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The State of Maine, Division of Purchases, is soliciting proposals for a 36-month rental of one new digital color copier unit with a proposal due date of April 16, 2008 and a rental start date of May 5, 2008. In-state bidders receive preference in tie-bid situations under Maine procurement rules.

The copier must be a new current model in excellent working condition — no discontinued, reconditioned, or remanufactured equipment is acceptable. Required specifications include minimum 25 copies per minute in both color and black/white modes, auto duplex capability, paper capacity of at least 1,500 sheets, automatic document feeder, stapler/finisher with offset capability, and ability to accommodate paper sizes of 8×11, 8×14, and 11×17. The unit must handle original documents up to 11×17 and operate on standard office electrical outlets. The copier must be Energy Star certified and meet all environmental compliance requirements and ADA standards.

The rental pricing structure must include a base monthly charge and separate per-copy charges for color and black/white copies, with rates firm for the entire 36-month term. The contractor assumes responsibility for all costs including delivery, removal, installation, service, training, supplies, toner, staples, and cleaners — the State pays only for paper. Service response time is capped at four hours via an 1-800 number staffed by certified technicians. Vendors must supply Material Safety Data Sheets and appropriate surge protection devices; the State assumes no responsibility for damage from lightning strikes or power surges. Vendors whose equipment deviates from specifications must clearly identify those deviations. Awards will be made to the lowest responsible bidder offering best value, considering quality, conformity with specifications, delivery, and ultimate cost. Cash discounts of 20 days or longer will be factored into the award decision.