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 under which state and local governments procure fleet management, service, and lease arrangements for multifunction copiers and digital production equipment across departments and locations. The work encompasses full-service managed print services—including equipment provision, installation, network integration, maintenance, supplies, and user support—as well as acquisition of high-volume digital color production presses. Issuing bodies span city governments, county administrations, and special-purpose districts. The City of Dallas and Denton County are active repeat buyers; recent activity shows cities and counties pursuing five-year and longer lease or service agreements structured as firm fixed-price per-copy models or ID/IQ arrangements. Contracts typically bundle equipment, toner, labor, maintenance, and help-desk support into a single deliverable, with service-level agreements specifying response times (e.g., four business hours for routine issues, two hours for critical outages where no device is available) and requiring integration with existing print-management software, authentication systems, and case-management platforms. Insurance and cybersecurity requirements are standard, including cyber liability coverage and DOD 5220.22-M data sanitization prior to device removal.

Recent activity concentrates in Texas and Arizona, with a Missouri procurement as well. Representative recent opportunities include the City of Dallas soliciting enterprise-wide Managed Print Services on an ID/IQ basis (RFP BRZ2600030643, due August 7, 2026), Denton County requesting a five-year countywide multifunction copier fleet lease across 197 devices at approximately 7.5 million black-and-white and 1.1 million color copies annually (RFP 26-2902, due June 18, 2026, price weighted at 40 percent of evaluation), Jackson County, Missouri issuing an Invitation to Bid for digital copier-based multi-function equipment with a 36-month initial term and two optional 12-month extensions (ITB 26-023, due June 16, 2026), and the City of Phoenix leasing one high-volume digital color production press for a five-year term effective June 15, 2026 (RFP 260158). None of the solicitations disclosed estimated contract values or incumbent vendors other than Denton County's identification of Toshiba as the current supplier expiring January 31, 2027.