Photocopiers, Laser Printers and Managed Print Services

The Vendor is required to provide photocopiers, laser printers, light production equipment and managed print services (MPS) required to supply and install the selected devices throughout the term of the contract on an as needed basis with a cost-per-copy service agreement within an MPS framework.
- typical locations include (but are not limited to) learning commons, counselling offices, CTS labs, special needs classrooms, diploma exam rooms, high school accounts clerk offices, etc. these units will be ordered throughout the term of the contract on an as-needed basis.
- Service now for it service management; an ideal solution would integrate with service now to enable automated workflows and comprehensive reporting capabilities.
- Indicate what attributes, methodologies or philosophies, sets your organization apart from others in the marketplace.
- Include your technology roadmap. Identify any new features, software, user interfaces, etc. being developed.
- Provide comprehensive information on all standard and optional security features available on their equipment and systems, include:
• Access control (FOB, Card Readers etc.)
• User identification and authentication
• Audit capabilities
• Encryption
• Data overwrite
• Secure print
• Data integrity
• Network communications
• Virus protection
• Removable disk drives
• Device end-of-life processes
- Provide comprehensive information on all standard performance guarantees, include:
• Uptime
• Equipment life expectancy (stated in years and number of impressions)
• Problem equipment (Excessive downtime - Lemon law)
• Image quality
• Break-in period
• Energy consumption
- The cost per-copy price should include all consumables, parts, labor, and other related services, include:
• Toner
• Staples (if applicable to the device)
• Developer
• Fuser oil
• Cartridges
• Waste disposal kits
• Preventative maintenance kits
• Customer replaceable units
• Drums (photoconductor)
• Fuser rollers
• Maintenance parts and labor
• Scheduled preventative maintenance
• Firmware updates
• Auto meter read capabilities
- Provide details on the process for pick-up of expended cartridges, drums etc., and the subsequent disposal of these components.
- provide a comprehensive description of the MPS solutions available, including any standard features, functionalities, and specific services offered (e.g., device management, consumables supply, maintenance, security integration, card operation, driver installation, meter reading, print optimization, analytics, etc.).
- Provide details on how the MPS is structured in relation to support, including but not limited to; a dedicated service team, the first contact for service calls, call center, etc.
- Network:
• Networked equipment setup must adhere to the district’s information technology services (its) standards, which will be provided to the successful proponent(s) upon award; the successful proponent(s) will be responsible for calibrating equipment to these specifications.
• As part of network support, proponent(s) must diagnose and resolve software and hardware malfunctions, ensuring compliance with the district’s network standards; responsibilities include backing up and restoring information stored on network devices, as well as updating, patching, and applying necessary fixes in response to trouble calls; additionally, all equipment and network settings must be restored to their original state at the conclusion of any service call.
- Contract Period/Term: 3 years
- Pre-Bid Meeting Date: February 25, 2025
- Questions/Inquires Deadline: February 28, 2025