RFQ - Multifunction Copier, Printer, and Scanner services

Port of Newport, Oregon is requesting quotations for multifunction copier, printer, and scanner equipment and related services to replace two existing devices, with proposals due October 30, 2026 at 2 p.m. and questions due October 20. The Port will evaluate options across five-year total cost of ownership and is accepting purchase, lease, and lease-to-own proposals.

One device located at 600 SE Bay Boulevard requires Microsoft Universal Print support, Entra ID sign-in, scan-to-OneDrive/SharePoint capabilities, stapling, hole punch, 7-bin mailbox, and minimum 40 pages per minute speed. The second device at 2120 Marine Science Drive requires AirPrint and Mopria certification and minimum 3-bin mailbox. The Port estimates 6,650 monthly impressions at Bay Boulevard and 1,550 at Marine Science Drive. The Port strongly prefers fixed pricing for five years covering maintenance, labor, parts, toner, firmware updates, monitoring, and support under a single managed services agreement.

Evaluation weightings are five-year total cost of ownership (30 percent), equipment capability and features (30 percent), service and support (30 percent), and vendor experience and qualifications (10 percent). Required performance standards include four-hour response time during normal business hours, next-business-day onsite service, and minimum 98 percent equipment uptime. Vendors must provide detailed cost proposals including acquisition, maintenance and support, volume costs based on click rates, consumables, and end-of-term costs.

Contract term is five years with Port rights to renewal, extension, and termination. Award is anticipated in December 2026 or January 2027, with contract execution planned for January or February 2027 and installation targeted for February through March 2027. No onsite meeting or bidders conference is scheduled.