A06_Specs___Service_Terms.pdf

LEASED COPIER SPECIFICATIONS & SERVICE TERMS

* All specifications are minimum unless otherwise noted

General:

1. 60-month lease with option to buy

2. MS Windows network connection with security

3. Lease fee includes maintenance, repair and all replenishable supplies except paper

4. Four 500 sheet paper trays. (two 8 ½ X 11, one legal, one tabloid)

5. Bypass paper tray

6. Secure print feature so print jobs are stored at printer under a code for later printing

7. Auto delete from printer memory after printing or scanning

8. Ability to disable wireless functionality

9. Flat Rate pricing, excluding travel related expenses for technicians post-installation efforts

10. Easy touch screen controls

11. Finisher that collates/groups print jobs

12. 100 sheet document feeder for copier

13. Operating Noise Level: 71dB or less (quieter is better)

14. First copy time: 8 sec or less

15. Two training sessions on copier and features

16. Black and Color copy/print

17. Copy resolution 600 X 600 DPI

18. Two sided copying and printing

19. Minimum 35, to maximum 60 page copies/print per minute

20. Storing of email addresses of users (address book)

21. Duplex scanning (scan both sides of a page simultaneous without reversing the document in the paper feed)

22. Two-sided scanning/copy with Optical Character Recognitions (OCR).

23. Scan and send to user via email

24. Fax send and receive, through one line (must be able to send incoming fax to email)

25. Stapler in finisher

26. Whole punch in finisher

27. User card access

28. Use of door access cards (RFID) as ID for printer access.

Device Performance Location

Western Arctic National Park

171 3rd Ave

Kotzebue, Alaska 99752

Flat Rate Covered Service:

1. The device shall be delivered all the way to the customer address, positioned inside the building at customer’s desired final location, unpacked, connected and made fully functional by the contractor.

2. Includes contractor provided device delivery/replenishables/parts with delivery, and repair services on-site.

3. The contractor will respond with initial communication for service requests within 24 hours, and initiate remote repair/service efforts within 48 hours of initial customer service request.

3. Replenishable items supporting print quantity averages of 2,500 black and 2,500 color per month over each six month period are covered by the flat rate.

4. Technician’s time in the customer’s facility and in front of the device is covered in the flat rate.

5. Replenishable item status levels will be remotely monitored by the contractor, and replacement replenishables mailed to the customer in a timely manner, to avoid copier/printer down time as long as the Government’s firewall doesn’t prevent the service notice process. If Government prevented, the device will be configured with vendor assistance to automatically send an email to a Government representative indicating a need for service or replenishable replacement. The

Government representative’s email will be set to automatically forward the service notice need to the vendor for proper response.

6. Technicians are expected to accomplish a thorough analysis of faulty devices remotely, via system connectivity and assistance by willing Government personnel on site, to possibly resolve problems without the need for travel response service. If not able to be resolved in this effort, at least the likely cause of malfunction can be determined, allowing the Technician to bring out sufficient tools/parts/materials to achieve a reasonable and timely rate of service/repair success.

The idea here is to prevent avoidable/unsuccessful/duplicate service trips and related costs.

Technician Response for On-Site Service

Due to this remote device location, servicing the device after initial installation efforts may require additional service response travel related costs, beyond the flat rate per month pricing. Prior to any service response involving technician travel as detailed below, the contractor will consult in detail with the Government to discover required additional support to meet service requirements, and provide an estimate of the additional related costs for Government’s review for acceptance or rejection.

Additional Fees:

After the Government has reviewed and approved a service response for technician on-site, a contract modification will be executed to incorporate additional fees for the technician travel related expenses.

The following Terms and Conditions would apply to additional fees.

1. Prior to each service call response requiring a Technician sent to the customer’s copier site, an estimate will be provided of anticipated travel plans and costs such as travel/lodging/rental vehicle/meals, etc., to be reviewed by the Government for acceptance or rejection, prior to any travel efforts or incurring additional costs.

2. Travel costs brought on by delays are to be discussed immediately with the Government for acceptance or rejection, and possibly negotiated between the Government and CTI.

3. Fully burdened labor rates for AK are expected to be based on Dept. of Labor Wage

Determination 2015-5687 Rev 19

4. Replenishables usage beyond the average of 2,500 black and 2,500 color quantity per month over a six month period will result in the Government purchasing necessary replenishable supplies and installation off-contract.

Device Buyout Option:

The Government will have the option to purchase the device at the end of the lease for $1.00. If the

Government does not choose to do so, the contractor has the responsibility to remove and dispose of the device. The Government may consider assistance with some portion of this idea, but will not incure costs or reimburse the contractor in any way/shape/form.