Bid #120-06

Contract Period: October 1, 2006 – September 30, 2009

The Stewart Organization

4000 Colonnade Parkway

Birmingham , AL 35243

Contact: Jim Branche or Vince Caltagirone Phone: 205-969-3000

Terms & Conditions:

Universal Pricing, Service, and Supplies: All pricing for both leases and out-right purchases should reflect the following service and supplies charges that the Jefferson County Board of Education will agree to pay under the terms of this bid:

Monthly Charge for each copier: $15.00

80 CPM   .0079 Cost per copy

60 CPM   .0099 Cost per copy

50 CPM   .0099 Cost per copy

30 CPM   .0119 Cost per copy

18 CPM   .0119 Cost per copy

C3225 Color   .08 Cost per Color copy

C3225 Color   .012 Cost per Black & White copy

Service Requirements: Vendor will respond onsite within 2 working hours to calls for service on all equipment awarded on this contract on normal school days. It is expected that most all service needs can be satisfactory completed on the initial service call that is expected within two hours of notification. Therefore, a pattern of responding to the two- hour limit, but not completing repairs on the initial service call will be sufficient grounds for terminating this contract and awarding to the next low bidder. Service pricing shall include all service, parts, and supplies other than paper or staples.

Routine Service: Normal service shall include but not be limited to:

A.   Vendors will repair or adjust the devices as required to maintain them in good working order. These costs are to be borne by the vendor and are included in the maintenance cost or rental charges as applicable.

B.   Preventive maintenance will be based upon specific needs of the individual device. Preventive maintenance will include lubrication, necessary adjustments and replacement of unserviceable parts.

•  On call remedial maintenance, including replacement of unserviceable parts. Parts will be furnished on an exchange basis and will be new parts or equivalent to new in performance when used in these devices. Removed parts become the property of the vendor. Only manufacturer approved parts are to be used. Maximum service response time at any location shall be two (2) working hours.           

Excessive Service Calls: The copier hardware failure rate requiring contractor corrections

may not exceed two per month. Vendor may be asked to remove machines developing a

trend exceeding this rate. Upon notification of such and at the discretion of the Board,

the vendor will be required to either, (1) remove the equipment and relieve the Board

from further obligation (or) (2) replace the equipment with equipment of equal or greater

ability at no additional cost to the Board.

Penalty for non-compliance with Service requirement:

The penalty for not responding to the two (2) hour service call requirement and subsequent immediate repair will be as follows:

0 min - 2 hrs.     No Penalty

2 hrs. 1 min. - 3 hrs.   20 % off monthly bill for the machine requiring service

3 hrs. 1 min. - 4 hrs.   40 % off monthly bill for the machine requiring service

4 hrs. 1 min. - 5 hrs.   60 % off monthly bill for the machine requiring service

Over 5 hrs.     FREE for that month on the machine requiring service

Leases

1.   Lease Contracts and Billing : All lease contracts shall have a non-appropriation of funds clause. Bidder shall furnish an employee to be a liaison between the leasing company and Jefferson County Board of Education. The liaison shall resolve all billing problems and correspond with the leasing company until any problems are resolved. Bidder shall provide, upon request, a monthly report combing lease billing and maintenance billing, broken down by totals for each school.

2.   Leases: Schools are to be billed directly. The bidder's liaison shall deal with the leasing company on setting up accounts and all billing. Lease pricing shall include all taxes, set up, delivery, training, and removal charges. No hidden/unexpected cost, or add on charges will be eligible for payment. The Jefferson County Board of Education is only responsible for those charges disclosed in this bid document.

Conditions of Lease:

•     Lease governed by the laws of the State of Alabama .

•    No renewal extension or modification of terms outlined in the bid document is allowable by any lease document.

•    The successful bidder will be responsible, at their expense to take possession of the specified equipment at the end of the lease term.

•    All taxes must be included in payment submitted. No additional taxes or fees will be paid by the Jefferson County Board of Education

•    Under no circumstances will any lease automatically renew for any term beyond the original lease term.

•    In the event there is a conflict in terms or conditions in terms or conditions between the “Invitation to Bid” and the “Lease Document” the “Invitation” shall carry the superior position and shall prevail.

•  Monthly leasing rate quoted must be firm and honored for all machines for

the entire term of this contract.

Bid #120-06

Specifications

Item #1 - 60 CPM – Toshiba eStudio 600

Cash Price: $5,831.00

Monthly Lease Price: $174.93 (36 months)

Options :

$780.00Network Connectivity with Windows Novel Capability: Must include network card (Jet Direct ONLY, Cat-5 Cable) and both PCL and PostScript Printing . Network supports the following: MAC, WINDOWS ‘95, WINDOWS ‘98, WINDOWS ‘00, WINDOWS NT

$22.75 Price per Cartridge (Staples)

$812.00 Large capacity Tray (4000 sheets )

  Bid #120-06

Specifications

Item #2 - 52 CPM Toshiba eStudio 520

Cash Price: $6,086.00

Monthly Lease Price: $182.58 (36 months)

Options :

$22.75 Price per Cartridge (Staples)

$812.00 Large Capacity Tray (3000 sheets)

  Bid #120-06     

Specifications

Item #3 - 35 CPM Toshiba eStudio 352

Cash Price: $2,773.00

Monthly Lease Price: $83.19 (36 months)

Options:

$676.00Network Connectivity with Windows Novel Capability: Must include network card (Jet Direct ONLY, Cat-5 Cable) and both PCL and PostScript Printing . Network supports the following: MAC, WINDOWS ‘95, WINDOWS ‘98, WINDOWS ‘00, WINDOWS NT

$22.75 Price per Cartridge (Staples)

$375.00 Large capacity Tray (3000 sheets of paper)

Bid #120-06

Specifications

Item #4 - 20 CPM Toshiba eStudio 205

Cash Price: $1,293.00

Monthly Lease Price: $38.79 (36 months)

Options:

$350.00Network Connectivity with Windows Novel Capability: Must include network card (Jet Direct ONLY, Cat-5 Cable) and both PCL and PostScript Printing . Network supports the following: MAC, WINDOWS ‘95, WINDOWS ‘98, WINDOWS ‘00, WINDOWS NT

$232.00 Automatic Document Processor

$116.00 250 Paper Drawer

$252.00 Fax System

  Bid #120-06       

Specifications

Item #5 - 85 CPM Toshiba eStudio 850

Cash Price: $10,297.00

Monthly Lease Price: $308.91 (36 months)

Options :

$780.00Network Connectivity with Windows Novel Capability: Must include network card (Jet Direct ONLY, Cat-5 Cable) and both PCL and PostScript Printing . Network supports the following: MAC, WINDOWS ‘95, WINDOWS ‘98, WINDOWS ‘00, WINDOWS NT

$22.75 Per Staple Cartridge (Staples)

$812.00Large Capacity Tray (4000 sheets)

  Bid #120-06       

Specifications

Item #6 – 25 Color CPM Toshiba eStudio 2500C

Cash Price: $5,585.00

Monthly Lease Price: $167.55 (36 months)   

Options :

$800.00Network Connectivity with Windows Novel Capability: Must include network card (Jet Direct ONLY, Cat-5 Cable) and both PCL and PostScript Printing . Network supports the following: MAC, WINDOWS ‘95, WINDOWS ‘98, WINDOWS ‘00, WINDOWS NT

$22.75 Per Staple Cartridge (Staples)

$365.00 Large Capacity Tray (3000 sheets)