HomeMy WebLinkAbout2020 Copiers FinalVILLAGE OF OAK BROOK
Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523
(630)368-5164
REQUEST FOR PROPOSAL
Multi-Function Devices
JULY 2020
TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1
A.NOTICE – POSTED ON VILLAGE WEBSITE THURSDAY, JULY, 2, 2020. ..................................................... 1
B.PROJECT DESCRIPTION ...................................................................................................................... 2
C.GENERAL TERMS AND CONDITIONS ..................................................................................................... 8
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 13
A.GENERAL INFORMATION .................................................................................................................... 13
B.DOCUMENTS/INFORMATION TO BE SUBMITTED: ................................................................................... 13
C.REFERENCES ................................................................................................................................... 15
D.CONSULTANTS CERTIFICATION .......................................................................................................... 16
E.PROPOSAL SHEET ............................................................................................................................ 18
F.CURRENT VILLAGE COPIER INFORMATION .......................................................................................... 19
SECTION 3. REVIEW PROCESS ............................................................................................................. 20
A.EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 20
B.BASIS OF AWARD ............................................................................................................................. 20
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Section 1. Request for Proposals
A.Notice – posted on Village website Thursday, July, 2, 2020.
Village of Oak Brook
Request for Proposals
Multi-Function Device (MFD)
July 2020
The Village of Oak Brook invites proposals from qualified vendors that have experience in
furnishing, installing and supporting a networked system of digital multi-function devices (MFD),
also referred to as MFDS Printers. A multi-function device is the most popular device for
medium to large offices, however, most employees would still refer to it as a photocopier. An
MFD is an all-in-one (AIO) device that incorporates printing, copying, scanning and faxing.
Proposals should be addressed to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
The closing date and time for receipt of proposals is Thursday, July 23, 2020 at 3:00
P.M. prevailing time. Proposals received after the submittal time will be rejected and
returned unopened to the sender.
A complete proposal package, of which this legal notice is a part, is on file for inspection and
may be downloaded from the Village’s website at www.oak-brook.org or picked up at the
Reception Area, Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523,
between the hours of 8 A.M. and 4:30 P.M., Monday through Friday. There is no charge for the
package. Questions about this RFP should be addressed to Jim Fox, Information Technology
Director, 630-368-5174, jfox@oak-brook.org.
The Village reserves the right to reject any or all proposals, waive or not to waive any
irregularities therein, and to accept the proposal considered being in the best interest of the
Village.
No proposal shall be withdrawn after opening of proposals without the consent of the Village of
Oak Brook for a period of one hundred and twenty (120) days after the scheduled time of receipt of
proposals.
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B.Project Description
I.Description of Work
The Village of Oak Brook is requesting proposals for a forty-eight (48) month fair market value
lease and a sixty (60) month fair market value lease to be provided at the option of the
Proposer, for eleven (11) multi-function office machines.
The Village currently has 11 multi-function office machines in-service:
•Three 65 page per minute color multi-function copiers – Konica C658
•Eight 25 page per minute color multi-function copiers – Konica C258
Each of these devices is currently under lease with Konica Minolta with the lease agreements
expiring on January 17, 2021. The equipment is currently supported by Konica under a
separate maintenance plan. In addition, the Village currently owns and uses the PaperCut
software product to monitor & manage all printing, copying, scanning, and faxing activity, with
the goal of identifying the complete cost of printing across the entire organization. PaperCut
has been configured on each of the above devices.
As the Village continues to move forward in reducing paper documentation, heavy consideration
will be given to those proposals that address the need for the Village to reduce paper through
use of scanning capabilities. The Village utilizes the Laserfiche software system for document
imaging and archiving. The Village made an investment in this software system as the need for
archiving information in an electronic format grew out of necessity due to lack of storage space.
Proposers are required to address how their solutions will be able to work with Laserfiche in
directly scanning (preferred method) documents into the system. The intent is to allow for users
to scan, name, and place documents into Laserfiche at the multi-function unit utilizing a full
keyboard for entry. The Village will consider other multi-step options for scanning documents to
Laserfiche. However, the Village would like to limit the number of steps necessary in this
process to make it more user friendly.
All machines will be required to scan to network folder, scan to email, and scan to Laserfiche.
In all situations, it would be preferred that scans be in color. The PaperCut must integrate with
the Village’s Keyscan keyless entry 36bit HID access cards and FOB’s.
Please discuss if Air print technology is available from your company and, if so, the associated
cost for including this type of technology.
II.General
The Village requests proposals based on the following assumptions:
3 – 65/70 page per minute (PPM) (or equivalent) color multi-function copiers
8 – 25 page per minute (PPM) (or equivalent) color multi-function copiers
Lease and maintenance requirements will include:
1.Costs shall include an option for trade-in value of the existing MFD’s along with removal of all
old machines, delivery, and installation of new machines.
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2.All equipment and maintenance will be required to be billed on a single invoice in detailed or
spreadsheet format. The Village would like one invoice for all lease charges and a separate
invoice for maintenance or aggregate charges. Ideally, the Village prefers quarterly invoicing if
possible, but will accept monthly invoicing. The Village will not accept proposals that include
per machine invoicing.
3.Proposals must provide for a cost per copy maintenance plan with pricing fixed for the forty-
eight (48) and optional sixty (60) month terms.
4.Maintenance Plan pricing shall include:
•Minimum number of Black &White copies/prints per quarter. (If any)
•Minimum number of Color copies/prints per quarter. (If any)
•Fixed overage amount per copy for Black &White copies/prints. (If any)
•Fixed overage amount per copy for Color copies/prints. (If any)
5.Quarterly costs are inclusive of all supplies and maintenance (excluding paper and staples).
Overage costs to be reconciled on a quarterly basis. Any base costs are to be billed on a
quarterly basis.
6.The total number of prints copy per quarter (before overage costs incur) for Black & White
and Color will be calculated from the proposed Guaranteed Minimum figures to be provided in
the Schedule of Prices for all Machines selected to be included in the proposed maintenance
agreement.
7.As a part of the maintenance agreement, copy maximums and fixed overage stated above
are to be reviewed at the end of year one. If cost effective to the Village, Proposer agrees to
renegotiate minimums and overage fees for year two through the end of lease agreement.
8.There shall be no copy minimums on individual pieces of equipment.
9.Paper sizes up to 11 x 17 are to be counted as one meter click.
10.All training and analyst services.
11.Delivery and property insurance.
12.No third party leasing will be accepted.
13.The new MFD’s must be configured with the Village’s PaperCut software and must connect
to the Village’s computer network Active Directory and provide seamless integration with LDAP.
14.The proposed equipment solutions shall include all hardware and software to integrate with
the MyPC Reservation system coin boxes currently installed at the Oak Brook Public Library.
15.Provide remote meter reading capability. It is the responsibility of the vendor to install
technology to automatically report usage meter reads for billing purposes. Village staff will not
provide meter reads.
16.The Village will provide an 110v 20amp electric connection at each MFD location. Any
equipment that has additional electrical supply requirements shall be clearly indicated in the
written proposal.
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III.Maintenance & Service
•Village staff must be able to submit web based service and supply replacement requests
as needed.
•All MFD machines must provide toner and service alerts by email and text messaging to
Village IT Staff and the vendor service personnel.
•A maximum service response time of four hours is required during normal business
hours.
•Acknowledgement of a service call shall be made within two hours to verify the request
and provide an estimated time of arrival.
•A service history report for each machine shall be provided upon request to the Village.
•The maintenance plan must include all consumable materials including, toner, drums,
fusers, waste containers, staples, and other consumable supplies with the exception of
paper.
•Qualified service personnel shall perform equipment maintenance and repairs during
regular office hours. Regular office hours vary at each location, but are generally 8:00
am to 5:00 pm, Monday through Friday. A 24/7 hotline for service assistance is
preferred.
•Vendors shall provide a detailed description of their process for dealing with service and
performance related issues as an attachment to this RFP. Please list the “service
escalation process” as well as the process for implementing a loaner device as an
attachment to your proposal.
•Machines shall be kept in good working order so that work delays and copy problems
will be minimized.
•The maximum allowable downtime for any piece of equipment is 48 hours (16 business
hours). A “loaner” copier machine must be placed in-service in place of any equipment
that cannot be repaired and restored within 48 hours. This loaner equipment shall
include installation, delivery, and set-up at no charge to the Village.
•Reports of copy and print counts based on defined range of dates and times. Alerting for
overages or high volume usage. Easy to access overview of machine status and print
counts via the web.
•The vendor shall state any costs associated with the de-installation and haul away of
equipment at the end of the lease. Also include the costs for erasing of hard drives.
•Any machines retained will be inspected and repaired pursuant to this agreement.
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IV.Current Equipment
•1200 Oak Brook Rd – Butler Government Center
Administration / Finance
Konica C658
Konica C258
Oak Brook Police
Konica C658
Konica C258
West Wing – Development Services / Oak Brook Fire Station 94
Konica C658
•3003 Jorie Blvd – Oak Brook Public Works Department
Konica C258
•725 Enterprise Drive—Oak Brook Fire Station 93
Konica C258
•2606 York Rd—Oak Brook Golf Club
Konica C258
•800 Oak Brook Rd--Oak Brook Bath & Tennis Club
Konica C258
•600 Oak Brook Rd—Oak Brook Public Library
Circulation
Konica C258
Reference
Konica C258
V.Minimum Copier Requirements
Below is a listing of the anticipated detailed minimum specifications for each location.
Proposals should specify the make and model of machine they are offering, discuss the details
of the machine, including whether or not it meets the requested minimum specifications.
Proposer shall also include the sizes and weight of paper that can be managed through each
machine.
Minimum Requirements include the following:
•Media -- the ability to print to the following paper types:
o 8 ½” x 11”
o 8 ½” x 14”
o 11” x 17”
•Each paper tray must hold a minimum of 500 sheets of paper
•Connect to the PaperCut print management and accounting system
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•Ability to copy/print color
•Bypass Tray
•Duplexer
•Stapler
•Hole Punch
•Facsimile Kit
•Scanning in both Black & White / Color
•Network Scanning – Ability to scan to network file folders
•E-Mail Scanning – Ability to scan to e-mail
•High Capacity Paper Tray (For each of the 50 PPM or greater equipment)
•Surge Protect
•Full sized Keyboard
Optional:
•Job Separator tray
•USB Port (front)
Optional (For the 50 PPM or greater equipment only)
•Z-fold capable
•Saddle Stitch Staple
VI.Software Licensing
In any solution offered as a part of this RFP, the Village would like to minimize the need for
software licensing as a part of this solution. If licensing of any products is required, the cost of
the licensing should be included into the lease agreement by the Proposer. Each Proposer will
be responsible for determining and ensuring applicable minimum licenses that will be required
and shall indicate the number provided (included) in the detail of its Proposal. Further, the
Village would like to be able to push out any software or any updates to software, using our
current software environment, rather than having to load on each individual machine. Please
address this issue in detail.
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VII. Warranties
In considering customer satisfaction, the Village is requiring that all equipment proposed must
have written guarantees that state:
1.If you are not satisfied with your (manufacturer’s name) equipment, at your request
(dealer’s or manufacturer’s name) will replace it without charge to you with an identical
model or one with comparable features and capabilities. The term of this guarantee will
be three years from equipment delivery or the entire term of the lease agreement. This
guarantee applies to (manufacturer’s name) equipment, acquired by you from (dealer or
manufacturer’s name) and continuously maintained by (dealer or manufacturer’s name)
under our warranty service agreements. This guarantee is not applicable to equipment
damaged or destroyed for reasons beyond (dealer’s or manufacturer’s name) control or
responsibility.
2.(Dealer’s or manufacturer’s name) guarantees that only manufacturer’s parts and
supplies will be used in repairing and supplying replenishment of (Dealer’s or
manufacturer’s name) equipment. This guarantee also insures that when service is
performed on this equipment that the Village will be credited for those copies/prints
made during each service call and will be so noted on the billing statement.
VIII.Other Provisions
Proposers shall guarantee that the hard drives of the leased equipment will be destroyed at the
end of the lease term and provide for the method in which this occurs.
The Village is seeking to receive the very latest Copier equipment and technology. As such, the
Proposers shall include a provision for the replacement of any copier should a replacement for
that model be released within six (6) months of initial installation of said copier in Village
Facilities.
Training shall be provided for Village Staff no more than three (3) days after installation. At a
minimum a two-hour training session will take place at the location of each of the installations.
A syllabus will be provided for before each of the training sessions.
Proposers shall address the requests above in detail in their submitted proposals. If there is
additional technology that a Proposer would anticipate as useful to the Village, it shall be noted
along with the cost of adding that technology to the device. Further, Proposers shall address
special situations, such as equipment upgrades due to technology advancement that might be
available during the course of the lease.
The Village anticipates narrowing down possible Proposers as a part of this process to two or
three after reviewing the Proposals and asking follow up questions. Upon that narrowing, the
Village may elect to require a formal presentation regarding a Proposer’s submitted Proposal.
In addition, prior to making a final selection, the Village will require the anticipated Proposer to
supply a demonstration machine comparable to the proposed units at no cost to the Village for a
period of two weeks in order for the Village to make a reasonable decision as to whether or not
that Proposer should be selected.
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In addition, Proposers shall note that it will be the intent of the Village to work closely with the
awarded Proposer on the possibility of incorporating new machines or maintenance of
equipment. Proposers should address how they would anticipate this relationship might work.
IX.Questions
Questions and inquiries concerning this RFP may be directed in writing to:
Jim Fox
Information Technology Director
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
630-368-5174
jfox@oak-brook.org
Questions will be accepted until 12:00 p.m. CST on Wednesday, July 15, 2020.
All questions and responses will be compiled and submitted to all Proposers electronically in
one general response memorandum by Friday, July 17, 2020. In order to enable the Village to
equitably respond to requestor questions, the Village requests that prospective Proposers
register in advance with the Village via e-mail at rserences@oak-brook.org.
C.General Terms and Conditions
1. Preparation and Submission of Proposals:
a. The proposal shall be submitted in an opaque sealed envelope on or before the
time stated and shall bear the name of the individual, firm, or corporation submitting
the Proposal and the Project Name: “Village of Oak Brook Multi-Function Devices”.
b.Proposers may attach separate sheets to the proposal for the purpose of
explanation, exception, alternate proposal and to cover unit prices, if needed.
c.Proposers may withdraw their proposal either personally or by written request at
any time before the hour set for the proposal deadline, and may resubmit it. No
proposal may be withdrawn or modified after the receipt of proposals except where
the award of contract has been delayed for a period of more than 120 days.
d.In submitting this proposal, the proposer further declares that the only person or
party interested in the proposal as principals are those named herein, and that the
proposal is made without collusion with any other person, firm or corporation.
e. The proposer further understands and agrees that if his proposal is accepted, he is
to furnish and provide all necessary machinery, tools, apparatus, and other means
to do all of the work and to furnish all of the materials specified in the contract,
except such materials as are to be furnished by the owner (Village), in the manner
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and at the time therein prescribed, and in accordance with the requirements therein
set forth.
f.The proposer further agrees to execute all documents within this Proposal Package,
obtain a Certificate of Insurance for this work and present all of these documents to
the Village within 15 days after the receipt of the Notice of Award and the Contract
by him.
g.By submitting a proposal, the proposer understands and agrees that, if his proposal
is accepted, and he fails to enter into a contract forthwith, he shall be liable to the
Village for any damages the Village may thereby suffer.
2.CONDITIONS:
a)The Village is exempt from Federal excise tax and the Illinois Retailer's Occupation
Tax. This proposal cannot include any amounts of money for these taxes.
b)Any contract or agreement resulting from the acceptance of this proposal by the
Village shall be on forms either supplied by or approved by the Village Attorney.
The Village reserves the right to reject any agreement that does not conform to
the Request for Proposal and any Village requirements for agreements and
contracts.
c)The Village reserves the right to request clarification of information submitted and
request additional information as needed.
d)The requirements of this RFP will be included in the contract with the selected
firm.
3.INDEMNIFICATION:
The Proposer shall protect, indemnify, save, defend and hold forever harmless the
Village and/or its officers, officials, employees, volunteers and agents from and
against all liabilities, obligations, claims, damages, penalties, causes of action, costs
and expenses, including without limitation court costs, insurance deductibles and
attorney's fees and expenses, which the Village and/or its officers, officials,
employees, volunteers and agents may incur, suffer or sustain, or for which the
Village and/or its officers, employees and agents may become obligated by reason
for any accident, injury to or death of persons or loss of or damage to property, or
civil and/or constitutional infringement of rights (specifically including violations of
the Federal Civil Right Statutes), arising indirectly or directly in connection with or
under, or as a result of, this or any Agreement by virtue of any act or omission of
any of the Proposer's officers, employees, subcontractors, and/or agents, provided
that the Proposer shall not be liable for claims, obligations, damages, penalties,
causes of action, costs and expenses arising solely by any act or omission of the
Village's officers, officials, employees, volunteers and/or agents.
The proposer shall hold the Village harmless for any and all claims for labor,
material, apparatus, equipment, fixtures or machinery furnished to the proposer for
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the purpose of performing the work under the contract; and the payment of all direct
and indirect damages to any person, firm, company or corporation suffered or
sustained on account of the performance of such work during the time the contract
is in force.
4.INSURANCE:
Certificates of Insurance and Additional Insured Endorsement shall be presented to
the Village within fifteen (15) days after the receipt by the proposer of the Notice of
Award and the unexecuted contract, it being understood and agreed that the Village
will not approve and execute the contract nor will the bid guarantee be returned until
acceptable insurance certificates are received and approved by the Village.
Each proposer performing any work pursuant to a contract with the Village of Oak
Brook and each permittee working under a permit as required pursuant to the
provisions of Title 1, Chapter 8 of the Code of Ordinances of the Village of Oak
Brook (hereinafter referred to as "Insured") shall be required to carry such
insurance as specified herein. Such proposer and permittee shall procure and
maintain for the duration of the contract or permit insurance against claims for
injuries to persons or damages to property which may arise from or in connection
with the performance of the work under the contract or permit, either by the
proposer, permittee, or their agents, representatives, employees or subcontractors.
A proposer or permittee shall maintain insurance with limits no less than:
A.General Liability - $2,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage, provided that when the
estimated cost of the work in question does not exceed $25,000, the
required limit shall be $1,000,000;
B.Automobile Liability (if applicable) - $1,000,000 combined single limit per
accident for bodily injury and property damage;
C.Worker's Compensation and Employer's Liability - Worker's Compensation
limits as required by the Labor Code of the State of Illinois and Employer's
Liability limits of $1,000,000 per accident.
Any deductibles or self-insured retention must be declared to and approved by the
Village. At the option of the Village, either the insurer shall reduce or eliminate such
deductible or self-insured retention as respects the Village, its officers, officials,
employees and volunteers; or the Insured shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses to the extent of such deductible or self-insured retention.
The policies shall contain, or be endorsed to contain, the following provisions:
D.General Liability and Automobile Liability Coverage -
(1)The Village, its officers, officials, employees and volunteers are to be
covered as additional insureds as respects: liability arising out of activities
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performed by or on behalf of the Insured; premises owned, occupied or
used by the Insured. The coverage shall contain no special limitations on
the scope of protection afforded to the Village, its officers, officials,
employees volunteers or agents.
(2)The Insured's insurance coverage shall be primary insurance as respects
the Village, its officers, officials, employees, volunteers and agents. Any
insurance or self-insurance maintained by the Village, its officers, officials,
employees, volunteers or agents shall be in excess of the Insured's
insurance and shall not contribute with it.
(3)Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the Village, its officers, officials, employees, volunteers
or agents.
(4)The Insured's insurance shall apply separately to each covered party
against whom claim is made or suit is brought except with respect to the
limits of the insurer's liability.
E.Worker's Compensation and Employer's Liability Coverage
The policy shall waive all rights of subrogation against the Village, its
officers, officials, employees, volunteers and agents for losses arising from
work performed by the insured for the Village.
Each insurance policy shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days prior written notice by certified mail has been given to
the Village. Each insurance policy shall name the Village, its officers, officials and
employees, volunteers and agents as additional Insureds. Insurance is to be
placed with insurers with a Best's rating of no less than A: VII.
Each Insured shall furnish the Village with certificates of insurance and with original
endorsements effecting coverage required by this provision. The certificate and
endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The certificates and endorsements are
to be on forms approved by the Village and shall be subject to approval by the
Village Attorney before work commences. The Village reserves the right to require
complete, certified copies of all required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies or shall
furnish separate certificates and endorsements for each subcontractor. All
coverages for subcontractor shall be subject to all of the requirements stated
herein.
5.SAFETY:
The proposer and any subcontractors shall comply with all the provisions of the
Federal Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended.
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6.EQUAL OPPORTUNITY:
The proposer will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, ancestry, national origin, place of
birth, age or handicap unrelated to bona fide occupational qualifications.
7.EXECUTION OF DOCUMENTS
The Proposer, in signing his Proposal on the whole or on any portion of the work,
shall conform to the following requirements:
Proposals signed by an individual other than the individual represented in the
Proposal documents shall have attached thereto a power of attorney evidencing
authority to sign the Proposal in the name of the person for whom it is signed.
Proposals which are signed for a partnership shall be signed by all of the partners
or by an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to
the Proposal a power of attorney evidencing authority to sign the proposal,
executed by the partners.
Proposals which are signed for a corporation, shall have the correct corporate name
thereof and the signature of the President or other authorized officer of the
corporation manually written below the corporate name.
If such Proposal is manually signed by an official other than the President of the
Corporation, a certified copy of a resolution of the board of directors evidencing the
authority of such official to sign the Proposal should be attached to it. Such
Proposal shall also bear the attesting signature of the Secretary of the corporation
and the impression of the corporate seal.
The Contract shall be deemed as have been awarded when formal notice of award
shall have been duly served upon the intended awardee.
8.NON-DISCRIMINATING:
The Proposer, its employees and subcontractor, agrees not to commit unlawful
discrimination and agrees to comply with applicable provisions of the Illinois Human
Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabilitation
Act, and rules applicable to each.
9.NEGOTIATIONS:
The Village reserves the right to negotiate specifications, terms, and conditions
which may be necessary or appropriate to the accomplishment of the purpose of
the RFP. The Village may require the entire proposal be made an integral part of
the resulting contract. This implies that all responses, supplemental information,
and other submissions provided by the proposer during discussions or negotiations
will be held by the Village as contractually binding on the successful proposer.
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10.INCURRED COSTS:
The Village will not be liable in any way for any costs incurred by respondents in
replying to this RFP. Proposer agrees to comply with all laws, ordinances, and
rules of the Village and the State of Illinois.
11.PROPOSER RESPONSIBILITIES:
The selected Proposer will be required to assume responsibility for all services
offered in this proposal. The Owner will consider the selected Proposer to be the
sole point of contact with regard to contractual matters, including payment of any
and all charges resulting from the contract.
12.DEFAULT:
The contract may be canceled or annulled by the Owner in whole or in part by
written notice of default to the Proposer upon nonperformance or violation of
contract terms. An award may be made to another proposer with services similar
to those so terminated. Failure of the Proposer to deliver services within the time
stipulated on his offer, unless extended in writing by the Owner, shall constitute
contract default.
Section 2. Proposal Instructions
A.General Information
Four (4) copies of the proposal shall be submitted in a sealed envelope to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
and clearly marked on the outside of the envelope “Village of Oak Brook Multi-Function
Devices” on or before 3:00 p.m. Thursday, July 23, 2020. Any proposal received after this
date and time will be refused.
B.Documents/Information to be submitted:
Detailed cost Spreadsheet and Narrative
References
Consultants Certification
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Proposal Sheet
Statement of Qualifications
•Provide background information on your firm including, but not limited
to, the age of the business, the number of employees, and pertinent
financial data that will permit the Village to determine the capability of
the proposer to meet all contractual requirements.
•List the abilities, qualifications, and experience of the persons who
would be assigned to the engagement and their experience on similar
contracts.
Project Approach
Terms and Conditions
•List any terms and conditions which may apply to this contract and are
not included in this RFP.
Additional Information and Comments
•Include any other information you believe to be pertinent but not
specifically mentioned elsewhere.
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C.References
1.Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
2.Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
3.Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
4.Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
5.Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
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D. Consultants Certification
The undersigned, being first duly sworn an oath, deposes and states that he has the authority to
make this certification on behalf of the proposer for the construction, product, commodity, or
service briefly described as follows:
“Village of Oak Brook Multi-Function Devices”
1)The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois
Compiled Statutes, 1993, the proposer is not barred from bidding on this contract as a
result of a conviction for the violation of State of Illinois laws prohibiting bid-rigging or
bid-rotating.
2)The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the
Illinois Compiled Statutes, 1993, the proposer is not delinquent in the payment of any tax
administered by the Illinois Department of Revenue.
3)The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois
Compiled Statutes, 1993, the proposer has a written sexual harassment policy in place
including the following information:
a)An acknowledgment of the illegality of sexual harassment.
b)The definition of sexual harassment under State law.
c)A description of sexual harassment, utilizing examples.
d) The Consultant’s internal complaint process including penalties.
e)The legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights and the Human Rights Commission.
f)Directions on how to contact the Department or the Commission.
This business firm is: (check one)
_____ Corporation _____ Partnership _____ Individual
Firm Name: __________________________________________________
Address: ___________________________________________________
City, State, ZIP:____________________________________________
Signature:___________________________________________________
Name Printed:________________________________________________
Title:_______________________________________________________
Telephone:__________________________Date:____________________
j:\worddoc\rfp\2020 rfp\2020 copiers final.doc Page 17
ATTEST:
___________________________
-SEAL-
SUBSCRIBED AND SWORN TO
before me this ______ day
of _____________, 2020.
_____________________________
Notary Public
j:\worddoc\rfp\2020 rfp\2020 copiers final.doc Page 18
E.Proposal Sheet
Lease Price Options
48 Month Lease 60 Month Lease
65/70 PPM _______________ _______________
25 PPM _______________ _______________
Maintenance Plan Costs
Maximum Quarterly Quarterly Cost Overage Cost Overage Cost
Volume per Copy B&W per Copy Color
65/70 PPM _____________ _______________ ___________ ____________
25 PPM _______________ _______________ ___________ ____________
j:\worddoc\rfp\2020 rfp\2020 copiers final.doc Page 19
F.Current Village Copier Information
Village of Oak Brook -- MFD List
July 1, 2020
Building Address Department Copier Name Model
1200 Oak Brook Rd
Administration
Admin1 C258
Admin2 C658
Police
Police11 C258
Police21 C658
Development Services
WW1 C658
3003 Jorie Blvd
Public Works PW1 C258
725 Enterprise Dr Fire 93 Fire22 C258
2606 York Rd Oak Brook Golf Club Golf1 C258
800 Oak Brook Rd Oak Brook Bath & Tennis Club BT1 C258
600 Oak Brook Rd Oak Brook Public Library
Library Reference C258
Library Circulation C258
6/30/2020 Meter Count - PageScope Web Connection
https://172.21.5.1/wcd/a_system_counter.xml 1/3
Model Name:bizhub C258
Administrator Logout
Ready to Scan
Ready to Print
Maintenance System Settings Security
User
Auth/Account
Track
Network Box
Print Setting Store Address Fax Settings Wizard Customize
To Main
Menu
Total Counter
Total 156507 Total Duplex 8203
Duplex Rate 5.551 # of Originals 156696
Paper Counter 147774 No. of Total Pages
Output 155977
Paper Size Counter
A3 0
A4 124
B4 0
B5 0
5 1/2 x 8 1/2 2
8 1/2 x 11 145069
8 1/2 x 14 1609
11 x 17 513
Banner 0
Other 457
Paper Type Counter
Plain Paper 147019
SGL SIDE ONLY 0
User Paper 1 7
Other 748
Total Counter
2in1 16
4in1 0
Other 0
Total Print Rate 0.011
Copy Counter
Copy
Total Large Size
Total 37377 296
Black 32017 192
Full Color 5328 104
Single Color 7 0
2 Color 25 0
Print Counter
Print Total Large Size Banner
Total 116943 234 -
Black 77573 117 0
Full Color 39293 117 0
2 Color 77 0 -
Single
Color + 2
--0
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification
Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display
Setting
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for
Held Jobs.
Authorization function Setting
BackUp Settings
ADMIN1
6/30/2020 Meter Count - PageScope Web Connection
https://172.21.5.1/wcd/a_system_counter.xml 2/3
Color
Total (Copy + Print)
Total
(Copy + Print)
Total 154320
Black 109590
Full Color 44621
Single Color 7
2 Color 102
No. of Prints
(Copy + Print)
Black 106537
Full Color 41159
Single Color + 2
Color 78
Paper Size Counter
(Copy + Print)
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 108 16 0
B4 0 0 0
B5 0 0 0
5 1/2 x
8 1/2 1 1 0
8 1/2 x
11 104997 39994 78
8 1/2 x
14 725 884 0
11 x 17 294 219 0
Banner 0 0 0
Other 412 45 0
Scan/Fax Counter
Scan/Fax Total Large Size
Black 2187 0
Full Color 0 0
Scans 19069 35
Fax TX 1671
Fax RX 1258
No. of DOCX TX
Originals(Without
OCR)
0
No. of DOCX TX
Originals(With OCR)0
No. of XLSX TX
Originals(Without
OCR)
0
No. of XLSX TX
Originals(With OCR)0
No. of PPTX TX
Originals(Without
OCR)
0
No. of PPTX TX
Originals(With OCR)0
Network Fax TX
Counter (Black)0
Network Fax TX
Counter (Color)0
Scan TX Counter
(Black)1297
6/30/2020 Meter Count - PageScope Web Connection
https://172.21.5.1/wcd/a_system_counter.xml 3/3
Scan TX Counter
(Color)
15346
Total by Color
Total 156507
Black 111777
Color 44730
Paper Size / Type Counter
Paper Size Paper Type Count
11" x 17"Not Specified 518
8 1/2" x 14"Not Specified 1617
8 1/2" x 11"Not Specified 145800
5 1/2" x 8 1/2"Not Specified 2
A3 Not Specified 0
B4 Not Specified 0
B5 Not Specified 0
A4 Not Specified 125
A5 Not Specified 0
Others Not Specified 469
6/30/2020 Meter Count - PageScope Web Connection
https://172.21.5.2/wcd/a_system_counter.xml 1/1
Maintenance
System Settings
Security
User Auth/Account Tra…
Network
Box
Print Setting
Store Address
Fax Settings
Wizard
Customize
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display Set…
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for Hel…
Authorization function Setting
Backup Setting Information
Total Counter
Total 455378 Total Duplex 53649
Duplex Rate 13.710 # of Originals 446950
Paper Counter 391325 No. of Total Pages
Output 444974
Paper Size Counter
A3 0
A4 1
B4 0
B5 0
5 1/2 x 8 1/2 21
8 1/2 x 11 381611
8 1/2 x 14 3955
11 x 17 5638
Banner 0
Other 99
Paper Type Counter
Plain Paper 390838
SGL SIDE ONLY 0
User Paper 1 0
Other 487
Total Counter
2in1 5
4in1 0
Other 0
Total Print Rate 0.001
Copy Counter
Copy
Total Large Size
Total 118311 203
Black 104266 71
Full Color 13943 132
Single Color 0 0
2 Color 102 0
Print Counter
Print
Total Large Size Banner
Total 337037 10201 -
Black 236043 305 0
Full Color 100922 9896 0
2 Color 72 0 -
Single
Color + 2
Color
--0
Total (Copy + Print)
Total
(Copy + Print)
Total 455348
Black 340309
Full Color 114865
Single Color 0
2 Color 174
No. of Prints
(Copy + Print)
Black 305143
Full Color 86036
Single Color + 2
Color 146
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 0 1 0
B4 0 0 0
LogoutAdministrator
Ready to Scan
Model Name:bizhub C658
Model Name:bizhub C658
Top MenuSub Menu
ADMIN2
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.11/wcd/a_system_counter.xml 1/3
Model Name:bizhub C258
Administrator Logout
Ready to Scan
Low Paper
Maintenance System Settings Security
User
Auth/Account
Track
Network Box
Print Setting Store Address Fax Settings Wizard Customize
To Main
Menu
Total Counter
Total 145115 Total Duplex 23910
Duplex Rate 19.742 # of Originals 145588
Paper Counter 121114 No. of Total Pages
Output 145024
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 0
8 1/2 x 11 120928
8 1/2 x 14 97
11 x 17 89
Banner 0
Other 0
Paper Type Counter
Plain Paper 121114
SGL SIDE ONLY 0
User Paper 1 0
Other 0
Total Counter
2in1 10
4in1 24
Other 0
Total Print Rate 0.028
Copy Counter
Copy
Total Large Size
Total 71690 66
Black 57647 47
Full Color 14027 19
Single Color 2 0
2 Color 14 0
Print Counter
Print Total Large Size Banner
Total 73235 25 -
Black 59187 3 0
Full Color 14013 22 0
2 Color 35 0 -
Single
Color + 2
--0
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification
Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display
Setting
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for
Held Jobs.
Authorization function Setting
BackUp Settings
POL11
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.11/wcd/a_system_counter.xml 2/3
Color
Total (Copy + Print)
Total
(Copy + Print)
Total 144925
Black 116834
Full Color 28040
Single Color 2
2 Color 49
No. of Prints
(Copy + Print)
Black 94812
Full Color 26251
Single Color + 2
Color 51
Paper Size Counter
(Copy + Print)
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 0 0 0
B4 0 0 0
B5 0 0 0
5 1/2 x
8 1/2 0 0 0
8 1/2 x
11 94668 26209 51
8 1/2 x
14 96 1 0
11 x 17 48 41 0
Banner 0 0 0
Other 0 0 0
Scan/Fax Counter
Scan/Fax Total Large Size
Black 190 0
Full Color 0 0
Scans 14263 28
Fax TX 413
Fax RX 37
No. of DOCX TX
Originals(Without
OCR)
0
No. of DOCX TX
Originals(With OCR)0
No. of XLSX TX
Originals(Without
OCR)
0
No. of XLSX TX
Originals(With OCR)0
No. of PPTX TX
Originals(Without
OCR)
0
No. of PPTX TX
Originals(With OCR)0
Network Fax TX
Counter (Black)0
Network Fax TX
Counter (Color)0
Scan TX Counter
(Black)1463
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.11/wcd/a_system_counter.xml 3/3
Scan TX Counter
(Color)
11993
Total by Color
Total 145115
Black 117024
Color 28091
Paper Size / Type Counter
Paper Size Paper Type Count
11" x 17"Not Specified 90
8 1/2" x 14"Not Specified 97
8 1/2" x 11"Not Specified 120359
5 1/2" x 8 1/2"Not Specified 0
A3 Not Specified 0
B4 Not Specified 0
B5 Not Specified 0
A4 Not Specified 0
A5 Not Specified 0
Others Not Specified 0
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.21/wcd/a_system_counter.xml 1/3
Model Name:bizhub C658
Administrator Logout
Ready to Scan
Ready to Print
Maintenance System Settings Security
User
Auth/Account
Track
Network Box
Print Setting Store Address Fax Settings Wizard Customize
To Main
Menu
Total Counter
Total 433935 Total Duplex 35257
Duplex Rate 8.863 # of Originals 434060
Paper Counter 397812 No. of Total Pages
Output 433069
Paper Size Counter
A3 0
A4 3
B4 0
B5 0
5 1/2 x 8 1/2 653
8 1/2 x 11 393224
8 1/2 x 14 2104
11 x 17 848
Banner 0
Other 980
Paper Type Counter
Plain Paper 395041
SGL SIDE ONLY 0
User Paper 1 0
Other 2771
Total Counter
2in1 80
4in1 7
Other 52
Total Print Rate 0.035
Copy Counter
Copy
Total Large Size
Total 137070 413
Black 116754 257
Full Color 20312 156
Single Color 4 0
2 Color 0 0
Print Counter
Print Total Large Size Banner
Total 288205 406 -
Black 179901 81 0
Full Color 108224 325 0
2 Color 80 0 -
Single
Color + 2
--0
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification
Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display
Setting
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for
Held Jobs.
Authorization function Setting
BackUp Settings
POL21
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.21/wcd/a_system_counter.xml 2/3
Color
Total (Copy + Print)
Total
(Copy + Print)
Total 425275
Black 296655
Full Color 128536
Single Color 4
2 Color 80
No. of Prints
(Copy + Print)
Black 285740
Full Color 111989
Single Color + 2
Color 83
Paper Size Counter
(Copy + Print)
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 3 0 0
B4 0 0 0
B5 0 0 0
5 1/2 x
8 1/2 7 646 0
8 1/2 x
11 283525 109617 82
8 1/2 x
14 1438 665 1
11 x 17 370 478 0
Banner 0 0 0
Other 397 583 0
Scan/Fax Counter
Scan/Fax Total Large Size
Black 8660 47
Full Color 0 0
Scans 38181 2
Fax TX 10178
Fax RX 6377
No. of DOCX TX
Originals(Without
OCR)
0
No. of DOCX TX
Originals(With OCR)0
No. of XLSX TX
Originals(Without
OCR)
0
No. of XLSX TX
Originals(With OCR)0
No. of PPTX TX
Originals(Without
OCR)
0
No. of PPTX TX
Originals(With OCR)0
Network Fax TX
Counter (Black)0
Network Fax TX
Counter (Color)0
Scan TX Counter
(Black)1870
6/30/2020 Meter Count - PageScope Web Connection
https://172.19.5.21/wcd/a_system_counter.xml 3/3
Scan TX Counter
(Color)
24401
Total by Color
Total 433935
Black 305315
Color 128620
Paper Size / Type Counter
Paper Size Paper Type Count
11" x 17"Not Specified 870
8 1/2" x 14"Not Specified 2109
8 1/2" x 11"Not Specified 394190
5 1/2" x 8 1/2"Not Specified 677
A3 Not Specified 0
B4 Not Specified 0
B5 Not Specified 0
A4 Not Specified 5
A5 Not Specified 3
Others Not Specified 986
6/30/2020 Meter Count - PageScope Web Connection
https://172.22.5.21/wcd/a_system_counter.xml 1/3
Model Name:bizhub C658
Administrator Logout
Warming Up
Waste Toner Near Full
Maintenance System Settings Security
User
Auth/Account
Track
Network Box
Print Setting Store Address Fax Settings Wizard Customize
To Main
Menu
Total Counter
Total 387214 Total Duplex 50113
Duplex Rate 15.570 # of Originals 373328
Paper Counter 321859 No. of Total Pages
Output 371972
Paper Size Counter
A3 0
A4 4
B4 0
B5 0
5 1/2 x 8 1/2 2
8 1/2 x 11 304152
8 1/2 x 14 4364
11 x 17 13246
Banner 0
Other 91
Paper Type Counter
Plain Paper 312574
SGL SIDE ONLY 8582
User Paper 1 0
Other 703
Total Counter
2in1 90
4in1 0
Other 12
Total Print Rate 0.032
Copy Counter
Copy
Total Large Size
Total 164585 5992
Black 114323 2594
Full Color 50108 3398
Single Color 3 0
2 Color 151 0
Print Counter
Print Total Large Size Banner
Total 221292 9250 -
Black 152775 4567 0
Full Color 68046 4676 0
2 Color 471 7 -
Single
Color + 2
--0
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification
Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display
Setting
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for
Held Jobs.
Authorization function Setting
BackUp Settings
WW1
6/30/2020 Meter Count - PageScope Web Connection
https://172.22.5.21/wcd/a_system_counter.xml 2/3
Color
Total (Copy + Print)
Total
(Copy + Print)
Total 385877
Black 267098
Full Color 118154
Single Color 3
2 Color 622
No. of Prints
(Copy + Print)
Black 223857
Full Color 97566
Single Color + 2
Color 436
Paper Size Counter
(Copy + Print)
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 1 3 0
B4 0 0 0
B5 0 0 0
5 1/2 x
8 1/2 2 0 0
8 1/2 x
11 214724 89000 428
8 1/2 x
14 2563 1800 1
11 x 17 6482 6757 7
Banner 0 0 0
Other 85 6 0
Scan/Fax Counter
Scan/Fax Total Large Size
Black 1337 0
Full Color 0 0
Scans 69213 1217
Fax TX 2816
Fax RX 707
No. of DOCX TX
Originals(Without
OCR)
0
No. of DOCX TX
Originals(With OCR)0
No. of XLSX TX
Originals(Without
OCR)
0
No. of XLSX TX
Originals(With OCR)0
No. of PPTX TX
Originals(Without
OCR)
0
No. of PPTX TX
Originals(With OCR)0
Network Fax TX
Counter (Black)0
Network Fax TX
Counter (Color)0
Scan TX Counter
(Black)3278
6/30/2020 Meter Count - PageScope Web Connection
https://172.22.5.21/wcd/a_system_counter.xml 3/3
Scan TX Counter
(Color)
60158
Total by Color
Total 387214
Black 268435
Color 118779
Paper Size / Type Counter
Paper Size Paper Type Count
11" x 17"Not Specified 13299
8 1/2" x 14"Not Specified 4364
8 1/2" x 11"Not Specified 305017
5 1/2" x 8 1/2"Not Specified 2
A3 Not Specified 0
B4 Not Specified 0
B5 Not Specified 0
A4 Not Specified 4
A5 Not Specified 0
Others Not Specified 25
6/30/2020 Meter Count - PageScope Web Connection
https://172.24.5.1/wcd/a_system_counter.xml 1/1
Maintenance
System Settings
Security
User Auth/Account Tra…
Network
Box
Print Setting
Store Address
Fax Settings
Wizard
Customize
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display Set…
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for Hel…
Authorization function Setting
Backup Setting Information
Total Counter
Total 84281 Total Duplex 6481
Duplex Rate 8.504 # of Originals 82984
Paper Counter 76212 No. of Total Pages
Output 82693
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 0
8 1/2 x 11 73719
8 1/2 x 14 946
11 x 17 1547
Banner 0
Other 0
Paper Type Counter
Plain Paper 76212
SGL SIDE ONLY 0
User Paper 1 0
Other 0
Total Counter
2in1 3
4in1 0
Other 0
Total Print Rate 0.004
Copy Counter
Copy
Total Large Size
Total 32249 703
Black 25611 484
Full Color 6629 219
Single Color 0 0
2 Color 9 0
Print Counter
Print
Total Large Size Banner
Total 51337 881 -
Black 37882 391 0
Full Color 13188 485 0
2 Color 267 5 -
Single
Color + 2
Color
--0
Total (Copy + Print)
Total
(Copy + Print)
Total 83586
Black 63493
Full Color 19817
Single Color 0
2 Color 276
No. of Prints
(Copy + Print)
Black 58464
Full Color 17477
Single Color + 2
Color
271
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 0 0 0
LogoutAdministrator
Ready to Scan
Model Name:bizhub C258
Model Name:bizhub C258
Top MenuSub Menu
PW1
6/30/2020 Meter Count - PageScope Web Connection
https://192.168.200.222/wcd/a_system_counter.xml 1/3
Model Name:bizhub C258
Administrator Logout
Ready to Scan
Ready to Print
Maintenance System Settings Security
User
Auth/Account
Track
Network Box
Print Setting Store Address Fax Settings Wizard Customize
To Main
Menu
Total Counter
Total 30993 Total Duplex 2125
Duplex Rate 7.365 # of Originals 31373
Paper Counter 28852 No. of Total Pages
Output 30977
Paper Size Counter
A3 0
A4 225
B4 0
B5 0
5 1/2 x 8 1/2 0
8 1/2 x 11 28611
8 1/2 x 14 0
11 x 17 16
Banner 0
Other 0
Paper Type Counter
Plain Paper 28852
SGL SIDE ONLY 0
User Paper 1 0
Other 0
Total Counter
2in1 0
4in1 0
Other 0
Total Print Rate 0.000
Copy Counter
Copy
Total Large Size
Total 4856 4
Black 4584 0
Full Color 272 4
Single Color 0 0
2 Color 0 0
Print Counter
Print Total Large Size Banner
Total 25917 12 -
Black 23752 12 0
Full Color 2160 0 0
2 Color 5 0 -
Single
Color + 2
--0
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification
Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display
Setting
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for
Held Jobs.
Authorization function Setting
BackUp Settings
FIRE22
6/30/2020 Meter Count - PageScope Web Connection
https://192.168.200.222/wcd/a_system_counter.xml 2/3
Color
Total (Copy + Print)
Total
(Copy + Print)
Total 30773
Black 28336
Full Color 2432
Single Color 0
2 Color 5
No. of Prints
(Copy + Print)
Black 26609
Full Color 2238
Single Color + 2
Color 5
Paper Size Counter
(Copy + Print)
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 225 0 0
B4 0 0 0
B5 0 0 0
5 1/2 x
8 1/2 0 0 0
8 1/2 x
11 26372 2234 5
8 1/2 x
14 0 0 0
11 x 17 12 4 0
Banner 0 0 0
Other 0 0 0
Scan/Fax Counter
Scan/Fax Total Large Size
Black 220 0
Full Color 0 0
Scans 6584 1
Fax TX 2706
Fax RX 4
No. of DOCX TX
Originals(Without
OCR)
0
No. of DOCX TX
Originals(With OCR)0
No. of XLSX TX
Originals(Without
OCR)
0
No. of XLSX TX
Originals(With OCR)0
No. of PPTX TX
Originals(Without
OCR)
0
No. of PPTX TX
Originals(With OCR)0
Network Fax TX
Counter (Black)0
Network Fax TX
Counter (Color)0
Scan TX Counter
(Black)153
6/30/2020 Meter Count - PageScope Web Connection
https://192.168.200.222/wcd/a_system_counter.xml 3/3
Scan TX Counter
(Color)
2830
Total by Color
Total 30993
Black 28556
Color 2437
Paper Size / Type Counter
Paper Size Paper Type Count
11" x 17"Not Specified 16
8 1/2" x 14"Not Specified 0
8 1/2" x 11"Not Specified 29018
5 1/2" x 8 1/2"Not Specified 0
A3 Not Specified 0
B4 Not Specified 0
B5 Not Specified 0
A4 Not Specified 226
A5 Not Specified 0
Others Not Specified 0
6/30/2020 Meter Count - PageScope Web Connection
https://172.25.5.11/wcd/a_system_counter.xml 1/1
Maintenance
System Settings
Security
User Auth/Account Tra…
Network
Box
Print Setting
Store Address
Fax Settings
Wizard
Customize
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display Set…
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for Hel…
Authorization function Setting
Backup Setting Information
Total Counter
Total 29815 Total Duplex 1547
Duplex Rate 5.474 # of Originals 29909
Paper Counter 28263 No. of Total Pages
Output 29810
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 0
8 1/2 x 11 28210
8 1/2 x 14 48
11 x 17 5
Banner 0
Other 0
Paper Type Counter
Plain Paper 28263
SGL SIDE ONLY 0
User Paper 1 0
Other 0
Total Counter
2in1 0
4in1 0
Other 0
Total Print Rate 0.000
Copy Counter
Copy
Total Large Size
Total 22414 5
Black 17238 4
Full Color 5176 1
Single Color 0 0
2 Color 0 0
Print Counter
Print
Total Large Size Banner
Total 7351 0 -
Black 2941 0 0
Full Color 4297 0 0
2 Color 113 0 -
Single
Color + 2
Color
--0
Total (Copy + Print)
Total
(Copy + Print)
Total 29765
Black 20179
Full Color 9473
Single Color 0
2 Color 113
No. of Prints
(Copy + Print)
Black 19749
Full Color 8426
Single Color + 2
Color
88
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 0 0 0
LogoutAdministrator
Ready to Scan
Model Name:bizhub C258
Model Name:bizhub C258
Top MenuSub Menu
GOLF1
6/30/2020 Meter Count - PageScope Web Connection
https://172.25.5.21/wcd/a_system_counter.xml 1/1
Maintenance
System Settings
Security
User Auth/Account Tra…
Network
Box
Print Setting
Store Address
Fax Settings
Wizard
Customize
Meter Count
ROM Version
Import/Export
Status Notification Setting
Total Counter Notification Setting
Date/Time Setting
Daylight Saving Time
Timer Setting
Network Error Code Display Set…
Reset
License Settings
Edit Font/Macro
Call Remote Center
Remote Access Setting
Confirm update settings for Hel…
Authorization function Setting
Backup Setting Information
Total Counter
Total 55493 Total Duplex 3943
Duplex Rate 7.650 # of Originals 56072
Paper Counter 51543 No. of Total Pages
Output 55486
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 1
8 1/2 x 11 51352
8 1/2 x 14 183
11 x 17 7
Banner 0
Other 0
Paper Type Counter
Plain Paper 51543
SGL SIDE ONLY 0
User Paper 1 0
Other 0
Total Counter
2in1 0
4in1 30
Other 0
Total Print Rate 0.058
Copy Counter
Copy
Total Large Size
Total 8123 3
Black 6035 2
Full Color 2085 1
Single Color 0 0
2 Color 3 0
Print Counter
Print
Total Large Size Banner
Total 47353 4 -
Black 24731 3 0
Full Color 22616 1 0
2 Color 6 0 -
Single
Color + 2
Color
--0
Total (Copy + Print)
Total
(Copy + Print)
Total 55476
Black 30766
Full Color 24701
Single Color 0
2 Color 9
No. of Prints
(Copy + Print)
Black 30067
Full Color 21467
Single Color + 2
Color
9
Black Full Color Single Color + 2
Color
A3 0 0 0
A4 0 0 0
LogoutAdministrator
Ready to Scan
Model Name:bizhub C258
Model Name:bizhub C258
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BT1
6/30/2020 Meter Count - PageScope Web Connection
172.17.1.32/wcd/system_counter.xml 1/1
Information
Job
Box
Store Address
Favorite Setting
Customize
Device Information
Device Status
Device Configuration
Consumables
Meter Count
Eco Info
Authorization function list displ…
Online Assistance
Network Setting Information
Print Setting Information
Distribution File Download
Total Counter
Total 108962 Total Duplex 6688
Duplex Rate 6.780 # of Originals 105705
Paper Counter 98645 No. of Total PagesOutput 105333
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 108
8 1/2 x 11 92058
8 1/2 x 14 2926
11 x 17 3549
Banner 0
Other 4
Paper TypeCounter
Plain Paper 98340
SGL SIDE ONLY 0
User Paper 1 0
Other 305
Total Counter
2in1 17
4in1 8
Other 0
Total Print Rate 0.025
Copy Counter
Copy
Total Large Size
Total 25521 2637
Black 23936 2536
Full Color 1573 99
Single Color 4 1
2 Color 8 1
Print Counter
Print
Total Large Size Banner
Total 83398 992 -
Black 65022 231 0
Full Color 18375 761 0
2 Color 1 0 -
Single Color + 2Color --0
Total (Copy + Print)
Total(Copy + Print)
Total 108919
Black 88958
Full Color 19948
Single Color 4
2 Color 9
No. of Prints(Copy + Print)
Black 81888
Full Color 16746
Single Color + 2Color 11
Paper SizeCounter(Copy + Print)
Black Full Color Single Color +2 Color
A3 0 0 0
A4 0 0 0
B4 0 0 0
B5 0 0 0
To Login ScreenTo Login ScreenPublic
Warming Up
Model Name:bizhub C258
Model Name:bizhub C258
Top MenuSub Menu
OBPL-REF
6/30/2020 Meter Count - PageScope Web Connection
172.17.1.33/wcd/system_counter.xml 1/1
Information
Job
Box
Store Address
Favorite Setting
Customize
Device Information
Device Status
Device Configuration
Consumables
Meter Count
Eco Info
Authorization function list displ…
Online Assistance
Network Setting Information
Print Setting Information
Distribution File Download
Total Counter
Total 159901 Total Duplex 26723
Duplex Rate 21.198 # of Originals 153182
Paper Counter 126062 No. of Total PagesOutput 152785
Paper Size Counter
A3 0
A4 0
B4 0
B5 0
5 1/2 x 8 1/2 0
8 1/2 x 11 120818
8 1/2 x 14 520
11 x 17 4723
Banner 0
Other 1
Paper TypeCounter
Plain Paper 125307
SGL SIDE ONLY 0
User Paper 1 0
Other 755
Total Counter
2in1 100
4in1 12
Other 0
Total Print Rate 0.089
Copy Counter
Copy
Total Large Size
Total 28353 830
Black 23434 354
Full Color 4877 476
Single Color 39 0
2 Color 3 0
Print Counter
Print
Total Large Size Banner
Total 131546 6286 -
Black 30738 124 0
Full Color 100808 6162 0
2 Color 0 0 -
Single Color + 2Color --0
Total (Copy + Print)
Total(Copy + Print)
Total 159899
Black 54172
Full Color 105685
Single Color 39
2 Color 3
No. of Prints(Copy + Print)
Black 48971
Full Color 77056
Single Color + 2Color 35
Paper SizeCounter(Copy + Print)
Black Full Color Single Color +2 Color
A3 0 0 0
A4 0 0 0
B4 0 0 0
B5 0 0 0
To Login ScreenTo Login ScreenPublic
Ready to Scan
Model Name:bizhub C258
Model Name:bizhub C258
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OBPL-CIRC
j:\worddoc\rfp\2020 rfp\2020 copiers final.doc Page 20
Section 3. Review Process
A.Evaluation of Proposals and Selection
The proposals received will be evaluated by the Village on the basis of professional
qualifications, previous experience on similar projects, key personnel assigned to the project,
satisfaction of previous clients on work performed for them, current billing rates, and the
proposal that best meets the needs of the Village. This proposal is not intended to be detailed;
it is intended to be an expression of interest in providing services for the project, as well as to
provide background information on the firm and its professional qualifications. Firms will be
contacted during the evaluation if further information is needed. The Village may choose to
interview one or more firms before final selection is made.
This Request for Proposal does not commit the Village to award a contract, to pay any costs
incurred in the preparation of a proposal based on this request, or to procure or contract for
services. All proposals submitted in response to this Request for Proposal become the property
of the Village. The Village reserves the right to accept or reject any or all proposals received as
a result of this request, to negotiate with qualified consultants, or to cancel in part or in its
entirety the Request for Proposal, if it is in the best interest of the Village to do so. The Village
may require the consultant selected to participate in negotiations concerning contract price or
the nature and extent of services to be provided. The results of such negotiations shall be
incorporated into the final contract between the Village and its consultant.
B.Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be
interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or
technical error and to accept any proposal deemed most favorable to the interests of the Village.
The Village will review proposals based on the following criteria:
1)Compliance with RFP. Adherence to all conditions and requirements of the RFP.
2)Understanding of the Project. The proposer’s understanding of the engagement, the
Village’s objectives, and the nature and scope of the work involved.
3)Services to be Provided. The exact type and nature of the proposer’s proposed services
and how they accomplish the objectives of the project.
4)Qualifications of the Proposer. The proposer’s capability in all respects to perform fully
all contract requirements, and the integrity and reliability which will assure good faith
performance. This criterion includes:
•The experience of the firm and its record on projects of a similar nature.
•Personnel to be assigned to the project, their education, qualifications, and
experience on similar projects.
•The availability of necessary personnel and other resources to successfully complete
the project specified herein on a timely basis.
j:\worddoc\rfp\2020 rfp\2020 copiers final.doc Page 21
5)Costs. Proposed contract price.
6)Ability, capacity and skill to fulfill the services as specified.
7)Ability to supply the commodities; provide the services or complete the construction
promptly, or within the time specified, without delay or interference.
8)Character, integrity, reputation, judgment, experience and efficiency.
9)Quality of performance on previous contracts.
10)Previous and existing compliance with laws and ordinances relating to the contract.
11)Sufficiency of financial resources.
12)Quality, availability and adaptability of the commodities, services or construction, in
relation to the Village’s requirements.
13)Ability to provide future maintenance and service under the contract.
14)Number and scope of conditions attached to the proposal.
15)Record of payments for taxes, licenses or other monies due the Village.