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HomeMy WebLinkAboutP-23-477 Printer Plotter Scanner Maintenance and Repair.pdf t-0 County of Fresno �+ INTERNAL SERVICES DEPARTMENT 10 Facilities• Fleet•Graphics• Purchasing •Security•Technology O� 56 ARE`' MASTER PROCUREMENT AGREEMENT Agreement Number P-23-477 September 6, 2023 The County of Fresno (County) hereby contracts with various vendors (Contractors)to provide Printer, Plotter, Scanner Maintenance and Repair Services in accordance with the text of this agreement, County of Fresno Informal Request for Quotation No: 24-001 and the attached contractors responses to County of Fresno Informal Request for Quotation No: 24-001 by this reference made a part hereof. TERM: This Agreement shall become effective September 12, 2023, and shall remain in effect through September 11, 2025. EXTENSION: This Agreement may be extended for three (3) additional one (1)year periods by the mutual written consent of all parties. MINIMUM ORDERS: Unless stated otherwise there shall be no minimum order quantity. The County reserves the right to increase or decrease orders or quantities. CONTRACTOR'S SERVICES: Contractors shall perform the services as described in the vendors' corresponding Attachment"A"—Ameritech Business Systems and Attachment"B"—California Business Machines, attached, at the rates set forth in the corresponding attachments. ORDERS: Orders will be placed on an as-needed basis by various County departments under this contract. PRICES: Prices shall be firm for the contract period. MAXIMUM: In no event shall services performed and/or fees paid under this Master Agreement be in excess of One Hundred and Fifty Thousand Dollars ($150,000.00). ADDITIONAL ITEMS: The County reserves the right to negotiate additional items to this Agreement as deemed necessary. Such additions shall be made in writing and signed by both parties. DELIVERY: The F.O.B. Point shall be the destination within the County of Fresno. All orders shall be delivered complete as specified. All orders placed before Agreement expiration shall be honored under the terms and conditions of this Agreement. DEFAULT: In case of default by Contractor, the County may procure the articles/services from another source and may recover the loss occasioned thereby from any unpaid balance due the Contractor or by any other legal means available to the County. The prices paid by County shall be considered the prevailing market price at the time such purchase is made. Inspection of deliveries or offers for delivery, which do not meet specifications, will be at the expense of Contractor. 333 W. Pontiac Way,Clovis,CA 93612/(559)600-7110 *The County of Fresno is an Equal Employment Opportunity Employer PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 2 September 6, 2023 INVOICING: An itemized invoice shall be sent to requesting County department in accordance with invoicing instructions included in each order referencing this Agreement. The Agreement number must appear on all shipping documents and invoices. Invoice terms shall be Net 45 Days. INVOICE TERMS: Net forty-five (45)days from the receipt of invoice. TERMINATION: The County reserves the right to terminate this Agreement upon thirty(30)days written notice to the Contractor. In the event of such termination, the Contractor shall be paid for satisfactory services or supplies provided to the date of termination. LAWS AND REGULATIONS: The Contractor shall comply with all laws, rules and regulations whether they be Federal, State or municipal, which may be applicable to Contractor's business, equipment and personnel engaged in service covered by this Agreement. AUDITS AND RETENTION: Terms and conditions set forth in the agreement associated with the purchased goods are incorporated herein by reference. In addition, the Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. LIABILITY: The Contractor agrees to: Pay all claims for damage to property in any manner arising from Contractor's operations under this Agreement. Indemnify, save and hold harmless, and at County's request defend the County, its officers, agents and employees from any and all claims for damage or other liability, including costs, expenses (including attorney's fees and costs), causes of action, claims or judgments resulting out of or in any way connected with Contractor's performance or failure to perform by Contractor, its agents, officers or employees under this Agreement, and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents, or employees under this Agreement. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Col lapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. Additional Requirements Relating to Insurance: Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 3 September 6, 2023 Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within Thirty(30) days from the date Contractor signs and executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Internal Services Department 333 W. Pontiac Way, Clovis, CA 93612 or by email at isdcontracts@fresnocountyca.gov, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30)days advance, written notice given to County. Certificates of insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. COMING ON COUNTY PROPERTY TO DO WORK: Contractor agrees to provide maintain and furnish proof of Comprehensive General Liability Insurance with limits of not less than $500,000 per occurrence. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations assumed by Contractor under this Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the County. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of this Agreement, Contractor may be providing services to others unrelated to the County or to this Agreement. Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 4 September 6, 2023 NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor their rights or duties under this Agreement without the written consent of the other party. AMENDMENTS: This Agreement constitutes the entire Agreement between the Contractors and the County with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications, Request for Proposals, Bids and understandings of any nature whatsoever unless expressly included in this Agreement. This Agreement supersedes any and all terms set forth in Contractor's invoice. This Agreement may be amended only by written addendum signed by both parties. INCONSISTENCIES: In the event of any inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be resolved by giving precedence in the following order of priority: (1)the text of this Agreement(excluding the County's Informal Request for Quotation No. 24-001 and the Contractor's quote in response thereto); (2)the County's Informal Request for Quotation No. 24-001 and (3) the Contractor's quotation made in response to County's Informal Request for Quotation No. 24-001. GOVERNING LAWS: This Agreement shall be construed, interpreted and enforced under the laws of the State of California. Venue for any action shall only be in County of Fresno. ELECTRONIC SIGNATURES: The parties agree that this Agreement may be executed by electronic signature as provided in this section. A. An "electronic signature" means any symbol or process intended by an individual signing this Agreement to represent their signature, including but not limited to (1) a digital signature; (2) a faxed version of an original handwritten signature; or(3)an electronically scanned and transmitted (for example by PDF document)of a handwritten signature. B. Each electronic signature affixed or attached to this Agreement(1) is deemed equivalent to a valid original handwritten signature of the person signing this Agreement for all purposes, including but not limited to evidentiary proof in any administrative or judicial proceeding, and (2) has the same force and effect as the valid original handwritten signature of that person. C. The provisions of this section satisfy the requirements of Civil Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, Part 2, Title 2.5, beginning with section 1633.1). D. Each party using a digital signature represents that it has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)through (5), and agrees that each other party may rely upon that representation. This Agreement is not conditioned upon the parties conducting the transactions under it by electronic means and either party may sign this Agreement with an original handwritten signature. Please acknowledge your acceptance by returning your corresponding signature page of this Agreement to my office via email or USPS. Please refer any inquiries in this matter to Amber Nigam, Purchasing Analyst at(559)600-7120 or anigam@fresnocountyca.gov. FOR THE COUNTY OF FRESNO Digitally signed by Gary Cornuelle Gary CO rn U e I I e Date:2023.09.11 11:30:58-07'00' Gary E. Cornuelle Purchasing Manager 333 W. Pontiac Way Clovis, CA 93612 GEC:AN Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 5 September 6, 2023 CONTRACTOR TO COMPLETE: Company: Ameritech Business Enterprises Type of Entity: ❑ Individual ❑■ Limited Liability Company ❑ Sole Proprietorship ❑ Limited Liability Partnership ❑ Corporation ❑ General Partnership 4071 N. VALENTINE AVE #104 FRESNO CA 93722 Address City State Zip 5594858699 559 BONNIEB@AMERITECHBUSINESS.COM TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS Print Name & SYAMPORN BOONTHAVONGKHAM PRESIDENT/CEO Title: Print Name &Title: SYAMPORN Digitally signed by SYAMPORN BOONTHAVONGKHAM BOONTHAVONCKHAM Signature: Date:2023.09.10 21:06:14-07'00' Signature: Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 6 September 6, 2023 CONTRACTOR TO COMPLETE: Company: California Business Machines Type of Entity: ❑ Individual ❑ Limited Liability Company ❑ Sole Proprietorship ❑ Limited Liability Partnership ❑■ Corporation ❑ General Partnership 4260 N. Fresno Street Fresno CA 93726 Address City State Zip 559-225-5570 559-225-5827 terib@cbmsolution.com TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS Print Name & Teri B mer / President Title: Print Name &Title: Digitally signed by Teri Brymer Teri B ry m e r Date:2023.09.07 07:28:23 Signature: -07'00' Signature: ACCOUNTING USE ONLY ORG No.: 8935 Account No.: 7205 Requisition No.: 805240015 (8/2022) Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 7 September 6, 2023 ATTACHMENT "A" Ameritech Business Enterprises Section 1: Printer Repair Services Printer Services Service Rate (per hour) Year 1 $100.00 Year 2 $100.00 Year 3 $100.00 Year 4 $100.00 Year 5 $100.00 Section 2: Plotter Repair Services Plotter Services Service Rate (per hour) Year 1 $100.00 Year 2 $100.00 Year 3 $100.00 Year 4 $100.00 Year 5 $100.00 Section 3: Scanner Repair Services Scanner Services Service Rate (per hour) Year 1 $100.00 Year 2 $100.00 Year 3 $100.00 Year 4 $100.00 Year 5 $100.00 Parts and Materials LIST PRICING Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 8 September 6, 2023 ATTACHMENT "B" California Business Machines Section 1: Printer Repair Services Printer Services Service Rate (per hour) Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 Section 2: Plotter Repair Services Plotter Services Service Rate (per hour) Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 Section 3: Scanner Repair Services Scanner Services Service Rate (per hour) Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 Parts and Materials CBM WILL CHARGE THEIR COST PLUS A 10% MARKUP ON PARTS & MATERIALS. CBM TO CHARGE A MINIMUM 1 HOUR OR $125 FOR CALLS WITHIN A 25 MILE RADIUS OF FRESNO OFFICE. FROM 26-40 MILES, CBM WILL ADD $100 TRIP CHARGE OR$200 IF OVER 40 MILES. DUE TO 45 DAY PERFORMANCE GUARANTEE, CBM WILL REPAIR ANY ADDITIONAL DEVICES FOR $85 PER HOUR. CBM WILL SERVICE DEVICES DELIVERED AND PICKED UP AT FRESNO OFFICE FOR $85 PER HOUR. Printer Plotter Contract.docx PROCUREMENT AGREEMENT NUMBER: P-23-477 Page 9 September 6, 2023 Contractor's Response to County of Fresno Request for Quotation No. 24-001 Printer Plotter Contract.docx COUNTY OF FRESNO 0 183 6 0 FRESH INFORMAL REQUEST FOR QUOTATION NUMBER: 24-001 PRINTER, PLOTTER, SCANNER MAINTENANCE AND REPAIR Issue Date: July 21, 2023 Closing Date: AUGUST 7, 2023 AT 10:00 AM All Questions and Responses must be electronically submitted via email to Amber Nigam at anigam(a).fresnocountyca.gov. For assistance, contact Amber Nigam at Phone (559) 600-7110. BIDDER TO COMPLETE Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFQ. Bid must be signed and dated by an authorized officer or employee. COMPANY AMERITECH BUSINESS ENTERPRISE LLC DBA AMERITECH BUSINESS SYSTEMS CONTACT PERSON PON THEPPHAVONG ADDRESS 4071 N. VALENTINE AVE #104 CITY STATE ZIP CODE ( FRESNO ) CA 93722 TELEPHONE NUMBER E-MAIL ADDRESS 559-485-8699 PONaAMERITECHBUSINESS.COM AUTHORIZED SIGNATURE PRINT NAME TITLE KHAMPHANH PON THEPHAVONG SERVICE MANAGER Purchasing Use:AN:st ORG/Requisition:8935/8905240015 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 2 TABLE OF CONTENTS PAGE KEYDATES ....................................................................................................................3 OVERVIEW.....................................................................................................................3 BIDINSTRUCTIONS ......................................................................................................4 GENERAL REQUIREMENTS & CONDITIONS...............................................................5 INSURANCE REQUIREMENTS ................................................................................... 11 PARTICIPATION........................................................................................................... 12 REFERENCE LIST........................................................................................................ 13 SCOPEOF WORK........................................................................................................ 14 QUOTATION SCHEDULE............................................................................................. 16 24-001 Printer,Plotter,Scanner Maintenance and Repalr.docx Quotation No. 24-001 Page 3 KEY DATES RFQ Issue Date: July 21, 2023 Written Questions for RFQ Due: July 28, 2023 at 10:00 AM Questions must be submitted via email to Amber Nigam at anigam(cDfresnocountvca.gov. RFQ Closing Date: August 7, 2023 at 10:00 AM Quotations must be electronically submitted via email to Amber Nigam at anigam(abfresnocountvca.gov. OVERVIEW The County of Fresno, on behalf of the Internal Services Department— Information Technology Division (ISD-IT), is soliciting bids to provide all labor, materials, equipment, etc. to perform maintenance and repair services for the County's printers, plotters and scanners (Equipment). The County has approximately 2,000 printers, 30 plotters, and 1,000 scanners located at various locations throughout the County. Equipment can be located anywhere from Shaver Lake to Coalinga, but the majority of Equipment and services will be in the metro-Fresno area. Brands include, but are not limited to, HP, Brother, Lexmark, Epson, Xerox, Fujitsu and Konica machines. Requested services include installation and maintenances services to printers, plotters, and/or scanners both on-site at these County locations and in the successful bidder's shop, as needed. The agreement resulting from this solicitation will be for an initial term of two (2) years, with three (3) optional one (1) year extensions. The County may potentially award to multiple bidders. The awarded vendors will be contacted for services by authorized County personnel, first based on cost provided then secondly by availability to provide services. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 4 BID INSTRUCTIONS • Bidders must electronically submit bid package in pdf and/or Excel format, no later than the quotation closing date and time as stated on the front of this document, via email to Amber Nigam , at ani am fresnocountyca.gov. The County will not be responsible for and will not accept late bids due to slow internet connection or incomplete transmissions. • Bids received after the closing time will NOT be considered. • All quotations shall remain firm for 180 days. • Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing prior to the date and time stated within this document. All addenda issued shall be in writing, duly issued by Purchasing and incorporated into the contract. • ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues concerning it. All communication regarding this RFQ shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with their telephone number, and they should be the primary point of contact for discussions or information pertaining to the RFQ. Contact with any other County representative, including elected officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing)with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor's quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County's established protest procedures. All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 5 GENERAL REQUIREMENTS & CONDITIONS LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do not apply to this Request for Quotation. DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is identified on page one of this Request For Quotation (RFQ). INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from Purchasing by July 28, 2023 at 10:00 AM, cut-off. Questions must be submitted via email to Amber Nigam at anigam(a�fresnocountyca.gov or contact Amber Nigam at (559) 600-7110. NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date. Any change in the Request for Quotation will be made by written addendum issued by the County. The County will not be responsible for any other explanations or interpretations. EXCEPTIONS: Please provide any exceptions to the general requirements and conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's quotation meets those requirements. RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested information could result in rejection of your quotation. CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and special district building codes, laws, ordinances, and regulations. SALES TAX: Fresno County pays California State Sales Tax regardless of vendor's place of doing business. TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless otherwise specified herein. TAXES, CHARGES AND EXTRAS: A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K. B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where shipping papers show consignee as County of Fresno. C) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid. GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in materials and workmanship and guarantee against breakage and other malfunctions when performing work for which they are designed. PACKAGING: Each item listed in the bid gives as part of its description the minimum packaging size that VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist County departments in determining their product requirements. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 6 MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor. The County may require additional items from those in bid schedule. BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in responding to the RFQ. PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services and activities offered in the quotation, whether or not they are provided directly. Further, the County of Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer the contract, or any right or obligation arising out of the contract, without first having obtained the express written consent of the County. PRICES: Bidder agrees that prices quoted are for the contract period, and in the event of a price decline such lower prices shall be extended to the County of Fresno. Prices shall be quoted F.O.B. destination. CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business practices and safeguard confidential data which vendor staff may have access to in the course of system implementation. HIPAA: All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County's monitoring of said compliance. Vendor may be a business associate of County, as that term is defined in the "Privacy Rule" enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information ("PHI") to perform functions, activities or services for or on behalf of County as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures if PHI may not be more expansive than those applicable to County, as the "Covered Entity" under HIPAA's Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno. BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each proposer/bidder which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the inquiry. ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided to all agencies and organizations that receive the basic RFQ. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 7 CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation submitted by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract: 1. Employees of the County or public agencies for which the Board of Supervisors is the governing body. 2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers, principals, partners or major shareholders. 3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of Subsection (1), and who were employees in positions of substantial responsibility in the area of service to be performed by the contract, or participated in any way in developing the contract or its service specifications. 4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve as officers, principals, partners or major shareholders. 5. No County employee whose position in the County enables them to influence the selection of a contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such employee, shall be employees in any capacity by a bidder, or have any other direct or indirect financial interest in the selection of a contractor. INVOICING: All invoices are to be delivered to the ordering department. Each invoice shall reference the purchase order or contract number and the equipment number if applicable. The contractor shall obtain the "invoice to" address when receiving the order. PAYMENT: Upon satisfactory completion of work, specified herein and approval by the County, payment will be made in full. Terms of payment will be net forty-five (45)days. CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of two (2) years. RENEWAL: Agreement may be renewed for a potential of three (3)one (1)year periods, based on the mutual written consent of all parties. QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no minimum amount. The County reserves the right to increase or decrease quantities. ORDERING: Orders will be placed as required by the various County Departments. TERMINATION: The County reserves the right to terminate any resulting contract upon written notice. INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the COUNTY. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 8 Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the County or to the Agreement. SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing transactions that they are a party to while Contractor is providing goods or performing services under the agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a party and in which one or more of its directors has a material financial interest. Members of the Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing with the self-dealing transaction or immediately thereafter. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees, from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from defect. No bid will be considered unless it is accompanied by a complete list of manufacturer's catalog numbers of the items, which the bidder proposes to furnish, together with full descriptive literature on all items so enumerated. If item proposed differs from these specifications, bidder shall present specific explanation of functioning and structural characteristics for those details which differ from the specifications listed herein. SAFETY DATA SHEETS: With the invoice or within twenty-five (25) days of delivery, the seller must provide to the County a Safety Data Sheet for each product, which contains any substance on "The List of 800 Hazardous Substances", published by the State Director of Industrial Relations. (See Hazardous Substances Information and Training Act, California State Labor Code Sections 6360 through 6399.7.) DAMAGE TO EXISTING WORK: Damage to existing construction, equipment, planting, etc., by the contractor in the performance of his work shall be replaced or repaired and restored to original condition by the contractor. CLEAN UP: The Contractor shall at all times, keep the premises clean from accumulation of waste materials or rubbish caused by his employees or work and shall remove all resulting work debris from the job site. COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the County so that any interruption to the normal business operations be kept to a minimum. INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the County at any and all times during which manufacture and/or construction are carried on. The County shall have the right to reject defective material and workmanship or require its correction. SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and diligence for which they are remunerated in the contract price. They shall carefully inspect the site and study and compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features or conditions affecting the contract will not excuse them from carrying out its provisions to its full intent. STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 9 SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances as may be required. COORDINATION AND COMPLETION: The successful bidder shall contact and meet with the County Coordinator at the job site prior to commencement and completion of any work. Successful bidder shall complete the job as instructed and described in writing by the contract, bid or amendment. Any problem or questions that arise in the scope of work, the County must be contacted and the appropriate written amendment generated. GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the minimum period of one (1)year. Such one (1)year period shall commence upon the date of final acceptance by County. The guarantee shall include but in no way be limited to workmanship, equipment and materials. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California. Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. DEFAULT: In case of default by the selected bidder, the County may procure the services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The contractor must also guarantee that services, or workmanship, provided will be performed in compliance with all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the nature required under this RFQ. In addition, the contractor may be required to provide evidence substantiating that their employees have the necessary skills and training to perform the required services or work. OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors engaged for the performance of the ensuing contract that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over this paragraph. DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for the purpose of providing services must employ adequate controls and data security measures, both internally and externally to ensure and protect the confidential information and/or data provided to contractor by the County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of County data including sensitive or personal client information; abuse of County resources; and/or disruption to County operations. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 10 Individuals and/or agencies may not connect to or use County networks/systems via personally owned mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a secure connection; up to date virus protection and mobile devices must have the remote wipe feature enabled. Computers or computer peripherals including mobile storage devices may not be used (County or Contractor device)or brought in for use into the County's system(s)without prior authorization from County's Chief Information Officer and/or designee(s). No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit or higher). The County will immediately be notified of any violations, breaches or potential breaches of security related to County's confidential information, data and/or data processing equipment which stores or processes County data, internally or externally. County shall provide oversight to Contractor's response to all incidents arising from a possible breach of security related to County's confidential client information. Contractor will be responsible to issue any notification to affected individuals as required by law or as deemed necessary by County in its sole discretion. Contractor will be responsible for all costs incurred as a result of providing the required notification. AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three (3)years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 11 INSURANCE REQUIREMENTS INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Col lapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, ISD Contracts at isdccontracts(ab_fresnocountyca.gov, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County. Certificates of insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 12 BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties. Whenever possible, these and other tax supported agencies co-op (piggyback)on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley Purchasing Group and other tax supported agencies. No, we will not extend contract terms to any agency other than the County of Fresno. C -car . (Authorized Signature) PRESIDENT/CEO Title 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 13 VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION. Firm: REFERENCE LIST Provide a list of at least five (5) customers for whom you have recently provided similar products/services. If you have held a contract for these or similar services with the County of Fresno within the past seven (7) years, list the County as one of your customers. Please list the person most familiar with your contract. Be sure to include all requested information. Reference Name: FRESNO COUNTY Contact:Vang,See seevang2@fresnocountyca.gov Address: 333 PONTIAC WAY City: CLOVIS State: CA Zip:93612 Phone No.: ( ) 559-600-6200 Date: MAY 2019 Service Provided: PLOTTER REPAIR Reference Name: DEPT OF TRANSPORTATION Contact: Delgado, Patricia Address: 1635 W.Pine City: FRESNO State: CA Zip: 93728 Phone No.: ( ) 559-978-8003 Date: J U LY 2023 Service Provided: COPIER Reference Name: CARDIAC INSTITUTE OF CA Contact: K I M VERDIALEZ '��'��'��'��'��'�� Address: 30 RIVER PARK PL W#440 City: FRESNO State: CA Zip: 93720 Phone No.: ( ) : 559.256.5500 Date: AUG 2023 Service Provided: SCANNERS, PRINTERS, COPIERS, FAX Reference Name: FRESNO UNIFIED SCHOOL DISTRICT Contact: ALMA BEJARANOAIm Address: 2309 TULARE ST City: FRESNO State: CA Zip: 93721 Phone No.: ( ) 559-457-3000 Date: AUG 2022 Service Provided: COPIER, PRINTER, SCANNER, PLOTTER,FAX Reference Name: CENTRAL VALLEY ENGINEERING Contact: NICK'SAHOTA Address: 2511 LOGAN ST City: SELMA State: CA Zip: 93662 Phone No.: ( ) 5598918811 Date: AUG 2023 Service Provided: COPIER, PRINTER, SCANNER, PLOTTER,FAX Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ. 24-001 Printer,Plotter,Scanner Maintenance and Repalr.docx Quotation No. 24-001 Page 14 SCOPE OF WORK General Requirements: • The successful bidder shall provide high quality work with a professional, courteous, and respectful attitude for all County customers. • The successful bidder shall communicate with requesting department staff to determine equipment problems, locations, and time schedules. • The successful bidder's personnel shall leave the area clean after completing repairs on County premises. • The successful bidder's personnel's dispatch for services shall be subject to successful criminal background checks in order to grant them access to County facilities. The successful bidder shall assume all costs associated with clearance of criminal background checks. • The successful bidder's personnel shall be easily identifiable (i.e., work uniforms, identification badges, etc.)when performing work in County facilities. • The successful bidder shall warranty all work (parts and labor)for a period of at least forty-five (45) days or manufacturer warranty, whichever is longer. • The successful bidder shall provide new, non-used parts for repairs and will not utilize refurbished parts. • The successful bidder shall invoice user departments directly for all parts and labor provided. Invoices will be sent to the individual user department receiving the work. • The successful bidder shall provide the required services and will not subcontract or assign the services without the County's written approval. • All work performed shall be completed during the County's standard business hours which include: Monday through Friday, 7:00 am to 5:00pm, excluding County holidays. • The successful bidder shall respond within twenty-four (24) hours after receiving notice from a call. Section 1: Printer Repair Services The vendor shall provide printer repair and related services. Vendor shall detail all costs associated with the printer service requirements described below. All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Printer Service Requirements: - Install printer device on local machine - Toner/ink replacement - Installation/replacement of components - Perform diagnostics and resolve problems with printing function Section 2: Plotter Repair Services The vendor shall provide plotter repair and related services. Vendor shall detail all costs associated with the printer service requirements described below. All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Plotter Service Requirements: - Install plotter device on local machine - Toner/ink replacement - Installation/replacement of components - Perform diagnostics and resolve problems with printing function 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 15 Section 3: Scanner Repair Services The vendor shall provide scanner repair and related services. Vendor shall detail all costs associated with the printer service requirements described below. All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Scanner Service Requirements: - Install scanner device on local machine - Installation/replacement of components - Perform diagnostics and resolve problems with scanning functions 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 16 QUOTATION SCHEDULE Please ensure to factor all costs throughout the five year contract term. Also factor Prevailing and Labor Wage increases as well as potential future raw material cost increases. The County will not accept price increases during the entire length of the contract. All rates shall be held for the entirety of the initial the two-year term, and for any optional extension period. All bidders must include travel rates in their bids below. The County may potentially award to multiple bidders. If awarded to multiple bidders, an authorized County personnel will contact vendors first based on cost provided, secondly based on availability to provide services. Section 1: Printer Repair Services Printer Services Service Rate (per hour) Year 1 $100 Year 2 100 Year 3 $100 Year 4 $100 Year 5 $100 Section 2: Plotter Repair Services Plotter Services Service Rate (per hour) Year 1 $100 Year 2 $100 Year 3 $100 Year 4 $100 Year 5 $100 Section 3: Scanner Repair Services Scanner Services Service Rate (per hour) Year 1 $100 Year 2 100 Year 3 $100 Year 4 100 Year 5 $100 Parts and Materials Please list how the County will be charged for parts and materials. For example: "list-10%, Iist+10%, cost +/- %". Please attach additional documents as necessary. LIST PRICING 24-001 Printer,Plotter,Scanner Maintenance and Repalr.docx COUNTY OF FRESNO ADDENDUM NUMBER: ONE (1 ) INFORMAL RFQ NUMBER: 24-001 PRINTER, PLOTTER, SCANNER MAINTENANCE AND REPAIR Issue Date: July 31, 2023 CLOSING DATE: AUGUST 7, 2023 AT 10:00 AM Submit all Questions and Quotations electronically via email to anigam(a.fresnocountyca.gov. For assistance contact Amber Nigam at (559) 600-7110. NOTE THE FOLLOWING ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 24-001 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR QUOTATION. ➢ Questions and Answers Q1. I had a question regarding the Epson machines that the county has. Do you know if those are printers or plotters? A1. Epson brand is referring to printers. ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (11 TO INFORMAL RFQ 24-001 AMERITECH BUSINESS ENTERPRISE LLC DBA AMERITECH BUSINESS SYSTEMS COMPANY NAME: (PRINT) SIGNATURE: cf_ 15 NAME & TITLE: SYAMPORN BOONTHAVONGKHAM PRESIDENT/CEO (PRINT) Purchasing Use:AN:st ORG/Requisition:8935/8905240015 24-001 Addendum 1.doc COUNTY OF FRESNO co FRE`� INFORMAL REQUEST FOR QUOTATION NUMBER: 24-001 PRINTER, PLOTTER, SCANNER MAINTENANCE AND REPAIR Issue Date: July 21, 2023 Closing Date: AUGUST 7, 2023 AT 10:00 AM All Questions and Responses must be electronically submitted via email to Amber Nigam at anigam(a),fresnocountyca.gov. For assistance, contact Amber Nigam at Phone (559) 600-7110. BIDDER TO COMPLETE Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFQ Bid must be signed and dated by an authorized officer or employee. California Business Machines Inc. COMPANY Teri Brymer CONTACT PERSON 4260 N. Fresno Street ADDRESS Fresno CITY A 93726 STATE ZIP CODE (554 225-5571 tPrihnchmsnfution cc�m TELEPHONE NUMBER E-MAIL A RESS /di1.G AUTHORIZE IGNATURE Teri Bremer President PRINT NAME TITLE Purchasing Use:AN:st ORG/Requisition:8935/8905240015 24-001 Printer,Plotter,Scanner Maintenance and Repair.dom Quotation No. 24-001 Page 2 TABLE OF CONTENTS PAGE KEYDATES ....................................................................................................................3 OVERVIEW.....................................................................................................................3 BIDINSTRUCTIONS ......................................................................................................4 GENERAL REQUIREMENTS & CONDITIONS...............................................................5 INSURANCE REQUIREMENTS ................................................................................... 11 PARTICIPATION........................................................................................................... 12 REFERENCELIST........................................................................................................ 13 SCOPEOF WORK........................................................................................................ 14 QUOTATIONSCHEDULE............................................................................................. 16 CBM will service equipment dropped off at our office at$85 per hour CBM offers an alternative bid of a flat rate of$150,000 per year which includes one dedicated technician and all travel costs. pLUU 24-001 Printer,P;Dft,Scanner Maintenance and Repar.docx Quotation No. 24-001 Page 3 KEY DATES RFQ Issue Date: July 21, 2023 Written Questions for RFQ Due: July 28, 2023 at 10:00 AM Questions must be submitted via email to Amber Nigam at ani.gam .fresnocountvca.gov. RFQ Closing Date: August 7, 2023 at 10:00 AM Quotations must be electronically submitted via email to Amber Nigam at aniaam(a-fresnocountvca.4ov. OVERVIEW The County of Fresno, on behalf of the Internal Services Department—Information Technology Division (1SD-IT), is soliciting bids to provide all labor, materials, equipment, etc. to perform maintenance and repair services for the County's printers, plotters and scanners (Equipment). The County has approximately 2,000 printers, 30 plotters, and 1,000 scanners located at various locations throughout the County. Equipment can be located anywhere from Shaver Lake to Coalinga, but the majority of Equipment and services will be in the metro-Fresno area. Brands include, but are not limited to, HP, Brother, Lexmark, Epson, Xerox, Fujitsu and Konica machines. Requested services include installation and maintenances services to printers, plotters, and/or scanners both on-site at these County locations and in the successful bidder's shop, as needed. The agreement resulting from this solicitation will be for an initial term of two (2) years, with three(3) optional one(1) year extensions. The County may potentially award to multiple bidders. The awarded vendors will be contacted for services by authorized County personnel, first based on cost provided then secondly by availability to provide services, 24-001 Printer,Plotter,Scanner Maintenance and Repair.docz CBM will service equipment dropped off at our office at$85 per hour CBM offers an alternative bid of a flat rate of$150,000 per year which includes one dedicated technician and all travel costs. pLUU Quotation No. 24-001 Page 4 BID INSTRUCTIONS • Bidders must electronically submit bid package in pdf and/or Excel format, no later than the quotation closing date and time as stated on the front of this document, via email to Amber Nigam , at anigam(a)fresnocountyca.gov. The County will not be responsible for and will not accept late bids due to slow internet connection or incomplete transmissions. • Bids received after the closing time will NOT be considered. • All quotations shall remain firm for 180 days. • Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing prior to the date and time stated within this document. All addenda issued shall be in writing, duly issued by Purchasing and incorporated into the contract. • ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues concerning it. All communication regarding this RFQ shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with their telephone number, and they should be the primary point of contact for discussions or information pertaining to the RFQ. Contact with any other County representative, including elected officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing)with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor's quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County's established protest procedures. All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. 24-001 Printer,Plotter,Scanner Maintenance and Repai.doca Quotation No. 24-001 Page 5 GENERAL REQUIREMENTS & CONDITIONS LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do not apply to this Request for Quotation. DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer to that person, partnership, corporation, organization, agency, etc.which is offering the quotation and is identified on page one of this Request For Quotation (RFQ). INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from Purchasing by July 28, 2023 at 10:00 AM, cut-off. Questions must be submitted via email to Amber Nigam at anigam(a)-fresnocountyca.gov or contact Amber Nigam at(559) 600-7110. NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date. Any change in the Request for Quotation will be made by written addendum issued by the County. The County will not be responsible for any other explanations or interpretations. EXCEPTIONS: Please provide any exceptions to the general requirements and conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's quotation meets those requirements. RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested information could result in rejection of your quotation. CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and special district building codes, laws, ordinances, and regulations. SALES TAX: Fresno County pays California State Sales Tax regardless of vendor's place of doing business. TAXES, PERMITS& FEES: The successful bidder shall pay for and include all federal, state and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless otherwise specified herein. TAXES, CHARGES AND EXTRAS: A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K. B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where shipping papers show consignee as County of Fresno. C) Charges for transportation, containers, packing, etc, will not be paid unless specified in bid, GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in materials and workmanship and guarantee against breakage and other malfunctions when performing work for which they are designed. PACKAGING: Each item listed in the bid gives as part of its description the minimum packaging size that VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist County departments in determining their product requirements. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 6 MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor. The County may require additional items from those in bid schedule. BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in responding to the RFQ. PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services and activities offered in the quotation,whether or not they are provided directly. Further,the County of Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer the contract, or any right or obligation arising out of the contract, without first having obtained the express written consent of the County. PRICES: Bidder agrees that prices quoted are for the contract period, and in the event of a price decline such lower prices shall be extended to the County of Fresno. Prices shall be quoted F.O.B. destination. CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business practices and safeguard confidential data which vendor staff may have access to in the course of system implementation. HIPAA: All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County's monitoring of said compliance. Vendor may be a business associate of County, as that term is defined in the"Privacy Rule" enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information ("PHI") to perform functions, activities or services for or on behalf of County as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures if PHI may not be more expansive than those applicable to County, as the"Covered Entity" under HIPAA's Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno. BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each proposer/bidder which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the inquiry. ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided to all agencies and organizations that receive the basic RFQ. 24401 Printer,Plotter,Scanner Maintenance and Repair.docx Quotation No. 24-001 Page 7 CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation submitted by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract: 1. Employees of the County or public agencies for which the Board of Supervisors is the governing body. 2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers, principals, partners or major shareholders. 3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of Subsection (1), and who were employees in positions of substantial responsibility in the area of service to be performed by the contract, or participated in any way in developing the contract,or its service specifications. 4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve as officers, principals, partners or major shareholders. 5. No County employee whose position in the County enables them to influence the selection of a contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such employee, shall be employees in any capacity by a bidder, or have any other direct or indirect financial interest in the selection of a contractor. INVOICING: All invoices are to be delivered to the ordering department. Each invoice shall reference the purchase order or contract number and the equipment number if applicable. The contractor shall obtain the "invoice to"address when receiving the order. PAYMENT: Upon satisfactory completion of work, specified herein and approval by the County, payment will be made in full. Terms of payment will be net forty-five (45)days. CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of two (2) ears. RENEWAL: Agreement may be renewed for a potential of three(3)one(1)year periods, based on the mutual written consent of all parties. QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no minimum amount. The County reserves the right to increase or decrease quantities. ORDERING: Orders will be placed as required by the various County Departments. TERMINATION: The County reserves the right to terminate any resulting contract upon written notice. INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the COUNTY. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. 24.001 Printer,Plotter,Scanner Maintenance and Repai.docx Quotation No. 24-001 Page 8 Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the County or to the Agreement. SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing transactions that they are a party to while Contractor is providing goods or performing services under the agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a party and in which one or more of its directors has a material financial interest. Members of the Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing with the self-dealing transaction or immediately thereafter. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees,from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from defect. No bid will be considered unless it is accompanied by a complete list of manufacturer's catalog numbers of the items,which the bidder proposes to furnish, together with full descriptive literature on all items so enumerated. If item proposed differs from these specifications, bidder shall present specific explanation of functioning and structural characteristics for those details which differ from the specifications listed herein. SAFETY DATA SHEETS: With the invoice or within twenty-five (25) days of delivery, the seller must provide to the County a Safety Data Sheet for each product, which contains any substance on"The List of 800 Hazardous Substances", published by the State Director of Industrial Relations. (See Hazardous Substances Information and Training Act, California State Labor Code Sections 6360 through 6399.7.) DAMAGE TO EXISTING WORK: Damage to existing construction, equipment, planting, etc., by the contractor in the performance of his work shall be replaced or repaired and restored to original condition by the contractor. CLEAN UP: The Contractor shall at all times, keep the premises clean from accumulation of waste materials or rubbish caused by his employees or work and shall remove all resulting work debris from the job site. COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the County so that any interruption to the normal business operations be kept to a minimum. INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the County at any and all times during which manufacture and/or construction are carried on. The County shall have the right to reject defective material and workmanship or require its correction. SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and diligence for which they are remunerated in the contract price. They shall carefully inspect the site and study and compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features or conditions affecting the contract will not excuse them from carrying out its provisions to its full intent. STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner. 24-001 Printer,Pbtter,Scanner Maintenance and Repai.dwx Quotation No. 24-001 Page 9 SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances as may be required. COORDINATION AND COMPLETION: The successful bidder shall contact and meet with the County Coordinator at the job site prior to commencement and completion of any work. Successful bidder shall complete the job as instructed and described in writing by the contract, bid or amendment. Any problem or questions that arise in the scope of work,the County must be contacted and the appropriate written amendment generated. GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the minimum period of one (1)year. Such one(1)year period shall commence upon the date of final acceptance by County. The guarantee shall include but in no way be limited to workmanship, equipment and materials. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California. Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. DEFAULT: In case of default by the selected bidder, the County may procure the services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil Rights Act of 1964,the Americans With Disabilities Act of 1990, their subsequent amendments, and any and all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The contractor must also guarantee that services, or workmanship, provided will be performed in compliance with all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the nature required under this RFQ. In addition, the contractor may be required to provide evidence substantiating that their employees have the necessary skills and training to perform the required services or work. OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors engaged for the performance of the ensuing contract that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over this paragraph. DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for the purpose of providing services must employ adequate controls and data security measures, both internally and externally to ensure and protect the confidential information and/or data provided to contractor by the County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of County data including sensitive or personal client information; abuse of County resources; and/or disruption to County operations. 24-001 Printer,Plotter,Scanner Maintenance and Repalr.docx Quotation No. 24-001 Page 10 Individuals and/or agencies may not connect to or use County networks/systems via personally owned mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a secure connection; up to date virus protection and mobile devices must have the remote wipe feature enabled. Computers or computer peripherals including mobile storage devices may not be used (County or Contractor device) or brought in for use into the County's system(s)without prior authorization from County's Chief Information Officer and/or designee(s). No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit or higher). The County will immediately be notified of any violations, breaches or potential breaches of security related to County's confidential information, data and/or data processing equipment which stores or processes County data, internally or externally. County shall provide oversight to Contractor's response to all incidents arising from a possible breach of security related to County's confidential client information. Contractor will be responsible to issue any notification to affected individuals as required by law or as deemed necessary by County in its sole discretion. Contractor will be responsible for all costs incurred as a result of providing the required notification. AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California,the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three (3)years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit),whichever is later. Such records must be retained in the manner described above until all pending matters are closed. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docz Quotation No. 24-001 Page 11 INSURANCE REQUIREMENTS INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third parties, Contractor, at its sole expense, shall maintain in full force and effect,the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Collapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars($3,000,000.00) annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30)days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within thirty(30) days from the date Contractor executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno,ISD Contracts at isdccontracts(aafresnocountyca.ciov, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty(30) days advance,written notice given to County. Certificates of insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. 24001 Printer,Pblter,Scanner Maintenance and Repak.docx Quotation No. 24-001 Page 12 BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties. Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. Yes,we will extend contract terms and conditions to all qualified agencies within the Central Valley X I Purchasing Group and other tax supported agencies. LjNo, we will not extend contract terms to any agency other than the County of Fresno. (Authori d Signature) President Title 24-001 Printer,Plotter,Scanner Maintenance and Repai.dou Quotation No. 24-001 Page 13 VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION Firm: California Business Machines, Inc. REFERENCE LIST Provide a list of at least five (5) customers for whom you have recently provided similar products/services. If you have held a contract for these or similar services with the County of Fresno within the past seven (7) years, list the County as one of your customers. Please list the person most familiar with your contract. Be sure to include all requested information. Reference Name: Fresno County Contact: Gary Cornuelle Address: 333 W. Pontiac City: Fresno State: CA Zip: 93612 Phone No.: ( ) 600-7114 Date: Copier Contracts continuously since 2002 Service Provided: Sales and Service of Copiers, Printers and Office Technology Hardware& Solutions Reference Name Tulare C, ty Contact:oun a ct: Laura Crawford Address: 2637 W. Burrel Ave.#200 City: Visalia State: CA Zip: 93291 Phone No.: ( ) 205-1108 Date: Copier Contracts continuously since 2006 Service Provided: Sales and Service of Copiers and Printers and Office Technology Hardware& Solutions. Reference Name: Superior Court, Fresno County Contact Maria Camarillo Address: 1100 Van Ness City: Fresno State: CA Zip: 93724 Phone No.: ( ) 457-2155 Date: 7 years Service Provided: Sales and Service of Copiers Reference Name: Harris Farms Contact: Richard Muldoon 618-1724 or Albert Solario 482-8845 Address: 23300 Oakland Ave City: Coalinga State:CA Zip: 93210 Phone No.: ( ) Date: 10 years _ Service Provided: Satdr grServise of Copiers and Printers I' Reference Name: Roman Catholic Diocese Contact: Cynthla Martin Address: 1550 N. Fresno Street City: Fresno State: CA Zip: 93703 Phone No.: ( ) 488-7426 Date: 15+years Service Provided: Sales and Service of Copiers and Printers Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ. 24-001 Printer,Plotter,Scanner Maintenance and Repar.docz Quotation No. 24-001 Page 14 SCOPE OF WORK General Requirements: • The successful bidder shall provide high quality work with a professional, courteous, and respectful attitude for all County customers. • The successful bidder shall communicate with requesting department staff to determine equipment problems, locations, and time schedules. • The successful bidder's personnel shall leave the area clean after completing repairs on County premises. • The successful bidder's personnel's dispatch for services shall be subject to successful criminal background checks in order to grant them access to County facilities. The successful bidder shall assume all costs associated with clearance of criminal background checks. • The successful bidder's personnel shall be easily identifiable(i.e., work uniforms, identification badges, etc.)when performing work in County facilities. • The successful bidder shall warranty all work (parts and labor)for a period of at least forty-five(45) days or manufacturer warranty,whichever is longer. • The successful bidder shall provide new, non-used parts for repairs and will not utilize refurbished parts. • The successful bidder shall invoice user departments directly for all parts and labor provided. Invoices will be sent to the individual user department receiving the work. • The successful bidder shall provide the required services and will not subcontract or assign the services without the County's written approval. • Ali work performed shall be completed during the County's standard business hours which include: Monday through Friday, 7:00 am to 5.00pm, excluding County holidays. • The successful bidder shall respond within twenty-four(24) hours after receiving notice from a call. Section 1: Printer Repair Services The vendor shall provide printer repair and related services.Vendor shall detail all costs associated with the printer service requirements described below. All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Printer Service Requirements: - Install printer device on local machine - Toner/ink replacement - Installation/replacement of components - Perform diagnostics and resolve problems with printing function Section 2: Plotter Repair Services The vendor shall provide plotter repair and related services.Vendor shall detail all costs associated with the printer service requirements described below.All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Plotter Service Requirements: - Install plotter device on local machine - Toner/ink replacement - Installation/replacement of components - Perform diagnostics and resolve problems with printing function 24.001 Printer,Plotter,Scanner Maintenance and Repa►.docz Quotation No. 24-001 Page 15 Section 3: Scanner Repair Services The vendor shall provide scanner repair and related services.Vendor shall detail all costs associated with the printer service requirements described below.All costs, recurring and non-recurring, shall be factored in when considering hourly rates. Scanner Service Requirements: - Install scanner device on local machine - Installation/replacement of components - Perform diagnostics and resolve problems with scanning functions CBM will service equipment dropped off at our office at$85 per hour CBM offers an alternative bid of a flat rate of$150,000 per year which includes one dedicated technician and all travel costs. pLUU 24-001 Printer,plotter,Scanner Maintenance and Repair.docz Quotation No. 24-001 Page 16 QUOTATION SCHEDULE Please ensure to factor all costs throughout the five year contract term.Also factor Prevailing and Labor Wage increases as well as potential future raw material cost increases. The County will not accept price increases during the entire length of the contract. All rates shall be held for the entirety of the initial the two-year term, and for any optional extension period. All bidders must include travel rates in their bids below. The County may potentially award to multiple bidders. If awarded to multiple bidders, an authorized County personnel will contact vendors first based on cost provided, secondly based on availability to provide services. Section 1: Printer Repair Services **See additional Service Rates & More below Printer Services Service Rate (per hour) ** Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 Section 2: Plotter Repair Services Plotter Services Service Rate (per hour) ** Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 Section 3: Scanner Repair Services Scanner Services Service Rate(per hour) ** Year 1 $125.00 Year 2 $125.00 Year 3 $125.00 Year 4 $125.00 Year 5 $125.00 ** Parts and Materials and additional Rates & More Information Please list how the County will be charged for parts and materials. For example: "list-10%, Iist+10%, cost+/- V. Please attach additional documents as necessary. CBM WILL CHARGE OUR COST PLUS A 10%MARKUP ON PARTS&MATERIALS CBM TO CHARGE A MINIMUM 1 HOUR OR$125 FOR CALLS WITHIN A 25 MILE RADIUS OF FRESNO OFFICE FROM 26_nn MILES. CBM WILL Ann$inn TRIP CHARGE. 0 $�89-1F--C�Vl=R-48�41J=€S DUE TO 45 DAY PERFORMANCE GUARANTEE, CBM WILL REPAIR ANY ADDITIONAL DEVICES FOR$85 PER HOUR. CRR4 W11 I SERVICE DEVICES DELIVERED AND PICKED UP AT FRESNO OFFICE FOR-$85 12ER HOUR - OR ALTERNATE BID SUGGESTION: CBM WOULD PROVIDE A DEDICATED TECHNICIAN FOR FRESNO COUNTY TO SERVICE UNLIMITED DEVICES DURING M-F 8-5 WORK HOURS AND INCLUDE TRAVEL COSTS ALONG WITH BACKUP TECHNICIANS AS NEEDED TO COVER TIME OFF,EXCESS CALLS OR EMERGENCIES FOR$150,000 PER YEAR. PARTS AND MATERIALS NOT INCLUDED&BILLED AT 10%MARKUP OVER OUR COSTS. 24-001 Printer,Plotter,Scanner Maintenance and Repair.docz 0 COUNTY OF FRESNO ADDENDUM NUMBER: ONE (1 ) INFORMAL RFQ NUMBER: 24-001 PRINTER, PLOTTER, SCANNER MAINTENANCE AND REPAIR Issue Date: July 31, 2023 CLOSING DATE: AUGUST 77 2023 AT 10:00 AM Submit all Questions and Quotations electronically via email to anigam(o)fresnocountyca.gov. For assistance contact Amber Nigam at(559) 600-7110. NOTE THE FOLLOWING ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 24-001 AND INCLUDE THEM 1N YOUR RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR QUOTATION. ➢ Questions and Answers Q1. I had a question regarding the Epson machines that the county has. Do you know if those are printers or plotters? Al. Epson brand is referring to printers. ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE r1► TO INFORMAL RFO COMPANY NAME: California Business Machines, Inc. (PRINT) SIGNATURE: / �? NAME & TITLE: Teri Brymer, President (PRINT) Purchasing Use:AN:st ORGIRequisition:8935/8905240015 24-001 Addendum tdoc