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REQUEST FOR PROPOSAL2012-08 MANAGED PRINT SERVICES DISTRICTWIDE

COPIER REQUIRMENT MATRIX BY BAND

The following section is designed to assess compliance with a set of technical specifications both by band and for the MFPs in this RFP. Some vendors may not meet all requirements. A point system will be used to compare the level of compliance by vendor. Vendors who misrepresent the technical capabilities of their products in the tables below may be disqualified from a potential award.

This document must be completed and returned with the sealed Request for Proposal submittal. Failure may result in the proposal being rejected and deemed non-responsive.

Band 1 - 22-29 PPM (minimum)Anticipated Base Monthly Volume – 2,000

Features Comply?(Y/N) Comments/ExceptionsBase CopierLaser Engine speed of 22 PPM or greater for letter size paper50 sheet duplex document handlerPaper size up to legalDuplex outputReduction/Enlargement – 25-200%Desired paper capacity of 1000 sheetsDesired paper sources – 3 trays including bypassScan once, print many with electronic collationEnergy Star ComplianceTransparencies, labels and recycled paper can be fed through paper trays other than the bypass tray#10 Envelopes can be fed through the bypass trayLighten/Darken capabilityStep by step jam clearing instructionsAt least 3 Reduction/ enlargement presetsAuto, text and photo exposure modesFax Requirements33.6K modemAble to fax 2-sided originalsDesired Fax mailboxes with private security codes

Anaheim Union High School DistrictRFP 2012-08Addendum 2

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Print RequirementsNetwork printing capabilityGraphical print drivers for Windows NT, 2000, XP, & 7600 dpi print resolutionSupports PCL printingScan RequirementsScan to Desktop in B & WScan to Desktop in ColorScan to E-mail with LDAP and authentication requiring no additional hardware or serversOptional Desktop OCR softwareDevice ManagementRemote configuration, set-up and management via web browser

1. For this band, how many copy jobs can the user scan ahead and store in memory?

2. For this band, is the user able to interrupt a copy or print job to produce a rush copy job? If so, are all the features of the machine accessible during job interrupt?

3. For this band, will the system continue to function if one of the 4 capabilities is inoperable (i.e., if the document handler is inoperative, will the machine still be able to print or if the fax is inoperable, will the machine still be able to make copies)?

4. For this band, if a user requests a missing resource (i.e., staple cartridge empty or missing legal paper), will other job continue processing and printing in the machine until the missing resource is supplied?


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Band 2 - 55-64 PPM (minimum) Anticipated Monthly Volume – 35,000

Feature Requirement Desired Specification

Comply?(Y/N); If comply states ‘Y’, must be included in price unless specification says optional

Comments/ Exceptions

Base Copier SpecificationLaser Marking Engine with minimum engine speed

55 PPM or greater

Minimum Duty Cycle 175KDuplex document handler capacity

10075 sheets or greater

Duplex document handler speed

55 ppm or greater

Maximum paper size 8.5” x 14” Paper sides output DuplexMinimum Memory 1 GB RAMMinimum paper capacity 401200 sheetsMaximum paper capacity 84500 sheets or greaterMinimum paper sources 3 paper sources that are user adjustable (with

no tools) from 5.5” x 8.5” to 8.5” x 14”. Ideally trays should automatically recognize paper size

Paper tray weight range 60-200 GSMPaper tray paper types Bond, tabs, labels, transparencies, recycled, 3-

hole, plainRequired bypass tray specification

100 sheets

Bypass tray weight range 60-216 GSMDocument feeder scanning technology

Scan once, print many

Finisher stapling 50 sheet, multi-position stapling

Hole punching Optional capability to 2 or 3-hole punch output sheets

Saddle stitch booklet finishing

Optional capability

Convenience stapler Optional top mount stapler unit as an alternative/enhancement to finisher with the ability to re-staple originalsOptional bolt-on stapler as an alternative/enhancement to finisher

FCOT < 4 secondsWarm-up time < 30 secondsEnvelope capability Provide optional capability through paper

traysConsumable strategy Replaceable modules for high wear


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componentsFunction independence If one module becomes inoperative, other

functions continue to run (i.e., if fax breaks, can still copy/print)

Jam Clearance Unit provides step-by-step instructions with pictures

Copy modes 11, 12, 22, 21Number of copies Up to 999 on the panelQuality settings Text, Photo & mixed modeR/E Range of 25-400% with at least 3 presetsJob Build Copier feature that enables multiple scans to

be appended to each other in memory to produce a final document; Parameters such as duplexing, R/E and quality settings should be alterable between each scan

Annotation/Bates Stamping YesMultiple-up on a single sheet YesBook Copy YesBooklet mode Yes – must do automatic impositionCovers YesErase feature Yes – must be able to selectively remove

portions of the edge of the documentAuto Center Yes – automatically center document on pageShift Yes – move image on documentAuto size sense Yes – automatically sense the size of the

document and output onto correct paperMixed size mode Yes – automatically sense the size of mixed

size documents in the document handler and output onto size for size paper or automatically reduce/enlarge to a common paper size

Scan ahead 10 job minimum scan ahead capability (next job can be scanned into the system and queued up while other jobs being output)

Tracking Built-in tracking capability for tracking copies by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Fax Requirements Requirements if faxing is included in the equipment configuration

33.6K modem RequiredFax resolution From 200x100 (standard) up to 600x 600Able to fax 2-sided originals RequiredFax Mailboxes Required – must be able to fax to a private,

password protected mail box2nd fax line Desirable optionSpeed dial At least 200 numbers


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Group dial At least 100 groups with 100 recipients eachLeverage MFP features for faxing

Should be able to print incoming faxes 2-sided and stapled

PC Fax Must be able to fax from the print driver if machine is connected to the network

Server fax Alternate option to connect to a fax server vs. embedded fax modem

Internet fax Alternate option for Internet faxTracking Built-in tracking capability for tracking faxes

by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Print Requirements Requirements if printing is included in the equipment configuration

Network printing capability PCL 5e and/or 6, PS 3 standardGraphical print drivers from the desktop

Windows NT, 2000, XP, 2003, Vista, & 7 Mac OS X, Unix (Sun, Linux)Windows NT, 2000, XP & 2003Mac OS X, Unix (Sun, Linux)

Print driver certification Microsoft print drivers should be WHQL certified by Microsoft

Web printing Should provide a method to print vis a web browser which does not require a custom print driver to be installed

Print resolution True 1200 dpi desiredTrue 1200 dpi without interpolation

Memory for print controller 256 MB RAM for print controllerProcessor on print controller 1.4 GHz or greaterHard drive on print controller 60 GB or greaterException Page processing Provide the ability to select individual media

for specific pages including tabs and card stock

Secure/confidential printing Required; Should be able to change password through the print driver on a job by job basis. No system administration requirements for maintaining mail boxes/passwords

Time specific printing Should enable the user to specify the desired time when they would like a print job to print.

Toner saver mode Print with lower density black to save on toner cost

Watermark capability Provide watermark or overlay capability as part of print driver

Bi-directional print driver PYes – print drivers should be bi-directional reporting job and machine status information back to user

Job Queue Job queue for printing must be visible from the panel and embedded web server


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Supported print protocols Direct TCP/IP, queue-based printing, Port 9100, LPR, IPP

Encryption Should include an encrypted print option using an industry standard protocol such as IPSec. If additional hardware is required, please note in the comments column.

Mobile print driver Single, common print driver that can be used across multiple machines by specifying IP address

Tracking Built-in tracking capability for tracking prints by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Scan Requirements Requirements if scanning is included in the equipment configuration

Scan to E-mail via SMTP messaging

Required scanning feature; Must provide network user authentication for tracking purposes and security purposes. Must provide a method to access the global address list via LDAP protocol; If additional hardware is required for these features, please identify requirements in comment column.

Scan to e-mail Desire capability to download private address book unique to local machine

Scan to file across the network

Able to scan to file serviers in the following formats - FTP, SMB (with domain user authentication) and HTTPS (encrypted) protocolsOptional capability for integration with network applications; Should support FTP and SMB protocols

Scan to Home feature Able to scan to users Home directory on the network based on user authentication. Able to derive user’s home directory via LDAP/Active Directory lookup based on network credentials;

Scan to desktop capability Optional capability to push documents directly to individual desktops

Scan to mailbox capability Capability to scan to local mailbox on the system. The mailbox should be password protected and the data should be encrypted for maximum protection

Other Scan protocols Optional capability to scan via TWAIN or WIA drivers

Scan Resolution 200-600 dpiScan formats TIFF and PDF; If color, JPG also. If

additional software or hardware is required, please identify in comments column


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PDF Scanning Ability to scan in multiple PDF formats – searchable PDF, PDF/A for archival and Linerarized PDF for quick downloads.

Meta Data Ability to add Meta Data/Index Data fields at the machine panel and attach them to the scan to network file

OCR software Optional capability for up to 25 users per machine. Please detail offering in comments column

Optional OCR software feature

Able to create text searchable PDF files at the desktop


Able to convert scans to common Office document types and maintain format integrity


Able to create secure PDFs with 128-bit encryption


Able to assemble multiple scans into a single document


Able to perform annotation functions on scanned document

Job Build for scanning The ability to use a “build job” feature for network scanning where a single file can be created at the device from a mix of different scans done from both the glass as well as the document handler. Scans can be different sized originals

Encryption Should provide a scan encryption capability using an industry standard protocol such as “https” or IPSec. If additional hardware required, please note in comments section

Tracking Built-in tracking capability for tracking scans by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Scanning integration capability

Provides the ability to customize the walk-up user interface so that it can tailored to specific line of business applications using web or programming languages such as XML, HTML and Java. Also provides the ability to automatically migrate captured images and meta data to a variety of content management/server-based repositories. If additional hardware required, please specify


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Security Features Auditing/Tracking Should provide a method to track activity by

user for copy print, fax, scanPrint encryption Provide an industry standard method to

encrypt print jobsScan encryption Provide an industry standard method to

encrypt scan jobsAdministration encryption Provide an industry standard method to

encrypt remote administration communications

SNMP encryption Support SNMP v3.0 standard with encryptionDisk encryption Provide the ability to encrypt the contents of

the hard drive for stored content.IP restricted access Provides a method such as IP Filtering for

limiting access to the device802.1x Support for device authentication protocolDisk overwrite Provide software to overwrite all print, copy,

scan and fax jobs that are written to the hard drive

Audit log System should provide a downloadable Audit log for any network activity.

Security notification process Vendor should provide means of notification (such as RSS or web site) for security issues & patches

Remote security patch capability

Vendor should provide the ability to download security updates and install remotely without requiring a service technician,

Vendor independent industry certification

Should provide a vendor independent certification such as NIAP

User authentication Users should be authenticated against Active Directory (or equivalent) prior to initiating any function at the machine that will access the network

Remote AdministrationBase capability Machine should be able to be configured

remotely for all machine and protocol settings using web technology preferably via an embedded web server

Clone feature Should have a feature that enables copying of device settings (protocol and scanning set-ups) that can be exported to other machines

Notification feature Should have a feature that enable notification of unique individuals to be notified of machine errors (i.e., jam error e-mail to key operator, network error e-mail to IT)


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Meter read submission Should have a feature that enables machine to submit meter reading to vendor over the Internet

Supplies reorder Should have a feature that enables the machine to automatically re-order supplies from the vendor based on projected expiration without any user intervention

Job queue Should have a feature that enables remote viewing and manipulation of the job queue

Scan set-up Should have a feature that enables remote configuration of various scanning methods

Billing meters Must provide a method to remote view all meters for copy, print, fax and scan on the machine

Patching Must provide a method to remotely and automatically patch the machine from behind the customer’s firewall

Device ManagementFleet Management software for Administration and IT support

Vendor independent SNMP management tool that provides administrative functions including: device identification, device status, administrative reporting, device organization using SNMP community names, remote troubleshooting and installation. Geared towards managing output device fleet.

Plug-ins for third party SNMP management tools

Plug-ins for IBM Tivoli, CA-Unicenter, HP OpenView, Microsoft Management Console

Fleet Management Reports Fleet management software should enable extensive reporting including asset list, asset status/error reports, meter reads, etc. Reporting information should be based on MIB information provided by the device.





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Band 3 – 75+ PPM (minimum) Anticipated Monthly Volume – 70,000




Base Copier SpecificationLaser Marking Engine with minimum engine speed

75 PPM or greater

Minimum Duty Cycle 300KDuplex document handler capacity

10075 sheets or greater

Duplex document handler speed

765 ppm or greater

Color scanning document handler capability

Desired

Maximum paper size 11” x 17” Paper sides output DuplexMinimum Memory 256 MB RAMMinimum paper capacity 401200 sheetsMaximum paper capacity 84500 sheets or greaterMinimum paper sources 3 paper sources that are user adjustable (with

no tools) from 5.5” x 8.5” to 11” x 17”. Ideally trays should automatically recognize paper size

Paper tray weight range 60-200 GSMPaper tray paper types Bond, tabs, labels, transparencies, recycled, 3-

hole, plainRequired bypass tray specification

100 sheets

Bypass tray weight range 60-216 GSMDocument feeder scanning technology

Scan once, print many

Finisher stapling 50 sheet, multi-position stapling

Hole punching Optional capability to 2 or 3-hole punch output sheets

Saddle stitch booklet finishing

Optional capability

Convenience stapler Optional top mount stapler unit as an alternative/enhancement to finisher with the ability to re-staple originalsOptional bolt-on stapler as an alternative/enhancement to finisher

FCOT < 3 secondsWarm-up time < 75 secondsEnvelope capability Provide optional capability through paper

traysConsumable strategy Replaceable modules for high wear


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componentsFunction independence If one module becomes inoperative, other

functions continue to run (i.e., if fax breaks, can still copy/print)

Jam Clearance Unit provides step-by-step instructions with pictures

Copy modes 11, 12, 22, 21Number of copies Up to 999 on the panelQuality settings Text, Photo & mixed modeR/E Range of 25-400% with at least 3 presetsJob Build Copier feature that enables multiple scans to

be appended to each otherin memory to produce a final document; Parameters such as duplexing, R/E and quality settings should be alterable between each scan

Annotation/Bates Stamping YesMultiple-up on a single sheet YesBook Copy YesBooklet mode Yes – must do automatic impositionCovers YesID Card copy The ability to copy both sides of a small ID

card onto 1 side of a sheet of paper automatically

Erase feature Yes – must be able to selectively remove portions of the edge of the document

Auto Center Yes – automatically center document on pageShift Yes – move image on documentAuto size sense Yes – automatically sense the size of the

document and output onto correct paperMixed size mode Yes – automatically sense the size of mixed

size documents in the document handler and output onto size for size paper or automatically reduce/enlarge to a common paper size

Scan ahead 10 job minimum scan ahead capability (next job can be scanned into the system and queued up while other jobs being output)

Auditron Built-in tracking capability for tracking copies by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Fax Requirements Requirements if faxing is included in the equipment configuration

33.6K modem RequiredFax resolution From 200x100 (standard) up to 600x 600Able to fax 2-sided originals RequiredFax Mailboxes Required – must be able to fax to a private,


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password protected mail box2nd fax line Desirable optionSpeed dial At least 200 numbersGroup dial At least 100 groups with 100 recipients eachLeverage MFP features for faxing

Should be able to print incoming faxes 2-sided and stapled

PC Fax Must be able to fax from the print driver if machine is connected to the network

Server fax Alternate option to connect to a fax server vs. embedded fax modem

Internet fax Alternate option for Internet faxAuditron Built-in tracking capability for tracking faxes

by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Print Requirements Requirements if printing is included in the equipment configuration

Network printing capability PCL 5e and/or 6, PS 3 standardGraphical print drivers from the desktop

Windows NT, 2000, XP, 2003 and Vista; Mac OS X, Unix (Sun, Linux)Windows NT, 2000, XP & 2003Mac OS X, Unix (Sun, Linux)

Print driver certification Microsoft print drivers should be WHQL certified by Microsoft

Web printing Should provide a method to print vis a web browser which does not require a custom print driver to be installed

Print resolution True 1200 dpi desiredTrue 1200 dpi without interpolation

Memory for print controller 256 MB RAM for print controllerProcessor on print controller 1.4 GHz or greaterHard drive on print controller 60 GB or greaterException Page processing Provide the ability to select individual media

for specific pages including tabs and card stock

Secure/confidential printing Required; Should be able to change password through the print driver on a job by job basis. No system administration requirements for maintaining mail boxes/passwords

Time specific printing Should enable the user to specify the desired time when they would like a print job to print.

Toner saver mode Print with lower density black to save on toner cost

Watermark capability Provide watermark or overlay capability as part of print driver

Bi-directional print driver PYes – print drivers should be bi-directional reporting job and machine status information back to user


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Job Queue Job queue for printing must be visible from the panel and embedded web server

Supported print protocols Direct TCP/IP, queue-based printing, Port 9100, LPR, IPP

Encryption Should include an encrypted print option using an industry standard protocol such as IPSec. If additional hardware is required, please note in the comments column.

Mobile print driver Single, common print driver that can be used across multiple machines by specifying IP address

Auditron Built-in tracking capability for tracking prints by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Scan Requirements Requirements if scanning is included in the equipment configuration

Scan to E-mail via SMTP messaging

Required scanning feature; Must provide network user authentication for tracking purposes and security purposes. Must provide a method to access the global address list via LDAP protocol; If additional hardware is required for these features, please identify requirements in comment column.

Scan to e-mail Desire capability to download private address book unique to local machine

Scan to file across the network

Able to scan to file serviers in the following formats - FTP, SMB (with domain user authentication) and HTTPS (encrypted) protocolsOptional capability for integration with network applications; Should support FTP and SMB protocols

Scan to Home feature Able to scan to users Home directory on the network based on user authentication. Able to derive user’s home directory via LDAP/Active Directory lookup based on network credentials;

Scan to desktop capability Optional capability to push documents directly to individual desktops

Scan to mailbox capability Capability to scan to local mailbox on the system. The mailbox should be password protected and the data should be encrypted for maximum protection

Other Scan protocols Optional capability to scan via TWAIN or WIA drivers

Scan Resolution 200-600 dpiScan formats TIFF and PDF; If color, JPG also. If


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additional software or hardware is required, please identify in comments column

PDF Scanning Ability to scan in multiple PDF formats – searchable PDF, PDF/A for archival and Linerarized PDF for quick downloads.

Meta Data Ability to add Meta Data/Index Data fields at the machine panel and attach them to the scan to network file

Optional scan preview Optional ability to preview documents scanned at the device

Optional OCR software Optional capability for up to 25 users per machine. Please detail offering in comments column


Able to create text searchable PDF files at the desktop


Able to convert scans to common Office document types and maintain format integrity


Able to create secure PDFs with 128-bit encryption


Able to assemble multiple scans into a single document


Able to perform annotation functions on scanned document

Job Build for scanning The ability to use a “build job” feature for network scanning where a single file can be created at the device from a mix of different scans done from both the glass as well as the document handler. Scans can be different sized originals

Encryption Should provide a scan encryption capability using an industry standard protocol such as “https” or IPSec. If additional hardware required, please note in comments section

Auditron Built-in tracking capability for tracking scans by user and disabling account based on a maximum volume. For connected machines, must be able to export file to Excel via Web Browser

Scanning integration capability

Provides the ability to customize the walk-up user interface so that it can tailored to specific line of business applications using web or programming languages such as XML, HTML and Java. Also provides the ability to automatically migrate captured images and meta data to a variety of content management/server-based repositories. If additional hardware required, please specify


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Security Features Auditing/Tracking Should provide a method to track activity by

user for copy print, fax, scanPrint encryption Provide an industry standard method to

encrypt print jobsScan encryption Provide an industry standard method to

encrypt scan jobsAdministration encryption Provide an industry standard method to

encrypt remote administration communications

SNMP encryption Support SNMP v3.0 standard with encryptionDisk encryption Provide the ability to encrypt the contents of

the hard drive for stored content.IP restricted access Provides a method such as IP Filtering for

limiting access to the device802.1x Support for device authentication protocolDisk overwrite Provide software to overwrite all print, copy,

scan and fax jobs that are written to the hard drive

Security notification process Vendor should provide means of notification (such as RSS or web site) for security issues & patches

Remote security patch capability

Vendor should provide the ability to download security updates and install remotely without requiring a service technician,

Vendor independent industry certification

Should provide a vendor independent certification such as NIAP

User authentication Users should be authenticated against Active Directory (or equivalent) prior to initiating any function at the machine that will access the network

Remote AdministrationBase capability Machine should be able to be configured

remotely for all machine and protocol settings using web technology preferably via an embedded web server

Clone feature Should have a feature that enables copying of device settings (protocol and scanning set-ups) that can be exported to other machines

Notification feature Should have a feature that enable notification of unique individuals to be notified of machine errors (i.e., jam error e-mail to key operator, network error e-mail to IT)

Meter read submission Should have a feature that enables machine to submit meter reading to vendor over the Internet


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Supplies reorder Should have a feature that enables the machine to automatically re-order supplies from the vendor based on projected expiration without any user intervention

Job queue Should have a feature that enables remote viewing and manipulation of the job queue

Scan set-up Should have a feature that enables remote configuration of various scanning methods

Billing meters Must provide a method to remote view all meters for copy, print, fax and scan on the machine

Patching Must provide a method to remotely and automatically patch the machine from behind the customer’s firewall

Device ManagementFleet Management software for Administration and IT support

Vendor independent SNMP management tool that provides administrative functions including: device identification, device status, administrative reporting, device organization using SNMP community names, remote troubleshooting and installation. Geared towards managing output device fleet.

Plug-ins for third party SNMP management tools

Plug-ins for IBM Tivoli, CA-Unicenter, HP OpenView, Microsoft Management Console

Fleet Management Reports Fleet management software should enable extensive reporting including asset list, asset status/error reports, meter reads, etc. Reporting information should be based on MIB information provided by the device.






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