Multifunction Device / Copier Refresh

REQUEST FOR
PROPOSAL / QUALIFICATIONS
Monroe County
Water Authority
Multi-Function Device / Copier Refresh
February 26, 2026
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610

Request for Proposal
MFD / Copier Refresh
Page 2
SECTION 1 - INVITATION TO PARTICIPATE
1.1 Purpose
The Monroe County Water Authority (MCWA) is seeking proposals from prospective
vendors to procure new MFD / Copiers. This contract will also include the installation,
and ongoing maintenance, warranty, support, and associated printing supplies. It is
the preference of the Authority to continue to lease new MFDs, all inclusive of
consumables and maintenance. Alternate solutions will be considered as well.
Prospective Proposers must offer a proposal that will meet the applicable scope of
services, qualifications, and general description of capabilities identified in Section 2 of
this document.
In responding to this RFP/Q, Proposers must follow the prescribed format as outlined
in Section 3. By so doing, each Proposer will be providing MCWA with comparable data
submitted by other Proposers and, thus, be assured of fair and objective treatment in
the MCWA review and assessment process.
1.2 RFP/Q Procurement Officer
The RFP/Q Procurement Officers identified below are the sole point of contact regarding
this RFP/Q from the date of issuance until the selection of the successful Proposer.
Justin Moore
Justin.Moore@mcwa.com
Phone (585) 442-2001 x253
Monroe County Water Authority
PO Box 10999
475 Norris Drive
Rochester, New York 14610-0999
1.3 Presentation and Clarification of MCWA's Rights and Intentions
MCWA intends to enter into a contract with the selected Proposer to supply the services
described in Section 2. However, this intent does not commit MCWA to award a contract
to any responding Proposer, or to pay any costs incurred in the preparation of the
proposal in response to this request, or to procure or contract for any equipment.
MCWA reserves the right, in its sole discretion, to (a) accept or reject in part or in its
entirety any proposal received as a result of this RFP/Q if it is in the best interest of
MCWA to do so; (b) award one or more contracts to one or more qualified Proposers if
necessary to achieve the objectives of this RFP/Q if it is in the best interest of MCWA to
do so.

Request for Proposal
MFD / Copier Refresh
Page 3
1.4 Timeline
The schedule of events for this RFP/Q is anticipated to proceed as follows:
All questions from Proposers must be emailed to the RFP/Q Procurement
Officer by 5:00PM Eastern Time on March 10, 2026.
Answers to questions will be sent back to all eligible Proposers and posted on
the MCWA Website by EOD March 12, 2026.
Final RFP/Q submissions must be received by 11:00AM Eastern Time on
March 26, 2026 at the address shown in Section 3.1.
1.5 Overview of the Organization
The Monroe County Water Authority provides high quality, safe and reliable water, in a
financially responsible manner. MCWA was created by State legislation in 1950 to solve
the water supply needs of this community. In 1959, the Authority took over the assets
of the private New York Water Service Corporation and had 27,000 retail customers,
serving just portions of the County's inner ring towns and portions of the City. As
surrounding towns and villages faced new water supply challenges, the Authority's
service area has steadily grown. Today, the Authority serves over 180,000 customers
in every town and village in Monroe County (partially in the City of Rochester) plus
towns, villages and other water authorities in each of the five adjacent counties.
The communities served are shown below:

Request for Proposal
MFD / Copier Refresh
Page 4
SECTION 2 - DETAILED SCOPE OF WORK
2.1 Proposal Detail
Below are the tasks and deliverables to be completed under this contract. Additional
tasks may be required as appropriate and are also not subject to additional fees or
charges. Refer to Section 3 for further detail regarding response formats and
requirements.
2.2 Price Proposal
The Price Proposal format in Appendix A should be based on the following
requirements outlined in the remainder of Section 2.
2.3 Current State
The Monroe County Water Authority currently leases and owns 30 Canon MFDs,
which are physically located amongst five networked facilities within Monroe County.
The leases are expiring at the end of April 2026. Some units will be owned at lease
end and the rest will be month to month until replaced. The total average monthly
b/w print volume is 41,000 and color is 28,000 for all 30 MFDs.
Manufacturer Model Install date End of Lease Status Address Group
Canon iR-ADV C357 5/4/2021 Lease 1325 Paul Road, Churchville, NY 1
Canon iR-ADV C357 5/4/2021 Lease 179 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 195 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 195 Norris Drive, Rochester, NY 1
Canon iR-ADV 4751i 6/22/2023 Lease 475 Norris Drive, Rochester, NY 4
Canon iR-ADV C256 III 10/1/2019 Own 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C256 III 10/1/2019 Own 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C256 III 10/1/2019 Own 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C256 III 3/9/2020 Own 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C256 III 3/9/2020 Own 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C357 5/4/2021 Lease 475 Norris Drive, Rochester, NY 1
Canon iR-ADV C5535 III 10/1/2019 Own 475 Norris Drive, Rochester, NY 2
Canon iR-ADV C5535 III 3/9/2020 Own 475 Norris Drive, Rochester, NY 2
Canon iR-ADV C5535 III 3/9/2020 Own 475 Norris Drive, Rochester, NY 2
Canon iR-ADV C5535 III 3/9/2020 Own 475 Norris Drive, Rochester, NY 2
Canon iR-ADV C5540 III 10/1/2019 Own 475 Norris Drive, Rochester, NY 3
Canon iR-ADV C5560 III 7/1/2020 Own 475 Norris Drive, Rochester, NY 4
Canon iR-ADV C5740 5/4/2021 Lease 475 Norris Drive, Rochester, NY 3
Canon iR-ADV C256 III 10/1/2019 Own 4799 Dewey Ave, Rochester, NY 1
Canon iR-ADV C357 10/12/2022 Own 4799 Dewey Ave, Rochester, NY 1
Canon iR-ADV C357 5/5/2021 Lease 4799 Dewey Ave, Rochester, NY 1
Canon iR-ADV C357 5/5/2021 Lease 4799 Dewey Ave, Rochester, NY 1
Canon iR-ADV C5535 III 10/1/2019 Own 4799 Dewey Ave, Rochester, NY 2
Canon iR-ADV C357 5/5/2021 Lease 593 Basket Road, Webster, NY 1
Canon iR-ADV C5735 5/5/2021 Lease 593 Basket Road, Webster, NY 2
Canon Oce Colorwave 3500 8/31/2020 Own 475 Norris Drive, Rochester, NY 5

Request for Proposal
MFD / Copier Refresh
Page 5
2.4 New MFD / Copier Requirements
2.4.1 Specifications
The Authority is seeking new one for one replacement units with like or greater specs
than the current MFD / Copiers listed in section 2.3. All new proposed models, must
match or exceed the specs listed for each group in this section. For leases, pooled
monthly print totals (click charges) should be included in the base cost. Furthermore,
prospective vendors are required to provide pricing for all configuration options for
each respective model. This includes but is not limited to fax modules, staple
finishers, trays (feeder, utility, inner), additional drawers, cassette modules, cassette
feeding units, high-capacity cassette feeding units, inner finishers, buffer pass units,
and paper deck unit(s). Proposed pricing for all MFDs and respective configuration
options should be honored for the term of this contract including optional extensions,
as the Authority may choose to procure more MFDs throughout the contract term. In
the event, a model is no longer available, a like model will suffice at the contract price.
The following groups outline the specifications for the new MFDs that are required:
2.4.2 Installation
Upon contract award, MCWA will negotiate the detailed design, delivery, and
performance of the MFDs. This will include walk throughs to determine the best
model and configuration prior to purchasing the new units. The selected respondent
will be responsible to perform the actual installation of the new MFD Fleet, including
configuration settings and testing with MCWA IT. During the installation the selected
respondent must provide sufficient technical personnel to address any technical
challenges that arise, while ensuring the continuity of printing capability at MCWA.
Training is to be provided for IT / Departmental power users after installation of each
MFD. The selected respondent will also be required to disconnect and remove all
displaced equipment. Per section 2.3, half of the existing MFDs will need to be
returned to the leasing company, including certified removal of the data on the hard
drives. This will be the responsibility of the selected respondent, including the
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Request for Proposal
MFD / Copier Refresh
Page 6
shipping cost incurred from the leasing company. For MCWA owned MFDs (also
listed in section 2.3), prospective vendors are encouraged to propose trade in credits
for those units that still have value. MCWA reserves the right to choose which
model(s) to trade in. MCWA may also request that some or all of the units are certified
recycled and disposed including certified removal of all data on hard drives. The
selected Respondent will return the realized Market Value of disposed surplus and
scrap equipment to the Authority in credit, cash, or other form mutually agreed to by
the selected respondent and MCWA. Regardless of what equipment is lease returned,
traded in, or disposed of, the selected respondent is responsible for all fees.
2.4.3 Maintenance, Billing, and Service Level Agreement
The provider shall offer a Service Level Agreement (SLA) covering each service
proposed as part of this RFP. This section details the Authority's expectation for
service performance as enforced by the SLA. To be considered, providers MUST submit
an SLA with the proposal response that clearly delineates how the provider will
modify, meet and enforce minimum standards.
* Machines shall be kept in good working order so that work delays and copy
problems will be minimized. 95% uptime or greater is required.
* Maintenance and repair service for all equipment installed under this contract
must be available 8:00 am - 4:30 pm, Monday through Friday, except Holidays.
* Equipment maintenance and repairs shall be performed by qualified
maintenance personnel during regular office hours.
* Within 30 minutes of a service call to the service provider, a service technician
is required to call that department and inform them that he/she has been
notified and when he/she will respond to their call. Maintenance and repair
calls must be performed on site within one business day of request for service.
* A loaner of similar make and model with similar features shall be provided,
upon request, at no expense to MCWA, for devices which cannot be repaired
and are not in good working condition two business days after the service call.
* If outage time is greater than listed above, then the selected respondent will
credit the account the actual daily cost of leasing the device, for each day the
device is not operational.
* MCWA reserves the right to request a new or similar model replacement copier
at the bidder's expense in the event that any more than three recurring
problems cannot be corrected in one month to the satisfaction of the Authority
for the full term of the contract including extensions.
* The selected respondent guarantees that replacement parts will continue to be
manufactured and made available for all devices placed under this contract. If
replacement parts are discontinued prior to the end of the contract period, the
service provider shall provide a comparable model device for replacement at no
additional cost.
* Selected respondent will provide MCWA with monthly service reports, via email,
listing incidents, response times, resolutions, and service availability to date.
* The selected respondent will also schedule an account review annually until the
end of the contract.

Request for Proposal
MFD / Copier Refresh
Page 7
* Selected respondent must provide an escalation procedure and checklist,
including key phone numbers, for MCWA to contact should service levels fall
outside the scope of the SLA.
* It is the selected respondent's responsibility to provide software at no cost to the
Authority for the automated meter reads for billing purposes.
* For leased units, total print counts (click charges) outlined in section 2.3
should be all inclusive in the lease costs with overage charges when the total
monthly print volumes are exceeded (b/w 41,000 and 28,000 color pooled).
* For purchased units -standard click charge rates apply per print billed
monthly.
SECTION 3 - SPECIFIC PROPOSAL REQUIREMENTS
3.1 Submission of Proposer's Statement of Qualifications and Proposal
A. Acceptance Period and Location: To be considered, Proposers must submit
a complete response to this RFP/Q. Proposers not responding to all
information requested in this RFP/Q or indicating exceptions to those items
not responded to may have their proposals rejected. The sealed Proposal must
be received before the time designated in Section 1.4. Proposals must be
delivered to the address below via delivery service (such as UPS or FedEx) with
instructions to Deliver to Bid Box located at Employee Entrance, Door #19.
Proposers have sole responsibility to contact the Procurement Officer to
confirm receipt of the Proposal. US Mail and hand delivery are not an
acceptable means to deliver to this location. Proposals sent via US Postal
Service will be returned, unopened. Please address the proposals to:
Attn: Justin Moore
475 Norris Drive
Bid Box located at Employee Entrance, Door #19
Rochester, New York 14610-0999
B. Required Copies: Proposers must submit one (1) signed original Proposal and
three (3) copies of the signed original proposal. An official authorized to bind
the Proposer to its provisions must sign proposals.
C. Economy of Preparation: Proposals should be prepared as simply as possible
and provide a straightforward, concise description of the Proposer's
capabilities to satisfy the requirements of the RFP/Q. Expensive bindings,
color displays, promotional material, etc. are neither necessary nor desired.
Emphasis should be concentrated on accuracy, completeness, and clarity of
content. All parts, pages, figures, and tables should be numbered and clearly
labeled. Vague terms such as "Proposer complies" or "Proposer understands"
should be avoided.

Request for Proposal
MFD / Copier Refresh
Page 8
3.2 Response Date
To be considered, a sealed Proposal must arrive on or before the location, time and date
specified in Section 1.4. Requests for extension of the submission date will not be
granted. Proposers mailing proposals should allow ample delivery time to assure timely
receipt of their proposals. Proposals must be delivered via a trackable overnight service.
No proposals will be accepted via US Mail or via email.
3.3 Clarification of RFP/Q and Questions
Questions that arise prior to or during proposal preparation must be submitted in
writing via email to the RFP/Q Procurement Officer by the date and time listed in
section 1.4. Questions and answers will be provided to all eligible Proposers and posted
on the MCWA website. MCWA reserves the right to not respond to questions that are
too sensitive in nature or pose a risk to the security of any networks, computer systems,
and data. No contact will be allowed between the Proposer and any other member of
MCWA with regard to this RFP/Q during the RFP/Q process unless specifically
authorized in writing by the RFP/Q Coordinator. Prohibited contact may be grounds for
Proposer disqualification.
3.4 Addenda to the RFP/Q
In the event it becomes necessary to revise any part of this RFP/Q specification, addenda
will be provided to all eligible Proposers. An acknowledgment of such addenda, if any,
must be submitted with the RFP/Q response.
3.5 Organization of Qualification and Proposal Statement
This section outlines the information that must be included in your Qualifications and
Proposal Statement. Please respond with your information in the same order as the
items in this section.
A. Summary of the proposal: Include a table view that summarizes the
proposal at the beginning.
B. Company Information: Provide a brief history of your company including
the number of years in business, identification of company ownership, and
the number of employees.
C. Qualification Description: Provide detailed information relating to the
qualifications of the personnel proposed to support this engagement.
Include descriptions of at least five similar projects that were completed by
the personnel proposed for this project.
D. Technology Proposed: Provide detail regarding proposed models and
technology, including technical specifications.
E. Cost Proposal: Provide pricing for services as outlined in Appendix A.
Pricing should be good for the term of the contract and extensions. For end
of leases a "one dollar buyout" is preferred.

Request for Proposal
MFD / Copier Refresh
Page 9
F. Service Level Agreement: Provide a service level agreement to comply with
requirements outlined in section 2.4.3 (note any exceptions).
G. Optional features: List any options that are recommended that exceed the
specification and any cost associated.
H. References: Provide a minimum of three clients for whom your company has
provided similar services. Include the following information for each client:
i. Name and address of the client;
ii. Name and contact information for the person;
iii. Summary of the services provided.
I. Procurement Form: Include and sign the procurement disclosure form
contained in Section 4.6. Failure to do so with disqualify proposers from
consideration from evaluation.
3.6 Method of RFP/Q Evaluation
A. RFP/Q Evaluation Committee: Selected personnel from MCWA will form the
evaluation committee for this RFP/Q. It will be the responsibility of this
committee to evaluate all properly prepared and submitted proposals for the
RFP/Q and make a recommendation for award.
B. RFP/Q Evaluation and Selection Criteria: All properly prepared and
submitted Proposals shall be subject to evaluation deemed appropriate for the
purpose of selecting the Proposer with whom a contract may be signed.
Evaluation of the proposals will consider several factors, each of which has
an impact on the relative success of the Proposer to provide the services as
outlined in Section 2. RFP responses will be evaluated on the following
criteria:
* Overall Pricing
* Qualifications of Personnel
* References and Like Projects
* Ability for Timely On-site Response
* Technology Proposed
C. Contract Approval Process: Proposers must be aware that any contract
resulting from this request for proposals is subject to prior approval by the
MCWA Board of Directors.
3.7 Investigations
MCWA reserves the right to conduct any investigations necessary to verify information
submitted by the Proposer and/or to determine the Proposer's capability to fulfill the
terms and conditions of the bidding documents and the anticipated contract. MCWA
reserves the right to visit a prospective Proposer's place of business to determine the
existence of the company and the management capabilities required to administer this
agreement. MCWA will not consider Proposers that are in arrears to MCWA, in
bankruptcy, or in the hands of a receiver at the time of tendering a proposal or at the
time of entering into a contract.

Request for Proposal
MFD / Copier Refresh
Page 10
SECTION 4 - GENERAL INFORMATION FOR THE PROPOSER
4.1 Reservation of Rights
MCWA reserves the right to refuse any and all proposals, in part, or in their entirety, or
select certain products from various Proposer proposals, or to waive any informality or
defect in any proposal should it be deemed to be in the best interest of MCWA. MCWA
is not committed, by virtue of this RFP/Q, to award a contract or to procure or contract
for services. The proposals submitted in response to this request become the property
of MCWA. If it is in its best interest to do so, MCWA reserves the right to:
A. Make selections based solely on the proposals or negotiate further with
one or more Proposers. The Proposer selected will be chosen on the basis
of greatest benefit to MCWA as determined by an evaluation committee.
B. Negotiate contracts with the selected Proposers.
C. Award a contract to more than one Proposer.
4.2 Acceptance of Proposal Content
The contents of the proposal of the successful Proposer may become contractual
obligations, should a contract ensue. Failure of a Proposer to accept these obligations
may result in cancellation of the award.
4.3 Contract Payment
Actual terms of payment will be the result of agreements reached between MCWA and
the Proposer selected.
4.4 Incurring Costs
MCWA is not liable for any costs incurred by Proposer prior to the effective date of the
contract.
4.5 Material Submitted
All right, title and interest in the material submitted by the Proposer as part of a proposal
shall vest in MCWA upon submission of the Proposer's proposal to MCWA without any
obligation or liability by MCWA to the Proposer. MCWA has the right to use any or all
ideas presented by a Proposer.
MCWA reserves the right to ownership, without limitation, of all proposals submitted.
However, because MCWA could be required to disclose proposals under the New York
Freedom of Information Law, MCWA will, to the extent permitted by law, seek to protect
the Proposer's interests with respect to any trade secret information submitted as
follows: