HomeMy WebLinkAboutAdvanced Systems REQUEST FOR Proposal
The Waterloo Police Department is seeking bids for up to six (6) commercial digital
copy/print/scan/fax machines, five (5) Mono Laser Printers and five (5) Color Laser Printers which will
be under an "All Inclusive" Managed print program
This entire document, including all attachments, shall be considered as binding, and
bidders must meet or exceed the specifications set forth in this Request for Bid.
Refer questions to Wendy Drinovsky by phone at 319-291-4500 or by e-mail at
drinovskyw@waterloopolice.com
SCOPE for Copiers (MFP): (Please see Exhibit A for Volume and Accessories)
The following specifications represent the minimum functions required for ALL Copy machines to be
bid:
o Capability to Copy/Print/Scan (All) Fax (only on 1)
o Bypass Tray with a minimum of 100 sheet capacity
o Equipped with an automatic document feeder
o Ability to be linked for network printing
o Capability of handling up to 11"x 17" paper
o Capability to scan to emails and folders
o Equipped with a network power filter
o Capability of auto duplexing/2 sided printing
o Keyboard for enhanced scanning
o USB Port
Additional Minimum Requirements for up to 5 of the 6 Copiers (MFP):
• 40 Pages Per minute color and black and white copy and print speed
• 2 x 500 Sheet Paper Capacity
• Staple Finisher
Additional Minimum Requirements for the 6th Copier= Location in Records Division:
• 50 Pages Per minute color and black and white copy and print speed
• 4 x 500 Sheet Paper Capacity
• Staple Finisher
• Fax
SCOPE for Printers: (Please see Exhibit A for Volume and Accessories)
The following specifications represent the minimum functions required for ALL Laser Printers to be
bid:
o Bypass Tray with a minimum of 100 sheet capacity
o (1) 500 Sheet Tray
o Ability to be linked for network printing
o Capability of handling up to 8 1/2" x 14"paper
o Capability of auto duplexing/2 sided printing
Additional Minimum Requirements for Color Laser Printers: (up to 5)
O 45+ Pages Per Minute B/W and Color Laser Printer
o Administration Printer— Requires 1 additional 500 sheet tray—total of 2x500
Additional Minimum Requirements for Mono Laser Printers: (up to 5)
O 40+ Pages Per Minute Mono Laser Printers
Bid prices should include all set up, installation and any required training for the machines.
SCHEDULE: (Dates and times subject to change at Waterloo Police Departments discretion.)
RFP Release: July 26, 2016
Bid submittal due: August 11,2016
Bid Award: To Be Determined
BID/PROPOSAL SUBMISSION:
Bids should be clearly marked on the "Form of Bid" included in this bid document. Please return the
completed "Form of Bid"with the outside marked as Copier/Printer Maintenance Agreement by
1:00pm on Thursday August 11, 2016 to:
City of Waterloo
City Clerk's Office
715 Mulberry Street
Waterloo, IA 50703
Additional Requirements:
1) All proposed equipment will be under one contract and the number of devices and
specifications are subject to change at the Waterloo PD discretion.
2) All volume will be pooled together and shared throughout all units.
3) Overages calculated annually and as a pool of the volume.
4) Detailed Overage Billing per device.
5) CPC (Cost per Page) contract will include all toner, parts, labor.
6) Uptime guarantee of 95% of business day required.
7) All equipment shall be guaranteed for the length of the contract. If you are unable to
fix a unit it will be repaced with like for like equipment at no additional cost to the
Waterloo Police Department.
8) Tax Exempt.
9) Ability to change volume contracted if needed.
10)All machines proposed must have the ability to use user codes.
11) No Charge for Scans.
12) Waterloo Police Department will not pay for the shipping of toner.
13) Must have the ability to capture meters electronically.
14) 4 hour response time required.
15) Depot unit available same day if a printer requires parts to be shipped.
16) All bids must meet minimum requirements to be considered.
17) Any cost incurred with removal/disposal/restocking of current equipment will be
incurred by the approved vendor.
FORM OF BID
Up to (6) Commercial Digital Copy/Print/Scan/Fax Machines (5) Mono LaserJet Printers
(5) Color LaserJet Printers
The bidder. having fully read the RFP document, hereby acknowledges that this Bid Proposal
completely reflects the total bid price contained herein.
It is the bidder's responsibility to meet the requirements to bid contained in the RFP document. Bidder
may include any applicable brochures to accompany their bid.
Please see Exhibit A for more detail on volume and specifications.
Waterloo PD
Please Check If Please Check If How
Yes Yes Many?
Make/Model Recommended Includes Stapler Includes Fax #of Trays
Copiers
Canon IR C5240 Copiers (all others) Yes No 2
Canon IR C5250 Records Copier Yes Yes 4
Printers NA NA
Oki ES5112 Mono Laser Printers NA NA 1
Lexmark C4150 Color Laser Printers 5 NA NA 1/2
Total Volume Included B/W 24,000/month
Total Volume Included Color 12,000/month
Overage Rate B/W $0.006
Overage Rate Color $0.0689
FORM OF BID (Continued)
Equipment Lease Cost Monthly(Per Copier): $74.82(40 ppm)/$113.82(50ppm)
Equipment Lease Cost Monthly(Per Printer): $9 6o(mono)i$20.72(coior)i$26.67(color w 2nd drawer)
Equipment Lease Cost Monthly(Total) A: $645.47
Service Cost Monthly: $970.80
TOTAL Monthly Cost for 5 year Agreement: $1,616.27
A Based on numbers given in RFP
*Please feel free to make copies of this bid form if you are submitting more than one bid.
*Feel free to attach additional pages and/or product brochures if needed.
Advanced Systems Waterloo, IA
Company (City, State)
By: (Authorized Signature)
By: (Printed Name) (Date)
Exhibit A
Waterloo PD
B/W Color
Monthly Monthly
Minimum Volume Volume Staple Fax Trays
40 PPM MFP Color Copiers(all others) Yes No 2
50 PPM MFP Color Records Copier Yes Yes 4
TOTAL VOLUME MFP's 9,000 7,000
40+PPM Mono Mono Laser Printers NA NA 1
45+PPM Color Color Laser Printers NA NA 1/2
Total Volume Printers 15,000 5,000
TOTAL VOLUME ALL 24,000 12,000