Multi-Functional Devices and Quick Copy Center Services

The City of Orlando's Procurement and Contracts Division is soliciting proposals for a comprehensive Multifunctional Device (MFD) Lease and Quick Copy Center Services contract (RFP24-0069) covering Orange County and Orlando City jurisdictions. The procurement seeks new or manufacturer-certified refurbished copiers to support scanning, copying, and printing functions across various city departments, with the current infrastructure comprising approximately 170 multi-functional devices and 200 small factor printers. The solicitation requires proposers to provide monthly leases for small, medium, and large multi-functional devices, along with per-click charges for black and white and color copies, and additional Quick Copy Center services including envelope printing, door hangers, booklets, business cards, binding, and lamination. The evaluation will be points-based across seven criteria: proposer experience (20%), needs assessment (15%), equipment quality (20%), training and maintenance (15%), pricing (18%), and minority/women-owned and veteran business enterprise participation (12%). A non-mandatory pre-proposal conference is scheduled for March 29, 2024, at 10:00 am, with a virtual site visit following, and proposals are due on April 30, 2024, at 2:00 pm. The City intends to award a five-year contract with potential extensions up to a cumulative total of 120 months.

The procurement emphasizes participation from minority and women-owned business enterprises (M/WBE), with specific goals of 18% Minority Business Enterprise (MBE) and 6% Women's Business Enterprise (WBE) participation. Veteran Business Enterprise (VBE) considerations are also part of the evaluation criteria. Proposers must comply with local requirements including living wage policies, drug-free workplace certification, and non-discrimination guidelines. The contract includes comprehensive cloud security requirements, with proposers required to complete detailed security questionnaires and demonstrate compliance with standards like CJIS, SOC, and SSAE. While no incumbent vendor is explicitly mentioned, the city currently operates a Quick Copy Center with two full-time employees and advanced printing equipment, including black and white and color production printers with full finishing capabilities. The contract will be subject to annual appropriation by the City Council, with funding contingent on budget availability. Though specific budget ranges are not detailed, the historical printing data indicates annual volumes of approximately 3.6 million black and white impressions and 1.5 million color impressions, which would serve as a baseline for potential pricing and service scoping.