RFQ Copier.docx

PORT OF NEWPORT

REQUEST FOR QUOTATIONS (RFQ)

MULTIFUNCTION COPIER, PRINTER, and SCANNER services Issue Date: October 5, 2026 Questions Due: October 20, 2026 Quotes Due: October 30, 2026 at 2 p.m.

Anticipated Award: December 2026 or January 2027 Contact Person:

Mark Brown, Director of Finance & Business Services Port of Newport 600 SE Bay Boulevard Newport, Oregon 97365 Phone: 541-406-0370 Cell: 541-351-1904 Email: mbrown@portofnewport.com

All questions regarding this RFP should be submitted via email, no individual responses will be given.

TABLE OF CONTENTS

1. Invitation

2. Project Overview

3. Current Environment

4. Equipment Requirements

5. Software Requirements

6. Service Requirements

7. Training Requirements

8. Warranty Requirements

9. Vendor Qualifications and References

10. Cost Proposal

11. Five-Year Total Cost of Ownership

12. Questions and Clarifications

13. Submission Requirements

14. Evaluation Criteria

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16. Oregon Required Contract Provisions

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18. Public Records

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20. Sustainability Preferences

21. Local Service Requirements

22. Performance Standards

23. Contract Term

24. Reservation of Rights

25. Procurement Schedule Appendix A – Cost Worksheet4

1. INVITATION

The Port of Newport ("Port") requests quotations from qualified vendors for the provision of multifunction copier, printer, scanner equipment and related maintenance and support services.

The Port seeks a reliable, secure, and cost-effective document management solution that meets the operational needs of a public agency while minimizing total lifecycle costs.

The Port reserves the right to reject any or all quotations, waive informalities, request clarifications, and negotiate with one or more vendors.

2. PROJECT OVERVIEW

The Port is evaluating options for replacement of two multifunction office printers/copiers/scanners.

Vendors may propose:

· Purchase

· Lease

· Lease-to-own The Port intends to evaluate proposals based upon a five-year total cost of ownership.

3. CURRENT ENVIRONMENT

The Port utilizes multifunction devices for:

· General office printing

· Board packet preparation

· Financial reporting

· Personnel administration

· Procurement activities

· Records management

· Scanning and electronic document storage The proposed solution must maintain existing or improve reliability, security, supportability, and user experience.

4. EQUIPMENT REQUIREMENTS

4.1 Printing

The first device is located at 600 SW Bay Blvd; the proposed equipment shall include:

· Print management software shall include Microsoft Universal Print support

· Color printing

· Black and white printing

· Ethernet Connectivity

· Cloud printing

· Document Feeder

· Native scan to OneDrive and SharePoint.

· Staff should be able to sign in with their Microsoft credentials and scan directly into document libraries.

· Entra ID sign-in at the device

· Secure Print release

· Duplex printing

· Network printing from any location attached to Network

· Stapling

· Hole Punch

· Large capacity tray for 8.5” x 11” paper

· 2 to 4 additional trays which can be configured to accommodate different sizes or types of paper.

· Work with Cardstock and Plain paper

· Configurable for printing large handbooks and policies (300 pages) with a different front and/or back.

· Minimum speed of 40 pages per minute

· Minimum of 7-bin mailbox for printer output

· Touchscreen Interface

· Remote access for administration The second device is located at 2120 Marine Science Drive; the proposed equipment shall include:

· Color printing

· Black and white printing

· Ethernet Connectivity

· Cloud printing

· Document Feeder

· Native scan to OneDrive and SharePoint.

· Staff should be able to sign in with their Microsoft credentials and scan directly into document libraries.

· Entra ID sign-in at the device

· Automatic Document feeder for copying and scanning

· Secure Print release

· Duplex printing

· Network printing

· Minimum speed of 40 pages per minute

· Large capacity tray for 8.5” x 11” paper

· 2 to 4 additional trays which can be configured to accommodate different sizes or types of paper.

· Minimum of 3 bin mailbox for printer output

· AirPrint and Mopria Certified

· Touchscreen Interface

· Remote Access for administration

4.2 Copying

· Color copying

· Black and white copying

· Duplex copying

· Automatic document feeder

4.3 Scanning

· Color scanning

· Duplex scanning

· Scan-to-email

· Scan-to-Microsoft cloud (if additional costs are required, they must be specified, Configuration to Scan to Cloud by be provided and any requirements detailed)

· Scan-to-USB

· OCR capabilities preferred

4.4 Security

Equipment shall provide:

· Secure print release

· User authentication

· Hard drive encryption

· Hard drive overwrite capability

· Firmware security protections

· Current cybersecurity standards

4.5 Accessibility

· User-friendly touchscreen interface

· Accessibility features where available

4.6 Average Monthly Print/Copier volume

600 SW Bay Blvd

2120 Marine Science Drive

5. SOFTWARE REQUIREMENTS

Vendors shall identify available:

· Reporting tools

· Device monitoring tools

· Remote diagnostics

· Mobile printing capabilities

6. SERVICE REQUIREMENTS

The vendor shall provide:

Maintenance

· Preventive maintenance

· Corrective maintenance

· Labor

· Parts

· Firmware updates, how long the model will receive security updates.

· Help desk support Service Levels Vendors shall identify:

· Standard response time

· Guaranteed response times

· Escalation procedures

· Service hours

· Emergency service availability Consumables Vendors shall describe:

· Toner replacement process

· Automatic toner replenishment

· Included consumables

· Excluded consumables

7. TRAINING REQUIREMENTS

Vendor shall provide:

· User training

· Administrative training

· Training materials

· User documentation

· Ongoing support resources

8. WARRANTY REQUIREMENTS

Vendor shall provide:

· Manufacturer warranty information

· Extended warranty options

· Coverage details

· Exclusions

9. VENDOR QUALIFICATIONS AND REFERENCES

Provide:

· Company profile

· Years in business

· Estimated Number of Oregon customers

· Estimated Number of governmental clients

10. COST PROPOSAL

Option A – Purchase

Multifunction Device(s)

Software

Installation

Network Configuration

Training

Other Costs

Total

Option B – Lease

36 Months

48 Months

60 Months

Vendors shall identify:

· Buyout provisions

· Early termination provisions

· End-of-term obligations

· Residual value terms

11. FIVE-YEAR TOTAL COST OF OWNERSHIP

The Port will evaluate proposals on a five-year lifecycle basis.

The Port strongly prefers proposals that provide fixed pricing for five years and include maintenance, labor, parts, toner, firmware updates, monitoring, and support in a single managed services agreement.

Acquisition Costs

Equipment

Delivery

Installation

Configuration

Training

Software Licensing

Other Startup Costs

Acquisition Total

Maintenance & Support Costs

Maintenance

Labor

Parts

Software Support

Other Costs

Total

Volume Costs

Black & White Click Rate

Color Click Rate

Additional Charges

Total

Consumables

Toner

Drums

Imaging Units

Staples

Other Consumables

Total

End-of-Term Costs

Removal

Recycling

Data Destruction Certification

Return Freight

Other Costs

Total

Five-Year Cost Summary

Acquisition Costs

Maintenance & Support

Volume Costs

Consumables

End-of-Term Costs

TOTAL FIVE-YEAR COST OF OWNERSHIP

12. QUESTIONS AND CLARIFICATIONS

There will be no onsite meeting for this RFQ.

All responses will be posted on the Ports website.

Mark Brown, Director of Finance and Business Services Port of Newport

13. SUBMISSION REQUIREMENTS

Submit:

1. Company Profile

2. Equipment Specifications

3. Cost Proposal

4. Cost of Ownership Worksheet

5. Service Plan

6. Reference List

7. Sample Service Agreement

8. Exceptions to RFQ Electronic PDF submissions are preferred.

14. EVALUATION CRITERIA

16. OREGON REQUIRED CONTRACT PROVISIONS

The contractor shall comply with all:

· Federal laws

· Oregon laws

· Oregon Public Contracting Code requirements

· Applicable administrative rules The contractor shall maintain workers' compensation coverage and comply with Oregon tax laws.

The contractor shall act as an independent contractor.

Venue shall lie in Lincoln County, Oregon.

Venue shall lie in Lincoln County, Oregon.

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18. PUBLIC RECORDS

Quotations may constitute public records subject to Oregon law.

Any proprietary information shall be clearly identified.

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20. SUSTAINABILITY PREFERENCES

Preference may be given to vendors offering:

· ENERGY STAR equipment

· Toner recycling programs

· Equipment recycling services

· Reduced energy consumption features

21. LOCAL SERVICE REQUIREMENTS

Vendors shall identify:

· Oregon service locations

· Local technician availability

· Service response times for Newport

· Escalation procedures

22. PERFORMANCE STANDARDS

Vendor shall maintain:

· Response time of four hours or less during normal business hours

· Next-business-day onsite service

· Minimum 98% equipment uptime

· Automatic toner fulfillment

· Loaner equipment for extended outages

23. CONTRACT TERM

The anticipated contract term shall be five (5) years.

The Port reserves renewal, extension, and termination rights.

24. RESERVATION OF RIGHTS

The Port reserves the right to:

· Reject any quote

· Waive informalities

· Request clarification

· Negotiate pricing

· Cancel the solicitation

· Award in whole or part

· Select the proposal determined to be in the Port's best interest

26. PROCUREMENT SCHEDULE

PORT OF NEWPORT

Mark Brown Director of Finance Port of Newport, Oregon