Untitled Opportunity

CITY OF DOWNEY
REQUEST FOR PROPOSAL FOR
MANAGED PRINT SERVICES
Proposal Release Date:
04/24/2026
Proposal Submittal Due Date:
05/18/2026 at 5:00pm
PREPARED BY:
FINANCE DEPARTMENT
11111 Brookshire Avenue
Downey, CA 90241
Office: (562) 904-7257
Email: [email protected]
Table of Contents
INTRODUCTION 4
Purpose 4
Background Information: 4
Desired Outcomes 4
General Information 5
Electronically Uploaded Proposals 5
Examination of RFP and Sites of Work (Including Mandatory Walkthrough) 5
Questions & Clarifications 6
Term of Engagement 7
Schedule of Events 7
PROPOSAL REQUIREMENTS 8
Proposer’s Minimum Requirements 8
Proposal Format Guidelines 8
Proposer’s Response 8
Pricing Proposal 10
Authority to Withdraw RFP and/or Not Award Contract 10
Right to Reject Proposal 10
Withdrawal of Proposal 10
Discrepancies in Proposal Documents 11
Oral Statements 11
Sample Professional Service Agreement 11
Insurance & W-9 Requirements 11
EVALUATION 13
Evaluation Criteria 13
Evaluation of Proposals and Selection Process 13
Responsiveness Screening 13
Initial Proposal Review 13
Interviews, Reference Checks, Revised Proposals, Discussions 14
Protests 14
Accuracy of Proposals 15
Responsibility of Proposers 16
Confidentiality 16
Ex Parte Communications 17
Conflict of Interest 17
Disclosure of Governmental Position 17
Conditions to Agreement 17
Disqualification 18
Standard Terms and Conditions 18
Appendix A 19
Scope of Services 19
General Conditions 19
Remove Old and Install New Equipment 19
Products 20
Training 22
Customer Service/Support 22
Service Level Requirements 23
Preventive Maintenance 25
Security Requirements 26
Reporting Requirements 27
Appendix B 28
City Facilities 28
Appendix C 29
Current State Analysis 29
Appendix D 30
PROPOSAL FORMS TO BE RETURNED 30
Appendix E 32
Professional Services Agreement 32
This Agreement may be executed in counterparts, each of which shall be an original, but together shall constitute one and the same instrument. 43
INTRODUCTION
Purpose
The City of Downey (City) is seeking proposals for Managed Print Services (MPS).
Background Information:
The City of Downey, a charter city in southeast Los Angeles County with 112,000 residents (2021) and covering 12.57 square miles, seeks to implement a vendor contract to consolidate services and technology for approximately 148 owned and Multi-Function Devices (MFDs), desktop printers, and MFPs across various locations.
The rapidly growing City of Downey has an estimated population of 113,407 and is the 11th largest City in Los Angeles County. The City of Downey is comprised of 12 departments: City Manager, City Clerk, City Attorney, Columbia Space Center, Human Resources (HR), Finance, Community Development, Police, Fire, Public Works, Library, Parks and Recreation. The City may choose one or more firms to provide these services.
Proposals are invited from companies with proven experience completing the tasks outlined in this Request for Proposal (RFP).
Desired Outcomes
The City is seeking a comprehensive Managed Print Services (MPS) solution that achieves the following outcomes:
• Reduce overall print-related costs while maintaining or improving service levels
• Optimize and right-size the City’s print device fleet based on actual usage and operational needs
• Improve reliability, uptime, and responsiveness of service and support
• Enhance reporting, transparency, and cost allocation by department
• Improve user experience for printing, scanning, and document workflows
• Ensure compliance with security and data protection standards
• Support environmentally sustainable printing practices
The City expects Proposers to evaluate the current environment and provide a solution that aligns with these outcomes, including recommended device configurations, deployment strategies, and service models.
General Information
The RFP can be obtained through the City of Downey Vendor Registration and Bid Opportunities online