UNSPSC 80161801: Photocopier rental or leasing service

A service involving the rental or leasing of photocopiers

UNSPSC 80161801 Photocopier rental or leasing service (Commodity) covers enterprise-wide managed print services and multifunction copier fleet leases with full-service maintenance and supply support that state and local governments are actively procuring for departmental operations. The work encompasses equipment provision (print, copy, scan, fax functionality), installation, network integration, maintenance, repairs, toner and consumables, operator training, and help desk support across multiple facility types and geographic locations within a jurisdiction. Issuing bodies span city governments (Dallas), counties (Denton County, Jackson County, Maryland statewide court system), regional courts (Alameda County Courts), and state judicial agencies. Cities and counties dominate recent solicitations, with multi-year term structures (typically 36–60 months with optional extensions) and firm fixed-price or per-copy cost models that bundle all labor, parts, and materials into a single pricing structure. Evaluation criteria typically weight price at 30–40 percent, technical capabilities and equipment at 20–25 percent, service levels and response-time commitments at 15–25 percent, and vendor qualifications at 10–15 percent. Insurance requirements are standard across jurisdictions, commonly $1 million general liability, $1 million automobile liability, and cyber or pollution liability where applicable.

Recent activity concentrates in Texas (Dallas, Denton County, Jackson County, Missouri) and California (Alameda) with statewide court system coverage in Maryland. The City of Dallas posted an RFP (BRZ2600030643, due August 7, 2026) for comprehensive enterprise-managed print services as a five-year ID/IQ agreement across all departments. Denton County issued RFP 26-2902 (due June 18, 2026) seeking lease and support for approximately 197 multifunction devices with a per-copy cost model, annual anticipated volumes of 7.5 million black-and-white and 1.1 million color copies, and firm fixed pricing over 60 months; the incumbent is Toshiba. Jackson County, Missouri released ITB 26-023 (due June 16, 2026) for digital copier-based multi-function equipment on a 36-month term with two optional 12-month extensions, with preference for Missouri-manufactured commodities where pricing and quality are equal. The Maryland Administrative Office of the Courts posted IFB K26004490H (due March 27, 2026) for maintenance and repair services covering approximately 293 copiers and fax machines across all 23 Maryland counties and Baltimore City. The Alameda County Courts solicited managed print services under IFB 0000038683 (due April 30, 2026) with prevailing wage requirements and California small-business preference provisions available.