Requirements Cross-Reference

APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal IV-3. Requirements. A. General. 1. The Selected Contractor will not own any information that is processed through equipment used for this project. The Office of Administration retains ownership of all information. B. Contractor Cooperation. 1. The Selected Contractor must cooperate and work with Commonwealth staff and its contractors. C. Security. 1. In addition to meeting the ITBs as described in Section I-28, the Selected Contractor shall follow all security provisions in Appendix L, Outsourced Service Requirements, and the remainder of Section IV- 3.C. 2. The Selected Contractor shall: a. remove all internal storage from equipment prior to removing the equipment from Commonwealth property and turn this storage media over to the Office of Administration. b. provide all required Commonwealth security certifications and validations regarding managed print services devices associated with the proper provisioning and deprovisioning of assets used to support Commonwealth business operations. c. have the ability to test, distribute, and apply print server and MFD patches, and other critical and/or non-critical security updates.

3. The Selected Contractor shall ensure that all equipment provided: a. can be configured with single IP address to enable network access restrictions to trusted sources and preclude communications from anonymous or unknown users, or any other unauthorized or unknown communication source. b. has the capability to enable and disable services, lock down port access, and support password controlled access using a hardened password of eight (8) characters or more containing letters, numbers, and symbols for all network-based services such as LPD, LPR, SMB, IPP, FTP, SFTP, TFTP, AppleTalk, Web, mail, and terminal. c. has the ability to change SNMP and SNMP2 to read only, and also to be disabled or include a hardened string. d. allows PDF documents to have permissions controlled with 128-bit encryption. e. stores all fax transactions in a separate buffer from all print and/or scanning functions of the device. Fax transactions shall not remain in the buffer after the fax transaction has been completed. No fax information shall reside in permanent storage.

1 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal f. performs scanning via a secure, encrypted transaction, requiring a secure domain user logon and Microsoft Active Directory authentication or LDAP authentication. Microsoft transaction is preferred. g. restricts access to temporarily stored information to the creator of a file or the system and MFD administrator only. h. purges all information from internal device storage after a job is completed. i. does not store any job content remotely. j. encrypts all information which passes through or is temporarily stored. k. limits access to all information temporarily stored in internal storage using Microsoft Active Directory or LDAP authentication. l. restricts access to configuration controls or data to individuals authorized by the Office of Administration. m. is provisioned and deprovisioned in accordance with security ITBs. n. encrypts all information temporarily housed in internal storage on the device and purges all information from internal storage after the completion of each job. o. has the ability to be designated as sensitive. Equipment designated as sensitive shall allow central recording systems for documenting usage of systems and to allow system error messages to be identified and forwarded to the correct points. D. Equipment Capabilities. 1. The equipment furnished through the managed print solution shall, at a minimum, provide the capabilities specified in Appendix M, Equipment Requirements. The Selected Contractor shall also ensure the equipment is able to provide any other capabilities identified as business needs during the Assessment period without additional cost over the comprehensive per sheet cost quoted for the managed print service. 2. The Selected Contractor shall provide the capability for the Office of Administration to limit access to color printing to users that have demonstrated acceptable business justification according to use a color printer according to Commonwealth ITB PLT010 and ITB PLT015. E. Assessment. 1. The Selected Contractor shall designate a single point of contact for all communications with the single point of contact from the Office of Administration during the assessment process. 2. The Selected Contractor shall validate the accuracy of the list of all existing owned and leased inventory of printers, copiers, fax machines, and multi-functional devices provided by the Office of Administration

2 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 3. The Selected Contractor shall measure the volume of printing, copying, faxing, and scanning done over the 90-day assessment. 4. The Selected Contractor shall determine the current annual cost of printing black and white sheets, color sheets, and plotters based on all existing owned and leased inventory of printers, copiers, fax machines, multi-functional devices, and plotters at the Office of Administration. This cost shall include lease costs (which are inclusive of service, support, all physical movement, and consumables) and costs associated with owned equipment including purchase costs based on a four year life, consumables, service, help desk, support, installation, moving, adding, changing, and disposal. 5. The Selected Contractor shall determine the current average cost per sheet of printing black and white sheets, the current average cost per sheet of printing color sheets, and the current average cost per sheet of printing plots based on the total current cost and volume printed over the 90 day assessment period. 6. The Selected Contractor shall project the estimated annual cost of printing black and white sheets, color sheets, and plotted sheets over the next 5 years if the Office of Administration's current print infrastructure is maintained. 7. For each business area, the Selected Contractor shall interview users of devices to determine usage patterns, volume, and any special needs. The Selected Contractor shall document the requirements for printing, faxing, copying, scanning, color, number of users, job sizes, job volumes, print speed, media types, media sizes, stapling, collating, envelope stuffing, and any other function identified as an applicable business need to be provided by a managed print service. 8. The Selected Contractor shall assess opportunities to share color printing resources. 9. The Selected Contractor shall include a method for allowing users to identify printouts without printing separate cover sheets in the proposed managed print solution. 10. The Selected Contractor shall include a method for notifying the Selected Contractor of equipment fault conditions automatically, without requiring action by the Office of Administration, in the proposed managed print solution. 11. The Selected Contractor shall identify the placement and machine specifications of a managed print infrastructure that will meet the business needs of the Office of Administration. The Selected Contractor shall include a matrix of which equipment requirements identified in Appendix M, Equipment Requirements, are met by each equipment model.

3 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 12. Prior to each delivery, the Selected Contractor shall survey and review the particular installation location to insure the proposed location for the MFD meets the manufacturer’s established installation criteria. Should the proposed installation location not meet established installation criteria, the Selected Contractor and the Office of Administration shall attempt to locate an alternate mutually agreeable location for the machine. 13. The Selected Contractor shall ensure that equipment placement is compliant with ADA requirements and fire codes. 14. The Selected Contractor shall ensure that printer locations can be secured when necessary to protect information to meet federal regulations, such as HIPAA or social security numbers. 15. The selected contractor shall ensure that there are nearby printing capabilities in the managed print design for areas with critical printing requirements 16. The Selected Contractor shall ensure that printer locations can be secured to meet any additional requirements of the Office of Administration that are disclosed during the Assessment. 17. The Selected Contractor shall ensure that all equipment has the ability to be designated as sensitive. Equipment designated as sensitive shall have the capability to have access restricted to a limited set of users. 18. The Selected Contractor shall specify a maximum monthly print volume for each machine that can be supported while achieving the service level agreements. This amount shall be referred to as operational capacity. 19. To simplify tracking, the Selected Contractor shall consider every piece of paper processed to be one sheet, regardless of duplex usage, paper size, or coverage percentage. 20. The Selected Contractor shall provide suggestions for enhancing printing ITB policy ITB PLT015 and ITB PLT010. 21. The Selected Contractor shall determine the most cost effective strategy and earliest replacement dates for replacing the inventory of owned printers, copiers, fax machines, and multi-functional devices at the Office of Administration. Upon approval of this strategy, the Selected Contractor shall incorporate this strategy in the plan for the recommended managed print solution. 22. The Selected Contractor shall provide a plan that schedules replacement of the inventory of each leased printer, copier, fax machine, and multi-functional device at the Office of Administration between 5 and 10 days prior to the end of each lease. This plan shall address all leases expiring after June 30, 2013. The Selected Contractor shall give priority to providing replacements for devices with leases which expire between July 1, 2013 September 30, 2013.

4 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 23. The Selected Contractor shall provide a plan for managing the existing fleet of Commonwealth-owned devices prior to each device’s earliest cost-effective replacement. 24. The Selected Contractor shall identify any needs for Office of Administration involvement or support during the execution of this purchase order. 25. The Selected Contractor shall propose a process by which the fleet shall be adjusted over the duration of the purchase order. The Office of Administration will be the sole authority in approving adjustments. 26. The Selected Contractor shall document a strategic direction for Office of Administration printing services and technology that optimizes business operations through June 30, 2018. 27. The Selected Contractor shall provide a draft quarterly customer satisfaction survey for approval by the Office of Administration.

F. Implementation. 1. The Selected Contractor shall designate a single point of contact for all communications with the single point of contact from the Office of Administration during the implementation and operations. 2. The Selected Contractor shall coordinate the timing of installations with the Office of Administration. 3. The Selected Contractor shall install all equipment and shall certify readiness for operation in writing. Readiness for operation shall include producing acceptable printed documents, and performing acceptable copying, faxing, and scanning capabilities where applicable to the equipment. Cabling of network machines is not the responsibility of the Selected Contractor. G. Operations. 1. The Selected Contractor shall manage the Commonwealth-owned devices in addition to the equipment provided as part of the managed print solution until the Commonwealth-owned devices have been replaced. 2. The Selected Contractor shall ensure that adequate print capacity is available prior to known periods of higher than average print volume. 3. The Selected Contractor shall not limit the amount of printing done by any individual or group. 4. The Selected Contractor shall provide the capability for management to set rights to use all printing capabilities for each user. 5. The Selected Contractor shall use a single source for tracking and billing data that is mutually agreed on with the Office of Administration. 6. The Selected Contractor shall accept multiple purchase orders from the Office of Administration to allow internal agency account reconciliation.

5 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 7. The Selected Contractor shall have the ability to capture data from the equipment in order to assist the Office of Administration with validating and allocating monthly charges for each purchase order (see Section IV-5.B). 8. The Selected Contractor shall invoice the Office of Administration for authorized work performed only after the Office of Administration project owner confirms acceptance of services. The Office of Administration project owner will notify the Selected Contractor of acceptance or changes required within forty-eight (48) hours after receipt of the monthly Usage Report, Service Level Report, and Confirmation of Service form (included in Appendix Q, Confirmation of Services Form Sample) as specified in Section IV-5.B. 9. The Selected Contractor will not be compensated until data is verified by Office of Administration. All invoice documentation will be submitted in hard copy format and mailed to the “Bill To” address reflected on the purchase order. 10. The Selected Contractor shall conduct break/fix maintenance and all regularly scheduled maintenance for all equipment during the duration of the purchase order. During normal business hours of the Office of Administration, 7:30am to 5:00pm, Monday through Friday, excluding state holidays, The Selected Contractor shall have service technicians and the support infrastructure available to provide repairs that meet the service level agreement specified within Section IV-3.H. 11. The Selected Contractor shall troubleshoot technical difficulties during the duration of the purchase order. The Selected Contractor shall make available technical support contacts through the internet and provide a toll-free contact number. 12. The Selected Contractor shall service and maintain all equipment with parts and procedures meeting manufacturer's specifications 13. The Selected Contractor shall provide a cost to perform service outside of normal business hours if the Office of Administration specifically requests service to be performed outside of normal business hours. Refer to Appendix I, Cost Matrix. H. Service & Maintenance Service Level Agreements (SLAs). 1. Up Time. a. The Selected Contractor shall ensure that all equipment, as an aggregate, has an Up-time of at least 96% on a rolling three (3) month average. Up-time shall be calculated by dividing the machine down- time each month by the total normal business hours each month. 2. Fix Time.

6 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal a. The Selected Contractor shall resolve at least 95% of the trouble tickets each month in a Fix-time of no more than eight (8) normal business hours. Normal business hours shall be defined as 7:30 a.m. to 5:00 p.m., Monday through Friday, excluding state holidays. Fix-time shall begin at the time the Office of Administration calls/submits a trouble ticket to the Selected Contractor or the time a problem is automatically reported without Office of Administration intervention. Fix-time shall end when the machine is returned to full and complete working order. b. Should the Fix-time exceed eight (8) normal business hours, the Selected Contractor shall notify the Office of Administration and replace the faulty equipment with a loaner of equivalent capability until the repairs have been made and the agency’s equipment is back to full and complete working order. Repair or replacement shall be made within sixteen (16) normal business hours after the trouble ticket has been placed by the Office of Administration. 3. Supply Shortage. a. The Selected Contractor shall ensure that each piece of equipment shall not be inoperable due to unavailability of replenished supplies (Supply shortage) in the assigned storage location during 99.9% of normal business hours. Supply shortage shall be calculated by dividing the period of inoperability due to lack of supplies each month by the total normal business hours each month. If notified of inoperability due to lack of supplies, the Selected Contractor shall make supplies available within four (4) business hours. 4. Repetitive Service. a. The Selected Contractor shall notify the Office of Administration of any piece of equipment requires five (5) service requests for any service issues within a 60-day rolling time period and replace the faulty machine within three (3) days of the occurrence of the fifth service request. To provide advance warning of equipment which may exceed the 60-day repetitive service threshold, the Selected Contractor is required to report monthly on machines with repetitive service requests totaling three (3) or more in a rolling 30 day period as specified in Section IV-5.B.5. 5. Reporting. a. The Selected Contractor shall ensure that all reports specified in Section IV-5 are provided to the Office of Administration, Office of Information Technology and Office of Budget, Office of Administrative Services within five (5) days of the end of the month, quarter, or year, as applicable to the type of report. 6. Credits.

7 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal a. The Selected Contractor shall provide a 5% credit on the next monthly bill to the agency if any SLA is not met for one month. If the same SLA is not met in subsequent months, the Selected Contractor shall increase the credit by an additional 5% for each additional month. If the Selected Contractor meets all SLAs for two (2) consecutive months, the credit for the next failure shall be reset to 5%. I. Consumable Replenishment. 1. The Selected Contractor shall replenish all consumable supplies required to operate the equipment except paper at no additional cost to the Office of Administration. Consumables shall include, but are not limited to fuser, developer, toner, and staples. 2. The Selected Contractor shall provide a plan for keeping sufficient supplies for each piece of equipment, in a convenient location specified by the Office of Administration, to support the 99.9% availability Supply Shortage Service Level Agreement. 3. The Selected Contractor shall provide automatic emails to the resource account for each printer warning when replenishment of any consumables will soon be required. The Selected Contractor shall allow the user to select the warning time necessary for each consumable. 4. The Selected Contractor shall purchase only remanufactured toner from Pennsylvania Industry for the Blind and Handicapped (PIBH) for use in all equipment obtained through this purchase order unless a waiver has been granted by the Office of Administration. J. On-going Reassessment. 1. The Office of Administration reserves the right to renegotiate reduced price per sheet based on results of reassessments. 2. The Selected Contractor shall perform reassessments of each business area that include documentation of core business processes, personnel involved in output management including preprocessing and post processing, business cycles, and the existing output management needs of those processes including cyclical variations. The Selected Contractor shall provide options and estimated output requirements for the revised processes, and define associated agency personnel, equipment, infrastructure and other necessary requirements needed to implement the revised process. 3. The Selected Contractor shall research improvements to equipment and software, and report whether these options are applicable to Office of Administration business needs. 4. The Selected Contractor shall reassess placement and necessity of equipment and provide options for increased cost-effectiveness within the constraints of business needs. K. Training.

8 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 1. The Selected Contractor shall provide on-site training for end-users as identified by the Office of Administration within one (1) day of installation of each new piece of equipment and as requested thereafter for the term of the purchase order. If a new function is deployed after device installation, the Selected Contractor shall provide on-site training for end-users as identified by the Office of Administration within ten (10) business days. The Selected Contractor shall provide training services and materials during normal business hours at no cost to the Office of Administration. Training and training materials shall include, but are not limited to, instructor-led hands-on activities, access to any videos, functional desk guides, and manuals. The Selected Contractor shall provide users with hands-on training and materials including a detailed walk-through of all machine features including remote printing capabilities. 2. The Selected Contractor shall develop a plan for training users to change behaviors to reduce the amount of printing L. Relocation and Removal. 1. The Selected Contractor shall be responsible for relocating all equipment furnished through this purchase order that has been approved by the Office of Administration for relocation at no cost to the Office of Administration. 2. The Selected Contractor shall coordinate the timing of relocations with the Office of Administration. 3. The Selected Contractor shall be responsible for the preparation of the equipment. Damages resulting from the transfer of equipment during relocation shall be the responsibility of the Selected Contractor. 4. Upon termination of the purchase order, the Selected Contractor shall remove equipment on the pickup dates negotiated with the Office of Administration. M. Software. 1. The Selected Contractor shall identify any software that will run on the Commonwealth of Pennsylvania network and describe the purpose of this software. 2. The Selected Contractor shall not provide any equipment through this purchase order that requires the Commonwealth to sign a software license agreement unless and until the Office of Administration has entered into a software license agreement with such software licensor. The Selected Contractor shall inform any such software licensor that it shall enter into a software license agreement with the Office of Administration that incorporates Appendix N Software License Requirements as a material part of the licensor’s software license agreement. N. Documentation.

9 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 1. The Selected Contractor shall provide published specifications for every model of equipment provided through this purchase order. 2. The Selected Contractor shall provide online, printable manuals in English which include printable and readable instructions to perform all functions for every model of equipment provided through this purchase order. 3. The Selected Contractor shall provide manuals which include instructions for all software and connectivity products provided through this purchase order. 4. The Selected Contractor shall provide a device profile for each piece of equipment which includes network ID, available protocols and ports, memory and hard drive capacity, operating system, and server capabilities. 5. The Selected Contractor shall provide a maintenance schedule that reflects manufacturer's specifications and does not impact peak business usage for every piece of equipment provided through this purchase order. 6. The Selected Contractor shall provide a copy of their policy for recycling hardware and consumables. O. Electrical Requirements. 1. All machines shall be UL approved. Any special voltage needed beyond the standard 110v shall be indicated. The Office of Administration will furnish suitable electrical current to operate the equipment. IV-4. Tasks. A. Initiation 1. The Selected Contractor shall deliver the plan for performing the Assessment and a proposed outline for the Assessment report no later than June 30, 2013. The plan shall describe the data collection and analytical methods that will be used for the Assessment and provide a work plan for completing the Assessment no later than August 30, 2013. 2. The Selected Contractor shall receive approval of the plan before beginning the Assessment. Deliverables: Assessment Plan B. Assessment 1. The Selected Contractor shall complete the Assessment of the existing Office of Administration printing infrastructure, deliver the Assessment report, and deliver the plan and schedule for Implementation of the recommended managed print solution by August 30, 2013. See Section IV-3.E for Assessment requirements. 2. The Selected Contractor shall receive approval of the plan before

10 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal beginning the Implementation. Deliverables: Assessment Report C. Implementation 1. Equipment identified in the assessment for cost effective replacement by October 31, 2013 shall be transitioned by the Selected Contractor by this date. 2. After implementation, the Selected Contractor shall transition any equipment within 10 days of the earliest replacement date as defined in Section IV-3.E.22. 3. The Selected Contractor shall provide a plan for an orderly transition to a new service provider upon expiration of this purchase order. D. Operations 1. The Selected Contractor shall provide operational support for each piece of equipment provided as part of the managed print solution as soon as installation is complete. Operational support shall continue until the end date of the purchase order. 2. The Selected Contractor shall provide reports of operational activities as specified in Section IV-5. E. On-going Reassessment

1. The Selected Contractor shall provide a plan for reassessing each business area over the course of the year by October 31, 2013. 2. The Selected Contractor shall receive approval of the plan before beginning the Reassessment. 3. The Selected Contractor shall provide reports of on-going reassessment activities as specified in Section IV-5.B.4. The Selected Contractor shall implement any suggestions from this report approved by the Office of Administration. Deliverables: Monthly Reassessment Reports IV-5. Reports and Project Control A. Status Reporting. 1. The Selected Contractor shall provide the capability for users to view a central, web-based log of all reported issues, service calls, progress, and current status at any time. This log shall include incident location, model #, serial #, problem summary, report date and time, response date and time, fix date and time, and resolution summary. 2. The Selected Contractor shall provide status reports to the Office of Administration project manager every Friday weekly reflecting information about the project. A status report template is included as Appendix O, Weekly Status Report. Contractors may accept these

11 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal formats, suggest changes to the formats, or propose different formats.

B. Monthly Reporting. 1. The Selected Contractor shall provide a Usage Report in spreadsheet form each month that includes for each piece of equipment and each cost center: (see Appendix P, Sample Usage Report) a. equipment name, serial number, and location. b. program area, SAP Account Code (fund, cost center, internal order number), purchase order, and job number which were supplied by the Office of Administration during the installation process. If equipment changes (add/move/remove) occur during the course of the purchase order(s), the Office of Administration will supply updated SAP Account Codes and program area names. c. meter reading or appropriate single source of billing and tracking information. d. printed and copied sheets as defined in Section IV-3.E.19 compared to the rolling average. e. scanning and faxing volume for the month compared to the rolling average. f. consumables delivered. g. utilization rate compared to operational capacity. h. cost based on contracted rates and savings based on spending projections if managed print services had not been implemented for each individual piece of equipment. 2. The Selected Contractor shall provide a Service Level Report containing performance against service level agreements for up-time, fix-time, supply shortage, and repetitive service by agency cost center for the month. This report shall include the credits due for violating service level agreements. a. The Selected Contractor shall provide the Confirmation of Services form that summarizes information from the Usage and Service Level reports to confirm the amount that will be invoiced. (see Appendix Q, Confirmation of Services Form Sample). Service level credits shall be reflected on the under the referenced Item #/Description and on the monthly invoice. 3. The Selected Contractor shall report reassessment results for each business area that were completed during that month. These reports shall contain options for business process changes and fleet changes that will reduce costs while maintaining or improving business productivity. 4. The Selected Contractor shall report equipment with repetitive service requests totaling three (3) or more in a rolling 30 day period to provide advance warning of equipment which may exceed the 60-day

12 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal repetitive service threshold.

5. The Selected Contractor shall provide a summary of all additions, relocations, and removals from the fleet during the month, including the cost center, fund, internal order number, and purchase order number which were previously provided by the Office of Administration. C. Quarterly Reporting. 1. The Selected Contractor shall arrange quarterly meetings to review the monthly reports, solution design, security, implementation, and service level performance with individuals designated by the Office of Administration. During these meetings, the Selected Contractor shall request approval for any changes suggested to reduce costs. The Selected Contractor may also make written requests for changes between quarterly meetings if they would benefit the Office of Administration. 2. The Selected Contractor shall provide an updated inventory of the entire fleet including a map of equipment locations and device profiles.

3. The Selected Contractor shall deliver a customer satisfaction report which details the performance of the Selected Contractor.

D. Annual Reporting. 1. The Selected Contractor shall provide an annual executive summary of the process and cost improvements that were implemented over the course of the year, and the improved costs compared to the baseline costs. E. Changes to reports. 1. Reports may be added or deleted as required by the Office of Administration, Office of Information Technology, at no cost to the Office of Administration. Appendix M 1. The solution provided must be able to meet, or be able to be adapted to meet accessibility requirements for people with disabilities such as, but not limited to visual and manual dexterity impairments 2. The Selected Contractor shall ensure that all equipment: 2.1. is new. A “new” item is one which will be used first by the Office of Administration after it is manufactured or produced. Used, remanufactured or reconditioned items are not acceptable. This clause shall not be construed to prohibit the Selected Contractor from offering goods, supplies, equipment materials, or printing with recycled content, provided the item is new. 2.2. is compatible with the workstation and server operating systems specified in the ITBs. 2.3. has a common user interface.

13 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 2.4. allows its printed output pages to be copied, scanned, faxed, or overprinted immediately with no damage to original. 2.5. supports job queuing. 2.6. uses Postscript and PCL or all in one driver page description languages 2.7. is Energy Star compliant. 2.8. does not emit ozone in excess of 0.02 mg/m3 2.9. does not emit dust in excess of 0.25 mg/m3 2.10. does not emit styrene in excess of 0.11 mg/m3 2.11. can deliver the first page from Standby Mode in 40 seconds or less. 3. The Selected Contractor shall provide the capability for users to print on: 3.1. 8.5 x 11 inch paper. 3.2. 8.5 x 14 inch paper. 3.3. 11 x 17 inch paper. 3.4. 36” wide inkjet rolled paper. 3.5. 36” wide coated rolled paper. 3.6. 42” wide coated paper 3.7. envelopes. 3.8. paper labels. 3.9. card stock. 4. The Selected Contractor shall provide the capability for users to: 4.1. print and copy in black and white. 4.2. receive duplex printouts and copies as a default on all equipment that has a duplex capability. 4.3. override the duplex setting to receive single-side printouts and copies.

4.4. print in color. 4.5. schedule print jobs. 4.6. cancel print jobs that they created from their computers or from the equipment itself. 4.7. ensure all pages are received when resuming printing after paper- jams. 4.8. print to all installed equipment without installing additional application software on the users' computers or servers. 4.9. enter a code at the device to begin printing to protect the information that was printed. 4.10. copy paper documents. 4.11. copy in color.

14 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal 4.12. fax paper documents and receive confirmation of transmission. 4.13. fax with programmable distribution lists. 4.14. scan paper documents to a PDF and email them to one or more email addresses without additional software requirements on servers or end user devices. 4.15. scan paper documents to a PDF and store them in network locations without additional software requirements on servers or end user devices. 4.16. scan in color. 5. The Selected Contractor shall provide the capability for users to: 5.1. choose printers from user-friendly interface that provides printer location information. 5.2. receive printouts that are stuffed into envelopes at a minimum of two different devices within the Office of Administration. 5.3. coordinate page printing with envelope printing such that the proper page is stuffed into the appropriate envelope. 5.4. print online content from mobile devices efficiently. 6. The Selected Contractor shall provide a solution that includes the capability for: 6.1. automatic document feeding. 6.2. collating and stapling. 6.3. 3-hole punching. 6.4. A high capacity input tray or drawer 6.5. internal memory. 6.6. internal storage. 6.7. print drivers compatible with SAP. 7. The Selected Contractor shall ensure that network compatible equipment provides 7.1. Ethernet 100mbs full duplex connections. 7.2. an internal NIC card 7.3. static IP assignment. 7.4. IPv6 compatibility. 8. The Selected Contractor shall ensure that all equipment: 8.1. provides 600 by 600 dpi minimum print quality. 8.2. with color capability provides 600 by 600 dpi minimum color print quality. 8.3. with copying capability provides 600 by 600 dpi minimum copy quality. 8.4. with color copying capability provides 600 by 600 dpi minimum copy quality. 8.5. with scanning capability provides 600 dpi minimum scan

15 APPENDIX J REQUIREMENTS CROSS-REFERENCE Page number in RFQ Requirement proposal resolution. 8.6. with copying capability provides a reduction/enlargement range of 25-400%. 8.7. with scanning capability can provide .pdf format. 8.8. with scanning capability can provide .jpg format. 8.9. with scanning capability can provide Tiff 6.0 format using CCITT Group 4 compression. 8.10. with color capability automatically uses the most cost effective method for black-and-white or color. 9. The Selected Contractor shall provide a solution that includes the capability for users to: 9.1. use the equipment with automated workflow applications. 9.2. print, fax, and scan using the version of Microsoft Windows and Microsoft Office that are established as current enterprise standards in the ITBs. 9.3. print from mobile devices and use a "print anywhere" function.