Photocopier Contracts

Bodmin Town Council has two photocopier contracts that are due for renewal on 31/12/19 and 29/02/19. We are looking to replace both of these machines with new 5 year contracts to include all consumables and maintenance. Please see attached for detailed requirements for each machine.

Please can all quotes be submitted by 12pm on Tuesday 01/10/2019

If you require anything further please don't hesitate to contact me.

Abigail Barrett

Additional information: Q1 -We have been asked to clarify the accessibility of the first floor admin office in the Shire Hall. It is reached by a wide granite staircase that consists of 14 steps a turn (approximately 1.93m wide), 6 steps a turn and a further 6 steps and turn (both approximately 1.42m wide)

Q2 -We have been asked to confirm the page speed for the our current contracts. They are: Admin first floor office machine 35 pages per minute and admin ground floor office machine 45 pages per minute. We would want the new machines to both be no lower than the existing rates.

Q3 - We would be looking to have the new machines in place in before the expiry dates so there is no interruption in service. So we would be looking to arrange delivery dates in mid December and mid February

Q4 - The consumables we would expect to be included are toner cartridges/waste toner cartridges and staples

Q5 - We would expect the consumables, maintenance and machine rental to be included in the £8000 projected cost. The cost per copy would be additional

Q6 - We would expect the FOC consumables and maintenance to be included for the full duration of the 5 year contracts

Q7 - The current machine that is located on the ground floor is 107cm tall (plus wheels of 6cm) by 58cm wide by 67cm deep. The machine will be moved to a smaller location in the future so if it can be no larger than the existing size or preferably smaller.

Q8 - The page per minute rates quoted on the requirements is correct. The smaller machine on the ground floor is slightly faster as it is used in customer facing situations but does not require a finisher. The first floor machine main unit is of a similar size but is slightly slower and has a finisher attached which makes it larger overall.

Q9 - Our machines are connected to our server network and are used as photocopiers and printers. The document server function allows us to scan and hold template documents on the photocopier hard drive to allow printing direct from the machine. This is a preferred extra but not essential.

Q10 - The maximum service call out wait time we would expect as part of the contract is 6 hours

Q11 - If a supplier felt that a solution that differed from the main requirements we have set out would be a good option for us we would consider the proposal.