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Joliet Junior College Request for Proposal Copiers/Printers ADDENDUM #1
Issued: October 17, 2006 1. Several questions were received regarding the low volume copier on page 18 of the bid documents and the color copiers beginning on page 20. To clarify all items, please substitute the pages attached with the pages currently in your document. You should be replacing pages 18 thru 29. 2. Please note that page 30 of the bid, pertaining to pricing, states “The vendor may propose any special incentive pricing to purchasing/leasing machines as a package.”
Please acknowledge receipt of this addendum by emailing back a confirmation receipt. Issued by:
Judy Mitchell Director of Administrative Services Joliet Junior College Phone: Fax:
815-280-6640 815-280-6630
I acknowledge receipt of Addendum #1
Vendor Name ______________________________ Signature
__________________________________________ Printed Name
Joliet Junior College Request for Proposal Copiers/Printers Applications:
Microsoft Office 2000/2003 printing; complete line of Adobe products
Memory:
Minimum 128 MB, with upgrade capability
Print Resolution:
600 dpi
Network Capability: Print controller to utilize copier as a network printer; NOTE: ALL SOFTWARE INTERFACES, NETWORK CARDS, ETC. REQUIRED FOR A FULLY FUNCTIONAL NETWORK PRINTER TO SUPPORT PROTOCOLS LISTED MUST BE INCLUDED IN THIS COST Network Connection: Network Interface 10/100 base T (RJ45) Auto Sensing Overwrite Option: The Image Overwrite security option electronically shreds information stored on the hard disk of devices as part of routine job processing. Electronic erasure can be performed automatically at job completion or on demand. Build Status: 5) 1 each
Equipment must be newly manufactured.
Highland Building Low-Volume Copier/Printer – Physical Plant
Volume:
35,000-100,000 copies per month duty cycle of 200,000
Speed:
20 cpm
Color:
Black
RDH:
Electronic re-circulating document handler
Duplexing:
Automatic for one-sided to two-sided, 2 to 2, and 2 to 1
Finishing:
On-line, multi-position (single or dual); landscape style - one position Minimum finisher capacity of 2,000 sheets Staple up to 50 sheets
Zoom Reduction/ Enlargement
Variable and preset
Paper Capacity:
High capacity tray for 2,500 sheets, 8 ½ x 11”, 16-24# Two trays for paper ranging in size from 5 ½ x 8 ½” to 11 x 17”, 16-32# Auto paper select
Margin Shift:
0-.6” on side
User Interface:
Simple, with on-line help
Electronic Auditron: Must be able to interface with Equitrac Express 3.03 or greater; Include appropriate interface device for copier or means of uploading data to server Additional Features: RIC, remote interactive Communications preferred Job interrupt feature Ability to copy on transparencies Supplies are easily added in self-contained cartridges On-site delivery, installation, and training
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Joliet Junior College Request for Proposal Copiers/Printers Initial machine supplies Machine stand, if needed for the unit proposed Protocols:
TCP/IP
Applications: Memory:
Microsoft Office 2000/2003 printing; complete line of Adobe products Minimum 128 MB, with upgrade capability
Print Resolution:
400-600 dpi
Network Capability: Print controller to utilize copier as a network printer; NOTE: ALL SOFTWARE INTERFACES, NETWORK CARDS, ETC. REQUIRED FOR A FULLY FUNCTIONAL NETWORK PRINTER TO SUPPORT PROTOCOLS LISTED MUST BE INCLUDED IN THIS COST Network Connection: Network Interface 10/100 base T (RJ45) Auto Sensing Overwrite Option: The Image Overwrite security option electronically shreds information stored on the hard disk of devices as part of routine job processing. Electronic erasure can be performed automatically at job completion or on demand.
Build Status:
Equipment must be newly manufactured.
6) 4 each Vend Copiers 35 copies per minute copy originals up to 11x17, including books angled bound document edge for book copies single sheet bypass two-sided capability reduction/enlargement (1) vend station with coin/bill acceptor (3) magnetic card acceptor stations auditron for bypass for administrative use Build Status:
Equipment must be newly manufactured.
ALTERNATE COLOR COPY MACHINES 7) Mid-Volume Copier/Printer – Reprographics Center Recommended monthly average: 20,000 and up All software, hardware for local and networked printing, scanning, color display monitor, cd-rom drive, keyboard, mouse, and modem must be included. This will be a copier/printer for dedicated operator use, not for a walk-up environment.
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Joliet Junior College Request for Proposal Copiers/Printers System must deliver at a minimum: Speed of at least 50 impressions per minute for 8 ½ x 11 full color pages on 24 lb bond paper. At least 22 impressions per minute on 8 ½ x 11” paper for all heavyweight stocks including 80 lb cover and transparencies Resolution of 600 x 600 x 8 dpi for printing and copying The ability to print with a variety of screening methods (i.e. line, dot) Must offer intermediate belt transfer imaging technology Automatic trayless duplexing of paper sizes up to 12.6 x 19.2” through the internal paper trays of the printer for full bleed printing Capability of running substrates of up to 280 gsm through the internal paper trays including coated stocks and must be able to automatically duplex up to 220 gsm through any tray. Must be able to integrate multiple weight stocks (80 lb cover and 24 lb bond) from multiple paper trays for 11 x 17 signature booklets online without having to manually collate. High capacity stacker/stapler with at least 2 output trays and a capacity of 2,250 sheets of 24 lb. Bond paper. It also must be able to staple up to 50 sheet sets of 11 x 17 paper. Must be capable of producing up to 9,999 collated sets through stacker Automatic tray switching and load while print Must have an integrated digital scanner capable of capturing and storing up to 300 full color 11 x 17 pages. Service reliability average of approximately 17,000 prints between calls at 50,000 average monthly print volume System must also include a digital controller to drive the printer. The minimum requirements are as follows: 1.8 Ghz processors Minimum 2 Gb RAM FACI Kit including monitor, furniture stand, keyboard and densitometer Must support Mac OS 10.x and above, Windows 2003 server SP/1 and above, and Windows XP SP/2 and above print drivers Minimum 80 Gb IDE Hard Drive Must support Adobe Postscript Level 3 and native PDF printing Imposition capability based on PDF workflow at server Ability to support multiple media pick points through the print driver Ability to offer a different common controller that will drive both the color device and the high speed publishing equipment currently used in the print shop DVD RW/CD RW combination drive Option: Speed of at least 40 impressions per minute for 8 ½ x 11 full color pages on 24 lb bond paper copier/printer. Printer Control Module State your processor: ____________________________________________________ State your main memory as configured: _______________________Maximum:_____ State local disk drive capacity (minimum 18GB preferred):_______________________ Page capacity of local drives (assuming 5% coverage):___________________________
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Joliet Junior College Request for Proposal Copiers/Printers State expansion capability of on-line storage:___________________________________ Monitor size:__________ Ethernet interface (10 Mb/sec or 100 Mb/sec) Remote diagnostics Client Environments Supported Windows XP SP/2 and above Mac OS X and above Printing Process:
Dry electrostatic, laser imaging 600 x 600 (+) dots per inch minimum.
Configuration:
Input (Hard Copy Scanning), RIP, and print modules independent and separate.
Printer Speed Upgrade: Is it possible to upgrade the speed of the existing printer, to meet future volume or turnaround needs without replacing the machine?_____________________________ Throughput
Printer must print onto sizes 8 x 10 to 11 x 17 in 16-110# weights including tabs, cover stock, transparencies, labels, and certain glossy/enameled stocks. Support variable pitch printing for maximum throughput width from 5.5 x 8.5 to 11 x 17 size stock printing.
Paper Supply
State your paper tray capacity and number of trays:_________________________________ Feed stock from 1 paper tray directly into finisher without traveling through imaging operation for on line collation of preprinted covers, inserts, Mylar printed tabs, photographic inserts, and digital color inserts.
Output Stations
Standard: Top/Side Tray Capacity: 500 Sheets Main Tray Capacity: 2000 Sheets Sheets per collated set 1000+
Ordered Stock Recovery Printer must have ordered stock recovery. Unload While Running Printer must be able to continue running while documents are being unloaded from the finisher Stitcher Signature Booklet Maker
Concurrent Printing
Optional
Fully automatic booklet making system. Up to 22 sheets at 20 lb. Or 26 sheets at 16 lb. Paper size 8.4” to 11.8” width; 11” to 17.3” length. Cover insertion module. Equipment must be capable of printing one document receiving jobs directly from network while operator is scanning/editing /programming/assembling another document at hard copy scanner.
Printer Management Operator must be able to manage printer via iconic-based pull down windows. Operator must be able to prioritize jobs at printer controller and select on-line or off-line operation.
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Joliet Junior College Request for Proposal Copiers/Printers 800# Hotline
State day/hour availability of hotline support:_____________________________________
Digital Print Capability 1. Must be able to receive jobs from TCP/IP, and AppleTalk Networks without operator intervention. Must support PDF, PostScript Level 3, HP PCL5e, ASCII, and TIFF (G3, G4, uncompressed). Digital postscript files must RIP at up to 180 pages/min for 81/2 x 11 600x600 dpi pages. Upgradeability
Printer must be modular and scaleable to support future upgradeability.
Hard Copy Input Scanner - Must scan, manage, and send output to printer as a document file, not individual page files. - Must scan at 40 ppm for 600x600 dpi output. - Must hold 50 20# originals for automatic scanning. - Must be able to save documents on disk for Print on Demand reprint. page number document and delete pages, add pages to/from document - Must support automatic programmable document cleanup capability to despeckle and deskew scanned originals. - Must accept Postscript files for inclusion in scanned documents. -Must output .tiff and .pdf document formats - Must be able to specify paper stock type and exception stocks (tabs, cover stock) for printer - Must send multiple page documents as a single file to printer - Reduction/enlargement System Support:
Input module, print module, RIP and accessories must be serviced by one vendor. Software and hardware maintenance, updates and retrofits must be supplied and supported by a single vendor.
Build Status:
Equipment must be newly manufactured.
Training:
Training for five operators must be included.
Installation:
All costs relating to installation on the network, set up of copier, and accounting interface to the Equitrac system must be included in your cost.
Physical Requirements: Include a physical layout of proposed equipment in the Reprographics Center, J-1013. Include the walk-up copier/printer in item 2. A site visit may be made by contacting Tawana Hughes, (815) 280-2302. Network Accounting: Must be able to interface with Equitrac Express 3.03 or greater; Include appropriate interface device for copier or means of uploading data to server
Option: Variable Print Data Capability Software that allows the printer to print mainframe variable data. Support industry open system standards. All coding and development costs per application to be indicated. The following applications would be considered: 1098T forms and schedule/billing notices. Overwrite Option: The Image Overwrite security option electronically shreds information stored on the hard disk of devices as part of routine job processing. Electronic erasure can be performed automatically at job completion or on demand. Embedded Fax: a Common Criteria certified product that assures complete separation of the fax telephone line and the network connection. While firewalls work at the network periphery to prevent unauthorized
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Joliet Junior College Request for Proposal Copiers/Printers access to a customer's environment, unprotected fax connections in multifunction devices can be an open "back door" into the network. 8) 1 each
Proof Copier/Printer – Community Relations
Base Machine Requirements Recommended Average Monthly Volume
70,000 – 350,000
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State warmup time:______________________________
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Configuration Digital Copier, Printer and Scanner
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State memory as configured:________________
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State maximum memory capacity:___________
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12 Page per minute copying, printing & scanning
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State local disk drive capacity (minimum 18GB preferred):_______________________ Page capacity of local drives (assuming 5% coverage):___________________________ State expansion capability of on-line storage:___________________________________ Is the hard drive removable for security reasons:________________________________ 500,000 maximum duty cycle per month
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Features Programming when Copying •
Concurrent scanning and printing (Scan copy jobs while system is printing from network min 15 jobs)
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Transparencies with dividers imaged or non-imaged dividers
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Store and recall up to 10 jobs
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Do you have dual language support:_____________
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Signature booklet making auto page sequencing in correct order
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Multi-up Reduce 2, 4, 6, 8, or more originals onto a single page simplex or duplex (thumb-nail images)
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State the number of inserts available for a job, i.e. different colors of paper in one job:________________
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Image rotation, programmable and manual image tumbling (90 to 270 degrees)
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Image Shift side 1 = right or left, side 2 = right or left
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Image enhancements
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User Interface LCD touch screen and buttons
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Build jobs to allow the ability to scan in originals through the feeder or off the glass then print the job in complete sets after scanning is done
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Edge erase four edges. Each edge selectable for 0 to 2.0 inches
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Edge to Edge Copying
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Book copying
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Job interrupt must have full function of the machine (example collated, stapled sets through feeder)
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Reduction/Enlargement 25 - 400% from scanner (DADF)
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Concurrent print processing 1-N processing (means job will start printing before it is completely scanned in)
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Cancel, hold, promote or release copy or print jobs from product
Manual settings for text, graphics photo and Magazine photo
Input and Document Handling
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Joliet Junior College Request for Proposal Copiers/Printers •
Min. Speed scanning 12 per minute @ A4, 8.5x11”
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32 minute 11x17”
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Output 600x600x8 dpi printer with 256 levels of gray -64 addressable pixel widths
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Document feeder sheet capacity:______________________
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Automatic job interrupt reset
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Paper drawers that are customer adjustable from 5 1/2 x 81/2 to 11 x 17, 16lb to 110lb paper in each tray State the number of drawers and capacity:__________________________________________________
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High Capacity paper feeder 2,000 sheet paper supply, weight range: 16 to 32 bond
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Bypass Tray: 4x6” to 12x18” Up to 50 sheet Special Materials Handler 16 to 110lb.
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Automatic tray switching
Output and Finishing •
Must have 2 job output locations (Example side output tray and stapler)
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Staple 50 sheets, single or dual staple
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Convenience stapler that will staple up-to 50 pages
Network Requirements & Printing Requirements o
Windows 2003 Server SP/1 and above
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Windows XP SP/2 and above
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Network Interface 10/100 base T (RJ45) Auto Sensing
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Windows Hardware Quality Labs certified product
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TCP/IP, Appletalk-Ethertalk Protocol support
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Product must have software that has the ability to view print/copy queue from the user computer
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Product must have software that has the ability for users to control their own print jobs from their computer
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Product must give bi-directional feedback to the users computer for job status and printer status
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Product must continue processing print jobs when there is a problem with the device (example, out of certain paper or staples)
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Product must allow our users to print jobs at a scheduled time of day when there is less network traffic
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Product must have the ability to print TIFF or PDF documents in native form without opening applications
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Product must provide a log of completed print jobs at the device
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Do you have an option for a removable hard drive for security?___________________________________
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Product must concurrently receive and interpret print jobs while the device is scanning and/or printing a copy job.
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Product must allow interruption of a print job to make copies without waiting for the printing job to completely finish
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Product must allow for configuring of a paper tray, which enables the user to select a paper type such as colored paper without selecting a specific paper tray from the PC
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Joliet Junior College Request for Proposal Copiers/Printers •
Print signature booklets in correct format from the desktop or workstation
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Product must have PCL6 and True Adobe Postscript I ,II & III included
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Product must be able to support printing in a MAC Environment 10.X and above
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Product must be able to support HP-Unix 10.2 and higher, IBM-AIX 4.2/4.3 and Higher
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Product must be able to print 600 x 600, PCL6 and print Postscript 600 x 600, 1,200x1, 200 and 1,800 x 1,800 emulation.
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Must be able to print a document by inputting a password from your PC, storing the job at the machine, and then inputting your password at the machine to release your printing job.
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Must be able to submit print jobs through the use of the internet in print ready format PostScript, PCL, TIFF, PDF & ASCII
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Product must be able to scan ahead copy jobs (more than one) while system is printing from network
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Product must allow printing onto transparencies with the ability to insert blank or print pages between each transparency
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Banner page must print in with a job and be able to be enable/disable per job with the driver and available in all printing environments
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Product must be able to print edge to edge on a sheet of paper (forms)
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Product must be able to print on to covers (Front, Front And Back) from PC
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Multi-up printing up to 16 images on one piece of paper
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Do you have sample printing that allows printing of one set of a multi set document, hold the document until viewed, then be able to delete or print the remaining number of sets
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Stapling 1 or 2 position up to 50 sheets
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Watermark Printing (text & bitmapped)
Network Scanning •
Scanning device must scan at 12 images a minute or higher at 600 x 600dpi
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Product must offer a single device to integrate paper and digital documents formats for archival, distribution and searching
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Device must be able to Digitally Scan back information on the Network (Not to a PC Connected to the device) for digital manipulation without the use a third party interface devices
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Device must be able to scan at resolutions from 100x200, 200x200, 300x300, or 600x600 in TIFF 6.0 format
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Product must scan information to the network while your system is copying, network printing or transferring a scan job
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System must easily direct where a scanned document will be sent including, to the copier /printer for paper documents, to a MAPI 32 compliant e-mail account, to another copier printer on the same WAN (Wide Area Network) or to a server for future use
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Joliet Junior College Request for Proposal Copiers/Printers •
Must be able to scan documents up to 11.7" x 17"
Network Faxing •
Can your device be upgraded to a full network fax capable of send from the desktop and receive to the desktop:______________________________________________________________________________
Network Accounting •
Foreign interface device that allows connection to Equitrac Express 3.03 or greater, Enterprise Edition to track and monitor copy and print activity. Must include interface device if necessary.
Document Management System •
Product must be able to integrate with document management system and software for electronic management of documents
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Product must offer web-based server software that will provide digital document management that will reside on a Windows NT 4.0 or Unix Platform and provide access to digital documents using a standard web browser.
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Product must have software to provide the ability to: manage and share digitized text, scanned images, video clips, documents, sound files, web links, bulletin boards, calendars and be searched for location
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Product must have software to provide security for all documents including: read-write, read only, write only and/or no access
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Product must have software to send notification in e-mail when content is updated or changed in our document management system
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Software must be able to function without loading software on each persons workstation or PC
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Software must allow for the use of a paper cover sheet to direct a document to a location on a web site for storing documents
Training Training for key operators and walk-up users must be included in your cost. Both sessions must be on customer’s site. Installation All costs relating to installation on the network, set up of copier, and accounting interface to the Equitrac system must be included in your cost. Overwrite Option: The Image Overwrite security option electronically shreds information stored on the hard disk of devices as part of routine job processing. Electronic erasure can be performed automatically at job completion or on demand. Embedded Fax: a Common Criteria certified product that assures complete separation of the fax telephone line and the network connection. While firewalls work at the network periphery to prevent unauthorized access to a customer's environment, unprotected fax connections in multifunction devices can be an open "back door" into the network.
Build Status:
Equipment must be newly manufactured.
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Joliet Junior College Request for Proposal Copiers/Printers 2.2
Maintenance All maintenance work for repair, preventative maintenance, parts, labor is to be included in the maintenance cost. A minimum of four-hour response time on maintenance calls is required. Acknowledgement of a service call shall be made within two hours to verify the request, offer telephone assistance and provide an estimated time of arrival. Comparable loaner equipment will be required if equipment is inoperable for more than forty-eight (48) hours from placement of the service call. The vendor shall be required to replace machines, at the vendor’s expense, which in the opinion of the College fail to operate at an acceptable level. Unacceptable service is defined as poor copy quality, excessive jamming, excessive maintenance/service calls, etc. This replacement guarantee shall apply for a five-year period. A service history report for each machine shall be provided upon request to the College. Information such as service call, service date, nature of the problem, number of copies, parts replaced are to be included. An annual reconciliation of copy volume that is performed within 60 days of the year-end must be provided by vendor. The pool maintenance costs shall be paid by the College on a monthly or quarterly basis. For purposes of pool maintenance, all machines shall be aggregated for volume totals; overages shall not be computed on individual machines. Annual volume on all machines will be aggregated to determine overages. Overages will not be computed on a monthly basis. Support Requirements •
Your company must directly employ full time product specific service technicians and/ or teams for the product you are bidding
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Your company must directly employ full time product specific analysts and/ or teams
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Your company must directly employ full time product specific trainers and/ or teams
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If your company uses an external print controller, does your company directly employ full time product specific support technicians and/ or teams for the external print controller.
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Your company must directly provide a product specific help desk toll free
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Can you run diagnostic tests on machines from a remote location?_________________Make adjustments from a remote location?__________________
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Your product must be Energy Star Compliant
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Vendor must offer a replacement guarantee solely at our discretion. Vendor must offer a replacement guarantee for a leased or purchased product.
Two maintenance prices are requested. A maintenance plan with costs should be presented for each machine individually and a second plan shall be presented for all machines in the aggregate (pool plan). Such costs shall be inclusive of supplies and all associated maintenance costs. For purposes of volume estimates for each plan, refer to Exhibit 2.2.1. Such costs shall remain fixed for five years.
2.3
Supplies Original manufacturer supplies such as toner, developer, fuser oil, and staples are to be included in the maintenance cost. Paper will be the responsibility of the College.
2.4
Datatel Software For purposes of the VIPP option for item #1 in 2.1, the College uses Datatel’s Colleague software, release 17.
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Joliet Junior College Request for Proposal Copiers/Printers 2.5
Training Training must be completed within two weeks of equipment installation.
QUANTITY There is no guaranteed amount of services intended either expressly or implied, to be purchased or, contracted for by JJC. However the vendor awarded the contract shall furnish all required services to JJC at the stated price, when and if required.
CONTRACT TYPE The preferred contract type to be awarded is a fixed fee contract. However, if a vendor has reason to believe a better (more cost effective) method is practical, then the vendor is encouraged to offer that better pricing option as an alternative. JJC will consider that type of contract as it compares with other recommended contract options. The contract providing the best “Total Cost” value is preferred by JJC. Vendors are required to provide JJC with a menu of optional services provided, each service must be priced separately and independent of any other services offered or rendered. PROPOSED PRICING The vendor should furnish a list of proposed prices for all services and materials to be used during the term of the contract. The list of proposed prices should be structured to allow for the calculation of unit cost analyses. The prices included herein are to be firm through the contract term, unless noted otherwise by the vendor. COMMERCIAL OFFER Please provide a commercial offer that is mutually advantageous, including the fee structures that you believe best support this Scope of Work. Your commercial offer should cite the categories listed herein. Include your fees for sections that are applicable. The following fee categories are meant to be possible components of your commercial offer, not mandates. Use your professional expertise in structuring the most viable commercial offer to JJC.
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Other Costs - List any other services provided, with their associated fees. Note: JJC anticipates that all miscellaneous out-of-pocket expenses incurred by vendor will be billed at cost, without a markup.
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Software Upgrades – List all software upgrades that are included in your pricing. Note: JJC anticipates that all miscellaneous out-of-pocket expenses incurred by vendor will be billed at cost, without a markup
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Joliet Junior College Request for Proposal Copiers/Printers
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