2026 003 Print Services Addendum No. 1

NOTICE TO BID
(RFP # 2026-003)
Posted: 08/26/2026
The City of Mercedes is requesting sealed proposals (RFP) from qualified individuals/firms
interested in providing MANAGED PRINT SERVICES. Qualified applicants are invited to
submit qualifications and proposals for the provision of these services. In order to be considered,
proposals must address each of the requests for information included in this document.
All addenda, notices, additional information, etc. will be posted on the City of Mercedes website
at www.cityofmercedes.com.
One (1) original one (1) electronic copy must be sealed and returned to the City of Mercedes, City
Hall, no later than 3:00 P.M. CST on Wednesday, September 23, 2026, to the attention of:
City Secretary
Mercedes City Hall
400 S. Ohio Ave.
Mercedes, TX 78570
All proposals must be clearly marked with "RFP 2026-003 - PRINT SERVICES." Proposer is
responsible for delivery of response by the date and time set for the closing of the proposal
acceptance. Responses received after the date and time set for the closing will not be considered.
Proposals will be publicly opened and acknowledged after the submission deadline. The contract
award is anticipated to be made on Tuesday, October 6, 2026, during the regular meeting of the
Mercedes City Commission.
All bidders must be bonded in accordance with state and local requirements.
All questions regarding the specifications or scope of work must be submitted in writing no later
than September 9, 2026 at 5:00 P.M. to the City of Mercedes at:
Joselynn Castillo, City Secretary
400 S. Ohio Ave.
Mercedes, TX 78570
Phone: (956) 565-3114
jcastillo@cityofmercedes.com
The City of Mercedes reserves the right to reject any and all proposals and waive informalities in
proposals received.
Joselynn Castillo
City Secretary

City of Mercedes - Managed Print Services
Bid Specification Sheet
1. General Contract & Equipment Requirements
* Contract Terms: Vendors must provide pricing structures for 3-year (36 months), 4-
year (48 months), and 5-year (60 months) contract terms.
* Equipment Condition: All proposed devices must be 100% newly manufactured.
Refurbished, remanufactured, or lightly used equipment will not be accepted.
* Country of Origin Preference: The City of Mercedes aims to avoid equipment
manufactured out of China. Vendors must state the primary country of manufacture for all
proposed hardware.
* Fleet Standardization: The proposed fleet must be standardized across all 7 designated
city sites to streamline IT management, user training, and supply ordering.
2. Vendor Qualifications & References
* References Required: Vendors must provide a minimum of three (3) professional
references from current or recent clients of similar size and scope. References from other
municipalities, government entities, or educational institutions are highly preferred.
Include the contact name, title, phone number, email address, and length of the contract.
* Experience: Vendors must demonstrate a proven track record of providing managed print
services and maintaining local service/support coverage for the Rio Grande Valley area.
3. Service Level Agreement (SLA) & Support
* Response Acknowledgment: The vendor's SLA must explicitly state that the City of
Mercedes IT Department will receive an official acknowledgment of receipt on all work
orders, service tickets, or reported issues within a maximum of four (4) business hours.
* On-Site Response Time: Vendor is required to have an on-site response time of less than
four (4) business hours from ticket creation for critical devices, and less than eight (8)
hours for standard devices.
* Guaranteed Uptime: Vendors must guarantee a minimum fleet uptime of 95%.
* Loaner Equipment: If a device cannot be repaired within 24 to 48 business hours, the
vendor must provide a loaner device of equal or greater functionality at no additional cost
to the City. If any individual unit requires more than five (5) major service calls for the
same issue in a 60-day period, the vendor must replace the device with a brand-new unit at
no cost.
* Supplies Inclusion: The service and maintenance agreement must cover all parts, labor,
travel, and consumable supplies (toner, drums, developer, and waste toner receptacles).
Note: Paper and staples are typically excluded from vendor supply contracts and provided
by the City.
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Bid No. 2026-003

4. Data Security Requirements
* Hard Drive Security: All proposed MFPs must include built-in hard drive encryption and
a Data Overwrite Security System (DOSS) or equivalent feature that automatically
overwrites image/print data after every job.
* End-of-Lease Protocol: Vendors must outline their procedures for securing, wiping, or
surrendering hard drives at the end of the lease term to ensure municipal data is not
compromised. The End-of-Lease drive clearing must meet NIST SP 800-88 Revision 2
guidelines and vendor must issue a formal Certificate of Destruction/Sanitation for each
returned device.
5. Implementation, Training, & End-of-Lease
* Implementation Plan: The vendor must provide a clear transition and deployment plan,
including delivery, unboxing, network configuration, and testing.
* Legacy Equipment: The vendor must assist with or fully manage the removal and return
shipping of the City's currently installed copiers and printers.
* Training: Unlimited initial and ongoing operational training must be provided for City
staff at no additional cost.
6. Copier / Multifunction Printer (MFP) Requirements
* Baseline Capacity & Current Fleet Specifications: To ensure proposed devices meet or
exceed current functionality, vendors must match the multifunction capacities of the
currently installed fleet. The current fleet includes 11 copiers and 15 desktop printers
across 7 sites with the following general specifications that serve as the minimum baseline
for new equipment:
A3 Color MFPs (Currently Kyocera TASKalfa 5053c, 6053c, 5054c, 5055c,
CS3253ci): Speeds ranging from 32 to 60 PPM. Capabilities include Print, Copy,
Scan, and standard/optional Fax functionalities. Features include dual standard paper
trays, multipurpose bypass trays, cabinet stands, and automatic document feeders
(ADF/SPDF).
A4 Monochrome MFPs (Currently HP LaserJet M225dn, M1536dnf): Speeds
ranging from 25 to 26 PPM. Capabilities include Print, Copy, Scan, and Fax.
Features include automatic duplex printing, standard input trays (approx. 250
sheets), and automatic document feeders (ADF).
A4 Monochrome Desktop Printers (Currently HP LaserJet P1102/w, M15w,
P1505, P2030, P2035, M602): Speeds ranging from 19 to 52 PPM. Print-only
capabilities with varying tray capacities (150 to 500 sheets) and manual/auto
duplexing depending on the specific model. (Note: Vendors should apply these
baseline specs to the Desktop Printer requirements outlined in Section 7).
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Bid No. 2026-003

* Library Specifics: Regardless of the option chosen below, all devices designated for the
Library must be equipped with an external booklet finisher featuring hole-punching
capabilities.
* Utilities Specifics: Device designated for the Utilities Department, must be able to
provide Letter Folding capabilities for Standard US letter size of 8.5x11 or a separate
device with letter Folding capabilities to allow better longevity of primary copier and not
impede printer functionality during heavy volume times.
* Automated Toner Replenishment: Vendor must supply automated Data Collection
Agent (DCA) software to monitor device toner levels and automatically dispatch
replacement supplies when levels drop below 30% eliminating local storage stocking and
manual ordering. Vendor is responsible for recycling and removing old toner cartridges.
Required
Site / Device Target Paper
Primary Functions Finishers /
Department Class Speed Capacity
Options
A3
City Hall
Color Print/Copy/Scan/Fax
(Administration) 35-65 2,000+ Inner Staple
MFP
PPM Sheets Finisher
External
A3
55-65 3,000+ Booklet
Library Color Print/Copy/Scan/Fax
PPM Sheets Finisher w/
MFP
Hole Punch
A4 High-Yield
Police 35-50 1,000+
Mono Print/Copy/Scan/Fax Tray, Card
Department PPM Sheets
MFP Reader
A4
Public Works / 30-50 500 Compact
Mono Print Only
Water PPM Sheets Cabinet Stand
Printer
A4
Fire / 30-40 500 Secure Print /
Color Print Only
Emergency PPM Sheets PIN Access
Printer
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Bid No. 2026-003

Vendors must provide distinct pricing and hardware proposals for the following two MFP
configurations:
Option 1: High-Speed Fleet
* Speed: All proposed MFPs across all sites must output in the range of 55 to 65 Pages Per
Minute (PPM) for both monochrome and color.
Option 2: Right-Sized Fleet
* Speed (Standard Sites): Proposed MFPs for standard city sites must output at a minimum
of 35 Pages Per Minute (PPM) for both monochrome and color.
* Speed (Library Exception): The device(s) deployed at the Library must remain at the
high-speed tier, outputting in the range of 55 to 65 Pages Per Minute (PPM) for both
monochrome and color.
7. Desktop Printer Requirements
In addition to the main MFPs, the City of Mercedes requires a standardized fleet of desktop
printers. Vendors must structure the desktop printer proposal to follow the exact same contract
terms (3, 4, and 5-year pricing, new equipment, SLA, and supplies inclusion) as the copiers.
* Total Quantity: 15 Desktop Printers
* Distribution: 12 Monochrome (B&W) devices and 3 Color devices.
* Speed: Output speeds must range between 30 PPM and 50 PPM, depending on whether
the unit is B&W or Color.
* Required Options: Vendors must provide a minimum of two (2) different hardware
options for this device segment (e.g., proposing one tier of Single-Function Printers and
another tier of Multifunction Desktop Printers, or offering varying speeds within the 30-
50 PPM range).
8. Pricing & Billing Structure
* Consolidated Billing: The vendor should provide a single, consolidated monthly invoice
for all leased equipment and service overages.
* Cost Per Copy (CPC): Vendors must clearly define the Cost Per Copy (CPC) for both
Monochrome and Color prints, and specify whether the base lease includes a monthly
volume allowance or if all prints are billed a-la-carte.
* Volume Baselines: "Attachment A" includes a historical/estimated monthly page count.
Bid Structure and Submission Requirements
To ensure a uniform evaluation process, all proposals must be structured strictly in accordance
with the format outlined below. Bidders must organize their submissions using the following
distinct sections:
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Bid No. 2026-003

1. Business Profile
Overview of the company, including legal entity structure, years supplying
o
print/copier solutions, and core service capabilities.
Overview of technical support staff, local technician-to-device ratio, and location
o
of the primary service center/parts inventory.
Proof of required insurance coverage, vendor certifications, and manufacturer
o
authorization letters (if applicable).
2. Cost Breakdown
Hardware & Acquisition: Itemized pricing for purchase, lease (e.g., 36, 48, or
o
60-month terms), and rental options per device model.
Managed Print Services (MPS) / Maintenance: All-inclusive Cost-Per-Page
o
(CPP) rates for mono (black & white) and color prints, explicitly stating what
supplies (toner, drums, staples) are included.
Ancillary Fees: Clear breakdown of delivery, installation, network integration,
o
training, asset tag identification, and end-of-term device removal/data wiping
costs.
3. Technical & Equipment Recommendations (Section 6 Options)
Formal recommendations and analysis regarding the fleet sizing, device features,
o
and options specified in Section 6 (Specifications) of this packet.
Recommended mix of high-volume multifunction printers (MFPs), desktop units,
o
and finishing accessories (stapling, booklet folding, card readers).
Proposed print management software recommendations (e.g., user authentication,
o
follow-me printing, rules-based routing, and security protocols).
4. References & SLA Metrics
A minimum of three (3) professional references from clients with print fleets of
o
similar size and scope.
Each reference must include: Organization Name, Primary Contact, Phone
o
Number, Email, Fleet Size (number of devices), and Contract Term.
Guaranteed Service Level Agreement (SLA) response times (e.g., 4-hour
o
emergency on-site response) and device uptime metrics.
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Bid No. 2026-003

Attachment A