Lake County, Florida

REQUEST FOR QUOTATION
(RFQ)

Commodity Code(s): 963-00, 618-00

Open Market Existing Contract
Original Modified
RFQ No: Q2020-00105
Due Date: 4/22/2020 at 3 p.m.
This RFQ is closed.
Pre-Proposal Conference: Not Applicable
Permitting/Licensing Required: No
RFQ Contact
Name: Sandra Rogers
Phone: (352) 343-9832
Email: srogers@lakecountyfl.gov
THIS IS A PRICE INQUIRY. THIS IS NOT AN ORDER.
Terms and conditions governing this quotation are attached hereto. Insurance requirements, if applicable, are also attached hereto as part of this document. As this price request constitutes an inquiry, and not an order, it implies no obligation to purchase on the part of Lake County.

Extended Warranty on HP Products from an Authorized HP Service Provider

All prices submitted are to be on the form below in accordance with all terms and conditions set forth in this Request for Quotation. Prices quoted should be in unit of measure shown. Any award resulting from this RFQ will be made to the responsive, responsible vendor which offers the lowest price on an item basis. If award is noted to be made on an aggregate basis, any vendor response that fails to include pricing for all items may be rejected.

Prices shall be quoted F.O.B. Destination – inside delivery, freight included and shall be inclusive of all costs. Current and/or anticipated applicable fuel costs should be considered and included in the price quoted.

Delivery of items is to be within 60 days after any purchase order is issued.



Supporting Documents

Below are supporting documents that have been added to this RFQ. Please be sure to review these documents prior to responding to this RFQ.



DescriptionDetailsQuantityUnit of MeasureUnit PriceExtended Price
Authorized HP Service Provider

 Is your comapny an Authorized HP Service Provider and can be verified at the link  below? 

https://support.hp.com/us-en/service-center

If this answer is yes, please enter 1 in the UNIT PRICE.  If this answer is no, please enter 2 in the UNIT PRICE.

1Each $______________ $______________
Five Year Warranty - HP T2500ps DesignJet

Five year Warranty - HP T2500ps DesignJet - Currently expires 05/14/2020

Serial Number CN4274H02H

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

1Each $______________ $______________
Five Year Warranty - HP T3500ps

Five year Warranty - HP T3500ps - Currently expires 05/14/2020

Serial Number CN52Q4H03N

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

1Each $______________ $______________
Three Year Warranty - HP T2500ps DesignJet

Three year Warranty - HP T2500ps DesignJet - Currently expires 05/14/2020

Serial Number CN4274H02H

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

1Each $______________ $______________
Three Year Warranty - HP T3500ps

Three year Warranty - HP T3500ps - Currently expires 05/14/2020

Serial Number CN52Q4H03N

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

1Each $______________ $______________
Two Year Warranty - HP T2500ps DesignJet

 Two year Warranty - HP T2500 DesignJet - Currently expires 05/14/2020

Serial Number CN4274H02H

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

 

1Each $______________ $______________
Two Year Warranty - HP T3500ps

Two year Warranty - HP T3500ps - Currently expires 05/14/2020

Serial Number CN52Q4H03N

- Onsite at Department of Public Works, Engineering Division, Right of Way, 350 N. Sinclair Avenue, Tavares, FL 32778

- Includes Parts, Labor and Travel

- Response Time 1 Business Day

- Excludes Abuse and Acts of God

- Excludes purchase of ink or ink cartridges

1Each $______________ $______________
Total Price: ___________________________

Specifications and/or Special Conditions

 Questions and Answers:

Question 1:  Have the machines previously been covered by an HP Care Pack that has expired.

Answer 1:  No.

Question 2:  The bid states that ink and ink cartridges are not covered but Care Packs also do not cover printheads.  We woud like to note that on the bid.  Printheads are a consumable.

Answer 2:  The print head for both plotters is a consumable item and not included in the HP Carepack.

Question 3:  Are we able to inspect the machines before putting them under a service plan?

Answer 3:  This building is not currently open to the public due to COVID-19, and only essential services are being allowed in this building.



Ship and Bill To:



, FL

Certain insurance requirements apply to any purchase in response to this RFQ: Yes

If "yes" is specified above, the specific requirements are described within this RFQ. The vendor selected for award must provide a Certificate of Insurance that clearly complies with the stated insurance requirements prior to issuance of any purchase order. Failure to do so within the requested timeframe (five (5) working days under otherwise noted) may be cause for rejection of that vendor's response.

 

 

 

I acknowledge and agree to abide by all conditions contained in this quotation as well as any special instruction sheet(s) if applicable. Payment terms 30 Days from receipt of materials and/or services and receipt of a proper invoice; delivery FOB Destination – Inside Delivery.

Company Name ____________________________________ Signature ____________________________________
Address ____________________________________

____________________________________
Name/Title ____________________________________
Phone ____________________________________ Fax ____________________________________
Email ____________________________________ FEIN No _______-______________________ Date: ___________
Prompt payment discount: ______% if paid within ______ days.


Reciprocal Vendor Preference

Vendors are advised the County has established, under Lake County Code, Chapter 2, Article VII, Sections 2-221 and 2-222; a process under which a local vendor preference program applied by another county may be applied in a reciprocal manner within Lake County. The following information is needed to support application of the Code

Primary Business Location: City: _____________________________ State: ________
Does this business maintain a significant physical location in Lake County at which employees are located and business is regularly transacted? _____Yes _____No
If "yes", provide supporting detail:

___________________________________________________________________________________

___________________________________________________________________________________

Insurance Requirements

Vendor shall provide proof of insurance capabilities, including but not limited to, the requirements of this Solicitation. Coverage does not have to be in effect prior to a Purchase Order or Contract being executed by the County.

Awarded Vendor (Contractor) shall provide an original certificate of insurance reflecting coverage in accordance with the requirements of this Exhibit B within five (5) working days of such request. It must be received and accepted by the County prior to Contract execution and before any work begins.

Contractor shall provide and maintain insurance policies with a company(ies) authorized to do business in the State of Florida, and which are acceptable to the County, insuring the Contractor against any and all claims, demands, or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services, or obligations of the Contractor under the terms and provisions of the Contract without cost or expense to the County during the entire term of any Contract. Contractor is responsible for timely provision of certificates of insurance to the County at the Certificate Holder address evidencing conformance with the Contract requirements at all times throughout the term of the Contract.

Such policies of insurance, and confirming certificates of insurance, must insure the Contractor is in accordance with the following minimum limits:

General Liability insurance on forms no more restrictive than the latest edition of the Occurrence Form Commercial General Liability policy (CG 00 01) of the Insurance Services Office or equivalent without restrictive endorsements, with the following minimum limits and coverage:

Each Occurence/General Aggregate $500,000
Products-Completed Operations $500,000
Personal & Adv. Injury $500,000
Fire Damage $50,000
Medical Expense $5,000
Contractual Liability Included

Automobile liability insurance, including owned, non-owned, and hired autos with the following minimum limits and coverage:

Combined Single Limit $300,000
or
Bodily Injury (per person) $100,000
Bodily Injury (per accident) $300,000
Property Damage $100,000

Workers’ compensation insurance based on proper reporting of classification codes and payroll amounts in accordance with Chapter 440, Florida Statutes, and any other applicable law requiring workers’ compensation (Federal, maritime, etc.). If not required by law to maintain workers’ compensation insurance, the Contractor must provide a notarized statement to not hold the County responsible for any payment or compensation.

Employers Liability insurance with the following minimum limits and coverage:

Each Accident $100,000
Disease-Each Employee $100,000
Disease-Policy Limit $500,000

Professional liability and specialty insurance (medical malpractice, engineers, architect, consultant, environmental, pollution, errors and omissions, etc.) as applicable, with minimum limits of $500,000 and annual aggregate of $1,000,000.

The following additional coverage must be provided if a dollar value is inserted below:

Loss of Use at coverage value: none
Garage Keepers Liability at coverage value: none

Lake County, a Political Subdivision of the State of Florida, and the Board of County Commissioners, must be named as additional insured as the County’s interest may appear on all applicable liability insurance policies.

The certificates of insurance, must provide for a minimum of thirty (30) days prior written notice to the County of any change, cancellation, or nonrenewal of the provided insurance. It is the Contractor’s specific responsibility to ensure that any such notice is provided within the stated timeframe to the County.

Contractor must provide a copy of all policy endorsements reflecting the required coverage, with Lake County listed as an additional insured along with all required provisions to include waiver of subrogation at time of Contract. Contracts cannot be completed without this required insurance documentation. (Note: A simple COI WILL NOT be accepted in lieu of the policy endorsements).

Certificates of insurance must identify the applicable solicitation number in the Description of Operations section of the Certificate. Certificate Holder must be:

LAKE COUNTY, A POLITICAL SUBDIVISION OF THE STATE OF FLORIDA, AND THE BOARD OF COUNTY COMMISSIONERS.
P.O. BOX 7800
TAVARES, FL 32778-7800

Certificates of insurance must evidence a waiver of subrogation in favor of the County, that coverage will be primary and noncontributory, and that each evidenced policy includes a Cross Liability or Severability of Interests provision, with no requirement of premium payment by the County.

Contractor will be responsible for subcontractors and subcontractors’ insurance. Subcontractors must provide certificates of insurance to the Contractor evidencing coverage and terms in accordance with the Contractor’s requirements.

All self-insured retentions must appear on the certificates and will be subject to approval by the County. At the option of the County, the insurer must reduce or eliminate such self-insured retentions, or the Contractor or subcontractor must procure a bond guaranteeing payment of losses and related claims expenses.

The County will be exempt from, and in no way liable for, any sums of money, which may represent a deductible or self-insured retention in any insurance policy. The payment of such deductible or self-insured retention will be the sole responsibility of the Contractor or subcontractor providing such insurance.

Failure to obtain and maintain such insurance as set out above will be considered a breach of Contract and may result in termination of the Contract for default.

Neither approval by the County of any insurance supplied by the Contractor or subcontractors, nor a failure to disapprove that insurance, will relieve the Contractor or subcontractors of full responsibility for liability, damages, and accidents as set forth in this solicitation or any Contract arising from this solicitation.