Multifunction Device / Copier Refresh

Location:	New York
Posted:	Feb 26, 2026
Due:	Mar 26, 2026
Agency:	Monroe County Water Authority
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). J - Maintenance, Repair, and Rebuilding of Equipment W - Lease or Rental of Equipment
Publication URL:	To access bid details, please log in.

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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

SECTION 1 - INVITATION TO PARTICIPATE

1.1 Purpose

Request for Proposal

MFD / Copier Refresh

Page 2

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.

1.4 Timeline

Request for Proposal

MFD / Copier Refresh

Page 3

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

Canon

Model

iR-ADV C357

iR-ADV 4751i

iR-ADV C256 III

iR-ADV C357

iR-ADV C5535 III

iR-ADV C5540 III

iR-ADV C5560 III

iR-ADV C5740

iR-ADV C256 III

iR-ADV C357

iR-ADV C5535 III

iR-ADV C357

iR-ADV C5735

Oce Colorwave 3500

Install date

5/4/2021

6/22/2023

10/1/2019

3/9/2020

5/4/2021

10/1/2019

3/9/2020

10/1/2019

7/1/2020

5/4/2021

10/1/2019

10/12/2022

5/5/2021

10/1/2019

5/5/2021

8/31/2020

End of Lease Status

Lease

Own

Lease

Own

Lease

Own

Lease

Own

Lease

Own

Address

1325 Paul Road, Churchville, NY

179 Norris Drive, Rochester, NY

195 Norris Drive, Rochester, NY

475 Norris Drive, Rochester, NY

4799 Dewey Ave, Rochester, NY

593 Basket Road, Webster, NY

475 Norris Drive, Rochester, NY

Group

2.4 New MFD / Copier Requirements

Request for Proposal

MFD / Copier Refresh

Page 5

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:

Group

Group 1

≥ 35 PPM

Color MFD

Function

Print, Copy,

Scan, Send,

Store, Fax

Paper

Configuration Options

MFD Size

Supported Media Types: Thin, Plain, Heavy,

Recycled, Color, Pre-punched, Bond, Label,

Envelope. Supported Media Sizes Standard

Size: Legal, Letter, Executive, Statement.

Custom Size: 3-7/8" x 5-7/8" to 8-1/2" x 14"

(98.0 x 148.0 mm to 216.0 x 355.6 mm). Paper

Capacity: standard 650 sheets; max 2300

Staple Finisher, Cassette

Feeding Units, Cassette Module

Desktop

Oriented /

Compact for

small

workgroups

sheets.

Group 2

≥ 40 PPM

Color MFD

Group 3

Group 4

Group 5

≥ 50 PPM

Color MFD

≥ 60 PPM

Color MFD

Wide

Format

Plotter

Color

Supported Media Types: Thin, Plain, Heavy,

Recycled, Color, Pre-punched, Bond, Label,

Envelope. Supported Media Sizes Standard

Print, Copy, Size: Legal, Letter, Executive, Statement.

Scan, Send, Custom Size: up to 12x18 Paper Capacity:

Store, Fax standard 1200 sheets; max 6350 sheets.

(Optional)

42 inch or larger rolls; wide format media /

paper rolls used for technical documents, GIS,

graphics.

Inter 2 Way Tray, Inter Finisher,

Inter Finisher w/ 3 Hole Punch,

Utility Tray, Copy Tray, Paper

Deck Unit, Booklet Finisher,

Staple Finisher, Cassette

Feeding Unit, High Capacity

Feeding Unit, Cabinet Type-N

Floor

Standing for

large

workgroups

Provide options if any

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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Multifunction Device / Copier Refresh

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