1-ITB 26-023 Digital Copier-Based Multi-Function Equipment Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 26-023

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Thirty-Six (36) Month Term and Supply Contract with Two (2) Twelve Month Options to Extend for the furnishing of Digital Copier-Based Multi-Function Equipment for use by Various County Departments.

1.2 Although exact usage cannot be determined, the County estimates it will spend $300,000.00 annually on Digital

Copier-Based Multi-Function Equipment.

1.3 Jackson County, Missouri Invitation to Bid No. 26-023 has a response deadline of 2:00 p.m., CDT on June 16, 2026.

1.4 Bids must be submitted electronically through the Jackson County Bonfire Portal at https://jacksongov.bonfirehub.com. Bids submitted by any other method will not be accepted.

1.5 Jackson County reserves the right to accept or reject any or all proposals

1.6 Jackson County reserves the right to split the contract award.

1.7 Jackson County reserves the right to request clarifications on any bid.

1.8 Jackson County reserves the right to add and/or delete locations as necessary.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Invitation to Bid shall be communicated electronically through the Jackson County

Bonfire Portal via the Opportunity Q&A on the Invitation to Bid.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CDT on June 9, 2026.

2.3 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County

Bonfire Portal. Bonfire will only notify the Respondent(s) of questions answered and addendums issued if they have obtained this Invitation to Bid through Bonfire.

2.4 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Respondents or their agents may not contact any other County staff regarding matters covered by this Invitation to Bid during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Respondent’s submission.

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area which is defined by the eight (8) County area of

Cass County, MO Clay County, MO

Jackson County, MO Lafayette County, MO

Platte County, MO Ray County, MO

Johnson County, KS Wyandotte County, KS

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https://jacksongov.bonfirehub.com/

The Greater Kansas City Metropolitan area is defined by the eight (8) County area. If the Respondent is not located in the Greater Kansas City Metropolitan Area, documentation on company letterhead MUST be submitted with your bid response detailing how your company would perform the work detailed herein.

3.2 MBE/WBE/VBE Goals: Compliance with Chapter 6 of the Jackson County Code for Minority, Women and

VETERAN Business Utilization may be required on this Invitation to Bid. The MBE/WBE/VBE Participation Affidavit (Attachment A) must be filled out and returned with your response. If the MBE/WBE/VBE Participation Affidavit has goals assigned, the Recommended Awardee(s) will be required to submit a List of Intended Subcontractors (LIS) to the Compliance Review Office for approval before the final award.

3.3 Compliance with Responsible Bidder’s Ordinance: Compliance with Jackson County, Missouri Ordinance No. 5825 for Responsible Bidders may be required for this bid. Responsible Bidders Affidavit (included with the Purchasing Forms, Attachment A) must be read, completed, notarized and included with your bid response. Failure to attach the notarized form with your bid response may result in the REJECTION OF YOUR BID.

3.4 W-9 Form: The Successful Contractor must provide a complete IRS W-9 Form for this Contract.

3.5 Document Submittal: All documents listed herein the Required Submittal (Section 8.0) shall be submitted individually per the required document. Please do not submit bulk PDF documents of all the required documents for each individually required document.

3.6 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondent’s responsibility to verify all pertinent information (i.e. Response deadline, question deadline, Intent to Bid deadline, Addendums) in the Bonfire Portal.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Contractor will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.2 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful Respondent, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Respondent and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.3 Other Licenses: The Successful Respondent must provide, upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

4.4 Insurance and indemnification: The Successful Respondent shall indemnify, defend and save harmless the County against all damages to persons and property which may arise out of the work included in the performance of this Contract, including all claims for personal injuries and property damage and all losses, costs, attorney’s fees or judgements which may arise out of any claims against the County. The Successful Respondent shall purchase and maintain as a minimum such insurance as described in Exhibit A of this Invitation to Bid. The Successful Respondent shall file with the County such Certificate of Insurance as described in Exhibit A and within the time specified in Exhibit A.

4.5 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Bidders via email. It is the Bidders’ responsibility to provide two (2) updated email addresses for their company with their bid. It shall also be the responsibility of the awarded Respondents to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 EXPERIENCE: The Successful Contractor must have a minimum of five (5) years’ experience in the work described in the specifications and list references showing contracts held by your company, providing the same services for other municipalities. References and years’ experience per the Statement of Contractor’s Qualifications document (Attachment A). NOTE: Do not list Jackson County, Missouri as a reference here.

4.7 During the evaluation process of this bid, the respondent may be required to deliver representative samples of the equipment being leased to the Jackson County, Missouri Information Technology Department for testing and approval by Various Departments prior to contract being awarded. The respondent may need to have a Manufacturer’s Representative on-site during this trial meeting to demonstrate the features of the equipment to Various Departments.

4.8 The Successful Respondent must be the Manufacturer’s Authorized Dealer for the equipment they are offering in this bid.

5.0 SPECIFICATIONS

5.1 This will be a lease-based contract. The Successful Respondent will own and be responsible for the equipment, including any personal and/or business taxes on the equipment.

5.2 The lease on each unit shall include the rental of the equipment, the maintenance of the equipment, copy costs and all supplies (except for paper) for the equipment.

5.3 The leased equipment required in this bid for Digital Copier-Based Multi-Function Equipment will have the following specifications:

5.3.1 Core Functions

5.3.1.1 Print (color and/or mono)

5.3.1.2 Copy

5.3.1.3 Scan (flatbed + high-capacity document feeder)

5.3.1.4 Fax (traditional and/or digital fax)

5.3.2 Networking & Connectivity

5.3.2.1 Ethernet networking standard

5.3.2.2 Built-in Wi-Fi

5.3.2.3 Wi-Fi Direct / peer-to-peer printing

5.3.2.4 Mobile printing services (AirPrint, Mopria, Android print)

5.3.2.5 Cloud printing (Google Workspace, Microsoft 365 integration)

5.3.2.6 Remote fleet management portals

5.3.2.7 SNMP management support

5.3.3 Printing Capabilities

5.3.3.1 High-speed output (50-100+ pages per minute)

5.3.3.2 Automatic duplexing (double-sided printing)

5.3.3.3 High-yield toner systems

5.3.3.4 Secure or “pull” printing (PIN or badge release)

5.3.3.5 Large paper capacity (multiple trays, high-capacity feeders)

5.3.3.6 Support for various paper sizes (Letter to 11x17)

5.3.3.7 Envelope and label printing

5.3.3.8 High resolution output (typically 1200 dpi)

5.3.3.9 Advanced color calibration

5.3.4 Copy & Scan Features

5.3.4.1 Duplex scanning (single-pass)

5.3.4.2 High-speed scan (100-300 images per minute)

5.3.4.3 OCR text recognition

5.3.4.4 Scan to email

5.3.4.5 Scan to network folder (SMB, FTP)

5.3.4.6 Scan to cloud (OneDrive, SharePoint, Google Drive)

5.3.4.7 Scan to USB

5.3.4.8 Editable formats (PDF, searchable PDF, Word, Excel)

5.3.4.9 Mixed-media scanning (different paper sizes in the same batch)

5.3.5 Document Finishing Options

5.3.5.1 Stapling (corner, double staple)

5.3.5.2 Saddle-stitch booklet making

5.3.5.3 Folding (tri-fold, z-fold)

5.3.5.4 Hole punching

5.3.5.5 Multi-position stapling and binding

5.3.5.6 Inserter trays for pre-printed covers

5.3.6 User Interface & Usability

5.3.6.1 Large touchscreen display

5.3.6.2 Customizable home screen buttons

5.3.6.3 User profiles

5.3.6.4 Shortcut workflows (e.g., “Scan to Accounting Folder”)

5.3.6.5 Voice guidance / accessibility features

5.3.7 Security Features

5.3.7.1 User authentication (PIN, proximity card, badge readers)

5.3.7.2 Active Directory / LDAP integration

5.3.7.3 Encrypted print jobs

5.3.7.4 Hard drive encryption (AES 256-bit)

5.3.7.5 Data overwrite on job completion

5.3.7.6 Locked print queue

5.3.7.7 Secure boot and firmware verification

5.3.7.8 Administrator access control

5.3.7.9 Audit logs

5.3.8 Cloud & Workflow Integration

5.3.8.1 Microsoft 365 workflows (scan to Teams or SharePoint)

5.3.8.2 Google Workspace workflows

5.3.8.3 Document management system connectors (e.g., DocuWare, Laserfiche)

5.3.8.4 Automated routing (barcode separation, file naming rules)

5.3.8.5 Accounting and cost tracking software

5.3.9 Device Management & Maintenance

5.3.9.1 Remote diagnostics

5.3.9.2 Automated supply replenishment alerts

5.3.9.3 Firmware updates over the network

5.3.9.4 Usage tracking and reporting

5.3.9.5 Print quota control

5.3.9.6 Fleet management with dashboard analytics

5.3.10 Hardware Options and Expansion

5.3.10.1 Additional paper decks or high-capacity trays

5.3.10.2 Large-capacity finishers

5.3.10.3 Fiery or similar external print controllers for color accuracy

5.3.10.4 Extra memory or SSD

5.3.10.5 Cabinet or caster stands

5.3.10.6 Envelope feeders

5.3.11 Energy & Environmental

5.3.11.1 Energy Star certification

5.3.11.2 Low-power sleep modes

5.3.11.3 Eco-friendly toner systems

5.3.11.4 Duplex-first defaults

5.3.11.5 Automated power scheduling

5.4 Maintenance Requirements

5.4.1 The cost of maintenance shall be included in the rental/lease cost of each unit. No additional charges for maintenance or repairs will be charged unless it is mutually agreed upon by the Successful Respondent and the County that repairs are due to misuse or abuse of the equipment.

5.4.2 The Successful Respondent must provide maintenance on all equipment; the maintenance will be on-site for both preventative maintenance calls and all service calls.

5.4.3 All labor, mileage, travel time and parts required for preventative maintenance and service calls will be included in the rental/lease cost of each unit.

5.4.4 The Successful Respondent shall use all new OEM parts for repairs.

5.4.5 The Successful Respondent shall have manufacturer’s factory authorized trained technicians to perform service on the equipment offered in this bid. Documentation on factory trained technicians will be required with bid.

5.4.6 The Successful Respondent shall provide at least one Dedicated Service Technician for the downtown

Kansas City, Missouri area, including the Courthouse, Department of Corrections, Family Support and the Medical Examiner’s offices. The resume of the Dedicated Service Technician will be required with bid.

5.4.7 The County’s normal working hours are Monday through Friday, 8 AM to 5 PM excluding Federal and

County holidays. The Successful Respondent shall respond to verbal and/or on-line calls for service within four (4) working hours after notification. On equipment critical to the operation of the County, the Successful Respondent shall respond to verbal and/or on-line calls for service within two (2) working hours after notification.

5.4.8 In cases where equipment cannot be repaired within twenty-four (24) continuous hours after notification for repair, the Successful Respondent shall provide, at no additional charge, a replacement machine of equal or greater capacity, until the repair of the original equipment is completed.

5.4.9 The County will not pay for copy charges that are above the allotted amount within the lease of the unit arising from either Successful Respondent’s service calls or unusable copies due to poor copy quality.

County departments will give unusable copies to Successful Respondent for credit.

5.4.10 The Successful Respondent shall maintain an electronic service log for each piece of equipment. The Successful Respondent’s technician shall initiate the service log by recording make, model, and serial number of equipment and installation date. The technician shall complete entries in the log each time service is requested, listing response time, cause of reasonable downtime, and time for repairs. Should the cause of operator error, misuse or abuse, downtime will not be a factor in determining unsatisfactory performance.

5.4.11 The Successful Respondent shall maintain equipment leased under this contract to provide for a minimum of ninety (90) percent operational monthly and an average of no more than seven (7) service calls per month. Equipment downtime begins at the time of a call for service and ends when the County is satisfied the equipment has been restored to full working order. If equipment leased under this agreement fails to meet the ninety (90) operational requirements for two consecutive months, the Successful Respondent shall be required to replace the equipment with equipment of the same model with the same features and no more metered copies than the current equipment.

5.4.12 The County shall give written notification of all situations of non-performance and shall require each situation to be resolved to the satisfaction of the County in no more than thirty (30) days. In the event the situation is not completely resolved in that time period, the County shall reserve the right to cancel any agreements related to that piece of equipment. After three (3) such cancellations in a twelve (12) month period, the County shall reserve the right to cancel the entire contract.

5.5 Installation, Uninstallation, and Moving Equipment

5.5.1 The Successful Respondent shall fully install all equipment and software necessary to operate the equipment.

5.5.2 Any wiring and/or cabling shall be the responsibility of the County.

5.5.3 The Successful Respondent will schedule and coordinate the installation of equipment with the Purchasing Department.

5.5.4 The Successful Respondent shall, at the time of installation, provide at no additional charge all supplies necessary to operate the equipment, except for paper.

5.5.5 The Successful Respondent shall remove and dispose of all packing materials from County installation sites, immediately at time of delivery.

5.5.6 The Successful Respondent will be responsible for moving/relocating equipment, as required, during the term of this contract.

5.5.7 The Successful Respondent will be responsible for uninstallation of equipment at the end of this contract or if required by non-appropriation of funds.

5.5.8 The Successful Respondent must deliver all equipment and accessories within forty-five (45) days after receipt of written purchase order.

5.6 Training

5.6.1 The Successful Respondent must provide and schedule on-site training on equipment with each installation location, at no additional charge to the County and must schedule additional training with County Departments where there are multiple users, at no additional charge.

5.6.2 The Successful Respondent will schedule and coordinate all training with the Purchasing Department.

5.7 Miscellaneous

5.7.1 The Successful Respondent must function as the single point of contact for the County, regardless of any subcontracting arrangements for products and services. This shall include assuming responsibility and liability for all problems relating to equipment, products and services provided. All orders and payments must go directly to the Successful Respondent and not their subcontractors or dealers.

5.7.2 The Successful Respondent shall notify the County of any changes in administration contact or service representation. Such notifications should be received by the County prior to the change taking place and should be received no later than five working days after the change taking place.

5.7.3 The Successful Respondent’s prices must be equal to or better than the prices offered to any other state or local government when leasing equipment with similar features, terms and conditions.

5.7.4 The Successful Respondent shall not substitute any equipment or items that have been awarded to the Successful Respondent without the prior written approval of the County.

5.7.5 The County reserves the right to allow the Successful Respondent to substitute any new equipment offered by the Respondent on all unshipped and future orders if the equipment capabilities are equal to or greater than the equipment in contract and if the pricing is equal to or less than the pricing for equipment on this contract. The County shall have the final authority as to the acceptability of the requested substitutions and reserves the right to accept or reject any substitution request.

5.7.6 Invoicing:

5.7.6.1 Payment of all services required herein shall be made in arrears. The Successful Respondent must submit separate invoices for each County Department location to include the make and model number of the equipment, serial number of equipment, dates of service, and County Purchase Order Number.

5.7.6.2 Each piece of equipment will be invoiced monthly for rental/lease charges.

5.7.6.3 Copy charges above the allotted copies included in lease will be invoiced quarterly.

5.7.7 The Successful Respondent must supply an Operator Manual for each piece of equipment installed.

5.7.8 The Successful Respondent assumes full responsibility for prompt notification to the County of any product recall.

5.7.9 The Successful Respondent must provide for the recycling of all toner/ink cartridges at no additional cost to the County. A copy of the Toner/Ink Cartridge Recycling Program must be included with your bid response.

5.7.10 The County reserves the right to add equipment during the term of any resulting agreement.

5.7.11 Delivery / installation and uninstallation / pickup of all equipment will be included at Respondent’s expense.

5.7.12 Freight on all supply deliveries with be at Respondent’s expense.

5.8 County personnel shall not be authorized to sign any contractor-supplied contract documents. All work performed under this contract must be covered by a purchase order. Under no circumstances will work be performed that is not authorized in advance by a purchase order. Any work performed that is not covered by a purchase order will be at the Respondent’s risk and expense.

5.9 Non-Appropriation Clause: If sufficient funds are not appropriated for the lease of Digital Copier-Based Multi-

Function Equipment, the County may terminate the lease on the last day of any calendar month upon ten (10) days written notice.

5.10 Lease Documents: The County will consider as an adjunct to the Contract a Commercial Lease Form that is subordinate to the General Conditions, Specifications and other provisions of this Invitation to Bid. Any such form must be included in your bid response. All such forms must incorporate the General Conditions, Specifications and other provisions of this Invitation to Bid. Submission of forms which contain provisions which are in direct conflict with this Invitation to Bid may result in the REJECTION of your bid.

6.0 EVALUATION PROCESS

6.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Invitation to Bid will be evaluated.

6.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations.

6.3 Jackson County, Missouri shall be the sole judge of the bids submitted, and its decisions shall be final.

7.0 NEGOTIATED CONTRACT/LEASE PROCESS

7.1 Upon the selection of the Successful bid, a Contract/Lease incorporating the General Conditions, Specifications and other provisions of the Invitation to Bid and acceptable to both parties will be prepared and executed by both parties.

Should the parties, within a reasonable time frame, as determined by Jackson County, Missouri, fail to develop and execute a mutually agreeable Contract/Lease, and upon three (3) business days notification to the selected Respondent, the County may reject the bid and proceed to award the Contract/Lease to the next “best” Respondent.

8.0 ATTACHMENTS

8.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

8.1.1 Affidavit

8.1.2 Certificate of Compliance Instructions

8.1.3 Statement of Contractor’s Qualifications

8.1.4 Acknowledgment of Receipt of Addenda

8.1.5 Attachment 1 - Bidder’s Quotation Sheet

8.1.6 Exhibit F – Exceptions

8.1.7 MWVBE Participation Affidavit with LIS Form, if applicable

8.2 Attachment B – General Purchasing Information to be downloaded and ready prior to submitting your bid:

8.2.1 General Terms and Conditions

8.2.2 Exhibit A – Insurance

9.0 REQUIRED SUBMITTALS

9.1 The following information and/or forms MUST be submitted with your response to this Invitation to Bid:

9.1.1 Affidavit

9.1.2 Copy of Certificate of Compliance

9.1.3 Statement of Contractor’s Qualifications

9.1.4 Acknowledgement of Receipt of Addenda

9.1.5 Greater KCMO Metropolitan Area Information Memo (per section 3.1, on company letterhead)

9.1.6 Attachment 1 - Bidder’s Quotation Sheet

9.1.7 Exhibit F – Bidder’s Exceptions

9.1.8 Two (2) Dedicated Email Addresses (per section 4.5, on company letterhead)

9.1.9 Copy of Supplier W9 Form (Section 3.4)

9.1.10 MWVBE Participation Affidavit with LIS Form, if applicable

9.1.11 Lease Documents (per section 5.10)

9.1.12 Training and Installation Plans

9.1.13 Manufacturer’s detailed specifications on each piece of equipment being bid

9.1.14 Verification of Manufacturer’s Authorized Dealer for the equipment being bid

9.1.15 Maintenance/Service Program Outline

9.1.16 Resume for Dedicated Technician and Factory-Trained Technicians for this contract

9.1.17 Supply Ordering Instructions

9.1.18 Recycling Program Instructions

9.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted bid.