Copy Center Equipment Lease RFP vfinal Ohio Buys.pdf

OHIO ATTORNEY GENERAL’S OFFICE

REQUEST FOR PROPOSALS

General Services Section

Copy Center Equipment Project

RFP NUMBER: SRC36105

January 23, 2026

Responses must be submitted no later than the deadline via Ohio Buys on or before

February 23, 2026; 11:00 AM Time Eastern Time www.OhioAttorneyGeneral.gov

SECTION 1.0. INTRODUCTION

1.1. Background

1.2. Business Challenge

1.3. Outcome Goals

1.4. Award Terms

SECTION 2.0. SCOPE

2.1. Equipment Requirements

2.1.1. Color Printer/Copier

2.1.2. Black and White Printer

2.1.3. Black and White Printer/Copier

2.1.4. Combined Impressions

2.1.5. On-Site Visit and Equipment Placement

2.1.6. Disaster Recovery and Security Compliance

2.2. Security Requirements

2.3. Performance Metrics

2.3.1. Program Performance Monitoring

SECTION 3.0. REQUIRED RFP RESPONSE CONTENT

3.1. RFP Response

3.2. Transmittal Letter - General Information

3.3. Company Overview and Required Experience

3.4. Technical and Functional Response

3.5. Pricing

3.6. Exceptions, Assumptions, and Deviations

3.7. Trade Secrets

SECTION 4.0. EVALUATION PROCESS

4.1. Evaluation Steps

Step 1 – Response Preparation Compliance Review

Step 2 – Response Scoring

Step 3 – Offeror Interaction - Site Visits for Equipment Demos

Step 4 – Best and Final Offer (BAFO)

Step 5 – Identification of the Apparent Successful Offeror

Step 6 – Contract

4.2. Scoring Criteria and Weights

SECTION 5.0. GENERAL INFORMATION

5.1. Reference Material Website

5.2. Communication and Inquiries

5.3. Schedule of Events and Deadlines

5.4. RFP Response Submission

5.4.1. Response Submission Instructions

5.5. General Response Requirements

5.5.1. Multiple or Alternate Responses

5.5.2. Discrepancies

5.5.3. Restrictions on Communications

5.5.4. News Releases

5.5.5. Discussions

5.5.6. RFP Response Validity Period

SECTION 6.0. GENERAL TERMS AND CONDITIONS

6.1. Budget and Payment

6.2. Requirements Specific to the State of Ohio

6.2.1. Fiscal Biennium

6.2.2. Reimbursable Expenses

6.2.3. Public Record Information

6.2.4. Trade Secret Information

6.2.5. Governing Law

6.2.6. Warranties and Certifications with Respect to this RFP

6.3. Liability

6.4. Protective Provisions

6.4.1. Cost of Recovery (Cost to Cover)

6.4.2. Other Protective Provisions

6.5. Performance Deficiencies

6.5.1. Credit

6.5.2. Service Credits

6.6. Compliance with Federal, State and AGO Security Regulations, Policies, and Procedures

6.7. Subcontractors

SECTION 1.0. INTRODUCTION

The Ohio Attorney General’s Office (“AGO”) is pleased to release this Request for Proposals (“RFP”) to solicit responses from qualified vendors for the 60-month lease of production printers and associated print management software solutions.

Ohio Attorney General Dave Yost is an elected official who serves as the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The Attorney General’s Office comprises approximately 1,600 employees in nearly 40 distinct sections.

These sections advocate for consumers and crime victims, support the criminal justice community, provide legal counsel to state offices and agencies, and enforce various state laws.

1.1. Background

The General Services Section operates a Copy Center within the AGO at its primary location in the James A.

Rhodes State Office Tower, 30 East Broad Street in Columbus, Ohio.

The Copy Center plays a critical role in supporting departmental operations by producing a wide range of essential print materials, including AGO collection letters, BCI fingerprinting results, annual reports, trial documentation, and other time-sensitive communications.

To maintain operational efficiency and meet ongoing high-volume printing demands, the AGO seeks to complete necessary procurement processes for a new 60-month lease of production printers, supporting print management software and all associated activities. The current equipment lease ends in February 2027.

1.2. Business Challenge

To address these challenges, the AGO is seeking a qualified partner, as described herein. This initiative supports the AGO’s broader commitment of enhancing public safety, improving data transparency, and supporting criminal justice communities through robust and reliable support systems.

The AGO Copy Center has maintained a high volume of output over the past twelve months, averaging 467,313 black and white impressions and 10,959 color impressions per month. Of the black and white impressions, 361,406 were dedicated to collection letters, with the remaining 105,907 supporting other operational needs.

The selected vendor must demonstrate the capability to meet or exceed these historical performance levels, delivering service equal to or better than the current standards in terms of quality, reliability, and turnaround time.

1 Chapter 109 - Ohio Revised Code | Ohio Laws https://codes.ohio.gov/ohio-revised-code/chapter-109

1.3. Outcome Goals

The AGO has identified several key outcomes expected from the partnership resulting from this RFP. This solicitation will be considered successful when the following outcomes are achieved:

• Operational Continuity and Reliability. Equipment is consistently operational with minimal downtime, ensuring uninterrupted support for high-volume printing needs, including time-sensitive collection letters.

• High-Quality Output. All black and white and color impressions meet or exceed current quality standards, with crisp, legible text and accurate color reproduction suitable for official communications.

• Cost Efficiency and Predictability. The lease agreement provides transparent, competitive pricing with predictable monthly costs, while minimizing waste and reducing overall cost per impression.

• Scalability and Flexibility. Equipment and service levels can scale to accommodate fluctuations in monthly volume, including peak periods, without degradation in performance or turnaround time.

• User-Friendly Technology and Support. Equipment is intuitive for staff to operate, with responsive technical support and training provided to ensure smooth adoption and ongoing ease of use.

The AGO acknowledges that achieving these goals will not rest solely on the selected partner. Rather, they are provided to clarify the overarching purpose of this procurement and to guide collaborative efforts towards its success.

While the AGO is seeking the highest quality partner that meets the described goals, the AGO asks respondents to be mindful of cost-effectiveness throughout their proposal. Respondents are encouraged to explore and suggest flexible and innovative approaches that can help maximize the impact of the partnership while adhering to publicly funded, budget-conscious principles.

1.4. Award Terms

The contract is expected to be signed in 2026, with a negotiated term necessary to complete the requirements detailed herein. This initial term will begin upon signature of the contract and go through June 30, 2027.

It is the intent of the AGO to continue an equipment lease for a total term of 60-months, however, offerors should understand that the AGO’s ability to complete the term is dependent upon obtaining additional funding authorization from the Ohio General Assembly each fiscal biennium.

The AGO will have the option to renew additional annual terms through February 29, 2032, for the equipment lease and the ongoing and sustainability activities, including maintenance and support for the deployed solution.

SECTION 2.0. SCOPE

Through this RFP, the AGO seeks the following:

2.1. Equipment Requirements

At a minimum, the selected partner must meet the following requirements and have the ability to provide the listed deliverables. In responding to these requirements offerors must indicate their current ability to fully or partially meet each requirement listed.

2.1.1. Color Printer/Copier

Description

This section identifies the minimum requirements needed for the Color Printer/Copier.

Req ID Requirement Description Source of Requirement

R1-01 60-month lease. Copy Center

R1-02 Secure print functionality that will allow users to send a print job to a shared queue, only releasing the print job when the user authenticates at the printer — typically using a badge, PIN, or login. As well as data deletion post-print.

Copy Center

R1-03 Color Printer/Copier - Additional minimum requirements:

• 70 ppm or faster

• Accept PCL & PDF files

• Ability to manipulate documents

• Create booklets

• Add covers/special pages while printing

• Add tabs

• Adjust image positioning

• Duplex scanning to network folders

• Ability to print on A6 or larger envelopes

• Staple finisher

• 3-hole punch

• Saddle stitch

• 5 total paper trays

• Fonts for documents are stored on server

• Server based which allows multiple users

Copy Center

R1-04 All necessary power supply equipment is to be supplied by the vendor, including but not limited to power filters, surge protectors, etc.

Copy Center

R1-05 Supplies include but are not limited to toner, staples, and waste toner containers.

Copy Center

R1-06 Vendor Installation and Set-up. Copy Center

R1-07 Ongoing maintenance and support. Copy Center

R1-08 User manual and training to be provided by the vendor. Copy Center

2.1.2. Black and White Printer

This section identifies the minimum requirements needed for the Black and White Printer.

R1-9 60-month lease. Copy Center

R1-10 Print Management System/Output Management Software must comply with IRS publication 1075.

See publication: https://www.irs.gov/pub/irs-pdf/p1075.pdf

Copy Center

R1-11 Secure print software and functionality that will allow users to send a print job to a shared queue, only releasing the print job when the user authenticates at the printer — typically using a badge, PIN, or login. As well as data deletion post-print.

Copy Center

R1-12 Black and White Printer - Additional minimum requirements:

• 120 ppm or faster

• Accept PCL & PDF files

• Ability to manipulate documents

• Create booklets

• Add covers/speical pages while printing

• Add tabs

• Adjust image positioning

• 5 total paper trays

• Staple finisher – 100 pages or more

• High-capacity output tray

• 100,000 included impressions

• Fonts for documents are stored on server

• Server based which allows multiple users

Copy Center

R1-13 All necessary power supply equipment is to be supplied by the vendor, including but not limited to power filters, surge protectors, etc.

Copy Center

R1-14 Supplies include but are not limited to toner, staples, and waste toner containers.

Copy Center

R1-15 Vendor Installation and Set-up. AGO will require a phased installation where existing printers remain operational until new units are fully installed, tested, and validated. Each printer will be decommissioned only after confirming successful performance and security compliance of its replacement.

Copy Center

R1-16 Ongoing maintenance and support. Copy Center

R1-17 User manual and training to be provided by the vendor. Copy Center

2.1.3. Black and White Printer/Copier

https://www.irs.gov/pub/irs-pdf/p1075.pdf

This section identifies the minimum requirements needed for the Black and White Printer/Copier.

R1-18 60-month lease. Copy Center

R1-19 Print Management System/Output Management Software must comply with IRS publication 1075.

See publication: https://www.irs.gov/pub/irs-pdf/p1075.pdf

Copy Center

R1-20 Secure print software and functionality that will allow users to send a print job to a shared queue, only releasing the print job when the user authenticates at the printer — typically using a badge, PIN, or login. As well as data deletion post-print.

Copy Center

R1-21 Black and White Printer/Copier - Additional minimum requirements:

• Accept PCL & PDF files

• Ability to manipulate documents

• Create booklets

• Add covers/speical pages while printing

• Add tabs

• Adjust image positioning

• Duplex scanning to network folders

• Staple finisher – 100 pages or more

• 3-hole punch

• Coil punch

• High-capacity saddle stitch capabilities (8.5x11, 11x17, and

9.25x12.5 paper)

• 5 total paper trays

• 3 post fuser paper trays

• High-capacity output tray

• 175,000 included impressions

• Fonts for documents are stored on server

• Server based which allows multiple users

Copy Center

R1-22 All necessary power supply equipment is to be supplied by the vendor, including but not limited to power filters, surge protectors, etc.

Copy Center

R1-23 Supplies include but are not limited to toner, staples, and waste toner containers.

Copy Center

R1-24 Vendor Installation and Set-up. AGO will require a phased installation where existing printers remain operational until new units are fully installed, tested, and validated. Each printer will be decommissioned only after confirming successful performance and security compliance of its replacement.

Copy Center

R1-25 Ongoing maintenance and support. Copy Center

R1-26 User manual and training to be provided by the vendor. Copy Center

2.1.4. Combined Impressions

https://www.irs.gov/pub/irs-pdf/p1075.pdf

This section identifies the combined impressions across multiple devices. to ensure continuity of operations. In the event of equipment downtime, remaining devices must absorb the workload without service disruption.

CI-01 Monthly 300,000 combined impressions. Copy Center

CI-02 Dynamic job routing or load balancing between devices, ensuring that print jobs can be automatically or manually redirected to alternate equipment when one unit is offline.

Copy Center

2.1.5. On-Site Visit and Equipment Placement

Description

This section identifies necessary tasks performed during on-site visit(s) of selected vendors during the evaluation process.

OV-01 Vendor to arrange an on-site visit of the proposed equipment and how the vendor plans to accommodate this request.

Copy Center

OV-02 Vendor to provide equipment placement based on floor plan (see Attachment A) provided.

Copy Center

OV-03 Vendor to verify printed quality on card stock vs regular paper. Copy Center

OV-04 Vendor to provide the manufacturer specifications documentation for each proposed device.

Copy Center

2.1.6. Disaster Recovery and Security Compliance

Description

The proposed disaster recovery (DR) solution must ensure uninterrupted printing operations in the event of a disruption to the primary facility. Operations must be able to work concurrently at the Columbus location and the secondary location housing a Konica Minolta 6120 production printer. The solution must also meet all applicable security and compliance standards.

DR-01 The DR Solution must have the capability to print black & white jobs in both the primary location and to the remote DR machine (Konica Minolta 6120).

Copy Center

DR-02 The DR solution and all supporting applications must also comply with enhanced security standards, including but not limited to:

• IRS Publication 1075

• Criminal Justice Information Services (CJIS) Security Policy

• Health Insurance Portability and Accountability Act (HIPAA)

Copy Center

2.2. Security Requirements

This solution will require specific security protocols and requirements to be followed.

The AGO will negotiate with the selected vendor for acceptable security requirements and protocols. Offerors should include in their proposal a description of their security and control policies such as accessibility to data, audit ability, and reconcilability. The offeror must propose methods for safeguarding against loss of records being captured for central storage and to prevent unauthorized persons from accessing the system.

Offerors should submit any questions for review and consideration by the AGO, needed to help ensure an appropriate level of security is provided.

Additionally, the AGO will assess security on any system and may withdraw or modify the RFP award based on security assessments.

Outlined below are basic security requirements offerors must address:

Description

This section covers the required AGO ITS requirements for the new copy center equipment.

In order to maintain security, the high-volume printers and their supporting applications must follow enhanced security as set forth by IRS Publication 1075, CJIS Security Policy, HIPAA, and other related policies, regulations, and laws.

SR-01 Print Management System/Output Management Software must comply with IRS publication 1075 as noted (in R1-10, R1-19 and DR-02) for all devices. ITS Security

SR-02

Secure print software or functionality allowing users to send a print job to a shared queue, but the job is only released when the user authenticates at the printer — typically using a badge, PIN, or login. As noted (in R1-02, R1-11, and R1-20) for all devices.

ITS Security

SR-03 All data in transit and at rest must be encrypted to meet or exceed IRS requirements to protect sensitive information. ITS Security

SR-04 Devices must include access controls, audit logging, and integration with enterprise security policies. ITS Security

SR-05 The proposed solution must fully comply with all applicable Security Controls Standards for Enterprise Managed Systems (“SCSEM”) requirements. ITS Security

SR-06 Documentation of compliance and alignment with SCSEM controls must be provided as part of the proposal. ITS Security

SR-07

The IRS generally has higher security standards. If vendors can support the IRS regulations the other regulations (i.e.: FBI, HHS/OCR/CMS) will typically fall under it (there may be a few atypical items on the others).

Therefore, the Information Technology Services Section or the selected vendor will need to provide a completed IRS SCSEM for each software and high-volume printer (including an explanation for any exceptions to the guidelines).

ITS Security

SR-08

Vendors must demonstrate how their solution meets or exceeds these standards, including but not limited to authentication, transport layer encryption, access control, and audit logging.

ITS Security

2.3. Performance Metrics

The AGO is interested in identifying metrics to work collaboratively with the awarded partner to monitor and improve performance during the life of the agreement. The AGO has identified initial metrics of interest and looks forward to working with the awarded partner to add to or refine this list during negotiations.

The final set of performance metrics and frequency of collection will be negotiated by the awarded partner and the AGO prior to the finalization of an agreement between the parties and may be adjusted over time as needed. The AGO understands that these goals will not be the exclusive responsibility of the selected partner.

They are provided to establish an understanding of the ultimate purpose of this RFP. The AGO will negotiate final performance metrics with the partner, to include whether any may be used as requirements in annual reporting.

Performance Metric Description Data Collection Frequency Target

Equipment Uptime Percentage

Measures the availability of equipment, excluding scheduled maintenance.

Monthly ≥ 98% uptime per month

Average Response Time for Service Calls

Time from when a service issue is reported to when a technician arrives or remote support is initiated.

Monthly ≤ 4 business hours

Average Resolution Time for Service Issues

Time from when a service issue is reported to when a technician arrives or remote support is initiated.

Monthly ≤ 8 business hours

Print Quality Defect Rate

Tracks the percentage of impressions with quality issues (e.g., streaks, smudges, misalignment).

Monthly ≤ 0.5% of total impressions

Monthly Volume Capacity Compliance

Ensures the equipment can handle peak and average monthly volumes reliably.

Monthly

100% of monthly volume needs met without degradation in performance

Preventive Maintenance Completion Rate

Tracks adherence to preventive maintenance schedules to avoid unplanned downtime.

Quarterly 100% of scheduled maintenance completed on time

Performance Metric Description Data Collection Frequency Target

Supply Replenishment Timeliness

Ensures toner, paper, and other consumables are replenished proactively.

Monthly ≥ 95% of supply deliveries made before depletion

User Satisfaction Score

Measures end-user satisfaction with equipment performance, ease of use, and support.

Quarterly ≥ 90% satisfaction based on periodic surveys

Reporting Accuracy and Timeliness

Includes usage reports, service logs, and performance summaries.

Monthly 100% of agreed-upon reports delivered on schedule and error-free

2.3.1. Program Performance Monitoring

As part of the AGO’s commitment to improved outcomes, the AGO seeks to actively and regularly collaborate with the awarded partner to enhance contract management, improve results, and adjust delivery based on learning what works. Reliable and relevant data is necessary to drive improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. During contact with the awarded partner that occurs throughout the term of the contract, it is anticipated that the following topics may be regularly discussed:

• Status of performance metrics.

• Topics of interest or concern.

• Discussion and troubleshooting of challenges.

• Review of budget.

SECTION 3.0. REQUIRED RFP RESPONSE CONTENT

A complete response to this RFP must include all requests described in this section.

3.1. RFP Response

The RFP response must be organized and contain information as specified in the following paragraphs.

Provide detailed information in a clear, concise manner addressing each of the requests and questions listed in each of the following sections. If the offeror proposes to perform the services in a manner inconsistent with any of the statements provided by the AGO throughout this document, the offeror should clearly indicate this inconsistency and clearly explain to the AGO how its proposed solution will meet the AGO’s goal of receiving services that are in accordance with the highest standards. The AGO is ultimately interested in realizing the goals described in this document. The AGO welcomes creative and diverse methods to accomplish these goals.

For reference only, a summary table is included here first.

Section Ref. RFP Response Summary Table Reference

3.2. Transmittal Letter

3.3. Company Overview and Required Experience

3.4. Technical and Functional Response

3.5. Pricing

3.6. Exceptions, Assumptions, and Deviations

3.7. Trade Secrets

3.2. Transmittal Letter - General Information

The Transmittal Letter must be in the form of a standard business letter and must include:

a) Identify the submitting organization’s name, address, and phone number (along with parent company name, if any).

b) Separately identify the name, title, phone number, and email address of the person authorized by the organization to contractually obligate the organization.

c) Separately identify the name, title, phone number and email address of the person authorized to negotiate a contract on behalf of the organization.

d) Separately identify the name, title, phone number, and email address of person to be contacted for clarification of the RFP response.

e) Explicitly indicate acceptance of the Terms and Conditions in Section 6.0 of this RFP. If any exceptions, assumptions, or deviations are taken to the terms and conditions described in this RFP, each must contain sufficient amplification and justification to permit evaluation.

f) Identify the location or address from which all or most of the contract work will be performed.

g) Identify what percentage of the work will be done by subcontractors.

h) Explicitly acknowledge receipt of any and all amendments to this RFP, if applicable.

3.3. Company Overview and Required Experience

3.3.1. Organizational Overview and Differentiators

Provide a general overview of your organization. What sets your organization apart from competitors? Why is your organization uniquely qualified to support the AGO in addressing the business challenges and achieving the outcome goals described in this RFP?

3.3.2. Relevant Experience

Describe your organization’s experience working with state agencies or similar entities. Within the description, include:

• Experience with High-Volume Print Environments.

• Experience Managing Multi-Device Fleets.

• Implementation and Transition Experience.

• Experience Providing On-going Maintenance and Support.

3.3.3. Comparable Client Use Cases and Client References

Provide a list of clients – particularly state or local agencies – similar in size and scope to the AGO that have used your services or products.

Include three complete Performance / Reference Questionnaires (see Attachment B) from current or former clients. References from clients with similar print volumes and security requirements will be given greater weight. Please inform your references that the AGO may contact them directly.

3.3.4. Security and Incident Response

Has your organization experienced a data breach or significant security incident in the past five years? If yes, describe the nature of the incident, your response, and the measures implemented to prevent recurrence.

3.4. Technical and Functional Response

Respondents must provide a detailed, structured response to the requirements outlined in this RFP. The AGO is seeking a partner that not only understands the technical and operational scope of the project but can also demonstrate how their proposed solution will achieve the AGO’s stated outcome goals and performance expectations.

If the respondent proposes to fulfill the services in a manner that differs from the approaches or assumptions described in this RFP, the respondent must clearly identify those differences and explain how their proposed solution will still meet or exceed the AGO’s expectations. The AGO encourages innovative, outcome-driven approaches that align with the goals of improving data quality, completeness, and sustainability.

Respondents should also identify any potential risks associated with their proposed solution and describe their strategies for mitigating those risks. This may include project plans, quality assurance protocols, or contractual commitments to outcome-based results.

Address the following:

3.4.1. Statement of Work Response

Provide a detailed explanation of how your solution will fulfill each component of the Requirements (Section 2.1.) of the RFP. Include descriptions of proposed equipment and the tools, methodologies, and technologies to be used, and how each deliverable will be produced.

3.4.2. Alignment with Outcome Goals

Describe how your proposed solution will achieve the Outcome Goals listed in this RFP. Where possible, include examples, benchmarks, or case studies that demonstrate your ability to deliver similar results.

3.4.3. Performance Metrics and Measurement

Explain how your solution will support the achievement of the performance metrics defined in this RFP.

Include your approach to tracking, reporting, and validating these metrics throughout the project lifecycle.

Explain any additions or modifications your company proposes to the performance metrics defined in this

RFP.

3.4.4. Implementation Timeline and Milestones

Provide a proposed implementation timeline, including major milestones, deliverables, and review points.

Indicate any dependencies or assumptions that may affect the schedule.

3.4.5. Risk Mitigation Strategy

Identify any known or anticipated risks related to the implementation of your solution and describe your plan for mitigating each risk. This may include technical, operational, or stakeholder-related risks.

3.4.6. Security and Compliance

Describe how your solution complies with applicable data protection laws, including the CJIS Security Policy and any relevant state-level requirements. Include documentation or attestations for any relevant security certifications.

3.4.7. Training and Knowledge Transfer

Outline your plan for training AGO staff, including materials, documentation, and support for long-term sustainability. Initial in-person training is preferred.

3.4.8. Exit Strategy

Describe the mechanisms in place to ensure the timely and complete removal of all leased equipment at the end of the contract term. Outline steps involved in de-installing and removing equipment, a timeline for removal, as well as how any data stored on the equipment (e.g., hard drives, memory) will be securely wiped or destroyed prior to removal. The destruction of data will be monitored by AGO staff. Offerors should indicate if there are options available to purchase hard drives at the end of the contract term.

3.5. Pricing

3.5.1. Comprehensive Pricing Model

Respondents must provide a complete and transparent pricing model that supports the effective delivery of the proposed project. The pricing proposal should include:

• A detailed price schedule, budget, or cost proposal covering all phases of the project.

• A breakdown of all direct and indirect costs, including but not limited to setup fees, licensing, support, maintenance, and training.

• Identification of key cost variables such as volume, frequency, duration, service levels, or user tiers that may affect pricing.

• A description of the methodology used to determine renewal pricing. Indicate whether you are open to negotiating an escalation clause that allows for renewals while capping annual increases at a level acceptable to the AGO.

• Pricing for adding additional licenses, users, or jurisdictions during the contract term.

3.5.2. Budgeting Assumptions and Methodology

Respondents must describe any key assumptions, budgeting decisions, or calculation methods used to develop the cost proposal. This should include:

• Any dependencies or constraints that may impact pricing.

• Cost modeling approaches used to estimate implementation, support, or scaling.

• Any optional services or features that are priced separately.

3.6. Exceptions, Assumptions, and Deviations

All respondents must include a section in their response identifying any exceptions, assumptions, or deviations from the requirements outlined in this RFP. If there are none, please clearly state: “No Exceptions, Assumptions, or Deviations in the RFP Response.”

• Any exceptions, assumptions, or deviations related to the RFP’s Terms and Conditions must include sufficient explanation and justification to allow for proper evaluation.

• Each exception, assumption, or deviation must reference the specific section, page number, and sentence(s) of the RFP to which it applies.

• Offerors currently under contract with the AGO should not assume that any existing contractual terms or conditions will apply to this solicitation.

Note: The inclusion of exceptions, assumptions, or deviations will not automatically disqualify a proposal.

However, many such items — or any that are deemed significant and not clearly beneficial to the AGO — may result in the proposal being rejected. The AGO reserves sole discretion in determining what constitutes “many,” “significant,” or “sufficient benefit.”

The AGO also reserves the right to accept or reject any and all exceptions, assumptions, and deviations.

3.7. Trade Secrets

Respondents must identify any trade secrets included in their response in accordance with the instructions provided in the RFP’s Terms and Conditions section regarding Trade Secret Information. If no trade secrets are included, please clearly state: “No Trade Secrets in the RFP Response.”

SECTION 4.0. EVALUATION PROCESS

The AGO will evaluate responses utilizing a best-value methodology. The subsections below describe the criteria and steps the AGO will use to evaluate offeror responses. The AGO may award a contract to the offeror that provides the most advantageous offer to the AGO, based on a combination of qualifications and price. The contract may not necessarily be awarded to the lowest price proposal. The AGO may also reject any Proposal that it believes is not in its best interest to accept, and the AGO may decide not to do business with any of the offerors responding to this RFP. Moreover, the AGO may decide to cancel this RFP for any reason, or issue another RFP, if it is in the best interest of the AGO to do so.

The subsections below describe the criteria and steps the AGO will use to evaluate offeror responses.

4.1. Evaluation Steps

This subsection provides an overview of the process that will be used to evaluate responses. It is important to note that the basis for Contractor selection is not response scoring alone, but a more extensive sequence of events, as outlined below.

Step 1 – Response Preparation Compliance Review

Each response will be reviewed for compliance with the preparation instructions included in this RFP. This includes an accept/reject component for any mandatory submission requirements and the degree of compliance with the Terms and Conditions. For example:

• In a failed response, the offeror rejects the AGO’s Terms and Conditions and substitutes its own language that is not acceptable to the AGO.

• In an acceptable response, the offeror accepts the AGO’s Terms and Conditions as is, and/or with minor non-substantive changes, and/or adds language that provides mutually beneficial terms and conditions, and/or provides changes that enhance the utility of the resulting contract (such as other arrangements that improve the contractor/client relationship or service involved).

Step 2 – Response Scoring

In this step, the AGO will score the responses that in step 1 have not been rejected or deemed unacceptable. Scoring will be carried out across logical groups of criteria.

The outcome of this step is a tabulation of points awarded to each offeror.

Step 3 – Offeror Interaction - Site Visits for Equipment Demos

In this step, the AGO interacts with one or more of the top scoring offerors in oral presentations/discussions and/or demonstrations of the proposed system. Demonstrations may follow scripts and use data provided by the AGO. The AGO may decide to add additional scoring for the presentations and demonstrations.

Only those solutions that are determined to be reasonably susceptible of being selected for award by best demonstrating a full understanding and responsiveness to the AGO’s requirements, while also delivering optimal value within a competitive pricing structure will be considered.

In this step, select vendor(s) will arrange for an on-site visit of a current customer, to include General Services staff, to view the proposed equipment in full operation.

This step will allow for the comparison of the top scoring offers in the context of their suitability, as well as allowing the AGO to engage in impactful discussions around the scope, value, and deliverables, which might result in better pricing or more favorable terms.

The outcome of this step will be used as part of the overall evaluation process.

Step 4 – Best and Final Offer (BAFO)

During this step the AGO may request one or more of the top scoring offerors to clarify, correct, and revise their proposal and tailor pricing based on specific requirements reflecting any information discovered during the AGO’s evaluation process and offeror interaction. In fact, the AGO reserves the right to negotiate prices at any time.

The outcome of this step is Best and Final Offers from one or more of the top scoring offerors.

Step 5 – Identification of the Apparent Successful Offeror

In this step, the AGO will confirm mandatory submission requirements, determine the degree of compliance to the Terms and Conditions documented in Section 6.0, and tabulate, compile and verify all scores. Using a best-value perspective, the AGO will identify the apparent successful offeror, whose offer is most advantageous to the AGO.

Step 6 – Contract

In this step, the AGO and the apparent successful offeror will engage in contract negotiations. Contract negotiations may fail, and in this case the AGO would return to one of the prior steps. The outcome of this step will be a signed contract.

4.2. Scoring Criteria and Weights

In the technical evaluation phase, the AGO will score the merits of the Proposals based on the following requirements and the weights assigned to each requirement.

Qualifying technical proposals will be reviewed and collectively scored by the AGO. For each of the criteria given in the following table, the AGO will judge whether the technical proposal exceeds, meets, partially meets or does not meet the requirements expressed in the RFP, and assign the appropriate point value, as follows:

In the technical evaluation phase, the AGO will score the technical merits of the Proposals based on the following requirements and the points assigned to each requirement:

Category – RFP Response Section Total Points

Section 3.3 Company Overview and Required Experience 20

Section 3.4 Technical and Functional Response 40

The outcome of the scoring of the technical proposals and the opening of the cost proposals is a tabulation of the points awarded to each offeror.

Category – RFP Response Section Total Points

Section 3.5 Pricing 40

The AGO will rate the Proposals based on the following criteria and respective weights.

Criteria Percentage

Technical Proposal 60%

Cost Proposal 40%

The offeror with the highest point total for the Technical Proposal will receive 60 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formulas:

• Technical Proposal Points = (Offeror’s Technical Proposal Points / Highest Number of Technical Proposal Points Obtained) x 60

The offeror with the lowest proposed Not-To-Exceed Fixed Price will receive 40 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

• Cost Summary Points = (Lowest Not-To-Exceed Fixed Price/Offeror’s Not-To-Exceed Fixed Price) x 40

Total Points Score: The total points score is calculated using the following formula:

• Total Points = Technical Proposal Points + Cost Summary Points

SECTION 5.0. GENERAL INFORMATION

5.1. Reference Material Website

Reference materials related to this RFP will be available on the states’ Ohio Buys website. The website address is also linked from www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the links provided below:

• OhioBuys for Suppliers

The AGO anticipates the website to provide the following:

• RFP Documents – Copy of this RFP and any Attachments.

• RFP Communication – Any documentation related to addenda to the RFP, questions and answers, and other announcements.

• Addenda – Contains any addenda or amendments to the RFP or other documentation.

• Questions and Answers – Contains copies of all questions and answers regarding the RFP or other related documents.

• Editable RFP Forms – Any editable copies of forms and tables found in the RFP and required in the offeror’s response.

5.2. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. All inquiries and responses will be posted to the same website.

Offerors may make inquiries regarding this RFP any time during the inquiry period listed in the Schedule of Events and Deadlines. To make an inquiry, Offerors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Offerors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Offerors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page. The AGO will not respond to any inquiries received after the deadline on the end date.

If Offerors experience technical difficulties accessing the Ohio Buys website where the RFP and its related documents are published, they may contact the OBM Contact Center through one of the options listed here:

• Submit a helpdesk ticket via email to OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone the OBM Contact Center at 614-338-4781 or 1-877-644-6771.

5.3. Schedule of Events and Deadlines

http://www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state mailto:OBM.ContactCenter@obm.ohio.gov

The AGO will align the procurement to the dates indicated within the table below.

Firm Dates

1 RFP Released January 23, 2026

2 RFP Inquiry Deadline Date/Time February 6, 2026; 11:00 AM

3 RFP Response Deadline Date/Time February 23, 2026; 11:00 AM

Estimated Dates

4 AGO Review and Evaluation of Offeror Proposals March 2026

5 Equipment Demos and Offeror Site Visits April 2026

6 Apparent Successful Offeror Notification May 2026

7 Contract Process and AGO Due Diligence August 2026

5.4. RFP Response Submission

Offerors’ proposals in response to this RFP (each a “Proposal”) must be received by the AGO no later than the date indicated in the Procurement Schedule table above.

All responses must be submitted via Ohio Buys.

An individual authorized to bind the offeror to the provisions of the Proposal must sign, electronically or otherwise, the Transmittal Letter. Proposal responses must address all requirements of this RFP.

Any extension of the deadline date and time will be published by the AGO as a formal RFP amendment on the Ohio Buys website. The AGO may waive minor defects and/or request clarifications in responses that do not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any Proposal, revision, or amendment to a Proposal received after the date and time specified, or improperly marked or submitted, may be disqualified. Additionally, once any Proposal is deemed late or incomplete by the AGO, it will not receive any additional consideration for award, and it will not be returned.

It is essential that offerors carefully review all elements in their Proposals. Once opened, Proposals cannot be altered in any way, except as expressly permitted by the processes of this RFP.

The AGO will not be liable for any costs incurred by an offeror in responding to this RFP, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this RFP for any reason, or issues another RFP if it is deemed to be in the best interest of the AGO to do so.

The AGO is not responsible for the accuracy of any information regarding this RFP and any amendments obtained or inferred through a source different from the inquiry or other processes described in this RFP.

The AGO prohibits multiple Proposals from a single offeror. If an offeror submits multiple Proposals, all Proposals from that offeror will be rejected.

The AGO may notify an offeror via e-mail or letter if the Proposal was rejected for being late, incomplete, or for any other reason.

5.4.1. Response Submission Instructions

Offerors must provide information and responses within the Ohio Buys Technical and Financial Questionnaires. All information in response to the RFP must be submitted no later than the time and date specified in this RFP.

When submitting any requested proposal files, offerors should note the following:

• All attachments should be in searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following file extensions will be allowed: .docx, .xlsx, .zip.

Promotional and marketing materials should not be included in this submission. These types of materials will not be considered in response scoring.

5.5. General Response Requirements

This subsection provides specific information and requirements that apply to the response overall.

“Contractor” and “Offeror” means the proposer who is qualified to submit a response under the terms of this

RFP.

5.5.1. Multiple or Alternate Responses

This RFP does not permit multiple responses from the same offeror.

5.5.2. Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, a conflict internal to this RFP, or are otherwise unsound, the offeror should notify the AGO via the online inquiry process provided in this RFP, with supporting rationale. Failure to notify the AGO will irrevocably waive an offeror’s claim that substance hinges on an error, omission, a conflict internal to this RFP or unsound instructions brought after an offeror has submitted a response.

5.5.3. Restrictions on Communications

Formal communications, which include requests for clarification and/or information concerning this RFP, must be submitted to the AGO via the online inquiry process provided in this RFP and will be published and shared with all the prospective offerors.

5.5.4. News Releases

Offerors must make no news releases pertaining to the award of this RFP without prior approval by the AGO.

5.5.5. Discussions

The AGO reserves the right to select a Proposal to this RFP based on the Proposal as it was submitted, without discussions with any offeror.

5.5.6. RFP Response Validity Period

The offeror must provide a response that is valid for a minimum of 6 months from the response due date.

The Best and Final Offer described in Section 4.0., if required, must be valid for a minimum of 6 months from date of receipt by the AGO.

SECTION 6.0. GENERAL TERMS AND CONDITIONS

In addition to the Sample Contract and Exhibits (see Attachment C), this section enumerates and defines terms and conditions that apply to this RFP, and to any ensuing contractual relationship that the AGO may enter into with an offeror.

6.1. Budget and Payment

In consideration of the selected contractor's promises and satisfactory performance of the scope of work, the AGO will pay the selected contractor the amount(s) expended in the effort in response to this RFP (the “Fee”) and as negotiated. In no event will payments under the resulting contract exceed the “not-to-exceed” amount provided in the response to this RFP. The selected contractor's right to the Fee is contingent on the successful completion and satisfactory performance of the scope of work as set forth in the resulting contract or, in the case of milestone payments or periodic payments of an hourly, daily, weekly, monthly, or annual rate, all relevant parts of the scope of work tied to the applicable milestone or period. Payment of the Fee is also contingent on the selected contractor delivering a proper invoice and any other documents the contract requires. An invoice must comply with Ohio law and the AGO's policies regarding invoices and their submission. The AGO will notify the selected contractor in writing within 30 business days after it receives an invoice of any defect and provide the information necessary to correct the defect.

6.2. Requirements Specific to the State of Ohio

Unless the contract is terminated or expires without renewal, the resulting contract will remain in effect until the scope of work is completed to the satisfaction of the AGO, including all optional renewal periods for maintenance or continuing commitments, and the selected contractor is paid. The AGO may, at any time prior to completion of the scope of work, suspend or terminate the resulting contract with or without cause by giving written notice to the selected contractor.

The terms of the contract may not be changed for any reason without the signature of AGO staff with sufficient spending authority.

6.2.1. Fiscal Biennium

The current Ohio General Assembly cannot commit a future Ohio General Assembly to expenditure.

Therefore, the resulting contract will automatically expire at the end of each fiscal biennium (June 30th of every odd year). The AGO may renew a contract in the next biennium by issuing written notice to the selected contractor of the decision to do so. This expiration and renewal procedure will also apply to the end of any subsequent biennium during which the scope of work continues, including any optional renewal periods.

Termination or expiration of a contract will not limit the selected contractor’s continuing obligations with respect to Deliverables that the AGO paid for before termination or limit the AGO’s rights in any way.

6.2.2. Reimbursable Expenses

The AGO will only pay for Deliverables as specified in the resulting contract.

The selected contractor must assume all other expenses, including travel, that it incurs in the performance of the resulting contract that are not specifically identified in the contract. If there are any amendments to the original contract during the project lifecycle to include reimbursable expenses, then those reimbursable expenses will be in accordance with Ohio Revised Code Section 126.31.

6.2.3. Public Record Information

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFP are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is…