RFP2603ADD3.pdf

Finance Department 120 S. Florida Ave.

2nd Floor

DeLand, FL 32720

Multi-function Printer Devices (Citywide)

RFP-26-03

January 7, 2026 Addendum #3

TO ALL PROSPECTIVE CONTRACTORS

This is an Addendum to and shall be considered as part of the original Proposal package for the above-mentioned Proposal. Contractors are requested to acknowledge receipt of this Addendum with their

Submission.

CLARIFICATION TO QUESTIONS ASKED RECEIVED:

1. Q: Can the City confirm whether it intends to make a single-vendor citywide award or if it will consider multiple awards by device class, department, or geography, as permitted under Section 25 (Award)?

A: Intent to award a single vendor

2. Q: Will preference be given during evaluation to vendors offering OEM-direct service compared to dealer-only support models?

A: No preference for OEM direct service or parts

3. Q: Do the 2024 annual usage data in Attachment A reflect the current 12-month usage? and is this volume consistent throughout the year?

A: The 2024 annual usage is strictly for that year. Printing volume varies through the year.

4. Q: Does the City anticipate material changes in total print volume over the five-year base term due to digitization initiatives, remote work, or population growth?

A: The print volume is expected to stay at similar levels, there are currently no large expansions planned.

5. Q: How will the city normalize pricing for evaluation purposes if vendors propose different pricing structures across device types?

A: The City will evaluate pricing based on what is the best value for the City.

6. Q: How is the 98% uptime requirement measured (e.g., business hours vs. 24/7), and what specific thresholds trigger "Lemon Clause" enforcement?

A: The City considers the uptime from the point that it is discovered to have an issue or be non-functional up until the time it is repaired. This over the course of normal business hours.

7. Q: Does the City require remote diagnostics, proactive monitoring, and predictive maintenance capabilities?

A: It is as per proposal requirements and SLA required.

8. Q: Does the City require OEM-only parts and consumables, or are third-party components permitted if SLA and warranty requirements are met?

A: OEM parts are not required as long as SLA and warranty requirements are met.

9. Q: Is the City open to fleet optimization and consolidation, such as right-sizing devices based on volumes while providing the recommended RFP requirements and like-for-like configurations for the device accessories?

January 7, 2026 Addendum #3

A: Recommendations will be considered.

10. Q: Are specific devices with 8.5" x 14" max paper output acceptable for replacement with similar capacity models? The RFP states that 11" x 17" capability is required on the fleet of copiers.

However, the following devices listed on attachment A have a max output of 8.5" x 14" (Equipment # 400666, 400778, 400933, 513365, 636329, 912257)

A: No, if a replacement model is proposed it must conform to the listed minimums.

11. Q: Will 1,750 sheets exit capacity meet the requirements for external staple finishers? Or will they require the 3,250 sheets exit capacity?

A: Yes

12. Q: What security standards must devices comply with (e.g., NIST, CJIS, HIPAA, SOC 2)?

A: The hard drives on the units must be encrypted and CJIS compliance.

13. Q: Are there specific City or State requirements regarding data residency, encryption standards, or FedRAMP alignment for device telemetry?

A: Must be CJIS compliant.

14. Q: What is the City’s expectation regarding firmware updates and vulnerability remediation over the contract term?

A: The expectation is critical vulnerabilities would be patched as they are discovered and updates are made available. Otherwise, firmware updates can occur on established maintenance times, preferably either semi-annually or annually.

15. Q: Historically, how often does the city relocate devices between facilities, and should vendors price for a defined annual number of moves?

A: Infrequently, an average of less than 1 move per year.

16. Q: Are vendors responsible for the removal and disposal of existing equipment?

A: If there are removal costs, they should be specified in the bid on a per machine basis

17. Q: Is the awarded vendor expected to provide certified data destruction and environmentally compliant disposal for retired devices?

A: Yes

18. Q: Does the City anticipate conducting final presentations or demonstrations, and will they include live hardware/software demonstrations?

A: The City may ask for final presentations or demonstrations, this will be decided by the selection committee.

19. Q: The RFP states that the vendor shall provide maintenance and support for all customer-owned printers, copiers, or multifunction devices. Can you please provide a list of the City of DeLand’s currently owned devices that would be included under this requirement?

A: Listed MFDs can be found in the attachments to the RFP.

20. Q: Can you provide your PaperCut Customer Reference Number?

A: C-V99ZM6

21. Q: Is faxing currently supported via POTS lines or through a fax server?

A: Currently via POTS lines, plan on moving to digital fax solution.

22. Q: The RFP states equipment must be capable of using various media types, including card stock. Can you please specify the required GSM range for supported media?

A: We will evaluate based on what is proposed if there are changes

23. Q: Are there any space, footprint, or placement restrictions that vendors should be aware of when proposing equipment?

A: If equipment is proposed to be replaced, size should be comparable.

24. Q: Can you please provide additional detail on the accessories required? Specifically, what types of finishers are needed (e.g., booklet making), stapling capacity (number of sheets to be staples at one time), and high-capacity trays (supported paper sizes)?

A: There are not strict minimums, we will evaluate based on what is proposed if there are replacements proposed.

25. Q: Can you please clarify how the 20 points allocated to customer service will be measured and scored? Specifically, what criteria, KPIs, or other performance measures make up the total 20 points?

A: Score will be based on receiving requested material in section (sample maintenance reports, summary of customer/performance report, and service request system details) and the quality of the information provided in the requested material.

26. Q: Can you confirm that the City is looking for service of the existing fleet of MFD and print devices, NOT replacement devices?

A: The City is accepting proposals for current fleet and replacements.

27. Q: Would the City entertain a complete fleet replacement option?

A: Yes

28. Q: Attachment A lists all copiers and printers owned by the City of DeLand. Could you confirm how long each of these devices has been in service

A: They have been in service 1 to 5 years.

29. Q: Section 6. MINUMUM EQUIPMENT PERFORMANCE REQUIREMENTS and Attachment A;

while Section 6 lists minimum specifications Attachment A lists specific item numbers with models and options per specific item. Attachment A provides copier models of varying PPM speeds; are vendors to propose their model specifications which merely meet or exceed Section 6’s requirements or models which are like specifications (within PPM speed range and matching like options) to the items in Attachment A?

A: Please see Addendum #1, Question 4.

30. Q: Attachment A column B’s description of “Functionality Options” is to be interpreted how? Are vendors merely listing the options available per the model proposed or the options included matching the item number in each respective row?

A: These are included along with the proposed replacement.

31. Q: Is Attachment B a sample agreement to be negotiated upon Vendor Selection or are its terms a part of the minimum standards required by the RFP?

A: Attachment B is a sample agreement that can be modified/adjusted with agreement by the City.

32. Q: Are all the items in Attachment A currently being leased?

A: No

33. Q: Will the City approve a lease agreement?

A: The City will consider lease proposals.

Please note that the proposal opening date and time remains January 20, 2026 @ 2:00 P.M.

All other terms and conditions remain unchanged.

Sincerely, Corey McMillen, CPPB Purchasing Manager

END OF ADDENDUM #3