Multifunction Devices and Lease Services

BakerRipley, a Houston-based nonprofit community development agency, is requesting proposals for multifunction devices and comprehensive lease services across 25 locations throughout the Gulf Coast region under RFP 26-28, with proposals due December 30, 2026 at 10:00 AM Central Time. A mandatory vendors conference is scheduled for November 18, 2026; site visits are available October 26 through November 13, 2026; written questions are due December 2, 2026.

The scope covers lease, maintenance, and supply services for approximately 59 multifunction devices and 2 desktop printers distributed across Head Start programs, early childhood development centers, charter schools, senior services facilities, community centers, and immigration and citizenship services offices. Devices must support copying, printing, scanning, and faxing with color capability and networked printing. The vendor must provide equipment maintenance, toner and staple supplies, equipment moves, training, network support, and data security protocols including certificates of data destruction upon equipment decommissioning. Average monthly usage is 1,124,805 pages for black and white and 575,401 pages for color across all locations. Vendors must field factory-trained technicians certified for proposed equipment with one-hour response times and 24-hour on-site service availability. Equipment uptime must reach 90 percent over rolling three-month periods or the contract is subject to cancellation without penalty.

The contract term extends up to five years with the anticipated award date in the week of January 25, 2027. BakerRipley reserves the right to award to multiple vendors; this contract will be non-exclusive. Termination for cause requires 10 days' written notice; termination for convenience requires 30 days' notice.

Evaluation criteria are cost effectiveness (25 points), customer service (25 points), back-office administration (15 points), vendor experience and qualifications (15 points), safety and training (10 points), and company narrative (10 points). Required insurance includes $1 million commercial general liability per occurrence, workers' compensation at state statutory limits, and $100,000 automobile liability per person. Equipment delivery must occur within 30 working days of purchase order receipt with F.O.B. Destination pricing and freight prepaid.