City of Sebastian MyVendorLink #RFP-26-03

Citywide Printer Fleet Replacement, Maintenance, and Consumables – City of DeLand

The City of DeLand is upgrading and maintaining its citywide printer fleet to ensure reliable document management across all departments. - Government Buyer: - City of DeLand, Florida - Departments involved: Information Technology, Finance, Purchasing, and multiple city offices (Police, Fire, Utilities, Parks & Recreation, etc.) - OEMs and Vendors: - Dex Imaging LLC (awardee) - Konica Minolta - HP - Lexmark - Canon U.S.A., Inc. - Ricoh USA, Inc. - Toshiba America Business Solutions - Kyocera Document Solutions Southeast, LLC - Konica Minolta Business Solutions - Products Requested: - Replacement of 7 end-of-life printers - Fleet of 44 multi-function printer devices (models include Konica Minolta BH558, BH368, BH4052, BH808, BH4050i, C759, C360i; HP E60155; Lexmark Laser Printer) - Copy paper (consumables) - Services Requested: - Maintenance and support for all city-owned printers, copiers, and multifunction devices - Automatic toner replenishment and remote monitoring - Certified data destruction and environmentally compliant disposal of retired devices - Notable Requirements: - Devices must meet minimum print speed and functionality standards (30-40 ppm or higher) - Compliance with CJIS security standards, device encryption, and certified data destruction - Environmentally responsible disposal of retired equipment - Flexible pricing models (flat-rate, cost-per-click, or combination) - Service level agreements for uptime and proactive maintenance - Contract Structure: - Five-year term with interest-free payments, plus options for annual extensions - Projected five-year cost: $163,975 - Places of Performance and Delivery: - City of DeLand City Hall (120 South Florida Avenue, DeLand, FL 32720) - Multiple city departments and facilities (Police, Fire, Utilities, Parks & Recreation, Airport, Public Works, etc.)

Description

The City of DeLand issued RFP-26-03 to select a qualified contractor to provide multi-function printer devices, maintenance services, and copy paper citywide. The procurement includes supplying new devices, maintenance, and consumables with an option for lease or purchase. The contract term includes an initial period with possible extensions, and the city intends to award a single vendor. The solicitation required compliance with specific performance and security standards, including CJIS compliance and device encryption.

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