St. Charles County IFB 26-104 Multifunction Copier Replacements - 2026
St. Charles CountyCounty · St. Charles, MO- Due
- Oct 20, 2026
- Deadline passed
- Posted
- Oct 6, 2026
- Contract term
- 4 years
- Primary contact
- Lenore Moore
- (636) 949-7589
The 30-second brief
St. Charles County Government is soliciting bids from qualified vendors for the purchase, delivery, installation, configuration, training, maintenance, and support of approximately 40 new multifunction copier/printer devices (MFPs) located throughout County departments and facilities. The successful vendor shall provide a turnkey copier replacement program with current-generation commercial equipment, including an effective four-year comprehensive maintenance and support agreement. The procurement requires compatibility with Windows 11 and a Microsoft-based enterprise environment, secure/held print, network printing and copying, color scanning, paper handling, finishing options, integrated analog fax modules where required, and robust information security standards. Bids are due by 10:00 am on 10/20/26, with questions due by 3:00 pm on 10/13/26. The contract term is 4 years.
Approximately 40 new multifunction copier/printer devices (MFPs), Delivery, Installation, Configuration, Training, 4-year maintenance and support program, Accessories, Finishers, Software, Licenses, And related components
Reliability and expected serviceability of proposed equipment, suitability of equipment and configurations for County operations, local service capability and response commitments, four-year total cost of ownership, equipment purchase price and maintenance pricing, security and administrative capabilities, OEM support and warranty, vendor experience and references, implementation approach and schedule, bid completeness and clarity
Hear what St. Charles County plans next before it's posted.
Get alerts freeFree account · 30-second setup · No credit card
Summary
St.
Charles County Government is soliciting bids from qualified vendors for the purchase, delivery, installation, configuration, training, maintenance, and support of approximately 40 new multifunction copier/printer devices (MFPs) located throughout County departments and facilities. The successful vendor shall provide a turnkey copier replacement program with current-generation commercial equipment, including an effective four-year comprehensive maintenance and support agreement. The procurement requires compatibility with Windows 11 and a Microsoft-based enterprise environment, secure/held print, network printing and copying, color scanning, paper handling, finishing options, integrated analog fax modules where required, and robust information security standards. Bids are due by 10:00 am on 10/20/26, with questions due by 3:00 pm on 10/13/26. The contract term is 4 years.
EVALUATION CRITERIA
10- Reliability and expected serviceability of proposed equipment
- Suitability of equipment and configurations for County operations
- Local service capability and response commitments
- Four-year total cost of ownership
- Equipment purchase price and maintenance pricing
- Security and administrative capabilities
- OEM support and warranty
- Vendor experience and references
- Implementation approach and schedule
- Bid completeness and clarity
REQUIRED DELIVERABLES
11- Approximately 40 new multifunction copier/printer devices (MFPs)
- Delivery
- Installation
- Configuration
- Training
- 4-year maintenance and support program
- Accessories
- Finishers
- Software
- Licenses
- Related components
REQUIRED ATTACHMENTS
20- Completed Attachment B - Vendor Equipment and Pricing Schedule
- Detailed specifications/product literature for each proposed model
- 4-year maintenance methodology and pricing
- On-site service response and escalation commitments
- Local technician staffing
- Parts inventory/support description
- Loaner/extended-outage policy
- Preventive maintenance program
- Toner/supply program
- Security capabilities and data-sanitization process
- Disclosure of remote monitoring
- Warranty information
- Vendor-proposed implementation timeline
- Trade-in/removal/disposal options
- Three comparable references
- Exceptions/deviations section
- Affidavit of Work Authorization (E-Verify)
- Audit Clause for Contracts information
- Anti-Discrimination Against Israel Act Certification
- Buy American certification
- Submit to
- St. Charles County Finance Department, 201 North Second Street, Room 541, St. Charles, MO 63301
- Scope location
- St. Charles, MO
Questions about this BID
How do I respond to this Bid from St. Charles County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 20, 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: St. Charles County Finance Department, 201 North Second Street, Room 541, St. Charles, MO 63301. For questions, contact Lenore Moore.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including St. Charles County in MO, 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 Bid 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 Lenore Moore at (636) 949-7589. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Approximately 40 new multifunction copier/printer devices (MFPs), Delivery, Installation, Configuration, Training, 4-year maintenance and support program, Accessories, Finishers, Software, Licenses, And related components. 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: "Reliability and expected serviceability of proposed equipment, suitability of equipment and configurations for County operations, local service capability and response commitments, four-year total cos..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from St. Charles County?
All active and historical solicitations from St. Charles County are tracked and searchable. As a county agency, St. Charles County 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 4 years. Contract terms may include renewal options.
What documents are required to bid on this Bid?
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: Completed Attachment B - Vendor Equipment and Pricing Schedule, detailed specifications/product literature for each proposed model, 4-year maintenance methodology and pricing, on-site service response. Review the full document from St. Charles County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: St. Charles, MO. Review the full solicitation for detailed scope requirements.