REQUEST FOR PROPOSALS - Lease and Servicing Program for Multi-Functional Digital Copiers

Date issued: February 4, 2026

Responses due: February 26, 2026 at 5:00 pm

INTRODUCTION

The Western Piedmont Council of Governments (WPCOG) requests interested firms/individuals to submit proposals for leasing and servicing of multi-functional digital copier machine systems to provide the WPCOG with efficient copying, printing, scanning and faxing methods while managing costs.

Proposals shall be submitted in the format request below. The selected Proposer will work with WPCOG staff to create a plan to transition from our current leased and owned equipment to the new leased equipment.

WPCOG invites any qualified firm/individual to submit a proposal. Firms/individuals responding to this request must be responsible bidders, regularly and practically engaged in supplying and maintaining copy, printing equipment, and providing the services required in this RFP and possess ample resources to perform this work. The WPCOG encourages participation in this procurement process by minority-owned businesses, women-owned businesses and businesses owned by disabled persons.

The Proposer that is chosen shall provide WPCOG with the highest quality and most flexible, most efficient, and most up to date technology at the lowest possible cost. The award of the contract will be based on the company making the proposal that best meets the needs of the WPCOG. The lowest aggregate cost will be a significant factor, but not necessarily the dominant factor, in determining which proposal to accept.

This solicitation is for the procurement of information technology goods and services pursuant to

N.C.G.S. §143-129.8. The proposals received shall remain confidential until the contract is awarded; therefore, there will not be a public bid opening. The contract shall be awarded to the proposer that submits the best overall proposal as determined by the WPCOG in its sole discretion. The WPCOG reserves the right to negotiate a contract with any proposer, to reject any and all proposals, and to waive any formalities as may be permitted by law.

SUBMITTING A PROPOSAL

Proposals will be received until February 26, 2026 at 5:00 pm and no later. One original should be delivered or mailed. The outside envelope or other covering will state the following: “Response to RFP for Copier Lease.” Proposals are to be mailed or delivered to:

Lucas Bentley

Western Piedmont Council of Governments

Mailing Address: PO Box 9026, Hickory NC 28602.

Physical Address (UPS/Fed-Ex/In-person): 1880 2nd Ave NW, Hickory NC 28601

Contact for RFP Questions: Any questions concerning this Request for Proposals are to be submitted, in writing, to Lucas Bentley, IT Manager at lucas.bentley@wpcog.org . Any answers to said questions will be published on the WPCOG Webpage with the corresponding questions within two business days.

Site visit scheduling: All interested proposers may schedule a time to walk through the WPCOG office building with the WPCOG IT Manager in advance of submitting a response. The visit should be scheduled at least 24 hours in advance with Lucas Bentley, IT Manager, and are possible between 8:30 am and 4:00 pm, Monday - Thursday.

General Information: Work under this RFP will be conducted in multiple WPCOG offices within the same building. The Proposer will be required to conduct work under this RFP in coordination with Lucas Bentley, IT Manager. The WPCOG expects and requires that all work conducted under this RFP be in accordance with accepted industry standards for multi-function digital copier, scanning, printing, and fax machines and services, compliance with all local, state, and federal laws, and the specifications outlined in this document.

GENERAL REQUIREMENTS

There are currently three copiers and a plotter under lease in the WPCOG . Currently, we have two leases. The first existing lease is for the copiers, and expires May 2026. This equipment is listed in Table A. The plotter is on a separate contract and is listed for informational purposes only in Table B.

• Currently only one copier is capable of printing color, which impacts productivity when it is not operational. The WPCOG is interested in a proposal that will allow redundancy for color printing.

• Current black & white copiers print 70ppm, which will be considered the minimum standard for these machines.

• The intent of this RFP is to replace the three copiers and add a fourth. Proposers are expected to submit proposals on a minimum of four new copiers, with the option of adding an additional black & white copier, for a total of five copiers.

Pooled Monthly Average Usage for Existing Multifunction Copiers

Black	Avg. 38,654/month
Color	Avg. 11,566/month

Table A, attached, shows a listing by location of the models currently used. The WPCOG is not wedded to a specific brand of copiers.

The Proposer will be responsible for installation of all multi-functional digital copier machines in all locations, including plugging in to building power, analog/VoIP telephone/fax lines, data jacks, and all testing. The Proposer will be responsible for training the “trainers” – the WCOG staff that will in turn be responsible for training other WPCOG staff.

The Proposer will be responsible for all post-installation support and maintenance of all multi-functional digital copier machines. Support and maintenance include provisions of all consumables required by the device (except paper and staples), phone support and troubleshooting, on-site support and troubleshooting, on-site mandatory maintenance and upgrades, and replacement of all irreparable components and/or devices.

Revisions or Amendments to this Request for Proposals

In the event it becomes necessary for the WPCOG to revise or amend any part of this RFP, the Addendum(s) will be forwarded to all Proposers who requested an RFP via email and posted on the webpage. Revisions or amendments to this RFP shall become part of this RFP and shall be responded to in the same manner. After initial Proposer review of this RFP, Proposers are requested to immediately contact IN WRITING the WPCOG in the event any inconsistencies or ambiguities are found, clarification of specific sections are needed or if general questions arise. Significant questions, their answers, any inconsistencies found and/or clarifications to the RFP,

I.T. related questions will be shared with all Proposers by Ms. Ratcliff as previously described.

Submissions or related documents received after the time and date specified, whether delivered in person or mailed, will not be considered, and will be returned unopened.

Guidelines

The successful Proposer shall be required to provide adequate equipment, including equipment that is multifunctional, in each office as determined by the WPCOG, sufficient to produce the required copies, prints, appropriate scanning, and fax capabilities that the current devices have and to provide efficient access for all required users. The Proposer shall include all necessary accessories. The successful Proposer shall be able to have remote access to capture the meter readings and supplies shipment.

Term/Termination

The WPCOG anticipates the making of a three (3) year written contract, after which time the contract may be extended for a one-year period. WPCOG reserves the right to cancel the contract at any time with ninety (60) days written notice. Upon such termination for convenience, the Proposer shall be paid only those lease payments, fees and expenses incurred between notification of termination and the effective date of termination. Termination will be without cause, but with an opportunity for the two parties to work out a solution prior to termination. The parties may mutually agree in writing to an earlier termination. Note: Any proposal that requires the WPCOG to bear the cost of returning leased equipment upon termination of the contract will be rejected.

Equipment

The equipment provided shall be current digital technology. The WPCOG reserves the right to select equipment and accessories at each location from the Proposer’s current total product

offerings. Proposers shall submit with their proposal a complete listing of equipment including recommended copy volumes. All equipment must be capable of being coded to track individual usage. If equipment is removed or replaced, it will fall under the same contract and the contract will be amended so that there are no lease period overlaps.

Assignment of Rights; Ownership

The proposer’s rights and obligations under the anticipated Lease Agreement shall not be assigned without the written consent of the WPCOG, which shall not be unreasonably withheld. However, neither manufacturer programs nor third-party leasing agreements will be acceptable. The proposer must hold and maintain title to all equipment installed in the WPCOG.

Removal and Replacement Option

The Proposer shall provide additional equipment as needed, and update, replace and/or remove equipment as requested during the term of the agreement. No shipping cost shall be borne by the WPCOG.

Quantity

No minimum or maximum number of units or copies is implied or guaranteed herein. The potential for growth in the number of units exists. All future add-ons will be co-terminus with the existing contract. The WPCOG and the Proposer will determine the replacement of units. Add-ons will result in an amendment using the same lease provisions. The price will be re-negotiated as appropriate.

Delivery/Installation

Delivery shall be inside to any location in the WPCOG office building. Deliveries, set up, installations, and user training are to be included in the prices quoted herein. Any extraordinary or special wiring will be the responsibility of the WPCOG. We request FOB Destination.

Supplies/Maintenance/Parts/Labor

All supplies including toner, developer, and ink (excluding paper and staples) maintenance, parts and labor are to be supplied by the successful Proposer. One toner of each type and a waste toner container shall be always in stock with each location for each type of multi-functional digital copier machine. An adequate inventory of parts and supplies must always be available by the Proposer for overnight delivery to the WPCOG office building. Supplies are to be shipped daily when immediate needs dictate.

Training Requirements

Training for key operators and other personnel will be provided within forty-eight (48) hours after each installation. On-going training will be provided on an as needed basis throughout the life of the contract. Key operators must be completely and thoroughly trained in their function.

INFORMATION THAT MUST BE INCLUDED IN PROPOSALS

Service Requirements

1. Warranty – Warranties are to be detailed and run from the Proposer to the WPCOG

2. Response Time – Four to six business hours expected.

3. Installations and Upgrades – Technician must be present during all installations and upgrades.

4. Procedures for Identifying and Replacing Faulty Equipment

   1. Number of times machine will be down and out of service before being replaced.

   2. Malfunctions that would require a machine to be replaced.

ADMINISTRATIVE REQUIREMENTS

1. Account Manager – The Proposer must provide one designated account manager dedicated to WPCOG as a point of contact that will have full authority regarding the contract, equipment placement, and personnel who will be assigned to the WPCOG. The Account Manager should have a minimum of three (3) years’ experience in the copier and fax business with a background in service, sales, and management.

2. Billing – The Proposer shall provide centralized summary billing containing the following:

   1. One (1) master invoice identifiable by one (1) invoice number for summary billing for machine population monthly.

   2. Detailed, individual machine backup to master invoice to include:

      1. Serial number and ID number

      2. Machine make/model.

      3. Accessories

      4. Location

      5. Beginning and ending meter readings

      6. Total copy volume

      7. Dollar amount

      8. Bill date

      9. Bill must be broken down by individual machine and location.

      10. NC sales tax is stated on a separate line item.

   3. Sample monthly billing documents submitted with proposal.

3. Quarterly Reports – The Proposer shall provide a quarterly report consisting of the following:

   1. Number of machines placed (by month and total to date) in equipment segment and volume level.

      1. The average number of services calls for the total population.

      2. Number of calls for each machine.

      3. Number of copies between calls for each machine.

      4. Average number of copies between calls for entire population.

      5. Average copy volume by equipment segment level.

PROPOSAL REQUIREMENTS

1. Complete descriptive literature for each unit and each option proposed with recommended copy volumes.

2. List of companies or organizations where similar programs are in place with the following information:

   1. Customer name

   2. Customer address

   3. Customer contact person

   4. Customer phone number

3. Letters from Manufacturer(s) that include:

   1. Paper stock recommendations

   2. Availability of parts, service, and supplies

   3. Recommended Manufacturer(s) monthly volume range

4. A detailed description of any added values that clearly illustrates that proposal has significant “best value” components.

5. Detailed price proposal that clearly illustrates unit price as well as total cost for all equipment and service.

6. List of firms, colleges, cities, counties, or other end users where the Proposer has installed copiers and fax machines, including telephone number and installation date(s).

7. Any other information that may improve the evaluation of the proposed solution to the requirements stated herein.

Insurance

The successful Proposer shall purchase and maintain adequate insurance and include the types of coverage listed below. Failure to furnish and maintain such insurance shall constitute default and will be grounds for termination of the contract.

1. Workman’s Compensation Insurance

   The successful Proposer shall maintain during the life of the contract all Workman’s Compensation insurance as is or may be required by the laws of the State of North Carolina.

2. Public Liability Insurance

   The successful Proposer shall maintain during the life of the contract public liability insurance covering liability for bodily injury and property damage which may arise from operations, contractual obligations, products and completed operations, as well as operations performed by independent contractors.

3. Certificate of Insurance

   The successful Proposer shall furnish the WPCOG a certificate of insurance showing the required Workman’s Compensation and Public Liability insurances are carried by the Proposer. The certificate of insurance must show that it was issued at the request of the WPCOG. The successful Proposer shall not change any required insurance during the life of the contract unless notice of any such change is given in writing to the WPCOG at least fifteen (15) days prior to any such change.

EVALUATION OF PROPOSALS

There will be no public “bid opening.” Proposals will be opened, reviewed, and evaluated by a team of WPCOG staff, to include the I.T. Manager, Assistant Executive Director, and other WPCOG administration staff.

Pursuant to N.C.G.S. §143-129.8(d), proposals opened, reviewed, and evaluated shall not be subject to public inspection until a contract is awarded.

Factors (not in order of importance) to be considered in the award of a contract under this RFP are:

1. Ability of proposed equipment and services to meet the needs of the WPCOG.

2. Availability of service and supplies

3. General reputation of Proposer

4. Proposer’s ability to provide the required equipment and services.

5. Quality, value, and completeness of the proposal

6. Total cost to the WPCOG over the term of the contract

7. Other factors demonstrating that the proposal is the “best value” for the WPCOG.

WPCOG does not intend to purchase any leased equipment. The Proposer should specify the method or methods of contracting with the Proposer such as lease, cost per copy, or other all-inclusive pricing which can be easily budgeted and controlled by WPCOG , or any combination of available methods.

TABLE A – EXISTING COPIERS

LOCATION	MODEL	Current Service
WPCOG Front Copy Room	Canon ImagePRESS C910 Serial # 3EL01482	05/27/21 – 05/27/2026
WPCOG Front Copy Room	Ricoh MP7503SP Serial # G666L9022
WPCOG Back Copy Room	Ricoh MP7503SP Serial # G668LC00025

TABLE B – EXISTING WPCOG PLOTTER

LOCATION	MODEL	Current Service 05/31/2024 – 05/31/2029
WPCOG Planning Department	HP DesignJet T2600 Serial # CN3BAFH003