RFP Centralized Managed Print Svcs & Multifunction Printer (MFP) Fleet

The City of Dothan, Alabama, is soliciting proposals under RFP 271006 for a comprehensive centralized managed print services and multifunction printer fleet program. The selected vendor will serve as the single point of accountability for the implementation, installation, configuration, and management of a consolidated fleet including multifunction devices, plotters, and facsimile machines. The scope requires the provision of new, current production hardware across three tiers: high-volume department production, mid-tier office, and small workgroup units. Key technical requirements include print, copy, and scan-to-email capabilities, integration with City Active Directory or Entra ID for badge-swipe release, and the deployment of centralized print management software such as PaperCut MF or Printavista. All devices must adhere to a documented hardening baseline and support TLS 1.2 or later and SNMPv3 for security. The contract is awarded for an initial one-year term, with potential extensions to a second and third year upon mutual agreement and stable pricing. Proposals are evaluated based on a weighted system: Total Cost of Ownership (35%), Service Level Agreement and Support (25%), Technical and Security Compliance (20%), Vendor Qualifications and Experience (15%), and the Quality of Transition and Implementation Plan (5%). Bidders must provide pricing for 36-month and 60-month lease options, as well as cost-per-page rates for monochrome and color impressions. Submissions must be delivered in sealed envelopes by November 20, 2026. Compliance requirements include E-Verify registration, non-discrimination agreements, and the submission of non-collusion affidavits. The City maintains the right to reject nonconforming goods and may terminate the contract without cause given thirty days' written notice.