RFP_Tabulation_-_Names_Only.pdf

This is a Request for Proposals Tabulation document from Brevard County, Florida for Multi-Function Devices Procurement (RFP No. P-6-26-03). The county is seeking a single-source contractor to provide comprehensive copier, printer, facsimile, and scanning equipment solutions for approximately 242 machines across 43 county departments. The procurement accommodates five machine tiers with speeds ranging from 25 to 90 copies per minute to meet monthly copy volumes from 2,000 to over 30,000 copies. Proposals were due on January 9, 2026, at 4:00 PM, with the tabulation posted on January 12, 2026. The contract will be structured as a five-year agreement with pricing remaining firm throughout the initial period, offering both lease and purchase options. Six contractors submitted proposals in response to this RFP.

The six bidding contractors are Advance Document Solutions Inc (Orlando, FL), DEX Imaging, LLC (Tampa, FL), Kyocera Document Solutions Southeast, LLC (Orlando, FL), Ricoh USA (Tampa, FL), Seminole Office Solutions, Inc. (Longwood, FL), and Toshiba Business Solutions, a division of Toshiba America Business Solutions, Inc (Orlando, FL). The incumbent contractor is DEX Imaging, with the current contract expiring on March 5, 2026. The procurement encompasses equipment, associated accessories, training, supplies, and a cost-per-copy maintenance plan designed to address the county's annual copy volume of approximately 4.9 million black and white copies and 3.3 million color copies. Vendors must be authorized dealers with manufacturer certification and carry 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. A detailed tabulation with the recommended award will be released at a later date.