City of Dubuque, Iowa Multifunction (Printer/Copier/Scanner) Proposal Introduction The City of Dubuque, Iowa, will receive proposals to purchase a complete solution for printing, copying, and scanning. There are approximately 62 multifunction machines to be replaced as part of this proposal. The City desires a standard equipment platform. This Request for Proposal (RFP) is being distributed to vendors for devices and system configuration to meet the needs of the City of Dubuque. The goals that this RFP addresses are:
Continuing the reduction in the amount of high cost, standalone desktop printers by using multi-function units where possible; Continuing the use of a centrally managed contract with one vendor for services, support, training and supplies with predictable costs for the hardware and software specified within this proposal; Leverages LaserFiche document management software to its fullest extent; Improving the support, print/copy quality and speed of the current devices; Improved document workflows within departments to make the best use of hardware, software and training for enhanced efficiency and accuracy in the retention and retrieval of documents.
Some facets of this proposal will be “design-build” since analysis on location and types of devices are open to further analysis. Community Profile The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 31 square miles in area, with a population of approximately 58,000. The City’s Fiscal Year 2014 annual operating budget is approximately $114 million and the capital budget of approximately $34 million. The City provides a full range of services with the City’s sustainability model of economic prosperity, environmental integrity and social/cultural vibrancy as a key priority of the City Council and in the community. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, educational and employment center for the Tri-State area. Tourism continues to be a major economic force in the community. City government continues to work in collaboration with the private sector to promote economic development. Proposal Document Submission Vendors should be careful to completely read the requirements and description of this proposal. All inquiries concerning this RFP should be submitted in writing via e-mail to Chris Kohlmann, Information Services Manager at:
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[email protected] The timeline for this proposal is as follows: Event
Date
Issue Proposal
November 19, 2013
Vendor – Pre-proposal Meeting (required)
November 26, 2013 10:30 am - Noon
City Hall Annex Conference Room II or online via gotomeeting Last Day for Addendums to be issued
December 12, 2013
Last Day for vendors to submit questions
December 13, 2013
Last Day for vendors to request instructions for ftp submittal of proposal response
December 17, 2013
Proposal Due (no allowances or exceptions will be made for late proposals)
December 19, 2013 3:00 pm
Recommendation of selected vendor to City council
January 16, 2014
Proposals (an original, 1 copy and 1 CD containing the information from the proposal) must be received by 3:00 pm on December 19, 2013 in the City Clerk’s Office located at City Hall, 50 W. 13th Street, Dubuque, IA. Vendors should insure that their proposals arrive at the correct location on or before the stated deadline. Late proposals or proposals delivered to the incorrect location will NOT BE CONSIDERED and will automatically be disqualified from further consideration. Proposals shall be submitted in sealed packages marked "Multifunction Proposal." It is anticipated that a contract for services will be awarded during January 2014. All proposal information should be contained in the written material submitted. Oral presentations will not be permitted. However, equipment demonstrations may be requstred after the initial evaluation process in order to clarify operating characteristics or acquaint the City with system features prior to final selection. As an alternative, vendors are invited and encouraged to submit their responses electronically via the City’s ftp site. If your organization would be interested in doing such, please contact Chris Kohlmann via e-mail at
[email protected] no later than 5:00pm Tuesday December 17, 2013
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to receive submittal instructions and access information for the ftp site. Due dates are the same for on-line and paper copy submission. Vendors should be aware that the successful vendor will be required to agree to all representations, commitments, and warranties presented in their proposal. The order of precedence of the contract shall be: proposer’s signed contract, written response to follow-up questions, addenda, response to the RFP, and the RFP itself. The written response to follow-up questions, addenda, response to the RFP, and the RFP itself will become appendices to the main signed contract. Pre-proposal Meeting A required pre-proposal Meeting/Webinar will be held on Tuesday November 26, 2013 10:30 am - Noon . Online and conference phone connection is: https://www2.gotomeeting.com/join/585267106 Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. Dial +1 (619) 550-0000 Access Code: 585-267-106 Audio PIN: Shown after joining the meeting Proposers may also attend in person in Conference Room II City hall Annex 1300 Main Dubuque, IA. System Requirements All proposed hardware and software must be demonstrable at the time of proposal submission and must be in production. Maintenance, system and software support must be provided as part of the contract or through a third-party arrangement and must be included as one of the items in the cost summary. All items submitted in the proposal must be fully supported by the manufacturer/vendor. The selected vendor will be required to assume all responsibility for delivery, installation, testing of all software and support services offered in their proposal(s) whether or not the vendor is the producer or manufacturer. Contract Duration and Price Changes The City is seeking a purchase or multi-year lease agreement with supplies and services included as part of the costs proposed. The terms to be proposed are 48-month and 60-month terms. At no point will pricing be allowed to rise above stated contract. Devices and additional services may be added during this time. Addenda Addenda are any graphic or written instruments issued by the City of Dubuque prior to the date for receipt of proposals which modify or interpret this document by additions, deletions, clarifications, or corrections. Addenda will be posted on the City of Dubuque’s website under this RFP. Vendors are responsible for
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signing up for “Notify Me” to be alerted to addenda or monitoring the site periodically for changes. No addenda will be issued later than December 12, 2013 except an addendum postponing or withdrawing the request for proposal. Exceptions Exceptions to any part of the requirements stated in this request must be clearly identified as exceptions in the submitted proposal. Confidentiality of Information Any submitted information considered trade secret or confidential to the proposer, or rendered via a non-disclosure agreement with the City must be so labeled and enclosed separately. The proposer, the City of Dubuque and their agents will hold the submitted proposal and any related materials in confidence if so requested by the proposer. Throughout the evaluation process any information therein will not be made available to any other party unless precluded by Iowa State Code. No debriefings or scoring sheets will be released before final recommendation. However, after the award, all contents of the selected proposal will be considered public information. All proposal material supplied, including supporting material and information disclosed during the proposal evaluation process, will become the property of the City of Dubuque and will be retained for internal use. The City of Dubuque reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained in this request for proposal, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Dubuque and the vendor selected. Insurance Please see Appendix C for Insurance Requirements. Incurring Costs The City of Dubuque is not liable for any costs incurred with replying to this RFP. Caution to Proposers The City of Dubuque is not responsible for locating or securing any information which is not identified in the RFP and reasonably available to the City of Dubuque. Vendors are encouraged to ask questions to clarify items in this RFP that may need clarification. Proposal Withdrawals
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All requests to withdraw or resubmit a proposal must be made in writing to the City of Dubuque any time prior to the time of the proposal opening. No proposer may withdraw a proposal within 60 days after the actual date of the opening thereof. Proposal Clarification Questions After reviewing all proposals received in response to this RFP, the City of Dubuque may develop a list of clarification questions to be addressed by the Vendor. The City of Dubuque will send these questions to the Vendor for clarification. The Vendor shall provide a response to the City within five (5) working days following receipt of the inquiry. Evaluation Criteria This RFP is not meant to favor any vendor or manufacturer. Instead, it is designed to meet the needs of the City of Dubuque. The City of Dubuque will weigh the proposals based on the proposer’s references, qualifications and support as well as technical merit and cost. Award will not be made on price alone. A “short-list” of vendors meeting the desired criteria may be compiled. Vendors making the “short-list” may be asked to come on-site to provide a presentation of their solution. Vendors may be asked to provide at least two multifunction devices to remain on-site for at least two weeks to fully test the features of the proposed units. In awarding the Contract, the City may take into consideration the proposer's skill, facilities, capacity, experience, responsibility, previous work record, financial standing, the necessity of prompt and efficient completion of work described in the proposal documents, or other factors the City of Dubuque considers relevant. Inability of proposer to meet these conditions may be cause for rejection of the proposal. The City is seeking a total solution that addresses the needs outlined in this RFP. Vendors may not respond “ a’ la cart’ ” to items identified in this proposal. Vendors may partner to achieve the total solution requested and such partnerships and sub-contracting relationships should be clearly identified in the proposal response. One vendor must be identified as the primary, proposing vendor for this proposal.
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Proposal Acceptance The City of Dubuque reserves the right to accept or reject any or all proposals and waive formalities or irregularities in the process. A proposal once submitted shall be deemed final and binding on the proposer, and shall constitute an option with the City of Dubuque to enter into a contract upon the terms set forth in the proposal. All proposal prices must be valid for 60 days from proposal due date. Proposal Award Unless otherwise indicated in the specification for a proposal, the City of Dubuque reserves the right to award the proposal in whole or in part, by item or by group of items where such action serves the best interests of the City of Dubuque. Contract Negotiations The City of Dubuque reserves the right to negotiate a contract after the successful proposer is selected. Selection will be based only on the proposal and subsequent interviews, if any; therefore, proposals must be complete. Contract Documents The proposer’s response to this RFP, response to questions and written addenda will become part of the contractual documents upon signing of contract documents. The order of precedence shall be signed contract, response to follow-up questions, response to addenda and response to the RFP. The most recently dated response to an item will supersede other items referencing the same topic. Payment Terms and Retainage Vendor must be able to offer all devices specified on a purchase or multi-year lease to be paid annually or as one lump-sum payment. Lease terms to be quoted in the costs section should be 48 months or 60 months. The City will withhold twenty-five percent (25%) of the total contract amount if the pricing is based on a one time lump sum payment or 25% of the year 1 payment if pricing is based on an annual payment until the City has experienced thirty (30) continuous days of system operation. Warranty Warranty on all systems proposed will begin after successful installation, NOT upon delivery of the system.
Existing Software, Hardware and Network Operating Environment.
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The vendor is responsible for verification of all system resources and operating system, database and communications software if they will be specifying a system that will utilize an existing server. Applications which are included in the proposal must be demonstrated on a production basis before acceptance of the proposed system takes place. No “beta” products shall be proposed for this project. Include in the exceptions portion of the proposal any points where the proposed application packages DO NOT conform to the Functional Requirements included in this RFP. Security. It is required that the system provide an ability to define security by form or by function within the system. There must be a secured administrative function provided to maintain and monitor security. See specific security requirements contained in the “Secure Printing Requirements” section of this RFP. Installation and Delivery. The materials/equipment shall be delivered to its proper location and installed by the proposer. During the time between delivery and acceptance, the City of Dubuque cannot be held liable for any damages to or theft of any components. It will therefore, be the responsibility of the contractor to obtain insurance against loss, theft and damage. The maximum allowable time for proposed equipment and system to be installed and functioning is 90 days from the date of contract acceptance. Owner’s Responsibilities for Delivery and Installation. Please identify the exact tasks that the City of Dubuque must perform and/or be responsible for in order to accomplish the delivery and installation of the system, if any. (Attach separate sheet labeled “Required Pre-Delivery and Installation Tasks” if needed.) This may include, but not be limited to server purchases, server and/or workstation operating system upgrades, software upgrades, client software installations, client hardware upgrades, and acquisition of analog telephone lines, etc. Initial Loading. The selected vendor must agree to provide qualified systems staff to assist in the initial installation and configuration of the system. The vendor should provide a complete, written implementation plan and schedule of work to be done prior to commencing any installation of hardware or software. Transportation and Installation.
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To be responsive, vendors must include the cost of transportation, installation and testing of equipment on-site. The costs associated with transportation, installation, and testing shall be given in the cost breakdown.
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Functional Requirements and Project Scope The following section describes an overview of functional needs. Vendors are reminded that this specification has some latitude in numbers and types of devices specified. It is therefore presented as a “design-build” RFP. This approach gives vendors some latitude in their design presented, providing their proposal meets the minimum requirements stated per site. A list of contacts and locations of existing units have been provided in Appendix B and vendors are strongly encouraged to do a site visit to each location to evaluate end-user needs, environment and configuration of their existing print/copy/scan environment. The section “Hardware and Software – Features Required for All Units” describes the features that all units must have broken down by the area it applies to (i.e. copying, scanning, printing). A table follows this section showing by department and location any additional features required and a recommended number of units at that location. All devices specified by location are multifunction (printer/scanner/copier) unless specifically noted otherwise. This section also includes specific security requirements. The section “Training and Workflow Integration” describes training and implementation requirements for all departments. The section “Support of Hardware and Software” describes specific requirements regarding the support of this project. The section “Consumables” refers to the need for the project response to include pricing for supplies including toner, staples and drum kits for each device specified. The section “Disposition of Old Equipment” describes the need for the vendor to dispose of any existing multifunction units replaced by equipment for this RFP. Hardware and Software – Features Required for All Units General Features
Easy to use, logically ordered, intuitive control panel with most features available from the initial display screen
Energy Saver Mode and Energy Star Compliant
Print files can be password-protected and held in memory until released by the owner for increased security
Option that overwrites data on the local storage of the device after each copy or print job
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Standard automatic duplexing
Minimum of 4 output trays per “larger” device – minimum of 2 trays per smaller devices. Device should have a manual bypass tray
Multifunction units must be able to scan and print simultaneously
Duplex printing should be done in a single pass
Devices and software specified should be able to output information to easily determine output counts for charge backs; device must utilize access codes for recharging and security
Devices must work in a Novell iPrint environment
Device drivers must be included and have available a website for easy updating. Device drivers must be compatible with CAD drawing programs such as AutoCad
Device must have an ability for jobs to be promoted if there is a priority
Copier Features
Auto Reduce/Enlarge
Combine Originals
Scan Once, Print Many for maximum productivity and reliability
Electronic Sorting
Auto Paper Select
Rotate Sorting
Walk-up users can access all finishing functions for copying
Printer Features
High performance network printing
Standard support for PCL5e/6 and optional Adobe PostScript3
Standard USB2.0 and 10/100 BaseT Ethernet interfaces
Print from the network with standard Ethernet
Automatic Tray Select
Network printer management utilities
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Complete access to duplexing and any attached document finishing options
Envelope Printing
If a resource is not currently available on device, i.e., out of a particular size paper, will automatically go to next job
There should be an ability to switch printer selection when in the queue
Optional PDF Direct Print allowing user to send PDF files directly to a printer without opening the application, reducing network traffic
Scanner Features
Scan to network folder with no additional hardware or software required. Scan to LaserFiche template is an optional feature but should be noted if the device is capable.
Supports wide array of industry standard files such as TIFF, TIFF-F, Multi-page TIFF, PDF and JPEG
Network TWAIN scanning is also available as an alternative scanning solution for networked users
The device must have ability to integrate with LaserFiche Document Management Software
Must offer OCR capabilities.
Devices by Location. Please see Appendix A for a complete list of multifunction units by location with copy/print counts by device from the last year. Appendix B contains a list of department locations and contacts. Vendors are responsible for verifying specific features such as number and size of trays by site visit or contact. Secure Printing Requirements Due to HIPPA, Homeland Security and Public Safety requirements, the majority of shared multifunction devices which have walk-up access will need to meet secure printing requirements. The City currently prints documents using Novell iPrint and the solution offered should work with that software and not depend upon Microsoft Windows shared printing. The requirements for secure printing include:
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The solution must take advantage of the security infrastructure currently in place.
There should be control access to the device with a keypad, card reader or biometric device attached to the printer.
It is preferred that a dialog box appears offering the option of using either secure or standard printing. For example, if you choose secure printing, you enter a code at your workstation. The job would then go into a print queue, either on a print server or on the printer itself, and the job would sit there until the user goes to the printer and—if a keypad device is being employed—enters the password or utilizes a smart card or biometric device to release the job for printing.
If biometric devices are specified, a fingerprint reader is plugged into a USB port on the user’s workstation to register a fingerprint. Then, if a user opts for a secure print job, he/she uses a fingerprint reader at the printer to release the document.
Encrypting all printer files and only decrypting them at the printer can be specified as an option. Software to do encryption must be compatible with Novell iPrint.
Print Management software should be specified that provides the following features: o The ability to set quotas or restrict who can print to which devices, with particular attention to the management of color printing. o The software should provide an audit trail to see who is accessing and printing what documents. o The software should have the ability to block a user from printing documents from specific applications or documents that have designated key words in the title. For example, anyone not on the human resources staff would be blocked from printing anything from the HR Management System. o Controls and monitors download of information to local storage of the unit.
The solution proposed should meet or exceed National Security Agency Common Criteria certifications.
The solution should restrict access to the device using secure login and password authentication.
The protection of temporary data stored on the hard drive with a can be proposed.
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A solution that deters copying of sensitive documents by using unauthorized copy controls can be proposed.
Training and Workflow Integration The selected vendor must provide on-site training of operators, users and administrators. Training must be provided for all hardware and software included in the vendor's response to this RFP. Vendors must state whether the quoted training costs include travel and any additional expenses for trainers. Vendors must detail hours and length of implementation training. Vendor must provide training and support for not only the hardware and software specified, but must also provide guidance in the integration of the flow of documents in departments and how that document flow can be best structured to work in a multifunction environment using the LaserFiche Document Management Software. Vendor must be able to train and support the functionality of the hardware proposed using the integration with LaserFiche Document Management Software. In their response the vendor must provide a full description of their approach to integration with LaserFiche document management. Specifically the vendor or an identified partner that is proposing this solution with the primary vendor must:
Have a minimum of one year’s experience with sales/support of LaserFiche; Have a certified LaserFiche technician on staff; Have extensive knowledge of integrating the proposed multi-function units with the LaserFiche document management system.
Vendors will be asked to quote a specific number of hours that they intend to be on-site during each month assisting with training activities and workflow integration for each department. A mutually acceptable training schedule will be finalized as part of the contract. Support of Hardware and Software The City requires a support contract be available from the vendor. Support terms should be detailed for hardware and software. The software support contract must provide a telephone hot-line and on-line trouble ticket submission backed up by a minimum of three support personnel available and a complete line of hardware to be able to test and re-create any software situation. The software support contract must also provide modem support so the software vendor can provide remote support and directly access the City's computer system. Software support must be available during the City’s “normal” business hours which are Monday - Friday, 8:00 a.m. - 5:00 p.m.
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Central Time Zone with options stated for “after hours support.” It is desired that any user have access to support personnel for questions. The required callback response is 1 hour and on-site response must be within 4 hours of the initial callback. The software support contract must also provide software updates to keep the software current. The vendor should provide a written copy of support contracts and pricing of maintenance options. The vendor must detail their response procedures to calls for service and expected on-site response times. It is desired that the vendor maintain a web page via the Internet to provide customer access to frequently asked questions, upcoming software releases and general product or support information. Please indicate in the response if such is available. The vendor must explain how they will integrate any multi-function or stand-alone units that are not part of this agreement. These units will be identified by the City and should be included in support plans. Consumables The City is seeking a fixed price contract for all departments to obtain consumables for the term of the purchase or lease. Consumables by definition for this RFP would be all supplies including toner, staples and drum kits for each device specified. Consumables would exclude paper. Disposition of Old Equipment This project will replace over sixty existing machines. The City will provide a list to the successful vendor of the devices to be disposed. Vendors should provide a description of their plan for trade-in or disposal of existing equipment Format of the Proposal Response In order to simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following items and be organized in the manner specified on the following pages. A.
Letter of Transmittal
A letter of transmittal briefly outlining the vendor's/proposer's understanding of the work shall be submitted. The transmittal letter should also include general information regarding the firm and individuals involved. B.
Profile of the Firm
1. Company Name 2. Legal Name (if different) 14
3. Years in Business 4. Number of years installing systems similar to this proposal 5. Number of sites currently installed using the proposed software 6. Contact Person 7. Full Mailing Address 8. Telephone Number 9. FAX Number 10. E-mail and web site address 11. Number of full-time employees 12. Number of technical/support personnel 13. Number and location of training sites within 300 miles offering training on the proposed products. C. SIGNATURE The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of the City of Dubuque’s Request for Proposal. Firm Name Address
Phone Signature Title Date Contract Addenda Received (if any) D. System Configuration In this section, the vendor must fully describe the units proposed by location. This should include all model numbers and configuration of hardware, description and version of software, specific network capabilities, any special electrical wiring needs, environmental and other relevant requirements for operation of the
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proposed system. The vendor must explain sleep mode options and provide warm-up times for all devices coming out of sleep mode. The full specifications and product descriptions for each device specified must be provided including: o o o o
Scanning specifications Printing specifications Copying specifications Warranty specifications
The vendor should offer a formula to add or decrease units based on staffing level changes. E. References To be a qualified proposer, the vendor must include below three references with similar systems installed. Preference will be given to vendors with references for implementations at organizations most similar to the City of Dubuque. References will be contacted - please verify information before submitting. Reference #1 Organization Name Address Type of Business Contact Person Telephone and Fax #s Secondary Contact Person Secondary Contact phone and Fax #s Dates of Installation Description of system Reference #2 Organization Name Address Type of Business Contact Person Telephone and Fax #’s Secondary Contact Person
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Secondary Contact phone and Fax #s Dates of Installation Description of system Reference #3 Organization Name Address Type of Business Contact Person Telephone and Fax #’s Secondary Contact Person Secondary Contact phone and Fax #s Dates of Installation Description of system
F. Costs A cost breakdown of all software, training, initial loading assistance, transportation, and installation shall be a separate section of the proposal. Individual components and line item pricing are to be included here. Version numbers if applicable must be included. Vendors must include columns labeled “Qty.”, “Item/Description,” Location” and “Total Cost.” Pricing should be quoted as purchase or lease terms for periods of either 48 or 60 months. Provide projected cost per copy for both color and B/W. Maintenance should be quoted as a separate item and be quoted as Year 1 – Year 5. Consumables should be quoted as a separate item quoted as Year 1 – Year 5. Training, workflow and integration costs should be quoted as a number of hours anticipated to be on-site to perform this task along with the associated costs throughout the duration of the lease. Be sure any transportation, lodging costs and all other reimbursable costs are included in this fee. Costs should be included in a separate envelope labeled “Costs for Printer/Copier/Scanner Proposal. G. Other Features.
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The vendor should have more than five (5) years experience in selling, programming and installing the quoted systems. The vendor must warranty the applications to perform as specified and include length of warranty. A copy of the proposed written warranty should be included in the proposal response. The vendor should document all applications so that they are understandable to City personnel. The vendor shall provide evidence of documentation, the number of copies of documentation included with this proposal and charges for additional copies. H. Exceptions. The vendor should list any exceptions taken with items or terms required in this proposal.
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Appendix A Multifunction Units by Location
Mulit Function Machines Contract Year April 16, 2013 - April 15, 2014
Serial
Copier Location/Department
Q3376500886 L3785100288 L3785600188 M5585100602 L3785100053 M0188708203 M5585100188
Carnegie Stout Library Carnegie Stout Library 2nd floor Adult Carnegie Stout Library Administration Carnegie Stout Library Administration Carnegie Stout Library Adult Public Use Carnegie Stout Library Adult Public Use Carnegie Stout Library Adult Public Use
M6585100527
Carnegie Stout Library Adult Services Staff
L3785300251 L8977220816 L8986120450 L9086120808 L8986121085 M6585100552 M6585100487 L9086120881 V7610100512 JPBLR11485 L3785100191
M5585100582
Carnegie Stout Library Tech Area City Attorney City Hall 2nd Floor Engineering City Hall 3rd Floor Engineering City Hall Annex Health Services/Annex City Hall Annex Human Rights/IS City Hall Building Services Department City Hall City Clerk City Hall City Manager City Hall City Manager City Hall Economic Development City Hall Finance Department - Finance Area City Hall Finance Utility Billing City Hall First Floor Copy Room*** City Hall Personnel*** City Hall Planning/GIS DLEC 770 Iowa St MP 9001 Police Department DLEC Basement
L3785100260
DLEC Comm. Sup./Training/Computer Staff
L3785100269 L3785100292
DLEC Joint Communications DLEC Police CID Captain and Lt. Office
M5785100022 M5785100178 M5785100168 M5785100163 V9614900743 V7204900035
G:\Multifunction Replacement\Print Make Model Counts Appendix A
Make/Model AP 610N Ricoh Aficio MPC3000 Ricoh MPC3000 Ricoh MP4000SP Ricoh MPC3000 Ricoh MP101 Ricoh MP4000SP
Black and White Color Print/Copies Print/Copies 243 18,365 36,879 23,596 26,681 20,052 10,443
Ricoh Aficio MP2550SP Ricoh MPC3000 RICOH Aficio MP C3500 RICOH Aficio MP C3500 RICOH Aficio MP C4500 RICOH Aficio MP C3500 RICOH Aficio MP 2550 RICOH Aficio MP 2550 RICOH Aficio MP C4500 RICOH Aficio MP C6501 HP LaserJet 8150N RICOH Aficio MP C3000
24,227 2,884 64,020 61,994 71,352 44,289 49,323 53,363 70,839 236,034 39,626 54,931
RICOH Aficio MP 5000 RICOH Aficio MP 5000 RICOH Aficio MP 5000 RICOH Aficio MP 5000 Ricoh MPC 5501
179,523 145,092 153,980 42,676 67,657
RICOH Aficio MP 9001 RICOH Aficio MP 4000
294,375 16,547
RICOH Aficio MP C3000 RICOH Aficio MP C3000 RICOH Aficio MP C3000
28,236 144,344 66,968
27,784 10,746 28,514
14,110 21,433 26,524 53,356 17,667
7,526 89,654 31,355
46,600
8,062 6,015 16,652 1 of 3
Mulit Function Machines Contract Year April 16, 2013 - April 15, 2014
Serial L9086120455 L3785100177 V9614900761 L9076920758 M6585101775 M6585100493 L8977220197 M6585100531 M5084900980 L8977220295 V9415100813 L8977220585 L8986120561 L9086120672 M5585100603 Q8477100054 Q8477100048 L8175300084 Q8477100126 M5585100576 L8976621370 S5298501048 L8976720974 M5585100587 M6585101772
Copier Location/Department DLEC Police CID Copy Room DLEC Police COPS Basement DLEC Police Department Admin/Front Office DLEC Records DLEC Sheriff Departments DTF Offices Location Dubuque Regional Airport-Administration Dubuque Regional Airport-FBO Dubuque Regional Airport-Operations Eagle Point Water Plant Eagle Point Water Plant Fire Department Closet Fire Department Front Office Five Flags Center Greenhouse Housing & Community Development Mail/Copy Room Housing and Community development Room 325 Housing and Community Development Housing and Community Development Janet's office Housing and Community Development Mail/Copy Room Housing and Community Development Mail/Copy Room Housing and Community Development Permit Clerk Housing and Community Development Room 325 Housing Inspection Area Landfill
G:\Multifunction Replacement\Print Make Model Counts Appendix A
Make/Model RICOH Aficio MP C4500 RICOH Aficio MP C3000
Black and White Color Print/Copies Print/Copies 51,319 11,647
9,614 4,209
RICOH Aficio MP C4500 RICOH Aficio MP 2550 RICOH Aficio MP 2550 MPC3500SP Ricoh MP2550 MPC2000SP Ricoh MP C3500 RICOH Aficio MP C3501 RICOH Aficio MP C3500 RICOH Aficio MP C3500 Ricoh Aficio MP C4500 RICOH Aficio MP 4000
137,428 105,044 41,547 23,719 18,001 22,381 5,645 16,367 9,904 46,721 31,543 32,367 6,252
14,559 5,317
RICOH Aficio SP 8100DN
21,174
RICOH Aficio SP 8100DN Ricoh Aficio MP6500SP
57,598 48,389
RICOH Aficio SP 8100DN
16,243
RICOH Aficio MP 4000
65,271
RICOH Aficio MP C3500
70,713
Ricoh Aficio SP4210s
15,899
RICOH Aficio MP C3500 RICOH Aficio MP 4000 RICOH Aficio MP 2550
86,084 27,826 8,313
5,478 1,178 3,990 2,953 2,639 16,450
37,339
26,670
2 of 3
Mulit Function Machines Contract Year April 16, 2013 - April 15, 2014
Serial
Copier Location/Department
L9086120496 M5785100164 M5585100623 M6585101784
Leisure Services 2nd Floor Leisure Services First Floor Multicultural Center Parking Division Locust Street Ramp
L9077221313
Public Works Sec and Account Clerk Area
L3785100433
Public Works Strategy Room
M5785100179
Public Works Vehicle Maintenance Office
L8977220242 M6585100563 L8986121075 L9086320439
The Jule Water Resource and Recovery Water Resource and Recovery Water Resource and Recovery
Make/Model RICOH Aficio MP C4500 RICOH Aficio MP 5000 RICOH Aficio MP 4000 RICOH Aficio MP 2550
Black and White Color Print/Copies Print/Copies 106,371 91,715 36,053 50,900
7,713
RICOH Aficio MP C4500 RICOH Aficio MP C3000
66,094 21,183
41,257 6,203
RICOH Aficio MP 5000 RICOH Aficio MP C3500 Ricoh Aficio MP2550SP RICOH Aficio MP C3500 RICOH Aficio MP C4500
17,627 50,226 20,632 27,905
3,543,083
21,196 9,388
664,145
***Special Note: M5785100163 City Hall Personnel RICOH Aficio MP 5000 is a temporary swap with M5785100168 City Hall First Floor Copy Room RICOH Aficio MP 5000 153,980 Please reference copy/print counts accordingly when sizing reploacement machines
G:\Multifunction Replacement\Print Make Model Counts Appendix A
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Appendix B Contacts by Location
Location
Contact
Location
Building Services Dept.
Jean Noel
City Hall 50 W. 13th Street
Carnegie Stout Library
Dennette Kellogg
City Attorney City Clerk
Tracey Stecklien Kevin Firnstahl
360 W 11th St · Suite 330 Harbor View Place 300 Main Street City Hall 50 W. 13th Street
Finance
Tony Breitbach Jean Nachtman
City Mananger Dubuque County Jail
Contact Phone
Contact e-mail
563-589-4150 563-589-4313 or 563589-4225
[email protected]
563-589-4113 563-589-4120
[email protected] [email protected]
City Hall 50 W. 13th Street City Hall 50 W. 13th Street
563-589-4131 563-589-4141
[email protected] [email protected]
Juanita Hilkin Steve Hahlen
City Hall 50 W. 13th Street 770 Iowa St.
563-690-6036 (563) 599-0746
[email protected] [email protected]
Dubuque Landfill/Public Works
Doug Hughes
563-557-8220
[email protected]
Dubuque Regional Airport
Cheryl Sheldon
14501 U.S. Hwy 20 W. Dubuque Regional Airport 11000 Airport Road
563-589-4234
[email protected]
[email protected]
Department/Division Mgr/Supervisor Rich Russell, Building dept Manager Susan Henricks, Library Director Barry Lindahl, City Attorney Kevin Firnstahl, City Clerk Ken Tekippe, Finance Director
Department/Division Mgr/Supervisor Phone # 563-589-4152
[email protected]
563-589-4225
[email protected]
563-589-4113 563-589-4120
[email protected] [email protected]
563-589-4133
[email protected]
Michael C. Van Milligen, City Manager 563-589-4110 Steve Hahlen (563) 599-0746 Don Vogt, Public Works Director 563-589-4250 Dan Klaas Robert Grieson, Airport Manager Bob Green, Water Department Manager Maurice Jones, Economic Development Director
Dept/Division manager/Supervisor e-mail
[email protected] [email protected] [email protected]
563-589-4128
[email protected]
563-589-4128
[email protected]
563-589-4291
[email protected]
563-589-4393
[email protected]
Eagle Point Water Plant
Vicki McCrea
1902 Hawthorne St.
563-589-4291
[email protected]
Economic Development
Megan Starr
City Hall 50 W. 13th Street
563-589-4393
[email protected]
Engineering
City Hall 50 W. 13th Street City Hall 50 W. 13th Street 11 W. 9th St.
563-589-4271 563-589-4272 563-589-4160
[email protected] [email protected] [email protected]
Gus Psihoyos, City Engineer 563-589-4275
[email protected]
Fire Headquarters
Lynn Schlueter Steve Brown Jodi Lukens
Dan Brown, Fire Chief
563-589-4160
[email protected]
Five Flags Civic Center
Joyce White
405 Main
563-589-4254
[email protected]
563-589-4254
[email protected]
Health Services/CATV
Laura Hankes
City Hall Annex 1300 Main
563-589-4181
[email protected]
563-589-4181
[email protected]
Housing / Community Dev.
Tami Ernster
Historic Federal Bldg. 350 W. 6th St. Suite 312
563-589-4231
[email protected]
563-589-4230
[email protected]
Human Rights Department
Carol Spinoso
City Hall Annex 1300 Main
563-589-4190
[email protected]
563-589-4190
[email protected]
The Jule Transit
Jodi Johnson
2401 Central Avenue
563.589.4196
[email protected]
563.589.4196
[email protected]
Leisure Services
Eileen Trimble
2200 Bunker Hill Rd.
563.589.4263
[email protected]
563.589.4263
[email protected]
Multicultural Family Center
Abeni El Amin
1157 Central Ave
564-690-6041
[email protected]
563.589.4263
[email protected]
Park Office and Greenhouse
Steve Fehsel
2241 LINCOLN AVE
563-589-4260
[email protected]
563.589.4263
[email protected]
Parking Ramps
Tim Horsfield
830 Bluff St.
563-589-4266
[email protected]
563-589-4266
[email protected]
Personnel Police Department
Tusdee Blus Dawn Young
City Hall 50 W. 13th Street 770 Iowa St.
563-589-4125 563-589-4461
[email protected] [email protected]
563-589-4125 563-589-4422
[email protected] [email protected]
Public Works
Linda Locher
925 Kerper Ct.
563-589-4346
[email protected]
Joyce White, 5 Flags Director Mary Rose Corrigan, Public Health Specialist Alvin Nash, Housing and Community Development Director Kelly Larson, Human Rights Director Candace Eudaley, Transit Manager Marie Ware, Leisure Services Director Marie Ware, Leisure Services Director Marie Ware, Leisure Services Director Tim Horsfield, Parking Division Manager Randy Peck, Personnel Manager Scott Crabill, Captain Don Vogt, Public Works Director
563-589-4250
[email protected]
Location
Contact
Location
Contact Phone
Contact e-mail
Waste Water
Cheryl Pregler
795 Julien Dubuque Dr
563-589-4176
[email protected]
Planning
Melinda Rettenberger
City Hall 50 W. 13th Street
563-589-4210
[email protected]
Utility Billing
Rose Hoerner
City Hall 50 W. 13th Street
563-589-4144
[email protected]
Department/Division Mgr/Supervisor Jonathan Brown, Water Resource and Recovery Manager Laura Carstens, Planning Department Manager Ken Tekippe, Finance Director
Department/Division Mgr/Supervisor Phone #
Dept/Division manager/Supervisor e-mail
563-589-4176
[email protected]
563-589-4210
[email protected]
563-589-4133
[email protected]
Appendix C Insurance Requirements
City of Dubuque Insurance Requirements for Tenants and Lessees of City Property or Vendors (Suppliers, Service Providers)
Insurance Schedule A 1.
__________________shall furnish a signed Certificate of Insurance (COI) to the City of Dubuque, Iowa for the coverage required in Exhibit I prior to contract or lease commencement. All lessees of City property shall submit an updated COI annually. Each Certificate shall be prepared on the most current ACORD form approved by the Department of Insurance or an equivalent. Each certificate shall include a statement under Description of Operations as to why issued. Eg: Project #________or Lease of premises at _________or construction of _________.
2.
3.
4.
All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all carriers shall have a rating of A or better in the current A.M. Best’s Rating Guide. Each Certificate shall be furnished to the contracting department of the City of Dubuque. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement.
5.
6.
7.
8.
All required endorsements to various policies shall be attached to Certificate of insurance. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider identifying and listing in writing all deviations and exclusions that differ from the ISO form. Provider shall be required to carry the minimum coverage/limits, or greater if required by law or other legal agreement, in Exhibit I. Whenever an ISO form is referenced the current edition of the form must be used.
Page 1 of 3 Schedule A, Property Or Vendors (Suppliers, Service Providers) April, 2013.Doc
City of Dubuque Insurance Requirements for Tenants and Lessees of City Property or Vendors (Suppliers, Service Providers)
Insurance Schedule A (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000 Products‐Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence $1,000,000 Fire Damage Limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 a) Coverage shall be written on an occurrence, not claims made, form. All deviations from the standard ISO commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly identified. b) Include ISO endorsement form CG 25 04 “Designated Location(s) General Aggregate Limit.” c) Include endorsement indicating that coverage is primary and non‐contributory. d) Include endorsement to preserve Governmental Immunity. (Sample attached). e) Include an endorsement that deletes any fellow employee exclusion. f) Include additional insured endorsement for: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Use ISO form CG 20 10. Ongoing operations. g) If vendor utilizes Trikkes or Segways in the conduct of business, include an endorsement reflecting that these vehicles are not excluded from Commercial General Liability coverage.
B) WORKERS’ COMPENSATION & EMPLOYERS LIABILITY Statutory benefits covering all employees injured on the job by accident or disease as prescribed by Iowa Code Chapter 85 as amended. Coverage A Statutory—State of Iowa Coverage B Employers Liability Each Accident $100,000 Each Employee‐Disease $100,000 Policy Limit‐Disease $500,000 Policy shall include an endorsement providing a waiver of subrogation to the City of Dubuque.
Page 2 of 3 Schedule A, Property Or Vendors (Suppliers, Service Providers) April, 2013.Doc
City of Dubuque Insurance Requirements for Tenants and Lessees of City Property or Vendors (Suppliers, Service Providers)
Preservation of Governmental Immunities Endorsement 1.
Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non‐Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.
SPECIMEN
Page 3 of 3 Schedule A, Property Or Vendors (Suppliers, Service Providers) April, 2013.Doc
