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L. BROOKS PATTERSON - OAKLAND COUNTY EXECUTIVE
OAKLAND COUNTY
PURCHASING DIVISION
PROPOSAL FORM
SOLICITATION QUOTATION – MAINTENANCE
Contact Information: Buyer: Wendy Pucher
Oakland County Purchasing Division
Phone: 248-858-0924
Building 41 West – Lower Level
2100 Pontiac Lake Road Fax: 248-858-1677
Waterford, MI 48328 Email: pucherw@oakgov.com
Solicitation Event ID: 000400 Response Due: Monday 05/05/08 11:45 pm EDT
Event Title: Plain Paper Fax Machine service as needed
Category Codes: NIGP 93972 (44100000)
The Oakland County Purchasing Division is issuing a Request for Proposal (RFP) seeking bidders to
perform services as detailed in Attachment (B).
Index:
• Proposal Form (This Form)
• Attachment (A) – Mailing Label
• Attachment (B) – Solicitation Specifications
• Attachment (C) – Oakland County Maintenance Contract Boilerplate (for information purposes only)
General Submission Information:
• This solicitation event can be accessed at the Michigan Inter-governmental Trade Network (MITN)
website: www.mitn.info
• It’s the bidder’s responsibility to insure that responses are received in the Purchasing Division prior
to the date and time specified. Purchasing Division’s address, due date and time are listed on the
first page of the proposal form. The responsibility rests entirely with the bidder, notwithstanding
delays resulting from postal handling or for any other reasons. No late or misdelivered bids will be
accepted. The official time clock shall be the date/time stamp machine located at the Purchasing
Division main office located at the address listed above.
• Bid responses may be faxed, emailed or delivered through courier services unless otherwise stated
in the solicitation specifications.
o Fax bid solicitation responses to: 248-858-1677
o Email bid solicitation responses to: purchasing@oakgov.com
Subject line should state: Oakland County Solicitation Event
o Deliver bid responses to: Oakland County Purchasing Division
Building 41 West – Lower Level
2100 Pontiac Lake Road
Waterford, MI 48328
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o Bid responses through courier services shall be accepted at the Oakland County
Purchasing Division any time during the normal course of business only; said hours being
8:30 A.M. to 5:00 P.M. Eastern Time, Monday through Fridays, excluding legal holidays.
• All questions regarding this solicitation should be submitted in writing or email (preferred) to the
buyer listed on page one of the proposal form. Subject line must include the solicitation event
number listed on page one of the proposal form.
Submissions:
• This proposal form must be signed by a person authorized to bind and commit the company to
provide such goods and /or services offered to the County should their bid be accepted by the
County.
• The bidder acknowledges that the County is a public entity and therefore is subject to public
disclosure laws.
Modifications:
• Prior to opening the solicitations, clarifications, modifications, or amendments may be made to the
solicitation at the discretion of Oakland County Purchasing Division. Should any such changes be
made, an addendum will be issued and posted on the Michigan Inter-governmental Trade Network
(MITN) website. www.mitn.info
• It’s the responsibility of the bidder to check the website for addendums.
Contract Requirement:
• A copy of the County’s Maintenance Contract boilerplate is enclosed as Attachment (C) (for
information purposes only). Bidder is encouraged to review the attached boilerplate contract with
the proposed terms and conditions. Review the insurance requirements in PARAGRAPH 5.2.1
Contractor Provided Insurance, Lines 1a, 1b, and 1c. The successful bidder will be required to
comply with same. Awarded bidder shall provide required insurance documentation upon notice
of award.
Alternatives to Specifications:
• Bidders may offer alternatives from the expressed specifications described by the County. The
County reserves the right to consider and accept or reject such alternatives. Alternatives must
clearly describe all variances from the specifications herein. Provide product literature,
specification sheets and drawings with bid if providing an alternate.
Withdrawal:
• Responses may be withdrawn by writing or electronic notice provided such notice is received by
the Purchasing Division prior to the time set for the opening of the responses.
Specifications:
• Specification response requirements must be submitted with signed proposal form.
• Failure to include in the response all information outlined in this RFP may be cause for rejection of
the response.
Award Information:
• Organizations may be requested to submit a completed, signed Federal W-9 form prior to an
award of a contract or purchase order.
• Awarded bidder shall provide required insurance documentation upon notice of award.
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Terms and Conditions:
No late or misdelivered proposals will be accepted.
The official time clock shall be the date/time stamp machine located at the Purchasing Division main
office located at the address listed above.
The Respondent shall be responsible for all costs incurred in the development and submission of this
response. Oakland County assumes no contractual obligation as a result of the issuance of this RFP,
the preparation or submission of a response by a Respondent, the evaluation of an accepted
response, or the selection of finalists. Oakland County shall not be contractually bound until Oakland
County and the successful Respondent have executed a written contract for performance of the work.
Submission is a conclusive presumption that the bidder is familiar with the RFP, Contractual
Requirements, and Specifications and that the bidder understands and agrees to abide by each and
all of the stipulations and requirements contained herein. Any exceptions to the stipulations should
be submitted separately. Each response should be prepared simply and economically, providing a
straightforward concise description of the proponent’s approach and ability to meet the County’s
needs, as stated in this RFP.
All prices shall be quoted in U.S. dollars. Unless Respondents specifically note otherwise, any and all
quoted prices will be firm. If the vendor’s consumer pricing is reduced during the term of the
contract, the lower price will apply. In case of error in the extension of prices in the response, the
unit prices shall govern.
The County of Oakland reserves the right to reject any or all solicitation responses, awarding the
solicitation to other than the lowest priced solicitation response and to waive any irregularities and /or
formalities. Also to accept any solicitation response which, in its judgment, best serves the County’s
interest.
The County of Oakland reserves the right to request any additional information which might be
deemed necessary after the submission of this document to bidder, and after responses from bidder
have been received by the County.
The County of Oakland reserves the right to conduct interviews, reference checks, and any other due
diligence deemed necessary to select the successful bidder.
The County of Oakland reserves the right to split or abstract any or all bids and award multiple
contracts from the same solicitation based on price, availability, and services when in its judgment
best serves the County.
All County Contractors are required to comply with all Federal, State, or Local laws. The County reserves
the right to cancel the contract for services if the contractor has not done so. Failure to comply with all
Federal, State, or Local laws either currently or historically is a consideration in the bid evaluation process
as well. Such compliance shall include, but not be limited to, non-discrimination against any employee or
applicant for employment because of sex, race, religion, color, national origin, or handicap in violation of
State and Federal law; prohibition of use of any copyrighted software contrary to the provisions of any
applicable Software license agreement or State or Federal law; compliance with all applicable grant
requirements if any part of a Contract is supported or paid for with any State or Federal funds granted to
the County; compliance with the Immigration Reform and Control Act (IRCA) and I-9 employment
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verification requirements. Any and all future Federal, State, or Local laws must also be complied with while
the contractor is providing services/products to the County.
Vendors that have been found guilty or held civilly liable for violation of any federal or state law, or have
been barred and/or declared ineligible from consideration in receiving any federal, state or municipal
contract, must provide information as part of their proposal on all such violations / barrings / ineligibilities.
All work shall be performed in a professional manner and shall be consistent with the practices of the
trade.
The Contractor shall be responsible for any permits and inspections.
All labor and materials shall be in accordance with applicable building, safety, and fire codes.
Shipping terms are to be F.O.B Destination unless otherwise stated in the solicitation specifications.
Pursuant to Act 167 of the Public Acts or 1933, the County of Oakland, A Michigan Constitutional
Corporation, is exempt from the sales tax provisions of this Act. In addition, the Michigan Department
of Treasury has promulgated General and Specific Sales and Use Tax Rules which provide that the
County of Oakland is not required to have a sales tax exemption number. (R205.79; Rule 29)
For reporting purposes – County of Oakland I.D. #38-6004876W.
Bidder Signature (person authorized to bind and commit the company)
Print Bidder Name Date
000400
Company Name Solicitation Event Number
Proposal Form (pages 1-4) must be returned with this signature page.
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ATTACHMENT (A)
Bid Solicitation Check Sheet:
Signed Proposal Form
Complete Solicitation Specification Requirements
Affix your company address, contact person and phone number on the exterior of package
Affix label below to exterior of package if mailing or shipping
If you’re faxing or emailing your bid response fax or email this label sheet with your bid solicitation
response.
Please cut below dotted line and affix to mailing envelope or package
FROM:
Company Name: ________________________________________
Contact Person: _________________________________________
Phone Number: _________________________________________
Solicitation Event Title ______________________________________
Plain Paper Fax Machine service as needed
000400
Solicitation Event Number ___________________________ Buyer Initials
wkp
05/05/08 11:45 PM
Due Date: ______________________
DELIVER TO:
OAKLAND COUNTY PURCHASING DIVISION
EXECUTIVE OFFICE BUILDING 41W – LOWER LEVEL
2100 PONTIAC LAKE ROAD
WATERFORD MI 48328
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ATTACHMENT (B)
Specifications for Plain Paper Fax Machine service as needed:
By responding, the contractor is confirming they will provide service technicians capable and
qualified to work on approximately 180 different plain paper fax machines at various Oakland
County locations. The location addresses can be accessed on the OC web site at
www.oakgov.com. The locations will include but not be limited to: departments at the campus on
1200 N. Telegraph in Pontiac, OC Health Department in Southfield, four OC District Court offices,
and various OC Park & Recreation offices. The contractor is to supply all labor, materials,
incidentals and means of work to repair various makes and models of fax machines. The machines
range in age from 1-8 years old and are primarily Sharp, Panasonic, and Cannon machines.
Note:
1) Any repairs estimated to be greater than $200.00 will require a written quote be provided
and approved by the affected department before that particular repair can begin.
2) A one (1) year maintenance contract for “service as needed” will be issued, please review
the following contract insurance requirements and provide a copy of your current acord with
your response.
Contractor Provided Insurance
1.1.1. At all times during this Contract, including renewals or extensions, Contractor shall
obtain and maintain insurance according to the following specifications:
1. Contractor agrees to procure and maintain insurance coverage according to the
following minimum specifications:
a. Commercial General Liability - with the following as minimum
requirements:
$3,000,000 – Each Occurrence (Total)
Occurrence Form Policy
Broad Form Property Damage
Premises/Operations
Independent Contractors
Products and Completed Operations
(Blanket) Broad Form Contractual
Personal Injury - Delete Contractual Exclusion
X, C, U Exclusions deleted, as applicable
Additional Insured: The County of Oakland and County Agents (as
defined in this Contract);
b. Workers’ Compensation - as required by law and $500,000 Employer’s
Liability;
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c. Automobile Liability and Property Damage - $1,000,000 each occurrence,
including coverage for all owned, hired and non-owned vehicles including No
Fault coverage as required by law.
2. General Certificates of Insurance:
a. All Certificates of Insurance shall contain evidence of the following
conditions and/or clauses
and shall be sent to: The County of Oakland and County Agents, Oakland
County Purchasing Division, 2100 Pontiac Lake Road, Bldg 41W,
Waterford, MI 48328-0462 or Fax 248-858-1677.
b. The County of Oakland and County Agents (as defined in this Contract)
shall be named as “General Liability” Additional Insured with respect to
work performed by the Contractor.
c. All Certificates are to provide 30 days written notice of material change,
cancellation, or non-renewal. Certificates of Insurance or insurance binders
must be provided no less than ten (10) working days before commencement
of work to the Oakland County Purchasing Division. Insurance carriers are
subject to the approval of Oakland County.
RFP responses must include the following information which will be used as evaluation
criteria:
1) Labor price per hour (on site, including travel):
a. $___________/hr weekday
b. $___________/hr weekend
c. $___________/hr after hours
2) Minimum trip charge $____________
3) Parts % discount off list price,___________%
4) Estimated ship date of parts after receipt of order, #of days__________
5) Approximate response time for a service call, after notification:
a. # of days __________weekday
6) Copy of current insurance binder, use standard Acord form 25 or 75.
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