RFP for Print and MultiFunction Device Contract

The City County IT Commission (CCITC) is seeking proposals for a comprehensive print and multifunctional device contract to serve Marathon County, the City of Wausau, and North Central Health Care (NCHC). The procurement aims to replace the existing agreement expiring in March 2018 and includes multifunctional devices (MFDs) with copying, printing, faxing, and scanning capabilities, as well as managed print services for approximately 150 networked laser printers. The primary objectives include reducing paper document reliance and implementing a collaborative plan to achieve a 10% reduction in billed clicks annually over a five-year contract term. Evaluation criteria will weight cost at 20%, fit with requirements at 40%, record of performance at 20%, project approach at 10%, proposal quality at 5%, and firm resources at 5%. Proposals were due by 4:00 p.m. CDT on January 17, 2018, with optional site visits and pre-bid conferences held on December 14 or 15. The contract term is five years with an option for a one-year extension, with evaluation planned for January 2018, negotiations in February 2018, and targeted contract execution on March 5, 2018.

The RFP does not explicitly mention set-aside designations or restrictions for specific types of organizations. The current infrastructure primarily consists of Toshiba eStudio multifunction devices, with approximately 59 Estudio255SE units and 16 Estudio203SD devices distributed across various county and municipal departments. The existing environment uses LaserFiche as a document management solution and limited PaperCut print tracking software. Vendors must provide financing for leased equipment without third-party financing, with all costs fixed for the contract term. The pricing structure will be based on a cost-per-page ("per click") basis, with software maintenance agreement increases capped at CPI+1% annually. Payment terms require no more than 20% upfront, with subsequent partial payments at negotiated milestones and a final 30% payment upon Final Acceptance. While specific budget ranges are not explicitly stated, the extensive device inventory and multi-entity scope suggest a significant contract value for the selected vendor.