RFP2603ADD1.pdf

This addendum document relates to a Request for Proposals issued by the City of DeLand, Florida, for the provision of multi-function printer devices, maintenance services, and copy paper on a citywide basis. The procurement seeks to establish a comprehensive print management solution supporting the city's existing fleet of 44 printing devices, which collectively process approximately 720,000 black and white pages and 280,000 color pages annually. Required equipment specifications include devices with 35-40 pages per minute speed, color scanning at 600 dpi, duplex printing and scanning capabilities, and integration with PaperCut and employee ID badge authentication systems. The RFP requires proposals to be submitted by January 20, 2026, at 2:00 P.M., with contract commencement scheduled for March 1, 2026. The initial contract term extends for five years through February 28, 2031, with an optional three-year extension available. Contractors must provide maintenance agreements covering customer-owned equipment with automatic toner monitoring and a two-business-day delivery service level agreement, ensuring 98 percent monthly device uptime.

Evaluation of proposals will be assessed on a 100-point scale comprising price (30 points), project approach (30 points), customer service (20 points), and qualifications and experience (20 points). Pricing may be structured through flat-rate fees, cost-per-click pricing, or combination models, with all pricing required to remain firm for the initial 60 months. The incumbent contractor is Dex Imaging, LLC, and the city currently operates primarily Konica Minolta multifunction printers and HP/Lexmark laser printers across multiple departments. Vendors must ensure CJIS compliance with encrypted hard drives and maintain insurance coverage of $1,000,000 in general liability, $1,000,000 in auto liability, and statutory workers' compensation limits, with the City of DeLand named as additional insured. No specific set-aside designations or restrictions on responding organizations are identified in the RFP.