Multifunctional copiers-printers equipment and service

The City of Torrington, Connecticut is issuing a Request for Proposal (RFP) for the replacement of its fleet of multifunctional digital copiers and printers, specifically targeting the replacement of eighteen (18) leased Canon multifunction devices currently distributed across various City departments including City Hall, Fire Department, Police Department, Parks and Recreation, and other municipal locations. The procurement seeks qualified vendors to provide modern, secure multifunction digital copier/printer equipment with advanced document workflow capabilities—including printing, scanning, copying, and faxing functions—integrated with Microsoft 365 and SharePoint Online cloud services, along with equipment, software, supplies, and related maintenance and support services for a contract term of thirty-six (36) to sixty (60) months. Pricing proposals must include multiple options: fair market value (FMV) lease with buyout cost, lease with $1.00 buyout at end of term, and per-copy rental programs with full-service maintenance agreements (FSMA), with separate pricing for each contract duration option; all bid prices must be F.O.B. Destination (Torrington) and include prepaid delivery, assembly, installation, and employee training at no additional cost. Key service requirements include a 98% uptime guarantee, one-hour call acknowledgment, four-hour average on-site response time during normal business hours (Monday-Friday, 8:30 AM to 4:00 PM), and equipment delivery within fifteen days, with vendor-provided loaner equipment or replacement units if performance standards are not met. A bid bond or certified check equal to 5% of the total bid amount is required with submission. The deadline for submitting written questions is May 4, 2026 at 12:00 noon, and sealed proposals must be submitted in one original and three exact copies to the Purchasing Department at City Hall, 140 Main Street, Room 206, Torrington, CT 06790 by May 13, 2026 at 11:00 AM; no faxed or emailed proposals are accepted, and bids may not be withdrawn for 90 days following submission. Award decisions will be based on vendor qualifications, financial capability, equipment quality and reliability, solution completeness, proposal clarity, and references, in addition to cost considerations, with the City reserving the right to award the contract to one or multiple bidders and reject any or all proposals.

The City of Torrington is an Affirmative Action/Equal Opportunity Employer and actively encourages Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), and Small Business Enterprises (SBEs) to apply; however, no specific set-aside percentages or restrictions limiting competition are identified in the solicitation documents. The current infrastructure consists of Canon equipment distributed across various City departments with usage patterns ranging from approximately 2,761 to 630,710 total copies and scans per machine, and any proposed solution must integrate seamlessly with the City's existing Microsoft 365 and SharePoint Online cloud services environment. The City is exempt from state and federal taxes, and payment terms are Net 30 Days with F.O.B. Destination pricing. While no specific incumbent vendor or budget range is disclosed in the available documentation, the comprehensive nature of the procurement—encompassing eighteen multifunction devices with full-service maintenance, supplies, and technology integration over a 36-to-60-month term—suggests a significant contract value. Inquiries regarding the solicitation should be directed to Pennie Zucco at the City of Torrington, 140 Main Street, Torrington, Connecticut 06790, or by telephone at 860-489-2225.