Multifunctional Printers Copiers

Agency:	City of Lancaster
State:	California
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). 74 - Office Machines
Posted:	Dec 5, 2023
Due:	Dec 18, 2023
Publication URL:	To access bid details, please log in.

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CITY OF LANCASTER, CA

RFP NO. 799-24

MULTIFUNCTIONAL PRINTERS/COPIERS

SUBMISSION DEADLINE

December 11, 2023

BY 2:00 P.M.

(13:59:59– ACCORDING TO THE CITY’S OFFICIAL PROPOSAL CLOCK)

SUBMIT TO:

OFFICE OF THE CITY CLERK

LANCASTER CITY HALL

“RFP 799-24 Multifunctional Printers/Copiers”

44933 FERN AVENUE

LANCASTER, CA 93534

For questions concerning this RFP contact by email only:

Purchasing Department

bidinquiries@cityoflancasterca.gov

REQUEST FOR PROPOSALS (RFP) FOR

MULTIFUNCTIONAL PRINTERS/COPIERS

INTRODUCTION

The City of Lancaster (City) is a charter City incorporated in 1977. The City is governed by a five-member City

Council whose members are elected at large and operate under a Council/City Manager form of government.

The City serves as the northern boundary of Los Angeles County, with Kern County to the north. The City is the

largest City in the Antelope Valley, with a population of 170,000 across 94 square miles.

The City of Lancaster (the “City”) is requesting proposals from qualified contractors to provide, deliver, maintain,

service and support multifunctional printers / copiers (MFPs) and other devices as described herein. The ideal

Vendor will have proven capability of providing a comprehensive program, as described in this RFP, to clients

similar in size to the City.

The current City MFP lease commenced in April 2018. At this time the City intends to replace the devices with

machines that are more closely reflective of the City’s needs.

The City is seeking to contract with a Vendor for the lease of multifunctional printers / copiers, plotters, other

devices, their related software needs, and maintenance for those devices at various locations throughout the

City of Lancaster.

The objective of this RFP is to reduce total City-wide expenditures with MFPs and the related devices listed in

this RFP, as well as improve the maintenance services and support.

A mandatory pre-proposal meeting will be held at 11:30 AM on Tuesday, November 28, 2023, at Lancaster

City Hall, 44933 Fern Ave., Lancaster California 93534. Attendance at the meeting is mandatory. No proposals

will be accepted from any Vendor that fails to attend the pre-proposal meeting. Please contact Purchasing at

bidinquiries@cityoflancasterca.gov for questions regarding this meeting.

This RFP contains the information and documents necessary to prepare and submit a responsive proposal.

Proposers are responsible for complying with all requirements identified herein. By submitting a finished

proposal packet, the Proposer represents that it has thoroughly examined and become familiar with the work

required within this proposal and that it is capable of supplying a product to achieve the City’s objectives.

Requests for modifications to the submitted proposal packet on the grounds that the Proposer was not fully

informed as to any fact or condition will not be allowed. The City reserves the right to accept or reject any

Proposal, or portions thereof, or to waive any informalities or irregularities within the proposals.

SCOPE OF WORK/DEVICES

The Scope of Work/Devices is outlined in Exhibit “A.”

INSTRUCTIONS TO VENDORS

PROPOSAL FORMAT AND CONTENT

Proposals shall adhere to the following format for organization and content. Responses should emphasize the

Vendor’s demonstrated ability to perform work of this type. Emphasis should be concentrated on completeness

and clarity of content.

Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation:

1. Proposal

The proposal (excluding transmittal letter) shall not exceed a total of 30 double-sided, 8.5” x 11” pages.

Please include one original and a PDF file on a USB drive of the proposal. An intended form of agreement

should be included as an appendix (in addition to the thirty-page limit).

2. Transmittal Letter

The proposal shall be transmitted to the City with a cover letter describing the Vendor’s commitment

and ability to supply the proposed hardware and software. The letter shall state that the proposal shall

be valid for a 90-day period and should include the name, title, address, telephone number, and email

address of the individual to whom correspondence and other contacts should directed during the

selection process. The person authorized by the Vendor to negotiate a contract with the City shall sign

the cover letter.

Address the cover letter as follows:

Purchasing

City of Lancaster

44933 Fern Avenue

Lancaster, CA 93534

Also include in the transmittal letter the legal name of the firm, the year established, the firm’s address

and telephone number.

3. Understanding of Requirements

This section of the proposal shall clearly convey the Vendor’s understanding of the City’s requirements,

and its ability to meet the requirements outlined in Exhibit A, Scope of Work/Devices. Each of the

following sections of the Scope of Work/Devices shall be addressed: Implementation Plan, ALL Devices,

Device Security, ALL Multifunctional Printers, Plotters, Folder, Optional Sign Plotter, Optional Wide

Format Scanner, and Maintenance. Acknowledge if the requirements can be met as outlined and provide

a written response to criteria that require more detail as directed in the Scope of Work/Devices.

4. References

Include at least three references (names, current phone numbers and email addresses) from agencies

currently using similar MFPs as proposed. Preferred references would include local public agencies using

a similar number of MFPs at similarly sized facilities.

5. Pricing

Use Exhibit B – Cost Proposal to include a pricing schedule(s) that clearly shows lease costs; any costs

associated with optional or additional features, equipment, or software; user training; one-time costs, if

any; and any annual maintenance/support fees or per copy costs. The City requests that lease terms are

maintained for three years (plus two (2) optional one-year extensions), however, pricing sheets with

additional term pricing may additionally be included.

6. Hardware Compliance

The Vendor must take initiative to inspect the premises, the current devices, and any other current

conditions prior to submitting a proposal to ensure that the devices proposed will be fully functional and

will meet the City’s requirements.

A mandatory pre-proposal meeting will be held at 11:30 AM on Tuesday, November 28, 2023, at

Lancaster City Hall, 44933 Fern Ave., Lancaster California 93534. Attendance at the meeting is

mandatory. No proposals will be accepted from any Vendor that fails to attend the pre-proposal

meeting. Please contact Purchasing at bidinquiries@cityoflancasterca.gov for questions regarding this

meeting.

In this section, the Vendor will include a remedy period in number of days to correct any and all defects

identified during the initial installation phase for the hardware and software.

7. User Training

Describe any training to be provided by the Vendor, including the method of training, allowable number

of individuals, location of training, and timing of training for the hardware and software. The training for

printer usage should occur prior to or on the same day as the installation of the printers.

8. Other

List any other information that might aid in our selection.

9. Agreement and Insurance

Include as an appendix to the proposal, an intended form of Agreement for the hardware, maintenance

and support, and if applicable, software. Prior to submitting a proposal, the Vendor shall either

remediate all language in the proposed agreement, so as not to conflict with the terms documented in

Exhibit C – Sample Agreement, or the Vendor shall agree to remediate the conflicting language in the

proposed to reflect that of the Sample Agreement in Exhibit C.

Confirm that the Insurance Requirements as listed in Exhibit C (Section 16) can be met.

10. Signature Sheet

Complete the included Signature Sheet and include it with the Proposal submission.

EVALUATION OF PROPOSALS

A committee of at least three staff shall evaluate all Proposals. All proposals shall be reviewed to verify that the

Vendor has met the minimum requirements as stated in the RFP. Proposals that have not met the minimum

content or quality standards, do not provide references, or take unacceptable exceptions to the RFP will be

rejected as non-responsive.

Proposals will be evaluated and scored on the following criteria:

● Understanding of Requirements (30%)

● References (10%)

● Ability to Perform (Maintenance Section of Scope of Work/Devices) (20%)

● Proposed Cost to Provide Services (40%)

The evaluation committee may wish to interview Proposers with scores above a natural break during the

selection process. Should an interview process take place, the interview results will carry greater weight in the

selection process. However, the City reserves the right to select solely based on the proposals without further

contact.

The most highly qualified Vendor shall then enter into negotiations with the City to formalize the Agreement,

Hardware/Software, and Compensation. If the City is unable to obtain a fair and reasonable price, or cannot

reach an agreement regarding the terms and compensation, then the City will end negotiations with that Vendor

and begin negotiations with the next Vendor which best meets the needs of the City, and so on until the City

can reach an agreement with a qualified Vendor.

QUESTIONS REGARDING THIS RFP

Any questions or requests for interpretation or clarification, either administrative or technical, about this RFP

must be submitted via email to bidinquiries@cityoflancasterca.gov prior to 2pm on November 30, 2023. The

subject line should be “Questions – RFP 799-24.”

Oral statements concerning the meaning or intent of the contents of this RFP by any person is unauthorized and

invalid. The City will not be responsible for any other explanation or interpretation of the RFP, or for any oral

instructions. Any contact with City personnel other than identified above regarding this RFP may disqualify a

Vendor.

CLARIFICATION STATEMENTS

For clarification purposes, the words “Contractor”; “Consultant”; “Vendor”; “Supplier”; “Company”; “Proposer”

and “Bidder” shall be read to be one and the same. The words “Contract” and “Agreement” shall be read to be

one and the same. The words “Bid”; “Quote”; and “Proposal” shall be read to be one and the same. “City of

Lancaster” and “City” shall be read to be one and the same. “Request for Proposal” and “RFP” shall be read to

be one and the same. “Devices”, “Multifunctional Printers/Copiers”, “MFPs” shall be read as one and the same.

NO CONTACT POLICY

After the date and time established for receipt of proposals by the City, any contact initiated by any Vendor with

any City representative, other than the representative listed herein, concerning this Request for Proposals is

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Multifunctional Printers Copiers

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