Page 1 ATTACHMENT B ITSF08000476 Reproduction and Mail

Page 1 ATTACHMENT B ITSF08000476 Reproduction and Mail
ATTACHMENT B ITSF08000476
Reproduction and Mail Services
Bid Request for
High Volume Digital Black & White Production Printer
&
Digital Color Copier
December 4", 2007
Furnish, deliver, install and train, two digital printing devices:
High Volume Digital Black & White Production Printer: Equipment must be
capable of two million full Black & White impressions per month. The printer
must be of new manufacture (no rebuild, or used) construction.
Please see attachments for directions on lease finance bidding. The City may elect
to pay for the Black & White printer requested here through tax-exempt lease-
purchase financing. The Contractor shall either provide such financing itself, or
acquire third party financing, under such terms, conditions and interest rates as
may be agreed upon between the parties for each financed transaction. Such
financing shall be subject to the Office of Public Finance's prior approval.
Acceptable models include: Xerox Nuvera 288 Digital Perfecting System, Océ
VarioPrint 6250.
Digital Color Copier: Equipment must be capable of 60,000 full color
impressions per month. The printer must be of new manufacture (no rebuild or
used) construction.
This printer will be an “outright” purchase. Vendors must include a proposal for
maintenance with their bid.
Acceptable models include: Canon CLC 5100, Konica-Minolta bizhub PRO
C6500, Océ CS650 Pro, Xerox 262.
All bidders note: final award will be based on the following factors:
Cost of equipment and compliance with requirements stated below
Projected costs for maintenance/services
Cost of “clicks”
Cost of supplies
Ease of use/training costs
Reproduction and Mail Services Printer Bid FY 07/08 -
CL Page 1
ATTACHMENT B ITSF08000476
e Bid ratings may be affected by the cost of equipment installation. After bids are
opened, Reproduction and Mail Services will solicit quotes from a contractor for
any physical plant alterations, electrical, plumbing or HVAC. Cost of these
modifications will be added to the overall bid for each vendor’s equipment.
This bid is divided in the following informational areas by machine:
e Description of Machine Requirements
e Warranty/Service
e Clicks and Supply
At the end of each section, bidding vendor should provide a sub total for that
section.
On the last page of this bid, vendors shall summarize their costs for evaluation.
Description of Black and White Machine Requirements
Printing Speed: À minimum of 250 8.5X11 images per minute.
Image size: Must be able to print out to 12.1 x 17.7 or greater.
Paper format: up to 12.6 x 18.5 in.
Paper weight: 201b text to 901b index
Paper Input: Printer must have a minimum of four paper supply trays. Total
text. Vendors to propose up to eight paper trays. Vendors to also
propose roll paper feed as optional attachment.
Paper Output: Stacker must be capable of holding minimum of 4000 sheets of 201b
text.
Bindery Functions: Minimum two staples on side. Vendors to propose additional
bindery attachments/functions and costs, including booklet maker,
tape binding, perfect bind.
Digital Front End Specifications
e Vendor must provide digital “rip” that will seamlessly interface with
Reproduction and Mail Services network architecture, including Xerox
“Freeflow” print preparation software.
e AFP compatible
Reproduction and Mail Services Printer Bid FY 07/08. - | | o | п Page? —
ATTACHMENT B ITSF08000476
e Printer must be supplied with an integrated on printer RIP with expansion
capability for additional RIP’s.
e Network Protocols: TCP/IP
e Physical Network Connection: 10/100/1000 base T (up to a gigabyte LAN)
e Must support the following software standards: Postscript Level 3, current
shipping PDF, PDF/X-1a: 2001, PDF/X-3: 2002, TIFF, JPEG, EPS, PPML, JLYT
e Printer software must be capable of full Black & White personalization (variable
data).
At the City’s option, the printer maybe lease purchased using vendor leasing
division or 3" party lease company.
Warranty/Maintenance
The Warranty on the printer covers two areas: Parts and Labor.
Labor: Vendor must provide free service for a period of not less than one year. The
warranty period shall commence upon the date of acceptance by Reproduction and Mail
Services that the equipment is performing according to bid specifications.
Parts: Replace defective parts for a minimum of one year from date of acceptance by
Reproduction and Mail Services at no charge for parts or labor.
The vendor shall submit as part of their bid response a guarantee of parts availability for a
© periodof10veas.
Vendor shall submit a written proposal for service after the warranty with the following
items:
1. Response time. Vendor must provide the minimum following service
level:
= Voice response in under 30 minutes by phone.
= On-site service within two hours of service request.
2. Contract for service covering one year prepaid (no cost to the City).
3. Contract with three-year agreement for service (renewable on an annual
payment with no penalty clause). Cost of Contract broken into three
annual incremental payments
4, Contract proposal will include:
e Hours of service availability.
Reproduction and Mail Services Printer Bid FY 07/08 << | E Page3 — —-
ATTACHMENT B ITSF08000476
e Parts covered at no cost.
e Discount over list price for non-covered parts.
e Costs for service calls placed after hours.
Clicks/Supplies
Cost of use will be taken into consideration during the bid process. All prospective
bidders must supply a quote for the following:
1.
Click charges at the following volumes:
1000,000 full Black & White impressions per month
1,500,000 full Black & White impressions per month
2,000,000 or more full Black & White impressions per month
Identify any other supply costs
(Provide a itemize list of supplies & line item costs)
Description of Color Machine Requirements
— Printing Speed: A minimum of 60 8.5X11 pages per minute simplex ~~
Image quality: Minimum 600X1800 dpi.
Image size: Must be able to print out to 12.1 x 17.7 or greater
Paper format: up to 12.6 x 18.5 in. or greater.
Paper weight: 181b text to 111 Ib index
Paper Input: Printer must have a minimum of two paper supply trays. Total
capacity of the two trays must be a minimum of 3000 sheets of 201b
text.
Paper Output: Stacker must be capable of holding 3000 sheets of 201b text.
Bindery Functions: Minimum two staples on side. Vendors to propose additional
bindery attachments/functions and costs, including booklet maker.
Digital Front End Specifications
Reproduction and Mail Services Printer Bid FY 07/08 E.
ATTACHMENT B ITSF08000476
e Vendor must provide digital “rip” that will seamlessly interface with
Reproduction and Mail Services network architecture, including Xerox
“Freeflow” print preparation software.
e Network Protocols: TCP/IP
e Physical Network Connection: 10/100/1000 base T (up to a gigabyte LAN)
e Must support the following software standards: Postscript Level 3, current
shipping PDF, PDF/X-1a: 2001, PDF/X-3: 2002, TIFF, JPEG, EPS, PPML, JLYT
e Printer software must be capable of full Color & Black & White personalization
(variable data).
Warranty/Maintenance
The Warranty on the printer covers two areas: Parts and Labor.
Labor: Vendor must provide free service for a period of not less than one. The warranty
period shall commence upon the date of acceptance by Reproduction and Mail Services
that the equipment is performing according to bid specifications.
Parts: Replace defective parts for a minimum of one year from date of acceptance by
Reproduction and Mail Services at no charge for parts or labor.
The vendor shall submit as part of their bid response a guarantee of parts availability for a
period of 10 years.
items:
1. Response time. Vendor must provide the minimum following service
level:
x» Voice response in under 30 minutes by phone.
» On-site service within two hours of service request.
2. Contract for service covering one year prepaid (no cost to the City).
3. Contract with three-year agreement for service (renewable on an annual
payment with no penalty clause). Cost of Contract broken into three
annual incremental payments
4, Contract proposal will include:
e Hours of service availability.
e Parts covered at no cost.
e Discount over list price for non-covered parts.
- Reproduction and Mail Services Printer Bid FY 07/08
Page 5 LL
ATTACHMENT B ITSF08000476
e Costs for service calls placed after hours.
Clicks/Supplies
Cost of use will be taken into consideration during the bid process. All prospective
bidders must supply a quote for the following:
2. Click charges at the following volumes:
e. Maintenance charge and free clicks up to 30,000 per month:
e 30,001 to 40k
e 40,001 and above
o Identify any other supply costs
e Separate “click” charge for black and white
Miscellaneous Deliverables:
Each machine shall be delivered with two copies each of factory-approved operator's
manual either printed or on CD's.
The vendor shall provide manual updates and all technical and safety bulletins for all
components of the machine for a period of not less than five years.
The vendor shall submit with their bid a complete copy of a comprehensive operator
skill levels, estimated training time, copies of training handouts and materials, and a
statement describing the qualifications of the individual(s) who will conduct the training.
Reproduction and Mail Services reserves the right to reject training personnel deemed
unqualified. The absence of a documented formal training program for operators shall be
deemed "non responsive" to the bid.
Vendor must provide training at no charge for up to three per machine operators.
The Vendor must provide a minimum of two references from firms where they are
currently providing on-site maintenance for equipment similar in complexity and
performance to that referenced in these specifications.
Trade in of old Equipment:
Reproduction and Mail Services will trade in the following equipment:
Black and White printer:
Xerox 6155
Reproduction and Mail Services Printer Bid FY 07/08 Page 6
ATTACHMENT B ITSF08000476
Color Copier:
Konica-Minolta CF 5001
Vendor must remove old printers one-day prior to start of installation of new equipment.
Equipment removal will be at no cost to Reproduction and Mail Services.
SEE SUMMARY OF COSTS — BID SHEETS: NEXT PAGE(S)
Reproduction and Mail Services Printer Bid FY 07/08 ~~ ~~ Page?
ATTACHMENT B ITSF08000476
Summary of Costs for
Reproduction and Mail Services Black & White Printer:
One Time Purchase Cost of Printer:
Annual Lease Cost of Printer:
Period of Warranty:
Detail of RIP Specifications and cost:
Add on cost (describe manufacture and model number):
e Roll paper feeder
e Additional Paper trays above four requested as standard
e Booklet Maker (minimum 20 Sheets 11X17 paper)
e Perfect Binder
e Tape Binder
Cost of Service after Warranty
Monthly “Base Charge”
Black & White Impression Charges (“Clicks”)
e 1,000,001 to 2 million Black & White impressions per month
e 2,000,001 or more Black & White impressions per month
e Identify any other supply costs
Vendors may propose alternative maintenance schedules, but must include proposal
for structure described above.
Training (Black & White)
Trade in value of Black & White equipment (Xerox 6155)
Cost of Physical Plant Modification (provided by City)
e Winning vendor agrees to provide free “tear down”, move and set up of
equipment should the Reproduction and Mail Services department move within
20 months of the original install date. YES NO
Reproduction and Mail Services Printer Bid FY 07/08
~~ Pages __——
ATTACHMENT B ITSF08000476
Summary of Costs for Reproduction and Mail Services Color Printer:
One Time Purchase Cost of Printer:
Period of Warranty:
Detail of RIP Specifications and cost:
Add on cost:
e Booklet Maker (minimum 25 Sheets 11X17 paper)
e Folder/Punch
Color Impression Charges (“Clicks”)
Maintenance charge and free clicks up to 30,000 per month:
e 30,001 to 40k
e 40,001 and above
e Identify any other supply costs
(Provide an itemize list of supplies & line item costs)
Separate “click” charge for black and white
Vendors may propose alternative maintenance schedules, but must include proposal
for structure described above.
Training (Color)
Trade in value of Color equipment (K&M CF5001)
Cost of Physical Plant Modification (provided by City)
e Winning vendor agrees to provide free “tear down”, move and set up of
equipment should the Reproduction and Mail Services department move within
20 months of the original install date. YES NO
Reproduction and Mail Services Printer Bid FY 07/08 PT 7 Pages
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