August 3, 2020
TO: Prospective Bidders
RE: Request for Quotation (RFQ)
RFQ 20-17 Copier Equipment Maintenance & Supplies
The Greater Dayton Regional Transit Authority (RTA) is interested in obtaining quotes for
RFQ 20-17 Copier Equipment Maintenance & Supplies. Your firm is invited to submit a
DBE Participation: It is the policy of the Department of Transportation (DOT) that DBE’s,
as defined in 49 CFR, Parts 23 and 26, shall have the maximum opportunity to participate
in the performance of contracts financed in whole or in part with federal funds under this
Agreement. Although the DBE goal for this procurement is 0%, RTA welcomes DBE
In order to be considered, please ensure that your quote is received by the undersigned
no later than August 20, 2020 by 2:00 PM EST. Quotes may be faxed to the
undersigned at (937) 425-8410, emailed to firstname.lastname@example.org, mailed,
delivered or sent by delivery service addressed to the undersigned at Greater Dayton
Regional Transit Authority, 4 S. Main Street, Dayton, OH 45402. Please allow additional
working days for the internal delivery of mailed quotes in addition to the U.S. Postal
The successful quoters will be offered a four-year contract, effective on or about
September 1, 2020. The award will be based on the lowest quote received from
responsive and responsible quoters as determined by the RTA.
The successful vendor(s) will receive a blanket purchase order in accordance with the
effective date stated in this Request for Quotation. No written notification of the award
will be sent.
The RTA reserves the right, as the interest of the RTA requires, to postpone, accept or
reject any and all quotes and to waive any informality in the quotes received.
A quote may be withdrawn by personal, written, or telegraphic request received from the
bidder prior to the scheduled opening date. No quote may be withdrawn for a period of
60 days after the opening date.
Please Note: This RFQ and any addenda are available on the Procurement Department
page of our website, http://proc.greaterdaytonrta.org. Please continue checking the
website for any updates or addenda. If you have received this RFQ via email, all addenda
will also be sent to you by the same method. However, if you accessed this RFQ from
our website, we may not have you in our database. In order to ensure that you receive
all updates and addenda, please contact me by email at email@example.com to
be added to our database.
If you have any questions relating to this solicitation, please contact me by email at
Copier Equipment Maintenance & Supplies
The Greater Dayton Regional Transit Authority (RTA) is soliciting quotes from qualified firms for
Copier Equipment Maintenance and Supplies for the following copiers:
Toshiba 457 Multi Function
Black & White
Toshiba 3555-C Multi Function
Sharp MX-M3570 Multi Function
Black & White
Sharp MX-M5070 Multi Function
Black & White
Sharp MX-M4070N Multi Function
The maintenance cost will be based on the cost per copy, to include maintenance, supplies, and
all consumables except paper and staples. Vendor must be an authorized reseller of
Network Environment as of July, 2020
Windows Server 2003 Standard – 32 & 64 Bit
Windows Server 2008 Standard – 32 & 64 Bit
Windows Server 2012 Standard – 32 & 64 Bit
Windows Server 2012 R2 – 32 & 64 Bit
Windows Server 2016
Digital/HP Open VMS 7.3
Required Network Support: Generic TCP Print Access on port 9100
LPD/LPR on port 515
1000Base-T (UTP, RJ45) at printer location
PC Workstation Software:
Windows 7 Pro (64-bit)
Windows 10 Professional (64-bit)
Mac OS X 10.4
Microsoft Office Apps
(print via Windows Printing API)
MAC OS Postscript Printer Drivers
Consumable Supplies – All consumable supplies (except paper and staples) required for copying
operations shall be included in the cost per copy pricing.
In order to ensure that consumable supplies are readily available, the Contractor is required to
establish an inventory of all such supplies in the Dayton metropolitan area.
Preventive and remedial maintenance shall be performed by qualified contractor maintenance
personnel during regular office hours. The maintenance pricing shall be on a cost-per-copy
basis, and include full-service maintenance and all consumable supplies (except paper and
The RTA requires a response time on all service calls within four (4) hours. Response time means
that a technician is on-site, working on the machine. The maximum allowable downtime for any
copier is 48 hours. If the copier cannot be repaired and restored to normal operating service
within 48 hours, a loaner machine is to be provided to RTA at no additional cost to the RTA.
The RTA also prefers to have the same service technician to work on the machines. Please
provide a list of qualified technicians for both Sharp and Toshiba copiers that would be assigned
to RTA’s account. “Qualified” means the service technicians meet the minimum training
requirements of the firm. Also, include a brief description of the experience of the service
technicians and support staff that will be assigned to RTA’s account.
Service calls shall be prioritized, with emergency calls being given first priority. An emergency
service request exists when a machine is producing copies that are unreadable, not usable, or
producing no copies at all.
All maintenance will be performed by fully trained and certified technicians. The contractor shall
maintain all equipment in accordance with manufacturer’s specifications.
The contractor will have an adequate inventory of spare parts immediately available for repairs.
Repairs should be completed on the first visit. If delivery of an out of stock part is necessary, and
is expected to take more than 48 hours, a loaner machine is to be provided to RTA at no additional
cost to the RTA.
Repeated service calls for the same reoccurring problem(s) will not be acceptable. If a service
technician is unable to successfully repair a reoccurring problem after the maximum downtime of
48 hours, or unless otherwise agreed, RTA may request to have the equipment immediately
replaced with another comparable unit in good working order. The contractor will bear the cost
of the removal of the original equipment, and the cost of the delivery of the replacement unit. The
contract period for the replacement equipment will remain the same as the original equipment.
The cost of the replacement unit will also not exceed the cost of the original equipment.
The successful contractor shall make one (1) or more recommendations for collecting meter
readings. Current meter readings are taken on a monthly basis, resulting in monthly invoicing.
Suggested possibilities might include manual meter readings, readings with the use of user
numbers, or other considerations.
Pricing shall be based upon the estimated annual usage calculated from the actual usage in the
last twelve (12) months (June 30, 2019 to May 31, 2020), with adjustments for future usage
increases. Quotes shall include pricing for four years and be based upon the estimated life of the
machines, and the availability of parts.
Warranty of Parts
Contractor guarantees that all parts delivered and installed under the contract will be made from
materials suitable and adequate for the purposes intended and described in the Contract, and in
a workmanlike manner in accordance with the best engineering practices, and that such
equipment will fully comply with the drawings, specifications, and the Contractor’s proposal, or
All materials, specialties, equipment, parts and accessories supplied by the Contractor shall be
of the same design and model on all equipment purchased under this specification, unless
otherwise agreed. The Contractor shall assume all responsibility for these materials, specialties,
equipment, parts and accessories whether manufactured by the Contractor or purchased by
him/her from another source.
Any and all materials, specialties, equipment, parts, and accessories that prove to be defective in
normal operation within the above referenced period shall be replaced or repaired by the
Contractor free of any and all cost to the RTA, including all materials, labor, and transportation
Proposer shall indicate if they are able to invoice on a monthly basis. Each invoice shall contain
the following information:
Invoices for maintenance and cost-per-copy shall include the
1. Machine manufacturer and model number
2. Contractor’s machine identification (ID) number.
3. Machine location
4. Number of copies run on each individual machine for the agreed upon billing period
5. Charge for actual copies made by RTA staff, and the number of copies deducted
from the invoice charge for each individual machine, for copies run by service
technicians. This amount shall be shown as a credit against the total number of
copies on the invoice.