Request for Proposal for Copier Refresh and Maintenance

CITY OF MUSKOGEE NOTICE TO BIDDERS TO BE PUBLISHED IN THE MUSKOGEE DAILY PHOENIX February 19, 2026 PROPOSALS WILL BE ACCEPTED IN THE OFFICE OF THE INFORMATION TECHNOLOGY DEPARTMENT, MUNICIPAL BUILDING, 229 W. OKMULGEE AVE 74401 or P.O. BOX 1927, MUSKOGEE, OKLAHOMA 74402, UNTIL 2:00 P.M. ON March 20, 2026, FOR THE FOLLOWING ITEM(S): PROPOSAL FOR COPIER REFRESH AND MAINTENANCE PROPOSALS MUST BE RECEIVED NO LATER THAN 2:00 P.M. CDT ON MARCH 20, 2026. Respondents are to submit one (1) original and five (5) copies of the Proposal. No facsimile or emailed copies will be accepted. Late Proposals will not be considered. Proposals MUST be submitted labeled “PROPOSAL FOR COPIER REFRESH AND MAINTENANCE”. Original will be clearly marked and the package will be sealed. If any Respondent has questions concerning the proposed project, finds discrepancies or omissions in the solicitation document or otherwise requires clarification, such matters should be submitted in writing via email no later than 5:00 p.m. local time on Friday, March 13, 2026 to: Chris Cummings Information Technology Director City of Muskogee ccummings@muskogeeok.gov To download copy of this Request for Proposal, visit the City website, www.muskogeeok.gov , click on Departments, click on Purchasing then select RFP,RFQ, Bids. All addendums will post on the same website and location. The City of Muskogee reserves the right to accept or reject any and/or part of all Proposals, and to waive irregularities at its discretion. All received proposals will be evaluated using criteria set forth in the solicitation, or if none stated, the criteria established by the City’s purchasing policy. By submitting its Proposal, the Proposer confirms that the Proposer has read and understood the City’s purchasing policy available on the City’s website at www.muskogeeok.gov . _______________________________________ BENITA HOTEMA PURCHASING MANAGER City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 1 REQUEST FOR PROPOSAL FOR Refresh of Leased Copier Fleet RFP# IT26-02 City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 2 1 Introduction The City of Muskogee invites copier vendors to submit a proposal to replace our leased copier fleet. 2 General Information / Background The City is seeking a vendor to provide new copiers on either a lease, lease purchase or purchase basis, maintain and repair all copiers, and include the cost of all supplies and consumables except paper, i.e. toner, drums, staples, etc. 3 Specifications of New Copiers Included in this document are specifications that will apply to all copiers and specifications for each copier we are needing. These are minimum specifications so copiers should meet or exceed these specifications. List the price for monthly lease (and proposed terms of lease), lease purchase, and purchase price. All prices will include FOB to the specified City of Muskogee facility, which will mean delivery to different facilities. Available options should be proposed separately. The selected vendor will also assist with removing and/or disposing of out-of-service copiers when installing the replacement copier. 4 Specifications on Maintenance and Supplies Monthly maintenance and supply costs for all copiers are to be included. Maintenance is to include both regular preventive maintenance and repair. Supplies are to include toner, drum, staples and any other parts or consumables (except paper) required for proper operation and maintenance of the copier. Maximum time to respond to a call for service shall be listed. In the event a covered copier can no longer be repaired, or cannot be repaired within five (5) working days, a loaner copier meeting or exceeding the specifications of the non-functional copier will be provided for the term of the contract or until repair is complete, whichever comes first. Please see tables at the end of this document for specifications of new copiers and estimated copy counts. 5 Vendor Requirements The successful vendor will adhere to the following requirements in addition to all others listed in this RFP. City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 3 (1) Vendor must include a sample contract with proposal. (2) Vendor must specify allowed copy counts and how overages are calculated (monthly, quarterly average, etc.) (3) Vendor must be able to begin replacing and maintaining copiers within fourteen (14) business days of acceptance of contract. (4) Vendor must be authorized by the manufacturer to repair and maintain all copiers procured under any contract. (5) Vendor must provide commercial references. 6 Evaluation Criteria The City’s purpose in soliciting proposals is to determine and select the best qualified entity in which to negotiate a contract. Evaluation will be based on the attached specifications, price, warranty available, options, and response times to calls for service. (1) General Quality and Responsiveness (a) Responsiveness to terms, conditions and time frames (b) Completeness and thoroughness (c) Grasp of the problem or of work to be performed, and of approach to be used. (2) Organization and Personnel (a) Evidence of good organizational and management practices (b) Qualifications of personnel (c) Experience and past performance (3) Price and Proposal Price Breakdown or Price Range and Cost Schedule (a) These are NOT Bids, these are proposals and, as such, can be negotiated subsequent to opening (b) The submission of pricing information is NOT synonymous with competitive bidding, whereby price is the primary evaluating factor and the low responsible bid is accepted. Cost, in many instances, can become a secondary consideration. (4) Upon review of all the acceptable proposals, the City will score and then rank the proposals relative to the other proposals. The proposals will be scored as follows: (a) Quality of work based on references: 25 points (b) Responsiveness: 25 points (c) Organization and Personnel: 25 points (d) Price: 25 points 7 City rights and options 1. To supplement, add to, delete from and change this solicitation document 2. To determine which Respondent, if any, should be selected for negotiations 3. To reject any or all responses or information received pursuant to this RFP 4. To supplement, amend, substitute or otherwise modify this RFP at any time City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 4 5. To conduct clarification discussions, at any time, with one or more proposers 6. To cancel this RFP with or without the substitution of another RFP or pre-qualification process 7. To request additional data or information after the submittal date, if such data or information is considered pertinent, in the City’s sole view, to aid the review and selection process 8. To conduct investigations with respect to the qualifications and experience of each Respondent 9. To require one or more Respondents to supplement, clarify or provide additional information in order for the City to evaluate the RFPs submitted 10. To waive any defect or technicality in any RFP received 11. To reject any portion of any submittal and/or reject all submittals, to waive any informalities or irregularities in the submittals or to re-advertise 12. All responses become the property of the City and will not be returned 13. Neither the City, its staff, its representatives, nor any of its consultants or agents will be liable for any claims for damages resulting from the solicitation, collection, review, or evaluation of responses to the RFP 14. The City of Muskogee reserves the right to reject any and all proposals. Also, the City of Muskogee reserves the right to work with the selected vendor to make minor alterations to their designs. The vendor with the successful proposal will be required to contract with the City and execute all necessary warranties on the contracted work. 15. The City accepts no liability for the costs and expenses incurred by the Respondents in responding to this RFP, preparing responses for clarification, attending interviews, participating in contract development sessions or meeting and presentations required for the contract approval process. Each Respondent that enters into the procurement process shall prepare the required materials and submittals at its own expense and with the express understanding that they cannot make any claims whatsoever for reimbursement from the City for the costs and expenses associated with the procurement process. 8 Questions/Clarifications Request 1. No interpretation or clarification of the meaning of any part of this RFP will be made orally to any Respondent. Respondents must request such interpretation or clarification in writing from the City. If any Respondent has questions concerning the proposed project, finds discrepancies or omissions in the solicitation document or otherwise requires clarification, such matters should be submitted in writing via email no later than 5:00 p.m. local time on Friday, March 13, 2026 to: Chris Cummings Information Technology Director City of Muskogee ccummings@muskogeeok.gov City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 5 2. Only emailed contacts will be acknowledged. Any and all such interpretations and supplemental instructions will be made in the form of written addenda which will be sent to all recipients of the RFP and shall become part of this RFP. Only formal written responses to properly submitted questions will be binding. Contact with City officials other than Mr. Chris Cummings, Information Technology Director is not allowed and will be considered as grounds for disqualification from the selection process, unless directed to another City employee by the IT Director. 3. In order to ensure that the answer to any question/clarification request received by the City is disseminated to all interested parties, each interested party should email Chris Cummings, IT Director, at ccummings@muskogeeok.gov . with instructions to include the party in any follow-up emails. 9 Submittal of proposals Respondents are requested to submit one (1) original and five (5) copies of the Proposal to: Chris Cummings Information Technology Director City of Muskogee 229 W. Okmulgee Muskogee, OK 74401 Proposals are due by Friday, March 20, 2026 by 2 pm local time. No facsimile or emailed copies will be accepted. The package should be clearly labeled “Proposal for Copier Refresh and Maintenance.” Original will be clearly marked and the package will be sealed. No late packages will be accepted. City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 6 10 Copier Features The following lists the copier features by location. These are minimum, so proposed copiers should meet or exceed the needs.  ALL Copiers Feature Definition Secure Job Printing 4 digit code in print dialog Monthly Duty Cycle 100000 ADF 100 Originals Duplex Copying/Printing 1:2, 2:2, Book:2, 2:1 Ethernet 100/1000Base-T Network Protocols TCP/IP (v4), SNMP, SMB, IPP, HTTP Printer PDL PCL 6c; PS3, IPP Scan to Email Directory Protocols LDAP / AD Scan File Formats TIFF, PDF, JPEG, XPS Scan Modes Network TWAIN, Scan to Email, Scan to FTP, Scan to SMB, Scan to MS Server Share, Must be compatible with LaserFiche Scan Resolution 600dpi Paper Sizes Letter, Legal HD Security Overwrite, Data Encryption Warmup Time 45 seconds or less Scan Speed 75ppm Print/Copy Speed Monochrome 55ppm Letter Color 45ppm Letter Printer Compatibility Windows, IBM iSeries Paper Trays As specified per copier Bypass tray Finisher As specified per copier Sorter/Collater City of Muskogee Copier Refresh and Maintenance RFP# IT26-02 Page 7  Copier Specific Location Modes Paper Trays Finisher Civic Center Mono/Color 2 Letter/Legal 1 Tabloid Large Capacity Stapler City Hall 1st Floor City Clerk Mono/Color 4 Letter/Legal Large Capacity Large Capacity Stapler Hole Punch City Hall 1st Floor Revenue Mono 2 Letter/Legal Stapler City Hall 2nd Floor Copy Room Mono/Color 3 Letter/Legal Lar