Specifications include, but are not limited to: The purpose of this solicitation is to obtain a Town-wide five (5) year contract for service, digital copier equipment and supplies. The Town presently leases and/or owns 26 copiers in eight (8) different buildings. Our present contract also include the Windsor Housing Authority (a commission that manages affordable housing in town) and the Windsor Volunteer Ambulance (a contractor for the Town of Windsor). 21 copiers are leased with the majority of the leases expiring in 2019. Our present contract is lease plus copy usage. Included in these costs are toner, other consumables such as staples and maintenance and parts. The maintenance contract for the machines the Town owns also includes toner, other consumables such as staples and maintenance and parts. Paper is acquired by the Town and not part of this RFP. Additional Information: • The bidder must be an officially authorized by the manufacturer of the proposed equipment to sell, support and service the equipment offered • No allowance will be made for rate increases for the duration of the contract • Machine removal, delivery and set-up. It is expected the vendor that is awarded the contract will assist in the transition of the removal of the existing copiers. All delivery vehicles will have lift gate capabilities as there are no loading docks at the various locations throughout town. A written schedule for delivery and set-up will be established to ensure the Town has the support staff in place for the delivery (IT, location manager/admin). • Training will occur on the day of delivery, there are no exceptions to this requirement. Additional training will be provided as needed • Copy machine supplies will be ordered and delivered to the individual locations of the copiers • At the end of the lease the machines will be returned to the vendor at no cost to the Town • Invoicing will vary by department, at the time of contacting a determination will be made of what locations receive an invoice directly and what location the invoices will be mailed to Information Services • Machine performance/ service responsibility guarantee. Bidders must submit detailed information outlining both machine performance guarantees and technical service response guarantees. A procedure must be included for dispute resolution and replacement of unreliable machines. If a machine fails to operate for 90% of a thirty (30) day period, the Town reserves the right to require a replacement copier. If a machine has had eight or more service calls in a thirty (30) day period the Town reserves the right to require a replacement copier. • Faxing-vendors are requested to present fax capability as an option, including internet based faxing. Copier specifics • All equipment technology must be digital and be certified as new. Each model should be the latest generation offered by the respective manufacturer • All proposed equipment will be of the same manufacturer • All machines will have network capability with print/scan capabilities. The proposal shall include any requirements needed to have the proposed equipment networked to the Town’s network • All machines will be able to duplex, enlarge and reduce • All machines should be handle a variety of papers weights and types • All machines must have network and/or web based configuration, administration and accounting • All machines must have the ability to enter in department or individual users ID for usage tracking • The machines located at the libraries will not be replaced at this time, service and supplies will be purchased with this contract • The Savin 2404 WDP is owned by the Town but service and supplies will be included in this contract • Machines replacing the 920SP shall include the same base feature set as the 920SP o 21 PPM o Black and white o 2 ea. 550 sheet paper trays o 1 ea. 550 sheet paper tray as an option o Base cabinet with casters • Machines replacing the MPC3003 shall include the same base feature set as the MPC3003 o 30 PPM o Black and White/Color o 3 ea. 550 sheet paper trays o One tray capable of 11” x 17” paper o Casters o Finisher with stapler • Machines replacing the MPC6003 shall include the same base feature set as the MPC6003 o 60 PPM o Black and White/Color o 4 ea. 550 sheet paper trays o 1 ea. 1,500 sheet tray o Finisher with stapler