26-104 IFB Multifunction Copier Replacements

LEGAL NOTICE
INVITATION FOR FORMAL BID
RFP 26-104
MULTIFUNCTION COPIER REPLACEMENTS
St. Charles County is accepting bids for the procurement of up to approximately forty (40) multifunction
copiers, along with a four-year service agreement for maintenance and support. The final quantity of
copiers to be purchased will be determined based on the available budget and the pricing outlined in
the submitted bids. St. Charles County reserves the right to reject any or all bids, waive informalities,
and award in the best interest of the County.
Proposal Response from (please complete): _______________________ _____________________________________________
Name of Compan y or Individual
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INSTRUCTIONS
One [1] original and one [1] signed copy of the bid must be received in a sealed envelope plainly marked
RFP 26-104 Multifunction Copier Replacements with the date and time of the bid opening in the
lower left corner of the envelope. An authorized representative of the company/person submitting the
bid must sign the bid in blue ink.
Bids must be submitted to the St. Charles County Finance Department, 201 North Second Street, Room
541, St. Charles, MO 63301, prior to the opening.
Bids are due by 10/20/26 by 10:00 am. These are to be delivered to the St. Charles County
Administration Building, 201 North Second Street, St. Charles, MO 63301. St. Charles County reserves
the right to accept and/or reject any and all bids.
Results may be obtained by going to the St. Charles County Government website at
http://www.sccmo.org/Bids.aspx. Click on "Show Closed/Awarded/Canceled Bids/Proposals", select
the bid/proposal, and click on "related documents". No phone calls, please. The timeframe for
releasing final bid/proposal results vary depending on the project's complexity and cost.
INQUIRIES
Any questions or clarifications concerning this Request for Bid must be submitted in writing via email
(preferred), mail, or fax to:
Lenore Moore, Purchasing Coordinator
St. Charles County Government
Finance Department
201 North Second Street
St. Charles, MO 63301
Fax: (636)949-7589
lmoore@sccmo.org
Questions concerning the specifications should be made to:
Mike Foster
St. Charles County Government
Information Systems Department
201 North Second St. Room 313
St. Charles, Missouri 63301
mfoster@sccmo.org
The bid number and title shall be referenced on all correspondence.
All questions must be received no later than 3:00 pm on 10/13/26. Questions received after this
deadline may not be answered.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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Responses to questions/clarifications will be posted on the County's website at
http://www.sccmo.org/Bids.aspx. Check this webpage frequently for updates and/or any
addenda.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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PROHIBITED COMMUNICATION
Contact with any representative, other than through the procedure outlined in the section titled
"Inquiries", concerning this request is prohibited prior to opening. Representative shall include,
but not be limited to, all elected and appointed officials, and employees of St. Charles County
and the Agencies within St. Charles County. Any Offeror engaging in such prohibited
communications prior to Bid [or Proposal] Opening may be disqualified at the sole discretion
of St. Charles County.
TERMS AND CONDITIONS
St. Charles County reserves the right to reject any and all bids or parts of a bid and waive
technicalities, and to adjust quantities.
All bids will be considered final. No additions, deletions, corrections, or adjustments will be accepted
after the time of bid deadline.
All delivery costs or charges must be included in the F.O.B. destination price.
City, County, and State of Missouri Sales Tax and Federal Taxes are not applicable to sales made
to St. Charles County and must be excluded.
The maintenance contract shall be effective for a four [4]-year period from the date of the notice of
award.
The electronic version of this bid is available upon request. The document was created in Microsoft
Word for Windows. The Purchasing Office does not guarantee the completeness and accuracy of
any information provided on the electronic version. Therefore, respondents are cautioned that the
hard copy of this bid on file in the Purchasing Office governs in the event of a discrepancy between
the information contained in or on the electronic version and that which is on the hard copy.
Vendors are required to clearly identify any deviations from the specifications in this document.
An authorized officer of the company submitting the bid must sign all bids in blue ink.
Vendors must submit two [2] signed copies of their bid; one is to be an original and so marked.
All prices and notations must be in blue ink or typewritten on the attached form. Mistakes must be
crossed out, corrections typed adjacent to them, and initialed in blue ink by the person signing the
bid.
St. Charles County will not award any bid to an individual or business having any outstanding
amounts due from a prior Contract or business relationship with the County or who owes any
amount(s) for delinquent Federal, State, or Local taxes, fees, and licenses.
Sealed bids received after the designated time of receipt of the sealed bids will be considered as
"No Bid/ Proposal" and "Void" and will not be opened.
The successful bidder is specifically denied the right to use in any form or medium the names of St.
Charles County or any other public agency of St. Charles County for public advertising unless
express written permission is granted.
All bidders must possess the necessary and appropriate business and/or professional licenses in
their field.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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The award will be given to the low, responsive, responsible bidder, or to the offeror whose bid is
most advantageous to the County, with price and other factors considered, including geographic
location.
County reserves the right to accept any item or group of items offered, unless the bidder
qualifies his bid by specific limitations. The bid can be on an "all or none" basis if wording in the
bid so states and if all items solicited are included in the bid.
When applicable, provide unit prices and extension prices. Where there is disagreement with the
unit and extension prices, the unit price shall govern.
EMPLOYMENT OF UNAUTHORIZED ALIENS PROHIBITED
(Missouri Revised Statutes Section 285.530)
As a condition for the award of any contract or grant in excess of five thousand dollars by St. Charles
County to a business entity, the business entity shall, by sworn affidavit and provision of
documentation**, affirm its enrollment and participation in a federal work authorization program
(E-Verify) with respect to the employees working in connection with the contracted services. Every
such business entity shall sign an affidavit affirming that it does not knowingly employ any person who
is an unauthorized alien in connection with the contracted services. [RSMO 285.530 (2)]
An employer may enroll and participate in a federal work authorization program (E-Verify) and shall
verify the employment eligibility of every employee hired by the employer whose employment
commences after the employer enrolls in a federal work authorization program. The employer shall
retain a copy of the dated verification report received from the federal government. Any business entity
that participates in such a program shall have an affirmative defense that such business entity has not
violated subsection 1 of this section. [RSMO 285.530 (4)]
Any entity contracting with St. Charles County shall only be required to provide the referenced affidavit
on an annual basis. A copy of the affidavit is included in this bid request. Contractors may choose to
send the required documentation using one of the following options:
Send the notarized affidavit and E-Verify MOU signature page to: St. Charles County, Attn:
Purchasing Manager, 201 N Second Street, Room 541, St. Charles, MO 63301 prior to
responding to any solicitations
OR
Send the notarized affidavit and E-Verify MOU signature page along with a bid solicitation
response
These documents will be kept on file. The notarized affidavit and E-Verify MOU signature page will
remain current for one [1] year from the date of the notarized affidavit.
PLEASE NOTE:
Acceptable enrollment and participation documentation consists of a valid copy of the signature page
of the E-Verify Memorandum of Understanding, completed and signed by the Vendor/Contractor, and
the Department of Homeland Security - Verification Division. The website to enroll in the E-Verify
program is:
https://everify.uscis.gov/account/enroll
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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OPEN RECORDS
Any and all information contained in or submitted with the bid becomes a public record subject to the
Missouri Sunshine Law when the bids are opened. If the bidder believes that any information contained
in or submitted with bid is protected from disclosure by the Missouri Sunshine Law, the bidder must
clearly identify which information is so protected and the legal basis therefor.
VETERAN-FRIENDLY EMPLOYMENT POLICY
Indicate whether you have developed a veteran-friendly employment policy and, if so, attach a copy of
such policy to your response as a point of information.
_____ "YES," our company has a veteran-friendly employment policy.
_____ "NO," our company does not have a veteran-friendly employment policy.
Please include a copy of your veteran-friendly employment policy with your submission.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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SPECIFICATIONS
1. PURPOSE AND INTENT
St. Charles County Government (the "County") is soliciting bids from qualified vendors for the purchase,
delivery, installation, configuration, training, maintenance, and support of approximately 40 new
multifunction copier/printer devices (MFPs) located throughout County departments and facilities. The
County intends to purchase the equipment and obtain comprehensive maintenance and support for
four (4) years following acceptance. The final number of copiers to be purchased will be
determined based on the pricing outlined in the submitted bids and the available budget. The
County may purchase some or all devices and may modify configurations before ordering.
The County's highest operational priority is reliability. Bids should emphasize proven commercial-grade
equipment, strong local service capabilities, parts availability, responsive on-site repair, and
configurations appropriate to each location.
2. SCOPE OF WORK
The successful vendor shall provide a turnkey copier replacement program. Existing makes and models
in Attachment A are supplied as a reference and do not require a model-for-model replacement.
Vendors shall propose current-generation equipment that meets or exceeds the practical capabilities
required at each location.
Provide new, unused, current-production commercial MFPs; refurbished, remanufactured,
demonstration, discontinued, or end-of-life devices are not acceptable.
Deliver, assemble, install, configure, test, and place each device into production.
Provide all required accessories, finishers, paper-handling components, fax modules where
applicable, software, licenses, cables, and related components.
Coordinate network, print, scan, email, fax, security, and device-management configuration with
St. Charles County Information Systems.
Provide end-user orientation and administrator documentation.
Provide a four-year comprehensive maintenance and support program.
Provide a vendor-proposed deployment schedule and coordinate final scheduling with the
County to minimize operational disruption.
Provide options for removal, trade-in, recycling, or disposal of replaced equipment, subject to
County authorization and data-security requirements.
3. EQUIPMENT AND TECHNOLOGY REQUIREMENTS
3.1 General Requirements
Current-generation equipment actively manufactured and supported by the OEM.
Commercial/enterprise network capability and compatibility with Windows 11 and a Microsoft-
based enterprise environment.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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Automatic duplex printing and copying; automatic duplex scanning using a single-pass
document feeder or equivalent, where commercially available.
Modern touchscreen user interface.
Secure/held print and usage reporting
Current OEM firmware at installation and support during the maintenance term.
Standard TCP/IP Ethernet connectivity and enterprise-grade administrative controls.
Rated duty cycle and recommended monthly volume appropriate for the proposed location.
Energy-efficient operation and ENERGY STAR qualification where available.
3.2 Copy, Print, and Scan Functions
Network printing and copying in black-and-white and/or color as appropriate to the location.
Minimum 600 x 600 dpi print resolution.
Color scanning; support for multipage PDF, searchable PDF/OCR, TIFF, and JPEG.
Scan-to-email and scan-to-network-folder capability.
Mixed-size originals, blank-page removal, image rotation, deskew, and compression where
supported.
Configurable scan profiles, address books, and administrative defaults.
Vendors shall identify Microsoft 365, cloud, workflow, OCR, or other advanced document-
processing capabilities included or optionally available.
3.3 Paper Handling
Multiple paper drawers/feed sources appropriate to departmental usage.
High-capacity or large-capacity feeders where workload warrants.
Bypass/manual feed capability.
Letter and legal support on all applicable office MFPs; 11 x 17 inch/ledger support where
required by the proposed configuration.
Support for envelopes, labels, cardstock, and other common office media where supported.
Bid shall state standard and maximum paper capacity for each proposed model.
3.4 Finishing
Vendors shall propose finishing capability appropriate to each device and identify all included finishers.
Available configurations should include, where applicable:
Automatic corner and multi-position stapling.
Offset stacking, sorting, and collating.
Two- or three-hole punching.
Folding.
Saddle-stitch/booklet finishing.
High-capacity output stacking.
Multiple finisher options when different County workflows warrant different configurations.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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3.5 Fax Modules
Where required by a County department, the proposed MFP shall include an integrated analog fax
module. The County reserves the right to add or remove fax capability from individual configurations
before award or purchase.
Send/receive capability.
Automatic redial, confirmation reporting, address book/speed dial, and multi-page transmission.
Fax forwarding and secure receipt features where supported.
All hardware and licensing costs clearly identified.
4. INFORMATION SECURITY REQUIREMENTS
HTTPS-secured administration and TLS 1.2 or later.
SNMPv3 support.
Administrator authentication and role-based access where available.
Ability to disable unused protocols, services, wireless functions, and USB storage.
Secure/PIN printing.
Device audit logging where available.
Signed firmware, firmware validation, secure boot, or equivalent OEM protections where
supported.
Encryption of internal device storage.
Secure erase/overwrite capability for stored print, copy, scan, and fax data.
LDAP/Active Directory integration where supported.
IP filtering or other network access controls.
Ability to change all manufacturer default administrative credentials.
No cloud monitoring, telemetry, remote-control service, network discovery appliance, or third-
party agent may be enabled without prior written approval from County Information Systems.
Before any County device leaves County control for trade-in, disposal, return, or recycling, the
County may require secure sanitization, physical removal, retention, or destruction of internal
storage media. The vendor shall describe its data-sanitization process.
5. DELIVERY, INSTALLATION, AND IMPLEMENTATION
Provide a proposed implementation schedule; the final schedule will be coordinated with the
County.
Deliver equipment to designated County locations.
Assemble equipment, install all accessories, remove packaging, and test all functions.
Coordinate IP addressing, DNS, SMTP, scan destinations, print queues, security settings, and
related County-controlled settings with Information Systems.
Configure all purchased features (scan, fax, finishing, etc.) as requested.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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Minimize user downtime; deployment may occur by building, department, or operational
priority.
Acceptance occurs only after full installation and successful testing.
6. TRAINING AND DOCUMENTATION
Basic on-site end-user orientation at no additional cost.
Training on copying, printing, scanning, faxing where applicable, secure print, finishing, paper
loading, toner replacement, and basic jam clearing.
Electronic user manuals and admin documentation.
Optional/additional training must be identified and priced if not included.
7. FOUR-YEAR MAINTENANCE AND SUPPORT
Vendors may propose fixed annual maintenance pricing, cost-per-copy/image pricing, or another
clearly defined commercial maintenance structure. Regardless of methodology, the bid must clearly
state all assumptions and provide a calculable four-year maintenance cost and four-year total cost of
ownership.
7.1 Required Coverage
Preventive and OEM-recommended service.
On-site diagnosis and repair.
Technician labor and travel.
Replacement parts and normal wear components.
Firmware-related service and device adjustments.
Phone/online technical support and service-call management.
Remote diagnostics only where specifically authorized by the County.
Clear disclosure of whether toner, developer, drums, imaging units, fusers, waste containers,
staples, and other consumables are included.
Paper not required.
No unlisted travel, mileage, fuel, environmental, dispatch, or similar service fees.
7.2 Service Levels and Reliability
State normal service hours and methods for requesting service.
State average and guaranteed on-site response times, if offered.
The County expects an initial response to standard service calls within four (4) business hours
whenever practical.
State average repair time and escalation procedures for unresolved problems.
Identify the number of qualified technicians serving St. Charles County, their OEM certifications,
and dispatch location.
Describe local parts inventory and availability of commonly needed repair parts.
Bid Response from (please complete): ____________________________ _________________________________________________
Name of Company or Individual
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