MCS-014-051326_May_18_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 supply eighteen Canon multifunction devices currently distributed across City departments including City Hall, Fire Department, Police Department, Parks and Recreation, and other municipal locations. The proposed solution must provide modern equipment with advanced document workflow capabilities—printing, scanning, copying, and faxing functions—integrated with Microsoft 365 and SharePoint Online cloud services. The procurement includes equipment, software, supplies, and maintenance and support services for a contract term of thirty-six to sixty months. The deadline for written questions is May 4, 2026 at 12:00 noon, and sealed proposals in one original and three exact copies must be submitted to the Purchasing Department at City Hall, 140 Main Street, Room 206, Torrington, CT 06790 by May 13, 2026 at 11:00 AM. No faxed or emailed proposals are accepted, and bids may not be withdrawn for 90 days following submission. No bidder's conference or site visits are specified in the documentation.

Pricing proposals must include multiple options: fair market value 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 5% 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. 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. No estimated total contract value is disclosed in the solicitation documents.