MCS-014-051326_Apr_20_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) issued by the City of Torrington, Connecticut for the replacement of its fleet of multifunctional digital copiers and printers. The City seeks qualified vendors to provide modern multifunction devices with advanced document workflow capabilities—including printing, scanning, copying, and faxing functions—integrated with Microsoft 365 and SharePoint Online cloud services. The procurement encompasses eighteen leased Canon multifunction devices currently distributed across various City departments, including City Hall, Fire Department, Police Department, Parks and Recreation, and other municipal locations. The RFP includes equipment, software, supplies, and related maintenance and support services for a contract term of thirty-six to sixty months. The deadline for submitting written questions is May 4, 2026 at 12:00 noon, and sealed proposals must be submitted in one original and three exact copies to the Purchasing Department at City Hall, 140 Main Street, Room 206, Torrington, Connecticut 06790 by May 13, 2026 at 11:00 AM. No faxed or emailed proposals are accepted, and bids may not be withdrawn for ninety days following submission.

Pricing proposals must include multiple options: fair market value (FMV) lease with buyout cost, lease with $1.00 buyout at end of term, and per-copy rental programs with full-service maintenance agreements, with separate pricing for each contract duration option. All bid prices must be F.O.B. Destination (Torrington) and include prepaid delivery, assembly, installation, and employee training at no additional cost. A bid bond or certified check equal to five percent of the total bid amount is required with submission. Payment terms are Net 30 Days. Key service requirements include a 98% uptime guarantee, one-hour call acknowledgment, four-hour average on-site response time during normal business hours (Monday-Friday, 8:30 AM to 4:00 PM), and equipment delivery within fifteen days, with vendor-provided loaner equipment or replacement units if performance standards are not met. Award decisions will be based on vendor qualifications, financial capability, equipment quality and reliability, solution completeness, proposal clarity, and references, in addition to cost considerations. The City reserves the right to award the contract to one or multiple bidders and reject any or all proposals. The City of Torrington is an Affirmative Action/Equal Opportunity Employer and actively encourages Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), and Small Business Enterprises (SBEs) to apply. The City is exempt from state and federal taxes.