23RFP139160B-EC - Fulton County Multi-Functional Devices and Services

Fulton County, Georgia issued RFP 23RFP139160B-EC seeking a qualified service provider to lease and manage approximately 541 digital multi-functional devices (MFDs) and provide comprehensive support services across county facilities. The procurement encompasses MFD equipment with copying, printing, scanning, and faxing capabilities in both black and white and color, along with a complete "turnkey" solution including all consumable supplies (except paper), preventive maintenance, emergency repair services, fleet management, operator training, and account management. The service provider must supply dedicated onsite staff at the County's downtown headquarters (141 Pryor Street, SW, Atlanta, Georgia) during normal business hours (8:00 A.M.-5:00 P.M., Monday-Friday) with response times of four hours for downtown locations and eight hours for remote facilities during normal business hours, and three hours for critical operations. Key deliverables include device installation, comprehensive service level agreements maintaining 95 percent availability, active fleet monitoring and management, support for patron pay-for-print services compatible with SAM 9.0 library software, electronic faxing for 6,000 employees, document management and scanning solutions, and right-sizing analysis with ongoing optimization recommendations. The County requires pricing submitted on a provided Cost Proposal Form structured across five groups addressing monthly lease rates by equipment class (ranging from Mini at 26 ppm to Extra Large at 75 ppm), per-page click charges for black and white and color copying, one-time implementation and professional services fees, Year One costs, and five-year total cost of ownership projections. The pre-proposal conference was held on August 30, 2023, with the initial proposal deadline of September 15, 2023 extended to September 29, 2023 at 11:00 A.M., with submissions required through BidNet Direct.

The contract award was presented to Standard Office Systems of Atlanta, Inc. in an amount not to exceed $724,581.72, with the contract term effective through December 31, 2024, and four optional one-year renewal terms extending through December 31, 2028. The current fleet consists entirely of Sharp equipment representing 100 percent of the existing inventory, which may influence vendor equipment selection and compatibility requirements. The incumbent contractor was Standard Office System operating as prime contractor in a joint venture with Metro Records Management at a 69.00 percent/31.00 percent split, with Metro Records Management providing print management services. The RFP documentation indicates references to minority-owned and women-owned businesses, with a list of minority subcontractors previously utilized by Fulton County provided for consideration. Key technology integration requirements include support for secure printing via PaperCut (cloud-based), electronic faxing through RightFax, Active Directory authentication, HID card readers, and compliance with county IT security standards including DOD wipe protocols after each job and wireless printing on all devices. The county will not accept 5 ppm print speed variations and reserves the right to exchange equipment or terminate leases without penalty if devices fail to meet defined service levels, with historical data indicating early lease cancellations occurring at a rate of less than 2 percent under the previous contract.