Copier Maintenance Services

The City of Akron is seeking proposals from qualified suppliers to provide full-service copier maintenance for its fleet of machines located throughout Summit and Portage counties. All awarded equipment will be provided to the selected supplier in as-is condition. The City reserves the right to add or remove machines from the program at any time during the contract period without penalty.

Please submit a proposal for furnishing Copier Maintenance Services over time period of **January 1, 2027, through December 31, 2027**, with an option to renew for up to an additional 2 years, allowing for a 30-day cancellation notice by the City only, with the supplier making no claim for damages or additional compensation by reason of such cancellation. The price for the items(s) will be fixed.

Suppliers shall provide full-service maintenance including labor, parts, supplies (excluding paper), drums, and telephone support at no charge. Covered parts and supplies include, [...] but are not limited to toner, developer units, drum units, feed tires, rollers, electronic boards, fusers, and operation panels.

Proposal Requirements

Please provide the following information in your proposal response by addressing each heading with detailed information and/or examples.

1. Background
2. Pricing Structure
3. Service
4. List any additional information such as benefits or service conditions.

Provide detailed pricing for the copier maintenance plan. If pricing is for monthly copy volume, then include the tier amounts for both black and white and color if applicable. All charges must be detailed in the proposal. This includes but is not limited to any base charges, fuel surcharges, etc.

Pricing must cover the entire term of the agreement.

• Provide description of service capabilities and response time commitments.
• Capability of acquiring parts for the current fleet of machines.
• Identify any machine(s) from the attached machine list that your company cannot service or may not be able to source parts to complete repairs.
• Indicate how meter readings are obtained for machines.
• Provide a description of how toner will be ordered or supplied as part of this agreement.

All submissions must be made through the City of Akron's official Bonfire (Euna) procurement portal located at: http://akronohio.bonfirehub.com/opportunities

Responses are required by: November 6, 2026 at 4:30 p.m.

Bids are only accepted via submission on the City's Euna Procurement portal at https://akronohio.bonfirehub.com/. No submission by mail, in-person, faxed, or emailed will be accepted.

Any award will be made to the most responsive and responsible proposal. The determination of most responsive and responsible proposal may involve price, conformity to scope of work, financial ability to perform, previous performance, compliance with related awards/laws/ordinances, availability of supply, delivery promise, terms of payment, compatibility as required, other costs, and other objective factors.

Pursuant to Section 34.09 of the Code of Ordinances of the City of Akron, Ohio, the Purchasing Agent has determined that a bid or performance bond will not be required.

The successful proposer will have employees involved in the project, so the following will be required from the successful bidder at its own expense: (a) Worker's Compensation Certificate, (b) General Liability Insurance Certificate naming the City as Additional Insured (Bodily injury and property damage combined single limit at $1,000,000 each occurrence and $1,000,000 aggregate), (c) Auto Liability Insurance certificate naming the City as Additional Insured (Bodily injury and property damage combined single limit at $1,000,000 each occurrence and $1,000,000 aggregate).

It will be understood that the City receives Net 30 day terms.