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Request for Proposals: Copiers

March 3rd, 2023 | Posted in Uncategorized

Smart Start of New Hanover County

Multifunction Printers and Copiers

Request for Applications Fiscal Years 2023-2024

Smart Start of New Hanover County (SSNHC) is seeking a request for proposals for lease and/or purchase of two Multifunction Printers and Copiers. 

RFA Release Date:                                                    February 28, 2023

Deadline for Proposals:                                          Friday, March 31, 2023 at noon

Award Notification:                                                 By May 29, 2023

Submission Instructions:

  • Send signed, scanned electronic copies to Tina Hughes at
  • Late applications will not be accepted. 


Please submit all questions in writing to:


A. Multifunction Printers and Copiers

SSNHC is seeking proposals for lease or purchase of two (2) multifunction printers and copiers to include the following services and supports.  The bidder may propose additional or alternative services.

Machine One

  • Sort/Staple/Fold/Hole punch features
  • Direct printing all file types
  • Document feeding
  • Multiple paper drawers
  • Multiple paper size capabilities including 8×11, 11×17
  • Print and scan features
  • Scan and email features
  • Network interface
  • Network protocol support

Machine Two

  • Sort/Staple features
  • Direct printing all file types
  • Document feeding
  • Print and scan features
  • Scan and email features
  • Network interface
  • Network protocol support

B. Supply Expectations

  • At least 5,000 Black and White and 4,000 Color copies per month
  • Unlimited toner
  • Black and white toner may not be off brand and must be OEM
  • Color toner must be OEM
  • Consumable supplies must meet original equipment manufacturer’s expectations
  • Vendor assumes all responsibility for hardware performance due to consumable supplies
  • Covers all multifunction devices and network printers in RFP
  • Down time due to lack of consumable supplies is not acceptable
  • Vendor is responsible for delivery of supplies to point of need
  • Smart Start of New Hanover County will supply paper for machines. 

C. Service Expectations

  • The vendor will be responsible for all toner, fix/repair, maintenance and/or replacement of all output devices included in contract resulting from this RFP.
  • Preventative maintenance schedules planned and completed according to manufacturer’s recommended service  schedules
  • Exclusive utilization of OEM parts and supplies
  • Minimum service response expectations
    • Vendor shall respond to a request for maintenance within 1 hour 
    • Maintenance and repair calls must be performed within 4 hours of request for service
    • The maximum allowable downtime is 48 hours for any one piece of equipment
    • Vendor assumes all responsibility for hardware performance due to service parts and components
    • A “loaner” machine must be placed in the building for any equipment that can’t be repaired and restored to normal operating service within 5 days


A. Award Amount and Term:

Funding for this project is provided for a three-year term, renewable annually and contingent on funding availability. The term of any resulting award is anticipated to be for three fiscal years, from July 1, 2023, until June 30, 2026. A 60 month lease may be proposed with early buyout or exit specifications enumerated. 

B. Selection Process

All applications received before the declared deadline will be reviewed to ensure all necessary documentation is complete and included in submitted applications.

C.   Proposal and Budget

Proposals must address each of the items in Sections A, B, and C of the project overview.  Additional items or alternative supports may be proposed.

Proposals must also include a 3-Year Projected Budget. Please indicate the cost to support the items listed in the applications on an annual basis.  Items may be noted as inclusive, costs per hour, costs per “node,” and/or optional costs as appropriate.  

D.   Proposal Deadline

All applications must be received by noon on Friday, March 31, 2023 at noon. 

Send signed, scanned proposal to Tina Hughes at