AttachmentA.xlsx

This is an Inventory, Usage & Price Sheet for RFP-26-03 issued by the City of DeLand, Florida, documenting the current fleet of multifunction printer and laser printer devices deployed across city departments. The procurement involves 44 printing devices currently in use, including 33 multifunction printers and 11 laser printers, distributed among departments such as Customer Service, Police Department, Fire Department, Parks & Recreation, Utilities, Finance, and others. The sheet details 2024 usage metrics for each device, including black and white page volumes ranging from 67 to 77,070 pages annually and color page volumes ranging from zero to 63,519 pages annually, with combined annual print volume of approximately 720,000 black and white pages and 280,000 color pages. All current devices are Konica Minolta multifunction printers (models BH558, BH368, BH4052, BH808, BH4050i, C759, and C360i) or HP and Lexmark laser printers (models E60155 and 6415). The RFP seeks proposals for replacement devices, maintenance services, and copy paper, with contract execution anticipated for March 1, 2026, extending for five years through February 28, 2031, with a potential three-year extension option. Proposals were due January 20, 2026, at 2:00 P.M.

Contractors may propose pricing through flat-rate fees, cost-per-click pricing, or combination models, with pricing required to remain firm for the first 60 months. The incumbent vendor is Dex Imaging, LLC. Equipment requirements include devices with 35-40 pages per minute speed, color scanning at 600 dpi, duplex printing and scanning capabilities, and integration with PaperCut and employee ID badge authentication systems, along with CJIS compliance featuring encrypted hard drives. Maintenance agreements must provide automatic toner monitoring with a two-business-day delivery service level agreement and ensure 98 percent monthly device uptime. Evaluation criteria are weighted at 30 points for price, 30 points for project approach, 20 points for customer service, and 20 points for qualifications and experience. Insurance requirements include $1,000,000 in general liability, $1,000,000 in auto liability, and statutory workers' compensation limits, with the City of DeLand named as additional insured.