Specifications

Genera! Requirements:
The proposal submitted in response to this RFP must be complete and in the format requested below. Failure to
provide a!! requested information or any significant deviation from this format may be cause for rejection of the
proposal.
All proposals submitted shall become property of the County. All proposals shall include all of the information
requested in this RFP and any additional data that the respondent deems pertinent to the understanding and
evaluating of their proposal response.
All proposals shall meet, at a minimum, all criteria outlined in the
following sections. At the discretion of the County, any vendor submitting a proposal may be requested to
make a presentation as a part of the evaluation process. Vendors should not withhold any information from
their written response in anticipation of presenting the infornmtion orally, since oval presentations may not be
solicited. The County will not reimburse the respondents to this RFP for any costs associated with the
preparation and submission of said proposals or in the preparation for and attendance at a presentation.
In
addition, on-site copier demonstration periods will be provided at no cost to the County. The County reserves
the right to request any vendor submitting a proposal to clarify its proposal or to supply additional information
necessary to assist in the County's selection.
Time Requirements/Tentative Proposal Calendar:
July 26, 2013
August 12, 2013
August 14, 2013
August 28, 2013
September/October 2013
September/October 2013
December 2013
January 1,2014
May 2014
June 1,2014
Request for Proposal (RFP), Advertised and POsted
Request for Proposal (RFP), Deadline for submission of questions
Request for Proposal (RFP), Posting of questions/answers
Request for Proposal (RFP), Due Date (see page one)
On-Site Vendor Presentations/Copier Demonstrations, if necessary
Site Visits, if necessary
Delivery & Set-up of all Phase I Equipment
Contract Start Date for Phase I
Delivery & Set-up of all Phase II Equipment
Contract Start Date for Phase II
F. Minimum Reqnirements:
Vendors, which respond to this REP, must meet all of the following minimum requirements:
I)
Provide adequately trained personnel to perform the copier repair/maintenance services pursuant to any
agreement resulting from this RFP.
Provide NEW multi-functional equipment (copiers and accessories). NEW equipment is defined as units
that have been assembled for the first time, with all new parts and accessories, New equipment shall be
delivered with no more than one-thousand (1000) test/set-up copies on the meter.
Responses that offer
copiers that are used, reconditioned, remanufactured, remarketed, etc. will be rejected.
Pricing shall include all delivery, set-up, supplies, training, and network/scanning set-up assistance with the
Douglas County Information Technology Department.
In addition, all copiers will be delivered with an
additional black toner cartridge and color toner cartridges, as applicable.
At the vendor's sole expense, they will install all copiers that are a result of this RFP. Upon the expiration
or termination of any agreement, the vendor shall remove said copiers at its sole expense.
In addition, if
any copier(s) would need to be relocated for any reason, the vendor will also provide that service at no
expense to the County.
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