901124 rfq for photo print shop equipment leasing and … · web viewbidders shall not submit to...

**IMPORTANT NOTICE**

The format of this RFQ has been simplified. Only the following pages require signatures:

1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance pagea. Must be signed by Bidder

2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheeta. Must be signed by Bidder b. Must be signed by SLEB Partner if subcontracting

to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 901124

for

Photo and Print Shop Equipment Leasing & Support

For complete information regarding this project, see RFQ posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or

contact the County representative listed below. Thank you for your interest!

Contact Person: John Butchart, Buyer

Phone Number: (510) 208-9602

E-mail Address: [email protected]

RESPONSE DUEby

2:00 p.m.on

June 28, 2013at

Alameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

1401 Lakeside Drive, Suite 907 Oakland, CA 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/

I:\PURCHASING\Contracting Opportunities\Purchasing\Photo and Print Shop Equipment Leasing & Supplies (901124)\RFQ_PhotoandPrintShopEquip.doc Revision 2012-12-26

http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

COUNTY OF ALAMEDAREQUEST FOR QUOTATION No. 901124SPECIFICATIONS, TERMS & CONDITIONS

forPhoto and Print Shop Equipment Leasing & Supplies

TABLE OF CONTENTS

Page

I. STATEMENT OF WORK 4A. INTENT 4B. SCOPE4C. BACKGROUND 4D. BIDDER QUALIFICATIONS 4E. SPECIFIC REQUIREMENTS 5F. DELIVERABLES / REPORTS 8

II. CALENDAR OF EVENTS 9G. NETWORKING / BIDDERS CONFERENCES 9

III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 10H. NOTICE OF RECOMMENDATION TO AWARD 10I. TERM / TERMINATION / RENEWAL 10J. BRAND NAMES AND APPROVED EQUIVALENTS 11K. QUANTITIES 11L. PRICING 11M. AWARD 12N. METHOD OF ORDERING 14O. WARRANTY 14P. INVOICING 14Q. ACCOUNT MANAGER / SUPPORT STAFF 15

IV. INSTRUCTIONS TO BIDDERS 15R. COUNTY CONTACTS 15S. SUBMITTAL OF BIDS 16T. RESPONSE FORMAT 19

ATTACHMENTS

EXHIBIT A - BID RESPONSE PACKETEXHIBIT B - INSURANCE REQUIREMENTSEXHIBIT C - VENDOR BID LIST

Specifications, Terms & Conditionsfor Photo and Print Shop Equipment Leasing & Support

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms and conditions to describe leased equipment and services required by the Alameda County Sheriff’s Office Crime Laboratory for the Photo & Print Shop in Dublin at the Santa Rita Jail.

The County intends to award a three or five -year contract (with option to renew) to the vendor selected as the lowest responsible bidder whose response meets the County’s requirements.

It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than existing products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.

B. SCOPE

The Alameda County Sheriff’s Office is upgrading 3 copiers that require integrated operation, service, and business software solutions for two high volume color and one high volume black and white units, including finishing, and integrated billing. The County expects to pay a comprehensive monthly license fee and/or per copy charge that includes installation, service (on-site parts and labor), phone support, all consumables other than paper, training, upgrades, and removal at the end of their terms for all units subsequently leased as a result of this RFQ.

C. BACKGROUND

Sheriff’s Office leases are expiring on 3 Xerox printers: a Xerox Docucolor DC5000c, a Xerox Docucolor DC6060, and a Xerox 4127. New machines to replace these units must be in place by mid-August to allow time for staff training before the printers are needed to produce manuals and literature for the annual multi-agency Urban Shield event which will take place from October 25-28, 2013.

D. BIDDER QUALIFICATIONS

1. BIDDER Minimum Qualifications

a. Bidder shall be regularly and continuously engaged in the business of manufacturing, distributing, and servicing high speed color photo printers or copiers for at least five (5) years as verifiable through references.

RFQ No. 901124


b. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.

E. SPECIFIC REQUIREMENTS

2. Color Digital Press Specifications

Item # Feature Requirements Specification

1. Speed/Throughput Must print all supported paper weights at rate speed up to 100 images per minute (8½ x 11)

2. Must have capability for auto-perfecting (duplexing) 4/4 impressions from all paper drawers up to 130 lb cover at rated speed

3. Image Quality Must support at a minimum image resolution of 2400 x 2400 dpi

4. Must have the capability to auto clean imaging hardware components i.e. corotrons, drums, fuser and transfer belts

5.Must have integral scanner to support the automatic creation of industry standard ICC color profiles and to support automatic calibration

6. Support automated tonal curve corrections and inboard to outboard non-uniformity within a page

7. Registration Must have a front-to-back center registration of no greater than +/- 0.5 mm

8.Must have automatic electronic registration controls to adjust perpendicularity, magnification, skew and registration and be stored in paper profiles for repeated use

9. Sheet De-Curling System must have integral hardware to allow for flatness control of cut sheet paper

10. Supported Paper Weights/Sizes

Must be able print on paper stocks from 15 lb. bond to 130 lb. cover; Coated and Uncoated

11. Must have maximum sheet size of 13” x 19.2” to be run on all trays12. Must have capability for auto-tray switching between all paper trays13. Must have the capability to load paper while running

14. Paper Drawers Must support / include a minimum of four 2000 sheet paper drawers. (Total capacity 8000 sheets.)

15. Reliability Must have a Duty Cycle of 1.75M monthly impressions or greater

16. Must offer formal operator maintenance program with full training, operator certification, and tools to perform routine maintenance

17. Toner Must have environmentally friendly Toner for sustainability purposes; should be small and uniform in size to promote best Image Quality

18. Must be able to Load Toner while machine is running19. Digital Front-end Must have capability to use software for automatic tab creation20. DFE must support Adobe PDF Print Engine standards 21. Inline Finishing Must support minimum stacking capacity of 2000 sheets22. Must support multi-position stapling of up to 100 sheets23. Must provide for inline finishing support (i.e. 2/3 hole punch),

automatically create saddle-stitched booklets, square-edge spine

RFQ No. 901124


Item # Feature Requirements Specificationbooklet maker up to 200 sheets, capability to perform a booklet three knife-trim, etc.) C-Z folder to support tri-fold and engineering folds.

24. Job Recovery Automatic job recovery without need for reprogramming or reordering of stock in case of jam, misfeed, or any other interruption.

25.Satisfaction & Replacement Guarantee

Contract must contain specific language specifying a replacement guarantee program in the event the County is not satisfied with the performance of the equipment.

26.

Service Support Upgrades, retrofits to the hardware, firmware and support provided at no charge and included in lease maintenance agreement. Include remote diagnostics and service support. Ability to add options as required in the future.

27. Analyst Support Vendor shall make onsite technical analyst support available on an on-going basis for the full term of the lease.

28. Training and Customer Education

Vendor shall provide full on-site training for a minimum of 2 operators as part of and included in the lease.

29. Lease Expiration Units shall be billed on a month-to-month basis after the completion of the lease period until removal

3. Black & White Printer Specifications

Item # Feature Requirements Specifications1. Speed Ability to print at 125 images per minute (8½ x 11) 2. Ability to print up to 350 gsm 3. Image Quality Must print at an image resolution of 2400 x 2400 dpi 4. Must RIP at 1200 x 1200 dpi-Must RIP up to 1200 x 1200 dpi5. Must have ability to print utilizing multiple line screens 6. Registration Must have front to back registration of no greater than +/- 0.5 mm

7. Scanning Must have the ability to scan front and back of documents in a single pass up to 100ipm.

8. Must be able to scan color and B/W documents

9. Supported Paper Weights/Sizes

Must have ability to support up to 350 gsm Coated and Uncoated stock

10. Must have ability to support at a minimum of sheet size of 4.08"x8"11. Must have the ability to support a maximum sheet size of 13” x 19.2”

12. Must support/ include a minimum of 6 Paper Drawers/Tray with a post fusing insertion tray

13. Must have auto-tray switching14. Must have the capability to load paper while running

15. Reliability Must have/support a Duty Cycle of 700,000 monthly impressions. With an average Monthly Print Volume of 500,000 impressions

16. Job Recovery Automatic Job Recovery of allows for recovery of jobs without resubmitting of jobs

17. Toner Must have environmentally friendly Toner for sustainability purposes. 18. Must be able to Load Toner while machine is running19. Digital Front Must have capability to perform subset finishing of jobs 20. Must have ability to support ordered stock recovery21. Must have ability to provide support for existing file format

RFQ No. 901124


Item # Feature Requirements Specifications22. Inline Finishing Must support inline 2 and 3 hole punch23. Must support multi-position stapling of up to 100 sheets24. Must have ability to insert/interpose pre-printed documents into jobs 25. Must be able to create Booklets up to 25 sheets /100 pages.26. Must have the ability to create Square-edge spine with Face-trim

27. Must be modular with ability to support available finishing options as needed in the future

28. User Interface Intuitive graphical user interface

29. Lease Expiration Units shall be billed on a month-to-month basis after the completion of the lease period until removal

4. Document Assembly Tool

Item # Feature Requirement Specification1. User Interface Intuitive Graphical User interface 2. Ability to submit jobs to all print devices3. Features Easily Edit and Store jobs with full ticketing for reprinting purposes

4. Ability to create complex jobs including creating documents in multi up format utilizing Multiple Stocks, Tabs, Inserts, and/or Slipsheets

5. Support for current Document Assembly ticketing format6. Central storage location for all print jobs

5. Service and Support

Item # Feature Requirement Specification

1. Service Support Costs for software updates, upgrades, retrofits to the hardware, firmware and support to be included in lease maintenance agreement.

2. Remote Diagnostic and support.3. Ability to add additional finishing options in the future.

4. Analyst Support Vendor shall make onsite technical analyst support available on an on-going basis for the full term of the lease.

5. On-Site Repairs

Vendor will provide on-site repairs, including parts and labor, for all units for the entire term of the lease. These units require 24/7 on-site service in September and October, and 8/5 on-site service the rest of the year.

6. Training and Education Vendor shall provide full on-site training for a minimum of 2 operators as part of and included in the lease.

7. Satisfaction & Replacement Guarantee

Vendor lease shall include clause and specific language specifying a replacement guarantee program in the event The County is not satisfied with the performance of the equipment or software.

6. Web Submission Tool

Item # Feature Requirement Specification

1. User Interface Single user interface for users to order and submit jobs to the print shop remotely

2. Ability for users to reorder stored jobs from their accounts

RFQ No. 901124


3. Ability for users to retrieve status of jobs

4. Administration Ability to produce reports for Accounting, Statistics, and Inventory Reports; business solution oriented software.

5. Ability to send email confirmations to users on job Status6. Must be able to accept Credit Cards as payment for services7. Automatic generation of Billing and Invoices for jobs8. Ability to Customize Web interface for each user

7. Environmental Requirements

a. Equipment compatibility with recycled paper:

Contractor shall provide warranties and service contracts for equipment that do not prohibit the use of post-consumer recycled content paper.

(1) Energy Star Requirements:

Contractor shall provide equipment that is Energy Star® qualified to the most recent version of Energy Star® at the time of installation. The current version is Version 1.1 Energy Star® for Imaging Equipment which went into effect July 1, 2009 (see http://www.energystar.gov/).

F. DELIVERABLES / REPORTS

8. Contractor must provide monthly invoices showing the following minimal data for the billing period of each unit:

a. monthly usage, date and serial number for all service calls,

b. a starting, final, and total number of copies made,

c. beginning and ending date of the billing period,

d. beginning and end dates of the lease,

e. an Alameda County purchase order number,

f. telephone number and email address for billing questions.

II. CALENDAR OF EVENTS

EVENT DATE/LOCATIONRequest Issued May 14, 2013 Written Questions Due by 5:00 p.m. on June 5, 2013

RFQ No. 901124

http://www.energystar.gov/


Networking/Bidders Conference #1

June 4 @ 10:00 a.m. at: 1401 Lakeside Drive #222, Oakland CA 94612

Networking/Bidders Conference #2

June 5 @ 10:00 a.m. at: Public Works Agency Room 405 4825 Gleason Drive Dublin, CA 94568

Addendum Issued June 14, 2013 Response Due June 28, 2013 by 2:00 p.m.Evaluation Period July 7 – 21, 2013Vendor Interviews July 24, 2013Award Date July 31, 2013Contract Start Date August 12, 2013

Note: Award and start dates are approximate.

A. NETWORKING / BIDDERS CONFERENCES

Networking/bidders conferences will be held to:

1. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contracts that may result from this RFQ.

2. Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.

3. Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFQ.

4. Provide the County with an opportunity to receive feedback regarding the project and RFQ.

All questions will be addressed, and the list of attendees will be included, in an RFQ Addendum following the networking/bidders conferences.

Potential bidders are strongly encouraged to attend networking/bidders conferences in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

RFQ No. 901124


III. COUNTY PROCEDURES, TERMS, AND CONDITIONS

A. NOTICE OF RECOMMENDATION TO AWARD

1. At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA – Purchasing. The document providing this notification is the Notice of Recommendation to Award.

The Notice of Recommendation to Award will provide the following information:

a. The name of the bidder being recommended for contract award; and

b. The names of all other parties that submitted proposals.

2. At the conclusion of the RFQ process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

b. Debriefing may include review of successful bidder’s proposal with redactions as appropriate.

3. The submitted proposals shall be made available upon request no later than five (5) business days before approval of the award and contract by GSA.

B. TERM / TERMINATION / RENEWAL

9. The term of the contract, which may be awarded pursuant to this RFQ, will be either three (3) or five (5) years.

10. By mutual agreement, any contract which may be awarded pursuant to this RFQ, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.

C. BRAND NAMES AND APPROVED EQUIVALENTS

11. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

RFQ No. 901124


a. Clearly describe the alternate offered and indicate how it differs from the product specified; and,

b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.

12. The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.

13. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

D. QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

E. PRICING

14. Prices quoted shall be firm for the entirety of any contract that may be awarded pursuant to this RFQ, barring any upgrades or additions to the lease.

15. Price escalation for the second and third years of any contract awarded as a result of this RFQ shall not exceed the percentage increase stated by Bidder on the Bid Form, Exhibit A – Bid Response Packet.

16. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.

17. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

18. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

19. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

20. Taxes and freight charges:

a. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose,

RFQ No. 901124


except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.

b. Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

c. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.

21. Price quotes shall include any and all payment incentives available to the County.

22. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

23. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

F. AWARD

24. The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms and conditions.

25. Awards may also be made to the subsequent lowest responsible bidders who will be considered the Back-up Contractors and who will be called in ascending order of amount of their quotation.

26. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advance the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

http://acgov.org/auditor/sleb/overview.htm

RFQ No. 901124



For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 333316 Photographic and Photocopying Equipment Manufacturing as having no more than 1,000 employees over the last three (3) years.

An emerging business, as defined by the County, is one that has less than one-half (1/2) of the preceding amount and has been in business less than five (5) years.

27. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFQ or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.

28. The County reserves the right to award to a single or multiple Contractors.

29. The County has the right to decline to award this contract or any part thereof for any reason.

30. A contract must be negotiated, finalized, and signed by the recommended awardee prior to GSA approval.

31. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Bidder may access a copy of the Standard Services Agreement template can be found online at:

http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf

The template contains minimal Agreement boilerplate language only.

32. The RFQ specifications, terms, conditions and Exhibits, RFQ Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFQ.

G. METHOD OF ORDERING

33. Written POs will be issued upon approval of written itemized quotations received from the Contractor.

34. A written PO will be issued upon GSA approval.

35. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.

RFQ No. 901124

http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf


36. POs and payments for products and/or services will be issued only in the name of Contractor.

37. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

H. WARRANTY

38. Bidder expressly warrants that all goods and services to be furnished pursuant to any contract awarded it arising from the Bid will conform to the descriptions and specifications contained herein and in supplier catalogs, product brochures and other representations, depictions or models, and will be free from defects, of merchantable quality, good material and workmanship. Bidder expressly warrants that all goods and services to be furnished pursuant to such award will be fit and sufficient for the purpose(s) intended. This warranty shall survive any inspections, delivery, acceptance or payment by the County. Bidder warrants that all work and services furnished hereunder shall be guaranteed for a period the length of the lease, from the date of acceptance by the County.

I. INVOICING

39. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.

40. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.

41. County shall notify Contractor of any adjustments required to invoice.

42. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

43. Contractor shall utilize standardized invoice upon request.

44. Invoices shall only be issued by the Contractor who is awarded a contract.

45. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

46. The County will pay Contractor monthly or as agreed upon, not to exceed the total quote in the bid response.

RFQ No. 901124


J. ACCOUNT MANAGER / SUPPORT STAFF

47. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFQ and any contract which may arise pursuant to this RFQ.

48. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

49. Contractor account manager shall be familiar with County requirements and standards and work with the Sheriff’s Office to ensure that established standards are adhered to.

50. Contractor account manager shall keep the County Specialist informed of requests from departments as required.

IV. INSTRUCTIONS TO BIDDERS

A. COUNTY CONTACTS

GSA–Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA–Purchasing Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded.

All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on May 29, 2013 to:

John ButchartAlameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907Oakland, CA 94612E-Mail: [email protected]: (510) 208-9602

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to

RFQ No. 901124


http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

B. SUBMITTAL OF BIDS

51. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

52. Bids are to be addressed and delivered as follows:

Photo and Print Shop Equipment Leasing & SupportRFQ No. 901124Alameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907 *Oakland, CA 94612

Bidder's name, return address, and the RFQ number and title must also appear on the mailing package.

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. – 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

53. Bidders are to submit one (1) original hardcopy bid (Exhibit A – Bid Response Packet, including additional required documentation), with original ink signatures, plus three (3) copies of their proposal. Original proposal is to be clearly marked “ORIGINAL” with copies to be marked “COPY”. All submittals should be printed on plain white paper, and must be either loose leaf or in a 3-

RFQ No. 901124

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp


ring binder (NOT bound). It is preferred that all proposals submitted shall be printed double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single file (PDF with OCR preferred), and shall be an exact scanned image of the original hard copy Exhibit A – Bid Response Packet, including additional required documentation. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

54. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

55. No email (electronic) or facsimile bids will be considered.

56. All costs required for the preparation and submission of a bid shall be borne by Bidder.

57. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

58. All other information regarding the bid responses will be held as confidential until such time as the General Services Agency has completed its evaluation, a recommended award has been made by the General Services Agency, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) business days before the recommendation to award and enter into contract by the General Services Agency. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

RFQ No. 901124


59. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

60. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

61. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.

62. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the Contract Documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the Bid Documents.

63. The undersigned Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

64. It is understood that County reserves the right to reject this bid and that the bid shall remain open to acceptance and is irrevocable for a period of one hundred eighty (180) days, unless otherwise specified in the Bid Documents.

C. RESPONSE FORMAT

65. Bid responses are to be straightforward, clear, concise and specific to the information requested.

66. In order for bids to be considered complete, Bidder must provide responses to all information requested. See Exhibit A – Bid Response Packet

RFQ No. 901124


67. Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFQ may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Please refer to the County’s website at: http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm for more information regarding Proprietary and Confidential Information policies.

68. Bids will be evaluated on the basis of the annual cost for a 36 month lease. The annual cost for a 60 month lease is requested for informational purposes only.

RFQ No. 901124

http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm

EXHIBIT ABID RESPONSE PACKET

RFQ No. 901124– Photo and Print Shop Equipment Leasing & Support

To: The County of Alameda

From: (Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFQ, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS THREE (3) COPIES AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFQ

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFQ, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

Exhibit A – RFQ No. 901124

BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFQ, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFQ No. 901124– Photo and Print Shop Equipment Leasing & Support.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy [http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010 [http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program[http://acgov.org/auditor/sleb/overview.htm]

First Source [http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System [http://acgov.org/auditor/sleb/elation.htm]

General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information [http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]




http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://acgov.org/auditor/sleb/elation.htm

http://www.acgov.org/gsa/departments/purchasing/policy/compliance.htm

http://acgov.org/auditor/sleb/sourceprogram.htm

http://www.acgov.org/gsa/departments/purchasing/policy/first.htm


http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQ and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFQ. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFQ.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; OR

Bidder is a certified SLEB and is requesting 10% bid preference (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.


Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information:

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

SIGNATURE:

Name and Title of Signer:

Dated this day of 20


BID FORM 901124 Photo and Print Shop Equipment Leasing & Support

Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three or five year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Exhibit A – No. 901124


The 60 month lease price is for informational purposes only. Evaluation will be based upon the 36 month lease price.

36 Month Lease ( Evaluation will be based upon this price)

Existing Printer

(a) Monthly Usage - Color

(b) Monthly Usage - Black & White

Proposed Printer Model (including all

options to meet specifications)

(c) Cost per

Color Copy

( d ) Cost per B & W Copy

(e) Monthly Fee (including all

options to meet

specifications)

(f) Total cost per

month

f=(a*c)+(b*d)+e

(g) Months

(h) Extended 36 Month cost

(f x g)

1Docucolor DC 5000

C serial number W99180105

22,725 498 36

2Docucolor 6060 serial number

LLu0299641,070 7 36

3Model 4127 serial

number GYA880539

0 143,600 NA 36

4 Subtotal: 23,795 144,105

5 (i) Annual cost for all three units for 36 months: (h1 + h2 + h3)/3 = $

6

Check j, k, or l if appropriate: (j) [ ] If Local, located within Alameda County, then (i) x.95 =

(k) [ ] If SLEB certified then (j) x .95 =

(l) [ ] If Neither SLEB certified nor Local then (l) = (i) =

7 Vendor Name:__________________________________________________________________________ Phone:____________________________

8 Salesperson:____________________________________________________________________________ Date:_____________________________



60 Month Lease (For informational purposes only)

Existing Printer

(m) Monthly Usage - Color

(n) Monthly Usage - Black & White

Proposed Printer Model (including all

options to meet specifications)

(0) Cost per

Color Copy

( p ) Cost per B & W Copy

(q) Monthly Fee (including all

options to meet

specifications)

(r) Total monthly

costr=(m*o)+(n*p)+q

(s) Months

(t)Extended 60 Month cost

(r x s)

9

Docucolor DC 5000 C serial

number W99180105

22,725 498 60

10Docucolor 6060 serial number

LLu0299641,070 7 60

11Model 4127 serial

number GYA880539

0 143,600 NA 60

12 Subtotal: 23,795 144,105

13 (u) Annual cost for all three units for 60 months: (g1 + g2 + g3)/5 = $

14

Check u, v or w if appropriate: (v) [ ] If Local, located within Alameda County, then (u)x.95 =

(w) [ ] If SLEB certified then (v) x .95 =

(x) [ ] If Neither SLEB certified nor Local then (x) = (u) =

15 Vendor Name:_________________________________________________________________________ Phone:_____________________________

16 Salesperson:___________________________________________________________________________ Date:_______________________________


REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal/quotation and their corresponding page numbers. Tabs should separate each of the individual sections.

2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet.

(a) Bidder Information and Acceptance:

(1) Every Bidder must select one choice under Item 10 of page 3 of Exhibit A and must fill out and submit a signed page 4 of Exhibit A.

(b) SLEB Partnering Information Sheet:

(1) Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 30 of Exhibit A) indicating their SLEB certification status. If bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c) References:

(1) Bidders must use the templates on pages 31-32 of this Exhibit A – Bid Response Packet to provide references.

(2) Bidders are to provide a list of five (5) current and five (5) former clients. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.


Bidders must verify the contact information for all references provided is current and valid.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

(3) Bidder shall provide on a separate sheet(s), complete reference information for all public institutions or agencies for which it provides or has provided comparable product, systems and services. Each reference shall include the project name and location, the scope of services performed and the name, address, telephone and fax numbers of the person who may be contacted for reference information.

(4) The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(d) Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions and amendments, if any, to the RFQ and associated Bid Documents, and shall be submitted with your bid response using the template on page 33 of this Exhibit A – Bid Response Packet.

(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFQ. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:

(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;

(b) The role that the person will play in connection with the RFQ;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.

5. Description of the Proposed Equipment/System: Bid response shall include a description of the proposed equipment/system, as it will be finally configured during the term of the contract. The description shall specify how the proposed equipment/system will meet or exceed the requirements of the County and shall explain any advantages that this proposed equipment/system would have over other possible equipment/systems. The description shall include any disadvantages or limitations that


the County should be aware of in evaluating the QUOTATION. Finally, the description shall describe all product warranties provided by Bidder.

6. Description of the Proposed Services: Bid response shall include a description of the terms and conditions of services to be provided during the contract term including response times. The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s and County personnel involved, and the number of hours scheduled for such personnel. The description shall identify spare or replacement parts that will be required in performing maintenance services, the anticipated location(s) of such spare parts, and how quickly such parts shall be available for repairs. Finally, the description must: (1) specify how the services in the bid response will meet or exceed the requirements of the County; (2) explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County; and (3) identify any limitations or restrictions of Bidder in providing the services that the County should be aware of in evaluating its Response to this RFQ.

7. Implementation Plan and Schedule: The bid response shall include an implementation plan and schedule. The plan for implementing the proposed equipment/system and services shall include a County Acceptance Test Plan (ATP). In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final equipment/system and/or services.

8. Financial Statements

(a) Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at 1-800-700-2733 or http://www.dnb.com/government/contractor-management-portal.html; OR

(b) Audited financial statements for the past three (3) years


http://www.dnb.com/government/contractor-management-portal.html

SMALL LOCAL EMERGING BUSINESS (SLEB)PARTNERING INFORMATION SHEET

RFQ No. 901124–Photo and Print Shop Equipment Leasing & Support

In order to meet the Small Local Emerging Business (SLEB) requirements of this RFQ, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/index.htm).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________Street Address: _____________________________________________City_____________State______ Zip Code______Bidder Signature: Date:


http://www.elationsys.com/elationsys/index.htm



CURRENT REFERENCES

RFQ No. 901124 –Photo and Print Shop Equipment Leasing & Support

Bidder Name:

Company Name: Contact Person: Address: Telephone Number: City, State, Zip: E-mail Address: Services Provided / Date(s) of Service:






FORMER REFERENCES

RFQ No. 901124 –Photo and Print Shop Equipment Leasing & Support

Bidder Name:







EXCEPTIONS, CLARIFICATIONS, AMENDMENTS

RFQ No. 901124–Photo and Print Shop Equipment Leasing and Support

Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFQ and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: DescriptionPage No. Section Item No.

p. 23D 1.c. Vendor takes exception to…

*Print additional pages as necessary


EXHIBIT BINSURANCE REQUIREMENTS

Insurance certificates are not required at the time of submission; however, by signing Exhibit A – Bid Packet, the bidder agrees to meet the minimum insurance requirements stated in the RFQ, prior to award. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in this Exhibit B – Insurance Requirements.

The following page contains the minimum insurance limits, required by the County of Alameda, to be held by the Contractor performing on this RFQ:

*** SEE NEXT PAGE FOR COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS ***

Exhibit B – RFQ No. 901124Page 1

EXHIBIT C-1COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITSA Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability

$1,000,000 per occurrence (CSL)Bodily Injury and Property Damage

B Commercial or Business Automobile LiabilityAll owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL)Any AutoBodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL)Required for all contractors with employees

WC: Statutory LimitsEL: $100,000 per accident for bodily injury or disease

D Endorsements and Conditions : 1. ADDITIONAL INSURED: All insurance required above with the exception of Personal Automobile Liability, Workers’

Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a A.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise waived by Risk Management, and with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods:– Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party),

or at minimum named as an “Additional Insured” on the other’s policies.– Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:

- Department/Agency issuing the contract- With a copy to Risk Management Unit (125 – 12th Street, 3rd Floor, Oakland, CA 94607)

Certificate C-1 Page 1 of 1 Form 2001-1 (Rev. 03/15/06)

Exhibit B – RFQ No. 901124Page 2

EXHIBIT CVENDOR BID LIST

RFQ No. 901124–Photo and Print Shop Equipment Leasing & Support

Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 901124, and/or been issued a copy of this RFQ. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

RFQ No. 901124 - Photo and Print Shop Equipment Leasing & SupportBusiness Name Contact

NameContact Phone Address City St Email

Xerox Global Services- Incumbent ALAN SUSSMAN ( 415 ) 771-4443

7077 KOLL CENTER PKWY SUITE 100 Pleasanton CA [email protected]

AA Office Equipment Co., Inc. Robert Allen ( 510 ) 782-6110 2140 American Ave. HAYWARD CA [email protected]

AAA Computers & Technologies Ajay Shah ( 510 ) 623-7255 46583 Fremont Blvd. FREMONT CA [email protected]

Abacus Products Inc Jimmy Sanchez ( 510 ) 785-9990 23155 Kidder St HAYWARD CA [email protected]

Acclaim Print & Copy Centers Dan Karas ( 925 ) 829-7750 7106 Dublin Blvd DUBLIN CA [email protected]

Admail Express Inc Brian Schott ( 510 ) 477-6240 31640 Hayman St HAYWARD CA [email protected]

ADS Reprographic Svc Mike Attebery ( 925 ) 449-3486 262 Rickenbacker Cir LIVERMORE CA [email protected]

Advanced Printer Service Louis Forneris ( 925 ) 249-0570 3950 Valley Ave., #B PLEASANTON CA [email protected]

Advanced Technology Robert Clark ( 925 ) 779-13331814 Franklin St., Suite 805 OAKLAND CA [email protected]

AflexoDesigns Andrew Balkcom ( 510 ) 832-0715 353 MacArthur Blvd Ste 1 OAKLAND CA [email protected] Entertainment Group / Robert A Jacobs & Associates Robert Jacobs ( 510 ) 653-2450 7009 Broadway Terrace OAKLAND CA [email protected]

Alonzo Printing Co James Duffy ( 510 ) 293-3940 3266 Investment Blvd HAYWARD CA American Business Equipment Irene Manuel ( 800 ) 340-0675 650 WHITNEY ST.

SAN LEANDRO CA

American Western Graphics Dave Rosin ( 510 ) 562-0731 10027 Pippin St. OAKLAND CA [email protected]

ARSH Group IncTabassum Pathan ( 510 ) 265-1526

23839 Connecticut St. Unit #6 HAYWARD CA

Artichoke Productions Paul Kalbach ( 510 ) 655-1283 4114 Linden St OAKLAND CA [email protected] Printing & Promotions

Christeen Przepioski ( 510 ) 783-7600 1206 W Winton Ave HAYWARD CA [email protected]

Asap Quality Printing Jim Moxon ( 510 ) 487-532030970 Huntwood Ave # 314 HAYWARD CA [email protected]

Associated Business Machines Gary Walden ( 510 ) 428-1900 1552 Beach st. Suite Q EMERYVILLE CA [email protected]

Astro Business Technologies Erika Wilson ( 925 ) 447-4100 7500 National Dr. LIVERMORE CA [email protected]

Aurostar CorporationVasudeva Kamath ( 510 ) 249-9422

46560 Fremont Blvd., Unit 201 FREMONT CA [email protected]

Exhibit C – RFQ No. 901124Page 1

mailto:[email protected]

http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm



Baron Henry Scarpelli ( 510 ) 534-2700 655 Kennedy St OAKLAND CA

Berkeley Typewriter Co Thomas Wiard ( 510 ) 843-2326 1823 University Ave BERKELEY CA [email protected]

Blaisdell's Business Products Margee Witt ( 510 ) 483-3600 1645 Alvarado Street

SAN LEANDRO CA [email protected]

Budget Data Mailing & Printing Buford Johnson ( 510 ) 286-8800 2351 Poplar Street OAKLAND CA

Central Blueprint Co Daryle Bostrom ( 510 ) 276-3375 17132 E 14th St HAYWARD CA

Color Tone, Inc. Bobby Santos ( 510 ) 548-2695 2920 7th Street BERKELEY CA [email protected]

Container Decorating Inc Joe Gallegos ( 510 ) 489-9212 31090 San Clemente St HAYWARD CA

Copy Central Mary Tinney ( 510 ) 547-7300 5801 Christie Ave # 100 EMERYVILLE CA [email protected]

Copy Station Ana Maria Holtz ( 925 ) 924-0900 6601 Owens Drive #115 PLEASANTON CA [email protected]

Copy-N-Print Suresh Desai ( 510 ) 276-6456 1358 Fairmont DrSAN LEANDRO CA [email protected]

Crane Business Solutions Inc. Daniel Cheng ( 510 ) 893-2804

1150 EAST 12TH STREET OAKLAND CA [email protected]

Crystal Data Solutions Vernon Holloway ( 510 ) 452-1212610 - 16th Street, Suite 317 OAKLAND CA [email protected]

Dakota Press, Inc. Mari Reid ( 510 ) 895-1300 14400 Doolittle DriveSAN LEANDRO CA [email protected]

Deens Electronics, Inc. Afshaan Hashim ( 510 ) 656-4500 4450 Enterprise St # 116 FREMONT CA [email protected] Imaging Systems Inc

Nabila Faqirzadeh ( 925 ) 371-4100 6553 Las Positas Road LIVERMORE CA [email protected]

Empire Paper Corporation Matthew Meixell ( 510 ) 534-2700 655 Kennedy Street OAKLAND CA [email protected]

EnviroPressPhillip Granderson ( 510 ) 562-1220 1933 Davis Street, #284


Ergonomic Seating & Products Ted Chow ( 510 ) 526-3774

1611 San Pablo Ave. #10D BERKELEY CA [email protected]

Excel Graphics Robert Baker ( 510 ) 522-0462 1825 Clement Ave ALAMEDA CA Falcon Industrial Distributors Devin Henderson ( 510 ) 636-4750 675 Hegenberger Rd OAKLAND CA Fast Print Copying & Printing Eshete Bekele ( 510 ) 763-2661 3410 Lakeshore Ave OAKLAND CA [email protected]

Felt's Printing & Signs Deanna Felt ( 510 ) 487-5679 30502 Union City Blvd UNION CITY CA [email protected]

Folgergraphics Inc. Bill Briggs ( 510 ) 887-5656 2339 DAVIS AVE HAYWARD CA [email protected]

Ford Graphics Dilo Wijesuriya ( 510 ) 451-9060 2210 Magnolia Street OAKLAND CA [email protected] Something Back, Inc.

Michael Hannigan ( 800 ) 261-2619 7730 Pardee Ln OAKLAND CA [email protected]

Golden Gate Litho Don Asher ( 510 ) 568-5335 11144 Golf Links Rd. OAKLAND CA [email protected]

Greenlight Payments, Inc. Hares Nayabkhil ( 510 ) 415-61195050 Hacienda Drive, 1422 DUBLIN CA [email protected]

Gunderson Design Mike Gunderson ( 510 ) 749-00542033 Clement Avenue, Bldg 31, Ste. 228 ALAMEDA CA [email protected]

Harrah's Theatre Equipment Co Jerry Harrah ( 510 ) 881-4989 25613 Dollar St., #1 HAYWARD CA

Holt Graphic Arts, Inc. Layla Frates ( 510 ) 533-5452 800 Kennedy St OAKLAND CA [email protected]

Hotan Corp Glenda Chen ( 925 ) 829-5311 6700 Golden Gate Dr DUBLIN CA [email protected]

Hunza Graphics Rauf Habib ( 510 ) 549-1634 919 Stanford Ave OAKLAND CA [email protected]

Ikon Office Solutions, Inc. Maurice Stewart ( 510 ) 839-6399 1900 Webster St. Suite B OAKLAND CA [email protected]

Image ExpressJames Taechakampu ( 510 ) 785-3017

26034 Eden Landing Rd # 3 HAYWARD CA

ImagingTek, Inc. Phuong M. Du ( 510 ) 623-198146750 Fremont Blvd., Suite 105 FREMONT CA [email protected]




Isely Co Hank Scarpelli ( 510 ) 534-2700 655 Kennedy St OAKLAND CA

Jaf Intl Allen Leu ( 510 ) 487-3434 4856 Nadine Ct UNION CITY CA

JIF REPROGRAPHICS INC

FERDINAND ASUNCION

( 510 ) 445-0382

44700 INDUSTRIAL DR. UNIT C

FREMONT CA [email protected] Broadcasting Supply Inc. Judy Lu ( 201 ) 665-7311

5501 DeMarcus Blvd #365 DUBLIN CA [email protected]

K/P Corporation Whitlow Magor ( 510 ) 351-540013951 Washington Avenue


KBA Docusys, Inc. Esteban Duenas ( 510 ) 214-4055

32950 Alvarado Niles Rd., Ste 505

UNION CITY CA [email protected]

Konica Minolta Business Soluti David Offerman ( 510 ) 865-7200

1141 Harbor Bay Parkway, Ste 100

ALAMEDA CA [email protected]

L&D Printing, Inc John Leeman ( 510 ) 568-1378 45 Hegenberger Place OAKLAND CA [email protected]

Laminating Solutions Dan Coleman ( 510 ) 785-0100 2486 Technology Dr HAYWARD CA

Lanier Worldwide, Inc. Scott Garvin ( 925 ) 242-1017 1509 Zephyr Ave HAYWARD CA [email protected]

Legacy Business Solutions, LLC Doug Brearley ( 510 ) 651-6000

48834 Kato Rd. Suite 115A FREMONT CA [email protected]

Lexar Media CorpMichael DalPoggetto ( 510 ) 580-7347 47300 Bayside Pkwy FREMONT CA [email protected]

Litho Process Co Jerry De Castro ( 510 ) 864-8684 1818 Park St ALAMEDA CA [email protected]

Mail-Well Envelope Richard Jacala ( 510 ) 536-1204 1021 Cotton Street OAKLAND CA

New Tech Solutions Inc RAJESH PATEL ( 510 ) 353-40704179 Business Center Drive FREMONT CA [email protected]

Nexus IS Inc Steve Darragh ( 925 ) 226-3313 5200 Franklin Dr, Ste 120 PLEASANTON CA [email protected] Foil & Embossing Tom Nickelson ( 510 ) 657-9751 3225 Darby Cmn FREMONT CA North Cal Business Services Hector Canas ( 510 ) 794-7144 5632 Thornton Ave. NEWARK CA [email protected]

Office Relief Inc Brian Vest ( 510 ) 383-1190 516 McCormick St.SAN LEANDRO CA [email protected]

On-line Copy Corp Larry Muzinich ( 510 ) 226-6810 48815 Kato Rd FREMONT CA Pacific Color Graphics, Inc. Chris Grimes ( 925 ) 600-3006

440 Boulder Ct., Suite 100D PLEASANTON CA [email protected]

Pacific Print Resources Jon Lopez ( 510 ) 595-2207 1259 Park Ave. EMERYVILLE CA [email protected]

People's Choice Printing LLC Kriselle Caparas ( 510 ) 302-6650 1525 Webster Street OAKLAND CA [email protected]

Phoenix1 Stanley Williams ( 925 ) 768-3177 7 Commodore Dr. A462 EMERYVILLE CA [email protected]

Pioneer Printers Garm Lee ( 510 ) 785-4670 1546 W Winton Ave HAYWARD CA

Pitney Bowes Management Srv. Wayne Green ( 510 ) 682-3534 815 Atlantic Avenue ALAMEDA CA [email protected]

R R Donnelley & Sons Co Donna Duhe ( 510 ) 658-6308 2000 Powell St # 1100 EMERYVILLE CA

Rabbit Copiers, Inc Bill Buckner ( 925 ) 226-10246601 Koll Center Pkwy # 250 PLEASANTON CA [email protected]

Radstons Office PlusMARVIN HARRIS ( 510 ) 964-9604 1950 Shattuck Ave BERKELEY CA [email protected]

Ray Morgan Company John Propersi ( 925 ) 400-4162 7042 Commerce Circle PLEASANTON CA [email protected]

Return to Work Services Ana Recinos ( 510 ) 336-1203 3339 Herrier Street OAKLAND CA [email protected]

Ricoh Americas Maurice Stewart (510) 913-78472000 Crow Canyon Place Suite 350 San Ramon CA [email protected]

RMR & Associates LLC Rajiv Rai ( 415 ) 846-6361 1417 Fourth Street BERKELEY CA [email protected]

Roto Color Inc Ronald Close ( 510 ) 785-7686 1842 Sabre St HAYWARD CA

S M Copiers, Inc. Shapour Mirzai ( 510 ) 582-4522 1122 B St # 101 HAYWARD CA [email protected]




Security Safe Gary Hane ( 510 ) 732-8710 1753 Addison Way HAYWARD CA

Select Unlimited, Inc. Les Jacob ( 925 ) 803-12106398 Dougherty Road Suite 27 DUBLIN CA [email protected]

Sharp Business Systems Ron Barham ( 925 ) 931-4900 470 Boulder Court PLEASANTON CA [email protected]

Signal Perfection Limited Barbara Stuller ( 209 ) 827-1686 6681Sierra Lane, Ste. #F DUBLIN CA [email protected]

Silicon Valley Promotions Swaroop Patnaik ( 510 ) 445-1485 200 Brown Rd # 310 FREMONT CA

Slic Art Screen Print Ted Davis ( 925 ) 373-8105 3987 1st St # J LIVERMORE CA [email protected]

Socha VisualAlex Wojciechowski ( 415 ) 508-5927 631 85th Ave. OAKLAND CA [email protected]

Solstice Press Gabrielle Siegel ( 510 ) 451-4790 113 Filbert St OAKLAND CA [email protected] Business Process Doug Giovanni ( 510 ) 343-2100 7955 Edgewater OAKLAND CA [email protected]

SPECTRUM KEVIN FRAZIER ( 510 ) 638-5506 293 MACARTHUR BLVDSAN LEANDRO CA

Studio Blue Reprographics Inc Wendy Betty ( 925 ) 463-9660 7132-A Johnson Dr PLEASANTON CA [email protected]

Sunshine Graphics Nancy Souza ( 510 ) 651-1907 43255 Mission Blvd FREMONT CA

Sutherland Bicycle Shop Aids

Howard Sutherland ( 510 ) 547-3966 1609 63rd St EMERYVILLE CA

T. Bennett Services Inc Tim Bennett ( 925 ) 931-1204 1056B Serpentine Lane PLEASANTON CA [email protected]

Tabs Tomorrow Helen Tran ( 510 ) 841-0775 1050 Murray St BERKELEY CA

TENSION ENVELOPE CORP. Tom Carrigan ( 510 ) 836-7466 610 85TH ST. OAKLAND CA

Toshiba Laurie Corral (925) 277-216212677 Alcosta Blvd. Suite 100 San Ramon CA [email protected]

The Swenson Group, Inc. Jeff Swenson ( 925 ) 960-8910 207 Boeing Court LIVERMORE CA [email protected] of Calif. Printing Mary Becerra ( 510 ) 385-2321 1100 67th Street EMERYVILLE CA [email protected]

Vision Isle, LLC Carden Smith ( 510 ) 562-5377 2972 Teagarden StreetSAN LEANDRO CA [email protected]

Western Business Forms Steven Stone ( 510 ) 250-07104096 Piedmont Ave., #805 OAKLAND CA [email protected]

WOLCO Business Systems Eric Gayden ( 925 ) 685-2679 100 Swan Way #100 OAKLAND CA [email protected]

YSF Printing YSF Printing ( 510 ) 522-0108 ALAMEDA CA [email protected] Venture Capital Frontiers Karim Zaman ( 323 ) 730-1617 14472 Wicks Blvd.

