Photocopier Rental, Rome, Italy

The U.S. Embassy in Rome is seeking bids for a fixed-price, five-year contract to rent, maintain, and service digital xerographic copiers across all U.S. diplomatic facilities in Italy, including consulates in Rome, Palermo, La Spezia, and other locations. The contract includes one base year and four annual option periods, with a total potential duration of five years and six months. Offerors must provide brand-new copiers categorized into four distinct groups based on performance specifications, such as copy speed, paper handling capacity, color capability, and additional features like automatic document feeders and 11x17" platen capability. All equipment must meet a strict reliability standard—no more than 24 hours of downtime per month—and any defective copies caused by equipment failure must be credited to the government. Delivery is FOB destination, meaning the contractor bears all risk until equipment is installed and accepted at each U.S. government site in Italy. The solicitation operates under a Lowest Price Technically Acceptable (LPTA) evaluation process, meaning technical acceptability must be demonstrated first, after which price becomes the sole deciding factor. Technical proposals are assessed for past performance, technical capability, and adherence to specifications, with failure to meet minimum requirements resulting in immediate disqualification. Offerors must be registered in SAM.gov, hold a UEI and CAGE code, and comply with all applicable FAR clauses governing ethics, whistleblower protections, equal opportunity, labor standards, Buy American, and trade agreements. International compliance is critical: contractors must secure Italian business registrations, including Chamber of Commerce certification, DURC, INAIL/INPS payment proof, and an antimafia self-declaration. Personnel must pass U.S. government suitability checks, and a named project manager fluent in English must remain in place for at least 90 days post-award. All billing must be submitted quarterly in Euros via email to TriMissionInvoices@state.gov, with copies sent to the Contracting Officer’s Representative. The contractor retains title to all equipment and is fully liable for loss, damage, or theft unless caused by U.S. government negligence. Proposals must be submitted electronically no later than April 24, 2026, through ROMEGSO-OFFERS@STATE.GOV in PDF, MS Office, or ZIP format, not exceeding 25MB, and must include proof of business presence in seven Italian cities, insurance, and detailed equipment model listings.