Multifunction device and print management RFP

The City-County Information Technology Commission (CCITC), a shared service organization owned by Marathon County, the City of Wausau, and North Central Health Care, is seeking proposals to upgrade its multifunction device (MFD) inventory and evaluate print management options. The RFP targets replacement of 155 current leased Sharp MFD devices and approximately 115 networked laser printers across various county, city, and healthcare departments. Proposers must provide devices with copying, printing, faxing, and scanning capabilities, with a preference for maintaining compatibility with the existing Papercut software integration platform. Vendors may submit two proposal types: a complete MFD replacement or a partial replacement with the option to purchase retained devices at Fair Market Value. The evaluation will assess proposals based on comprehensive criteria including hardware specifications, software compatibility, per-page pricing, maintenance capabilities, service response times, and deployment planning. Key requirements include a dedicated service technician with 99% uptime, four-hour response time, and compliance with HIPAA and CJIS regulations. The pre-bid conference was held on May 8, 2023, with proposals due by 4:00 PM CDT on May 18, 2023. The evaluation period is scheduled from May 18-June 6, 2023, with contract signing targeted for June 27, 2023, and a desired contract term of five years with an optional one-year extension.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The current infrastructure exclusively uses Sharp MFD devices integrated with Papercut software, and the CCITC requires vendors to maintain separate contracts with each of the three participating entities: Marathon County, City of Wausau, and North Central Health Care. Upfront costs are capped at 20% at contract signing, with 30% retainage held until Final Acceptance. Software maintenance increases are limited to CPI plus 1% annually. The existing lease agreement allows purchasing copiers at Fair Market Value between $300 and $700. While specific budget ranges are not explicitly stated, the comprehensive nature of the procurement involves 155 MFD devices, 115 networked printers, and complex integration requirements across multiple government and healthcare facilities. Vendors must provide detailed pricing on a per-page basis, including hardware, software, maintenance, training, and customization costs. Additionally, the successful vendor must demonstrate robust data security protocols, HIPAA compliance, and the ability to handle a diverse print environment spanning administrative, healthcare, and municipal settings.