Multifunctional Copier Lease - Annual Contract

Henry County is seeking proposals for a multifunctional copier lease annual contract through RFP #25-82, aimed at reducing costs and improving efficiency of their countywide copier fleet. The procurement will be executed in two distinct phases, involving the lease of 64 devices in Phase 1 and 51 devices in Phase 2, encompassing both black and white and color copiers/printers with speeds ranging from 35-65 pages per minute. Vendors must provide new equipment with a 60-month Fair Market Value lease for Phase 1 and a 48-month lease for Phase 2, with both phases ultimately maturing simultaneously. The proposal requires separate pricing for lease and maintenance costs, including all-inclusive maintenance rates covering parts, labor, toner, and staples, with no maintenance rate increases permitted during the contract term. Proposals are due on July 22, 2025, at 3:00 PM local time, with the county reserving the right to reject any submissions and potentially renew the contract for four additional one-year periods. Evaluation criteria will emphasize competitive pricing, with additional consideration given to local vendors and businesses owned by small, veteran, and disadvantaged business enterprises.

The procurement opportunity appears to have specific provisions favoring local and small business participation, with particular attention to veteran-owned and disadvantaged businesses. While no specific incumbent vendors are mentioned, the county requires all equipment to be new and does not mandate minimum copy volume commitments, allowing flexibility for potential contractors. The county will only pay for actual copies used, with vendors required to quote cost-per-copy rates for both black and white and color prints, as well as optional accessory pricing. Proposals must include detailed lease pricing for both phases, with mandatory submission of maintenance cost structures separately from lease costs. Though a specific budget range is not explicitly stated, the comprehensive nature of the contract covering 115 total devices suggests a significant potential contract value. Vendors must be prepared to provide a comprehensive solution that addresses Henry County's goal of reducing overall copier fleet costs and improving operational efficiency through strategic equipment leasing and maintenance.