DENTON COUNTY, TEXAS

REQUEST FOR PROPOSAL

Countywide Multifunction Copier Fleet

RFP #26-2902

TABLE OF CONTENTS

I. PROJECT DATES

II. OBJECTIVE AND INSTRUCTIONS

III. SCOPE OF WORK

IV. EVALUATION CRITERIA AND SUBMITTALS

V. GENERAL CONDITIONS

VI. SPECIAL CONDITIONS

Exhibit A – Bonfire Submission Instructions Exhibit B – Paper Submission Instructions

Exhibit C – Background Information (Informational Only)

C.1 Current Fleet Inventory C.2 Historical Usage Data (B/W and Color) C.3 Location & Site Profiles C.4 Historical Relocations

Exhibit D – Cost Proposal Form D.1 Price Detail D.2 Evaluation Scenario

Exhibit E – Vendor Acknowledgement Form

DENTON COUNTY, TEXAS

REQUEST FOR PROPOSAL

COUNTYWIDE MULTIFUNCTION COPIER FLEET

I. PROJECT DATES

A. Contract Term The term of the contract shall be 60 months from date of acceptance of installation of initial devices; at the discretion of Denton County Commissioners Court. The County’s current large fleet copier lease expires January 31, 2027.

B. Question Deadline WEDNESDAY, JUNE 3, 2026, at 2:00 P.M. Central Daylight Time (CDT)

All questions must be submitted online at Denton County Bonfire Portal, powered by Euna Procurement. No additional questions may be submitted once the question deadline has passed. Denton County will address all questions as promptly as possible. Questions may be addressed out of order from receipt, depending on the complexity of the responses required.

C. Sealed Proposals will be received PRIOR to and publicly opened at:

2:00 P.M. Central Daylight Time (CDT) on THURSDAY, JUNE 18, 2026

Denton County Purchasing 1 Courthouse Drive, Suite 2300 Denton, TX 76208

II. OBJECTIVE AND INSTRUCTIONS

A. OBJECTIVE: Denton County is seeking sealed proposals to establish a firm fixed price contract for the lease and full-service support of a Countywide Multifunction Copier Fleet.

The awarded Contractor shall provide all equipment, installation, network integration, relocations, training, maintenance, service, warranty support, and related labor and materials necessary to support a reliable, efficient, and fully functional fleet.

The proposed solution shall deliver consistent performance across all device types and locations, including high-quality printing, scanning, and document handling capabilities.

The County’s objective is to ensure dependable day-to-day operations, minimize service interruptions, and provide a standardized user experience that supports departmental workflows.

The County intends to award one supplier based on the evaluation criteria outlined in this RFP. The County reserves the right to accept or reject any proposal, in whole or in part, and to award in the best interest of Denton County.

B. FUNDING: Funds for payment have been provided through the Denton County budget approved by the Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Denton County fiscal year shall be subject to budget approval.

C. INFORMATION/QUESTIONS: All questions shall be posted by inquirers online at Denton County Bonfire Portal powered by Euna Procurement, https://dentoncounty.bonfirehub.com by the stated deadline. Answers will be posted online at Denton County Bonfire Portal.

1. Answers provided to posted questions address minor irregularities and are for clarification purposes only and do not revise or modify the specification requirements.

2. Answers to questions that result in revisions to the specifications will be addressed by Addendum.

3. No oral statement of any person shall modify or otherwise change or affect the specifications.

4. Proposers are responsible for ensuring all answers to questions are reviewed prior to proposal submittal.

D. ADDENDA: Addenda are written changes, additions, alterations, corrections or revisions to specifications which change the scope of work. Any addenda issued prior to the proposal submission deadline shall be acknowledged in the proposal and shall become a part of the executed contract.

https://dentoncounty.bonfirehub.com/ https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities

1. Failure of a Proposer to receive any addendum shall not release the Proposer from any obligations under his proposal, provided said addendum was posted and distributed by Denton County Bonfire Portal, https://dentoncounty.bonfirehub.com.

2. Proposers are responsible for ensuring all addendums are reviewed prior to proposal submittal. All addenda can be reviewed at Denton County Bonfire Portal.

E. PROPOSER RESPONSIBILITY: It is the responsibility of each proposer before submitting a proposal:

1. To examine thoroughly the contract documents and other related data identified in the proposal documents, to visit the site to become familiar with and satisfy proposer as to the general, local, and site conditions that may affect cost, progress, performance, etc.

2. To consider federal, state, and local laws and regulations that may affect costs, progress, performance or furnishing of the work.

3. To study and carefully correlate proposer’s knowledge and observations with the contract documents and such other related data.

4. To promptly notify the County Director of Purchasing of all conflicts, errors, ambiguities, or discrepancies which proposer has discovered in or between the contract documents and such other related documents.

F. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE PROPOSERS: Proposer shall submit information on its organization, experience and staff assigned to the project;

provide headquarters, nearest office and managing office for the projects stated herein;

and show level of organizational responsibility of key projects of staff members by submitting resumes of such. A prospective proposer must affirmatively demonstrate its responsibility by providing evidence of the following requirements:

1. Have adequate financial resources, or the ability to obtain such resources as required;

2. Be able to comply with the required or proposed delivery schedule;

3. Have a satisfactory record of performance;

4. Have a satisfactory record of integrity and ethics;

5. Have a satisfactory record of cybersecurity; and

6. Be otherwise qualified and eligible to receive an award.

Denton County may request representation and other information sufficient to determine proposer's ability to meet these minimum standards listed above.

G. DEBARMENT: Proposer certifies that at the time of submission of its proposal, Proposer was not on the federal government’s list of suspended, ineligible or debarred contractors and that Proposer has not been placed on this list between the time of its proposal submission and the time of execution of the Contract. If Proposer is placed on this list during the term of the Contract, Proposer shall notify the Denton County Director of https://dentoncounty.bonfirehub.com/portal/?tab=openOpportunities

Purchasing. False certification or failure to notify may result in termination of the Contract for default.

H. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) CONTRACTING:

1. The goal of Denton County is to ensure all HUBs, as described in the Texas Government Code, Title 10 Subtitle D, Chapter 2161, have maximum opportunities to participate in the County’s procurement in awarding of contracts and subcontracts.

2. Denton County will make a good faith effort to increase contract awards for the purchase of goods or services from the HUBs. HUB proposers are encouraged to participate in the county’s purchasing and procurement process. While the County is oriented to adhere to good faith efforts, nothing in this effort shall be construed to establish set-asides or mandatory quotas.

3. The County and all prime contractors (if subcontractors are permitted) will take the affirmative steps listed below:

a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists.

b. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources.

c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women’s business.

d. Establishing delivery schedules, where the requirements permit, which encourage participation by small and minority business, and women’s business enterprises.

e. Using the services and assistance of the Small Business Administration, the Minority Business Development Agency of the Department of Commerce and the Texas Procurement and Support Services (TPASS) Centralized Master Bidders List HUB Directory.

I. SUBMITTAL OF CONFIDENTIAL MATERIAL: The Owner considers all Proposal information, documentation and supporting materials submitted in response to this Request for Proposal to be non-confidential and/or non-proprietary in nature, and therefore, shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Sec. 552.001, et seq.) after the award of the contract except for trade secrets and confidential information which the Proposer identifies as proprietary. Any material that is to be considered as CONFIDENTIAL/PROPRIETARY in nature must be clearly marked on each applicable page as such by the proposer.

Marking your entire proposal CONFIDENTIAL/Proprietary is not in conformance with the Texas Public Information Act (Texas Government Code, Sec. 552.001, et seq.).

J. PROPOSALS WILL BE received and publicly acknowledged at the location, date, and time stated in Section I. Proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing proposers and kept confidential during the negotiation/evaluation process.

K. ALTERING PROPOSALS: Any interlineation, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity.

L. LATE PROPOSALS: Proposals received in County Purchasing Office after submission deadline shall be returned unopened and will be considered void and unacceptable.

Denton County is not responsible for lateness of mail, carrier, etc., and time/date stamp clock in Purchasing Office shall be the official time of receipt.

M. Proposal Submission Instructions - PROPOSALS SHALL include all required submittal documents listed in Section IV, Evaluation Criteria and Submittals, and may be submitted in one of the following submission formats. If submitting in one format (e.g., paper), do not submit in another (e.g., electronically):

1. Electronically - Refer to Exhibit A for electronic submittal instructions.

a. Electronic proposals shall be submitted via Bonfire Portal, powered by Euna Procurement, at https://dentoncounty.bonfirehub.com following the instructions for electronic submittal included in Exhibit A.

2. Paper Submission - Refer to Exhibit B for paper submittal instructions. If submitting electronically, do not submit paper documents. If you choose to submit in hard copy, submit one original paper copy of your submittal to the office of the Director of Purchasing:

a. If submitting in hard copy, submittals shall take the form of a bound 8.5 inch by 11-inch proposal with a Table of Contents and all pages numbered. Each section shall be clearly identified and tabbed as instructed in Section IV.

EVALUATION CRITERIA AND SUBMITTALS.

b. Paper submittals shall be placed in a sealed envelope, manually signed in ink by a person having authority to bind the firm in a contract and marked clearly with the RFP number on the outside.

c. If the proposal is sent through the mail or other delivery system, the sealed envelope shall be enclosed in a separate envelope with the notation "PROPOSAL ENCLOSED" on the face of it.

3. No Offer - Denton County is extremely appreciative of the time and effort you must expend to submit an offer. If your firm chooses not to submit proposal, please inform us using the Bonfire e-procurement portal, by marking “NO INTENT TO BID” and indicate whether any of the requirements of this RFP influenced your decision.

N. IT IS UNDERSTOOD THAT Denton County reserves the right to accept or reject any and/or all proposals, as deemed to be in the best interest of Denton County. Receipt of any proposal shall not, under any circumstances, obligate Denton County to accept the lowest proposal. The award of the contract shall be made to the responsible proposer whose proposal is determined to be the lowest and best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other evaluation factors set forth in the request for proposal (RFP).

O. WITHDRAWAL OF PROPOSAL: A proposal may not be withdrawn or cancelled by the proposer for a period of ninety (90) days following the date designated for the receipt of proposal, and proposer so agrees upon submittal of their proposal.

P. PROPOSALS/PROPOSERS MUST COMPLY WITH federal, state, county, and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

Q. DISCLOSURE OF CERTAIN RELATIONSHIPS: Chapter 176 of the Texas Local Government

Code requires that any proposer or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the proposer or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of Denton County no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed as defined in 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. A copy of the law is available at:

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm. The forms for reporting are available online.

By submitting a response to this request, the proposer represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

If required, send completed forms to the Denton County Clerk's Office located at 1450 E.

McKinney, Suite 1103, Denton, TX 76209-4524.

R. DISCLOSURE OF INTERESTED PARTIES: In compliance with Section 2252.908 of the Texas Government Code, Denton County Commissioners Court may not enter into a contract with a business entity as a result of acceptance or award of this solicitation unless the business entity submits a disclosure of interested parties form as required by this statute.

Notification will be given to the business entity recommended for award upon which the business entity will be required to submit the completed form prior to award.

A copy of this law is available at http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm.

The on-line form is available at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.

The Definitions are included in Chapter 46, Ethics Commission Rules are available online.

S. PROHIBITION OF CONTRACT WITH CERTAIN COMPANIES: Vendors/Contractors/Providers must be in compliance with the provisions of §2252.152 and §2252.153 of the Texas Government Code, which states in part, contracts with companies engaged in business with Iran, Sudan or Foreign Terrorist Organizations are prohibited. A governmental entity may not enter into a contract with any company listed on the Comptroller of the State of Texas website identified under Section 806.051, 807.051 or Section 2252.153, which do http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm business with Iran, Sudan or any Foreign Terrorist Organization. By submitting a signed response to this solicitation, proposer verifies to Denton County that it is not on any such list.

Pursuant to Texas Government Code Chapter 2274, Contractor verifies the following: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. By submitting a signed response to this solicitation, proposer verifies to Denton County that currently and will uphold the aforementioned according to Texas Government Code Chapter 2274.

T. CHAPTER 2271 VERIFICATION: Denton County is legally prohibited from contracting for goods and services, unless the contract contains written verification from the proposer that it does not, and will not, during the term of the contract, boycott Israel as described in Texas Government Code §808.001(1). By submitting a response to this solicitation, the proposer is affirming compliance with Chapter 2271 of the Texas Government Code.

U. SALES TAX: Denton County is, by statute, exempt from the State Sales Tax and Federal Excise Tax; therefore, the proposal price shall not include taxes.

V. DEBT: Denton County reserves the right to reject any proposal submitted by a Proposer who owes a debt to the County. Debt includes delinquent taxes, fines, fees, and delinquencies arising from written agreements with the County.

W. CONE OF SILENCE: To ensure the integrity of the procurement process, a Cone of Silence is hereby imposed on this solicitation beginning with the advertisement date and ending upon the award recommendation being posted or the solicitation being canceled. The Cone of Silence prohibits any communication regarding this solicitation between:

1. Any potential bidder, vendor, service provider, respondent, or representative thereof, and

2. Any member of the County staff, evaluation committee, elected official, or any other person authorized to make or influence a procurement decision.

All questions and communication regarding this solicitation must be submitted through the Denton County Bonfire Portal. Any violation of this policy may be grounds for disqualification of the bidder from consideration for award.

Exceptions to this Cone of Silence include:

1. Communications at the pre-bid or pre-proposal conference;

2. Formal presentations/interviews scheduled by the Purchasing Department;

3. Contract negotiations as authorized by the Purchasing Department;

4. Communication with the Purchasing Department as expressly permitted by the solicitation documents.

Violation of this section by a respondent or any representative may result in rejection of the bid, proposal, or response.

https://dentoncounty.bonfirehub.com/portal

III. SCOPE OF WORK

A. BACKGROUND INFORMATION

Denton County is a rapidly growing public-sector organization with diverse operational needs across administrative, judicial, public safety, healthcare, and public-facing service departments. The County currently operates a Countywide fleet of approximately 197 multifunction devices (print, copy, scan), including a subset of devices with faxing capabilities.

Device inventory, locations, and historical usage data are provided in Exhibit C.

1. Current Services

a. The County’s current multifunction device (MFD) contract is provided by Toshiba and is scheduled to expire on January 31, 2027.

b. The current contract includes maintenance and repair services, toner and consumables (excluding paper), and service monitoring and support.

c. The County utilizes a pooled print environment for black and white output, with color usage tracked separately. Historical usage data is provided in Exhibit C;

actual usage may vary based on operational demands.

1) Devices communicate with the vendor for usage tracking, automated supply replenishment, and service notifications.

d. The current fleet is deployed across multiple County facilities, including administrative buildings, courts, detention facilities, healthcare-related departments, and public-facing offices. Certain locations, including the Jail, Juvenile facilities, Health Department, and WIC offices, require adherence to specific security protocols, access restrictions, and privacy considerations. These environments may involve sensitive or confidential information and may require additional coordination for service and maintenance activities.

2. Technology Environment

a. The County utilizes a fax server to support faxing requirements.

b. The County utilizes PrinterLogic as its print management solution and Microsoft Active Directory for user authentication.

c. The County utilizes Tyler Odyssey as its case management system within the court system. This system is used to generate and batch print court-related documents.

d. The County does not currently utilize an enterprise content management or document management system, and such solutions are not within the scope of this solicitation.

e. The County’s email and network environments may impose file size limitations on transmitted documents. The County’s email environment (Microsoft Outlook) currently limits attachments to approximately 20 MB.

B. RESPONSE EXPECTATIONS

The following outlines expectations for proposer responses to ensure proposals are clear, complete, and directly responsive to the requirements of this solicitation.

Failure to clearly respond to requirements may result in the proposal being deemed non-responsive or scored accordingly.

1. Proposals shall be clear, concise, and directly responsive to the requirements of this RFP. Marketing materials or generic product literature submitted in lieu of a tailored response are not acceptable.

2. Proposals shall demonstrate a clear understanding of the County’s operational needs and the scope of work. Proposers shall provide a detailed description of their approach to delivering the required services, including major tasks, responsibilities, and any assumptions.

3. Proposals shall address how the proposed solution meets the specific requirements outlined in this RFP, including device capabilities, service expectations, and operational considerations.

4. These response expectations are intended to supplement, and not replace, the submittal instructions outlined in Section IV. Proposers shall comply with all requirements of Section IV when preparing and submitting their proposals.

C. SCOPE OF WORK

The Contractor shall provide the services and deliverables outlined below to support a Countywide multifunction device fleet. The following Scope of Work outlines the County’s operational requirements. Proposers are expected to propose solutions that meet or exceed these requirements and clearly identify any deviations. Failure to identify deviations may be interpreted as full compliance.

Unless otherwise expressly authorized by the County, all services, labor, materials, equipment, software, delivery, installation, training, relocation, and ongoing support required to meet the requirements of this solicitation shall be included in the Contractor’s pricing as submitted on Exhibit D - Cost Proposal Form. Additional fees, surcharges, or ancillary costs shall not be permitted for services required to meet the requirements of this solicitation.

1. COPY VOLUME AND ALLOTMENTS

a. The County anticipates annual copy volumes for the fleet as follows:

1) Black-and-White (B/W, mono): Approximately 7,500,000 copies annually

2) Color: Approximately 1,100,000 copies annually

b. The volumes provided are for planning, evaluation, and pricing purposes.

Actual usage may vary based on department needs and device deployment.

c. The Contractor shall support pricing structures based on annual allotments for both B/W and color copies and provide mechanisms to track usage against these allotments throughout the contract term.

2. EQUIPMENT

a. The County reserves the right to add devices, accessories, or related services at any time during the contract term based on operational needs and available funding. All such additions shall be provided at the same firm, fixed pricing, terms, and conditions established in the resulting contract, regardless of when such additions occur during the contract term. Pricing shall not be subject to escalation, adjustment, or renegotiation during the contract term unless expressly authorized by the County.

b. The Contractor shall provide new multifunction devices that meet the specifications outlined in this solicitation. All equipment shall be new at the time of installation and currently supported by the manufacturer. Devices shall be configured to provide a consistent user experience across the fleet, with standardized interfaces and workflows to the extent practicable, regardless of device type or location. Replacement devices provided on a permanent basis during the term of the contract shall also be new and meet or exceed the specifications of the original equipment.

c. Remanufactured, refurbished, or previously used equipment shall not be accepted as part of the County’s fleet.

d. All devices shall be clearly labeled with a unique identification or serial number that is visible, easily accessible without moving the device or opening panels, and durable for the life of the device.

3. DEVICE CAPABILITIES

a. Devices shall support standard County operations including printing, copying, and scanning. At a minimum, devices shall:

1) Support standard paper sizes (letter, legal, and 11x17)

2) Provide simplex and duplex functionality

3) Support scanning to email, network folders, and USB destinations

4) Support alternative scan delivery methods (e.g., scan-to-folder or secure link) for files that exceed email size limits.

5) Include stapling capabilities as a standard feature on all devices

6) Include a bypass tray on all devices to support specialty media such as envelopes, labels, and non-standard paper types

7) Support additional optional features, including fax and hole punch capabilities, which may be added at any point during the contract term based on departmental needs and available funding

8) Produce searchable PDF documents using optical character recognition (OCR) functionality as a standard, fully licensed feature included in the proposed solution

9) Support high-compression PDF functionality and the ability to scan multi-page documents and large document sets without failure

10) Support high-volume batch printing workflows generated from County systems (e.g., Tyler Odyssey), with consistent performance, accurate document output, and no degradation in speed or quality during normal or peak usage

11) Maintain consistent performance and reliability across all supported functions, without frequent interruption or service-related issues during normal operations

12) Provide an interface that allows users to easily perform common functions and resolve minor issues such as clearing paper jams or replacing toner

13) Have the ability to support enhanced data security configurations, including limiting or disabling data retention and automatic deletion of temporary job data, as required by the County

4. DEVICE SPECIFICATIONS & CONFIGURATION

a. Devices shall meet or exceed the following minimum specifications:

1) Performance

i. Provide print and copy speeds aligned with the intended device category (e.g., small workgroup, departmental, or high-volume environments) and sufficient to support departmental operational needs without causing workflow delays

2) Paper Handling

i. Include a minimum of two (2) paper drawers per device

ii. Support printing of envelopes and labels without frequent misfeeds, crumpling, or damage

iii. Support additional paper handling options, including high-capacity feeders and paper decks, as required

iv. Devices shall support printing on specialty media (e.g., cardstock) within manufacturer-recommended specifications without frequent jams or degradation in output quality

3) Image Quality and Output Standards

i. Devices shall provide a minimum scan resolution of 300 dpi and color scanning capabilities suitable for official filings

ii. Scanning and copying output shall be clear, legible, and free from haze, streaking, streaking, lines, spots, background shading, or distortion

iii. Printed output shall be clean and free of unintended background shading, haze, or distortion, including around fine details such as signatures

iv. Devices shall accurately capture full document images without unintended cropping or loss of content at page edges

v. Devices exhibiting recurring scan defects (e.g., haze, streaking, lines, spots, background shading, or distortion) shall be promptly repaired or the device replaced if issues persist

4) Energy Efficiency

i. Include energy-saving features such as low-power or sleep modes

ii. Meet applicable ENERGY STAR® or equivalent efficiency standards

5) Configuration Consistency

i. Devices shall be configured consistently across the fleet, with variations only as required based on departmental needs and approved by the County

5. IMPLEMENTATION & DEPLOYMENT

a. The Contractor shall coordinate all implementation activities to ensure continuity of County operations. There shall be no gap in service between removal of existing equipment and installation of replacement devices. At all times, departments shall maintain access to fully operational devices.

b. Deployment shall be organized primarily by location or facility, rather than by device model or type, unless otherwise approved by the County. The Contractor shall coordinate installation activities to fully complete each location before proceeding to the next, in order to minimize operational disruption and ensure continuity of services.

c. The Contractor shall coordinate with the County to establish a mutually agreed-upon deployment schedule by location prior to implementation.

d. The Contractor will work in conjunction with the County to ensure a successful deployment of equipment installation.

e. The Contractor shall provide delivery, installation, and full deployment of all devices, including:

1) Network integration

2) Configuration of devices including address books, scan destinations, and other user-defined settings. The Contractor shall maximize pre-configuration activities prior to delivery to minimize on-site setup time and disruption to County operations

i. Replication or migration of existing configurations, including address books and fax-related settings, unless otherwise approved by the County

3) Installation activities shall be coordinated with the County to minimize disruption to operations. This includes coordinating installation schedules, limiting the number of personnel on-site and in operational areas at any given time, and ensuring installation areas are accessible and ready at the time of delivery.

4) Installation shall be performed by one installation team at a time, unless otherwise approved by the County.

5) The Contractor shall ensure installation areas remain orderly and free of unnecessary personnel, equipment, and debris throughout the installation process and that all installation-related debris is removed prior to leaving the site.

6) Testing to confirm all devices are fully functional and operating as intended at the time of deployment.

7) Resolution of any installation-related identified at the time of installation to minimize disruption to County operations.

8) Provide daily status updates during the implementation period as requested by the County.

9) Provide documentation and support to County Information Technology staff related to device configuration, network integration, and ongoing system functionality.

i. Documentation shall include, at a minimum, network configuration details, integration requirements, and any necessary information to support troubleshooting and system administration.

f. Removal of existing equipment will be performed by the incumbent vendor.

The Contractor shall coordinate with the County as necessary to support transition activities.

g. Contract billing shall not begin until devices are installed, operational, and accepted by the County.

6. TRAINING

a. The Contractor shall provide training and support to County staff to ensure effective use of all device functions. Training shall include:

1) General device usage

2) Scanning workflows

3) Common troubleshooting (e.g., clearing jams, replacing toner, etc.)

b. Training shall be provided at the time of deployment and made available throughout the duration of the contract term, at no additional cost to the County, as needed to support County operations.

c. Training shall be offered through a variety of methods as appropriate, including in-person, virtual, and/or recorded materials, and shall include access to resources for ongoing reference.

d. The Contractor shall provide ongoing or refresher training throughout the duration of the contract term, including for new users and support for changes in workflows or system functionality, as requested by the County.

7. SERVICE, MAINTENANCE, & SUPPORT

a. The Contractor shall provide full-service maintenance and support for all devices for the duration of the contract. The service levels outlined below represent the minimum performance requirements. The Contractor shall:

1) Provide preventative maintenance, repair services, and all required parts and labor

2) Provide toner and consumables (excluding paper)

b. All costs associated with supplies, including standard and expedited shipping, shall be included in the Contractor’s pricing. Additional fees for expedited shipping or delivery of supplies shall not be permitted.

c. The Contractor shall coordinate with the County to establish and maintain supply levels that support continuous operations, including maintaining agreed-upon backstock at designated locations. The Contractor shall not impose restrictions that limit the County’s ability to maintain such backstock.

d. Devices shall be maintained in good working condition with minimal downtime and reliable performance.

e. Standard on-site service response time shall be within four (4) business hours from the time the service request is received by the Contractor. For purposes of this contract, business hours are defined as 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding Denton County holidays.

1) Service requests received outside of business hours will be deemed received at the start of the next business day.

f. Repairs shall be completed within twenty-four (24) hours of technician arrival, unless otherwise communicated and approved by the County’s designated contact.

1) If extended repair time is required, the Contractor shall provide a clear status update and estimated resolution timeframe to the County’s designated contact.

2) For devices expected to be out of service for more than three (3) business days, the Contractor shall notify the Purchasing Department and the County’s designated contact and provide a loaner device of equal or greater capability at no additional cost. Notification shall include the reason for delay, current status, and estimated time to resolution.

g. In the event of a critical service issue where a department has no operational multifunction device available, the Contractor shall respond within two (2) business hours of the service request being received. Response may include remote support or on-site technician dispatch, as appropriate to the situation.

1) For critical service issues, the Contractor shall maintain active communication with the County’s designated contact and Purchasing Department until service is restored.

h. The County reserves the right to require replacement of devices that fail to meet performance expectations.

i. The Contractor shall maintain clear and consistent communication with designated County contacts. The Contractor shall:

1) Provide timely updates to designated County contacts regarding service issues and resolutions for routine service activities

2) Notify the Purchasing Department of any ongoing, recurring, or systemic issues, including repeated service calls or performance concerns related to the same device or location

3) Provide a written response to the Purchasing Department within two (2) business days of any inquiry or notification of concern, outlining the issue, current status, and proposed resolution

4) For escalated issues, provide regular status updates to the Purchasing Department until resolution is achieved. The frequency of updates shall be appropriate to the nature and severity of the issue, or as otherwise directed by the County.

5) Notify designated County contacts prior to dispatching service technicians.

In emergency situations requiring immediate response, the Contractor shall proceed without delay and provide notice to the County as soon as possible following dispatch.

6) Provide status updates during major service events that may impact operations

7) The Contractor shall participate in periodic service review meetings with the County (at a minimum, quarterly or as otherwise requested by the County). These meetings shall include a review of device performance, service levels, usage trends compared to annual allotments, and recommendations for fleet optimization.

i. The Contractor shall provide relevant reports and supporting data in advance of or during these meetings, as requested by the County.

8. FLEET MANAGEMENT & ADJUSTMENTS

a. The Contractor shall provide tools, support, and services for ongoing management and adjustment of the County’s multifunction device fleet. The Contractor shall:

1) Provide fleet management tools and support, including usage tracking, automated supply replenishment, and service monitoring and alerts

2) Provide relocation services as needed, including moving devices between locations and reinstallation and configuration at new locations

3) Support additions, removals, and adjustments to the fleet throughout the contract term based on County operational needs

b. Relocation and adjustment activity may vary throughout the contract term based on factors such as operational changes, departmental needs, and facility or construction projects. See Exhibit C for historical relocation information.

c. All relocation services, adjustments, and related labor shall be included in the Contractor’s pricing. Such changes shall not result in additional charges to the County.

d. Additions to the fleet may result in additional charges; however, all added devices shall be provided at the same pricing rates established in the Contractor’s proposal and contract for the duration of the contract term, including any renewal periods. This requirement applies regardless of model updates or product changes.

e. All added devices and/or accessories shall be coterminous with the existing fleet and contract term. Such additions shall not initiate a new or separate lease agreement.

9. TECHNOLOGY & SECURITY

a. The Contractor shall ensure compliance with the following:

1) Background Checks - Contractor shall ensure that personnel assigned to perform on-site services, including service technicians and any individuals with access to County facilities, systems, or sensitive information, have successfully passed a criminal background check in accordance with applicable laws and County policies.

2) Identification & Access - Contractor personnel shall wear visible company identification and comply with County access, escort, and security procedures while on-site.

3) Data Protection – Contractor personnel shall not access, copy, or remove County data except as necessary to perform services under this contract and in accordance with County-approved procedures. The Contractor shall ensure that any handling, transfer, or removal of data (including device hard drives or storage media) is performed in a secure manner and in compliance with applicable data security, confidentiality, and information protection requirements.

4) Personnel Conduct - The County reserves the right to request removal and replacement of any Contractor personnel who do not adhere to these requirements.

b. Device Security Requirements – All devices provided under this contract must meet minimum Denton County security standards regardless of location or deployment environment. Devices shall be configurable to align with County security policies and may be subject to additional security configurations as directed by the County. At a minimum, devices shall support the following security capabilities:

1) Encryption at rest for all device-resident data, including hard drives and storage media

2) Encryption at transit for all print, scan, and network communications

3) Secure boot and firmware integrity validation to prevent unauthorized system modifications

4) Ability to enable or disable unused ports and interfaces, including but not limited to USB, Wi-Fi, and other external connectivity options

5) Role-based administrative access controls to restrict system configuration and management functions based on user roles

c. Devices must:

1) Be compatible with the County’s print management system (PrinterLogic)

2) Support secure printing functionality

i. Secure print release shall be available via user authentication methods, including PIN entry and/or employee badge access compatible with the County’s existing badge system (HID iClass 13.56 MHz)

ii. If the proposed solution does not support one or more of these authentication methods, the Proposer shall clearly describe how secure printing is achieved and any limitations of the proposed approach

3) Support integration with Microsoft Active Directory for authentication

4) Allow management of device passwords and security settings

5) Provide audit logging capabilities at the device level, including:

i. User authentication activity

ii. Print, copy, and scan activity

iii. Administrative access and configuration changes

6) Audit logs must:

i. Be exportable to County systems or security tools in a standard format

ii. Be retained in accordance with County data retention and security policies

d. The Contractor shall provide all necessary software updates and security patches at no additional cost.

e. All devices, including loaner or temporary replacement devices, shall be properly sanitized prior to removal from County premises, including secure wiping of hard drives in accordance with the Department of Defense (DoD) 5220.22-M standard or other County-approved data sanitization standard, as authorized in writing by Denton County Purchasing.

1) Devices shall not be removed, relocated outside of County control, or otherwise transferred until data sanitization has been completed.

2) The Contractor shall provide documentation confirming completion of data sanitization, including device serial numbers, prior to removal or disposal of any device.

3) The Contractor shall provide the ability to configure devices to meet enhanced data security requirements for designated departments. This includes disabling or limiting data retention, ensuring that print, copy, scan, and fax jobs are not stored beyond the completion of the job, and enabling automatic deletion or overwriting of temporary data. Such configurations shall be implemented at the direction of the County and may vary by department based on operational and security needs.

10. BILLING & INVOICING

a. The Contractor shall provide clear, consistent, and organized billing in alignment with County requirements. The Contractor shall:

1) Provide consolidated invoices that include all devices under the contract, unless otherwise approved by the County

2) Provide billing on a quarterly basis, unless otherwise approved by the County

3) Align billing periods with the County’s fiscal year quarters (October– December, January–March, April–June, and July–September), or as otherwise directed by the County

4) Include sufficient detail on invoices to clearly identify devices, usage, and associated charges

b. The Contractor shall coordinate with the County to address any necessary proration of billing periods, including alignment to the County’s fiscal year, as applicable.

IV. EVALUATION CRITERIA AND SUBMITTALS

A. INITIAL EVALUATION CRITERIA: The award of the contract shall be made to the responsible proposer whose proposal is determined to be the highest scoring evaluated proposal resulting from negotiations, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with the Texas Local Government Code, Chapter 262.

The initial evaluation criteria will be grouped into percentage factors as follows:

15% Proposer Background and Relevant Qualifications

25% Technical Approach, Equipment, & Implementation

20% Service, Support & SLA

40% Cost Proposal

B. COMPETITIVE RANGE CRITERIA: Discussions may be conducted with responsible proposers who submit proposals determined to be reasonably susceptible of being selected for award. All proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Revisions to proposals may be permitted after submission and before award for the purpose of obtaining best and final offers as determined to be in the best interest of Denton County.

The competitive range evaluation criteria will be grouped into percentage factors as follows:

35% Demonstration

25% Interview

40% BAFO (Best and Final Offer)

1. DEMONSTRATIONS: The County will require product demonstrations from short-listed firms as part of the evaluation process which shall include proposed equipment, software, and functionality necessary to validate the proposer’s ability to fully meet the requirements of this solicitation.

a. The demonstrated solution shall be representative of the equipment, configuration, and functionality proposed and to be provided under the resulting contract.

b. Demonstrations shall be provided at no cost to the County.

c. Additional details regarding format, scheduling, and specific demonstration requirements will be provided to short-listed firms.

2. INTERVIEWS: Short-listed firms will be contacted at the end of the initial evaluation to request the necessary submittal documents to appropriately answer questions the evaluation committee may have for the proposers.

C. SUBMITTALS: Submittals may be submitted electronically (Refer to Exhibit A) or in paper form (Refer to Exhibit B), as per the instructions in Section II of these specifications. For proper evaluation, Denton County requests that regardless of the submission type, all proposals follow the format as outlined below:

TAB 1 – ADMINISTRATIVE SUBMITTALS (Pass/Fail) Information submitted under this tab is for administrative and compliance review by Purchasing only and will not be provided to or evaluated by the evaluation committee. Proposers shall ensure that all information intended for evaluation is included in the appropriate tabs. The County shall not be responsible for information submitted in the incorrect section of the proposal. Failure to submit required administrative submittals may result in the proposal being deemed non-responsive.

Pricing shall not be included in this section.

a. Proposers shall submit the following:

1) Vendor Acknowledgement Form A completed and signed Vendor Acknowledgement Form (see Exhibit E).

2) Litigation, Regulatory, and Contractual Disclosure

a) Disclose any material litigation, regulatory actions, contract terminations for cause, compliance issues, or cybersecurity incidents within the past five (5) years that could reasonably impact the proposer’s ability to perform the services described in this RFP or pose a risk to the County.

b) For each matter disclosed, provide a brief description, date(s) of occurrence, and current status or resolution.

c) If no such matter exists, the proposer shall submit a statement affirming that there are no disclosures under this section.

b. Proposers should submit a completed Internal Revenue Service Form W-9. This item is not considered a mandatory submittal for responsiveness and may be provided upon request prior to contract award.

TAB 2 - PROPOSER BACKGROUND AND RELEVANT QUALIFICATIONS (15%)

Proposers shall submit information demonstrating their qualifications, experience, and capability to successfully perform the services described in this RFP. Responses should be concise, well-organized, and limited to information relevant to the scope of services. Proposers should provide information in the section where it is most applicable and avoid duplicating content across sections. Pricing shall not be included in this section.

Chart 2.1, Guidance – Proposer Qualifications

Section Purpose Focus of Response

a. Proposer Overview Company background Organizational information, years in business, services

b. Key Personnel Assigned team Roles, responsibilities, relevant experience

c. Relevant Experience & References Similar work performed

Comparable projects, scope, outcomes, references

a. Proposer Overview

Provide a brief overview of the proposer’s organization, including company background, years in business, primary services offered, and organizational structure.

b. Key Personnel Identify the key personnel who will be assigned to support the resulting contract.

At a minimum, include:

1) Project Manager responsible for implementation

2) Account Manager who will serve as the primary point of contact for the

County

For each identified individual, provide a summary of relevant experience and qualifications as it relates to the proposed services, including the individual’s role, areas of expertise, and experience supporting projects of similar size, scope, and operational complexity (e.g., large, multi-location device fleets). Information provided shall be concise and focused on the individual’s qualifications and direct experience.

c. Relevant Experience and References Provide a minimum of three (3) and a maximum of five (5) references for projects of similar scope, fleet size, and operational complexity to the services described in this RFP, preferably within the public sector or similarly structured organizations with multiple departments and locations.

For each reference, include:

• Name of organization

• Project description and scope

• Approximate number and types of devices supported

• Description of the operational…