Request for Proposal - 2025 MULTI-FUNCTION PRINTER REPLACEMENT

Background
The Board of Miami County Commissioners, on behalf of the Miami County Information Technology Department, is issuing this Request for Proposals (RFP) to select a vendor with a proven record in planning, providing, implementing, and supporting Multi-Function Printers (MFP). The goal is to find a single vendor for all services requested in this RFP. The County may consider alternatives such as a prime vendor/subcontractor arrangement.

Work Details
The scope of the project includes providing Miami County with multi-function printers along with unlimited supplies and maintenance for all units under contract. The RFP outlines three proposal scenarios:

1) Provide new MFP units with unlimited service calls and all consumables except paper included in the cost per page;
2) Lease new equipment with an option to buy out at the end of the lease;
3) Purchase new equipment outright with managed services provided for three years.

The vendor must ensure that MFPs meet or exceed current specifications, including color printing capabilities. Maintenance services must cover consumables, parts, labor, and troubleshooting. The vendor is also responsible for delivery of consumables and parts to the Miami County IT Department.

Period of Performance
The contract is expected to be effective from September 19, 2025, following the proposal submission deadline on August 28, 2025. The initial contract anticipates immediate replacement of all existing MFPs and will include options for extensions not exceeding five years.

Place of Performance
The contract will be performed at various locations within Miami County, Ohio.

Bidder Requirements
Vendors must submit a Letter of Intent to Respond and provide information regarding their qualifications. They are required to disclose any conflicts of interest and must not have any pending litigation or bankruptcy issues. Additionally, vendors must comply with non-discrimination policies and provide proof of compliance through various affidavits.