Copier RFP

Bid Postings • Copier RFP Skip to Main Content EMERGENCY ALERT Water Shutdown - Friday, February 27, 2026 Read On... Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Departments Boards & Commissions Services Community Downtown How Do I... Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Copier RFP Category: Finance Status: Closed Description: Outline of Contents General Information Proposal Instructions Evaluation Process Requirements and Specifications Section 1: General Information The City of Montpelier is requesting proposals for copier services The City of Montpelier is looking to partner with a vendor that can provide copier services, along with all of the services necessary to install and maintain the system(s) and train staff to become self-sufficient as end-users with the copier solution. The City of Montpelier would like its next generation copiers to have capabilities that can drive down costs, increase reliability of copiers, allow for secured print jobs, scanning capability, and allow for standardized settings across copiers. In certain areas, color printing/copying/scanning capability is desired. Standard Language The proposal should include a sample contract as well as an affirmative statement that the vendor, if awarded the engagement, will: Indemnify and hold the City of Montpelier harmless for losses and defense costs arising out of the vendor's actions in undertaking this engagement. Language to this effect shall be included within the services agreement; Maintain in full force at all times professional liability insurance in the minimum amount of $1 million per occurrence and supply evidence of the same to the City of Montpelier (certificate of insurance); Maintain in full force at all times workers' compensation insurance meeting statutory obligations and supply evidence of the same to City of Montpelier; Maintain in full force at all times general liability insurance (including auto liability) in the minimum amount of $1 million per occurrence, name City of Montpelier as an additional insured on said policies, and supply evidence (certificate of insurance)of the same to City of Montpelier. City of Montpelier reserves the right to negotiate and modify any element of the RFP and to negotiate with the successful vendor a final fee for the proposal based upon mutually agreed upon changes or refinements in the scope of work. City of Montpelier also reserves the right, where it may serve its best interest, to request additional information or clarifications from vendors submitting proposals, or to allow corrections of errors or omissions. City of Montpelier reserves the right to accept or reject any proposal, in its sole discretion, and to award a contract based solely on City of Montpelier determination of the best proposal considering all of the circumstances. City of Montpelier also reserves the right to retain all of the proposals and to use any ideas in a proposal regardless of whether the proposal is selected. Submission of a proposal indicates acceptance by the vendor of the conditions contained in this Request for Proposals (RFP), unless clearly stated to the contrary and specifically noted in the proposal submitted and confirmed in the contract between City of Montpelier and the selected vendor. There is no expressed or implied obligation on the part of City of Montpelier to reimburse responding vendors for any expenses incurred in preparing or presenting proposals in response to this request. City of Montpelier is a municipality and may utilize all contracted pricing offered to the State of Vermont, when it is in the City’s best interest. Section 2: Proposal Instructions Vendors must submit one (1) electronic copy in either Microsoft Word or Adobe Acrobat Portable Document Format (.pdf) format to the city by Thursday, November 12, 2020, 4:00PM. Proposals must be electronically submitted to: Kelly Murphy Director of Finance City of Montpelier Copier Services RFP Schedule Release of RFP: 11/4/2020 Deadline for questions from prospective bidders: 11/9/2020 Deadline for submitting proposals: 4pm on 11/12/2020 Response to Vendors by: 11/16/2020 The City of Montpelier reserves the right to modify the above timeline if needed. Proposal Format All proposals are requested to include the following structure: 1. Transmittal Letter Provide a short letter, signed by an authorized individual. The letter should identify the vendor’s point of contact for the duration of this RFP process, and should delineate that the contents of the proposal are valid for at least 45 days. 2. Executive Summary Provide a summary that briefly reviews your proposal. 3. Vendor Qualifications The vendor will provide a Statement of Qualifications describing projects and installations similar in size. 4. Pricing Structure / Billing Responding vendors should fully complete Attachment A Copier Services RFP Section 3: Evaluation Process All proposals submitted in response to this RFP will be reviewed for responsiveness prior to evaluation. The lowest bid, highest evaluation, or most complete system bid may not necessarily result in a successful bid. The reviewers will seek a balance of all three factors to identify the best system for the City of Montpelier. Section 4: Requirements, Specifications and Features See Attachment A. Example features: Minimum Memory Required Minimum Hard Disk Drive Required Please provide “Warm-Up” time from Power Off Please provide specifications for “First Copy Out Time” and “First Print Out Time” for both BW and Color Scan Capabilities: Network Scan to Folder Scan to Email Scan to USB Required Scan File Types: PDF (PDF(A), High Compression, Encrypted, OCR), TIFF, JPEG Automatic Dual Scanning Document Feeder/Processor Minimum Document Feeder/Processor Minimum Scan Speed Requirement Programmable Department or User Codes (please specify how many can be programmed) Secure Print or Private Print 2 and 3 Hole Punch New device(s) must be Energy Star compliant All empty toners and waste toner containers should be recyclable (please include information on recycling programs and any additional customer costs associated with program) Please provide “Maximum Monthly Duty Cycle” as well as “Recommended Monthly Duty Cycle” of the model being quoted Please provide the manufacturer PM (Preventative Maintenance) Cycle of the model being quoted as well as information about how preventative maintenance is scheduled and performed. Service provider real-time remote monitoring for device errors, meter readings, supply levels and usage trends Full fax capabilities with paperless send and receive options Devices should be protected by internationally known virus software All equipment must include delivery, installation, connectively assistance, and training Associated service cost must be identified as part of the proposal or as billable rate CONFIDENTIAL INFORMATION If your proposal response contains trade secrets or other proprietary data that should remain confidential and should not be disclosed as otherwise required by public disclosure requirements, a statement of this fact shall accompany your submission and the information shall be so identified wherever it appears. QUESTIONS Prospective vendors may make inquiries concerning this RFP to obtain clarification of requirements and are strongly encouraged to do so. Questions must be submitted by the aforementioned date. Publication Date/Time: 11/4/2020 12:00 AM Closing Date/Time: 11/12/2020 11:59 PM Submittal Information: kmurphy@montpelier-vt.org Return To Main Bid Postings Page Live Edit Coronavirus Response Wearing Face Coverings Required in Effect June 4th Downtown Master Plan City of Montpelier Annual Report Agendas & Minutes Job & Bid Postings Job Opportunities Bid Postings Committee Vacancies Country Club Road Site Property Development Annual Report (PDF) Annual Budget Book FY23 City Manager's Report (PDF) Police Media Logs (PDF) Water Quality Reports (PDF) Zoning Regulations 2022 Zoning and River Hazard Regulations Updates Community News Agendas & Minutes Jobs City Council City Clerk Public Works Police Notify Me Contact Us Online Payments Accessibility Copyright Notices Government Websites by CivicPlus® /QuickLinks.aspx City of Montpelier 39 Main St. Montpelier, VT 05602-2950 Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow