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1 REQUEST FOR PROPOSAL 2021-11 for 11 Copy/Print/Scan/Fax Machines Date Issued: August 16, 2021 Date Due: August 27, 2021 ---PAGE BREAK--- 2 Otsego County is accepting bids for the lease of eleven (11) digital copy/print/scan/fax machines to be located at various county locations/departments in Gaylord. Bids must be submitted to Denise Landrie, Otsego County Finance Department located at 225 West Main Street, Suite 203, Gaylord MI 49735. Sealed bids must arrive by 1 pm on August 27, 2021. The bid opening will take place Friday, August 27, 2021 in room 212 (225 West Main Street, Gaylord) at 1:10 pm. Specifications, average volumes and bid requirements are attached. All machines need to be new (not used or refurbished). We prefer a 4 year term lease but will consider other options. If any minimum specifications are not met, please in detail explain any/all differences from the desired specifications as laid out in the attachments. Please also include: • Company Name • Location of your company • Years in Business • Three references • payments for a Zero Down, Dollar Buy Out Lease for each machine and/or any options • Full Service Maintenance Agreement, (which should include, all parts, labor, travel and all consumables including toner at 100% page yield) not including Paper • Break down of the cost per page for black pages and color pages • Include your pricing information on the spreadsheet provided For further information regarding the bid, please contact me, Denise Landrie at [EMAIL REDACTED] or [PHONE REDACTED]. We will be replacing our existing copiers. NOTE: OTSEGO COUNTY RESERVES ALL RIGHTS TO ACCEPT, REJECT, OR NEGOTIATE ANY OR ALL BIDS. ---PAGE BREAK--- 3 Black Copiers: THREE Needed 3 Locations: (Average Volumes) • Clerk, (average 8,043 pages per month) • Sheriff, (average 7,889 pages per month) • Treasurer, (average 9,732 pages per month) Minimum Requirements, (to be included): • 35 pages per minute copy, print, fax, speed Digital Copier • 2 GB Ram and 320 GB Hard drive • Network Printing and Scanning • Scan to File and Scan to Folder • Scan speed of 80 images per minute • Color scanning • Fax Interface • 1 Bin Tray to separate faxes from prints and copies • 4 x 550 Sheet Adjustable Paper Drawers, which can hold letter, legal and ledger paper. • 100 sheet ARDF document feeder • Optional 1,000 sheet, 50 Page, 3 Position Stapler/Finisher • Delivery • Installation • Hooking up to network port and dedicated phone fax line • Loading of Print/Scan/Fax Drivers • Training of all key operators Cost per Month, (For Each Machine), as equipped above, for a 48 Month, Zero Down, Dollar Buy out Cost per Month-For-Each Stapler Finisher, that could be added to the Cost per page for Each black document produced, (Copy/print/Fax) No Charge for black and/or color scanning ---PAGE BREAK--- 4 Color Copiers: FIVE Needed 4 Locations: (Average Volumes) • Animal Shelter, (average 1,308 pages per month black and 638 pages per month in color) • Sheriff Civil Division, (average 3,500 pages per month black and 500 pages per month in color) • Parks & Recreation - Community Center, (average 2,051 pages per month black and 674 pages per month in color) • Prosecutor, (average 5,900 pages per month black) • Equalization (average 1,200 pages per month black) Minimum Requirements, (to be included): • 20 pages per minute copy, print, fax speed, (for black and color) • 1.5 GB Ram and 250 GB Hard drive • Network Color Printing and Scanning • Color Copying • Scan to File and Scan to Folder • Scan speed of 80 images per minute • Fax Interface • 1 Bin Tray to separate faxes from prints and copies • 2 x 550 Sheet Adjustable Paper Drawers, which can hold letter, legal and ledger paper. • 100 sheet ARDF document feeder • Optional 1,000 sheet, 50 Page, 3 Position Stapler/Finisher • Optional 2 x 550 sheet extra drawers, (bringing total paper capacity to 2,100 pages) • Delivery • Installation • Hooking up to network port and dedicated phone fax line • Loading of Print/Scan/Fax Drivers • Training of all key operators Cost per Month, (For Each Machine), as equipped above, for a 48 Month, Zero Down, Dollar Buy out Cost per Month-For-Each Stapler Finisher, that could be added to the Cost per Month-For-Each 2 x 550 Sheet Paper Drawers, that could be added to the Cost per page for Each black document produced, (Copy/print/Fax) Cost per page for Each color document produced, (Copy/print) ---PAGE BREAK--- 5 No Charge for black and/or color scanning Color Copiers: THREE Needed 3 Locations: (Average Volumes) • Administration, (average 2,620 pages per month black and 2,732 pages per month in color) • Court, (average 1,143 pages per month black and 1,662 pages per month in color) • Land Use, (average 3,695 pages per month black and 377 pages per month in color) Minimum Requirements, (to be included): • 30 pages per minute copy, print, fax speed, (for black and color), Digital Copiers • 2 GB Ram and 250 GB Hard drive • Network Color Printing and Scanning • Color Copying • Scan to File and Scan to Folder • Scan speed of 80 images per minute • Fax Interface • 1 Bin Tray to separate faxes from prints and copies • 4 x 550 Sheet Adjustable Paper Drawers, which can hold letter, legal and ledger paper. • 100 sheet ARDF document feeder • Optional 1,000 sheet, 50 Page, 3 Position Stapler/Finisher • Delivery • Installation • Hooking up to network port and dedicated phone fax line • Loading of Print/Scan/Fax Drivers • Training of all key operators Cost per Month, (For Each Machine), as equipped above, for a 48 Month, Zero Down, Dollar Buy out Cost per Month-For-Each Stapler Finisher, that could be added to the Cost per page for Each black document produced, (Copy/print/Fax) Cost per page for Each color document produced, (Copy/print)_________ No Charge for black and/or color scanning