Townwide multifunction copier and managed print services

The Town of Manchester, Connecticut is requesting proposals for townwide multifunction copiers and managed print services across approximately 30 municipal buildings, with proposals due October 23, 2026 at 11:00 a.m. and a non-mandatory pre-bid meeting held October 14, 2026. The Town seeks a consolidated deployment model with one or maximum two shared devices per floor, utilizing secure access controls (keypad PIN or badge authentication).

The scope encompasses new multifunction devices capable of copying, printing, scanning, and finishing; comprehensive managed print services and print management software; maintenance and support; and consumable supplies (toner, drums, fusers). Equipment must be current-model, new, unused units with minimum 45 ppm for both black and white and color output, 1200 x 1200 dpi resolution, monthly duty cycle up to 200,000 pages, multiple paper trays, finishing options, and network integration. The vendor bears all costs for labor, parts, maintenance, repairs, and supply delivery to point of need. Service hours are 8:00 a.m. to 3:00 p.m. Monday through Thursday (excluding Town holidays) with one-hour response and four-hour repair commitment; maximum 48-hour downtime per device; and loaner equipment for any device unrepaired within five calendar days. Consumable supplies must not exceed 0.5% failure rate.

Pricing must include fixed cost-per-copy rates (black and white and color) for the contract duration with no allowable increases, billed monthly in arrears based on machine usage with no minimum volume. Vendors must submit lease options (36, 48, and 60-month terms) and outright purchase options. The Town is exempt from Federal Excise Tax and Connecticut Sales Tax, which must not be included in bid prices. Vendors must carry Commercial General Liability Insurance of $1,000,000 combined single limit per occurrence and $2,000,000 aggregate, naming the Town as additional insured.

Questions are due October 20, 2026. Proposals must be submitted electronically through the Town's OpenGov procurement portal.