Document Albany_doc_b0f0fad621

1 CITY OF ALBANY DEPARTMENT OF PURCHASING REQUEST FOR PROPOSALS FOR THE LEASE OF DIGITAL MULTIFUNCTIONAL COPIERS AND MAINTENANCE SERVICES PROPOSALS DUE: OCTOBER 30, 2019 AT 2:00 PM RFP 2019-31 OCTOBER 10, 2019 ---PAGE BREAK--- 2 City of Albany, New York REQUEST FOR PROPOSALS FOR THE LEASE OF DIGITIAL MULTIFUNCTIONAL COPIERS AND MAINTENANCE SERVICE Proposal Number RFP #2019-31 October 10, 2019 IMPORTANT NOTICE: A restricted period is currently in effect for this Procurement and it will remain in effect until approval of the Contract. Proposers are prohibited from contact related to this procurement with any City of Albany employee other than the designated contacts listed below refer to: Designated Contacts for this Procurement: For Project Specific Clarifications: Virginia Spadaro For Public Procurement Process Clarifications: Laura M. Gulfo, Esq. SECTION 1: PURPOSE 1.1 The City of Albany hereby requests proposals from qualified entities to provide the leasing of digital multifunctional copiers and maintenance services to the City of Albany. Minority Business Enterprises and Women's Business Enterprises are encouraged to submit proposals. SECTION 2: RECEIPT OF PROPOSALS: 2.1 Four copies of the Proposal must be received in a sealed envelope marked “Proposal Enclosed – Lease of Digital Multifunctional Copiers and Maintenance Services” no later than October 30, 2019 at 2:00 pm at the following address: Laura M. Gulfo, Esq. Assistant Corporation Counsel City Hall - Room 106 24 Eagle Street Albany, New York 12207 2.2 Each proposal submitted will be the document upon which the City of Albany will make its initial judgment regarding each proposer's qualifications, methodology, and ability to provide the requested services. 2.3 Those submitting proposals do so entirely at their own expense. There is no express or implied obligation by the City to reimburse any entity, firm or individual for any costs ---PAGE BREAK--- 3 incurred in preparing or submitting proposals, preparing or submitting additional information requested by the City, or participating in any selection interviews. 2.4 Submission of any proposal indicates an acceptance of the conditions contained in this Request for Proposals unless the submitted proposal clearly and specifically states otherwise. 2.5 The City reserves the right to accept or reject any and all proposals in whole or in part, to waive any and all informalities, to require supplemental statements or information from any responsible party, to negotiate potential contract terms with any respondent to this RFP, have discussions with any respondent to this RFP to correct and/or clarify responses which do not conform to the instructions contained herein and to disregard all non-conforming, non- responsive or conditional proposals. 2.6 The City of Albany reserves the right to award the services, in whole or in part, to one or more entities, firms and/or individuals. 2.7 Any award of the services shall be conditioned on the later execution of a formal written contract. The City of Albany reserves the right to revoke or rescind any award at any time prior to the full execution of a formal written contract. 2.8 Respondents shall avoid submission of marketing materials. 2.9 All information submitted in response to this RFP is subject to the Freedom of Information Law (FOIL), which generally mandates the disclosure of documents in the possession of the City upon the request of any person unless the content of the document falls under a specific exemption to disclosure. SECTION 3: QUALIFICATIONS OF PROPOSER: 3.1 Each proposer shall provide a maximum 10 pages (any resumes included) statement of qualifications including: 1. A brief history and description of the entity/firm submitting the proposal. 2. Identification of the entity/firm's professional staff members who will be assigned to this engagement if the entity/firm's proposal is selected. Include summarized information regarding the professional staff members detailing qualifications, years and types of experience, education, licensure, certifications, accomplishments, etc. Specify the extent of the availability and commitment of each such professional staff member who will be assigned to this engagement if the firm's proposal is selected. Specify a project manager and contact person to coordinate the services for the City of Albany. ---PAGE BREAK--- 4 3. Proof that the proposer at all times obtains and maintains all licenses required by Federal, State and Local Laws to perform the services contemplated by this Agreement. 4. At least three references, including addresses and telephone numbers. 5. A signed cover letter from a person within the entity/firm who is authorized to make representations on behalf of the firm and to bind the entity/firm. 6. A summary of the entity/firm's general experience in providing Leasing of Digital Multifunctional Copier services to municipalities of the same or similar employment size as the City of Albany. 8. Any additional information which would serve to distinguish the entity/firm from other entities/firms submitting proposals. 3.2 The City of Albany may make such inquiries deemed necessary to determine the ability of each proposer to perform the services contemplated by this RFP. Proposers shall furnish all information and data for this purpose as may be subsequently requested by the City of Albany. SECTION 4: SCOPE OF SERVICES: 4.1 The City of Albany is soliciting proposals from qualified vendors for the leasing of new, unused, digital multifunctional copiers that are the latest design and technology and the most current product lines. The successful bidder will supply new Leased Copiers and Maintenance to various City Departments as outlined on pages 20-24 of this RFP. The successful bidder must provide products that earn the ENERGY STAR and meet specifications for energy efficiency. Each proposer is encouraged to visit at the link below, for the complete specifications and updated lists of qualifying products. The successful bidder must agree to supply the City of Albany with designated copiers on a case by case basis per year for the term of the contract. Each copier must be digital in format. Reconditioned/remanufactured units are not acceptable under the contract. Likewise, a third party lease is not acceptable and will not be considered. Fixed Prices: Prices quoted by proposal shall be firm and best prices. From the date of installment, all prices for leasing must be valid for the full lease term. Price increases are not allowed. Lease prices must include the fees for maintenance/service, parts, supplies (excluding paper and staples). All supplies included in the lease will be delivered at no extra charge to the City of Albany. It is the City’s expectation that the contract shall be structured as a ---PAGE BREAK--- 5 quarterly lease price with copies billed as a cost per copy (CPC) for actual copies/prints made during the term of the agreement. Maintenance: The successful bidder, either directly or through an authorized representative, shall provide all parts and labor necessary to maintain the equipment. At a minimum, maintenance shall include all routine, remedial and preventive maintenance recommended by the equipment manufacturer in order to maintain maximum performance. The City of Albany requires that all parts, supplies, labor, and incidental expenses (travel, shipping charges, etc.) required to maintain and repair the equipment in accordance with the terms of the Agreement shall be fully covered under the contract. The successful bidder shall provide emergency repair service for the equipment. The City of Albany’s expectation is that a repair technician from the successful bidder’s firm/entity shall be on site in response to any request for repair service placed by City Departments within 4 business hours of receipt of such request, and that ninety-five percent (95%) of repairs required to render a machine functional shall be completed within twenty-four (24) hours of receipt of such request. If any service-call results in a copier being out of service for a period of two days or more, the successful bidder will be required to supply a copier, on loan, at no additional cost to the City. If the repaired machine does not operate to the City’s satisfaction, the successful bidder will replace the machine with a new copier within five to ten (10) business days of notification. Recycling Initiatives: Where possible, the City of Albany expects the successful bidder to use recycled toner cartridges and other consumables containing recycled materials. In addition, the City of Albany requires the successful bidder to have a program or policy designed to recycle the City’s used toner cartridges and other consumables. Proposers shall describe their cartridge recycling program within their proposal response. Training: The successful bidder shall provide training to all City employees regarding the use of the copy equipment supplied under this contract. Data Security: All data stored on the machine shall be and all hard drives shall be equipped to automatically overwrite images with technology meeting Department of Defense (DOD) standard 5220.22M. ---PAGE BREAK--- 6 Proposed machines which are equipped with hard drives shall be identified in the proposal. A cost for hard drive surrender at lease end shall be included within the proposal. Proposer must agree to surrender all hard drives the City of Albany Purchasing Department prior to the copier being returned to the vendor when the lease has expired. This process will satisfy the City of Albany as it relates to potential identity (data) theft after the copiers have been returned. Invoicing: Invoicing shall be on a quarterly basis to the end user department with copies, prints, and overages to be a separate line item on the invoice. All invoices shall identify the machine make, model, serial/identification number, PO number, and location. The City of Albany is net 45-60. Contractor may invoice multiple copiers to the same end user Department on an aggregate basis, provided that the quarterly cost for each copier and any per copy charges, are itemized separately per machine. For every cost billed, the correlating location, make, model, PO number, and serial number of each copier must be clearly indicated on the invoice. Delivery and Pickup Requirements: The successful proposer shall be required to deliver and install each copier, to the designed installation facility for the City of Albany, within five to ten (10) business days after the receipt of order. Proposer agrees to provide connectivity installation, to any City computer, at no additional charge. Testing shall always be performed, to ensure the installed equipment runs properly, before the installation personnel leave the facility. The successful bidder shall furnish technicians with experience and knowledge to configure and troubleshoot network printers to perform all network installations. It is the City’s expectation that the contractors services regarding network installation shall be provided at no additional cost to the City of Albany. The City of Albany expects that, at the end of the lease term, the contractor will provide for pickup and removal of the old equipment, to include adaptability of electrical connectors as appropriate, from the City’s premises at no additional cost to the City of Albany. As previously stated, proposer must agree to provide each copier hard drive to the Purchasing Department when the lease has expired per specifications indicated under the data security section of this RFP. ---PAGE BREAK--- 7 Award of Contract: The City of Albany intends to award a single contract for all machines listed in this solicitation. However, the City of Albany does reserve its rights to: Delete machines from the list of requirements once cost proposals have been received, if it is deemed in the best interest of the City to do so, due to budgetary or other constraints; Substitute a proposed unit from one line item and to contract for it in lieu of another, if deemed in the City’s best interest, and with the agreement of the proposer; and Contract for additional units at the prices offered in the proposal, under the same terms. The City reserves the right to accept or reject any and all proposals in whole or in part, to waive any and all informalities, require supplemental statements or information from any responsible party, negotiate potential contract terms with any respondent to this RFP, have discussions with any respondent to this RFP to correct and/or clarify responses which do not conform to the instructions contained herein, and to disregard all non- conforming, non- responsive or conditional proposals. Requirements Applicable to ALL Copiers: - All copiers shall be digital. - All copiers to be Energy Star compliant. - All copiers shall be equipped with a stand. Tabletop units are not requested. - All copiers shall have automatic document feeders. - All copiers shall accommodate letter and legal- size originals, both via the document feeder and on the document glass. - All copiers shall have duplex capability. - All document feeders shall have auto duplexing capability- i.e., shall be either reversing automatic or single pass document feeders, to accommodate 2 sided originals of the largest size which the machine can copy. - All copiers shall have reduce/enlarge/zoom capability. - All copiers shall be network ready. - All copiers shall be equipped with document finishers with the ability to: collate, group, and offset stack documents. - All copiers shall be equipped with a minimum of two stock paper trays with a combined capacity of at least 1,000 sheets. - At least one of the stock paper trays must be adjustable to accommodate paper sizes 8 ½ x 11 and 8 ½ x 14 paper. For copiers specified to accommodate 11 x 17 originals, the adjustable tray shall accommodate 11 x 17 paper. - All copiers should be equipped to fax. Requirements For Network-Ready Machines: - All equipment must be network ready with connectivity for at least 10/100 Ethernet. ---PAGE BREAK--- 8 - All devices must support PCL5 or PCL6 protocols. All machines must be capable of running TCP/IP protocol to connect to our existing Cisco switched IP network and support Citrix and virtualized applications. - The successful bidder must supply appropriate drivers for Windows 2000, Windows XP, Windows Vista and Windows 7 and Windows 8 as well as support for Windows Server 2008, 2012 and Microsoft Active Directory. - Device must obtain all network- related information, including DNS server IP addresses and default gateway from the DHCP server that serves the subnet it’s on. - The installer must be able to configure the device’s NetBIOS name. All subsequent reboots of the device must have the device registering its new name with the DNS servers. - Installation and configuration of all end- station software and drivers must allow for the use of a device’s NetBIOS name instead of its IP address. - The user must have access to all device capabilities using a NetBIOS name that it does with a fixed IP address. - The user must have access to all device capabilities without having to be on the same IP net. - All scanning equipment must be able to scan to the user’s home directory and/or directly to their E-mail account. Equipment must support integration with Microsoft’s Active Directory 2008 for user credentials and authentication. - Equipment must support Microsoft Servers 2003, 2008, and 2012. System shall allow for security mechanism to prevent guest from scanning to personal E-mail and/or home folders. System shall allow for scanning to common FTP repository or Microsoft network directory folders. - The connected scanning and printing functionality of the copier must be available from a single network drop. This will allow scanning to the network and printing to the copier with one single drop. SECTION 5: TERM OF CONTRACT: 5.1 The contract period for the service contemplated by this RFP will commence upon the execution of a contract and expire at the end of the forty-eight (48) month lease period. The City shall have the option to extend this agreement to coincide with any remaining purchases made pursuant to this agreement under a 48-month lease payment plan. The City of Albany shall have the option to extend the contract for two additional six month to one year periods. One of the goals of the City of Albany is to align the leasing schedules of all of its printers/copiers onto one universal schedule. 5.2 The selected proposer(s) will be required to execute a contract with the City of Albany. A sample City of Albany Professional Services Agreement is available upon request. The City of Albany will have the right to terminate the contract at any time, with or without cause, upon thirty (30) days written notice. ---PAGE BREAK--- 9 SECTION 6: COST PROPOSAL: 6.1 Please provide a cost proposal for providing all of the services referenced above. Cost proposal sheets can be found on pages 20-24 of this RFP. 6.2 Clearly set forth in detail any and all additional expenses for which you expect to be reimbursed. The proposal must, however, provide a guarantee that no additional fees will be charged to the City of Albany without prior written consent by the City. SECTION 7: PROPOSAL EVALUATION: 7.1 Proposals shall remain valid until the execution of a contract by the City of Albany. Once a contract is awarded, the awarded vendor must adhere to their quoted prices for the entire term of their contract. Price increases are not allowed. 7.2 Proposals shall be examined and evaluated by the Corporation Counsel's Office and the Department of Purchasing to determine whether each proposal meets the requirements of this RFP. A recommendation will be made to the Mayor for a contract award based on the following criteria: * Proposer’s demonstrated capabilities, professional qualifications, and experience in providing Leasing of Digital Multifunctional Printers and Maintenance Services. * The wherewithal of the proposer(s) to render the requested services to the City in a timely fashion. * Total proposed cost. * Completeness of the proposal. 7.3 The selection of a proposal will not be based solely on a monetary evaluation. Considerable weight will be given to the experience in the areas required and the track record of the proposer(s). SECTION 8: ALTERNATIVES: 8.1 Proposals may include alternative matters or items not specified or requested in this RFP. However, all such alternatives matters or items must be listed separately from the proposal and the cost(s) thereof must be separate and itemized. SECTION 9: INDEMNIFICATION: 9.1 The selected proposer will be required to defend, indemnify, and save harmless the City of Albany, its employees and agents, from and against all claims, damages, losses and expenses (including without limitations, reasonable attorney’s fees) arising out of, or in ---PAGE BREAK--- 10 consequence of, any negligent or intentional act or omission of the selected proposer, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses, and expenses. SECTION 10: SPECIFICATION CLARIFICATION: 10.1 All inquiries with respect to this Request for Proposals shall be in writing directed to the following address: For project specific clarifications: Virginia Spadaro Deputy Purchasing Director City Hall, Room 256M 24 Eagle Street Albany, New York 12207 [EMAIL REDACTED] For public procurement process clarifications: Laura M. Gulfo, Esq. Assistant Corporation Counsel Department of Law City Hall, Room 106 24 Eagle Street Albany, New York 12207 Phone: (518) 434-5050 E-mail: [EMAIL REDACTED] 12.2 All questions about the meaning or intent of the specifications shall be submitted in writing. Replies will be posted via the City’s website: http://www.albanyny.gov/NewsandEvents/RFPs.aspx, along with the electronic version of this RFP. Questions received less than four business days prior to the date of submission of proposals will not be answered. Only questions answered by formal written Addenda will be binding. Oral or other interpretations or clarifications will be without legal effect. 12.3 In addition, any changes, additions or deletions to this RFP will also be posted on the City’s website: http://www.albanyny.gov/NewsandEvents/RFPs.aspx, along with the electronic version of this RFP. Respondents are urged to check the City’s website frequently for notices of any clarification of or changes, additions, or deletions to this RFP. OTHER THAN THE CONTACT IDENTIFIED ABOVE, PROSPECTIVE RESPONDENTS SHALL NOT APPROACH THE CITY’S EMPLOYEES DURING THE RESTRICTED PERIOD OF THIS RFP PROCESS ABOUT ANY MATTERS RELATED TO THIS RFP OR ANY QUALIFICATIONS SUBMITTED PURSUANT THERETO. ---PAGE BREAK--- 11 SECTION 13: MODIFICATION AND WITHDRAWAL OF PROPOSALS: 13.1 Proposals may be modified or withdrawn by an appropriate document duly executed (in the manner that a proposal must be executed) and delivered to the place where proposals are to be submitted at any time prior to the opening of proposals. 13.2 If within twenty-four (24) hours after the proposals are opened, any proposer files a duly signed written notice with the City and thereafter demonstrates to the reasonable satisfaction of the City that there was a material and substantial mistake in the preparation of its proposal, that proposer may withdraw its proposal and the proposal security will be returned. Thereafter, that proposer will be disqualified from further proposal on the work. SECTION 14: INSURANCE AND SECURITY REQUIREMENTS: 14.1 The selected proposer will be required to procure and maintain at its own expense the following insurance coverage: Workers' Compensation and Employer’s Liability Insurance: Must show evidence of Worker’s Compensation insurance at State statutory limits, a policy or policies providing protection for employees in the event of job-related injuries; Commercial General Liability (CGL) Insurance: A policy or policies of comprehensive general liability insurance of general liability limits of $1,000,000 per occurrence/$2,000,000 aggregate; Cyber Liability Insurance: A policy or policies of insurance with limits not less than $1,000,000 per occurrence; and Automobile Liability Insurance: : In the event that Respondent is using a vehicle in business, a policy or policies of comprehensive automobile liability insurance with limits of not less than $1,000,000 for each accident because of bodily injury, sickness, or disease, including death at any time, resulting therefrom, sustained by any person caused by accident; and a policy or policies with limits of not less than $1,000,000 for damage because of injury to or destruction of property, including the loss of use thereof, caused by accident and arising out of the ownership, maintenance, or use of any automobiles, including owned, non-owned and hired. Excess/Umbrella Insurance: A policy or policies of insurance with limits of $2,000,000 per occurrence/$2,000,000 aggregate. 14.2 Each policy of insurance required shall be in form and content satisfactory to the Corporation Counsel, and shall provide that: The City of Albany is named as an additional named insured on a primary and non-contributing basis. ---PAGE BREAK--- 12 The insurance policies shall not be changed or cancelled until the expiration of thirty (30) days after written notice to the City of Albany Corporation Counsel's Office. The insurance policies shall be automatically renewed upon expiration and continued in force unless the City of Albany Corporation Counsel's Office is given sixty (60) days written notice to the contrary. 14.3 No work shall be commenced under the contract until the selected proposer has delivered to the Corporation Counsel or his designee proof of issuance of all policies of insurance required by the Contract to be procured by the selected proposer. If at any time, any of said policies shall be or become unsatisfactory to the City, the selected proposer shall obtain a new policy and submit proof of insurance of the same to the City for approval. Upon failure of the selected proposer to furnish, deliver and maintain such insurance as above provided, this Contract may, at the election of the City, be forthwith declared suspended, discontinued or terminated. Failure of the selected proposer to procure and maintain any required insurance shall not relieve the selected proposer from any liability under the Contract, nor shall the insurance requirements be constructed to conflict with the obligations of the selected proposer concerning indemnification. SECTION 15: NON-COLLUSIVE PROPOSAL CERTIFICATE AND ACKNOWLEDGMENT: 15.1 Each proposer shall complete and submit with its, his, or her proposal the “Non- Collusive Proposal Certificate” and the “Acknowledgment” found on the two pages which follow this page. SECTION 16: PROCUREMENT FORMS AND REQUIREMENTS: 16.1 Additional requirements for this RFP are described below. Relevant statements, where required to be submitted, must be executed and included in the submission in the following order: 1. Iran Divestment Act Statement and 2. Non-Discrimination and Diversity Requirements. 16.2 Iran Divestment Act: By submission of a bid in response to this Bid request, “each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph of subdivision 3 of section 165-a of the State Finance Law.” The list in question is maintained by the New York State Office of General Services. For further information and to view this list please go to: If in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. A political subdivision may award a bid to a bidder who cannot make the certification pursuant to paragraph a of N.Y. General Municipal Law § 103-g on a case- by-case basis. ---PAGE BREAK--- 13 16.3 Non-Discrimination and Diversity Requirements: Pursuant to Federal laws and regulations, the New York State Executive Law Article 15-A and the City of Albany General Code Chapter 48, Article III Omnibus Human Rights Law, the City recognizes its obligation under the law to prevent discrimination on the grounds of race, sex, creed, color, religion, national origin, sexual orientation, gender, age, disability, marital or domestic partner, or English proficiency and to promote opportunities for maximum feasible participation of certified minority-and women-owned business enterprises and the employment of minority group members and women in the performance of City contracts. In furtherance of these rules and principles, the City of Albany highly encourages the participation of certified minority- and women–owned business enterprises (“MWBE”) at the City’s goal levels and the employment of minority groups’ members and women in the performance of its contracts. The City of Albany hereby notifies all Consultants submitting a proposal that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, sex, creed, color, religion, national origin, sexual orientation, gender, age, disability, marital or domestic partner, or English proficiency in consideration for award. Further, by submission of a bid in response to this Bid request, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that: “The respondent/contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, sex, creed, color, religion, national origin, sexual orientation, gender, age, disability, marital or domestic partner, or English proficiency in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The respondent/contractor will not participate directly or indirectly in the discrimination prohibited by the federal, state and local laws and regulations, including employment practices. In all solicitations, either by competitive bidding, or negotiation made by the respondent/contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the respondent/contractor of the respondent/contractor’s obligations under this Statement and the federal, state and local laws and regulations relative to Non-discrimination on the grounds of race, sex, creed, color, religion, national origin, sexual orientation, gender, age, disability, marital or domestic partner, or English proficiency.” ---PAGE BREAK--- 14 SECTION 17: LIVING WAGE 17.1 When providing the services contemplated by this RFP, the successful bidder shall comply with Sect 42-161 of the City of Albany Code, which requires payment of a living wage to all of its employees working on a service contract. SECTION 18: SUBMISSION REQUIREMENTS: 18.1 All Proposers shall be required to submit a complete proposal. As outlined in this RFP, all proposals shall include the following: A) Statement of Qualifications as outlined in Section 3 B) Cost Proposal as outlined in Section 6. C) Non-Collusive Proposal Certificate and Acknowledgment Form as outlined in Section 13 D) An acknowledgment of understanding that by submitting a bid the proposer certifies under penalty of perjury the above Iran Divestment Act statement, as outlined in Section 14.2 and the Non-Discrimination and Diversity statement, as outlined in Section 14.3. E) An acknowledgement of understanding that by submitting a bid, the proposer certifies under penalty of perjury the above Living Wage statement, as outlined in Section 17.1. 17.2 Failure to include all of the above items may result in the proposal being considered nonresponsive. ---PAGE BREAK--- 15 Living Wage Compliance City Code § 42-161 requires a living wage be paid to employees by any contractors awarded a contract by the City primarily for furnishing services to or for the City (excluding the purchase of goods or other property, the leasing of property or the development, redevelopment or rehabilitation of real property) and that involves an expenditure by the City to the contractor of at least $20,000, or the retention by the contractor of fees of at least $30,000, during a period of one year. The current Living Wage, as defined by the ordinance is as follows: If at least 70% of health care benefits are covered by employer: $ 13.27 Other: $ 15.42 Pursuant to the law, every proposal shall include a written commitment by the applicant to pay all covered employees a living wage and shall include a list of job titles and wage levels of all covered employees. Please provide titles and wage levels below for each employee who directly expends his/her time on a contract with the City. Company Name: Job Title Wage Range By signing below you are agreeing to pay all covered employees a Living Wage as set forth above for the duration of the contract with the City. Title: Date: Office Use Only Contract No: Dates: ---PAGE BREAK--- 16 NON-COLLUSIVE PROPOSAL CERTIFICATE PURSUANT TO NEW YORK STATE GENERAL MUNICIPAL LAW SECTION 103-D By submission of this proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal each party thereto, certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: The prices in the proposal have been arrived at independently, without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor; Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to the opening, directly or indirectly, to any other proposer or to any competitor; and No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. (date) (signature) (name and title) (name of firm) ---PAGE BREAK--- 17 ACKNOWLEDGMENT BY PROPOSER If Individual or Individuals: STATE OF ) COUNTY OF ) SS.: On this day of 2019, before me personally appeared to me known and known to me to be the same person(s) described in and who executed the within instrument, and he/she (or they severally) acknowledged to me that he/she (or they) executed the same. Notary Public, State of If Corporation: STATE OF ) COUNTY OF ) SS.: On this day of 2019, before me personally appeared to me known, who, being by me sworn, did say that he/she resides at (give address) that he/she is the (give title) of the (name of corporation) the corporation described in and which executed the above instrument; that he/she knows the seal of the corporation, and that the seal affixed to the instrument is such corporate seal; that it was so affixed by order of the board of directors of the corporation, and that he/she signed his/her name thereto by like order. Notary Public, State of If Partnership: STATE OF ) COUNTY OF ) SS.: On this day of 2019, before me personally came to me known to be the individual who executed the foregoing, and who, being duly sworn, did depose and say that he/she is a partner of the firm of and that he/she has the authority to sign the same, and acknowledged that he/she executed the same as the act and deed of said partnership. Notary Public, State of ---PAGE BREAK--- 18 BELOW IS A LIST OF ALL CITY OF ALBANY COPIERS, THEIR ANTICIPATED EXPIRATION DATES, AND THE APPROXIMATE VOLUME OF B/W AND COLOR COPIES FOR EACH DEPARTMENT FOR THE YEAR. PLEASE UTILIZE THIS INFORMATION AT IT RELATES TO THIS RFP. ALL DEPARTMENTS MARKED IN YELLOW ARE CURRENTLY DUE FOR REPLACEMENT COPIERS. DEPARTMENT LOCATION CLASS START DATE OF LEASE expires BW /YR COLOR/YR BUDGET OFFICE 24 EAGLE ST. RM 105 CITY HALL ALBANY, NY 12207 #2 Mar-15 Mar-19 57151 16718 FIRE DEPARTMENT 26 BROAD ST. ALBANY, NY 12202 #3 Mar-15 Mar-19 92271 N/A RECREATION DEPARTMENT 7 HOFFMAN AVE. ALBANY, NY 12209 #3 Mar-15 Mar-19 67130 N/A MAYOR'S OFFICE 24 EAGLE ST. RM 102 CITY ALBANY, NY 12207 #2 Mar-15 Mar-19 22480 7586 ADMINISTRATIVE SERVICES 24 EAGLE ST. RM 301 CITY HALL ALBANY, NY 12207 #3 Mar-15 Mar-19 132613 N/A BUILDINGS & REGULATORY COMPLIANCE 200 HENRY JOHNSON BLVD. SUITE 1 ALBANY, NY 12210 #3 Mar-15 Mar-19 201962 N/A VITAL STATISTICS 24 EAGLE ST. RM 254M CITY HALL ALBANY, NY 12207 #3 Mar-15 Mar-19 96749 N/A WATER DEPARTMENT - Filtration Plant 501 OLD QUARRY RD. SELKIRK, NY 12158 #2 Jul-15 Jul-19 13483 4549 ALBANY COMMUNITY DEVELOPMENT 200 HENRY JOHNSON BLVD. 2ND FL ALBANY, NY 12210 #3 Jul-15 Jul-19 100677 N/A TREASURER'S OFFICE 24 EAGLE ST. RM 109 CITY HALL ALBANY, NY 12207 #3 Jul-15 Jul-19 72906 N/A PARKING VIOLATIONS 24 EAGLE ST. RM 203 CITY HALL ALBANY, NY 12207 #3 Jul-15 Jul-19 40405 N/A CITY CLERK'S OFFCIE 24 EAGLE ST. RM 202 CITY HALL ALBANY, NY 12207 #3 Jul-15 Jul-19 71794 N/A YOUTH AND WORKFORCE 388 CLINTON AVE. ALBANY NY 12206 #3 Jul-15 Jul-19 91296 N/A DEPT. OF GENERAL SERVICES - Formans 10 NORTH ENTERPRISE DRIVE, ALBANY, NY 12204 #3 Apr.-16 Apr-20 58693 N/A DEPARTMENT OF GENERAL SERVICES 1 CONNERS BLVD. ALBANY, NY 12204 #2 Sep-18 Sep-22 224349 63380 LANDFILL 525 RAPP RD. ALBANY, NY 12205 #3 Aug-16 Aug-20 23603 N/A PLANNING 200 HENRY JOHNSON BLV. SUITE 3 ALBANY, NY 12210 #2 Oct-16 Oct-20 14756 30752 SPECIAL EVENTS OFFICE 24 EAGLE ST. RM 402 CITY HALL ALBANY, NY 12207 #2 Nov-16 Nov-20 36198 23352 WATER DEPARTMENT 10 NORTH ENTERPRISE DRIVE, ALBANY, NY 12204 #3 Apr-18 Apr-22 18,117 N/A WATER DEPARTMENT 10 NORTH ENTERPRISE DRIVE, ALBANY, NY 12204 #2 Apr-17 Apr-21 109,561 15520 ASSESSMENT OFFICE 24 EAGLE STREET, CITY HALL ROOM 302, ALBANY, NY 12207 #3 March, 2018 Mar-22 102712 N/A LAW DEPARTMENT 24 EAGLE STREET, CITY HALL ROOM 107, ALBANY, NY 12207 #2 May-16 May-20 73115 1816 AUDIT AND CONTROL 24 EAGLE STREET, CITY HALL ROOM 111, ALBANY NY 12207 #3 Nov-18 Nov-22 62074 N/A POLICE 170 HENRY JOHNSON BLVD. #3 Jul-15 Jul-19 40905 N/A POLICE 536 WESTERN AVENUE #1 Jul-15 Jul-19 45592 N/A ---PAGE BREAK--- 19 POLICE 126 ARCH STREET #1 Jul-15 Jul-19 56876 N/A POLICE 126 ARCH STREET #1 Jul-15 Jul-19 44593 N/A THE VOLUMES LISED ARE APPROXIMATE. THE CITY OF ALBANY WILL NOT BE HELD LIABLE FOR ANY ERRORS. ---PAGE BREAK--- 20 BID RESPONSE FORM: PLEASE REVIEW THIS RFP IN ITS ENTIRETY BEFORE BIDDING ON CLASS 1-4 ON THE FOLLOWING BID SHEETS. Product Specifications: All the following units installed under this shall be multi-functional digital imaging devices with networking capabilities for copying, printing, faxing, and scanning.  All impressions including 11x17 shall be charged at one-click.  There shall be no additional charge for scanning.  Copiers must be new- refurbished or reconditioned machines will NOT be considered.  Third party lease is NOT acceptable and will not be considered.  Leases are to be for a 48 month period which may extend to coincide with other City of Albany leases.  All data stored on the machine shall be and hard drives equipped to automatically overwrite images with technology meeting Department of Defense (DOD) standard 5220.22M.  All copiers must have a hard drive which will need to be surrendered at the end of lease term to the Purchasing Department.  Lease price must include service, parts, and supplies (excluding paper and staples) and will be billed on a quarterly statement with overages on a separate line.  Loaner copier must be provided for any machine out of service for more than two consecutive working days.  PLEASE NOTE: CLASS 1-4 PRICING SHALL INCLUDE THE FOLLOWING: PRINTING: standard printing & network interface included, USB host interface SCANNING: standard network scanning, scan to folder, scan to email, scan to ftp, scan to USB FAXING: fax/network fax FINISHING: 1,000 sheet finisher attachment kit For all digital equipment installed under this contract, the costs for any necessary network installation, print controllers/servers, operator training, and user-level software, including, but not limited to print drivers, are to be included in the VENDOR’s submitted price. ---PAGE BREAK--- 21 Class 1: PLEASE NOTE: CLASS 1-4 PRICING SHALL INCLUDE THE FOLLOWING: PRINTING: standard printing & network interface included, USB host interface SCANNING: standard network scanning, scan to folder, scan to email, scan to ftp, scan to USB FAXING: fax/network fax FINISHING: 1,000 sheet finisher attachment kit Rated Copy Speed: 35 PPM (or faster) Type: Mononchrome Digital Console, capable of making 11x17 copies Minimum No. of Copy Trays: Dual/ 500 sheets each, 100 sheet by-pass ADF: Required Console: Required Duplex Mode: Required Paper Weight Range: 16-24 lb. Bond Cabinet: Required Networked copier/printer/fax/scanner: Required Finishing: Offset Stacking w/ Staple (up to 1000 sheets minimum) Hard Drive: Required minimum 40GB RAM: Required minimum 256MB Vendor Price Quote: Brand & Model Proposed: Purchase Price: Quarterly Deferred Payment (HW Only) Cost per B&W Copy (Billed Quarterly): (Includes all Maintenance & Toner) VENDOR (please print or type) COMPANY ADDRESS SIGNATURE ---PAGE BREAK--- 22 Class 2: PLEASE NOTE: CLASS 1-4 PRICING SHALL INCLUDE THE FOLLOWING: PRINTING: standard printing & network interface included, USB host interface SCANNING: standard network scanning, scan to folder, scan to email, scan to ftp, scan to USB FAXING: fax/network fax FINISHING: 1,000 sheet finisher attachment kit Rated Copy Speed: 45 PPM (or faster) FULL COLOR OR B&W Type: Color Digital Console, capable of making 11x17 copies Minimum No. of Copy Trays: Dual/ 500 sheets each, 100 sheet by-pass ADF: Required Console: Required Duplex Mode: Required Paper Weight Range: 16-90 lb. Bond Cabinet: Required Networked copier/printer/fax/scanner: Required Finishing: Offset Stacking w/ Staple (up to 1000 sheets minimum) Hard Drive: Required minimum 40GB RAM: Required minimum 256MB Vendor Price Quote: Brand & Model Proposed: Purchase Price: Quarterly Deferred Payment (HW Only) Cost per B&W Copy (Billed Quarterly): (Includes all Maintenance & Toner) Cost per Color Copy (Billed Quarterly): (Includes all Maintenance & Toner) VENDOR (please print or type) COMPANY ADDRESS SIGNATURE ---PAGE BREAK--- 23 Class 3: PLEASE NOTE: CLASS 1-4 PRICING SHALL INCLUDE THE FOLLOWING: PRINTING: standard printing & network interface included, USB host interface SCANNING: standard network scanning, scan to folder, scan to email, scan to ftp, scan to USB FAXING: fax/network fax FINISHING: 1,000 sheet finisher attachment kit Rated Copy Speed: 40 PPM (or faster) Type: Mononchrome Digital Console, capable of making 11x17 copies Minimum No. of Copy Trays: Dual/ 500 sheets each, 100 sheet by-pass ADF: Required Console: Required Duplex Mode: Required Paper Weight Range: 16-24 lb. Bond Cabinet: Required Networked copier/printer/fax/scanner: Required Finishing: Offset Stacking w/ Staple (up to 1000 sheets minimum) Hard Drive: Required minimum 40Gb RAM: required minimum 256Mb Vendor Price Quote: Brand & Model Proposed: Purchase Price: Quarterly Deferred Payment (HW Only) Cost per B&W Copy (Billed Quarterly): (Includes all Maintenance & Toner) VENDOR (please print or type) COMPANY ADDRESS SIGNATURE ---PAGE BREAK--- 24 Class 4: PLEASE NOTE: CLASS 1-4 PRICING SHALL INCLUDE THE FOLLOWING: PRINTING: standard printing & network interface included, USB host interface SCANNING: standard network scanning, scan to folder, scan to email, scan to ftp, scan to USB FAXING: fax/network fax FINISHING: 1,000 sheet finisher attachment kit Rated Copy Speed: 55 PPM (or faster) FULL COLOR OR B&W Type: Color Digital Console, capable of making 11x17 copies Minimum No. of Copy Trays: Minimum capacity of 2,000 pages combined, 100 sheet by-pass, Sorting Feature w/ Multiple Trays for Output Large Cap. Paper Tray: 3000 Minimum ADF: 50 Minimum Console: Required Duplex Mode: Required Paper Weight Range: 16 Bond--110 lb. Index Cabinet: Required Networked copier/printer/fax/scanner: Required Finishing: Stapler, Finisher (1000 sheets minimum) with 3-Hole Punch Hard Drive: Required minimum 40GB RAM: Required minimum 256MB Vendor Price Quote: Brand & Model Proposed: Purchase Price: Quarterly Deferred Payment (HW Only) Cost per B&W Copy (Billed Quarterly): (Includes all Maintenance & Toner) Cost per Color Copy (Billed Quarterly): (Includes all Maintenance & Toner) VENDOR (please print or type) COMPANY ADDRESS SIGNATURE ---PAGE BREAK--- 25 QUESTIONS: 1- WHAT IS THE CHARGE, PER MACHINE, FOR HARD DRIVE SURRENDER AT THE END OF THE 2- “All data stored on the machine shall be and hard drives equipped to automatically overwrite images with technology meeting Department of Defense (DOD) standard 5220.22M.” DOES THE EQUIPMENT OFFERED MEET THE DEPARTMENT OF DEFENSE (DOD) STANDARD 5220.22M? 3- IS THE EQUIPMENT QUOTED ENERGY STAR COMPLIANT? 4- WHAT IS THE COST OF STAPLES AND WHAT ARE THE ITEM NUMBERS PER MACHINE QUOTED? CLASS 1, ITEM CLASS 2, ITEM CLASS 3, ITEM CLASS 4, ITEM ARE THESE PRICES FIRM FOR 5- WILL THE VENDOR HOLD THE TERM OF THE LEASE OVER 4 YEARS TO COINCIDE WITH THE CITY’S OTHER LEASED PRINTERS? 6- WHO IS THE CONTACT PERSON/ SALES REP? PLEASE PROVIDE NAME AND INFO. 7- WHO IS THE CONTACT PERSON FOR 8- DOES VENDOR AGREE WITH ALL TERMS AND CONDITIONS OF THIS PROPOSAL? 9- DOES VENDOR HAVE A RECYCLING PROGRAM OR AN ENVIRONMENTALLY FRIENDLY PROGRAM FOR INK CARTRIDGES OR OTHER ITEMS? IF SO, CAN VENDOR PLEASE EXPLAIN THIS PROGRAM? 10- THE CITY OF ALBANY IS NET 45-60. IS THE VENDOR OK WITH THESE