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2013-38 AGREEMENT FOR OFFICE SUPPLIES THIS AGREEMENT, made and entered into this day of 'U hL{ 2013, A.D., by and between the City of Clermont 685 West Montrose Street, Clermont, Florida (hereinafter referred to as "CITY"), and CAPITAL OFFICE PRODUCTS OF VOLUSIA COUNTY, INC., 210 Fentress Blvd., Daytona Beach, FL 32114, (hereinafter referred to as "SUPPLIER"). WHEREAS, SUPPLIER has through the public negotiated procurement process entered into an agreement with Capital Office Products of Volusia County, Inc., with Lake Count Florida for the sale of office supplies Lake n County, pp e to ake Cou ty, WHEREAS, based on SUPPLIER's response, Lake County entered into Lake County Contract No.: 13-0426; WHEREAS, CITY desires to utilize the SUPPLIER's contract with Lake Count y in accordance with CITY's procurement policy; and WHEREAS, SUPPLIER desires to enter into a contract with CITY based on the terms and conditions of Lake County Contract No.: 13-0426. WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I - SCOPE OF WORK The SUPPLIER shall furnish office supplies as described in Lake County Contract No.: 13-0426 which is attached hereto and incorporated herein as Exhibit "A" and shall do everything required by this Agreement and Lake County Contract No.: 13-0426. Provided, however, that nothing herein shall require CITY to purchase or acquire any items or services from SUPPLIER. To the extent of a conflict between this Agreement and Exhibit"A", the terms and conditions of this Agreement shall prevail and govern. ARTICLE II -THE CONTRACT SUM CITY shall pay SUPPLIER, for the faithful performance of the Agreement as set forth in the Agreement documents and the Unit Price Schedule an amount in accordance with the price schedule set forth in Exhibit''B', attached hereto and incorporated herein. ARTICLE III—TERM AND TERMINATION 1. This Agreement shall take effect upon the date that it is last executed by the parties as set forth below and will continue in effect until June 30, 2014, unless terminated as provided herein. Any expiration or termination of this Agreement, including any renewal term, shall continue to remain in full force and effect for the purposes of any warranty or guaranty period applicable to any order fulfilled by 1 SUPPLIER. SUPPLIER expressly agrees that the pricing as set forth in Exhibit B hereto, shall remain in effect and constant throughout the initial term of this Agreement, except for prices that may fluctuate as provided in Exhibit "A". CITY at its sole option shall, upon written notice to SUPPLIER, have the right to renew this contract for four (4) additional one (1) year terms. Prior to the expiration of the initial term and any subsequent renewal thereafter, CITY may consider an adjustment to price based on changes in manufacturer's direct cost, postage rates, the Consumer Price Index (CPI), minimum wage law as documented by SUPPLIER. As a condition precedent to consideration by the CITY, SUPPLIER shall provide CITY a written request for adjustment in accordance herewith forty-five (45) days prior to the anniversary date of the contract. Any such request may be approved in the sole discretion of CITY. 2. Notwithstanding any other provision of this Agreement, CITY may, upon written notice to SUPPLIER, terminate this Agreement if: a) without cause and for convenience upon thirty (30) days written notice to SUPPLIER b) SUPPLIER is adjudged to be bankrupt; c) SUPPLIER makes a general assignment for the benefit of its creditors; d) SUPPLIER fails to comply with any of the conditions of provisions of this Agreement; or e) SUPPLIER is experiencing a labor dispute, which threatens to have a substantial, adverse impact upon performance of this Agreement, without prejudice to any other right or remedy CITY may have under this Agreement. In the event of such termination, CITY shall be liable only for the payment of all unpaid charges, determined in accordance with the provisions of this Agreement, for work, properly performed and accepted prior to the effective date of termination. ARTICLE IV—PROVISION OF SUPPLIES 1. The SUPPLIER shall only provide to CITY office supplies upon receipt of an authorized order from CITY and shall provide the requested items in the timeframe as set forth in Exhibit "A" or in the specific purchase order or authorized order submitted by CITY, whichever is earlier. Nothing herein shall obligate CITY to purchase any specific amount of supplies or products from SUPPLIER or create an exclusive purchase agreement between CITY and SUPPLIER. CITY shall not be obligated or required to pay for any items received until such time as CITY has accepted the items in accordance with the order provided to SUPPLIER. 2. SUPPLIER, upon receipt of an order hereunder shall immediately notify CITY if it has an issue or question related to the fulfillment of the order or whether there will be any delay in providing the items requested. Failure of SUPPLIER to so notify CITY will preclude SUPPLIER from seeking payment of any kind for any items that were delayed in delivery. Upon receipt of notification of the delay, CITY may at its sole option cancel the order and seek the items from any available source. 3. It is expressly understood and agreed that the passing, approval and/or acceptance of any supplies or products herein by CITY or by any agent or representative as in compliance with the terms of this Agreement shall not operate as a waiver by the CITY of strict compliance with the terms of this Agreement and the CITY may require the 2 SUPPLIER replace the accepted supplies or products so as to comply with the warranties and specifications hereof. ARTICLE V - PAYMENTS In accordance with the provisions fully set forth in the Agreement, SUPPLIER shall submit a payment request by the third (3rd) day of each calendar month for items provided during the preceding calendar month. CITY shall make payment to the SUPPLIER, within thirty(30) calendar days, on the basis of a duly certified and approved payment invoice by the CITY for items provided and accepted by the CITY. ARTICLE VI—DISPUTE RESOLUTION - MEDIATION 1. Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to voluntary arbitration or the institution of legal`or equitable proceedings by either party. 2. The CITY and SUPPLIER shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in Clermont, Lake County, Florida, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. ARTICLE VII - NOTICES All notices shall be in writing and sent by United States mail, certified or registered, with return receipt requested and postage prepaid, or by nationally recognized overnight courier service to the address of the party set forth below. Any such notice shall be deemed given when received by the party to whom it is intended. SUPPLIER: Capital Office Products of Volusia County, Inc. 210 Fentress Blvd. Daytona Beach, FL 32114 CITY: City of Clermont Attn: Darren Gray, City Manager 685 W. Montrose Street Clermont, FL 34711 3 ARTICLE VIII—MISCELLANEOUS 1. Attorneys' Fees. In the event a suit or action is instituted to enforce or interpret any provision of this agreement, the prevailing party shall be entitled to recover such sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal, in addition to all other sums provided by law. 2. Waiver. The waiver by city of breach of any provision of this agreement shall not be construed or operate as a waiver of any subsequent breach of such provision or of such provision itself and shall in no way affect the enforcement of any other provisions of this agreement. 3. Severability. If any provision of this agreement or the application thereof to any person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified in such a manner as to make the agreement valid and enforceable under applicable law, the remainder of this agreement and the application of such a provision to other persons or circumstances shall be unaffected, and this agreement shall be valid and enforceable to the fullest extent permitted by applicable law. 4. Amendment. Except for as otherwise provided herein, this agreement may not be modified or amended except by an agreement in writing signed by both parties. 5. Entire Agreement. This agreement including the documents incorporated by reference contains the entire understanding of the parties hereto and supersedes all prior and contemporaneous agreements between the parties with respect to the performance of services by SUPPLIER. 6. Assignment. This agreement is personal to the parties hereto and may not be assigned by SUPPLIER, in whole or in part, without the prior written consent of city. 7. Venue. The parties agree that the sole and exclusive venue for any cause of action arising out of this agreement shall be Lake County, Florida. 8. Applicable Law. This agreement and any amendments hereto are executed and delivered in the State of Florida and shall be governed, interpreted, construed and enforced in accordance with the laws of the State of Florida. 9. Records. SUPPLIER expressly understands and acknowledges that any and all documents related to the services provided herein, may be considered records that are subject to examination and production in accordance with Florida's Public Records Law. SUPPLIER expressly agrees that it will comply with all requirements related to said law 4 and that it will hold CITY harmless, including attorney fees and litigation costs, for any such disclosure related to Florida's Public Records Law. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 9, day of 3 U 14 , 2013. City of Clermont • . : . urvi e, r., Mayor Attest: Tracy Ackr 1 yd, City Clerk Capital Office Products of Volusia County, Inc. 4100. ete, ■ &vita 4_47-)11\ • (.'rinted I ame and Title) Attest:61L Corporate Secretary (Name Printedor Typed) 5 EXHIBIT A LAKE COUNTY FLORIDA CONTRACT NO. 13-0426 for Office Products LAKE COUNTY, FLORIDA,a political subdivision of the state of Florida,its successors and assigns through its Board of County Commissioners(hereinafter"County")does hereby accept,with noted modifications,If any,the bid of Capital Office Products(hereinafter"Contractor")to supply Office Products to the County pursuant to County Bid number 13-0426 (hereinafter "Bid"), opening dated February 6, 2013 and Contractor's February 1. 2013 Bid response thereto with all County Bid provisions governing A copy of the Contractor's signed Bid is attached hereto and incorporated herein, thus making it a part of this Contract except that any items not awarded have been struck through. The attachments noted below Of any)are attached hereto and are also made a part of this Contract. Attachments. N/A No financial obligation under this contract shall accrue against the County until a specific purchase transaction is completed pursuant to the terms and conditions of this contract. Contractor shall submit the documents hereinafter listed prior to commencement of this Contract. Insurance Certificate The County's Procurement Services Director shall be the sole judge as to the fact of the fulfillment of this Contract, and upon any breach thereof,shall, at his or her option, declare this contract terminated, and for any loss or damage by reason of such breach,whether this Contract is terminated or not, said Contractor and their surety for any required bond shall be liable This Contract is effective from July 1,2013 through June 30,2014 except the County reserves the right to terminate this Contract immediately for cause and/or lack of funds and with thirty(30)day written notice for the convenience of the County. This Contract provides for four(4)additional one(1)year renewals at Lake County's sole option at the terms noted in the Bid. Any and all modifications to this Contract must be in writing signed by the County's Procurement Services Director. LAKE COUNTY, FLORIDA By: a�� Contracting Offic Date. °L4 ) Distribution. Original-Bid File Copy-Contractor Copy-Department "Earning Community Confidence Through Excellence in Service" Office of Procurement Services 315 W. Main,Suite 441 P.O. Box 7800 Tavares, Florida 32778-7800 Ph(352)343-9839 Fax(352)343-9473 Ir+ Th LAKE COUNTY FLORIDA REQUEST FOR PROPOSAL (RFP) Office Products RFP Number: 13-0426 Contracting Officer: Sandra Rogers Pre-Proposal Proposal Due Date: February 6,2013 Conference Date: Not applicable Proposal Due Time: 3:00 PM RFP Issue Date: January 2,2013 TABLE OF CONTENTS SECTION 1: Special Terms and Conditions Page 2 Y SECTION 2: Statement of Work Page 14 SECTION 3: General Terms and Conditions Page 19 SECTION 4. Pricing/Certifications/Signatures Page 23 � SECTION 5: Attachments � Page 26 SPECIFIC SOLICITATION REQUIREMENTS ARE AS NOTED BELOW: Proposal and/or Performance Bond: Not applicable Certificate of Competency/License: Section 1.16 __ `_ __ Indemnification/Insurance: Section 1.8 __ Pre-Proposal Conference/Walk-Thru: Not applicable At the date and time specified above, all proposals that have been received in a timely manner will be opened,recorded,and accepted for consideration. The names of the vendors submitting proposals will be read aloud and recorded. The proposals will be available for inspection during normal business hours in the Office of Procurement Services thirty(30) calendar days after the due date. When counter- signed by an authorized County representative,this document and any specifically identified attachments may form the contract document binding the parties to all performance specified herein. Vendors shall complete and return the entirety of this RFP, and attach all other information requested in this RFP(see Provision 1.13). Failure to sign the proposal response, or to submit the proposal response by the specified time and date,may be cause for rejection of the proposal. NO-RESPONSE REPLY If any vendor does ggi want to respond to this solicitation at this time,or,would like to be removed from Lake County's Vendor List,please mark the appropriate space,complete name below and return this page only. ❑ Not interested at this time; keep our firm on Lake County's Vendors List for future solicitations for this product/service ❑ Please remove our firm from Lake County's Vendor's List for this product/service. VENDOR IDENTIFICATION Company Name: Phone Number: E-mail Address: Contact Person: SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Section 1.1: Purpose The purpose of this solicitation is to establish a contract for the purchase and delivery of Office Products in conjunction with County's needs. Section 1.2: Designated Procurement Representative Questions concerning any portion of this solicitation shall be directed in writing [fax and e-mail accepted] to the below named individual who shall be the official point of contact for this solicitation. To ensure reply, questions should be submitted no later than five (5) working days before the proposal due date. Sandra Rogers,Contracting Officer Lake County BCC Office of Procurement Services 315 W. Main Street,Room 441 PO BOX 7800 Tavares,FL 32778-7800 Phone : 352.343.9832 Fax : 352.343.9473 E-mail: srogers @lakecountyfl.gov No answers given in response to questions submitted shall be binding upon this solicitation unless released in writing as an addendum to the solicitation by the Lake County Office of Procurement Services. Section 1.3: Method of Award—Considering Qualifications and Pricing Award will be made to the vendor who submits the overall proposal that is judged to provide the best value to the County. Proposals will be evaluated based upon the following criteria: 1. Ability to provide the Services described in the RFP, including capacity to achieve the Scope of Services described in this RFP. 2. Professional qualifications and specialized experience of vendor and vendor's key personnel. 3. Ease of use of vendor's website. 4. Past and current performance of vendor on other contracts in terms of quality of services and compliance with performance schedules. 5. Proposed costs/fee schedule. 6. Proposed materials and plans to accomplish task. 7. Reports from direct and indirect references. 8. Responsiveness and completeness of the written proposal to these instructions with regard to the Scope of Services. 9. Other relevant criteria. I 2 1 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Section 1.4: Pre-Proposal Conference Not applicable to this solicitation. Section 1.5: Term of Contract—Twelve(12)Months This contract shall commence on the first calendar day of the month succeeding approval of the contract by the Board of County Commissioners, or designee,unless otherwise stipulated in the Notice of Award Letter distributed by the County's Office of Procurement Services; and is contingent upon the completion and submittal of all required pre-award documents. The initial contract term shall be twelve (12) months, and then the contract will remain in effect until completion of the expressed and/or implied warranty period. The contract prices resultant from this solicitation shall prevail for the full duration of the initial contract term unless otherwise indicated elsewhere in this document. It is understood by the County that prices published on the referenced Manufacturer's Price List may fluctuate during the contract period. Single fixed percentage offered shall remain firm through the initial twelve (12)month year term of the contract, and any option periods under the contract. Section 1.6: Option to Renew for Four(4)Additional One(1)Year Period(s) Prior to, or upon completion,of the initial term of this contract, the County shall have the option to renew this contract for four(4) additional one (1) year period(s). Prior to completion of each exercised contract term, the County may consider an adjustment to price for core list items based on changes in the manufacturer list pricing. It is the vendor's responsibility to request any pricing adjustment in writing under this provision. The vendor's written request for adjustment should be submitted thirty (30) calendar days prior to expiration of the then current contract term. The vendor adjustment request must clearly substantiate the requested increase. The written request for adjustment should not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the County will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment. Any adjustment request received after the commencement of a new option period shall not be considered. The County reserves the right to reject any written price adjustments submitted by the vendor and/or to not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a County prerogative, and not a right of the vendor. This prerogative will be exercised only when such continuation is clearly in the best interest of the County. Section 1.7: Method of Payment The vendor(s) shall submit invoices to the County user department(s) after each individual purchase has been completed, In addition to the general invoice requirements set forth below, the invoices shall reference, as applicable,the corresponding delivery ticket number,packing slip number, or other acceptance document that was signed by an authorized representative of the 3 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 County user department at the time the items were delivered and accepted. Submittal of these periodic invoices shall not exceed thirty (30) calendar days from the delivery of the goods or services. Under no circumstances shall the invoices be submitted to the County in advance of the delivery and acceptance of the items. All invoices shall contain the contract and/or purchase order number, date and location of delivery or service, and confirmation of acceptance of the goods or services by the appropriate County representative. Failure to submit invoices in the prescribed manner will delay payment, and the vendor may be considered in default of contract and its contract may be terminated. Payments shall be tendered in accordance with the Florida Prompt Payment Act, Part VII, Chapter 218,Florida Statutes. It is anticipated that most,if not all purchases will be completed using the County Purchase Card (Pcard) Program. Please see Purchase Card Program under Section 2, Scope of Services. Section 1.8: Insurance Each vendor shall include in its solicitation response package proof of insurance capabilities, including but not limited to, the following requirements: [This does not mean that the vendor must have the coverage prior to submittal, but, that the coverage must be in effect prior to a purchase order or contract being executed by the County.] An original certificate of insurance, indicating that the awarded vendor has coverage in accordance with the requirements of this section, shall be famished by the vendor to the Contracting Officer within five (5) working days of such request and must be received and accepted by the County prior to contract execution and/or before any work begins. The vendor shall provide and maintain at all times during the term of any contract, without cost or expense to the County, policies of insurance, with a company or companies authorized to do business in the State of Florida, and which are acceptable to the County, insuring the vendor against any and all claims, demands or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the vendor under the terms and provisions of the contract. The vendor is responsible for timely provision of certificate(s) of insurance to the County at the certificate holder address evidencing conformance with the contract requirements at all times throughout the term of the contract. Such policies of insurance, and confirming certificates of insurance, shall insure the vendor is in accordance with the following minimum limits: General Liability insurance on forms no more restrictive than the latest edition of the Occurrence Form Commercial General Liability policy (CG 00 01) of the Insurance Services Office or equivalent without restrictive endorsements,with the following minimum limits and coverage: Each Occurrence/General Aggregate $1,000,000/2,000,000 Products-Completed Operations $2,000,000 4 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Personal&Adv. Injury $1,000,000 Fire Damage $50,000 Medical Expense $5,000 Contractual Liability Included Automobile liability insurance, including owned, non-owned, and hired autos with the following minimum limits and coverage: Combined Single Limit $1,000,000 Workers' compensation insurance based on proper reporting of classification codes and payroll amounts in accordance with Chapter 440, Florida Statutes, and/or any other applicable law requiring workers' compensation (Federal, maritime, etc). If not required by law to maintain workers compensation insurance, the vendor must provide a notarized statement that if he or she is injured; he or she will not hold the County responsible for any payment or compensation. Employers Liability insurance with the following minimum limits and coverage: Each Accident $1,000,000 Disease-Each Employee $1,000,000 Disease-Policy Limit $1,000,000 Professional liability and/or specialty insurance (medical malpractice, engineers, architect, consultant, environmental, pollution, errors and omissions, etc.) insurance as applicable, with minimum limits of$1,000,000 and annual aggregate of$2,000,000. The following additional coverage must be provided if a dollar value is inserted below: Loss of Use at coverage value: $ Garage Keepers Liability at coverage value: $ Lake County, a Political Subdivision of the State of Florida, and the Board of County Commissioners, shall be named as additional insured as their interest may appear on all applicable liability insurance policies. The certificate(s) of insurance, shall provide for a minimum of thirty (30) days prior written notice to the County of any change, cancellation, or nonrenewal of the provided insurance. It is the vendor's specific responsibility to ensure that any such notice is provided within the stated timeframe to the certificate holder. If it is not possible for the Vendor to certify compliance, on the certificate of insurance,with all of the above requirements, then the Vendor is required to provide a copy of the actual policy endorsement(s)providing the required coverage and notification provisions. Certificate(s) of insurance shall identify the applicable solicitation (ITB/RFP/RFQ) number in the Description of Operations section of the Certificate. 5 SECTION 1 —SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Certificate holder shall be: LAKE COUNTY,A POLITICAL SUBDIVISION OF THE STATE OF FLORIDA,AND THE BOARD OF COUNTY COMMISSIONERS. P.O. BOX 7800 TAVARES,FL 32778-7800 Certificates of insurance shall evidence a waiver of subrogation in favor of the County, that coverage shall be primary and noncontributory, and that each evidenced policy includes a Cross Liability or Severability of Interests provision, with no requirement of premium payment by the County. The Vendor shall be responsible for subcontractors and their insurance. Subcontractors are to provide certificates of insurance to the prime vendor evidencing coverage and terms in accordance with the Vendor's requirements. All self-insured retentions shall appear on the certificate(s) and shall be subject to approval by the County. At the option of the County, the insurer shall reduce or eliminate such self-insured retentions, or the vendor or subcontractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses. The County shall be exempt from, and in no way liable for, any sums of money, which may represent a deductible or self-insured retention in any insurance policy. The payment of such deductible or self-insured retention shall be the sole responsibility of the vendor and/or sub contractor providing such insurance. Failure to obtain and maintain such insurance as set out above will be considered a breach of contract and may result in termination of the contract for default. Neither approval by the County of any insurance supplied by the vendor or Subcontractor(s),nor a failure to disapprove that insurance, shall relieve the vendor or Subcontractor(s) of full responsibility for liability,damages,and accidents as set forth herein. Section 1.9: Bonding Requirements Not applicable to this solicitation Section 1.10: Completion/Delivery As specified in Statement of Work Section 1.11: Shipping Terms,F.O.B.Destination-Inside Delivery The F.O.B. point for any product ordered as a result of this solicitation shall be F.O.B.: DESTINATION —INSIDE DELIVERY. The title for each item will pass from the contractor 6 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 to the County only after the County receives AND accepts each item. Delivery will not be complete until the County has accepted each item. Delivery to a common carrier shall not constitute delivery to the County. Any transportation dispute shall be between the contractor and the carrier. The County will not consider any bid or proposal showing a F.O.B.point other than F.O.B.: Destination—Inside Delivery. Section 1.12: Acceptance of Goods or Services The product(s) delivered as a result of an award from this solicitation shall remain the property of the contractor, and services rendered under the contract will not be deemed complete, until a physical inspection and actual usage of the product(s) and/or service(s) is (are) accepted by the County and shall be in compliance with the terms herein, fully in accord with the specifications and of the highest quality. Any goods and/or services purchased as a result of this solicitation and/or contract may be tested/inspected for compliance with specifications. In the event that any aspect of the goods or services provided is found to be defective or does not conform to the specifications, the County reserves the right to terminate the contract or initiate corrective action on the part of the vendor, to include return of any non-compliant goods to the vendor at the vendor's expense,requiring the vendor to either provide a direct replacement for the item, or a full credit for the returned item. The vendor shall not assess any additional charge(s) for any conforming action taken by the County under this clause. The County will not be responsible to pay for any product or service that does not conform to the contract specifications. In addition,any defective product or service or any product or service not delivered or performed by the date specified in the purchase order or contract, may be procured by the County on the open market, and any increase in cost may be charged against the awarded contractor. Any cost incurred by the County in any re-procurement plus any increased product or service cost shall be withheld from any monies owed to the contractor by the County for any contract or financial obligation. If a Purchasing Card is utilized, a credit shall be issued within 48 hours. Section 1.13: Availability of Contract to Other County Agencies Although this solicitation is specific to County Departments, it is hereby agreed and understood that any County agency may avail itself on this contract and purchase any and all items specified herein from the vendor at the contract price(s) established herein. Under these circumstances, a contract modification shall be issued by the County identifying the requirements of the additional County entities. Section 1.14: Warranty The vendor agrees that, unless expressly stated otherwise in the bid or proposal, the product and/or service furnished as a result of an award from this solicitation shall be covered by the most favorable commercial warranty the vendor gives to any customer for comparable quantities 7 1 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 of products and/or services and the rights and remedies provided herein are in addition to said warranty and do not limit any right afforded to the County by any other provision of this solicitation. The vendor hereby acknowledges and agrees that all materials, except where recycled content is specifically requested, supplied by the vendor in conjunction with this solicitation and resultant contract shall be new,warranted for their merchantability,and fit for a particular purpose. Section 1.15: Delivery and Completion of Solicitation Response Section 1.15.1: Delivery of Solicitation Response Unless a package is delivered by the vendor in person, all incoming mail from the U.S. Postal Service and any package delivered by a third party delivery organization (FedEx, UPS, DHL, private courier, etc.) will be opened for security and contamination inspection by the Lake County Clerk of the Circuit Court Mail Receiving Center in an off-site secure controlled facility prior to delivery to any Lake County Government facility, which includes the Lake County Office of Procurement Services. To be considered for award, a bid or proposal must be received and accepted in the Office of Procurement Services prior to the date and time established within the solicitation. A response will not be considered for award if received in the Office of Procurement Services after the official due date and time regardless of when or how it was received by the Lake County Clerk of Court Mail Receiving Center. Allow sufficient time for transportation and inspection. Each package shall be clearly marked with the applicable solicitation number,title, and company name. Ensure that your bid or proposal is securely sealed in an opaque envelope/package to provide confidentiality of the bid or proposal prior to the due date of the solicitation. If you plan on submitting your bid or proposal IN PERSON,please bring it to: LAKE COUNTY PROCUREMENT SERVICES 315 W.MAIN STREET 4TH FLOOR,ROOM 441 TAVARES,FLORIDA If you submit your bid or proposal by the UNITED STATES POSTAL SERVICE (USPS), please mail it to: LAKE COUNTY PROCUREMENT SERVICES PO BOX 7800 TAVARES,FL 32778-7800 If you submit your bid or proposal by a THIRD PARTY CARRIER such as FedEx, UPS, or a private courier,please send it to: LAKE COUNTY PROCUREMENT SERVICES 8 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 MAIL RECEIVING CENTER 32400 COUNTY ROAD 473 LEESBURG,FL 34788 Facsimile(fax)or electronic submissions(e-mail)will not be accepted. Section 1.15.2: Completion Requirements for Request For Proposal(RFP) Two (2) original proposals and five (5) complete copies of the proposal submitted by the vendor shall be sealed and delivered to the Office of Procurement Services no later than the official proposal due date and time. Any proposal received after this time will not be considered and will be returned unopened to the submitter. The County is not liable or responsible for any costs incurred by any vendor in responding to this RFP including, without limitation, costs for product and/or service demonstrations if requested. When you submit your proposal,you are making a binding offer to the County. A. Economy of Presentation Each proposal shall be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the conditions and requirements of this RFP. Fancy bindings, colored displays, and promotional material are not desired. Emphasis in each proposal must be on completeness and clarity of content. The County emphasizes that the proposer concentrate on accuracy,completeness,and clarity of content. B. Proposal Guidelines To facilitate analysis of its proposal, the proposer shall prepare its proposal in accordance with the instructions outlined in this section. If the proposal deviates from these instructions, such proposal may, in the County's sole discretion,be rejected. Page Size and Format- Page size shall be 8.5 x 11 inches,not including foldouts. Pages shall be single-spaced. The text size shall be 11 point or larger. Use at least one(1)inch margins on the top and bottom and three-quarter(3/4) inch side margins. Pages shall be numbered sequentially by section. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layouts, implementation schedules,plans, etc.These displays shall be uncomplicated, legible and shall not exceed eleven (11) by seventeen (17) inches in size. Foldout pages shall fold entirely within the section, and may only be used for large tables, charts, graphs,diagrams,and schematics. Binding and Labeling-All Sections of the proposal should be identified by section tabs,A cover sheet should be bound in each separate proposal copy, clearly marked as to RFP title,solicitation number,copy number,and the Proposer's name. 9 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 C. Technical Proposal Sections: Proposals shall be organized into the following sections. Tab 1 -Proposer Profile&Required Information A. Statement of Interest&Understanding of Project B. Firm Profile/Finn History C. Program Manager: List the name, business address, telephone number and e-mail address of the individual that will act as the program manager for the project. Provide a resume of the individual's background and skills in managing similar projects. List the following information: - Years of experience within the area of specialty. - Length of and type of service with firm. - Education and formal training,including certifications. D. Any required licenses or permits. Tab 2 -Proposed Solution Description(s), A. Provide a concise description of the approach and process the vendor will employ to successfully complete the work to be performed to include any specific staffing or equipment resources that will be employed by the vendor. 1. The vendor shall address and respond each of the requirements described in Section 2, Scope of Services and describe any deviations from requirements or additional scope of the vendor's implementation plan. 2. The vendor shall provide with submitted proposal,a secured link, generic log- in and password for five(5)evaluators to the vendor's website. 3. Describe facilities, equipment, personnel, communication technologies and other resources available for implementing the proposed services. 4. Provide an assessment of staffing needs for each major activity area by job title and function. B. Exceptions — clearly describe any exceptions the vendor may have in regards to any requirements stated in the RFP document or associated addendums. Tab 3 -Proof of Insurability to SECTION 1 —SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Provide either a completed Accord form or a signed letter from your insurance agency on its letterhead stating that you have or can get the required insurance coverage. Tab 4-References Provide at least three (3) recent references where the proposed product /service has been used within the past 3 years. Please use the form attached. Tab 5-Litigation Provide information on the nature, magnitude, and outcome of all litigation and proceedings for the previous three (3) years where you or your organization has been involved in any matter related to you or your organization's professional activities. Tab 6-Subcontractors/Joint Ventures Provide a list of any proposed sub-contractors or joint venture arrangements that may be used on the project. Provide the same information required in the Pricing Proposal Tab 3 for each sub- contractor or joint venture participant. Tab 7-Other Information Provide any information that will provide insight to the County about the qualifications, fitness and abilities of the proposer. This information should be succinct. Tab 8-Completed solicitation Include a copy of a fully completed and signed RFP. Tab 9-Completed Pricing Back-up Section - Provide supporting documentation for the prices proposed sufficient to evaluate and determine price realism. -Provide flashdrive as required in Section 2. Tab 10-Financial Stability Each proposer shall certify and provide a statement that it is financially stable and have the necessary resources, human and financial, to provide the services at the level required by County. Each proposer shall be prepared to supply a financial statement upon request,preferably a certified audit,but a third party prepared financial statement and the latest D&B report will be accepted. The County reserves the right to use a third-party company to verify financial information provided in each proposal. If a subcontractor or joint venture arrangement is being proposed,provide similar information for those participants in the proposal. 11 1 SECTION 1—SPECIAL TERMS AND CONDITIONS RFP Number, 13-0426 Tab 11 -Other Information Provide any information that will provide insight to the County about the financial qualifications, fitness and stability of the proposer. This information should be succinct. Section 1.16: Certificate of Competency/Licensure,Permits,and Fees Any person, firm, corporation or joint venture that submits an offer in response to a County solicitation shall, at the time of such offer, hold a valid Certificate of Competency or appropriate current license issued by the State or County Examining Board qualifying said person, firm, corporation or joint venture to perform the work proposed. If work for other trades is required in conjunction with this solicitation and will be performed by a sub-contractor(s) or vendor(s)hired by the prime/responding vendor, an applicable Certificate of Competency/license issued to the sub-contractor(s)/hired vendor(s) shall be submitted with the prime/responding vendor's offer; provided, however, that the County may at its option and in its best interest allow the prime/responding vendor to supply the sub contractor(s)/hired vendor(s) certificate/license to the County during the offer evaluation period. The prime/responding vendor is responsible to ensure that all required licenses, permits, and fees (to include any inspection fees) required for this project are obtained and paid for, and shall comply with all laws, ordinances, regulations, and building or other code requirements applicable to the work contemplated herein. Damages, penalties, and/or fines imposed on the County or the vendor for failure to obtain required licenses,permits,inspection or other fees,or inspections shall be borne by the vendor. Section 1.17: Demonstration of Internet-Based Ordering System May Be Required During Evaluation After receipt of offers by the County, the vendors may be required to demonstrate their internet- based ordering system to cognizant County personnel, at no separate cost. The purpose of this demonstration is to observe the system in an operational environment and to verify its capability, suitability, and adaptability in conjunction with the performance requirements stipulated in this solicitation. If a demonstration is required, the County will notify the vendor of such in writing and will specify the date, time and location of the demonstration. If the vendor fails to perform the demonstration on the specified date stipulated in the notice, the County may elect to reject that vendor's offer, or to re-schedule the demonstration, whichever action is determined to be in the best interests of the County. The County shall be the sole judge of the acceptability of the equipment in conformance with the specifications and its decision shall be final. The on-line system used for the demonstration shall be the same as the manufacturer's model identified in the vendor's offer. Section 1.18: Furnish and Install Requirements The specifications and/or statement of work contained within this solicitation describe the various functions and classes of work required as necessary for the completion of the project. 12 SECTION 1 —SPECIAL TERMS AND CONDITIONS RFP Number: 13-0426 Any omissions of inherent technical functions or classes of work within the specifications and/or statement of work shall not relieve the bidder from furnishing, installing or performing such work where required for the satisfactory completion of the project. Section 1.19: Key Contractor Personnel In submitting a proposal, the Proposer is representing that each person listed or referenced in the proposal shall be available to perform the services described for the Lake County Board of County Commissioners, barring illness, accident, or other unforeseeable events of a similar nature in which case the Proposer must be able to promptly provide a qualified replacement. In the event the Proposer wishes to substitute personnel, the Proposer shall propose a person with equal or higher qualifications and each replacement person is subject to prior written County approval. In the event the requested substitute person is not satisfactory to the County and the matter cannot be resolved to the satisfaction of the County, the County reserves the right to cancel the contract for cause. Section 1.20: Labor,Materials,and Equipment Shall be Supplied by the Vendor Unless otherwise stated in this solicitation the vendor shall furnish all labor, tools, supplies, offices, personnel, instrumentalities, transportation, support services, insurance material and equipment necessary for satisfactory contract performance. Section 1.21: Omission from the Specifications The apparent silence of this specification and any addendum regarding any details, or the omission from the specification of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail, and that only materials and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this agreement. Section 1.22: Presentations/Post-Discussions After Initial Bid/Proposal Response A. The County, at its sole discretion, may ask any proposer to make an oral presentation and/or product / service demonstration without charge to the County. The County reserves the right to require any proposer to demonstrate to the satisfaction of the County that the proposer has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the County,and the County shall be the sole judge of compliance. B. The County may commence contract negotiations in accordance with the Method of Award provision specified elsewhere within this RFP. The County reserves the right to conduct discussions with any proposer(s) which have a realistic possibility of contract award to include any request for additional information,and any request for"best and final"offers. C. Proposers are cautioned Nit to assume that they will be asked to make a presentation or asked for a "best and final" offer and should include all pertinent and required information in their original proposal package. 13 SECTION 2—STATEMENT OF WORK RFP Number: 13-0426 SCOPE OF SERVICES Lake County Board of County Commissioners is seeking a proposal for a service to manage and fulfill the County's needs for various products and office supplies including toner and miscellaneous office products. The successful contractor will deliver office supplies throughout the County to identified locations and will pick up any designated returns for return-to stock processing and account crediting. The County does not offer"exclusive" contracts. If the user departments find the same item for a total lesser cost from the different vendor,they are authorized to purchase from that vendor. The successful contractor will provide an online ordering service capable of managing authorized orders from Lake County Board of County Commissioner employees, ship-to- addresses, division names and locations and charge information. The successful contractor shall have experience in the fulfillment, services, system support, reporting and management of office supplies sales and services. 1. Product Scope The contract shall have two(2)categories: A. Core List: These will be line item priced products and can be found in Section 4, Pricing Section. Vendors are advised that the Core List of Items has been changed from previous solicitations and contract to ensure open competition. The County has confirmed general availability of the listed items on multiple vendor websites. B. Non-Core List: All items not covered under the Core List that the vendor offers within the catalog items. Contractors shall furnish with submitted proposal, one (1) electronic copy (flashdrlve) in Microsoft excel format two (2) separate listings of the core list items as submitted in Attachment 1 and the current non-core items (catalog/list price) which will indicate all items the vendor can furnish and list prices to be used for each item. Failure to furnish as required will result in disqualification of offer to the County. For purposes of evaluating, contractor shall provide, with submitted proposal, a secured link, generic log-in and password for five (5) evaluators. Failure to furnish as required will result in disqualification of offer to the County. 2. Internet-Based Ordering System A. Proposers shall have a Secure Internet ordering system already established that includes SSL Certificate. B. System shall provide individual access to the web site with password availability. C. System shall have the capability to review, cancel and track orders while providing product information. D. System shall accept purchasing cards(visa p-card)for payment. 14 SECTION 2—STATEMENT OF WORK RFP Number: 13-0426 E. System shall provide at least two (2) levels for approval of orders to allow for a total purchase of$1,000.00 or more. F. This intemet-based ordering system shall be available during regular business hours. Any scheduled maintenance shall be done during non-business hours. G. The on-line ordering system shall BLOCK all items not under contract. H. It is preferred that a designated County employee be able to have access to add/delete users and add/edit/delete delivery locations. 3. User On-Line Ordering Process On-line ordering is a mandatory requirement of this contract with primary payment method via a County issued Purchasing(P-Card)Card. Proposers shall fully define their on-line ordering system and shall meet the following minimum requirements: A. Initial training of County Personnel who shall utilize the on-line ordering system shall be accomplished by the contractor within thirty(30)days of award of contract. This shall be accomplished at the designated location(s) within the County, but may include on-sight visit(s)to instruct on the proper use of the on-line ordering system. This training and any set-up necessary on the part of the contractor to supply office supplies to the County will be at the contractor's expense. B. The system shall provide the Lake County User the list price and the Lake County contract discount price when any item is researched. C. Detailed description and product number of item(i.e.,size,color,etc.). D. Each user shall be issued his/her own password and user ID. E. User's password and user ID shall automatically display the ship-to/bill-to address. F. Print out list of items being purchased with list price and discount price included. G. Product shall be searchable by part number, catalog product number, description word(s), or manufacturer's prefix. H. Confirmation of order with tracking capability. I. On-line ordering system shall have a security (SSL Certification) prior to VISA number being entered into system. J. It is preferred that the on-line ordering system have a"My Favorites" area which will allow the user to find their most frequently purchased items. 4. Catalogs A. It is required that the proposer furnish six (6) Vendor's Office Products catalog with their proposal. The vendors catalog shall include the general scope and range of products. Failure to furnish as required will result in disqualification of offer to the County. B. After award of contract, the contractor shall furnish as many as fifty(50) of the most current catalogs to the County and divisions at no expense to the County. 5. Delivery and Returns A. It is desirable for vendor to have a "no questions asked" return policy for minimum of thirty (30) days after receipt and acceptance. Vendor should outline their policy in their proposal. The vendor may charge up to ten (10)percent of the cost of the item to process the return and restock the items. 15 SECTION 2—STATEMENT OF WORK RFP Number: 13-0426 B. Saleable items returned must be accepted without restocking fees. Exceptions will be customized or special orders. C. Returns must be picked-up from original delivery location and receipt provided. D. All deliveries shall be F.O.B. Destination—Inside Delivery. Delivery shall be to desktop to each prescribed delivery point. There are currently eighty-two (82) locations including twenty-nine (29 fire stations and eighty-six (86) online users located throughout Lake County, some of which the delivery address is for multiple division. E. No delivery fees for stocked items. F. It is desired that deliveries of items shall be made within twenty-four (24) hours and deliveries shall be desktop to each prescribed delivery point. A list of locations shall be given to the awarded vendor. Delivery shall be accomplished between the hours of 8:30 AM and 4:30 PM on weekdays only, unless otherwise mutually agreed upon by the contracting parties. No delivery will be accepted on Saturdays, Sundays, or County holidays. Ownership of items will pass from the seller to the County after the County receives and accepts each item. Delivery to a common carrier shall not constitute delivery to the County. Any transportation dispute shall be between the vendor and the carrier. The County will not consider any proposal F.O.B. Point other than F.O.B. Destination—Inside Delivery. 6. Damage The County may refuse delivery of ordered items received with visible damage. The vendor shall handle replacement and repair all damaged items on an immediate turnaround basis. 7. Accounting Procedures A. System shall accept purchasing card(visa p-card)for payment. B. Invoices and credit memos shall be available on request. C. Credit memos shall show original invoice number for cross-reference purposes. D. Invoices shall provide name of individual ordering. Receipt of order must be signed. E. It is preferred that a past due notice on all charges and credits be emailed to the Contracting Officer. 8. Quantities and Orders A. There shall be no minimum ordering requirements. Orders will be issued by an on-line ordering system. The County will not pay a minimum order charge or handling charge. Procurement Services will make every effort to educate each division on submitting planned orders that do not consist of one or two items; however, in some instances it may be necessary to order an individual item. B. The bid price for each item shall include all packaging, handling, shipping charges, fuel changes and inside delivery (unless otherwise specified) to any point(s) within Lake County, Florida. Each core and non-core item shall be priced separately on the invoice. 9. Purchasing Card Program 16 SECTION 2—STATEMENT OF WORK RFP Number: 13-0426 Lake County has implemented a purchasing card (P-Card) program using the VISA network. Vendors will receive payment from the purchasing card in the same manner as other VISA purchases. Original invoices with a zero balance shall be sent to the ordering division when the P-Card is used and the item has been shipped. The maximum a County employee may place per order per day with the P-Card is$999.99. If the per order cost is over $999.99, the Contracting Officer shall be notified for approval and the Contracting Officer shall determine how the order will be paid to the vendor. 10. Back Ordered Goods/Substitutions In the event an "out of stock" condition occurs, the items not delivered on the first shipment will be marked on the delivery document as BACK ORDERED. If the item cannot be delivered within three (3)business days from date of order, the end user shall be notified as to availability or suggested replacement offered. Back orders will not be accepted when receipt of order exceeds thirty (30) calendar days. Substitutions that are comparable to the item ordered can be used on in the event of an item not being available, or in order to save the County money. In either instance, the substitutions are to be offered only as a suggestion and shall have the end users approval prior to shipment. After initial award has been made, vendors are advised that they may propose to provide alternate products in lieu of the specific items listed in the standard industry catalog. If the County accepts such a substitution,the vendor's on-line catalog shall clearly illustrate the initial standard list price for the item, the discount originally proposed for that item, the resulting unit price for the standard item,and the actual unit price for the substitution. Substitutes will only be accepted if the unit price for the alternate item is less than the calculated unit price for the standard catalog item. 11. Recycled Products The Lake County Board of County Commissioners adopted a Reduce,Reuse and Recycle policy to protect the environment through sound business policies. All products on the Attachment 2 shall be offered ONLY as a recycled product to County purchasers on the contract and contain at least a minimum percentage of post-consumer content indicated for each item. When available, other products that have a recycled alternative that meet original product performance requirements shall be quoted. 12. Special Orders When an item is a special order for the vendor it would present a problem if returned. The vendor shall contact the requesting department to confirm before order(i.e., Special order rubber stamps,etc.). 13. Electronic Reports Failure to comply with the mandatory requirement of delivery of the Quarterly Usage Report and Quarterly Recycled product Report shall result in the contract supplier to be in default, in which case, the failure to comply may result in immediate cancellation of said contract. A. Quarterly Usage Report - The vendor shall submit electronically to the Contracting Officer a quarterly usage report through the contract period no later than 17 SECTION 2—STATEMENT OF WORK RFP Number: 13-0426 fifteen(15)days after the end of each quarter. This repost will be utilized for monitoring the contract. Report shall include the following: • Reporting Period • Ship To • Invoice Number • SKU Number • Product Description • Unit of Measure • Quantity Shipped • Item Price • Unit List Price • Item List Price • Discount Amount • Discount Percentage B. Quarterly Recycled Product Report—A resolution issued by the Board of County Commissioners states that "all Departments, Divisions and Agencies will purchase and use reusable products, recycled-content products, and recycled products in all the daily operations of the County to the maximum extent practical. The purchase of products that cannot be reused or recycled is strongly discouraged. To assist in monitoring this Resolution, the vendor shall furnish the Contracting Officer a detailed report of sales electronically at the completion of each quarter of the contract. Report shall include the following: • Reporting Period • Ship To • Invoice Number • SKU Number • Product Description • Unit of Measure • Quantity Shipped • SKU each price • Total Price • Verification Recycled The County Will Provide: The County will provide the vendor with a list of contacts, phone number and locations of the divisions that will be ordering supplies. The County reserves the sole right to add, change or delete delivery locations to this contract during the contract period. 18 SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number: 13-0426 PRICING SECTION The County has demonstrated an ongoing need for the products indicated in this RFP. These products are based on recent 12-month usage for all office locations. Purchases under the previous contract have averaged to approximately $166,500.00 annually. The average order size is $143.00. A total of 351 orders have been under$50.00 from the time period January 1,2012 to October 23, 2012. Procurement of office supplies is decentralized,and there is no guarantee total volume or specific product volumes. Vendor is responsible for disclosing any charges or fees not listed on the cost proposal that the County would incur with the respondent,before,during,and after the implementation. For purposes of comparing costs between each respondent, respondents shall not deviate from the compensation methods as outlined. 1. Core Items Total Cost(Total Of Attachment 1) $ /-Z, y 86 2. Non-Core Items- h?%discount off catalog price based on current manufacturer pricing Catalog(name/date)upon which above discount is given: ` U� r"T6d S Tea eo a .. r•y1 a r>2g, 1 C sT0 P J Co 4 3. Furniture- S I %discount off catalog price based on current manufacturer pricing Catalog(name/date)upon which above discount is given: uric[ ST4 Teo war,cr a.o / 3 4. Office Machines- 3g %discount off catalog price based on current manufacturer pricing Catalog(name/date)upon which above discount is given: 5. Toner A. OEM 3 R %discount off catalog based on current manufacturer pricing B. Recycled y e%discount off catalog based on current manufacturer pricing 24 SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number' 13-0426 By Signing this Proposal the Proposer Attests and Certifies that: • It satisfies all legal requirements(as an entity)to do business with the County. • The undersigned vendor acknowledges that award of a contract may be contingent upon a determination by the County that the vendor has the capacity and capability to successfully perform the contract. • The proposer hereby certifies that it understands all requirements of this solicitation,and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by award of this solicitation. Purchasing Agreements with Other Government Agencies This section is optional and will not affect contract award. If Lake County awarded you the proposed contract, would you sell under the same terms and conditions,for the same price,to other governmental agencies in the State of Florida? Each governmental agency desiring to accept to utilize this contract shallbs responsible for its own purchases and shall be liable only for materials or services ordered and received by it. [ Yes ❑ No(Check one) Certification Regarding Felony Conviction Has any officer, director, or an executive perfo g equivalent duties, of the bidding entity been convicted of a felony during the past ten(10)years? ❑Yes [ No(Check one) Reciprocal Vendor Preference: Vendors are advised the County has established,under Lake County Code, Chapter 2,Article VII, Sections 2-221 and 2-222;a process under which a local vendor preference program applied by another county may be applied in a reciprocal manner within Lake County.The following information is needed to support application of the Code: 1.Primary business location of the responding vendor(county/state): v 0 1. u S i a. / FL • 2. Does the responding vendor maintain a significant physical location in Lake County at which employees are located and business is regularly transacted: ❑ Yes Q'No If"yes" is checked,provide supporting detail: Conflict of Interest Disclosure Certification Except as listed below,no employee,officer,or agent of the firm has any conflicts of interest,real or apparent,due to ownership, other clients, contracts, or interests associated with this project; and, this bid is made without prior understanding, agreement,or connection with any corporation, firm, or person submitting a proposal for the same services,and is in all respects fair and without collusion or fraud. DUNS Number(Insert if this action involves a federal funded project): General Vendor Information and Proposal Signature: Firm Name: C 14 P er‘4L 0 i rice tom- r-o o ve-TS Street Address: 2/ 0 Tr-.S1 C h v0 . f!a jrem.a 4eH. i=L- inIry Mailing Address(if different): TelephoneNo.: Soo-.,St- 1 q r0 Fax No.: ,Voo-.2 al9-y9a9 E-mail:weir&!'r9Poi a Proaucrs. eo..l FEIN No. S 9 - a-9 s-.! Y S Prompt Payment Terms: % gr0 days, net 3e) Signature: .1' u, p Date: -/ • .20/3 Print Name: Scan ,r, S P r A ALE Title: S,4 Le 'S tad• 14 Award of Contract by the County:(Official Use Only) By signature below,the County confirms award to the above-identified vendor under the above identified solicitation. A separate purchase order will be generated by the County to support the contract. Vendor awarded as: Sole vendor ❑ Pre-qualified pool vendor based on price Pre-qualified pool vendor(spot bid) ❑ Primary vendor for items: ❑Secondary vendor for items: ❑Other status: Signature of authorized County offici - _ Date: 142.. Printed name. Title. , t 25 1 13-0426 Office Products Attachment 1-Core Items 1 im. IMinuu,•11 I'Y.Ih (:Ipit:I.Ilan Vunll.cr I le,,iiplinll IY1\I foil Coq I:‘IV nth cd ors! 1 ACC 72020 CLIP.BNDR.SML,75',BLK DZ 23 $ 0.31 S 7 18 2 ACC 72380 CLIP,PPR,N1,SMTH PK 24 $ 178 $ 4272 3 ACC 72500 CLIP.PPR,JMB,PREM,SMTH PK 27 $ 8.91 $ 240.57 4 ACC 72580 CLIP.PPR,JMB,SMTH PK 13 $ 4 65 $ 60.45 5 AVE 00-168 GLUE,STICK,PERM,260Z EA 12 $ 0.30 $ 180 6 AVE 00.198 GLUE,STICK,PERM,1.270Z EA 17 $ 083 $ 14,11 7 AVE 05711 BINDER,VIEW,3RG,ECON,1',WHT EA 30 $ 118 $ 35.40 8 AVE 05731 BINDER,VIEW,3RG,ECON.2*,WHT EA 25 $ 2.21 $ 55.25 9 AVE 11121 INDEX,STAB,INSRT,BIG TAB,COL ST 14 $ 0 64 $ 8.98 10 AVE 11197 INDEX,15TAB.TOC,RDY IDX PK 15 $ 14.22 $ 213 30 11 AVE 11436 INDEX,5TAB,UI,CLR LBL,WHT PK 16 $ 14 55 $ 23280 12 AVE 18282 TAB,ADH,UI,175',WHT PK 14 $ 399 S 5586 13 AVE 23-285 INDEX,BTAB,UI,COP RFD,CLR ST 55 $ 1.17 $ 64.35 14 AVE 3270 SHEET,MAG,IJ,LTR PK 18 S 5.67 $ 90 72 15 AVE 5160 LABEL,MAIL,LSR,1X2-518,WHT BX 13 $ 1324 $ 172.12 16 AVE 59-102 TAB,PPR,RND..5'EXT,GMD,WHT PK 13 S 1.18 $ 15 08 17 BIC GSM11-BE PEN,BP,STK.RNDST1C,MED,BLU DZ 33 $ 080 $ 26.40 18 BIC GSM11-BK PEN,BP,STK.RND STIC,MED,BLK DZ 19 $ 0 84 S 15.98 19 BIC GSM609-BK PEN,BP,STK,RND STIC,MED,BLK BX 19 $ 383 $ 72.77 20 BIC GSMG11•BE PEN,BP.STK,URSGRP,MED,BLU DZ 13 $ 1.31 $ 17.03 21 BIC GSMG11-BK PEN,BP,STK,URS GRP,MED,BLK DZ 23 $ 1.31 $ 30.13 22 BIC VCG11-BE PEN,BP,RTR,ATLANTIS.MED,BLU DZ 14 $ 5.57 $ 77.98 23 BIC WOTAP10 TAPE,COR,WITE-OUT BX 11 $ 10 85 $ 119.35 24 BIC WOTAPPII TAPE,COR,WITE-OUT EA 12 $ 1.21 $ 14.52 25 EPI El 322 GLUE,ALL PURP.4OZ.WHT EA 12 $ 0.88 $ 10.56 26 EPI E304 GLUE,SCHOOL,4O2 EA 12 $ 0.83 $ 9.96 27 FEL 58021 MOUSE PAD,MED,BLU EA 17 $ 2 28 $ 38 76 28 HAM 86700 PAPER,MLT-USE,LTR,200.RECY,WHT CT 123 $ 3012 $ 1704.76 29 HAM 86750 PAPER,MLT-USE,11X17,200,RECY RM 13 $ 656 $ 85.28 30 HEW 51831E PAPER,IJ.SPECIAL,36'X150' RI. 51 $ 49 40 $ 2.519 40 31 ITA 30001 HIGHLIGHTER,DSK,CHSL,FL AST ST 12 $ 125 $ 15.00 32 ITA 60232 TAPE,COR,SD-APPLY EA 18 _$ 050 $ 9.00 33 MMM 600121298 TAPE,FILM,TRANSPARENT,5'X36Y0 RL 50 $ 1.13 $ 56.50 34 MMM 600341296 TAPE,FILM,TRANS,3/4'X36YD RL 20 $ 1.51 $ 30 20 35 MMM 653.24APVA PAPER,PAD,POST IT,1 5X2,PST PK 15 _$ 8 52 $ 127.80 36 MMM 8541 2SSCY PAPER,NOTE.POST-IT,3X3,YEL PK 15 $ 8.40 $ 126.00 37 MMM 654-YW NOTE,POST-IT,37.3',YEL PK 20 $ 8 08 $ 161.80 38 MMM 655-YW PAPER,NOTE.POST•IT,3X5,YEL PK 11 $ 1076 $ 118.38 39 MMM 684•SH FLAG,POST•IT,"SIGN HERE",4COL PK 14 $ 3.14 $ 4398 40 MMM 888F-1 TAB,FILE,INDEX,AST,SSH/PD PK 50 $ 156 $ 78.00 41 MMM 810.12.128 TAPE.MAGIC,1/2"X36YD,BXD RL 12 $ 1.28 $ 15.36 42 MMM 810-34-129 TAPE,MAGIC,3/4"X38YD,BXD RL 12 $ 1 66 $ 19 92 43 MMM 810P10K TAPE,MAGIC,75X1M,CLR PK 10 $ 13.67 $ 138.70 44 MMM 845.3 TAPE,BOOK,TRANS,3"X15YD ,RL 38 $ 6.86 $ 260.68 45 PAC 101188 CARD STOCK.CLSC,LTR,WHT PK 42 $ 8 44 $ 270.48 46 PAP 3331131 PEN,BP,STK,W BROS,MED,BLK DZ 79 $ 1 04 $ 82.18 47 PAP 89468 PEN,BP,RTR,PFL,BLD,BLU D2 11 $ 6.42 $ 70 62 48 PEN 50•HB LEAD,PCL,SUP,.7MM,HB PK 12 $ 0.44 $ 5.28 49 PEN BL77•C PEN.GEL,RTR,ENERGL DLX,MED.BLU EA 48 $ 1.44 $ 6912 50 PEN BLN77-C PEN,GEL,RTR,ENERGL DLX,MED.BLU EA 28 $ 1.44 $ 40.32 51 PEN C505-2B LEAD,PCL,8UP,.5MM,28 PK 12 $ 0.46 $ 5.52 52 PEN C505-H8 LEAD,PCL,SUP,.SMM,HB PK 16 $ 0.44 $ 7 04 53 PIL 26087 PEN,RB,RTR,V7,PV7R,FN,BLK EA 12 $ 110 $ 13.20 54 PIL 28068 PEN,RB,RTR,V7,PV7R,FN,BLU EA 12 $ 1.10 $ 13.20 55 PIL 26069 PEN,RB,RTR.V7,PV7R,FN,RED EA 24 $ 1 11 $ 26 64 56 PIL 30006 PEN,BP,RTR,8P145,MED.BLU DZ 13 $ 930 $ 120.90 57 PIL 31021 PEN,GEL,RTR,G2,027,FN,BLU DZ 20 $ 9.10 $ 182.00 58 PIL 32221 PEN.BP,RTR,EZTCH,EZR,MED,BLU DZ 15 $ 6.04 $ 90.60 59 PIL 35335 PEN,RB,V5,PV5,XF,BLU OZ 11 $ 9 79 $ 107.69 60 PMC 05058 PEN,CNTR,REFL,CHN,BLK EA 12 6 1 00 $ 12 00 61 QUA 90120 ENVELOPE,010,244.WIN,WW BX 10 $ 15.72 S 167.20 62 RTO 31010 TAB,WRITE ON,BLNK,WHT PK 11 $ 3.98 $ 43 78 63 RTG 81014 FLAG,ARROW,SIGN HERE,YEL PK 42 $ 2.47 $ 103 74 64 SAN 30001 MARKER,PERM,SHARPIE,FN,BLK DZ 29 $ 5 83 $ 163 27 65 SAN 32001 MARKER,PERM.SHARPIE,2TIP,BLK EA 24 $ 0.87 $ 20 88 66 SAN 40174 PEN.GEI,BP,JTSTRM,MED,BLU EA 12 $ 1.15 $ 13 80 67 SAN 61232 PEN,RB,VSN ELT.MED.BLU EA 24 $ 1 35 $ 32.40 68 SAN 82153 PEN,BP,RTR,JTSTRM,FN,BLU EA 40 $ 1.32 $ 52.80 69 SAN 65870 PEN,GEL,RTR,207IMPACT.BLD.BLK EA 24 $ 129 $ 30.98 70 SAN 85871 PEN,OEL,RTR,2O7IMPACT.BLD,BLU EA 12 $ 1.29 $ 15.48 71 SAN 65872 PEN,OEL,RTR,207IMPACT.BLD,RED EA 12 $ 135 $ 18.20 72 SAN 69024 PEN,RB,VSNELT,FN,BLU EA 12 $ 1 35 $ 18 20 73 SAN 69025 PEN,RB,VSNELT,FN.PUR EA 24 $ 1.35 $ 32.40 74 SAN 73833 PEN.RB,RTR,JTSTRM.BLD.BLU EA 14 $ 1.42 $ 19.86 75 SAN 73834 PEN,RB,RTR.JTSTRM.BLD,REO EA 18 $ 1.43 $ 25 74 76 SMD 10330 FOLDER,LTR,1/3,11PT,MAN BX 48 $ 828 $ 288.88 77 SMD 14537 FOLOER,FSTNR,LTR.1/3.2K1/3,MAN BX 40 $ 15.04 $ 60180 78 SMD 73892 POCKET,LTR,STRT,3.5",AST PK 18 $ 8 48 $ 103.88 79 SMD 74234 POCKET,LGL,STRT,5 25",RR BX 10 $ 9.20 $ 92.00 80 SPR 01804 CLIP,GEM,VNL,JUMBO.AST BX 11 $ 0 94 $ 10.34 81 SWI 35108 STAPLES,STD,SF1 BX 18 $ 058 $ 9.28 82 SWI 35450 STAPLES,STD,SPDPT,SF4 BX 11 $ 1.54 $ 16.94 83 TOM 88820 TAPE,COR.MONO.ILN EA 81 $ 124 $ 100.44 84 TOM 88686 TAPE REFL,COR,MONO,ILN,F/68865 EA 12 $ 1.28 $ 15.38 85 TOP 63631 PAPER,PAD,LGL,LR,TOP WB,WHT EA 11 $ 3.32 $ 38.52 86 TOP 8001 BOOK,STENO,6X9,GRG,GRN EA 12 $ 0.78 5 9.38 87 TOP 80284 BOOK,STEN0,6X9,GRG.ORC PK 13 $ 6.60 $ 85.80 Total Cost of Core Items $12,488.11 1 SECTION 5—ATTACHMENTS RFP Number: 13-0426 Attachment 2 Mandatory: Recycled Content Percentages for Designated Products All products listed on this table SHALL be offered ONLY as a recycled product to County purchasers on the contract and shall contain at least the minimum percentage of post-consumer recycled(PCRC)content indicated below for each item. As a result,the awarded vendor shall agree to work with the County to determine the most efficient method restricting their purchase wherever offered as a non-recycled item in the catalog. Minimum Minimum Item _ %PCRC Item %PCRC Office Paper Products Printed paper(green bar) 10% Adding Machine Rolls 20% Record books,columnar 10% Appointment Books 20% Report covers,w/f fasteners 10% Calendars/Refills 10% Report covers,paper 15% Desk Pads/Blotters 35% Report covers,pressboard 30% Envelopes,all 20% Report covers,punchless 10% Post-its and fax post-its 20% Report binders,presentation 10% Pads-All,lined,unlined 10% Ring binders,pressboard 30% Pads,Telephone message 10% Paperboard/Packing Products File folders,hanging 10% Card/fiberboard file boxes-All 50% File folders&pockets,manilla 10% Cardboard diskette mailer 35% File folders&pockets,colored 10% Cardboard recycling boxes 50%-100% File guides,manilla&pressboard 10% Non-Paper Office Products Files,expanding 10% Binders/plastic(poly-flex) 20% File storage boxes 35% Printer Toner Cartridges Remanufactured Files,storage,drawers 35% Printer supplies Remanufactured Filler paper,ruled 10% Stackable trays&racks/steel 30%-100% Flip charts 10% Stackable trays,plastic 25% Folders,expanding wallet and box bottom 10% Recycling receptacles 30%-100% Forms,message 10% Report covers,color,plastic 25% Index cards 10% Report covers,leatherette 10% Mailers,padded _ 50% Ruler/plastic 20% Folders,hanging 10% Wastebasket/plastic-All 10% Notebooks and steno 10% PAK Bubble roll/plastic 30% Paper types: Copy,bond,typing, stationary,writing 20% Pocket portfolios w/fasteners 10% Pressboard folders 20% - 30