City of Mercedes Managed Print Services RFP 2026-003
City of MercedesCity · Mercedes, TX- Due
- Sep 23, 2026
- Deadline passed
- Posted
- Aug 26, 2026
- Contract term
- 5 years
- Primary contact
- Joselynn Castillo
- (956) 565-3114
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THE 30-SECOND BRIEF
The City of Mercedes is soliciting sealed proposals for Managed Print Services (RFP # 2026-003). The scope includes providing a standardized fleet of approximately 11 copiers/MFPs and 15 desktop printers across 7 city sites, including City Hall, Library, Police, Public Works, and Fire departments. Requirements include 3, 4, or 5-year lease terms, newly manufactured hardware, automated toner replenishment, and a Service Level Agreement (SLA) with a 95% uptime guarantee and 4-hour emergency on-site response. Data security features like hard drive encryption and NIST SP 800-88 compliant end-of-lease wiping are mandatory. Proposals are due September 23, 2026, with a question deadline of September 9, 2026. Bidders must be bonded.
One original and one electronic copy of the proposal, Business Profile, Cost Breakdown, Technical & Equipment Recommendations, References & SLA Metrics
Fleet sizing, device features, cost-per-page rates, local service coverage, vendor qualifications
SUMMARY
The City of Mercedes is soliciting sealed proposals for Managed Print Services (RFP # 2026-003).
The scope includes providing a standardized fleet of approximately 11 copiers/MFPs and 15 desktop printers across 7 city sites, including City Hall, Library, Police, Public Works, and Fire departments. Requirements include 3, 4, or 5-year lease terms, newly manufactured hardware, automated toner replenishment, and a Service Level Agreement (SLA) with a 95% uptime guarantee and 4-hour emergency on-site response. Data security features like hard drive encryption and NIST SP 800-88 compliant end-of-lease wiping are mandatory. Proposals are due September 23, 2026, with a question deadline of September 9, 2026. Bidders must be bonded.
EVALUATION CRITERIA
5- Fleet sizing
- Device features
- Cost-per-page rates
- Local service coverage
- Vendor qualifications
REQUIRED DELIVERABLES
5- One original and one electronic copy of the proposal
- Business Profile
- Cost Breakdown
- Technical & Equipment Recommendations
- References & SLA Metrics
REQUIRED ATTACHMENTS
3- Attachment A (Historical/Estimated Monthly Page Count)
- Proof of insurance
- Manufacturer authorization letters
- Submit to
- Mercedes City Hall, 400 S. Ohio Ave., Mercedes, TX 78570
- Duration
- 60 months
- Scope location
- Mercedes, TX
Questions about this RFP
How do I respond to this RFP from City of Mercedes?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 23, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Mercedes City Hall, 400 S. Ohio Ave., Mercedes, TX 78570. For questions, contact Joselynn Castillo.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Mercedes in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Joselynn Castillo at (956) 565-3114. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: One original and one electronic copy of the proposal, Business Profile, Cost Breakdown, Technical & Equipment Recommendations, References & SLA Metrics. Proposals should clearly address how each deliverable will be met.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Fleet sizing, device features, cost-per-page rates, local service coverage, vendor qualifications" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Mercedes?
All active and historical solicitations from City of Mercedes are tracked and searchable. As a city agency, City of Mercedes regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment A (Historical/Estimated Monthly Page Count), Proof of insurance, manufacturer authorization letters. Review the full document from City of Mercedes for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Mercedes, TX. Review the full solicitation for detailed scope requirements.