Photocopier Supplies and Service

The U.S. Embassy Bangkok, under the Department of State, is soliciting quotations for photocopier supplies and services through Request for Quotations (RFQ) No. 19TH2026Q0007. The solicitation seeks a qualified contractor to provide comprehensive photocopier services for 42 units with specific technical specifications, including minimum copy speed of 25 copies per minute, automatic document feeders, and multi-bin sorters. Key contract requirements mandate that the contractor furnish all consumable supplies, maintain a two-month inventory supply, provide preventive maintenance at least twice yearly, and respond to service calls within 24 hours with replacement machines available if repairs exceed 48 hours. The government will award the contract to the responsible company submitting an acceptable offer at the lowest price based on initial quotations, though discussions may be held with companies in the competitive range. Critical deadlines include the question submission deadline of January 20, 2025 (Bangkok local time), the quotation due date of February 24, 2026 at 4:00 PM Bangkok time, and mandatory SAM registration prior to proposal submission to be considered responsible.

This procurement carries no set-aside designation and represents an indefinite delivery/indefinite quantity (IDIQ) agreement with a base year and four one-year option periods potentially extending the contract to five years total. The government anticipates annual copy volumes between 10,000 and 350,000 copies, with a minimum annual commitment of 10,000 copies and estimated monthly volumes between 10,000 and 25,000 copies across the 42 units. The contractor's pricing structure must be cost-per-copy based, with the contractor responsible for owning and maintaining all equipment while providing installation, training, and repairs. Performance will take place in Thailand at the U.S. Embassy Bangkok location, and qualified bidders must maintain a permanent business address within Thailand. The Quality Assurance and Surveillance Plan establishes a performance standard allowing no more than two customer complaints per month, with formal procedures for complaint documentation, validation, resolution, and escalation of repeat issues to the Contracting Officer.