City of Calera Lease of Multi-Function Copier Equipment & Service Bid 2025
City of CaleraCity · Calera, AL- Due
- Dec 10, 2025
- Deadline passed
- Posted
- Dec 2, 2025
- Contract term
- 4 years
- Primary contact
- James Fuller
The 30-second brief
The City of Calera is soliciting sealed bids for the lease and service of new multi-function copier equipment to replace existing Sharp MX-3071 and MX-4071 units. Minimum requirements include at least 40 ppm print/copy speed, full-color capabilities, network readiness, and Automated Toner Replenishment (ATR). The procurement specifies a 48-month lease term with on-site service and maintenance, requiring repairs within one business day. Bidders must provide monthly lease pricing, equipment specifications, and three municipal references. Sealed bids are due by December 10, 2025, at 10:00 AM CST, with delivery and installation required within 30 days of award.
Lease pricing, Model numbers and specifications, ATR process description, Service procedures, Three municipal/government references
Total cost, Equipment quality, Vendor experience, Service reliability
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Summary
The City of Calera is soliciting sealed bids for the lease and service of new multi-function copier equipment to replace existing Sharp MX-3071 and MX-4071 units.
Minimum requirements include at least 40 ppm print/copy speed, full-color capabilities, network readiness, and Automated Toner Replenishment (ATR). The procurement specifies a 48-month lease term with on-site service and maintenance, requiring repairs within one business day. Bidders must provide monthly lease pricing, equipment specifications, and three municipal references. Sealed bids are due by December 10, 2025, at 10:00 AM CST, with delivery and installation required within 30 days of award.
EVALUATION CRITERIA
4- Total cost
- Equipment quality
- Vendor experience
- Service reliability
REQUIRED DELIVERABLES
5- Lease pricing
- Model numbers and specifications
- ATR process description
- Service procedures
- Three municipal/government references
- Submit to
- 7901 Highway 31, Calera, AL 35040
- Scope location
- Calera, AL
Questions about this BID
How do I respond to this Bid from City of Calera?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 10, 2025. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: 7901 Highway 31, Calera, AL 35040. For questions, contact James Fuller.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including City of Calera in AL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is James Fuller. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Lease pricing, Model numbers and specifications, ATR process description, Service procedures, Three municipal/government references. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Total cost, Equipment quality, Vendor experience, Service reliability" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Calera?
All active and historical solicitations from City of Calera are tracked and searchable. As a city agency, City of Calera regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 4 years. Contract terms may include renewal options.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. Review the full document from City of Calera for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Calera, AL. Review the full solicitation for detailed scope requirements.