1_-_City_of_Tustin_RFP_Managed_Services_2026.pdf

4938-5480-3162, v. 1

REQUEST FOR PROPOSAL FOR

MANAGED PRINT SERVICES 2026

City of Tustin

300 Centennial Way

Tustin, CA 92780

RFP Issued: October 20, 2026 Responses Due: November 17, 2026

Managed Print Services RFP

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CITY OF TUSTIN REQUEST FOR PROPOSAL FOR

MANANGED PRINT SERVICES 2026

Table of Contents

1. Notice Inviting Proposals………………………………………..……………………………………..………………………. Page 2 to 3

1.1. Notice

1.2. Schedule of Events

2. Introduction…………………………………………………………………………………………………….…………………….. Page 4 to 8

2.1. Purpose and Background

2.2. Intent of this Solicitation

2.3. Vendor Partnership and Collaboration

2.4. Copier/Printer Cost Proposal Structure and Menu-Based Pricing

2.5. Secure Printing, Follow-Me Printing, and Print Management Platform

2.6. Technology Acquisition and Lease Structure

2.7. Administrative Oversight and Reservation of Rights

3. Required Submittals………………………………………………………………………..……………………….……………. Page 8

3.1. Bid Form

3.2. Non-collusion Affidavit

3.3. Acknowledgment of Sample Contract and Statement of Work

4. Instructions to Proposers………………………………………………………………………….…………………….…….. Page 9 to 12

4.1. Device Pricing Template Instructions

4.2. Proposal Format

5. Proposal Submission Requirements……….…………………………………….………………..…………………….. Page 12

5.1. Digital Submittal Process

6. Specifications …..………………………………………………………………………………………………………..…………. Page 12 to 15

6.1. City Copiers, Printers and Related Support Services Minimum Requirements

6.2. Current Fleet Stats and Average Usage Trends

6.3. Device Floor Plan Mapping

7. Selection Process and Evaluation Criteria…………………………………………………….…..…………………… Page 16 to 17

7.1. Bid Scoring Process

7.2. Contract Award

8. General Terms and Conditions………………………………………………………………………..…………………….. Page 17 to 18

8.1. Contract Terms

8.2. Third Party Lease Process and Vendor Requirements

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1. Notice Inviting Proposals

1.1. Notice

CITY OF TUSTIN

NOTICE TO BIDDERS FOR MANAGED PRINT SERVICES 2026

Notice is hereby given that the City of Tustin, (“City”), will receive electronic bids (“Bid(s)” or “Proposal(s)”) for Managed Print Services.

Electronic Bids will be received until Tuesday, November 17, 2026. The proposal shall be submitted electronically via OpenGov. Proposals received in OpenGov after the specified time will not be accepted.

Responses to the Request for Proposal (RFP), shall be addressed to:

Brenda Merrill – Office Werks Advisory Tustin-RFP@eOWAdvisory.com

On Behalf of Erica Yasuda – City Clerk

City of Tustin 300 Centennial Way

Tustin, California 92780

Questions regarding this request will be limited to written form and shall be submitted via OpenGov or email to Tusitn-RFP@eOWAdvisory.com. Verbal inquiries will not be accepted.

A mandatory virtual pre-proposal meeting will be held on Tuesday, Oct 27, 2026, at 10:00 A.M. All bidders must have a minimum of 1 representative attend the pre-proposal meeting. Email your company intention to bid and a list of pre-proposal meeting attendees with email addresses no later than Monday, Oct 26, 2026, to receive the meeting link.

The City reserves the right to reject any and all bids and/or waive any irregularity in any bid received. Unless otherwise required by law, no bidder may withdraw its bid for ninety (90) days after the date of the bid opening.

mailto:Tustin-RFP@eOWAdvisory.com mailto:Tusitn-RFP@eOWAdvisory.com

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1.2. Schedule of Events

RFP Schedule. The City has set the following RFP Schedule. All Vendors must adhere to this RFP Schedule. The City will issue an addendum if it modifies this RFP Schedule.

Event / Occurrence Date / Deadline

City Issues RFP Posting Tuesday, October 20, 2026

Mandatory Virtual Pre-Proposal Meeting (10 A.M.) Tuesday, October 27, 2026

Deadline for Contractors to submit questions to this RFP Thursday, October 29, 2026

City to respond to Contractors' questions to this RFP Monday, November 2, 2026

Deadline for Contractors to submit Quotations / Proposals Tuesday, November 17, 2026

Finalist Vendor/s Presentation and Interviews: Week of: Wednesday, December 9, 2026

Vendor/s Selection Process and draft contracts complete Friday, December 18, 2026

Present to the City Council for Contract Award/s Tuesday, January 19, 2027

New Vendor/s site visits and implementation planning begins Monday, January 25, 2027

Phase #1 Technology Implementations Begin Monday, February 1, 2027

Phase #2 Technology Implementations Begin Tuesday, March 30, 2027

RFP Addenda. If the City issues addenda to this RFP, Vendors are solely responsible for and must acknowledge receipt of addenda in the Vendor’s Response. Failure to acknowledge and respond to any addenda issued by the City may, in the City’s sole discretion, render the Vendor’s Response to be deemed non-responsive and may be rejected.

List of Attachments. The following attachments are part of this RFP

Number Title Attachment A Consultant Services Agreement Attachment B Non-Collusion Affidavit Exhibit A Statement of Work.pdf Exhibit B Device Pricing Template.xlsx Exhibit C Print Optimization Survey Results.pdf

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2. Introduction The City of Tustin (CITY) is seeking proposals for Managed Print Services (MPS) to implement a single vendor contract with the ultimate goal to enhance print services and technology for approximately 119 owned and leased Multi-Function Devices (MFDs) and desktop printers/mfp’s at various CITY locations. CITY may optionally select more than one firm to perform the services.

2.1. Purpose and Background

The City has partnered with Office Werks Advisory, an independent managed print consulting firm, to conduct a comprehensive assessment of the City’s current print environment (“Consultant”). Over a four-month period, the Consultant team evaluated device inventories, usage patterns, total cost of ownership (TCO), operational workflows, and gathered with staff input.

As part of the Consultant engagement, the City and Consultant conducted a City wide Print Optimization Survey in Q3-2026, which gathered feedback from more than 115 staff members regarding print needs, copier and printer availability, and opportunities for improvement. The findings and recommendations from this effort are summarized in Exhibit C – Print Optimization Survey Results, which is incorporated into this RFP by reference.

2.2. Intent of This Solicitation

The City’s current copier and printer contracts will expire beginning in February of 2027. This RFP is intended to replace 5-year-old technology and support the implementation of the recommendations identified in Exhibit C – Print Optimization Survey Results. The City is seeking qualified vendors who can provide technology, services, and ongoing support and who are willing to partner collaboratively with City staff and the Consultant.

2.3. Vendor Partnership and Collaboration

Awarded vendors will be expected to work collaboratively with City staff and the Consultant to:

• Support the implementation of the City’s Print Optimization recommendations.

• Assist in validating final device selections and configurations from awarded pricing schedules.

• Provide subject-matter expertise related to print technology, service models, and best practices.

• Participate in discussions and planning related to the development of a new City-wide print policy, including guidance on usage standards, access, workflows, training, and cost controls.

The City views this engagement as a long-term partnership, not a transactional equipment purchase.

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2.4. Cost Proposal Structure and Menu-Based Pricing

To support flexibility and phased deployment, the City has structured this RFP using 2 separate Cost Proposal Technology Groups (1. Hardware and 2. Optional Software), each with detailed, menu-based pricing schedules. Vendors are asked to submit guaranteed pricing for the technology and services identified in each Cost Proposal Group.

Vendors shall submit guaranteed pricing using the templates provided for the following:

• Exhibit B – Device Pricing Template.

The City does not intend to select a single, fixed configuration at the time of award. Instead, the awarded pricing will serve as an approved pricing menu, from which final solutions will be jointly developed post award based on City priorities, site specific needs, budget availability, and implementation planning.

The equipment selections, quantities, and implementation sequencing will be determined after award, in coordination with the awarded vendor(s), City staff, and the Consultant.

2.5. Optional Software: Secure Printing, Follow-Me Printing, and Print Management Platform The City is interested in evaluating a comprehensive print management platform that enhances document security, improves the user printing experience, increases visibility into the City's print environment including local printers, and simplifies administration of printers and multifunction devices.

The City prefers a single, integrated software platform that provides secure print release, Follow-Me printing, printer visibility, administration, reporting, and analytics through a common user and administrative interface. Solutions that require multiple independent software applications to deliver these capabilities should clearly describe the integration approach, user experience, and administrative impact.

Desired Functionality The proposed solution should provide capabilities that include, but are not limited to, the following:

Secure Print Release

• Optional user authentication through employee badge credentials, PIN, mobile application, or directory-based authentication.

• Secure release of print jobs at authorized printers and multifunction devices.

• Protection of confidential and sensitive documents from unauthorized viewing or retrieval.

• Auditability and reporting of print activity and release events.

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Follow-Me Printing

• Ability for users to submit print jobs to a centralized queue and release those jobs at any authorized device.

• Support for employees working across multiple City facilities and departments.

• Elimination of abandoned print jobs and reduction of unnecessary printing.

• Consistent user experience across all supported print devices.

Printer Visibility and Administration

• Centralized visibility into network-connected and local printers as well as multifunction devices throughout the City.

• Automated printer discovery and inventory management.

• Real-time device status monitoring and alerting.

• Centralized printer deployment, configuration, and removal.

• Simplified print driver deployment and management.

• Administrative dashboards providing fleet status, device utilization, and operational insights.

• Management of printers by user, department, and location.

Reporting and Analytics

• Departmental and organizational print usage reporting.

• Device utilization and capacity reporting.

• Identification of underutilized or oversized devices.

• Historical trend reporting and analytics.

• Support for sustainability and paper reduction initiatives.

Security, Privacy, and Compliance

Proposers shall describe the security architecture, data handling practices, administrative controls, and compliance capabilities associated with the proposed solution. The proposed solution should provide capabilities and information that include, but are not limited to, the following:

• Protection of print job data and user information through industry-standard encryption while data is in transit and at rest.

• Secure storage, transmission, and disposal of print jobs, including automatic deletion of unreleased print jobs after a configurable retention period.

• Support for integration with Microsoft Active Directory, Microsoft Entra ID (Azure Active Directory), Single Sign-On (SSO), Multi-Factor Authentication (MFA), and badge-based authentication methods, as applicable.

• Role-based administrative access controls that limit access to system functions, reporting, and configuration settings.

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• Comprehensive audit logging of user activity, print releases, administrative actions, authentication events, and system changes.

• Secure communication between client devices, print servers, cloud services, printers, and multifunction devices.

• Support for security updates, vulnerability remediation, and ongoing maintenance of the proposed solution.

• Business continuity and disaster recovery capabilities appropriate to the proposed deployment architecture.

• Ability to identify and document any third-party software, hosting providers, cloud services, subcontractors, or external dependencies required to deliver the proposed functionality.

• Compliance with applicable industry security standards, certifications, or independent security assessments, if available.

Vendor Response Requirements (See Exhibit B – Device Pricing Template, Optional Software sheet) Proposers shall describe the proposed platform and identify how each requested capability is supported.

Responses shall include:

1. Product name and manufacturer.

2. Deployment architecture (cloud, on-premises, or hybrid).

3. Authentication and security capabilities.

4. Reporting and analytics capabilities.

5. Integration requirements.

6. Implementation approach.

7. Ongoing support and maintenance requirements.

8. Software licensing structure.

9. Identification of any third-party software required to achieve the requested functionality.

10. Description of data collection, storage locations, retention periods, and data deletion practices.

11. Description of security architecture, encryption methods, audit logging capabilities, and administrative access controls.

12. Identification of applicable security certifications, compliance attestations, vulnerability management practices, incident response procedures, and business continuity/disaster recovery capabilities.

13. Describe the solution's ability to discover, inventory, monitor, and report on locally connected, USB-connected, personal, and non-standard printers. Identify any limitations regarding visibility, reporting, or management of such devices

The City reserves the right to evaluate, accept, reject, or defer implementation of any proposed software

Page 8 | 19 solutions. Pricing for software and related professional services shall be clearly identified as separate optional line items and shall not be required for award of the core Managed Print Services contract.

2.6. Print Technology Acquisition and Lease Structure

The City is NOT requesting vendors to propose lease structures, lease rates, or financing terms as part of this RFP. The City currently has a direct leasing relationship with it’s existing fleet of copiers/printers and intends to utilize this same process for this procurement. Any lease-related fields included in the Exhibit B – Device Pricing Template are provided for City comparison and budgeting purposes only and do not represent a request for vendor proposed financing.

2.7. Reservation of Rights

The City reserves the right, at its sole discretion, to postpone or terminate this solicitation at any time prior to contract execution. The City shall not be responsible for any costs incurred by vendors in the preparation or submission of proposals. All proposals and accompanying documentation will become the property of the City and will not be returned.

2.8. Confidential Information

All responses to this RFP become the property of City and will be kept confidential until such time as recommendation for award of contract has been announced. Thereafter, proposals are subject to public inspection and disclosure under the California Public Records Act (Cal. Government Code Section 7931.000, et seq.). If a vendor believes that any portion of its proposal is exempt from public disclosure, such portion may be marked "confidential." City will use reasonable means to ensure that such confidential information is safeguarded but will not be held liable for inadvertent disclosure of such materials, data and information. Proposals marked "confidential" in their entirety will not be honored and City will not deny public disclosure of all or any portion of proposals so marked. By submitting information with portions marked "confidential", the proposer represents it has a good faith belief that such material is exempt from disclosure under the California Public Records Act and agrees to reimburse the City for, and to indemnify, defend and hold harmless City, its officials, officers, employees and agents from and against: (a) any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses including, (collectively, "Claims") arising from or relating to City’s non-disclosure of any such designated portions of a proposal if disclosure is deemed required by law or court order.

Additionally, City may request that the proposer directly defend any action for disclosure of any information marked confidential.

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2.9 Additional Notes

The City does not guarantee a minimum or maximum quantity of equipment or services. The City shall pay only for technology and services that are ordered, delivered, installed, and accepted. Demonstrated customer service capabilities, technical expertise, and a proven history public sector implementations will be significant factors in the evaluation process.

3. Required Submittals

3.1. Bid Forms

Submit Attachment B – Non-Collusion Affidavit

3.2. Acknowledgment of Statement of Work and Contract

See Attachment A – Sample Consultant Services Contract and Exhibit A – Statement of Work Proposers must review the Sample Form of Contract (Attachment A) and Statement of Work (Exhibit A) included in this Request for Proposals.

By submitting a proposal, the Proposer acknowledges that it has read, understands, and agrees that the Sample Form of Contract and Statement of Work shall form the basis for any final agreement.

Proposers may submit requested exceptions, clarifications, or proposed modifications to the (Attachment A) Form of Contract and/or (Exhibit A) Statement of Work as part of their proposal. All requested exceptions must be clearly identified, itemized, and submitted in writing with the proposal submittal.

The City, at its sole discretion, may consider such requested exceptions during the evaluation process and may choose to accept, reject, or negotiate any proposed exceptions. Failure to identify requested exceptions at the time of proposal submission shall be deemed acceptance of the Sample Form of Contract and Statement of Work without modification, and the Proposer shall not be permitted to introduce new exceptions during contract negotiations.

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4. Instructions to Proposers

4.1. Exhibit B – Device Pricing Template Instructions

Purpose of the Device Pricing Template

The excel Devie Pricing template is designed to establish menu-based pricing for evaluation and future implementation planning. Vendors are not expected to propose a single, final configuration at the time of submission. Instead, vendors shall submit a guaranteed pricing menu for devices, configurations, accessories, and services that meet or exceed the minimum specifications identified in each Device Category. Final equipment selections, quantities, and deployment sequencing will be determined after award in coordination with the City and Consultant.

Lease Cost Fields – For Comparison Purposes Only

Vendors are not required to propose lease rates, financing terms, or lease structures as part of this RFP.

Any estimated lease cost fields included in the Cost Proposal templates are auto-calculated for City comparison purposes only and do not represent a vendor financing proposal. The City intends to utilize a separate municipal Technology Master Lease for equipment acquisition following award. See details herein.

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Exhibit B – Device Pricing Template

1. Download and save the excel template. Rename template to add your company short name before Exhibit B – Device Pricing Template.

2. Template is password protected to ensure the integrity, format and calculations. Cells that require input are unlocked.

3. Start on (Vendor Info Sheet #1)

a) Enter your Company Name in Row 4, Column C where indicated.

b) This will populate your company name across all pages of the Cost Proposal template.

c) These instructions reside in the excel file on sheet 1 for reference.

4. Review all Device Category Minimum Specs in (Device Minimum Spec Sheet)

a) Ensure all bid pricing meets these minimum specifications.

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b) Copier and Printer Cost Proposal allows for a bid price on 12 Device Types

c) Process for Completing (Device Config Pricing Sheet #2) will be reviewed during the mandatory proposal conference. Instructions are as follows for each of the 12 Device Categories.

d) Column B indicates the Device Category group and requested accessory line items.

e) Please add a description that fits your brand in column C for clarity purposes.

f) For each Category, enter your proposed device Make and Model in Column D and E.

g) Enter the Product Code for the Main unit followed by included or optional accessories in column G

h) Enter the MSRP in Column H and your discounted Bid Cash Price for each item in column I.

i) Column J will auto-calculate an estimated 60 Mo. lease for comparison purposes only.

j) Enter the Device BW and Color Bid CPP in the 1st row of each category in column K and L.

k) Each required item shall be marked with an “X” in Column F to indicate inclusion in the required configuration. Only items marked with an “X” will be included in the calculated configuration price.

l) Optional or future-use accessories may be listed but shall NOT be marked with an “X” and will not be included in the standard configuration price. Do not include the entire accessory list.

m) If the available line items are insufficient, vendors may combine multiple related accessories into a single line item. In such cases, all applicable product codes shall be listed in Column N for that line item.

n) The vendor configured device bid price to meet minimum specs will automatically populate in the last row of each category group. If an accessory does not contain an X in column F, it is excluded from the total formula.

o) For each device Category, there is an open text box for the vendor to input any desired clarifying comments or other notes regarding the specs, capabilities or pricing.

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4.2. Proposal Format

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Company’s demonstrated capability to perform work of this type. Emphasis should be concentrated on completeness and clarity of content.

Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation:

a) Cover Letter

b) Company Information

c) Statement of Understanding and Approach. Your value proposition to meeting the desired hardware requirements and optional software solution.

d) Per section 6.1 of the Exhibit A – SOW, describe your ability to optionally provide after-hours support for departments that operate 24/7. Outline your additional cost for this service if any.

e) Experience and References. Provide a minimum of 3 References within the Education or Government Industry. List the Project Scope, dates of Contracts, number of devices and Contact Name, Title, Phone and Email.

f) Provide a Separate Zip file containing a Brochure or Spec Sheet on Each Proposed Device Category and your Optional Software.

g) Submit completed Exhibit B – Device Pricing Template in Excel.

5. Proposal Submission Requirements

5.1. Digital Submittal Process

All documents and submittals shall be submitted through the City OpenGov procurement site for this solicitation. All required proposal documents and attachments must be received by the submission deadline, regardless of the number of emails sent. Proposals that are incomplete, unreadable, corrupted, password‑protected, or received after the deadline may be deemed non‑responsive. Bidders are solely responsible for ensuring timely upload and receipt of their proposal submissions. The City shall not be responsible for transmission delays, file size limitations, or other technical issues that may affect submission.

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6. Specifications

6.1. City Copiers, Printers and Related Support Services Specifications

See Exhibit B – Device Pricing Template for full specifications.

New Device Category Quantity Notes Current Mo. BW

Volume (All Units)

Current Mo.

Color Volume

(All Units) Minimum Specs

Category #1 BW MFP 0 Optional High Volume BW Produciton Device. 0

> 75+ PPM High Volume BW MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size

Category #2 Color MFP 0 Optional High Volume Color Produciton Device. 0 0

> 75+ PPM High Volume Color MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size

Category #3 BW MFP 0 For Area's Doing up to 10k Plus Pages Monthly BW Only 0

> 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size

Category #4 Color MFP 11 For Area's Doing up to 10k Plus Pages Monthly Combined BW & Color

17,230 42,400 > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size

Category #5 BW MFP 0 For Area's Doing up to 7K Month BW Only 0

> 45+ PPM Mid-Volume Office BW MFP with Fax Kit, Scanning with minimum of 2,000 Sheet Paper Capacity from 3 Sources.

Up to 11X17 Paper Size

Category #6 Color MFP 8 For Area's Doing up to 7K Month Combined BW & Color

5,037 17,886 > 45+ PPM Mid-Volume Office Color MFP with Fax Kit, Scan with minimum of 2,000 Sheet Paper Capacity from 3 Sources.

Up to 11X17 Paper Size

Category #7 BW MFP 0 For Area's Doing Less than 7k Per Month BW Only 0

> 35+ PPM Low Volume Office BW MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources.

Up to 11X17 Paper Size

Category #8 Color MFP 1 For Area's Doing less than 7k Per Month Combined BW & Color

1,342 5,901 > 35+ PPM Low Volume Office Color MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources.

Up to 11X17 Paper Size

Category #9 BW A4 Desktop MFP 0 BW Workgroup MFP Not

Requiring 11 X 17 0 > 30+ PPM Office BW A4 MFP with Fax, LAN & Wireless Printing, Scanning with 500 sheet paper capacity

Category #10 Color A4 Desktop MFP 39 Color Desktop Printer/MFP

Not Requiring 11 X 17 14,650 24,272 > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays.

Category #11 BW A4 Personal Printer 53 BW Desktop Personal Printer

Not Requiring 11 X 17 7,085 > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays.

Category #12 Color A4 Personal Printer 7 Color Desktop Printer/MFP

Not Requiring 11 X 17 6,431 766 > 30+ PPM Office Color A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays.

Total 119 51,775 91,225

Managed Print Cost Proposal Summary - RFP (Current Fleet Quantity and Usage Volumes)

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6.2. City current Copier / Printer Fleet Stats and Average Mo. Usage Trends

The Consultant assessed all City print technology and monthly usage trends over a 12-month period. The following table is a summary of the device type and average usage stats.

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6.3. Device Floor Plan Mapping

In Q3 of 2026, the Consultant assessed all City print technology, usage patterns, configurations, and device locations. An example of the Consultant’s Device Floor Plan mapping is referenced below. The full detail will be provided to the awarded vendor to support the post-award implementation planning.

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7. Selection Process and Evaluation Criteria

7.1. Bid Scoring Process

The City Staff and Consultant will evaluate all proposals based on the following criteria. This is subject to adjustments as deemed appropriate by City in its sole discretion. To ensure consideration for this RFP, your proposal should be complete and include all of the following criteria:

• Overall proposal suitability and technology enhancements: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner.

• Value and cost: Bid categories will be evaluated on the cost of the solution(s) based on the equipment price, functionality and service cost in accordance with the scope of this project.

• The willingness to agree to all, or at a minimum, critical terms outlined in this RFP.

• The City reserves the right to accept or reject any or all proposals or to waive any defects or discrepancies in the proposals or selection process.

Score Category #1 Effectiveness of Management Plan and Understanding of the Work.

Total of 100 Possible Points with 30% Scoring Weight

1. Completeness of Proposal and ability to communicate the Value Proposition to this specific project. Max 40 Points

2. Strategic Narrative on Vendor ability and willingness to partner with City and Consultant to implement the recommendations in Attachment A. Max 40 Points

3. Proposal Contract Terms & Conditions and Service Level Guarantee's. Max 20 Points

Score Category #2 Degree of the Vendor’s (firm and staff) Skills and Experience.

Total of 100 Possible Points with 30% Scoring Weight

1. Vendor References and/or Case Study Narrative for similar implementations and success. Max 60

Points

2. Value of Finalist Presentation and Optional Technology Demonstration. Max 40 Points

Score Category #3 Total Overall 5 Year Cost of Vendor Solution.

Total of 100 Possible Points with 40% Scoring Weight

1. Total Line-Item Cash Price for each Price Proposal Group and/or Device Category. Max 40 Points

2. Total 5 Year Service and Supply Price Based on current device usage pattern to include any escalations in contract pricing from submitted services terms and conditions. Max 30 Points

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3. Total estimated 5 Year projected Cost to Include City independent 60 Mo. FMV Lease and overall 5 Year service and supply calculation based on current device usage patterns. Max 30 Points

7.2. Contract Award

The contract will be awarded to the Vendor(s) that provide the best solution. However, the City reserves the right to make its selection based upon its best judgment as to which proposal substantially complies with specifications set forth in this RFP document and at its sole discretion may make multiple awards, sole awards or no award at all.

8. City General Terms and Conditions

8.1. Term of Contract

See Attachment A – Consultant Services Agreement

The contract term will be for an initial period of five (5) years upon approval of contract award by the Tustin City Council, with the City reserving the option to extend on a yearly basis for up to (2) additional years. The City may terminate the Agreement at any time, with or without cause, upon written notice to the selected Vendor. Any award made between the City and the successful proposing Vendor will consist of a City Agreement, this RFP document, all addenda, the Vendor’s submitted proposal, all negotiation documents, and any resulting Purchase Order(s).

8.2. Third Party Lease Process and Vendor Requirements

The City desires to utilize the current in place direct third-party master lease. If this option is implemented, the Vendor agrees (1) to accept purchase orders based on quoted cash prices from the City’s Technology Lease source; (2) to incorporate the applicable provisions below into the form of contract (Attachment A).

Equipment Ordering for 3rd Party Lease

1. City finalizes unit pricing and configuration with selected vendor. A Vendor Implementation and Order form is created and executed by the City.

2. City forwards completed vendor order forms and/or internal PO to 3rd Party Lease Documentation Specialists to begin the lease schedule process.

3. 3rd Party Lease Documentation Specialists issues Purchase Order, Tax ID, and reseller numbers to vendor with a copy of PO to City.

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4. Vendors are instructed to deliver equipment to City locations as specified on the 3rd Party Lease purchase order or as directed by the City.

5. Via the 3rd party Lease PO, Vendors are instructed to invoice the cash price of selected equipment, technology and/or services to the 3rd party lease company for payment.

Delivery and Acceptance for 3rd party Lease

1. Vendor works with City Staff and Consultant on technology delivery, network installation and training on newly ordered equipment.

2. Upon completion of the implementation, Vendor works with City Staff and Consultant to validate a list of accepted and fully installed equipment to include serial numbers and meter reading validation.

3. Vendor invoices 3rd Party Lease Admin for the cash price of equipment ordered and installed by the City.

4. Third Party Lease Documentation Specialists generate an acceptance certificate using an acceptance date of 7 days following the vendor invoice date.

5. As invoices are received during installation periods: Acceptance certificates are prepared monthly to authorize vendor payment. Vendors are paid net 14 from receipt of original acceptances.

Lease Schedule Documentation

1. All accepted assets during an installation period are consolidated into a new lease schedule and final documents are forwarded to the City for execution.

2. 3rd Party Lease vendor invoicing can subtotal equipment based on RFP Category, Awarded Vendor, location and/or budget code.