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Home My WebLink About25-07-RFI City of Sebastian Managed Print Services REQUEST FOR INFORMATION 25-07-RFI CITY OF SEBASTIAN MANAGED PRINT SERVICES Contact Person Jessica Graham, CPPB Procurement/Contracts Manager Phone: (772) 388 – 8231 Email: jessgraham@cityofsebastian.org *LATE RESPONSES WILL NOT BE ACCEPTED* PROPOSED SCHEDULE EVENT DATE TIME RELEASE DATE Thursday, November 14, 2024 - BID DUE DATE Friday, December 6, 2024 2:00 PM Local Time SOLICITATION SUBMITTAL All submittals must be electronically submitted via VendorLink: https://www.myvendorlink.com/. 25-07-RFI Page 2 of 7 This is a Request for Information (RFI) only and will not lead to a contractual relationship between a vendor or vendors and the City of Sebastian. The information received in response to this RFI is anticipated to be used to determine the most advantageous Piggyback/Cooperative contract for the City’s Managed Print Services. 25-07-RFI Page 3 of 7 TABLE OF CONTENTS SECTION 1 – GENERAL INFORMATION 4 SECTION 2 – INSTRUCTIONS 4 SECTION 3 – COMMUNICATION 4 SECTION 4 – PROJECT BACKGROUND 5 SECTION 5 – PROJECT SCOPE 5 25-07-RFI Page 4 of 7 1.1 GENERAL INFORMATION 1.1.1 Responses to an RFI are not offers and cannot be accepted to form a binding contract. 1.1.2 All materials submitted to the City are subject to the public records laws of the State of Florida. The respondents are responsible for adequately designating materials that may be protected from disclosure as trade secrets under Florida law in the form required by law. The respondent understands and agrees that the City may take any actions necessary to comply with federal, state, and local laws and judicial orders, and such actions will not constitute a breach of the terms of this RFI. 1.1.3 Respondents are solely responsible for expenses associated with responding to the RFI. The City is under no obligation to the respondents regarding the outcome of this RFI. 1.1.4 The City of Sebastian will only accept submittals from respondents with an active cooperative or piggyback contract. 2.1 INSTRUCTIONS 2.1.1 RFI submittals are due on the date and time indicated on the cover page or as amended by an addendum issued by procurement. 2.1.1.1. It is the Contractor's sole responsibility to ensure that their response is submitted through VendorLink (https://www.myvendorlink.com/) by the time and date specified in the solicitation or subsequent addenda. The City shall not be responsible for delays caused by any occurrence. Submittals sent by mail, facsimile, electronic mail, telephone, or other means not specified herein will not be accepted. 2.1.2 Submittal Requirements 2.1.2.1. Responses should be prepared as simply as possible and provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements of the RFI. It should be a maximum of 10 pages long. 2.1.2.2. Utmost attention should be given to accuracy, completeness, and clarity of content. Response information should be limited to pertinent information only. 2.1.2.3. Marketing and sales type information is not to be included. 2.1.2.4. All parts, pages, figures, and tables should be numbered and labeled. At its discretion, the City may require a respondent to provide additional support or clarify requested information. 3.1 COMMUNICATION 3.1.1 All inquiries concerning this RFI shall be directed to the City’s Procurement/Contracts Manager at jessgraham@cityofsebastian.org. The Respondents shall make no written or verbal contact with any City employee, staff member, or Council members regarding this RFI. 25-07-RFI Page 5 of 7 4.1 PROJECT BACKGROUND Konica Minolta is the citywide managed print services provider. The City utilized Konica Minolta’s Sourcewell contract and entered into a lease agreement expected to expire in March 2025. 5.1 PROJECT SCOPE The City of Sebastian seeks to procure Managed Print Services for printers, copiers, duplex collators, multifunctional devices (MFDs), and other equipment. This contract will include toner, related software, and other supplies, as well as repair and maintenance services. 5.1.1 Current Printer Count • City Hall (23 Devices) o 5/EA - Konica Minolta BizHub 4422 o 12/EA - Konica Minolta BizHub 3602P o 1/EA - Konica Minolta BizHub C3300i o 3/EA - Konica Minolta BizHub C458 o 2/EA - Konica Minolta BizHub C558 • Golf Course (2 Devices) o 1/EA - Konica Minolta BizHub 3602P o 1/EA - Konica Minolta BizHub C450i • Police Department (11 Devices) o 4/EA - Konica Minolta BizHub 3602P o 3/EA - Konica Minolta BizHub C3300i o 3/EA - Konica Minolta BizHub C360i o 1/EA - Konica Minolta BizHub C4050i • Public Works Compound (8) o 4/EA - Konica Minolta BizHub 3602P o 1/EA - Konica Minolta BizHub C4050i o 2/EA - Konica Minolta BizHub C450i • Not in Use (2) o 1/EA - Konica Minolta BizHub 4422 o 1/EA - Konica Minolta BizHub 3602P 5.1.2 Required Functions 5.1.2.1. All Copiers must be able to do the following: • Must be able to scan to Network Folder location without additional software installed on a client (SMB 2 or 3 – No FTP) 25-07-RFI Page 6 of 7 • Able to print/copy/scan in color, Black & White, and greyscale • Must produce PDF documents via scan (single and multi-page) • Must have Duplex functions (Scan and print) • Print and scan tabloid-size paper (11x17) • Must be able to staple & 3-hole punch • Must be wired network (no Wireless) • Must be able to Fax 5.1.2.2. All MFD machines must be able to do the following: • Be able duplex print • Must be wired network (no Wireless) • Must be able to scan to Network Folder location without additional software installed on a client (SMB 2 or 3 – No FTP) • Able to scan in color, Black & White, and greyscale • Must produce PDF documents via scan (single and multi-page) • Able to sit on a table or file cabinet • Color printing 5.1.2.3. Desktop Printers must be able to do the following: • Be able duplex print • Must be wired network (no Wireless) 5.1.3 Service Requests 5.1.3.1. Vendor agrees to perform service request by the next business day. 5.1.3.2. Supplies must be received within two business days of the supply request or automatic supply replenishment notice. Once the supplies have shipped, the city should receive tracking information. 5.1.3.3. Any parts for service requests should be brought to the location with the technician. 5.1.3.4. If a unit is anticipated to be out of service for more than three (3) business days, the Vendor will provide the City with a loaner equivalent in functionality and specifications at no charge upon request. This includes delivery, installation, removal, and required training. 5.1.3.5. When a device is decommissioned, the Vendor will provide a final reading for billing purposes. 5.1.3.6. The vendor shall provide specifications for any software that will be used for auditing toner levels and page counts. 5.1.3.7. Local software is preferred for auditing toner levels and page counts. The software must be usable by MIS staff. 25-07-RFI Page 7 of 7 5.1.3.8. Vendor shall back up configuration files from all devices before performing any service. 5.1.3.9. All data must be returned to the City at no cost on demand. 5.1.4 Portal: 5.1.4.1. The proposed solution must include a web portal for IT Department personnel to place service and supply requests online. The City will not be responsible for hosting the portal. 5.1.4.2. Web portal must work with the most recent version of internet browsers. 5.1.4.3. The portal should provide status updates on service calls and supply requests within eight (8) business hours. 5.1.5 Supplies: 5.1.5.1. The Vendor may use remanufactured or OEM parts and supplies to service this contract. 5.1.5.2. The Vendor shall provide toner cartridges for storage on-site. The vendor shall provide the following for storage on site: • one black toner for every printer model • two black toners for every copier/MFP model • 1/EA Cyan, 1/EA Magenta, 1/EA Yellow toner for every color copier/MFP model • 1 waste toner bottle for each printer/copier/MFP Model. 5.1.5.3. When the initial scan is completed, toner should be sent to any device with toner levels at or below 10% or at a previously agreed-upon level. 5.1.5.4. Toner should be shipped directly to the City Hall location unless requested otherwise. 5.1.5.5. Vendor will provide a system for automatic supply replenishment via alerts and monitoring over LAN connectivity. 5.1.6 Maintenance: 5.1.6.1. The vendor should perform yearly preventative maintenance on the copiers. Upon execution of a contract, a schedule will be created and agreed upon between the City and the vendor. The preventative annual maintenance should include firmware updates as needed. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK