Request for Proposal for Multi-Function Devices/Copiers/Printers

The Village of Sugar Grove will receive proposals from Office Equipment Vendors  to provide multi-function devices/copiers/printers and maintenance of the leased equipment.

Request for Proposal for Multi-Function Devices/Copiers/Printers

Proposals will be accepted at the Village of Sugar Grove, 10 S. Municipal Drive, Sugar Grove, Illinois, 60554, Monday through Friday, 8:00 A.M. to 4:30 P.M. Each vendor shall provide one (1) hard copy of their proposal in a sealed envelope titled “RFP-COPIER 2019,” as well as one (1) electronic proposal via email to Hard copies of the submission must be postmarked by July 25, 2019. Email submissions will be accepted until the close of business on July 25, 2019 at 4:30 pm. Proposals that are received by the Village after the specified time will not be accepted.

Proposals will be reviewed and the results of the review will be presented to the Village Board of Trustees of the Village of Sugar Grove.

Inquiries regarding this RFP shall be directed to:

Alison Murphy, Senior Management Analyst,

Written questions must be submitted no later than July 18, 2019 at 4:30 p.m. Responses will be emailed to all vendors who provide an email and also posted to the Village website, as received, with the final responses provided no later than July 22, 2019.


Questions and responses as of July 19, 2019

  1. What is the time frame for delivery and/or installation of the equipment?

We are looking to have the Board approve a vendor at the August 6, 2019 board meeting. Our current contract is up on September 12, 2019 so our new equipment should be delivered and installed and ready to go before then.


  1. What is the scale associated with the grading criteria for this RFP (price based at? service based at? credibility based at?)

The proposals will be evaluated from an overall perspective with the six criteria weighted evenly. There is not one aspect of the proposal that takes precedent over the others.


  1. Do you have space limitations for the equipment?

Our space availability is pretty similar to what our current equipment is. The space requirement dimensions for the C554E and C454E current copiers are 36.9″ (W) x 49.0″ (D) x 36.3″ (H) per the KM Specification and Installations Guide. The C364E space requirements are 36.9″ (W) x 47.8″ (D) x 30.7″ (H).

The C253 space requirements are similar to the C364E 36.9″ (W) x 47.8″ (D) x 30.7″ (H).


  1. Will you need assistance removing any of the previous copiers and/or relocating them anywhere?

No, our contract calls for our current vendor to handle removing our existing equipment.


  1. What is the number of users in total?

The Village of Sugar Grove has 52 employees.  The Library has 13 employees.


  1. Do you require the repository per department or all departments together?

One repository for all Village Departments together. The Library is a separate entity.


7.  In this RFP it looks like you want 4 drawers of 500 sheets each, then just below that it states configure the drawers based on current volume. Is it up to what the vendor thinks is correct or do you want the high capacity or the 4 drawers?

Please determine what you think is correct based on our usage.

8. Should the proposed copiers have the same speeds as the current copiers or should the speeds be based on current usage?

Please determine what you think is correct based on our usage.


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