Western Piedmont Council of Governments Lease and Servicing Program for Multi-Functional Digital Copiers RFP 2026
Western Piedmont Council of GovernmentsLocal Agency · Hickory, NC- Due
- Feb 26, 2026
- Deadline passed
- Posted
- Feb 4, 2026
- Contract term
- 3 years
- Primary contact
- Lucas Bentley
The 30-second brief
The Western Piedmont Council of Governments (WPCOG) is requesting proposals for the lease and servicing of multi-functional digital copier machine systems. The goal is to replace three existing copiers and potentially add a fourth or fifth, aiming for efficient copying, printing, scanning, and faxing while managing costs.
Complete descriptive literature for each unit/option, List of companies with similar programs (customer name, Address, Contact, Phone), Letters from Manufacturer(s) (paper stock recs, Parts/service/supplies availability, Monthly volume range), Detailed description of added values, Detailed price proposal, List of firms/colleges/cities/counties with installed copiers/fax machines (phone, Installation date).
Ability of proposed equipment and services to meet needs, availability of service and supplies, general reputation of Proposer, Proposer's ability to provide equipment and services, quality/value/completeness of proposal, total cost to WPCOG, and other factors demonstrating best value.
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Summary
The Western Piedmont Council of Governments (WPCOG) is requesting proposals for the lease and servicing of multi-functional digital copier machine systems.
The goal is to replace three existing copiers and potentially add a fourth or fifth, aiming for efficient copying, printing, scanning, and faxing while managing costs.
EVALUATION CRITERIA
7- Ability of proposed equipment and services to meet needs
- Availability of service and supplies
- General reputation of Proposer
- Proposer's ability to provide equipment and services
- Quality/value/completeness of proposal
- Total cost to WPCOG
- Other factors demonstrating best value
REQUIRED DELIVERABLES
Complete descriptive literature for each unit/option, List of companies with similar programs (customer name, Address, Contact, Phone), Letters from Manufacturer(s) (paper stock recs, Parts/service/supplies availability, Monthly volume range), Detailed description of added values, Detailed price proposal, List of firms/colleges/cities/counties with installed copiers/fax machines (phone, Installation date).
REQUIRED STAFFING
Account Manager with minimum 3 years experience in copier/fax business (service, sales, management).
- Submit to
- PO Box 9026, Hickory NC 28602 or 1880 2nd Ave NW, Hickory NC 28601
- Scope location
- Multiple WPCOG offices within the same building
Questions about this RFP
How do I respond to this RFP from Western Piedmont Council of Governments?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is February 26, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: PO Box 9026, Hickory NC 28602 or 1880 2nd Ave NW, Hickory NC 28601. For questions, contact Lucas Bentley.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Western Piedmont Council of Governments in NC, 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 Lucas Bentley. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Account Manager with minimum 3 years experience in copier/fax business (service, sales, management).. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Complete descriptive literature for each unit/option, List of companies with similar programs (customer name, Address, Contact, Phone), Letters from Manufacturer(s) (paper stock recs, Parts/service/supplies availability, Monthly volume range), Detailed description of added values, Detailed price pro. 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: "Ability of proposed equipment and services to meet needs, availability of service and supplies, general reputation of Proposer, Proposer's ability to provide equipment and services, quality/value/comp..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Western Piedmont Council of Governments?
All active and historical solicitations from Western Piedmont Council of Governments are tracked and searchable. As a local agency agency, Western Piedmont Council of Governments 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 3 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. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Western Piedmont Council of Governments for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Multiple WPCOG offices within the same building. Review the full solicitation for detailed scope requirements.