public copier specifications - library


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PUBLIC COPIER SPECIFICATIONS – ABC LIBRARY

1. The Vendor will provide public copier services at a cost to library customers of no more than $.20 per copy. 2. The vendor shall place copy machines at only the locations listed below in Appendix A. 3. Copiers shall be able to be operated in an efficient manner so as to serve the public whose interest and welfare are the first and primary consideration. (See 14. A-J for Machine Specifications). 4. Any sums due to the vendor will be paid on a monthly basis following receipt of an invoice or as otherwise agreed to between the City and the awarded vendor. 5. Money shall be collected by the vendor who shall have sole access to the money boxes. (See 15. A-D for Vending Device Specifications). 6. The Vendor must furnish all equipment and fixtures necessary for the operation of the vending machines and employ at his/her own expense all persons necessary to perform the duties and render the services required for providing copy services. The Vendor shall provide preventative maintenance for each machine, including all parts and labor, at no cost to the City. Emergency services shall be available Monday through Friday 8:00 a.m. to 5:00 p.m. If extensive repairs are required, the Vendor shall provide a loaner machine. 7. The Vendor must provide training to key Library staff in refilling paper cassettes and clearing paper jams only. (See 16. A- D for Maintenance Specifications). ABC Library staff will notify Vendor in case of machine malfunctions. 8. No improvements, alterations, additions, or changes in the premises are to be made by the Vendor without written consent. No advertising by the Vendor will be permitted other than signage informing customers about refund procedures. Vendor is responsible for all refunds.

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9. The City will provide space for copy machines with 110V electrical outlets. The City assumes no liability regarding the copy machines or service components. The City Shall not be responsible for any vandalism done to any of the machine by a third part. The City shall be held harmless in the event of any litigation involving any contract issued as a result of the RFQ.

C:\Users\djohnston\Downloads\Public Copier Specifications 01-30-15.docx

PUBLIC COPIER SPECIFICATIONS – ABC LIBRARY

10. The City will entertain any alternative offers to achieve the same results as the stated specifications. The City reserves the right to award a contract to whichever offer will best meet the needs of the City and the Library customers. The opinion of the City on which offer best meets these needs will not be subject to protest. 11. The initial contract period will be from the date of issuance to 07-31-2016. Four (3) oneyear contract extensions will be allowable with mutual agreement. If either party opts to not extend the contract, an automatic three-month contract extension will go into place to allow for the procurement of replacement services. 12. Copiers supplied by the Vendor must be in satisfactory working order as determined by library personnel. Equipment with persistent service problems shall be moved to a more suitable location or replaced. 13. The Vendor shall provide toner and supplies at no cost to the City. The City will provide all the paper for copiers. 14. Machine specifications: The photocopy vending machines can be new or used machines and must be easy to use by the public. The photocopy machines shall be current production models by the original manufacturer. The remainder of the machine specifications are: A. All machines must be able to produce copies at a speed of 20 copies per minute or better. B. All machines must be capable of producing copies in the 8-1/2” x 11”, 8-1/2” x 14”, and 11” x 17” paper sizes. C. All machines must be dry toner, electrostatic copiers, using 20ff plain bond paper. D. All machines must have an automatic exposure control system, a manual exposure control system, and a photo-mode exposure control system. E. All machines must have a stationary platen, and must be capable of copying from books as well as original sheets. 2

F. All machines shall be labeled with clear easy to read and understand instructions by the public.

C:\Users\djohnston\Downloads\Public Copier Specifications 01-30-15.docx

PUBLIC COPIER SPECIFICATIONS – ABC LIBRARY

G. All machines must make good, crisp, black and white copies, of a quality acceptable to the City. H. All machines must be able to make reduction copies to 50% and enlargement copies to 200% in one percent increments. I. All machines must be equipped with a paper cassette tray with a capacity of at least 500 sheets for the 8-1/2” x 11” paper, a capacity of 250 sheets for other sizes, and a 50 sheet stackable bypass tray. J. All machines must have a device to allow Library staff to operate the copier independently from coin and currency acceptor to make copies for library operations and any library customer copy errors. 15. Vending Device Specifications: A. All machines shall be equipped with a coin changer to accept nickels, dimes, quarters, and one and five dollar bills. Coin changer must have full escrow for multi-copying. B. Cash collection of user receipts shall be performed by the vendor with quarterly accounting reports to the City, showing copier and vending meters reconciled against cash receipts. C. The vendor will be required to maintain the change funds in the vending devices. D. The vendor will be required to administer all refunds to the public. 16. Maintenance Specifications: A. Copier vendor must provide a minimum of one monthly preventative maintenance service visit for each machine. Such preventative maintenance will include all parts and labor, at no cost to the City.

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B. Coper vendor shall provide a four hour response time with service available Monday through Friday from 8:00 a.m. to 5:00 p.m. Repair service shall be at no cost to the City.

C:\Users\djohnston\Downloads\Public Copier Specifications 01-30-15.docx

PUBLIC COPIER SPECIFICATIONS – ABC LIBRARY

C. Copier vendor shall provide all toner, drums/imaging units and all other supplies at no cost to the City. All supplies will be stored in a locked storage cabinet provided by the vendor. D. Vendor shall train Library staff to refill paper cassettes, install toner cartridges, and clear paper jams only. Library staff must notify vendor promptly in case of machine malfunctions.

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C:\Users\djohnston\Downloads\Public Copier Specifications 01-30-15.docx

PUBLIC COPIER SPECIFICATIONS – ABC LIBRARY

Appendix A Library Alamosa Cherry Hills Central and Unser East Mountain Erna Fergusson Juan Tabo Lomas Tramway Los Griegos Main North Valley San Pedro South Broadway South Valley Special Collections Taylor Ranch Tony Hillerman/Wyoming Westgate

Address 6900 Gonzales Rd SW, 87121 6901 Barstow NE, 87111 8081 Central NW, 87123 1 Tijeras Rd, Tijeras, NM, 87059 3700 San Mateo NE, 87110 3407 Juan Tabo NE, 87111 908 Eastridge NE, 87123 1000 Griegos Rd NW, 87107 501 Copper Ave NW, 87102 7704-B Second St NW, 87107 5600 Trumbull SE, 87108 1025 Broadway SE, 87102 3904 Isleta SW, 87105 423 Central NE, 87102 5700 Bogart NW, 87120 8205 Apache NE, 87110 1300 Delgado SW, 87121

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C:\Users\djohnston\Downloads\Public Copier Specifications 01-30-15.docx

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