Specifications include, but are not limited to: 1. Printer Fleet Assessment Mandatory Requirements a. Requirements of the printer fleet assessment will include make, model, serial number, hostname (if applicable), IP address, Media Access Control (MAC) hard-ware address, monthly black copy count, monthly color copy count, monthly estimated operating costs, location (floor plans), and responsible person/department for all devices within ACHD. b. A manual walk-through assessment is preferred; however, if the use of data collection software is proposed to fulfill any of the above requirements, any terms of use for the software (including privacy policy, terms and conditions, or End User License Agreement (EULA)) must be included in the proposal to be considered. 2. Operational Solution Mandatory Requirements 1. Maintenance. Maintenance and support will include ACHD-owned printers and scanners, and MFDs provided by the awarded vendor. Maintenance services will include, but are not limited to, consumables, parts, and labor listed below. Note: At this time, consumables will not include paper. 1) Consumables. Unless otherwise specified, all consumables must be original equipment manufacturer (OEM) for all devices on contract. 1. Toner. 2. Staples. 3. Drums. 4. Maintenance kits. 5. Other consumable parts. 2) Parts. a. Fuser units. b. Transfer kits. c. Waste toner bottles. d. Rollers. e. Paper guides. f. Other miscellaneous parts. NOTE: Consumables and parts must be delivered within listed Service Level Agreements (SLA) and must be OEM. In cases of extreme weather, notice must be given to ACHD within 2 hours of initial request vendor will be responsible to maintain adequate consumable inventory levels. b. Support. Maintenance and support will include ACHD-owned printers and scanners, and MFDs provided by the awarded vendor. Support services will include, but are not limited to, the following: 1) Project Management. Vendor will provide a single point of contact for managing the entire printer environment and project. 2) Proactive Maintenance Schedule. Vendor will provide a proactive maintenance schedule for all ACHD owned devices and MFDs provided by the awarded vendor. Proactive maintenance will be performed based on a schedule defined in the agreed upon SLA. a)Break/Fix Services. Vendor will dispatch certified printer technicians to each facility based on agreed upon SLA during regular business hours(8:00 AM – 4:30 PM Mountain Time, Monday – Friday). b)Phone and Email Support. Vendor will provide unlimited telephone and e-mail support during regular business hours (8:00 AM – 4:30 PM Mountain Time, Monday – Friday). c)Client-Facing Web-Based Portal Features. This portal may include, but is not limited to, the following: I. Number of audited devices by month, week, and day. II. Managed vs non-managed devices on network. III. Color versus monochrome devices. IV. Networked versus local devices. V. Manufacturer. VI. Model. VII. Serial number. VIII. IP Address. IX. MAC Address. X. Location of device (identified during initial audit). XI. Department liaison for device (provided by ACHD). XII. Identification of restricted devices due to PII. XIII. The portal must work in Windows environment. Vendor must include in their proposal all software terms and conditions (i.e., Privacy Policies, End User License Agreements or License Agreements) that are associated with the use of the proposed software. XIV. The portal must include a way to automate distribution of consumables such as listed above. XV. Vendor must be able to provide detailed billing/consumption by department within ACHD to include color versus black/white prints by individual and by department.
