Administrative Services Department
303 West Commonwealth Avenue, Fullerton, California 92832-1775 (714) 738-6529 Fax (714) 738-3168 www.cityoffullerton.com
INFORMAL
REQUEST FOR INFORMATION (RFI)
Multi-Function Device (MFD) – Copier Fleet Lease
July 27, 2022
Purpose
The City of Fullerton (City) is looking to replace its existing, aging multi -function device (MFD) fleet citywide for all printer and copiers inventory that services all departments across key City facilities. The City is looking to engage and enter into a master lease agreement with one (1) service provider that can provide: Enterprise-Grade Equipment, Optimal Technical Support and Services, and most cost-effective pricing in line with industry best standards.
Procurement Process
The City would like to solicit and engage such services through a “Cooperative Agreement” procurement process with a refutable, national ly acclaimed cooperative agreement provider , such as NASPO and Sourcewell to name a few. The City is asking interested firms to submit the two (2) most competitive cooperative agreement contracts , along with three (3) public agency references, with at least one being a city municipal agency.
Technical Specifications and Requirements
The City understands that a variety of MFD models could be utilized throughout the organization based on localized print volume. However, to the degree possible, the City would like to standardize the features that are available on each device. The following features are to be required on each multi-function device:
• Print, Scan, and Copy in Black & White, as well as Color; • Paper sizes: Letter, Legal, and 11x17 and multi-function/purpose tray • Fax Option-Capability
• Duplex printing and scanning
• Four paper trays: letter (2 trays), legal, 11X17
• Print release technology that is compatible with the City’s badge system • Remote monitoring of supplies and errors for automated supply shipping and prompt on- site service calls
• AirPrint and wireless printing capabilities
The City welcomes interested firms / service providers to submit a list of all “up-to-date” industry standard MFD devices with specified requirements and varying capability/processing levels. In addition, different departments require specialized services and different printing needs, such as a Plotter; any additional equipment can be submitted (but is not required).
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The City also would like to understand the various service offerings and packages that could be selected. The City’s IT department is composed of select contracted staff that does not fix printers or have staff capacity to respond to MFD service issues. Additionally, very little space is available onsite for storage of printer supplies or parts. An appropriate “Service Plan” will also be a key factor in vendor selection.
In addition, as MFD devices continue to evolve, and with updated “print release” technology and enhanced functionality and security features, the City is interested in reducing the number of individual office desktop printers / scanners and possibly replacing remaining desktop printers / scanners under the new lease agreement.
Lastly, the City will need to understand device lease costs, per copy costs, and service costs .
The City is looking for a quality solution that is dependable and a service contract that is responsive to the City’s needs. Through your firm’s most competitive cooperative agreement contracts, a Cost Proposal with itemized cost detail will be required.
Submission Process
To formally be considered for the City’s MFD -Copier Master Lease project, there will be two (2) phases of this process. In the First Phase, please submit a formal Letter of Interest and any promotional materials that identifies your inventory and stock of your most up to date MFD fleet that meets the specified requirements and requisite specifications in this RFI. In your Letter of Interest, please include your firm’s background and experience in this industry and identify a Project Lead from your firm. Along with your Letter of Interest, please submit your two (2) most competitive cooperative agreement contracts, along with three (3) public agency references, with at least one being a city government agency.
In addition, please submit a project plan or approach to address the City’s existing MFD fleet that have current or unexpired leases. The City would like to seek solutions to terminate or end early unexpired leases and/or dispose or upgrade associated MFD devices.
Next, the City’s Project Team, which consists of both Finance and Information Technology staff, will then review all materials submitted and perform preliminary reference checks. The City will select a few firms that meet all First Phase requisite requirements to proceed further along in the selection process; and proceed with scheduling “Onsite Walk -Throughs” with the selected firms to conduct a walkthrough of various City facilities and office areas to assist the selected firms to better assess the City’s MFD needs in advance of providing Second Phase requirements.
The Second Phase will then consist of formal Cost Proposal and review of preferred cooperative agreement / cost analysis. To assist this process, City can provide an inventory of existing multi-function devices currently in use within all City facilities.
Additional interview(s), in-person or virtual through Microsoft Teams, may be needed to assist the City’s Project Team in its thorough evaluation of your firm’s products and services and final consideration of master lease agreement.
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Submission Guidelines
Please submit all requested information electronically by Wednesday, August 10, 2022 by 5:00 pm PST to:
Karen Chung, Buyer II
[email protected]
City of Fullerton – Purchasing Division
Should you have any questions, please contact Karen or Steven Avalos, Budget & Purchasing Manager, at [email protected] or at (714) 738-6565.