MARION COUNTY SCHOOL BOARD PURCHASING DEPARTMENT REQUEST FOR PROPOSAL (RFP) WITH INVITATION TO NEGOTIATE REQUIRED RESPONSE FORM

Transcription

1 MARION COUNTY SCHOOL BOARD PURCHASING DEPARTMENT REQUEST FOR PROPOSAL (RFP) WITH INVITATION TO NEGOTIATE REQUIRED RESPONSE FORM DATE: August 2, 2006 RFP # 3029JD TITLE: Digital Multifunctional Copier/Printer, 3 Year Fixed Price Contract, 9/26/06 9/30/09 This proposal must be submitted to the Marion County School Board, Purchasing Department, 506 S.E. 3 rd Avenue, Ocala, Florida 34471, no later than 2:00 PM, Wednesday, September 6, 2006 plainly marked Digital Multifunctional Copier/Printer. Proposals are due and will be opened at this time. Mandatory Pre Bid Meeting will be held in the Textbook Conference Room, 215 SE 6 th Street, Ocala, FL from 9:30 to 10:30 on August 21, Board Approval Date: Tuesday, September 26, Anti-Collusion Statement / Public Domain I, the undersigned proposer have not divulged, discussed, or compared this proposal with any other proposer and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal. I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S. Proposal Certification I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE FORM, I further certify full, complete and unconditional acceptance of the contents of Pages 1 through 40 inclusive of this Request for Proposal, and all appendices and the contents of any Addendum released hereto. Proposal must be signed by an officer or employee having authority to legally bind the proposer. The undersigned agrees by signing this document that employee investigations will be adhered to in accordance with Florida Statutes PROPOSER (firm name): STREET ADDRESS: PRINT NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE: DATE: CONTACT PERSON: CONTACT PERSON'S ADDRESS: TELEPHONE: FAX: TOLL FREE: ADDRESS: INTERNET URL: PROPOSER TAXPAYER IDENTIFICATION NUMBER: NOTE: Entries must be completed in ink or typewritten. An original manual signature is required. An Equal Opportunity School District 1

2 MARION COUNTY SCHOOL BOARD REQUEST FOR PROPOSAL FOR DIGITAL MULTIFUNCTIONAL COPIER/PRINTER INDEX 1.0 INTRODUCTION 2.0 INSTRUCTIONS TO PROPOSER 3.0 TIME SCHEDULE 4.0 AWARD 5.0 TERM OF CONTRACT / RENEWAL 6.0 RFP INQUIRIES 7.0 LOBBYING 8.0 Scope of Services, Special Conditions, Specifications 9.0 EVALUATION COMMITTEE MEETINGS 10.0 PREPARATION AND SUBMISSION 11.0 PROPOSAL EVALUATION PROCESS: 12.0 EVALUATION CRITERIA 13.0 CANCELLATION OF AWARD/TERMINATION 14.0 DEFAULT 15.0 LEGAL REQUIREMENTS 16.0 FEDERAL AND STATE TAX 17.0 CONFLICT OF INTEREST 18.0 INSURANCE REQUIREMENTS 19.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT 20.0 PUBLIC RECORDS LAW 21.0 PERMITS AND LICENSES 22.0 INTELLECTUAL PROPERTY RIGHTS 23.0 COST INCURRED IN RESPONDING 24.0 SUB-CONTRACTS 25.0 INDULGENCE 26.0 JOINT PROPOSAL 27.0 PUBLIC ENTITY CRIMES 28.0 USE OF OTHER CONTRACTS 29.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT 30.0 POSSESSION OF FIREARMS / DRUG FREE WORKPLACE 31.0 AGREEMENT 32.0 POSTING OF RFP CONDITIONS / SPECIFICATIONS 33.0 POSTING OF RFP RECOMMENDATION / TABULATIONS 34.0 BACKGROUND SCREENING REQUIREMENTS ATTACHMENTS A. Drug Free Workplace Certification B. Statement of No Bid C. Acknowledgement of Addenda D. Certification Regarding Debarment 2

3 1.0 INTRODUCTION MARION COUNTY SCHOOL BOARD REQUEST FOR PROPOSAL FOR: Digital Multifunctional Copier/Printer 1.1 This is a Request for Proposal (RFP) to the Marion County School Board, Florida (the District). 1.2 The Marion County School Board ( District ) desires to engage a firm to replenish existing District copy devices as the existing contract for each respective copier expires. This includes rental agreements, leases and replacement of owned equipment. The RFP does not include the replacement of all equipment at one time. 1.3 All terms and conditions of this RFP, any addenda, proposer's submissions and negotiated terms, are incorporated into the contract by reference as set forth herein. 1.4 Document files may be examined, during normal working hours; ten days after proposals have been opened. 2.0 INSTRUCTIONS TO PROPOSER 2.1 All proposals must be received no later than 2:00 PM, on September 6, If a proposal is transmitted by US Mail or other delivery medium, the proposer(s) will be responsible for its timely delivery to the Purchasing Department, 506 S.E. 3 rd Avenue, Ocala, Florida Please ensure you mark your envelope with the RFP number and Title of the RFP. 2.2 Any proposal received after the stated time and date, will not be considered and will be returned unopened to the proposer(s). 2.3 One manually signed original and three photocopies of the proposal must be sealed in one package and clearly labeled "Digital Multifunctional Copier/Printer on the outside of the package. The legal name, address, proposer's contact person, and telephone number must also be clearly annotated on the outside of the package. 2.4 All proposals must be signed by an officer or employee having authority to legally bind the proposer(s). 2.5 Any corrections of unit prices must be initialed. This includes corrections made using correction fluid (white out) or any other method of correction. 3

4 2.6 Proposer should become familiar with any local conditions which may, in any manner, affect the services required. The proposer(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions. 2.7 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. 2.8 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of 90 days, to provide the District with the services specified in the proposal. 2.9 DELIVERY OF RFPS: When hand delivering your RFP, proposers must follow the School District's security access procedures. The procedures are as follows: A. Park in visitors' parking area. B. Enter building through the front door. C. Proceed to the Purchasing Department located at 506 S.E, 3 rd Avenue, Ocala, Florida. D. Present RFP to Purchasing Department receptionist for official date/time stamping. E. Pre Bid Meetings and Openings are generally held in the Textbook Material Conf Room, 215 S.E. 6 th Street, Ocala, FL TIME SCHEDULE 3.1 The District will attempt to use the following time schedule which will result in selection of a proposer(s). All written questions and inquiries are due 72 Hours prior to deadline for receiving Mandatory Pre Bid Meeting August 21, 2006 from 9:30 to 10:30 Proposals due not later than 2:00 PM September 6, 2006 Evaluation Committee Meeting September 7, 2006 Proposer Interviews TBD Submit Evaluation Results to Board September 15, 2006 Board Approval Date September 26, Notification of any changes to the time schedule will be made to proposers by Response to inquiries regarding the status of a proposal must not be made prior to the posting of award recommendation. 4.0 AWARD 4.1 The District reserves the right to accept or reject any or all proposals. 4

5 4.2 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. 4.3 The District reserves the right, before awarding the contract, to require proposer(s) to submit evidence of qualifications or any other information the District may deem necessary. 4.4 The District reserves the right, prior to Board approval, to cancel the RFP or portions thereof, without penalty. 4.5 The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed or award to multiple proposers. 4.6 The proposal with the highest rating will be ranked first; however, nothing herein will prevent the Marion County School Board, Florida, from making multiple awards and to deem all proposals responsive and to assign work to any firm deemed responsive. 4.7 The District reserves the right to further negotiate any proposal, including price, with the highest rated proposer. If an agreement cannot be reached with the highest rated proposer, the District reserves the right to negotiate and recommend award to the next highest proposer or subsequent proposers until an agreement is reached. 5.0 TERM OF CONTRACT / RENEWAL 5.1 The term of this contract shall be from September 26, 2006 through September 30, 2009 and may, by mutual agreement between the School Board and the awardees, be renewable for (2) additional one (1) year periods. All prices shall be firm for the term of this contract. The awardee agrees to this condition by signing their proposal. 6.0 RFP INQUIRIES 6.1 Any questions concerning conditions and specifications must be submitted in writing and received no later than 72 Hours prior to the deadline for receiving the RFP. Questions received in writing within the required timeframe will be answered in writing. Jeffrey Lemstrom is authorized only to direct the attention of prospective proposers to various portions of the RFP so that they may read and interpret such for themselves. Neither Mr. Lemstrom nor any employee of the District is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in the written documents. Send all inquiries to attention: Jeffrey Lemstrom Purchasing Department Marion County School Board 506 S.E. 3 rd Avenue Ocala, Florida Ph Fx: If necessary, an addendum will be posted on the Purchasing Website. 5

6 6.3 Copies of addendum will be made available for inspection at the District's Purchasing Department where proposal documents will be kept on file. 6.4 No addendum will be issued later than three calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one which includes postponement of the date for receipt of proposals. 6.5 No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District. 7.0 LOBBYING 7.1 PROPOSERS ARE HEREBY ADVISED THAT LOBBYING IS NOT PERMITTED WITH ANY DISTRICT PERSONNEL OR BOARD MEMBERS RELATED TO OR INVOLVED WITH THIS RFP UNTIL THE ADMINISTRATION'S RECOMMENDATION FOR AWARD HAS BEEN POSTED IN THE PURCHASING DEPARTMENT. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE PURCHASING DEPARTMENT. 7.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A BOARD MEMBER OR DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD S VOTE ON THE AWARD OF THIS CONTRACT. 7.3 ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION (3), FLORIDA STATUTES. FAILURE TO POST BOND WITH THE SCHOOL BOARD OR TO ADHERE STRICTLY TO THE REQUIREMENTS OF STATUTES AND STATE BOARD RULES PERTAINING TO PROTESTS WILL RESULT IN SUMMARY DISMISSAL BY THE PURCHASING DEPARTMENT. ADDITIONALLY, ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY ADDRESS THE SCHOOL BOARD AT A REGULARLY SCHEDULED BOARD MEETING. 7.4 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE TIME SPECIFIED WILL RESULT IN REJECTION / DISQUALIFICATION OF SAID PROPOSAL. 6

7 8.0 SCOPE OF SERVICES Marion County School Board currently has approximately one hundred ninety seven (197) copiers from various manufacturers utilized throughout schools and departments. Equipment is supported by vendors selected through historic District competitive processes, State of Florida Contract and other government entity awarded bids. This Request for Proposal will enable the awarded vendor the opportunity to replenish existing District copy devices, as the existing contract, for each respective copier expires. This includes rental agreements, leases and replacement of owned equipment. The RFP does not include the replacement of all equipment at one time. Based upon the intent of this RFP, as machines exist to the point of the current operating agreements, they will be replaced by the awarded vendor/contractor. The initial period for which services are sought will be for three years. Marion County School Board will not entertain a formal lease agreement either by principal or third party. Once an installation of a copy device has taken place, the equipment will be established by this agreement for a period of three years and will be stated as referenced by the purchase order document. Equipment will remain according to the terms established by the RFP. Consideration for replacement is further disclosed in the Requirements Section of this RFP. Marion County School Board may request renewals of this original agreement for two, one year periods. As an example of the duration of this agreement, consider a device entered into service during the twelfth month of the second one year renewal period. This agreement can effectively produce a term of vendor commitment for a period of eight years from inception to maturation of the thirty-six month term from the last renewal period. Critical for the RFP are credentials and references for documented service capabilities. The award for this RFP will avail the District s copiers for replacement through contract attrition. Service is a major component and will be valued as a large percentage of the recommendation for award. 8.1 Special Conditions: 1. Reports demonstrating repair history are required and are to be available on demand. 2. Reasonable service calls for each specified machine must accompany proposals for each specified machine. 3. The vendor is obligated to provide a replacement model that meets or exceeds the bid specifications for the band, in which the product was bid, and at the same or lower price as the original price and product awarded to the vendor. 4. Response to the specifications and any other questions must be addressed on a separate page and included with all other RFP requirements. 7

8 Specifications Vendor(s) must prove their offering meets their specifications by submitting data from Buyers Laboratory Incorporated (BLI) and/or Better Buys for Business. If the information needed is not provided by these companies, information that verifies compliance with these specifications must be provided from an independent laboratory in order to evaluate proposed items. Machines offered must be designated as digital. The equipment must come with a platen and be able to scan once and print many with electronic collating; it must also be multi-task/multi-functional and be capable of multiple functions, including: copy, fax, print and/or scan. These functions must be available whether machine is standalone or network-able. All equipment must have the following: A. Network Interfacing Parallel (IEEE 1284 capability) or USB Port, or Ethernet10/100BaseT RJ45 or Token Ring. B. Network protocol TCP/IP, IPP, Novell, IPX/SPX, UNIX, Windows 98/NT/2000/XP. C. The following is the base line description languages for connectivity: Postscript, PDF, PCL5E, ASCII and Tiff. D. Equipment must come with platen glass. E. Document feeder must hold a minimum of 30 sheets for low volume, 50 sheets for medium volume and high volume and 70 sheets for production equipment. F. Resolution on all B&W and Color equipment offered should be at least 600 dpi output for copying, scanning and printing. G. Faxing modem must be 33,600bps. H. All supplies except paper must be included in the proposed agreement for equipment. Note: Staples are to be included in the agreement. I. All B&W and Color equipment should be Energy Star Compliant except for production equipment, 110 CPM and above. J. The minimum paper requirements for the desktop; low, medium, high, high/high and production equipment shall be as follows. The by-pass tray quantity may be included into sheet requirements. Vendors must indicate the number of drawers required to provide these paper quantities: 250 sheets minimum for small desktop 500 sheets minimum for desktop 500 sheets minimum for low volume 1000 sheets minimum for low/medium volume 2050 sheets minimum for medium and medium/high volume 8

9 4150 sheets minimum for high volume 5000 sheets minimum for high/high volume 6000 sheets minimum for production volume K. For scan-enable product, the proposer must provide with the equipment a scan-enable print controller with scanning and document management software along with all the necessary licensing. All equipment should be able to support LDAP (Lightweight Directory Access Protocol) or be able to download address books residing on MAPI compliant mail servers on the network. The copier must allow administrator, to assign pass codes, for authorized users only, as well as having tracking of individual users or departments. The equipment must offer standard and/or optional security features, i.e., Network authentication for scanning. Some equipment may require the following features, scan to at the walk-up panel, scan at 600 DPI, be able to access the public address mail directory using the LDAP protocol, scan ahead jobs while system is printing or copying, network authentication of user prior to ing (user authentication should be the same user name and password as used on the District s PC and authenticated over the network), and pricing must include all required hardware and software to provide the above capabilities. L. All equipment should have features or options for securing document distribution. Bidder s offer is to include software that provides security, including but not limited to: data security, print security and copy security. This security feature should, at a minimum, erase all latent images off of the image server, as well as all hard drives, (secure print option and disk overwrite capability). M. For some items the security software must comply with the Common Criteria Security standard. This system along with its optional security software must be certified by NIAP, the US Government organization charged with implementing the Common Criteria standard. See N. For equipment being used in sensitive agencies like, Exceptional Student Education, Student Records, Finance, Payroll and Risk Management, HIPA regulations may apply. O. Equipment offered must be able to operate at any district location and must be able to perform on whatever platform the agency is utilizing (Windows, NT, etc.). Vendors must provide the latest technology available for each piece of equipment offered in response to the district detailed specification. Since the specification describes a minimally configured machine, and agencies may require additional features, vendor must submit with a bid a price list or catalogue of available accessories and upgrades. The pricelist/catalogue should be a part of the vendor s standard industry offering. The pricing offered in this pricelist/catalogue for the Marion County School Board must be better than pricing offered under any commercial arrangement or under any governmental arrangement. A monthly rental figure should be provided. P. Provide disclosure for maximum throughput per minute. Q. Provide disclosure for duty cycle as stated on device or claimed in the specifications. 9

10 Digital Multifunctional Copier/Printers When connected, as a network printer, speed of the unit offered cannot be reduced by more than 30% of the units rated speed. Items 1 8 are for black and white copies only. Item 1: For use at an estimated volume of 1,000 5,000 copies/month. - Speed: Minimum of 18 copies per minute, 8-1/2 x 11 paper - Memory: 64Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 40 Sheet Capacity - Maximum Original Size: 8.5 x14 - Maximum Copy Size: 8.5 x14 - Reduction and Enlargement: % - Image Resolution: 600x600 - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required. - Ability to automatically order and replenish consumables and modules over the network without any user intervention. Item 1: Required Options: - Fax: Kbps - Able to fax 2-sided originals - Scanning: Scanner to PC Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. Item 2: For use at an estimated volume of 5,000 7,500 copies/month. - Speed: Minimum of 22 copies per minute, 8-1/2 x 11 paper - Scan Speed: 22 ppm - Memory: 80Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 8-1/2 x 14 - Maximum Copy Size: 8-1/2 x 14 10

11 - Reduction and Enlargement: % - Image Resolution: 600x600, 1200x1200 Interpolated - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - Ability to automatically order and replenish consumables and modules over the network without any user intervention - User replaceable imaging and fuser modules included as part of the maintenance pricing Item 2: Required Options: - Fax: Kbps - Able to fax 2 sided originals - Scanning: Scanner to PC Ability to scan to SMTP addresses - Ability to search network address via LDAP Item 3: For use at an estimated volume of 7,500 20,000 copies/month. - Speed: Minimum of 30 copies per minute, 8-1/2 x 11 paper - Scan Speed: 30 ppm - Memory: 64Mb RAM - Minimum Paper Sources: 5 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Image Resolution: 600x600 dpi, 600x600 Interpolated - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. 11

12 Item 3: Required Options: - Fax: Kbps - Able to fax 2-sided originals - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based o n same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher - Ability to staple up to 50 sheets Item 4: For use at an estimated volume of 20,000 30,000 copies/month. - Speed: Minimum of 45 copies per minute, 8-1/2 x 11 paper - Scan Speed: 55 ppm - Memory: 256Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed 1 GHz (1000 MHz) or greater - Hard drive size 80 GB or greater - Minimum Paper Sources: 3 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - Ability to automatically order and replenish consumables and modules over the network without any user intervention - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream IPSEC, scanning HTTPS, remote management HTTPS) 12

13 Item 4: Required Options: - Fax: Kbps - Able to fax 2-sided originals - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher - Ability to staple up to 50 sheets, single or dual position - High Capacity Feeder Ability to hold 3,600 sheets Item 5: For use at an estimated volume of 30,000 40,000 copies/month. - Speed: Minimum of 55 copies per minute, 8-1/2 x 11 paper - Scan Speed: 55 ppm - Memory: 256Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed 1 GHz (1000 MHz) or greater - Hard drive size 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream IPSEC, scanning HTTPS, remote management HTTPS) 13

14 Item 5: Required Options - Fax: Kbps - Able to fax 2 sided originals - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher - Ability to staple up to 50 sheets, single or dual position - Convenience Stapler Ability to staple up to 50 sheets Item 6: For use at an estimated volume of 40,000 70,000 copies/month. - Speed: Minimum of 65 copies per minute, 8-1/2 x 11 paper - Scan Speed: 75 ppm - Memory: 384Mb RAM standard, upgradeable to 1024Mb RAM - Processor speed 1 GHz (1000 MHz) or greater - Hard drive size 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 75 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Convenience Stapler: Ability to staple up to 50 sheets - Image Resolution: 600x600 dpi, 1200x1200, 4800x1200 Interpolated - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream IPSEC, scanning HTTPS, remote management HTTPS) 14

15 Item 6: Required Options: - Fax: Kbps - Able to fax 2 sided originals - Must be able to fax to a private, password protected mailbox. - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application Ability to scan to SMTP addresses - Ability to search network address via LDAP Item 7: For use at an estimated volume of 70, ,000 copies/month. - Speed: Minimum of 90 copies per minute, 8-1/2 x 11 paper - Scan Speed: 65 ppm - Memory: 128Mb RAM standard, upgradeable to 256Mb RAM - Minimum Paper Sources: 6 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 100 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Stapler/Finisher: Ability to staple up to 100 sheets, single or dual position - Convenience Stapler: Ability to staple up to 50 sheets - Image Resolution: 600x600 dpi, 1200x Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Ability to automatically order and replenish consumables and modules over the network without any user intervention - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 7: Required Options: - Fax: - Ability to offer Network Fax Server Integration - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to application Ability to scan to SMTP addresses - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name 15

16 of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. Item 8: For use at an estimated volume of 300,000 1,000,000 copies/month. - Speed: Minimum of 135 copies per minute, 8-1/2 x 11 paper - Minimum Paper Sources: 3 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 100 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Ability to thermal bind sheets - Stapling: Ability to staple or stitch up to 70 sheets - Image Resolution: 600x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Capable of print job queuing - Capable of print job management - Ability to do accounting - Ability of hard copy scanning with electronic cut and paste - Ability to de-skew and de-speckle originals - Ability to do document assembly including covers, slip sheets and tabs. - Ability to image overlay - Ability to merge libraries - Ability to do web viewing and submission - Includes an integrated document library - Ability to do PDF conversions Item 8: Required Option: - Booklet maker with in-line saddle stitching. 16

17 Items 9 12 are for Black and White Digital Copiers with Full Color capability. Copies included are Black and White only, Color copies to be charged for actual usage. Item 9: For use at an estimated volume of 500 2,500 copies/month. - Speed: Minimum of 32 copies per minute Black and White, 8 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 40 ppm Black and White, 13 ppm color - Memory: 768Mb RAM - Minimum Paper Sources: 2 - Minimum Paper Capacity: Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 11 x 17 - Reduction and Enlargement: % - Image Resolution: 1200x600 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 9: Required Options: - Fax: - Ability to send 2 sided fax - Ability to handle walk-up fax, LAN fax and Internet fax - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to scan to or Mailbox - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Additional paper trays - 2 at 520 sheets each - High Capacity Paper Feeder 2,100 sheets Item 10: For use at an estimated volume of 2,500 7,500 copies/month. - Speed: Minimum of 28 copies per minute Black and White, 21 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 32 ppm Black and White, 32 ppm color - Memory: 128Mb RAM standard, upgradeable to 256Mb RAM 17

18 - Minimum Paper Sources: 3 - Minimum Paper Capacity: 1,140 - Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 50 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 12 x 19 - Reduction and Enlargement: % - Image Resolution: 600x600 dpi, 1200 x 1200 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. Item 10: Required Options: - Fax: Kbps - Ability to handle walk-up fax, Internet fax and fax server integration - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher: Ability to staple up to 50 sheets, single or dual position - Additional paper trays - 3 at 520 sheets each - High Capacity Paper Feeder 3,140 sheets - In Line 3 hole punch - In line 15 sheet saddle stitcher Item 11: For use at an estimated volume of 7,500 20,000 copies/month. - Speed: Minimum of 55 copies per minute Black and White, 40 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 80 ppm Black and White, 50 ppm color - Memory: 512Mb RAM - Processor speed 1.8 GHz (1800 MHz) or greater - Hard drive size 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 3,260 - Capable of Handling Paper Weights from lb. 18

19 - Simplex and Duplex Automatic Document Handler: 250 Sheet Capacity - Maximum Original Size: 11 x 17 - Maximum Copy Size: 13 x 19 - Reduction and Enlargement: % - Image Resolution: 2400x2400 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream IPSEC, scanning HTTPS, remote management HTTPS) Item 11: Required Options: - Fax: Kbps - Ability to handle walk-up fax, Internet fax and network server fax - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher: Ability to staple up to 50 sheets, multi position - High Capacity Paper Feeder 2,000 sheets - Hole punch: 2 and 3 holes - In line 15 sheet saddle stitcher - In line 5 sheet V fold Item 12: For use at an estimated volume of 20,000+ copies per month. - Speed: Minimum of 65 copies per minute Black and White, 50 copies per minute Full Color, 8-1/2 x 11 paper - Scan Speed: 80 ppm Black and White, 50 ppm color - Memory: 512Mb RAM - Processor speed 1.8 GHz (1800 MHz) or greater - Hard drive size 80 GB or greater - Minimum Paper Sources: 5 - Minimum Paper Capacity: 3,260 - Capable of Handling Paper Weights from lb. - Simplex and Duplex Automatic Document Handler: 250 Sheet Capacity 19

20 - Maximum Original Size: 11 x 17 - Maximum Copy Size: 13 x 19 - Reduction and Enlargement: % - Image Resolution: 2400x2400 dpi - Capable of supporting TCP/IP, Ethertalk and Novell - Capable of electronic file submission from PS, PCL, ASCII, TIFF, PDF - Supports Print Drivers for: Windows 98, NT 4.0, 2000, 2003, ME, XP, MAC OS - Ability to automatically submit meter reads over the network to the vendor without any user Intervention required - User replaceable imaging and fuser modules included as part of the maintenance pricing - Support for Common Criteria certification to ensure secure operation on the network and protection of confidential data files produced or scanned on the device. The Certification must be product-specific and listed on the NIAP web site ( ). Certification through the Common Criteria portal ( ) will be considered as an alternative only if the vendor can prove, through public documentation, that the scope of the security certification covered the entire product, not just a limited subsystem like the hard drive. - Ability to encrypt all network communication (print stream IPSEC, scanning HTTPS, remote management HTTPS) Item 12: Required Options: - Fax: Kbps - Ability to handle walk-up fax, Internet fax and network server fax - Scanning: - Ability to scan to PC desktop - Ability to scan to network server - Ability to scan to templates - Ability to search network address via LDAP - Ability to authenticate the user based on same user ID and password used to login to the /network account and to automatically fill in the From field of the mail note with the name of the authenticated user in an unalterable manner to ensure audit capability of all outbound mail notes sent from the multi-function products. - Stapler/Finisher: Ability to staple up to 50 sheets, multi position - High Capacity Paper Feeder 2,000 sheets - Hole punch: 2 and 3 holes - In line 15 sheet saddle stitcher - In line 5 sheet V fold 20

21 Electronic Web-based Administrative Support Administration Requirements 1. Does your company provide the ability to submit meter reads by serial number via an Internet website? 2. Does your company provide networked equipment that can automatically submit meter reads to the vendor without any user intervention? 3. Does your company provide networked equipment that can automatically order supplies when supplies are low without any user intervention? 4. Does your company provide the ability to view invoices on-line via a company website with appropriate security safeguards? 5. Does your company provide the ability to view signed contracts over the web? 6. Does your company provide the ability to automatically get order/delivery status on-line via a company website? 7. Does your company provide the ability to review renewal purchase order pricing on the web? 8. Does your company provide the ability to renew purchase orders over the web? 9. Does your company provide the ability to change delivery and billing addresses by system over the web? 10. Does your company provide the ability to schedule equipment moves via a company website? Additional Technical Requirements 1. What security features are built-in to each of your models to prevent unauthorized access to the machine and any data (copy, print, scan, and fax) stored on the machine? Please detail specific features and any vendor independent certification of these capabilities? 2. Can you provide any vendor independent tests demonstrating network print productivity of your proposed systems? Please include details of tests including file types, number of copies, etc. 3. What additional software capabilities do you offer to manage the fleet of equipment effectively? Desired capabilities include remote configuration and management, automatic network output device identification (vendor independent copier and printer identification), reporting capabilities for meter reads/reported error alerts/asset lists, troubleshooting capability, SNMP group set-up and management, etc. 4. What training and network deployment support services are included with the pricing of your equipment? 5. What technical engineering features are built into the system to minimize downtime and minimize technician service calls? 6. Please provide examples of how you have used this technology and combined with other software and hardware to improve operations of similar organizations (examples such as asset consolidation, print migration, scanning applications to convert existing paper, document management applications, forms automation, integration with a centralized print shop/copy center, etc.) 21

22 7. What capabilities do you provide for your equipment to support the visually and physically impaired? Additional Service Requirements 1. Can your company meet a target service time of 4 hours? 2. What type of service reporting can you provide on a quarterly basis to demonstrate actual service response time by device? 3. What remedies will you offer for equipment that is down for more than 24 hours? For equipment that does not meet a 95% uptime for 2 months in a row? 4. What is the reasonable number of anticipated service calls for each machine specified per year? 1. Please include a detailed implementation plan. Implementation and References 2. Please identify 3 references of like scope and size to this procurement including contact information. Preferable references would be State & Local environments with network connected equipment. Security Requirements/Questions for Vendors of Multi-Function Systems 1. Have any independent vendor, independent organizations done security testing of your products (such as NIAP)? If so, please specify or detail any specific security claims and levels of certification. a. What type of certification was done to certify against compromise of data? b. What type of certification was done to certify against unauthorized access to the network through the device? 2. What models/speeds of equipment have gone through the certification process detailed above? For each model, please describe the scope of the certification (i.e., entire unit, specific subsystems, etc.) and the certification level achieved. 3. Do you have any equipment with pending certifications? 4. Please detail what security protections you have with respect to each of the following potential vulnerabilities for each of your product models? a. Disk overwrite for print data (Specify algorithm and whether the overwrite occurs immediately after the job or on-demand. What if the process is interrupted or the machine is shut down, will the system overwrite any print or scan files automatically on reboot?) b. Disk overwrite for scan to network data (Specify algorithm and whether the overwrite occurs immediately after the job or on-demand. What if the process is interrupted or the 22