NIGP 98523: Copy Machines, Thermal Type, Rental or Lease

NIGP 98523 Copy Machines, Thermal Type, Rental or Lease, an Item code, covers equipment rental and leasing arrangements for digital multifunction devices, thermal copiers, and high-volume color production systems deployed across municipal and county operations. State and local governments use this code to procure leased or rented imaging equipment serving broad departmental needs — from administrative office copying to specialized color production for public safety, public works, and field operations. The issuing bodies soliciting under the code include cities, counties, and special districts; recent activity shows the City of Dallas, Jackson County Missouri, and the City of Phoenix competing for equipment leasing contracts. Solicitations take the form of RFPs, ITBs, and ID/IQ service agreements structured to accommodate fluctuating demand across enterprise-wide operations without predetermined quantities or delivery schedules.

Recent opportunities span three states with significant activity in Arizona, Missouri, and Texas. The City of Dallas posted an RFP on June 25, 2026 (due August 7, 2026) seeking a five-year ID/IQ managed print services agreement covering all municipal departments and field operations — a contract type that establishes pricing upfront and invoices services on an as-needed basis. Jackson County, Missouri issued an ITB (26-023) on May 14, 2026 (due June 16, 2026) for digital copier-based multifunction equipment with a 36-month initial term and two optional 12-month extensions; the procurement requires online bid submission, $1 million minimum general liability coverage per occurrence, and applies Missouri preference for in-state manufacture when quality and price are equal. The City of Phoenix solicited a five-year lease for one high-volume digital color production press (RFP 260158, posted March 12, 2026, due February 25, 2026) with equipment setup and maintenance throughout the lease term. Insurance requirements, tax compliance verification, and work-authorization documentation appear as standard compliance elements across these procurements.