Purchase of Multi-Function Printer
| Location: | Alberta |
|---|---|
| Posted: | Apr 17, 2025 |
| Due: | Apr 30, 2025 |
| Agency: | Government of Alberta |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | AB-2025-02935 |
| Publication URL: | To access bid details, please log in. |
Open & competitive opportunity
• Request for Proposal
Amended
Open
Greater St. Albert Roman Catholic Separate School Division
REQUIRED SERVICES
A single source provider for MFP Technology at;
Schools (Office desktop production MFP, Staff Workroom large capacity MFP)
Division support service locations (Division Office and Operation Services)
Outlined below is a list of minimum technical requirements for each function. Please indicate if you meet or exceed the minimum specification.
Hardware Mandatory Minimum Requirements
Color MFP – 70PPM
12”x18” Printing
Envelope Printing from Universal and Bypass Trays
Minimum of 3 Universal Paper Trays (letter, Legal and Ledger)
One Tray must accommodate at least 2,500 Sheets (letter)
10” Control Panel
Single Pass Duplex Scanning.
Minimum Speed Scan of 270ipm
Must Support 99% Accuracy OCR for Multiple Languages
Must Support Searchable PDF, Encrypted PDF, TIFF, JPEG, Word and PowerPoint Scanning File Formats.
Must come standard with Scan Preview and Edit in Preview
Must support removal of Copied and Scanned Blank Pages.
Must support Mixed Size Originals.
Must support Booklet Maker, Saddle Stitch Stapling & 3 Hole Punching Capabilities.
Must support C, V & Z folds
Must support faxing capabilities
Must Support Hot Folder Print Automation.
Must come standard with True Adobe Postscript 3
Must Support Scheduled and on Demand HDD Data Erase
Must be Energy Star and RoHs compliance
Vendors must provide reliability and fleet usage analytics through Governance Meetings.
PaperCut
Must support PaperCut PIN Release.
Must support mixed brand environment.
Vendor must provide Basic PaperCut Support.
Value Add
Auto Toner Replenishment
Automated Meter Reads
Interactive Maintenance Instructional Videos
Remaining Toner Display in 1% increments.
What energy saving features are standard.
Vendor must provide detailed invoicing broken down by school or cost centre.
Scanning
Integration and authentication with LDAP 3 servers
Ability to use a public email address book at the device
Ability to create PDF, TIFF, and multi-page TIFF files
OCR scanning to network file storage.
Fax
33.6 kbps modem minimum
Speed dials
Group dials
Desktop access Service Delivery
Deliver, Install and Commission the devices: The Division requires the supplier to
provide equipment and onsite installation/setup services when requested
An example of an implementation plan and training schedule is required in each vendor’s response.
Vendors should include their guaranteed delivery time, shown in days from receipt of order, for devices purchases made as a result of this RFP
Provide detail of the proposed warranty period and coverage
Vendor will guarantee the availability of replacement parts during the duration of the contract term for equipment purchased through the vendor
Ongoing Maintenance and Service: Provide information of your commitment to servicing The Division account. This information should include but is not necessarily limited to the following:
Customer Service Commitment
Guaranteed Response Time
Guaranteed Repair of Product
Back up units/Loaners
Usage Reports
Reporting on Device performance and Service metrics
PROPOSAL REQUIREMENTS
One (1) copy of each proposal is required.
In order to simplify the review process and to obtain the maximum degree of comparability, interested respondents are asked to organize their proposals in a manner similar to the following outline:
Title Page
Show the request for proposal subject, the respondent’s name, address, telephone number, name of contact person and the date.
Table of Contents
Include a clear specification of the material by section and by page number
c) Description of Services to be Provided
Include a description of the services to be provided including a history of the institution’s involvement in providing these services to organizations similar to the Division. This description of services should reflect the Required Services outlined in clause 3 above.
d) Cost of Services to be Provided
This section should include:
For Multifunction Technology, please provide the following:
Provide any base monthly costs or option to purchase devices.
Provide a cost per impression (any size) for Multifunction technology;
Not all schools are currently included in this contract; describe how the cost would change
Specify any additional costs and describe how the costs would escalate over the Term;
Describe any price discounts you would offer if the volumes grew beyond the estimated current volumes; and
Describe any price changes for lesser/greater number of Schools (users) and how late additions (equipment) would be accepted to the contract.
2. Any other additional costs or charges related to the provision of services by the respondent if the respondent was appointed as the Division’s Service Provider.
3. Please include a proposal to adjust annual volumes to deal with a decline in annual enrolment anywhere within the five year term of contract.
e) Information on Service Personnel
The qualifications, expertise and the roles of all staff, contract personnel and agents employed or contracted by the respondent who may be assigned to handle the Divisions accounts.
f) References
As applicable, see clause 8 below.
g) Any Additional Information
The respondent may provide any additional information to enhance the proposal.
In the event that a Respondent has a unique capability, credential, or service that is not expressly solicited by the RFP, Respondents are encouraged to attach any appropriate supporting materials with additional information as desired.
APC Reference #
AB-2025-02935
Category
Goods
Posting Date • Time
Apr 16, 2025 • 11:15 am (MT)
Closing Date • Time
Apr 30, 2025 • 10:44:02 am (MT)
Region(s) of Delivery
Alberta
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