Complete Customized Publishing System

The vendor is required to provide that complete customized publishing system for installation, set up and made ready for use with removal of all shipping debris, providing all consumable supplies, emergency repair service during normal business hours, periodic preventative maintenance, and unlimited operator training.
- True 1200 dpi print resolution for offset comparable edge to edge printing of excellent density on solid blacks along with crisp fine lines.
- Print speed of 136 black/white copies per minute for b/w unit and 120 ppm for the color unit.
- System must have job build, 2- and 3-hole punch, stapling to 100 sheets (20 lb.), ability to fold 8-1/2 x 11, 8-1/2 x 14 and 11 x 17, “z” and “c” fold, half fold, and a double fold, and connectivity between copiers.
- Versatile stock handling of paper weights from 16 to 110 lbs. in sizes ranging from 5 1/2 x 8 1/2 to 11 x 17 and multiple stocks in the same job. 5. capable of printing on tabs.
- System to include a standard stitcher/stacker with single and dual adjustable side stitching, a signature booklet maker that provides saddle stitch, folding from 81/2 x 11, 81/2 x x 14 and 11 x 17 capabilities.
- The system shall have the ability to rip and store jobs for future use.
- The system shall be network compatible.
- System shall include scanner with automatic document handler
- System shall include document assembler software
- System shall include document manager and relational database software
- System shall include document locator software
- Software loaded onto minimum of three (3) reproduction department work stations.
- System operator shall be capable of adding photos and halftones.
- System shall be capable of adding labels to printed material.
- newly manufactured:
• For purposes of the initial installations and over the duration of the term of this contract, all equipment shall be new and assembled for the first time from new components by the manufacturer.
• The county shall be the first user of the new equipment with no previous placements (ever) on rental or lease or ever placed in the contractors or customer location as a demonstration unit including employee home offices.
• All equipment performance and reliability standards shall conform to “new” specifications.
- leasing and/or third-party financing:
• A leasing and/or third party for financing must identify the company and include a copy of their municipal lease contract with their response.
• To agree to the terms of this document may disqualify your response.
- maintenance / service agreement:
• A separate maintenance / service agreement needs to become part of finalized contract, please also include a copy in proposal response.
- Manufacturer’s certification:
• Their proposal, certification from the manufacturer, executed by a corporate officer, stating that the proposer is an authorized representative of the manufacturer and that all equipment is new.
• The proposer is other than manufacturer, they must submit prior to award of a contract, either: (1) a letter of commitment from the manufacturer which will assure the proposer of a source of supply sufficient to satisfy the county’s requirements for the contract period; or (2) other evidence that the proposer will have an uninterrupted source of supply from which to satisfy the county’s requirements for the contract period.
- Minimum copier features:
• The minimum copier features by proposing faster, larger, and/or more featured machines.
• The buyers laboratory inc. copier specification guide will be used to verify specifications for all copiers submitted
- Technical maintenance support:
• sufficient management and qualified manufacturer trained and certified technicians to service all copiers supplied under the agreement.
• A sufficient number of technicians to serve and support the requirements under this contract within the specified response time.
- replacement and back-up equipment:
• Replacement copier(s) are defined as copier(s) that will be installed to replace a malfunctioning copier and will remain on site for the term of the contract. all replacement copiers must be new.
• Back-up copiers (loaners) are defined as copier(s) that will be installed on a temporary basis while the malfunctioning copier(s) is repaired or until a replacement copier(s) is installed.
• Back-up equipment be required after a copier has been down for sixteen (16) consecutive business hours.
• Back-up equipment will be replaced within 30 days with the original machine or a new replacement.
• Back-up copiers will be of the same copier category or higher than that of the copier being replaced.
- Parts/supply availability:
• An inventory and delivery system of parts in quantities sufficient to serve the requirements of the contract.
• The necessary items within four (4) hours after a receipt of a service request.
• The responsibility of the contractor to track the inventory and usage of parts to insure adequate availability.
- The contractor shall be required to provide the following reports:
a) Quarterly reports:
• Make, model and serial number of all installed equipment;
• Contractor’s record of performed maintenance and repair;
• Monthly volume by machine or copies produced;
• Total billing for all copying services provided during this period
- Meter card requirements:
• Responsible for physically taking meter readings monthly at each copier if not automatically done. all meter readings shall be scheduled for the same day each month.
• To propose the use of any automated device or process that may assist in this process, provided it is at no additional cost to the county.
• On a report produced and supplied by the contractor.
• The report will contain the following data: machine serial number, meter reading, an “unusable copies” count, the number of copies used during service calls, and an authorized key operator signature.
• The director of purchasing or authorized representative for each site by the 5th day of each month for the previous month’s service.
• Meter readings will constitute the total copy volume for a single calendar month.
- Occupational health and safety act standard 1910.1200 or later
• The chemical name and common name of the toxic substance.
• The hazards or other risks in the use of the toxic substance
• The proper precautions, handling practices, necessary personal protective equipment, and other safety precautions in the use of or exposure to the toxic substances, including appropriate emergency treatment.
• The emergency procedure for spills, fires, disposal and first aid.
- An operator’s manual shall be furnished with each copier.
- Accessories such as sorters, document feeders, large capacity trays, etc., must be available as specified in the detailed item specifications.
- all digital equipment must have the capability of network connectivity and be postscript compliant.
- Software technical support:
• An outline of support services including establishing direct lines of communication between the county technical staff and the manufacturer(s) of the equipment offered.
• The microsoft certified solution provider (MCPS) program.
• Network services includes all actions to diagnose, restore to manufactures and county’s specifications and correct product and software malfunctions to their original capability.
• Responsible for backing-up and restoring of information stored on electronic media when the repair or replacement could affect any data stored on the equipment.
• Keep complete records available to the county, documenting all programming changes, software installations or upgrades and trouble fixes including those done remotely and provide support to all agencies to insure connectivity.
- Problem machine replacement:
• The reproduction division must document the service log as to number of times per month the machine has required service, number of hours the machine is down, nature of problems, and reoccurrence of same problems.
• The reproduction division must contact the program manager and discuss their concerns regarding the overage of service calls.
• The manager will research the matter and follow-up with a return phone call and a plan of action.
• A supervisor shall be dispatched on-site to ascertain the malfunctions and make a determination as to course of action will be taken:
1) Repair the machine.
2) A determination made for complete reconditioning.
3) A determination made for replacement.
• If it is determined reconditioning is the best solution, a back-up machine will be sent and the reproduction's machine returned to the shop for a comprehensive reconditioning.
• If reproduction overrides the supervisors' decision, thus insisting on a replacement, the decision to replace shall take precedence over the supervisor's decision.
• If a determination for reconditioning prevails, the machine performance after reconditioning will be monitored by the program manager and the user agency.
• The "break-in" period of either a new machine service calls are eminent.
• Calls exceeding the standards cause the machine to be replaced with a new unit of equal size and features without question.
- Contract Period/Term: 5 years
- Non-Mandatory Virtual Pre-Proposal Meeting Date: February 25, 2025
- Questions/Inquires Deadline: March 06, 2025