Town of Pittsfield - Copier/Printer/Scanner Equipment and Services - RFP 2027-2031 (2026)
Town of PittsfieldCity · Pittsfield, NH- Due
- Oct 15, 2026
- Deadline passed
- Contract term
- 4 years
- Primary contact
- Board Administrator
The 30-second brief
The Town of Pittsfield, New Hampshire seeks competitive proposals for copier, printer, scanner and related equipment, supplies, service and maintenance for Town Hall, the Police Department, the Fire Department, and the Pittsfield Public Library. The scope includes delivery, installation, configuration, training, routine maintenance, parts, toner and other consumable supplies for a 48-month tax-exempt municipal lease/purchase arrangement or outright purchase. Locations include Town Hall (color multifunction), Police Department (color multifunction), Fire Department (B&W multifunction), and Public Library (B&W multifunction with optional electronic payment or usage/charge reporting). Sealed proposals must be received by October 15, 2026, at 4:00 p.m. at Pittsfield Town Hall, 85 Main Street, Pittsfield, NH 03263. The Town requires a certificate of liability insurance and evaluates proposals based on equipment specifications, reliability, service response time, purchase/lease/maintenance costs, and vendor experience.
Multifunction color copier/printer/scanner, Multifunction black & white copier/printer/scanner, Routine maintenance, Parts, Toner, Drums, Fusers, Optional electronic payment system, Optional usage/charge reporting system
Compliance with specifications and suitability of proposed equipment, reliability, service and technical support, vendor experience and qualifications, service response time, purchase, lease and maintenance costs, per-copy/per-print and overage costs, cost and usefulness of optional Library payment/reporting features, references and demonstrated performance
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Summary
The Town of Pittsfield, New Hampshire seeks competitive proposals for copier, printer, scanner and related equipment, supplies, service and maintenance for Town Hall, the Police Department, the Fire Department, and the Pittsfield Public Library.
The scope includes delivery, installation, configuration, training, routine maintenance, parts, toner and other consumable supplies for a 48-month tax-exempt municipal lease/purchase arrangement or outright purchase. Locations include Town Hall (color multifunction), Police Department (color multifunction), Fire Department (B&W multifunction), and Public Library (B&W multifunction with optional electronic payment or usage/charge reporting). Sealed proposals must be received by October 15, 2026, at 4:00 p.m. at Pittsfield Town Hall, 85 Main Street, Pittsfield, NH 03263. The Town requires a certificate of liability insurance and evaluates proposals based on equipment specifications, reliability, service response time, purchase/lease/maintenance costs, and vendor experience.
EVALUATION CRITERIA
10- Compliance with specifications and suitability of proposed equipment
- Reliability
- Service and technical support
- Vendor experience and qualifications
- Service response time
- Purchase
- Lease and maintenance costs
- Per-copy/per-print and overage costs
- Cost and usefulness of optional Library payment/reporting features
- References and demonstrated performance
REQUIRED DELIVERABLES
9- Multifunction color copier/printer/scanner
- Multifunction black & white copier/printer/scanner
- Routine maintenance
- Parts
- Toner
- Drums
- Fusers
- Optional electronic payment system
- Optional usage/charge reporting system
REQUIRED ATTACHMENTS
4- Appendix A - Bid Pricing Form
- Vendor Certification
- Certificate of liability insurance
- References
- Submit to
- Pittsfield Town Hall, Attn: Board Administrator, 85 Main Street, Pittsfield, New Hampshire, 03263
- Scope location
- Pittsfield, NH
Questions about this RFP
How do I respond to this RFP from Town of Pittsfield?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 15, 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: Pittsfield Town Hall, Attn: Board Administrator, 85 Main Street, Pittsfield, New Hampshire, 03263. For questions, contact Board Administrator.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Pittsfield in NH, 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 RFP 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 Board Administrator. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Multifunction color copier/printer/scanner, Multifunction black & white copier/printer/scanner, Routine maintenance, Parts, Toner, Drums, Fusers, Optional electronic payment system, Optional usage/charge reporting system. 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: "Compliance with specifications and suitability of proposed equipment, reliability, service and technical support, vendor experience and qualifications, service response time, purchase, lease and maint..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Pittsfield?
All active and historical solicitations from Town of Pittsfield are tracked and searchable. As a city agency, Town of Pittsfield 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 RFP?
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: Appendix A - Bid Pricing Form, Vendor Certification, certificate of liability insurance, references. Review the full document from Town of Pittsfield for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Pittsfield, NH. Review the full solicitation for detailed scope requirements.