HomeMy WebLinkAbout _ 4.12(b)--Award of RFP No. 5471 re Photocopy Machines Lease � � �' � � �
� � � ' � �' � � ' � ` CITY OF REDDING
REPORT TO THE CITY COUNCIL
MEETING DATE: June 18,2024 FROM: Sharlene Tipton, City Clerk
ITElVI NO. 4.12(b)
***APPROVED BY***
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SUBJECT: 4.12(b)--Award of Request for Proposal No. 5471, Lease for General Use
1Vlultifunction Di ital Photoco Machines.
Recommendation
Authorize and approve the following regarding Request for Proposal No. 5471, Lease for
General Use Multifunction Digital Photocopy 1Vlachines and Management System to the City of
Redding:
(1) Award to Western Business Equipment, Inc., dba Carrel's Office Solutions, for a five-
year lease agreement with an annual lease plus estimated clicks total cost of$162,47592;
and
(2) Authorize the City Manager, or designee, to negotiate and execute the agreement.
Fiscal Impact
The proposed contracf includes a management system solution that increases the previous
contract by $10,058.04 annually. There is no impact to the City of Redding's (City) general fund
as it is included within the forecasted budget.
AZteNnative Action
The City Couneil (Council) may choose no�to award the lease and award the lease �o the second
ranked proposal from UBEO Business Services (UBEO) with an annual lease plus estimated
clicks total cost of $168,816.12. Or, Council may choose not award the lease to any of the
proposers and provide staff with further direction.
Backg�ound/Analysis
The City issued Request for Proposals Schedule (RFP)No. 5471 on Apri13, 2024, for the leasing
of multifunction digital copy machines for use at Shasta County Public Libraries and City
facilities. The City received five proposals.
Report to Redding City Council June 12,2024
Re: 4.12(b)--Award of RFP No. 54�1 re Photocopy Machines Lease Page 2
In phase one of the review process, a four-person panel independently reviewed and scored each
proposal using a variety of criteria that included: cost; compliance with specifications; quality
of product and features; technical and service support capabilities; and local customer references
using similar equipment. For phase two, product demonstrations were arranged with two of the
five companies with the highest scoring proposals for Phase One: Western Business Equipment,
Inc., dba Carrel's Office Solutions (Carrel's), and UBEO.
The conclusion of this two-phase review process has 1ed staff to the recommendation of Carrel's
proposal that included Kyocera multifunction digital copy machines with "My Q" management
system solution as the best fit for the City's needs. Carrel's is the City's current provider of
copiers and has provided excellent service and staff believes they will continue to receive this
level of service with a new lease.
Environmental Review
This is not a project defined under the California Environmental Quality Act, and no further
action is required.
Council Pr�ioNity/City Manage� Goals
• Communication and Transparency — "Improve the quality of communication with the
public and City employees to enhance knowledge and increase transparency to improve
public trust."
• Government of the 21St Century — `Be relevant and proactive to the opportunities and
challenges of today's residents and workforce. Anticipate the future to make better decisions
today."
Attachments
RFP No. 54'71 - Lease of General LTse Multifunction Digital Photocopy Machines and
Management System
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Apri13, 2024
REQUEST FOR PROPOSAL
TO LEASE
GENERAL USE MULTIFUNCTION DIGITAL PHOTOCOPY MACHINES AND
MANAGEMENT SYSTEM
TO THE
THE CITY OF REDDING, CALIFORNIA
(Schedule Number: 5471)
In accordance with the provisions of the Municipal Code of the City of Redding, sealed
proposals must be submitted to the City Clerk's 3ra floor office of the City of Redding, located at
City Hall,777 Cypress Avenue,Redding,California 96001 prior to 3:00 p.m.PDT,Friday,May 3,
2024, for furnishing the City of Redding a proposal to lease general use multifunction digital
photocopy machines and management system per the attached specifications and general conditions.
PROPOSALS RECEIVED AFTER THIS TIME AND DATE MAY NOT BE ACCEPTED
OR CONSIDERED.
The said proposals will be opened at 3:00 p.m. PDT, on Friday, May 3, 2024, in the
designated City Hall Conference Room as posted in the main lobby of City I�all, 777 Cypress
Avenue, Redding, California.
The�roposer shall provide the orig�inal unbound)proposal and four(4)ori�inal hard co�ies,
alon�with an exact co�of the proposal in PDF format on a USB"thumb"drive. The fee schedule
is rec�uired to be submitted in a se�arate sealed envelope alon�with the�ro�osal. Fax or electronic
submission of�ro�osals will not be allowed.The City will award any resulting contract in a manner
consistent with the City Purchasing Ordinance.
The cut-off date and time for receiving questions regarding this RFP is 5:00 p.m.
PDT, on Wednesday,April 17, 2024. All inquiries must be made in writing and may be
submitted to the email address shown below.
THE CITY OF REDDING
Purchasing Division
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Michelle Kempley,Purchasing Officer
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NOTE
If a potential bidder/proposer received this solicitation document through
some means other than surface mail from the City of Redding(such as from the City
of Redding Internet web site, or from another prospective bidder/proposer), it is the
responsibi]ity of the potential bidder/proposer to advise the assigned City of Redding
Purchasing contact of its intention to submit a bid/proposal so that any addenda or
other correspondence re]ated to this solicitation will be sent to the potential.
bidder/proposer.When contacting the Purchasing Division,the bidder/proposer shall
provide the solicitation number located on the cover page of this document.
Transmittal of this information must be in writing, by U.S. Mail, fax, or e-mail.
Transmittal of this information via telephone is not acceptable.
Please submit proposal as directed in the RFP package. Forward to:
City of Redding
City Clerk
777 Cypress Avenue
Redding, CA 96001
Proposals must be received by the City Clerk's affice prior to 3:00 p.m. P�DT on the
date indicated below. Mailing envelope is to be clearly marked on the outside with the
following notation:
"Proposal for Schedule No. 5471; opening at
3:00 P.M., on Friday,May 3, 2024"
Note: Signatures must be legible, indicating full �rst and last name.
The City of Redding
Purchasing Division
CITY OF REDDING, CALIFORNIA
SPECIFICATIONS
FOR
LEASE OF GENERAL USE MULTIFUNCTION DIGITAL PHOTOCOPY MACHINES
AND MANAGEMENT SYSTEM
(Schedule Number 5471)
GENERAL INFORMATION
The City of Redding wishes to lease new multifunction photocopiers (MFP devices) for use at
multiple City of Redding locations and three different Shasta County Libraries. We are looking
to upgrade our current equipment using the latest technology available to meet our present and
anticipated future needs (scanning, copying, printing in color with a few using black toner only,
fax, and management systems). We currently do not have the requested proposed Management
Systems deployed therefore please explicitly explain your complete solution including,
implementation plan, training, City staff time required, TT project management needed, server
space required by City of Redding, and any other relevant infor�nation including the cost in your
proposal.
City of Redding Offices and Shasta County Libraries— 81 copiers will be used.
The most recent twelve month average volumes for entire pool of devices are indicated below;
Black toner clicks 141,000 per month
Color toner clicks 9�,515 per month
The City asks that the proposed equipment match as close as possible the features and speed of
our current devices. Our current pre-selection estimate of the copiers required under this contract
is listed on the attached Location 1ist. Please note any deviations in your proposal.
Also, two of the copiers at The Redding Library have pay stations for the public. The coin tours
vendor is Jamex, and the print release system is Sam. These pay stations, with all hardware, and
software wi11 need to be included in your proposal.
The evaluation team reserves the right to alter the number of devices.
I. GENERAL SPECIFICATION
1. Successful vendor shall furnish, deliver, install, and make devices ready for use by the
designated start date of July 1,2024.
2. After installation of the devices, City of Redding I1T staff will connect the devices to the
City's network. Only City staff are authorized to connect said devices to any City
network. The Vendor's staff will not be expected to work on the network or PC's.
3. If devices have an inordinate amount of failures and/or repairs during the contract period,
the successful vendor shall replace said device with another device having equal or better
features and value for use during the remainder of the initial 60 month lease period and at
the same monthly lease cost. Replacement requirements and justification for replacement
RF�P 5471 --�OF'IERS PAGE 1
will be determined solely by the City of Redding Reprographics Manager.
4. At the end of the contract term,vendor shall remove and provide all hard drives to the City
of Redding at no additional cost. The City shall be responsible for their destruction.
We have a device in our IT-NOC that can wipe hard d�ives that would be co�npliant with
our current policies. The drive would still have to be removed after the device is retired
for us to wipe it, but we can return it to the vendor after the wipe is coinpleted.
5. The devices shall be new, (we will not accept any Remanufactured devices or parts for
delivery of new]eased copier MFP's),of current manufacture,and sha11 have been formally
announced for marketing purposes before the date the proposal is submitted.
II. DEVICE COMMON FEATURES
See Location Iist for black toner, color toner, fax cards and external finishers,A4 (tabletop)
needed.
Unless noted otherwise, ALL devices shall come with these common features.
The items listed below are meant to define the basic features, options and technical capabilities
that the equipment must provide.
Technical literature for all equipment proposed and any other elements of vendor support sha11 be
submitted as part of the proposal. Vendors should highlight competitive advantages in their
proposal.
o Automatic document handler (If more than one option please include the highest
rated possible far each model.)
o Print, copy in black or full color, and network scan (push from device; twain or
pull scan is not acceptable)
o Four(4)variable size adjustable paper trays; normal set up is letter R(letterhead),
letter size, legal size and ledger size (table top models requested expect only 2
trays)
o If external finisher requested,please include 2 Hole Punch,3 Ho1e Punch and multi-
positional stapler
0 1Vlultiple Copies: 1 to 999
o Copy Exposure: Automatic or Manual
o Scan Minimum of 600x600 DPI,
o Magnification: -25% to 400% (1%Increments)
o Sides (input: output) 1-1, 1-2, 2-2, 2-1
o Automatic Duplex
o Job Interrupt feature
1�FF`54'71—Cc���xs F°AG� 2
o Original Type Selection: Photo & Text,Photo, Text
o Book Copying/Bound Copying off glass
o Edge Erase
o Image Shift
o Build Job
o Sample Set
o Paper weight: 161b. Bond to 801b. Cover(55 to 220gsm)
Pape� Tv�es:
P1ain, Bond, Lightweight, Heavyweight, G1oss, Heavyweight Gloss, Labels, Transparencies,
envelopes and Custom.
III. PRINTING SPECIFICATION
There is no current requirement fo� �nobile p�inting. Du�ing the S year lease there �night be
interest in mobile p�inting technology.
General Requi�ements
o Page Description Languages (PDL) (Standard)
o PCL76, PCL75c, Adobe7 PostScript7 3J, PDF, XPS7, TIFF
o Modern Print Protocols
o Networked Security Ports, Protocols and Authenticatian Protocols
o Operating Systems: Microsoft Windows Pro 7, 10, 11 (32-and 64-bit), Microsoft Windows
Server 2012,2016,2019, 2022 (64-bit)
o Automated firmware updates, firmware attack prevention,
o Remote device management
o HDD/SSD Data Protection
o ID Card1RFID card access
o Secure Print
o Copy Protection
o Protect Job Storage
o Centralized Print Servers
o Private Cloud Printing
o Email/scan/send restrictions
Security
Please explain how you will protect the City of Redding from security risks.
Provide an overview of your proposal's security features.
Vendor wi11 follow best-practice security standards for a11 network-connected devices. These
features should include,but may not be limited to, secure,non-default passwords for management
access and Microsoft Share aecess, secure network ports where applicable (i.e. HTTPS rather than
HTTP). Also, any tools that the vendor provides to perform device management andlor
R�P 5471---�O�'IERS �'AGE 3
monitoring must demonstrate security configurations such as being passward protected.
Software Update
During the lease term and service period,the vendor will provide software updates or new releases
if required for security, reporting, networking, and equipment operation.
In the event of known security vulnerabilities, the City of Redding may elect to have the vendor
apply these patches immediately rather than a scheduled maintenance. In such events,the costs are
borne by the vendor.
Netwot^k P�otocols
o TCP/IP: HTTP/HTTPS, Internet Printing Protocol, LPR/LPD, Raw Socket
PrintinglPort 9100, and IPv4/Il'v6.
o AppleTalk EtherTalkr
o Microsoft Windows Networking over IP
Administ�ative P�otocols
o DHCP, BOOTP, SNMP, WINS, HTTP, SSL,NTP
Fonts
o PCL: 94 scalable fonts, line printer and bitmap font(including Cyrillic font support}
PostScript 3: 173 Type 1 fonts, 2 Multiple Master fonts
Network Repuirements
0 100/1000Base-T Ethernet
IV. SCAN SOLUTION
This is an example of some of the features we desire for a scan solution. Please provide your
recommended solution.
o Scan destinations: Scan to FTP, Scan to SMB, Scan to USB memory drive, Scan to email,
Scan to folder, Scan to mailbox, Scan to network
o Scan file formats: PDF, JPEG, TIFF, XPS, PDF/A
o Auto Color,Full Color, Black(grayscale)
o Scanner Resolution From 100 to 600 dpi
o Single pass duplex scan
V. MANAGEMENT SYSTEM SOLUTION
In this section we have listed, in no particular order, the features and systems that we foresee
implementing during the life of this contract. Although these are all desired features, the City of
R�'P 5471-CC��IERS 1'AGE 4
Redding recognizes that many manufacturers may not offer all of these features or may bundle
them in unique ways.
Please explain in detail your complete Management System solution. Include implementation
plan, time required training City staff, future I/T Project Management time and resources needed,
server space required by City of Redding, and other relevant information. To the extent that any
of the features below are not currently imbedded into the proposed copiers and the monthly]ease
price, clearly price out separately the cost of the Management System solution you offer in your
proposal. State as a deviation any items below which are either not offered with your product at
this time and those which are available as a separate add-on option (giving the costs associated
with applicable software modules).
o Security solutions for hard drives, scanning and printing
o Integration with Document Management systems, Laserfiche
o Follow me printing on any device using pin number device authentication
o Interactive job routing
o Statistic and other reports for individuals, departments and non-networked printers
o Remote IT device management
o Mobile device printing solution
o Web print solution with job ticketing
Curt^ently this is not in use. It is ou�unde�standing that soine solutions offer this as a part
of the product. If you�solution does not include this as pa�t of'the package,please note
this as a deviation. If this is included,please expound on the options we will have
o Auto meter read reporting
o If individual license for users are required please base it on 500 people.
VI. EQUIPMENT COSTS
Using the Bid Proposal Form provided by the City (Attachment B}, the cost figures supplied by
vendors shall represent the total monthly lease cost and any applicable taxes per device for each
range of devices.
The cost per click, black and color, shall include Full Service Maintenance Agreement (FSMA),
including:
o labor
o parts
o test images
o travel time
o mileage
o a11 charges for shipping of parts and toner
0 other expenses required to keep the equipment in good working condition
o all consumable supplies (excluding paper and staples),
o all applicable taxes, (if it can not be included in cost per click charge please note taxes are
T�'P 5471-�O�'IERS PACiE �
not included)
o any training on the use of the devices and any new release of software updates.
If any costs are not prompted by the City's bid structure, vendors should include and
hi�hli�ht them at the most appropriate spot in the Proposal. All charges related to the use of
the Management System proposed shall be shown separately, as indicated on the Bid Proposal
Form.
Cost per image shall be fixed for the entire term of the lease and there sha11 be no charge for scans.
Extra costs will be executed only upon written orders from the City of Redding, and only then wi11
they become an extra charge over and above the charges set forth in the bid proposal (or to the
current lease price if prior upgrades/changes have been agreed upon for that copier).
The cost for any upgrade or added device during the contract term will be negotiated separately at
time of upgrade/add-on and will affect that device only. Such upgrade(s) or add-on(s) shall not
affect the end date for the lease and will be co-terminus with the rest of the leased equipment pool.
All manufacturer system updates shall be automatically installed at no cost to the City.
The vendor and the leasing company (if different) shall be mutually accountable for all terms,
conditions,pricing, warranties, and guarantees expressed within the proposal response. The City
will have full recourse with the leasing company and the sales and service vendor to the benefits
of any warranties and guarantees made by the vendor and the manufacturer.
If the selected vendor chooses to finance the devices proposed to the City through a third party
leasing company, it is the vendor's right. However, any such arrangement shall be solely between
the vendor and the leasing company. The City wi11 remain clear of a11 such arrangements and wi11
not have to alter or amend any terms or conditions of this Request for Proposal (RFP)/award to
accommodate a third party. Vendor sha11 remain the sole source of contact with the City.
The lease shall be a 60-month lease with a fair market value buyout.If the fair market value buyout
is not exercised, successful bidder will remove devices at no char�e (and with no penalty at the
end of the contract term).
VII. FUNDING CLAUSE
Each payment obligation of the City is conditioned upon the availability of state or local
government funds which are apportioned or allocated for the payment of such an obligation. If
the funds are not allocated and available for the continued product lease and services performed
by the vendor, the product lease and related service agreement for any or all units under contract
may be terminated by the City at the end of the period for which funds are available, with no
penalty to the City.
A clause shall be written into contract to allow flexibility to add or remove copiers as well as
upgrade or downgrade units for desired features needed as relate to the uncertainty of staff needs.
There shall be no additional costs/penalty if there is a requirement for the permanent removal of
any copier(s). If applicable, any additional copiers leased to meet those changed needs will be at
P.FP 5471-�QPIER� PAGE 6
the prices provided in the proposal and will be co-terminus with the remainder of the copier pool.
leases.
VIII. MAINTENANCE SUPPORT
The City expects strong maintenance support and service for the proposed devices and
management systems. The lease sha11 include full maintenance services. Vendor must describe,
in detail, the maintenance coverage available for the proposed system, under the lease program.
When the City initiates a call for service the expectation is to receive a call-back within one hour
stating the estimated arrival time of the service technician. The maximum response time for a
service technician to arrive on site is one (1)business day, 8 hour total.
The successful vendor sha11 maintain the devices and system herein described by using only
trained/skilled maintenance personnel.
Respondents shall provide a written document explaining how the City wi11 be provided
maintenance and supply support if the local vendor should go out of business, and whether or not
pricing would be guaranteed at the quoted price.
i�FP 5471—�c��zcus PacE 7
IX. ADDITIONAL CONDITIONS
As owner of equipment, vendor shall bear the responsibility of obtaining insurance against loss or
damage of property due to accidents, theft, vandalism, and acts of nature, i.e., earthquakes, fires,
floods, lightning, etc. The City sha11 not be required to obtain insurance for any of the copiers
leased from the vendor.
The City shall not be liable for loss or damage to the equipment furnished by the vendor or from
any cause whatsoever while the equipment is in the possession of the City, except when loss or
damage resulted from the sole negligence of the City.
The City is self-insured. The City shall not have to pay "loss and damage (insurance) waiver"
charges of any kind, as the City is adequately insured. A letter of self-insurance will be provided
from the City Risk Management Office upon request by the vendor.
Before entering into a lease agreement with the City,vendar shall provide the insurance certificate
and endorsement for the coverage required, per attached Insu�ance Requirements for City of
Redding ContNactors (OS/21/20).
A11 costs for preparing and submitting proposals are entirely the responsibility of the vendor and
will not be charged in any manner to the City of Redding.
A11 costs incurred in the preparation and presentation of the demonstra�ion phase for this RFP sha11
be wholly absorbed by the proposer.
X. HoLv HA�LEss
Vendor hereby agrees to protect, defend, indemnify and hold harmless, City, its officers, elected
or appointed officials, employees, agents and volunteers from and against any and all claims,
damages,losses, expenses,judgments, demands,penalties, fines, defense costs, and consequential
damage and liability of any kind of nature,however caused, arising directly or indirectly out of the
obligations or operations herein undertaken by Vendor, caused in whole or in part by any act or
omission of the Vendor, any subcontractors, any directly or indirectly employed by any of them
or anyone for whose acts any of them may be liable,including but not limited to concurrent active
or passive negligence, except where caused by the active negligence, sole negligence or wi11fu1
misconduct of the City. Vendor will conduct all defense at its sole cost and expense and City
shall have right to approve or disapprove Vendor's 1ega1 counsel. City sha11 be reimbursed for all
costs and attorney's fees incurred by City in enforcing this obligation. This indemnity shall apply
to all claims and liability regardless of whether any insurance policies are applicable. The policy
limits do not act as a limitation upon the amount of indemnification to be provided by Vendor.
XI. Non Discrimination Provision
Except as provided in section 12940 et seq. of the Government Code, successful contractor shall
not discriminate against any person because of their race, religious creed, color, national origin,
ancestry,physical disability,mental disability,medical condition,marital status, sexual orientation
or sex nor refuse to hire or employ the person or to refuse to select the person for a training program
R�'P 5471-Ct���x� PAG� 8
leading to employment, or to bar or to discharge the person from employment, or from a training
program leading to employment,or to discriminate against the person in compensation or in terms,
conditions or privileges of employment. The contractor shall insert in all subcontracts for any work
covered by this contract this non-discrimination provision.
XII. PROPOSAL SUBMITTAL
To be considered, all Proposals must be submitted in the manner set forth in this RFP. It is the
Responder's responsibility to ensure that their Proposal arrives on or before the specified time.
Submission of a Proposal indicates that the Responder has read and understands this entire RFP,
to include all appendices, attachments, exhibits, schedules,and addenda(as applicable)and agrees
that all requirements of this RFP have been satisfied.
Proposals must be submitted in the format described in this Section. Proposals are to be prepared
in such a way as to provide a straightforward, concise description of capabilities to satisfy the
requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are
not necessary or desired. Emphasis should be concentrated on conformance to the RFP
instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.
Proposals must be received at the designated location and no later than the date and time specified
in the RFP cover letter. A11 Proposals and materials submitted become the property of the City.
XIII. PROPOSAL FORMAT
Submittais: One original, unbound proposal, along with four (4) bound copies of all materials
and one USB drive containing an exact digital copy of the proposal in pdf format shall be submitted
prior to the cut-off time and date noted on the cover sheet of this RFP. Only one original
Attachment B (fee proposal) sha11 be submitted in a separate, sealed envelope packaged with the
rest of the required documents and USB drive. Submit the materials in a sealed envelope or box
clearly marked on the outside with the name of the firm and the notation "Proposal for Digital
Photocopy 1Vlachines, Schedule 5471."
If offering a main pro�osal and an additional alternate proposal both sets must be complete and
separate. As may be a�ropriate mark the�roposals "Proposal 1 of 2" and "Proposal2 of 2".
The proposal sha11 include the following information in the order listed:
1) Cover letter signed by a member of the firm having the authority to enter into cantracts on
behalf of the organization. Cover letter may briefly present information about the
vendor's company, the equipment being proposed and the rationale for it as the best
sol�ution for the City. In addition,the cover letter shall acknowledge receipt of all addenda
issued, if any. (Vendor may contact the Purchasing if unsure as to the status of addenda.
Addenda, if any issued, will also be posted at
htt�snll�ruro�ity�fr�ddi����c�v�s��r�l��tld���rt���ts/}�u��hasi��tb�d ��c�r�i�i���. s�h�.
2) Supplemental Information form (Attachment A)
RFP 54'71-CO�IER� F°AC�E 9
3) Brief written presentation on qualifications of Account Manager and Teehnicians who wi11
handle this account
4) Description of your firm and employees' experience deploying a program such as
presented in this RFP (large number of devices to be networked amongst multiple sites
with integrated management system solution)
5) Written description of roll-out plan and training plan (for end-users and I/T aspects with
regards to management system solution); include a mock schedule for the necessary time
line.
6) Provide a statement con�rming that vendor is capable of ineeting the required one (1)
business day(8-hour total) on-site response time.
7) Coinplete details for all features provided in each device.
8) Complete details for all features provided in management system.
9) Product literature/specifications for each device and management system.
10)Lease Agreement proposed to be used for the City contract.
11)Sample invoice.
12)Exceptions and deviations to this RFP: You must provide a section enti�led"Exceptions"
in which you either state your firm has no exceptions or deviations from the RFP, or in
which you state your exceptions and deviations (regardless if the information is presented
elsewhere in the proposal).
13)Any additional marketing materials deemed necessary shall be presented at the back of the
proposal package.
14)Fees (Attachment B) Submit one (1) signed Bid Proposal Form in a separate sealed
envelope with the same notations on the outside as described for the overall package.
XIV. EVALUATION CRITERIA AND AWARD OF CONTRACT
The City wi11 award the contract in a manner consistent with the City purchasing ordinance. The
evaluation process will have two phases. Phase one of the processes will be to have proposals
evaluated by the City's evaluation team using a points system to score the technical merits of the
proposals as well as the vendor references. The evaluators will examine each proposal to
determine,through the application of uniform criteria,the effectiveness of the proposal in meeting
the City of Redding's requirements for General Use Multifunction Digital Photocopiers and
Management System.
After the evaluation panel members have each independently scored each proposal they will
convene as a group to discuss and ta11y the scores. Only after this point wi11 the pricing in the
sealed Bid Proposal Form envelopes be shared with the group and scores re-tallied. This will
T�'P 5471-�O�'IERS PACiE 1�
allow the panel members to rank proposers and choose a small select group to move on to Phase
II(usually 2 or 3 vendors, solely at the City's discretion).
In addition to materials provided in the proposals,Phase 2 of the evaluation may utilize site visits,
oral presentations,product testing, and additional material/information.
Phase I: Evaluation of Written Proposals
A. Vendor Qualifications, Experience, and Resources 50 points
o Compliance with proposal submittals requirements, including overall
quality, clarity and concise presentation. It will be presumed that the
quality assurance standards employed in the preparation and delivery of the
proposal is reflective of the vendor's overall quality assurance standards to
be used in performance of the contract.
o Experience and qualification of the vendor in providing networked copier
systeins, and inanagement system solutions.
o Microsoft Certified Network Engineer(s) on staff (The inclusion of a
MicNosoft Certified NetworkEngineer on staff in the evaluation process will
be used to determine a level of' relevant experience and knowledge.
Connecting and supporting digital copy/print devices in a networked
environment requi�es diffe�ent skills than just installing a copy machine).
o Number and Qualifications of Local Service Technicians and available
parts.
o How we11 the proposed implementation plan and training is presented.
B. Proposed Equipment B Copiers and Management System Solution 40 points
o �Iow well the proposed devices meet the required and desired basic
function specifications.
o How well the proposed devices meet the printing speci�cations.
o I�ow well the proposed devices meet the scanning solution desired.
o Ilow well the proposed devices integrate with the City of Redding's
technology.
o How well the proposal meets the management system solution
desired.
o The level of TT project management required to implement and
maintain program
R�P 5471---���'IBRS �'AGE 11
o Additional,unrequested, services and capabilities offered.
C. Con�ract Administration&References 15 points
o Ability to meet City's insurance requirements.
o References from 1oca1 customers currently using the proposed
devices and management system solutions based on points below.
o Reliability of devices.
o Account management.
o Capabilities of technicians.
o Responsiveness to service ca11s.
o Accuracy of billing practices.
o Process for choosing devices and management system
solutions.
D. Cost 40 points
o Monthly Lease payment.
o Cost per black toner image.
o Cost per color toner image.
o Cost of the Management System
Phase II: Oral Interviews, Product Demonstration 30 points
o Satisfaction of follow-up questions.
o The degree to which the information should have been included in
the proposal or have been easier to locate
o The degree to which questions and answers created a useful, better
understanding of the products or services
o Effective demonstration of products
o Finalists must be able to demonstrate at a customer site the core
functions and features of the multifunctional copier model proposed
to fulfill the 30 - 40 pages per minute requirement for this RFP.
Demonstrations must be available within 100 miles of City of
Redding, City Hall.
o Overall effectiveness of the devices and management systems that will best
fit the City of Redding's needs.
XV. SCHEDULE
1�FF`54'71—Cc���xs F°AG� 12
Release RFP Apri13, 2024
Questions due by 5:00 p.m. PT April 17, 2024
(All questions must be in writing)
Addendum Issued on or before Apri119, 2024
Deadline for RFP Submittal by 3:00 p.m. PT May 3, 2024
Phase I Evaluation Process Completed May 17, 2024
Vendor Demonstration Day May 30 or 31, 2024
Announce Intended Award of RFP (tentative) June 5,2024
Recommendation for award to City Council June 18, 2024
Installation/Contract Commences July 1, 2024
XVI. CITY OF REDDING CONTACT
A11 c�uestions �ertaining to this Request for Proposal shall be submitted in writing and received
prior to the cutoff time and date indicated above. Clarifications and information deemed material
to the understanding of this project wi11 be shared with all known participants by way of formal
addendum. However, it is ultimately each Proposer's responsibility to ensure they have received
all addenda, if any issued. If unsure as to the status of addenda first check by RFP number on the
Purchasing website:
l�t�t�so/l��w.�it��f��ddi�„�svl�c�v��r�rrl�r�t/d���rtr��r�t�l��r�h��ira�/k�id c��a���t�a�iti��,�sh�.
For questions or information regarding specifications,bid proposal, or general conditions contact:
Michelle Kempley, Purchasing Officer �k�� 1p�(c��i���ddi���
NOTE: If there are any deviations from the specifications set forth herein, the proposer shall
clearly note the deviations in their proposal as such. Failure to note a deviation from the
specifications may be grounds for rejection by the City of that particular proposal. Where
deviations are noted, the City reserves the right to accept a proposal containing such deviations
provided that, in the sole opinion of the City, the deviation or deviations, so noted, do not affect
the overall capability of the item proposed to perform the function for which it is to be acquired
and such deviations result in a lesser total cost to the City for the subject item.
ATTACHMENTS
-Attachment A - Supplemental Information Request
-Attachment B - Bid Proposal Form (submitted in separate sealed envelope)
- Attachment C - Location List
- City of Redding Request for Proposals General Conditions (10111/23)
- City of Redding Insurance Requirements for Contractors (OS/21/20)
P�''P 5471-COPIER� PAGE 13
SUPPLEMENTAL INFORMATION
FOR THE LEASE OF
GENERAL USE MULTIFUNCTION DIGITAL PHOTOCOPY MACHINES
AND MANAGEMENT SYSTEM TO
T�IE CITY OF REDDING, CALIFORNIA
(SCHEDULE 5471)
ATTACHMENT A
Provide five (5) customer references who are currently using the equipment and management system you
propose to provide to the City of Redding.
The City of Redding reserves the right to contact and interview any and all references as submitted in
response to this request.
BusinessJAgency Contact Person Phone Number Date Machines
Name Were Placed
1.
2.
3.
4.
5.
List Maintenance Personnel employed by the vendor in the Redding area who are qualified to maintain
the proposed machines;
No. of Years No. of From Reference
Employed in Hours of Will be ��st Above,What
This Ca acit Technical Dispatched gusiness Does This
Employee=s Name p y Training on From What
by Your Technician
Company proposed �ocation Service?
machines
RFP 5471 —Attachment A � --
1
Specify the geographical service area(counties) covered by these maintenance personnel
Specify the minimum and maximum timer required to respond to calls for non-schedu]ed maintenance.
/
Certified Network Engineer employed by vendor in the Redding area? Y_/N_
If"yes"provide name(s)
RFP 5471 —Attachment A �------------
2
FEE PROPOSAL
FOR THE LEASE OF
GENERAL USE MULTIFUNCTION DIGITAL PHOTOCOPY MACHINES
AND MANAGEMENT SYSTEM TO
THE CITY OF REDDING, CALIFORNIA
(SCHEDULE 5471)
ATTACHMENT B
Date
To: The City of Redding
Michelle Kempley, Purchasing Officer
The undersigned (Corporate Name of Proposer)
agrees to furnish to the City of Redding, California, at the prices quoted below, in accordance with
the specifications and general conditions on file in the office of the Purchasing Division of the City
of Redding, a copy of which is attached hereto and is made a part of this proposal:
The Monthly Lease cost is to include equipment lease payments, all applicable taxes. The black
and color click charges shall include the full service maintenance agreement,including labor,parts,
all consumable supplies (excluding paper and staples), including all shipping costs for parts and
supplies, test copies, travel time, mileage, and other expenses required to keep the equipment in
good working condition, all applicable taxes, any training on the use of the devices, and any new
release of software updates.
DEVICES
40-SOcpm Black toner MFP Model proposed:
Lease cost per month— With Fax and Internal finisher
Without Fax and with External Finisher
60-70cpm Blacl�toner MFP Model proposed:
Lease cost per month With Fax, External Finisher and
High capacity paper deck
40cpm Black toner MFP A4 Model proposed:
Lease cost per month- With Fax
Without Fax
RFP 5471 —Attachment B 1
60cpm Black toner MFP A4 Model proposed:
Lease cost per month- With Fax
Without Fax
20-30cpm Color MFP A4 Model proposed:
Lease cost per month- With Fax
Without Fax
30-40cpm Color MFP A4 Model proposed:
Lease cost per month With Cash/Credit pay Station
Without Cash/Credit pay station
30-40cpm Color MFP Model proposed:
Lease cost per month with Internal Finisher and Cash/Credit pay station
20-30cpm Color MFP Model proposed:
Lease cost per month With Fax and with Internal Finisher
Without Fax and with Internal Finisher
With Fax and with External Finisher
Without Fax and with External Finisher
30-40cpm Color MFP Model proposed:
Lease cost per month With Fax and with Internal Finisher
Without Fax and with Internal Finisher
With Fax and with External Finisher
Without Fax and with External Finisher
40-SOcpm Color MFP Model proposed:
Lease cost per month With Fax and with Internal Finisher
Without Fax and with Internal Finisher
With Fax and with External Finisher
Without Fax and with External Finisher
RFP 5471 —Attachment B 2
60-70cpm Color MFP Model proposed:
Lease cost per month With Fax and with Internal Finisher
Without Fax and with Internal Finisher
With Fax and with External Finisher
Without Fax and with External Finisher
Using Black Toner $ per copy/print (no minimum clicks)
Using Co1or Toner $ per copy/print(no minimum clicks)
Does click charges include sales tax?
Management Systeln Lease per month $
RFP 5471 —Attachment B ����������3������
General use multifunction photocopy machines shall be delivered to the various City of Redding
and Shasta County Libraries locations, on July 1, 2024. All costs quoted herein shall remain firm
throughout the contract period, July 1, 2024 through June 30, 2029 (a 60-month period).
The cost per copy for any upgrade or added machines during the contract term will be negotiated
separately at time of upgrade/add on and will affect those machines only. Regardless of being an
add-on or a new machine, these changes will be co-terminus with the rest of the copier poo1.
It is understood that this RFP shall remain open and sha11 not be withdrawn for a period of ninety
(90) days from the date prescribed for the opening of the RFP.
Respectfully submitted,
(Mailing Address) (Corporate Name of Bidder)
(City, State & Zip) (Signature)
/
(Telephone/Fax) (Print Name)
(Email Address) (Title)
Name of Service Manager:
City of Redding Business License Number:
RFP 5471 —Attachment B 4
City of Redding
RFP 5471
Location tist
External
ID# Model Location Floor FaxCard finisher Changes B/W
EQ 1784 TASKaIfa 3253d City Attorney,777 Gypress Ave.3rd floor,Redding CA 96001 3rd Floor NO YES
EQ ll52 TASKaIfa 4053ci City Clerk,777 Cypress Ave3rd floor,Redding,CA 96001 3rd Floor NO YES
EQ 1775 TASKaIfa 3253ci City Manager,777 Cypress Ave.3rd floor,Redding CA 96001 3rd Fioor NO YES
EQ 1765 TASKaIfa 4053ci City Treasurer,777 Cypress Ave.3rd floor,Redding,CA 96007 3rd Floor NO YES
EQ 1794 TASKaIfa 3253d Purchasing,777 Cypress Ave.3rd fiwr,Redding,CA 96001 3rd Floor NO YES
EQ ll96 TASKaIfa 3253ci ftecords,777 Cypress Ave3rd floor,Redding,CA 96001 3rd Floor NO NO
EQ 1745 7A�Ka1�2L0(13i �'�.Pinance,777 Cypress Ave3rd fioor,Redding,CA 96001 3rd Fioor NO YES Y�5�
�,,.��
EQ 1759 TASKaIfa 4053ci Pinance,777 Cypress Ave3rd floor,Redding,CA 96001 3rd Floor NO YES ��
(-EQ��1789- TASKaIfa 3253d IT NOC,777 Cypress Ave.2nd floor,Redding,CA 96001 3rd Floor NO NO :Can be table�top
EQ ll98 TASKaIfa 3253ci IT,777 Cypress Ave3rd Floor,Redding,CA 96001 3rd Floor NO YES
EQ 1748 TASKaIfa 6053ci Personnel,777 Cypress Ave.2nd floor,Redding,CA 96001 2nd Floor YES NO
EQ 1785 TASKaIfa 3253ci Community Serv,777 Cypress Avelnd tloor,Redding,CA 96001 2nd Floor NO YES
EQ 1777 TASKaIfa 3253d Reaeation,777 Cypress Ave.2nd floor,Redding,CA 96001 2nd Floor NO YES
EQ 1761 TASKaIfa 4053ci ftisk,777 Cypress Avelnd floor,Redding,CA 96001 2nd Floor YES NO
EQ ll58 TASKaIfa 4053ci Planning,777 Cypress Ave.lst Fioor,Redding,CA 96001 1st Floor NO YES
EQ2654 TASKaIfa3253ci PermitCenter,777CypressAve.lstfloor,ReddingCA96001 NO NO
EQ 1766 TASKaIfa 4053d Building,777 Cypress Ave.lst floor,Redding,CA 96001 1st Floor NO 'YES
EQ 2878 ECOSYS M5526cdw Pire,777 Cypress Avelst floor,Redding,CA 96001 NO NO
EQ 1780 TASKaIfa 3253ci Pire,777 Cypress Ave.lst floor,Redding CA 96001 1st Floor NO YES
EQ 1801 TASKaIfa 3253ci Pubiic Works,777 Cypress Avelst floor,Redding,CA 96001 lst Floor NO YES
EQ 1747 TASKaIfa 6053d Public Works,777 Cypress Ave.lst floor,Redding,CA 96001 1st Floor NO YES
EQ 1744 �T��KS15�,qUS13(',�Hausing,777 Cypress Ave.lst floor,ftedding,CA 96001 lst Floor NO NO V"��
EQ 1746 -'T7SSiCa1f&Si563i �'�.Housing,777 Cypress Avelst fioor Redding,CA 96001 1st Floor NO YES Y�S. �
EQ 1751 TASKaIfa 4053ci Housing,777 Cypress Avelst floor,Redding,CA 96001 lst Floor NO YES �� ��
EQ 1797 TASKaIfa 3253d Police,777 Cypress Ave.2nd fioor,Redding,CA 96001 2nd Floor YES YES
EQ 1804 TASKaIfa 3253ci Poiice,777 Cypress Ave.2nd Floor,Redding,CA 96001 2nd Floor YES YES
EQ 1800 TASKaIfa 3253ci Poiice,777 Cypress Ave.2nd floor,Redding,CA 96001 2nd Fioor YES YES
EQ 1803 TASKaIfa 3253ci Police,777 Cypress Ave.2nd floor,Redding,CA 96001 2nd Floor YES YES
EQ 1749 TASKaIfa 6053d Police,777 Cypress Ave.lst floor,Redding,CA 96001 1st Floor YES YES
EQ2920 ECOSYSWI�5�1[1GdNl:Poiice Foundry Square substation,ll84 California St.,96001 YES NO 1?�s� ��
EQ 1806 TASKaIfa 3253ci�� Poiice,Patrol Bldg.,777 Cypress Ave.,Redding,CA 96001 YES YES � ��
EQ 1802 TASKaIfa 3253ci REU Customer Service,3671 Avtech Parkway,Redding,CA 96002 NO YES
fiQ 1�782 NO YES `No longer needed.`�.
EQ ll55 TASKaIfa 4053ci ftEU,3611 Avtech Parkway,Redding,CA 96002 YES YES �
EQ 1762 TASKaIfa 4053ci REU,3611 Avtech Parkway,Redding,CA 96002 YES YES
EQ 1764 TASKaIfa 4053ci REU,3617 Avtech Parkway,Redding,CA 96002 NO YES
fiQ 1�748 NO YES ��No longer needed '
EQ ll54 TASKaIfa 4053ci ftEU,3611 Avtech Parkway,Redding,CA 96002 NO YES
EQ ll50 TASKaIfa 4053ci REU,3611 Avtech Parkway,Redding,CA 96002 NO YES
EQ 1799 TASKaIfa 3253ci Redding Airport,6751 Woodrum Cirde,Redding,CA 96002 NO YES
EQ 1778 TASKaIfa 3253d Stillwater WTP,6475 Airport Road,Andersoq CA 96007 YES NO
EQ ll83 TASKaIfa 3253ci Pleet,20055 Viking Way eldg.#1,ftedding,CA 96003 NO YES
EQ 1768 TASKaIfa 4053ci P/W Field Ops.,20055 Viking Way Bldg.q3,Redding,CA 96003 NO NO
EQ 1767 TASKaIfa 4053ci P/W Field Ops.,20055 Viking Way eidg.#3,Redding,CA 96003 NO NO
EQ2067 ECOSYS M6635cidn P/W Field Ops.,20055 Viking Way Bidg.q3,Redding,CA 96003 YES NO
EQ3493 ECOSYS M55/A P/W Field Ops.,20055 Viking Way eldg.#3,Redding,CA 96003 NO NO
EQ 1955 ECOSYS M6635cidn P{W Fields Ops.,20055 Viking Way Bldg.#3,Redding,CA 96003 YES NO
EQ 1763 TASKaIfa 4053ci Parks,20055 Viking Way eldg.N4,Redding,CA 96003 NO YES
EQ2734 �EC45YSM38�iC£i�1q��,Meter Readers,20055 Viking Way Bldg.#2,Redding,CA 96003 NO NO YES,��
EQ 2810 TASKaifa 5526cdw ftEU Field Ops.,20055 Viking Way Bldg.#2,Redding,CA 96003 YES NO �� ��
EQ 3490 TASKaIfa M5526/A REU Fieid Ops.,20055 Viking Way Bldg.#t2,Redding CA 96003 NO NO
EQ 1753 TASKaIfa 4053ci REU Field Ops.,20055 Viking Way eldg.#2,Redding,CA 96003 YES YES
EQ2487 ECOSYS M5526cdw Landfill,14095 Clear Creek Road,igo,CA 96047 NO NO
EQ3030 ECOSYS WI�5�1[1GdY,�,'.Solid Waste HHW,2255 Abernathy Lane,Redding CA 96003 no NO �'ES';
EQ 1954 ECOSYS M6635cidn SoBd Waste,2255 Abernathy lane,Redding,CA 96003 YES NO �� ��
EQ2599 Ky17�i8h1#254Cf9W���..Solid Waste scale house,2255 Abernathy Lane,Redding,CA 96003 NO NO YF$ '
EQ3497 TASKaIfa M5526/A Solid Waste,Training room,2255 Abernathy Lane,Redding,CA 96003 NO NO � �� �� �
EQ ll57 TASKaIfa 4053ci Solid Waste,2255 A6ernathy Lane,Redding,CA 96003 YES YES
EQ2862 TASKaIfa 3253ci Clear Creek WTP,2220 Metz Road,Anderson,CA 96007 NO NO
EQ 1793 TASKaIfa 3253ci Clear Creek WTP,2220 Metz Road,Anderson,CA 96007 NO NO
EQ 1790 TASKaIfa 3253d REU Powerplant,17120 Ciear Creek Road,Redding,CA 96001 YES NO
EQ ll77 TASKaIfa 3253ci ftEU Powerplani,ll120 Clear Creek Road,Redding,CA 96001 YES YES
EQ 1792 TASKaIfa 3253ci REU Powerplant,17120 Clear Creek Road,Redding CA 96001 YES YES
EQ 1795 TASKaIfa 3253ci REU Powerplant,ll120 Ciear Creek Road,Redding,CA 96001 YES NO
EQ 2038 ECOSYS M6635cidn REU Powerplant,17120 Ciear Creek Road,Redding,CA 96001 YES NO
EQ2003 TASKaIfa 3253ci ftAeA teminal 333 S.Market Si.,Redding,CA 96001 NO NO
EQ 1774 TASKaIfa 3253ci Aquatic Center,44 Quartz HiII Road,Redding,CA 96003 NO YES
EQ 2563 Kyocera M5526cdw Pire Station#7,3772 Flight Ave,Redding,CA 96002 'NO NO
EQ2879 ECOSYS M5526cdw Fre Station Ft2,3491 Piacer St.,Redding,CA 96001 NO NO
EQ 2881 Kyocera M5526cdw Pire Siation#4,2605 S.Bonnyview Rd.,Redding,CA 96001 NO NO
EQ 1791 TASKaIfa 3253ci Pire Station#5,955 Hartnell Ave.,Redding,CA 96002 NO NO
EQ 1769 TASKaIfa 3253ci Poothill WTP,3100 Poothill Blvd.,Redding,CA 96007 YES YES
EQ 1957 ECOSYS M6635cidn MlK Center,1815 Sheridan Street,Redding,CA 96001 YES NO
:�EQ1779s�. TASKaIfa 3253ci ftedding Library 7st Flr,1100 Parkview Ave.,Redding CA 96001 NO NO The coin tours vendor is Jamex;'.and the pnnt'release system is Sam ��.
EQ 1788 TASKaIfa 3253ci Anderson library,3200 W.Center Street,Anderson,CA 96007 NO NO �
EQ 1956 ECOSYS M6635cido Redding Library,1100 Parkview Ave.,Redding,CA 96001 'YES 'NO
EQ 1787 TASKaIfa 3253d Redding Library,ll00 Parkview Ave.,Redding,CA 96001 NO NO
�:�EQ1776f�� TASKaIfa 3253ci ftedding Library,1100 Parkview Ave.,ftedding,CA 96001 NO NO The coin tours vendor is Jamex;�and the pnnt�7elease system is Sam "
EQ ll70 TASKaIfa 3253ci Redding Library,1100 Parkview Ave.,Redding,CA 96001 NO NO
EQ 1756 TASKaIfa 4053ci Redding Library,1100 Parkview Ave.,Redding,CA 96001 NO YES
EQ 1786 TASKaIfa 3253d Redding Library,ll00 Parkview Ave.,Redding,CA 96001 NO NO
EQ ll87 TASKaIfa 3253ci eumey Library,37116 Main Street,Burney,CA 96013 NO NO
REV Ol/09/2023
EQ 1281 Taskalfa 2552c1 RABA,1530 Yuba St,Redding,CA 96001 YES NO
CITY OF REDDING, CALIFORNIA
REQUEST FOR PROPOSALS
GENERAL CONDITIONS
l. PUBLIC INFORMATION
A11 submitted proposals and information included therein or attaehed thereto sha11 become
public record upon their delivery to the City. Proposals may be reviewed by outside
interested parties after a11 proposals received for a particular project have been reviewed
and the intended awardee has been selected.
By submission of a proposal, Consultant understands and agrees that the City of Redding
is subject to the California Public Records Act(CaL Gov. Code section 62500 et seq.), and
that a11 or part of the proposal submitted by Consultant may be subject to disclosure therein
regardless of whether the proposal or part thereof is marked as proprietary. The City
reserves sole discretion to determine whether disclosure is necessary under State law, and
Consultant hereby releases City from all liability relating to such disclosure. City shall
have no obligation to litigate the issue of disclosure under the Act on behalf of Consultant.
2. RFP ADDENDA
The City of Redding reserves the right to amend, alter, or revoke this RFP in any manner
at any time. At the City's sole discretion,modifications,clarifications,or additions will be
distributed as an addendum to all known proposers. It is the responsibility of all interested
parties to verify the existence of addenda (check Purchasing's website at
1at��s:tl��w,�i�ycafr�dc�in�,�/�cav�r�sn�er�t/d��arts��n�s/�ur�h�sin /b� id csp�c�r�uni����,�h� or
calU email the stated City contact).
3. PROPOSAL PREPARATION COSTS
A11 costs incurred in the preparation and presentation of this proposal sha11 be wholly
absorbed by the vendor.
4. PROPOSALS
All proposals will be firm for a period of ninety(90) calendar days following the required
date of submission unless an alternate time frame is stated in the Request for Proposal.
5. DEVIATIONS
If there are any deviations from the specifications set forth herein,the bidder shall note the
deviations in his proposal. Failure to note a deviation from the specifications may be
grounds for rejection by the City of that particular proposal. Where deviations are noted,
the City reserves the right to accept a proposal containing such deviations provided that,in
the sole opinion of the City, the deviation or deviations so noted do not affect the overall
capability of the alternative item or process proposed to perform the function for which it
is to be acauired and such deviations result in lesser total cost to the City for the subject
item or service.
Page 1 of 3
6. WITHDRAWAL OF'PROPOSAL
Any proposer may withdraw their proposal, either personally or by written request at any
time prior to the scheduled closing time for the receipt of proposals. Such requests are to
be directed to the City Clerk.
7. SELECTION PROCEDURES
Proposals submitted wi11 be subject to the City's selection procedures for technical and/or
professional consultants. Accordingly,final selection wi11 be based upon overall capability
to perform services and not exclusively upon cost of services.
The City may make any investigation it deems necessary to determine the ability of a
Proposer to carry out the obligations indicated in the Request for Proposal and the
submitted Proposal. At the City's sole discretion, the Proposer shall furnish to the City all
information and data for this purpose if materials subinitted by, or investigation of, any
Proposer fails to satisfy the City that the Proposer is properly qualified to carry out the
stated obligations.
The City of Redding reserves the right to accept the proposal that is in the best interest of
the City. The City's decision shall be final.
8. RIGHT TO REJECT PROPOSALS
The City reserves the right to reject any and all proposals, to waive any non-material
irregularities or information in any proposal, and to accept or reject any combination of
items.
9. AWARD OF CONTRACT
The award of the contract, if it is awarded, shall be made on the basis of availability of
budgeted funds and to a responsible Contractor who presents the best value to the City per
Redding Municipal Code 4.20.040(C).
4.20.�4�(�`) P�ocure fa� the city the need�d quality in supplies, se�vices and equipment
that p�ove ta be the best value to the city. L?�termination of b�st value may take into
cansideration additional elements beyand cost such as war�an�y, life cycle related c�sts,
lecrd time, desi�ed aestheties, wo�k expe�ien�ee c�s ve�ified thr�ugh refe�ences o�° wo�k
exarnples, vendor lQcation,p�io�wca�k vvith the city o��ther f'actr��s d�emed�elevc�nt by the
purchasing �ff ee� in the��ocuz�ement of the needed suppli�s, equiprnent o� �Yva�k to he
pe�for•n�ecl.
10. CITY OF REDDING BUSINESS LICENSE
The awarded Vendor/Consultant may be required to obtain a City of Redding Business
License per M�ni�i�al ��d� �,02—��si��s� I,i���s�s.
6.02.020It is unlawful fo�any person to be engaged in business in the city without having
a valid license from the city to do so, in compliance with any and all regulations contained
Page 2 of 3
in this chapter pertaining to the business, unless the person is exempt under the provisions
of this chapte�. No person who is an employee, o� the direct representative of a licensee,
shall be Nequired to pay a license fee for doing any part of the woNk of the licensee.
The selected firm shall execute an agreement with the City within ten (10) working days
after notifieation of seleetion, unless the time for execution has been extended for good
cause at the sole discretion of the City. Failure of the selected finn to meet contract
submission requirements (e.g. insurance) or failure to timely execute an agreement with
the City may result,in the sole discretion of the City,a decision to select from the remaining
proposers or to call for new proposals.
ll. INSURANCE REQUIREMENTS (IF APPLICABLE)
Consultant shall designate the City of Redding, 777 Cypress Avenue, Redding, CA 96001
as a Certificate Holder of the insurance. Consultant sha11 furnish City with certificates of
insurance and original endorsements effecting the coverages required by this clause.
Certificates and endorsements sha11 be submitted electronically via the PTNS Advantage
system. A link wi11 be provided for the Consultant, or their insurance agent, to enter and
upload documents directly to PTNS Advantage. The certificates and endorsements for each
insurance policy are to be signed by a person authorized by the insurer to bind coverage on
its behalf. All endorsements are to be received and approved in PINS Advantage by the
City's Risk Manager prior to the eommencement of contracted services. City may withhold
payments to Consultant if adequate certificates of insurance and endorsements required
have not been submitted as described above or provided in a timely manner.
Rev. 10/11/2023
Page 3 of 3
INSURANCE REQUIREMENTS
A. Unless modified in writing by City's Risk Manager, Contractor/Vendor sha11 maintain the
following noted insurance during the duration of the Contract:
Coverage Required Not
Required
Commercial General Liability X
Comprehensive Vehicle Liability X
Workers' Compensation and Employers' Liability $1,000,000 X
Workers' Compensation Declaration Form X
Garagekeepers $500,000 X
Professional Liability(Errors and Omissions) $1,000,000 X
Excess Liability Coverage $1,000,000 X
Contractor's Pollution Liability$1,000,000/$2,000,000 X
Aggregate
Course of Construction (Value equal to contract amount) X
On Hook$1,000,000 X
Commercial Aircraft Liability$5,000,000 per occurrence/ X
$500,000 per passenger
Auto Liability with MCS-90 endorsement for waste X
spills/cleanups
(Place an "x"in the appropriate box)
B. Coverage shall be at least as broad as:
1. Insurance Services Office form number CG-0001, Commercial General
Liability Insurance,in an amount not less than$1,000,000 per occurrence and
$2,000,000 general aggregate for bodily injury, personal injury and property
damage; Higher limits may be required on project over$1,000,000 Check
with Risk Management
2. Insurance Services Office form number CA-0001 (Ed. 1/87), Comprehensive
Automobile Liability Insurance, which provides for total limits of not less
than $1,000,000 combined single limits per accident applicable to all owned,
non-owned and hired vehicles;
3. Statutory Workers' Compensation required by the Labor Code of the State of
California and Employers' Liability Insurance in an amount not less than
$1,000,000 per occurrence. Both the Workers' Compensation and
05121/20
Employers' Liability po]icies shall contain the insurer's waiver of subrogation.
in favor of City, its elected officials, officers, employees, agents and
volunteers;
4. Garagekeepers Liability, $500,000 for vehicles in the care, custody, and
control of the Contractor/Vendor.
5. Professional Liability (Errors and Omissions) Insurance, appropriate to
Contractor/Vendor's profession, against loss due to error or omission or
malpractice in an amount not less than $1,000,000. To be used for
Professionai Services Contracts
6. Course of Construction Insurance providing coverage for all "risks" of loss in
the amount of the completed project value. To be used when items are
stored unprotected and could be damaged andlor trenches and
performing construction related work(digging up of asphalt).
7. Contractor Pollution Liability,in the amount of$1,000,000,to include but not
limited to coverage for bodily injury, property damage and cleanup arising
from pollution conditions created by the contractor or encountered during
work at job site.Coverage must apply to cleanup,damage or injury that occurs
on, or that originates from, the site. To be used when work is being done in
and around waterways (including storm drains) or potential of
hazardous waste spills. Also, whenever hauling hazardous materials.
Required on all construction projects over $1,000,000 regardless of
location to waterways.
8. Aircraft Liability: $5,000,000 per occurrence for bodily injury, personal
injury and property damage. Policy is to have a minimum sublimit of
$500,000 per passenger. If Commercial Aircraft Liability insurance or
other form with a general aggregate Iimits is used, the general aggregate
limit shall be equal to the required occurrence limit.
9. On-I�ook Coverage insuring vehicles in tow for limits sufficient to cover any
auto physical damage or a combined single limit of one million($1,000,000).
10. Automobile Liability, owned, non-owned and hired, including MCS-90
endorsement for waste spills and cleanup.
C. Any deductibles or self-insured retentions must be declared to and approved by City.
At the option of the City,either: the insurer shall reduce or eliminate such deductibles
or self-insured retentions as respects the City, its elected officials, officers,
employees, agents and volunteers; or the Contractor/Vendor sha11 procure a bond
guaranteeing payment of losses and related investigations,claims administration and
defense expenses.
D. The General Liability shall contain or be endorsed to contain the following
provisions:
05121/20
1. City, its elected officials, officers, em�ployees, and agents are to be covered as
additional insured as respects liability arising out of work or operations
performed by or on behalf of Contractor/Vendor; premises owned, leased or
used by Contractor/Vendor; or automobiles owned, leased,hired or borrowed
by Contractor/Vendor. The coverage sha11 contain no special limitations on
the scope of protection afforded to City, its elected officials, officers,
employees, agents and volunteers.
2. The insurance coverage of Contractor/Vendor shall be primary insurance as
respects City,its elected officials, officers, employees, agents and volunteers.
Any insurance or self-insurance maintained by City, its elected officials,
officers, employees, agents and volunteers, shall be in excess of
Contractor/Vendor's insurance and shall not contribute with it.
3. Coverage sha11 state that the insurance of Contractor/Vendor shall apply
separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this Contract shall be endorsed to state that
coverage shall not be canceled except after thirty (30) calendar days' prior
written notice has been given to City. In addition, Contractor/Vendor agrees
that it shall not reduce its coverage or limits on any such policy except after
thirty(30) calendar days' prior written notice has been given to City.
E. Insurance is to be placed with insurers with a current A.1V1.Best's rating of no less
than A-VII.
F, Contractor/Vendor sha11 designate the City of Redding as a Certi�cate Holder of the
insurance. Contractor/Vendor shall furnish City with certificates of insurance and
original endorsements effecting the coverages required by this clause. Certificates
and endorsements shall be furnished to: Risk Management Department, City of
Redding, 777 Cypress Avenue, Redding, CA 96001. The certificates and
endorsements for each insurance policy are to be signed by a person authorized by
the insurer to bind coverage on its behal£ All endorsements are to be received and
approved by the City's Risk Manager prior to the commencement of contracted
services. City may withhold payments to Contractor/Vendor if adequate certificates
of insurance and endorsements required have not been provided,or not been provided
in a timely manner.
G. The requirements as to the types and limits of insurance coverage to be maintained
by Contractor/Vendor as required this Contract, and any approval of said insurance
by City, are not intended to and will not in any manner limit or qualify the liabilities
and obligations otherwise assumed by Contractor/Vendor pursuant to this Contract,
including, without limitation, provisions concerning indemnification.
05/21/20
H. If any policy of insurance required by this Section is a"claims made"policy,pursuant
to Code of Civil Procedure § 342 and Government Code § 945.6, Contractor/Vendor
shall keep said insurance in effect for a period of eighteen (18) months after the
termination of this Contract.
L If any damage, including death, personal injury or property damage, occurs in
connection with the performance of this Contract, Contractor/Vendor sha11
immediately notify City's Risk Manager by telephone at (530) 225-4068. No later
than three (3)calendar days after the event, Contractor/Vendor sha11 submit a written.
report to City's Risk Manager containing the following information, as applicable: 1)
name and address of injured or deceased person(s); 2)name and address of witnesses;
3) name and address of Contractor/Vendor's insurance company; and 4) a detailed
description of the damage and whether any City property was involved.
NOTE: The City of Redding uses the online insurance program PINS Advantage. Once you have
been awarded a contract with the City of Redding you will receive an email from the City of
Redding=s online insurance program requesting you to forward the email to your insurance
provider(s). Please see attached flyer regarding PINS Advantage.
Contractor=s insurance agent shall furnish the City with certificates of insurance and original
endorsements effecting coverage required by this clause through the City=s online insurance
program PINS Advantage. A11 endorsements are to be received via the online PINS Advantage
program and approved by the Risk Management Department before the project commences.
05/21/20
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for insurance to the Vendor/Contractor. The Vendor/Contractor forwards the email onto their
Insurance Agent(s). The Insurance Agent(s) logs into www,PIi�ISAdv�r�����,cc�� and
completes the insurance certificate online.
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