Bellevue Public Schools Copier/Printer/Scanner RFP October 2012 Contact: Greg Boettger, Director of Technology

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1 Bellevue Public Schools Copier/Printer/Scanner RFP October 2012 Contact: Greg Boettger, Director of Technology Bellevue Public Schools is going out to bid for the copiers/scanners for the district. The current copier/scanners are listed on the last page. Bellevue owns all these outright and would expect that all companies bidding on this would purchase all equipment listed below and replace in a lease agreement. It is the right of bellevue Public Schools to reject any or all proposals. The expectations of Bellevue Public Schools are listed below. Any proposals need to be sent by October 24th, 5:00 p.m Central time to the following address. Welcome Center Attn: Greg Boettger 1600 Highway 370 Bellevue, NE Specifications for all Printers/Scanners All copiers must have the ability to scan and send via . Our system is Google Apps for Education All machines must have the ability to be monitored from a central location at the Welcome Center for print count broken down by day, week, month and year by machine and building. Software containing one or two click reports without having to log into each one separately. All machines must have the ability to use a code from a teacher to get their print jobs. If jobs set too long in the cue without being printed, they disappear and no charges are accrued. Minimum pages per minute (excluding the Ricoh 1515 at the Welcome Center) Black and white only (the only exception to this is the replacement in the print shop for the Konica Biz Hub c5501) Network Printing Network Scanning Stapling Post Script Large Capacity Tray Full digital scan storage LCD Touch Screen Machines are to be new or if not new they will have to be approved by Greg Boettger, Director of Technology Machines need to be Ricoh, Konica Minolta or Xerox

2 Specifications for all Printers/Scanners (Cont) All machines need to be installed with the copier named according to the location they are in the school so that computers have an easier time finding them. Site improvements such as network drops and electrical are the responsibility of Bellevue Public Schools Preference is to have all machines the same but not required. Excluding the color machine in Welcome Center and the Small Ricoh in the Welcome Center. Specifications for lease proposal All toner replacement included 48 month lease At the end of 48 months if we decide to renew, we will be issued new or agreed upon printers/scanners Price per sheet per device needs to be broken down by the following 1st year rate regardless of paper count 2nd year rate regardless of paper count 3rd year rate regardless of paper count 4th year rate regardless of paper count Cost should include all shipping, packaging, setup and labor to pick up old and deliver new the copiers. Proposal should list locations with the make and model. Complete maintenance to all machines should include labor, toner, OEM parts and drums in the lease.

3 Expectations All current equipment listed below needs to be purchased from Bellevue public schools. The purchase price given for each piece needs to be listed separately. If you need to look at the equipment, arrangements must be made through Greg Boettger. Provide three other school references Provide specs in proposal of all proposed equipment and software If accepted, this contract could start between 1/1/2013 and 3/1/2013 and go for 48 months. Building Printer/Scanner Purchased Notes Paper Count Avery Konica Bizhub Pro 920 Nov ,435,489 Belleaire Ricoh MP 7000 Oct ,653 Bellevue Ricoh MP 9000 Aug ,426,294 Bertha Barber Konica Bizhub 600 Nov ,856,252 Betz Ricoh Afica 6500 Aug ,099,978 Birchcrest Konica Bizhub 751 June ,118,836 Central Konica Bizhub 600 June ,130,434 Fairview Ricoh Pro 1106 Aug ,193,809 Fort Crook Ricoh Afico 2105 Nov ,607,718 Le May Ricoh MP ,777 Leonard Lawrence Ricoh MP ,716,233 Peter Sarpy Konica Bizhub 600 Nov ,013,109 CHAP Konica Bizhub Di7210 May ,970,943 Twin Ridge Konica Bizhub Oct ,856,455 Two Springs Ricoh 2090 Aug ,606,343 Wake Robin Konica Bizhub 950 April ,383,029 Lewis and clark Rocoh 7000 Konica Bizhub 750 August 2012 August ,974 4,451,453 Logan Middle Konica Bizhub 920 Ricoh 2060 April ,125, ,855 Mission Konica Bizhub 920 Konica Bizhub 920 4,808,857 Ricoh MP6000 Ricoh MP ,584 Mission Annex Ricoh Aficio 6500 June ,132 East High Konica Bizhub 920 Ricoh Aficao MP6500 Ricoh Aficao MP6500 October 2009 August ,276, , ,400 West High Konica Bizhub Pro 920 Konica Bizhub Pro 920 Konica Bizhub 500 Support Center Konica Bizhub 552 Konica Bizhub 500 November 2006 January 2008 April 2012 October ,357,335 14,265,725 1,721, , ,814 Transportation Konica ,125 Lied Ricoh 5500 Fall ,170

4 Welcome Center Konica Bizhub 600 Konica Bizhub 751 Ricoh MPC6000 Ricoh 6500 Ricoh 1515 Ricoh 5500 October 2006 December 2010 September ,220, , , ,787. Smaller 51,882 machine 383,000 Konica Biz Hub c5501 December 2010 Has to have all the same current capabilities 1,255,818 Addendum and Questions from Venders 1. Just to confirm, How many Segment 5/6 machines would you like all our vendors to bid? The total number of Segment 5/6 machines is 37. Along with that add a compatible machine to replace the Color Konica Biz Hub C5501 at the Welcome Center, the Ricoh MP6000 color copier at the Welcome Center and a smaller machine to replace the Ricoh 1515 also at the Welcome Center. 2. Is there a way we can get estimated monthly volumes for the Ricoh gear. I have the historical volume for the KM's but not for the Ricohs. I do not have this nor has a study been given to me since I have been here. If you feel that you need to submit the proposal based on printed copies, then you are free to do so. 3. Can you elaborate on the full digital scan storage option that you had in the specifications? Are you looking for a document management system? I want to be able to scan documents and send to anyone or groups within or outside our district. I am not currently looking for a document management system other than what I have explained. 4. Are we to propose a like machine for the Ricoh 1515 and KM c5501 or are you NOT replacing these at this time? Yes, you are to propose a replacement for both of these. 5. Clarification on Segment 5/6 specifications. These machines can range from 90 ppm ppm. Is this OK..Yes, this is ok. 6. Is the speed printing or scanning speed? It is printing speed. 7. The Ricoh MPC6000 is also a color machine and would also need to be replaced with a color machine. Yes it should. I made changes to the numbers in Question #1 8. Will you be providing the average monthly/annual usage on the current fleet of copiers/printers? I do not have an average usage currently. I have included the total count on the chart above to help you come up with that.

5 9. Can I elaborate on having them all the same? I would suggest all Elementary schools have the same machine. The high schools have the same machine and the middle schools have the same machine. If the machines are different from elementary, middle and high school, I am ok with this. The machines inside the high schools obviously work more than the elementary and middle so we would need larger machines at those buildings. 10. What options are needed on the 2 color copiers? The Konica Minolta Biz Hub C5501 has a fiery box on the back that allows the managing of color. The machine you are bidding with should have this same capability as this is inside our Print Shop. The Ricoh MPC 6000 is in Curriculum office and needs to just be able to print color copies and does not need any management of color at all.