NIGP 98527: Copy Machines, Digital and Analog Types, Rental or Lease

NIGP 98527 Copy Machines, Digital And Analog Types, Rental Or Lease is an Item code capturing the lease, rental, and managed service delivery of multifunction copiers and digital print devices to state and local government departments. State and local buyers under this code procure equipment leases paired with comprehensive service support — including maintenance, toner supply, network integration, and on-site troubleshooting — rather than outright equipment purchases. Recent solicitations show two distinct procurement models: catalog discount bids that establish master-price agreements for use by cooperative members, and full-service managed print solutions where the vendor owns and maintains the entire device fleet across multiple county or city locations. Issuing bodies range from regional purchasing cooperatives serving multiple jurisdictions to individual counties and cities managing enterprise-wide print infrastructure. All three recent opportunities specify firm fixed-price or per-copy cost structures without escalation over multi-year terms, and emphasize integration with existing IT ecosystems (print-management software, authentication directories, case-management systems) and cybersecurity compliance including HIPAA, data sanitization, and liability insurance thresholds.

Recent activity concentrates in Texas and Missouri. Region 7 Purchasing Cooperative posted a catalog discount bid (CM2628) on August 24, 2026 with a September 29, 2026 due date and an estimated total expenditure of $9,378,324 for a two-year renewal running through October 2028. Denton County, Texas issued an RFP (26-2902) in May 2026 seeking proposals for a 60-month countywide multifunction copier fleet covering approximately 197 devices with a per-copy pricing model and a June 18, 2026 response deadline; the incumbent vendor is Toshiba. Jackson County, Missouri released an ITB (26-023) on May 14, 2026 with a June 16, 2026 submission deadline for a 36-month term contract with two optional 12-month extensions for digital copier-based multifunction equipment. The City of Dallas solicited an ID/IQ Managed Print Services agreement (BRP2600030643) in June 2026 for enterprise-wide coverage across all city departments with a five-year term and an August 7, 2026 response date. Missouri state law preference applies to equipment manufactured or produced within Missouri when price and quality are equal or better.