Laser Printer Maintenance Services Addendum I

Agency: City of Wheat Ridge
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 811212 - Computer and Office Machine Repair and Maintenance
Posted Date: Oct 28, 2019
Due Date: Nov 7, 2019
Solicitation No: RFP-19-29
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
bid number bid due date status
Laser Printer Maintenance Services
Thursday, Nov. 7, 2019 by 2:00 PM
Bids due Thurs., Nov. 7, 2019 by 2:00 PM

Attachment Preview

REQUEST FOR PROPOSALS
RFP-19-29
LASER PRINTER MAINTENANCE SERVICES
PROPOSALS DUE: THURSDAY, NOVEMBER 7, 2019 BY 2:00 PM
OUR CLOCK
SEALED PROPOSALS MUST BE MAILED OR DELIVERED TO:
City of Wheat Ridge Municipal Building
Attention: Kirby Hollums
Purchasing & Contracting Division
7500 W 29th Avenue
Wheat Ridge, CO 80033
Phone: 303-235-2885
DOCUMENTS PREPARED BY:
IT DIVISION
PURCHASING & CONTRACTING DIVISION
IMPORTANT: PLEASE READ ENTIRE DOCUMENT
Per the attached specifications, terms and conditions.
PLEASE DO NOT REMOVE ANY PAGES FROM THIS BID DOCUMENT
RFP-19-29 Laser Printer Maintenance Services
Page 1
TABLE OF CONTENTS
PAGE #
COVER PAGE …………………………………………………………………………………1
TABLE OF CONTENTS ………………………………………………………………………2
ADVERTISEMENT …….. ..................................... ………… ……………. ……………3
SCOPE OF WORK …………………………………………………………………….……..4
EQUIPMENT LIST …………………………………………………………………………….5
PROPOSAL SUBMISSION .......................................................... …….. ……………5
EVALUATION/SELECTION CRITERIA .............................................. ….. ……………5
SCHEDULE OF EVENTS.........................................................….. …….. ……………6
INFORMATION TO PROPOSERS ...................................................... …. ……………6
FORMS
PROPOSER INFORMATION ……………………………………………………………11
CERTIFICATE OF ILLEGAL ALIEN …. ………………………………………………..12
SAMPLE AGREEMENT …… ………………………………………………………….13
ATTACHMENTS
ATTACHMENT A – PRICE SCHEDULE ....................................... ….. …………..18
CHECK LIST …………………………………………………………………………….. 18
ADDENDUM (if applicable)
RFP-19-29 Laser Printer Maintenance Services
Page 2
CITY OF WHEAT RIDGE
RFP-19-29
LASER PRINTER MAINTENANCE SERVICES
Project Overview: Proposals are requested from qualified Laser Printer Maintenance firms to provide annual
maintenance, reports, on-call services, toner, parts, and supplies. Anticipated start date is January 2020. This is a
term contract for one year with the option to renew for four (4) additional one-year renewal periods. The annual
projected budget is $5,000 - $6,500 for all services and products.
Deadline for Questions: WEDNESDAY, OCTOBER 23, 2019 BY 2:00 PM
Minimum Requirements: Awarded firm must have a valid City Business/Use Tax license prior to doing business
in the City of Wheat Ridge. This service requires compliance with the “Illegal Alien” Provisions of CRS8-17.5-101.
Proposals Due: THURSDAY, NOVEMBER 7, 2019 BY 2:00 PM our clock. There is no public opening. Late
receipt of bids will not be considered regardless of postmark. It is the responsibility of the offeror to ensure the
proposal is received in the Purchasing Office on or before the due date and time.
Submit to:
City of Wheat Ridge Municipal Building
Attn: Kirby Hollums
Purchasing & Contracting Division
7500 W 29th Avenue
Wheat Ridge, CO 80033
The City only accepts proposals in hard copy format. Fax, email or other electronic means are not
acceptable. Sealed proposals must include: (1) marked “Original” and (2) copies, for a total of 3 complete sets.
Mark Envelopes: RFP-19-29 LASER PRINTER MAINTENANCE SERVICES
Comments: All proposals must be sealed and shall be validated. No proposals will be accepted after the due
date and time. Proposals received after the due opening time will be filed unopened. The City of Wheat Ridge
reserves the right to reject any and all qualifications or any part and to waive any formalities or informalities to make
an award in the best interest of the City.
RFP Documents: Available on the RMEPS a division of BIDNET www.govbids.com or call 1-800-677-1997 x 214
or visit the City Website for project documents and updates: www.ci.wheatridge.co.us
Point of Contact: Kirby Hollums, Buyer II, khollums@ci.wheatridge.co.us, or phone 303-235-2885. Do not
contact the requesting department or the evaluation committee.
_________________________________
Kirby Hollums, Buyer II
RFP-19-29 Laser Printer Maintenance Services
Publish Dates:
RMEPS
City Website
OCTOBER 16, 2019
OCTOBER 16, 2019
Page 3
RFP-19-29
PROPOSAL REQUIREMENTS/SELECTION CRITERIA
LASER PRINTER MAINTENANCE SERVICES
I. INTRODUCTION
A. General
The City of Wheat Ridge Municipal Building is located on the west side of the Denver metropolitan area, 7500 W
29th Avenue, Wheat Ridge, CO 80033. It has a population of approximately 33,000 and consists of about nine
square miles. The topography is somewhat unique, with a natural ridge traversing the city. The City Council is
comprised of a mayor and eight members.
B. Background
There are a total of 22 printers located at the following Wheat Ridge sites:
Anderson Campus - 4355 Field Street ( Includes the Parks Offices and Shop)
City Hall - 7500 W. 29th Avenue
Police Department at City Hall – 7500 W 29th Avenue
Active Adult Center (formerly the Senior Community Center) - 6363 W. 35th Avenue
Public Works Shop - 11220 W. 45th Avenue
Recreation Center - 4005 Kipling Street
Printer maintenance and toner supply services are currently being provided by LaserCycle USA; LaserCycle USA is
encouraged to submit a proposal for this current solicitation.
From 1/1/2019 through 10/9/2019 there have been 14 service calls for repairs, each lasting approximately 1 hour
and averaging $20 in parts per visit. Printers are producing an average of 15,000 pages per machine per year.
C. Objectives
Provide high quality service efficiently with a cost saving annual maintenance program, including preventative
maintenance, parts, labor, on-call services (time and materials), products (toner, drums, etc.), and an eco-friendly
disposal program. Term shall be for one (1) year, with the option to renew for four (4) additional one-year periods.
II. SCOPE OF SERVICES
Equipment, primarily HP Laserjet products, are maintained on an annual basis. All scheduled work is performed
on site by appointment, or as needed. Printers will be added/deleted as needed throughout the year.
Provide the following services based on Monday – Friday, normal business schedule. On-line ordering is preferred.
Yearly preventative maintenance on all equipment in November
Replacement and repair parts throughout the year on an as-needed basis
Troubleshoot problems and provide recommendations
Track problems, history, and work performed on each printer
Provide toner cartridges, drums, image transfer kit, etc.
This is the current inventory list. Equipment will be added and deleted as needed throughout the year. The prefix
in front of the “Locations” column designates the buildings:
AC – Anderson Complex (includes Anderson Building, Parks Offices and Parks Shop)
CI – City Hall
PD – Police Department at City Hall
PW – Public Works Operations
RC – Recreation Center
SC – Active Adult Center formerly the Senior Center
RFP-19-29 Laser Printer Maintenance Services
Page 4
#
Model
1
HP LaserJet M551
2
HP LaserJet M551
3
HP LaserJet M551
4
HP LaserJet 4350
5
HP LaserJet 4300
6
HP LaserJet 4300
7
HP LaserJet 4300
8
HP LaserJet 4300
9
HP LaserJet 4300
10
HP LaserJet 4300
11
HP LaserJet 4300
12
HP LaserJet 2430
13
HP LaserJet 2430
14
HP LaserJet 2430
15
HP LaserJet 2430
16
HP LaserJet 2420
17
HP LaserJet 2420
18
HP LaserJet 2420
19
HP LaserJet 2420
20
HP LaserJet 2420
21
HP LaserJet 2420
22
HP LaserJet 2420
Years in Service
7
7
7
10
15
15
15
15
15
15
15
15
15
15
15
15
15
15
15
15
15
15
Location
CI
RC
RC
CI
CI
CI
CI
CI
CI
CI
PD
CI
AC
PW
PD
CI
RC
PW
CI
PD
PD
SC
III. PROPOSAL SUBMISSION AND EVALUATION CRITERIA
A. Provide one (1) marked “Original”, plus two (2) additional copies.
Submit to:
City of Wheat Ridge Municipal Building
ATTN: Kirby Hollums
7500 W 29th Avenue, Purchasing & Contracting Division
Wheat Ridge, CO 80033
MARK OUTSIDE OF ENVELOPE: RFP-19-29 LASER PRINTER MAINTENANCE SERVICES
PROPOSAL DUE DATE: THURSDAY, NOVEMBER 7, 2019 BY 2:00 PM OUR CLOCK. NO EXCEPTIONS.
B. Evaluation Criteria
To simplify the review process and to obtain the maximum degree of comparability, the proposal should follow the
outline described below. Respondents are encouraged to include additional relevant information. Omissions or
incomplete responses in terms of content may at the City’s discretion render the proposal non-responsive.
1) Required Forms – these forms must be completed and submitted with your proposal
Proposer Information, Certification of Illegal Alien, Attachment A
2) Qualifications/Experience (30%)
An overview of your company’s history. Include information on firm size, number of employees,
years in business, location of working office, assurance of your financial stability and experience of
technicians performing the work.
List a minimum of three (3) current or within the past three (3) years references. Include contact
name, firm or agency, phone number or email and a summary of similar services provided.
Describe any experiences with the City or other government agencies
Provide a statement agreeing to comply with the insurance requirements
Provide any unique strengths or experiences
RFP-19-29 Laser Printer Maintenance Services
Page 5

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