City of Tulsa Multi-Function Device Rental Services CSP TAC 186G (2026)
City of TulsaCity · Tulsa, OK- Due
- Dec 9, 2026
- 28 days left
- Posted
- Nov 6, 2026
- Contract term
- 1 year
- Primary contact
- Samantha J. Toothaker
- (555) 123-4567 ext 101
The 30-second brief
The City of Tulsa is seeking competitive sealed proposals for the monthly rental of multi-function digital print, fax, scan, and copy devices (MFDs) including ongoing maintenance, repair, OEM toner, parts, supplies (except paper), and support services to equip City facilities at multiple locations throughout the City of Tulsa and Tulsa County. The contract term is 12 months with four optional one-year renewals. Key requirements include newly manufactured MFDs with double-sided printing, secure PIN code/mailbox access, network integration, automatic usage reports, remote monitoring, and a 95% uptime SLA. Proposals are due by December 9, 2026, and must be submitted to the Deputy City Clerk. A pre-proposal conference is scheduled for November 18, 2026, and questions are due by November 30, 2026. Required submissions include a proposal narrative, respondent information sheet, pricing summary (Exhibit A), data rider (Exhibit B), contract terms (Exhibit D), non-collusion affidavit, addenda acknowledgment, and specification sheets.
Multi-function digital print/fax/scan/copy devices (MFDs), Preventive maintenance schedules, Usage reports, Remote monitoring software, OEM toner and supplies
Capability, Experience and Qualifications (30 points), Responses to Requirements and Questions (30 points), Cost (30 points), References (10 points)
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Summary
The City of Tulsa is seeking competitive sealed proposals for the monthly rental of multi-function digital print, fax, scan, and copy devices (MFDs) including ongoing maintenance, repair, OEM toner, parts, supplies (except paper), and support services to equip City facilities at multiple locations throughout the City of Tulsa and Tulsa County.
The contract term is 12 months with four optional one-year renewals. Key requirements include newly manufactured MFDs with double-sided printing, secure PIN code/mailbox access, network integration, automatic usage reports, remote monitoring, and a 95% uptime SLA. Proposals are due by December 9, 2026, and must be submitted to the Deputy City Clerk. A pre-proposal conference is scheduled for November 18, 2026, and questions are due by November 30, 2026. Required submissions include a proposal narrative, respondent information sheet, pricing summary (Exhibit A), data rider (Exhibit B), contract terms (Exhibit D), non-collusion affidavit, addenda acknowledgment, and specification sheets.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
5- Multi-function digital print/fax/scan/copy devices (MFDs)
- Preventive maintenance schedules
- Usage reports
- Remote monitoring software
- OEM toner and supplies
REQUIRED ATTACHMENTS
10- Respondent Information Sheet
- Exhibit A Price Sheet Summary
- Exhibit B Data Rider
- Acknowledgement of Receipt of Addenda/Amendments
- Affidavit (Non-Collusion, Interest & Claimant)
- Exhibit D City of Tulsa General Contract Terms
- Certificate(s) of Insurance
- Signatory Authorization Documentation
- Specification Sheets by Model
- USB Flash Drive
- Submit to
- Deputy City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103
- Duration
- 12 months
- Scope location
- Tulsa, OK
Questions about this BID
How do I respond to this Bid from City of Tulsa?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 9, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Deputy City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103. For questions, contact Samantha J. Toothaker.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including City of Tulsa in OK, 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 Samantha J. Toothaker at (555) 123-4567 ext 101. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Multi-function digital print/fax/scan/copy devices (MFDs), Preventive maintenance schedules, Usage reports, Remote monitoring software, OEM toner and supplies. 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: "Capability, Experience and Qualifications (30 points), Responses to Requirements and Questions (30 points), Cost (30 points), References (10 points)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Tulsa?
All active and historical solicitations from City of Tulsa are tracked and searchable. As a city agency, City of Tulsa 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 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of December 9, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
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: Respondent Information Sheet, Exhibit A Price Sheet Summary, Exhibit B Data Rider, Acknowledgement of Receipt of Addenda/Amendments, Affidavit (Non-Collusion, Interest & Claimant), Exhibit D City of T. Review the full document from City of Tulsa for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Tulsa, OK. Review the full solicitation for detailed scope requirements.