Managed Print Services

Agency:	Rock Island County
State:	Illinois
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Posted:	Apr 5, 2024
Due:	Apr 25, 2024
Publication URL:	To access bid details, please log in.

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Request for Pricing (RFP): Managed Print Services for

Rock Island County, Illinois

Introduction

Rock Island County, Illinois, is exploring pricing from qualified vendors to provide comprehensive

managed print services. The county aims to enhance its printing capabilities, streamline operations,

and ensure high efficiency and reliability in its printing infrastructure. This RFP outlines the

requirements for hardware, services, and support needed by the county.

The county has undergone an extensive research process and has identified the needs of each

department. Walk-throughs and departmental interruptions are discouraged. At this stage of our

evaluation process, we request pricing and a short 2-page essay about how you can best help the

county.

Included is an excel file, prepopulated with the desired number of units, that will serve as the only

form of pricing submission. Only one submission will be reviewed. Failure to adhere to the

guidelines of this RFP could result in removal from the process.

The intent of this RFP is to view pricing and vendor service scope capabilities. It is likely that the

implemented solution will vary slightly from the outline below. We simply need to make every

attempt to compare vendors and pricing in the most simplistic way possible.

The winning vendor will be allowed a post-award assessment opportunity.

Hardware Requirements

The county seeks pricing for the following printing devices with specified features and functionalities:

1. Color Mul�-Func�on A3 Devices:

• 18 devices with a minimum print speed of 30 pages per minute (PPM), each

equipped with a single-pass document feeder, 4 universal size paper trays, 1 manual

bypass tray, and PCL/PS, Fax, Scan, and Copy functionality. Of these, 1 device must

include an external staple finisher with a 1,000-sheet output capacity, and 2 devices

must have an internal finisher with up to 500-sheet output capacity.

• 5 devices with a minimum print speed of 45 PPM, similar features as above, and 4

devices with an external staple finisher with a 1,000-sheet output capacity.

• 1 device with a minimum print speed of 65 PPM, similar features as above, and an

external staple finisher with a 1,000-sheet output capacity.

• It is estimated that this group of devices will print a combined monthly average of

79,000 mono pages and 11,250 color pages.

• Include the purchase cost for an addi�onal color mul�-func�on printer (MFP) if

needed in the future.

2. Single-Function Monochrome A4 Laser Printers:

• 13 devices with a minimum print speed of 40 PPM.

• 3 devices will have an additional tray, 2 of them will have an additional envelope tray, 1

device will take MICR toner.

• It is estimated that this group of devices will print a combined monthly average of 6,500

mono pages.

• Include the purchase cost for an additional single-function printer (SFP) if needed in the

future.

3. Color Multi-Function A4 Devices:

• 16 devices with a minimum print speed of 30 PPM, equipped with a document feeder, 1

paper tray, 1 manual bypass tray, and PCL/PS, Fax, Scan, and Copy functionality. 4 of

these devices must include an extra paper tray with at least 500-sheet capacity.

• It is estimated that this group of devices will print a combined monthly average of 8,000

mono pages and 1,600 color pages.

• Include the purchase cost for an additional multi-function printer (MFP) if needed in the

future.

4. Existing Device Support:

• Include support for HP Color LaserJet Enterprise M712n under the managed print

services contract.

• It is estimated that this device will print an average of 500 mono pages monthly. (Color

usage is unknown – but assumed to be low volume).

• Please note the county may also request other legacy HP devices be added to the

agreement. There is a spot on the excel submission tool for your CPP for single-function

HP monochrome and color device CPP.

5. Wide-Format Color Roll Printers:

• Quantity: 2 (one 24-inch wide and one 36-inch wide)

• Features: Should include a stand for each printer.

• Usage: These printers are essential for producing large-format planning documents and

should offer high-quality color print output.

6. Detailed Print Shop Equipment Requirements

The county's print shop is a central hub for producing a wide variety of printed materials. The

equipment specified below is critical for supporting the diverse printing needs of Rock Island

County.

1. Color Production Printer:

• Quantity: 1

• Minimum Print Speed: 80 pages per minute (PPM)

• Duplexing: Auto duplexing for paper weights up to 360 gsm

• Paper Capacity: Standard capacity of 3,850 sheets + Vacuum Feed (Below)

• Print Size Capability: Up to 13" x 19.2"

• Resolution: At least 2400 x 4800 dpi

• It is es�mated that this device will print an average of 25,000 mono pages and 18,500

color pages monthly.

• Configuration Details:

• Two-tray Large Capacity Vacuum Feed to accommodate various paper sizes and

types.

• Booklet Finisher for creating saddle-stitched booklets up to 30 sheets (120-page

book equivalent) and supporting media weight up to 130 lb. Cover. Also capable

of multi-position stapling up to 100 sheets of 8.5" × 11" media or 50 sheets for

11" × 17" media. This finisher should support stacking of up to 3,500 sheets and

offer 4 staple options (top, bottom, 2 staples, and top-slant).

• Multi-fold unit capable of various fold patterns like Half-fold, Tri-fold, Gate-Fold,

Double Parallel, and Z-Fold for producing professional documents.

• Additional features should include a de-curling and cooling function to ensure

print quality and handling ease.

• Single-pass document feeder with color duplex scanning capability of at least

240 ipm.

• Fiery Color Controller should be paired with an ES-3000 Spectrophotometer for

color management and calibration.

• If the device offers any self-service options, please note those on your response.

2. Xante En-Press Enterprise Color Envelope Printer:

• Quantity: 1

• Features: Must include a Feeder, Stand, & Conveyor to support continuous printing

operations.

• Service Extension: A 36-month service extension plan is required to ensure operational

reliability and maintenance support.

• Consumable Supplies Credit: A credit of at least $3,000 for consumable supplies to start

the service.

• Installation: Professional installation by the vendor to ensure optimal setup, training,

and operation.

• Please note: This is the ONLY unit called out by brand in this RFP. The county’s research

indicates that most vendors will have access to this specific device.

3. Monochrome A3 MFP:

• Quantity: 1

• Minimum Print Speed: 75 PPM

• Paper Capacity: At least 2,000 sheets

• Finisher: A staple finisher with an output capacity of at least 1,000 sheets is necessary.

• It is es�mated that this device will print an average of 6,000 mono pages monthly.

Submission Timeline

• Public Notice Issued: April 5

• Last Day to Submit Questions: April 12

• Written Responses to Questions Posted: April 16

• Responses Due: April 25 by 4:00 PM CST (Late submissions will not be accepted)

• Response Opening: April 26 at 10:00 AM CST in the 2nd floor County Administration conference

room (1504 3rd Ave, Rock Island, IL 61201)

• Committee Recommendation: May 14

• Board Contract Approval: May 21

• Notice to Proceed Issued: Following Board Approval

Proposal Requirements

• Transmittal Letter: Introduction to your firm, interest in the contract, and primary

contact details.

• Vendor’s Team Details: Proposed equipment and service plans.

• Pricing: 60-month service pricing, cost-per-page details, labor rates for non-included

devices, and all installation and software costs.

• Time Frames: Estimated start and completion dates.

• References: At least three organizations where similar services have been provided.

Essay Requirement

Please submit with your proposal a two-page summary of your company and why the county should

choose your services. Additionally, detail how your company can assist the county in the logistics

associated with the return of all leased Xerox devices in multiple county locations. There will be no cost

included (buyout/payoff) to Xerox in your proposal, nor will your company be responsible for the return

expense. Simply put, can you help us? If so, how?

Evalua�on Criteria

Proposals will be evaluated based on functionality, maintenance & service history, references, technical

support, flexibility, pricing, and adherence to specified requirements. As well as any specifications that

we deemed desirable and any specifications that have been deemed optional. The county will not base

our final decision on price alone. Lowest price does not guarantee an award.

Terms & Condi�ons

The County reserves the right to reject any or all responses, to waive any irregularities or informality in

any bids or in the bidding, and to accept or reject any item or combination of items. The award of bid, if

made by the County of Rock Island, will be to the qualified bidder whose response best complies with all

the requirements set forth in the RFP document. Right of Rejection the County reserves the right to

accept or reject any and all responses to this RFP. The County also reserves the right to enter into

discussions and/or negotiations with one or more qualified suppliers at the same time.

Right of Nego�a�on

The County reserves the right to negotiate with the lowest and/or best proposer after proposal opening

and establishment of the low cost/responsible bidder, before the contract is awarded and/or after

contract award. The County reserves the right to negotiate the exact terms and conditions of the

contract with the selected proposer.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	Managed Print Services
Category:	Information Technology
Status:	Open

Managed Print Services

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