218952 - SD58 Photocopier MFD Leasing

The primary purpose of this Request for Proposals is to assist with the selection of multifunctional office copiers supplied on a hybrid lease plus cost per copy basis. SD58 expects to establish a multifunctional office copier program based on a cost per copy basis wherein the proponent supplies the copier, scheduled routine maintenance, repairs, parts and all consumables (except paper). Currently SD58 has approximately 44 copy machines of various sizes and speeds that are part of the current cost per copy program. The proponent selected will replace all or part of the existing copiers with new, not used or refurbished copiers. Black and white multifunctional office copiers or Black and white and colour multifunctional office copiers It is anticipated that the proponent will “network” the photocopiers to the SD58 computer systems. Through the implementation of multifunctional office copiers, SD58 expects to rationalize the office equipment copier fleet, which implies some equipment consolidation. The program will rely on the installation of hardware standards and the creation of an effective service, consumables and support contracts for all SD58 copier hardware. Given some of the current contracts have staggered expiry dates, the proponent will phase in their copiers over a period of time as existing contracts expire.   The proponent will be responsible for providing all phases of the copier services. This includes providing new copy machines, prompt maintenance (both preventative and remedial), all supplies (except paper), accounting and invoicing data, delivery and copier set-up services, copier volume usage reports and onsite service technician support. The costs for the foregoing services and supplies shall be included in the unit price per copy. The selected proponent will be expected to install the multifunctional office copiers, assist extensively with the implementation, train SD58 staff in the operation of the copiers and provide ongoing technical support. Identifying and tracking SD58 employee/departmental usage is currently performed via Paper Cut 24 using Pin codes and key fob technology, so compatibility with this software is required.