Amendment 3 RFP 6163.pdf

San Bernardino County Purchasing Department

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163

Date: February 11th, 2026

Amendment # (1): to RFP No. AGENCY26-PURC-6163 COPIER/MULTIFUNCTION

PRINTER RENTAL AND MAINTENANCE SERVICES

Issued: Wednesday, February 11th, 2026

This Amendment is intended to provide additional information and/or to change the requirements in the above referenced RFP. Any information contained herein will be considered part of the RFP.

Amendment Description:

(1) B. PROJECT DESCRIPTION

The County is seeking qualified Vendors to provide Devices, to County departments on either a monthly rental or purchase basis.

(2) ATTACHMENT E – COST

Group A (Remove Accounting Codes)

STANDARD OPTIONS YES NO

A3 Print and Copy Size

Binder (Staple, 3hole punch, Finisher)

Password Protection

Wi-Fi, Ethernet and USB

Fax Board

256 Mb Memory Network Printing

Hard Drive Encryption

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163

(3) QUESTIONS AND ANSWERS

QUESTIONS AND ANSWERS is hereby amended as follows:

Question Answers For the 36-month rental option, will the County sign a lease agreement, or must the arrangement be structured exclusively through a Purchase Order without additional contractual documents?

No the County will not sign a lease agreement. The vendor will be expected to sign the County's contract template.

Is the County also requesting pricing on wide format hardware - Plotters/printers/36", 48", 60", etc. wide prints?

No

On the rental payment - is the County looking to have property taxes included?

All taxes should be considered but property tax shouldn't be relevant to this RFP.

Will the County extend piggy-back participation to other public agencies outside of San Bernardino County?

The County does have a participation clause in the contract template.

Will the County accept hard-copy proposal in addition to the required ePro submission? If so, please specify the number of hard-copies to be provided.

Please refer to Page 13 of the RFP.

Will maintenance on purchased equipment be based on 5,000 B&W copies, just like the rental program?

Maintenance would be separate for purchased equipment based on maintenance proposal.

Is the County looking to have toner automatically replenished, or do they prefer placing orders for toner/ supplies as they need it?

Yes

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163

Can the County confirm whether Environmental Liability Insurance is required for this bid? This type of coverage is not typical for the type of products/ services being requested in this RFP.

It is not applicable for this RFP.

Regarding Attachment J, this document requires a broker/ agent to attest that insurance will be provided upon award, however, it features policies that are not detailed or listed as required in the RFP document such as Pollution Liability and Sexual Abuse Liability.

Our broker/ agent will not attest to providing this type of coverage where liabilities are not listed in contractual language. Can the County confirm these coverages are required, and/or provide an updated Attachment J with the list of coverage that will be required for this contract?

If the insurance provisions are not applicable based on the scope of work, they can be removed. Pollution and Sexual Abuse Liability is not included in the current contract.

In the pricing sheet for Group A, you reference Accounting Codes. Can you confirm if/ how you are using accounting codes currently, and how you would like these to be utilized with any new equipment?

Disregard accounting codes. See amendment 3

In the pricing sheet, Group C appears to be for scanners only. Can you confirm that the County will procure scan only devices? If so, can you provide details regarding

Please provide both scan only and Dual Scan Feeder machines.

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163 scan speed and other configuration information for the devices you would like to procure?

Can you confirm how the County will provide vendors with meter reads?

Electronically? Manually?

Vendor's responsibility

1) Can you please provide us with a breakdown of your current fleet that includes: â?¢ Make â?¢ Model â?¢ Accessories â?¢ Locations â?¢ Average monthly print volume for both BW and Color â?¢ Current term install date â?¢ Curren term end date

We do not have usage or volume data on each unit currently rented by the county.

2) Can you tell us who your current vendor, or vendors, are?

Advanced Copy Systems, Inc.

Advanced Imaging Strategies Inc. (AIS) CBE Office Solutions Canon Solutions America, Inc.

Xerox Corp.

Toshiba Business Solutions Konica Minolta Image Source

In the pricing sheet for Group A, a Binder with a finisher is referred to. Can more information be provided? What additional finisher is being requested outside of the staple and 3-hole punch? Is this a binder to bind and fold documents?

Some advanced models have other options. If it has a stapler or 3 hole punch, you would check "Yes".

Can you confirm if vendors must respond to all three pricing options in Attachment E - Cost? If so, can you provide current or expected device usage so that providers can provide the most

You are not required to bid on all pricing options. We do not have usage or volume data on each unit currently rented by the county.

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163 competitive pricing for the all-in/ all inclusive rates?

Can the County confirm that they are interested in both MFPs that can print solely in black and white and black and white and color?

Units should be capable of printing both BW and color, unless specifically requested by a department.

3) Can you tell us what lease companies your current leases are with?

Advanced Copy Systems, Inc.

Advanced Imaging Strategies Inc. (AIS) CBE Office Solutions Canon Solutions America, Inc.

Xerox Corp.

Toshiba Business Solutions Konica Minolta Image Source

4) Can you tell us who is responsible for returning the existing equipment at the end of term?

The vendor will pick up and or replace units when necessary.

5) What is the installation timeline for the new fleet.

Is this a one-time refresh or a refresh as needed over a period of time?

This will happen at each department individually, when needed. Most MFPs have separate rental periods.

Regarding Section 1.b Direct Purchase Devices (page 10 of RFP) can you confirm how long you require unit prices to remain firm? Does the county require12 months of firm pricing, or firm pricing for the entire term of the contract?

12 months

11. Regarding Section 17.

Environmental Requirements of the Terms and Conditions, can you provide the form, or the information that will be requested on the County approved form

County Policy 11-08 SP2 mentions a environmentally preferable goods and materials form. It will be provided to awarded vendors when needed.

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163 vendors will be required to complete reports on?

Is the County open to signing a third-party lease agreement?

No

Will the county be selecting a single vendor from this RFP, or will multiple providers potentially be selected?

Multiple providers.

Can the county provide information on current MFP vendors?

Advanced Copy Systems, Inc.

Advanced Imaging Strategies Inc. (AIS) CBE Office Solutions Canon Solutions America, Inc.

Xerox Corp.

Toshiba Business Solutions Konica Minolta Image Source

Can you provide a list of your current machines by model number?

We do not have usage or volume data on each unit currently rented by the county.

6) Do you have an estimated start date for the new contract to go into effect and refreshes to start?

June ---- 2026 or when individual contracts are fully executed.

7) Would you be willing to extend the due date another week or two depending on when you may be able to response to the vendor questions?

Please see Amendment 2

Can you tell us whether you plan on choosing one new sole vendor or if you plan to create a list of approved vendors for their sites?

Multiples providers.

Can you provide a list of locations requiring after hours service?

Countywide

Is the County interested in having us right size the copier fleet by copy

Department's discretion

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163 volumes? For example, updating an overworked 25 ppm machine to a 55 ppm machine.

Is the County interested in having the selected vendor manage current desktop devices?

No

Is there a standard configuration that the county is looking for on each segment outside of the print/copy speed? For example, number of drawers, internal vs.

external finishers, hole punch, staple, Wi-Fi cards, fax boards, etc.

Department's discretion

Does the County currently utilize print management software, or expect it's use in this contract? If so, can you please answer the following questions? 1.

Which print management software and version? 2.

How many licenses for MFDs? 3. How many licenses for desktop devices, and breakdown of manufacturer by license

4. Do you utilize mobility print/ ability to print from mobile devices? 5. Is full functionality of finishing (i.e. stapling) enabled through the software? 6. Is there a desktop client on PCs for the software? 7.

Number of PCs vs. Macs on software 8. Do you have fax or advanced connectors? If so which ones and how many?

Which solution? 9. Do you have any payment

ITD uses Microsoft Print Server. Microsoft universal print as well as other cloud platforms should be compatible. SMTP services such as sendgrid should be compatible as well for secure email transport. Do not expect the use of print management software with these contracts.

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163 gateways? 10. What is the support expiration date?

11. Do you sync with any active directory? If so which on? 12. Are there any current issues with the system?

Does the County currently utilize any other cloud services besides "One Drive"?

Yes

Is the County interested in scanning to One Drive, Share Point, or similar service?

Yes, as well as email

Is the County interested in "Follow Me" printing or secure print options?

Yes

What types of documents will utilize Optical Character Recognition

(OCR)?

Department/User Specific

Do you need zonal OCR or ICR capabilities?

ICR at the minimum. Both would be ideal.

If you currently utilize print management software, do you feel that your teams and the current vendor are knowledgeable and comfortable with the software, or do you contact a third-party for assistance?

ITD manages the print service. If migrating to a new platform we would be interested in vendor services for initial setup and possibly migration. Ongoing care and feeding would be managed by ITD. Do not expect use in this contract.

Is the County interested in eliminating print servers?

The County has no plans currently to migrate from its existing print server system.

Does the County have any desire to utilize cloud technology to secure scan, print, and copy functions?

Yes but do not expect it's use on this contract.

Request for Proposal

COPIER/MULTIFUNCTION PRINTER

RENTAL AND MAINTENANCE SERVICES

No. AGENCY26-PURC-6163

May offerors include their Agreements for Leasing and Maintenance as part of the proposal response?

No, vendor will be expected to sign County's contract template.

Is Cyber Liability Insurance applicable?

The County does have a cyber liability insurance in the contract template.

Is a Business Associate Agreement (Attachment K) applicable? Is access to HIPAA information possible?

Attachment K may be required, to the extent permitted and required by law and as necessary to meet the County’s needs.

Is it the County's expectation for any awarded vendor to have the ability to integrate with the County's ServiceNow system?

That is not a requirement as of now, so there is no expectation at this time.

Is the intent of this RFP to award only one vendor for each manufacturer's brand, preventing multiple dealers from being awarded the same brand?

The County will consider all brands offered by each vendor. The County may award one brand to multiple vendors at the County's discretion.