Lease of Multi-Function Copier Equipment & Service

City of CaleraRequest for Pricing / BidsLease of Multi-Function Copier Equipment & ServiceDate Issued: 12/02/2025Contact: James Fuller, IT DepartmentEmail:For security reasons, you must enable JavaScript to view this E-mail address.1. OverviewThe City of Calera is soliciting sealed bids from qualified vendors to lease new multi-function copiers to replace existing equipment.2. Scope of Services (Leased Equipment Only)Minimum Equipment Requirements- At least 40 ppm print/copy speed- Full-color print, copy, scan, (fax is NOT needed)- Network-ready- Automated Toner Replenishment (ATR)- 48-month lease termService Requirements- On-site service & maintenance included- Repair completed within 1 business day- Loaner of equal capacity if repairs exceed 1 day3. Delivery RequirementsAll leased equipment must be delivered and installed within 30 calendar days of award.4. Vendor Proposal Requirements- Lease pricing (monthly)- Model numbers and specifications- ATR process description- Service procedures- Three municipal/government references- Any value-added services5. Evaluation Criteria- Total cost- Equipment quality- Vendor experience- Service reliability6. Submission DetailsDeadline: December 10th, 2025 – 10:00 AM (CST)Submit sealed bids labeled:“City of Calera – Copier Leasing Bid”Attn: James FullerCity of Calera7901 Highway 31, Calera, AL 350407. Terms and Conditions- City may accept/reject any bid- Pricing valid 60 days- Proof of insurance required- Delivery required within 30 daysList of Currently Leased Copiers (Replacements Needed)The following copiers are included for service contract coverage and replacement:Copier Description / QuantitySharp MX-3071 – 5Sharp MX-4071 – 3 - Must have Letter & Legal size