RFP - Leasing of Photocopier Equipment and Managed Print Services for Harris County

Harris County is seeking a comprehensive Request for Proposal (RFP) for leasing photocopier equipment and managed print services across county departments. The solicitation targets vendors capable of providing approximately 789 regular speed and 189 high-speed photocopiers with three potential lease agreement types: Operating Leases, Rentals, and Lease to Ownership Plans. Vendors must offer a holistic managed print services (MPS) approach integrating hardware, software, supplies, maintenance, support, and strategic management, with a required 98% equipment uptime guarantee. The evaluation process will assess proposals based on technical compliance (25%), implementation and support plan (25%), security features (20%), vendor qualifications (10%), and pricing (20%), with an additional pass/fail IT infrastructure/cybersecurity review. A pre-proposal conference is scheduled for November 21, 2025, with proposals due by December 22, 2025, and the contract featuring an initial one-year term with four potential one-year renewal options.

The procurement includes specific requirements for disadvantaged and local businesses, with vendors required to complete a Subcontractor Listing Form that captures details about potential subcontractors and their certifications, including HUB/MWBE designations. Vendors must comply with Harris County's Minimum Wage Policy, which establishes a $21.65 per hour wage requirement for contract workers, with exemptions for contracts under $50,000 annually. Strict cybersecurity requirements mandate vendors provide comprehensive security artifacts, including SOC2 Type 2 Reports, penetration testing results, and compliance with standards like NIST, CJIS, HIPAA, and PCI. While specific budget ranges are not explicitly stated, the comprehensive nature of the MPS procurement suggests a significant potential contract value. Vendors must also meet rigorous insurance requirements, including maintaining multiple insurance types with minimum coverage limits and providing unaltered insurance certificates issued by Texas-licensed companies with an A.M. Best rating of at least A-VII.