TOWNWIDE_MULTIFUNCTION_COPIER_AND_MANAGED_PRINT_SERVICES_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

26/27-1

TOWNWIDE MULTIFUNCTION COPIER AND MANAGED PRINT

SERVICES

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: October 2, 2026

DEADLINE FOR QUESTIONS: October 20, 2026

RESPONSE DEADLINE: October 23, 2026, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

REQUEST FOR PROPOSAL

26/27-1

TOWNWIDE MULTIFUNCTION COPIER AND MANAGED PRINT SERVICES

I. INTRODUCTION

II. INSTRUCTIONS TO BIDDERS

III. STANDARD INSTRUCTIONS TO BIDDERS

IV. PROJECT DETAILS

V. INSURANCE AND INDEMNIFICATION REQUIREMENTS

VI. EVALUATION CRITERIA

VII. VENDOR SUBMISSIONS

Attachments:

A - Town of Manchester 2026 Holiday Calendar

Request For Proposal #26/27-1 Title: TOWNWIDE MULTIFUNCTION COPIER AND MANAGED PRINT SERVICES

1. INTRODUCTION

1.1. Summary

The Town of Manchester is seeking proposals from qualified and experienced firms to provide new multifunction copiers and printers (MFDs), along with comprehensive managed print services, print management software, maintenance, support, and supplies.

The intent of this RFP is to replace the Town’s existing fleet with modern, secure, and efficient equipment. The Town is specifically seeking a consolidated deployment model, with one or a maximum of two shared devices per floor in each building, utilizing secure access controls such as keypad or badge authentication.

The submissions should include the options to lease and purchase.

Submissions will be evaluated based on the criteria shown in this request and will be awarded based on the best interests of the Town.

A non-mandatory walk through to establish basic needs will be conducted.

1.2. Background

The Town operates multiple municipal buildings supporting administrative, public safety, public works, and community services functions. The current copier and printer fleet varies in age, functionality, and efficiency.

The Town’s goals for this project include:

• Reducing the total number of devices through consolidation

• Enhancing document security through user authentication

• Improving cost predictability and transparency

• Increasing reliability and service responsiveness

• Standardizing equipment across departments

• Implementing centralized print management and reporting

The preferred equipment must be capable of copying, printing, scanning, duplexing, finishing, and other features incorporated within the equipment and must connect to the Town network. Respondents are responsible for being knowledgeable of the features incorporated within the listed equipment. Firms submitting proposals must be prepared to enter into a lease agreement for the provision of equipment and services as set forth in this RFP.

1.3. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Purchasing

Department Head:

Kimberly Lord

Director of Finance

1.4. Timeline

Release Project Date October 2, 2026

Pre-Bid Meeting (Non-Mandatory) October 14, 2026, 10:30am

Lincoln Center, 494 Main Street, Manchester, CT

06040

Question Submission Deadline October 20, 2026, 4:00pm

RFP Opening Date and Time October 23, 2026, 11:00am mailto:cnarracci@manchesterct.gov tel:(860)647-3033

2. INSTRUCTIONS TO BIDDERS

2.1. ELECTRONIC BIDDING INFORMATION

Submitting Proposals

Specifications and proposal forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain proposal packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Proposals may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com)

Submitting Questions and Receiving Responses

Proposers shall submit all inquiries regarding this RFP via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-

Procurement Portal. Bidders may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.2. BID OPENING INFORMATION

Proposals must be received by the date and time indicated in the bid documents.

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the proposer with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this proposal.

3. The town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting proposal documents.

4.This proposal and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the proposer to download this information. THE TOWN OF MANCHESTER

WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO PROPOSERS. Failure of any proposer to receive any such addendum or interpretation shall not relieve such proposer from any obligation under his RFP as submitted. All addenda so issued shall become part of the Contract Documents.

5. Proposal prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of proposals received later than the time and date set for submission deadline will not be considered.

7. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

8. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

9. The Proposer, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

10. Proposer shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to proposal prices when paid within the stated number of days in the proposal.

11. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov Portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any proposer or prospective proposer against the Town.

11A. The Town reserves the right to reject any and all proposals, to waive technical defects, and to make such awards including accepting a proposal, although not the lowest cost, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any proposal if the proposer, any officer of the proposer, or any other company owned in whole or in part by any officer(s) of the proposer, is delinquent in the payment of any taxes or fees owed to the Town. The

Town reserves the right to require a disclosure statement from the proposer listing the name(s) of all officers of the company.

11B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

12. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the proposer to discharge a contract. The proposer shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any proposal if the proposer fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the proposal is conditional in nature.

13. Except where otherwise provided, a contract between the Town and a successful proposer shall consist of the Request for Proposal, Specifications, Plans, Proposal, and Acceptance by the Town and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

14. All Requests for Proposal shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

15. The Request for Proposal shall be made available on the Town of Manchester Purchasing Web Site via the OpenGov Portal.

16. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

17. In the event that any proposer wishes to protest the potential award of a proposal, the proposer must make it’s protest in writing, identify the protesting party, the RFP number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester

Purchasing Office, within FIVE (5) business days after the award decision.

18. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

19. In the event that any protesting proposer wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the Purchasing Authority pursuant to paragraph 1 herein.

20.Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

21. All Awards shall be made by the Purchasing Authority.

22. The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal

Order 11246. By signing the Proposal form for this proposal, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. Tariff Increases:

The prices set forth in this bid shall be firm and not subject to increase due to any new or increased tariffs, duties, or trade restrictions imposed after the bid submission date, whether by domestic or foreign authorities. The Seller assumes all risk and liability for any such increases and shall not pass on any additional costs to the Buyer unless agreed to in writing in advance.

Should the Seller seek an adjustment due to a material tariff change, the Seller must notify the Buyer in writing within ten (10) business days of the change, providing detailed documentation of the impact.

The Buyer reserves the right to reject any proposed price adjustment or to seek alternative suppliers if an acceptable resolution is not reached.

25. The Town reserves the right to reject proposals from companies that have on two or more occasions withdrawn their bids after bids have been opened.

2.5. Important Instructions for Electronic Submittal

Proposers shall create a FREE account with Open Gov Procurement by signing up at https://secure.opengov.com/portal/townofmanchester. Once you have completed account registration, browse back to this page, https://procurement.opengov.com/portal/townofmanchester and click on

"Submit Response", and follow the instructions to submit the electronic bid.

2.6. Instructions to Bidders

In accordance with the provisions of the Town Charter, sealed proposals will be received through the

OpenGov Portal, not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

3. STANDARD INSTRUCTIONS TO BIDDERS

3.1. Services Required:

The Town reserves the right to award the contract to the contractor deemed to be in the best interests of the Town for the Project after review of the submissions received, not based solely on cost or any other specific factors.

3.2. Qualification Requirements:

1. Firm Description – Provide a description and brief history of the firm. Name firms, location of principal and branch offices; length of time in business; and firm ownership structure.

2. Related Experience – Please provide a list of all projects currently in progress and completed over the last five years. The description should at a minimum provide the project name, location, year of completion, type of contract, renovation cost, size, owner name and reference with telephone number.

3. Organization and Staffing – Provide an organization chart for staff proposed for this project which clearly identifies your proposed management staff for the project (Project Executive, Project Manager, Project Superintendent, etc.). Also include detailed resumes for each person identified.

4. Typical Project Approach – Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

5. Litigation/Arbitration – List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

6. Insurance – Contractor/ Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Manchester as Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation.

4. PROJECT DETAILS

4.1. Scope of Work or Project Details

The selected vendor shall provide a comprehensive solution that includes equipment, software, implementation, and ongoing support.

A. Equipment Requirements

• Provide new multifunction devices capable of:

o Printing, copying and scanning o Duplex printing and scanning o Network integration o Finishing options (stapling, hole punching, sorting) where appropriate

• Devices must support secure access via keypad PIN, RFID or similar authentication

• Devices must support multiple users and departments sharing a single unit

• Black and white and color devices must be included as appropriate to usage

• Devices must be energy efficient and compliant with ENERGY STAR standards

B. Fleet Optimization

• Analyze the Town’s current inventory and usage

• Propose an optimized deployment model with shared devices

• Clearly identify device placement by building and floor

• Provide justification for all recommended equipment

C. Print Management Software

• Provide centralized print management software with the following capabilities:

o Secure print release (follow-me printing) o User authentication (PIN, badge, or network login) o Usage tracking by user, department, and device o Cost allocation and reporting o Print rules and restrictions (e.g., color limitations)

• Software must integrate with the Town’s network environment (Active Directory or equivalent)

• Cloud-based or on-premise solutions must be clearly identified

D. Implementation and Installation

• Develop and execute a detailed implementation plan

• Coordinate delivery, installation, and configuration of all devices

• Remove and properly dispose of existing equipment (if requested)

• Minimize disruption to Town operations

• Provide on-site testing and acceptance

E. Maintenance and Support

• Provide full-service maintenance agreement including:

o Preventive maintenance o Break-fix service o Remote monitoring

• Clearly define service response times and escalation procedures

• Provide loaner or replacement devices when necessary

• Include all parts and labor

F. Supplies

• Provide all consumables including toner, drums, and related supplies

• Paper may be excluded unless specified

• Automatic supply fulfillment based on usage monitoring is preferred

G. Training

• Provide initial and ongoing training for staff

• Provide user guides and administrative documentation

H. Reporting and Account Management

• Provide regular reporting on usage, costs, and performance

• Assign a dedicated account manager

• Conduct periodic business reviews with the Town

4.2. CONTRACT OPTIONS

Respondents must provide pricing and terms for both:

• Lease option (preferred term lengths to be specified, typically 36, 48, and 60 months)

• Outright purchase option

Proposals must clearly identify:

• Cost per copy/print (black and white and color)

• Monthly base costs, if applicable

• Any minimum volume commitments

• All-inclusive pricing versus separate line items

4.3. MINIMUM QUALIFICATIONS

Respondents must:

• Have demonstrated experience providing managed print services to public sector clients

• Have at least five years of experience with similar engagements

• Provide references from at least three comparable clients

• Have the technical capacity to support multi-site municipal operations

4.4. PROPOSAL REQUIREMENTS

Proposals must include the following:

A. Executive Summary

B. Company Profile and Experience

C. Proposed Equipment and Technical Specifications

D. Fleet Optimization Plan

E. Print Management Software Description

F. Implementation Plan and Timeline

G. Service and Support Plan

H. Pricing Proposal (clearly itemized)

I. Lease and Purchase Options

J. References

K. Sample Reports

L. Exceptions to RFP Requirements

4.5. MINIMUM EQUIPMENT SPECIFICATIONS

ALL multifunctional copier machines shall:

A. be new, unused, current models. Refurbished or used equipment will not be accepted.

B. be from the same manufacturer and operate in a like manner

C. base unit support black and white, while color units may be requested in certain areas

D. be able to copy and scan at the device and support printing through a network connection utilizing appropriate protocols (if so configured) and meets the following:

1. can produce double sided prints/copies

2. is rated at a speed of 45 prints per minute (ppm) or faster for black and white

a. this is for consistency and efficiency

3. for the scanning feature, identify all costs (i.e. equipment, software, installation, etc.) and technical requirements necessary for the operation of this feature. Identify all formats available (e.g., PDF, Microsoft Word, Microsoft PowerPoint, etc.) and whether it supports USB flash drives at the unit.

4. be able to support a non-networked configuration in certain areas (i.e. be operational as a “walk-up” digital copier)

E. have the capability of printing on stock ranging from 20 lb. bond to 110 lb. index, on sizes letter (8½ X 11) and legal (8½ X 14)

F. possess an automated document feeder, with a minimum capacity of 50 sheets of 20 lb.

bond paper

G. have a bypass tray for printing on specialized stock

H. have the following paper capacity, using standard 20 lb. copier paper:

1. 8½ X 11 paper supply – minimum of 1,000 sheets

2. 8½ X 14 paper supply - minimum of 500 sheets

3. one of the three paper trays may be adjustable (respondents may include auxiliary paper trays to meet this requirement)

I. have zoom capabilities from 64% to 200%

1. be able to enlarge documents in preset increments to a minimum of 200%

2. be able to reduce documents in preset increments to a minimum of 64%

J. support the following optional features (end user selected):

1. automated stapling system, capable of stapling a minimum of 20 sheets of 20 lb.

paper

2. full offset stacking and finishing (stapling only)

3. image shift capabilities

K. support use of badge authentication by having the ability to link an office key fob at the machine; support use of PIN codes and/or mailbox secured access for users

L. have programmable cost center/accounting meters, with a minimum of 50 separate cost centers/meters; respondent to specify the number of digits accommodated per accounting code

Respondents may provide alternative configurations with a written explanation demonstrating that their proposal will meet the Town's requirements.

4.6. OPTIONAL CAPABILITIES

Some multifunctional copier machines shall have the capability to support:

A. 11 X 17 paper supply tray - minimum of 250 sheets (may be an adjustable tray). Printing on stock ranging from 20 lb. bond to 110 lb. ledger (11 x 17) paper.

B. For the faxing feature, include a description of its operation (i.e. fax board, fax driver, etc.). Identify all costs (i.e. equipment, software, installation, etc.) and technical requirements necessary for the operation of this feature.

4.7. REQUIRED SERVICES

Required Services

A. The Town requires managed print services for approximately 40-50 multifunction copiers in a total of 30 buildings. The Town intends to reduce the footprint of printers, moving printer volume to the proposed multifunction copier/scanner/printer machines as noted in the requirements above. The managed print services program must consist of at least the following components:

1. Consumable supplies

2. Repair and maintenance services

3. End-user support

4. Print device management

5. Technology refreshment of end of life network printers

A. Supplies

The Town requires inventory management of all consumable supplies including end-user replacement components for all contracted devices defined within this RFP.

Responses should include the respondent's recommendation of an inventory management system to address how all consumable supplies, including end-user replacement components, for all contracted devices defined within this RFP will be ordered and supplied to meet the Town's needs.

The Town will supply paper and staples for the machines. The awarded respondent shall be responsible for toner, drum, fusers, etc. and shall include the cost in the per copy price. All parts and supplies must meet Original Equipment Manufacturer (OEM) specifications. The awarded respondent is responsible for delivery of supplies to point of need.

B.

Supply expectations:

1. Departments that operate on a 24 hour schedule require extra toner to be delivered on site. Critical copiers will be identified and must have additional consumables on hand.

2. Unlimited toner

3. Black & white and color toner MUST meet OEM specifications

4. Consumable supplies must not exceed 0.5% failure rate

5. The awarded respondent assumes all responsibility for hardware performance due to consumable supplies

6. Covers all multifunction devices and network printers included in RFP

7. Consumables must meet OEM specifications

8. The awarded respondent retains ownership of all consumable inventory

9. Down time due to lack of consumable supplies is not acceptable

10. The Town does not desire to have excess inventory on hand at any location

11. The Town is interested in online proactive device monitoring and “just in time” delivery of necessary consumable supplies.

C. Service

The Town requires the awarded respondent to be responsible for all repairs, maintenance, and/or replacement of all contracted devices included in the contract resulting from this RFP. Service will be furnished to the Town between 8:00 am and 3:00 pm, Monday through Thursday, excluding Town holidays. Only fully-trained and qualified technicians shall perform the maintenance on the copiers. The awarded respondent will provide routine maintenance and repair services for no additional fee. Service expectations:

a. Hardware must meet specifications and minimum uptime requirements

b. Preventative Maintenance Schedules planned and completed per manufacturer's recommended service schedules

c. Exclusive utilization of OEM parts and supplies

d. The awarded respondent shall respond to a request for maintenance within one

(1) hour

e. Maintenance and repair calls must be performed within four (4) hours of request for service

f. The maximum allowable downtime for any one piece of equipment is forty-eight

(48) hours

g. The awarded respondent assumes all responsibility for hardware performance due to service parts and components

h. The awarded respondent will assume responsibility for disposal and recycling of all service parts

i. The awarded respondent will supply the Town with a call completion notification in electronic format

j. A “loaner” machine must be brought on site for immediate use for any equipment that can’t be repaired and restored to normal operating service within five (5) calendar days

k. Excluded from the requirements are delays resulting from acts of nature, accidents, or extreme weather conditions

l. The Town may require the awarded respondent to relocate a copier to a different location within the Town during the lease.

D. The Town requires end-user help desk support for all users covered by a contract resulting from this RFP. Specifically:

1. Provide a single point of contact for Town staff

2. Unlimited phone/network support on all initial service calls during normal business hours, apart from Town holidays.

3. Unlimited customer training

4.8. MANAGEMENT AND REPORTING REQUIREMENTS

The Town requires the following management and reporting processes from the awarded respondent for ALL multifunction copier/scanner/printer/fax machines and printers that are part of a resulting contract. Reporting is required on a monthly basis. PDF reports are to be emailed to the Town's Information Technology (I.T.) Department.

A. Electronic monitoring of all contracted devices

B. Maintaining service records to report individual device performance

C. Access to electronic monthly usage reports per device

D. Electronically-generated status reports communicating equipment issues to the I.T.

Director

E. Ability to measure and manage output at a job, user, department, or building level

F. Ability to allocate cost by job, user, department or building level

G. Ability to manage user access and workflows

H. Managed fleet optimization

I. Additional features available that have been proven to reduce paper and print waste

(i.e.: scan to print/walk up printing, etc.)

J. Provide a description of the management software to include: Name of software

Type of data that is collected Is the software hosted on a Town server or is it a cloud solution? How will Town users connect and authenticate to the software?

All respondent-provided solutions must adhere to the criteria as set forth by the I.T.

Department Standard.

4.9. SPECIAL TERMS AND CONDITIONS

Special Terms and Conditions

A. Respondents may be required to provide demonstrations of proposed machines prior to selection and award.

B. The machines shall be delivered, installed and made ready for use by the awarded respondent. Proposed cost shall include these services:

1. The awarded respondent shall coordinate and provide delivery at no additional fee

2. The awarded respondent shall provide end-user training to Town staff at no additional fee

C. Multifunction machines will perform to manufacturer’s specifications for a minimum of

95% of the time during normal Town office hours averaged over a three-month timeframe. Any machine that fails to meet this standard shall be replaced with an equal or better model at no cost to the Town. If the awarded respondent fails to correct the non-performance, the Town reserves the right to terminate the contract by giving ten

(10) days notice to the awarded respondent, after which no further obligation is due from the Town.

D. The end-of-contract return of any equipment shall be handled by the awarded respondent and coordinated with the Town, and shall be at no cost to the Town.

Subject equipment shall be removed no later than 30 days after receiving notification from the Town.

4.10. ADDITIONAL INFORMATION

A. For network connected copiers, the Town has a printer network configured to address copier, scanning, and print functions. A block of IP addresses is assigned to each physical department/building location. Within that block, addresses are then assigned to the appropriate device.

B. For consistency, the equipment proposed should ideally have the same accessories and/or features as the current equipment. There could be additional features over and above the existing, and if so, should be noted. Otherwise, recommended approach is to match existing, and then if awarded, meet with the individual departments to address any changes or features wanted/needed.

C. As part of the proposal, the Town desires to know how often products are upgraded and life expectancy during the contract. The Town does not want nor require a depreciation schedule.

D. Printers are on a unit by unit basis based on user needs. Currently, there is not a list of printers.

E. The goal is to consolidate copiers to improve efficiency and reduce costs.

F. The Town will entertain a minimum monthly budgeted payment or volume inclusion, in lieu of a pure cost per image model. Therefore, please include it in your cost proposal if proposing.

G. The Town is looking for a respondent to propose a cost that is most beneficial to the

Town.

H. A walk-through to establish basic needs, etc. by location will be allowed.

I. The Town does want to standardize the fleet of proposed copiers.

J. Detail the process for returning units due to facility/department closure, relocating units, and significant changes in volume.

4.11. MULTIFUNCTION BLACK AND WHITE DIGITAL COPIERS

Performance Requirements

● Minimum 45 copies per minute

● A4 and A3 scanning and printing capabilities

● Minimum resolution of 1200 x 1200 dpi

● Monthly duty cycle up to 200,000 pages

Scanning Capabilities (All MFDs)

All Black & White MFDs shall support single-pass, dual-head scanning in both Color and Black &

White, and must include the following as standard:

● Minimum scanning speed of 200 images per minute

● Scan to email, mailbox, local SMB share, and USB

● Supported file formats: PDF, JPEG, TIFF, and Text-Searchable PDF

● Automatic blank page removal

Paper Handling and Finishing

● Ability to support 4-5 trays

● Multi-position finisher capable of stapling a minimum of 50 sheets and providing 3-hole punching

4.12. MULTIFUNCTION COLOR DIGITAL COPIERS

Performance Requirements

● Minimum 45 copies per minute

● A3 scanning and printing capabilities

● Minimum resolution of 1200 x 2400 dpi

● Monthly duty cycle up to 200,000 pages

Scanning Capabilities (All MFDs)

All Color MFDs shall support single-pass, dual-head scanning in both Color and Black & White, and must include the following as standard:

● Minimum scanning speed of 160 images per minute

● Scan to email, mailbox, local SMB share, and USB

● Supported file formats: PDF, JPEG, TIFF, and Text-Searchable PDF

● Automatic blank page removal

Paper Handling and Finishing

● Ability to support 4-5 trays

● Multi-position finisher capable of stapling a minimum of 50 sheets and providing 3-hole punching

4.13. OPERATIONAL AND SUPPORT REQUIREMENTS

Installation and Configuration

All equipment shall be delivered, installed, configured, and tested by the Contractor at no additional cost to the Town.

Preventative Maintenance

The Contractor shall perform routine preventative maintenance at intervals necessary to maintain optimal performance, scheduled during low-usage periods whenever possible, and must coordinate with the site or department.

Technical Support

The Contractor shall provide telephone and remote technical support during normal business hours. Contact information shall be provided at contract initiation.

Electronic Metering and Supplies Management

The Contractor shall be responsible for monthly meter readings, whether electronic or manual.

All devices must support electronic network monitoring for automatic consumable replenishment and meter reporting. The Town is not responsible for pulling meter readings.

Annual Inventory

The Contractor shall conduct a full annual inventory of all contracted devices.

4.14. PROPOSAL CONTENT

Technical Proposal Content

The respondent’s Technical Proposal shall include the following items, and in the sequence presented:

A. Evaluation Criteria No. 1 - Technical Approach and Implementation

1. Provide description of the proposed technical approach of all professional, technical and customary services provided

2. Provide descriptive literature on the proposed multifunction copier/scanner/printer/fax machines(s). At least one technical sheet must be provided for each model, accessory, or option. What accessibility features (ADA height, screen readability, language options) are available for each model?

Manufacturer specifications must specify certified monthly volumes for each machine. Other descriptive literature or reports, including award certificates from an independent testing agency, will be accepted in addition to required literature

3. Major tasks to be accomplished

4. A detailed statement of services to be provided under each task

5. A projected installation time schedule

6. A recommendation of an inventory management system to address how all consumable supplies, including end-user replacement components, for all contracted devices defined within the RFP will be ordered and supplied to meet the

Town's needs. What alternative models do you offer (buffer stock, par levels, on-site storage, scheduled restocking)?

a. Is there human oversight before shipments are triggered or delayed?

b. Can supply thresholds be adjusted for specific departments or public locations?

c. Can designated staff override automated decisions or request early shipments?

7. Provide a proposed method of managing service calls including:

a. Service organization background & qualifications

b. Tracking/history of calls on each device/logging

c. Level of services specifications

d. Number of trained technicians for each machine type, and size of area serviced

e. Average support call response time

f. Location of local office and support dispatch office

8. Include the residual value of the product, its advantages relative to its weaknesses, and frequency of product upgrades

9. Network Connection

a. Describe the technology used to monitor the devices.

b. Do you require that software be installed on the Town's network?

c. How does your company work with Office 365/Exchange online for scan to email?

d. Are there other ways you set up document scanning?

B. Evaluation Criteria No. 2 - Software Support

1. Software to support network printing implementation of print queues, print spoolers, “Findme” queues, print release, print release, district and site budgeting, and individual print budgeting.

C. Evaluation Criteria No. 3 - Performance of the Firm

1. Description and name of a total of three past contracts similar to the scope herein that have been completed by the firm including the name and telephone number of the contact person for each project.

D. Evaluation Criteria No. 4 - Cost

Cost Proposal Content

The cost proposal will be used in the evaluation of the RFP. The cost proposal must be submitted with the technical proposal and may contain the following:

A. Direct costs

B. Indirect costs

C. Labor (hours) by major tasks

D. Materials

E. Equipment

F. Sub contractors

G. Any other proposed costs that may be incurred by the Town.

1. It must specify a cost per copy for machine lease and maintenance (services and supply).

2. Monthly costs will be based on machine usage and will be billed in arrears; no minimum number of copies will be specified.

3. Vendor shall bear all costs for labor and parts required to maintain the copy machine in good working order and make all necessary adjustments, replacements, and repairs caused by normal wear and tear.

4. The proposed cost per copy will be fixed for the contract term with no allowable price increase.

4.15. BUYOUT EXISTING COPIER LEASE CONSIDERATION

Buyout of any existing lease agreements before maturity date and if needed facilitate the return of existing equipment to original lessor.

Provide separate buyout cost and not roll into new lease.

4.16. CONTRACT TERM

The contract term is to be determined upon final acceptance of successful respondent's proposal.

5. INSURANCE AND INDEMNIFICATION REQUIREMENTS

5.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

5.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

$500,000 per accident for bodily injury by accident, $500,000 policy limit by disease; and

$500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence. Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination.

• This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services. The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination.

• This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate.

• This insurance requirement applies when a contractor will be performing environmental clean-up work (decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

Version 4.2.2024

6. EVALUATION CRITERIA

The Town will evaluate all proposals deemed responsive to…