Multi-Function Devices Procurement - Advertising

Brevard County, Florida is conducting a procurement for multi-function devices (MFDs) through Request for Proposal (RFP) #6-26-03, seeking a single-source contractor to provide comprehensive copier, printer, facsimile, and scanning equipment solutions for approximately 242 machines across 43 county departments. The procurement offers both lease and purchase options for a five-year contract term, with pricing remaining firm throughout the initial period. Vendors must propose equipment from a single manufacturer, providing black and white and color multifunctional devices across five machine tiers ranging from 25 to 90 copies per minute, accommodating monthly copy volumes from 2,000 to over 30,000 copies. Key deliverables include the devices themselves, associated accessories, training, supplies, and a cost-per-copy maintenance plan designed to meet county departments' operational needs while ensuring compatibility with existing technology infrastructure. Proposals were due on January 9, 2026, at 4:00 PM, with multiple addenda issued to clarify specifications and answer vendor questions. Evaluation criteria include proposed equipment pricing, per-click rates, service capabilities, and overall solution compatibility with county requirements.

No specific set-aside designations were explicitly detailed in the procurement documents. The incumbent vendor is Dex Imaging, with the current contract expiring on March 5, 2026. Contractors must be authorized dealers with manufacturer certification and possess comprehensive insurance coverage, including $1,000,000 in general liability, $1,000,000 in auto liability, $2,000,000 in professional liability, and workers' compensation insurance. Six contractors submitted proposals: Advance Document Solutions Inc, DEX Imaging, LLC, Kyocera Document Solutions Southeast, LLC, Ricoh USA, Seminole Office Solutions, Inc., and Toshiba Business Solutions. The existing technology infrastructure includes approximately 200 fax lines and EnvisionWare kiosks for paid printing stations. Annual copy volume is estimated at 4.9 million black and white copies and 3.3 million color copies. While specific budget ranges were not directly stated, the procurement suggests a substantial multi-year contract value encompassing equipment lease/purchase, maintenance, and per-copy charges across county departments.