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<br />REQUEST FOR PROPOSAL <br />Replacement of copiers with Digital MFDs <br /> <br />Cabarrus County, North Carolina <br />July 2005 <br /> <br />SECTION 1 <br /> <br />INTRODUCTION <br /> <br />Cabarrus County (hereinafter referred to as "County") is soliciting Request for Proposals (RFP) from <br />qualified Vendors for leasing, installation, and support/maintenance of digital multi-function devices <br />(hereinafter referred to as "MFDs"), to replace existing leased analog and digital copiers. <br /> <br />GENERAL INFORMATION <br /> <br />. . -'-, . <br />Cabarrus County is located in the Piedmont region of North Carolina and is located approximately25 miles <br />north of the .City of Charlotte. Work under this RFP shall be conducted in multiple county buildings <br />throughout Cabarrus County. The Vendor will be required to conduct work under this RFP, in coordination <br />with Cabarrus County staff. The County expects and requires that all work conducte!1 under this RFP be in <br />accordance with accepted industry standards for MFD services, compliance with all local, state and federal <br />laws, and the specifications outlined in this document. <br /> <br />Specifications for purposes of this RFP shall be found in this document. The VendOr shall comply with all <br />specifications and requirements listed therein. <br /> <br />GENERAL REQUIREMENTS OF THE RFP <br /> <br />Requirements shall consist of the following: <br /> <br />The Vendor will be responsible for installation of all MFDs in all locations, including plugging into building' <br />power and data jacks, and testing. The Vendor will be responsible for training "trainers" - The County staff <br />that will in turn be responsible for training other County staff. <br /> <br />The Vendor will be responsible for all post-installation support and maintenance of all MFDs. Support and <br />maintenance include provision of all consumables required by the device (except paper), phone support <br />and trouble shooting, on-site support and trouble-shooting, on-site mandatory maintenance and upgrades, <br />and replacement of all irreparable components and/or devices. <br /> <br />The Vendor will be required to provide electronic billing information quarterly. Both the lease and click- <br />charge biiling information must be categorized by county department/device. <br /> <br />The original lease will be a minimum of three (3) years with the possibility of (up to) two (2) 36-month <br />renewals, providing the Vendor is wiiling to upgrade equipment as necessary upon contract renewals. The <br />lease may not be held or managed by a third-party from the Vendor providing installation, training, and <br />ongoing support/maintenance. <br /> <br />Vendor will be required to bid all items specified. Bids may be rejected if they do not include all <br />specifications. <br /> <br />STANDARDS FOR AWARD OF CONTRACT <br /> <br />The County plans to award a contract to the successful Vendor (hereinafter referred to as the "Vendor") <br />based on the response to this RFP, which best suits the project outline and needs of the County. All <br />instructions to Vendors, design specifications and other information are contained within the body of this <br />RFP. Any written addendum provided to the Vendors by the County, prior to the bid opening shall also be <br />a part of this RFP. Other information and instructions not approved in writing by the County shall not be <br />considered a valid part of this RFP. The County hereby assigns the Purchasina Aaent as the official <br />contact for this RFP. All questions and written directions shall be made to and addressed through the <br />Finance Department, as specified below. <br /> <br />QII <br /> <br />~~- <br />