Request for Proposal For Copier, Printer, and Scanner

The Greene School in Kent County, Rhode Island, is seeking a Request for Proposal (RFP) for copier, printer, and scanner services through a competitive bidding process. The procurement opportunity is specifically targeting a five-year contract term with vendors capable of providing comprehensive document management solutions. The primary objective is to transition toward a more paperless system, with vendors required to propose both lease and buy options for office equipment. The RFP details a specific evaluation methodology using a 100-point scale (with potential bonus points), where cost represents 70 points, service contract accounts for 20 points, and equipment features comprise 10 points. Key procurement dates include a mandatory vendor walk-through on October 6, 2025, from 3:30-4:00 PM, with vendor questions due by October 8, 2025, and official responses issued by October 13, 2025. The proposal submission deadline is October 17, 2025, at 12:00 PM EST, with submissions accepted through Bidnet or directly in the school's main office. Current equipment specifications include a Ricoh IMC 6000 copier producing approximately 15,000 black & white pages and 5,000 colored pages monthly.

The RFP includes provisions for bonus points for Minority/Women Owned Business (MBO) vendors, offering up to 6 additional evaluation points to qualifying businesses. The current monthly lease for existing equipment is $165 for a 60-month term concluding in September 2025, which provides context for potential pricing structures. While specific budget ranges are not explicitly stated, the procurement will ultimately be decided by a review team with final approval from the Head of School. The solicitation allows for flexibility in vendor proposals, encouraging comprehensive solutions that address the school's document management needs. Vendors are expected to provide detailed service schedules, printer capabilities, and transparent cost structures for both leasing and purchasing equipment. The top two vendors will be comprehensively reviewed, with the final selection based on a holistic assessment of proposed solutions, pricing, service quality, and alignment with the school's paperless initiative objectives.