Police - Multi Function Printer

The City of Columbus, Ohio Police Division is soliciting bids for a multifunction printer system with maintenance and support services for its Felony Assault Unit, with proposals due August 6, 2026. Bidders must be registered and in good standing with the Ohio Secretary of State or qualify for an exemption under ORC Chapter 1703.02, with no unresolved findings from the Auditor of the State of Ohio.

The scope calls for one Canon iF C5140 multifunction device or equivalent alternative, specified for 120 Marconi Boulevard, 5th Floor, Columbus. The device must support 40 images-per-minute black and white and color printing, feature Energy Star and EPEAT Gold certification, include a 10.1-inch customizable LCD color touch screen, advanced scanning with network scanning to various formats, mobile device printing, and enhanced security features including SSD data encryption and firmware integrity verification. Delivery, installation, startup supplies, and on-site training are included.

The contract consists of three line items: equipment purchase; six months of black and white maintenance, parts, and supplies priced cost-per-copy with an estimated monthly volume of 2,000 copies; and six months of color maintenance at cost-per-copy pricing with an estimated monthly volume of 2,000 copies. The maintenance agreement covers all parts, labor, emergency calls, travel time, mileage, regular inspections, preventive maintenance, equipment modernization, and free loaner equipment, with 30-minute confirmation calls and 4-business-hour on-site technician response guaranteed. Monthly billing occurs in arrears with no minimums, maximums, or scan charges.

The City intends to enter a 36-month agreement funded year-to-year through purchase orders as funds become available. The procurement is funded by the State of Ohio Equitable Sharing Program.