Printer & Copier Maintenance Services

The City of Lawton, Oklahoma is seeking proposals for a comprehensive Printer & Copier Maintenance Services contract (RFPCL25-022) covering the lease of approximately 45 Energy Star compliant multifunction digital copiers for installation across various city office locations. The procurement is structured as a twelve-month contract with options for two additional twelve-month extensions, not to exceed three total years. Proposals are due by 1:59 p.m. on March 19, 2025, with bid openings scheduled for 2:00 p.m. the same day at the 3rd Floor Finance Conference Room. Vendors must provide comprehensive pricing proposals with two format options: monthly lease plus cost-per-copy and pure cost-per-copy structures. The city requires new equipment with specific technical requirements including memory capacity, copying speed, paper handling, scanning capabilities, and finishing options. Evaluation criteria will focus on responsiveness, commitment to city needs, product quality, total cost over three to five years, and relevant industry experience. Vendors must offer a single point of contact, comprehensive maintenance including parts and supplies, equipment relocation services, and timely service response, with specific response time requirements of within one hour for the Print Shop and two hours for other services during business hours.

The solicitation does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises. The current monthly print volume, which will serve as a baseline for the contract, is 93,728 black and white and 65,021 color pages. Vendors are required to submit pricing under both Format A and Format B, with the city emphasizing the need for competitive and transparent pricing that accounts for their specific operational needs. The city can only commit to funding on an annual basis and will not consider third-party leasing arrangements or extend the submission deadline. Minimum device specifications include at least one paper tray with a 500-sheet capacity, and vendors must provide detailed cost-per-copy pricing itemized by device, with separate equipment and maintenance costs. While a specific budget range is not disclosed, the comprehensive nature of the contract covering 45 multifunction copiers across multiple city departments suggests a significant potential contract value. The anticipated contract award is expected in April 2025, with implementation to begin as soon as possible after award.