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Bid Title: Bids for Copiers at Ash. Co. Department of Job and Family Services
Category: Job & Family Services
Status: Closed

Description:

LEGAL NOTICE OF SOLICITATION

The Ashtabula County Board of Commissioners on behalf of Job & Family Services (ACJFS) is accepting bids for copier machines. Sealed bids will be received by the Board of Ashtabula County Commissioners, Attn:  Lisa Hawkins, Clerk, 25 West Jefferson Street, Jefferson, Ohio 44047-1092.  The deadline for submitting bids is April 2, 2020 at 3:00 p.m.

 

One original and two copies of the copier machine bid must be submitted to the Board and should at minimum contain the following specifications:

                5-Copy machines with the following minimum specifications:

60-70ppm (or a variable within that specification) with copy, print, scan, paper decks and finisher, 3,000 sheet staple sorter and staples 50 sheets letter.         

            3-Copy machines with the following minimum specifications:

40-50ppm (or a variable within that specification) with copy, print, scan, paper decks and finisher, 1,000 sheet stapler sorter and 50 sheet letter stapler.        

          2-Copy machines with the following minimum specifications:

40-50ppm with Color/BW, copy, print, scan, paper decks and finisher, 1000 sheet stapler sorter and 50 sheet letter stapler.

           

            2-Copy machines with the following minimum specifications:

25-30ppm with copy, print, scan and fax, paper decks and finisher.

Bids for Digitized Fax System may also be included with the following specifications, if available:

System must allow for multiple lines to come into the system and allow for separate storage and routing of digital data.  System must be able to be used in two locations by either being combines in service features or having more than one unit/system.  The devices must be multi-line at each location.  Site one will need a 4 line system; site 2 will require a 2 line system.  System should allow users to access files in PDF or TIFF, JPEG, etc. formats and allow for secure storage of files.  System should require secured access via user name and password to enter the system to retrieve documents from each line.  System should also include software feature to send faxes electronically through desktop and must meet clearance through ODJFS requirements (determined based on specifications submitted by vendor and cleared through ODJFS technical support by ACJFS.)  Users should be able to send, receive, and view faxes preferable on a browser based interface.  Incoming faxes should be maintained and sorted by inbound fax number.  System should also back up and store the files until manually deleted by ACJFS.

Total costs should include lease option with detailed costs on 60 month leasing option. Bids should outline the number of images included in the lease and the cost per copy for overages (in both black and color), as well as all maintenance on machines.  The maximum wait time on maintenance for machines should be 24 hours (excluding weekends and holidays).  In addition to the above specifications; Bids should also include the costs to set up the machines and wipe the hard drives of the copy machines prior to their removal at the end of the contract term.

Bids may also include a fax appliance system that would allow for faxes to be received electronically, then routed to users, and fax from desktop application if available.  The goal of this purchase is to update equipment and lower costs.  All equipment must be compatible with the Ohio Department of Job and Family Services network for security purposes as it related to the scanning and printing functions.

The Board of Commissioners with input by the Department of ACJFS reserves the right to award a bid received on basis of individual items, or on the entire list of items, reject any or all bids, or any part thereof, and/or waive any informality in the bids.  The decision of the Ashtabula County Commissioners shall be final.

For additional information, please contact Steve McClure in writing at .

The Bid notice may be obtained via the internet at https://www.ashtabulacounty.us by clicking on the “Bid Opportunities” button at the left side of the screen.

By order of the Board of Ashtabula County Commissioners: Casey Kozlowski, Kathryn Whittington, J.P. Ducro IV.

Lisa Hawkins, Clerk: March 16, 2020

           

           

Publication Date/Time:
3/16/2020 10:00 AM
Closing Date/Time:
4/2/2020 3:00 PM

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