Request for Proposal

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Maud Carroll
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1 Request for Proposal Section 1. General Purpose: The City and County have issued this Request for Proposal (RFP) together for convenience and pricing purposes to solicit the best proposals to provide an optimum solution for copier/printer/scan/fax multifunctional systems. This RFP shall include a lease proposal for 60 months ($1.00 buyout) for the machines to be purchased by the County of Alpena. The RFP also shall include both a lease proposal for 60 months ($1.00 buyout) and a cash purchase price option for the single machine to be purchased by the City of Alpena. Following the award and delivery of the systems, the contact persons, invoicing, and all communication and authority for the systems in question shall be assigned to the City for systems located at City facilities and assigned to the County for systems located at County facilities. Section 2. Bidders The selected vendor and its suppliers shall have actively engaged in designing and supplying similar type systems and shall be required to provide names and addresses where these systems have been installed. This information should be included with the bid documents. Warranty: The selected vendor shall warranty all equipment and guarantee all other equipment furnished in the system to be standard new equipment for the latest model or regular stock. The bidder shall warranty all components for a minimum period of five (5) years from the date of acceptance of equipment by the County of Alpena and City of Alpena. Maintenance shall cover on-site service within twenty-four hours, covering all parts and labor. Any defects in material and/or workmanship shall be corrected promptly with a minimum loss of operating time at no cost to the owner, either the County of Alpena or City of Alpena. System Documentation: The selected vendor shall provide overview documentation packages of the equipment specified. The documentation package shall provide individual component documentation and manuals on manufacturer s equipment. Section 3. Specifications The following equipment is to be bid. All bids must include the cost of all maintenance for the five (5) year period. Maintenance and lease agreements should include all labor, parts, drums, toner and consumable supplies (excluding staples and paper). It is understood that the County of Alpena and City of Alpena are governmental units and as such are tax exempt from the payment of taxes applying to the products specified in this document. Therefore, the quoted prices should not include taxes. The bidder must clearly state any exceptions to the enclosed specifications. The County of Alpena and City of Alpena may consider bids that do not meet all specifications after examining the exceptions. Section 4. Trade-In or Disposal All bids should furnish amount of discount for trade-in and/or disposal of existing copy equipment which is listed below. All listed equipment shall be removed by awarded company wether by trade-in and

2 reduction of price or disposal at no cost to the County of Alpena or City of Alpena. All bids should furnish amount of proper disposal and erasure/formatting of hard drives and equipment and associated costs. County of Alpena Five (5) Lanier LD125 Two (2) Lanier LD040 One (1) Lanier LD270 with sorter/stapler One (1) Toshiba E-Studio 3511C City of Alpena One (1) Toshiba e-studio 810 with high-capacity paper tray, hole punch, stapler and collator. Section 5. Security Features List the cost to secure copy, scan, fax and print functions. Briefly describe security details. Section 6. Bid Submittal Eligible firms must submit a sealed response to the Request for Proposal. Questions should be sent to the address below or telephone (989) or at mcroberb@alpenacounty.org Mr. Brad McRoberts, I.T. Director County of Alpena 720 W. Chisholm Street Suite #11 Alpena, MI RFP must be received by Tuesday, May 28, 2013 at 4:00PM Each proposal must be clearly marked COPIER PROPOSAL and include the worksheet Attachment A. Section 7. Award The County of Alpena and the City of Alpena reserves the right to accept or reject any or all proposals and to accept any proposal which best meets the needs of the said County or City entity. All bids must include the estimated date(s) of delivery after award of the proposal. Both sheets of Attachment A must be sent with your RFP. Local Vendors will be given additional Preference. The County of Alpena and City of Alpena may award one vendor the contract for all machines or may award said contract by a combination of vendors based on the individual needs of each entity.

3 The following criterion shall be considered in making an award: 1. Cost of equipment or lease. 2. Cost of maintenance/service agreement. 3. Cost of additional usage per copy. 4. Delivery of the copiers within a reasonable time schedule. 5. Service and warranty provided. 6. References. 7. Location of Vendor.

4 Specifications for the County of Alpena Six (6) Desktop Monochrome Printers: Average Monthly Copy Counts: 900 Fax capability option on three (3) only Minimum copy speed: 35 ppm Minimum 50 sheet RADF (Reversing Automatic Document Feeder) Maximum paper size: 8.5 X 14 (inches) Scan (color) to , SMB, FTP, HDD, USB, Network ready (Ethernet) Two (2) paper trays with minimum 500 sheet capacity with bypass tray Specify Hard drive capacity Minimum 80 GB hard drive Four (4) Monochrome Copiers: Average Monthly Copy Counts: 3900 Fax capability option on two (2) only Minimum copy speed: 35 ppm Minimum 100 sheet RADF (Reversing Automatic Document Feeder) Scan (color) to , SMB, FTP, HDD, USB, Network ready (Ethernet) Sorting and 50 sheet stapling capacity Two (2) paper trays with minimum 500 sheet capacity with multiple sheet bypass tray One (1) 2500 sheet paper tray Specify Hard drive capacity Minimum 80 GB hard drive Two (2) Monochrome Copiers: Average Monthly Copy Counts: 10,500 Fax capability option on One only Minimum copy speed: 50 ppm Minimum 100 sheet RADF (Reversing Automatic Document Feeder) Scan (color) to , SMB, FTP, HDD, USB, Network ready (Ethernet) Sorting and 50 sheet stapling capacity Two (2) paper trays with minimum 500 sheet capacity with multiple sheet bypass tray (1000 sheet drawers preferred) Minimum 250 GB hard drive

5 One (1) 2500 sheet paper tray Specify Hard drive capacity One (1) Full Color Copier: Average Monthly Copy Counts: 13,000 ppm B&W and 1000 ppm Color* *This will be the first production color copier for the County thus accurate volume numbers are unavailable. No Fax capability option needed. Include only if standard Minimum copy speed: 75 ppm black/50 ppm color Minimum 150 sheet RADF (Reversing Automatic Document Feeder) Scan (color) to , SMB, FTP, HDD, USB, Network ready (Ethernet), network folders One (1) paper trays with 1000 sheet capacity with multiple sheet bypass tray One (2) 1500 sheet paper tray One (1) 3000 sheet paper tray 100 sheet stapling finisher 2 and 3 hole punching Minimum 250 GB hard drive Specifications for the City of Alpena One (1) Full Color Copier: Average Monthly Copy Counts: 15,000 ppm B&W and 1,400 ppm Color* *This will be the first production color copier for the City thus accurate volume numbers are unavailable. Multifunction printer (print/color scan/copy/fax) Fax capability option needed Minimum copy speed: 75 ppm black/50 ppm color Minimum 150 sheet RADF (Reversing Automatic Document Feeder) Scan (color) to , SMB, FTP, HDD, USB, Network ready (Ethernet), network folders Two (2) 500 sheet paper trays with multiple sheet bypass tray One (1) 1500 sheet paper drawer One (1) 3000 sheet paper tray (Large Capacity Unit) 100 sheet stapling finisher Saddle stitching 2 and 3 hole punching Minimum 250 GB hard drive

6 APPENDIX A RFP WORKSHEET County of Alpena Six (6) Desktop Copiers (3 with FAX) Total price for 6 units: $ Lease Option: Monthly Lease Cost Five (5) Years: $ $ Estimated Black and White Volume: 900 pages per month Four (4) Copiers (2 with FAX) Total price for 4 units: $ Lease Option: Monthly Lease Cost Five (5) Years: $ $ Estimated Black and White Volume: 3,900 pages per month Two (2) Copiers both with FAX Total price for 2 units: $ Lease Option: Monthly Lease Cost Five (5) Years: $ $ Estimated Black and White Volume: 10,500 pages per month One (1) Copier without FAX Total price for 1 unit: $ Lease Option: Monthly Lease Cost Five (5) Years: $

7 Appendix A RFP Worksheet (Page 2) $ B&W $ COLOR Estimated Black and White Volume: 13,000 pages per month Estimated Color Volume: 1000 pages per month (educated guess) CITY OF ALPENA One (1) Copier with FAX Total price for 1 unit: $ Lease Option: Monthly Lease Cost Five (5) Years: $ $ B&W $ COLOR Estimated Black and White Volume: 15,000 pages per month Estimated Color Volume: 1,400 pages per month (educated guess) Feel free to include the following with your RFP: Lease Rates Equipment informational brochures References Connectivity included? YES NO If no, at what cost? PCL/PS3 enabled? YES NO if no, at what cost? Handicap Accessible? YES NO if no, at what cost? Recycling program available? YES NO if so at what cost? Any other information you feel would be helpful in decision making.

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