Notice to Bidders
Request for Proposal
Status: Canceled
Bid#: 2013-00037-IC
Title: Managed Print Services and Printing Devices
Issue Date: 12/07/2012 01/03/2013
Request Opens: 01/17/2013
Prebid/Preproposal Conference: There will be a mandatory pre-proposal conference held on the date on December 17, 2012. The pre-proposal conference is open to all interested Offerors and you are encouraged to attend. There will be no opportunity for a private or individual tours or presentations prior to the receipt of proposals and selection of the short-listed firms. Offerors are encouraged to submit pre-proposal questions in writing at least 10 days prior to the closing date/time. These questions must be submitted in writing and will be addressed by an addendum.
Payment for Bid Document: n/a
The intent of this Request for Proposal (RFP) is to solicit proposals from one or more Offerors to conduct a Managed Print Services study (MPS) with the ultimate goal of developing and implementing a solution that solves performance issues and generates significant cost savings and operational efficiencies for the City of Suffolk. The Offeror may suggest new multi-function devices (MFD)/copiers, low-end printers, wide format printer/copiers and high speed production devices to the City of Suffolk for all of its departments and agencies when they meet the goals of added efficiencies or cost savings. The City???s MPS needs span the entire organization and encompass all city departments including, but not limited to, offices at the Suffolk Municipal Building and Human Resources Building in downtown Suffolk and at other City facilities such as the Godwin Courts Building, Health and Human Services Building, Fire and Rescue stations, Police precincts, Libraries, Parks and Recreation facilities, and Public Works and Public Utilities offices. Additionally, the City is in the process of building a new Municipal Center which is expected to be completed in two (2) years. Once the new building is complete, a number of City offices will be moving into the new Municipal Center and there should be opportunities to consolidate printing stations and remove low-end printers from our inventory. The City desires to enter a contract to address its immediate MPS needs, providing for enhancements to aging and underperforming copier/printer devices over the next two years prior to the completion of the New Municipal Center, and implement longer term innovative solutions to optimize efficiencies and produce substantial cost savings through consolidation efforts and elimination of unnecessary or excessive copier/printing devices.
Any resulting contract or contracts shall become effective upon executed contract and shall be effective through the end of the selected leasing period. Either the City or the Offeror may terminate the contract without cause by first furnishing the other party sixty (60) days written notice of its intention to terminate. A formal contract will be entered between parties after the studies have been completed and the solutions have been evaluated by the City. Formal written contracts will be negotiated and written by the City, and any contract provisions that have not been stated herein will be drafted and included as necessary.
Buyer Contact
Ivy G. Crawford, VCA Buyer I City of Suffolk Purchasing Division (757) 514-4015 Fax: (757) 514-7524 Email:
Associated Documentation

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