City of Irving
Information Technology Department
825 West Irving Boulevard. Irving, Texas 75060
Telephone: 972.721.3633 Fax: 972.721.2560
Maintenance - Oce Large Format Scanner CS4136
Request for Offer FY2008-2009-12349
The City of Irving Information Technology Department is soliciting written quotes for the purchase of IT-related hardware, software,
and/or professional services. Written quotes (Mail, Fax, Email with Signatures) will be accepted until (12:00:00 PM July 27, 2009.)
1. Please indicate all requested items that your company is capable of providing on this form.
2. Please attach detailed item information such as items specifications, items features, and required contracts.
3. Please document on this form any modifications, substitutions, or differences to the request items that you are quoting.
Specific attention should be given to documenting different manufacturer and/or different models.
4. Please provide all information requested and identify any items that are not applicable (i.e. leave no fields unpopulated).
5. Please direct questions and comments to the identified Information Technology Department contact.
The City of Irving / Information Technology Department is requesting pricing that meets or exceeds discounts provide through the
following government pricing programs: U.S. Communities Contract, State of Texas, Texas Department of Information Resources,
TXMAS, WSCA, or Local / State / Federal GSA Government Pricing.
Please complete all appropriate purchasing forms: Insurance, Conflict of Interest, MWBE (GFE Form -1 is mandatory) and other purchasing
program forms, which are located on the City of Irving website. http://www.cityofirving.org/information-technology/rfqrfp.html
Information Technology Department Contact
Contact Name: Robb Bailey Title: Senior Programmer Analyst
Email: email@example.com Phone: 972-721-3688
The City of Irving is requesting quotes to purchase a maintenance/service agreement for one (1) Oce large format scanner model
CS4136. Offers that include multiple years of maintenance will also be considered.
Specification A is an example of a coverage period, coverage hours and response time. Please include other combinations as offered
along with pricing.
Item Description Factory Qty Unit S/H Extended Modification / Comments
P/N Price Price Price
A. Maintenance Agreement for one (1) 1
Oce Large format scanner model
CS4136. Includes parts and labor.
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1 Year duration of contract
1) 8a – 5p, Monday – Friday , 4
B. Other support options including
multiple year contract with discount
and other combinations of support
hours and response time.
C. Per incident cost if not under
1) Standard hourly labor rates.
2) Labor rates outside standard hours
3) Travel charges
4) Part charges
Vendor has attached detailed system specifications, features, and contracts (Yes / No) ____________________________
Sub-Total Cost for Shipping and Handling: $
Sub-Total Cost for Hardware: $
Sub-Total Cost for Software: $
Sub-Total Cost for Professional Services: $
Total Cost: $
Price valid through date:
Delivery Time Frame from Date of Order:
Warranty and Support Narrative:
Coverage Periods (24x7x365, 8-5M-F,…)
Optional Items (Hardware / Software Options and Upgrades, Optional Services, Support and Maintenance Options)
Item Description Unit S/H Modification / Comments
Cooperative Purchasing Arrangement
Should any other governmental entity(ies) that has(have) entered into an inter-local cooperative purchasing agreement with the City of Irving
decide to participate in this solicitation, would you, the vendor, agree that all terms, conditions, specifications and pricing agreed to in this
solicitation would also apply to the additional participating entity(ies)?
________ YES ________ NO
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If you, the vendor, checked “YES” above, you agree that the other governmental entities wishing to participate in this solicitation will be
eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by a
governmental entity other than the City of Irving shall be billed directly to that governmental entity and paid for by that governmental entity.
The City of Irving will not be responsible for payment of another governmental entity’s invoices. Each governmental entity will order their
material/services as needed.
The Following Compliance Needs To Be Met Unless Otherwise Specified In The Return Of Request For Quote.
Note 1: All components should be brand new equipment with manufacturer’s latest version of software, bios, package and
warranty. All part number, feature code (P/N) listed should be corresponding to the manufacturer’s part number.
Note 2: The City of Irving is Tax-Exempt, Tax Number is 75-6000566.
Note 3: This is a Solicitation for Written Price Quote only. This RFO is not an Order for Purchase.
Note 4: The City of Irving reserves the right to purchase the above equipment in quantities less than requested or as part of a phased
Note 5: Product names used in this Request are for identification purposes only, and may be trademarks of their respective
Note 6: All systems (Servers and Workstations) need to be EPA Energy Star System Regulatory Compliance.
Note 7: All systems need to have 24 Hours Technical Support. (Unless otherwise stated)
Note 8: All systems need to have a minimum of 3 Years Warranty, Overnight Replacement of Defective Parts, Service and Support
(1st year on-site), and 30 days money back guarantee.
Note 9: All components will need to meet City’s Year 2000 Compliant Standard, which means, with respect to information
technology, that the information technology accurately processes date/time data (including, but not limited to, calculating,
comparing, and sequencing) from, into and between the twentieth and twenty-first centuries, and the years 1999 and 2000,
and leap year calculations, to the extent that other information technology, used in connection with the subject information
technology, properly exchanges date/time data with it.
Legal Company Name: Address:
Purchasing Program: Program ID:
Representative Name: Title:
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