SCOPE OF WORK: Copier/Printer/Scanner/Fax Equipment & Maintenance

Transcription

1 SCOPE OF WORK: Copier/Printer/Scanner/Fax Equipment & Maintenance 1.0 Introduction: The Real Property Tax Appeals Commission is seeking qualified companies to provide multifunction Copier/Printer/Scanner/Fax equipment and maintenance service agreements for its office located at One Judiciary Square, th Street, NW, Suite 360 North, Washington, DC Scope of Services and Materials: 2.2 General Equipment Requirements: All equipment proposed shall meet or exceed the minimum performance requirements set forth below. In addition: All equipment shall be new and perform in accordance with the manufacturer's specification sheets. The definition of new equipment is the latest model of regular stock product and in production at the time of award, and equipment shall not be remanufactured, reconditioned, showroom demonstrators, or otherwise used. If additional equipment is needed within the office prior to the expiration of the contract, any new equipment will be provided at the existing contract price for the awarded category The Proposer's recommendation for proposed equipment shall take into consideration the needs of the RPTAC offices by volume range. Following the contract award, alterations in product manufacturing fabrication or delivery of substitute models will require prior written approval by the RPTAC. If, at a later date, the manufacturer discontinues the equipment awarded in a category, the Contractor will be allowed to substitute another model meeting or exceeding specifications in the awarded category at the same price The equipment shall provide printed products (copies, etc.) of acceptable quality on the various types of papers normally used for photocopying purposes in an office environment. At a minimum, all units shall produce both letter and legal size photocopies, shall be equipped with both letter and legal size paper trays, and shall be capable of photocopying both letter and legal size documents without removing or replacing trays. 1

2 2.2.4 All prices shall include delivery and installation of equipment, consumable supplies (excluding paper) and training. The Contractor shall provide training to adequately instruct personnel in the use of equipment throughout the term of the agreement. Training shall also include orientation with the staff assisting with network setup at no charge. A manual or manuals containing operating and services instructions for the equipment shall be delivered with each unit. Necessary warnings and safety precautions should be included All pricing shall include tax and freight, and shall be submitted where indicated on the Form of Bid document. Separate price items added by proposers will not be considered and may result in a rejection of the bid as nonresponsive All printers being replaced or decommissioned through this procurement are Multi-Function-Devices (MFD) The specifications shown below are the minimum requirements for each machine. For example, if the specifications call for a 3,000-sheet tray and the machine being offered by a Proposer only comes with a 2,000-sheet tray, then that machine would not meet the required minimum specifications. However, offering a machine with both a 3,000-sheet and a 2,000-sheet tray would be acceptable, so long as the machine would be capable of drawing from both trays to complete a single job. The reason for this spec is that the Real Property Tax Appeals Commission wishes to have the ability to run large print jobs unattended overnight, thereby reducing the impact of such jobs on the availability of the machine to others during the day. 2.3 Specific Equipment Minimum Requirements: Equipment Existing Equipment: Canon IR3245i Current Meter Volume: 19,032 annual copies = 1,586/Mo. Avg. (All B&W). Current Pricing: The Commission is not sharing this information at this time. 2

3 Specifications Model Name Type Imaging System Developing System Fixing System Image Server Memory Max Mailboxes Supported Max Copy Reservation Scanning Resolution Printing Resolution Halftone Letter First Copy Time Main Unit Specs imagerunner 3245i Monochrome Digital Multifunction Imaging System Laser Dry Electrostatic Transfer Dry Monocomponent Toner Projection RAPID Fusing System 1GB RAM+ 256MB RAM Max. Memory: 1GB RAM+ 768MB RAM Hard Disk Drive: 60GB 100 User Inboxes, One Memory RX Inbox, 50 Confidential Fax Inboxes Scan Features Network TWAIN Scan: Standard Network Scan Utility: Color Network ScanGear 10 Jobs Multiple Copies Magnification 600 x 600 dpi Copy Resolution: 1200 x 600 dpi (Interpolated) 1200 x 1200 dpi 256 Gradations of Gray Up to 45 ppm 3.9 Seconds (From Platen Glass) 5.9 Seconds (From DADF) Platen: 25% - 400% (in 1% Increments) DADF: 25% - 200% (in 1% Increments) Preset Reductions 25%, 50%, 64%, 73%, 78% Preset Enlargements 121%, 129%, 200%, 400% Acceptable Originals Maximum Original Size Standard Paper Capacity Manual Bypass Maximum Paper Capacity Output Sizes Sheets, Books, and 3-Dimensional Sheets, Books, and 3-Dimensional Acceptable Paper Sizes: 11" x 17", Legal, Letter, Letter-R 11" x 17" Min. Copy Size: 3-7/8" x 5-7/8" (Stack Bypass) Dual 550-Sheet Paper Cassettes + 50-Sheet Stack Bypass Optional: Dual 550-Sheet Paper Cassettes + 2,700-Sheet Paper Deck 50-Sheet Stack Bypass 4,950 Sheets 3

4 Cassette Bypass Acceptable Paper Weights Cassette Bypass Duplexing Warm Up Time Exposure Control Power Requirements Dimension Weight Upper Cassette: Legal, Letter, Letter-R, Statement-R, Executive Lower Cassette: 11" x 17", Legal, Letter, Letter-R, Statement-R, Executive 11" x 17", Legal, Letter, Letter-R, Statement-R, Executive, Free Size (3-7/8" x 5-7/8" to 11-5/8" x 17"), and Envelopes 17 lb. to 20 lb. Bond 17 lb. to 24 lb. Bond Standard Automatic Trayless Duplexing 10 Seconds or Less From Sleep Mode 35 Seconds or Less From Main Power Off Network Interface Connections: 10/100/1000 Base-TX (RJ-45), USB 2.0 (Device), USB 2.0 (Host) x 2 Automatic or Manual (9 Levels) 120V AC, 60Hz, 10A Power Consumption: 1.41kW (Max.) Plug: NEMA 5-15P 35-1/2" x 22-1/4" x 27-5/8" (901mm x 565mm x 700mm) 181 lb. (82kg) 2.4 Maintenance & Service: During the term of the lease the Contractor shall provide both remedial and preventative service for all units, the cost for such being included in the quoted monthly Maintenance Plan prices. The Contractor will provide on-call remedial service, including replacement of all unserviceable parts The Contractor shall provide preventative service based upon the manufacturer's recommended schedule, including lubrication, necessary equipment adjustments and replacement of all unserviceable parts Service response for service repair calls shall be same day, and should be performed during normal working hours, 8:00 A.M. to 5:00 P.M., Monday - Friday. Fully trained and qualified technicians shall perform all maintenance service and shall be on site prepared to accomplish repairs within the required response time Consumable supplies: The Maintenance Plan shall be a supplyinclusive contract, in that it must include all toner, parts, labor, and preventative maintenance calls. Contractor is required to include the cost of supplies inclusive of staples and other 4

5 consumable supplies (i.e.: toner) in the quoted monthly price. Paper shall be supplied by the RPTAC and is NOT to be included in the Maintenance Plan contract. Contractor shall provide shipping and handling of all included consumables at no charge. 3.1 Terms & Conditions: The following provisions are considered mandatory conditions of any contract award made by RPTAC pursuant to this IFB: 3.2 Regulatory Compliance: In performing all services, the Contractor shall comply with all applicable federal, state, county, and city statutes, ordinances, and regulations. If such compliance is impossible for reasons beyond its control, the Contractor shall immediately notify the RPTAC of that fact and the reasons therefore. 3.3 Contract Form: The RPTAC will not execute a contract on the successful proposer's form. Contracts will only be executed on a form supplied by the RPTAC, and by submitting a Bid proposal the successful proposer agrees to do so. However, the RPTAC will consider any contract clauses or Appendices that the proposer wishes to include. The failure of the RPTAC to include such clauses or Appendices does not give the successful proposer the right to refuse to execute the RPTAC's contract form. 3.4 Term of Contract: The RPTAC is considering both purchase and lease options, in addition to a service agreement (regardless of whether the equipment is purchased or leased). Should the RPTAC choose the lease option, term of lease shall be 60 months, and the terms and conditions of the contract will remain in effect throughout the term of the lease. Lease agreements shall be effective on the date of acceptance of the equipment, and upon installation, and when the equipment is certified ready for use. Lease agreements shall terminate upon completion of the specified lease agreement term. Upon mutual agreement with the vendor, the RPTAC shall have the option to continue leasing the equipment month to month provided that terms and conditions of the extension shall be the same as those of the initial lease. During the extended lease, RPTAC may cancel, without penalty, upon 30 days written notice to the vendor. 3.5 Delivery: Within 30 days after receipt of order 3.6 Price Changes: Prices may be decreased any time after award. 3.7 Assignment of Personnel: The RPTAC shall retain the right to demand and receive a change in personnel assigned to the work if the RPTAC believes that such change is in the best interest of the RPTAC and the completion of the contracted work. Contractor shall select and employ the replacement personnel. 3.8 Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB (including, but not limited to, selling or transferring the contract) without the prior written consent of the RPTAC Contracting Officer. Any purported 5

6 assignment of interest or delegation of duty, without the prior written consent of the RPTAC Contracting Officer shall be void. It may result in the cancellation of the contract with the RPTAC, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the RPTAC. 3.9 Licensing: Prior to award (but not prior to submission of the proposal) the successful proposer will be required to provide to the RPTAC copies of any required current City, State and/or Federal licenses. Failure to maintain these licenses in a current status during the term(s) of this contract shall constitute a material breach thereof Licensing and Insurance Requirements: Prior to award (but not prior to submission of the proposal) the successful proposer will be required to provide to the RPTAC proof of insurance. The Contractor shall maintain throughout the course of any Contract resulting from this Invitation for Bids (IFB), at a minimum, insurance coverage shown on the attached form HARRP Exhibit 1. Proof of such coverage must be presented to the RPTAC upon request Lease Provisions: Risk of Loss or Damage: The risk of loss or damage remains with the Contractor. The RPTAC shall be relieved from the risks of loss or damage to all equipment leased during the period of transportation, installation, and during the entire time the equipment is in the possession of the RPTAC, except when loss or damage is due to fault or negligence of the RPTAC Relocation of Equipment: Relocating equipment within the same building, same complex or to another location shall be performed by the vendor. The Contractor may submit an hourly rate or a flat rate for move requests made by the RPTAC. Failure to submit an hourly rate or flat rate in advance will result in moves being performed by the Contractor at no charge to the RPTAC Cancellation: Should the RPTAC experience a change in circumstance due to the decision of RPTAC's funding authorities such as downsizing, consolidation of facilities, elimination of a program or some other reason that will negate the need for the equipment, the RPTAC reserves the right to cancel the lease of the equipment. If this type of cancellation becomes necessary, the RPTAC shall provide a minimum of 30 day advance written notice to the vendor. Additionally, any part of the lease may be cancelled for cause under any of the following circumstances: The vendor fails to make delivery of goods or services as specified in this contract The vendor fails to perform any of the provisions of this contract. 6

7 Equipment fails to perform as represented by the vendor. 4.0 Deadline for Submission: The deadline for submission by the date and time shown at the top of document A (Invitation To Bid & Table of Contents). If you have any questions regarding this solicitation, please submit them in writing vie to or via fax to no later than 5:00 P.M.. 7