Copier Maintenance

Project ID: RFQ032203 State|LocalOpportunities

Overview

Agency	Columbus Building And Zoning Services [OH]
Deadline	03/23/26
Posted	03/13/26
Estimated Value	$50,000 - $150,000 (AI estimate)
Set Aside	Not Provided
NAICS	Not Provided
PSC	Not Provided
Location	Ohio

Description

Primary Latest Change

Scope

The City of Columbus Department of Building and Zoning Services (hereinafter City) is seeking to establish a contract with one Contractor to purchase copier maintenance service and supplies expressed as a cost per copy (to include all costs associated with the service/labor, travel expenses, parts, and supplies, etc., except paper and staples) for a 12 month period to be billed monthly in arrears. The city will only pay for copies made and staple cartridges as needed. No minimums or maximums. The City does not pay penalty or late fees. Subsequent to the acceptance of an offer, individual written purchase orders may be issued as needed by the City to purchase items listed herein during the term of the agreement. At no time shall the obligation of the city agency exceed the dollar amount of an associated purchase order. Prices shall be FOB Destination Freight Prepaid & Allowed unless otherwise specified. The location for this service will be at 4252 Groves Road, Columbus, OH 43232. The City seeks to hire one (1) Contractor from April 1, 2026 through March 31, 2027 for this service. Interested bidders shall respond to this solicitation by submitting a bid through the City of Columbus' Vendor Services Portal. For additional information concerning this bid, including procedures for obtaining a copy of the bid document(s) and how to submit a proposal, you must go to the City of Columbus Vendor Services web page (http://vendorservices.columbus.gov) and view this bid number in the open solicitations listing.

Summary (Newest Update)

Background The City of Columbus Department of Building and Zoning Services is seeking to establish a contract for copier maintenance services and supplies. The goal is to provide cost-effective maintenance and support for copiers used by the department, ensuring operational efficiency without incurring unnecessary costs such as penalties or late fees. Work Details The contractor will provide copier maintenance services billed as a cost per copy, which includes all associated costs such as service/labor, travel expenses, parts, and supplies (excluding paper and staples). The services include: 1) Cost-Per-Copy Services for black and white and color copies generated by the Ricoh MP C4504ex copiers located at 4252 Groves Road, Columbus, OH. Estimated annual totals are 130,304 black copies and 283,086 color copies. 2) Provision of staple cartridge refills on an as-needed basis. The contractor must respond to service calls within specified timeframes: a confirmation call within 30 minutes and technician arrival within 4 business hours unless the call is made after noon on Friday. Invoices must be submitted monthly detailing the number of copies made and staple cartridges provided. Period of Performance The contract will be effective from April 1, 2026, through March 31, 2027. Place of Performance Services will be performed at 4252 Groves Road, Columbus, OH 43232. Bidder Requirements Bidders must have a valid City of Columbus contract compliance number at the time of contract award. They cannot subcontract any part of the contract without written approval from the City. Bidders must maintain payroll records accessible for verification by the City. Additionally, bidders must possess all necessary licenses and credentials to perform the services outlined in the scope.

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