REQUEST FOR 

PROPOSALS (RFP)

MULTIFUNCTION PRINTER COPIER EQUIPMENT & SERVICE AGREEMENT                              

Issue Date: December 11, 2025
 Proposal Due Date: January 21, 2026, at 4:00 PM EST

Description

The Town of Ahoskie is soliciting sealed proposals from qualified vendors for the lease or purchase, installation, and maintenance of six (6) multifunction printer/copier devices. The selected vendor will provide equipment capable of meeting the Town’s printing, copying, scanning, and finishing needs, along with an associated service and supplies agreement.

Background

Vendors are asked to provide proposals that include equipment, installation, training, ongoing maintenance, and all consumables (excluding paper).

Equipment Requirements

Each multifunction device must meet or exceed the following specifications:

• Minimum monthly print/copy volume: 5,000 pages
• Estimated usage: 80% black & white, 20% color
• Print/copy speed: At least 45 pages per minute (preferred 50+ ppm)
• Required functions:
  • 3-hole punch
  • Automatic stapling
  • High-speed duplex scanning
  • Network printing
  • Secure print release
  • Scan to email and scan to folder
• Document feeder capacity of at least 150 sheets
• Ability to handle letter, legal, and 11x17 paper sizes
• Touchscreen interface
• Energy-efficient operation 

3. Quantity and Locations

A total of six (6) devices will be deployed across multiple Town departments. 

Final placement locations will be provided prior to installation.

4. Service & Maintenance Requirements

Proposals must include a comprehensive maintenance and service plan that covers:

• Preventative maintenance
• All repairs and replacement parts
• Toner and consumables (excluding paper)
• On-site response time for service calls
• Remote monitoring for toner levels and service alerts
• Annual usage reporting by device and department

Vendors must also provide details on service coverage, technician availability, and expected downtime.

5. Proposal Requirements

All proposals must include:

1. Company Profile
   • Company history, number of years in business, and primary business focus.
   • Contact information for the main point of contact.
2. Equipment Description
   • Model numbers and full technical specifications for each proposed device.
   • Brochures or product sheets.
3. Cost Proposal
    Provide detailed pricing for the following:
   • Lease options (36/48/60 months) 
   • Service agreement cost per page (B&W and color)
   • Any additional fees (delivery, installation, training, etc.)
4. References
   • Minimum of three (3) references from municipal or similar clients.
5. Implementation Plan
   • Delivery timeline
   • Installation process
   • Training provided for staff

6. Evaluation Criteria

Proposals will be evaluated based on the following factors:

• Compliance with required specifications
• Cost (initial and ongoing)
• Service and maintenance capability
• Equipment durability and reliability
• Vendor experience and references
• Implementation timeline

The Town of Ahoskie reserves the right to reject any or all proposals, waive informalities, and select the proposal deemed in the best interest of the Town.

Submission Deadline & Contact Information

Issue Date:                              December 11, 2025

Proposal Due Date:                 January 21, 2026, at 4:00 PM EST

Complete Evaluation:             February 3, 2026, at 4:00 PM EST

Contract Award:                     February 10, 2026, at 4:00 PM EST

Proposals must be submitted via email in PDF format to:

John Moses

Town Manager

Email: TownManager@ahoskienc.gov

Late submissions will not be considered.