Specifications include, but are not limited to: Regional School District #17 (RSD17) is seeking a vendor to provide multi-function copier equipment for offices and locations throughout the RSD17 portfolio (4 sites) to meet the needs of RSD17 faculty, staff and students. This will require a full line of capabilities (depending on the site), including but not limited to: ● High capacity printing ● Color printing ● Network scanning/e-mailing ● Copier reporting systems ● Charge back/user tracking for approximately 2,000 users (this would include staff and students on 1:1 devices) ● Card/fob swipe for access ● Charge per copy systems ● Finishing systems (sorting, collating, stapling, etc.) ● Fax ● Active Directory / LDAP Integration ● Printer Driver Compatibility with Mac / Windows ● Secure Print / Print Routing ● 2 - 3 Hole Punch ● System Monitoring for Toner and other supplies ● Energy Star Compliance / Energy Efficiency Required Services / Scope of Work ● RSD17 currently utilizes a copier lease with an all-inclusive pay-per-copy system that expires June 30, 2024. All existing equipment will be removed by the current vendor on the expiration date and replaced with new equipment utilizing this RFP. ● RSD17 is seeking a monthly equipment lease plus an all-inclusive pay per copy program from potential vendors utilizing all new equipment comparable to existing equipment in the existing locations as listed in Appendix B. ● Per copy rate pricing is to include the following; all maintenance (including preventative), supplies (with the exception of paper), parts, labor, travel, and training. ● Vendor is to provide a user training session at each site within 1 week of installation of new equipment. ● All equipment should be staged for installation by July 1, 2024 and fully operational by July 8, 2024. Vendor will work with RSD17 IT technicians in advanced of the staging to ensure network compatibility during the installation week. RSD17 IT will accompany technicians during their installation to ensure a smooth transition. ● Vendor is to provide RSD17 with a dedicated account management professional to coordinate with an RSD17 centralized point of contact for contract-level concerns, but vendor is expected to coordinate directly with 1 or 2 RSD17 representatives at each site for daily account needs. ● If a copier is out of service, the contracted vendor must provide a technician on site within 2 business days to return the copier to working order. If the copier cannot be returned to working order within 2 business days from the service visit, a comparable machine must be temporarily installed no later than 4 business days from the initial call for service until the original machine is returned to service.
