RFP2603NamesOnlyTabulation.pdf

This is a Names Only Tabulation Sheet for Request for Proposals (RFP-26-03) issued by the City of DeLand, Florida, for citywide multi-function printer devices, maintenance services, and copy paper. The RFP solicits proposals for a comprehensive print management solution covering the city's current fleet of 44 printing devices with an annual print volume of approximately 720,000 black and white pages and 280,000 color pages. Proposals were due January 20, 2026, at 2:00 P.M., with the tabulation sheet posted on January 21, 2026. The contract period is scheduled to commence on March 1, 2026, and extend for five years through February 28, 2031, with a potential three-year extension option. Eleven vendors submitted responsive proposals: Advanced Business Solutions FL, LLC; Canon U.S.A., Inc.; Clearview Business Solutions, LLC; Dex Imaging LLC; Imagenet Consulting LLC; Kyocera Document Solutions SouthEast, LLC; RDS Team; Ricoh USA; Toshiba Business Solutions; TUI Total Solutions; and Xerox Business Solutions. Dynamic Advantage, Inc. was deemed non-responsive and excluded from consideration.

Equipment specifications require 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, with CJIS compliance and encrypted hard drives mandated. Evaluation criteria allocate 30 points to price, 30 points to project approach, 20 points to customer service, and 20 points to qualifications and experience. The incumbent vendor is Dex Imaging, LLC, which submitted a proposal in this solicitation. The city currently operates primarily Konica Minolta multifunction printers and HP/Lexmark laser printers across various departments and requires maintenance agreements covering customer-owned equipment, automatic toner monitoring with two-business-day delivery service, and 98 percent monthly device uptime. Vendors 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. Insurance requirements include $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.