Emporia Civicplus #99

City of Emporia Solicits Managed Fleet of Multi-Function Copiers and Print Services

The City of Emporia, Kansas, is seeking proposals for a managed fleet of new multi-function copier/printer devices and associated services for its IT Department. - Government Buyer: - City of Emporia, Information Technology Department, City Clerks Office - OEMs and Vendors: - Current environment based on Toshiba devices (Toshiba eStudio 6516ACT and 3515AC referenced as performance benchmarks) - No specific OEM mandated; proposals must meet or exceed Toshiba model capabilities - Products/Services Requested: - Approximately 2 high-volume multi-function copier/printer devices (minimum 55 ppm color, advanced finishing, high-capacity, multi-user scanning) - Approximately 8 mid-volume multi-function copier/printer devices (minimum 35 ppm color, full color, duplex, finishing options, 11x17 capability) - Integrated fax functionality (analog, digital, or cloud-based, with all required hardware and licensing) - Delivery, installation, configuration, and testing of all devices - Ongoing maintenance, service, parts, labor, and consumables (excluding paper) - Fleet monitoring, reporting, and usage analytics - End-user and administrator training - Removal and proper disposition of replaced equipment - Unique/Notable Requirements: - All equipment must be new, current-production (no refurbished units) - Devices must support color printing, copying, scanning, duplexing, network integration, Microsoft 365 integration, and advanced security features (hard drive encryption, secure print release) - Centralized device management and detailed monthly invoicing required - City retains ownership of storage media for devices used in sensitive departments - Comprehensive implementation and transition schedule required prior to current lease expiration - Strict service level requirements; no automatic contract renewals - Transparent total cost of ownership and disclosure of all recurring costs

Description

The City of Emporia is soliciting proposals from qualified vendors to provide, install, and support a managed fleet of new, current-production multi-function copier/printer devices and associated services. The scope includes delivery, installation, maintenance, fleet monitoring, training, and removal of replaced equipment. The project aims to replace the existing copier fleet with secure, reliable, and efficient equipment that integrates with Microsoft 365 and meets defined service levels. Vendors must meet detailed equipment, software, security, service, and pricing requirements as outlined in the RFP document.

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