Police - Multifunction Devices Lease and Maintenance

The City of Columbus, Ohio Police Division is soliciting a lease and maintenance contract for multifunction devices with a proposal due date of July 27, 2026 — same-day posting and deadline. The procurement specifies Canon ImageRunner Advance DX 4945i Systems or equivalent devices deployed across five police locations: Substations 9, 13, and 18; Police Zone 4 Midwatch; and the Criminal Records and Technology (CRT) 2 facility.

The lease term is 36 months with a $1 buyout option at conclusion. Pricing must include delivery, installation, startup supplies, and training at all designated locations. The City estimates 2,500 copies per machine per month and will bill monthly in arrears on a per-copy basis for black and white printing, excluding paper; no guaranteed minimums or maximums apply. Bidders may propose alternate products if accompanied by detailed specifications, a website link, and a side-by-side Buyer's Lab comparison with the specified Canon model; the City reserves the right to require cost-free demonstration of any alternate product.

The maintenance agreement must cover all parts, labor, emergency calls, travel time, preventive maintenance, equipment modernization, loaner equipment, and a replacement guarantee. The City requires technician confirmation within 30 minutes of service requests and on-site response within four business hours. The City does not sign traditional lease or maintenance agreements and does not pay late fees or penalty charges. The contract is structured as a single-supplier arrangement for both lease and services, with the City funding on a year-to-year basis. The contract does not automatically renew; the City will issue purchase orders annually contingent upon funding availability and approval. No contract value is specified in the scope of work document.