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T-0223 TELEFACSIMILE EQUIPMENT - PLAIN PAPER
STATE OF NEW JERSEY
DEPARTMENT OF TREASURY
DIVISION OF PURCHASE AND PROPERTY
PURCHASE BUREAU INDEX #: T-0223
NOTIFICATION OF AWARD - TERM CONTRACT(S)
CONTRACT TITLE: TELEFACSIMILE EQUIPMENT - PLAIN PAPER CONTRACT # VARIOUS
CONTRACT PERIOD: APPLICABLE TO:
FROM: 01/01/04 TO: 12/31/09 ALL STATE AGENCIES
POLITICAL SUBDIVISIONS*
VENDOR NAME & ADDRESS: FOR PURCHASE BUREAU USE
SEE ATTACHED VENDOR INFORMATION SHEET(S) Solicitation #: 35312
Bid Open Date : 08/28/03
CID # : 1025689
Commodity Code: 725-21
Set-Aside : NONE
CONDITIONS AND METHODS OF OPERATION
Multi-Source Contracts: State Agencies and Cooperative Purchasing partners
should review each vendor's product/service and prices carefully and
place orders in accordance with the terms and conditions of the contract.
Note that
A. Delivery: All prices F.O.B. Destination
B. Method of Operation - State Agencies Only: Issue an agency purchase order
to the appropriate contract vendor(s).
*IMPORTANT: POLITICAL SUBDIVISION & OTHER COOPERATIVE PURCHASING PARTICIPANTS
In accordance with N.J.S.A. 40A:11-11(5), N.J.S.A. 52:25-16.1 et seq. and
N.J.A.C. 5:34-1.7, all Cooperative Purchasing Program participants are
responsible for ensuring that the Purchase Order issued reflects the correct
contract item pricing and that payment is processed accordingly. Note that
only these items/services specified in the applicable State contract(s) may
be purchased from the contract vendor(s) of record. Cooperative Purchasing
participants assume full responsibility for all purchase transactions issued
through State contracts, including Purchase Orders, delivery compliance, and
payments.
Questions, problems or complaints related to Cooperative Purchasing contact:
Cooperative Purchasing Coordinator
PO Box 230
Trenton N.J. 08625
(609) 984-7047
In the event of an emergency, contact the following in the order listed:
1.WANDA MCEWEN - BUYER 3. ROBERT BEAUREGARD - BUYER UNIT SUP
609-292-4887
E-MAIL: WANDA.MCEWEN@TREAS.STATE.NJ.US
2.PAT LOCANE - BUYER SUPERVISOR 4. OFFICE OF THE BUREAU SUPERVISOR
609-633-6098 609-292-4751
PB177 (rev. 6/91) PUB. DATE: 11/19/09
INDEX NO: T0223
PAGE NO: 2
Notice of Award
For
Telefacsimile Equipment, Plain Paper
Please note that listed below are the applicable sections, which we
feel you should have knowledge of. Therefore, not all of the RFP
sections are listed. Certian sections and numbers may have been
deleted.
Bid Number 03 X 35312
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 the State of New Jersey. The purpose of this RFP is to
solicit bid proposals from qualified bidders for the purchase,
rental, installation and maintenance of plain paper facsimile
equipment.
The intent of this RFP is to award a contract(s) to that responsible
bidder(s) whose bid proposal, conforming to this invitation for bids,
is most advantageous to the State, price and other factors considered.
1.2 Background
This RFP is for the purchase, rental, installation and maintenance of
plain paper facsimile equipment. This equipment will be utilized by
various state agencies and members of Cooperative Purchasing.
Facsimile products must conform to federal telecommunications
standards, be FCC registered, meet CCITT/ITU standards, conform to
electrical code standards established by NEC and/or be UL listed,
and be able to communicate with other manufacturer's facsimile
equipment.
Purchase Bureau
Division of Purchase and Property
State of New Jersey
PO Box 230
Trenton, New Jersey 08625-0230
Attention: Pasquale P. Locane, Buyer
Phone # 609-633-6098
Fax # 609-292-5170
1.4 Additional Information
1.4.1 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 and will be
distributed to all bidders who were sent the RFP.
The cut-off date for questions and inquiries concerning the RFP is
fifteen business days prior to bid opening. Addendum, if any, to this
RFP will be distributed to all bidders who were sent the RFP.
1.4.2 Addendum as a part of this RFP
Any addendum to this RFP shall become part of this RFP and part of any
contract resulting from this RFP.
2.0 Definitions
Reserved
3.0 Scope of Work
3.1 Categories of Facsimile Machines
These specifications are for eight (8) categories of facsimile
machine, and apply to both purchase and rental of a facsimile machine.
The specifications include the supplies necessary for uninterrupted
daily operation, i.e., kits and/or cartridges for ink, toner,
imaging/print, developer, drums, and NOT PAPER. In the case of a
facsimile machine purchase, the bidder shall indicate the annual cost
for maintenance after the warranty period.
Facsimile machines are categorized according to the parameters listed
below.
Duty Cycle Per
Printing Year for
Category Method Receive Mode
---------------------------- ------------- --------------
I - Low Volume Ink Jet 6,000 pages
IA - Low Volume LED or Laser 6,000 pages
II - Low to Mid Volume Laser 12,000 pages
IIA - Low to Mid Volume LED 12,000 pages
III - Mid to High Volume Laser 20,000 pages
IIIA - Mid to High Volume LED 20,000 pages
IV - High Volume Laser 30,000 pages
IVA - High Volume LED 30,000 pages
For each category of facsimile machine, there is a specification sheet
contained in Section 9.0. The corresponding specification sheet in
Section 9.0 to the RFP shall be completed for the facsimile machine(s)
bid for that category. The bidder must complete the appropriate price
lines in this RFP as well as the corresponding specification sheets.
Failure to complete either the specification sheet or the price line
for a category of facsimile machine will render that category
incomplete and consequently ineligible for contract award for that
category of facsimile machine.
The bidder may bid more than one manufacturer and model of facsimile
machine for each category listed above. In this case, the bidder
should make additional copies, as necessary, of the appropriate
specification sheet. Conversely, the bidder is not required to bid a
machine for all six categories, and may elect to bid select
categories.
A brochure or printed set of specifications for a facsimile machine
may be included with or attached to the completed State-supplied
specification sheet.
Each specification sheet provides for the identification of supplies
necessary to the machine's continuing operation. Supplies may include
toner, developer, cartridges, drums, and all other consumable items to
enable the using agency to operate the machine through indicated
copies. Paper is not included as a supply or consumable item to be
provided by the contractor.
Each specification sheet provides for the identification of optional
equipment upgrades. The bidder shall list and provide pricing for
upgrades it is willing to make available for the machines bid.
Because these equipment upgrades are optional, their pricing is not
an award criterion, but if awarded, will be binding for the duration
of the contract.
3.2 Facsimile Machine Requirements
All facsimile machines bid shall have the characteristics listed
below.
a. All facsimile machines bid shall comply in full with CCITT Blue
Book Recommendation T.4, Standardization of Group 3 Facsimile
Apparatus for Document Transmission.
b. Provide automatic contrast control.
c. Provide 64 levels or shades of gray scaling/halftone, or higher.
d. Comply with the CCITT Blue Book Recommendation T.30, Procedures
for Document Facsimile Transmission in the General Switched
Telephone Network.
e. If proprietary procedures and protocols are used for transmission
between the same the brand of equipment, the offered equipment
shall be able to work with other brands of facsimile equipment
which fully comply with the relevant CCITT Recommendations.
f. The bid facsimile machines shall be able to operate satisfactorily
and continuously within the temperature ranging from 60 to 80
degrees Fahrenheit and with relative humidity between 30% and 70%
for 24 hours a day and 7 days a week.
g. Machines shall utilize plain paper, sheet fed, and be capable of
using recycled paper stock.
h. All facsimile equipment bid must be of new manufacture, and must
meet or exceed the original equipment manufacturer (OEM)
specifications. Demonstrators or floor models are not acceptable.
i. Equipment bid must be in current production.
j. All products sold and rented through the contract resulting from
this RFP must conform to all OSHA and Right-To-Know regulations.
3.3 Demonstration of Model Facsimile Machines
Demonstration models of the facsimile machines sold and rented under
the contract resulting from this RFP shall be available for inspection
and/or demonstration by potential using agencies. Within forty-eight
(48) hours of a request by an agency, a contractor shall make
available the model of interest. The demonstration model shall be
furnished at the agency location or at a location in New Jersey.
3.4 Manufacturer Authorization
The bidder must be authorized by the manufacturer of the facsimile
machine to sell and service the manufacturer's equipment in the State
and have trained technicians to do so. The bidder shall submit, as
part of its bid proposal, a letter signed by the manufacturer
attesting to this fact.
3.5 Action Plan
The bidder shall submit, as part of the bid proposal, an Action Plan
detailing the number of technicians, inventory, supplies, etc., and
how the bidder intends to fulfill the contract requirements, if
awarded a contract.
3.6 Documentation
With each facsimile machine purchased under the contract resulting
from this RFP, all factory-supplied documentation (installation
instructions, operator's manual, troubleshooting guide, etc.) shall be
shipped with the machine.
Rented facsimile machines shall be accompanied by an original or a
legible, complete copy of the factory-supplied documentation.
3.7 Packing and Shipping
a. Packaging for shipment shall protect the product adequately to
ensure delivery in an acceptable condition in accordance with good
commercial practice.
b. Shipping cases shall be marked to show the name of the supplier,
name and address of the receiving agency, and State purchase order
number.
3.8 Delivery
a. Bidder shall furnish, in its bid proposal, a delivery schedule
identifying the time required for delivery after receipt of order.
The delivery schedule shall include notification to the agency at
least forty-eight (48) hours in advance of shipment so necessary
arrangements can be made by the agency to accept delivery.
b. If deliveries cannot be made within the stated time after receipt
of order, the ordering agency shall be advised immediately to
permit, at the agency's option, purchase from another source.
There will be no back-ordering, except upon specific approval of
the agency.
c. All deliveries are to be shipped FOB destination, spot delivered.
The contractor is responsible for having all products delivered
inside to the exact location the using agency requires. The
contractor shall be responsible for the delivery of materials in
an acceptable condition in accordance with good commercial
practice.
d. Manufacturer and model of delivered facsimile machines must
match the manufacturer and model identified in the bid proposal
and selected for contract award.
e. The contractor must make delivery of products and services
identified herein to all parts of the State of New Jersey.
3.9 Service Record
A gummed or self-adhesive label showing the date the facsimile machine
was put into service and the warranty expiration date shall be
supplied by the contractor. The contractor or using agency should
affix said label to the bottom of each unit purchased under this
contract.
For machines purchased or rented under the contract resulting from
this RFP, a written Service Record must be maintained by the
contractor. The Service Record shall be maintained for the duration
of the rental, or for the duration of warranty and maintenance on
purchased facsimile machines. A copy of the service record for each
facsimile machine purchased or rented shall be available from the
contractor upon request from the using agency or the Division of
Purchase and Property.
3.10 Warranty
A warranty is required on all machines purchased from the contract
resulting from this RFP. The warranty shall provide coverage against
defective material, workmanship, and failure to perform in accordance
with bid specifications. Warranty shall be for a one-year period
beginning at machine acceptance, and shall include all parts and
labor.
If a facsimile machine in the bid proposal has a manufacturer's
standard warranty covering less than one (1) year, the facsimile
machine price quoted shall include extended warranty coverage
sufficient to meet the one-year requirement.
Warranty repair work must be provided on-site at the using agency
location. If a machine is removed from the using agency location for
repair, a loaner facsimile machine must be provided at no charge.
Calls for service during the warranty shall be responded to within
three (3) hours. Repair of the affected facsimile machine or
provision of a loaner facsimile machine must occur within twenty-four
(24) hours of the originating call for service.
3.11 Maintenance
Maintenance shall be available for purchase on an annual basis as
identified and priced herein. Maintenance will be procured by using
agencies after a facsimile machine's one-year warranty has expired.
a. Maintenance shall be provided Monday through Friday, 8:00 AM
through 5:00 PM, except for State holidays.
b. Maintenance shall be provided on-site at the using agency's
location. In no case shall the using agency deliver equipment
to the contractor for repair.
c. The provision and/or continuation of maintenance shall not be
contingent upon the use of proprietary or brand-specific supplies,
i.e., supplies obtained from a source other than the contract
resulting from this RFP shall be permissible and shall not void
the maintenance agreement.
d. Agencies may purchase annual maintenance at the time of purchasing
the facsimile machine itself, during the warranty, or during a
period of annual maintenance. Selling annual maintenance to a
using agency for a facsimile machine that has been in an
"uncovered" period, i.e., a period of time with no warranty or
maintenance, shall be at the contractor's option.
e. Calls for service during the warranty shall be responded to within
three (3) hours. Repair of the affected facsimile machine or
provision of a loaner facsimile machine must occur within twenty-
four (24) hours of the originating call for service.
3.12 Rental of Facsimile Machines
The contract resulting from this RFP shall provide for the rental of
facsimile machines. Facsimile machines shall be available for rental
on a monthly basis. Rental orders may be placed throughout the entire
term of the contract, including any contract extensions.
Each category of facsimile machine bid must be available for rental in
addition to outright purchase. The cost of rental shall include all
parts, supplies, and service for the rented facsimile machine. The
cost of rental does not include paper.
All rented facsimile machines shall be installed by the contractor.
A rented facsimile machine shall receive a warranty and/or maintenance
for the duration of the rental. The warranty and/or maintenance for a
facsimile machine rental shall be included in the annual rental cost.
Rental units shall include at all times coverage against defective
material, workmanship, and failure to perform in accordance with bid
specifications.
Repair work on rented facsimile machines must be provided on-site at
the using agency location. If a machine is removed from the using
agency location for repair, a loaner facsimile machine must be
provided at no charge.
Calls for service shall be responded to within three (3) hours.
Repair of the affected facsimile machine or provision of a loaner
facsimile machine must occur within twenty-four (24) hours of the
originating call for service.
3.13 Discontinued Machines
Should any facsimile machine awarded be discontinued or removed from
production, the contractor must inform the Director of the Division of
Purchase and Property in writing. If the machine has been replaced by
a different model number, literature must be submitted to the Director
of the Division of Purchase and Property for review. The machine
being offered as a replacement must meet or exceed the specifications
and performance of the originally awarded machine. If accepted, the
new machine will be added to the contract at the price of the replaced
machine or less. If the new machine does not meet specifications for
the item awarded, that award will be cancelled and a new vendor may be
awarded. The machine being offered as a replacement shall be of the
same manufacture (brand) as the discontinued product.
5.0 Contractual Terms and Conditions
5.1 Precedence of Contractual Terms and Conditions
The contract shall consist of this RFP, addendum to this RFP, the
contractor's bid proposal, as accepted by the State and the Division's
notice of acceptance.
Unless specifically noted within this RFP, the Standard Terms and
Conditions take precedence over the Special Terms and Conditions.
In the event of a conflict between the provisions of this RFP,
including the Standard Terms and Conditions and the Special Terms and
Conditions, and any addendum to the RFP, the addendum shall govern.
In the event of a conflict between the provisions of this RFP,
including any addendum to this RFP, and the bidder's proposal, the RFP
and/or the addendum shall govern.
5.2 Performance Bond "Not applicable to this procurement"
A performance bond is not required with this RFP.
5.3 Business Registration
Proof of valid business registration with the Division of Revenue,
Department of the Treasury, State of New Jersey, should be submitted
by the bidder and, if applicable, by every subcontractor of the
bidder, with the bidder's bid. No contract will be awarded without
proof of business registration with the Division of Revenue. Any
questions in this regard can be directed to the Division of Revenue at
(609) 292-1730.
5.4 Contract Term and Extension Option
The term of the contract shall be for a period of two (2) years. The
anticipated "contract effective date" is provided on the cover sheet
of this RFP. If delays in the bid process result in an adjustment of
the anticipated contract effective date, the bidder agrees to accept a
contract for the full term of the contract. The contract may be
extended for two additional one year periods or less, by mutual
written consent of the contractor and the director. The total term of
the contract including extensions is not expected to exceed five
years.
5.5 Contract Transition
In the event services end by either contract expiration or
termination, it shall be incumbent upon the contractor to continue
services, if requested by the Director, until new services can be
completely operational. The contractor acknowledges its
responsibility to cooperate fully with the replacement contractor and
the State to ensure a smooth and timely transition to the replacement
contractor. Such transitional period shall not extend more than
one hundred and twenty (120) days beyond the expiration date of the
contract, or any extension thereof. The contractor will be reimbursed
for services during the transitional period at the rate in effect when
the transitional period clause is invoked by the State.
5.6 Availability of Funds
The State's obligation to pay the contractor is contingent upon the
availability of appropriated funds from which payment for contract
purposes can be made. No legal liability on the part of the State for
payment of any money shall arise unless funds are made available each
fiscal year to the using agency by the Legislature.
5.7 Contract Amendment
Any changes or modifications to the terms of the contract shall only
be valid when they have been reduced to writing and executed by the
contractor and the director.
5.8 Contractor Responsibilities
The contractor shall have sole responsibility for the complete effort
specified in the contract. Payment will be made only to the
contractor. The contractor shall have sole responsibility for all
payments due any subcontractor.
5.16 Claims and Remedies
5.16.1 Claims
All claims asserted against the State by the contractor shall be
subject to the New Jersey Tort Claims Act, N.J.S.A. 59:1-1, et seq.,
and/or the New Jersey Contractual Liability Act, N.J.S.A. 59:13-1, et
Seq.
5.16.2 Remedies
Nothing in the contract shall be construed to be a waiver by the State
of any warranty, expressed or implied, or any remedy at law or equity,
except as specifically and expressly stated in a writing executed by
the Director.
5.17 Late delivery
The contractor must immediately advise the State Contract Manager of
any circumstance or event that could result in late completion of any
task or subtask called for to be completed on a date certain.
notification must also be provided to the director at the address
Below:
The State of New Jersey
Director, Division of Purchase and Property
Purchase Bureau
PO Box 230
33 West State St.
Trenton, New Jersey 08625-0230
5.23 Form of Compensation and Payment
This section supplements section 4.5 of the RFP's Standard Terms and
Conditions. The contractor must submit official State invoice forms
to the using agency with supporting documentation evidencing that work
for which payment is sought has been satisfactorily completed.
Invoices must reference the tasks or subtasks detailed in the scope of
work section of the RFP and must be in strict accordance with the
firm, fixed prices submitted for each task or subtask on the RFP
pricing sheets. When applicable, invoices should reference the
appropriate RFP price sheet line number from the contractor's bid
proposal. All invoices must be approved by the State Contract Manager
before payment will be authorized.
Invoices must also be submitted for any special projects, additional
work or other items properly authorized and satisfactorily completed
under the contract. Invoices shall be submitted according to the
payment schedule agreed upon when the work was authorized and
approved. Payment can only be made for work when it has received all
required written approvals and has been satisfactorily completed.
Payment to Contractor - Optional Method
The State of New Jersey now offers state contractors the opportunity
to be paid through the visa procurement card (p-card). A contractor's
acceptance and a State agency's use of the p-card, however, is
optional.
P-card transactions do not require the submission of either a
contractor invoice or a State payment voucher. Purchasing
transactions using the p-card will usually result in payment to a
contractor in three days.
A contractor should take note that there will be a transaction-
processing fee for each p-card transaction. To participate, a
contractor must be capable of accepting the Visa card. Additional
information can be obtained from banks or merchant service companies.
INDEX NO: T0223
PAGE NO: 3
VENDOR INFORMATION SHEET
COOP *
VENDOR NAME AND ADDRESS SBE/MBE/WBE/PURCH
______________________________________________________________________________
ASBURY BUSINESS SYSTEMS LLC NO /NO /NO /YES CONTRACT #: 57428
653 COOKMAN AVE EXPIRATION DATE: 12/31/09
ASBURY PARK, NJ 07712 TERMS: NONE
DELIVERY: 7 DAYS ARO
CONTACT PERSON: BOB REUTER CONTACT PHONE: 732-805-9297
ORDER FAX # : 732-502-0717
______________________________________________________________________________
PRIOR NAMI BUSINESS SYSTEMS YES/NO /NO /YES CONTRACT #: 57427
LIBERTY OFFICE PARK EXPIRATION DATE: 12/31/09
1666 HAMILTON AVENUE TERMS: NONE
HAMILTON, NJ 08629 DELIVERY: 7 DAYS ARO
CONTACT PERSON: ANTHONY J NAMI JR CONTACT PHONE: 609-584-5252
ORDER FAX # : 609-584-5255
______________________________________________________________________________
SUPPLY SAVER CORP YES/NO /NO /YES CONTRACT #: 57431
1324 WYCKOFF RD EXPIRATION DATE: 12/31/09
NEPTUNE, NJ 07753 TERMS: NONE
DELIVERY: 1 DAYS ARO
CONTACT PERSON: LAURENCE L. JONES CONTACT PHONE: 732-938-4000
ORDER FAX # : 732-938-4045
______________________________________________________________________________
XEROX CORPORATION NO /NO /NO /YES CONTRACT #: 57429
10 WOODBRIDGE CENTER DR EXPIRATION DATE: 12/31/09
WOODBRIDE, NJ 07095 TERMS: NONE
DELIVERY: 7 DAYS ARO
CONTACT PERSON: BRET CLASS CONTACT PHONE: 973-656-3242
ORDER FAX # : 973-540-7506
* WILL VENDOR EXTEND CONTRACT PRICES TO COOPERATIVE PURCHASING PARTICIPANTS?
INDEX NO: T0223
PAGE NO: 5
CONTRACT ITEMS/SERVICES
BY VENDOR
______________________________________________________________________________
VNDR: ASBURY BUSINESS SYSTEMS LLC CNTRCT #: 57428
LINE# DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00023 COMM CODE: 600-61-066825 1.000 EACH N/A $650.00000
TELEFACSIMILE EQUIPMENT FOR LED
LOW/MID VOLUME, INCLUDING SUPPLIES &
ACCESSORIES, AS PER CATEGORY IIA
BRAND: OKI
MODEL: C3530
00024 COMM CODE: 939-72-066826 1.000 YEAR N/A $299.00000
TELEFACSIMILE EQUIPMENT, MAINTENANCE
YEAR TWO
FOR LOW/MID VOLUME LED
AS PER CATEGORY IIA
00025 COMM CODE: 600-61-066827 1.000 EACH N/A $149.00000
TELEFACSIMILE EQUIPMENT,DRUM FOR LED
LOW/MID VOLUME,
AS PER CATEGORY IIA.
BRAND: OKI
MODEL: 56116901
00026 COMM CODE: 600-61-066828 1.000 EACH N/A $23.95000
TELEFACSIMILE EQUIPMENT, TONER CARTRIDGE
FOR LOW/MID VOLUME LED
AS PER CATEGORY IIA.
BRAND: OKI
MODEL: 52106701
00027 COMM CODE: 600-61-066829 1.000 LOT N/A $225.50000
TELEFACSIMILE EQUIPMENT,OPTION,
ADDITIONAL MEMORY FOR LED LOW/MID VOLUME
AS PER CATEGORY IIA.
BRAND: OKI
MODEL: 70031601
00028 COMM CODE: 600-61-066830 1.000 EACH N/A $299.00000
TELEFACSIMILE EQUIPMENT, OPTION,
PAPER TRAY FOR LED LOW/MID VOLUME
AS PER CATEGORY IIA.
BRAND: OKI
MODEL: 70029401
______________________________________________________________________________
VNDR: PRIOR NAMI BUSINESS SYSTEMS CNTRCT #: 57427
LINE# DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00010 COMM CODE: 725-21-037089 1.000 EACH N/A $385.00000
TELEFACSIMILE EQUIPMENT - LOW/MID VOLUME
LASER INCLUDING SUPPLIES AND ACCESSORIES
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