Copier/Multifunction Printer Rental and Maintenance Services

San Bernardino County Purchasing Department is seeking qualified vendors to provide copier and multifunction printer rental and maintenance services through a competitive Request for Proposal (RFP) process. The procurement covers device rental/leasing or purchase, along with comprehensive maintenance for both rented and county-owned equipment across urban and rural communities. Proposers must provide newly manufactured devices capable of handling Letter, Legal, and A3 paper sizes with network printing, copying, scanning, and faxing capabilities. Vendors are required to have a minimum of five years of experience and must be manufacturers or authorized dealers with maintained certification. The RFP evaluation will be weighted across four key areas: Qualifications and Experience (20%), Technical Review (35%), Cost/Revenue (40%), and References (5%), with a local preference of five percent applied to vendors meeting specific local employment criteria. Key procurement dates include question submissions due by January 12, 2026, at 4:00 PM PST, and proposal submissions due by February 2, 2026, at 4:00 PM PST, with a tentative contract award scheduled for June 2026. The contract term will span a maximum of five years from July 2026 to June 2031.

The RFP does not explicitly mention specific set-aside designations for disadvantaged enterprises. Vendors must comply with comprehensive security requirements, including data destruction protocols following NIST Special Publication 800-88 guidelines. Insurance requirements are substantial, mandating General Liability coverage of at least $1,000,000, automobile liability of $1,000,000, workers' compensation, and cyber liability insurance of at least $1,000,000. The county currently expends approximately $3,000,000 annually on copiers and supplies and $245,000 on copier maintenance, suggesting a significant potential contract value. Proposers can structure pricing using per-copy meter rates or all-in-one monthly rental rates inclusive of service and consumables. Device pricing must remain firm for twelve months post-award and guaranteed throughout the contract term. Proposals must be submitted electronically through the County's ePro system, with mandatory vendor registration prior to submission to avoid disqualification.