Countywide Multifunction Copier Fleet

Denton County is requesting sealed proposals for the lease and full-service support of a countywide multifunction copier fleet under RFP 26-2902, with proposals due June 18, 2026 at 2:00 p.m. CDT and the question deadline June 3, 2026 at 2:00 p.m. CDT. The County intends to award a single supplier. No set-asides are mandated, though the County encourages historically underutilized business participation.

The scope encompasses approximately 197 multifunction devices (print, copy, scan) distributed across administrative buildings, courthouses, detention facilities, healthcare departments, and public-facing offices throughout Denton County and satellite locations in Frisco, Lewisville, Carrollton, Argyle, and Flower Mound. The awardee must provide all equipment, installation, network integration, relocations, training, maintenance, service, warranty support, and related labor and materials. Devices must integrate with PrinterLogic (print management), Microsoft Active Directory (authentication), and Tyler Odyssey (court case management). Service response time is four business hours for standard requests and two business hours for critical issues where no operational device is available.

The County anticipates annual volumes of 7.5 million black-and-white copies and 1.1 million color copies. All pricing must be firm fixed-price with no escalation adjustments over the 60-month contract term. The cost structure is a per-copy model inclusive of service, maintenance, toner, and all related costs, with separate pricing for accessories (fax modules, hole punch, high-capacity trays, paper decks, mobility/print release software, card readers). The incumbent vendor is Toshiba, whose contract expires January 31, 2027.

Contractors must provide evidence of $1 million combined liability insurance, $1 million automobile liability insurance, and $5 million cyber liability insurance. Cybersecurity requirements include annual security audits, HIPAA compliance where applicable, and DOD 5220.22-M data sanitization standards prior to device removal.

Evaluation criteria weight price at 40 percent, technical approach and equipment at 25 percent, service and service-level agreements at 20 percent, and proposer qualifications at 15 percent. Submissions must be electronic via the Denton County procurement portal (https://dentoncounty.bonfirehub.com/opportunities/234468) organized into five tabs: Administrative Submittals, Proposer Background and Relevant Qualifications, Technical Approach/Equipment/Implementation, Service/SLA, and Cost Proposal.