Attachment 1 - Copier Specifications.pdf

Copier Specifications

Specifications:

A quote for this contract must include Removal of current machines, Removal of current machine hard drives to be left with the COR, delivery, setup/installation, training, on-site repair and preventive maintenance agreement with parts (toner, parts, and consumables except for paper and staples) of each copier. The repair and preventive maintenance agreement shall be for base year, plus four option years.

Locations

• Mississippi Bluffs Ranger District, 521 North Main Street, Jonesboro, IL. 62952 o *BW: 3,060 pages per qtr o *Color: 3,141 pages per qtr

• Hidden Spring Ranger District, 602 North 1st Street, Vienna, IL. 62995 o *BW: 3,546 pages per qtr o *Color: 3,354 pages per qtr

*Historical average

Requirements

Provide (2) two New of current model/manufacture year, color A3 multifunctional product (MFP) copiers that meet or exceed the following minimum requirements:

Basic Specifications:

1. New of current model/mfg year Color A3 MFP – copy/scan/print

2. 50 ppm color and black & white

3. 10 inch color touch screen control panel

4. Duplex – stackless duplex to legal size, capability to duplex bond paper

5. 150 sheet auto document feeder with single pass duplex technology

6. Paper size – letter to legal

7. Paper capacity – 3 trays, at least one tray able to hold 1,000 sheets

8. Finisher with 2/3 hole punch and corner and three position edge stapling capability

Print Specifications:

1. Auto configuration

2. Color mode

3. Color adjustments settings

4. Resolution 1200 x 1200 dpi

Scan Specifications:

1. File format – TIFF, JPEG, PDF, XPS, OpenXPS, PDF/A 2.0

2. Scan resolution – 600 dpi

3. Scan type – color and black and white scanner

4. USB/SD thumb drive slot (scan to and print/copy from)

5. Scan up to Legal sized paper

Copy Specifications:

1. Copy resolution 600 x 600 dpi

2. Image Modes: Text, photo, text/photo, graphic/map

3. Zoom 25% to 400%

4. Auto duplexing

5. Auto color sensing

6. Auto paper sensing

7. Auto tray switching

Trade-in:

1. Trade in on Kyocera TaskAlfa 6052ci copier located at Mississippi Bluffs Ranger District, 521 North Main Street, Jonesboro, IL. 62952

2. Trade-in on Kyocera TaskAlfa 5551ci copier located at Hidden Spring Ranger District 602 North 1st Street, Vienna, IL. 62995

Installation:

1. The Contractor shall provide installation of copier devices at Mississippi Bluffs Ranger District and Hidden Spring Ranger District. Installation shall include, at a minimum, uncrating/unpacking of all copiers, set-up and hook up of all copiers, start-up demonstration of specification and removal of all trash.

Training:

1. The Contractor shall schedule and facilitate training for employees selected by Forest Service on-site at Mississippi Bluffs Ranger District and Hidden Spring Ranger District.

The training shall provide a thorough demonstration of all copier functions, copier operation and basic troubleshooting. The training may be completed on-site at each location immediately after installation and demonstration of specifications.

Warranty:

1. The Contractor shall provide warranty for the copiers. The warranty shall cover consumables, parts, labor and travel.

Maintenance Agreement:

1. The Contractor will supply quotes for maintenance agreements for two copiers. Quotes needed for comparison are for the base year, plus four option years. Maintenance service provided must be such that the supplied copiers are kept in good working condition at all times. Maintenance services shall be provided in support of copiers

2. Preventive Maintenance – The responsibility for maintaining the equipment in good working condition rests with the Contractor. Preventive maintenance (required to inspect and clean, lubricate and adjust the equipment) shall be performed. The cost of this maintenance is included in the maintenance agreement. The Contractor shall keep a log of all preventive maintenance performed for each copier and ensure that it is available to the Contracting Authority.

3. Replacement Parts – Replacement parts shall be available for all copiers offered for the full duration of any contract resulting from a call-up for repair or maintenance of said contract. All parts supplied by the Contractor in performing the maintenance services shall be new or of substantially of equal quality. Parts replacement covers replacement of parts that are defective or worn out due to normal use (e.g. drums, fusers, rollers)

4. Toner, waste cartridges– should include automatic replenishment of toner and waste cartridges when each get low. Identified User can contact vendor for replacement toner and waste cartridges.

5. Assigned Personnel – The Contractor shall provide the necessary trained personnel to perform the above specified services.

6. Service Response Time shall not exceed one (1) business day from the time the Contractor has been notified by any Identified User, regardless of the location from which the maintenance services are provided. Time measurements do not include Saturdays, Sundays or holidays. Response time is calculated from the time the Contractor has been notified by the Identified User to the completion of the remedial service by the Contractor.

7. Upon commencing any maintenance services, the Contractor shall work continuously in performing the maintenance until the copiers supplied being serviced are operative or until the end-user notifies the Contractor to suspend work.

8. Provide quarterly unit price for both copiers and quarterly copy allowance for any copies over the allotted copies allowed for both copiers.

Quality Control/Assurance:

1. Service technician must be available on an on-call basis to perform scheduled preventive maintenance and repairs for copiers. Response time for on-site should be within one business day.

Hours of Operations/Schedule:

1. The copiers are located at Mississippi Bluffs Ranger District, Jonesboro, IL and Hidden Spring Ranger District, Vienna, IL. Office business hours are Monday-Friday 8 am to 4:30 pm Central time. Closed for lunch from 11:30 am to 12:30 pm Central Time for both offices.

Contractor Furnished Supplies/Services:

1. The Contractor will furnish parts and labor to maintain the copiers for the maintenance agreement. Toner and waste cartridges for the copiers will be furnished by the

Contractor. Either the COR or another employee will furnish copier meter reading to the Contractor quarterly (preferred).

Method of Payment:

1. Invoices for the maintenance agreements will be submitted quarterly via IPP (Invoice Processing Platform). COR will review invoice in IPP for accuracy. The COR will process the payment within seven (7) days of receiving.