HomeMy WebLinkAboutResolution 2026-34158RESOLUTION NO. 2026-34158
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR PROPOSALS NO. 2025.289-
DF, FOR MANAGED PRINT SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CANON U.S.A.,
INC., AS THE TOP -RANKED PROPOSER FOR OPTION A; FURTHER, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH CANON U.S.A., INC., AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH TOSHIBA AMERICA BUSINESS SOLUTIONS,
INC., AS THE SECOND -RANKED PROPOSER FOR OPTION A; AND
FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on June 25, 2025, the Mayor and City Commission authorized the issuance
of Request for Proposals 2025-289-DF (the "RFP") for managed print services; and
WHEREAS, the RFP was released on June 27. 2025; and
WHEREAS, a voluntary pre -proposal meeting was held on July 9, 2025; and
WHEREAS, the City received proposals from the following firms for Option A for the Lease
of Equipment and Option B for the Rental of Equipment:
Option A: Lease of Equipment
• Advanced Business Solutions — FL, LLC
• Advanced Document Solutions, Inc.
• Canon U.S.A., Inc.
• Deronceler LLC
• Dex Imaging, LLC
• Marco Technologies, LLC
• Sharp Electronics Corporation
• Toshiba America Business Solutions, Inc.
• Xerox Corporation
Option B: Rental of Equipment
• Advanced Document Solutions, Inc.
• Deronceler LLC
• Marco Technologies, LLC
• Sharp Electronics Corporation
• Toshiba America Business Solutions, Inc.
• Xerox Corporation; and
WHEREAS, the proposals from Deronceler LLC were deemed non -responsive for failure
to provide evidence meeting the minimum requirements; and
WHEREAS, further, the Option B proposal submitted by Marco Technologies, LLC was
not considered for failing to submit a completed Cost Proposal Form for the Rental of Equipment;
and
WHEREAS, on December 3, 2025, the City Manager appointed an Evaluation Committee
via LTC # 508-2025; and
WHEREAS, the Evaluation Committee was comprised of Regis Barbou, Assistant City
Clerk, Office of the City Clerk, Theresa Buigas, Administrative Services Manager, Procurement
Department, Nattaly Cuervo, Sr. Administrative Manager, Finance Department, Isadore
Gonzalez, Budget Analyst, Office of Management and Budget, Lindsey Precht, Assistant Director,
Environment & Sustainability Department, and Frank Quintana, Chief Information Officer,
Information Technology Department; and
WHEREAS, the Evaluation Committee convened on January 21, 2026, to consider the
proposals received; and
WHEREAS, the Evaluation Committee received an overview of the project, information
relative to the City's Cone of Silence Ordinance, the Government Sunshine Law, and general
information on the scope of services and a copy of each proposal; and
WHEREAS, the Evaluation Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP; and
WHEREAS, the Evaluation Committee process resulted in the proposers being ranked by
the Evaluation Committee as indicated below:
Option A: Lease of Equipment
1"ranked — Canon U.S.A., Inc.
2n° ranked — Toshiba America Business Solutions, Inc.
V ranked — Xerox Corporation
4' ranked —Advanced Document Solutions, Inc.
5t ranked — Sharp Electronics Corporation
6' ranked — Marco Technologies, LLC
71h ranked — Advanced Business Solutions — FL, LLC
8' ranked — Dex Imaging, LLC
Option B: Rental of Equipment
1 st ranked — Toshiba America Business Solutions, Inc.
2nd ranked — Xerox Corporation
3rd ranked — Sharp Electronics Corporation
4th ranked — Advanced Document Solutions, Inc.; and
WHEREAS, for Option A, the Evaluation Committee determined that Canon U.S.A., Inc.
demonstrated the highest level of qualification and value and was deemed the top -ranked
proposer; and
WHEREAS, Toshiba America Business Solutions, Inc., the second -ranked proposer, was
also deemed by the Evaluation Committee to be qualified in the event that negotiations with
Canon U.S.A., Inc. are unsuccessful; and
WHEREAS, based on the pricing received, as shown in Attachment A to the City
Commission Memorandum accompanying this Resolution, Option B for the rental of equipment
would result in higher costs to the City without sufficient justification; and
WHEREAS, therefore, the Administration recommends awarding a contract solely for
Option A, which provides for the lease of equipment; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and analysis, the City Manager concurs with the Evaluation Committee and recommends
that the Mayor and City Commission (i) authorize the Administration to enter into negotiations with
Canon U.S.A., Inc., as the top- ranked proposer for Option A, (ii) if the Administration is not
successful in negotiating an Agreement with Canon U.S.A., Inc., authorize the Administration to
enter into negotiations with Toshiba America Business Solutions, Inc. as the second -ranked
proposer for Option A, and (iii) authorize the City Manager and City Clerk to execute an
Agreement upon conclusion of successful negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pursuant to Request for
Proposals No. 2025-289-DF, for Managed Print Services; authorize the Administration to enter
into negotiations with Canon U.S.A., Inc., as the top -ranked proposer for Option A; further, if the
Administration is not successful in negotiating an agreement with Canon U.S.A., Inc., authorize
the Administration to enter into negotiations with Toshiba America Business Solutions, Inc., as
the second -ranked proposer for Option A; and further, authorize the City Manager and City Clerk
to execute an agreement upon conclusion of successful negotiations by the Administration.
PASSED and ADOPTED this If day of f /28.
ATTEST: -- Steven Meiner, Mayor
74 MAR 2 0 2026 -
,rl Bc
Rafael E. Granado, City Clerk '
INCORP ORAlE0.y�
APPROVED AS TO
FORM & LANGUAGE
& FO ECUTION
7.�717yZly
City Attorney W�r Date
Procurement Requests - C2 A
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Eric Carpenter, City Manager
DATE: March 18, 2026
TITLE: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PURSUANT TO REQUEST FOR PROPOSALS NO.2025-289-DF, FOR
MANAGED PRINT SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH CANON U.S.A., INC., AS THE TOP -RANKED
PROPOSER FOR OPTION A; FURTHER, IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH CANON U.S.A., INC.,
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
TOSHIBA AMERICA BUSINESS SOLUTIONS, INC., AS THE SECOND -RANKED
PROPOSER FOR OPTION A; AND FURTHER, AUTHORIZING THE CITY
MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
(INFORMATION TECHNOLOGY)
RECOMMENDATION
The City Administration ("Administration") recommends that the Mayor and City Commission
("City Commission") approve the Resolution.
The solicitation is currently under the cone of silence.
BACKGROUNDIHISTORY
Managed print services are critical in supporting the City's daily operations by ensuring reliable,
secure, and efficient document output across all departments. These services encompass the
provision, maintenance, and monitoring of printers, copiers, and multifunction devices, along with
the supply of toner and parts, usage tracking, and technical support. By centralizing print
management, managed print services help reduce downtime, improve print quality, and enhance
security around sensitive documents. As the City continues the use of printed materials for
records, communication, and public services, maintaining a well -functioning and modem print
environment is essential to ensure a smooth and uninterrupted workflow.
As a result, on July 17, 2019, the Mayor and City Commission approved the award of a contract
to Canon Solutions America, Inc., pursuant to Invitation to Negotiate (ITN) 2017-015-JC, for the
provision of managed print services. The original contract term was five (5) years, with two
renewal options:
• A one-year extension with the same equipment; or
• A five-year "refresh option" that would allow for the replacement of some or all of the
existing equipment.
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The City elected not to exercise the refresh option and instead opted for the one-year extension
under the original terms. The contract's original expiration was on November 7, 2025 and is
currently on a month -to -month term until the replacement contract can be implemented.
In order to consider a replacement agreement, the Administration developed Request for
Proposals (RFP) 2025-289-DF. The RFP sought proposals from qualified firms to provide
Managed Print Services (MPS) to replace the existing print infrastructure with more modern,
efficient, and secure multi -functional devices (MFDs). This initiative will improve operational
efficiency, reduce environmental impact, and ensure seamless integration with the City's digital
workflow platforms, including 0365 and SAML. The proposed solution must be fully hosted,
requiring minimal internal infrastructure. The services required pursuant to this RFP may include
(but not be limited to):
• Providing networked multi -function devices (copiers, scanners) and printers tailored to
departmental needs;
• Equipping all devices with rules -based software to monitor, manage, and optimize print
output while reducing costs;
• Enabling electronic document routing and workflows for form creation and approval
processes;
• Provide exceptional help desk support, technical service, maintenance, loner supply
replacement, and other consumables (excluding paper);
• Managing all network printers under a consistent and centralized service model;
• Conducting a thorough needs assessment to recommend appropriate equipment for each
department;
• Designing a cost -management strategy aligned with operational requirements;
• Proactively identifying potential issues and replenishing supplies to prevent service
disruptions;
• Assist the City in reducing environmental footprint through functions and features that
encourage and support printing less paper, consuming less energy, generating fewer
greenhouse gases, and keeping waste out of landfills;
• Assign dedicated account representatives as mutually agreed upon by the City and the
awarded Bidder;
• Provide a leasing program that allows for the deletion of enrolled equipment or the addition
of new equipment. The program shall run coterminously with the original executed contract
term and any subsequently exercised renewal option.
Proposers may submit responses for either leasing (Option A) or rental of equipment (Option B).
Firms interested in offering both options must submit separate proposals for each.
ANALYSIS
On June 25, 2025, the Mayor and City Commission authorized the issuance of RFP 2025-289-
DF for managed print services. On June 27, 2025, the RFP was issued. A voluntary pre -proposal
conference was held on July 9, 2025, to provide information to proposers submitting a response.
Twelve (12) addenda were issued, and 132 prospective bidders accessed the advertised
solicitation. RFP responses were due and received on November 24, 2025. The City received a
total of fifteen (15) proposals from the following firms, as noted below for Options A and B.
Option A: Lease of Equipment
Advanced Business Solutions — FL, LLC
Advanced Document Solutions, Inc.
Canon U.S.A., Inc.
Deronceler LLC
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Dex Imaging, LLC
Marco Technologies, LLC
Sharp Electronics Corporation
Toshiba America Business Solutions, Inc.
Xerox Corporation
Option B: Rental of Equipment
Advanced Document Solutions, Inc.
Deronceler LLC
Marco Technologies, LLC
Sharp Electronics Corporation
Toshiba America Business Solutions, Inc.
Xerox Corporation
The proposals from Deronceler LLC were deemed non -responsive for failure to provide evidence
meeting the minimum requirements. Further, the Option B proposal submitted by Marco
Technologies, LLC was not considered for failing to submit a completed Cost Proposal Form for
the Rental of Equipment.
On December 3, 2025, the City Manager appointed the Evaluation Committee via LTC # 508-
2025. The Evaluation Committee convened on January 21, 2026, to consider proposals received.
The Committee was comprised of Regis Barbou, Assistant City Clerk, Office of the City Clerk,
Theresa Buigas, Administrative Services Manager, Procurement Department, Nattaly Cuervo, Sr.
Administrative Manager, Finance Department, Isadore Gonzalez, Budget Analyst, Office of
Management and Budget, Lindsey Precht, Assistant Director, Environment & Sustainability
Department, and Frank Quintana, Chief Information Officer, Information Technology Department.
The Committee was provided an overview of the project, information relative to the City's Cone of
Silence Ordinance, and the Government Sunshine Law. The Committee was also provided with
general information on the scope of services and a copy of each proposal. The Committee was
instructed to score and rank each proposal pursuant to the evaluation criteria established in the
RFP. The evaluation process resulted in the ranking of proposers as indicated below (see
Attachment A):
Option A: Lease of Equipment
1 st ranked - Canon U.S.A., Inc.
2nd ranked - Toshiba America Business Solutions, Inc.
3rd ranked - Xerox Corporation
4th ranked - Advanced Document Solutions, Inc.
5th ranked - Sharp Electronics Corporation
6th ranked - Marco Technologies, LLC
7th ranked - Advanced Business Solutions - FL, LLC
8th ranked - Dex Imaging, LLC
Option B: Rental of Equipment
1st ranked - Toshiba America Business Solutions, Inc.
2nd ranked - Xerox Corporation
3rd ranked - Sharp Electronics Corporation
4th ranked - Advanced Document Solutions, Inc.
For Option A, the Committee determined that Canon U.S.A., Inc. ("Canon"), the current service
provider, demonstrated the highest level of qualification, offering continuity of service with minimal
transition requirements and delivering a comprehensive solution without reliance on
subcontractors. The Committee noted Canon's consistent service quality, strong field technician
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support, and responsiveness, as well as its demonstrated flexibility throughout the current
contract, including collaboration on integrations with internal City systems. In addition, Canon's
proposal maintained the user -familiar uniflow platform and preserved an on -premises solution
while allowing for future negotiation of cloud -based options. The Committee further highlighted
Canon's operational strengths, including solid service turnaround times, attention to essential
operational components such as waste containers, and the ability to tailor invoicing to individual
departments. Lastly, Canon's offer of a 10 percent returnable or moveable fleet, without financial
penalty, was repeatedly cited as a significant advantage, reflecting both efficiency and adaptability
to the City's evolving needs.
Canon has maintained a long-standing presence in the United States since establishing its first
American operations in the 1950s, growing into a major provider of imaging and
business -solutions technologies. In addition to its national footprint, the company has an
established operational presence in Florida, including multiple offices throughout the state. This
includes locations in key South Florida markets such as Boca Raton and Miami Lakes, reflecting
a sustained regional commitment and direct service capability within the South Florida area.
Canon is the current City vendor for the services, and the user department has provided
satisfactory feedback on their performance. In addition, Canon has provided references for the
University of Miami and Miami -Dade County. All references provided positive feedback.
Toshiba America Business Solutions, Inc., the second -ranked proposer, was also deemed by the
Evaluation Committee to be qualified in the event that negotiations with Canon U.S.A., Inc. are
unsuccessful.
Toshiba Business Solutions ("Toshiba") operates as a regional arm of Toshiba America Business
Solutions, maintaining a well -established footprint throughout Florida, including multiple offices
serving the South Florida market. Toshiba maintains locations in Deerfield Beach, Hialeah, Miami
Lakes, and Boca Raton, reflecting a strong and direct service presence in the region. These
offices support a broad portfolio of managed print, document workflow, and digital business
solutions, backed by locally based technicians and customer support teams. Toshiba's South
Florida operations form part of a statewide network of nine locations across Florida, enabling the
company to provide responsive service, regional coverage, and continuity of support for both
public-- and private -sector clients. Toshiba has provided references for Broward County, South
Broward Hospital District, and Florida International University. All references provided positive
feedback.
The Administration recommends awarding a contract solely for Option A, which provides for the
lease of equipment. Based on the pricing received, as shown in Attachment A, Option B for
equipment rental would result in higher costs to the City. In addition to cost savings, leasing offers
predictable monthly payments, long -tens asset availability, and the ability to upgrade equipment
at the end of the lease term, ensuring continuity and operational efficiency. Unlike rentals, a lease
offers more favorable terms for maintenance and support, reducing administrative burden and
minimizing service interruptions.
FISCAL IMPACT STATEMENT
Canon USA has proposed a total bid price for Option A of $340,477.80 annually. The City reserves
the right to negotiate any and all terms and conditions in the best interest of the City.
When compared to the current contract's line -item pricing, the proposed cost for new printers
represents an average increase of about 34%, consistent with calculated changes across
individual items. This increase is largely driven by a 28.1 % rise in the Consumer Price Index for
the Miami —Ft. Lauderdale —West Palm Beach area from December 2020 to December 2025,
41 of 1677
combined with enhanced technical specifications required under the RFP and broader market
trends in technology hardware costs.
However, it is important to note that approximately 64% of the equipment categories currently in
use will see pricing reductions averaging 8%, delivering meaningful cost savings in these areas
despite the overall market -driven increase.
Does this Ordinance require a Business Impact Estimate? Click or tap here !o ewer text.
(FOR ORDINANCES ONLY)
If applicable, the Business Impact Estimate (BIE) was published on:
See BIE at: https•//www miamibeachfl gov/city-hall/citvclerk/meeting-notices/
FINANCIAL INFORMATION
Account
FY 2026
Adopted Budget
011-0100-000323-01-400-527-00-00-00-
$11,000.00
011-0210-000323-03-400-579-00-00-00
$6,000.00
011-0310-000323-10-400-579-00-00-00-
$6,000.00
011-0325-000323-19401-508-00-00-00-
$2,640.00
011-0326-000323-19401-508-00-00-00-
$3,000.00
011-0332-000323-12-400-582-00-00-00-
$2,100.00
011-0340-000323-15400-582-00-00-00-
$2,560.00
011-0350-000323-11-400-592-00-00-00-
$2,600.00
011-0360-000323-12-400-582-00-00-00-
$12,000.00
011-0370-000323-13-400-582-00-00-00-
$3,000.00
011-0380-000323-25406-548-00-00-00-
$2,000.00
011-0520-000323-24-400-587-00-00-00-
$9,000.00
011-0620-000323-17400-582-00-00-00-
$5,000.00
011-0810-000323-29400-592-00-00-00-
$2.000.00
011-0815-000323-29400-592-00-00-00-
$1,000.00
011-0815-000325-29400-592-00-00-00-
$4,900.00
011-0820-000323-26400-592-00-00-00
$6,000.00
011-0830-000323-36402-515-00-00-00-
$2,600.00
011-0940-000325-29406-545-00-0040-
$2,536.00
011-0950-000323-28406-545-00-00-00-
$41,000.00
011-0970-000323-28406-545-00-00-00-
$3,600.00
011-0975-000323-28406-545-00-00-00-
$2,400.00
011-1110-000323-20401-595-00-00-00-
$7,200.00
011-1120-000323-20401-595-0040-00-
$17,200.00
42 of 1677
011-1130-000323-20-401-595AOA0-00-
$10,000.00
011-1140-000323-20-401-595-00-00-00-
$21,100.00
011-1150-000323-20-401-595-00-00-00-
$5,400.00
011-1230-000323-19-401-598-00-00-00-
$6,000.00
011-1240-000323-19401-598-00-00-00-
$9,000.00
011-1410-000323-02-400-584-00-00-00
$16,000.00
011-1520-000323-22401-501-00-00-00-
$5,182.00
106-9615-000323-30-403-529-00-00-00-
$2,600.00
140-6080-000323-25-406-555-00-00-00
$1,500.00
160-0330-000323-33-400-582-00-00-00-
$900.00
410-1510-000323-21-413-501-00-00-00-
$24,000.00
425-0410-000325-29-413-513-00-00-00-
$5,000.00
425-0420-000325-29413-513-00-00-00-
$3,300.00
427-0427-000325-29-413-517-00-00-00-
$4,000.00
435-0430-000323-29413-511-00-00-00
$3,000.00
463-1990-000323-27413.526-00-00-00-
$2,000.00
480-0461-000323-27413-526-00-00-00-
$5.000.00
480-0462-000323-27-413-526-00-00-00-
$6,000.00
480-0463-000323-27413-526-00-00-00-
$2,000.00
480-0465-000323-27-413-526-00-00-00-
$6,000.00
510-1780-000323-34-413-592-00-00-00
$5,000.00
520-1720-000323-34-413-592-00-00-00
$5,600.00
540-1790-000323-13413-582-00-00-00-
$3,000.00
550-0640-000323-14-013-582-00-00-00-
$12,000.00
580-0331-000323-33-413-582-00-00-00-
$4,100.00
Total:
$325,018.00
This financial information is based on the FY 2026 Adopted Budget. However, once the contract
is awarded to the successful bidder(s), the amounts will be adjusted based on final estimates,
and a budget amendment will be requested if necessary or applicable. Based on the current
estimate of $340,477.80, there is a $15,459.80 variance from the FY 2026 Adopted Budget, which
will need to be addressed through available line -item savings or via the aforementioned budget
amendment request.
CONCLUSION
Based on the foregoing, it is recommend that the Mayor and City Commission approve the
Resolution authorizing the Administration to enter into negotiations with Canon U.S.A., Inc. as the
top -ranked proposer for Option A; further, if the Administration is not successful in negotiating an
Agreement with Canon U.S.A., Inc., authorizing the Administration to enter into negotiations with
Toshiba America Business Solutions, Inc. as the second -ranked proposer for Option A. The
Resolution also authorizes the City Manager and City Clerk to execute an Agreement upon
conclusion of successful negotiations by the Administration.
Applicable Area
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Citywide
Is this a 'Residents Right to Know" item,
pursuant to City Code Section 2-177
No
Is this item related to a G.O. Bond
Project?
No
Was this Agenda Item initially requested by a lobbyist which as defined in Code Sec. 2-481,
includes principal engaged in lobbying? No
If so, specify the name of lobbyist(s) and principal(s):
Department
Procurement
Sponsor(s)
Co-sponsors)
Condensed Title
Accept Rec/RFP 2025-289-DF, Managed Print Services. IT/PR
Previous Action (For City Clerk Use Only)
Deferred on 2/26/2026 — C2 A
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