RFP2603ADD2.pdf

This is an addendum 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 RFP seeks to establish a comprehensive print management solution supporting the city's existing fleet of 44 printing devices, which generates 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 procurement includes mandatory maintenance agreements covering customer-owned equipment, automatic toner monitoring with a two-business-day delivery service level agreement, and a requirement for 98 percent monthly device uptime. Proposals were due January 20, 2026, at 2:00 P.M., with contract commencement scheduled for March 1, 2026, and a five-year initial term extending through February 28, 2031, plus a potential three-year extension option.

Contractors may propose pricing through flat-rate fees, cost-per-click pricing, or combination models, with pricing required to remain firm for the first 60 months. The incumbent vendor is Dex Imaging, LLC. The city currently operates primarily Konica Minolta multifunction printers and HP/Lexmark laser printers across departments including Customer Service, Utilities, Parks & Recreation, Police Department, and Fire Department. All equipment must comply with CJIS requirements and include encrypted hard drives. Insurance requirements include $1,000,000 in general liability coverage, $1,000,000 in auto liability coverage, and statutory workers' compensation limits, with the City of DeLand named as an additional insured. Evaluation criteria allocate 30 points for price, 30 points for project approach, 20 points for customer service, and 20 points for qualifications and experience, for a total of 100 possible points. The RFP contains no specific set-aside designations or restrictions on responding organizations.