RFP 25-301 Copier Lease Servies

The City of Augusta, Georgia is seeking proposals for RFP 25-301 Copier Lease Services across multiple municipal departments, targeting the procurement of approximately 221 new digital copiers across five volume-based tiers. The comprehensive contract aims to provide networked copiers with printing, scanning, and faxing capabilities, along with full maintenance, consumable supplies, service support, and periodic equipment replacements. Proposers must deliver a complete lease and maintenance agreement that includes equipment delivery, installation, technical support, and comprehensive cyber security measures. The current fleet generates approximately 661,582 black and white and 177,201 color copies monthly, with devices spread across various jurisdictions including Richmond County and Atlanta City. The proposal is due on November 12, 2025, at 11:00 a.m., with an initial one-year contract term and options to renew for four additional one-year terms. Evaluation criteria will include vendor qualifications, technical approach, scope of services, references, and cost. Vendors must provide a local office in Richmond County, offer operator training, and provide technical support with equipment repair within four hours.

The solicitation includes a 0% Minority and Women-Owned Business Enterprise (M/WBE) goal and requires vendors to comply with E-Verify requirements. Proposers must provide comprehensive insurance coverage and exclusively use manufacturer-approved original equipment and parts. The current lease inventory includes 241 devices from manufacturers like Konica Minolta, Toshiba, and Ricoh, with existing lease terms ranging from 2013 to 2025. Vendors can propose optional coin-operated and card-reader equipment, and must coordinate all installations with Augusta's IT Department. The pricing structure is based on a monthly tiered equipment lease with variable service and maintenance charges, invoiced in arrears based on actual monthly copy production. While specific budget ranges are not explicitly stated, the comprehensive nature of the contract and the significant number of devices suggest a substantial procurement value. Proposers must submit detailed technical and fee proposals, with the city intending to select a vendor capable of providing reliable and efficient copier management services across multiple municipal departments.