Color Copier Quote 7-2012 Rev .docx

QUOTE

36 month rental one (1) New Digital Full Color Copier/Printer

Units must be new current model and in excellent working condition (No discontinued, reconditioned, or re-manufactured models).

Unit must be capable of utilizing standard office electrical outlet (120V) without a dedicated power line.

Contractor will be required to make necessary provisions to insure copier is ADA compliant. No State standard has been developed for the hardware.

The standard for the software is attached. Contractor will be responsible to either make equipment reasonably ADA accessible or furnish a replacement unit which is reasonably ADA accessible within 14 calendar days of notification.

Contractor will be responsible for furnishing Material Safety Data Sheets (MSDS) upon installation of machine on all supplied items or items needed to operate machine. Contractor will be responsible to incorporate into regular equipment training, safety training on all the items needed to operate equipment to both key operators and casual users.

Energy efficient devices are to be included in the product line offered. The State is committed to saving energy and the contractor shall be responsible for emphasizing the energy efficient devices. Specifically:

1) The equipment meets Energy Star lower energy consumption standards.

2) The screen and monitor do not emit electrostatic and electromagnetic radiation.

3) The vendor does not provide equipment or components that may contain unfriendly components (chlorinated solvents, Freon, cadmium in parts of the CRT or electronic components, mercury batteries, etc.) which causes an unfriendly environment and more costly to dispose of.

4) Vendor must ship the product with the Energy Star low-power feature activated or enabled.

5) If the product is shipped without the Energy Star seal, it must include the manufacturer’s certification specifying the machine is Energy Star compliant.

Maintenance will have 4 hours or less response time for a service call (a phone call will not be considered a response). There will be a 1-800 number to call for service. Servicing technicians must be certified on that equipment.

Unit must be sheet-fed plain paper copiers capable of performing to the State's satisfaction by using recycled paper purchased for general use by the Division of Purchases.

The multifunctional digital copier must be capable of supporting the following current State connectors & software:

1. Capable to support TCP/IP network communication protocol.

2. Capable to support Ethernet connection.

3. Capable to supports a variety of printer languages:

Vendor will be responsible for the total setup of equipment and accessories to make sure it is up and running to the States and customer’s satisfaction to include working with States IT personnel to configure copiers to point to States e-mail server, etc.

The pricing includes delivery, installation, removal, training (as needed), stands, all parts, labor, service (to include network service calls), staples, toner, and any shipping/handling charges (everything to operate the equipment excluding paper). Price to remain firm for the entire term of the rental.

The State will not be responsible to pay for replacement or repairs from lighting strikes, power surges, etc. that could damage equipment. It will be the responsibility of the vendor to supply the proper surge protecting/power filtering device for unit that will meet their current manufacturer’s specifications for protection.

One (1) Connected new digital color/b&w multifunctional unit must have the following features:

25 copies per minute/pages per minute in color and black & white.

Must be a connected machine with a print and scan features *Must have Data Overwrite Software (Security Software, EAL Level 3 Certified).

Auto duplex Paper capacity of a 1000 sheets minimum with bypass.

Able to copy on 20lb bond to 90lb index.

RADF.

Stapler/finisher (must offset copies on finisher with unstapled sets).

Paper cassette must handle paper sizes of 8 ½ x 11, 8 ½ x 14 and 11 x 17.

Able to handle a maximum original size of 11 x 17.

Copier must be user friendly and easy to operate.

Copier must produce high image quality consistently without special adjustments.

Copier must handle heavy workloads efficiently.

*The multifunctional unit’s hard drive for components, i.e. copier, printers, faxes, scanners, etc. must have a security feature (data overwrite mechanism). This security feature MUST meet the ISO 15408 Data security standards established by the Common Criteria for Information Technology Security Evaluation at a minimum of EAL Level 3 (THIS MUST BE IN WRITING AN ATTACHED TO YOUR BID). The State expects that ALL of the customer’s data will be protected at all times.

The rental will be broken down with a base rental charge, accessory (print/scan, Data Overwrite, etc.) and per copy charge (for color copies and black & white copies – NO copies included). – PLEASE SUBMIT IN FORMAT BELOW:

Mfg. & Model Bidding:________________________________________________________________.

Base monthly rental charge $________________ Cost per copy color $__________ Cost per copy B/W $__________.

The State will pay this cost per copy from 1st copy-no copies to be included. Base monthly rental charge must cover all base equipment costs and any other operational, maintenance or supply costs not covered in the cost per copy allowance by bracket.

Accessories (these are accessories that need to be added to meet specifications):

Print/Scan board________________________________________ $______________/month.

Data Overwrite__________________________________________$______________/month.

RADF__________________________________________________$______________/month.

Stapler/Finisher_________________________________________ $______________/month.

TOTAL MONTHLY CHARGES: $__________________.

Additional Accessories Available (these are accessories that are available and can be added to the unit – Do Not add this to the TOTAL MONTHLY CHARGES):

Fax board______________________________________________$_____________/month.

Additional Paper Tray/s__________________________________ $_____________/month.

_______________________________________________________ $_____________/month.

_______________________________________________________ $_____________/month.

*DOES YOUR EQUIPMENT MEET THE MINIMUM SPECIFICATIONS: YES____ NO_____.

IF UNIT QUOTING DOES NOT MEET THE SPECIFICATIONS OR REQUIREMENTS – YOU MUST CLEARLY STATE WHAT THEY ARE.

TAKE NOTE: If you DO NOT state clearly anything about the unit that does not meet specifications and the requirements in this quote, the State will assume it does. If you are the successful vendor with the quote, you will be responsible to hold the costs that you quoted for any accessories, requirements, etc. that will need to be added or required in order to meet the Terms, Conditions, and Specifications within this quote.

Descriptive literature must accompany your quote. Please quote electronically with literature attached or to follow.

STATE HELD HARMLESS

The vendor agrees to indemnify, defend and save harmless, the State of Maine, its officers, agents and employees from all claims and losses occurring or resulting to any and all contractors, subcontractors, materialmen, laborers, and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this contract, and from any and all claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the contractor in the performance of the contract.

The vendor and agents and employees of the vendor in the performance of the contract, shall act in an independent capacity and not as officers or employees or agents of the State of Maine.

No alterations or variation of the terms of the contract shall be valid unless made in writing and signed by the parties thereto, and any oral understanding or agreement not incorporated therein shall not be binding on any of the parties thereto.

The State shall be relieved from all risk of loss or damage during the entire time the equipment is in the possession of the State, except when loss or damage is due to fault or neglect of the State.

Copier remains the property of the Vendor. Vendor will be responsible for ALL taxes, fees and filing costs related to the use of the rented equipment.

APPROPRIATION OF FUNDS

The State will not be held liable if funds are not appropriated or are de-appropriated during any fiscal period. Fiscal Period from 7/1 to 6/30. The State will NOT be liable IF funds are de-appropriated DURING ANY FISCAL PERIOD. It will be the intent of the State, however, to fulfill our obligations to this contract if funds are appropriated.

NOTE: All invoices must come from your company with a remittance address that matches the payment address your company has set up in Vendor Self Service (Copy Center will make payment to the vendor only).

The Copy Center to receive invoice by the 5th work day that the beginning of each month.

This is only a Quote; the request may or may not be filled at this time, but we may use this pricing for any future requests for a one (1) year period.

This unit would be located in Warren

Estimated average monthly volumes at this location:

Color – 500

B&W – 5000

AWARD

The State reserves the right to award based on what is in the best interest of the State, and to select a specific brand and model for installation, in order to obtain the best value in meeting the State of Maine Digital Copier requirements.

The state reserves the option to waive any technicality and to negotiate with successful vendor to acquire copying services to meet the State’s needs. Delivery and equipment availability is critical and will be considered in making the award. The state reserves the right to award to other than low bid based on all factors listed in this quote.