City of Columbus #RFQ033925

Canon imageFORCE C5140 multifunction printer with 36-month per-copy maintenance

The City of Columbus Police Division is seeking a Canon multifunction printer and three years of per-copy maintenance for its Homeland Security office. - Government buyer: City of Columbus, Public Safety Department, Columbus Division of Police, Homeland Security office, Columbus, Ohio. - OEM — Canon: One Canon imageFORCE C5140 (also listed as iF C5140) black-and-white and color multifunction device. The solicitation specifies this model as a direct replacement and does not accept alternatives. - Device package: Includes delivery, installation, startup supplies, and training. Key capabilities include 40 pages per minute in black and white and color, a 200-sheet single-pass document feeder, network and mobile printing, color scanning, fax, high-capacity paper feeding, and finishing options. Security requirements include encrypted solid-state storage, software-integrity checks, SIEM integration, and McAfee Embedded Control. - Maintenance services: Black-and-white per-copy maintenance and supplies, estimated at 5,000 copies per month; and color per-copy maintenance and supplies, estimated at 4,000 copies per month. Volumes are estimates, not guarantees. Both service lines cover parts, labor, supplies other than paper, preventive maintenance, emergency service, drum replacement, loaner equipment, and a replacement guarantee. - Service expectations: Automatic meter collection and a customer portal; confirmation call within 30 minutes and a qualified technician on site within four business hours. Billing is monthly in arrears based on copies actually made, with no minimums or maximums and no charge for scans. - Term and funding: Maintenance is described as a 36-month agreement, with the initial 12 months specified for each line. Funding and purchase orders are handled year by year, subject to available funds. Equipment delivery is requested separately.

Description

The City of Columbus, Public Safety Department, Division of Police, is requesting a Canon iF C5140 multifunction device (or equal) with delivery, installation, startup supplies, and training. The request also includes 36-month black-and-white and color per-copy maintenance and supplies, excluding paper, billed monthly in arrears; the City pays only for copies made and does not guarantee estimated volumes. Maintenance must include parts, labor, supplies, emergency service, preventive maintenance, and specified response times: customer confirmation within 30 minutes and an on-site technician within four business hours. The notice states “Bid as specified. No alternatives accepted. Direct replacement only,” and requires vendors to be registered and in good standing to do business in Ohio and to have no unresolved findings for recovery with the State of Ohio.

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