Village of Mount Pleasant Print Supply and Maintenance RFP

The Village of Mount Pleasant, Wisconsin, is seeking proposals for a comprehensive printer fleet maintenance and supply services contract covering the period 2020-2023. The Request for Proposals (RFP) solicits qualified vendors to provide maintenance, supplies, and service for approximately 37 laser printers and multifunction devices from manufacturers including Brother, HP, Sharp, and Xerox, distributed across multiple municipal facilities such as Village Hall, Police Department, Department of Public Works, Community Oriented Policing house, and four fire stations. Bidders must demonstrate technical capability to support all listed equipment, with a requirement to have offices within 50 miles of Mount Pleasant and provide next-business-day on-site repair response. Pricing will be structured on a per-page cost basis with quarterly invoicing, and must include all supplies and parts except paper, staples, and electricity. Proposals were due by December 6, 2019, at 5:00 PM CST, with bid evaluation and selection to be completed by December 11, 2019, and the contract scheduled to commence on January 15, 2020. Key evaluation criteria include technical expertise, response time, pricing, and ability to manage a diverse multi-manufacturer printer environment.

There are no specific set-aside designations or restrictions on respondent organizations mentioned in the RFP documentation. The contract allows for potential equipment replacements during the three-year term, with the Village and vendor collaboratively determining whether to purchase or lease new devices. Vendors may supply compatible, non-OEM toner, with the caveat that costs from poor-quality toner cannot be passed to the Village. If a covered printer cannot be repaired, the vendor must replace it with a comparable or better unit at no additional cost. While a specific contract value is not explicitly stated, the RFP indicates that pricing must remain fixed for the entire three-year contract period and apply to any added or upgraded printers. The existing printer fleet consists of approximately 50 devices, with HP representing the majority at around 40 units, suggesting a potentially significant annual spend on printing services. Either party can terminate the agreement without cause with sixty days' prior written notice on each January first during the contract term, providing flexibility for both the Village and the selected vendor.