Multi-function Printer Devices (Citywide)

The City of DeLand, Florida, has issued Request for Proposals (RFP-26-03) to select a qualified contractor for citywide multi-function printer devices, maintenance services, and copy paper. The procurement targets a comprehensive print management solution for the city's current fleet of 44 printing devices, which includes an annual print volume of approximately 720,000 black and white pages and 280,000 color pages. Contractors must provide maintenance agreements covering customer-owned equipment, implement automatic toner monitoring with a two-business-day delivery service level agreement, and ensure 98 percent monthly device uptime. Equipment requirements include devices with 35-40 pages per minute speed, color scanning at 600 dpi, duplex printing and scanning capabilities, and integration with PaperCut and employee ID badge authentication systems. The evaluation criteria will assess proposals based on price (30 points), project approach (30 points), customer service (20 points), and qualifications and experience (20 points), totaling 100 possible points. Proposals are due January 20, 2026, at 2:00 P.M., with the contract period set to commence on March 1, 2026, and extend for five years through February 28, 2031, with a potential three-year extension option.

The RFP does not specify any specific set-aside designations or restrictions on responding organizations. The incumbent vendor is Dex Imaging, LLC, and the city currently uses primarily Konica Minolta multifunction printers and HP/Lexmark laser printers across various departments including Customer Service, Utilities, Parks & Recreation, Police Department, Fire Department, and others. The existing technology infrastructure requires integration with PaperCut and employee ID badge authentication systems, and vendors must ensure CJIS compliance with encrypted hard drives. Contractors may propose pricing through flat-rate fees, cost-per-click pricing, or combination models, with pricing required to remain firm for the first 60 months. While a specific total contract value is not explicitly stated, the comprehensive citywide scope and five-year contract duration suggest a significant potential award value. Insurance requirements include $1,000,000 in general liability, $1,000,000 in auto liability, and statutory workers' compensation limits, with the City of DeLand to be named as an additional insured.