Multifunction Printers (MFPs)

Volusia County, Florida is soliciting competitive sealed bids under Invitation to Bid #26-B-72LS for the provision and maintenance of multifunction printers (MFPs) to support copying, printing, scanning, and faxing operations across approximately 150 County locations. The procurement encompasses approximately 463 existing MFPs distributed across various county departments, constitutional officers, libraries, courts, fire services, public works, and specialized departments, with current usage ranging from 100 to 60,000 copies per quarter. The successful contractor must supply two types of MFPs (one full-sized and one compact) in both black and white and color configurations, with all equipment networked to the Volusia County network at contract commencement. All MFPs must be equipped with necessary software and hardware to provide functionality and connectivity as specified, with the contractor responsible for installation, training, relocation, maintenance, supplies (excluding paper), and data collection for billing purposes. Pricing shall be submitted on a cost-per-copy basis inclusive of all labor, equipment, materials, and supplies, with anticipated annual copy volumes of approximately 8.7 million copies; the County does not provide minimum copy guarantees. The contractor must maintain a four-hour service response time and eight-hour completion time during standard business hours, and the County anticipates awarding the contract for an initial three-year term with two optional one-year renewals contingent upon mutual written agreement and County Council approval. Questions must be submitted by April 6, 2026, with sealed bids due on April 22, 2026, at 3:00 p.m.

Volusia County ordinance provides a three percent price discount available to qualified local businesses that meet the County's local preference criteria, though this is not a set-aside restriction and does not prohibit non-local vendors from bidding. The contractor retains ownership of all equipment and associated warranties, and no incumbent vendor information is identified in the solicitation materials. The bidder must comply with comprehensive insurance requirements including workers' compensation with Florida statutory limits, commercial general liability with $1,000,000 per-occurrence and $2,000,000 general aggregate limits, auto liability with $1,000,000 combined single limit, and professional liability (Technology Errors & Omissions) coverage of $1,000,000 occurrence/aggregate, with the County named as an additional insured. Award will be determined by the lowest total cost for combined black and white and color services over the three-year initial contract period, based on anticipated copy volume multipliers of 3,668,424 for black and white copies and 5,019,864 for color copies. The contractor must demonstrate financial stability upon County request, comply with E-Verify requirements, and provide background screening for personnel accessing County facilities. All personnel must meet applicable technical certifications and qualifications as specified in the County's Division 27 Technology Systems Design and Installation Guidelines, including network connectivity and system integration standards.