Copier Equipment Lease and Managed Print Services

2026-11-03

1 . Equipment Provisioning . a . Provide new , enterprise - grade copiers . b . Devices must support : i . Printing , copying , scanning ( email / network / folder ), and optional fax . ii . Network connectivity ( wired is fine ) iii . Secure print release ( PIN or bade optional ) c . Mix of device sizes ( mid - volume , high - volume ). 2 . Lease Agreement . a . Provide leasing options ( typically 36 , 48 , or 60 months ). b . Include : i . Fixed monthly cost per device ii . Cost - per - copy / print structure ( mono and color ) c . Clearly define : i . Included print volumes ii . Overage charges 3 . Installation and Deployment . a . Deliver , install , and configure all devices . b . Configure : i . Network settings ii . Scan - to - email / folder iii . User authentication ( if applicable ) c . Coordinate deployment schedule with City IT staff ( Staff will handle driver installs ). 4 . Managed Print Services a . Provide centralized monitoring of all devices , including usage reads . b . Automatic supply fulfillment is preferred . c . Usage reporting and analytics . d . Proactive service alerts and dispatch . 5 . Maintenance and Support . a . All - inclusive service agreement covering : i . Parts . ii . Labor . iii . Toner and consumables ( excluding paper ). b . Define Service Level Agreements : i . Response time . ii . Resolution time . c . Provide helpdesk / support contact . 6 . Security Requirements . a . Devices must support : i . Secure print release . ii . Data encryption ( at rest / in transit if applicable ). iii . Hard drive overwrite or encryption . b . Vendor must outline security features and compliance capabilities 7 . Training . a . Provide initial user training . b . Provide administrator training for IT staff . c . Supply user guides / documentation . 8 . The consultant shall acknowledge and comply with all stated intents , specifications , and stipulations contained in or referenced by this RFP . Each consultant is responsible for researching existing site conditions and any factors that may affect the cost or execution of the installation services . The successful consultant shall possess relevant experience and a working knowledge of infrastructure projects of this nature . 9 . Failure to examine any part of this RFP or related documents will not relieve the consultant of their obligation to furnish all required materials , equipment , and services necessary to complete the project as specified . Oversights or omissions will not be accepted as grounds for delay or requests for additional compensation .

Georgia

2026-04-29