Description
The City of Columbus, Civil Service Commission is seeking a vendor to provide two copier leases for a period of 36 months. The copiers must meet specific requirements, including a 10.1" touch screen, single-pass automatic duplexing document feeder, color scanning, and network printing capabilities. The vendor must also provide maintenance and repair services, including preventative maintenance, repair, and service calls, toner, labor, and all other supplies. The contract will be awarded to the lowest, responsible, responsive, and best bidder meeting the bid requirements and offering the overall lowest total cost for the 36-month term.
Key features and requirements of the copiers include:
* 10.1" touch screen
* Single-pass automatic duplexing document feeder
* Color scanning (120 – 240 ipm in B&W and color)
* Network printing: Ethernet 10 base-T/100 base-TX/1000 base-T
* 1,200 x 1,200 dpi Print Resolution
* Collate Documents Feature
* Separate Scans Feature
* Multi-layered security for risk-proof document management
* Meet global standards for energy and resource efficiency, as defined by EPEAT and Energy Star
* Accessories to be included with MFP, such as two additional 550 paper drawers, internal finisher, internal punch unit with staples option, and memory upgrade if needed to 4GB minimum
* Full Service Maintenance Agreement: Maintenance and repair service is to include all preventative maintenance in accordance with the manufacturer’s requirements and other required on-going support for the optimum quality of copy and performance of the equipment.
* The average number of copies per month may be 2,000 – 10,000 and is provided for informational purposes only and may not be construed as the actual usage.
* There will be no charges for scans, and all sizes of print/copy must be at the same cost per copy rate.
* When equipment failure is experienced during normal business hours (Monday-Friday, except holidays, 8 am-5 pm local standard time), the following is required: A confirmation call/notice to the Civil Service Commission within one (1) hour and, Manufacturer-certified service technician onsite within 24 hours.
* Network consultation, installation, and configuration: The contract is to include services to manage system integration as well as unlimited free access to a Technical Support Center.
* Training: Immediately after installation, the successful bidder is to provide up to four (4) hours of onsite training to both the Civil Service Commission, Administration Office and the Applicant and Employment Services Office.
* Purchase Option: If the Civil Service Commission decides to exercise the purchase option, the supplier will be notified by the Civil Service Commission Office at least 30 days in advance of their intent.
* The supplier is responsible, at their cost, for removal of the equipment at the end of the term if the Civil Service Commission decides to not exercise the purchase option.
* Quote will include removal and disposal of old copiers once memory has been cleaned.