Newnan Civicplus #RFP - Copiers

City of Newnan Copier Equipment Lease and Managed Print Services RFP

The City of Newnan, Georgia is seeking proposals for a comprehensive lease and managed print services solution to replace its fleet of approximately 11 copier/multifunction printer (MFP) devices across multiple city facilities. - Government Buyer: - City of Newnan, Georgia (City Hall, IT Department, Office of the City Manager) - Contact: Bryan Lee, IT Director - Products Requested: - Approximately 11 new, enterprise-grade copiers/MFPs (mix of mid- and high-volume, A3 and A4 devices as appropriate) - Devices must support printing, copying, scanning (to email/network/folder), optional fax, network connectivity, secure print release, and meet specified usage volumes - Physical fax machines required only for select units as indicated in Exhibit C - Services Requested: - Managed Print Services (centralized monitoring, supply fulfillment, usage reporting, analytics, proactive service alerts, and dispatch) - Installation and deployment (delivery, installation, configuration, network setup, scan-to-email/folder, user authentication) - Maintenance and support (all-inclusive service agreement covering parts, labor, toner, consumables except paper, helpdesk, and SLAs) - Security compliance (secure print release, data encryption, hard drive overwrite/encryption) - Training (initial user and administrator training, user guides/documentation) - Lease Terms: - Options for 36, 48, or 60 months; preference for 60-month term - Fixed monthly costs, cost-per-copy rates, and overage charges required - Unique/Notable Requirements: - No specific OEMs mandated; any manufacturer meeting device specifications is acceptable - Devices must comply with security standards - A4 devices are acceptable for low-volume locations (e.g., Main Street, Fire Department, Police Department Squad/Probation) - Bond requirements apply only if proposal exceeds $100,000 - Open to all qualified vendors; no set-aside restrictions - Estimated Contract Value: - Under $100,000 - Primary Locations: - City Hall, Office of the City Manager, 25 LaGrange Street, Newnan, GA 30263 - City of Newnan IT Department - Main Street, Fire Department, Police Department Squad/Probation (all in Newnan, GA)

Description

The City of Newnan, Georgia is seeking proposals from qualified vendors to replace copier equipment under a lease agreement. The scope includes equipment provisioning, installation, maintenance, managed print services, and support for a fleet of approximately 11 devices across multiple city facilities. Vendors must provide leasing options for 36, 48, or 60 months, with detailed cost structures and service level agreements. Proposals are due by April 28, 2026, and must include detailed pricing, technical approach, staffing qualifications, and experience.

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