Request for Proposals: Multifunction Printers/Copiers & Managed Print Services
February 17, 2023
The Somerset County Library is accepting proposals from qualified vendors for the lease of (4) Multifunction Printer/Copiers and Managed Print Services, including supply of consumables, maintenance, repair, and asset inventory control. Sealed proposals must be received by the Library Director, Ed Goyda, at the Princess Anne Library by Friday, March 10, at 11:00 a.m. Late proposals will not be accepted.
The Somerset County Library will consider the competency and responsibility of bidders in making the award. Failure to comply with the requirements set forth in this RFP may result in disqualification. The Library reserves the right to reject any and all bids, to waive informalities and technicalities, to reject portions of the bids, and to award contracts in a manner consistent with the laws governing the State of Maryland.
Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The contract award, if any, will be made to the vendor who, in the Library's sole discretion, is best able to perform the required services.
The Library's current contract expires March 31, 2023. Proposals submitted under this Sealed Bid shall assume a contract start date of April 1, 2023, with equipment on site and prepared for usage on or before that date.
Questions should be submitted to Ed Goyda, Library Director, at ed.goyda@somelibrary.org. Questions should not be submitted by telephone. A list of any questions and answers shall be maintained for public viewing at somelibrary.org/copier_rfp.
Please submit one original, sealed copy to:
Ed Goyda
Library Director
Somerset County Library
11767 Beechwood St.
Princess Anne, MD 21853
Request for Proposals
The full request for proposals is available here.Questions & Answers
1. What is the software that you are currently using to manage the patron printing costs and is the new solution required to integrate with the existing software, or are you looking to acquire a software to reside on the Libraries intranet?
The software that manages the patron printing is Envisionware LPT:One Print Release Terminal, which is a part of a suite with Envisionware's PC Reservation Station that is used - on the public computers - to authenticate library cards, manage library hours, and set usage time limits Essentially, the print job is going from the customer to a virtual service (that, from their perspective, looks like a printer) on the intranet. Once staff have manually collected payment, staff authorize the job to go to the actual printer, where it looks like any other print that staff might make. There's no need for a new solution or any integration on the printing side. That software is provided free to us by the Eastern Shore Regional Library.
On the copy side, we have library-owned Xerox Vend Station VI's on both patron printers that take cash and coin. (We also take Square at the front desk and manually override - turn a key - the vend station to not require payment.) Proposed solution needs to address the cash and coin function.
2. The staff printers require full keyboard. Most of the manufacturers have transitioned from physical hard keyboards to digital full keyboards, will that fulfill the bid requirements?
Digital keyboard is acceptable, but please be clear about it in the bid.
3. I wanted to just confirm what was the model of the "coin ops" machine you currently own at that is connected to the Crisfield & Princess Anne Patrons machines. I wanted to confirm compatibility with the machines I am quoting.
The model is Xerox Vend Station VI, which take cash and coin. Card payments are handled manually by staff using a Square Terminal.
4. Do the current coin op units use a cable connected to the MFP? I just need to know this because if they do our Sharp Devices will connect to the Xerox Vend Station VI. Which I'm confident is the same way they connect to the Xerox machines.
Yes, it's connected via cable. See (below) for the copier side of the connection.
