City of Calera Service Contract for City-Owned Copiers and Printers Bid 2025
City of CaleraCity · Calera, AL- Due
- Dec 10, 2025
- Deadline passed
- Posted
- Dec 2, 2025
- Primary contact
- James Fuller
The 30-second brief
The City of Calera is soliciting sealed bids for a service and maintenance contract for approximately 29 City-owned Kyocera ECOSYS printers and copiers (models include M2040dn, M6635cidn, MA2600cwfx, MA3500cifx, PA2600cwx, PA5000x, P5026cdw, and MA4500ix). Required coverage includes all parts, labor, and travel for maintenance and repair, one-business-day repair completion, loaner machines, and Automated Toner Replenishment (ATR). Proposals must include detailed pricing, service response procedures, ATR process descriptions, and three municipal or government references. Sealed bids are due by December 10, 2025, at 10:00 AM CST at City Hall, 7901 Highway 31, Calera, AL 35040, addressed to James Fuller in the IT Department.
Total cost, Service reliability, Vendor experience, Quality of ATR and service systems
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Summary
The City of Calera is soliciting sealed bids for a service and maintenance contract for approximately 29 City-owned Kyocera ECOSYS printers and copiers (models include M2040dn, M6635cidn, MA2600cwfx, MA3500cifx, PA2600cwx, PA5000x, P5026cdw, and MA4500ix).
Required coverage includes all parts, labor, and travel for maintenance and repair, one-business-day repair completion, loaner machines, and Automated Toner Replenishment (ATR). Proposals must include detailed pricing, service response procedures, ATR process descriptions, and three municipal or government references. Sealed bids are due by December 10, 2025, at 10:00 AM CST at City Hall, 7901 Highway 31, Calera, AL 35040, addressed to James Fuller in the IT Department.
EVALUATION CRITERIA
4- Total cost
- Service reliability
- Vendor experience
- Quality of ATR and service systems
REQUIRED ATTACHMENTS
5- Detailed pricing
- Service response procedures
- ATR process description
- Three municipal/government references
- Proof of insurance
- 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. Be sure to include all required attachments as outlined in the solicitation. 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.
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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, Service reliability, Vendor experience, Quality of ATR and service systems" 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 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. This solicitation specifically requires the following attachments: Detailed pricing, Service response procedures, ATR process description, Three municipal/government references, Proof of insurance. 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.