Notice Details

NYCHA, by issuing this RFP, seeks proposals (“Proposals”) from qualified firms (the “Proposers”) to manage NYCHA’s fleet of 1,104 current printers, and up to 1,200 total Multifunction Devices (“MFDs”) located throughout the five boroughs, including but not limited to providing between two and three full time on-site staff, regular maintenance, repair, supplies, and monitoring, as detailed more fully within Section II of this RFP (collectively, the “Services”). During the Term of the Agreement, NYCHA may replace some of its existing units in NYCHA’s fleet with equipment produced by different manufacturer(s), in which case the same requirements and standards for parts, supplies and maintenance shall apply. For clarity, the Agreement will be a requirements contract and the number of devices (Printers and MFDs) to be serviced by the Selected Proposer at any given time during the duration of the Term will be based on the actual needs of NYCHA.

The release date of this RFP is July 26, 2023 (the “Release Date”).

A non-mandatory Proposers’ conference (“Proposers’ Conference”) will be hosted online via Microsoft Teams on August 4, 2023 at 12:00 P.M. Proposers’ Conference Meeting Information: 646-838-1534, Conference ID:77655099#. Although attendance is not mandatory at the Proposers’ Conference, it is strongly recommended that all interested Proposers attend. Proposers who wish to attend must RSVP by e-mail to NYCHA’s Coordinator by no later than August 3, 2023 at 4:00 P.M. NYCHA additionally recommends that Proposers e-mail questions in advance of the Proposers’ Conference to NYCHA’s Coordinator by no later than 12:00 P.M. on August 3, 2023. NYCHA will upload all questions and answers to iSupplier on August 18, 2023.

If Proposer seeks a full or partial waiver from complying with the M/WBE Program’s utilization requirements set forth in Section IV(1)(o) then Proposer shall email the RFP Coordinator the NYCHA Application for Waiver of M/WBE Utilization Goal (Attachment H-1) by August 18, 2023 (the “M/WBE Waiver Submission Deadline”). See Section IV(1)(o) for details.

Proposals must be successfully submitted into iSupplier in final form no later than 2:00 P.M. on August 25, 2023 (the “Proposal Submission Deadline”). Proposals which are saved in iSupplier as a “draft” but not successfully submitted will not be considered. Proposers should refer to Section IV(2) of this RFP for details on Proposal submission requirements.

The anticipated award date of the Agreement(s) to the Selected Proposer(s) is on or about November 2023.

All times stated above are Eastern Standard Time (EST).

Interested firms are invited to obtain a copy of the RFP on NYCHA`s website. To conduct a search for the RFP number; vendors are instructed to open the link:

http://www1.nyc.gov/site/nycha/business/isupplier-vendor-registration.page

Proposers should refer to Section IV(2) of this RFP for details on Proposal packaging and submission requirements. Proposer shall electronically upload a single .pdf containing ALL components of the Proposal into iSupplier by 2PM on the Proposal Submission Deadline. NYCHA will NOT accept hardcopy Proposals. The Proposal shall not include embedded documents or proprietary file extensions. NYCHA will not accept Proposals via email, fax, or mail.

Instructions for registering for iSupplier can be found at

http://www1.nyc.gov/site/nycha/business/isupplier-vendor-registration.page.

After Proposer registers for iSupplier, it typically takes 24 to 72 hours for Proposer’s iSupplier profile to be approved.

It is Proposer’s sole responsibility to complete iSupplier registration and submit its Proposal before the Proposal Submission Deadline. NYCHA is not responsible for delays caused by technical difficulty or caused by any other occurrence.