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Fixed Cost Per Print Program Services

Clinton, North CarolinaNorth Carolina, USADue Tuesday, October 20, 2026
Client
Clinton, North Carolina
RFP Number
EQU-20173
Posted
10/8/2026
Category
Computer Supplies, Accessories and other Equipments
Budget
Looking for Proposals
NAICS
—
Set-aside
—
Contact
—

Description

AI Generated

The Sampson County Finance Department in Clinton, NC is requesting proposals from qualified vendors for RFP No. 004-26 to establish a Fixed Cost Per Print Program for laser printers. The buyer needs a vendor to furnish, deliver, install, configure, maintain, and provide staff training for 199 new, current-model, network-capable laser printers and multifunction devices across six county departments. The contractor must retain equipment ownership, supply all parts and operating consumables except paper, keep backup units, provide prompt IT and maintenance response, and issue monthly invoices separated by department. Eligibility is restricted to onshore USA organizations. Proposals require a signed hard-copy original mailed or delivered to the Sampson County Finance Department; faxed or email-only submissions will not be accepted. Written questions must be emailed to [email protected] by October 13, 2026, at 12:00 PM Noon. Final proposals are due by October 20, 2026, at 2:00 PM. The contract term is sixty months, and offered rates must remain firm for at least 120 days from the proposal due date. Bidders must submit fixed black-and-white and color cost-per-print rates on the provided bid sheet.

Key solicitation details

AI-extracted from rfp-004-26-fixed-cost-per-print-laser-printers.pdf. Confirm against the original documents before bidding.

The Sampson County Finance Department is requesting proposals for a Fixed Cost Per Print Program for 199 laser printers across six County departments. The contractor will furnish, deliver, install, and maintain new network-capable equipment and provide operating supplies (excluding paper) on a fixed cost-per-print rate. Qualified vendors are eligible to submit proposals.

Issued by
Sampson County Finance Department
RFP Issue Date
September 29, 2026
Deadline for Written Questions
October 13, 2026, 12:00 PM (Noon)
Proposals Due
October 20, 2026, 2:00 PM
How to submit
Mailed or hand-delivered sealed hard copy
Submission details
Submit one signed original of the complete proposal to Sampson County Finance Department, Attn: Lavelle Jackson, Purchasing & Contracting Officer, 406 County Complex Road, Suite 120, Building C, Clinton, NC 28328. Outer envelope marked RFP #004-26 — Fixed Cost Per Print Program – Laser Printers. Email-only or faxed proposals will not be accepted.
Contract term
Sixty (60) months
Place of performance
Clinton, NC (Sampson County departments and facilities)
Insurance and bonding
Compliance with North Carolina Workers' Compensation Act; minimum insurance coverage per contract requirements; Certificate of Insurance with 30 days advance written notice of decrease, termination, or cancellation.
Funding
N.C.G.S. §159-28(a1)

How proposals are evaluated

Cost Proposal50%
Vendor Experience and References10%

Scope of work

  • Provision of 199 new, current-model, network-capable laser printers and multifunction devices
  • Delivery, installation, and network configuration of all equipment
  • Provision of operating supplies and parts excluding paper, including toner, drums, fusers, and rollers
  • Equipment maintenance, repair labor, and preventive maintenance
  • Operator training within one business day after installation and ongoing training as needed
  • Maintenance of at least one backup unit for immediate placement
  • Per-department monthly billing with meter readings
  • Equipment removal within one business week upon contract expiration or termination

Minimum qualifications

  • Compliance with North Carolina E-Verify requirements under N.C.G.S. §64-26(a)
  • Personnel licensed, certified, or registered as required by applicable North Carolina law
  • Experience providing similar cost-per-print programs

Documents to include with the bid

  • Cover Letter signed by an authorized person
  • Company Qualifications and Experience
  • Cost Proposal / Completed Request for Proposals Bid Sheet
  • Completed Attachment B – Vendor References (at least 3 references)
  • Completed, signed, and notarized Appendix A – E-Verify Compliance Affidavit
  • Completed, signed, and notarized Appendix B – Non-Collusion Affidavit

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