Copiers/Multi-Functional Devices

REQUEST FOR PROPOSALS (RFP)
Lease of Copiers/Multi-Functional Devices
and Maintenance
Issued April 16, 2026
Due May 15, 2026
The Village of Oak Park is requesting proposals to identify vendors to assure that it is receiving the
optimum level of services at a competitive price.
Proposals shall be returned on or before May 15, 2026 at 5:00 PM.

I. Introduction and Invitation to Submit Proposals
The Village of Oak Park (the "Village") is seeking proposals for an office equipment vendor (each,
a "Vendor" and collectively "Vendors") to provide office equipment, including new copiers and
printers, and maintenance of such office equipment. The Village is seeking to replace all of its
current copiers currently under lease agreements.
II. Submittal Procedures
A. Submission of Proposals
Proposals submitted in response to this Request for Proposals ("RFP") must be received no later
than 5:00 p.m. CST, May 15, 2026 ("Deadline'). Proposals will be accepted electronically only by
sending your proposal in PDF format to tcartagena@oak-park.us. Email submissions will be
accepted up and until the Deadline. Proposals that are received by the Village after the Deadline
will not be accepted.
B. Questions and Clarifications
Any RFP inquiries must be submitted via email to tcartagena@oak-park.us no later than April 30,
2026. At the Village's discretion, inquiry responses may be provided to the known list of RFP
recipients.
C. Optional Viewing
Upon a Vendor's request, the Village will permit a walk-through at Village locations, where existing
office equipment is located, in order to obtain a better understanding of the office equipment
setup and needs of the Village. Should a Vendor request a visit, a minimum one-week notice is
required by the Village.
Proposals will be reviewed by Village Staff, and a recommendation to enter into a new lease and
maintenance agreement will be presented to the Village of Oak Park Board of Trustees for
approval.
Other inquiries regarding this RFP shall be directed to Kevin Bueso, Chief Financial Officer, at
kevin.bueso@oak-park.us. However, please keep in mind that only a minimal amount of
information will be shared until the selection and award process is complete.
D. Presentation of Request for Qualifications
The Village reserves the right to select a short list of Vendors, at its own discretion, to present their
qualifications, respond to questions, and supply supplemental information.
E. Vendor Notification Procedure
Vendors will be notified in writing of further inquiries and/or decisions.

III. Rejection of Proposals
The Village reserves the right in its sole discretion to reject any or all proposals in whole or in part,
without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness.
If proposals fail to meet a requirement of the RFP, is incomplete, or contains irregularities, the
proposals may be rejected. A deviation is material to the extent that proposals are not in
substantial accordance with RFP requirements. Immaterial deviations may cause the proposals
to be rejected. The Village may or may not waive an immaterial deviation or defect in the
proposals. The Village's waiver of an immaterial deviation or defect shall in no way modify the RFP
or excuse the Vendor from full compliance with the RFP requirements. Proposals that contain false
or misleading statements will be rejected.
IV. Award and Execution of Contract
Subject to the Village's right to reject any or all proposals, the contract may be awarded in whole
or in part to the responsible vendor whose proposal conforms to the RFP and will be most
advantageous to the Village; price and other factors considered.
V. General Terms and Conditions
A. Taxes Not Applicable
The Village, as an Illinois home rule municipality, pays neither Illinois Sales Tax nor Federal Excise
Tax (State Tax Exemption Identification Number E9998-1823-06). Vendors should therefore
exclude such taxes from proposals.
B. Interpretation of the RFP
Any Vendor with a question about this proposal may request an interpretation thereof from the
Village. If the Village changes the proposal, either by clarifying it or by changing the specifications,
the Village will issue a written addendum and will email a copy of the addendum to all prospective
Vendors. The Village will not assume any responsibility of receipt of such addendum. In all cases,
it will be the Vendor's responsibility to obtain all addenda issued.
C. Competency of Vendor
The Village will reject any proposal from any person, firm or corporation that appears to be in
default or arrears on any debt, agreement or the payment of any taxes. The Village will make such
investigations as necessary to determine the ability of the Vendor to fulfill proposal requirements.
If requested, the Vendor should be prepared to present evidence to the Village of ability and
possession of necessary financial resources to comply with the terms and scope of services.
D. Subletting of Contract
No agreement awarded by the Village shall be assigned in whole or in part without the written
consent of the Village. In no case shall such consent relieve the Vendor from its obligations or
change the terms of the agreement.

E. Compliance with Requirements of Law
The Vendor must strictly comply with all with all applicable ordinances, codes, laws, statutes, rules
and regulations of the Village, the State of Illinois, County of Cook and the United States of
America, and all regulatory agencies thereof
F. Governing Law
All agreements entered into by the Village are governed by the laws of the State of Illinois without
regard to conflicts of law. Any action brought to enforce an agreement with the Village of Oak
Park must be brought in the state and federal courts located in Cook County, Illinois.
G. Anticipated RFP Schedule
Milestone Date
RFP issued April 16, 2026
Deadline for Vendor walkthrough requests April 24, 2026
Deadline for Vendor questions April 30, 2026
Village responses / addendum issued, if needed May 5, 2026
Proposals due (accepted electronically only) May 15, 2026 at 5:00 p.m.
Village evaluation period May 18-22, 2026
Vendor interviews / demonstrations, if needed May 26-27, 2026
Selection of recommended Vendor May 27, 2026
Anticipated Village Board consideration June 9, 2026
Contract execution / implementation kickoff June 9-16, 2026
Target installation and transition period June - July 2026
The above schedule is tentative and subject to change at the sole discretion of the Village. The
Village reserves the right to amend the schedule by addendum, extend deadlines, request
additional information, conduct interviews or demonstrations, and negotiate final contract terms
prior to making a recommendation to the Village Board of Trustees.
H. Term of Agreement
The Village desires to enter into an initial three (3) year equipment lease and maintenance
agreement ("Agreement"), with the option to extend the Agreement for up to two (2) additional
one-year renewal terms.
The total potential term of the Agreement must not exceed five (5) years, and will consist of:
* Initial Term: three (3) years
* First Optional Renewal Term: one (1) year
* Second Optional Renewal Term: one (1) year
Any renewal must be subject to: the mutual written agreement of the Village and the selected
Vendor; approval by the Village, as required; satisfactory vendor performance; continued need for
the equipment and services; and appropriation of funds.

Vendors must provide pricing for the initial three-year term and separate pricing for each optional
one-year renewal term, including both lease and maintenance costs. Vendors must clearly identify
any changes in lease payments, maintenance charges, per-copy charges, overage rates, supply
costs, service terms, or other fees applicable during the renewal periods.
VI. Requirements for Equipment and Maintenance
These detailed specifications are for the office equipment requested by the Village, as identified
in Section I of this RFP ("Equipment"), and the maintenance of such Equipment.
The Village is currently under a lease and corresponding copier maintenance agreement that
expires in June 2026. A full inventory under the existing lease is provided in Attachment E. The
Village desires to lease Equipment having identical, similar, or slightly better functionality
compared to the equipment listed on the inventory summary.
In addition to providing Equipment that is identical, similar, or better functionality to those units
detailed in Attachment E, Vendors may optionally submit an alternative proposal that seeks to
streamline or reduce the number of units required without impacting efficiency and/or
effectiveness of Village operations.
The Equipment includes, without limitation, copiers, printers, and other multi-function units which
satisfies the following requirements.
A. General Technical Requirements for Copier Functionality in Multi-function Units.
At a minimum, all digital copiersmust be:
* newly manufactured with no used or refurbished parts
* capable of copy speed of 30 ppm black & white and 30 ppm full color minimum
depending on average usage
* capable of scanning no less than 200 dpi
o direct to one or more email addresses as well as to a network file folder
o in black and white and color
o format must be an industry standard (e.g., PDF) and configurable iv. capable
of faxing
* capable of two-sided copying/scanning
* capable of date stamping
* capable of three hole punching
* capable of stapling minimum 50 sheet capacity
* capable of sorting/collating
* capable of reducing or enlarging
* capable of secured use and/or control via ID card utilizing Village's current
equipment (listed in Attachment E)
* capable of allowing functionality based on user
* capable of centralized management of user access and privileges
* capable of handling 8 12 X 11, 8 12 X 14 and 11 X 17 paper sizes for a minimum of
500 per type.
* capable of automatic feeding of at least 50 sheets
* capable of feeding envelopes for black and white printing
* hard drive encryption
* secure print / badge authentication compatibility
* data overwrite standards

* certificate of destruction/sanitization
* compatibility with Village network/security standards
* vendor background/security expectations for technicians
B. Technical Requirements for Printers:
At a minimum, all printers must be:
* capable of print speeds of 30 ppm minimum
* capable of handling 8 12 X 11, 8 12 X 14 and 11 X 17 paper sizes iv. capable
of 500 sheet capacity
* capable of network functionality
* capable of duplex printing
C. Reporting Requirements
At a minimum, all copiers and printers must provide reports of copy and print counts based on
user and functional department for defined dates and times.
D. Equipment Maintenance Requirements
i. Monitoring
All Equipment will be networked and will be monitored electronically for repair and toner/ink
status.
ii. Repairs
Vendor must provide service and repair support sufficient to keep all Equipment in reliable
operating condition. Vendor must respond to service calls within four (4) business hours of the
Village's service request.
If any Equipment remains inoperable or materially impaired for more than forty-eight (48)
business hours, Vendor must provide a comparable replacement or loaner Equipment, including
delivery, installation, configuration, and removal, at no additional cost to the Village.
Vendor must include in its proposal any service credits, fee reductions, or other remedies offered
if Vendor fails to meet the required response time, repair time, or loaner Equipment requirements.
At a minimum, the Village reserves the right to request a prorated maintenance credit for any
device that is unavailable or materially impaired beyond the required service period.
Repeated failure to meet service levels may be considered unsatisfactory performance and may
be grounds for contract remedies, including withholding payment, requiring a corrective action
plan, non-renewal, or termination as permitted under the final agreement.
Vendor must provide monthly service reports showing service calls, response times, repair
completion times, recurring issues, downtime by device, and any applicable service credits.
E. Delivery and Installation of Equipment
i. Delivery and Installation Requirements

The Vendor must state in its proposal the number of business days necessary for delivery and
installation of equipment. Vendor must detail all anticipated expenses that will be incurred by
the Village for the delivery and installation of equipment. The Village will not be liable for
expenses not detailed in the RFP response. The vendor shall invoice the Village for delivery and
installation upon written acceptance of the equipment by the Village. The selected vendor shall
be responsible for uninstalling/disconnecting the existing equipment, moving all the existing
equipment to a dedicated space at Village Hall or other location for pickup by the former vendor,
and then installing the new equipment.
ii. Training and Materials
Delivery and installation cost must include on-site training by a fully qualified representative of
the vendor. All user manuals and operating guides must also be provided with the equipment. The
date of the equipment training shall be chosen by the Village after delivery and installation.
iii. End of Contract
The Vendor is responsible for, and must state any costs associated with, the de- installation and
haul away of the Equipment at the end of the lease, including the destruction or erasure of data
contained on copier hard-drives. The Village will not be liable for any costs not specifically detailed
in the RFP response.
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If a Vendor cannot meet any of the specifications, expectations, or services in this Section [VI], or
takes exception to any of the terms or conditions presented, these exceptions should be distinctly
noted in the appropriate sections. If no exceptions are presented, the Village will assume full
compliance with the requirements as described in this Section [VI].
VII. Proposal Instructions and Format Requirements
Proposals must be prepared simply and economically, providing a straight-forward, concise
description of Vendor capabilities to satisfy the requirements of this request.
For each submission, special bindings, colored displays, promotional materials, etc., are not
desired. If using tabs, please ensure each tab is labeled with a number or letter.
Emphasis must be placed on completeness, simplicity, and clarity of content. Please do not
include any advertisement or promotional material in your response. All proposals should be in
the following format:
1. Cover Letter
2. Table of Contents
3. Vendor Background
4. Proposed Scope of Service
5. Proposed Schedule of Implementation
6. References
7. Cost Proposal
8. Template or Draft of Vendor's Lease and Maintenance Contracts

9. Attachments
The desired information for each of these sections is described below.
i. Cover Letter
The cover letter of the proposal must contain the name of the Vendor (and/or third-party vendors),
the address of the proposing officer(s), and the contact information of the individual(s) authorized
to answer technical, price, and contract questions. Contact information should include telephone
number, mailing address, and email address. The cover letter must be signed by a person or
persons authorized to bind the Vendor(s).
ii. Table of Contents
The contents of the proposal must be included in an index at the beginning of the proposal to
include all contents and attachments.
iii. Vendor Background
The proposal must include the full name and principal address of the Vendor. The response must
include the state in which the Vendor is incorporated to operate and the date of incorporation, if
applicable.
The Village requests that Vendors provide the names of a designated account executive or
relationship manager, as well as an alternate contact for the executive or relationship manager.
The designated account executives must have the authority to make timely decisions in the
normal course of business. In addition, the response must describe the organization and any
additional staff team which would service the account. The response must provide a listing of the
entire proposed staff team, including name, title, and length of service with the Vendor. Additional
qualifications and experience on similar accounts may be included.
iv. Proposed Scope of Services
The proposal must clearly and succinctly describe the scope of services to be provided. Please
provide a table in Excel format that includes the following information:
1. List each unit summarized in Attachment E with the recommended
replacement Equipment. Please include a full description and model number
of the proposed replacement equipment.
2. Maintenance, servicing costs, and service level details for all Equipment.
3. Details as to the Vendor's standard service levels, response times,
number of technicians serving this area, and problem reporting
methodologies.
4. Cost and financing options for the Equipment.
5. Technical specifications on the following:

a. Imaging/feeder speed;
b. Printing speed;
c. Copies/output before scheduled maintenance.
6. Detailed and itemized pricing for the Equipment which includes:
a. Monthly lease payment details;
b. Total copies included (for maintenance, etc.);
c. Per copy charge for overages.
If there are any services offered in addition to what the Village has requested that may be of
interest to the Village, please describe those in an additional subsection at the end of the
response to the scope of services.
v. Proposed Schedule of Implementation
The proposal must describe the proposed conversion plan to ensure a smooth transition of
services and equipment from the Village's current provider. Discuss the implementation effort and
lead time that would be required to establish the services and provide the Equipment requested
in this RFP. Include the detailed steps involved and the proposed schedule for meeting each step.
vi. References
The proposal must provide a list of client references of similar sized and/or municipal accounts
which the Vendor (i) has served over the past two years and (ii) is currently serving. The response
must provide three references at a minimum, with a contact person, telephone number, and email
address for each referenced customer.
vii. Cost Proposal; Required Pricing Schedule
To allow the Village to compare proposals on an equal basis, Vendors must submit a side-by-side
pricing schedule in Excel format. The pricing schedule must include, at minimum, the following
information for each proposed device:
Required Pricing Item V endor Response
Existing Village device being replaced
Proposed replacement make/model
Department/location
Monthly equipment lease cost
Monthly maintenance/base cost
Included B&W pages per month
Included color pages per month
B&W overage rate per page
Color overage rate per page
Delivery/installation cost
Training cost, if any
End-of-term removal/haul-away cost
Hard-drive/data wipe cost
Certificate of data destruction/sanitization cost
Other recurring fees

Other one-time fees
Total monthly cost by device
Total 36-month cost by device
Vendors must also provide the following summary totals for all the Equipment:
Summary Pricing Item V endor Response
Total monthly lease cost for all devices
Total monthly maintenance/base cost for all devices
Total estimated monthly cost for all devices
Total estimated annual cost
Total estimated 36-month cost
Optional 48-month cost
Optional 60-month cost
Cost of first one-year renewal term
Cost of second one-year renewal term
All pricing must be fully detailed and include all costs necessary for: providing the Equipment,
maintenance, supplies, service, delivery, installation, training, transition, end-of-term removal,
and data destruction/sanitization services requested in this RFP. Any cost not specifically
identified in the proposer's pricing schedule may be deemed included at no additional cost to the
Village.
Proposals with vague, incomplete, bundled, or non-comparable pricing may be deemed non-
responsive.
viii. Template or Draft of Vendor's Lease and Maintenance Contracts
All Vendors must provide their standard template or a draft of the required Lease and
Maintenance Contracts which must be thoroughly reviewed and approved by the Village's legal
staff prior to the recommendation and selection of the vendor.
ix. Attachments
All proposals must include the following attachments:
A. Tax Compliance Certificate
B. EEO Report
C. Decline to propose (if needed)
D. Existing Inventory of Copiers
VIII. Section IV. Proposal Evaluation and Selection Critera
Proposals will be evaluated by Village staff based on the criteria outlined herein. The criteria may
be weighted by the Village in a manner it deems appropriate. All proposals will be evaluated using
the same criteria and weighting. The Village will consider the following criteria:
A. Responsiveness to RFP
The Village will consider all the material submitted by the Vendor to determine whether the