26-041 copier lease, maintenance & supplies agreement

Floyd County Board of Commissioners is soliciting sealed bids under ITB 26-041 for a copier lease, maintenance, and supplies agreement, with written questions due November 30, 2026 and proposals due December 7, 2026 at 2:00 p.m. local time. Bidders must maintain an office within 100 miles of Floyd County, a locality-based eligibility restriction that filters the field. No subcontracting is permitted.

The scope covers leasing and maintaining new color multifunction digital document systems for approximately 60 devices across more than 40 county departments and facilities in Rome, Georgia, with all supplies except paper included. Specifications call for copy speeds of 45–50 ppm in black-and-white and color, scanning up to 200 ipm, and automatic duplex. Machines must achieve 98 percent uptime mandated on a quarterly basis. Lease pricing must include free toner, automatic toner shipping, automatic meter reading, free delivery and training, free pickup at lease end, and local county taxes. Proposals must demonstrate equivalent or superior functionality and current technology relative to the existing Sharp fleet, which ranges from 31 to 65 ppm. Equipment assigned to the Tax Assessor's and Tax Commissioner's offices is excluded because those departments have no current lease.

The contract term runs March 1, 2027 through February 28, 2032, with leases not to exceed 60 months. Either party may terminate on 90 days' notice, and extensions of up to two years may be offered 60 days before contract end. Pricing is submitted on a separate sheet with two options: Option One phases in new machines as current leases expire, and Option Two buys out remaining lease terms and begins all new leases simultaneously. Current monthly charges across the existing leased fleet total $6,728.43.

Bidders must provide three references from similar work completed within the past five years and identify an assigned account executive. They must also comply with drug-free workplace and non-discrimination provisions. Proposals are submitted electronically through the Euna Bonfire website. No pre-bid site visit is scheduled. Monthly payment is made within 30 days of invoice receipt.