrees that the action of electronically submitting its response constitutes: •an electronic signature onthe response,generally, •anelectronicsignatureonanyformorsectionspecificallycallingforasignature,and •anaffirmativeagreementtoanystatementcontainedinthesolicitationthatrequiresa definite confirmation or acknowledgement. 2.4.Terms and Conditions.Allresponsesaresubjecttotheterms of thefollowingsections of thissolicitation,which,incase of conflict,shallhavetheorder of precedencelisted: •Technical Specifications, •Special Conditions and Instructions, •Instructions to Respondents (PUR 1001), •General Conditions (PUR 1000),and •Introductory Materials. TheBuyer objects toandshallnot consider any additional termsor conditions submitted bya respondent,including any appearing in documents attached aspartofarespondent's response. Insubmittingitsresponse,arespondentagreesthatanyadditionaltermsorconditions,whether submitted intentionally or inadvertently,shall have no force or effect.Failure to comply with termsand conditions,includingthose specifying information thatmustbe submitted witha response,shallbe grounds for rejecting aresponse. 2.5.Questions.Respondentsshalladdressallquestionsregardingthissolicitationtothe Procurement Officer.QuestionsmustbesubmittedviatheQ&ABoardwithin 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 shallbe published and answered ina manner thatall respondents willbeabletoview. Respondentsshallnotcontactanyotheremployee of theBuyerortheStateforinformationwith respect tothis solicitation.Each respondent is responsible for monitoring the MyFloridaMarketPlace site for new or changing information.The Buyer shall not be bound by anyverbal information orbyanywritteninformationthatisnot contained withinthe solicitation documents or formally noticed and issued bythe Buyer's contracting personnel.Questions tothe Procurement Officer ortoany Buyer personnel shall not constitute formal protest ofthe specifications or of the solicitation,a process addressed in paragraph 19 ofthese Instructions. 2.6.Conflict of Interest.This solicitation is subject tochapter 112 ofthe Florida Statutes. Respondents shall disclose with their response the name of any officer,director,employee or otheragentwhoisalsoan employee oftheState.Respondents shallalso disclose thenameof 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 u Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 2.7.ConvictedVendors.A person or affiliate placed onthe convictedvendor list following a conviction fora public entity crime is prohibited from doing anyofthe following fora period of 36monthsfromthedate of beingplacedonthe convicted vendor list: •submittingabidonacontracttoprovideanygoodsorservicestoapublicentity; •submitting abidona contract with a public entity forthe construction or repair ofa public building orpublicwork; •submittingbidsonleases ofrealpropertytoapublicentity; •beingawardedorperformingworkasacontractor,supplier,subcontractor,orconsultant under a contract withany public entity;and •transactingbusinesswithanypublicentityinexcess of theCategoryTwothreshold amount($25,000)providedinsection 287.017 of theFloridaStatutes. 2.8.Discriminatory Vendors.Anentityoraffiliateplacedonthe discriminatory vendor list pursuant to section 287.134 of the Florida Statutes maynot: •submitabidonacontracttoprovideanygoodsorservicestoapublicentity; •submitabidonacontractwithapublicentityforthe construction orrepairofapublic building or public work; •submitbidsonleases of realpropertytoapublicentity; •beawardedorperformworkasacontractor,supplier,sub-contractor,orconsultantunder a contract withanypublicentity;or •transact business withanypublicentity. 2.9.Respondent'sRepresentation and Authorization.In submitting a response,each respondent understands,represents,and acknowledges the following (ifthe respondent cannot so certify toanyof following,the respondent shall submit with its response a written explanation of whyit cannot doso). •The respondent isnot currently under suspension or debarment bythe State oranyother governmental authority. •Tothebestofthe knowledge ofthe person signing the response,the respondent,its affiliates,subsidiaries,directors,officers,and employees arenot currently under investigation byany governmental authority and have notinthelastten (10)years been convicted or found liable foranyact prohibited bylawinany jurisdiction,involving conspiracyorcollusionwithrespecttobiddingonanypubliccontract. •Respondent currently hasno delinquent obligations tothe State,including a claim bythe Stateforliquidateddamagesunderanyothercontract. •The submission ismadeingood faith andnot pursuant toany agreement or discussion with,or inducement from,any firm 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 anyother respondent or potential respondent;neither the prices nor amounts,actual or approximate,have been disclosed to any respondent or potential respondent,and they will notbe disclosed before the solicitation opening. •The respondent has fully informed the Buyer in writing ofall convictions ofthe firm,its affiliates (as defined in section 287.133(l)(a)ofthe Florida Statutes),andall directors, officers,and employees of thefirmanditsaffiliatesforviolation of stateorfederal RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 15 antitrustlawswithrespecttoapubliccontractforviolation of anystateor federal law involving fraud,bribery,collusion,conspiracy or material misrepresentation with respect toapublic contract.This includes disclosure of thenames of current employeeswho wereconvicted of contractcrimeswhileintheemploy of anothercompany. •Neither the respondent norany person associated withitinthe capacity of owner,partner, director,officer,principal,investigator,project director,manager,auditor,or position involving the administration of federalfunds: o Has withinthe preceding three years been convicted of or had acivil judgment rendered against themoris presently indicted for or otherwise criminally or civilly chargedfor:commission of fraudora criminal offense in connection with obtaining,attemptingtoobtain,orperforminga federal,state,orlocal government transaction or public contract;violation of federalorstate antitrust statutes;orcommission of embezzlement,theft,forgery,bribery,falsification or destruction of records,making false statements,or receiving stolen property;or oHaswithinathree-year period precedingthiscertificationhadoneormore federal,state,orlocal government contracts terminated forcauseordefault. •The product offeredbythe respondent willconformtothe specifications without exception. •The respondent has read and understands the Contract termsandconditions,andthe submission is made in conformance with those terms and conditions. •If an award is made tothe respondent,the respondent agrees thatit intends tobe legally bound to the Contract that is formed with the State. •The respondent hasmadea diligent inquiry of itsemployees and agents responsible for preparing,approving,or submitting the response,andhasbeenadvisedby each of them thatheorshehasnot participated inany communication,consultation,discussion, agreement,collusion,actorotherconductinconsistentwithany of thestatementsand representations made intheresponse. •The respondent shall indemnify,defend,and hold harmless theBuyer and its employees against any cost,damage,or expense which maybe incurred orbe caused byany error in the respondent's preparation of itsbid. •Allinformationprovidedby,and representations madeby,therespondentare material and important and willbe relied upon bytheBuyerin awarding the Contract.Any misstatementshallbetreatedas fraudulent concealmentfromtheBuyer of thetrue facts relatingtosubmission of thebid.A misrepresentation shallbepunishableunderlaw, including,butnot limited to,Chapter 817 oftheFloridaStatutes. 2.10.Manufacturer's Nameand Approved Equivalents.Unless otherwise specified,any manufacturers'names,tradenames,brand names,information orcatalognumberslistedina specification are descriptive,not restrictive.WiththeBuyer's prior approval,the Contractor may provideanyproductthat meets or exceeds theapplicable specifications.TheContractorshall demonstrate comparability,including appropriate catalog materials,literature,specifications,test data,etc.TheBuyershalldetermineinitssole discretion whetheraproductis acceptable asan equivalent. 2.11.Performance Qualifications.TheBuyerreservestherighttoinvestigateorinspectat anytimewhethertheproduct,qualifications,or facilities offeredbyRespondentmeetthe RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 16 Contract requirements.Respondent shallatalltimesduringtheContractterm remain responsive and responsible.In determining Respondent's responsibility asa vendor,theagencyshall considerall information orevidencewhichisgatheredorcomestotheattention of theagency whichdemonstratesthe Respondent's capabilitytofullysatisfytherequirements of the solicitation and the contract. Respondentmustbeprepared,ifrequestedbytheBuyer,topresentevidence of experience, ability,andfinancialstanding,aswellasastatementastoplant,machinery,andcapacity of the respondentfortheproduction,distribution,andservicing of theproductbid.If theBuyer determinesthattheconditions of thesolicitationdocumentsarenotcompliedwith,orthatthe productproposedtobefurnisheddoesnotmeetthespecifiedrequirements,orthatthe qualifications,financial standing,orfacilitiesarenotsatisfactory,orthat performance is untimely,theBuyermayrejecttheresponseorterminatetheContract.Respondentmaybe disqualifiedfromreceivingawardsif respondent,oranyoneinrespondent'semployment,has previouslyfailedtoperformsatisfactorilyinconnectionwithpublicbiddingorcontracts.This paragraphshallnotmeanorimplythatitisobligatoryupontheBuyertomakeaninvestigation eitherbeforeorafteraward oftheContract,butshouldtheBuyerelecttodoso,respondentisnot relievedfromfulfilling all Contract requirements. 2.12.Public Opening.Responses shallbe opened onthedateandatthe location indicated on theTimeline.Respondentsmay,butarenotrequiredto,attend.TheBuyermaychoosenotto announcepricesorreleaseothermaterialspursuanttos.119.071 (l)(b),FloridaStatutes.Any personrequiringaspecial accommodation because of adisabilityshould contact the Procurement Officeratleastfive(5)workdayspriortothe solicitation opening.Ifyouarehearingorspeech impaired,pleasecontacttheBuyerbyusingtheFloridaRelayServiceat(800)955-8771(TDD). 2.13.Electronic Posting of Notice of Intended Award.Basedonthe evaluation,onthedate indicatedontheTimelinetheBuyershallelectronicallypostanotice of intendedawardat http://fcn.state.fl.us/owa vbs/owa/vbs www.main menu.Ifthenotice of awardisdelayed,in lieu of postingthenotice of intendedawardtheBuyershallpostanotice of thedelayanda revised dateforpostingthenoticeof intended award.Any person whoisadversely affected by thedecisionshallfilewiththeBuyeranotice of protestwithin72hoursaftertheelectronic posting.TheBuyershallnotprovidetabulationsornotices of awardbytelephone. 2.14.Firm Response.TheBuyermaymakeanawardwithinsixty(60)daysafterthedate of theopening,duringwhichperiodresponsesshallremainfirmandshallnotbewithdrawn.If award isnotmadewithinsixty(60)days,the response shall remain firm untileithertheBuyer awards the Contract ortheBuyer receives from the respondent written notice thatthe response is withdrawn.Any response that expresses ashorter duration may,inthe Buyers sole discretion,be accepted or rejected. 2.15.Clarifications/Revisions.Before award,the Buyer reserves the right to seek clarifications or request any information deemed necessary forproper evaluation of submissions from all respondents deemed eligible for Contract award.Failure to provide requested informationmayresultinrejection of the response. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 17 2.16.Minor Irregularities/Right to Reject.TheBuyerreservestherighttoacceptorreject anyandallbids,orseparableportionsthereof,andtowaiveanyminorirregularity,technicality, or omission iftheBuyerdeterminesthatdoingsowillservetheState'sbestinterests.TheBuyer mayrejectanyresponsenotsubmittedinthemannerspecifiedbythesolicitationdocuments. 2.17.Contract Formation.TheBuyershallissuea notice of award,if any,to successful respondent(s),however,nocontractshallbeformedbetweenrespondentandtheBuyeruntilthe BuyersignstheContract.TheBuyershallnotbeliableforanycostsincurredbyarespondentin preparingor producing itsresponseorforanyworkperformedbeforethe Contract iseffective. 2.18.Contract Overlap.Respondentsshallidentifyanyproductscoveredbythissolicitation thattheyarecurrently authorized to furnish underanystateterm contract.Byenteringintothe Contract,aContractorauthorizestheBuyertoeliminateduplicationbetweenagreementsinthe manner the Buyer deems tobeinitsbest interest. 2.19.PublicRecords.Article1,section 24,Florida Constitution,guarantees everyperson accesstoallpublicrecords,andSection 119.011,FloridaStatutes,providesabroaddefinition of publicrecord.Assuch,allresponsestoacompetitivesolicitationarepublicrecordsunless exempt bylaw.Any respondent claiming thatits response contains information thatisexempt from thepublicrecordslawshallclearlysegregateandmarkthat information andprovidethe specificstatutorycitationforsuchexemption. 2.20.Protests.Any protest concerning this solicitation shallbemadein accordance with sections 120.57(3)and287.042(2)of theFloridaStatutesandchapter 28-110 of theFlorida Administrative Code.Questions tothe Procurement Officer shall not constitute formal notice of a protest.Itisthe Buyer's intent to ensure that specifications are written to obtain the best value fortheStateandthat specifications are written toensure competitiveness,fairness,necessity and reasonableness inthe solicitation process. Section120.57(3)(b),F.S.andSection 28-110.003,Fla.Admin.Coderequirethatanotice of protest of thesolicitationdocumentsshallbemadewithin seventy-two hoursafterthepostingof the solicitation. Section 120.57(3)(a),F.S.requires the following statement tobe included inthe solicitation: "Failuretofileaprotestwithinthetimeprescribedinsection120.57(3),FloridaStatutes,shall constitute a waiver of proceedings under Chapter 120,Florida Statutes." Section 28-110.005,Fla.Admin.Coderequiresthefollowingstatementtobeincludedinthe solicitation:"FailuretofileaprotestwithinthetimeprescribedinSection120.57(3),Florida Statutes,orfailureto post the bond or other security required bylaw within thetime allowed for filingabondshall constitute a waiver of proceedings under Chapter 120,Florida Statutes." 2.21.Limitation on Vendor Contact with Agency During Solicitation Period.Respondents tothis solicitation or persons acting on their behalf maynot contact,between the release of the solicitation andtheend of the 72-hour period following the agency posting thenotice of intended award,excluding Saturdays,Sundays,andstate holidays,any employee or officer of the RFP 20-600-000-Q jg Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services executiveorlegislativebranchconcerninganyaspectofthissolicitation,exceptinwritingtothe procurementofficerorasprovidedinthesolicitationdocuments.Violationofthisprovisionmay begroundsforrejectingaresponse. THISSPACEINTENTIONALLYLEFTBLANK c:——^—•m RFP20-600-000-Q19 MultifunctionProducts,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices Section 3 Special Instructions to Respondents NOTE:Sections 2and3 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 3WILL 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 inthis 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 intheevent timeline (Section 1.3) The contact for this solicitation is: Michelle Mac Vicar,Purchasing Specialist,FCCM,FCCN Department of Management Services,Division of State Purchasing 4050EsplanadeWay,Suite360 Tallahassee,FL 32399-0950 E-mail:Michelle.MacVicar@dms.mvflorida.com For assistance with issues related to MyFloridaMarketPlace (MFMP)Sourcing or the Vendor Information Portal (registration/commodity codes/email notification),please call the MFMP Customer Service Desk at 1-866-352-3776 or e-mail VendorHelD@mvfloridamarketDlace.com 3.2.Definitions The definitions found in Rule 60A-1.00L 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 oftrustees or the state universities and colleges.(Section 287.012(11 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.) RFP 20-600-000-Q __ Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 20 (d)."B&W"means Black &White. (e)."Customer"meansanyAgencyor Eligible Userplacinganorder through a contract resulting fromthis solicitation. (f)."Department"meanstheDepartment 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 havea physical presence within the State of Florida; •Anyindependent,non-profit collegeoruniversitythatislocatedwithintheState of FloridaandisaccreditedbytheSouthernAssociation of CollegesandSchools. (h)."HybridMFP"-MFPdevicethat combines high-speed four(4)coloroutputwitha traditionalworkgroupordepartmentalB&Wcopier/printer.Inorderforadevicetobe consideredaHybridDevice,itshallhavearatedcolorproductionspeedwithin66%of the ratedB&W production speed. (i)."May"indicatessomethingthatisnotmandatorybutpermissive. G)."MFMP"means MyFloridaMarketPlace. (k)."Multifunction Product (MFP)"means a device thatcan print,fax,copyandscanpaper documents.MFPsmayalsobe programmed bytheuser,technologyprovider,orathird partytointegratewithofficeor enterprise-wide applications,performcustom functions, perform usage tracking,andother administrative functions tohelptheuser manage their office printer/MFP fleet. (1)."Must/Shall/Will"indicatesamandatoryrequirement. *NOTE:Itishighly recommended that respondents highlightallinstances ofmust,shall, andwillinordertoensuretheproposalisresponsivepriortosubmission. (m)."NewEquipment"("equipment")referstounitswhicharecurrentlymanufactured,have notbeenpreviouslyused,andconsistofallnewparts.Newequipmenthasnotbeenleased or used as a test/trial unit. (n)."Pricing"meansthepricing spreadsheets thatshallbe submitted bythe Respondent inthe MFMPSourcingTool(seedefinitionbelow)alongwiththeoriginalproposal submission. Thesespreadsheetsshallcontainall of theSuggestedRetailPrice(SRP)pricesforEACH ITEMWITHINACATEGORYproposedbytheRespondent;alongwithadiscountpercent (%)thatwillapplytoitems(productorservice)withinthatproposedconfigurationand show afinal "State of Florida Price"peritem. (o)."PrivateLabelDistributor"meansthevendorwhomaynotbetheequipmentmanufacturer butwhosename appears onthe equipment. (p)."Proprietary Information"Any trade secret or confidential business information that is containedinabidorproposalorincludedina particular contract. (q)."Respondent"Organization/individual submitting a proposal in response tothisbid.May also be referred toas "Vendor"or "Contractor"throughout this document. RFP 20-600-000-Q MultifunctionProducts,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 21 (r)."Responsiblevendor"meansavendorwhohasthecapabilityinallrespectstofullyperform thecontract requirements andtheintegrityandreliabilitythatwillassuregoodfaith performance.(Section 287.012(24).F.S.) (s)."Responsive bid,""responsive proposal,"or "responsive reply"means abid,or proposal,or reply submitted bya responsive and responsible vendor that conforms inallmaterial respects to the solicitation.(Section 287.012(25).F.S.) (t)."Responsive vendor"meansavendorthathassubmittedabid,proposal,orreplythat conforms inall material respects tothe solicitation.(Section 287.012(26).F.S.) (u)."SuccessfulVendor"meansthecompanythatisawardedandhasanexecutedcontractwith theStateof Florida forthe goods and services identified inthis solicitation document.May alsobe referred toas "Contractor","Prime Vendor",or "Awarded Vendor"within this document. (v)."Suggested Retail Price"(SRP)means themost recently published undiscounted price. (w)."Vendor"Organization/individual submitting a proposal in response tothis bid.May also be referred toas "Respondent"throughout this document 3.3.Order of Precedence Potential Respondents tothesolicitationareencouragedtocarefullyreview all thematerials containedhereinandprepareresponses accordingly.Intheeventanyconflictexistsbetweenthe SpecialandGeneralInstructions,those instructions specifiedintheSpecialInstructionsto Respondentsshallprevail.Aftersuccessfulevaluations,Contractor(s)shallsignaContractform incorporatingthesolicitationmaterialsandanyserviceagreements. Allresponsesaresubjecttotheterms of the following sections of thissolicitation,which,incase of conflict,shallhavetheorder of precedencelisted: Addenda to the RFP Section 1.0 Introduction Section 6.0,Technical Specifications Section 5.0,Special Contract Conditions, Section4.0,GeneralContractConditions(PUR1000) Section3.0,SpecialInstructionstoRespondents Section2.0,GeneralInstructionstoRespondents(PUR 1001) Respondent's Proposal Forms and Price Sheets Note:Theorder of precedenceabovesupersedestheorder of precedencelistedinSection2.4. Theorder of precedenceaboveappliesONLYtoresponsessubmitted. 3.4.Response Submittal Respondents shall submit their proposals and all required forms electronically viathe Sourcing Tool.Respondents have the ability to upload several versions of their response inthe Sourcing tool;however,thelast submitted response willbethe version accepted and evaluated. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 22 Respondents may respond to multiple categories or sub-categories.The Department seekseach respondent'ssingle-bestresponsefor EACH CATEGORY (and sub-category)proposed. 3.5.Sourcing Tool Training This solicitation willbe conducted using the MyFloridaMarketPlace Sourcing Tool ("Sourcing Tool").AnoptionalconferencecalltrainingsessiononhowtousetheSourcingToolforthis RFPisscheduledonthedateindicatedontheEventTimeline(Section1.3).TheConferenceCall number is(888)808-6959.The conference codefor this session is 4881086. PleasegototheMFMP Vendor Training Solicitation Helppageand Click onthe RFP Event User Guide link.ThislinkwillopenasaPowerPointpresentation.Pleasehavethispresentation openonyour desktop while participating onthecall. To participate inthe conference call,please callintothenumber provided approximately 1 minute before the scheduled time. ForalltechnicalquestionsabouttheSourcingTool,vendorsshouldcontactthe MyFloridaMarketPlace CustomerServiceDeskat(866)352-3776or vendorhelp@mvfloridamarketDlace.com. 3.6.Sourcing Tool Tips When working inthe Sourcing Tool,thereisathirty(30)minute time-out function(withatwo(2) minute warning inthetool.This means that you should save your work (click the SAVE button)at intervals of lessthantwentyminutestoensureyourentries(sincelastsaved)arenotlost. Please notethatclickingthe SAVE button withinthe Sourcing Toolonlysavesyourbid responses.TheSAVEbuttondoesnottransmityourbidresponsetotheState.Inorderto transmityourbidresponsetotheState,youmustclicktheSUBMITbuttonontheSUMMARY page ofthebid response. AfterclickingtheSUBMITbutton,itisthe respondents responsibility tocheckthesubmittedbid response within the Sourcing Toolto verify thatthe response is accurately and completely captured within the Sourcing Tool.This must be done while there is time remaining inthe responseperiodincaseanerrorisdiscoveredandarevisedbidresponseneedstoberesubmitted. To validate thebid response,pleasedothe following before the bidding periodends: (a).Go tothe"My Bids /My Responses"tab within Sourcing Tool after submitting the bid response (b).ClickontheBidIDnumber of thelastsubmittedbidresponse (c).Reviewallentriestoensurethe response iscomplete,accurateandasintendedtobe submitted. Minimum areas to check are: •Text boxes -Is the entire answer viewable? •Yes/No questions -Isthedisplayedanswercorrect? RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 23 •All uploaded document files/scanned documents -Can the attached document be opened andthe entire content clearly viewed? •PricingInformation-Ispricingsubmittedvisibleandaccuratelycapturedwithinthe Sourcing Tool? IT IS STRONGLY RECOMMENDED THAT BIDS BE SUBMITTED AS EARLY 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 TIMELINE (SECTION 1.3)OF THIS RFP. 3.7.Addenda to the RFP TheDepartmentmaypostaddendatothisRFP.Anyaddendapostedwillbewithin MyFloridaMarketPlace(MFMP)andtheVendorBidSystem(VBS).Suchnoticeswillcontain clarifications to details ofthe RFP and/or responses to questions submitted during the preview period.Each respondent is responsible for monitoring these sitesfor information concerning this solicitation. 3.8.Initial Determination of Responsiveness The Department shall evaluate eligible ("responsible and responsive")responses.Responses that donotmeetthe minimum requirements ofthis solicitation;or fail to provide all required information,documents,ormaterialsmaybe rejected as non-responsive.Respondents whose responses,past performance,orcurrentstatuswiththeStatedonotreflectthe capability, integrity or reliability to fully,andingood faith,perform the requirements ofthe Contract,may be rejected as non-responsible. Respondentswhoatthetime of bidclosinghaveanopenandunresolvedcomplainttovendor postedontheDepartment'scomplainttovendorwebpagemaybedeemed non-responsive.The Departmentreservestherighttodeterminewhichresponsesmeettherequirements of this solicitation,andwhich Respondents are responsive and responsible.Thisparagraphisin addition to,andshall 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. Failuretocomplywithandacknowledgeeach of theRFPrequirementsmayresultinthe response being deemed non-responsive and therefore not receive further consideration inthis RFP process. 3.9.Firm Response The Department maymakeanawardwithinone-hundredand eighty (180)daysafterthedate of the opening,during which period responses shall remain firmandshallnotbe withdrawn.If RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 24 awardisnotmadewithinone-hundredandeighty (180)days,theresponseshallremainfirm untileitherthe Department awards thecontractorthe Department receives from the Respondent writtennoticethattheresponseiswithdrawn.Anyresponsethatexpressesashorterduration may,inthe Department's sole discretion,be accepted or rejected. 3.10.Electronic Posting of Award Offersshallbe accessed onthedateandtime indicated intheEvent Timeline (Section 1.3)and thereafterevaluated.Afterevaluatingthe responses,theDepartmentshallelectronicallyposta Notice of Intent to Award on the Vendor Bid System (VBS). Anypersonwhoisadverselyaffectedbythedecisionshallfilewiththe Department anotice of protest within72hours after the electronic posting (see Section 2.20 of the General Instructions (PUR1001)formore information onprotests).TheDepartmentshallnotreplyto,orprovide rankings ornotices of awardby telephone,email,orfax. 3.11.Responses (a).Respondentsmustprovideserviceandsupplyprogramsandpricingforeachpiece of equipmentandaccessoryproposed.Pricingshallbeprovidedwithinthepricesheets corresponding toeach equipment category. (b).Respondentsmustsubmitallrequiredformsandanswerallrequiredquestions. (c).Respondentsmustquoteleaseratesforbaseequipmentandaccessoriesforallproducts eligible forlease(per Section 1.1). (d).Respondentsmustsubmittheirresponseinatimelymanner.Lateresponsesshallnotbe accepted. 3.11.1.Equipment Minimums •Allequipmentproposedmustbenewandcurrentlyinproduction. •Equipment submittedmusthave published specifications ontheBuyers LaboratoryInc.(BLI)websiteorRespondentmustidentifywherespecifications can be found. oItemsthatareunabletobeverifiedmaydisqualifythe Respondent's submission forthe unverifiable segment •Each Respondent may submit all available models per segment withinthisRFP. •All submittedmodelsshallhavethesameminimumdiscountpercentageper segment.Vendors may provide different discounts forthe base machine andeach accessorygrouping.Respondents arecautionedtoselectthebest equipment withintheirproductofferinginterms of cost,technologicalcapabilitiesand service that meets or exceeds the requirements within this RFP. «D- RFP 20-600-000-Q 25 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services • o If selected asa Contract awardee,the Successful Vendors will have the ability toaddadditional equipment within awardedgroups,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 theproposed equipment's Energy Star®rating certification must be submitted.Responses containingEnergyStar®equipment proposedwillbeawardedextrapoints. MFDscontrolsshall identify theabilityto comply withallapplicablepolicies,to ensurethe protection of data,suchas but not limited to: o Ability to password protectthe device with a complex password o Connection filtering with access restrictions o Ability to have aseparate connections forfaxand network communication oConfidentialprintjobs,including incoming faxholdingwith authentication o Security logs oHard disk encryption o Electronic shredding andorhard disk sanitation -manual,automatic or scheduled o Encrypt remote administration traffic o Ability to apply portaccesscontrols o Ability to disable USB ports oMFDthatprocessesorstoresdatashallhavetheabilityto comply with internalpoliciessuchasthoserelatedto computer operating systems, configuration management andpatch management.For example,if an MFDhasan underlying MS Windows™basedoperating system,the MFD must comply with Windows™policiesandreceiveregular (hardware and software)maintenance. o Ability tosecureemailtransmissionsfromanMFDto comply with existing emailpoliciesandpractices,to include by not limited to: •Limit outbound MFDemailtransactions of sending ascanned document toasingleemailaddress,specifically prohibitinglarge group distribution. •Prohibit broadcast emails 3.11.2.Paper Specifications •All proposed equipment shall be compatible withusing recycled paper,upto and including 100%Post Consumer Waste (PCW)paper.Servicepersonnelmaynot RFP 20-600-000-Q MultifunctionProducts,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 26 fault theuseof recycled paper for equipment failures,aslongasthe recycled paper inuse meets the standard paper specifications (e.g.,multi-purpose,copy,or laser paper).Additionally,all proposed equipment shall be guaranteed bythe manufacturerto accomplish 100%duplexingwith30%PCWpaper. •Respondents shall guarantee all equipment proposed is capable of printing on 100%PCW recycled contentpaperandwillprovide 100%duplexingwith30% PWC,without maintenance problems. 3.11.3.Pricing PricingforthisRFPandanysubsequentcontractmustbeexpressedasadiscount from Suggested Retail Price (SRP).SRPmustbe verifiable within the Buyers Laboratory Inc (BLI)website orbetterthantheprice published inBLI.Discount rates proposed willbe considered the minimally available discount. 3.11.3.1.Pricing,Format •Pricing forall equipment,accessories,software,and value-added services mustbequotedasrequestedinthepricingspreadsheets,includingallExcel tabs.Pricing Spreadsheet electronic submissions must bein Excel format. •Leasefactorsshallbesubmittedroundedtofive(5)decimalpoints. 3.11.3.2.Pricing,Service and Supplies •Suppliespricingshallincludeallparts,suppliesandconsumablesexcluding paper and staples. •Any supplies shownonthe Service &Supplies spreadsheet whose costs are includedintheServiceplanshouldbelabeled"INCLUDED"onthepricing spreadsheets.Included supplies shallbe furnished atno additional cost tothe Statefortheentireterm of thecontract.Suppliesrequiredonaregularbasis may not be included in the purchase price. •Servicepricingmustincludetechnicianinstalledpartsexcludingpaper, staples and toner. •There shallbenochargeforservice impressions. •Optional support serviceoptionsshallbeclearlyidentifiedand pricing listed shallbeona per month rate. •Respondents,ortheirdesignated authorized dealers,mustperformall preventative maintenance services atthe manufacturer's suggested intervals,if applicable. •Thereshallbeno charge forscans which donot produce a physical document. •There maynotbemorethanonecostper impression for color impressions, regardless of the number of colors (i.e.a higher charge for4 colors than for3 colors). RFP20-600-000-Q 27 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services •Pricing must include setup,delivery of equipment,software,installation of equipment/accessories/software,network installation,removal of all waste material,initialtrainingcosts,andremovalcost (of theequipmentplaced under any subsequent agreement). oNetworkinstallationshallinclude:configuration of theequipmentfor thepropernetworkprotocols;andinstallation of the appropriate print drivers. 3.12.Evaluation Respondentswillbeevaluatedsolelyforthosecategories/segmentsforwhichaproposalhas beensubmitted.Awardswillbemadetothetopscoringrespondentsforeachsegment.Total PricingwillbeevaluatedtodeterminecomparablestatustosimilarlysituatedStates(CA,NY, and TX). 3.12.1 Pricing TheState of Floridaisone of thefour(4)largestStateGovernments.Florida's position comparestothat of California,NewYorkandTexas.Assuch,theStatefullyexpects Respondent's pricingsubmittedbeequalto,orbetterthan,similarlysituatedclients and/or large enterprise customers. •MFP and Printer Pricing Evaluation Pricing evaluation shallbemade based on lowest StateofFlorida purchase price, lowestcostpercopy/print,andlowestleaseratesproposed;however,discount percentageproposedmustbethesameorbetter throughout thelife of thecontract. LowestpriceforBase,accessories,andCPC/overages(andleasefactorsif applicable)shallreceivethe maximum numberofpoints available per segment. Leasefactors may alsobe submitted forthe addition of accessories after initial equipment installation via Attachment 2.9:CoTerm Lease Rates.CoTerm lease rate,if provided,will receive points.If CoTerm leaseratesarenot provided,no points willbe given. Each machine segment will be evaluated to determine the lowest purchase price, lowestcostpercopy/print (maintenance overagesincluded),andlowestlease rates proposed. •Sheet Fed Scanner Pricing Evaluation Pricing will be evaluated onthe basis of lowest Stateof Florida purchase price for thepurchase of thebase machine configuration andpercentageoff accessories. •Facsimile Pricing Evaluation Pricing will be evaluated onthe basis of lowest Stateof Florida purchase price for thebase machine configuration and accessories. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 28 If,intheprocess of the State's evaluationandduediligence,itisdeterminedthatthe pricing proposed bythe Respondent isnot comparable (or better)to these similarly situatedclients,theRespondent'ssubmissionmayberejected. 3.12.2.Technical Technical evaluators will independently evaluateproposedequipmentfor technical responsiveness.Non-responsive proposalsshallnotbeconsideredforaward. 3.12.3 Service Level Agreement (SLA) TheSLA (Attachment 4)mustbe signed and submitted viathe Sourcing Toolaspartof theVendor'sRFP response.FailuretoagreetotheSLAwillresultinthe respondent being deemed non-responsive. 3.12.4 Financial Status TheDepartmentwillevaluatetheRespondent's financial statususingtheRespondent's Dun &Bradstreet (D&B)SupplierQualifierReport(SQR). 3.12.5 Value-added Services Value-addedservicesarenotarequiredcomponent of thebidresponse.TheState welcomestheproposal of serviceswhichwillprovideincreasedopportunitiesforcost savings and within the scope of thisRFP. 3.13.Financial Status The Department willassignevaluationpointsontheRespondent'sfinancialviabilityto perform the services outlined in this RFP. TheDepartmentrequires submission oftheRespondent'sSQRpreparedbyD&B.TheSupplier QualifierReportisastandardreportdetailing financial andoperationalcapability.Itishighly recommended thatprospective Respondents befamiliarwiththeirSQRratingpriorto responding to this RFP. The prospective Contractor shallrequesttheSQRreportfromD&Bat: https://sor.dnb.com/sor/isD/forms/SOF.isD?SORTAGl=JQ37hS4r&SORTAG2H58Gik4x •EntertheRFP number inthetextfieldentitled "Enter yourRFP Number"and select submit. •Enteryour company's DunsNumber.Ifyou don't knowyour company's Dunsnumber,you may usethe search feature to find it. •Confirm Registration •Enter payment method and information and complete registration.The cost of the preparation of theD&B report shallbethe responsibility of the Respondent. TheSQRreportshallbeapart of the Respondent's submittedresponse.Itistheduty of the Respondenttoensurethetimelysubmission of aD&BSQRreportviatheSourcingToolthat accurately reflects the proposing entities SQRscore.If the Department cannot determine onthe RFP 20-600-000-Q 29 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services face of thedocumentsthattheSQRreportisthat of theproposingentity,theDepartmentmay award zero (0)points. RespondentsareadvisedtoallowsufficienttimebeforetheproposalduedatefortheD&B processing.Respondentsshouldallowaminimum of 10businessdaysforD&Btoprocess.If theRespondentdoesnotreceiveaSQRfromD&Bpriortothe opening date of thesolicitation, asstatedintheEventTimeline(Section 1.3),theRespondentshallberequiredtoprovideproof theSQRwasrequestedbythe Respondent afterthepostingdate of the solicitation and submit said proof tothe procurement manager upon request for clarification. 2 7 3 6 4 5 5 4 6 3 7 2 8 1 Ifthe Respondent does not provide a D&B SQR report,orifone cannot be generated by D&B, thesubmissionwillreceiveascore of zero(0)(HighestRiskRating)forfinancialstatus.The Department may request financial information from Respondents thatare unable to provide a D&BSQRreport.Thesemayinclude(butnotbelimitedto):P/LStatements,Balance Statements,andothercorporatefinancialreports. 3.14.Service Level Agreement Awarded Vendors must maintain a Service Level Agreement (SLA)withthe Department.The SLA includes penalties for failure to perform.Awarded Vendors must provide quarterly Service Level compliance reports totheStateTerm Contract Administrator. 3.15.Ranking and Selection Process The Department shall evaluate andrank responsive proposals againstall evaluation criteria set forth inthe solicitation.The Department reserves the right to reject any and all replies,ifthe Department determines such action isinthe best interest of the State. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 30 Vendorswhose responses havebeen determined tobe responsive shall be evaluated and awarded pointsusingthefollowing 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 abovemaybe awarded to each vendorandanypoints awarded shall be added tothe total points below.The maximum points available for responding to each segment are as follows: Pricing Technical 145 points Pass/fail Pricing Technical 145 points Pass/Fail Pricing Technical 145 points Pass/Fail Pricing 40 points Technical Pass/Fail Pricing 40 points Technical Pass/Fail RFP 20-600-000-Q MultifunctionProducts,Printers,FacsimileEquipment,Scanners,Related Software,Supplies,and Services 31 vlaximum Points for Categories 1,2,and 3are: Maximum Pointsfor Categories 4and5 are ^••..v-..v..-v,--.:^,iv-..^.^dj..:.v'.....v.:m^^ "inn i«s«s^i Pointsawardedwillbeaveragedbynumber of segments withineachcategory forwhicha response was submitted.Vendors willbe awarded by segments per category.Categories will be evaluated independently ofeachother. Technical evaluation ofall equipment proposed willbe scored ona pass/fail basis.All equipment proposed mustpassthe technical requirements in order tobe considered foraward.Pleasesee technical requirements listedinSection6oftheRFPaswellasresponsestoquestionssubmitted to the Q&A board. 3.16.Quality All products,equipment,merchandise,and miscellaneous material bid shall comply with applicable requirements and standards ofthe 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 orits authorized dealers,complies with product specifications,drawings andother descriptions,supplied or adopted,and will be new,fit and suitable for the intended purpose,of goodmaterials,design,workmanship,andfreefromdefectsorfailure. 3.17.Technical Documentation RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 32 Technical documentation,including printed technical literature,maybe requested from any Respondent,atanytime,beforeoraftercontractaward.Failure tosupplythis technical documentationwhenrequestedmayresultinrejection of yourresponseortermination of contract. 3.18.Documentation Becomes the Property of the State All documentation produced aspartofthis solicitation shall become the exclusive property ofthe State.Documentation maynotberemovedbytheRespondentoritsagentsandwillnotbe returned tothe Respondent.Selection or rejection ofareplyshallnotaffectthisright. 3.19.Contact Information and Ordering Instructions Ordering Instructions (Attachment 9)shallbe submitted aspartoftheVendor'sRFP response. Thisformshallidentifythedesignatedemployeeresponsiblefor administration of theresultant Contract,if awarded.Contact information forthedirectsupervisorofthedesignated employee shallalsobe required.The designated employee shallbe responsible for answering questions about equipment,pricing,ordering procedures,aswellas submitting productand pricing updates. 3.20.Sales,Service,Parts and Repair Facilities Theability of theContactortomeetthe minimum servicepartsandrepair requirements outlined hereinis of paramountimportanceinobtainingtheaward of thiscontract. AwardedvendorsshallmaintainsalesandservicedealerfacilitiesthroughouttheentireState of Florida.Awardedvendorsmayalsochoosetosellproductsthroughanauthorizeddealer. Respondentsarerequiredtosubmitacompletelist of authorizeddealersandservicelocations, withtheirRFPresponse,asadditionalpagestotheContactandOrderingInstructionsform. Failuretocomplywiththisrequirementmayresultindisqualification of thebid. List of participatingre-sellersandservicefacilitiesshallincludethefollowing information: •Dealer Name •Dealer Address •City,State,ZipCode •Office Phone/Fax •Email Address •Contact Person •Contractor Tax ID Number •Number of employeesemployedatlocation,brokendownbysales,serviceandother •Area of statelocation covers (counties) TheDepartmentreservestherighttoconsidertheavailability of re-sellerandservicefacilitiesin theaward of this solicitation.Eachservice facility shallmaintainasufficientnumber of qualified techniciansandanormalsupply of partstoprovideallrequiredservice,andensureminimal equipmentdowntime.Failuretocomplywiththisrequirementwillresultintermination of contract. RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 33 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)ofthebid documents. Minimumqualificationsfordealersandservicelocationinclusionare: •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 duetothe 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 performance oftheir designated authorized dealers/service representatives. 3.21.Special Accommodation Any person requiring a special accommodation at State Purchasing because ofa 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 tothe 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 Prot6ge Program connects minority-and women-owned businesses with private corporations for business development mentoring.We strongly encourage firms doing business with the State ofFlorida 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 RFP 20-600-000-Q ,,, Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services J4 procurement process asboth Contractors andsub-contractors inthis solicitation.Small, minority,and women-owned businesses are strongly encouraged to contribute tothis 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 SupplierDiversityat:http://dms.myflorida.com/osd. Quarterly Reports of revenue paid to W/MBE contractors (agents or subcontractors)asa resultofany award shallbe provided to DMS Purchasing bythePrime Contractor onan Agency byAgencyorotherEligibleUserlevel (Section 5.4.). 3.22.2.Environmental Considerations. Florida Governor Charlie Crist signed Executive Order 07-126.titled "Establishing ClimateChangeLeadershipbyExample:ImmediateActionstoReduceGreenhouseGas EmissionsfromFloridaStateGovernment";ExecutiveOrder 07-127."Immediate ActionstoReduceGreenhouseGasEmissionswithinFlorida";andExecutiveOrder07- 128."Florida Governor's Action Team on Energy and Climate Change." TheState 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 supporttheprocurement of productsandmaterialswithrecycledcontent,andtheintent of Section 287.045.F.S..The Prime Contractor shall also provide a plan for reducing and or handling ofany hazardous waste generated by Prime Contractor's company.Reference Rule 62-730.160.Florida Administrative Code.Itisa requirement oftheFlorida Department of EnvironmentalProtectionthatagenerator of hazardouswastematerials that exceeds a certain threshold must have a valid and current Hazardous Waste Generator Identification Number.This identification number shallbe submitted aspartof Prime Contractor's explanation ofits company's hazardous waste plan and shall explain indetailits handling anddisposal of thiswaste. Prime Contractor shall utilize equipment thatis Energy StarorEPEAT Bronze (or higher)compliant wherever possible.Prime Contractor shalllistall equipment that meets these criteria. Describe whateffortsyour company (as Contractor)willtaketo encourage the participationandsupport of theseandotherenvironmentalprograms. 3.22.3.Certification of Drug-Free Workplace Program. TheStatesupportsandencouragesinitiativestokeeptheworkplaces of Florida's Suppliers andPrime Contractors drugfree.Section 287.087 of the Florida Statutes provides that,where identical tie responses are received,preference shallbegiventoa responsereceivedfromaRespondentthatcertifiesithasimplementedadrug-free RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 35 workforceprogram.Ifapplicable,RespondentshallcertifythattheRespondenthasa drug-freeworkplaceprogramusingthe"CertificationofDrug-FreeWorkplace"as providedinSourcingToolforthissolicitation.ThePrimeContractorshalldescribehow itwilladdresstheimplementationofadrugfreeworkplaceinofferingtheitemsofthesolvation.Certificationshallbesubmitted(intheSourcingTool)usin|Attachment12 3.22.4.ProductsAvailablefromtheBlindorOtherHandicapped(RESPECT). TheStatesupportsandencouragesthegainfulemploymentofcitizenswithdisabilities Itisexpresslyunderstoodandagreedthatanyarticlesthatarethesubjectof,orrequired tocarryout,thisContractshallbepurchasedfromanonprofitagencyfortheblindorfor theseverelyhandicappedthatisqualifiedpursuanttoChapter413.Fsinthesame mannerandunderthesameproceduressetforthinSection413.036(1)and(2)Florida Statutes;andforpurposesofthisContracttheperson,firm,orotherbusinessen"hy canyingouttheprovisionsofthisContractshallbedeemedtobesubstitutedformestte Ad^JTf^deaLmgSJ"?-SUChqUaUfiedn0nProflta&™y™seemed.Addtionalinformationaboutthedesignatednonprofitagencyandtheproductsitoffersisavailableathttp://www.respectofflorida.nrfrFS TheRespondentshalldescribehowitwilladdresstheuseofRESPECTinofferinethe itemsofthesolicitation.8uie 3.22.5.PrisonRehabilitativeIndustriesandDiversifiedEnterprises,Inc.(PRIDE) TheStatesupportsandencouragestheuseofFloridacorrectionalworkprogramsItis expresslyunderstoodandagreedthatanyarticleswhicharethesubjectof,orrequh-edto carryout,thisContractshallbepurchasedfromthecorporationuLscdJZc^ 94^5^'and%^manr/nd"*"*?^Pr°CedureSSetforthinSec*>«946.515(2),and(4),F.S.;andforpurposesofthisContracttheperson,firmorother busmessentitycarryingouttheprovisionsofthisContractshallbedeSn'edtobe substitutedforthisagencyinsofarasdealingswithsuchcorporationareconcerned CMSKs:aboutprideandthe~*<**.-jssri 12£$£%S^dCSCribeh°W*Wi"addrCSS"»USe°fPRIDEinofferi"g^e THISSPACEINTENTIONALLYLEFTBLANK <P .«i.-«.•~.RFP20-600-000-Q"^^^»Mult,funct,onProducts.Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices36 Section 4 State of Florida PUR 1000 General Contract Conditions Contents 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.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.Suspension of Work. 4.22.Termination for Convenience. 4.23.Termination for Cause. 4.24.Force Majeure,Notice of Delay,and No Damages forDelay. 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.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. RFP 20-600-000-Q 37 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 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. 4.1.Definitions.Thedefinitionscontainedins.60A-1.001,F.A.C.shallapplytothis agreement The followingadditional terms arealso defined: (a)"Contract"means the legally enforceable agreement that results froma successful solicitation.The parties to the Contract willbethe Customer and Contractor. (b)"Customer"meanstheStateagencyorotherentityidentifiedinacontractasthepartyto receive commodities or contractual services pursuant toa contract or that orders commodities or contractual services via purchase order or other contractual instrument fromthe Contractor under the Contract.The "Customer"mayalsobethe "Buyer"as defined inthe PUR 1001 if itmeets the definition of both terms. (c)"Product"meansanydeliverableundertheContract,whichmayincludecommodities, services,technology or software. (d)"Purchaseorder"meanstheformorformataCustomerusestomakeapurchaseunderthe Contract(e.g.,a formal writtenpurchaseorder,electronicpurchaseorder,procurementcard, contract or other authorized means). 4.2.PurchaseOrders.Incontractswhere commodities orservicesareorderedbythe Customerviapurchaseorder,ContractorshallnotdeliverorfurnishproductsuntilaCustomer transmitsapurchaseorder.AllpurchaseordersshallbeartheContractorsolicitationnumber, shallbe placed bythe Customer directly with the Contractor,andshallbe deemed to incorporate by reference theContractand solicitation terms and conditions.Any discrepancy betweenthe ContracttermsandthetermsstatedontheContractor'sorder form,confirmation,or acknowledgement shall be resolved in favor of terms most favorable to the Customer.A purchaseorderforserviceswithintheambit of section287.058(1)of theFloridaStatutesshallbe deemed to incorporate by reference the requirements of subparagraphs (a)through (f)thereof. Customers shall designate a contract manager and a contract administrator as required by subsections 287.057(15)and(16)of theFloridaStatutes. 4.3.Product Version.Purchase orders shall be deemed to reference a manufacturer's most recentlyreleasemodelorversion of theproductatthetime of theorder,unlesstheCustomer RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 38 specifically requests in writing an earlier model or version and the contractor is willing to provide such model or version. 4.4.Price Changes Applicable only to Term Contracts.If this isaterm contract for commoditiesorservices,thefollowingprovisionsapply. (a)Quantity Discounts.Contractors are urged to offer additional discounts forone time delivery of large single orders.Customers should seek to negotiate additional price concessions on quantity purchases of any products offered underthe Contract.State Customers shall document their files accordingly. (b)Best Pricing Offer.During the Contract term,if the Customer becomes aware of better pricing offered bythe Contractor for substantially the same ora smaller quantity ofa product outsidetheContract,butuponthesameorsimilarterms of theContract,thenatthediscretion of the Customer thepriceunderthe Contract shallbe immediately reduced tothelower price. (c)SalesPromotions.Inadditiontodecreasingpricesforthebalance of theContracttermdueto a change in market conditions,a Contractor may conduct sales promotions involving price reductions foraspecifiedlesser period.A Contractor shallsubmittothe Contract Specialist documentation identifying the proposed (1)starting andendingdatesofthe promotion,(2) productsinvolved,and(3)promotionalpricescomparedtothen-authorizedprices.Promotional pricesshallbe available toall Customers.Upon approval,the Contractor shall provide conspicuous notice of the promotion. (d)Trade-In.Customersmaytrade-inequipmentwhenmakingpurchasesfromtheContract.A trade-inshallbenegotiatedbetweentheCustomerandtheContractor.Customersareobligated toactivelyseekcurrentfairmarketvaluewhentradingequipment,andtokeepaccuraterecords of theprocess.ForStateagencies,itmaybenecessarytoprovidedocumentationtothe Department of FinancialServicesandtotheagencypropertycustodianpursuanttoChapter273, F.S. (e)EquitableAdjustment.TheCustomermay,initssolediscretion,makeanequitable adjustmentintheContracttermsorpricingifpricingoravailability of supplyisaffectedby extremeandunforeseenvolatilityinthemarketplace,thatis,bycircumstancesthatsatisfyallthe followingcriteria:(1)thevolatilityisduetocauseswhollybeyondthe Contractor's control,(2) thevolatilityaffectsthe marketplace orindustry,not just the particular Contractsource of supply,(3)theeffectonpricingoravailability of supplyissubstantial,and(4)thevolatilityso affects the Contractor that continued performance of the Contract would result ina substantial loss. 4.5.Additional Quantities.For a period not exceeding ninety (90)days fromthe date of solicitationaward,the Customer reservestherighttoacquire additional quantitiesuptothe amount shownonthe solicitation butnottoexceedthe threshold for Category Twoattheprices submitted inthe response to the solicitation. RFP 20-600-000-Q 39 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 4.6.Packaging.Tangibleproductshallbesecurelyandproperlypackedforshipment, storage,andstockinginappropriate,clearlylabeled,shippingcontainersandaccordingto acceptedcommercialpractice,withoutextrachargeforpackingmaterials,cases,orothertypes of containers.Allcontainersandpackagingshallbecomeandremain Customer's property. 4.7.Inspection at Contractor's Site.The Customer reserves the right to inspect,atany reasonable time with prior notice,the equipment or product or plant or other facilities of a Contractor toassess conformity withContractrequirementsandto determine whether theyare adequate and suitable for proper and effective Contract performance. 4.8.Safety Standards.Allmanufactureditemsandfabricatedassembliessubjectto operationunderpressure,operationbyconnectiontoanelectricsource,oroperationinvolving connectiontoamanufactured,natural,orLPgassourceshallbeconstructedandapprovedina manner acceptable tothe appropriate Stateinspector.Acceptability customarily requires,at a minimum,identificationmarking of theappropriatesafetystandard organization,wheresuch approvals of listings have been established forthe type of device offered and furnished,for example:theAmericanSociety of MechanicalEngineersforpressurevessels;the Underwriters Laboratoriesand/orNationalElectricalManufacturers'Associationforelectricallyoperated assemblies;andthe American GasAssociationfor gas-operated assemblies.In addition,all itemsfurnishedshallmeetallapplicablerequirements of theOccupationalSafetyandHealthAct andstateandfederalrequirementsrelatingtocleanairandwaterpollution. 4.9.Americans with Disabilities Act.Contractorsshouldidentifyanyproductsthatmaybe usedoradaptedforusebyvisually,hearing,orotherphysicallyimpairedindividuals. 4.10.Literature.Uponrequest,theContractorshallfurnishliteraturereasonablyrelatedtothe productoffered,forexample,user manuals,price schedules,catalogs,descriptivebrochures,etc. 4.11.Transportation andDelivery.Pricesshall include allchargesfor packing,handling, freight,distribution,andinsidedelivery.Transportation of goodsshallbeFOBDestinationto anypointwithinthirty(30)daysaftertheCustomerplacesanOrder.AContractor,withinfive (5)daysafter receiving a purchase order,shallnotifytheCustomerofanypotential delivery delays.Evidence of inability or intentional delaysshallbecausefor Contract cancellation and Contractor suspension. 4.12.Installation.Where installation is required,Contractor shall be responsible for placing and installing theproductinthe required locations atno additional charge,unless otherwise designated onthe Contract or purchase order.Contractor's authorized product and price list shallclearlyand separately identify any additional installation charges.All materials usedinthe installation shallbe of goodqualityandshallbefree of defectsthatwoulddiminishthe appearance of theproductorrenderitstructurallyor operationally unsound.Installationincludes the furnishing ofany equipment,rigging,and materials required to install or replace the product inthe proper location.Contractor shall protect the site from damage and shall repair damages or injury caused during installation by Contractor orits employees or agents.Ifany alteration, dismantling,excavation,etc.,is required to achieve installation,the Contractor shall promptly restorethestructureorsitetoitsoriginal condition.Contractorshallperforminstallationwork RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 40 soasto cause the least inconvenience and interference with Customers and with proper consideration of others on site.Upon completion of the installation,the location and surrounding area of work shall be left clean and in a neat and unobstructed condition,with everything in satisfactory repair and order. 4.13.Riskof Loss.Matters of inspection and acceptance are addressed ins.215.422,F.S. Untilacceptance,risk of lossordamageshallremainwiththeContractor.TheContractorshall be responsible for filing,processing,and collecting all damage claims.To assist the Contractor with damage claims,the Customer shall:record any evidence of visible damage on all copies of the delivering carrier's Bill of Lading;report damages tothe carrier and the Contractor;and provide the Contractor with a copy of the carrier's Bill of Lading and damage inspection report. When a Customer rejects a product,Contractor shall remove it from the premises within ten days after notification or rejection.Upon rejection notification,the risk of loss of rejected or non conforming product shall remain with the Contractor.Rejected product not removed by the Contractorwithintendaysshallbe deemed abandoned bythe Contractor,andtheCustomershall havetherighttodispose of itasitsown property.ContractorshallreimbursetheCustomerfor costs and expenses incurred in storing or effecting removal or disposition of rejected product. 4.14.Transaction Fee.TheStateof Florida has instituted MyFloridaMarketPlace,a statewide eProcurement System ("System").Pursuant to section 287.057(23),Florida Statutes (2002),all paymentsshallbeassessedaTransactionFeeofonepercent(1.0%),whichtheContractorshall paytotheState,unless exempt pursuantto60A-1.032,F.A.C. For payments within theState accounting system (FLAIR orits successor),the Transaction Fee shall,when possible,be automatically deducted from payments tothe Contractor.If automatic deduction isnot possible,the Contractor shall pay the Transaction Fee pursuant to Rule 60A- 1.031(2),F.A.C.By submission ofthese reports and corresponding payments,Contractor certifies their correctness.All such reports and payments shall be subject toauditbythe State orits designee. Contractor shall receive a credit forany Transaction Fee paid bythe Contractor forthe purchase of any item(s)ifsuchitem(s)are returned tothe Contractor through no fault,act,or omission ofthe Contractor.Notwithstandingtheforegoing,aTransactionFeeisnon-refundablewhenanitemis rejected or returned,or declined,duetothe Contractor's failure to perform or comply with specificationsorrequirements oftheagreement. Failuretocomplywiththese requirements shall constitute grounds for declaring the Contractor in default and recovering reprocurement costs from the Contractor in addition toall outstanding fees.CONTRACTORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE SUBJECT TO BEING REMOVED FROM THE DEPARTMENT OF MANAGEMENT SERVICES'VENDOR LIST AS PROVIDED IN RULE 60A-1.006,F.A.C. 4.15.Invoicingand Payment.InvoicesshallcontaintheContractnumber,purchaseorder number if applicable,andthe appropriate vendor identification number.TheStatemay require anyother information fromtheContractorthattheState deems necessarytoverifyany purchase order placed under the Contract. AttheState'soption,Contractorsmayberequiredtoinvoiceelectronicallypursuantto guidelines of theDepartment of Management Services.Currentguidelinesrequirethat RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 41 Contractor supply electronic invoicesinlieu of paper-based invoices for those transactions processedthroughthesystem.ElectronicinvoicesshallbesubmittedtotheCustomerthroughthe AribaSupplier Network (ASN)inone of thefollowing mechanisms -EDI 810,cXML,orweb- based invoice entry within the ASN. Payment shall be made in accordance with sections 215.422 and 287.0585 of the Florida Statutes,which govern time limits for payment of invoices.Invoices that must be returned toa Contractorduetopreparationerrors will resultinadelayinpayment.Contractorsmaycall (850)413-7269 MondaythroughFridaytoinquireaboutthestatus of paymentsbyState Agencies.The Customer isresponsibleforall payments under the Contract.A Customer's failuretopay,ordelayinpayment,shallnot constitute abreach of the Contract andshallnot relievethe Contractor of itsobligationstotheDepartmentortootherCustomers. 4.16.Taxes.TheStatedoesnotpayFederalexciseorsalestaxesondirectpurchases of tangiblepersonalproperty.TheStatewillnotpayforanypersonalpropertytaxesleviedonthe Contractor orforanytaxes levied on employees'wages.Any exceptions tothis paragraph shall beexplicitlynotedbytheCustomerinthespecialcontractconditionssection of thesolicitation orinthe Contract or purchase order. 4.17.Governmental Restrictions.IftheContractorbelievesthatany governmental restrictions have been imposed that require alteration ofthe material,quality,workmanship or performance ofthe products offered under the Contract,the Contractor shall immediately notify the Customer in writing,indicating the specific restriction.The Customer reserves therightand the complete discretiontoacceptanysuchalterationortocancelthe Contract atno further expense to the Customer. 4.18.Lobbying andIntegrity.Customers shallensure compliance with Section 11.062,FS and Section 216.347,FS.The Contractor shall not,in connection with this or any other agreement withthe State,directly or indirectly (1)offer,confer,oragreeto confer any pecuniary benefit on anyone as consideration for any State officer or employee's decision,opinion, recommendation,vote,other exercise of discretion,or violation ofa known legal duty,or(2) offer,give,or agree to give to anyone any gratuity for the benefit of,oratthe direction or request of,any State officer or employee.For purposes of clause (2),"gratuity"means any payment of more than nominal monetary value inthe form of cash,travel,entertainment,gifts,meals, lodging,loans,subscriptions,advances,deposits of money,services,employment,or contracts of any kind.Upon request ofthe Customer's Inspector General,orother authorized State official, the Contractor shallprovideanytypeof information the Inspector General deems relevanttothe Contractor'sintegrityor responsibility.Such information may include,butshallnotbelimited to,the Contractor's business or financial records,documents,or files of any type or form that refer toor relate to the Contract.The Contractor shall retain such records for the longer of (1) three years afterthe expiration ofthe Contract or(2)the period required bythe General Records Schedules maintained bythe Florida Department of State (available at: http://dlis.dos.state.fl.us/barm/genschedules/gensched.htmy The Contractor agrees to reimburse the State for the reasonable costs of investigation incurred bythe Inspector General or other authorized State official for investigations ofthe Contractor's compliance with the terms ofthis or any other agreement between the Contractor and the State which results inthe suspension or debarment of theContractor.Suchcostsshallinclude,butshallnotbelimitedto:salaries of RFP 20-600-000-Q 49 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services investigators,including overtime;travel and lodging expenses;and expert witness and documentary fees.The Contractor shall not be responsible for any costs of investigations that do notresultinthe Contractor's suspension ordebarment. 4.19.Indemnification.The Contractor shall be fully liable forthe actions ofits agents, employees,partners,or subcontractors and shall fully indemnify,defend,and hold harmless the State and Customers,and their officers,agents,and employees,from suits,actions,damages,and costs of every name and description,including attorneys'fees,arising from or relating to personal injury and damage to real or personal tangible property alleged tobe caused in whole or inpartby Contractor,its agents,employees,partners,or subcontractors,provided,however,that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent actor omission of theStateora Customer. Further,theContractorshallfullyindemnify,defend,andholdharmlesstheStateandCustomers from any suits,actions,damages,and costs of every name and description,including attorneys' fees,arising from or relating to violation or infringement ofa trademark,copyright,patent,trade secret or intellectual property right,provided,however,thatthe foregoing obligation shall not apply toa Customer's misuse or modification of Contractor's products ora Customer's operation or use of Contractor's products ina manner not contemplated bythe Contract orthe purchase order.If any product is the subject ofan infringement suit,orinthe Contractor's opinion is likely to become the subject of such a suit,the Contractor may atits sole expense procure for the Customer the right to continue using the product orto modify itto become non-infringing.Ifthe Contractor isnot reasonably able to modify or otherwise secure the Customer the right to continue using the product,the Contractor shall remove theproductandrefundthe Customer the amountspaidinexcess of areasonablerentalforpastuse.Thecustomershallnotbeliablefor any royalties. The Contractor's obligations under the preceding two paragraphs with respect toany legal action are contingent upon theStateor Customer giving the Contractor (1)written notice ofany action or threatened action,(2)the opportunity totakeoverandsettleordefendanysuch action at Contractor'ssoleexpense,and(3)assistanceindefendingtheactionatContractor'ssole expense.TheContractorshallnotbeliableforanycost,expense,orcompromise incurred or madebytheStateorCustomerinanylegalactionwithouttheContractor'spriorwritten consent, whichshallnotbe unreasonably withheld. 4.20.Limitation of Liability.ForallclaimsagainsttheContractorunderanycontractor purchase order,and regardless ofthe basis on which the claim is made,the Contractor's liability underacontractorpurchaseorderfordirectdamagesshallbelimitedtothegreater of $100,000, thedollar amount ofthe contract or purchase order,ortwotimesthe charges rendered bythe Contractorunderthepurchaseorder.This limitation shallnotapplytoclaimsarisingunderthe Indemnityparagraph contain inthisagreement. Unless otherwise specifically enumerated intheContractorinthepurchaseorder,nopartyshall beliabletoanotherforspecial,indirect,punitive,or consequential damages,including lostdata orrecords(unlessthecontractor purchase orderrequirestheContractortoback-updataor records),evenifthepartyhasbeenadvisedthatsuchdamagesarepossible.Nopartyshallbe liableforlostprofits,lostrevenue,orlost institutional operatingsavings.TheStateand RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 43 Customermay,inadditiontootherremediesavailabletothematlaworequityanduponnotice tothe Contractor,retain such monies from amounts due Contractor asmaybe necessary to satisfyanyclaimfordamages,penalties,costsandthelikeassertedbyoragainstthem.The State may set off any liability or other obligation of the Contractor orits affiliates tothe State against any payments duethe Contractor underany contract withtheState. 4.21.Suspensionof Work.The Customer mayinitssole discretion suspend anyorall activitiesundertheContractorpurchaseorder,atanytime,wheninthebestinterests of theState todoso.The Customer shall provide the Contractor written notice outlining the particulars of suspension.Examples ofthe reason for suspension include,butarenotlimitedto,budgetary constraints,declaration of emergency,orothersuch circumstances.After receiving a suspension notice,theContractorshallcomplywiththenoticeandshallnotacceptanypurchaseorders. Withinninetydays,oranylongerperiodagreedtobytheContractor,the Customer shalleither (1)issue a notice authorizing resumption of work,at which time activity shall resume,or(2) terminatetheContractorpurchaseorder.Suspension of workshallnotentitletheContractorto any additional compensation. 4.22.Terminationfor Convenience.The Customer,by written notice tothe Contractor,may terminatetheContractinwholeorinpartwhentheCustomerdeterminesinitssolediscretion thatitisintheState'sinteresttodoso.The Contractor shallnot furnish anyproductafterit receives the notice of termination,exceptas necessary to complete the continued portion of the Contract,if any.The Contractor shallnotbe entitled to recover any cancellation charges orlost profits. 4.23.Termination forCause.TheCustomermayterminatetheContract if theContractor fails to (1)deliver the product within the time specified in the Contract or any extension,(2) maintain adequate progress,thus endangering performance ofthe Contract,(3)honor any term of the Contract,or(4)abidebyany statutory,regulatory,or licensing requirement.Rule 60A- 1.006(3),F.A.C.,governstheprocedureandconsequences of default.TheContractorshall continue work on any work not terminated.Except for defaults of subcontractors at any tier,the Contractor shallnotbeliableforany excess costsifthe failure to perform the Contract arises from events completely beyond the control,and without the fault or negligence,ofthe Contractor.Ifthe failure to perform is caused bythe default ofa subcontractor at any tier,and if thecause of thedefaultiscompletelybeyondthecontrol of boththeContractorandthe subcontractor,andwithoutthefaultornegligence of either,theContractorshallnotbeliablefor anyexcesscostsforfailuretoperform,unlessthe subcontracted productswereobtainablefrom other sources in sufficient time forthe Contractor to meet the required delivery schedule.If, after termination,itis determined thatthe Contractor wasnotin default,orthatthedefaultwas excusable,therightsandobligations of thepartiesshallbethesameasiftheterminationhad been issuedforthe convenience of the Customer.Therightsand remedies of the Customer in this clause arein addition to any other rights and remedies provided bylawor under the Contract. 4.24.Force Majeure,Noticeof Delay,andNo Damages for Delay.The Contractor shall not be responsible fordelayresulting from its failure to perform ifneitherthefaultnorthe negligence of the Contractor or its employees or agents contributed to the delay and the delay is RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 44 due directly toactsofGod,wars,actsof public enemies,strikes,fires,floods,orother similar cause wholly beyond the Contractor's control,or for any ofthe foregoing that affect subcontractors orsuppliersifnoalternatesource of supplyisavailabletotheContractor.Incase ofany delay the Contractor believes is excusable,the Contractor shall notify the Customer in writing ofthe delay or potential delay and describe the cause ofthe delay either (1)within ten (10)daysafterthecausethat creates orwill create thedelayfirst arose,ifthe Contractor could reasonably foresee that a delay could occur asa result,or (2)if delay is not reasonably foreseeable,withinfive(5)daysafterthedatetheContractorfirsthadreasontobelievethata delay could result.THE FOREGOING SHALL CONSTITUTE THE CONTRACTOR'S SOLEREMEDYOREXCUSEWITHRESPECTTODELAY.Providing notice in strict accordance with this paragraph isa condition precedent to such remedy.No claim for damages, otherthanforanextension of time,shallbe asserted againsttheCustomer.TheContractorshall notbeentitledtoan increase inthe Contract priceor payment of anykind from theCustomerfor direct,indirect,consequential,impact or other costs,expenses or damages,including but not limited to costs of acceleration or inefficiency,arising because of delay,disruption,interference, or hindrance from anycause whatsoever.If performance is suspended or delayed,in whole orin part,duetoany of thecauses described inthisparagraph,afterthecauseshaveceasedtoexist theContractorshallperformatno increased cost,unlesstheCustomer determines,initssole discretion,thatthedelaywillsignificantlyimpairthevalue of theContracttotheStateorto Customers,inwhichcasetheCustomermay(1)acceptallocatedperformanceor deliveries from the Contractor,providedthattheContractorgrants preferential treatmenttoCustomerswith respect to products subjected to allocation,or(2)purchase from othersources(without recourse to and bythe Contractor forthe related costs and expenses)to replace allorpartofthe products thatarethe subject ofthe delay,which purchases maybe deducted from the Contract quantity,or (3)terminatethe Contract inwholeorinpart. 4.25.Changes.The Customer may unilaterally require,by written order,changes altering, adding to,or deducting from the Contract specifications,provided thatsuchchangesare within the general scopeofthe Contract.The Customer maymakean equitable adjustment inthe Contractpriceordeliverydateifthechangeaffectsthecostortime of performance.Such equitable adjustments requirethewritten consent of the Contractor,whichshallnotbe unreasonably withheld.Ifunusualquantity requirements arise,theCustomermaysolicit separate bids to satisfy them. 4.26.Renewal.Uponmutualagreement,theCustomerandtheContractormayrenewthe Contract,inwholeorinpart,foraperiodthatmaynotexceed3yearsortheterm of thecontract, whicheverperiodislonger.Anyrenewalshallspecifytherenewalprice,assetforthinthe solicitationresponse.Therenewalmustbeinwritingandsignedbybothparties,andis contingentuponsatisfactoryperformanceevaluationsandsubjecttoavailability of funds. 4.27.Purchase Order Duration.Purchaseordersissuedpursuanttoastatetermoragency contractmustbereceivedbytheContractornolaterthanclose of businessonthelastday of the contract's termtobe considered timely.The Contractor is obliged tofillthose orders in accordancewiththe contract's termsandconditions.Purchaseordersreceivedbythecontractor afterclose of businessonthelastday of thestatetermoragency contract's termshallbe considered void. RFP 20-600-000-Q MultifunctionProducts,Printers,FacsimileEquipment,Scanners,Related Software,Supplies,and Services 45 Purchase orders fora one-time delivery of commodities or performance of contractual services shallbevalid through the performance bythe Contractor,andall terms and conditions of the statetermor agency contract shallapplytothe single delivery/performance,andshall survive the termination of the Contract. Contractorsarerequiredtoacceptpurchaseordersspecifyingdeliveryschedulesexceedingthe contractedscheduleevenwhensuchextendeddeliverywilloccurafterexpiration of thestate termoragencycontract.Forexample,if astatetermcontractcallsfordelivery30daysafter receipt of order(ARO),andanorderspecifiesdeliverywilloccurbothinexcess of 30daysARO andafter expiration of thestatetermcontract,the Contractor willaccepttheorder.However,if theContractorexpresslyandinwritingnotifiestheorderingofficewithinten (10)calendardays of receipt of thepurchaseorderthat Contractor willnotaccepttheextendeddeliveryterms beyondtheexpiration of thestatetermcontract,thenthepurchaseorderwilleitherbeamended inwritingbytheorderingentitywithinten(10)calendardays of receipt of thecontractor's noticeto reflect thestateterm contract delivery schedule,oritshallbe considered withdrawn. The duration of purchaseordersfor recurring deliveries of commodities or performance of servicesshallnotexceedtheexpiration of thestatetermoragencycontractbymorethantwelve months.However,ifanextendedpricingplanofferedinthestatetermoragencycontractis selected bythe ordering entity,the contract terms on pricing plansand renewals shall govern the maximumduration of purchaseordersreflectingsuchpricingplansandrenewals. Timely purchase orders shall be valid through their specified term and performance bythe Contractor,andall terms and conditions ofthestate term or agency contract shall apply tothe recurring delivery/performance asprovidedherein,andshallsurvivethe termination of the Contract. Ordering offices shall not renew a purchase order issued pursuant toa state term or agency contractiftheunderlyingcontractexpirespriortotheeffectivedate of therenewal. 4.28.Advertising.Subject to Chapter 119,Florida Statutes,the Contractor shall not publicly disseminate any information concerning the Contract without prior written approval from the Customer,including,butnot limited to mentioning theContractinapressreleaseorother promotional material,identifying the Customer orthe State asa reference,or otherwise linking the Contractor's nameandeitheradescription of theContractorthename of theStateorthe Customer in any material published,either in print or electronically,toany entity that isnota partyto Contract,except potential or actual authorized distributors,dealers,resellers,orservice representative. 4.29.Assignment.The Contractor shall not sell,assign or transfer anyofits rights,duties or obligations under the Contract,or under any purchase order issued pursuant tothe Contract, without theprior written consent ofthe Customer.Intheeventofany assignment,the Contractor remains secondarily liable for performance ofthe contract,unless the Customer expressly waives such secondary liability.The Customer may assign the Contract with prior written notice to Contractor of its intent to do so. RFP 20-600-000-Q 4fi Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 4.30.Antitrust Assignment.The Contractor andtheState of Floridarecognizethatinactual economic practice,overcharges resulting from antitrust violations areinfact usually borne bythe Stateof Florida.Therefore,the contractor hereby assigns totheState of Floridaanyandall claimsforsuchoverchargesastogoods,materialsorservicespurchasedinconnectionwiththe Contract. 4.31.Dispute Resolution.Anydisputeconcerningperformance of theContractshallbe decided bythe Customer's designated contract manager,whoshall reduce the decision to writing and serve a copy onthe Contractor.The decision shallbefinaland conclusive unless within twenty one (21)daysfromthedateof receipt,the Contractor fileswiththeCustomera petition for administrative hearing.TheCustomer's decision onthepetitionshallbe final,subjecttothe Contractor's rightto review pursuant toChapter120 of the Florida Statutes.Exhaustion of administrative remedies isan absolute condition precedent tothe Contractor's abilityto pursue anyother form of dispute resolution;provided,however,that the.partiesmay employ the alternativedisputeresolutionproceduresoutlinedinChapter 120. Withoutlimitingthe foregoing,theexclusivevenueofanylegalorequitableactionthatarises outofor relates totheContractshallbethe appropriate statecourtinLeon County,Florida;in anysuchaction,Floridalawshallapplyandthepartieswaiveanyrighttojurytrial. 4.32.Employees,Subcontractors,and Agents.AllContractoremployees,subcontractors,or agents performing workundertheContractshallbeproperlytrained technicians whomeetor exceedanyspecifiedtraining qualifications.Upon request,Contractorshall furnish acopyof technical certification orotherproofof qualification.All employees,subcontractors,oragents performingworkundertheContractmustcomplywithallsecurityandadministrative requirements of theCustomerandshallcomplywithallcontrollinglawsandregulationsrelevant totheservicestheyareprovidingundertheContract.TheStatemayconduct,andtheContractor shallcooperatein,asecuritybackgroundcheckorotherwiseassessanyemployee,subcontractor, oragentfurnishedbytheContractor.TheStatemayrefuseaccessto,orrequirereplacementof, any personnel forcause,including,butnot limited to,technical ortraining qualifications,quality of work,changeinsecurity status,or non-compliance withaCustomer'ssecurityorother requirements.Such approval shallnot relieve the Contractor ofitsobligationto perform allwork in compliance withthe Contract.The State may reject andbar from any facility for cause anyof theContractor'semployees,subcontractors,oragents. 4.33.SecurityandConfidentiality.The Contractor shallcomplyfullywithall security procedures of theUnitedStates,StateofFloridaandCustomerinperformance of theContract. The Contractor shallnotdivulgetothirdpartiesany confidential information obtained bythe Contractororitsagents,distributors,resellers,subcontractors,officersoremployeesinthe courseofperformingContractwork,including,butnotlimitedto,securityprocedures,business operations information,orcommercial proprietary informationinthepossession of theStateor Customer.The Contractor shallnotberequiredtokeepconfidentialinformationormaterialthat is publicly available through no fault ofthe Contractor,material thatthe Contractor developed independentlywithoutrelyingonthe State's or Customer's confidentialinformation,ormaterial thatisotherwiseobtainableunderStatelawasapublicrecord.Toinsure confidentiality,the RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices 47 Contractor shalltake appropriate stepsastoitspersonnel,agents,and subcontractors.The warranties ofthis paragraph shall survive the Contract. 4.34.Contractor Employees,Subcontractors,and Other Agents.The Customer andthe Stateshalltakeallactions necessary toensurethat Contractor's employees,subcontractors and other agents arenot employees of the State of Florida.Such actions include,butarenot limited to,ensuringthatContractor'semployees,subcontractors,andotheragentsreceivebenefitsand necessary insurance (health,workers'compensations,and unemployment)from an employer other than the State of Florida. 4.35.Insurance Requirements.DuringtheContractterm,theContractoratitssoleexpense shall provide commercial insurance ofsuchatypeandwithsuchtermsand limits asmaybe reasonably associated with the Contract.Providing and maintaining adequate insurance coverage is a material obligation ofthe Contractor.Upon request,the Contractor shall provide certificate of insurance.Thelimits of coverageundereachpolicy maintained bytheContractorshallnotbe interpretedaslimitingtheContractor'sliabilityandobligationsundertheContract.Allinsurance policiesshallbethroughinsurersauthorizedoreligibletowritepoliciesinFlorida. 4.36.Warranty of Authority.EachpersonsigningtheContractwarrantsthatheorsheis dulyauthorizedtodosoandtobindtherespectivepartytotheContract. 4.37.Warranty of Ability to Perform.The Contractor warrantsthat,tothebest of its knowledge,thereisnopendingor threatened action,proceeding,or investigation,oranyother legalorfinancialcondition,thatwouldinanywayprohibit,restrain,ordiminishthe Contractor's abilitytosatisfyits Contract obligations.The Contractor warrants thatneitheritnorany affiliate iscurrentlyontheconvictedvendorlistmaintainedpursuanttosection287.133 of theFlorida Statutes,oronanysimilarlist maintained byanyotherstateorthe federal government.The Contractor shall immediately notifythe Customer inwritingifitsabilityto perform is compromised inany manner during theterm of the Contract. 4.38.Notices.AllnoticesrequiredundertheContractshallbedeliveredbycertifiedmail, return receipt requested,by reputable air courier service,orby personal delivery tothe agency designeeidentifiedintheoriginal solicitation,orasotherwiseidentifiedbytheCustomer. NoticestotheContractorshallbedeliveredtothepersonwhosignstheContract.Either designated recipient maynotifytheother,in writing,if someone elseis designated to receive notice. 4.39.Leasesand Installment Purchases.Prior approval of theChiefFinancialOfficer(as defined in Section 17.001,F.S.)is required for State agencies toenterintoortoextendanylease or installment-purchase agreementinexcessoftheCategoryTwoamountestablishedbysection 287.017 ofthe Florida Statutes. 4.40.Prison Rehabilitative Industries andDiversified Enterprises,Inc.(PRIDE).Section 946.515(2),F.S.requires the following statement tobe included inthe solicitation:"It is expressly understood and agreed thatany articles which arethesubjectof,or required tocarry out,the Contract shall be purchased from the corporation identified under Chapter 946 of the FloridaStatutes(PRIDE)inthesamemannerandunderthesameproceduressetforthinsection NUN RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 48 946.515(2)and(4)ofthe Florida Statutes;and for purposes ofthe Contract the person,firm,or otherbusinessentitycarryingouttheprovisions of theContractshallbedeemedtobesubstituted fortheagencyinsofarasdealingswithsuchcorporationareconcerned."Additionalinformation aboutPRIDEandtheproductsitoffersisavailableathttp://www.pridefl.com. 4.41.ProductsAvailablefromtheBlindorOtherHandicapped.Section 413.036(3),F.S. requires the following statement tobe included inthe solicitation:"Itisexpressly understood and agreedthatanyarticlesthatarethesubjectof,orrequiredtocarryout,thiscontractshallbe purchased from a nonprofit agency forthe Blind orforthe Severely Handicapped thatis qualified pursuant to Chapter 413,FloridaStatutes,inthesame manner andunderthesame procedures setforthinsection 413.036(1)and(2),Florida Statutes;andfor purposes ofthis contracttheperson,firm,orotherbusinessentitycarryingouttheprovisions of thiscontract shall be deemed tobe substituted forthe State agency insofar as dealings withsuch qualified nonprofit agency are concerned."Additional information aboutthe designated nonprofit agency andthe products it offers is available at http://www.respectofflorida.org. 4.42.Modification of Terms.The Contract contains allthetermsand conditions agreedupon bytheparties,whichtermsandconditionsshallgovernalltransactionsbetweentheCustomer andthe Contractor.TheContractmayonlybemodifiedoramendeduponmutualwritten agreement of theCustomerandtheContractor.Nooralagreementsorrepresentationsshallbe valid or binding uponthe Customer orthe Contractor.No alteration or modification of the Contractterms,includingsubstitution of product,shallbevalidorbindingagainsttheCustomer. TheContractormaynot unilaterally modifytheterms of theContractbyaffixing additional termstoproductupondelivery(e.g.,attachmentorinclusion of standardpreprinted forms, productliterature,"shrinkwrap"termsaccompanyingoraffixedtoaproduct,whetherwrittenor electronic)orby incorporating suchtermsontothe Contractor's order orfiscalformsor other documents forwarded bythe Contractor for payment.The Customer's acceptance of product or processing of documentationonforms furnished bytheContractorforapprovalorpaymentshall not constitute acceptance of the proposed modification totermsand conditions. 4.43.CooperativePurchasing.Pursuanttotheirowngoverninglaws,andsubjecttothe agreement of theContractor,otherentitiesmaybepermittedtomakepurchasesatthetermsand conditions contained herein.Non-Customer purchases are independent of theagreement between CustomerandContractor,andCustomershallnotbeapartytoanytransactionbetweenthe Contractor andany other purchaser. Stateagencieswishingtomakepurchasesfromthisagreementarerequiredtofollowthe provisions of s.287.042(16)(a),F.S.ThisstatuterequirestheDepartment of Management Servicestodeterminethatthe requestor's use of thecontractis cost-effective andinthebest interest of the State. 4.44.Waiver.Thedelayorfailurebythe Customer toexerciseorenforceany of itsrights underthisContractshallnotconstituteorbedeemedawaiver of theCustomer'srightthereafter toenforcethoserights,norshallanysingleorpartial exercise ofanysuchrightprecludeany otherorfurtherexercise thereof ortheexercise of anyotherright. RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 49 4.45.Annual Appropriations.The State's performance andobligationtopayunderthis contract are contingent uponanannual appropriation bythe Legislature. 4.46.Execution in Counterparts.TheContractmaybeexecutedincounterparts,each of which shall bean original andall ofwhich shall constitute butoneandthe same instrument. 4.47.Severability.If a court deems any provision of the Contract void or unenforceable,that provision shallbe enforced only tothe extent thatitisnotin violation of laworisnot otherwise unenforceable andall other provisions shallremaininfullforceand effect. THIS SPACE INTENTIONALLY LEFT BLANK RFP 20-600-000-Q cq Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices Section 5 Special Contract Conditions NOTE:SPECIAL CONTRACT CONDITIONS CONTAINED IN SECTION 5.0 WILL SUPERSEDE AND SUPPLEMENT GENERALCONTRACT CONDITIONS (PUR 1000) CONTAINED IN SECTION 4.0. 5.1.Definitions The definitions foundin Rule 60A-LOOK F.A.C.and other sections ofthis solicitation shall applytoany contract resulting from this solicitation.The following additional terms are also defined: (a)."Acceptance Date"means the date on which Lessee accepts installation of Equipment on a particular Equipment Schedule upon satisfactory completion of such acceptance tests as have been agreed toby Lessor and Lessee,which acceptance is evidenced bythe executionanddeliverybyLessee of a Certificate of Acceptance. (b)."AuthorizedDealer"("dealer")meansan agent/reseller/dealer/subcontractor authorized bythe Manufacturer or Private Label Distributor,in writing,to provide equipment and/or services,toStateTerm Contract customers,underthedirectsupervision ofthe Manufacturer or Private Label Distributor. (c)."Business Day"shall mean a calendar day,excluding Saturdays,Sundays and all days in which banking institutions intheState of Floridaare closed. (d)."CMBE"meansaCertifiedMinority Business Enterprise ascertifiedbytheState of Florida Office of Supplier Diversity. (e)."First TimeFix"isthe measurement of a successful service and technical support call.It isdefinedbythedealer'sor manufacturer's abilitytoremedytheunderlyingissueonthe first service call.This measurement shall bethatnootherservicecallsare placed forthe sameissue within a90dayperiod of time. (f)."Lessee"isanyState of Florida AgencyorOtherEligibleUserasdefinedinSection3, which has executed apurchaseagainsttheState Term Contractto which these termsand conditions areapart. (g)."Lessor"isan awarded Contractor of the State Term Contract to which these terms and conditions apply. (h)."Line ItemCatalog"means thespreadsheetlocated within the ARAVO Content Management Tool used when a punch-out site(see below)isnotavailableorfeasible. (i)."MFMP"meansMyFloridaMarketPlace,theState'se-Procurement system. (j)."MFMPServiceProvider"meansthethirdparty company operatingthe State's e- Procurement system,MyFloridaMarketPlace. (k)."Ordering Instructions"means thedetailed information listed in the ARAVO Content ManagementToolandontheStateTermContractwebsitewhenaLineItemCatalogis being usedtoplace orders. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 51 (1)."PricingSpreadsheet"shallsetforththe quantity,modelnumber,description,serial numberandthepricepaidbyLessee of eachleaseditemincludedtherein.Inaddition,the spreadsheet shallstatetheleasetermapplicabletoall Equipment includedonthe contract.Eachpricing spreadsheet shallbedeemedtoincorporatethetermsand conditions of this state term contract lease provisions. (m)."Prime Contractor"meansthevendorawardedthecontract.Throughout thisdocument, thePrime Contractor mayalsobereferredtoastheVendorand Contractor. (n)."Punch-out site"meansthe Contractor ownedand maintained web-based electronic orderingsysteminterfacedwiththeMFMPweb-basedelectronicorderingsystem. Response Time"meansthearrival of atrainedservice person atthe customer's site.(o) (P) (q) "Service Call"isan on-site technician visitdueto machine erroror breakdown requiring theon-siteservices of anauthorizedservicetechniciantoremedytheerror. "Service Response Time"isthetime required tosolveaservicecall beginning from the time thecallis logged with the Successful Vendor until either an Authorized Service Technician arrives onsiteorthe issue is resolved through the Successful Vendor's phone support. (r)."StateofFloridaContract Administrator"("Contract Administrator")meansthecontact person(s)listedontheState of Florida'sStateTermContractwebpage. 5.2.Notice to Contractor The Contractor shall comply with all laws,rules,codes,ordinances,and licensing requirements thatare applicable totheconductofits business,including thoseof Federal,State,and local agencies having jurisdiction and authority.By way of non-exhaustive example,Chapter 287. F.S.,and Chapter 60A,F.A.C.govern the Contract.By way of further non-exhaustive example, the Contractor shall comply with section 274A of the Immigration and Nationality Act,the Americans with Disabilities Act,andall prohibitions against discrimination onthe basis of race, religion,sex,creed,nationalorigin,handicap,maritalstatus,or veteran's status.Violation of such laws shall be grounds for Contract termination. Florida Information TechnologyResourceSecurityPoliciesandStandards-asdefinedinRule 60DD-2.F.A.C and proposed Rule 71 A-l shall apply to this solicitation where necessary. 5.3.Contract Management Contractor(s)agrees tothe following contract management requirements: (a).Contractor shall designate oneofits employees as Contract Manager toactonitsbehalf with regard to management of this contract.Contractor shall provide designee's resume and a brief description of the employee's qualifications.The Contractor may not change its Contract Manager without providing the Department a replacement andshall submit written notification noless than ten (10)days prior to change tothe State of Florida contract administrator.This individual will support multiple Customers and shall respond to calls and/or emails within twenty-four (24)hours.Customer support contact informationshallbeprovidedontheVendorInformationForm.Contractorshallalso provide contact information forthe designated employee's supervisor. RFP 20-600-000-Q <-? Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices (b).Contractorshallprovidetoll-freecustomerservicephonesupportfrom8:00AMto5:00 PM(forthecorrespondingservicetimezone)MondaythroughFriday,exceptforState holidays.TDD (Telecommunication Device fortheDeaf)orothersuitablesupportaccess mustbemadeavailableduringtheabovecustomerservice operating hours. (c).Aspart of contractmanagement,theContractoragreestoconductBusinessReview Meetings,whichmaybeheldatadate,timeandlocationtobemutuallyagreedupon, withtheDepartment.Thesemeetingsaretobeheldone(1)totwo(2)timespercalendar year,notmorethansixmonthsapart,unlessadditionalmeetingsarenecessarydueto Vendorperformanceand/orcomplianceissues.TheDepartmentencouragesContractors toidentifyopportunitiestogeneratelowercosts.Acontinuousimprovementeffort, consisting of variousideastoenhancebusinessefficiencies,maybediscussedatthe BusinessReviewmeetingsoras identified.TheagendafortheBusinessReview meetings will include: •Contractorperformance review •Contract improvement •Productivity improvement •Increasing contract usageamongtheEligibleUsers •Listand description of allservicecallsand timeframe for resolution (d).ContractorshallmaintainatnoadditionalcosttotheState,andinareasonablyaccessible locationallrecordspertainingtoitsproductsandservicesprovidedtotheDepartment underthisAgreementforaperiod of five(5)yearsafterexpiration of contract.Product informationshall consist of thefollowingminimum activities: •ContractorshallmaintainallMFMPregistrationinformationup-to-dateand current. •Contractorshallestablish,maintain(throughtheARAVOContentManagement Tool),andupdate,asproductofferingsareupdated,alist of specificproductsand servicestobeincludedinaline-itemcatalogavailablethroughtheMFMPweb- based procurement system. •Contractorshallmaintaincurrentdata on machinesContractorhasinplacewith State of FloridaagenciesandOEUs.Thedataprovidedshallbeasoutlinedinthe EquipmentSummaryReport.Thisreportshallincludethecustomername, machine model numbers;volume of machines soldorleased,andtotal dollar value. 5.4.Contract Reporting Requirements Required reports forthis contract are: •Monthlyfee reporting (andfeepayment)via MyFloridaMarketPlace •Quarterly reports detailing contractusage submitted tothe contract administrator via email as detailed below. •Otherreports(asspecifiedin Section 3)upon contract administrator'srequest RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 53 5.4.1.Monthly Fee Reporting Monthlyfeereportingisrequiredwithinthe MyFloridaMarketPlace systemand,shallinclude thetotalofallsalesmadetoStateof Florida agencies and OEUs referencing the contract number.Fee payments are due by the 15th of the month in which the Consolidated Billing Invoice (CBI)isgenerated(perSection 4.14.). 5.4.2.Quarterly Fee Reporting The Contractor shall be responsible to submit contract spend reports tothe Contract Manager usingthe(StateTermContract)STC Reporting Formprovidedbythecontract administrator. The following data must be reported to the Department ona quarterly basis (January,April, July,andOctober)forthelength of thecontract.Reportshallinclude: •Contractor's Name •Contractor's Contract Administrator contact information •Contractor's contact information forthe individual who compiled the report •Reporting Period (State of Florida utilizes standard fiscal quarters;Ql (July -Sept), Q2(Oct -Dec),Q3(Jan-Mar),Q4(Apr-Jun) •Total dollar value of purchases and leases per quarter separated by State Agency and Eligible User totals,and separated by purchase orderand p-card ordertotaldollar values. •Totalquarterdollarvolumes purchase order,p-cardorderandcumulativetotal. •Total spend with certified and non-certified woman/minority/service-disabled veteran ownedbusinessenterprises ("WMVBE")directlyrelatedtotransactionsunderthis contract.Reports shall include the: o period covered, o vendor name, oState of Floridaminorityvendorcode, oFederalEmployer Identification Number(FEIN)of eachWMVBEutilized duringthe reporting period, ocommoditiesandservicesprovidedbytheWMVBE, o amount paid to each minority agent/dealer on behalf of each purchasing agencyorEligibleUserorderingundertheterms of this contract A sample report form shallbe made available ontheState Term Contract website,andwill be made available onthe State of Florida State Term Contract web page. Failure to provide quarterly reports within thirty (30)calendar days following the end of each quarter (October,January,April,and July)may result in the Contractor being found in defaultand cancellation ofthe contract bythe Department Submission of the quarterly sales reports arethe responsibility of the Contractor without prompting or notification by the Department.The Contractor shall submit the completed quarterly reports byemailtothe administrator oftheresulting contract. 5.5.Method of Payment/Purchasing CardProgram(P-Card) The method of payment forthis Contract isa Customer purchase order,check or government credit card. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 54 The State of Florida has implemented a purchasing card ("P-Card")program,which at the time of this contract solicitation,uses the Visa platform.Vendors may receive payment from State agencies by the State's Purchasing Card in the same manner as any other credit card purchases. P-Card acceptance for purchases and leases isa mandatory requirement forthis solicitation,but isnottheexclusivemethod of payment. If the State changes its P-Card platform during the term of Contract resulting from this RFP,the Contractor shall make any necessary changes to accommodate the State's new P-Card platform within30daysof notification ofsuch change. 5.6.Product Availability and Restrictions Equipment available to customers shall be new equipment only.Itis anticipated that as equipment offered within the solicitation response isno longer produced andis considered tobe end-of-life,the Contractor will provide replacements forsaid equipment atthe discount level correspondingtothe replacement's categorylevel. 5.7.Delivery and Installation Requirements Unit prices shall include delivery to the ordering Customer,F.O.B.destination,freight prepaid, delivery,uncrating,assembly,installation,making readyforuse,removal ofdebrisand instruction of Customer personnel.No other fees or charges will be paid by the Customer. Product shall be delivered within thirty (30)days after receipt of order.Contractor shall notify the Customer at least forty-eight (48)hours in advance of delivery so that necessary arrangements can be made.Contractor shall be responsible forany damages to building or individuals asaresult of deliveryand installation.Ifequipmentorderedcannotbedeliveredwith the30 days,the customer mustbe given and order status updated,either verbally orvia email,on a weekly basis. 5.8.Instructions and Maintenance Manual Atthetimeofthe delivery,theContractororResellershallberequiredto furnish theCustomer atleastone(1)instruction manual andone(1)maintenance manual foreach system ordered. Bulletins,revisions,and corrections shall be provided for each system purchased,astheyare issued by the manufacturer.Each instruction and maintenance manual shall contain definitions of terms,definition of equipment,equipment capabilities,technical descriptions of equipment operations,description of malfunction identifications,troubleshooting procedures anddetailed schematic and use instructions. 5.9.Warranty Contractor shallfullywarrantall items furnished from this solicitation againstdefectsin materials and workmanship fora minimum period of ninety (90)days from datethe equipment is accepted bythe Customer.Acceptance is defined aswhentheproductis installed,in good working order,made operational in accordance with standard specifications,and on-site training is completed.A signed anddated certificate of acceptance maybe provided tothe vendor bythe customer.The90day warranty shallbe on-site,partsand labor,next business daysupportand includedintheproductpurchaseprice.Thewarrantyshallcovermaterial,laborand transportation charges,ifany.Warranty for software includes any upgrades thereto during the warrantyperiod.Warranties of lessthanninety(90)dayswillnotbeacceptedorconsideredand may render a Respondent non-responsive. RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 55 Allproductsmustoperatein accordance withthe manufacturer's standard specifications and documentation.Should any defects in workmanship or materials,appearduringthe warranty period,theContractorshallrepairorreplacesuchitemsimmediatelyuponreceipt of noticefrom the Customer atno additional expense. 5.10.Equipment Reliability /Non-Performance Awarded contractor is required to provide satisfactory service levels at all times.Degraded performanceand/orexcessiveequipmentdowntimeshallnotbe acceptable.Excessive equipment downtimeis defined astwo(2)ormore service callsoveraone(1)month period for non-routine equipment wearandtear related issues or repeated repairs tothe same pieceof equipment.Should a piece of equipment (a)continue to malfunction during the warranty period after repeated service calls,(b)require excessive amount of remedial maintenance,or(c)inthe opinion of the Customer isnot providing satisfactory performance afterfive(5)servicecalls,the Contractor,after receiving noticein writing bythe Customer thatsuchasituationexists,agrees to remove and/or replace the defective unit (Customer's choice)within five(5)business daysof such notice atnocosttothe Customer.Ifthe Customer requests removal of leased equipment, contractor will cancel the lease effective immediately withno additional payments due from Customer.Replaced units shall benewandasperthe original specifications or better if original unit isno longer available. Failure to comply with above requirements may result inthe contract supplier being found in defaultand unilateral cancellation ofthe contract bytheState. 5.11.Factory Service Requirements TheRespondentagreestomaintainatleastone factory-authorized servicestationand/or servicing dealer within the State of Florida to perform warranty repairs and adjustments throughout the Contract Term.Respondent must update the ordering instructions form throughout the Contract Term as needed.The Contractor shall promptly notify the Department of any changes thereto,however the Parties expressly agree that changes tothe Service Representative List arenot Contract Amendments and donot require a formal written agreement. This arrangement shall not relieve the Contractor of its duty to maintain at least one (I) authorized service location within the State of Florida. The Contractor may offer the State Agencies and Eligible Users "after warranty"service agreements for the maintenance and repair of goods after the initial warranty expires.The Contractor shall provide pricing for this additional service asa separate item on the pricing spreadsheets. 5.12.Security and Confidentiality Contractors,providers,and partners employed by agencies or acting on behalf of agencies shall comply with the rule,guidelines,agency security policies,and employ adequate security measurestoprotectagencyinformation,applications,data,resources,andservices. Contractors/Vendors are required to notify the customer/agency within 24 hours ofa suspected or confirmed data breach. RFP 20-600-000-Q <-r Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 5.13.Purchase and Lease Provisions Customers will be authorized to purchase or lease equipment by issuance ofa purchase order referencing the contract number.The manufacturer's leaseor service agreement form willnotbe usedsincethe contract resulting from thisRFPandthe purchase orderwill constitute the complete agreement. Note:Should the Contractor present and customer sign,a contract and/or service agreement, thatdocumentshallbevoidandnon-binding. All State Agencies are required to receive pre-approval from the Department of Financial Services PRIOR TO entering intoa lease in excess ofthe annual Category Two threshold (currently $25,000).No lease shall exceed 5 years.All State agencies are urged to review the ChiefFinancial Officer's latest memorandum addressing leases and deferred-payment purchases of equipment when considering the leasing or purchasing of equipment. 5.13.1.Leases Lease prices shall remain firm throughout the lease period selected bythe Lessee.Lease agreementsshallbeeffectiveonthefirstday following theexecutedCertificateof Acceptance.Nointerimrentor interim termmaybechargedunderany circumstances. Thedate of acceptance isthatdate listed onthe Certificate of Acceptance Form after equipment has been installed,tested and Customer trained.Leases shallonlybe executed underthis Contract ifthe Contractor isthe Lessor.Nothirdparty lease agreements are acceptable.Maintenance/ServiceandSuppliesplanmustbemustbeobtainedforthe duration of the original leaseterm. Available Lease Periods: 2-Year Lease:A consecutivetwenty-four (24)monthequipmentplan(notalease purchase plan)whichshallexpireattheendof twenty-four (24)month period.No terminationnoticeshallberequiredbyeitherpartyatend of lease. 3-Year Lease:A consecutive thirty-six (36)month equipment plan(notalease purchase plan)whichshallexpireattheendofthethirty-six(36)monthperiod.Notermination noticeshallberequiredbyeitherpartyatend of lease. 4-Year Lease:A consecutive forty-eight (48)month equipment plan(notalease purchase plan)whichshallexpireattheendoftheforty-eight(48)monthperiod.Notermination noticeshallbe required by either partyatend of lease. Maintenanceshallincludefullserviceincludingpreventivemaintenance,all servicecalls, travel,loanerequipmentandnocharge replacement of alldefectiveorwornpartsand machines.[Reminder:costfor maintenance agreement shallbe included inthe monthly leaseprice,butshownseparatelyfor informational purposes as maintenance agreement pricingisusedwhencalculatingaleasetotalcostanalysis.] 5.13.2.Expiration of Lease Lease agreements shallexpireuponcompletion of thespecifiedleaseperiodand shallnot be automatically renewed foranewleaseperiod.Thecustomer,within30days of lease RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services 57 expiration,shallmake arrangements with thelessortoeitherhavethe equipment picked upuponleaseendornotifylessorofintentto renew.ACustomer's failure tonotifythe lessor ofthe intent to terminate does not constitute intent to renew. All leased equipment not renewed shallbe removed from customer's location within ten (10)daysafterexpiration of leaseatcontractor'sexpense.Leasesmayberenewedunder a maintenance plan if thefive(5)year combined leasetermhas not been reached.All equipment removal shall be coordinated with customer. 5.13.3.Renewal of Lease Lease renewals are permitted underthis contract forthesame equipment usedduringthe originalleaseterm.The combinedtimeframe of theoriginalleasetermandthelease renewal shallnot exceed 5 years.Pricing forlease renewals shallbethe option selected pricing provided inthe Maintenance Service and Supplies spreadsheet forthe appropriate leased machine segment. 5.13.4.State of Florida Consolidated Equipment Financing Program (CEFP)/Purchases Unless specifically exempted bythe Department of Financial Services,allstate agencies' deferred-payment purchases shall be acquired through the consolidated equipment financing program.For further details,goto http://www.mvfloridacfo.com/aadir/statewide financial reporting/index.htm. *Note:this financing isalso available to state universities and state community colleges. 5.13.5.Lease Approval Checklist Prior to entering into a lease in excess ofthe annual Category Two threshold (currently $25,000),State Agencies must submit a completed "Checklist for Requesting Department of FinancialServicesApprovaltoLeaseEquipment(ref.Section287.063.F.S.Vtothe Department of FinancialServicesfor preapproval.Thisformislocatedat: http://www.mvfloridacfo.com/aadir/statewide financial reporting/index.htm. 5.13.6.Lease Cancellation for Convenience Lease agreements may be canceled at any time during the lease agreement period bythe lessee.Athirty(30)day cancellation notice,in writing,willbe required ofthe lessee.All money duethelessor (excluding maintenance and supplies costs)forthe remainder ofthe lease agreement period will be due and payable upon completion ofthe equipment removal,except in documented cases of non-performance by the contractor or non- appropriations.Upon cancellation without causeofalease agreement bythe lessee,the equipment will be returned tothe lessor with transportation atthe lessee's expense (includingremovalcharges,if applicable). 5.13.7 Lease Cancellation Due To Non-Performance The initial lease agreement may be cancelled at any time during the lease period for contractor or equipment non-performance (as outlined in section 5,Special Conditions, and section 6,Technical Specifications).Ifthe lessee requests removal of leased equipment,lessor will cancel the lease effective immediately with no additional payments RFP 20-600-000-Q <-o Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services due from customer.Equipment will be removed from lessee site within ten (10)days of such written notice at no cost to the lessee. 5.14.Standard Support Levels Contractors shall provide the following standard levels of support underthe Contract: •Inside delivery andDealer set-up and installation atnocosttothe customer; •Minimum 90-day warranty forparts coverage and support; •Maximum two (2)business days repair time,or replace with comparable equipment (replace with new equipment during the warranty period)(see Service Level Agreement); •Toll-free telephone supportandinformation; •(Minimum:Business days 8:00 a.m.to 5:00 p.m.,within corresponding time zone); •Serviceresponsetime minimum of 24hoursafterreceipt of problemcall; •Access toall software or firmware updates installed or bundled withthe product forthe term of thefull warranty; •30-day money back guarantee,return to vendor,with no restocking fee or comparable charge; •Standard End-User Training; 5.15.Optional Support Levels Optional Support thatmaybe offered includes,butisnotlimitedto: •Warranty upgrades maybe purchased at time of purchase oranytime afterwards during the product life cycle; •Warranty service response upgrades;e.g.,on site,4hour response,ornext business day; •Extended End-User Training Optional support levels resulting in increased costto Customers shall be clearly and separately identified onthe Contractor's authorized product and price list submitted onthe pricing spreadsheets.Integrated components shall carry the same support level and warranty provisions asthe system.Byway of non-exclusive example,paper feed units,data security kits,finishers, network/fax boards,hard drives,and large capacity trays.Customers shall notbe required to purchase maintenance from Contractor andmayenterinto separate agreements for maintenance and support with entities other than Contractor. 5.16.Service and Response Awarded contractor shall respond to all service calls within twenty-four (24)hours after notification.Standard business hoursare defined as Monday through Friday,8:00AM-5:00 PM,excluding Saturdays,Sundays and nationally and state observed holidays.Forthe purposes of thecontractresultingfromthisbid,responsetimeshallmeanthearrival of atrainedservice person attheuser'ssite.A telephone call,unless it results insolvingthe problem,shallnotbe deemed an acceptable service response.Repeated failure to provide service toall specified areas within the contracted time will result inthe removal ofthe contractor from the contract. An equivalent loanerpieceof equipment with similar specifications mustbe provided,atno additional charge ifthe equipment cannot be repaired within two(2)work days of request for service.The invoice for lease or maintenance will be reduced by one-thirtieth (1/30)ofthe RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 59 monthly basechargeforeachdaythattheequipmentis inoperable andthereisnoloaner available beginning after the expiration ofthe(2)work days. Contractorshallutilizeonlygenuineorfactoryauthorizedreplacementpartsforrepair of equipment.UndernocircumstanceswilltheCustomerdeliverormailequipmenttothe contractorforrepair.Inrespondingtothe solicitation,theRespondentcertifiesreplacement partswillbeavailableforfive(5)yearsandeach of thedesignateddealersisaware of andagrees toconformtoalltermsandconditions of this solicitation andresultingcontract.Repairparts mustbestockedatallservice locations.Downtime inexcessoffour(4)workdaysmaybecause for default. Customers shallhavetheoptiontoupgradeserviceresponsetimesfortheentireleasetermoron apercallbasisatapublishedrateprovidedwithsolicitationresponse. Vendors mayofferService exchange (equipment replaced withnew machine of equalorbetter performance)inlieu of on-siteserviceatthe customer's preference. Intheeventa designated dealer is non-responsive under a resulting contract,State Purchasing reserves therightto remove such designated dealer.Ifthis occurs,thecontractsuppliershall designate an authorized replacement dealerwithinthirty(30)daysofwritten notification by State Purchasing.Suchactionshallinnowayrelievethe contract supplier from liability andthe obligation to fulfill thetermsand conditions ofthe contract.Failuretocomplyshallbe considered a default of the contract. 5.17.Maintenance Plans Maintenance Plans shallbe available for current contract equipment andfor pre-contract (legacy) purchased equipment.In addition tothe requirements listed within the Standard Support Levels (Section5.13)maintenanceplansforeachsubmittedunitshallinclude,ataminimum,the following: •Imprint supplies (toner/non-toner); •Replaceable partssubjecttowearovertime (drums,fusers,etc.as applicable); •Staples (if usedbymachineandstaplingaccessoryisinstalled); •Preventativemaintenanceservicecallsasrecommendedbythemanufacturer; 5.17.2.Maintenance andService of Leased Equipment Contractorcertifiesacceptance of thefollowingguaranteesonleasedunits: •Allbrokenordefectivepartsnotcausedbyneglect,misuse,orabuseandall necessarymachineadjustments occasioned bysuchdefectiveorbrokenpartswill becoveredbythe Contractor duringtheterm of thelease. •The Contractor agreestopromptlyrepairorreplaceonaoneforonebasiswithout additional costtothe ordering entity. •Contractor willbe responsible forpickupand/or delivery ofunitsthat require service.Ifthe required service cannot be completed within two(2)business days, the Contractor will provide an equivalent loanerpieceof equipment to entity,at no additional charge. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 60 •While equipment is under a lease agreement,allrate changes and software updates shall be included. 5.18.Relocation and Moving of Leased Equipment Customer shall notify Contractor any time leased equipment is relocated to another physical street address.Relocation of leased equipment within the same building shall be performed by the Contractor at no charge.Relocation within the same complex shall be done atno charge unless equipment must be trucked to another building and then the submitted relocation charge is allowed and payable under this contract ifa truck is necessary.For more complex relocation needs,Contractors shall submit prices estimates tothe customer priortoany movement ofthe equipment. 5.19.Contractor's State Contract Webpage The Contract resulting from this solicitation will become apublic document.DMS maintains a website usedto display StateTerm Contracts and product information toeligibleusersandother interested entities. TheAwardee(s)shall,withinthirty(30)daysafterthedate of awardlistedontheCertification of Contract document,develop and maintain their own State of Florida web page topost approved and required Contract information,which shall include pricing,percentage discounts,terms, catalogs,ordering instructions,descriptive information,list of productsthatmeettheState of Florida's approved green product labels/standards,andproduct pictures.TheState Contract web page must maintain compatibility with the browser software being used by DMS,currently Internet Explorer 7.0.Contractor is responsible foranyandallcosts associated with providing this information to the State. Thewebsitemusthavethefollowingrequireditems: •Accurate Contract pricing andequipment; •Detaileditemdescriptions,modelnumbers,standard inclusions,optionalaccessories; •Information to access product literature of awarded items,including photosof awarded products; •Additionallinkstoaccesstechnicalproductliterature of awardeditems; •Authorized servicing dealers with current contact information; •Maintenance options •Contract authorized value-added services •Listof products thatmeettheStateofFlorida's approved green product labels / standards; •The Universal Resource Locator (URL)fortheVendor'sState Contract web page must besuppliedtotheContractAdministratorwithin30days of Contractaward. Continued disruption ofserviceor inadequate accessmaybegroundsfor termination and removalfromthe Contract,subject toSection4.23. Contractors should note that the US Federal Trade Commission's Guides to the Use of Environmental Marketing Claims (Green Guides)regulate how companies label and advertise using environmental claims /terms (available at http://www.ftc.gov/bcp/grnrule/guides980427.htm)16 C.F.R.Part260fordetails.ItisthePrime Contractor'sresponsibilitytoaccuratelyidentifytheirproductsthatmeettheState of Florida's RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 61 approvedgreenproductlabels/standards(e.g.,EnergyStar,GreenSeal)intheirelectronic catalog,punch-out siteandonState Contract web page.ForFlorida approved green product labels /standards please seethe State of Florida's Climate Friendly Preferred Products List (excel spreadsheet link).Failure to accurately represent green products maybecausefor termination uponnoticebytheDepartment. 5.20.Contract Revisions Though Contractors are responsible for maintaining their own contract information through their StateContractWebPage,any product updates tothe originally approved equipment mustbe approvedbythecontractAdministratorpriortobeingofferedtoContractCustomers.Product detail,options,and pricing must be submitted onthe appropriate segment price sheet with any requesttoproducts.Changestoordering instructions and servicing/dealers listmustbesubmitted tothecontractadministratorpriorto implementation.Uponreview of theContractor'sstate contractwebpage,should unauthorized information be discovered withinthesite,thecontract linkmaybe immediately suspended until the information is appropriately revised orthe contract canceled dueto non-compliance. 5.21.Electronic Invoicing /Billing Equipment purchased onthisStateTerm Contract shallbe DIRECT BILLED BY THE CONTRACTOR OR AUTHORIZED DEALER.The Contractor must provide in-house financing.Thirdpartybilling providers/finance companiesshallnotbeauthorizedforuse. Contractors mustofferata Customer's request,various payment terms.Thetermsforthe reconciliation may be monthly,bi-monthly or quarterly.Billing terms must be clearly specified onthe Customer's purchase order. State Agencies shall be electronically billed through the MyFloridaMarketPlace (MFMP)system wherever able (see MFMP Invoicing Requirements).Allother Eligible Users should be electronicallydirectbilledwheneverpossible. Ata minimum,eachleasinginvoiceshallprovidethe following information: •Customer name; •Serviceorder/P.O.numbersforequipmentbeingbilled; •Serial numbers equipment billed •Account numbers •Bill date •Billing term •Bill remittance address •BeginandEndcountsusedforbilling •In cases of fleet aggregate billing,invoice shall include total count reported by customer •Overage counts (if any) •CPC overage charge •Adjustments (detailed information onall adjustments within thebill must be provided) •Sub-total of current charges •Net amount due RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,andServices 62 At a minimum,invoices for equipment purchases and maintenance plans shall provide the following information: •Customer name •Serviceorder/P.O.numbersfor equipment beingbilled •Serialnumbers of equipment billed •Accountnumbers •Bill date •Install date (purchase)/billing term (maintenance plan) •Remittance address •Net amount due All invoices shallhaveaduedateofno less than30days from the invoice creation dateand, must be received by the customer within 7days of the invoice creationdate. For electronic invoicing,before orders may be completed and invoicing from contractors orsub contractors may begin,atest must be successfully conducted using the billing data transmitted from the contractor or sub-contractor to create an end-user invoice. Over the life ofthe contract,changes to billing formats or data elements required by the State may occur.Contractors and sub-contractors will be required to adhere to these changes for all billing purposes. 5.22.Payments Payment for equipment will be processed upon the satisfactory completion of delivery, installation,training,acceptance,and correct invoicing.Per Section 4.15 (PUR 1000),payment shall be made in accordance with sections 215.422 and 287.0585 ofthe Florida Statutes,which governtimelimitsfor payment of invoices. 5.23.Taxes and Other Fees Relocationchargesshallbelistedasaflatratepermachine. Contractor and,all servicing dealers shall not charge any additional fees,including butnot limited to,property taxes,delivery charges,pick-up charges,fuel surcharges,etc. 5.24.Requests for Quotes Although not required fortheState Term Contract resulting from thisRFP,CUSTOMERS MAY COMPETITIVELY SET THE PRICE FOR ANY PURCHASE BY INITIATING A REQUEST FOR QUOTES ("RFQ")amongthe awardees within a Category.AnRFQisanoralor written request for written pricing or service information from a Contractor,for products available under theContractfromtheContractor.WhentheRFQprocessisused,Customersshouldcreateand maintain written records oforaland written requests,and written quotes received.Where the RFQprocessisused,quotesshouldbeinwritingbutotherwiseinformal,andneednotbe receivedorpostedpubliclyorataparticulartimeorplace. The RFQ process isnot mandatory under this Contract butmaybeused solely atthe Customer's discretion.Customers are encouraged to seek,and awarded vendors to provide,greater discounts for volume orders. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices 63 5.25.Leased Equipment Risk of Loss/Equipment Insurance The(Lessee)shallberelievedfrompropertyrisks including:lossordamagetoallLeased Item(s)duringtheperiodsof transportation,installation,andtheLeaseTermexceptwhenlossor damage isduetothe negligent acts of theLessee. Itistheresponsibility of theContractortoinsureallleasedequipment. •Incases of lossduringtheoriginalleaseterm,theLesseeshallprovidetheContractor withacopyofthefiledpolice report,via certified mail,within5 business days of receiving the police report. •Incases of damageduringthe original leaseterm,theLesseeshallprovidethe Contractor with pictures ofthe damage anda certified letter detailing the damage tothe equipment datedwithin5 business daysofthe damage occurring orbeing discovered.The Contractorshallremovethedamagedequipmentfromthe Lessee's locationwithin10 business days of receiving the certified letter. •Incasesof damage dueto negligent actsbythe Lessee duringtheoriginalleaseterm,the Lessee shall provide the Contractor with pictures ofthe damage a certified letter detailing the damage tothe equipment dated within 5 business days ofthe damage occurring or being discovered,and shall paythe balance dueonthe lease,less service and supplies,to the Contractor within30days of receivinganaccurateinvoiceforthebalance.The Contractorshallremovethedamagedequipmentfromthe Lessee's locationwithin10 business days of receiving the certified letter. 5.26.Price Discount Levels Atno time during the contract period may the discount be reduced.The discount percentages shallnotbe decreased (e.g.65%->60%)during thetermofthis contract;however,discounts from SRP may be increased (e.g.60%to 65%)during the term ofthe contract bythe Awarded Vendors.The Contract Administrator mustbe notified ofanysuch increase in discount and updatedpricesheetssubmittedforposting.Vendors areencouragedtooffer additional discounts forpromotionaloffersand/orlarge/fleetorders.Promotionaloffersmustbesubmittedtothe contract administrator for approval priorto being offered to customers.Approved promotional offersshallbepostedontheSTCwebsite. After a twelve (12)month period,justifiable requests for a price decreases may be requested by DMS.Minimum price decreases shall be based upon the Producer Price Index (PPI)(for that specificindustry)aspublishedbytheU.S.Bureau of LaborStatistics The last published non-preliminary Producer Price Index forthe month prior to award/anniversary date ofthe contract will bethe baseline forthe beginning (old)PPI Index. The most recent published Producer Price Index prior to the contract year tobe priced will establish the reference data for the new PPI Index. The last published non-preliminary Producer Price Index for the month prior to award/anniversary date ofthe contract will be the reference date forthe beginning (old)PPI Index.The most recent published Producer Price Index prior to the contract year to be priced will establish the reference data for the New PPI Index. As an example:the price de-escalation formula would be tied to the change in the commodity for OfficeMachineryManufacturing,PPISeriesID PCU333313333313.Theformulaiscalculated RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 64 by dividing theNew PPI Index bytheOld PPI Index toidentifythe Price De-escalation Rate. TheOldDiscountisdividedbythe Price Escalation RatetodeterminetheNewDiscount.This formula may be applied after Year 1 of the contract and on each subsequent anniversary ofthe contract effective date. DetailsonhowthisPPIhashistoricallyperformedcanbefoundattheBureau of LaborStatistics websiteandfollowingthebelowsteps: •GotoBLSwebsite:http://www.bls.gov/ppi/ •Click on the PPI Databases link •SelectIndustryData(OneScreen) •Box 1:Type "333313"in the "Select an Industry"box for the Office Machinery Mfg. category andhittheadjacent "Find"button. •Box2:Select "333313333313"forOffice Machinery Mfginthe"SelectOneor More Products"box andhittheadjacent"Find"button •Box 3:Click the "Add to Your Selection"button and then the "Get Data"button. •A table similar to the one shown below will be created. Series Id:PCU333313333313 Industry:Officemachinerymanufacturing Product:Officemachinery manufacturing Base Date:198506 Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov *Dec Annual 2000 120.5 120.5 120.5 120.6 120.6 120.4 120.7 120.7 120.7 120.7 120.7 120.1 120.6 2001 121.9 122.3 122.3 122.3 122.3 122.3 122.3 122.3 122.3 122.4 122.4 122.4 122.3 2002 122.5 122.5 122.5 122.5 123.3 123.3 123.3123.3 123.3 123.2 123.2 123.1 123.0 2003 123.1 123.1 123.1 123.7 123.7 123.7 123.7 123.7 123.7 123.7 123.7 123.7 123.6 2004 123.7 123.6 123.8 125.5 125.6 125.6 125.6 125.6 125.6 125.6 125.4 125.4 125.1 2005 129.3 129.7 129.7 129.7 129.7 129.7 129.7 129.7 129.5 129.2 129.4 129.4 129.5 2006 129.4 129.4 127.8 127.7 127.7 127.7 127.8 127.8 127.8 127.7 125.2 125.1 127.6 2007 125.2 125.5 125.5 125.6 125.7 125.9 126.0 126.0 126.0 126.1 126.4 126.4 125.9 2008 126.8 126.9 127.2 127.6 128.5 128.5 129.1 129.6 129.6 130.1 130.1 130.1 128.7 2Q09 130.4 130.4 130.5 129.8 129.8 130.6 131.0 131.2 131.2 131.4 131.7 (P) 131.5 (P) 130.9 (P) 2010 132.2 (P) 132.0 (P) P:Preliminary.Allindexesaresubjecttorevisionfourmonthsafteroriginal publication. Calculation Example: Inthis example,Feb2006isthefirstyearanniversary of thecontract.Therefore, OldPPI:Jan2006PPIfor Computer Printers=129.4 New PPI:Jan2007PPIfor Computer Printers=125.5 Price De-escalation Formula: New PPI/OldPPI=PriceDe-escalationRate(roundedtofourdecimalpoints) "OldPriceDiscount%"-5-"PriceDe-escalationRate"=New PriceDiscount%(roundedtotwo decimal points) Calculation: 125.5 -129.4=.9699 which equates toaPrice De-escalation Rate of 96.99% 50%-96.99%=51%(New Price Discount Percent) RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 65 Any decreases negotiated during theterm of the contract shall become effective no later than thirty(30)daysafterapproval oftherequest. 5-27.Benchmark Report /Competitive Price Assurance Uponrequest,toensuretheStatecontinuestoreceivecompetitivemarket pricing,Contractor(s) shall report to the Department the following benchmark data: •ThebenchmarkdatawillcomparetheState'sratesagainstratescontractuallyprovidedto otherstatesandenterprisesbythecontractor,withattentiongiventoasimilarmix of products and services associated with other such contracts. •The benchmark will emphasize those rates negotiated withinthemostrecenttwelve(12) months. •The benchmark willbemadeforthose services that represent theState'smost significant purchase volumes. •The benchmark will compare theState's rates against thebestrates found inthe industry (i.e.,thetop 10%)within theUnitedStates. •ShoulditbefoundthattheState'spricingishigherthanthemarket benchmark,the Contractorshallunilaterallyreducethe State's pricing,chargesand/ordiscounts,as appropriate,to make theState's rates comparable tothe benchmarked best rates.Any adjustments shallbemade available tothe Customers withinthirty(30)days of notification of findings. 5.28.Additional Hardware and Services ContractorsmayofferandtheStatemaypurchaseequipment,systemsorservicesasdetailedon the Pricing Spreadsheets.When additional equipment,systems or services are proposed,aState Term Contract Product Change Form mustbe submitted tothe Department for approval. THE STATE OF FLORIDA CONTRACT ADMINISTRATOR MUST APPROVE ANY REPLACEMENT OR ADDITION OF EQUIPMENT,ACCESSORIES, SOFTWARE,OR SERVICES PRIOR TO ADDITION TO THE CONTRACT. Percentage discounts for equipment,accessories and software must be consistent foreach machine proposed.For example,ifa 50%discount (off SRP)is proposed within a category,then the same percentage should apply toall types and models of equipment (including replacement models and services)available within that category (or minimally within that sub-category). The ability to add equipment and services ata pre-determined (discounted)price isforthe convenience and benefit of the Customer.The intent of this option isto promote "one-stop shopping"forthe customer and to facilitate normal growth within the industry. The Department reserves the right to prohibit the sale of any and all additional products and services outside thescopeofthis RFP.Abuse ofthis additional hardware,software,and services option to complete transactions for unauthorized commodities or services may be prosecuted unders.858.22F.S.or other applicable laws. 5.29.Installation and Environmental Requirements Prior to order acceptance,Successful Vendor must advise Customer of any and all specialized installation and environmental Customer site requirements for the delivery and installation of contract equipment.This information should include,butisnot limited tothe following: RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 66 •Air conditioning; •Electrical requirements; •Special grounding; •Cabling requirements; •Space requirements; •Humidityand temperature limits,and; •Any other considerations critical tothe installation. 5.30.Insurance requirements Within ten (10)calendar days after date of award on certification of contract document, contractor shall provide the Department with a certificate of insurance.During the contract term, the contractor at its sole expense shall provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the contract,which,asa minimum, shall be:workers'compensation and employer's liability insurance per Florida statutory limits (currently $100,000 per accident,$100,000 per person,and $500,000 policy aggregate)covering all employees engaged in any contract work;commercial general liability coverage on an occurrencebasisintheminimumamount of $500,000(defensecostshallbeinexcess of the limit of liability),naming the department as an additional insured;and automobile liability insurance coveringall vehicles,ownedor otherwise,usedinthecontractwork,with minimum combined limits of $500,000,including hired and non-owned liability,and $5,000 medical payment.Providing and maintaining adequate insurance coverage isa material obligation ofthe contractor andisofthe essence ofthe contract.The contract shall not limit the types of insurance contractor may desire to obtain or be required to obtain by law.The limits of coverage under each policy maintained by the contractor shall notbe interpreted as limiting the contractor's liability and obligations under the contract.All insurance policies shall be through insurers authorized to write policies inFlorida. 5.31.Return of Product Any equipment delivered in poor condition,items delivered inexcess of the amount authorized bythe requisition form,or items not included onthe requisition form or purchase order may,at the discretion ofthe Purchasers,will be returned to the Vendor atthe Vendor's expense within 30days.Creditforreturnedgoodsshallbemade immediately afterVendorreceivesreturned goods. If anyproductisreturnedtoaVendorforFailuretoPerform,theVendorwill,atthe State's discretion,refund all amounts paidtothe Vendor for such product or replace the product,and the following shallapply: •Withintwenty(20)days of writtennotificationbythePurchaser,theVendorwillmake arrangements forthe return of theproduct. •The Vendor willbearall shipping andinsurancecosts. •Vendorwillbeliablefordamagestotheproduct,unlesscausedbyfaultornegligence of the Purchaser that occur duringthereturnprocess. RFP 20-600-000-Q Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices 67 5.32.Survivability Product placements made using the authority provided bythis Contract will survive the Contract itself.ThoseCustomerspurchasing,orleasingtheequipmentwillcontinuetoreceiveongoing service fromthe Successful Vendor attheagreedupon Contract ratethroughtheterm of their placement contractagreement.TheContracttermsandconditionswillsurvivetheauthorizing contract through thatfinal term andany subsequent renewals and extensions. ThoseCustomerspurchasingequipmentwillreceiveongoingservicefromtheSuccessful Vendor attheagreedupon Contract rateuntilthe expiration ofthe Lease/Service Contract. 5.33.End of Life StateAgenciesandothereligibleusersarerequiredtotakeactivemeasurestosecurelysanitize or destroy theharddrive ofthe device prior toreleaseto contractor. Management of Equipmentatend of lifewillbetheresponsibility of theContractor.Theend-of- life managementprogramincludedinRespondent'sResponsemustincludethe following: •Ahistoriccommitmenttoend-of-lifemanagement of Equipmentafterconsumeruse •Partsreuseand materials recycling systems •A packaging return system •An equipment take-back program •Harddrive buy-out option 5.34.Electrical Connections,Surge Protectorsand Telephone Lines Itis recommended that all purchased and leased machines are connected toan external surge protector toprotecttheir telephone,network and electronic components;thisisin addition toany internal surge protector.Customers arenot required toobtainsurge protectors fromthe equipmentvendorasatthetime of solicitationsurgeprotectorsareavailableviaSTC250-000- 09-1. 5.35.Special Discounts/Promotions Respondents are requested to quote any special discounts or promotions offered for equipment whoseenduseisrestricted(educationaldiscountsetc.).Biddersshouldincludefulldetailsonall required qualifications forthespecialdiscountsaswellastheduration. 5.36.Quantity Discount Respondent may enter quantity discounts inthe space provided inthe price sheet orif space is insufficient,biddermayinsertan additional tab listing such prices. 5.37.Trade-ins The State reserves the right to offer used equipment in trade as part ofthe purchase price,in accordance with values in effect at the time the item is traded.Trade-in equipment is represented bytheState"asis"andexpressesnowarrantyastoitscondition.Intheeventthatnotrade-in allowance is offered orthe allowance has not been accepted,the State reserves the right to retain possession of the equipment at the option of the agency.Equipment for trade-in shall be picked upbythecontractoratthepoint indicated intheagency'spurchaseorderandshallberemovedat contractor's expense. RFP 20-600-000-Q Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services 68 5.38.Environmental Performance Commitments and Past Record Vendors must demonstrate strong environmental performance records and operate responsibly socially and economically by providing a description ofthe following: •Vendor's environmental performance plan and goals,including an existing pollution prevention planand environmental justice policy;and •ISO 14001 certification or other environmental management systems or processes currently adoptedandinoperation. All machines are required to operate satisfactorily using Recycled Content Paper. 5.39.State Funds In accordance with Section 216.347.F.S..and as provided herein,the service provider or contractor may not expend anystate funds for the purpose of lobbying the legislature,the judicial branch,theexecutivebranch,oranystate agency. RFP 20-600-000-Q 60 Multifunction Products,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,and Services Section 6 Technical Specifications 6.1.Definitions The definitions found in Rule 60A-LOOK F.A.C..and other sections of this solicitation shall apply to any contract resulting from this solicitation. (a)."Copier":Awalk-upunitwhosesolefunctionistoproducereproductions of documentsplacedonitsglass plates;isnotcapable of performingfaxing,printjobor scanning tofile functions. (b)."Copier-based MFP"meansamachinewhosebaseunitisacopierwhichhasbeen enhanced toperformfaxing,printjob,scantofilefunctions,andcanbe networked. (c)."Printer"meansamachinewhichisnot capable of performing copying,faxing,or scanningfunctions;only producesprintouts. (d)."Printer-based MFP"meansamachinewhosebaseunitisaprinterwhichhasbeen enhancedtoperformscanning,faxingand copying functions. 6.2.Products TheState of Florida isprovidingvendorswiththeopportunitytoproposeallavailablebusiness classproducts which fallintotheCategorieslistedbelow. •Category 1:Copier-basedMFPs(Monochrome,Hybrid;8 14 x 11 -11x17) o Segment 2:21-30 cpm o Segment 3:31-40 cpm o Segment 4:41 -69 cpm •Segment 4.1:41-50 cpm •Segment 4.2:51-60 cpm •Segment 4.3:61-69 cpm o Segment 5:70-90 cpm •Segment 5.1:70-80cpm •Segment 5.2:81-90 cpm o Segment 6:91 cpm and higher •Segment 6.1:91 -100 cpm •Segment 6.2:101-110 cpm •Segment 6.3:111+cpm •Category 2:Printer-based MFPs (Monochrome,Hybrid;8 V2 x 11 -11x17 desired)with duty cycle (ppm)ranges of:) oSmall Workgroup:20,000-49,999 o Medium Workgroup:50,000-99,999 oLarge Workgroup:100,000+ e—Departmental •Category 3:Printers (Monochrome,Color,Hybrid;8 14 x 11 -11x17 desired)with duty cycle (ppm)rangesof: oSmall Workgroup:20,000-49,999 RFP 20-600-000-Q 70 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services oMediumWorkgroup:50,000-99,999 o Large Workgroup:100,000+ •Category 4:Workgroup and Network Sheet Fed Scanners (Monochrome,Color) oDesktopWorkgroup:16-30 ppm oDepartmental:31-50ppm o Low-volume Production:51 -75ppm oMid-volumeProduction:65-100ppm oHigh-volumeProduction:100 ppmandhigher (Segments above are as listed within the BLI Buying Guide for Document Scanners) •Category 5:Plain Paper Facsimile Machines o Low Volume:.5MB of memory (often upgradeable and 200 sheets or less paper capacity (standard configuration) o Mid Volume:Memory ranging from .5MB to 1MB and 201-499 sheet paper capacity (standard configuration) o High Volume:Memory of 1MB+and 500+sheet paper capacity (standard configuration) 6.3.Acceptable Equipment Primary bidsforthe PURCHASE ofthe following shall befornew equipment only. •multifunction products(MFPs), •Printers •Facsimile machines •Scanners Primary bidsfortheLEASEofthe following shallbefornew equipment only. •multifunction products (MFPs), •printers, •Workgroup and network sheet fed scanners, Newequipmentisdefinedasnewlyassembledequipmentthatisfactoryproducedandhasbeen assembled forthefirsttimewhich contains new components thathavebeenfully inspected,tested and fully meets product performance and reliability specifications.Equipment mustbe newly serialized andthestateoritseligible customers mustbethefirstuser of theproductandmusthave new equipment set of warranties. Itisunderstoodthatthestatewillbenefitfromanyequipmentrevisions,updates,additions, technicalimprovements,ornecessary modifications intheunitsofferedduringtheterm of this contract at no additional cost. 6.4.Emissions Standards All Equipment shallmeet,ata minimum,the following emissions standards: •Devices donot emit ozone in excess of 0.02 mg/m3 •Devices do not emit dust in excess of 0.25 mg/m3 •Devices donot emit styrene in excess of 0.11 mg/m3 6.5.Associated Products and Services Submittal RFP 20-600-000-Q 7] Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services Biddersmay offer associated productsforeachitem.Associatedproducts shallbelistedas outlined inbid price pages. Associated productsshallbelimitedtoattachments,options,additionalfeatures,suppliesand software foreachunit.TheState reserves therightto accept orreject,atanytime before or after award,anyorall ofthe associated products atits discretion. The associated product submittal shall be offered at the same or better discount than offered for the basic item. The Respondent mustsubmitwithitsbidthecurrentsuggestedretailpricelist.Asnewpricelists areissued introducing new accessories/attachments andprice reductions,suchpricelistsshallbe submitted to the Contract administrator. Allnewitemsrequestedtobeaddedtotheassociatedproductlineduringthecontractorany extensionperiodmustbeofferedinaccordancewiththesolicitationdiscountingformat. Acceptance of anyorall associated productsforinclusionintheresultingStateTerm Contract shall be at the sole discretion ofthe State. 6.6.Specifications 6.6.1.General Requirements Allparts(hardwareandsoftware)whicharenecessaryfortheunittobecompleteandready for operation,orwhichare normally furnished as standard equipment,shallbe furnished by the successful bidder.Eachunitshallbeprovidedwithallmanufacturers'start-upsupplies required tobefully operational.Supplies shallnot include plain paper.Supplies bidaspart of the maintenance planmaybe Original Equipment Manufacturer (OEM)supplies. Authorizeduserswhoopt-out of usingavendor'ssubmittedmaintenanceplan,andattheir sole discretion in accordance withtheir purchasing guidelines,may purchase supplies from vendors other than State Term Contract vendors if in the best interest of the Customer. 6.6.2.Networking For Respondents offeringnetwork multi-functionality,thefollowing applies: •Respondents shallprovidesoftwaresupport staff thatshallcoordinatewith authorized user personnel in charge ofthe computer network to ensure proper integration of products within the customer's office environment as well as answer questions and concerns of the equipment installed. •Respondents aretoprovidea telephone numberforservicesupportfora minimum of 90 days after installation.Network installation and after installation network support isnotpartofthis contract.Authorized users should plan network requirements and solicitadditionalcostsfornetworkingpriortoselection of themachine. •Equipment shallcomplywithall Customer network security requirements and shall provide network security kits asan available option or standard component. •Equipment mustcomplywiththe security requirements specified inRule 60DD-2. F.A.C.promulgated 2004,currently in transition to 71 A-1 anticipated promulgation 2010. 6.6.3.Accessories RFP 20-600-000-Q 79 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services Respondents are encouraged to offer all available accessories for each piece of equipment offered onthebid response.All accessories shallbeofferedatthesame discount leveland shallcarrythesamewarrantyasthebaseequipment. 6.6.4.Security Specifications Overwrite/Encryption:Allproposedequipmentcontainingaharddrivemusthaveas availableoptions,HDDOverwriteand/orHDDEncryption capabilities.Dataoverwrite standardsmustUSDepartment of Defense(DoD)standardsfordataoverwrite. In addition,equipment must comply withthe security requirements specified inRule 60DD- 2,F.A.C.promulgated 2004,currentlyin transition to71A-1 anticipated promulgation 2010. 6.6.5.Value Added Products and Services AddedValueproductsandservicesofferedbyRespondentsdeemedtobeinthebestinterest oftheStatebythe Department shall become apartofanyContract resulting from this solicitation. THIS SPACE INTENTIONALLY LEFT BLANK *£* RFP 20-600-000-Q 73 Multifunction Products,Printers,Facsimile Equipment,Scanners,Related Software,Supplies,and Services Section 7 Attachments REQUIRED FORMS ATTACHMENT 1 Certification Table ATTACHMENT 2 Pricing Spreadsheets 2.1 Copier-Based MFP Pricing Spreadsheet 2.2 Copier-Based MFP Maintenance Pricing Spreadsheet 2.3 Printer-Based MFP Pricing Spreadsheet 2.4 Printer-Based MFP Maintenance Pricing Spreadsheet 2.5 Printer Pricing Spreadsheet 2.6 Printer Maintenance Pricing Spreadsheet 2.7 Sheet Fed Scanner Pricing Spreadsheet 2.8 Facsimile Specifications And Pricing Spreadsheet 2.9 CoTerm Lease Rates ATTACHMENT 3 Response Authorization Form ATTACHMENT 4 Service Level Agreements ATTACHMENT 5 Savings /Price Reduction Form ATTACHMENT 6 Vendor Responsibility Questionnaire ATTACHMENT 7 References ATTACHMENT 8 Contact Information ATTACHMENT 9 Ordering Instructions ATTACHMENT 10 Authorized Dealers ATTACHMENT 11 Emergency Situations Contact ATTACHMENT 12 Certification of Drug-Free Workplace Program ATTACHMENT 13 Punch-out Capability Questionnaire ATTACHMENT 14 Questions for Vendors Note:Some of the Attachments require signatures.Please submit these asPDFfiles after being signed. REFERENCE DOCUMENTS &SAMPLE FORMS •INSTRUCTIONS TO VENDORS •VENDOR CHECKLIST •STATE OF FLORIDA VENDOR CODES RFP 20-600-000-Q 74 Multifunction Products,Printers,Facsimile Equipment,Scanners,RelatedSoftware,Supplies,andServices MYFLORIDAMARKETPLACE(MFMP)ELECTRONICINVOICING REQUIREMENTS STATETERMCONTRACTQUARTERLYREPORTFORM SAMPLEARAVOTEMPLATE THISSPACEINTENTIONALLYLEFTBLANK RFP20-600-000-Q75 MultifunctionProducts,Printers,FacsimileEquipment,Scanners,RelatedSoftware,Supplies,andServices 24SE I SUNDAY,NOVEMBER 23,2014 SE r)%,Carroixton dtfSfa* \/SCHOOL OF THE SACKED HEART *"''* SHOW CASE DATES Wednesday,October 8,2014 Tuesday,November 11,2014 (HighSchoolonly) Wednesday,December 3,2014 Tuesday,January 13,2015 9a.m.•Founders'Library 3747MainHighway,Miami,Florida 33133 •305-446-5673•www.carrolltoti.org Carrolilon is a Montessori-3 through Grade 12 allgirlsCatholiccollege-preparatory school that admits qualifiedstudentsofanyrace,color,religion,nationality,orethnicorigin. MiamiHerald.com I MIAMI HERALD CITY OF SOUTH MIAMI COURTESY NOTICE NOTICE IS HEREBY giventhattheCity Commission oftheCityof South Miami,Floridawill conduct Public Hearing(s)atits regular City Commission meeting scheduled for Tuesday.December2.2014 beginning at 7:00p.m.,intheCityCommissionChambers,6130 SunsetDrive,toconsider thefollowingitem(s): A Resolution authorizing theCity Manager to negotiate alease agreement withToshiba Business Solutions,for multifunctional copierequipment fora 48-monthperiod. ALLinterestedpartiesareinvitedtoattendandwillbeheard. Forfurther information,pleasecontacttheCity Clerk's Office at:305-663-6340. Maria M.Menendez,CMC CityClerk Pursuant to Florida Statutes 286.0105,theCityherebyadvisesthepublicthatifa person decides to appeal any decision madebythis Board,Agencyor Commission with respect toanymatter considered atitsmeetingor hearing,heorshewillneeda record of the proceedings,andthat forsuch purpose,affected person mayneedto ensure thata verbatim record ofthe proceedings ismadewhichrecordincludesthetestimonyandevidenceuponwhichthe appeal istobebased. SPEEDSUPTO 12©Mbps <£fe,t^I*JF^*^T^**^4BUSINESS __?