Downers Grove Park District Copier Replacement and Maintenance Contract RFP 2026
Downers Grove Park DistrictSpecial District · Downers Grove, IL- Due
- Oct 23, 2026
- Deadline passed
- Contract term
- 3 years
- Primary contact
- Chris Kapus
- (630) 960-4566
The 30-second brief
The Downers Grove Park District is soliciting proposals to select a single vendor to replace its current fleet of seven Canon multifunction copiers with new color multifunction units. The procurement includes a three-year lease and maintenance contract covering all parts, labor, onsite repair, software/firmware updates, and unlimited OEM toner at no additional cost. The scope requires machines capable of at least 65-ppm B/W and 60-ppm color, featuring secure PIN printing, cloud printing from mobile devices, and finishing options like stapling and hole punching. Proposals are due October 23, 2026, with a contract start date of February 1, 2027. A notification of intent to respond and clarification questions are due by September 25, 2026.
Proposal Form, Certifications & Assurances, Work Plan, Team Bios, Pricing Model
Industry expertise, customer service quality, service structure, ease of use, vendor stability, account management, reporting, financials
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Summary
The Downers Grove Park District is soliciting proposals to select a single vendor to replace its current fleet of seven Canon multifunction copiers with new color multifunction units.
The procurement includes a three-year lease and maintenance contract covering all parts, labor, onsite repair, software/firmware updates, and unlimited OEM toner at no additional cost. The scope requires machines capable of at least 65-ppm B/W and 60-ppm color, featuring secure PIN printing, cloud printing from mobile devices, and finishing options like stapling and hole punching. Proposals are due October 23, 2026, with a contract start date of February 1, 2027. A notification of intent to respond and clarification questions are due by September 25, 2026.
EVALUATION CRITERIA
8- Industry expertise
- Customer service quality
- Service structure
- Ease of use
- Vendor stability
- Account management
- Reporting
- Financials
REQUIRED DELIVERABLES
5- Proposal Form
- Certifications & Assurances
- Work Plan
- Team Bios
- Pricing Model
REQUIRED ATTACHMENTS
3- Appendix A - Current Copier Inventory Specifications
- Proposal Form
- Certifications & Assurances
REQUIRED STAFFING
account management, technical support
- Submit to
- [email protected]
- Scope location
- Downers Grove, IL
Questions about this RFP
How do I respond to this RFP from Downers Grove Park District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 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: [email protected]. For questions, contact Chris Kapus.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Downers Grove Park District in IL, 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 Chris Kapus at (630) 960-4566. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: account management, technical support. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Proposal Form, Certifications & Assurances, Work Plan, Team Bios, Pricing Model. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Industry expertise, customer service quality, service structure, ease of use, vendor stability, account management, reporting, financials" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Downers Grove Park District?
All active and historical solicitations from Downers Grove Park District are tracked and searchable. As a special district agency, Downers Grove Park District 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 3 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: Appendix A - Current Copier Inventory Specifications, Proposal Form, Certifications & Assurances. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Downers Grove Park District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Downers Grove, IL. Review the full solicitation for detailed scope requirements.
