The City of Rancho Santa Margarita is seeking bids for a 48-month lease of four multifunction copy machines and maintenance services. Bids are due by July 9, 2026, at 4:00 PM. The lease includes two larger and two smaller machines with specific speed and resolution requirements. Maintenance services require a 4-hour response time for emergencies and 48-hour part replacement. The contract may be awarded based on demonstrated competence, understanding of needs, cost, and other factors, not necessarily the lowest price. Bidders must submit a noncollusion affidavit and a certification of bid.
The copy machines shall be delivered, installed, and made ready for use within twenty 20 days after receipt of the signed contract. The copy machines shall be delivered, installed, and made ready for use within twenty 20 days after receipt of the signed contract.
Monthly costs will be based on machine usage and will be billed in arrears. Monthly costs will be based on machine usage and will be billed in arrears.
Copy machines provided will perform to manufacturers specifications for a minimum of 95% of the available work time. Any machine that fails to meet this standard shall be replaced with an equal or better model at no cost to the city. Any machine that fails to meet the 95 standard shall be replaced with an equal or better model at no cost to the city.
The bid will be evaluated on the basis of the response to all questions and requirements. Criteria include demonstrated competence, understanding of requirements, successful delivery of similar services, location and availability of maintenance staff, quality of references, proposed costs, and bid content and quality. The city shall use some or all of the following criteria in its evaluation, in no particular order: 1. Demonstrated competence in providing the services as requested
Bidders must be authorized by the manufacturer to supply the makes and models offered and have an adequate number of trained service personnel. Bids will be accepted only from vendors authorized by the manufacturer to supply the makes and models offered, and who have an adequate number of trained service personnel employed by vendor.
If the vendor's service technician fails to repair a serious recurring problem for the third time, the city may cancel the lease without early termination charges. If the vendors service technician fails to repair successfully a serious recurring problem for the third time, the city may have the copier lease canceled and not pay any early termination or removal charge.
Written questions are due by June 23, 2026. written question deadline: june 23, 2026
Bids may be rejected if collusion is suspected, if a bidder fails to perform adequately for the city or other agencies, or if the bidder is in default on payments to the city. The city reserves the right to reject the bid of any bidder who previously failed to perform adequately for the city or any other governmental agency.
