What the buyer needs
AI summaryThe City of Tulsa seeks proposals for the monthly rental of multi-function digital print, fax, scan, and copy devices to equip City facilities across Tulsa and Tulsa County. The 12-month agreement requires ongoing maintenance, support services, unlimited OEM toner, personnel training, a four-hour repair response time, and a 95 percent quarterly uptime rate. Only onshore organizations in the United States are eligible to bid. A virtual pre-proposal conference is scheduled for November 18, 2026, at 9:00 a.m., and interested vendors must email the assigned buyer for an invitation and submit all questions by November 30, 2026. Respondents must deliver sealed proposals—including one unbound original, one bound copy, and one electronic copy—to the Deputy City Clerk at 175 E. 2nd St., Suite 260, Tulsa, OK 74103, by 5:00 p.m. on December 9, 2026. Proposals must be clearly labeled "TAC 186G Multi-Function Device Rental Services" and include all required pricing and compliance forms.
Scope of work
- Monthly rental of newly manufactured multi-function print/fax/scan/copy devices (MFDs)
- Ongoing maintenance and repair within four (4) hours of service request
- Unlimited supply of OEM toner and disposal/recycling of service parts
- Minimum 95% uptime per MFD per calendar quarter and loaner machines
- No-cost training of City personnel upon equipment installation
- Electronic transmission of monthly meter readings and service calls
- Management software and reporting for image/page counts by user/department
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Capability, Experience and Qualifications | 30 |
| Responses to Requirements and Questions | 30 |
| Cost | 30 |
Minimum qualifications
- Equipment must be newly manufactured with no used or refurbished parts
- OEM statement of support if OEM is not the direct servicing entity
- Experience completing similar projects for organizations of similar size and complexity
- Compliance with Americans with Disabilities Act (ADA) and equal employment opportunity laws
- Authorized insurance company licensed to do business in Oklahoma
Documents to include with your response
- Proposal Narrative
- Respondent Information Sheet
- Exhibit A Price Sheet Summary and electronic TAC 186G Worksheet
- Exhibit B Data Rider
- Exhibit C Insurance Requirements and Certificate(s) of Insurance
- Acknowledgement of Receipt of Addenda/Amendments
- Affidavit (Non-Collusion, Interest & Claimant), notarized
- Exhibit D City of Tulsa General Contract Terms
- OEM specification sheets for each model offered
- Rental documents for legal review (if required)
How to submit
- Method
- Sealed hard copy and electronic copy on USB drive
- Instructions
- Submit one (1) unbound original, one (1) bound copy, and one (1) electronic copy on a USB drive by 5:00 p.m. on 12/09/2026 to Deputy City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103, labeled 'TAC 186G Multi-Function Device Rental Services'.