REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL 07-X For: PRINTING EQUIPMENT: Offset, Digital Duplicators, Thermal Sign Printing Equipment including Vinyl Plotters, Prepress and Bindery Equipment. Maintenance and Supplies (T-1234) Event Date Time Bidder s Electronic Question Due Date (Refer to RFP Section for more information.) Mandatory Pre-bid Conference (Refer to RFP Section for important details about the new electronic bid option.) Mandatory Site Visit (Refer to RFP Section for more information.) June 21, 2006 June 21, 2006 Not Applicable 5:00 pm 10:00 am Bid Submission Due Date (Refer to RFP Section for more information.) July 7, :00 pm Dates are subject to change. All changes will be reflected in Addenda to the RFP posted on the Division of Purchase and Property website. Small Business Set-Aside (Refer to RFP Section for more information.) RFP Issued By State of New Jersey Department of the Treasury Division of Purchase and Property Trenton, New Jersey Date: 06/05/06 Status Not Applicable Entire Contract Partial Contract Subcontracting Only Category I II III Using Agency State of New Jersey Cooperative Purchasing Participants

2 Table of Contents 1.0 INFORMATION FOR BIDDERS PURPOSE AND INTENT BACKGROUND KEY EVENTS ELECTRONIC QUESTION AND ANSWER PERIOD SUBMISSION OF BID PROPOSAL MANDATORY PRE-BID CONFERENCE ADDITIONAL INFORMATION ADDENDA: REVISIONS TO THIS RFP BIDDER RESPONSIBILITY COST LIABILITY CONTENTS OF BID PROPOSAL PRICE ALTERATION JOINT VENTURE PRICE LIST AND/OR CATALOG PRICING DEFINITIONS GENERAL DEFINITIONS SCOPE OF WORK & METHOD OF OPERATION GENERAL INFORMATION EQUIPMENT COVERED CATEGORY 1 - OFFSET PRINTING EQUIPMENT, MAINTENANCE AND SUPPLIES PRICE SCHEDULES OFFSET PRINTING EQUIPMENT EQUIPMENT MAINTENANCE PRICE SHEET EQUIPMENT MAINTENANCE PAYMENTS HOURLY PER CALL SUPPLIES CATEGORY 2 - DIGITAL DUPLICATOR PRINTING EQUIPMENT - MAINTENANCE AND SUPPLIES PRICE SCHEDULES DIGITAL DUPLICATOR PRINTING EQUIPMENT EQUIPMENT MAINTENANCE PRICE LINES EQUIPMENT MAINTENANCE HOURLY CALL RATE SUPPLIES CATEGORY 3A - THERMAL SIGN PRINTERS AND 3B - VINYL CUTTING PLOTTERS - EQUIPMENT - MAINTENANCE AND SUPPLIES PRICE SCHEDULES 3A THERMAL SIGN PRINTERS AND 3B VINYL CUTTING PLOTTERS EQUIPMENT MAINTENANCE PRICE LINES EQUIPMENT MAINTENANCE PER CALL HOURLY RATE SUPPLIES CATEGORY 4 - PREPRESS PRINTING EQUIPMENT, MAINTENANCE, SUPPLIES PRICE SCHEDULES PREPRESS PRINTING EQUIPMENT EQUIPMENT MAINTENANCE PRICE LINES

3 EQUIPMENT MAINTENANCE PER CALL HOURLY RATE SUPPLIES CATEGORY 4 - BINDERY PRINTING EQUIPMENT (POSTPRESS), MAINTENANCE, SUPPLIES PRICE SCHEDULES PREPRESS PRINTING EQUIPMENT EQUIPMENT MAINTENANCE PRICE LINES EQUIPMENT MAINTENANCE PER CALL HOURLY RATE SUPPLIES PARTS REPLACEMENT FOR HOURLY RATE SERVICE PLAN RESPONSE TIME FOR PER CALL SERVICE SUPPLIES PRICES - (APPLIES TO ALL CATEGORIES) BIDDER REQUIREMENTS ELIGIBILITY AND QUALIFICATIONS OEM DEALERS WARRANTIES NEW & OBSOLETE MODELS MAINTENANCE SERVICES CONSUMABLE SUPPLIES WRITTEN QUOTATIONS DELIVERY INSTALLATION CHARGES REPLACEMENT OF UNSATISFACTORY SUPPLIES PERSONNEL TRAINING AND TECHNICAL SUPPORT MANUFACTURERS DESCRIPTIVE LITERATURE BID PRICES EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES EQUIPMENT ACQUISITION PAYMENT METHODOLOGY MAINTENANCE PAYMENTS BID PROPOSAL PREPARATION AND SUBMISSION GENERAL BID PROPOSAL DELIVERY AND IDENTIFICATION NUMBER OF BID PROPOSAL COPIES BID PROPOSAL CONTENT FORMS THAT MUST BE SUBMITTED WITH BID PROPOSAL SIGNATORY PAGE OWNERSHIP DISCLOSURE FORM DISCLOSURE OF INVESTIGATIONS/ACTIONS INVOLVING BIDDER NOTICE OF INTENT TO SUBCONTRACT FORM PROOF OF REGISTRATIONS THAT MUST BE SUBMITTED WITH THE BID PROPOSAL BUSINESS REGISTRATION CERTIFICATE FROM THE DIVISION OF REVENUE SMALL BUSINESS SET-ASIDE CONTRACTS FORMS THAT MUST BE SUBMITTED BEFORE CONTRACT AWARD AND SHOULD BE SUBMITTED WITH THE BID PROPOSAL MACBRIDE PRINCIPLES CERTIFICATION AFFIRMATIVE ACTION SERVICES SOURCE DISCLOSURE FORM SUBMITTALS BIDDER EXPERIENCE - DATA SHEETS SAMPLES/SAMPLE TESTING ACTION PLAN FINANCIAL CAPABILITY OF THE BIDDER PRICING

4 5.0 SPECIAL CONTRACTUAL TERMS AND CONDITIONS PRECEDENCE OF SPECIAL CONTRACTUAL TERMS AND CONDITIONS CONTRACT TERM AND EXTENSION OPTION CONTRACT TRANSITION CONTRACT AMENDMENT ITEMS ORDERED AND DELIVERED REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL CONTRACT REQUIREMENTS MANUFACTURING/PACKAGING REQUIREMENTS CLAIMS CONTRACT ACTIVITY REPORT PROPOSAL EVALUATION/CONTRACT AWARD CONTRACT EVALUATION ORAL PRESENTATION AND/OR CLARIFICATION OF BID PROPOSAL BID DISCREPANCIES NEGOTIATION AND BEST AND FINAL OFFER (BAFO) CONTRACT AWARD DOCUMENTS REQUIRED BEFORE CONTRACT AWARD REQUIREMENTS OF N.J.S.A. 19:44A (FORMERLY EXECUTIVE ORDER 134) DEFINITIONS BREACH OF TERMS OF THE LEGISLATION CERTIFICATION AND DISCLOSURE REQUIREMENTS STATE TREASURER REVIEW SOURCE DISCLOSURE REQUIREMENTS REQUIREMENTS OF N.J.S.A. 52: SOURCE DISCLOSURE REQUIREMENTS BREACH OF CONTRACT OF EXECUTIVE ORDER FINAL CONTRACT AWARD INSURANCE CERTIFICATES CONTRACT ADMINISTRATION CONTRACT MANAGER STATE CONTRACT MANAGER RESPONSIBILITIES COORDINATION WITH THE STATE CONTRACT MANAGER

5 1.0 INFORMATION FOR BIDDERS 1.1 PURPOSE AND INTENT This Request for Proposal (RFP) is issued by the Purchase Bureau, Division of Purchase and Property, Department of the Treasury on behalf of all State Agencies and Cooperative Purchasing participants. The purpose of this RFP is to solicit bid proposals for the various printing equipment and related duplicating machinery and maintenance services. The intent of this RFP is to award 2 year contracts to those responsible bidders whose bid proposals, conforming to this RFP are most advantageous to the State, price and other factors considered. However, the State reserves the right to separately procure individual requirements that are the subject of the contract during the contract term, when deemed by the Director to be in the State s best interest. The NJ Standard Terms & Conditions will apply to all contracts or purchase agreements made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically indicates otherwise. 1.2 BACKGROUND Offset printing equipment, Digital Duplicators, Thermal sign printers, Vinyl plotters, Prepress and Bindery equipment may be required by various State Agencies and others to update their facilities over the life of this contract and any extension periods. This contract does not guarantee business, however, recent technological advances in the printing industry in general may warrant updating facilities to maximize efficiencies and thus save taxpayer dollars. This new procurement combines two contracts into one. Bidders who are interested in the current contract specifications and pricing information may review the current contracts- T-0504 and T-1234, at KEY EVENTS ELECTRONIC QUESTION AND ANSWER PERIOD The Purchase Bureau will accept questions and inquiries from all potential bidders electronically via web form. To submit a question, please go to Current Bid Opportunities webpage or to Questions should be directly tied to the RFP and asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates. Bidders are not to contact the Using Agency directly, in person, by telephone or by , concerning this RFP. 5

6 The cut-off date for electronic questions and inquiries relating to this RFP is indicated on the cover sheet. Addenda to this RFP, if any, will be posted on the Purchase Bureau website after the cut-off date (see Section of this RFP for further information.) SUBMISSION OF BID PROPOSAL In order to be considered for award, the bid proposal must be received by the Purchase Bureau of the Division of Purchase and Property at the appropriate location by the required time. ANY BID PROPOSAL NOT RECEIVED ON TIME AT THE LOCATION INDICATED BELOW WILL BE REJECTED. THE DATE AND TIME IS INDICATED ON THE COVER SHEET. THE LOCATION IS AS FOLLOWS: BID RECEIVING ROOM - 9TH FLOOR PURCHASE BUREAU DIVISION OF PURCHASE AND PROPERTY DEPARTMENT OF THE TREASURY 33 WEST STATE STREET, P.O. BOX 230 TRENTON, NJ Directions to the Purchase Bureau can be found at the following web address: Note: Bidders using USPS Regular or Express mail services should allow additional time since USPS mail deliveries are not delivered directly to the Purchase Bureau Mandatory Pre-Bid Conference The date and time of the Mandatory Pre-Bid Conference is indicated on the cover sheet. The location of the Mandatory Pre-Bid Conference will be as follows: New Jersey Purchase Bureau 33 West State Street-9 th Floor Bid Room Trenton, NJ Bid proposals will be automatically rejected from any bidder that was not represented or failed to properly register at the Mandatory Pre-Bid Conference. The purpose of the Mandatory Pre-Bid Conference is to provide a structured and formal opportunity for the State to accept questions from vendors regarding this RFP. 1.4 ADDITIONAL INFORMATION ADDENDA: REVISIONS TO THIS RFP In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum. Any addendum to this RFP will become part of this RFP and part of any contract awarded as a result of this RFP. ALL RFP ADDENDA WILL BE ISSUED ON THE DIVISION OF PURCHASE AND PROPERTY WEB SITE. TO ACCESS ADDENDA, SELECT THE BID NUMBER ON THE BIDDING OPPORTUNITIES WEB PAGE AT THE FOLLOWING ADDRESS: 6

7 There are no designated dates for release of addenda. Therefore interested bidders should check the Purchase Bureau "Bidding Opportunities" website on a daily basis from time of RFP issuance through bid opening. It is the sole responsibility of the bidder to be knowledgeable of all addenda related to this procurement BIDDER RESPONSIBILITY The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a bidder's failure to be knowledgeable as to all of the requirements of this RFP COST LIABILITY The State assumes no responsibility and bears no liability for costs incurred by a bidder in the preparation and submittal of a bid proposal in response to this RFP CONTENTS OF BID PROPOSAL Subsequent to bid opening, all information submitted by bidders in response to the bid solicitation is considered public information, except as may be exempted from public disclosure by the Open Public Records Act, N.J.S.A. 47:1A-1 et seq., and the common law. A bidder may designate specific information as not subject to disclosure when the bidder has a good faith legal/factual basis for such assertion. The State reserves the right to make the determination and will advise the bidder accordingly. The location in the bid proposal of any such designation should be clearly stated in a cover letter. The State will not honor any attempt by a bidder either to designate its entire bid proposal as proprietary and/or to claim copyright protection for its entire proposal. All bid proposals, with the exception of information determined by the State to be proprietary, are available for public inspection. Interested parties can make an appointment with the Purchase Bureau to inspect bid proposals received in response to this RFP PRICE ALTERATION Bid prices must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure to initial price changes shall preclude a contract award from being made to the bidder JOINT VENTURE If a joint venture is submitting a bid proposal, the agreement between the parties relating to such joint venture should be submitted with the joint venture s bid proposal. Authorized signatories from each party comprising the joint venture must sign the bid proposal. A separate Ownership Disclosure Form, Disclosure of Investigations and Actions Involving Bidder, Affirmative Action Employee Information Report, MacBride Principles Certification, and Business Registration or Interim Registration must be supplied for each party to a joint venture. 7

8 1.5 PRICE LIST AND/OR CATALOG PRICING See Exhibit 1-Exclusive State of New Jersey Price Schedules and Exhibit 2-Printing Equipment Supplies Price List. This is in the form of a separate attachment to this RFP. 2.0 DEFINITIONS 2.1 GENERAL DEFINITIONS The following definitions will be part of any contract awarded or order placed as result of this RFP. Addendum - Written clarification or revision to this RFP issued by the Purchase Bureau. Amendment - A change in the scope of work to be performed by the contractor after contract award. An amendment is not effective until signed by the Director, Division of Purchase and Property or his/her designee. Bidder A vendor submitting a bid proposal in response to this RFP. Contract - This RFP, any addendum to this RFP, the bidder's bid proposal submitted in response to this RFP and the Division's Notice of Acceptance. Contractor - The contractor is the bidder awarded a contract. Director - Director, Division of Purchase and Property, Department of the Treasury. By statutory authority, the Director is the chief contracting officer for the State of New Jersey. Division - The Division of Purchase and Property. Joint Venture A business undertaking by two or more entities to share risk and responsibility for a specific project. May - Denotes that which is permissible, but not mandatory. Request for Proposal (RFP) - This document, which establishes the bidding and contract requirements and solicits bid proposals to meet the purchase needs of [the] Using Agency[ies], as identified herein. Shall or Must - Denotes that which is a mandatory requirement. Should - Denotes that which is recommended, but not mandatory. State - State of New Jersey Using Agency[ies]- The entity[ies] for which the Division has issued this RFP. 8

9 3.0 SCOPE OF WORK & METHOD OF OPERATION 3.1 GENERAL INFORMATION This is a term contract for the PURCHASE ONLY of various types of Printing Equipment which for purposes of this contract have been divided into 5 categories: CATEGORY 1 - OFFSET PRINTING EQUIPMENT, MAINTENANCE & SUPPLIES. CATEGORY 2 -DIGITAL DUPLICATOR PRINTING EQUIPMENT, MAINTENANCE AND SUPPLIES. CATEGORY 3A - THERMAL SIGN PRINTING EQUIPMENT, MAINTENANCE AND SUPPLIES. 3B - VINYL CUTTING PLOTTER EQUIPMENT, MAINTENANCE AND SUPPLIES. CATEGORY 4 - PREPRESS PRINTING EQUIPMENT, MAINTENANCE AND SUPPLIES. CATEGORY 5 - BINDERY PRINTING EQUIPMENT (POSTPRESS), MAINTENANCE AND SUPPLIES. IMPORTANT INFORMATION PERTINENT TO THIS BID Bidders must pay attention to the restrictions on the number of pieces of equipment it can offer per category. Bidders are required to submit a purchase price for equipment which must include, bundled in the price, a one year warranty period to include maintenance and parts and, beginning at the end of the warranty period, a consecutive two year maintenance agreement which also includes full maintenance service and mileage. PLEASE NOTE: Although the cost of maintenance will be a factor the End Users will take into consideration when selecting equipment, End Users are not obligated to purchase the extended maintenance after the initial year if that is their choice. Bidders are required to fill out the exclusive PRICE SCHEDULE for each piece of equipment that is being bid on in each respective category. These PRICE SCHEDULES are supplied as a separate attachment to this RFP titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES. A catalog or other price list will be unacceptable. These price schedules are supplied as a writable, savable Excel document. The supplied file contains a worksheet for each Price Schedule, there are 6 worksheets in the file. Bidders must submit a hard copy with their bid in the traditional manner and also supply an electronic copy saved to a CD. This electronic copy will be used by the Purchase Bureau to upload to the NOA page for users of the contract. The NOA page will be accessible at: MAINTENANCE AND ACCESSORIES - In the instance of two bidders who offer equipment which are the same make and model an evaluation will be made to determine which equipment is the lowest price. The cost of maintenance will be factored in as well as the Accessories Included in the base price. When one vendor offers different accessories included from the other, the Printing Unit will make a determination as to the more favorable offer by using the total price together with the value added by the ACCESSORIES INCLUDED to the piece of equipment. OPTIONAL ACCESSORIES - During this evaluation, the prices submitted for Optional Accessories the cost of such accessories may also be used in the evaluation as to low bid. If one vendor offers different ACCESSORIES INCLUDED from the other competing bidder in its base price the Printing Unit may add the cost of the OPTIONAL ACCESSORIES into the Evaluation to determine the lowest bid for each competing offering. 9

10 If, in the evaluation of the competing products by the Printing Unit it is determined that both identical make and model of equipment have accessories included which both may be desirable to Using Agencies and the prices are within those acceptable to the State, the Printing Unit may consider placing both on contract. Bidders are reminded that all prices submitted under this contract are Government Price and not price charged to the private sector or retail customers. Furthermore, prices will be monitored to be compared to GSA prices. In order to provide related supplies, bidders must submit an exclusively prepared SUPPLIES PRICE LIST. This form is also provided as a separate attachment to this RFP titled: EXHIBIT 2- EXCLUSIVE STATE OF NEW JERSEY SUPPLIES PRICE LIST. Items entered on this price list are to be only appropriate to the equipment being offered. A Supplies Price List may be submitted for each offering of Category 1,2,3,4 and 5. This Exhibit may be duplicated. Bidders must submit a hard copy with their bid in the traditional manner and also supply an electronic copy saved to a CD. Awards for supplies will be made based on the brands submitted and compatibility with the equipment to be placed on contract. Like brands will be evaluated to determine the lowest bid for each item based on the unit price. The Purchase Bureau will evaluate the Supplies Price List submissions to determine if they should become a part of the final contract. The Purchase Bureau may compare submissions to other State contracts, Federal GSA contracts, industry standards or any combination thereof. Supply Price submissions deemed as NOT IN THE BEST INTEREST OF THE STATE OF NEW JERSEY may be eliminated as a part of the contract. State agencies using this contract will select equipment that is most appropriate to each Agency's actual needs, and according to each machine and model's specified performance. The State encourages a trade-in value to be placed on the old equipment at the time of purchase of the new machine if the Using Agency wishes to trade in old equipment. The trade-in value will be deducted from the actual cost of the purchased item on contract. The State reserves the right to apply any one trade-in to the purchase of any one new unit. The State will determine whether it will utilize any trade-in values or if the currently-owned equipment will remain the property of the State of New Jersey. The supplier of the new equipment will be required to remove the trade-in from the Agency's premises at no additional cost to the Agency. Price and other factors will determine which equipment best suits Agency needs. Other factors include, but are not limited to, ease of operation, equipment performance, past experience with equipment, trade in offer, space requirements, equipment diagnostics, configuration, and favorably priced additional available accessories. This contract does not endorse and will not be involved with any leasing arrangements. OEM and Dealer certification rules apply as stated in the Bidder Requirements section that follows EQUIPMENT COVERED The State may accept additional miscellaneous related equipment for each category that may have: value added applications for State and Local governments, is not covered under another State contract, and can be demonstrated that a specific need exists by a Using Agency. Vendors must submit a completed PRICE SCHEDULE with Warranty and Maintenance Service included for each submittal in the EQUIPMENT categories. Using Agencies have the option of purchasing annual maintenance or Per Call Maintenance, or neither. No piece of equipment with a unit list price exceeding $50, including warranty and maintenance will be accepted in any Category on this contract. 10

11 PLEASE REFER TO SECTION ON BIDDER REQUIREMENTS WHICH FOLLOWS AT THE END OF THE CATEGORIES DESCRIPTIONS. THE BIDDER REQUIREMENTS APPLY TO ALL CATEGORIES 3.3 CATEGORY 1 - OFFSET PRINTING EQUIPMENT, MAINTENANCE AND SUPPLIES This Category covers Duplicator size, one color printing presses with sheet sizes up to 13 x 20. (New Equipment only). A Perfector (duplex) model may be included. Vendors are allowed to submit competitive prices for up to 3 Duplicator models and 1 Perfector (duplex) model. Outright Purchase PRICE SCHEDULES OFFSET PRINTING EQUIPMENT The blank EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES ready for downloading will be supplied as a separate attachment to this RFP, and are titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES. The following page is an example of how the PRICE SCHEDULE for printing equipment will look EQUIPMENT Vendors are to include on the CATEGORY 1 - OFFSET PRINTING EQUIPMENT PRICE SCHEDULE, all information requested. Include the price for the base machine and list the accessories you deem necessary to properly operate an offset printing press in a State run print shop. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment. Bidders should also list in Section E of the PRICE SCHEDULE, any available Optional Accessories and prices which are available and are not an integral part of the press. For example, a Spray Gun or a second color head may not be vital in a State print shop but could be made available as an Optional Accessory. 11

12 Make copies of the CATEGORY 1 - OFFSET PRINTING EQUIPMENT PRICE SCHEDULE blank and provide all the necessary information needed for evaluation. Bidders should also supply Price Schedules electronically on a CD. Bidders must submit brochures or other literature for each piece of equipment. Vendors also must make the literature available to prospective buyers to help in purchasing decisions. Since this is a Statewide contract bidders must submit an ACTION PLAN detailing how they intend to provide statewide Sales and Maintenance to End Users MAINTENANCE Include the price for 1st year maintenance service (after warranty period) and 2nd year maintenance service which will be used for billing purpose. Maintenance is full service, on call as needed. No monthly preventive maintenance is required. Travel mileage is to be included in the yearly price. Parts will be billed to the State after the one year warranty period. Awards will be made based on the PRICE SCHEDULES that the bidder submits. Prices must include installation, 3 days of training, a press blanket and other consumables, and sufficient chemicals to bring the equipment up to speed. 3.4 PRICE SHEET (THE PRICE LINES WILL BE USED INTERNALLY ONLY TO ENABLE STATE AGENCIES TO ISSUE PURCHASE ORDERS USING THE STATE S MACS-E PURCHASING SOFTWARE. PRICE LINES WILL BE USED BY THE AGENCY TO CORRESPOND WITH THE RESPECTIVE PRICE SCHEDULE AND SUPPLIES PRICE LIST) EQUIPMENT Price Line 1. (FOR STATE AGENCY USE, BIDDER NEED NOT FILL IN). The price lines are for State use and are necessary to issue purchase orders using the State s MACS-E purchasing software. Vendors are encouraged to provide a trade in rebate and apply it to the price. The trade in will include the cost of removal. The Using Agency must determine the efficacy of accepting the trade in or allowing the old equipment to go to the State s surplus MAINTENANCE PAYMENTS Price Line 2 (FOR AGENCY USE ONLY) will be used to pay for maintenance in arrears or in advance at the discretion of the agency. Bidders should indicate a discount on the Price Schedule for an annual MAINTENANCE payment in advance by the agency. The maintenance cost will be taken from the PRICE SCHEDULE for each piece of equipment. IMPORTANT - The prices submitted for years 1 and 2 are also to be used for maintenance of existing installations for already installed equipment that is the same make and model or a similar make and model. This event may occur after some time in the near future when the present equipment contract for Printing Equipment (T-1234) expires on or about June 30, 2006, since it includes the maintenance and supplies for the installed base. The plan is to have no gap in service HOURLY PER CALL Price Line 3 will be used by Agencies to provide for an HOURLY PER CALL RATE for all new installations produced under this contract. It will also be used in the future to pay for Per Call Maintenance for existing installations from the current Printing equipment contract T Bidders should include this price on the Price Schedule. 12

13 3.4.4 SUPPLIES Price Line 4 is to be used by State Agencies to purchase chemicals, supplies and consumables from an exclusive SUPPLIES PRICE LIST to be submitted by the vendor with the bid. The SUPPLIES PRICE LIST is supplied as an Excel file called EXHIBIT-2 SUPPLIES PRICE LIST. Include consumables such as spray powder, blankets, ink, press wash up, fountain chemicals, etc. on this price schedule(one sheet, two sides maximum). If the contract is extended after the two year period the vendor may submit updated prices for supplies and consumables using the same Price List format. 3.5 CATEGORY 2 - DIGITAL DUPLICATOR PRINTING EQUIPMENT - MAINTENANCE AND SUPPLIES This Category features Digital Duplicator type equipment typically used by School Districts in the State. Bidders will be allowed to submit competitive prices for up to five (5) equipment configurations by make and model in this category. This is an outright purchase contract only PRICE SCHEDULES DIGITAL DUPLICATOR PRINTING EQUIPMENT The blank EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES ready for downloading will be supplied as a separate attachment to this RFP titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULE. The following page is an example of how the PRICE SCHEDULE for digital duplicator printing equipment will look: EQUIPMENT Bidders are to include all information requested on the DIGITAL DUPLICATOR PRINTING EQUIPMENT PRICE SCHEDULE. Include the price for the base machine with accessories you deem necessary to properly operate a DIGITAL DUPLICATOR predominately in a school environment. List additional accessories separately with the monthly cost, outright purchase price, and maintenance cost by Cost Per 13

14 Copy minimums as stated on the PRICE SCHEDULE. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment and including the maintenance prices. Bidders should also list in Section D of the PRICE SCHEDULE, any available Optional Accessories and prices which are available and are not an integral part of the machine. Since this is a Statewide contract bidders must submit an ACTION PLAN detailing how they intend to provide statewide Sales and Maintenance to End Users. Make copies of the blank CATEGORY 2-DIGITAL DUPLICATOR PRINTING EQUIPMENT PRICE SCHEDULE and provide all the necessary information needed for evaluation. Bidders should also supply Price Schedules electronically on a CD. Submit brochures and other literature for each piece of equipment. Vendors should make the literature available to prospective buyers to help in purchasing decisions. Awards will be made based on the PRICE SCHEDULES which the bidder submits. Prices include installation, 3 days of training, start up consumables, and sufficient chemicals to bring the equipment up to speed MAINTENANCE COST PER COPY MAINTENANCE - Bidders are required to fill out the PRICE SCHEDULE in its entirety including the requested Maintenance Cost Per Copy Price. When applying these annual maintenance prices to a new or existing installation, Contractors will be guaranteed a minimum Annual Total depending on the number of copies made per year. For example B1 - Cost Per Copies per year will be guaranteed the Annual Total Cost. For example B4 - Cost Per Copies per year will be guaranteed the Annual Total Cost. Copies made over the guaranteed minimum will be charged at the CPC established rate for that level of copies made. Conversely, if the installation fails to meet the annual Total established copy level, the Vendor may be required to adjust the bill accordingly by using the next lowest tier level and charging for additional copies made over the minimum guarantee. An abnormal level of machine breakdowns or maintenance downtime can produce an adjustment. Maintenance can be paid for in advance or in arrears with agreement of the Using Agency. Reconciliation of excess copies can be made periodically at mutually agreed upon intervals. Maintenance is full service, on call as needed. No monthly preventive maintenance is required. REPLACEMENT PARTS, INK, AND TRAVEL MILEAGE are to be included in the COST PER COPY MAINTENANCE price. SPIRIT MASTERS may be billed separately by submitting a Two Page Price List of available supplies. 3.6 PRICE LINES EQUIPMENT Price Line 5 will be used by State Agencies in the MACS-E purchasing system to purchase the equipment. Using Agencies will put the net price in line 5 after deducting trade in rebate. (FOR AGENCY USE ONLY). Vendors are encouraged to provide a trade in rebate and apply it to the price. The trade in will include the cost of removal. The Using Agency must determine the efficacy of accepting the trade in or allowing the old equipment to go to the State s surplus. 14

15 3.6.2 MAINTENANCE Price Line 6 will be used to pay for maintenance in arrears or in advance at the discretion of the agency. Bidders may indicate a discount on the Price Schedule for an annual MAINTENANCE payment in advance by the Agency. (FOR AGENCY USE ONLY). A departure from previous maintenance contracts for this item requires that the bidder provide an annual maintenance charge based on a COST PER COPY and the number of copies made per year. The Vendor is guaranteed to be paid for the base copies whether the Agency does them or not. And will be paid for other copies made. The maintenance cost based on a Cost Per Copy will be taken from the PRICE SCHEDULE for each piece of equipment. Copies made in between the base amounts will be billed pro rata based on the closest annual amount. IMPORTANT - The cost per copy prices submitted are also to be used for maintenance of existing installations from the current T-0504 and which will be expired. Apply the prices to the same make and model or a similar make and model. This event may occur after some time in the near future when the present equipment contract for DIGITAL DUPLICATORS, T-0504, expires since it includes the maintenance and supplies for the installed base. The plan is to have no gap in service HOURLY CALL RATE Price Line 7 will be used by Agencies to provide for an HOURLY PER CALL RATE for all new installations produced under this contract. It will also be used in the future to pay for Per Call Maintenance for existing installations from the current DIGITAL DUPLICATOR, maintenance and supplies contract T Bidders should include this price on the Price Schedule SUPPLIES Price Line 8 - Using Agencies may purchase chemicals, supplies and consumables from the exclusive SUPPLIES PRICE LIST (one sheet, two sides maximum) to be supplied by the vendor with the bid. If the contract is extended after the two year period the vendor can submit updated prices for supplies using the same Price List format. 3.7 CATEGORY 3A - THERMAL SIGN PRINTERS AND 3B - VINYL CUTTING PLOTTERS - EQUIPMENT - MAINTENANCE AND SUPPLIES This Category features THERMAL SIGN PRINTERS & VINYL CUTTING PLOTTERS used for sign making. Bidders will be allowed to submit competitive prices for TWO (2) equipment configurations/size by make and model in these sub categories. This is an outright purchase contract only PRICE SCHEDULES 3A THERMAL SIGN PRINTERS AND 3B VINYL CUTTING PLOTTERS The blank EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES ready for downloading will be supplied as a separate attachment to this RFP titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES. 15

16 3.7.2 EQUIPMENT Vendors are to include all information requested on the PRICE SCHEDULES for THERMAL SIGN PRINTING EQUIPMENT (CATEGORY 3A) and VINYL CUTTING PLOTTERS (CATEGORY 3B). Include the price for the base machine with accessories you deem necessary to properly operate the equipment predominately in a sign shop. Bidders should also list in Section E of the PRICE SCHEDULE, any available Optional Accessories and prices which are available and are not an integral part of the machine. List Optional Accessories separately with the monthly cost, outright purchase price, and maintenance cost as stated on the PRICE SCHEDULES. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment including the maintenance prices for the two years. Since this is a State wide contract bidders must submit an ACTION PLAN detailing how they intend to provide statewide Sales and Maintenance to End Users. Make copies of the appropriate blank CATEGORY 3A -THERMAL SIGN PRINTING EQUIPMENT OR VINYL CUTTING PLOTTERS PRICE SCHEDULE and provide all the necessary information needed for evaluation. Submit brochures and other literature for each piece of equipment. Vendors should make the literature available to prospective buyers to help in purchasing decisions. Awards will be made based on the PRICE SCHEDULES which the bidder submits. Prices include installation, 3 days of training, start up consumables, and sufficient chemicals (IF ANY) to bring the equipment up to speed MAINTENANCE Include the price for 1st and 2 nd year maintenance will be used for billing purposes. Maintenance is full service, on call as needed. No monthly preventive maintenance is required. Replacement parts and travel mileage are to be included in the yearly price. 3.8 PRICE LINES EQUIPMENT Price Lines 9-Category 3A and Line 10 for Category 3B of the Price Sheet will be used by State Agencies in the MACS-E purchasing system to purchase either Category 3 equipment. Using Agencies will put the net prices in line 9 or 10 after deducting trade in rebate. (FOR AGENCY USE ONLY). Vendors are encouraged to provide a trade in rebate and apply it to the price. The trade in will include the cost of removal. The Using Agency must determine the efficacy of accepting the trade in or allowing the old equipment to go to surplus MAINTENANCE Price Line 11 will be used to pay for maintenance in arrears or in advance at the discretion of the agency. This line to be used for maintenance for both 3A and 3B items. Bidders may indicate a discount on the Price Schedule for an annual MAINTENANCE payment in advance by the Agency. (FOR AGENCY USE ONLY). A Using Agency is under no obligation to purchase a maintenance contract along with an equipment purchase but may do so, and the vendor must provide, at a later date if desired. IMPORTANT - The prices submitted for years 1 and 2 are also to be used for Maintenance of Existing Installations (IF ANY). Apply the prices to the same make and model or a similar make and model. 16

17 3.8.3 PER CALL HOURLY RATE Price Line 12 - Will be used by Agencies to provide for an HOURLY PER CALL RATE for all new installations produced under this contract. This line to be used for per call rate for both 3A and 3B items SUPPLIES Price Line 13 Is to be used by State Agencies to purchase vinyl, foils, control tac, label stock, and other consumables from the exclusive SUPPLIES PRICE LIST to be supplied by the vendor with the bid. This line to be used for supplies for both 3A and 3B items (one sheet, two sides maximum). This SUPPLIES PRICE LIST is supplied as an Excel file and should be submitted as hard copy with the bid and on CD. If the contract is extended after the two year period the vendor can submit updated prices for supplies and consumables using the same Price List format. 3.9 CATEGORY 4 - PREPRESS PRINTING EQUIPMENT, MAINTENANCE, SUPPLIES. This Category covers Offset Duplicator size prepress equipment. It includes but is not limited to; CAMERA/PLATE MAKERS and other PREPRESS EQUIPMENT for use with printing presses with sheet sizes up to 13 x 20. Two models per brand will be accepted. Printing Unit will have the final say of the equipment's acceptability on this contract PRICE SCHEDULES PREPRESS PRINTING EQUIPMENT The blank EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES ready for downloading will be supplied as a separate attachment to this RFP titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES EQUIPMENT Vendors are to include on the PRICE SCHEDULE for Category 4 all information requested. Include the price for the base machine with additional accessories you deem necessary to properly operate any of the equipment in a State operated print shop. List the additional OPTIONAL accessories. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment while including the cost of the maintenance. Bidders should also list in Section E of the PRICE SCHEDULE, any available Optional Accessories and prices which are available and are not an integral part of the machine. List Optional Accessories separately with the monthly cost, outright purchase price, and maintenance cost as stated on the PRICE SCHEDULES. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment including the maintenance prices for the two years. Since this is a State wide contract bidders must submit an ACTION PLAN detailing how they intend to provide statewide Sales and Maintenance to End Users. Make copies of the PREPRESS PRINTING EQUIPMENT PRICE SCHEDULE and provide all the necessary information needed for evaluation with the bid. Bidders should also include an electronic file on CD. Submit brochures or other literature for each piece of equipment. Vendors should make the literature available to prospective buyers to help in purchasing decisions. 17

18 3.9.3 MAINTENANCE Include the price for 1st year maintenance service and 2nd year maintenance service which will be used for billing purpose. Maintenance is full service, on call as needed. No monthly preventive maintenance is required. Replacement parts are to be billed separately. Travel mileage is to be included in the yearly price. Awards will be made based on the PRICE SCHEDULES which the bidder submits. Prices include installation, 3 days of training, a blanket and other consumables, and sufficient chemicals to bring the equipment up to speed PRICE LINES EQUIPMENT Price line 14 on the Price Sheet will be used by State Agencies in the MACS-E purchasing system to purchase the equipment. Using Agencies will put the net price in line 14 after applying a trade in rebate if applicable. (FOR AGENCY USE ONLY) Vendors are encouraged to provide a trade in rebate and apply it to the price. The trade in will include the cost of removal. The Using Agency must determine the efficacy of accepting the trade in or allowing the old equipment to go to surplus MAINTENANCE Price Line 15 will be used to pay for maintenance in arrears or in advance at the discretion of the agency. Bidders should indicate a discount on the Price Schedule for an annual MAINTENANCE payment in advance by the agency. (FOR AGENCY USE ONLY). Mileage included. The maintenance cost will be taken from the PRICE SCHEDULE for each piece of equipment. IMPORTANT - The prices submitted for years 1 and 2 are also to be used for Maintenance of Existing Installations for already installed equipment which is the same make and model or a similar make and model PER CALL HOURLY RATE Price Line 16 will be used by Agencies to provide for an HOURLY PER CALL RATE for all new installations produced under this category SUPPLIES Price Line 17 is to be used by State Agencies to purchase chemicals, various prepress supplies and consumables from the exclusive SUPPLIES PRICE LIST to be supplied by the vendor with the bid (one sheet, two sides maximum). This SUPPLIES PRICE LIST is supplied as an Excel file and should be submitted as hard copy with the bid and on CD. If the contract is extended beyond the two year period the vendor can submit updated prices for supplies and consumables using the same Price Schedule format CATEGORY 4 - BINDERY PRINTING EQUIPMENT (POSTPRESS), MAINTENANCE, SUPPLIES. This Category covers BINDERY EQUIPMENT which includes but is not limited to PAPER FOLDERS including right angle up to 17 x 22", (2 offers). PAPER CUTTER - up to 20", (1 offer). SHRINK WRAPPER, (1 offer). BOOKLET MAKER, (1 offer), and other bindery finishing equipment. New equipment for outright purchase only. 18

19 PRICE SCHEDULES PREPRESS PRINTING EQUIPMENT The blank EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES ready for downloading will be supplied as a separate attachment to this RFP titled: EXHIBIT 1- EXCLUSIVE STATE OF NEW JERSEY PRICE SCHEDULES EQUIPMENT Vendors are to include on the PRICE SCHEDULE for Category 5 all information requested. Include the price for the base machine with additional accessories you deem necessary to properly operate any of the equipment in a State operated print shop. List the additional accessories. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment including the cost of maintenance. Bidders should also list in Section E of the PRICE SCHEDULE, any available Optional Accessories and prices which are available and are not an integral part of the machine. List Optional Accessories separately with the monthly cost, outright purchase price, and maintenance cost as stated on the PRICE SCHEDULES. This can be important since, if two vendors bid identical brands and models with identical accessories, the award will be made to the lowest bidder for that piece of equipment including the maintenance prices for the two years. Since this is a State wide contract bidders must submit an ACTION PLAN detailing how they intend to provide statewide Sales and Maintenance to End Users. Make copies of the POSTPRESS PRINTING EQUIPMENT PRICE SCHEDULE and provide all the necessary information needed for evaluation with the bid. Bidders should also include an electronic file on CD. Submit brochures or other literature for each piece of equipment. Vendors should make the literature available to prospective buyers to help in purchasing decisions MAINTENANCE Include the price for 1st year maintenance service and 2nd year maintenance service which will be used for billing purpose. Maintenance is full service, on call as needed. No monthly preventive maintenance is required. Travel mileage is to be included in the yearly price. Awards will be made based on the PRICE SCHEDULES which the bidder submits. Prices include installation, 3 days of training, a blanket and other consumables, and sufficient chemicals to bring the equipment up to speed PRICE LINES EQUIPMENT Price line 18 on the Price Sheet will be used by State Agencies in the MACS-E purchasing system to purchase the equipment. Using Agencies will put the net price in line 18 after trade-in rebate if applicable (FOR AGENCY USE ONLY). Vendors are encouraged to provide a trade in rebate and apply it to the price. The trade in will include the cost of removal. The Using Agency must determine the efficacy of accepting the trade in or allowing the old equipment to go to surplus. 19

20 MAINTENANCE Price Line 19 will be used to pay for maintenance in arrears or in advance at the discretion of the agency. Bidders should indicate a discount on the Price Schedule for an annual MAINTENANCE payment in advance by the agency. (FOR AGENCY USE ONLY). Mileage included. The maintenance cost will be taken from the PRICE SCHEDULE for each piece of equipment. IMPORTANT - The prices submitted for years 1 and 2 are also to be used for Maintenance of Existing Installations for already installed equipment which is the same make and model or a similar make and model PER CALL HOURLY RATE Price Line 20 will be used by Agencies to provide for an HOURLY PER CALL RATE for all new installations produced under this contract SUPPLIES Price Line 21 is to be used by State Agencies to purchase various post press supplies and consumables from the exclusive SUPPLIES PRICE LIST to be supplied by the vendor with the bid(one sheet, two sides maximum). This SUPPLIES PRICE LIST is supplied as an Excel file and should be submitted as hard copy with the bid and on CD. If the contract is extended beyond the two year period the vendor can submit updated prices for supplies and consumables using the same Price Schedule format PARTS REPLACEMENT FOR HOURLY RATE SERVICE PLAN Hourly service which results in replacement of necessary parts to assure continued operation of the equipment will be provided using only factory approved parts which are of the original equipment's manufacture or by a manufacturer identified by the Contractor certified and guaranteed to perform according to the manufacturer's specifications. A Parts Book or appropriate pages and Price Lists for parts must be provided upon request by the bidder together with Name, Date. and Government Parts Discount. Contractors may be required, upon written notice of a representative of the Director of the Division of Purchase and Property, to provide copies of pages of parts price lists when required for price verification upon completion of service. When requested, the contractor is required to furnish copies of price lists within 10 days. Failure to provide copies of price lists within ten (10) days may be immediate cause for termination of contract RESPONSE TIME FOR PER CALL SERVICE The response time which is required for this program shall be not more than an eight hour (8) response, and is defined as the time interval during which a service technician is required to come to a machine location to begin actual repair. Contractors are required to respond by telephone to agency service calls requesting assistance within four (4) hours of the first notice by an agency requiring service. This telephone response is important to confirm the schedule for actual time of service by the contractor's technician at the agency office. 20

21 3.15 SUPPLIES PRICES - (APPLIES TO ALL CATEGORIES) Awards for supplies will be made based on the brands submitted and compatibility with the equipment to be placed on contract. Like brands will be evaluated to determine the lowest bid for each item based on the unit price. Bidders MUST provide supplies prices for each product or service on the Excel spreadsheet provided as EXHIBIT 2-SUPPLIES PRICE LIST. Bidders may only submit one SUPPLIES PRICE LIST for each of the 6 categories (this includes one for 3A and one for 3B). Bidders should list all products and prices it deems necessary to provide support to the installations: Ink, chemicals, blankets, padding glue, press wash up, prepress and post press supplies etc (one sheet, two sides maximum). The following is a sample of what the Supplies Price List looks like: BIDDER REQUIREMENTS ELIGIBILITY AND QUALIFICATIONS Bidders that are OEM or INDEPENDENTS may be eligible for award of contracts if they can demonstrate that they have one or more of the following qualifications: 1. They are already providing sales and maintenance service support to State or Local Government Agencies for the equipment listed above either under the current active contracts or by some other procurement method. 2. They have Sales and Maintenance support facilities in New Jersey capable of servicing the entire geographic State OEM ORIGINAL EQUIPMENT MANUFACTURERS (OEM) - Bidders that are OEM Manufacturers may bid selections from their product lines by submitting an exclusive Price Schedule compiled especially for the State of New Jersey. Each category will have a stated limit of number of pieces of equipment to be awarded. 21