Specifications

Participate in bi-annual account reviews with Purchasing Division staff.
Provide one (I) quarterly invoice, billed in arrears, for machines and actual copies made. Standard fiscal
quarters apply
March, June, September, and December.
Upon the expiration or termination of any agreement, all hard-drives will be removed by the vendor and
retained by Douglas County at no additional expense to the County.
All personnel performing services under this Agreement will perform in a professional manner and will
comply with all of the County's applicable security and safety regulations. The County agrees to provide
copies of any policies related to security and safety regulations. Should the County be dissatisfied with the
performance of any vendor personnel, the County will provide written notification to the vendor of the
specific non-performance.
This RFP requires access to multiple areas within the County and potential access to privileged County
information. As such, the successful vendor and
associated
personnel
must pass a
Federal
Fingerprint/Background check prior to the start of work and access to County facilities. The
fingerprint/background checks will be completed by Douglas County. Douglas County reserves the right to
deny access to any employee on County property, who is identified as a potential threat to the health,
safety, security, general well-being, or operational mission of the County and/or its population. Should
access be denied, the successful vendor will replace the employee with a suitable substitute, as approved by
the County.
F.
Minimum Technical Specifications:
I)
Fully Automatic Reversing Document Feeder (50 Sheet) speci' single-pass or duplex document feeder
Fully Automatic Duplexing Unit (Ito2, 2to2, 2tol)
Sorting/Stapling Finisher
Zoom Reduction/Enlargement 25% to 400% (in 1% increments)
PaperSizes8'Ax II toll x 17
Paper Weights 20# to I l0#
Fifty (50) Sheet By-Pass Tray
Three (3) Adjustable Paper Trays with Optional High Capacity Paper Drawer
Copiers should be Energy Star® compliant with Automatic Energy Save Mode (Adjustable by User)
Black & Whitc or Four-Color Print Options
II) All Color Copiers should have the ability to be set to default to Black & White Only (copy & print)
Minimum Hard-Wired Ethernet (100/1000)
Scanning Feature with Scan to Email Function
Search Global Address Book and ability to create local
Address Book out of Exchange
Scan Resolution = 600 dpi (black & white) and 1200 dpi (color)
Print Resolution = 1200 dpi (black & white and color)
Scan Formats
PDF, TIF, JPEG
Hard Drive Capacity = Minimum 80GB (black & white and color)
Memory Capacity = Minimum of 512MB
Ability to purge Cache on hard-drive with secure delete
User Training (In-Person and On-Line Tutorials)
Account Control Capabilities (20+ codes)
Operator/User Manual for each copier
All machines will provide an end-user "cheat sheet" with instructions on how to scan/email
- instructions
shall be laminated and posted at each copier.
On-line and Telephone Access for placing service calls and ordering supplies
All Supplies (excluding paper) should be included in the Cost-per-Copy Amount
One (I) hour, or less, phone response to all service calls. Average on-site response time of four-hours (4)
for malfunctioning/inoperable machines and forty-eight (48) hours for general preventative maintenance.
11 a copier hard-drive fails during the contract, the hard-drive will be replaced at no cost to the County and
the failed hard-drive will be returned/given to the County for disposal.
4