Project Information

Bid Title

RFP 520-26-01 Multifunction Devices and Managed Print Services - Q&A

Issuing Agency

Pikes Peak Library District

Location

Colorado

Published Date

May 19, 2026

Closing Date

May 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Proposal Due Date

Wed, 05/27/2026 - 14:00

File(s)

RFP 520-26-01 Multifunction Devices and Managed Print Services (270.17 KB)

RFP 520-26-01 Q&A (101.71 KB)

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REQUEST FOR PROPOSAL

For

Multifunction Devices and Managed Print Services

PIKES PEAK LIBRARY DISTRICT

Colorado Springs, CO

RFP # 520-26-01

The Pikes Peak Library District (PPLD) invites qualified vendors with the qualifications as stated

herein, and are licensed in the State of Colorado, to submit a response to a Request for Proposal (RFP)

for Multifunction Devices and Managed Print Services.

Proposal deadline is 2 p.m. MST on Wednesday, May 27, 2026

5/4/2026

Multifunction Devices & Managed Print Services

RFP #520-26-01

Table of Contents

1. Scope of Work...................................................................................................................................................2

2. RFP Schedule:................................................................................................................................................... 4

3. Proposal Submission, Selection, and Contract Formation ...........................................................6

4. Vendor Qualification and Information ............................................................................................. 10

5. Pricing.................................................................................................................................................................11

6. Terms & Conditions..................................................................................................................................... 12

Addendum A- Proposal Cover Sheet............................................................................................................ 13

Addendum B – References and Pricing....................................................................................................... 15

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Multifunction Devices & Managed Print Services

1. Scope of Work

RFP #520-26-01

Pikes Peak Library District (PPLD) is soliciting proposals to replace the multifunction devices

(MFDs) throughout the district. The successful vendor shall provide MFDs, associated managed

print services, and support in accordance with the requirements outlined below.

Hardware:

• MFDs must have RJ45 ethernet port connections.

• MFDs must accommodate International Standards Organization (ISO) sizes of

paper; Letter (ANSI A) 8.5”x11”, Legal (ANSI B) 8.5”x14”, and Ledger (ANSI C) 11”x17”.

• MFDs must accommodate ISO C sizes of paper; C2, C3, C4, C5, and C6.

• MFDs must be compatible with the existing TBS print release kiosks to handle

vending capability.

• MFDs must have automatic document feeders.

• MFDs must have hardware capable of printing and scanning.

• Devices should not require an on-premises server.

• The requirement is for sixty-four (64) new MFDs, consisting of nine (9) desktop units

and fifty-five (55) stand-alone units.

Software:

• Drivers should not require administrator permissions for staff to install (example

V4 drivers).

• Capabilities on each MFD must include eFax, printing, scan to email, SharePoint,

and USB.

• eFax should include a native application on the copier, eFax confirmation pages,

and eFax over email for designated staff, and the ability to view and save reports

for the number of pages faxed and total fax transactions.

• PPLD is seeking proposals from qualified vendors to provide a cloud print solution

that has an application available on all MFDs.

• Agreement must include porting our fax numbers from the previous eFax vendor.

Internet only option with no on-premises servers required for eFax to function.

Initial Setup and Implementation:

• Vendor must deliver and install new MFDs to the respective locations.

• Connection to Today’s Business Solutions (TBS) print release kiosks to be done

when installed.

• Agreement must include removal and disposal of existing equipment. A list of the

Pikes Peak Library District

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Multifunction Devices & Managed Print Services

RFP #520-26-01

current fleet will be provided. The successful proposer will agree to remove and

dispose of existing equipment. The vendor agrees to wipe the hard drives in each

device using software-based overwriting techniques according to government or

industry standards that prevent any data from being recovered or to physically

destroy each hard drive in a manner that prevents any data from being recovered.

Ongoing Support and Maintenance:

• Maintenance and support contract to include toner and waste toner

cartridges/waste units; all supplies required for the device to function other than

paper.

• Vendor will perform quarterly firmware upgrades and ensure functionality of all

upgrades.

• Must offer support and service of any and all purchased MFDs; must offer and

support more than one brand. Selected vendor must be able to provide service and

support for multiple copier brands.

• Service contract should include reprogramming copiers to add or remove agreed

upon features including eFax and payment kiosk control.

• Willingness to do MFD conversions from public-facing devices to staff-facing

devices.

Pikes Peak Library District

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Multifunction Devices & Managed Print Services

RFP #520-26-01

2. RFP Schedule and Contacts:

RFP schedule:

RFP released ................................................................................................................ Monday, May 4, 2026

Deadline for final questions .............................................................................. Tuesday, May 12, 2026

Deadline to return answered questions...................................................... Tuesday, May 19, 2026

Proposals due ..............................................................................Wednesday, May 27, 2026 at 2:00pm

Demonstration............................................................................................. June 2026, to be determined

Board Review and Decision...................................................................... Wednesday, June 24, 2026

Award Notification ........................................................................ on or about Friday, June 26, 2026

Sole Point of Contact: Questions and requests for clarification must be sent via e-mail to Kim

Hoggatt, Chief Financial Officer, at khoggatt@ppld.org and Cc: Lindsay Sosa, Finance &

Procurement Generalist, lsosa@ppld.org. Please include the RFP number, title, and words

“question” and/or “clarification” in the subject line of the e-mail.

Questions and requests without this subject identification may be considered routine emails

and may not be properly addressed.

All answers to questions and requests for clarification will be posted on the PPLD website:

http://ppld.org/request-for-proposals .

Any PPLD response that is considered to be a change in terms, conditions, and specifications

of this RFP will be published as an amendment. No communications of any kind may be

considered as a change to the terms, conditions, and specifications in this RFP unless posted as

a formal addendum on the link above.

On-Site Demonstration: After the initial evaluation and scoring of written proposals, PPLD

may invite a limited number of the highest-ranked vendors (the “shortlisted vendors”) to

participate in demonstrations, interviews, and/or oral presentations. Shortlisting will be based

solely on the evaluation criteria and scoring methodology defined in this RFP. The number of

vendors invited will be determined by PPLD but will typically consist of the top-ranked

proposers whose solutions are reasonably susceptible of being selected for award.

If conducted, demonstrations will be evaluated as part of the overall procurement process.

PPLD will provide shortlisted vendors with:

• Specific instructions regarding the demonstration format and required content

• The evaluation criteria and scoring methodology applicable to the demonstration

phase

All shortlisted vendors will be evaluated consistently using the same criteria and scoring

approach.

PPLD reserves the right to:

• Make an award without conducting demonstrations

• Adjust scoring weights to incorporate the demonstration phase, as communicated to

shortlisted vendors

• Request best and final offers (BAFO) following demonstrations, if deemed in the best

interest of PPLD

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Commodity Codes

• NAICS 532420Office Machinery and Equipment Rental and Leasing
• NAICS 811212Computer and Office Machine Repair and Maintenance

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