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June 1, 2021

Dear Vendor:

The City of Emporia is requesting bids for fourteen copiers. These copiers will be of four different sizes, and will be bid on a cost per copy basis. The cost per copy price shall include machine, maintenance, and all consumables, excluding paper.

Please complete the enclosed specification sheets and include brochures for each machine bid. Return packets to the City Purchasing Office, 104 E. 5th, Emporia, Kansas 66801 by 2:00 p.m. on June 9, 2021. Mark the sealed envelope "COPY MACHINE BIDS."

Sincerely,

Tim Frevert CPPB

Purchasing

enclosures

                                           SPECIAL TERMS AND CONDITIONS

The City's intent is to lease purchase fourteen (14) new copy machines as per the enclosed specifications for a period of five (5) years on a cost per copy basis. Listed below are the fourteen locations the machines will be installed, and a current monthly volume for each location:

AREA                                     CURRENT MONTHLY VOLUME

MACHINE TYPE A

City Managers Office -             4,554 Color   2,182 Black

Police Department               2,387 Color   10,745 Black

MACHINE TYPE B

Engineering                    1,575 Color   1,472 Black                                                          

Fire Station #1                   2,600 Color   1,584 Black                                                         

Fire Station #2                   2,533 Color     871 Black                                                          

Accounting/Human Resources       423 Color     618 Black

Code Services                   2,231 Color     1,002 Black

Court                             305 Color     1,485 Black

Public Works Center               1,052 Color     2,100 Black

Park & Zoo                       2,774 Color     2,787 Black

MACHINE TYPE C

Water Plant                                     264 Black

Waste Water Plant                                 194 Black                                                                            

Airport                                         183 Black

CIVIC Auditorium                               366 Black                                                                            

TOTAL CURRENT

MONTHLY VOLUME                     25,853 Color   20,434 Black

ESTIMATED TOTAL YEARLY VOLUME                      

UNDER NEW CONTRACT                         555,000 COPIES

Specifications for the three types of machines are enclosed on the accompanying sheets. One contract shall cover all fourteen machines, and cost shall be based on a total of guaranteed 555,000 black&white, and color copies per year with a separate cost per copy or overage. All machines must be new current production model machines, reconditioned machines will not be accepted. Indicate the date of introduction for each machine bid.

As per K.S.A. 1981 Supp. 10-1116(b), the City of Emporia is allowed to pay periodic payments under a lease purchase as may lawfully be made from:

(a)        funds budgeted and appropriated for that purpose during the current budget year; or,

(b)        funds made available from any lawfully operated revenue producing source.


Minimum Specifications for Copiers

All equipment must be new and floor standing models

2-60 page per minute copier Color

Network Printing/Scanning

Automatic Document Feeder

Duplexing

Stapling Finisher

2 paper trays with 500 sheet paper capacity in each tray

1 High capacity paper tray

Include software to instantly convert scanned documents to editable searchable files.

Input formats must support color and black/white. No licensing fees will be accepted.

Functions available must include:

Scan to E-mail in selected file formats/s (attached)

Scan to Network Drive in selected file format/s

Scan to File and email in selected file format/s

Received fax converted to selected file format/s

Multiple users with variations on selectable file format/s and destination

Supported formats for editable searchable files must include:          

DOC/RTF (Microsoft Word)

EXCEL/CSV (Microsoft Excel)

HTML (Web pages) PDF (Adobe Acrobat)    

 

8-35 page per minute copier Color

Network Printing/Scanning

Automatic Document Feeder

Duplexing

Stapling Finisher

3 paper trays with 500 sheet paper capacity in each tray

Include software to instantly convert scanned documents to editable searchable files.

Input formats must support color and black/white. No licensing fees will be accepted.

Functions available must include:

Scan to E-mail in selected file formats/s (attached)

Scan to Network Drive in selected file format/s

Scan to File and email in selected file format/s

Received fax converted to selected file format/s

Multiple users with variations on selectable file format/s and destination

Supported formats for editable searchable files must include:          

DOC/RTF (Microsoft Word)

EXCEL/CSV (Microsoft Excel)

HTML (Web pages) PDF (Adobe Acrobat)    

 

 

4-16 pages per minute copier or faster - Machine Type C

250 sheet paper tray for 8.5 X 11

250 sheet paper tray for 11 X 17

Document Feeder

Stand

Attach the following to the bid response:

1.1       How does provider intend to ship back the 14 copiers currently on lease?

1.2  What are the terms at the end of provider=s lease?

1.3  How does the software solution interact with all of the proposed equipment on the city=s network? A demonstration at the district may be required.

1.4  How will the vendor train the city=s staff?

1.5       How will the vendor bill for color copies used?

1.6       What is your Average Response time and how is this time ascertained?

1.7       What is the technical training by your staff to service equipment?

1.7       What is the technical training by your staff to train and support software?

1.8       What type of guarantee will the manufacturer offer with the proposed equipment?

1.9       Give References of other Municipalities serviced by your company.


PLEASE FILL IN THE BLANKS ON THIS BID FORM FOR QUICK COMPARISON.

ATTACH YOUR ANSWERS TO THE ABOVE QUESTIONS IN THE ORDER LISTED.

INCLUDE ALL SUPPORTING MATERIAL FOR EQUIPMENT PROPOSED.

HAVE BID SIGNED BY AN OFFICER OF YOUR COMPANY.

60 month lease for all proposed equipment software, and supplies except paper.. Price must include installation and training.

Service CPC $_______ for Black

Service CPC $_______ for Color

No minimum monthly volume will be accepted.

The city will be billed on actual monthly usage.

Service CPC is to include all supplies, service and mileage (no paper or staples)

CURRENT CONTRACT WILL EXPIRE ON AUGUST 1, 2021. ALL NEW EQUIPMENT MUST BE ON SITE AND FUNCTIONG BY AUGUST 1, 2021

BID WILL BE AWARDED TO THE ABEST BID@.

THIS WILL INCLUDE PRICE, PRODUCT, SERVICE AND SUPPORT.

THE CITY RESERVES THE RIGHT TO ACCEPT OR REJECT ANY BIDS.

 

VENDOR: _________________________________________________________

TELEPHONE NUMBER: _______________________ DATE: _________________

SIGNATURE: ______________________________________________________

COMMENTS: _______________________________________________________


VENDOR LIST         

COPY PRODUCTS INC.

Charley Laporte

207 S. JEFFERSON

IOLA, KANSAS 66749

CARLSON OFFICE SYSTEMS

626 COMMERCIAL

EMPORIA, KS 66801

Dicks Business Machines

320 Commercial

Emporia, Ks 66801                                                                

Century United

Michelle Springer

401 SW 30th St.

Topeka, Ks. 66611

Pro Copy

Norm DeWald

722 W 6th

Suite 101

Emporia, KS 66801

Hartland Office Systems

626 Commercial

Emporia, Ks 66801

Image Quest

Ryan Action

11021 E 26th Street North

Wichita, KS 67226


                                                                              

                                                                 ADDENDUM #1

                                                                     July 19, 2006

                                                                       COPIERS

                                                                             for

                                                          THE CITY OF EMPORIA

This addendum shall become a part of, and supersede, where applicable, the specifications and information for Copiers for the City of Emporia.

PLEASE ATTACH THIS ADDENDUM TO YOUR COPY OF THE SPECIFICATIONS.

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