Invitation to Bid: Copier Services

The Board of Directors of the Huntsville-Madison County Public Library (referred to as "the Library in this ITB) is accepting sealed bides for leasing copier equipment


ITB Title: Copier Services for Huntsville-Madison County Public Library

Timeline: ITB Issuance March 29, 2021

Bid Submissions Due: April 23, 2021, 2:00 p.m.

Anticipated Start of Service: May 24, 2021

Contract Period: Three years with no automatic renewal

For more information and complete details view this PDF


Question: Is a copier print speed of 45PPM sufficient?

Answer: The 45PPM speed is sufficient as long as other specifications are met.

Question: Do you require 11x17 paper for your copiers?

Answer: Yes

Question: Regarding the copier form- Do you want the price to include the number of copies listed with each device?

Answer: We currently use a set number of copies per month and for any overages we pay an additional amount. This gives us a monthly rate plus any additional usage above the monthly rate.

Question: Which usage numbers apply to the bid, the usage on the equipment description or the usage on the bid pricing form with all the copiers listed on the page?

Answer: Use the bid pricing form with all the copiers listed on one page.

Question: What makes and models of Coin-op machines do we use.

Answer: There are 4 coin-op machines, three Coinco machines:

1 We have a CoinPro3.

2 A Coinco with a Mars bill collector

3 A Coinco model # 9302-GX

4 And an Envisionware CBA Series V:PC that is used with a document station

Question: Where do the maintenance costs get billed and the monthly lease rate and how do the overage rates get charged.

Answer: The maintenance costs should be included in the monthly lease rate. In the bid pricing form each machine is listed with its basic monthly usage rates for color and black and white copies. Under the last machine on that page is the total monthly billing amount before any overages. There is a line each under the total monthly lease rate with the overage rate per copy for color and for black and white.