The City of Maplewood is seeking proposals for leasing two high-volume multifunction copiers with comprehensive maintenance services for a 60-month term. Proposals are due by February 20, 2026, at 1:00 PM. The city anticipates completing the selection and award process by February 24, 2026, with service commencing March 1, 2026. Proposals must include specific information, including company qualifications, technical proposals, service and support plans, implementation plans, references, and cost proposals. Questions must be received by February 13, 2026, at 5:00 PM. The city requires vendors to comply with equal employment opportunity standards.
The bid notice states he city anticipates completing the selection and award process by february 24, 2026, with service commencing march 1, 2026.
The bid notice states invoicing frequency monthly preferred payment terms net 30 days standard annual price increases if any specify percentage or amountearly termination and endoflease terms: early termination fee structure nonappropriation termination provisions and fees purchase option pricing at lease end renewalextension options and pricing equipment return procedures and costs8.
The bid notice states award will be made to the responsive and responsible proposer whose proposal is determined to be the most advantageous to the city, considering price and all evaluation factors.
The bid notice states proposals will be evaluated and scored based on the following criteria: criteria points price and total cost of ownership 30 equipment quality and specifications 25 service and support capabilities 25 company qualifications and experience 10 implementation plan 5 5 references 5 total 100award will be made to the responsive and responsible proposer whose proposal is determined to be the most advantageous to the city, considering price and all evaluation factors.
The bid notice states he city reserves the right to request clarifications, conduct product demonstrations, request site visits to view equipment at other client locations, request best and final offers, and negotiate with topranked proposers.
The bid notice states protests of this rfp or award recommendation must be led in writing with the city manager within5 business days of the event being protested. the city managers decision on protests is nal.
