PART III: SCOPE OF WORK (Revised 12-21-18)
TONER INCLUSIVE COPIER MAINTENANCE PROGRAM 1.0 - SCOPE OF WORK The Central Ohio Transit Authority, hereafter referred to as the Authority or COTA, intends to purchase a toner inclusive copier maintenance program for the existing fleet of RICOH copiers that are located within COTA facilities. The proposed program shall include toner, service, repairs, fusers, drums, preventative maintenance, warranty services, and any services necessary in order to keep COTA s fleet operational. COTA has approximately ten (10) RICOH copiers in the fleet. This inventory is subject to change based upon COTA s business needs. Please note that this program is to be managed entirely by the Contractor. One (1) contractor will be awarded the contract to provide services to the complete fleet of COTA copiers. The contractor must be available to provide services to the copiers at the following COTA locations: 33 North High Street, Columbus, Ohio 43215 1600 McKinley Ave, Columbus, Ohio 43222 1333 Fields Ave, Columbus, Ohio 43201 1330 Fields Ave, Columbus, Ohio 43201 1325 Essex Ave, Columbus, Ohio 43201 The current models of RICOH copiers (which are subject to change) consists of the following: RICOH AFICIO MP C8002SP COLOR COPIER RICOH PRO 8110S PRODUCTION SYSTEM 2.0 - SUMMARY OF PROGRAM REQUIREMENTS 1. The Contractor shall supply software for the discovery of inventory at all COTA locations. A summary of the functionality of the software must be submitted with the proposal. The proposers invited to COTA for onsite interviews (if applicable) will be required to provide a demonstration of this software. 2. The Contractor is to provide a detailed on-boarding process for the program. This must include a tagging schedule for copiers. A representative from COTA will be available during the onboarding process. 3. The Contractor must provide and maintain an electronic version of COTA s copier inventory (preferably via a vendor website) to include the toner item number(s) required for the copier, building location, department, floor number, copier model, copier ID#, IP III-1
address, repair history, preventative maintenance schedule and all past toner requests. The repair status must be included for all pending repairs. COTA will be updated daily on repair status. 4. The Contractor must be prepared to provide configuration pages to IT personnel at the time the copiers are tagged. Copier identification tags are to be placed on each unit and must include the ID# and contact information for service. 5. The Contractor must complete an assessment of each copier at the time of tagging. This assessment must be provided to the IT operations manager within thirty (30) days from the date of tagging. The assessment must include details of problematic units or any issue that is discovered. The Contractor must identify and confirm which copiers are under warranty during this assessment. 6. Service requests will be made by the end user department. When a request is made, the end user will provide the copier ID number, along with a description of the reported issue. The contractor will provide service to the copier within four (4) hours of the request. The service technician must leave a proof of service for the copier, stating that the copier has been repaired. If the technician must leave to get additional parts or equipment, they must leave information as to when they will return. The contractor must relay all repair information to the end user department and to the IT operations manager. 7. Any copiers that cannot be repaired during a service call and/or require parts for warranty replacement that cannot be provided within forty-eight (48) hours will require a loaner unit. The loaner unit must be provided to COTA within twenty-four (24) hours and will be provided by the Contractor. The loaner unit must have the same capacity and features as the unit being replaced. The Proposer must provide COTA with the process that will be used to determine when a loaner unit is required. This process must include how the features on the existing copier will be determined. 8. The Contractor will work with the manufacturer on all units that are under warranty. The Contractor must provide all information to COTA, such as permissions or approvals that the manufacturer may require in order for them to allow access to the warranty information. 9. The Contractor will work with COTA IT staff to assist and install Firmware updates. 10. The Contractor will provide a preventative maintenance schedule to COTA IT staff within thirty (30) days upon unit tagging. 11. The Contractor will provide fleet management services for COTA. Discussions with COTA designated personnel is required before making any physical changes to unit locations. Quarterly meetings between the contractor and COTA will be required to discuss fleet management services. The Proposer must provide the methodology used for providing fleet management services. III-2
12. The Proposer must provide information on OEM toner vs. remanufactured toner. This should include the benefits of using OEM toner vs. remanufactured toner including a cost and yield analysis. 13. The proposed pricing for the Maintenance Program shall be a one click cost for black copies and a one click cost for color copies. The delivery cost of the toner must be included in the cost per copy cost. The cost must include both OEM toner and remanufactured toner cost. COTA will not accept additional base costs or overages. This is a straight cost per copy contract. 14. COTA shall be invoiced monthly. The Contractor must provide two documents to COTA each month; (1) A Microsoft Excel spreadsheet. All units must be itemized by building location, floor, make and model, serial number, user name, IP address, service period, previous click count, new click count, and the costs for each (black and color) with a subtotal total by machine and a grand total for all units. (2) A PDF document with a summary invoice with the invoice number, date, service period, remit to address, and the grand total must be sent to accountspayable@cota.com. The Proposer must include a sample invoice with their proposal. 15. The Contractor must have an established recycling program for empty toner cartridges. The Proposer must provide a description of the recycling process used, and a sample of the prepaid label that will be included with toners delivered to COTA. The process for collecting the empty cartridges should also be included in the proposal submission. 16. If the discovery software includes an option to set a reorder percentage, it must be set to reorder toner at 30%. The Proposer must provide details and proven results that the discovery software will not reorder toner if the end user does not immediately change the toner cartridge that is received from the 30% reorder point. Any toner requests outside of the discovery software auto-reorder feature; toner must be delivered next day to the respective COTA facility and labeled with the contact information (Contact name, floor and phone number). If the Proposers discovery software does not provide auto-reorder, they may be required to provide one spare set of toner per copier unit. COTA shall not be charged for any toner delivery costs. 17. Contractor must provide a method to randomly check copiers to confirm that the counts are accurate. The Proposer must include the method in which the count will be confirmed. III-3
3.0 - CONTRACTOR REQUIREMENTS 3.1 - Business/Technical Requirements Repair technicians must be qualified service technicians: Must provide training credentials specifically for Ricoh copiers. Must wear attire with a visible supplier logo. Must communicate any repairs that cannot be made the same day to the appropriate COTA personnel. Must be able to identify options and features on copiers to assure loaners are equal. Must be able to communicate with Ricoh on warranty issues and act on the behalf of COTA to obtain replacements parts. Must be able to work with COTA on firmware updates. Must provide proof of visit on copier stating repair is complete or date to return. Must know where the copier is located, i.e. building, contact person at building and service issue. 3.2 - Subcontracting Identify planned use of subcontractors III-4