RFP 4172-0-2013DH City Wide Managed Print Print Shop and ...

NOTICE

To All Private Enterprises

The City of Norfolk (the “City”) desires to procure Managed Print Services,Print Shop Services, and Mail Room Services, city-wide. This includesU.S. and Interoffice Mail processing, courier services, reprographics/PrintShop services and Managed Print Services.

The City invites all persons or firms to respond to the Request for Proposals(“RFP”) by submitting a proposal consistent with the terms and conditions ofthis solicitation herein set forth.

A Pre-proposal Conference is scheduled at the Central Plant Building locatedat 920 East Main Street in Norfolk, Virginia 23510 on October 10, 2012 at10:00 a.m.

RFP Closing Date: October 29, 2012

Request for Proposal 4172-0-2013/DH

City-Wide Managed Print Services,Print Shop Services and Mail Room Services

Buyer: Danny Hawk, CPPBV: 757-664-4026F: 757-664-4018

[email protected]

Contract Administrator: Mr. Butch InmanV: (757) 823-4532

[email protected]

Issued: September 27, 2012RFP CLOSING DATE AND TIME: October 29, 2012

1:00 p.m. Eastern Time

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)

THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION, IN ACCORDANCE WITHTHE TERMS, CONDITIONS, AND REQUIREMENTS SPECIFIED HEREIN. THE SIGNATURE BELOW SHALL BE PROVIDED BY AN AGENTAUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.

Authorized Agent:Signature Type or Print Name

Email Address Telephone Number Fax Number

Company Name

Company FEI/FIN#

mailto:[email protected]


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TABLE OF CONTENTS

SECTION I - GENERAL.......................................................................................................................................................5

A. PURPOSE, BACKGROUND, AND GENERAL SCOPE OF SERVICES..........................................................................................5

SECTION II - SPECIAL INSTRUCTIONS TO THE OFFEROR ......................................................................................16

A. ISSUING OFFICE............................................................................................................................................................16B. CONTRACT ADMINISTRATOR .......................................................................................................................................16C. CONTRACT TERM .........................................................................................................................................................16D. CONTACT WITH CITY STAFF, REPRESENTATIVES, AND/OR AGENTS: ............................................................................16E. OFFERORS OF RECORD: ................................................................................................................................................16F. PRE-PROPOSAL CONFERENCE: .......................................................................................................................................16G. QUESTIONS AND ADDENDA ...........................................................................................................................................17H. CHANGES OR MODIFICATIONS: ....................................................................................................................................17I. RFP CLOSING: .............................................................................................................................................................17J. PROPOSAL SUBMITTAL REQUIREMENTS:......................................................................................................................17K. EVALUATION OF PROPOSALS: ......................................................................................................................................18L. PRESENTATION/DEMONSTRATION:...............................................................................................................................18M. PREPARATION OF PROPOSALS: .....................................................................................................................................18N. PROPOSAL BINDING FOR ONE-HUNDRED TWENTY (120) DAYS: ..................................................................................21O. PROPRIETARY INFORMATION/NON-DISCLOSURE: ..........................................................................................................21P. AWARD ........................................................................................................................................................................22Q. DISPOSITION OF PROPOSALS ..........................................................................................................................................22R. COST INCURRED IN RESPONDING...................................................................................................................................22S. OFFEROR OBLIGATION ..................................................................................................................................................22T. PROTESTS .....................................................................................................................................................................22U. PRIME CONTRACTOR RESPONSIBILITY ...........................................................................................................................23V. SUBCONTRACTORS........................................................................................................................................................23W. NON-ASSIGNMENT........................................................................................................................................................23X. NOTICES .......................................................................................................................................................................23Y. NON-PERFORMANCE .....................................................................................................................................................24Z. TERMINATION WITHOUT CAUSE....................................................................................................................................24AA. BREACH OF CONTRACT / TERMINATION WITH CAUSE....................................................................................................24BB. GOVERNING LAW AND VENUE ......................................................................................................................................25CC. ANTI-COLLUSION..........................................................................................................................................................25DD. ETHICS IN PUBLIC CONTRACTING ..................................................................................................................................25EE. NONDISCRIMINATION ....................................................................................................................................................25FF. DEBARMENT CERTIFICATION ........................................................................................................................................25GG. INSURANCE REQUIREMENTS..........................................................................................................................................25HH. HOLD HARMLESS AGREEMENT .....................................................................................................................................26II. NON-APPROPRIATION OF FUNDS ...................................................................................................................................26JJ. TAX EXEMPTION ..........................................................................................................................................................26KK. CONTRACTOR’S INVOICE .............................................................................................................................................26LL. CONTRACTUAL DISPUTES ............................................................................................................................................27MM. WARRANTY / GUARANTEE ...........................................................................................................................................27NN. PAYMENT TERMS .........................................................................................................................................................27OO. PROMPT PAYMENT .......................................................................................................................................................27PP. AUDITS .........................................................................................................................................................................28QQ. EXCLUSIVITY ................................................................................................................................................................29RR. TIME IS OF THE ESSENCE ..............................................................................................................................................29SS. COMPLIANCE WITH FEDERAL IMMIGRATION LAW ........................................................................................................29TT. COMPLIANCE WITH STATE LAW – AUTHORIZATION TO TRANSACT BUSINESS IN THE COMMONWEALTH..........................29UU. COOPERATIVE PROCUREMENT .....................................................................................................................................29VV. ESCALATION/DE-ESCALATION: ....................................................................................................................................29

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WW. EQUAL OPPORTUNITY BUSINESS DEVELOPMENT ...........................................................................................................30XX. SUBCONTRACTING OPPORTUNITIES FOR SMALL, WOMEN OWNED, MINORITY BUSINESS ENTERPRISES AND DISABLED

VETERANS ....................................................................................................................................................................30YY. SOLICITATION ...............................................................................................................................................................31ZZ. DRUG FREE WORKPLACE .............................................................................................................................................31

ATTACHMENT A: ANTI-COLLUSION STATEMENT .................................................................................................33

ATTACHMENT B: ETHICS IN PUBLIC CONTRACTING.............................................................................................34

ATTACHMENT C: NONDISCRIMINATION...................................................................................................................37

ATTACHMENT D: DEBARMENT CERTIFICATION.....................................................................................................38

ATTACHMENT E: COMPLIANCE WITH FEDERAL IMMIGRATION LAW ..............................................................39

ATTACHMENT F: COMPLIANCE WITH STATE LAW – AUTHORIZATION TO TRANSACT BUSINESS IN THECOMMONWEALTH...........................................................................................................................................................40

ATTACHMENT G: CITY COURIER SERVICES / MAIL DELIVERY ROUTES ..........................................................41

ATTACHMENT G.1: CITY HUMAN SERVICES COURIER SERVICES / MAIL DELIVERY ROUTE......................44

ATTACHMENT G.2: CITY LIBRARY COURIER SERVICES / MAIL DELIVERY ROUTE .......................................45

ATTACHMENT H: CITY MAIL PROCESSING EQUIPMENT.......................................................................................46

ATTACHMENT I: CITY MAIL MACHINE SUPPLIES ...................................................................................................47

ATTACHMENT J: CITY MAIL STATISTICS ..................................................................................................................48

ATTACHMENT K: CITY COPY CENTER AND PRINTER FLEET STATISTICS........................................................49

ATTACHMENT L: DEPARTMENTAL DATA REPORTS ..............................................................................................51

ATTACHMENT M: PAPER USAGE ESTIMATES FOR 07/01/2011 – 06/30/2012 ........................................................52

ATTACHMENT N: OUTSOURCED PRINTING JOBS 07/01/2011 – 06/30/2012...........................................................53

ATTACHMENT O:INVENTORY OF PRINTERS, COPIERS AND MFDS AS OF AUGUST 21, 2012.........................56

ATTACHMENT O.1: INVENTORY OF LARGE-FORMAT PRINTERS/PLOTTERS AS OF AUGUST 21, 2012 .......66

ATTACHMENT P: LEASED DEVICES AND MATURITY DATES AS OF JUNE 30, 2012 .........................................67

ATTACHMENT Q: ELECTRONIC DATA RESOURCES ACCEPTABLE USE POLICY (AUP)..................................72

ATTACHMENT R: COST SUMMARY SHEET – ALL SERVICES ................................................................................79

ATTACHMENT R.1: HARDCOPY DEVICE FEATURES AND COST SUMMARY SHEET........................................80

ATTACHMENT S: SUPPLEMENTAL QUESTIONS .......................................................................................................82

ATTACHMENT T: CURRENT TECHNOLOGY AND ENVIRONMENT INFORMATION..........................................87

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SECTION I - GENERAL

A. Purpose, Background, and General Scope of Services

1. Purpose

a. The City of Norfolk, Virginia (the “City”) seeks to contract with one or more responsible andqualified companies to provide Managed Print Services, city-wide, and to operate and manage a turn-key operation for the City’s Print Shop and Mail Room Services (to include U.S Mail, InterofficeMail, and Courier Services). The purpose of this RFP is to solicit proposals from such companiesand allow companies the opportunity to be innovative and creative in its proposal. The City desires toevaluate proposals that present operational efficiencies and cost savings to the City, while providingacceptable services and deliverables, in accordance with the requirements, terms and conditionsoutlined, herein.

b. For the purposes of this RFP, “Managed Print Services” is defined as outsourcing of equipment andservices to a company for the purpose of having the company manage the hardcopy device fleets(copiers, printers, multi-functional devices, and fax machines) in a user friendly, efficient, and unifiedmanner.

c. Through the resulting contract, the City expects the Contractor (also herein referred to as“Contractor”) to lease a variety of multi-functional devices under the resulting contract that will becapable of accommodating various office volumes and environments, efficiently and cost-consciously. The City also expects the Contractor’s management of the contracted leases to includethe standardization of each lease’s termination date and renewal date. Therefore, Offerors areencouraged to propose a means to transition all of the City’s active leases into the resulting contractand assume responsibility of the City’s entire hardcopy device fleet by the time all new equipmentinstallations are scheduled to be complete or within the first three months after contract execution,whichever comes first.

d. The City also expects that, in the near future, the City may desire to make payments to the Contractor,electronically or by credit card. In either case, the City expects the Success Offeror to have thecapability to accept these forms of payment and, by accepting the resulting contract, agree upon it.

e. The City realizes that there are firms with expertise in one or more of the service areas referencedabove and encourages the submission of proposals for one, two, or all three types of servicesrequested under in this RFP. The City intends to evaluate each proposal submitted to determine whichproposal(s) will provide the greatest benefit to the City. As such, the City reserves the right to award acontract to one or more offerors from the requirements of this RFP.

2. Background

a. Currently, the City of Norfolk contracts with Ricoh Americas Corporation for Managed PrintServices, Print Shop Services (reprographics) and Mail Room Services. However, the City has a fewnumber of equipment leases from Océ North America and Xerox Corporation. (Attachment O to thisRFP provides the inventory of equipment within the City and their lease termination dates.)

b. The City’s outsourced Print Shop and Mailing services are operated on the City’s premises at 920 E.Main Street, on the 2nd floor of the City Central Energy Plant. Any Offeror interested in using thissame space for its operations must clearly state such in its proposal.

c. The current contract with RICOH Americas Corporation is in its final year and expires April 30,2013, although there are active leases with staggered expiration dates beyond April 30, 2013. TheCity expects the contract resulting from this RFP to be executed by, approximately, February 1, 2013.

d. A summary of the City’s current services with Ricoh Americas Corporation is provided, below:

1) U.S. MAIL & INTER-OFFICE MAIL PROCESSING/COURIER SERVICES

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a) Under the current contract the Contractor picks up and delivers all pieces of incoming andoutgoing City mail to the U.S. Post Office. The current contractor processes, appliespostage, and delivers all outgoing U.S. Mail utilizing a pre-sort bulk mail. The Contractoralso receives and processes incoming and outgoing commercial carrier mail and parcels,such as DHL, FedEx, UPS, etc.

b) The City owns the current mail equipment and operating software (Hasler WJ250 mailmachines) and leases the postal meters through Hasler. The City will provide this equipmentfor the mail operation. However, Offerors should include all supplies and materialsnecessary to operate this equipment as part of their proposal. The current contractor alsopicks up, sorts, and delivers all City inter-office mail and materials.

c) Under the current contract the contractor processes all incoming and outgoing U.S. mail,City inter-office mail, and commercial courier mail. This includes special arrangements totransport books, weekly cash bags, and other materials and supplies for the Norfolk PublicLibrary system. Additionally, courier services are provided for the Norfolk Department ofHuman Service, transporting mail and other materials between all of the locations of theNorfolk Department of Human Services.

d) Currently, the schedule for Civic Complex/School Administration mail messenger servicepick-ups and deliveries is as follows. City Hall will be serviced at 10:00 a.m. and at 3:00p.m. General District Court, Circuit Court, and School Administration (to include Juvenileand Domestic Relations Court) will be serviced at 12:00 noon: See Attachment for detailsof mail courier and delivery schedules.

G, City Courier Services / Mail Delivery Routes,G.1, City Human Services Courier Services / Mail Delivery route, and AttachmentG.2, City Library Courier Services / Mail Delivery Route

Currently, letter mail is processed as first class and presort. All parcels that are moreeconomically processed by commercial carriers such as DHL, FedEx, and United ParcelService are forwarded to that carrier.

e) The City processes approximately one million or more pieces of mail each year, whichincludes interoffice mail. This mail is comprised of standard letters, packages, and flats, withfolding and inserting performed as needed. Statistics for pieces of mail that are folded andinserted by the Mail Processing Facility are not available. See Attachment J, City MailStatistics.

f) Mail is currently retrieved from the City’s post office box and accountables window at theMain U.S. Post Office at 600 Church Street and caller service from the Lafayette StationPost Office at 2655 Tidewater Drive.

g) The City intends to reduce its printing costs through the use of the contract resulting fromthis RFP. Currently, the City pays a rate of $.0037 for each black and white copy and $.05for each color copy, including all supplies (ink/toner cartridges, paper, and staples).

2) ReprographicsUnder the current contract, Ricoh operates and manages the City’s print shop operation byperforming in-house (on-site) printing and copying jobs that had been previously been purchasedfrom various contractors/vendors, as needed. Examples of these jobs are business cards, specialforms, flyers, pamphlets, and other City marketing and informational materials. If the printingjob request cannot be performed in-house by Ricoh, Ricoh refers it to an outside printingcontractor, who completes the job, but Ricoh delivers it to the City department upon completion.See Attachment N, Outsourced Printing Jobs 07/01/2012.

3) Copiers/Multi-functional Devices (Copier/Printer/Scanner/Fax):

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a) The current inventory of printers, copiers, multi-function devices (MFDs), and large-formatprinters/plotters is in Attachment O (printers, copiers, MFDs) and Attachment O.1 (largeformat printers/plotters).

b) The lease term for RICOH equipment is thirty-six (36) months. There are variousintermediate maturity dates, as listed in Attachment P, Leased Devices and Maturity Datesas of June 30, 2012, ranging from month-to-month to thirty-six (36) months.

c) The City does not guarantee any minimums for prints or copies. However, the number of“clicks” per device in the City’s fleet of hardcopy devices over a twelve (12) month period isprovided in Attachment K, City Copy Center and Printer Fleet Statistics. For purposes ofthis RFP, a “click” is defined as the number of pages printed or copied on a device.Currently, with Ricoh, a duplexed page is counted as two clicks. Also, for purposes of thisRFP, “clicks”, “copies”, “pages” and “prints” are interchangeable. See Attachment M, PaperUsage Estimates 07/01/2011 – 06/30/2012 and Attachment K, City Copy Center and PrinterFleet Statistics.

d) Under the current contract, the contractor provides all equipment, supplies, parts, labor, usertraining and expertise necessary to maintain the City’s fleet of copiers and MFDs. Thisincludes toner, paper, staples, replacement parts, service, and repair of all machines leasedfrom the current Vendor. The initial stages of the current contract began with a limitednumber of copiers and transitioned to copiers, printers, and multi-functional devices whichhave replaced individual desk top printers, scanners, and fax machines in many Citylocations.

e) The current contractor provides weekly, secured cash transport services from branchlibraries to the City Treasurer’s Office. The City provides the cash bags, which are usedalong with clear, documented procedures for tracking and controlling the flow of money.The average weekly total of cash is $2,900.

f) The current contractor also provides delivery of City employee paychecks from the LibraryService Center to branch libraries during scheduled mail messenger service, twice permonth.

g) Since the current contract began, the City has taken the initiative to reduce hardcopy anddesktop printing costs. During this initiative, the current contractor conducts officeassessments for the City, which includes a department’s printing, copying, faxing, andscanning needs. As business-appropriate, the City is replacing workgroups and individualprinters, copiers, scanners, and fax machines and consolidating to MFDs capable of printing,copying, scanning, and faxing documents.

h) As the City transitions to a Managed Print Services environment, we expect to continue thiseffort to reduce hardcopy and desktop printing costs. Where copying, printing and scanningis needed, the City expects Contractor to work with the City to shift usage from locally-attached or stand-alone devices to network-attached hardcopy devices. We expect tocollaborate with the Contractor to promote the most appropriate copying, printing andpaperless document standards, based on industry best practices. See Attachment O,Inventory of Printers, Copiers and MFDs as of August 21, 2012.

i) Contractor is expected to work in collaboration with the City to maintain communicationswith hardcopy device users and to ensure equipment and services are performing as intendedand required by the resulting contract. Several methods to maintain this communicationmay be used, including but not limited to: conducting periodic customer satisfactionsurveys; meeting on a regular basis with designated City contacts; communicating purposeand intention for moving towards managed print services; maintaining an on-line customerportal for viewing hardcopy device usage, metrics, and other data. Contractor is encouragedto be creative with additional ideas for ensuring customer information sharing andsatisfaction with services provided.

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j) Contractor is expected to attend a Pre-implementation meeting with City staff, prior toperformance, as well as attend periodic status meetings, thereafter. These meetings arenecessary to discuss services, device utilization and location, usage and billing, hardcopydevice optimization status, and other items of importance and to ensure schedules aremaintained for implementation and installation of devices and services.

3. Scope of Work

a. General Work Statement1) The Contractor is required to furnish and deliver on a “turn-key” basis all labor, materials,

supplies, equipment, and services to provide Managed Print Services, full-services Print Shopservices and full-service Mail services for the City. These services must include, as a minimum,all necessary staff to install, configure, test, and implement the equipment provided under theresulting contract and to provide all appropriate leveled/skilled personnel to attend all necessarymeetings scheduled as part of performance under the resulting contract, as determined by theCity. The Contractor shall certify that the equipment provided is new and unused and free ofdefects, upon delivery to City locations. Equipment must be installed properly, implementedcorrectly, as designed by manufacturer and as expected by the City, and ready for use before it isleased to the City.

2) Contractor shall provide the necessary factory/dealer warranty and technical support services,training, documentation, and continued support for the life of the contract.

3) The Contractor shall be responsible for specifying, in its proposal, any modifications,enhancements, ongoing lifecycle/refresh, or upgrades required to the City’s existing enterpriseserver, storage, network, communications, or desktop or laptop hardware required forContractor’s successful equipment installation and operation.

4) Additional equipment, upgrades, or replacements to existing City hardware and / or software maybe procured by the City, as part of this agreement, from Contractor, under existing Cityagreements, or as part of a separate procurement, as deemed in the best interest of the City.

5) The City requires the Contractor to perform all installation, implementation, and testing of theequipment provided to the City before City use of the equipment. When providing equipment tothe City, the Contractor should expect that all equipment leased or purchased under the resultingcontract will be connected to the City’s network.

6) The Contractor shall ensure that all staff that operate motor vehicles as a part of this contractedservice with the City shall possess valid driver’s licenses and successfully complete themandatory City Motor Vehicle Operating Safety Training Course as required by the City Safetypolicy.

7) Any Contractor and third party personnel assigned to the project must read, sign and abide by theCity’s Acceptable Use Policy (AUP). Attachment Q

8) Any equipment attached to the City’s network must adhere to the City’s network security policiesand procedures for network-attached devices. Only compatible network equipment will beconnected to the City’s network.

9) Contractor should provide a single point of contact to which the City should submit servicerequests, ask billing questions, or general account information calls, toll-free, regarding the City’saccount and ordering of services or supplies.

10) Immediately upon contract award, Contractor will provide the City with the names, phonenumbers, addresses, and email addresses of the individual Contractor team members the ContractAdministrator should contact for assistance, who have decision making authority in the various

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areas of the contract’s performance. Contractor is responsible for immediately providing anyupdated information on these contacts to the City, as changes occur.

11) Contractor must provide one (1) point of contact familiar with the City’s lease agreement andaccount for billing. An open “customer care service” center representative is unacceptable.

12) Invoices disputed by the City will not be paid until thirty (30) days after the dispute is resolved.13) Contractor shall provide a consolidated bill to the City, each month, in an electronic and paper

format, addressed to the City’s Contract Administrator. The electronic bills will be in a formatacceptable to the City. If the contents of the paper bill and the electronic bill do not agree, thepaper bill will be considered correct and the contractor will be responsible for correcting theelectronic version of the bill.

14) Contractor will provide online account management for the leased equipment and suppliesordered.

15) Contractor will electronically compile meter readings on a monthly basis.16) Contractor’s billing cycle will coincide with the City’s fiscal year (July 1 – June 30).17) Acceptance of equipment will occur upon receipt of product or when installation has been

completed as requested and acknowledged, in writing, by the City Contract Administrator.18) Contractor must maintain, on an on-going basis, as updates occur and at no additional cost to the

City, a record of all units of equipment and products covered by the lease by serial number,model number, install date, physical location, and end date for each unit’s lease.

19) Ownership of the equipment shall remain with the Contractor at all times and shall not pass to theCity, unless specifically requested by the City’s Issuing Office.

20) Contractor must warrant that each product/machine provided under this contract is and mustcontinue to be data programmable and upward compatible with any other product/machineavailable or to be available from Contractor within the same family of products, so that data filescreated for each product can be utilized without adaptation of the other products and so programswritten for the product/machine can operate on the next generation of products.

21) Contractor must maintain a business resumption (disaster recovery) plan for all of theequipment and programs being provided under the resulting contract, for each serviceprovided (i.e. mail service, print shop services, managed print services). Contractor isrequired to maintain updated plans and provide a copy to the City, upon request.

22) Contractor must provide relocation services for equipment leased to the City by Contractor, uponrequest of the City Contract Administrator, at no cost to the City.

23) Contractor must maintain service reports for each machine and provide same to the City, uponrequest.

24) Contractor must load all software drivers on individual PCs and MACs for all end users, asrequired.

b. Specific Requirements

U.S. Mail & Interoffice Mail Processing / Courier Services1) Contractor is expected to provide a turn-key solution for the City’s mailing services, where the

entire mailing service operation is completely managed and performed by Contractor and / orContractor resources for incoming and outgoing mail. This includes, but may not be limited to:Postage, equipment, supplies, labor, transportation, services, education, training, and any otherrelated services necessary. Attachments G, G.1 and G.2 provide the courier services/mailservices routes for the City. Contractor may perform work outside of the City’s standardoperating hours for mailing/printing services; however, this work will be at Contractor’s expenseand at no cost to the City.

2) Contractor is expected to use the City’s mailing equipment in its turn-key mail service operation,as described herein. It will be the responsibility of Contractor to obtain and provide ongoing

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education and training of its staff in the use of the City-owned equipment, software, leased postalmeters, supplies, and every other aspect to fully and efficiently process City mail in the most costeffective manner, at Contractor’s expense and at no additional cost to the City. (See AttachmentH - City Mail Processing Equipment, for a list of the mail equipment owned by the City andAttachment I - City Mail Machine Supplies for a listing of mail machine supplies used duringthe period January 2010 through May 2012.

3) The City reserves the right to add and / or delete locations and / or routes for mail services, as itdeems necessary, and Contractor shall comply. Any additional cost or reduction in cost shall benegotiated between the City and Contractor.

4) Contractor is expected to maintain all equipment, City or Contractor-owned, in good workingorder and to have adequate, operational equipment available at all times for daily mail serviceoperations. At least five (5) days prior to expiration of resulting contract, Contractor shall turnover all mail services equipment to the City in the same or better condition as it was provided toContractor, with the consideration of normal wear and tear on the equipment. The Contractor willbe responsible for ensuring the City’s equipment is not being used for any other purpose than thatwhich is outlined and described in this RFP. Contractor will be responsible for any necessaryrepair caused by the Contractor’s (or subcontractor’s) negligence, loss, or wear beyond normalusage. This includes additional and / or replacement equipment purchased by the City and usedby Contractor in the processing of City mail.

5) Contractor is expected to maintain any space owned by the City or being used in the provisioningof services in a clean and safe condition and will return it to the City in the same or bettercondition as when received, normal wear and tear excepted. Any alterations to City-ownedequipment and / or spaces must be approved in writing in advance by the City’s ContractAdministrator.

6) Contractor must be available to the City and its departments during the City’s operational hoursof business to provide all mailing services, as needed.

7) The Contractor shall provide business resumption (disaster recovery) plans for each of itsoperations and maintain updated plans as operations change in the processing of City Mail andcourier/mail messenger service fifteen (15) days prior to operational changes.

8) Contractor is to provide the City with the most advantageous presort discounts possible.9) Contractor is expected to ensure the City receives all mailing discounts available to it, 5-digit and

3-digit pre-sort discounts.10) Contractor will be responsible for the pick-up, processing, and distributing of interoffice mail to

and from the Civic Complex/School Administration Building at the corner of St. Paul Boulevardand City Hall Avenue.

11) Contractor is expected to conduct address research and forwarding function for insufficientlyaddressed first-class or interagency mail.

12) For purposes of this RFP, “Delivery” is defined as the receipt of mail from all appropriate sourceswith correct sorting to postal box numbers and subsequent delivery of that mail to the physicallocation of the postal box or to the agency location.

13) Contractor is expected to maintain a report of daily, weekly, monthly, and yearly incoming maildata on volume of trays, tubs, carts, interoffice mail, parcels, business reply, and accountable mailfor a monthly to annual analysis report. Reports must be submitted to the City’s ContractAdministrator, no later than ten (10) working days following the end of the monthly billingperiod.

14) The City prefers to have metered mail separated, by City budget code, then into class of mail andweight before the correct postage is applied. Postage must be applied to metered mail the samebusiness day it is received by Contractor.

15) Contractor must have complete knowledge and procedures in place to receive, prepare and/orverify, sack and deliver mail to the U.S. Postal Service Business Bulk Mail Unit of the Main PostOffice.

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16) Contractor is expected to develop administrative, financial and monitoring systems which willprovide accurate departmental charge-back of costs, internal accounting for postage, andmanagement information for the City.

17) Postage cost incurred will be reimbursed to the Contractor by the City on an actual cost basis.Therefore, an estimate of this cost shall not be included in Contractor’s overall cost of providingthese services to the City.

18) Any reimbursement by the USPS for spoiled postage and any savings for pre-sort mail must beforwarded to the City Contract Administrator upon receipt by the Contractor. Any overhead costsassociated with this service must be included in the monthly cost for mail management services.Reimbursement to the Contractor by the City for actual cost of postage will be made on amonthly basis in conjunction with the monthly payment for mail management services. Invoicingfor reimbursement of postage should be detailed by Contractor for reconciliation purposes. Adetailed report of postage costs broken out by department must be provided electronically to theCity Contract Administrator by Contractor in Microsoft Excel (Excel 2007 or higher) formatwithin ten (10) days of after the conclusion of the calendar month.

19) Contractor should ensure it has on-site access to computerized and electronic information and isable to continuously able to electronically communicate with City staff and its employeesthroughout the work day. If Contractor’s mail services are operated in City spaces, Contractor isrequired to ensure its computer equipment/systems meet the City’s technology requirements andstandards.

20) Contractor will be responsible for assisting the City in developing policies and procedures tofacilitate efficiency in mail operations and to reduce City mail costs.

21) Contractor will create and maintain a Standard Operating Procedures (SOP) manual for its CityMail Services.

22) The City may require criminal history background, credit check, and / or drug and alcohol testingto be performed on any Contractor personnel and third-party personnel assigned to this project, atContractor’s expense. The City may require Contractor to replace any assigned personnelconsidered unacceptable by the City. The drug and alcohol screening must be administered andresults documented by a state-approved laboratory licensed to conduct such tests in accordancewith standards established by the National Institute On Drug Abuse (“NIDA”). The City requiresthat any Contractor employee or third party personnel with a positive test result be removed fromworking on the City’s project(s).

23) Contractor shall continually train its staff to be knowledgeable of USPS and other governmentregulations related to processing City Mail. Contractor is expected to communicate, in writing, allUSPS and all other regulatory changes that impact the processing of City Mail to the CityContract Administrator, immediately, as they arise.

24) The City of Norfolk requires that all technical data and work performance of the resultingcontract shall become the sole property of the City without future usage restrictions of any kind.

25) Contractor must be regularly and practically engaged in the management and delivery of U.SMail processing, courier services, reprographics management services, or managed print servicessolutions that adhere to industry best practices and standards.

Reprographics / Print Shop Services1) Contractor is expected to provide a turn-key solution for the City’s reprographic/Print Shop

services, where the entire Reprographics/Print Shop service operation is completely managed andperformed by Contractor and / or Contractor resources. The Contractor shall provide allnecessary equipment including maintenance and repairs, supplies, labor, education, and trainingnecessary to provide full reprographic services for City departments. These services also includes,but are not limited to: Design consultation, production management, technical support, color andblack/white copying, print cost estimates, and assistance in the development of reprographic

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service specifications for use in bidding and/or sub-contracting jobs which are beyond the scopeof this contract or capacity of the Contractor.

2) The City offers limited space to be shared with the Contractor awarded the contract for CityReprographics/Print Shop. Such allocation of space will be determined solely by the City. Thespace to be shared is located on the 2nd floor of the Central Energy Plant, 920 East Main Street,Norfolk, Virginia.

3) Contractor is expected to provide high speed digital copier/printer equipment that is capable ofbut not limited to duplex printing and finishing functions, as well as color and black/white copies.The equipment provided by the Contractor should be adequate to perform the volume ofprinting/copying that handle all standard paper sizes plus 8.5 x 5.5 and 17 x 11. Note that USBdevices not approved by the City are not to be connected to any City device by Contractor, due tosecurity concerns.

4) Contractor should be able to receive City print jobs electronically, via email, CD, or otheracceptable electronic format, in the software format used by the City, i.e. MS Outlook, AdobePDF

5) Contractor shall provide materials, labor, supplies, furniture and equipment to perform the workrequired to manage a Print Shop operation, including, but not limited to consumable supplies.See Attachment K - City Copy Center and Printer Fleet Statistics for the previous fiscal yearusage data.

6) Contractor will assist the City in developing policies and procedures to facilitate efficiency inPrint Shop/Reprographics operations and to reduce City printing costs.

7) Contractor will create and maintain a Standard Operating Procedures (SOP) manual for City PrintShop Services.

8) Contractor is expected to charge back to each City agency for the cost of printing jobs bysubmitting invoices to the individual City agencies for payment processing.

9) The Contractor shall provide electronically to the Contract Administrator on a monthly basis inMicrosoft Excel format (Excel 2007 or higher) a detail listing of all printing jobs provided to Cityagencies. The list shall include the City agency, description and type of print job, cost, date of jobrequest submission, date of job completion, and volume of items printed. Reports shall beelectronically delivered to the City Contract Administrator within ten (10) days after theconclusion of the calendar month. The Contractor shall provide at no additional cost to the Cityother reporting of data related to Print shop activities, as requested by the City.

10) Contractor is expected to operate, from time to time, beyond its normal business hours, at noadditional cost to the City, to ensure that reports for month end, year end, printing of the Citybudget and other important and / or unforeseen requirements are available for pick-up or delivery.

11) Quality of printing projects and deadlines for completing them will be exclusively customerdriven.

12) Contractor is expected to distribute departmental data reports electronically and / or in any othermanner requested by the City. The estimated monthly quantity is 26,000 pages per month. Datareports must be treated as confidential and delivered accurately and in their entirety to theaddressee by the time listed in Attachment L, Departmental Data Reports. If a data report is notlisted, it must be delivered within two hours of printing or no later than 9 a.m. of the dayfollowing an overnight report. Failure to deliver data reports on time must result in a credit to theCity for the cost of the report. Data reports that must be reprinted due to inaccurate or incompletedelivery will be reprinted at no cost to the City. Some of the City’s current departmental data

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reports require IBM’s Advanced Function Printing (AFP/IPDS). The Contractor’s equipmentmust be able to utilize IBM’s Advanced Function Printing (AFP/IPDS) to print reports. Note ifthis is an extra-cost option. See Attachment U, Existing Computer and Network Environment foradditional information on connectivity and standards.

13) Contractor shall develop a Job Request Form to be provided to Print Shop customers thatspecifies the reprographic services requested by the department. The form design should besubmitted to the City for approval within fifteen (15) calendar days after award.

14) Binding equipment/services are expected to be part of Contractor’s reprographic services, at noadditional cost to the City.

15) When necessary, Contractor will conduct whatever service are necessary, including sub-contracting printing services that are beyond those provided directly by Contractor, in order tomeet the reprographics requirements of the City, at no additional cost to the City. See AttachmentN, Outsourced Print Jobs 07/01/2011 – 06/30/2012.

16) Service performed by Contractor may include, but are not limited to, review of the requests,sending the requests to an appropriate print firm, and review of the finished product forcompliance with quantities and quality. The City may choose to deal directly and independentlywith local printing firms for reprographic jobs.

Managed Print Services/Equipment1) Contractor is required to provide managed print services for the entire hardcopy device fleet listed

in Attachment O, Printers, Copiers and MFDs as of August 21, 2012. These devices are atvarious locations within the City. Managed print service support for large-format printers/plotterslisted in Attachment O.1, Large Format Printers/Plotters as of August 21, 2012, is optional.Currently-installed desktop scanners and stand-alone fax machines are specifically excluded fromthe inventory list. Support for these devices is not requested or expected; however, the CostSummary Sheet (Attachment R) has an entry line available, if needed. Contractor is expected tooffer and provide, when needed, a means for the City to detect and identify any and all stand-alone hardcopy devices within the City, whether it is on the equipment is on the City’s network ornot.

2) Contractor shall lease multi-purpose devices (MFDs and large-format printers/plotters to the City,based upon equipment recommendations derived from office assessments and reviews.

3) All machines leased to the City must be “networked ready, plug and print” equipment.4) Contractor will be responsible for configuring all machines and software to satisfy the printing

requirements of the City and to troubleshoot any problems that may arise with the machines or itssoftware.

5) All equipment and products provided to the City must be new and unused and free of defects inmaterial, design, and workmanship. Refurbished, shop-worn, prototype, or demonstratorequipment are not acceptable.

6) All machines must provide true concurrency between multiple functions on the machine.7) Machines must be able to comfortably and functionally fit into the City department’s physical

operational space.8) Contractor must deliver, unpack, install, and test all equipment, to include: Checking the

equipment for proper operation, loading paper, and or supplies, enabling network connectivity,and removing all shipping material from the City’s premises.

9) Contractor must provide an interface to download billing data into the City’s AFMS financialmanagement system, when required.

10) Equipment may utilize cold or hot internal running operations.11) Contractor is expected to provide usage click allotments, per machine (applies to black and white

and the color copiers), as well as the availability of “pooled clicks”, if requested by the City.

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12) Contractor should provide a fixed monthly lease fee for the entire lease term.13) Contractor must provide consistent automated meter readings for billing that must be performed

on the same day for all City machines.14) Machines shall not have the capability to permanently store information in the machine, once the

information has been copied or printed. Contractor is required to wipe clean (in compliance withDOD regulations/guidelines) the hard drives and non-volatile memory, removing all City data,personal information, and protected data in accordance with all relevant regulations, for all of theCity’s leased equipment under the resulting contract, once the leases have expired. Contractor isrequired to provide the City with a Certificate verifying hard drives have been cleaned properlyand non-volatile memory, removing all City data, personal information, and protected data inaccordance with all relevant regulations, and certify same A new, unused machine withcompatible functionality and features must be provided with each new lease or lease renewal.

15) Contractor must deliver all equipment, supplies, and products F.O.B. destination, inside delivery,with such destination being the “ship to” address on the applicable purchase order. Contractorwill bear the risk of loss of or damage to the equipment, supplies, or products until the City hasaccepted delivery.

16) Contractor will also provide supplies, service support, preventive maintenance, repair, parts, andlabor to support hardcopy devices that had been leased but transferred to ownership by the City.The City anticipates that Contractor will review condition and utilization of owned devices, aspart of a needs analysis or in the event of device failure, and make recommendations for removal,repair or replacement.

17) Contractor is expected to assume responsibility for all of the City’s currently leased equipmentwith Ricoh and rolled them into the contract resulting from this RFP. As a result, the Cityexpects all City leased equipment with Contractor to expire on the same date or within the samemonth and year.

18) Contractor must provide repair and / or replacement services for the leased equipment within theguaranteed time periods incorporated into this contract (see §I.V., ¶M – Preparation of Proposal).These are the performance guarantees proposed by Contractor and accepted by the City, as part ofthe contract award. Additionally, Contractor must provide new, unused replacement equipmentof equal or better quality and capabilities at the request of the City Contract Administrator, shouldthe City not be satisfied with the performance of the existing equipment installed by Contractor.Such replacement equipment will be provided at no additional cost to the City and at the samemonthly lease fee, or less, as the defective copier for duration of the lease term.

19) Automatic replenishment of supplies is expected from Contractor. Supplies, such as developer,toner, oils, and other supplies necessary for machine operation with automatic replenishment, atno additional cost to the City.

20) Software Upgrades – During the term of the lease, Contractor must immediately provide allsoftware upgrades for leased equipment, as needed and as they are provisioned, for each hardcopymachine and each software package utilized by the machine, at no additional cost to the City.

21) Contractor must install, add, move, or change devices as required or requested by the City.22) Provide on-site (on City premises) full service repairs and preventive maintenance.23) Execute a phased replacement plan, when required.

Documentation1) The City requires the Contractor to provide all manuals, documentation, guides, and instructions

available from the manufacturers of each of the hardcopy devices and modules. These must beprovided initially and for all upgrades. All documents shall be made available in a manipulative,electronic version and online.a. Contractor should provide two (2) original and two (2) electronic copies in Microsoft Word

(2007 or higher) or Portable Document Format of the user manuals as part of implementation.

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b. Contractor is expected to provide the City the right to excerpt, summarize, or otherwisereproduce the Contractor’s system, technical, and user manuals and other vendor-developeddocumentation for free distribution to the City’s installation support personnel and its internalCity users.

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SECTION II - SPECIAL INSTRUCTIONS TO THE OFFEROR

A. Issuing Office

City of NorfolkOffice of the Purchasing AgentAttn: Danny Hawk, CPPB232 Main Street, Suite 250Norfolk, VA 23435Telephone: (757) 664-4026Fax: (757) [email protected]

B. Contract Administrator

City of NorfolkFacilities Maintenance DivisionAttn: Ray “Butch” Inman2840 Dana StreetNorfolk, VA 23509Telephone: (757) [email protected]

C. Contract Term

For any contract resulting from this RFP, the contract term shall be for an initial five-year term, beginning onthe date the City fully executes the contract. Continuation of this contract beyond the initial five-year periodwill be subject to annual appropriations for this specific purpose. The City reserves the exclusive option torenew the contract for two (2) additional five-year periods. The City may cancel any agreement resulting fromthis solicitation by providing 60 days written notice to the Contractor, at no additional cost to the City.

D. Contact with City Staff, Representatives, and/or Agents:

Direct contact with City staff, representatives, and/or agents other than the Issuing Office staff on the subjectof this RFP or any subject related to this RFP after issuance of the RFP and prior to award is expresslyprohibited. Any such prohibited contact by an offeror will result in disqualification of the offeror’s Proposal.

E. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Issuing Office via www.DemandStar.commust contact the Issuing Office and provide Offeror’s name, address, contact person, telephone and faxnumber, and the RFP Item Number. Offeror will be added to the DemandStar Planholders’ list and willreceive notification of any addenda to the RFP.

F. Pre-proposal Conference:

A Pre-Proposal conference will be held in the Central Plant building at 920 East Main Street in Norfolk,Virginia on October 10, 2012 at 10:00 a.m. to answer any questions regarding this RFP. Any changesdetermined necessary as a result of this conference or any other source that may affect the responses to theProposal will be formally addressed by the Issuing Office via addenda. Attending this conference is notmandatory, but is advisable.

A site visit will be conducted immediately after the Pre-proposal Conference for those who are interested.


http://www.demandstar.com/

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G. Questions and Addenda

Offerors shall carefully examine this RFP and any addenda. Offerors are responsible for seekingclarifications, in writing, of any ambiguity, conflict, omission, or other errors in this RFP. Questions shouldbe addressed to the Purchasing Agent. If the answer materially affects the RFP, the information will beincorporated into an addendum and posted on www.demandstar.com. This RFP and any Addenda shall beincorporated, by reference, into any resulting contract. Offeror is responsible for checking the DemandStarweb site or contacting the Issuing Office within 48 hours prior to the proposal closing to secure any Addendaissued as part of this RFP.

The deadline for submitting questions under this RFP is 12:00 Noon, October 19, 2012. Oral comments andinstructions do not form a part of this RFP. Fax and e-mail are for questions only. Proposals submitted viafax or e-mail will not be accepted.

H. Changes or Modifications:

Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addendafrom the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the coverpage of this RFP. Oral communications are not a part of the RFP or Proposal documents. This RFP and anyaddenda shall be incorporated, by reference, into any resulting contract.

I. RFP Closing:

Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date andTime shown on the cover page of this RFP. Proposals received after the specified date and time (timestamped 1:01 P.M. or later) will not be considered and will be returned to the Offeror unopened. Proposalshall be delivered to: Office of the Purchasing Agent

232 E. Main Street, Suite 250Norfolk, Virginia 23510RFP 4172-0-2013/DH

J. Proposal Submittal Requirements:

1. Each Proposal shall be submitted to the Issuing Office and shall include the following documents:a. The cover page of this RFP, which will contain:

1) Original signature of an agent authorized to bind the company;2) Requested contact information;3) Company FEI/TIN number; and,4) Acknowledgment of any addenda on page one (1);

b. Supplemental Questionairec. Pricing Schedule; Attachment R and R.1d. Business Classification form; ande. Attachments

2. Offerors are encouraged to submit their Proposals on recycled paper and to use double-sided copying.3. Proposals must be submitted utilizing the following requirements:

a. Offerors shall submit proposals in a sealed envelope or package, and clearly label theshipping/mailing packaging as well as the outside of the envelope or package with the RFPnumber, date and time of the RFP closing, and the Offeror’s name and address. Proposalsreceived by telephone, telegraph, facsimile, or any other means of electronic transfer shallnot be accepted.

b. Submit the original and eight (8) copies of the proposal with a separate copy on electronic media.The original must be marked “Original”.

c. Proposals must include all elements noted in the “Preparation of Proposals” section below.



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d. Include a statement setting forth the basis for protection of all proprietary information, if any.e. Proposals are to be organized in the following tabs:

Tab 1 – Executive SummaryTab 2 – ExperienceTab 3 – Services to be providedTab 4 – Capabilities and Skills (to include offeror’s available resources to perform the work

required)Tab 5 – Prices/FeesTab 6 – ExceptionsTab 7 – Proposed alternatives to City requirements

K. Evaluation of Proposals:

1. After the proposals are opened and initially evaluated, the City will select for further considerationtwo or more Offerors deemed to be fully qualified and best suited among those submitting proposalsbased on Offerors’ responses to the information requested in this RFP.

2. The following criteria will be used in the evaluation process:a. Experienceb. Services to be Providedc. Capabilities and Skillsd. Prices/Fees

3. Exceptions / Alternatives will also be considered.4. Based on the initial evaluation, the City may request the selected Offerors to make oral presentations.

Thereafter, the City will conduct negotiations with each of the selected short-listed Offerors.Individuals representing the Offeror during negotiations shall have the authority to negotiate andcontractually bind the company to a contract.

5. After negotiations are completed, the City will select the Offeror(s) who, in the City’s opinion, hasmade the best proposal and shall award the contract(s) to that Offeror (referred to in this RFP as the“Successful Offeror” or “Contractor”). Should the City determine in writing and in its sole discretionthat only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than theothers under consideration, a contract may be negotiated and awarded to that Offeror.

6. The City is not required to furnish a statement of the reason(s) why a proposal was not deemed to bethe most advantageous.

L. Presentation/Demonstration:

If, in the City’s opinion, Offeror presentations or demonstrations of the Offerors’ proposal are warranted,the City will notify the selected Offerors. Such presentation or demonstration will be at a City site at adate and time mutually agreed to between the City and Offeror and will be at the Offeror’s expense.

M. Preparation of Proposals:

In presenting their proposals, Offerors are encouraged to be thorough in addressing the specificrequirements and scope of work in the RFP, the Proposal Submittal Requirements, and the Preparation ofProposals items outlined in this RFP.

To facilitate the City’s evaluation of Offeror’s proposal, Offeror should number all pages of its proposaland provide tabs as indicated above. Offeror must fully address each of the following items andsubmit a Proposal using the following format:1. Experience - Provide a concise description of all work experiences as it relates to the scope of work

outlined herein. Said description should include, but not be limited to:a. Offeror’s established experience record in providing comparable services to organizations similar

to the City.

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b. Number and types of customers the Offeror has served with comparable services.c. Number of years Offeror has been providing these types of services.d. A minimum of five (5) current and previous clients for which Offeror has completed services

comparable to those described in this RFP. For each reference, detail: Name of firm; Address of firm; Name, title, address, e-mail address, and phone and fax number of a contact for the firm; Number of years Offeror has served the client; and Brief summary of scope of services provided.

e. Information detailing projects of similar scope Offeror is currently engaged in, including: Name of firm; Address of firm; Name, title, address, e-mail address, and phone and fax number of a contact for the firm; Number of years Offeror has served the firm; and Brief summary of scope of services being provided.

f. Other available documentation to verify Offeror’s experience.g. A statement detailing why the Offeror is the best candidate to provide the City with the services

requested in this RFP.

2. Capability and skill - Describe the qualifications and skills of the organization to provide the services.Said description should provide, but not be limited to, the following information:a. Background information about the organization, e.g., philosophy, ownership, size, facilities and

locations, etc.b. Offeror’s management structure of the firm -- e.g., organization chart of the firm, project team,

etc.c. Size and location of the office that will serve the City;d. Offeror’s qualifications to perform the services, including all resources available to Offeror for

the performance of the resulting contract.e. Qualifications and resumes of the employees who will be managing and performing the services

under the resulting contract.f. Offerors must include a biography of the individual or firm and/or primary person(s) expected to

perform services for the City in sufficient detail to allow a reasonable evaluation of the relativecapability of the individuals and/or firm participating in the services to the City. Proposals mustclearly identify the principal person that will be assigned to the City.

g. Name, title, address, e-mail address, phone and fax numbers, and work hours of the Offeror’sContract Representative for the following functions: Contact for prompt contract administration upon award of the contract; Contact during the period of evaluation; Authorized agent to accept any notices provided for in the resulting contract.

h. Indicate the type of organization you represent, i.e., individual, partnership or corporation. If theOfferor is a corporation, list the names of the President, Vice-President, Secretary, Treasurer andall principals. If the Offeror is a partnership, include the names of all principals or partners.

i. A detailed history of all mergers or acquisitions.j. A copy of the certificate verifying the firm is registered to do business in the Commonwealth of

Virginia.k. A detailed list of contractor licenses held, including license class and number and program

licenses.l. Offeror’s current financial condition. Provide supporting documentation and audited annual

reports for the past three (3) years. If company is privately held, supply sufficient information to

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document the company’s financial status and capability to perform under the contract resultingfrom this RFP. Include any financial ratings held by the firm.

m. If Offeror intends to subcontract any part of the work under the contract resulting from this RFP,indicate services to be subcontracted and subcontractor(s) to provide such services.

3. Services to be Provided - Provide a detailed description of the services to be provided under thecontract resulting from this RFP. Such description is to address, at a minimum:a. An introduction - An overview of Offeror’s understanding of the scope of work and services to be

provided.b. Best practice approaches to providing services to the City that enhance efficiency and

effectiveness. Innovative solutions will be considered by the City.c. EACH of the Specific Requirements and Scope of Work specified in this RFP.d. Provide a detailed list of all the supplies and materials that will be necessary to operate the

offeror’s equipment being proposed.e. Provide a business resumption (disaster recovery) plan for all of the equipment, technology, and

programs being offered under this RFP, for each service being proposed (i.e. mail service, printshop services, managed print services).

f. Offeror must complete the Supplemental Questionnaire, as part of its proposal, provided with thisRFP. Attachment S

g. Detailed approach and implementation schedule on how Offeror’s program/services will beprovided, in accordance with the requirements, terms, and conditions of this RFP. Includeprocesses for site visit inspections and approvals, installation of MFDs, replacements, andrelocations. Provide a copy of any site inspection forms Offeror requires the City to acknowledgeduring the term of the contract. Also, include any bandwidth requirements for theequipment/software being offered that is expected to be connected to the City’s network.

h. Detail any modifications, enhancements, ongoing lifecycle/refresh, or upgrades required to theCity’s existing enterprise server, storage, network, communications, or desktop or laptophardware required for Offeror to successfully install equipment and the City to satisfactorilyoperate the equipment provided by Offeror.

i. Provide any mail security recommendations Offeror may have related to the mail services beingoffered in Offeror’s proposal.

j. Discuss process and methods for conducting a needs assessment. Information provided in thediscussion should include but not be limited to:

a. Data Collectioni. Level and training of staff conducting the assessment

ii. How devices are organized within a needs assessment (location, department,organizational unit, etc.)

iii. How many of types and sizes of locations are includediv. How many and what levels of customer are included, and how they are contacted

(users, key operators, managers; via survey or interview)v. How many and what types of equipment are sampled

vi. Data collected, and whether it differs for Offeror-provided and third-partydevices

vii. Length of time data is collected from each deviceviii. Type of device functions sampled

b. Data Analysis and Reportingi. Level and training of staff conducting the analysis and making recommendations

ii. How collected data is reported (by user, by device, in aggregate, etc.)iii. How costs savings are determinediv. How environmental impacts are determined

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k. Offeror will also provide a plan, including a work breakdown structure and tentative schedule, forgathering data, performing analysis, and submitting recommendations.

l. Offeror responsibilities include user training, training of trainers, operation, processes, andtraining documentation. Reprographics System and Managed Print Services documentationinclusive of a detailed pricing schedule must be attached which includes proposed incentives andvolume discounts.

m. A detailed statement of any assistance, equipment, or other items the Offeror will require the Cityto furnish under the contract resulting from this RFP.

n. A statement explaining why the Offeror’s proposed solution would be the most advantageous tothe City.

o. Describe the one attribute that places the Offeror ahead of the competition.

4. Pricea. Complete and submit with the proposal the Offeror’s Pricing schedule that must include

all costs, prices, fees, and consequences for additional charges related to the servicesrequired under the RFP.

b. Offerors are encouraged to include as many services as possible for one flat fee. Anyservices or supplies described in the RFP and not included in the cost structure must beitemized and listed separately.

c. If Offeror is proposing Managed Print Services, a separate Managed Print Services CostSummary Spreadsheet must be submitted that itemizes the costs, lease price, andavailable lease terms for each hardcopy device proposed.

d. After negotiations and award of a contract, Successful Offeror’s pricing for the servicesprovided under the resulting contract shall be a firm fixed-price during the term of thecontract and any extensions and no other charges not specifically stated in the contractwill be applicable.

5. Exceptions/Alternatives - Detail any exceptions taken to the Scope of Work and Terms andConditions sections of this RFP. For each exception, specify the RFP page number, section number,and the exception taken. Offeror must not incorporate its standard contract document into itsproposal, by reference or in full text, without listing each exception it represents to the terms andconditions of this RFP, as described in the Exceptions/Alternatives section of this RFP.

N. Proposal Binding For One-hundred Twenty (120) Days:

Offeror agrees that its Proposal shall be binding and may not be withdrawn for a period of one-hundredtwenty (120) calendar days after the scheduled closing date of this RFP.

O. Proprietary Information/Non-Disclosure:

Offeror is advised that the City Code, 33.1-9 and the Virginia Public Procurement Act (Section 2.2-4342,Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Offeror.Specifically, if Offeror seeks to protect any proprietary data or materials, pursuant to Section 2.2-4342,Offeror shall:

1. Invoke the protections of this section prior to or upon submission of the data or other materials,2. Provide a statement that identifies the data or other materials to be protected and that states the

reasons why protection is necessary.3. Submit trade secrets or other proprietary information under separate cover in a sealed envelope

clearly marked “PROPRIETARY”.

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4. Information submitted that does not meet the above requirements will be considered publicinformation in accordance with State statutes.

5. The City reserves the right to submit such information to the City Attorney’s Office for concurrenceof the Offeror’s claim that it is in fact proprietary.

6. References to the proprietary information may be made within the body of the Proposal; however, allinformation contained within the body of the Proposal shall be public information in accordance withState statutes.

7. Trade secrets or proprietary information submitted by an Offeror in conjunction with this RFP is notsubject to public disclosure under the Virginia Freedom of Information Act (VFOIA).

8. Information submitted that does not meet the above requirements will be considered publicinformation in accordance with the VFOIA.

An all-inclusive statement that the entire Proposal is proprietary is unacceptable. A statement that Offeror’scosts and/or Proposal pricing are to be protected is unacceptable. Offeror will be requested to remove anysuch statement(s) in order to be eligible for further consideration

P. Award:

The award of a contract(s) shall be at the sole discretion of the City. Award(s) will be made to the Offeror(s)whose proposal is determined to be most advantageous to the City, taking into consideration the evaluationfactors set forth in this RFP. The City reserves the right to accept or reject any or all proposals in whole or inpart and to waive informalities. The City also reserves the right to enter into any contract deemed to be in itsbest interest, including the award of a contract to more than one Offeror.

Offerors will submit proposals, in accordance with the RFP requirements and maintain compliance with allfederal, state and local laws and regulations. The City further reserves the right to make award(s) based oninitial proposals submitted without further discussion of the proposals or deliberation. Therefore, theproposals should be submitted initially on the most favorable terms that the offerors can propose with respectto both price and technical capability. The contents of the proposal(s) of the selected offeror(s), as negotiated,will be incorporated and made a part of any City contractual obligation when the award(s) is made. Proposalswill be initially evaluated on the basis of the written material provided, with clarification as needed throughtelephone calls or e-mails to offerors. The City may request offerors to conduct a presentation, using methodsdetermined to be in the best interest of the City, if determined to be necessary by the City.

Q. Disposition of Proposals:

All materials submitted in response to this RFP will become the property of the City. One (1) copy of eachproposal shall be retained for official files and will become a public record after the award and open to publicinspection. It is understood that the proposal will become a part of the official file on this matter withoutobligation on the part of the City except as to the disclosure restrictions contained in Section O, . “ProprietaryInformation/Non-Disclosure.”

R. Cost Incurred In Responding:

This RFP does not commit the City to pay any costs incurred in the preparation and submission of proposalsor in making necessary studies or designs for the preparation thereof, nor to procure or contract for services.

S. Offeror Obligation:

Offeror shall carefully examine the contents of this RFP and any subsequent addenda and inform itself fullyof the conditions relating to services required herein. Failure to do so shall not relieve the Successful Offerorof its obligation to fulfill the requirements of any contract resulting from this RFP.

T. Protests:

1. Any offeror, who desires to protest the award or decision to award a contract, shall submit the protest inwriting to the City’s Purchasing Agent no later than ten days after the award or the announcement of the

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decision to award, whichever occurs first. Public notice of the award or the announcement of thedecision to award shall be given by the City, in the manner prescribed in the terms or conditions of theRFP. No protest shall lie for a claim that the selected offeror is not a responsible offeror.Notwithstanding the requirements specified herein, the written protest shall be addressed to the City’sPurchasing Agent and shall include the basis for the protest and the relief sought to be considered valid.The City shall issue a decision in writing within ten business days stating the reasons for the actiontaken. This decision shall be final unless the offeror appeals within ten days of receipt of the writtendecision by instituting legal action as provided in City Code §33.1-106. Nothing in this subsection shallbe construed to permit an offeror to challenge the validity of the terms or conditions of the RFP.

2. Pending final determination of a protest or appeal, the validity of a contract awarded and accepted ingood faith in accordance with this chapter shall not be affected by the fact that a protest or appeal hasbeen filed.

U. Prime Contractor Responsibility:

If in its performance of this contract, Contractor supplies goods or services by or through another party orsubcontractor, Contractor agrees that:

1. Contractor shall act as the prime contractor for the goods and services to be provided under contractand shall be the sole point of contact with regard to all obligations under this contract.

2. Contractor represents and warrants that Contractor has made third parties or subcontractors aware ofthe proposed use and disposition of the other party’s products or services, and that such other partyhas agreed in writing that it has no objection and that the City is not liable to such third parties orsubcontractors for any work performed under this contract.

3. The use of subcontractors and the work they perform must receive the prior written approval of theCity. The City will designate a Contract Administrator to approve such work.

4. Contractor shall be solely responsible for all work performed and materials provided bysubcontractors.

5. Contractor shall be responsible for the liability of subcontractors for the types and limits required ofthe Contractor under this contract.

V. Subcontractors:

Contractor's use of subcontractors and the work they are to perform must receive written approval from theContract Administrator at least five (5) calendar days prior to the work being performed. Contractor shall besolely responsible for all work performed and materials provided by subcontractors. Contractor shall beresponsible for the liability of subcontractors for the types and limits required of the Contractor.

W. Non-Assignment:

Contractor shall not assign its rights and duties under this Agreement without the prior written consent of theCity. Any attempt to assign such rights shall be null and void without action from the City.

X. Notices:

All notices, requests, demands, and elections under this contract, other than routine operationalcommunications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, email received date, or on the date receivedwhen delivered by courier that has a reliable system for tracking delivery, or six (6) City business days afterthe date of mailing, whichever comes first.

All notices shall be addressed to the following individuals:

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Purchasing AgentCity of Norfolk232 East Main Street, Suite 250Norfolk, VA 23510

Either party may from time to time change the individual(s) to receive notices and/or its address for notificationpurposes by giving the other party written notice as provided above.

Y. Non-Performance:

1. Delivery Delays: The City reserves the right to procure goods and/or services to be provided under theresulting contract from other sources in the event Contractor fails to deliver such goods and/or servicedeliverables, in accordance with delivery dates and time frames set forth in the contract.2. Unacceptable Deliveries (Rejections): Upon notification by the City that goods and/or service

deliverables provided by the Contractor under the resulting contract are damaged and/or not of thequality specified by the City, such goods and/or service deliverables will be rejected. Contractor shallreplace such rejected goods and/or service deliverables immediately or within a reasonable time asdetermined by the City.

3. Contractor shall remove all rejected materials, equipment or supplies from the premises of the Citywithin five (5) days of notification. Rejected goods and/or service deliverables not removed from theCity’s premises within five (5) days will be regarded as abandoned, shall become the property of theCity, and the City shall have the right to dispose of such items.

4. The City reserves the right to authorize immediate purchase from other sources against rejections.5. Liability: Contractor shall be liable to the City for all costs incurred by the City, as a result of

Contractor's failure to perform, in accordance with the contract.

Z. Termination Without Cause:

The City may, at any time and for any reason, terminate the resulting contract by written notice to Contractorspecifying the termination date, which shall be not less than thirty (30) days from the date such notice is mailed.Notice shall be given to Contractor by certified mail/return receipt requested, addressed to the Contractor’sdocumented primary point of contact. In the event of such termination, Contractor shall be paid such amount asshall compensate Contractor for the work satisfactorily completed, and accepted by the City, at the time oftermination. If the event the City terminates this Contract, Contractor shall withdraw its personnel andequipment, cease performance of any further work under this Contract, and turn over to the City any workcompleted or in process for which payment has been made.

AA. Breach of Contract / Termination with Cause:

In the event that Contractor shall for any reason or through any cause be in default of the terms of the resultingcontract, the City may give Contractor written notice of such default by email or certified mail/return receiptrequested. Unless otherwise provided, Contractor shall have ten (10) days from the date such notice is mailed inwhich to cure the default. Upon failure of the Contractor to cure the default, the City may immediately cancel andterminate the contract, as of the mailing date of the default notice. Upon termination, Contractor shall withdrawits personnel and equipment, cease performance of any further work under the Contract, and turn over to the Cityany work in process for which payment has been made. In the event of violations of law, safety or healthstandards and regulations, the contract may be immediately cancelled and terminated by the City and provisionsherein and the opportunity to cure default shall not be applicable.

Contractor shall be deemed in breach of this contract if the Contractor:

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Fails to comply with any terms of this contract; Fails to cure such noncompliance within ten (10) calendar days from the date of the City’s written notice

or such other time frame, as specified by the City’s Purchasing Agent. Fails to submit a written response to the City’s notification of noncompliance within ten (10) calendar

days after the date of the City’s notice.Contractor shall not be in breach of this contract as long as its default was due to causes beyond the reasonablecontrol of the Contractor and / or its subcontractors, and occurred without any fault or negligence on the part ofboth the Contractor and its subcontractors. Such causes may include, but are not restricted to, acts of God or ofthe public enemy, acts of the City in its sovereign capacity, fires, floods, epidemics, strikes, freight embargoes,and unusually severe catastrophic weather such as hurricanes.

BB.Governing Law and Venue:

This procurement and the resulting contract(s) shall be governed by the laws of the Commonwealth ofVirginia. Venue shall be in Norfolk, Virginia.

CC. Anti-Collusion:

Collusion or restraint of free competition, direct or indirect, is prohibited. Contractors are required to executethe anti-collusion statement. See Attachment A.

DD. Ethics in Public Contracting:

The contractor shall familiarize itself with Chapter 33.1, Article VII (§§ 33.1-86 through 33.1-93) of the Codeof the City of Norfolk, Virginia, 1979, as amended, entitled “ETHICS IN PUBLIC CONTRACTING,”including the additional statutes set forth in § 33.1-86 thereof, which are attached. The contractor shall abideby such provisions in submission of its proposal and performance of any contract awarded. See Attachment B.

EE.Nondiscrimination:

The contractor agrees that it will adhere to the nondiscrimination requirements set forth in Code of theNorfolk City § 33.1-53, which will be incorporated into any contract awarded. See Attachment C.

FF. Debarment Certification:

The certification regarding debarment, suspension, proposed debarment, and other responsibility mattersattached to this RFP must be executed and returned with proposals. See Attachment D.

GG. Insurance Requirements:

1. Contractor shall submit to the Issuing Office Certificates of Insurance, prior to beginning work under theresulting contract and no later than five (5) days after award of the contract.

2. All policies of insurance required herein shall be written by insurance companies licensed to conduct thebusiness of insurance in Virginia, and acceptable to the City, and shall carry the provision that theinsurance will not be cancelled or materially modified without thirty days (30) prior written notice to theCity of Norfolk.

3. The certificates of insurance shall list the City of Norfolk, 810 Union Street, Norfolk, Virginia, 23510, asan additional insured for the specified projects as outlined in this RFP.

Insurance shall be maintained during the entire term of the resulting contract and any extensions orrenewals and shall be of the following forms and limits:

Forms Limits

Workers' Compensation Statutory

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Automobile Liability $1,000,000 Combined Single Limit

Commercial General Liability, $1,000,000 Combined Single Limitincluding Contractual Liability and Products and Completed Operations Coverage

Professional Liability $1,000,000 Combined Limit

Umbrella/Excess Liability $1,000,000

The establishment of minimum limits of insurance by the City does not reduce or limit the liability orresponsibilities of the Contractor.

HH. Hold Harmless Agreement:

The contractor shall indemnify and save harmless the City of Norfolk and its representatives from and againstall losses and claims, demands, suits, actions, payments, and judgments arising from personal injury orotherwise, brought or recovered against the City and its representative by reason of any act, negligence oromission of the Contractor, its agents, servants or employees, in the execution of the contracted work,including any and all expense, legal and otherwise, incurred by the City or its representatives in the defense ofclaim or suit.

II. Non-Appropriation of Funds:

It is understood and agreed between the parties herein that the City shall be bound hereunder only to the extentthat the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the Cityshall immediately notify the Contractor of such occurrence and this Contract shall terminate on the last day fundsare available without penalty or expense to the City of any kind whatsoever.

JJ. Tax Exemption:

The City is exempt from federal excise tax and from all State and local taxes. Contractor shall not include suchtaxes in any invoices under this agreement. Upon request, the City will furnish the Contractor with tax exemptioncertificates or the City’s tax exempt number.

KK. Contractor’s Invoice:

Contractor shall promptly submit to the City all invoices upon completion of the requirements for installation,delivery, and acceptance of the Products and Services required under the resulting contract. Invoices shall notinclude any costs other than those identified in the executed City contract or any subsequent Amendments to thecontract. All shipping costs are the Contractor’s responsibility, except to the extent such charges are identified inthe executed City contract. Contractor’s invoices shall provide at a minimum:

Type and description of the Product or Service installed, delivered and accepted; Serial numbers, if any; Quantity delivered; Charge for each item; Extended total (unit costs x quantity); and This RFP number.

Any invoices received beyond twelve (12) months after work has been completed will be considered void and willnot be paid. It is the Contractor’s responsibility to submit timely invoices to the appropriate City office forpayment.

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LL. Contractual Disputes:

Any dispute concerning a question of fact as a result of a contract with the City which is not disposed of byagreement shall be decided by the City’s Purchasing Agent, who shall reduce his / her decision to writing andmail or otherwise forward a copy thereof to the contractor within thirty (30) days. The decision of the City’sPurchasing Agent shall be final and conclusive unless the contractor appeals within six (6) months of the date ofthe final written decision by instituting legal action as provided in the City Code. A contractor may not institutelegal action, prior to receipt of the public body's decision on the claim, unless the City fails to render suchdecision within the time specified. Contractual claims, whether for money or other relief, shall be submitted inwriting no later than sixty (60) days after final payment; however, written notice of the contractor's intention tofile such claim shall have been given at the time of the occurrence or beginning of the work upon which the claimis based. Nothing herein shall preclude a contract from requiring submission of an invoice for final paymentwithin a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claimsshall not delay payment of amounts agreed due in the final payment.

MM. Warranty / Guarantee:

Contractor guarantees against defective or faulty material or workmanship for at least one (1) year or for themanufacturer’s standard warranty period, whichever is greater, from date of acceptance by the City. To furnishadequate protection from damage for all work and to repair damages of any kind for which Contractor orContractor’s workmen are responsible, to the building or equipment, to Contractor’s own work, or to the work ofothers. Any merchandise or service provided under the contract which is or becomes defective during thewarranty period shall be replaced by the Contractor free of charge with the specific understanding that allreplacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’sstandard warranty period, whichever is greater, from the date of acceptance of the replacement). Contractor shallmake any such replacement immediately upon receiving notice from the City.

NN. Payment Terms:

To be eligible for payment, all labor, equipment and materials covered under Contractor’s invoice must becompleted and accepted by the City. The City agrees to make payments under this contract within thirty (30)days after receipt of a correct invoice for such payment. Where payment is made by mail, the date of postmarkshall be deemed to be the date of payment. Any amounts due the City under the terms of this or any otheragreement may be applied against Contractor’s invoices with documentation for the basis of the adjustmentattached. In no event shall any interest penalty or late fee accrue when payment is delayed because ofdisagreement between the City and Contractor regarding the quantity, quality, time of delivery, or othernoncompliance with the contract requirements for any Product or Service or the accuracy or correctness of anyinvoice. Payment terms offering a "prompt payment discount" of 20 days or greater will be considered in theevaluation of Proposals. All other payment terms shall be net thirty (30) calendar days or greater. Payment termsnot specified by Offeror shall be Net 45 days.

OO. Prompt Payment:

The City will promptly pay for completed, delivered goods or services accepted under the resulting contract bythe payment date established. The required payment date will be either: (i) the date on which payment is dueunder the terms of the contract for the provision of the goods or services; or (ii) if a date is not established by thecontract, not more than forty-five (45) days after goods or services are received or not more than forty-five (45)days after the invoice is rendered, whichever is later.

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Within twenty (20) days after the receipt of the invoice or goods or services, the City shall notify the supplier ofany defect or impropriety that would prevent payment by the payment date. Should the City fail to pay theContractor by the pay date, finance charges may be assessed by the Contractor. Unless otherwise provided underthe terms of the contract, interest will accrue at the rate of one percent (1%) per month. This will not apply to latepayment provisions in any public utility tariffs or public utility negotiated contracts. Contractor shall include ineach of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the samepayment and interest requirements with respect to each lower-tier subcontractor.

In cases where payment to Contractor is made by mail, the date of postmark shall be deemed to be the datepayment is made for purposes of the contract.

Individual Contractors shall provide to the City their social security numbers and proprietorships, partnerships,and corporations to provide their federal employer identification numbers.

Within seven (7) days after Contractor receives payment from the City, Contractor shall take one or moreof the following actions:

1. Pay all subcontractors for the proportionate share of the total payment received from the Cityattributable to the work performed by the subcontractors under this Contract;

2. Notify the City and all affected subcontractors, in writing, of Contractor’s intention to withhold all ora part of each affected subcontractor’s payment including the reason for nonpayment.

3. Pay interest to the subcontractor on all amounts owed by the Contractor that remain unpaid after (7)seven days following receipt by the Contractor of payment from the City for work performed by thesubcontractor under that Contract, except for amounts withheld, as allowed in #2 above.

A Contractor's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in thissection shall not be construed to be an obligation of the City. A Contract modification will not be made for thepurpose of providing reimbursement by the City for interest charges owed by Contractor. A cost reimbursementclaim to the City shall not include any amounts for reimbursement of interest charges owed by the Contractor.

Payments lawfully due, but not paid, to subcontractors, as claimed by the subcontractor, will be withheld fromContractor, until adequate documentation of payment to the subcontractor for the work they have performed issubstantiated and provided to the City’s Purchasing Agent.

PP. Audits:

The City shall have the right to audit all books and records (in whatever form they may be kept, whether written,electronic or other) relating or pertaining to this Contract (including any and all documents and other materials, inwhatever form they may be kept, which support or underlie those books and records), kept by or under the controlof Contractor, including, but not limited to those kept by Contractor, its employees, agents, assigns, successorsand subcontractors. Contractor shall maintain such books and records, together with such supporting orunderlying documents and materials, for the duration of this Contract and for at least three years following thecompletion of this Contract, including any and all renewals thereof. The books and records, together with thesupporting or underlying documents and materials shall be made available, upon request, to the city, through itsemployees, agents, representatives, contractors or other designees, during normal business hours at Contractor’soffice or place of business in Norfolk, Virginia. In the event that no such location is available, then the books andrecords, together with the supporting or underlying documents and records, shall be made available for audit at atime and location in Norfolk, Virginia, which is convenient for the City. This paragraph shall not be construed tolimit, revoke, or abridge any other rights, powers, or obligations relating to audit which the City may have by

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state, city, or federal statute, ordinance, regulation, or agreement, whether those rights, powers, or obligations areexpress or implied.

QQ. Exclusivity:

Any contract resulting from this RFP shall be exclusive with the following exceptions: The City reserves the right to procure goods/services under the resulting contract from a third party in the

event of the following:o Contractor is unable to provide goods or required services within the required delivery time.o Contractor is unable to provide the required quantities of goods requested.o Pricing for additional items that may be needed within the scope of the contract is considered

unreasonable by the City.o City volume demands exceed original intent of the contract.

RR. Time is of the Essence:

Time is of the essence in this Contract. Contractor expressly acknowledges that in the performance of itsobligations, the City is relying on timely performance and will schedule operations and incur obligations to thirdparties in reliance upon timely performance by Contractor and may sustain substantial losses by reason ofuntimely performance.

SS. Compliance with Federal Immigration Law:

The Contractor shall certify that, at all times during which any term of an agreement resulting from this RFPis in effect, it does not and shall not knowingly employ any unauthorized alien. For purposes of this section,an “unauthorized alien” shall mean any alien who is neither lawfully admitted for permanent residence in theUnited States nor authorized to be employed by either Title 8, section 1324a of the United States Code or theU.S. Attorney General. See Attachment E.

TT.Compliance with State Law – Authorization to Transact Business in the Commonwealth:

Contractor hereby represents that it is organized as a stock or nonstock corporation, limited liability company,business trust, or limited partnership or registered as a registered limited liability partnership and is authorizedto transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1or Title 50 or as otherwise required by law. See Attachment F.

UU. Cooperative Procurement:

This RFP is being conducted pursuant to Virginia Code § 2.2-4304 and Norfolk City Code § 33.1-3. TheContractor shall deal directly with each public agency or body seeking to obtain any goods and/or servicespursuant to this RFP in accordance with Virginia Code § 2.2-4304. The City shall not be responsible or liablefor any costs, expenses, or any other matters of any type to either the Contractor or the public agency or bodyseeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

VV. Escalation/De-escalation:

The City may consider price adjustments, after the initial contract term, based solely upon manufacturer priceincreases/decreases. Contractor shall provide the City a written request for any such manufacturer increases.Such requests shall be addressed to the Issuing Office and shall be accompanied by written verifications of

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said price increases issued by the manufacturer. A minimum thirty (30) day advance notice period shall berequired for such requests. Requests for price increase adjustments are subject to the review and approval ofthe City’s Purchasing Agent. Contractor shall apply and implement, immediately upon notification frommanufacturer, any and all price decreases for items included under any contract resulting from this Invitationto Bid.

Any annual increase in cost shall not increase by a greater percentage than the percentage change in theConsumer Price Index under U.S. Other Goods and Services for All Urban Consumers, published by theUnited States Department of Labor during the previous twelve months or three percent (3%) whichever islower, regardless of any manufacturer increases.

WW. Equal Opportunity Business Development:

It is the policy of the City to facilitate the establishment, preservation, and strengthening of small businessesand businesses owned by women and minorities and to encourage their participation in the procurementactivities within the Hampton Roads area. Toward that end, the City encourages these firms to compete andencourages non-minority firms to provide for the participation of small businesses and businesses owned bywomen and minorities through subcontracting, partnerships, joint ventures, and other contractualopportunities. All contractors are requested to include a statement in its proposal response indicating theplanned use of such businesses in fulfilling any resulting contract.

Business Classification

Is your company a minority or woman owned business? Yes/NoIf yes, please check the appropriate category:

Female Male

___African American ___ African American

___ Hispanic ___ Hispanic

___ Asian American ___ Asian American

___ American Indian ___ American Indian

___ Eskimo ___ Eskimo

___ Aleut ___ Aleut

___ Caucasian ___ Other

___ Other

XX. Subcontracting Opportunities for Small, Women Owned, Minority Business Enterprises and DisabledVeterans:

All prime contractors are requested to furnish the following information regarding participation of small,women owned, minority business enterprises and disabled veterans:

1. Proposed Name of your Subcontractor(s)

2. Proposed Minority Category of Subcontractor(s) - please check the appropriate category(ies)

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___ African American (male) ___ African American (female)

___ Hispanic (male) ___ Hispanic (female)

___ Asian American (male) ___ Asian American (female)

___ American Indian (male) ___ American Indian (female

___ Eskimo (male) ___ Eskimo (female)

___ Aleut (male) ___ Aleut (female)

___ Other (male) ___ Caucasian (female)

___ Other (female)

3. Proposed Amount of Subcontracts:__________(Please fill in)

4. Proposed Description of commodity (e.g., masonry, hauling, insulation)

5. Proposed Description of Project

6. Proposed Total value of awards to all subcontractors

7. Proposed Total Number of minority subcontracts awarded

8. If you do not propose the use of any subcontractors, please check here ____.

YY. Solicitation:

The Contractor will not solicit, entice, hire, or otherwise interfere with the employment relationship of anyemployees of the City with whom the Contractor comes into contact as a result of work under thisprocurement during the term of any resulting contract and for six (6) months thereafter.

ZZ.Drug Free Workplace:

The City of Norfolk is a drug-free workplace, and as a condition of continued service on the resultingcontract, any vendor personnel assigned to this project may be required to submit to an alcohol/drug test atany time.

The Contractor acknowledges and certifies that it understands that the following acts by the Contractor, itsemployees or agents performing services on City property are prohibited:

1. The unlawful manufacture, distribution, dispensing, possession or use of alcohol or other drugs; and

2. Impairment from the use of alcohol or drugs (except the use of drugs for legitimate medical purposes asdirected by a physician).

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ATTACHMENT A: ANTI-COLLUSION STATEMENT

TO ALL VENDORS: EXECUTE AND RETURN WITH PROPOSAL DOCUMENTS.

In the preparation and submission of this proposal, on behalf of ____________(name of vendor), we did not eitherdirectly or indirectly enter into any combination or arrangement with any person, firm or corporation, or enter into anyagreement, participate in any collusion, or otherwise take any action in the restraint of free competition in violation ofthe Sherman Anti-Trust Act, 15 USCS § 1 et seq., or the Conspiracy to Rig Bids to Government statutes, VirginiaCode §§ 59.1-68.6 through 59.1-68.8.

The undersigned vendor hereby certifies that this agreement, or any claims resulting there from, is not the result of, oraffected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in thesame line of business or commerce; and, that no person acting for, or employed by, the City of Norfolk has an interestin, or is concerned with, this proposal; and, that no person or persons, firm or corporation, other than the undersigned,have or are interested in this proposal.

Signature:

Name:

Title:

Date:

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ATTACHMENT B: ETHICS IN PUBLIC CONTRACTING

Sec. 33.1-86. Purpose (Virginia Code §2.2-4367).

The provisions of this chapter supplement, but do not supersede, other provisions of law including, but not limitedto, the State and Local Government Conflict of Interests Act [Virginia Code § 2.1-347 to § 2.1-358], the VirginiaGovernmental Frauds Act [Virginia Code Sec. 18.2-498.1 to Sec. 18.2-501], and statutory prohibitions againstbribery [Virginia Code § 18.2-438 to §. 18.2-450]. The provisions of this article apply notwithstanding the fact thatthe conduct described may not constitute a violation of the State and Local Government Conflict of Interests Act.(Ordinance No. 34,573, 2, 8/1/87).

Sec. 33.1-87. Proscribed participation by public employees in procurement transactions (Virginia Code §2.2-4369)(Ord. No. 34,573, 2, 8/1/87).

No public employee having official responsibility for a procurement transaction shall participate in that transactionon behalf of the City when the employee knows that:

1. The employee is contemporaneously employed by a Offeror or contractor involved in theprocurement transaction; or

2. The employee, the employee's partner, or any member of the employee's immediate family holds aposition with a Offeror or contractor such as an officer, director, trustee, partner or the like, or is employed in acapacity involving personal and substantial participation in the procurement transaction, or owns or controls aninterest of more than five percent; or

3. The employee, the employee's partner, or any member of the employee's immediate family isnegotiating, or has an arrangement concerning, prospective employment with a Offeror or contractor.

Sec. 33-1-88. Solicitation or acceptance of gifts (Virginia Code §2.2-4371).

No public employee having official responsibility for a procurement transaction shall solicit, demand, accept, oragree to accept from a Offeror, contractor or subcontractor any payment, loan, subscription, advance, deposit ofmoney, services or anything of more than nominal or minimal value, present or promised, unless consideration ofsubstantially equal or greater value is exchanged. The City may recover the value of anything conveyed in violationof this section.

Sec. 33.1-89. Disclosure of subsequent employment (Virginia Code §2.2-4370).

No public employee or former public employee having official responsibility for procurement transactions shallaccept employment with any Offeror or contractor with whom the employee or former employee dealt in an officialcapacity concerning procurement transactions for a period of one year from the cessation of employment by the Cityunless the employee, or former employee, provides written notification to the City manager prior to commencementof employment by that Offeror, PPEs or contractor.

Sec. 33.1-90. Gifts by Offerors, contractors, or subcontractors (Virginia Code §2.2-4371).No Offeror, contractor, or subcontractor shall confer upon any public employee having official responsibility for aprocurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of morethan nominal value present or promised, unless consideration of substantially equal or greater value is exchanged.

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Sec. 33.1-91. Kickbacks (Virginia Code §2.2-4372).

1. No contractor or subcontractor shall demand or receive from any of his suppliers or hissubcontractors, as an inducement for the award of a subcontract or order, any payment, loan, subscription, advance,deposit of money, services or anything, present or promised, unless consideration of substantially equal or greatervalue is exchanged.

2. No subcontractor or supplier shall make, or offer to make, kickbacks as described in this section.

3. No person shall demand or receive any payment, loan, subscription, advance, deposit of money,services or anything of value in return for an agreement not to compete on a public contract.

4. If a subcontractor or supplier makes a kickback or other prohibited payment as described in thissection, the amount thereof shall be conclusively presumed to have been included in the price of the subcontract ororder and ultimately borne by the City and will be recoverable from both the maker and recipient. Recovery fromone offending party shall not preclude recovery from other offending parties.

Sec. 33.1-92. Purchase of building materials, supplies or equipment from architect or engineer prohibited (VirginiaCode §2.2-4374).Except in cases of emergency, no building materials, supplies or equipment for any building or structure constructedby or for the City shall be sold by or purchased from any person employed as an independent contractor by the City tofurnish architectural or engineering services, but not construction, for such building or structure, or from anypartnership, association, or corporation in which such architect or engineer has a pecuniary interest.

Sec. 33.1-93. Penalty for violation (Virginia Code §2.2-4377).

Willful violation of any provision of this article shall constitute a class 1 misdemeanor. Upon conviction, any publicemployee, in addition to any other fine or penalty provided by law, shall forfeit his employment.

Initial:

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ATTACHMENT C: NONDISCRIMINATION

Sec. 33.1-53. Employment discrimination by contractor prohibited (Virginia Code §2.2-4311)

Every contract over $10,000 shall include or incorporate by reference the following provisions:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employmentbecause of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fideoccupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees topost in conspicuous places, available to employees and applicants for employment, notices setting forth the provisionsof this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf ofthe contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements, and solicitations placed in accordance with federal law, rule, orregulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

1. The contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract orpurchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

Initial:

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ATTACHMENT D: DEBARMENT CERTIFICATION

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, AND OTHERRESPONSIBILITY MATTERS

I. CERTIFICATION.

The Offeror certifies, to the best of its knowledge and belief, that—

(i) The Offeror and/or any of its Principals—

(A) Are __ are not __ presently debarred, suspended, proposed for debarment, or declared ineligible for the

award of contracts by any federal, state or local agency;

(B) Have __ have not __, within a three-year period preceding this offer, been convicted of or had a civil

judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or

performing a public (federal, state, or local) contract or subcontract; violation of federal or state antitrust statutes relating to the

submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false

statements, tax evasion, or receiving stolen property; and

(C) Are __ are not __ presently indicted for, or otherwise criminally or civilly charged by a governmental

entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this provision.

(ii) The Offeror has __ has not __, within a three-year period preceding this offer, had one or more contracts

terminated for default by any federal, state or local agency.

“Principals,” for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary

management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary,

division, or business segment, and similar positions).

II. INSTRUCTIONS.

a. The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award,

the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

b. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in

withholding of an award under this RFP. However, the certification will be considered in connection with a determination of the

Offeror’s responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the

appropriate City purchasing official may render the Offeror non-responsible.

c. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to

render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of a Offeror is not

required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

d. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was

placed when making award. If it is later determined that the Offeror/PPEs knowingly rendered an erroneous certification, in addition

to other remedies available to the City, the appropriate City purchasing official may terminate the contract resulting from this

solicitation for default.

III. NOTICE.

This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False,Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United StatesCode.

Signature:

Name:

Title:

Date:

RFP #4172-0-2013/DH of 89

ATTACHMENT E: COMPLIANCE WITH FEDERAL IMMIGRATION LAW

I. CERTIFICATION.

The Offeror/Vendor certifies, to the best of its knowledge and belief, that -

The Offeror/Vendor and/or any of its Principals at all times during which any term of this Agreement is in effect,

(Please fill in with your enterprise’s complete name)

__________________________________________________________________________________________________

______does not and shall not knowingly employ any unauthorized alien. For purposes of this section, an “unauthorized

alien” shall mean any alien who is neither lawfully admitted for permanent residence in the United States nor authorized

to be employed by either Title 8, section 1324a of the United States Code or the U.S. Attorney General.

2. INSTRUCTIONS.

a. The Offeror/Vendor shall provide immediate written notice to the Contracting Officer if, at any time prior

to contract award, the Vendor learns that its certification was erroneous when submitted or has become erroneous

by reason of changed circumstances.


withholding of an award under this solicitation. However, the certification will be considered in connection with a

determination of the Offeror’s/Vendor’s responsibility. Failure of the Offeror/Vendor to furnish a certification or

provide such additional information as requested by the appropriate City purchasing official may render the

Offeror/Vendor non-responsible.

c. Nothing contained in the foregoing shall be construed to require establishment of a system of records in

order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and

information of a Offeror/Vendor is not required to exceed that which is normally possessed by a prudent person in

the ordinary course of business dealings.

d. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance

was placed when making award. If it is later determined that the Offeror/Vendor knowingly rendered an

erroneous certification, in addition to other remedies available to the City, the appropriate City purchasing official

may terminate the contract resulting from this solicitation for default.

3. NOTICE.

This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a

false, fictitious, or fraudulent certification may render the maker subject to prosecution under section 1001, Title 18,

United States Code.

Signature:

Name:

Title:

Date:

RFP #4172-0-2013/DH of 89

ATTACHMENT F: COMPLIANCE WITH STATE LAW – AUTHORIZATION TO TRANSACT BUSINESS IN THECOMMONWEALTH

l. CERTIFICATION.

A. The Offeror/Vendor (Please fill in with your enterprise’s complete name)

___________________________________________________________________________________________

_____________certifies that it is organized or authorized to transact business in the Commonwealth pursuant to

Title 13.1 or Title 50.

The identification number issued to Offeror/Vender by the State Corporation Commission:

__________________________

B. Offeror/Vendor that is not required to be authorized to transact business in the Commonwealth as aforeign business entity under Title 13.1 or Title 50 or as otherwise required by law shall describe why it is notrequired to be so authorized:_________________________________________________________________________________________________________________________________________________________________________________

ll. INSTRUCTIONS.

a. The Offeror/Vendor shall provide immediate written notice to the Contracting Officer if, at any time prior

to contract award, the Vendor learns that its certification was erroneous when submitted or has become erroneous

by reason of changed circumstances.


withholding of an award under this solicitation. However, the certification will be considered in connection with a

determination of the Offeror’s/Vendor’s responsibility. Failure of the Offeror/Vendor to furnish a certification or

provide such additional information as requested by the appropriate City purchasing official may render the

Offeror/Vendor non-responsible.

c. Nothing contained in the foregoing shall be construed to require establishment of a system of records in

order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and

information of an Offeror/Vendor is not required to exceed that which is normally possessed by a prudent person

in the ordinary course of business dealings.

d. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance

was placed when making award. If it is later determined that the Offeror/Vendor knowingly rendered an

erroneous certification, in addition to other remedies available to the City, the appropriate City purchasing official

may terminate the contract resulting from this solicitation for default.

Signature:

Name:

Title:

Date:

RFP #4172-0-2013/DH of 89

ATTACHMENT G: CITY COURIER SERVICES / MAIL DELIVERY ROUTES

Mail Run 7:30a.m.

Mail Stops

Stop Number Time Description/Stop EstimatedMileage

7:30 Print Shop 920 E. Main St.1 7:35 Post Office 600 Church St. 1.012 Print Shop 920 E. Main St. 1.013 7:50 Commissioner of Revenue 810 Union St. .174 8:15 Print Shop 920 E. Main St. .17

Mail Run 8:00a.m.

1 Print Shop 920 E. Main St.2 8:30 Parking Tickets 50 Martin’s Lane .603 8:30 Selden Arcade 215 E. Plume St. .204 8:35 Purchasing Department 230 E. Main St. .105 8:40 Fire Headquarters Tazewell Building, 100 Brooke Ave. .266 8:45 Recreation, Parks, Open Spaces Administration 501 Boush St. .577 8:50 Information Technology 400 Granby St. .208 8:55 Scope 201 E. Brambleton Ave .349 9:00 Finance Department 520 E. Main St. .68

10 9:15 Post Office Lafayette Branch 2655 Tidewater Dr. 2.5311 9:30 Print Shop 920 E. Main St. 2.66

Mail Run 10:00a.m

Print Shop 920 E. Main St.City Hall 810 Union St. 1st Floor

1 City Treasurer2 Commissioner of the Revenue3 Credit Union4 Commissioner of the Revenue (Business)5 Records Department6 Commissioner of the Revenue(Tax Relief)

City Hall 2nd Floor7 Transportation

City Hall 3rd Floor8 Retirement9 Communications

10 City ManagerCity Hall 4th Floor

11 Homelessness12 Real Estate

City Hall 5th Floor13 City Planning

City Hall 6th Floor14 Budget15 Grants Management

RFP #4172-0-2013/DH of 89

16 FinanceCity Hall 7th Floor

17 Public WorksCity Hall 8th Floor

18 City Auditor19 Elections20 Second Chances21 Public Works

City Hall 9th Floor22 City Attorney’s Office

City Hall 10th Floor23 City Mayor’s Office24 City Clerk’s Office

City Hall 11th Floor25 City Manager’s Office

Print Shop 920 E. Main St.

Mail Run 12:00p.m.

Print Shop 920 E. Main St.1 School Administration Building 800 East City Hall Ave. 7th Floor .652 Commonwealth Attorney’s Office 5th Floor3 Victim Witness 4th Floor4 Juvenile & Domestic Relations Court 1st Floor

Print Shop 920 E. Main St. .65Mail Run 2:00

p.m.Print Shop 920 E. Main St.

1 2:00 BB & T Building 500 E. Main Street 15th Floor .372 2:05 MacArthur Center 300 Monticello Avenue .443 2:10 Finance Dept. Accounts Payable, Payroll, and Collections Divisions 520

E. Main St Suite A..66

4 2:30 Public Health Center 830 Southampton Blvd. 1.935 2:40 Nauticus 1 Waterside Dr. 1.516 2:45 Waterside 333 Waterside Dr. .237 2:50 Circuit Court-Clerk 100 St. Paul’s Blvd. .258 3:00 Judges Chambers Circuit Court 100 St. Paul’s Blvd.9 3:10 Print Shop 920 E. Main St. .19

Mail Run 3:00p.m.

Print Shop 920 E. Main St.City Hall 810 Union St. 1st Floor

1 City Treasurer2 Commissioner of the Revenue3 Credit Union4 Commissioner of the Revenue (Business)5 Records Department6 Commissioner of the Revenue(Tax Relief)

City Hall 2nd Floor

RFP #4172-0-2013/DH of 89

7 TransportationCity Hall 3rd Floor

8 Retirement9 Communications

10 City ManagerCity Hall 4th Floor

11 Homelessness12 Real Estate

City Hall 5th Floor13 City Planning

City Hall 6th Floor14 Budget15 Grants Management16 Finance

City Hall 7th Floor17 Public Works

City Hall 8th Floor18 City Auditor19 Elections20 Second Chances21 Public Works

City Hall 9th Floor22 City Attorney’s Office

City Hall 10th Floor23 City Mayor’s Office24 City Clerk’s Office

City Hall 11th Floor25 City Manager’s Office

Print Shop 920 E. Main St.

***Please note that the City Fire, Police, and Utilities departments deliver to and pick up from the City Mail Roomincoming and outgoing USPS mail and interoffice mail for processing and delivery.

RFP #4172-0-2013/DH of 89

ATTACHMENT G.1: CITY HUMAN SERVICES COURIER SERVICES / MAIL DELIVERY ROUTE

Mail Run 9:00a.m.

Human Services Courier Run


Print Shop 920 E. Main St.1 9:00 Workforce Development Center 201 E. Little Creek Rd. 6.02 9:15 Juvenile Detention Center 1260 Security Ln. 6.03 Lake Taylor Hospital (as needed)4 9:30 Center for Aging, Kroger Center 6350 Central Drive, Building # 5 2.005 9:40 Community Services Board 3755 E. Virginia Beach Blvd. 4.05 9:40 Mental Health Services 3755 E. Virginia Beach Blvd. n/a6 10:00 Huntersville Neighborhood Service Center 830 Goff St. 3.07 10:20 LOTS Program Office 311 West 21st Street 1.08 10:28 Children’s Hospital of The King’s Daughters 601 Children’s Lane 1.09 10:35 Community Services Board 225 W. Olney Rd. 1.09 10:35 Administration, Intake, and Pediatric services 225 W. Olney Rd. n/a

10 10:40 Child Protective Services 741 Monticello Ave. .511 10:50 Pre-Trial Services 711 Granby St. .212 11:04 NIC/Hope IV/Fraud Unit Offices 3.013 11:20 Berkley Neighborhood Service Center 925 South Main St. 2.014 11:30 Print Shop 920 E. Main St. 2.015 11:44 Purchasing Agent Office/Parking Administration Offices 232 E. Main

Street1.0

16 12:10 Lamberts Point Community Center 1251 W. 42nd St. 4.017 12:17 Park Place Neighborhood Service Center 606 W. 29th St. 2.018 12:25 Virginia Zoological Park 3500 Granby Street 2.019 12:30 Ernie Morgan Center 3500-A Granby St. .1020 12:40 DePaul Hospital 150 Kingsley Lane 2.021 12:47 Norfolk Fitness & Wellness Center 7300 Newport Ave. 1.022 12:57 Community Services Board 7460 Tidewater Dr. 2.023 1:05 Workforce Development Center 201 E. Little Creek Rd. 1.526 1:35 Print Shop 920 E. Main St. .5

RFP #4172-0-2013/DH of 89

ATTACHMENT G.2: CITY LIBRARY COURIER SERVICES / MAIL DELIVERY ROUTE

Mail Run 9:00a.m.

Library Services Courier Run


Print Shop 920 E. Main St.1 9:10 Traffic Operations Azalea Garden Road 4.02 9:13 Radio Maintenance 1112 Azalea Garden Rd. .63 9:16 Solid Waste/Waste Management 1176 Pineridge Rd. .64 9:27 Library Service Center 1155 Pineridge Rd. 05 9:48 Fleet Maintenance 1188 Lance Rd. 1.06 9:49 Towing and Recovery 1195-A Lance Rd. .107 9:51 Animal Management 5585 Saber Rd. .108 9:57 Janaf Library Janaf Shopping Center 5900 E. Virginia Beach Blvd. .209 10:14 Horace Downing Library 555 Liberty St. 7.0

10 Main Library 235 E. Plume Street (closed until 2014)11 10:20 Print Shop 920 E. Main St. 2.0012 10:34 Jordan-Newby Library 5800 Lowery Rd. 1.0013 10:41 Blyden Library 879 Princess Anne Rd. 1.0014 10:53 Elmwood Cemetery Offices 230 E. Princess Anne Rd. 2.0015 11:02 Van Wyck Library 1368 DeBree Ave. 1.0016 11:22 Park Place Library 606 W. 29th St. 2.0017 11:37 Larchmont Library 6525 Hampton Blvd. 2.2518 11:54 Mary D. Pretlow Library 111 W. Ocean view Ave. 7.019 12:22 Little Creek Library 7853 Tarpon Place 5.0020 12:30 Norfolk Botanical Gardens 6700 Azalea Garden Rd. 1.021 12:40 Barron F. Black Library 6700 Tanners Creek Dr. and Bookmobile 1.7522 1:03 Lakewood Dance/Music Center & Lakewood Athletics 1612 Willow

Wood Dr.3.5

23 1:15 Lafayette Library 1612 Cromwell Rd. .1024 1:27 Facility Maintenance 2840 Dana St. 2.2525 1:44 Parks and Urban Forestry 2839 Dana St. 0.0026 2:25 Library Service Center 1155 Pineridge Rd. 2.25

2:44 Print Shop 920 E. Main St.

RFP #4172-0-2013/DH of 89

ATTACHMENT H: CITY MAIL PROCESSING EQUIPMENT

Mail Processing Equipment Purchased and Provided to the Mail Room by the City of Norfolk(02) Hasler Whisper Jet WJ250 Mail Machines with Dynamic Weighing Platform (includes 30 lb. and 70 lb. scales), withConveyor/Stacker(02) Hasler MCM 405 Laser Bar Code ScannersMaintenance for Mail machines ,scales, and bar code scannersWJ Printer(03) ESI-MCMTS15 PC’s with 17” Monitors and Windows XP Operating SoftwareMail Machine Software-G2 Master Accountant, G2 Accounting, G2 View Reporting and Management Module WkstnRental of (02) Postal Meters for WJ250 DWP

RFP #4172-0-2013/DH of 89

ATTACHMENT I: CITY MAIL MACHINE SUPPLIES

City of Norfolk Mail Machine Supplies Used January 2010-May 2012

Description Units CostHasler WJ 250 Ink Heads 20 $4,802.15Hasler WJ 250 Ink Reservoir 23 $10,056.15Hasler WJ 250 Half Tapes 84 766.68

Total: $15,624.98

RFP #4172-0-2013/DH of 89

ATTACHMENT J: CITY MAIL STATISTICS

IncomingUSPS Tubs

Estimated Incoming USPS MailPieces (175 pieces per tub)

Outgoing USPSPieces

Outgoing USPSCertified Mail Pieces

June 2012 70 12,250 91,388 280May 2012 57 9,975 80,648 288April 2012 79 13,825 70,899 297March 2012 61 10,675 63,882 275February 2012 68 11,900 73,534 266January 2012 77 13,475 70,893 257December 2011 71 12,425 47,666 129November2011

77 13,475 64,997 126

October 2011 84 14,700 72,037 205September2011

81 14,175 82,952 295

August 2011 87 15,225 72,252 275July 2011 70 12,250 75,335 318Total: 882 154,350 866,483 3,011Average PerMonth:

74 12,863 72,207 251

Statistics for the number of interoffice mail pieces has not been maintained and cannot be provided.

RFP #4172-0-2013/DH of 89

ATTACHMENT K: CITY COPY CENTER AND PRINTER FLEET STATISTICS

Copy Center Statistics- Impressions/”Clicks”Month/Year Black/White Color TotalJune 2012 43,542 131,145 174,687May 2012 122,834 102,914 225,748April 2012 131,451 113,701 245,152March 2012 111,001 53,097 164,098February 2012 127,392 130,299 257,691January 2012 120,532 55,522 176,054December 2011 122,237 107,536 229,773November 2011 167,009 72,326 239,335October 2011 236,437 53,709 290,146September 2011 200,875 129,687 330,562August 2011 156,264 133,294 289,558July 2011 143,761 107,953 251,714Total 1,683,335 1,191,183 2,874,518Average Per Month 140,278 99,265 239,543

City MFD Fleet Statistics- Impressions/”Clicks”Month/Year Black/White Color TotalJune 2012 1,126,841 288,007 1,414,848May 2012 1,100,558 162,667 1,263,225April 2012 925,201 218,978 1,144,179March 2012 72,183 61,005 133,188February 2012 742,830 211,115 953,945January 2012 789,245 231,803 1,021,048December 2011 727,703 163,794 891,497November 2011 649,210 155,826 805,036October 2011 822,525 196,647 1,019,172September 2011 900,889 183,982 1,084,871August 2011 627,928 111,564 739,492July 2011 866,981 127,208 994,189Total 9,352,094 2,112,596 11,464,690Average Per Month 779,341 176,050 955,391

Total- Impressions/”Clicks”Month/Year Black/White Color TotalJune 2012 1,170,383 419,152 1,589,535May 2012 1,223,392 265,581 1,488,973April 2012 1,056,652 332,679 1,389,331March 2012 183,184 114,102 297,286February 2012 870,222 241,414 1,211,636January 2012 909,977 287,325 1,197,102December 2011 849,940 271,330 1,121,270November 2011 816,219 228,152 1,044,371October 2011 1,058,962 250,356 1,309,318September 2011 1,101,764 313,669 1,415,433August 2011 784,192 244,858 1,029,050

RFP #4172-0-2013/DH of 89

July 2011 1,010,742 235,161 1,245,903Total 11,035,429 3,303,779 14,339,208Average Per Month 919,619 275,315 1,194,934

These statistics are purely historical and do not include all of the copiers, printers, and multi-functional devices that wereprocured outside of the RICOH Americas Corporation contract with the City of Norfolk. Units were purchased throughother contracting options (such as the Commonwealth of Virginia, etc...) which included units from other RICOHsubsidiaries and competitors. During FY 2012 and into FY 2013 there has been a concentrated ongoing effort to assessprinting needs throughout the City which is resulting in the reduction of the number of free standing printing/copy devicesthroughout the City. There remains a number of devices in some City agencies and departments that were purchased orleased through contracts outside of the City of Norfolk contract. There is no realistic way to provide exact statistics for themachines purchased or leased outside of the RICOH contract as well as the desk top printers that have been eliminatedduring the past year as these figures were not tracked. The vendors who are submitting proposals may assume that thefigures provided in these tables are minimal and do not reflect total impressions for the entirety of the Citycopier/printer/multi-functional device fleet. Offerors should also be mindful that in this effort to consolidate desk topprinters some impressions that had been previously attributable to the City Print Shop operation are now migrating to theCity Fleet as more sophisticated printing/copier/multi-functional devices are being installed in the City departments toreplace desk top printers/scanners/fax machines. This effort has enabled the City departments to handle many printingjobs internally rather than relying totally on the City Print Shop operation. Please see Attachment K which providesstatistics extrapolated from an electronic reading of all City printing devices connected to the City network either directlyor through a City computer connected to the network. There will remain a small number of copiers/printers that willremain free standing and not connected to the City network for privacy/security reasons.

RFP #4172-0-2013/DH of 89

ATTACHMENT L: DEPARTMENTAL DATA REPORTS

BUILDING /FLOOR

DEPARTMENT REPORT REPORT DESCRIPTION REPORTSCHEDULE

CITY HALL1st Floor City Treasurer NPER627 RACF Report Daily

City Treasurer NS70878P List Cash Receipts For Northstar Daily1st Floor Commissioner Of

RevenueNPER627 RACF Report Daily

1st Floor Human Resources NBEN726 VRS employee Worksheet DailyHuman Resources NBEN751 Daily "NEW" Employee Report DailyHuman Resources NBEN752 Daily New Employee Report DailyHuman Resources NBEN776 Daily Granted SLB Entries DailyHuman Resources NBEN940 Benefit Adjustment Report DailyHuman Resources NPOS648 Activity CD Interface From AFIN

To PSOFTDaily

1st Floor Human Resources -Benefits

NBEN717 Terminated Employees W/HealthBenefits (2 copies)

Daily

Human Resources -Benefits

NBEN751 Daily "NEW" Employee Report (3copies)

Daily


NBEN753 Daily Genl. DeductionTerminations Report

Daily


NBEN940 Benefit Adjustment Report (2copies)

Daily


NPAY905 Cost Center Report (FICA Status) Daily


NPER634 Pay Group Change Report Daily

6th Floor Finance NS70878P List Cash Receipts For Northstar DailyFinance NPER627 RACF Report (2 copies) Daily

8th Floor Storm WaterController

NS70877P List Journal Vouchers ForNorthstar

Daily

Storm WaterController

NS70878P List Cash Receipts For Northstar Daily

GRANBYMUNI BLDG2nd Floor Utilities NS70877P List Journal Vouchers For

NorthstarDaily

Utilities NS70878P List Cash Receipts For Northstar Daily3rd Floor Information

TechnologyNBEN717 Terminated Employees W/Health

BenefitsDaily

InformationTechnology

NBEN751 Daily "NEW" Employee Report Daily


NPER627 RACF Report (3 copies) Daily


NTMBPM01 Load BPM Data To Work File Daily


NTMBPM02 Load BPM Data To AbsenceHist.& ABS Hist. Det.

Daily

RFP #4172-0-2013/DH of 89

ATTACHMENT M: PAPER USAGE ESTIMATES FOR 07/01/2011 – 06/30/2012

Estimated City Desktop Printer Fleet Paper UsagePaper Size # of Cases8.5 x 11 20# 4,0828.5 x 14 20# 26

Estimated Paper Usage for City Copier/Multi-Function Device FleetPaper Size # of Cases8.5 x 11 20# 1,4508.5 x 14 20# 1011 x 17 20# 5

Estimated Paper Usage for City Mainframe Report Printing Performed by City Print ShopPaper Size # of Cases8.5 x 11 (3 hole) 20# 49

Estimated Specialty Paper and Miscellaneous Items Used in City Print Shop

Description # Pages/# Items24# 8.5 x 11 330,18724# 8.5 x 14 52,10324# Ledger 33,58224# Special Blue Paper 10032# 8.5 x 11 0,28132# 11 x 17 13,88565# 8.5 x 11 17,43865# Ledger 10065# Color 2,86667# 8.5 x 11 3,02567# Letter Color 4,04580# 8.5 x 11 44,54080# Glossy Cover Ledger 8,02880 # Ledger 48280# Cardstock 4,559Coil 8 MM 649Labels 4,9168.5 x 11 perf 2,4009 x 12 5 mil lamination 26Vinyl covers 1,164Door hangers 2,500GBC (maria to detail) 3,525NCR-2 25,750NCR-3 10,037Tabs 810

RFP #4172-0-2013/DH of 89

ATTACHMENT N: OUTSOURCED PRINTING JOBS 07/01/2011 – 06/30/2012

Job Type Description NumberAnnual reports Bound with tape binding 15Cards Emergency information cards 100Cards Rack cards 5,000Door Hangers Sorry door hangers-black ink on 65# gold cover 1,000Door Hangers Single sided door hangers blue ink on 67 # blue vellum 500Door Hangers Door hangers blue ink on white card stock 4,000Door Hangers Single side door hangers black ink on canary vellum bristol 1,500Door Hangers 2 part violation door hangers black ink 200Door Hangers Door hangers black ink on salmon index with perf 15,000Door Hangers Bulk collection door hangers black ink on yellow vellum 5,000Door Hangers Sorry we missed you door hangers black ink 500Door Hangers 2 sided sorry door hangers yellow card stock black ink 500Door Hangers PD-846 door hangers black in on yellow card stock 1,000Door Hangers Door hangers black ink on white vellum 10,000Door Hangers 2 sided door hangers blue ink on white vellum 4,000Envelopes # 10 black ink on ivory southwest credentials envelopes 1,000Envelopes # 10 envelopes raised black ink on soft white linen 1,000Envelopes # 10 regular envelopes blue ink 78,150Envelopes # 10 window envelopes blue ink 65,000Envelopes # 9 regular envelopes blue ink 1,000Envelopes # 9 return envelopes blue ink 1,000Envelopes # 10 return envelopes black ink 2,500Envelopes 6 3/4 return envelopes blue ink 2,000Envelopes full color white on 25% cotton 1,000Envelopes Medication envelopes black ink on 6x9 brown kraft catalog

envelope250

Envelopes soft white linen 5.5 bar envelopes 200Foldover Cards pms 338 and blue on soft white linen panel card 200Forms 2 sided day pages-black ink on white text 2,500Forms fire tags red ink on 3 part w/tag 1,000Forms incident reports black ink 9,000Forms PD 132 memorandum cards black ink on yellow cards stock

pads of 503,000

Forms 2 sided appointment cards black ink on blue vellum bristol 5,000Forms PD 621 B crash exchange form black ink on 5 part (white-

yellow-yellow-yellow-yellow2,000

Forms 500 pads pd 081 field contact cards black ink in white cardstock

5,000

Forms 2 sided lab cards black ink on white 65# cover 1,000Forms PD 924 vehicle impound records black ink on 4 part 3,000Forms boat permit forms black ink on 4 part 2,500Forms 2 sided finger print cards blue ink on 65 # white cover 1,000Forms PD-851 black ink on 3 part numbered and drilled 6,000Forms PD 18 incident reports black ink 9,000Forms PD 581 latent lift cards black ink on white #80 card stock 5,000Forms Application for memorial foundation forms black ink on 3

part1,000

RFP #4172-0-2013/DH of 89

Forms 2 sided inventory logs black ink on white 70 # 2 hole drilled 100Forms Material pick up forms black ink on 2 part white/blue,

numbered600

Labels mailing labels-blue ink 2,000Labels Sliver waterproof labels 1,000Labels 500 mailing labels blue ink on white label stock 500Labels mailing labels blue ink on white label stock 1,000Labels boat labels red ink 2,500Labels mailing labels black ink 750Letterhead 1 digital letterhead proof 25% white cotton bond 1Letterhead Full color letterheads white 25% cotton 9,000Letterhead Letterhead blue/black ink on 25% Cotton 12,000Letterhead Letterheads blue ink on 25% cotton 41,400Letterhead Letterheads full color on white 25% cotton 4,000Letterhead Letterheads raised black ink on soft white linen 1,000Name Plate 2x10 wood grain name plate 3Name Plate Wood grain 2 x 10 1Name Plate Wood grain 2 x 8 name plates 2Name Plate Wood grain name plate 2x8 1Name Plate Name Plates 2x8 wood grain 4Newsletters Full color quarterly newsletters white 100 # gloss text 1,500Paper-Specialty blank second sheets soft white linen 1,000Paper-Specialty Glossy photo paper -Mohawk color copy 4,000Paper-Specialty Cannon glossy photo paper 50Paper-Specialty Eng bond 20 # 24x500 roll 2Paper-Specialty blank stock 24 # soft white linen 3,000Paper-Specialty Paper 80 # 1Paper-Specialty 24x500 bond roll (OCE) 1Paper-Specialty 25x500 bond rolls (TST) 1Poster 15 color posters 24 x 6 15Poster color poster 24 x 36 on foamcor 1Poster glossy 22 x 28 posters 10Poster posters laminated 24 x 36 42Poster 36 x 48 gloss print on foam cor 1Poster boxing posters 20x30 on foam cor 3Receipts 300 forest lawn g-receipts black ink on 3 part stapled in

books500

Receipts 1,500 installment receipts black ink on 3 part stapled inbooks

1,500

Receipts receipt books black ink on 4 part white, pink, blue, greennumbered and stapled in books of 25

25

Sign 11x17 full color cor sign 1Stamp Ideal stamps 5Tickets Please print your name tickets-black ink on 2

part…numbered perfed20,000

Tickets 2 color sided comp tickets-white card stock 10,000Tickets 4 sets Atlantis tickets numbered, cut 1,200Tickets Towing tickets black/red on 4 part, numbered, stapled in

books2,500

Tickets bulk issue tickets black ink numbered 600Tickets bulk water tickets numbered, in books on white card stock 200

RFP #4172-0-2013/DH of 89

**Statistics for Inside Printing jobs were not maintained separately as these jobs were handled on the Copy Centercopiers and thus imbedded in the per copy numbers/rate which includes paper and all supplies. Jobs that used paper otherthan the standard 20# copy paper are tracked and charged separately at the Offeror’s cost to purchase the specialty paper.During this period the printing of business cards began to be printed and processed in-house and therefore are not listed inthis Attachment.

The statistics for Inside Printing jobs are incorporated in the Copy Center section of the Estimated Copies/ClicksAttachment and the Specialty Paper and Miscellaneous Items Used in the Print Shop Attachment.

RFP #4172-0-2013/DH of 89

ATTACHMENT O:INVENTORY OF PRINTERS, COPIERS AND MFDS AS OF AUGUST 21, 2012

CIVIC CENTER COMPLEX

LOCATION/ADDRESS MFG MODEL COUNT

City Hall 1st Fl East Wing - HR, Rcds Mgmt HPColor LaserJetCP2025dn 1

810 Union St HP LaserJet 4000 Series 1

HP LaserJet 4200 1

HP LaserJet P1006 4

HP LaserJet P2015 Series 1

HP LaserJet P2035 4

RICOH Aficio MP C4000 1

13

City Hall 1st Fl West Wing - Treas, Comm of Revenue HP LaserJet 4000 Series 1


HP LaserJet 4250 2

HP LaserJet 4350 5

HP LaserJet M1522nf MFP 1

HP LaserJet Pro CP1520 1

HP Officejet Pro K5400 1

RICOH Aficio MP 4000 1


RICOH Aficio SP 8200DN 3

21

City Hall 2nd Fl - Public Works HP LaserJet 4250 2

810 Union St RICOH Aficio MP C3300 1


XEROX Phaser 8860 1

5

City Hall 3rd Fl - Communications, Retirement HP Color LaserJet CP3525 1

810 Union St HP LaserJet 9050 1


3

City Hall 4th Fl - Assessor, Off. to End Homelessness HP LaserJet 4350 1

810 Union St HP HP LaserJet P2015 1


4

City Hall 5th Fl - Planning HP LaserJet 4100 Series 2

RFP #4172-0-2013/DH of 89


3

City Hall 6th Fl - Finance, Budget HP Color LaserJet 4700 1

810 Union St HPColor LaserJetCP1518ni 1

HP LaserJet P1505 1



5

City Hall 7th Fl - Public Works HP 7300 series 1

810 Union St HP Pro 8500 A909a 1

RICOH Aficio 240W 1


4

City Hall 8th Fl - Public Works, Auditor HP LaserJet 4 Plus 1


HP LaserJet 4250 1

HP LaserJet 5 1

HP LaserJet P4015 1


6

City Hall 9th Fl - City Attorney HP Color LaserJet 4600 1


HP LaserJet 4200 5

HP LaserJet 4250 1

HP LaserJet 4300 4

12

City Hall 10th Fl - City Clerk, Council HP LaserJet 1300 2


HP LaserJet P2035 1


RICOH Aficio SP 4100NL 1

7

City Hall 11th Fl - City Manager HP Color LaserJet 3600 1


2

RFP #4172-0-2013/DH of 89

Sheriff - Jail LEXMARK T640 2

801 E City Hall Ave LEXMARK T650 1

BROTHER HL-5140 series 1

BROTHER HL-5150D series 2

BROTHER HL-5250DN series 1

HP LaserJet 4100 Series 2

HP LaserJet 4200 2

HP LaserJet M1522 MFP 1


HP LaserJet P2035 1

HP LaserJet P4015 1




19

Central Energy Plant RICOH Pro C720 Fiery 1

920 E Main St 1

Commonwealth's Attorney HP CLJ2820 - Black White 1

800 E City Hall Ave HP Color LaserJet 2820 2

HPColor LaserJetCP2025dn 1

HP LaserJet 1022 2

HP LaserJet 3052 12

HP LaserJet 5 1

HP LaserJet M1522 MFP 1

KYOCERA FS-1370DN KX 1

21

Human Services - School Admin Bldg HP LaserJet 1320 series 1

800 E City Hall Ave 1

DOWNTOWN AREA


Development - SunTrust Building HP LaserJet 2420 1

500 E Main St HP LaserJet 4200 1

2

Police Admin - Tazwell Bldg HP LaserJet 4050 Series 1

Brooks Ave HP LaserJet 4250 2

HP LaserJet 5 1

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7

Norf Criminal Justice Services HP LaserJet 2420 3

711 Granby St 3

MacArthur Memorial HP LaserJet 4200 1

City Hall Ave 1

Nauticus HP LaserJet 1200 Series 1

Boush St HP LaserJet P1006 1

2

Granby Muni Bldg 1st Floor - Codes, BldgConstruction HP Color LaserJet CP4005 1

401 Monticello Ave HP LaserJet 5100 Series 2


RICOH Aficio MP C2551

5

Granby Muni Bldg 2nd Floor - Utilities Admin HP Color LaserJet 3800 1

401 Monticello Ave HP Color LaserJet 4700 1

HPColor LJ CM2320nfMFP 1

HP Designjet T1100ps 44in 1



HP LaserJet 4250 2

HP LaserJet 9050 1


HP LaserJet P2035n 1

IBM Infoprint 1145 1

12

Granby Muni Bldg 3rd Floor - IT HP LaserJet 4050 Series 1

401 Monticello Ave HP LaserJet 4200 3

HP LaserJet P4015 1





10

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Granby Muni Bldg 4th Floor - IT DELL Laser Printer 5100cn 1

401 Monticello Ave HP LaserJet 4050 Series 1

HP LaserJet P4015 1

HP LaserJet 4200 1

4

Human Services Administration HP Color LaserJet 2840 1

741 Monticello Ave HP color LaserJet 4600 1

HP LaserJet 1320 series 1


HP LaserJet 4200 1

HP LaserJet P2035 1

HP LaserJet P4014 10

OCE 28BW-3 1

19

Rec, Parks & Open Spaces - Admin HP Color LaserJet 2600n 1

501 Boush St HP Designjet T1200 1

HP LaserJet Pro P1102w 1

3

PUBLIC SAFETY


Emergency Operations Center HPColor LJ CM2320nfMFP 1

3661 Va Beach Blvd HP LaserJet P2015 Series 1KONICA-MINOLTA BIZHUB C352 1

3

Police Operations Center BROTHER DCP-7040 Printer 1

3661 Va Beach Blvd HP color LaserJet 4600 1

HP LaserJet 2100 PCL6 1




HP LaserJet P1006 1


HP LaserJet P2035 1

HP LaserJet P4015 1

OKI DATA ML320/1TURBO 2

15

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Police - 2nd Patrol Div HP LaserJet 1022 1

N Military Hwy HP LaserJet 1200 1



HP LaserJet 4200 1


HP LaserJet P2035 1

7

K9 and Pistol Range HP LaserJet 5100 Series 1

1501 Pritchard Street. Norfolk, VA 23502 1

Animal Care Center HP Color LJ CP4020 Series 15585 Sabre RoadNorfolk, VA 23502

HP PCL 6 1

2

Fire Training HP LaserJet 1022 1

Thole St HP LaserJet 5 1


3

Fire Station 4 HP LaserJet 4250 1

5909 Poplar Hall Dr. 1


1211 W. 43rd St. 1


526 Frederick St. 1


1650 W. Little Creek Rd. 1


176 Maple Ave. 1


1460 Norview Ave RICOH Aficio MP 201 PS 1

2


1425 Fisherman's Rd. 1

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7924 Camellia Rd. 1

CO-LOCATED/CLOSELY LOCATED


Human Services - Berkley HP LaserJet P4014 1

Berkley Ave 1

Rec, Parks & Open Spaces - Berkley HP LaserJet 1012 1

Berkley Ave HP LaserJet P2015 Series 1

2

Human Services - Huntersville HP LaserJet P4014 2830 Goff StreetNorfolk, VA 23504 2

Rec, Parks & Open Spaces - Huntersville HPColor LaserJetCP1518ni 1

830 Goff StreetNorfolk, VA 23504 1

Human Services - Park Place HP LaserJet P4014 3

29th St 3

Library - Park Place Branch HP 6940 series 1

29th St HP LaserJet 4050 Series 2

3

Public Works Stormwater Engineering HP Designjet T1120ps 44in 1

McKann Ave HP LaserJet P2015 Series 1

2

Public Works Streets & Bridges HP LaserJet 1320 series 1

McKann Ave HP LaserJet 4000 Series 1


4

Facilities Maintenance HP LaserJet P2035 1

2840 Dana St 1

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Library Administration HP 6940 series 4

Pineridge Rd. HP LaserJet 2300 series 1


HP LaserJet P1505 5



HP LaserJet P2055dn 2

15

Public Works Waste Mgmt HP LaserJet 4100 Series 1

Pineridge Rd 1

CITIZEN SERVICES


Library - Pretlow Anchor HP 6940 series 4

Ocean View Ave 4

Rec, Parks & Open Spaces - Elmwood Cemetery HP LaserJet 4050 Series 1

Princess Anne Rd 1

Rec, Parks & Open Spaces - Campostella Heights HP LaserJet 4200 1

Campostella Rd RICOH Aficio MP C2050 1

2

Rec, Parks & Open Spaces - Fitness and Wellness HP LaserJet 1160 2

Newport Ave 2

Virginia Zoo HP LaserJet 2430 1

Granby St HP LaserJet P3005 1

2

HUMAN SERVICES


Human Services Workforce Development Center HP LaserJet 1160 3

Little Creek Rd HP LaserJet 1320 series 3


HP LaserJet 4200 1


HP LaserJet P2035 5

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HP LaserJet P4014 2

37

Juvenile Detention Center HP Color LaserJet 2605dn 1

1260 Security Lane Norfolk, VA 23502 HP LaserJet 2100 1

HP LaserJet 4 Plus 2

4

Ryan White HP LaserJet P2015 Series 1741 Monticello Avenue, Room 201, Norfolk, VA23510 1

UTILITIES


Utilities - 37th St. HP LaserJet P2035n 1

37th St HP LaserJet Pro P1606dn 1

2

Utilities - Moores Bridges HP LaserJet 1320 series 2

1040 Waterworks Rd HP LaserJet 5000 Series 1


6

Utilities - Combined Operations HPColor LaserJetCP1518ni 1

1316 Ballentine Blvd HPColor LaserJetCP2025n 1

HP LaserJet 1160 1

HP LaserJet 4200 2

HP LaserJet 5 1

6

Utilities - Western Branch HP LaserJet P2015 Series 1

Rt 10, Suffolk HP LaserJet P2035n 1

2

COMMUNITY SERVICE BOARD*


CSB Admin - Olney Rd HP LaserJet 4050 Series 1

525 Olney Rd INFOPRINT 6500 1

KYOCERA FS-1128MFP KX 2

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13

CSB Roland Park KYOCERA FS-1128MFP KX 1

Tidewater Dr KYOCERA FS-1370DN KX 1

2

CSB Tidewater Center HP LaserJet 4000 Series 1

Tidewater Dr KYOCERA FS-1370DN KX 4

5

CSB Va. Beach Blvd HP LaserJet 1320 series 1

Va Beach Blvd HP LaserJet 3050 1

HP LaserJet P2035 1


7

CSB - Park Place Medical Center (PACT) KYOCERA FS-1128MFP KX 1

101 W 35th St. KYOCERA FS-1370DN KX 1


4

* Hardcopy devices in Community Service Board locations are covered under a separate lease agreement withElectronic Systems, which expires on 11/22/2014. Because of the separate lease terms, a separate transitionplan will be needed for these hardcopy devices.

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ATTACHMENT O.1: INVENTORY OF LARGE-FORMAT PRINTERS/PLOTTERS AS OF AUGUST 21, 2012

DEPARTMENT/BUREAU LOCATION/ADDRESS MFG MODEL SERIALPublic Works - Stormwater

Public Works - Streets &Bridges

Public Works - Surveys

Rec, Parks & Open Spaces

IT GIS HP DesignJetT1100PS

Commonwealth's Attorney

Commissioner of the Revenue

Real Estate Assessor

Planning

Budget

Police Department

Utilities

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ATTACHMENT P: LEASED DEVICES AND MATURITY DATES AS OF JUNE 30, 2012

EXPIRES ADDRESS LOCATION MODEL

6/30/2011 920 E Main St Copy Center LD 060SP

208 E Main St Selden Arcade MP 2550 SP

235 E Plume St Library - Sea Board MP 2550 SP

2840 Dana St Facilities Maint MP 2550 SP

700 E Olney Rd Rec, Parks, Open Space - VCM MP 2550 SP

830 Goff St Human Services - Huntersville MP 2550 SP

1 Waterside Dr Nauticus MP 4000 SP

1155 Pineridge Rd Library Admin MP 4000 SP

201 E Little Creek Rd Human Services - WDC MP 4000 SP

2500 N Military Hwy Police 2nd Precinct MP 4000 SP

501 Boush St Rec, Parks, Open Space MP 4000 SP

520 E Main St Human Resources Training MP 4000 SP

606 West 29th St Library - Park Place MP 4000 SP

810 Union St Budget/Finance/Grants 6th floor MP 4000 SP

810 Union St City Attorney 9th floor MP 4000 SP

810 Union St Communications 3rd floor MP 4000 SP

810 Union St Council/Clerk 10th floor MP 4000 SP

810 Union St Public Works 8th floor MP 4000 SP

810 Union St Registrar 8th floor MP 4000 SP

810 Union St Treas/CommRev 1st floor W wing MP 4000 SP

810 Union St Treas/CommRev 1st floor W wing MP 4000 SP

920 E Main St Copy Center MP 7500SP

920 E Main St Copy Center MP 9000SP

810 Union St City Manager 11th floor MP C3500

810 Union St Public Works 7th floor MP C3500

920 E Main St Copy Center MP C7500SP

7/31/2011 810 Union St City Manager 11th floor MP 8000 SP

8/31/2011 3131 Holister Ave Gen Services - Storehouse MP 171 SP

2205 McKann Ave Public Works Streets & Bridges MP 2550 SP

6101 S Cape Henry Police K-9 MP 2550 SP

114 W City Hall Ave Parking - Boush MP 2550 SPF

811 E City Hall Ave General District Court MP 4000

401 Monticello Ave IT MP 4000 SP

811 E City Hall Ave General District Court MP 4000 SP



811 E City Hall Ave Sheriff - Jail MP 4000 SP

1155 Pineridge Rd Library Admin MP C2050

8400 Tidewater Dr Rec, Parks, Open Space - Northside MP C2050

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920 E Main St Central Plant MP C2050

1714 Mount Vernon Ave Rec, Parks, Open Space - Campostella Hgts MP C2050 SP

2205 McKann Ave Public Works Streets & Bridges MP C2050 SP

811 E City Hall Ave Sheriff - Jail MP C2050 SP


1112 Azalea Garden Rd Radio & Electronics MP C2050SPF

2205 McKann Ave Public Works Streets & Bridges MP C2050SPF

2205 McKann Ave Public Works Streets & Bridges MP C2050SPF

100 Brooke Ave Police Admin MP C2050SP

50 Martin's Lane Parking - Waterside MP C2050SP

731 Monticello Ave Norfolk Criminal Justice Services MP C2050SP

7300 Newport Ave Rec, Parks, Open Space - Fit/Wellness MP C2550

400 Granby St Bldg Construction MP C2550 SP

50 Martin's Lane Parking - Waterside MP C2550 SP

925 S Main St Human Services - Berkley MP C2550SP

2839 Dana St Rec, Parks, Open Space - Forestry MP C3300SPF

810 Union St Budget/Finance/Grants 6th floor MP C3300SPF

810 Union St Public Works 2nd floor MP C3300SPF

1251 West 42nd St Rec, Parks, Open Space - Lamberts Pt MP C4000 SP

1 Waterside Dr Nauticus MP C4000SP

1 Waterside Dr Nauticus MP C4000SP


401 Monticello Ave IT MP C6000 SP

9/30/2012 811 E City Hall Ave General District Court MP C2050SP

2/28/2013 811 E City Hall Ave General District Court MP 4000

3/31/2013 100 Brooke Ave Police Admin MP C2050 SP




810 Union St Public Works 7th floor MP C2050 SP


810 Union St Retirement 3rd floor MP C2050 SP

810 Union St Real Estate 4th floor MP C2050 SP


810 Union St Council/Clerk 10th floor MP C4000 SP

810 Union St Human Resources 1st floor E wing MP C4000 SP



7/31/2013 1612 Willow Wood Dr Rec, Parks, Open Space - Lakewood MP C2050 SP

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8/31/2013 811 E City Hall Ave General District Court MP 4000SP



810 Union St City Planning 5th floor MP C4000SP

6040 Waterworks Utilities - Moores Bridges MP C5000SP

9/30/2013 3500 Granby St Zoo MP C2550SP

3500 Granby St Zoo MP C2550SP

3661 Virginia Beach Bl Police Operations Center MP C4501 SP

11/30/2013 920 E Main St Copy Center C720 SP

3661 Virginia Beach Bl Police Operations Center MP C2050SP

201 E Brambleton Ave Scope MP C2550SP



810 Union St City Planning 5th floor MP C4000SP

12/31/2013 400 Granby St Bldg Construction MP C2550

400 Granby St Bldg Construction MP C2550

232 E Main St General Services MP C2550 SP

2233 McKann Ave Public Works Storm Water MP C4501 SP






1176 Pineridge Rd Public Works Waste Mgmt MP C4501SP

201 E Brambleton Ave Scope MP C4501sp

400 Granby St Utilities - Engineering MP C5501

1/31/2014 1316 Ballentine Bl Utilities - Combined Ops MP C5000 SP

1316 Ballentine Bl Utilities - Combined Ops MP C5000 SP

3/31/2014 811 E City Hall Ave General District Court MP 4001SP

810 Union St Treas/CommRev 1st floor W wing MP 5001

810 Union St Treas/CommRev 1st floor W wing MP 5001

2244 McKann Ave Public Works Streets & Bridges MP C2551 SP

100 Brooke Ave Fire and Rescue MP C4501

100 Brooke Ave Fire and Rescue MP C4501

100 St Paul's Bl Sheriff - annex MP C4501



5585 Sabre Rd Animal Care Center MP C4501

7120 Granby St Fire Training MP C5501

810 Union St Treas/CommRev 1st floor W wing S8200 DN




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4/30/2014 748 Cecilia St Fire Station #1 MP C2551 sp

201 Granby St Interagency Consortium MP C4501

5/31/2014 800 E City Hall Ave Commonwealth Attorney's Office MP 5001

800 E City Hall Ave Commonwealth Attorney's Office MP 5001

2500 N Military Hwy Police 2nd Precinct MP C4501

811 E City Hall Ave General District Court MP C4501

800 E City Hall Ave Commonwealth Attorney's Office MP C5501

800 E City Hall Ave Commonwealth Attorney's Office MP C5501

6/30/2014 800 E City Hall Ave Juvenile & Domestic Relations Court MP 5001SP

800 E City Hall Ave Juvenile & Domestic Relations Court MP 6001


230 E Main St Parking MP C3001

114 W City Hall Ave Parking - Boush MPC 2551

7/31/2014 115 Thole St Fire Station #9 MP 201spf

1460 Norview Ave Fire Station #14 MP 201spf

748 Cecilia St Fire Station #1 MP 201spf

4505 Patent Rd Public Works Traffic Ops MPC 4501

8/31/2014 140 East St Sheriff - admin MP C4501

811 E City Hall Ave Sheriff - Jail MP C4501


901 Asbury Ave Police 3rd Precinct MP C4501

9/30/2014 100 E Oceanview Ave Rec, Parks, Open Space - Oceanview MP 201spf

6830 Sewell's Point Rd Rec, Parks, Open Space - Norview MP 201spf

100 Brooke Ave Police Admin MP C2051

3661 Virginia Beach Bl Emergency Operations Center MP C2051

810 Union St City Manager 11th floor MP C2051

3500 Granby St Zoo MP C2551


810 Union St Council/Clerk 10th floor SP 4100

2/1/2015 6040 Waterworks Utilities - Moores Bridges MP C2051

4/30/2015 810 Union St Finance 6th floor MP C2551

810 Union St Finance 6th floor MP C2551



6/30/2015 811 E City Hall Ave Police Booking (Jail) MP 2852

208 E Main St Selden Arcade MP 4000

1195 Lance Rd Public Works Towing MP 4001 sp


811 City Hall Ave General District Court MP 4002

811 E City Hall Ave Sheriff - Jail MP 4002 sp-rc

501 Boush St Rec, Parks, Open Space MP 5502A

811 E City Hall Ave Chief Magistrates Office MP C2551

3661 Virginia Beach Bl Police Operations Center MP C4501

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1316 Ballentine Bl Utilities - Combined Ops MP C5502

1316 Ballentine Bl Utilities - Combined Ops MP C5502

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ATTACHMENT Q: ELECTRONIC DATA RESOURCES ACCEPTABLE USE POLICY (AUP)

Policy and Administrative Regulations

CHAPTER 10: INFORMATION TECHNOLOGY

TITLE: ELECTRONIC DATA RESOURCES ACCEPTABLE USE POLICY

EFFECTIVE DATE: June 15, 2005

POLICY ORIGINATION: DEPARTMENT OF INFORMATION TECHNOLOGY

APPROVAL: Regina V.K. Williams, City Manager

I. PURPOSE AND SCOPE

The City has made a significant investment to procure and implement information technology to enableCity employees to effectively and efficiently serve its citizenry and business community. In order tomaximize the availability, reliability, and efficient use of the City’s information technology, it isnecessary to establish guidelines for responsible use.

The purpose of this policy is to set forth rules, regulations, and restrictions for employee access and use ofthe City’s electronic mail, Internet, Intranet, network, electronic devices (including, but not limited to,computers, Personal Digital Assistants (PDA), smart phones, cell phones and peripherals), and electronicdata files (collectively referred to as “City’s electronic data resources”), which will promote thepreservation, protection, management and maintenance of the City’s investment in its electronic dataresources, while ensuring efficient service to the public. This policy also addresses the disclosure ofinformation created, transmitted, received and stored via such resources.

This policy shall apply to all employee access or use of the City’s electronic data resources, whether ornot accessed by a City-owned electronic device or situated at City property.

Federal or State law may govern the matters addressed in this policy. In the event of any conflict betweenthe relevant Federal or State law and this policy, the governing Federal or State law will control.

II. OWNERSHIP AND CONFIDENTIALITY

A. Property of the City

All components of the City’s electronic data resources, including but not limited to, electronicdevices and other hardware, all applications, programs and data of every kind and descriptioncreated, stored or transmitted by employees using the City’s electronic data resources, are the soleproperty of the City.

B. Privacy/Confidentiality

All employees who use the City’s electronic data resources should have no expectation of privacyor confidentiality in any information or communications created or stored on the City’s electronicdata resources. Unless exempted by law (such as attorney-client communications to and from theCity Attorney’s Office), all data, including any stored, transmitted or printed as a document, issubject to review and audit at any time. THERE CAN BE NO EXPECTATION OF PERSONALPROPERTY IN THE USE OF THE CITY’S ELECTRONIC DATA RESOURCES.

C. Freedom of Information and Virginia Government Data Collection andDissemination Practices Act

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Employees should be aware that certain electronic communications are “official records” underthe Virginia Freedom of Information Act and the Virginia Government Data Collection andDissemination Practices Act, and may be subject to disclosure under those laws.

III. AUTHORIZATION AND USE

Access to the City’s electronic data resources imposes responsibilities, limitations and obligationsupon those receiving that access. It should be clearly understood that the use of City’s electronicdata resources is a privilege, not a right, and may be revoked at any time, for any reason. Inaddition, abuse of the privilege may result in disciplinary action.

A. The use of the City’s electronic data resources is permitted only with properauthorization. Any unauthorized use or attempted unauthorized use shall be promptlyreported to the Director of Information Technology.

B. The Department of Information Technology enables the connection of any electronicdevice to any of the City’s electronic data resources upon receipt of a request from anExecutive Staff member, Council Appointee or their designee (collectively referred to as“department executive”). City employees are not permitted to connect or attempt toconnect any electronic device to the City’s network.

C. Employees are permitted to access the City’s electronic data resources using theirassigned USER-ID(S) and PASSWORD(S). Sharing of one’s USER-ID(S) andPASSWORD(S) constitutes a breach of this policy and subjects the employee todisciplinary action.

D. Employees are permitted to read or update only such data as is authorized and requiredfor performing their job functions.

E. Use of the City’s Electronic Data Resources and the Fair Labor Standards Act (FLSA)

Individuals employed in job classifications set forth in the FLSA Non-Exempt Job ClassListing or Section 18 of the General Compensation Plan who need to use the City’selectronic data resources outside of their normal work schedules shall request permissionto do so from their immediate supervisor. Approval of such requests shall be made inaccordance with departmental overtime approval procedures. Upon receipt of anapproved request, the employee shall submit written documentation of hours worked tohis/her immediate supervisor. The appropriate departmental manager shall certify anemployee’s written documentation of hours worked before it is submitted to payroll.Monetary or compensatory payments due to an employee shall be made in accordancewith the overtime provisions of an employee’s respective pay plan.

IV. ACCEPTABLE USES (Not all inclusive)

A. Work directly related to the mission or work task of the employee’s agency.

B. To maintain currency of training or education, and/or to discuss issues related to theemployee’s work activities.

C. To engage in research, analysis, and/or professional society activities related to Citygovernment work, tasks, and duties.

D. To announce new laws, procedures, policies, rules, services, programs, information, oractivities.

E. To use electronic file folders, as necessary, to store messages that may need to beretrieved later. (Employees are responsible for ensuring their electronic file folders arekept to a minimum to avoid burdening system resources.)

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F. Messages addressed to all users (allnorfolk, allexchange, emergency) are permitted onlywhen such messages are work related or authorized by the department executive, andapply to a majority of the recipients on the mail lists. Examples of messages meeting therelevance test for sending to all users include, but are not limited to, the following:

Computer system downtime • Death announcements Holidays and benefits information • Blood drives Retirements • Street closures

G. Personal use of the City’s electronic data resources is permitted for reasonably briefperiods of time, during an employee’s rest or break periods or during other periods whenan employee is not expected to be actively performing his/her official duties. Employeeswho engage in personal use of the City’s electronic data resources beyond that permittedherein may have their access revoked, and may be subject to disciplinary action.

V. PROHIBITED USES (Not all inclusive)

A. Copying or sending copies of documents in violation of copyright laws.

B. Making or using illegal copies of copyrighted material.

C. Violating the laws of the U.S., the Commonwealth of Virginia or the City.

D. Sending messages containing any racist, sexist, offensive, abusive, threatening, or otherinappropriate language. The city has zero tolerance for the use of such language.

E. Conducting personal business beyond that permitted in Section IV.G. above.

F. Sending non-business mail (junk mail) to mailing lists, allnorfolk, or allexchange.Messages such as the following are considered junk mail and may not be sent to mailinglists including allnorfolk or allexchange:

Lost and found items Personals Items for sale Pets for sale/adoption Chain e-mails

G. Using the City’s electronic data resources for-profit or non-profit activities, includingadvertising and political purposes that are not work-related.

H. Violating any City policy.

I. Using Internet resources to access, transmit, copy or process obscene or pornographicmaterial.

J. Using Internet resources to access, transmit, copy or process files dangerous to theintegrity of the network.

K. Using another person’s USER-ID(S) and PASSWORD(S).

L. Accessing another person’s files, systems, or data without authorization.

M. Disclosing PASSWORDS to family members or any other person and/or allowing themto access any of the City’s electronic data resources.

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N. Using computer programs to decode or attempt to decode PASSWORDS orencrypted information, or to circumvent or attempt to circumvent accesscontrols.

O. Engaging in any activity that might be harmful or potentially harmful to theCity’s electronic data resources or any information transmitted by or storedtherein. This includes, but is not limited to: the introduction of maliciouscode (e.g., creating or propagating viruses, worms, Trojan horses, etc.),disruption of services (e.g., network sniffing, pinging floods, packetspoofing, denial of service attacks, etc.), port or security scanning, ordamaging files.

P. Altering or reconfiguring any software or hardware of the City’s electronicdata resources without the express authorization of the Director of InformationTechnology.

Q. Using the City’s electronic data resources to harass, intimidate, or otherwiseannoy another person or group of persons.

R. Monopolizing systems, overloading networks, or wasting computingresources (e.g., computer time, connect time, disk space, paper, etc.).

S. Misrepresenting, under any circumstances, an employee’s true identity.

T. Developing or running personal websites on the City’s electronic data resources.

U. Copying, installing or using of any software or data files on a City electronicdevice in violation of any applicable copyright or license, or withoutauthorization from the Department of Information Technology.

V. Downloading from the Internet or installing on a City electronic device anysoftware without authorization from the Department of InformationTechnology.

W. Using the City’s electronic data resources to purchase, obtain or offer productsor information for City purchases except as authorized under normal City ofNorfolk Purchasing Procedures.

X. Connecting privately owned electronic devices to the City’s electronic dataresources, installing personal software on any City electronic device, orloading City software on an individual’s personal electronic devices withoutauthorization of the Department of Information Technology.

Y. Giving the impression that one is representing, giving opinions or otherwisespeaking on behalf of the City or any unit of the City, unless expresslyauthorized to do so. Where appropriate and/or when necessary to avoid suchimpression, the following explicit disclaimer shall be used forcommunications transmitted via the City’s electronic mail system: “Theopinions or statements expressed herein are my own and should not be takenas a position, opinion, statement or endorsement of the City of Norfolk.”

Z. Engaging in any other activity that does not comply with the generalprinciples contained in this policy.

VI . ENFORCEMENT

The City considers any violation of this policy a matter of serious concern and will

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act to enforce the policy as follows.

A. Monitoring:

In order to assess and maintain efficiency and security, the City engages ingeneral, system-wide monitoring of its electronic data resources, as well asany other stored or transmitted information created or received by Cityemployees on the City’s electronic data resources. Employees should keep inmind that usage of the City’s electronic data resources may be recorded,logged and stored, along with the source and destination. The City reservesthe right to disclose any such information, both to City departments and toothers outside the City organization, unless exempted by law.

1. The City has the right and capability of viewing employees’ use andusage patterns, and to take appropriate action to maintain the securityof its electronic data resources and to assure that the City’s resourcesare being used efficiently to promote the highest levels ofproductivity.

2. Department Executives may request that an employee’s use of theCity’s electronic data resources be monitored. All requests must bewritten and must be directed to the Director of the Department ofInformation Technology. Requests may be made for the followingpurposes and any other purposes legitimately related to the transactionof City business:

(a) To determine compliance with this Policy; and/or

(b) To evaluate the efficiency, quality or productivity of City services;and/or

(c) To evaluate the achievement of service goals; and/or

(d) To investigate any activities that are indicative of attemptsto compromise the security of the City’s electronic dataresources; and/or

(e) To investigate reasonably suspected misconduct and/orviolations of City policies and/or violations of law; and/or

(f) To comply with a law regulation, court order or forother legitimate governmental purpose.

B. Filtering

The City utilizes content filtering software to block employee access toInternet sites when such access is: (1) not reasonably related to an employee’sofficial duties and responsibilities; (2) inconsistent with law or City policy; or,(3) for any other legitimate reason or concern that is inconsistent with anemployee’s employment responsibilities.

C. Violation of this policy may result in disciplinary action, up to and includingtermination of employment.

D. None of the provisions of this policy shall prevent the City from prosecuting

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violators to the full extent of the law.

VII. RESPONSIBILITIES

A. Employees

The City of Norfolk regards its employees as vital frontline defenders of theintegrity of the City’s electronic data resources. Security of the City’selectronic data resources is the responsibility of everyone associated with theCity. The City therefore requires the following of employees having access tothe City’s electronic data resources.

1. All employees shall cooperate in the ongoing task of preserving andprotecting the City’s electronic data resources.

2. All employees shall sign the Acknowledgment (See Attachment) thatthey have read and understand the City’s Electronic Data ResourcesAcceptable Use Policy.

3. Each employee shall maintain the confidentiality of his/her assignedUSER-ID(S) and PASSWORD(S). All employees will be heldpersonally accountable for any and all activities logged to their“USER-ID(S) and PASSWORD(S)” on the activity logs and violationreports. Employees accept indirect responsibility for the ongoingintegrity of the City’s electronic data resources.

4. Each employee shall abide by and fully support this policy byencouraging compliance by fellow employees, reporting violations,and pointing out shortcomings that need to be addressed.

5. No City employee will allow any person who is not authorized toconnect any electronic device to the City’s electronic dataresources.

B. Security Administrator

The Security Administrator shall fulfill the following responsibilities.

1. Ensure that each user has access to the City’s Electronic DataResources Acceptable Use Policy; and post an updated copy of thispolicy on the City’s Intranet system in the Policy and ProceduresManual.

2. Add users or change user names only upon written notification fromthe user’s departmental Security Liaison.

3. Delete users as requested by the departmental Security Liaison oraccording to payroll information or at the written request of the user’sdepartment executive.

4. Provide department executives access to records and files maintainedby any departmental employee upon request. Department executivesshall make such requests in writing to the Director of InformationTechnology.

C. Department Executives

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Department executives shall fulfill the following responsibilities.

1. Ensure that all subordinate users abide by the guidelines set forth inthis policy and other related documents.

2. Ensure that all subordinate employees acknowledge in writing thatthey have received, read and understand this policy. Such writtenacknowledgements shall be retained in the Department of InformationTechnology files. (The failure to provide such writtenacknowledgements shall, not in any way, limit the City’s ability toenforce this policy.)

VIII. COMPLIANCE/REPORTING REQUIREMENT: None

IX. HISTORY: This policy replaces the earlier city policies titled “ELECTRONIC MAIL ANDINFORMATION SYSTEMS USE POLICY (10-009)”

X. AUTHORITY: City Manager's Office.

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ATTACHMENT R: COST SUMMARY SHEET – ALL SERVICES

MAIL PROCESSING & COURIERSERVICES

SERVICES or SUPPLIESINCLUDED

COST/YEAR

Management Fee/Mail Processing

Management Fee/Courier Services

Mail Supplies

Additional Chargeable Items Not IncludedAbove (list; be specific)

TOTAL COSTS

REPROGRAPHICS/PRINT SHOP SERVICES or SUPPLIESINCLUDED

COST/YEAR

Management Fee/Reprographics

Printing Supplies

Per Click B&W

Per Click Color

Departmental Report Printing

AFP/IPDS Printing Option


TOTAL COSTS

MANAGED PRINT SERVICES SERVICES or SUPPLIESINCLUDED

COST/UNIT

Per Click B&W

Per Click Color

Desktop Scanner Support (if offered)

Large-Format Printer/Plotter Support (ifoffered)Fax Machine Support (if offered)

CSB Hardcopy Device Support (if offered)


TOTAL COSTS

SEE SHEET "MFDS ONLY" FOR DEVICECOSTS

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ATTACHMENT R.1: HARDCOPY DEVICE FEATURES AND COST SUMMARY SHEET

Complete the following entries for each manufacturer/model of hardcopy device proposed.

All hardcopy devices proposed must include the features listed on (reference - expectations of hardcopydevices) in the monthly lease rate, unless specifically stated separately on this sheet.

MULTI-FUNCTION DEVICE DESCRIPTION MONTHLY LEASERATE

MFG/MODEL PROPOSED

STANDARD CONFIGURATIONINCLUDING ALL OPTIONSCONSIDERED STANDARD

OPTION 1

OPTION 2

OPTION 3

OPTION 4

OPTION 5

OPTION 6

Number and capacity of paper traysincluded in the standard configuration

Maximum number and capacity ofpaper trays available

Additional printing sizes availableabove the required letter, legal andledger

Whether envelope printing isavailable

Sizes, weights and capacity/volume ofpaper that can be accommodated inautomatic feeder

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Maximum and minimum zoom andreduction ranges

Type of image adjustment andenhancement available on device

Maximum and minimum resolutionand pixel depth

Maximum document size for flatbedscanning/copying

Stapling options for finishing (onecorner, multi-position, etc.)

Duplexing method for scanning andcopying (dual-pass or single-pass)

Method of hard-disk drive cleaning(including removal)

Fax isolation certification

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ATTACHMENT S: Supplemental Questions

Supplemental Questions A

Land Mail & Inter-Office Mail Processing/Courier Services

1. Describe in detail Offeror’s experience in managing an organization’s mail room/mail processingand/or courier service. Include the size of the operation(s), location(s), staffing, vehicles required, volumeof mail, mail processing equipment used including manufacturer and model, type and number of sites formail delivery, etc.

2. Describe the staffing Offeror will provide to manage and operate the City’s mail processing center andcourier service. List position titles, number of staff and work schedules.

3. List in detail the equipment including motor vehicles which Offeror will use in successfully fulfillingthe requirements listed in this RFP.

4. Describe in detail the methods and criteria used to measure Offeror’s performance in mail processingand courier services at other firms/organizations. Describe the ratings/results received. Provide names andcontact information for these organizations.

5. Provide examples of two firms/organizations in which Offeror made significant improvements in themail room/mail processing and/or courier services. Provide details of the improvements and thebackground circumstances that prompted the need for improvement.

6. Provide examples and details of cost savings measures that Offeror was able to propose and implementsubsequent to being awarded a contract to provide mail room/mail processing and courier services for afirm/organization.

7. Provide examples of a situation in which Offeror was responsible for the creation of a problem thatimpacted negatively the mail room/mail processing and/or courier services of a firm/organization.Describe the problem(s), the methodology in developing a plan to resolve the problem(s), the finalresolution/outcome(s), and the performance measurements put into place to prevent future recurrence ofthe issue.

8. Provide a detailed description of the contract implementation and transition plan Offeror proposes touse if awarded the contract for mail room/mail processing and courier services. Describe in detail othersuccessful transitions achieved with other firms/organizations.

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Supplemental Questions B

Reprographics and Print Shop Services

1. Describe in detail the experience Offeror has had in managing an organization’s reprographics/printshop service. Include the size of the operation(s), location(s), staffing, vehicles required, volume andtype of printing/copying, equipment used including manufacturer and model, type and number of sitesfor mail delivery, etc.

2. Describe the staffing Offeror will provide to manage and operate the City’s print shop andreprographics center. List position titles, number of staff and work schedules.

3. List in detail the equipment including motor vehicles Offeror will use in successfully fulfilling therequirements listed in this RFP.

4. Describe in detail the methods and criteria used to measure Offeror’s performance in providingreprographics services at other firms/organizations. Describe the ratings/results received. Providenames and contact information for these organizations.

5. Provide examples of two firms/organizations in which Offeror made significant improvements in thereprographics services. Provide details of the improvements and the background circumstances thatprompted the need for improvement.

6. Provide examples of cost savings measures Offeror proposed and implemented subsequent to beingawarded a contract to provide reprographics services for a firm/organization. Provide details.

7. Provide examples of a situation in which Offeror was responsible for the creation of a problem thatimpacted negatively the reprographics/print shop services of a firm/organization. Describe theproblem(s), the methodology used in developing a plan to resolve the problem(s), the finalresolution/outcome(s), and the performance measurements put into place to prevent future recurrenceof the issue.

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Supplemental Questions C

MANAGED PRINT SERVICES OFFEROR PERFORMANCE REQUIREMENTS

1. Are there any types or manufacturer devices in the City's hardcopy fleet, being proposed by the offeror, forwhich the Offeror will subcontract support, including repairs, supplies or preventive maintenance? Providea list; be specific.

2. Are there any types or manufacturer devices in the City's hardcopy fleet, being proposed by the Offeror, thatthe Offeror is excluding from support, including repairs, supplies or preventive maintenance? Provide alist; be specific.

3. Under what conditions/situations can Offeror provide support for the devices described in #2 above? DoesOfferor plan to phase in support for any of these devices? Provide a schedule.

4. Are there any optional services available to the City that are not specifically described in the scope of workof this RFP? Provide a list; be specific.

7. Describe Offeror’s inventory processes and methods. Include a sample of current inventory reports.

8. Describe the Offeror’s processes for hardcopy device delivery and installation.

9. Describe the Offeror’s processes for modifications to installed hardcopy devices.

10. Describe Offeror’s methods for maintaining and replenishing supplies stock. List what is included.Explain where they will be stored, such as in a central location or at or near the individual devices.

11. Describe Offeror’s processes for accommodating emergency supply replenishment.

12. Provide details of offeror’s preventive maintenance program, to include how often maintenance will beconducted. Ensure preventive maintenance for third-party hardcopy devices is also included. Describeofferor’s service repair and maintenance reporting.

13. Offeror will develop a transition plan to replace existing hardcopy devices as the lease terms expire. Pleasedescribe Offeror’s transition plan, and how this plan will be continuously maintained, modified and / orupdated during the contract period, at no additional charge to the City.

14. Describe Offeror’s process for removing hardcopy devices provided under contract once leases expire orupon replacement of an unacceptable device, including certifications of hard drive and non-volatilememory clearing to DOD specifications. If provided by other than the Offeror, name the other parties tobe involved.

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15. Describe if Offeror has a recycling/hazardous waste disposal program for supplies and consumables andhow this program works.

16. Describe the security provided against unauthorized access to hardcopy devices over the internal network.

17. Describe the security provided against unauthorized access to hardcopy devices over the fax telephone line.

18. Describe the security provided against unauthorized access to the contents of the hard drive while it is inservice, including physical cabinet security.

19. Describe the security provided against access to unauthorized data stores from the hardcopy devices,especially when scanning to folders.

20. Describe Offeror’s staffing plan for on-site and off-site support. Include the number of on-site supplytechnicians and on-site service/repair technicians that will be assigned to the City’s account and how thisteam of technicians will be able to accomplish the work needed in the time periods guaranteed by offeror.

21. Describe if Offeror intends to operate a customer service call center to answer calls from the City regardingproblems, repairs, general questions, etc.? If so, describe Offeror’s Customer Service/Helpdesk servicesfor correcting problems with devices for the City. Describe the escalation procedures if Customer Service/Help Desk calls are not answered or responded to in a timely manner.

22. Describe Offeror’s methods for collecting and reporting monthly meter reading data. Include a descriptionof automated devices or systems used in this process. Provide a sample of a monthly meter report and amonthly invoice. Define the average number of days in a billing cycle, the average number of click-to-billlag days, and the longest click-to-bill days. Explain the method of incorporating click credits based onunusable copies received from the City, and the number of days allowed after invoice date for bill credits.

23. Describe Offeror’s program and frequency for gauging customer satisfaction. Based on the resultsobtained from this program, how will offeror use this information to improve those areas not considered tobe acceptable customer satisfaction levels.

24. Provide a representative sample of previous surveys to illustrate the questions generally asked and the datagenerally collected. Include the length of time between survey responses received, analysis completed,and recommendations implemented. Explain the level of City involvement in creating surveys anddeveloping questions.

25. Describe any standard reports and queries available to the City, electronically. Include a list and arepresentative sample. Explain if the data displayed on the portal can be customized by user to create anindividual dashboard.

26. Explain how to ensure automatic default setting for least expensive printing and copying options, includingduplexing and black and white prints.

27. Explain how scanning or printing to or from a USB device can be eliminated or disabled.

28. Describe method to control use and provide user-specific account information for individual departmentbilling purposes. Explain whether Microsoft Active Directory (AD) can be used for login authentication.If so, describe process. Is the user AD account automatically used for source when scanning to email?Also explain any limit to the number of user accounts per device, or any other restrictions.

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29. Explain the process for establishing routing when scanning to email. Can Microsoft Active Directory beused to select destination addresses if desired? If so, describe process. Also explain any limit to thenumber of user accounts per device, or any other restrictions.

30. Describe security used to restrict access to unauthorized network folders, and how scanning destinationfolders are determined. Is Microsoft Active Directory used? Also explain any limit to the number offolders accessible per device, or any other restrictions.

31. Describe method and process for restricting unauthorized access to printed documents. List the fax formatused.

32. All hardcopy devices will be compatible with the City’s LaserFiche document management system andother business software applications used by the City. Detail Offeror’s experience with LaserFiche. Alsolist any known hardcopy device incompatibilities with popular business software applications.

33. Some of the City’s current departmental data reports require IBM’s Advanced Function Printing(AFP/IPDS). Explain whether hardcopy devices proposed can be equipped with this feature.

34. List any additional printing sizes available above the required letter, legal and ledger.

35. List any additional scanning formats available above the required PDF and TIFF.

36. There may be a need for hardcopy devices with adjustable or enlarged displays, or voice command orresponse recognition, to accommodate persons with special needs. Describe Offeror’s ability to meet thesepotential needs.

37. There may be a need for hardcopy devices with a wireless (Wi-Fi) option. Describe Offeror’s ability tomeet this potential need.

38. Describe Offeror’s current and planned ability for hardcopy devices to retrieve printed documents from acentral repository (the “cloud”). If currently available, describe the process.

39. Describe Offeror’s current and planned ability for hardcopy devices to automatically capture faxes to orfrom a fax server or “cloud” fax service. If currently available, describe the process, software andequipment needed. How many simultaneous fax transmissions/receptions are available?

40. Offeror will propose type (printer, copier, MFD, large-format printer/plotter), manufacturer and specificmodels of hardcopy devices proposed to meet the needs outlined in Attachment O, Inventory of Printers,Copiers and MFDs as of August 21, 2012. Include cost and description of the recommended standardconfiguration, and cost and description of any additional options available. Use Attachment R.1,Hardcopy Device Features and Cost Summary Sheet as a template.

Offeror will also list additional models of hardcopy devices and costs available, and a brief description ofpotential use. Include description of the recommended standard configuration and any additional optionsavailable. Use Attachment R.1, Hardcopy Device Features and Cost Summary Sheet as a template.

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ATTACHMENT T: CURRENT TECHNOLOGY AND ENVIRONMENT INFORMATION

The City’s Department of Information Technology (“IT”) reviews and updates the standards ofacceptable and supported networks, computers, database management systems, and software on an on-going basis. The standards as of the issue date of this RFP are listed below. The City’s standard for:

1. Network topology is 10/100/1000 MB Switched Ethernet running on CAT6 twisted pair copper

cabling, 50 um multimode, or single mode, fiber optic cabling. The network has multiple T1, gigabit,

and native local area network (LAN) circuits connecting remote LANs to the City’s backbone wide

area network (WAN), for LAN-to-LAN and LAN-to-Host traffic.

2. Network protocol is TCP/IP.

3. The operating system for servers is Windows Server 2008 R2 utilizing Active Directory 2008 R2 in

native mode. All new servers will run the Windows 2008 R2 operating system as a virtual server

using the City’s VMware vSphere 5 environment unless there are technical reasons requiring dedicated

hardware agreed upon by the City’s technical staff.

4. If agreed upon by the City’s technical staff that a virtual server is not adequate, server hardware is HP

BL460c Blade Server and HP Proliant DL380 Rack Mount servers for dual processor server

computing and HP DL580 Rack Mount servers for quad processor server computing. Servers reside in

one of the City’s three data centers.

5. Centralized Storage Area Network (SAN) storage is available and preferred when appropriate. It

consists of a 4Gbps Fiber Channel SAN attached to an IBM XIV Storage Subsystem and used for all

mission critical storage systems and VMware storage.

6. There is a centralized enterprise class backup system that is located approximately one mile outside of

the City’s main data center. This backup system uses the Avamar backup system to perform remote

backups and storage every evening.

7. Virtual Private Network (VPN) connections will not be used to or from the City’s network.

8. Server databases are currently MS SQL Server 2008 R2.

9. No hardware-based licensing keys are acceptable (examples: dongles and USB licensing keys)

10. Application software must not require a user to be logged on to the desktop to run and operate.

Application software must run as a service or similar technology.

11. Client/server application development environment is Visual Basic .Net.

12. City standard for Web servers is Microsoft Internet Information Server (IIS) latest version.

13. The Web-enabled development standard is Visual Basic .Net; however, other application specific tools

are used.

14. New desktop hardware and operating system software is:

a. Dell Optiplex 390small form factor Intel Core i3 2120 (3.3GHz, 1333MHz FSB) w/Intel

integrated video, integrated Gigabit Ethernet network interface card, integrated sound card,

4GB DDR3 RAM and internal speakers

b. Windows 7 Professional SP1

c. 8X DVD-ROM

d. 17” Dell E170S FP LCD Monitor

e. 250GB hard drive (7200 RPM)

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15. New desktop application software is:

a. Microsoft Office 2010 Professional

b. Internet Explorer 9.0 for Web-browser capabilities; there are some earlier versions for

application compatibility.

16. New laptop hardware and operating system software is:

a. Dell Latitude E6420 with Intel Core i5-2520M (2.50Ghz), w/Intel integrated video, integrated

Intel Gigabit Ethernet network interface card, integrated sound card, 4.0 GB RAM and built-in

speakers

b. Windows 7 Professional SP1

c. 8X DVD-ROM

d. 14.1” Wide Screen WXGA + LCD display

e. 320 GB hard drive (7200 RPM)

f. Intel Centrino Advanced-N 6205 internal wireless adapter

17. New laptop application software is:

a. Microsoft Office 2010 Professional Suite

b. Internet Explorer 9.0 for Web-browser capabilities

18. New ruggedized laptop hardware and operating software for POLICE:

a. Itronix GD6000 with Intel Core 2 Duo – 2.53 GHz T9400, 13.3” touch screen XGA display,

integrated 10/100/1000 integrated Ethernet, integrated sound card, 2 GB RAM and internal

speakers

b. Windows XP Professional SP3 (Windows XP restricted user environment)

c. DVD/CD-RW combo drive

d. 120 GB hard drive (5200 RPM)

e. 802.11 a/b/g wireless Ethernet adapter

f. Dual External Antenna Connector

g. Integrated GPS

h. Verizon EVDO wireless capable

i. Backlit keyboard

j. AC docking station or Itronix VR-2 Vehicle dock RF W/Persistent Serial Port

k. Mounting plate

19. New ruggedized laptop hardware and operating software for FIRE:

a. Panasonic CF-30 with Intel Core 2 Duo – 1.60 GHz L9300, 13.3” touch screen XGA display,

10/100/1000 integrated Ethernet, integrated sound card, 2 GB RAM and internal speakers

b. Windows XP Professional SP3 (Windows XP restricted user environment)

c. DVD /CD-RW combo drive

d. 160 GB hard drive (5200 RPM)

e. 802.11 a/b/g wireless Ethernet adapter

f. Dual RF pass-through Antenna Connector

g. Integrated GPS

h. Verizon EVDO wireless capable

i. Backlit keyboard

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j. AC Panasonic Port Replicator (CF-VEB272A2W)

k. Vehicle dock with power supply

l. Mounting plate

20. Current IVR systems:

a. Teleworks eVision Admin 5.5.8.0, eVision Server 5.5.66, 24 Ports

b. HTE (SunGard)

21. PBX Telephone System software is Avaya

22. Communications:

a. All wired devices are located in facilities that are connected to the network on at least a cable

modem using HFC/TLS services with minimum bandwidths of 1.5Mb upstream and 1.5Mb

downstream and all are managed by the City. All others use a variety of communication

bandwidths ranging from T-1 to OC-192 capacity.

b. Wireless devices use the IEEE 802.11 b/g/n wireless standards and/or 3G or 4G broadband.

23. Upgrade to Computer and Network Environment

a. At the time of installation, the Vendor shall conform to reasonable upgrades to the standardsfor network operating systems, communications system, databases, new desktop hardware andoperating system software, and new desktop application software.

RFP 4172-0-2013DH City Wide Managed Print Print Shop and ...

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