RFP-6-26-03_Public_Meeting_Notice.pdf

This is a Public Meeting Notice issued by Brevard County, Florida's Purchasing Services regarding RFP-6-26-03 for Multi-Function Devices Procurement. The Selection Committee meeting is scheduled for Tuesday, February 3, 2026, at 9:00 AM at the Brevard County Government Center in Viera, Florida. The procurement seeks a single-source contractor to provide comprehensive copier, printer, facsimile, and scanning equipment solutions for approximately 242 machines across 43 county departments. The contract will offer both lease and purchase options for a five-year term with firm pricing throughout the initial period. Vendors must propose equipment from a single manufacturer, providing black and white and color multifunctional devices across five machine tiers ranging from 25 to 90 copies per minute to accommodate monthly copy volumes from 2,000 to over 30,000 copies. Proposals were due on January 9, 2026, at 4:00 PM, with multiple addenda issued to clarify specifications and answer vendor questions.

Six contractors submitted proposals: Advance Document Solutions Inc, DEX Imaging LLC, Kyocera Document Solutions Southeast LLC, Ricoh USA, Seminole Office Solutions Inc., and Toshiba Business Solutions. The incumbent vendor is Dex Imaging, with the current contract expiring on March 5, 2026. Contractors must be authorized dealers with manufacturer certification and possess comprehensive insurance coverage, including $1,000,000 in general liability, $1,000,000 in auto liability, $2,000,000 in professional liability, and workers' compensation insurance. Key deliverables include the devices, associated accessories, training, supplies, and a cost-per-copy maintenance plan. Evaluation criteria include proposed equipment pricing, per-click rates, service capabilities, and overall solution compatibility with county requirements. Annual copy volume is estimated at 4.9 million black and white copies and 3.3 million color copies across the county's existing technology infrastructure, which includes approximately 200 fax lines and EnvisionWare kiosks for paid printing stations.