Citywide Copy Machine Rental and Lease

Background
The City of Cincinnati, Ohio, is issuing this Request for Proposals (RFP) for Copy Machine Rental and Lease with Maintenance and Supplies. The Office of Procurement is responsible for this solicitation. The City currently utilizes approximately 385 rented or leased copy machines across various departments, spending around $675,000 annually on these services.

The primary users include the Greater Cincinnati Water Works, Cincinnati Police Department, Cincinnati Health Department, and the Office of Procurement.

Work Details
The contractor will provide copy machine lease and rental services along with maintenance and supplies (excluding paper). Key requirements include:
- New machines must be 100% new components; refurbished or remanufactured parts are not acceptable.
- A replacement guarantee for equipment must be provided for the contract duration.
- The contractor must be a manufacturer's dealer or branch to ensure continuity of brand equipment.
- Full-service maintenance is required, covering all parts, labor, cleaning, adjustments (excluding paper), and standard consumable parts like printer drums.
- Preventative maintenance must be performed at predetermined intervals based on meter counts.
- All standard consumable supplies (including toner) must be included in the price per copy.
- Delivery, installation, and removal of machines should incur no charges.
- Machines must comply with Ohio State and OSHA safety requirements.

Period of Performance
The contract will have an initial term of 3 years with two optional 1-year renewal periods.

Place of Performance
Services will be performed at various locations within the City of Cincinnati.