Specifications include, but are not limited to: The proposal shall provide for an equivalent level of service as provided by our current copier/printer fleet as outlined in the “Current Configuration and Utilization” section of this RFP. Proposers do not need to match our existing configuration. We seek a solution that meets our needs, and as such encourage vendors to be creative as they construct their proposal. To that end, proposers should address the following questions as a part of their response: ● Should PPS consider a different number of physical devices to meet our needs? (For example, additional machines with lower output, but with lower per-impression costs?) ● Paper tray flexibility - eg, ability to swap between letter, legal, and ledger sized paper as needed ● Are there other technologies we can consider to lower our copy/print operational costs? Should a proposal contain equipment with which PPS is not familiar, PPS reserves the right to examine/demo said equipment at no charge to PPS. VII. Required Features - Devices ● MFP authentication by PIN code (except for laser printers). ● Color scanning all locations (except for laser printers) – scanning while printing capable - Scan to email by PIN code, or scan to GSuite using alternate credentials ● Support for printing from multiple platforms and device classes ● Collating (except for laser printers) ● Duplex printing (except for laser printers) ● Stapling (except for laser printers) ● 2-up, 4-up, and 8-up printing ● One color output device per site ● One 11x17 inch output device per site ● Automatic document feeder with duplex functionality (except for laser printers) ● Bypass tray ● Support for partially and fully recycled paper ● Support for static IP addressing, and 802.1x authentication ● Support for access control lists ● Support for locked print jobs ● Minimum tray capacity for MFP’s, 1,000 sheets of paper in two trays; laser printers, 500 in one tray ● Ability to send/receive facsimiles (one per site) Portage currently owns PaperCut MF, with support expiring on June 30, 2020 (unlimited users, 70 licensed devices). Proposer(s) can choose to quote an extension of the PaperCut MF software support, and any additional licenses required to fulfil the needs of this RFP, or quote a different software solution. If a proposer chooses to quote a different software solution, the required features will be: ● Integration with Microsoft Active Directory ● Integration with Google GSuite ● Compatibility with Microsoft Server 2019 ● A cost accounting solution providing usage reports grouped by building, device, and/or user as well as the ability to enforce quotas on users ● Ability to report supply levels and error states of copiers and printers to certain end users ● Ability to have “Follow-Me” Print Queues ● Ability for automated e-mail reports ● Web-based management ● Minimum user count of 11,000 users.
