City of Conroe Sealed Solicitation

Title: Managed Print Services

Deadline: 7/10/2025 2:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Deadline Expired

Solicitation Number: 0710-2025

Description: The City of Conroe is soliciting sealed proposals from qualified vendors to provide a comprehensive, city-wide printer and copier management solution. The selected vendor will be responsible for the procurement, installation, maintenance, and ongoing management of all multifunction printers (MFPs), copiers, and associated print services across all City departments and facilities.


Documents:

Documents as of 6/6/2025
City_of_Conroe_Managed_Print_Services_RFP.pdf
Addition 1

Posted: 6/11/2025

Type of Addition: Addendum #1

Overview: Print job records overview.

Solicitation #: 0710-2025

Documents:

Addition 2

Posted: 7/1/2025

Type of Addition: Addendum #2

Overview: Q&A

Documents:

Question 1

Posted: 6/9/2025

Question: In Section 5, Budget and Estimated Pricing, There is an Excel Spreadsheet entitled "Cost Model" that references Models of Printers such as "Network Printer / A234," among others. Can you please detail what your capabilities and/or requirements are for each of these models such as color vs B&W, pages per minute, etc.?

Response: If your company has a standard model(s) that would be used to replace what's listed please provide that model(s) capabilities.

Question 2

Posted: 6/9/2025

Question: In Section 5, Budget and Estimated Pricing, There is an Excel Spreadsheet entitled "Cost Model" that references Models of Printers such as "Network Printer / A234," among others. We have searched for what these models could mean and have not found anything. Can you please provide us with what manufacturer and manufacturer's model number all of these categories are referring to so we can provide equivalents? Also, does the City of Conroe know what accessories they would like on each model such as paper drawers, staple finishing capabilities, etc.?

Response: That is actually the model suggested by them (not us) for what they would use to replace.  Essentially, if they have a standard model(s) they would use, what are its capabilities

Question 3

Posted: 6/9/2025

Question: Apologies, but every google search of "Network Printer / A234" , "Copier / B947", "Plotter / W928" etc., or combinations thereof and utilizing the most popular manufacturers before the numbers such as Xerox A234 or Ricoh B947 are returning no results. Can you please provide us with the exact manufacturer (such as Xerox, Ricoh, Sharp, etc.) and model number so prospective bidders can provide the City of Conroe with an appropriate recommendation.

Response: The printer models listed in the RFP are not actual printers, nor are they in use by the City of Conroe. They are example models provided to the vendor that the vendor should provide in return as part of their proposal. The purpose is to show what printer models they recommend for replacing Conroe’s existing devices—including network printers, copiers, and USB-connected printers. This section allows the vendor to demonstrate their standard offerings and the capabilities of the equipment they would deploy, should they be selected. The City will use this information during evaluation to assess compatibility, feature sets, and overall fit for our environment.

Question 4

Posted: 6/9/2025

Question: In 2.1, "Original RFP Document" it states that the RFP Documents are: 1. This RFP 2. Schedule 1 – Managed Print Services RFP Vendor Requirements including • Printer Device Specifications • Technical & Managed Services Capabilities • Security & Privacy Capabilities • Vendor Qualifications/Engagement/Administration Capabilities We are not seeing Schedule 1 in the documents currently in the vendor portal. The printer device specifications, among other things, is what we were seeking when we were asking about the excel table in the "Cost Model." Can Schedule 1 please be added to the vendor portal?

Response: Schedule 1 – Printer Hardware: Networked Printers - 210 Local Printers - 300 Faxes - 5 Copiers/Plotters - 10 For “printer device specifications” to ensure fairness during the quoting process, we are providing the count and would like the vendor to provides the a replacement model and it’s capabilities to assist with determining if the models are adequate. The printer models listed in the RFP are not actual printers, nor are they in use by the City of Conroe. They are example models provided to the vendor that the vendor should provide in return as part of their proposal. The purpose is to show what printer models they recommend for replacing Conroe’s existing devices—including network printers, copiers, and USB-connected printers. This section allows the vendor to demonstrate their standard offerings and the capabilities of the equipment they would deploy, should they be selected. The City will use this information during evaluation to assess compatibility, feature sets, and overall fit for our environment.

Question 5

Posted: 6/10/2025

Question: Is there any way a list of the current fleet devices/models can be provided along with their basic configurations? Also, could we obtain a monthly average usage detailing how many b/w & color copies are made by printer type, i.e. Networked Printers, Local Printers, Copiers/Plotters?

Response: No, no models, only the type and count approximations included in the RFP. Yes, I am providing a 3 month window approximation, and these numbers are likely low because we just started using the service, see Addendum 1.

Question 6

Posted: 6/16/2025

Question: Hello, will there be an opportunity for vendors to participate in an in person presentation during this initial RFP round?

Response: There is no pre-bid meeting scheduled at this time.

Question 7

Posted: 6/27/2025

Question: Hello, in regards to Schedule 1 and verbiage around it, the RFP states the Schedule 1 document was included. We are not seeing that as a part of the bid documents. In order for us to sign off on the T's & C's, we unfortunately cannot do so unless we have a copy. Can you please provide?

Response: We have already responded to this question. Please see the public solicitation.

Question 8

Posted: 6/27/2025

Question: We would like to request a comprehensive list of all equipment models currently in use, along with their respective usage volumes. Understanding this information is critical for us to identify any over- or under-utilized devices and outdated equipment. This will help us right-size your print environment and develop a tailored solution that effectively meets your needs.

Response: To keep the bids fair based on current equipment, we will not provide any additional information until the bids are received.

Posted: 6/11/2025

Type of Addition: Addendum #1

Overview: Print job records overview.

Solicitation #: 0710-2025

Documents:

Posted: 7/1/2025

Type of Addition: Addendum #2

Overview: Q&A

Documents:

Posted: 6/9/2025

Question: In Section 5, Budget and Estimated Pricing, There is an Excel Spreadsheet entitled "Cost Model" that references Models of Printers such as "Network Printer / A234," among others. Can you please detail what your capabilities and/or requirements are for each of these models such as color vs B&W, pages per minute, etc.?

Response: If your company has a standard model(s) that would be used to replace what's listed please provide that model(s) capabilities.

Posted: 6/9/2025

Question: In Section 5, Budget and Estimated Pricing, There is an Excel Spreadsheet entitled "Cost Model" that references Models of Printers such as "Network Printer / A234," among others. We have searched for what these models could mean and have not found anything. Can you please provide us with what manufacturer and manufacturer's model number all of these categories are referring to so we can provide equivalents? Also, does the City of Conroe know what accessories they would like on each model such as paper drawers, staple finishing capabilities, etc.?

Response: That is actually the model suggested by them (not us) for what they would use to replace.  Essentially, if they have a standard model(s) they would use, what are its capabilities

Posted: 6/9/2025

Question: Apologies, but every google search of "Network Printer / A234" , "Copier / B947", "Plotter / W928" etc., or combinations thereof and utilizing the most popular manufacturers before the numbers such as Xerox A234 or Ricoh B947 are returning no results. Can you please provide us with the exact manufacturer (such as Xerox, Ricoh, Sharp, etc.) and model number so prospective bidders can provide the City of Conroe with an appropriate recommendation.

Response: The printer models listed in the RFP are not actual printers, nor are they in use by the City of Conroe. They are example models provided to the vendor that the vendor should provide in return as part of their proposal. The purpose is to show what printer models they recommend for replacing Conroe’s existing devices—including network printers, copiers, and USB-connected printers. This section allows the vendor to demonstrate their standard offerings and the capabilities of the equipment they would deploy, should they be selected. The City will use this information during evaluation to assess compatibility, feature sets, and overall fit for our environment.

Posted: 6/9/2025

Question: In 2.1, "Original RFP Document" it states that the RFP Documents are: 1. This RFP 2. Schedule 1 – Managed Print Services RFP Vendor Requirements including • Printer Device Specifications • Technical & Managed Services Capabilities • Security & Privacy Capabilities • Vendor Qualifications/Engagement/Administration Capabilities We are not seeing Schedule 1 in the documents currently in the vendor portal. The printer device specifications, among other things, is what we were seeking when we were asking about the excel table in the "Cost Model." Can Schedule 1 please be added to the vendor portal?

Response: Schedule 1 – Printer Hardware: Networked Printers - 210 Local Printers - 300 Faxes - 5 Copiers/Plotters - 10 For “printer device specifications” to ensure fairness during the quoting process, we are providing the count and would like the vendor to provides the a replacement model and it’s capabilities to assist with determining if the models are adequate. The printer models listed in the RFP are not actual printers, nor are they in use by the City of Conroe. They are example models provided to the vendor that the vendor should provide in return as part of their proposal. The purpose is to show what printer models they recommend for replacing Conroe’s existing devices—including network printers, copiers, and USB-connected printers. This section allows the vendor to demonstrate their standard offerings and the capabilities of the equipment they would deploy, should they be selected. The City will use this information during evaluation to assess compatibility, feature sets, and overall fit for our environment.

Posted: 6/10/2025

Question: Is there any way a list of the current fleet devices/models can be provided along with their basic configurations? Also, could we obtain a monthly average usage detailing how many b/w & color copies are made by printer type, i.e. Networked Printers, Local Printers, Copiers/Plotters?

Response: No, no models, only the type and count approximations included in the RFP. Yes, I am providing a 3 month window approximation, and these numbers are likely low because we just started using the service, see Addendum 1.

Posted: 6/16/2025

Question: Hello, will there be an opportunity for vendors to participate in an in person presentation during this initial RFP round?

Response: There is no pre-bid meeting scheduled at this time.

Posted: 6/27/2025

Question: Hello, in regards to Schedule 1 and verbiage around it, the RFP states the Schedule 1 document was included. We are not seeing that as a part of the bid documents. In order for us to sign off on the T's & C's, we unfortunately cannot do so unless we have a copy. Can you please provide?

Response: We have already responded to this question. Please see the public solicitation.

Posted: 6/27/2025

Question: We would like to request a comprehensive list of all equipment models currently in use, along with their respective usage volumes. Understanding this information is critical for us to identify any over- or under-utilized devices and outdated equipment. This will help us right-size your print environment and develop a tailored solution that effectively meets your needs.

Response: To keep the bids fair based on current equipment, we will not provide any additional information until the bids are received.