PROG ID: POCNBK3A STATE OF ALABAMA DATE: 06/27/08 DEPARTMENT OF FINANCE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD MULTI-FUNCTION NETWORK DEVICES CONTRACT T-NUMBER....... : T190 USAGE.......... : STATEWIDE CONTRACT PERIOD......... : JUNE 3, 2008 TO JUNE 2, 2009 SOLICITATION NO : 2131395 CONTRACT BUYER...... : JENNIFER SIGLER BUYER PHONE.. : (334) 242-7370 PURCHASING NUMBER......... : (334) 242-7250 FAX NUMBER... : (334) 242-4419 DATE PRINTED. : 06/27/08 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 2 FAMILIARIZE YOURSELF WITH THIS CONTRACT AND THE TERMS AND CONDITIONS REGARDING THE RESPONSIBILITIES OF THE STATE AND THE VENDORS. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IT IS THE RESPONSIBILITY OF THE ORDERING AGENCY TO MAKE SURE THAT * * ALL OF THE INFORMATION SUBMITTED ON THEIR REQUISITION IS CORRECT. * * ALWAYS BE SURE TO RECHECK YOUR COMMODITY NUMBERS. AS SOON AS YOUR * * PURCHASE ORDER ARRIVES, CHECK IT FOR ACCURACY. IF THERE ARE ANY * * DISCREPANCIES, PLEASE NOTIFY THE VENDOR FIRST, THEN CONTACT THE * * BUYER LISTED ON THE FRONT OF THIS CONTRACT AS SOON AS POSSIBLE. * * IN MOST INSTANCES, PROBLEMS CAN BE CORRECTED. * * * * COMPLAINTS MUST BE DOCUMENTED & SUBMITTED TO THE BUYER IN WRITING.* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ********************************************************************** * * * DIGITAL MULTIFUNCTIONAL DEVICE CONTRACT * * ----------------------------- * * * ********************************************************************** *********************TERMS AND CONDITIONS T-190*********************** MULTIFUNCTIONAL DEVICES ARE DEFINED AS: A DEVICE WHICH FUNCTIONS AS A WALK-UP COPIER AS A MINIMUM. AT A MINIMUM ALL VENDORS MUST SUPPORT 1) NOVELL NETWARE 2) MICROSOFT NT. VENDOR MUST BE ABLE TO SUPPORT ETHERNET. ALL MACHINES MUST BE DIGITAL WITH NETWORK PRINTING AND SCANNING AS MINIMUM OPTIONS. ACCEPTABLE MACHINE BUILD STATUS: THIS CONTRACT HAS THREE (3) CATEGORIES OF EQUIPMENT: RENTAL, LEASE/ PURCHASE AND PURCHASE. ACCEPTABLE NEW EQUIPMENT IS TO BE "NEW" OR DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 3 "NEWLY MANUFACTURED" AND IN CURRENT PRODUCTION AS DEFINED IN THE GLOSSARY OF THE "BUYER'S LABORATORY SPECIFICATION GUIDE". THE STATE MUST BE THE FIRST TIME USER OF THE EQUIPMENT. DISCONTINUED/END OF LIFE EQUIPMENT: SUBSTITUTIONS MUST BE MADE USING THE SAME MANUFACTURER AND MUST MEET AND/OR EXCEED THE SPECIFICATIONS OF THE EQUIPMENT ORIGINALLY BID. INVOICES: INVOICES MUST BE FROM PRIME CONTRACTOR AND MAILED TO THE USING AGENCY. PAYMENT WILL BE MADE BY THE USER UPON RECEIPT. BILLING ADDRESSES WILL APPEAR ON ALL PURCHASE ORDERS. ALL INVOICES MUST INCLUDE THE AGREEMENT TIME FRAME I.E. "XX MONTH OF 36 MONTH TERM". SAMPLE OF INVOICES MUST BE PROVIDED UPON REQUEST. LOCAL USE TAXES: LOCAL USE TAXES ARE NOT INCLUDED IN THE BID PRICING. THEREFORE, ALL LOCAL USE TAXES ASSESSED WILL BE ADDED TO THE RENTAL PRICING OF THE DEVICE BEING RENTED. PAYMENT OF SAID LOCAL USE TAX WILL BE THE RESPONSIBILITY OF THE AGENCY RENTING THE EQUIPMENT. THE STATE OF ALABAMA AND ALL OF ITS AGENCIES WILL ONLY PAY THE 4% LEASE TAX. QUANTITIES AND ORDERS: THERE IS NO EXISTING ESTIMATE OF THE QUANTITY OF COPIERS TO BE PUR- CHASED OR RENTED THROUGHOUT THE CONTRACT PERIOD. EQUIPMENT WILL BE OBTAINED AS NEEDED. SUPPLIES: PROVISION OF OPERATING SUPPLIES IS INCLUDED IN THIS CONTRACT (INCLUDING DRUM). SUPPLIES EXCLUDING PAPER AND STAPLES WILL BE FURNISHED BY THE VENDOR UNDER RENTAL, LEASE AND MAINTENANCE AGREEMENTS. VENDOR MUST FURNISH A 1-800 NUMBER FOR ORDERING OF SUPPLIES. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 4 INSTALLATION COST: MACHINE INSTALLATION COST SHALL BE THE BURDEN OF THE VENDOR. ALL PRICES BID MUST INCLUDE INSTALLATION COST IF APPLICABLE. MATERIALS AND SUPPLIES: ALL MATERIALS, SUPPLIES OR EQUIPMENT ON THIS CONTRACT SHALL BE CLASSIFIED AS NEW. PRIOR TO ACCEPTANCE ALL EQUIPMENT SHALL BE ASSEMBLED AND FULLY SERVICED, READY FOR OPERATION INCLUDING INITIAL START UP SUPPLIES. START UP SUPPLIES ARE DEFINED AS MINIMUM STANDARD QUANTITIES (NO PARTIAL CARTONS) OF ITEMS NEEDED TO INITIATE OPERATION OF EQUIPMENT, TONER AND DEVELOPER ARE EXAMPLES. ALL EQUIPMENT AND MACHINES FURNISHED UNDER THIS CONTRACT SHALL BE COVERED BY MANUFACTURERS' PUBLISHED NEW MACHINE WARRANTY. INSPECTION: THE STATE RESERVES THE RIGHT TO REJECT ANY ITEMS WHICH DO NOT CONFORM WITH SPECIFICATIONS UNDER WHICH THEY ARE OBTAINED. SAMPLING AND INSPECTION MAY BE MADE ON ITEMS AT SOURCE OF SUPPLY AND/OR POINT OF DELIVERY. THE STATE RESERVES THE RIGHT FOR FINAL ACCEPTANCE OR REJEC- TION. INSURANCE/RISK OF LOSS: RENTAL EQUIPMENT AND LEASED EQUIPMENT THE ORDERING AGENCY SHALL BE RELIEVED FROM RISKS OF LOSS OR DAMAGE TO ALL EQUIPMENT DURING TRANSPORTATION, INSTALLATION AND DURING THE ENTIRE TIME THE EQUIPMENT IS IN THE POSSESSION OF THE ORDERING AGENCY EXCEPT WHEN LOSS OR DAMAGE IS DUE TO FAULT OR NEGLIGENCE OF THE STATE. THIS EQUIPMENT SHOULD BE INSURED BY THE OWNER AT FULL REPLACEMENT VALUE AGAINST ALL RISK OF LOSS OR DAMAGE. LEASE WITH PURCHASE OPTION: DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 5 AT COMPLETION OF ALL THIRTY SIX (36) MONTHS OF LEASE PAYMENTS, A USER MAY ACQUIRE THE LEASED EQUIPMENT FOR THE STATED PURCHASE OPTION AMOUNT (PROVIDED BY VENDOR). PURCHASE OPTION MAY NOT EXCEED 15% OF THE MANUFACTURER'S SUGGESTED RETAIL PRICE. LEASE/PURCHASE EQUIPMENT: ANY OPTIONAL ACCESSORIES THAT ARE TO BE ADDED AFTER THE INITIAL AGREEMENT HAS BEEN ESTABLISHED MUST BE PURCHASED OUTRIGHT. IT CANNOT BE ADDED TO AN EXISTING LEASE/PURCHASE NOR CAN A NEW RENTAL AGREEMENT BE ESTABLISHED. WARRANTY: ALL DIGITAL DEVICES FURNISHED MUST BE NEW. IF PURCHASED, CONTRACTOR SHALL BEAR ALL COST FOR REPAIR OF EQUIPMENT DEFECTS AND FAILURES OCCURING WITHIN A MINIMUM PERIOD OF 90 DAYS FROM DATE OF INSTALLATION. ALL EQUIPMENT OR DEVICES, IN ADDITION TO THE ABOVE 90 DAYS, SHALL BE COVERED BY THE MANUFACTURERS' PUBLISHED NEW MACHINE WARRANTY. GENERAL SPECIFICATIONS AND TERMS 1. THESE DEVICES MUST MEET THE MINIMUM SPECIFIED REQUIREMENTS PER ITEM AND MUST BE CAPABLE OF REPRODUCING GENERAL OFFICE CORRESPONDENCE AND REPORTS. 2. DEVICES SHALL BE CAPABLE OF MAKING COPIES ON 20 LB. BOND PAPER BOTH VIRGIN AND RECYCLED AND YIELD ACCEPTABLE COPY QUALITY WITHOUT FEED PROBLEM. BOND PAPER SHALL BE DEFINED AS COMMERCIAL OR INDUSTRY GRADE BOND PAPER WHICH, AFTER BEING TAKEN OR ROLLED OFF THE PAPER MAKING MACHINE UNDERGOES NO FURTHER PROCESS OR TREATMENT OTHER THAN CALENDERING, CUTTING AND PACKAGING. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 6 3. DEVICES MUST BE CAPABLE OF PRODUCING 8-1/2" X 11" THRU 8-1/2" X 14" COPIES AS A MINIMUM REQUIREMENT. 4. DEVICES SHALL PRODUCE ACCEPTABLE COPY FROM COLORED PAPER, LABELS, AND TRANSPARENCY MATERIAL. 5. THE APPROPRIATE CABINET OR STAND MUST BE PROVIDED WITH THE MACHINE. 6. DEVICES SHALL REPRODUCE ACCEPTABLE COPY QUALITY FROM SOLIDS, ARCHITECTURAL PATTERNS, GRADUATED TONES, LINE AND GRIDS, STANDARD BLACK GRAPHITE #2 AND RED PENCILS, BLUE BALL POINT PENS, NCR COPIES, PHOTOGRAPHS AND COLORED ORIGINALS. 7. EQUIPMENT MUST BE STANDARD CATALOGED ITEMS FOR WHICH PRINTED LITERATURE AND SPECIFICATIONS ARE AVAILABLE. 8. ALL ELECTRICAL EQUIPMENT FURNISHED MUST BE GROUNDED. 9. DEVICES SHALL BE EQUIPPED WITH A NON-RESETABLE COPY/IMAGE METER. 10. THE VENDOR IS RESPONSIBLE FOR SUPPLYING ELECTRONIC SURGE PROTECTION FOR EQUIPMENT DELIVERED AGAINST THIS CONTRACT, AT NO ADDITIONAL COST. IT WILL NOT BE NECESSARY TO LIST THE ELECTRONIC SURGE PROTECTION AS AN OPTION IN THE BID. IT IS THE VENDOR'S RESPONSIBILITY TO PROVIDE ELECTRONIC SURGE PROTECTION OF SUFFICIENT CAPACITY TO PROTECT ITS EQUIPMENT. 11. FOR PURCHASED DEVICES, ELECTRONIC SURGE PROTECTION SHALL BE MADE AVAILABLE TO THE USERS AT A COST NO GREATER THAN OFFERED TO DEALERS OR DISTRIBUTORS. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 7 12. NETWORK SCANNING MUST INCLUDE ALL REQUIRED HARDWARE AND SOFTWARE TO ALLOW DEVICE TO SCAN TO PC DESKTOP OR NETWORK FILE SERVER. WHERE SCANNING IS SPECIFIED, UNIT IS TO SCAN DOCUMENT TO EDITABLE FORMAT TO INCLUDE BUT NOT LIMITED TO PDF, TIFF, AND JPEG FORMATS. 13. FOR CLARIFICATION "BATCH DOCUMENT OR JOB BUILD" MEANS: WHEN THE NUMBER OF ORIGINALS EXCEEDS THE DOCUMENT FEEDER'S CAPACITY, A UNIT THAT OFFERS "JOB BUILD" WILL ALLOW A USER TO BATCH FEED ORIGINALS THAT WILL BE MERGED AUTOMATICALLY ONCE ALL THE ORIGINALS HAVE BEEN SCANNED. THE NUMBER OF ORIGINALS THAT CAN BE SCANNED IS DEPENDENT ON THE AMOUNT OF AVAILABLE MEMORY. "FINISHING CAPACITY" MEANS DEVICE MUST STAPLE FINISHED SETS. 14. DETERMINATION OF CAPATIBILITY/CONNECTIVITY WILL BE THE RESPONSIBILITY OF BOTH THE VENDOR AND THE STATE AGENCY OR ANY OTHER AUTHORIZED USER OF THIS CONTRACT. ALL AWARDED VENDORS MUST HAVE QUALIFIED ANALYSTS AVAILABLE TO PROVIDE SUPPORT FOR CONNECTIVITY AND TO ANSWER NETWORKING QUESTIONS. 15. IF DEVICES ARE PURCHASED: CONTRACTOR SHALL BEAR ALL COSTS FOR REPAIR OF EQUIPMENT DEFECTS AND FAILURES OCCURRING WITHIN A MINIMUM PERIOD OF 90 DAYS FROM DATE OF INSTALLATION. IN THE EVENT THAT THE DEVICE DOES NOT PERFORM TO THE SATISFACTION OF THE STATE DURING THE WARRANTY PERIOD, THE CONTRACTOR SHALL REPLACE THE UNIT WITH A SIMILAR MODEL. A SERVICE LOG WILL BE ATTACHED TO EACH MACHINE AND MAINTAINED BY THE AGENCY. THE CONTRACTOR WILL FILL IN THE "CAUSE OF BREAKDOWN" COLUMN WITH CONCURRENCE FROM THE AGENCY. SHOULD THE CAUSE OF SERVICE CALL BE DETERMINED TO BE A OPERATOR ERROR, MISUSE OR ABUSE BY THE STATE, THE REPAIR TIME AND THE ASSOCIATED TRAVEL TIME SHALL NOT BE A FACTOR IN DETERMINING SATISFACTORY MACHINE PERFORMANCE. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 8 THE CONTRACTOR SHALL AGREE TO PROVIDE A FULL MAINTENANCE AGREEMENT FOR A MINIMUM OF (5) FIVE YEARS FOR ALL PURCHASED AND LEASE/PURCHASE DEVICES. THIS SHALL INCLUDE ALL PARTS, INCLUDING DRUMS OR MASTERS, OR LIKE MATERIALS, LABOR, SERVICE AND PREVENTATIVE MAINTENANCE. IN THE EVENT THE STATE SHOULD ELECT NOT TO EXECUTE A MAINTENANCE CONTRACT, THE CONTRACTOR WILL NO LONGER BE HELD RESPONSIBLE FOR THIS AGREEMENT. THE STATE RESERVES THE RIGHT TO CANCEL THE FULL MAINTENANCE AGREEMENT UPON 90 DAYS NOTICE OR AT THE END OF THE STATES FISCAL YEAR, WITHOUT INCURRING TERMINATION CHARGES. MASTERS, DRUMS OR LIKE TRANSFER MATERIALS MUST BE INCLUDED IN THE FULL SERVICE MAINTENANCE AGREEMENT. THE CONTRACTOR SHALL PROVIDE GUARANTEED MAINTENANCE SERVICE AT THE RATES SHOWN FOR FIXED TIME PERIODS. 16. FOR ALL DEVICES INSTALLED AS A RESULT OF THIS CONTRACT, THE CONTRACTOR AGREES TO PROVIDE MAINTENANCE SERVICE TO ALL STATE OR POLITICAL SUBDIVISION AGENCIES. MAINTENANCE SERVICE WILL BE AVAILABLE DURING NORMAL WORKING HOURS, 8:00 A.M. TO 5:00 P.M., MONDAY THROUGH FRIDAY, EXCEPT STATE OR FEDERAL HOLIDAYS. THIS INCLUDES, BUT IS NOT LIMITED TO: (A) CONTRACTORS WILL REPAIR OR ADJUST THE DEVICES AS REQUIRED TO MAINTAIN THEM IN GOOD WORKING ORDER. THESE COSTS ARE BORNE BY THE VENDOR AND ARE INCLUDED IN THE MAINTENANCE COST OR RENTAL CHARGES AS APPLICABLE. (B) PREVENTIVE MAINTENANCE WILL BE BASED UPON SPECIFIC NEEDS OF THE INDIVIDUAL DEVICE. PREVENTIVE MAINTENANCE WILL INCLUDE LUBRICATION, NECESSARY ADJUSTMENTS AND REPLACEMENT OF UNSERVICEABLE PARTS. (C) ON-CALL REMEDIAL MAINTENANCE, INCLUDING REPLACEMENT OF UNSERVICEABLE PARTS. PARTS WILL BE FURNISHED ON AN EXCHANGE BASIS AND WILL BE NEW PARTS OR EQUIVALENT TO NEW IN PERFORMANCE WHEN USED IN THESE DEVICES. REMOVED PARTS BECOME THE PROPERTY OF THE VENDOR. ONLY MANUFACTURER APPROVED PARTS ARE TO BE USED. MAXIMUM SERVICE RESPONSE TIME AT ANY LOCATION SHALL BE NINE (9) WORKING HOURS. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 9 IN THE EVENT THAT REPAIRS CANNOT BE COMPLETED WITHIN ONE (1) STATE WORK DAY COPYING SERVICES OR AN EQUITABLE PRORATA CREDIT SHALL BE PROVIDED BY THE VENDOR. 17. PURCHASED DEVICES NOT ON MAINTENANCE CONTRACT: ALL EXPENDABLE PARTS MUST BE GUARANTEED BY THE VENDOR FOR A STATED LIFE, I.E. DRUMS - 50,000 COPIES. IF PART IS GUARANTEED FOR A SPECIFIC LIFE AND IT FAILS TO MEET THAT LEVEL, THE PART MUST BE REPLACED. THERE WILL BE A PRO-RATED SHARING OF THE COST OF PARTS AND LABOR I.E., IF THE PART IS GUARANTEED 50,000 COPIES AND IT PRODUCES 25,000, THE STATE WOULD BE ENTITLED TO A 50% CREDIT ON THE PART PLUS THE SAME PROPORTIONATE DISCOUNT ON LABOR. 18. USEFUL LIFE: THE DEVICES RENTED OR PURCHASED AS A RESULT OF THIS CONTRACT WILL BE EXPECTED TO PERFORM SATISFACTORILY THROUGHOUT THE REQUIRED MINIMUM PERFORMANCE PERIOD, OR THE LONGER WARRANTY PERIOD PROVIDED BY THE MANUFACTURER. MACHINES SHALL BE KEPT IN GOOD WORKING ORDER SO THAT WORK DELAYS AND PROBLEMS SHALL BE MINIMIZED. IN THE EVENT THAT A DEVICE EXHIBITS CONTINUING BREAKDOWNS OR POOR PRINT QUALITY THE STATE RESERVES THE RIGHT TO REJECT THE DEVICE. IF A TREND OF EXCESSIVE MALFUNCTIONS IS ESTABLISHED AND DOCUMENTED, THE VENDOR WILL BE REQUIRED TO REPLACE THE DEVICE WITH ANOTHER OF EQUAL OR BETTER FEATURES AT NO ADDITIONAL CHARGE TO THE STATE INCLUDING INSTALLATION AND REMOVAL CHARGES. IT WILL BE THE RESPONSIBILITY OF THE STATE TO PROVIDE DOCUMENTATION RECORDS. IN THIS EVENT, THE VENDOR WILL TAKE TITLE TO THE REJECTED DEVICE SHOULD A REJECTION BE NECESSARY DUE TO NON-PERFORMANCE OR MAY REFUND THE PRO-RATED PORTION OF THE PURCHASE COST. 19. RELOCATION: DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 10 THE VENDOR SHALL AGREE TO RELOCATE EQUIPMENT ANYWHERE WITHIN ALABAMA. THE VENDOR SHALL SUBMIT AT TIME OF MOVE A PRICE QUOTATION NOT TO EXCEED THE VENDOR'S COST FOR THE MOVE OR WILL PREPARE EQUIPMENT TO BE MOVED BY OTHER MUTUALLY ACCEPTABLE MODE. 20. VENDORS MUST INCLUDE A LIST OF AVAILABLE OPTIONS WITH PRICES THAT ARE AVAILABLE ON DEVICES AT TIME OF BID. OPTIONAL/ ACCESSORY PRICING MUST BE PROVIDED ON "ATTACHMENT A" INCLUDED IN BID. A SEPERATE SHEET IS TO BE USED FOR EACH MACHINE. ANY NEW OPTIONS THAT BECOME AVAILABLE FOR AWARDED DEVICES MAY BE ADDED AT THAT TIME. OPTION COST MUST BE AT LEAST 20% OFF MFR. SUGGESTED RETAIL. VENDOR MUST PROVIDE RETAIL PRICE SHEET WITH BID. 21. TRAINING: AWARDED VENDORS WILL BE RESPONSIBLE FOR INITIAL TRAINING OF A MINIMUM OF FOUR (4) OPERATORS ON ALL ASPECTS OF THE DEVICE INSTALLED; I.E. WALK-UP COPIER, AND ANY ADDED OPTIONS. TRAINING FOR ADDITIONAL OPERATORS AT THE SAME TIME OR AT A LATER DATE MAY BE MADE AVAILABLE AT A STATED CHARGE. OPERATOR/INSTRUCTION MANUALS MUST BE INCLUDED WITH EQUIPMENT AT TIME OF INSTALLATION. 22. ALL BIDDERS MUST HAVE AN OFFICE LOCATED IN ALABAMA WITH PERSONNEL WHO CAN SELL, SERVICE AND PROVIDE ON-SITE NETWORK SUPPORT. 23. EACH VENDOR IS REQUESTED TO BRING TO THE BID OPENING AT LEAST 20 SETS OF BID SHEETS TO INCLUDE PRICING SHEETS. DO NOT SUBMIT THESE SETS WITH BID AS THEY WILL NOT BE ACCEPTED. THE TOTAL NUMBER OF COPIES MAY BE ADJUSTED AFTER THE MANDATORY PRE-BID CONFERENCE. IF SO, IT WILL BE ADDRESSED IN AN ADDENDUM FOLLOWING THE CONFERENCE. 24. EVALUATION - RENTAL EQUIPMENT WILL INCLUDE THE TOTAL 36 MONTHS RENTAL PLUS DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 11 COPY CHARGE. 36 X MONTHLY RENTAL PLUS COPY CHARGE EQUALS TOTAL AMOUNT PER MACHINE. EVALUATION WILL BASED ON MINIMUM MONTHLY COPY VOLUME. LEASED EQUIPMENT WILL INCLUDE THE TOTAL 36 MONTHS PLUS COPY CHARGE, PLUS PURCHASE OPTION COST. 36 X MONTHLY LEASE, PLUS COPY CHARGE, PLUS PURCHASE OPTION, EQUALS TOTAL BID AMOUNT PER MACHINE. EVALUATION WILL BE BASED ON MINIMUM MONTHLY COPY VOLUME. PURCHASED EQUIPMENT WILL INCLUDE COST OF THE MACHINE PLUS COPY CHARGE, PLUS TOTAL MAINTENANCE. COST + COPIES + TOTAL FULL TERM MAINTENANCE EQUAL TOTAL BID AMOUNT PER MACHINE. EVALUATION WILL BE BASED ON MINIMUM MONTHLY COPY VOLUME. 25. LIST OF ITEMS VENDOR MUST INCLUDE WITH BID: 1 - LETTER OF MANUFACTURERS CERTIFICATION FROM ALL BIDDERS STATING WHETHER MANUFACTURER OR AUTHORIZED DEALER 2 - LIST OF AUTHORIZED SERVICE DEALERS, LOCATIONS, PRIME CONTACT PERSON AND TELEPHONE NUMBER. 3 - OPTION/ACCESSORY PRICE SHEET FOR EACH MACHINE (ATTACHMENT A) 4 - RETAIL PRICE SHEET OF ALL OPTIONS (SEPARATE FROM OPTIONS PRICE SHEET ATTACHMENT A) 5 - DESCRIPTIVE LITERATURE 26. INVENTORY REPORTS: AT THE REQUEST OF THE STATE, THE VENDOR MUST BE ABLE TO PROVIDE AN INVENTORY LISTING FOR THE LATEST PERIOD THAT IDENTIFIES EACH COPIER PLUS ALL OPTIONS ASSIGNED TO THE STATE. THE REPORT MUST BE SORTED BY AGENCY AND LOCATION. IT IS TO INCLUDE THE FOLLOWING INFORMATION: * MODEL NUMBER OF EACH COPIER * TOTAL NUMBER OF COPIERS PER AGENCY AND LOCATION * PRICE PER MONTH FOR EACH COPIER PLUS OPTIONS THIS REPORT WILL BE PROVIDED AT NO ADDITIONAL CHARGE TO THE STATE. SOLICITATION NUMBER : 2131395 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 12 DELIVERY: ITEMS ARE TO BE DELIVERED TO VARIOUS LOCATIONS THROUGHOUT THE 67 COUNTIES IN ALABAMA. THE EXACT LOCATIONS AND QUANTITIES WILL BE PROVIDED BY THE ORDERING AGENCY. AWARDED VENDOR MUST HAVE AN OFFICE LOCATED IN ALABAMA. BIDDER MUST BE A MANUFACTURER OR AN AUTHORIZED DISTRIBUTOR OF THE MANUFACTURER. LETTER OF AUTHORIZATION FROM MANUFACTURER MUST ACCOMPANY BID SHOWING THAT BIDDER IS AN AUTHORIZED DISTRIBUTOR AND THAT BIDDER IS AUTHORIZED TO INSTALL EQUIPMENT IN ALL 67 COUNTIES INCLUDING MONTGOMERY COUNTY. IF BIDDER USES CERTIFIED DEALERS IN OUTLYING COUNTIES, LIST OF CERTIFIED DEALERS MUST ACOMPANY BID. ALL STIPULATIONS OF THIS BID ALSO APPLY TO CERTIFIED DEALERS. I.E. TECHNICAL TRAINING. ALL TECHNICIANS MUST BE FACTORY TRAINED BY THE MANUFACTURER. THE STATE RESERVES THE RIGHT TO ASK FOR DOCUMENTATION OF VERIFICATION FROM EACH MANUFACTURER OF EACH SERVICE TECHNICIAN'S TRAINING. FREIGHT TERMS: ALL ORDERS SHALL BE F.O.B. DESTINATION TO ANY POINT IN ALABAMA. ITEMS WILL BE DELIVERED TO THE OFFICE OF THE ORDERING AGENCY LISTED ON THE PURCHASE ORDER WITH ALL FREIGHT CHARGES PAID BY THE VENDOR. DOCK DELIVERIES ARE NOT ACCEPTABLE. SPECIAL RIGGING NECESSITATED BY UNUSUAL CIRCUMSTANCES WILL BE BILLABLE TO THE STATE. 3 YEAR CONTRACT WITH PROVISION FOR REBID: TO ESTABLISH A THREE YEAR CONTRACT WITH FIRM PRICING, BUT THE STATE HAS THE OPTION TO REBID THE COMMODITIES AND/OR SERVICES AT ANY TIME AFTER THE FIRST 12 MONTHS OF THE CONTRACT. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 13 CONTRACT PERIOD: ESTABLISH A FIXED THIRTY-SIX (36) MONTH CONTRACT. A STATED USER OF THIS CONTRACT SHALL NOT CANCEL ANY LEASE WITH PURCHASE OPTION ORDER UNDER THIS CONTRACT FOR ANY REASON OTHER THAN FAILURE OF EQUIPMENT TO OPERATE AS SPECIFIED OR DUE TO NON AVAILABILITY OF FUNDS. THE THIRTY-SIX (36) MONTH TIME PERIOD STARTS FROM DATE OF INSTALLATION OF DEVICE. CANCELLATION FOR ANY OTHER REASON WILL RESULT IN A TERMINATION FEE EQUAL TO THE SUM OF ALL REMAINING PAYMENTS. USAGE: STATE AGENCIES, POLITICAL SUBDIVISIONS, CITY AND COUNTY AGENCIES. STATE COLLEGES AND UNIVERSITIES, MUNICIPALITIES. PATENTS: THE VENDOR SHALL PROTECT THE STATE FROM ANY DAMAGES OR LIABILITY ARISING FROM ALLEGED INFRINGEMENTS OF PATENTS. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD CONTRACT VENDORS PAGE: 14 CONTRACT VENDOR NUMBER CONTACT PERSON TERMS AND NUMBER NAME AND ADDRESS PHONE NUMBERS/FAX DELIVERY 4007964 630872797-00 GARY PATE NET BERNEY INC 334-271-4750-4070 45 DAYS ARO P O BOX 210699 MONTGOMERY AL 36121-0699 334-277-4454 4007967 061611068-11 GEORGE CLARK NET OCE' IMAGISTICS INC MONTGOMERY 334-265-9578 45 DAYS ARO OFFICE EQUIPMENT (CONTRACT) 800-347-9232 380 ARBA STREET MONTGOMERY AL 36104-5024 334-264-8367 4007968 230334400-01 MIKE JOHNSON NET IKON OFFICE SOLUTIONS INC 205-989-0075-0000 45 DAYS ARO 800-264-9796 SUITE 701 2200 RIVERCHASE CENTER BIRMINGHAM AL 35244 205-402-6403 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 15 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 4007964 00043 985-26-067921 29.38000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 1.1 MINIMUM 12 COPIES/PRINTS PER MINUTE, ADF 600 X 600 DPI COPY/PRINT RESOLUTION, MINIMUM 250 SHEET PAPER TRAY, MINIMUM 50 SHEET STACK BY-PASS TRAY, MAXIMUM ORIGINAL 8-1/2" X 14, MAXIMUM COPY 8-1/2 X 14 COPY, VARIABLE REDUCTION AND ENLARGEMENT 50% TO 200%. RECOMMENDED MONTHLY COPY VOLUME: 500 TO 1,500 BRAND: SHARP MODEL: AR-1685 4007964 00044 600-38-067848 .01100 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007964 00045 985-26-067922 39.69000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 1.2 MINIMUM 12 COPIES/PRINTS PER MINUTE, 50 SHEET ADF, 600 X 600 DPI COPY/PRINT RESOLUTION, MINIMUM 500 SHEET PAPER TRAY(S), MINIMUM 50 SHEET STACK BY-PASS TRAY, MAXIMUM ORIGINAL 8-1/2 X 14, MAXIMUM COPY 8-1/2 X 14 COPY, VARIABLE REDUCTION AND ENLARGEMENT 50% TO 200%, BUILT IN G3 FAX CAPABILITY (14.4 KBPS). RECOMMENDED MONTHLY COPY VOLUME: 500 TO 1,500 BRAND: MURATEC MODEL: MFX1300/MFX1430 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 16 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 4007964 00046 600-38-067848 .01100 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007964 00047 985-26-070227 30.85000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 1A.1 MINIMUM 15 COPIES/PRINTS PER MINUTE, ADF, 600 X 600 DPI COPY/PRINT RESOLUTION, MINIMUM 250 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, MAXIMUM ORIGINAL 8-1/2" X 14", MAXIMUM COPY 8-1/2" X 14", VARIABLE REDUCTION AND ENLARGEMENT 50% TO 200%. RECOMMENDED MONTHLY COPY VOLUME: 1,000 TO 3,000 BRAND: SHARP MODEL: AR-1685 4007964 00048 600-38-067848 .01000 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007964 00049 985-26-087062 51.11000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 1A.2 MINIMUM 15 COPIES/PRINTS PER MINUTE, ADF, 600 X 600 DPI COPY/PRINT RESOLUTION, MINIMUM 500 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, MAXIMUM ORIGINAL 8-1/2" X 14", MAXIMUM COPY 8-1/2" X 14", VARIABLE REDUCTION AND ENLARGEMENT DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 17 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 50% TO 200%, OFFSET STACK/SORT, NETWORK PRINTING. RECOMMENDED MONTHLY COPY VOLUME: 1,000 TO 3,000 BRAND: MURATEC MODEL: MFX1700/MFX2030 4007964 00050 600-38-067848 .01000 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007968 00051 985-26-087063 45.41000 230334400-01 NET MO IKON OFFICE SOLUTIONS INC RENTAL, COPIER DIGITAL 1A.3 MINIMUM 15 COPIES/PRINTS PER MINUTE, 50 SHEET ARDF, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC DUPLEX, MINIMUM 2 ONLINE 250 SHEET PAPER TRAYS, MINIMUM 50 SHEET STACK BY-PASS TRAY, MAXIMUM ORIGINAL 11 X 17, MAXIMUM COPY 11 X 17 COPY, VARIABLE REDUCTION AND ENLARGEMENT 50% TO 200%, OFFSET STACK SORTING. RECOMMENDED MONTHLY COPY VOLUME: 1,000 TO 3,000 BRAND: RICOH MODEL: AF2020D CAB/FAC17 4007968 00052 600-38-067848 .01110 230334400-01 NET EA IKON OFFICE SOLUTIONS INC DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 18 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME COST PER COPY, BLACK AND WHITE 4007964 00053 985-26-087064 75.47000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 2.1 MINIMUM 20 COPIES/PRINTS PER MINUTE, 50 SHEET RADF, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC LIMITLESS DUPLEX, LIMITLESS SORTING, MINIMUM 500 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, MAXIMUM ORIGINAL 11" X 17", MAXIMUM COPY 11" X 17", VARIABLE REDUCTION AND ENLARGEMENT 25% TO 400%, OFFSET STACK/SORT TRAY. RECOMMENDED MONTHLY COPY VOLUME: 3,000 TO 7,500. BRAND: SHARP MODEL: AR-M257 4007964 00054 600-38-067848 .00840 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007964 00055 985-26-087065 97.05000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 2.2 MINIMUM 20 COPIES/PRINTS PER MINUTE, 50 SHEET RADF, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC LIMITLESS DUPLEX, LIMITLESS SORTING, MINIMUM 500 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, MAXIMUM ORIGINAL 11" X 17", MAXIMUM COPY 11" X 17", VARIABLE REDUCTION AND ENLARGEMENT DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 19 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 25% TO 400%, FINISHER WITH ONLINE STAPLING, NETWORK PRINTING. RECOMMENDED MONTHLY COPY VOLUME: 3,000 TO 7,500 BRAND: PANASONIC MODEL: DP2310/DP2330 4007964 00056 600-38-067848 .00840 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007964 00057 985-26-087066 147.44000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 2.3 MINIMUM 20 COPIES/PRINTS PER MINUTE BLACK, 8 COPIES/PRINTS PER MINUTE FULL COLOR, 50 SHEET ARDF, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC LIMITLESS DUPLEX, LIMITLESS SORTING, MINIMUM 2 ON LINE 250 SHEET PAPER TRAYS, 50 SHEET BY-PASS TRAY, UP TO 11 X 17 SIZE FOR SIZE, VARIABLE REDUCTION AND ENLARGEMENT 25% TO 400%, FINISHER WITH ON LINE STAPLING. RECOMMENDED MONTHLY COPY VOLUME: 3,000 TO 7,500 COPIES BRAND: SAVIN MODEL: C2408 4007964 00058 600-38-067848 .00840 630872797-00 NET EA BERNEY INC DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 20 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME COST PER COPY, BLACK AND WHITE 4007964 00059 600-38-088814 .12840 630872797-00 NET EA BERNEY INC COST PER COPY, FULL COLOR 4007964 00060 985-26-087067 84.25000 630872797-00 NET MO BERNEY INC RENTAL, COPIER DIGITAL 2A.1 MINIMUM 25 COPIES/PRINTS PER MINUTE, 50 SHEET RADF, BATCH DOCUMENT OR JOB BUILD, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC LIMITLESS DUPLEX, LIMITLESS SORTING, MINIMUM 1000 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, UP TO 11" X 17" SIZE FOR SIZE, IMAGE ROTATION, VARIABLE REDUCTION AND ENLARGEMENT 50% TO 400%, OFFSET STACK/SORT TRAY. RECOMMENDED MONTHLY COPY VOLUME: 5,000 TO 12,500 BRAND: SHARP MODEL: AR-M317 4007964 00061 600-38-067848 .00730 630872797-00 NET EA BERNEY INC COST PER COPY, BLACK AND WHITE 4007967 00062 985-26-087068 90.00000 061611068-11 NET MO OCE' IMAGISTICS INC MONTGOMERY RENTAL, COPIER DIGITAL 2A.2 MINIMUM 25 OFFICE EQUIPMENT (CONTRACT) COPIES/PRINTS PER MINUTE, 50 SHEET RADF, DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 21 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME BATCH DOCUMENT OR JOB BUILD, 600 X 600 DPI COPY/PRINT RESOLUTION, AUTOMATIC LIMITLESS DUPLEX, LIMITLESS SORTING, MINIMUM 1000 SHEET PAPER CAPACITY, 50 SHEET BY-PASS TRAY, UP TO 11"X 17" SIZE FOR SIZE, IMAGE ROTATION, VARIABLE REDUCTION AND ENLARGEMENT 25% TO 400%, FINISHER WITH ONLINE STAPLING. RECOMMENDED MONTHLY COPY VOLUME: 5,000 TO 12,500 BRAND: IMAGISTICS MODEL: IM2520/ZC25/IM2830 4007967 00063 600-38-067848 .00810 061611068-11 NET EA OCE' IMAGISTICS INC MONTGOMERY COST PER COPY, BLACK AND WHITE OFFICE EQUIPMENT (CONTRACT) 4007967 00064 985-26-087069 110.00000 061611068-11 NET MO OCE' IMAGISTICS INC MONTGOMERY RENTAL. COPIER DIGITAL 2A.3 MINIMUM 25 OFFICE EQUIPMENT (CONTRACT)