Active SLED Opportunity · CALIFORNIA · CITY OF DOWNEY
AI Summary
The City of Downey seeks proposals for Managed Print Services to consolidate and optimize approximately 148 print devices across city departments. The goal is to reduce costs, improve service reliability, enhance security, and support sustainability. Proposals are due May 18, 2026.
CITY OF DOWNEYREQUEST FOR PROPOSAL FORMANAGED PRINT SERVICESProposal Release Date:04/24/2026Proposal Submittal Due Date:05/18/2026 at 5:00pmPREPARED BY:FINANCE DEPARTMENT11111 Brookshire AvenueDowney, CA 90241Office: (562) 904-7257Email: purchasing@downeyca.orgTable of ContentsINTRODUCTION 4Purpose 4Background Information: 4Desired Outcomes 4General Information 5Electronically Uploaded Proposals 5Examination of RFP and Sites of Work (Including Mandatory Walkthrough) 5Questions & Clarifications 6Term of Engagement 7Schedule of Events 7PROPOSAL REQUIREMENTS 8Proposer’s Minimum Requirements 8Proposal Format Guidelines 8Proposer’s Response 8Pricing Proposal 10Authority to Withdraw RFP and/or Not Award Contract 10Right to Reject Proposal 10Withdrawal of Proposal 10Discrepancies in Proposal Documents 11Oral Statements 11Sample Professional Service Agreement 11Insurance & W-9 Requirements 11EVALUATION 13Evaluation Criteria 13Evaluation of Proposals and Selection Process 13Responsiveness Screening 13Initial Proposal Review 13Interviews, Reference Checks, Revised Proposals, Discussions 14Protests 14Accuracy of Proposals 15Responsibility of Proposers 16Confidentiality 16Ex Parte Communications 17Conflict of Interest 17Disclosure of Governmental Position 17Conditions to Agreement 17Disqualification 18Standard Terms and Conditions 18Appendix A 19Scope of Services 19General Conditions 19Remove Old and Install New Equipment 19Products 20Training 22Customer Service/Support 22Service Level Requirements 23Preventive Maintenance 25Security Requirements 26Reporting Requirements 27Appendix B 28City Facilities 28Appendix C 29Current State Analysis 29Appendix D 30PROPOSAL FORMS TO BE RETURNED 30Appendix E 32Professional Services Agreement 32This Agreement may be executed in counterparts, each of which shall be an original, but together shall constitute one and the same instrument. 43INTRODUCTIONPurposeThe 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 OutcomesThe 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 practicesThe 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 InformationThe RFP can be obtained through the City of Downey Vendor Registration and Bid Opportunities online Pre-Bid Meeting Information: Yes Online Q&A: Yes Location Information: Department: Finance - Purchasing Address: 11111 Brookshire Ave County: Los Angeles Other Details: Request for Proposals Released April 24, 2026 12:00 PMMandatory Walkthrough May 7, 20266 8:00 AM – 12:00 PMDeadline for Written Questions May 11, 2026 5:00 PMAddendum Issued (if necessary) May 13, 2026 N/AEvaluation May 19 – 26, 2026 N/AInterviews (if necessary) May 27 – June 2, 2026 N/ANotification of Tentative Selection June 5, 2026 N/ATentative City Council Meeting to Consider Awarding Contract June 23, 2026 N/AImplementation Begins July 1, 2026 N/A
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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