College Wide Copier Lease and Maintenance Program

San Jacinto College District is soliciting proposals under RFP #26-05 for a comprehensive college-wide copier lease and maintenance program. The project involves furnishing, installing, and managing a fleet of approximately 84 multifunction devices across five campuses and two district offices. The contract includes a five-year base term with a potential five-year renewal option, totaling up to ten years. A critical component of the scope is the execution of a lease buyout for existing equipment, estimated between 175,000 and 200,000 dollars. The selected contractor must provide new, ENERGY STAR certified, and UL-approved equipment that integrates with Windows Server 2019, Entra AD SSO, and Ellucian/Banner systems. Technical requirements emphasize high security, including TLS 1.2/1.3 encryption and data sanitization compliant with NIST SP 800-88 Rev. 1. Mandatory certifications include TX-RAMP, and vendors must provide a detailed AI disclosure regarding any machine learning or generative AI used in their services. Operational expectations include a Service Level Agreement with a two-hour onsite response time and a centralized, paperless monthly billing and usage log. Proposals are evaluated on a 100-point scale using a trade-off process, with the highest weights assigned to price (30 points) and scope understanding, approach, and management (25 points). Other factors include firm and personnel qualifications, references, financial statements, and contract exceptions. Shortlisted offerors may undergo further evaluation through product demonstrations, interviews, and equipment testing. All proposals must be submitted via the IonWave portal by 2:00 PM on October 16, 2025, with the final award anticipated in February 2026.