This Solicitation opportunity from Texas was posted on November 14, 2025. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
RFP - Leasing of Photocopier Equipment and Managed Print Services for Harris County
Awarded
25/0210State & Local
Submission Closed
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Harris County is soliciting proposals for the leasing of photocopier equipment and managed print services to provide a cost-effective and secure document output solution across all County departments. The scope includes the supply, installation, maintenance, and support of both regular and high-speed photocopiers, with options for operating leases, rentals, or lease-to-ownership plans. High-volume devices must meet specific technical standards, including minimum speeds of 70 PPM monochrome and 65 PPM color, 1200 x 1200 dpi resolution, and a minimum 3,000-sheet paper input capacity. The contract includes an initial one-year term with up to four one-year renewal options.
Award selection is based on a best-value trade-off methodology rather than the lowest price. Evaluation factors are weighted by technical compliance (25%), implementation and support plans (25%), security features (20%), pricing (20%), and vendor qualifications (10%), with a mandatory pass/fail gate for IT infrastructure and cybersecurity controls. Vendors must adhere to strict security requirements, including multi-factor authentication, role-based access control, and a 24-hour data breach notification mandate. Additionally, contractors must comply with the Harris County Minimum Wage Policy, which establishes a wage floor of 21.65 per hour for eligible workers starting July 1, 2025, and maintain comprehensive insurance coverage, including Workers Compensation and General Liability.
HighAI Summary for Addendum No. 1 - Harris County Minimum Wage Policy for Contract Workers: This document is Addendum No. 1 dated June 4, 2024, detailing the Harris County Minimum Wage Policy for Contract Workers. It establishes a minimum wage floor of $21.65 per hour for contractors and subcontractors working on County projects, adjusted annually using the MIT Living Wage Calculator. The policy applies to contracts solicited on or after July 1, 2025, with specific exemptions listed. It aims to improve work quality, safety, and productivity on County contracts. The Harris County Purchasing Department will administer compliance and wage adjustments annually.
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PDF, High priority: read this firstamendment
HighAI Summary for Addendum No. 1 - Job No. 25/0220 Leasing of Photocopier Equipment and Managed Print Services: This document is Addendum No. 1 for Job No. 25/0220 regarding the Leasing of Photocopier Equipment and Managed Print Services for Harris County. Dated December 15, 2025, it announces an extension of the proposal due date from December 22, 2025, to January 12, 2026, at 2:00 p.m. local time in Houston, TX. Vendors must acknowledge this addendum in their submittals via Bonfire by the new due date.
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PDF, High priority: read this firstamendment
HighAI Summary for Addendum No. 1 - Photocopier Leasing and Managed Print Services RFP: This document is Addendum No. 1 to the Request for Proposal (RFP) issued by Harris County for leasing photocopier equipment and managed print services. It outlines the scope of work including supply, installation, maintenance, and support of regular and high-speed photocopiers under various lease agreements. The addendum details service requirements such as delivery, installation, user training, equipment relocation, supplies management, and reporting. It also announces a pre-proposal conference and renewal options. The goal is to secure a cost-effective, reliable, and secure document output solution for County departments. This addendum updates or clarifies aspects of the original RFP to assist vendors in preparing their proposals.
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PDF, High priority: read this firstamendment
HighAI Summary for Addendum No. 2 - Harris County IT Security Vendor Controls List: This document is Addendum No. 2 for Harris County's Minimum Information Technology Security Vendor Controls List. It outlines mandatory cybersecurity controls and artifact requirements for various vendor categories including all vendors, cloud vendors (SaaS), custom application design vendors, and commercial off-the-shelf software vendors. Controls cover areas such as annual cybersecurity training, background checks, secure coding practices, multi-factor authentication, intrusion detection systems, compliance with industry standards, and vulnerability testing. The document also specifies required artifacts like SOC2 Type 2 reports, penetration test reports, vendor attestation letters, and certificates such as ISO 27001 and HiTrust. It emphasizes compliance with all controls in Section 1 for all vendor types. The addendum serves to enhance security requirements for vendors supporting Harris County IT solutions.
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PDF, High priority: read this firstamendment
HighAI Summary for Addendum No. 2 - Leasing of Photocopier Equipment and Managed Print Services for Harris County: This document is Addendum No. 2 dated December 16, 2025, for Job No. 25/0210 regarding the Leasing of Photocopier Equipment and Managed Print Services for Harris County. It requires vendors to acknowledge the addendum by January 12, 2026. The addendum adds a Usage Data document under Supporting Documents and includes a detailed Questions & Answers section addressing energy efficiency, network requirements, security standards, device capabilities, service coverage, lease plans, accessibility compliance, delivery models, support processes, and other procurement-related clarifications. It references attachments available in Bonfire for further details.
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PDF, High priority: read this firstamendment
HighAI Summary for Addendum No. 2 - Subcontractor Listing Form: This document is Addendum No. 2 related to subcontractor listing requirements for a contract with Harris County. It mandates contractors to provide detailed information about potential subcontractors, including company name, industry, DUNS number, principal name, contract value, contract duration, and certifications such as HUB/MWBE and Section 3. Contractors must ensure subcontractors are properly licensed, insured, and not debarred. A final subcontractor listing is required before contract award, and any changes must be approved by the County. The form also allows contractors to declare if they will not subcontract any portion of the contract.
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PDF, High priority: read this first7 pages · rfp
HighAI Summary for General Requirements for Proposals - Harris County RFP Instructions: This document outlines the general requirements and instructions for proposals submitted to Harris County for advertised requests for proposals (RFPs). It includes critical information on access to records, ACH vendor payment, addenda, assignment restrictions, award criteria, bond requirements, certification of interested parties, debarment certification, compliance with federal, state, and local laws, ethical conduct reporting, contract obligations, renewals, and transition procedures. The document is essential for vendors to understand the terms, conditions, and legal requirements to properly prepare and submit proposals to Harris County. It emphasizes the responsibility of vendors to comply with all specifications and legal mandates, including certifications and ethical standards.
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PDF, High priority: read this first1 page · insurance-requirements
HighAI Summary for Harris County Minimum Insurance Requirements: This document outlines the minimum insurance coverage and limits required for contractors during the term of a contract with Harris County, Texas. It specifies mandatory insurance types including Workers Compensation, Employers' Liability, Commercial General Liability, Automobile Liability, Umbrella/Excess Liability, and Professional/Errors & Omissions Liability if applicable. Coverage limits are detailed, such as $1,000,000 per occurrence for general liability and automobile liability, and $2,000,000 for products/completed operations. The document mandates that Harris County be named as an Additional Insured on a primary/non-contributory basis and requires insurance companies to be licensed in Texas with an A.M. Best rating of at least A-VII. Contractors must provide evidence of insurance and notify the County of any policy changes. The document emphasizes that insurance requirements do not limit contractor liability.
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PDF, High priority: read this first2 pages · specifications
HighAI Summary for Harris County Minimum Insurance Requirements - Workers' Compensation Coverage: This document outlines the mandatory Texas Workers' Compensation Insurance Coverage requirements under TWCC Rule 110.110 for building or construction contracts in Harris County. It defines key terms such as certificate of coverage and duration of the project, and details the contractor's obligations to provide and maintain workers' compensation insurance for all employees and subcontractors throughout the project duration. The document specifies the need for certificates of coverage before contract award, ongoing coverage extensions, retention of certificates, and notification procedures for coverage changes. It also mandates posting notices at project sites and requires contractors to flow down these requirements to subcontractors. Non-compliance constitutes a breach of contract with potential penalties. This version reflects the insurance coverage requirements as per Texas Labor Code Section 401.011(44).
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PDF, High priority: read this firstsecurity-controls-list
HighAI Summary for Harris County Minimum IT Security Vendor Controls List: This document, titled 'Harris County Minimum IT Security Vendor Controls List,' outlines mandatory IT security controls for vendors working with Harris County. It includes sections for all vendors, cloud vendors (SaaS) handling sensitive and non-sensitive data, custom application design vendors, and commercial off-the-shelf software providers. Key controls cover cybersecurity training, background checks, secure coding, multi-factor authentication, intrusion detection, compliance with industry standards, and regular security testing. The document also specifies required artifacts such as SOC2 Type 2 reports, penetration test reports, vendor attestations, and certificates like ISO 27001 and HiTrust. It serves as a comprehensive guideline to ensure vendor compliance with Harris County's IT security requirements.
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PDF, High priority: read this first6 pages · policy
HighAI Summary for Harris County Minimum Wage Policy and Certification: This document is the Harris County Minimum Wage Policy for Contract Workers, adopted by Harris County Commissioners Court as of June 4, 2024. It establishes a minimum wage requirement of $21.65 per hour, adjusted annually using the MIT Living Wage Calculator, for workers on eligible County contracts starting July 1, 2025. The policy aims to improve work quality, safety, and productivity on County projects. It defines key terms such as Contractor, Contractor Staff, and Emergency Contracts, and outlines the scope, applicability, and exemptions including interlocal agreements, sole source contracts, and contracts under $50,000. The Harris County Purchasing Department administers compliance and wage adjustments annually. This policy applies to all tiers of subcontracting and sets a wage floor, allowing for higher wages if required by law or policy.
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PDF, High priority: read this firstrfp
HighAI Summary for Harris County Photocopier Leasing and Managed Print Services RFP: This Request for Proposal (RFP) from Harris County seeks qualified vendors to lease photocopier equipment and provide managed print services. The solicitation covers two categories of devices: Regular Speed and High-Speed Photocopiers, with options for Operating Leases, Rentals, and Lease to Ownership Plans. The RFP includes requirements for delivery, installation, user training, supplies management, reporting, and de-installation. A pre-proposal conference is scheduled for November 21, 2025. The contract may include up to four one-year renewal options. The goal is to secure a cost-effective, reliable, and secure document output and management solution for all County departments, enhancing efficiency and information security.
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PDF, High priority: read this firstrfp
HighAI Summary for Harris County RFP Minimum Insurance Requirements: This document is a Request for Proposal (RFP) issued by Harris County outlining minimum insurance requirements and vendor instructions for submission. It includes detailed sections on proposal formatting, scope of services, pricing information, organizational qualifications, legal documents, and miscellaneous information. The RFP specifies evaluation criteria focusing on technical compliance, implementation, service, and support plans. It emphasizes confidentiality, evaluation processes, and negotiation procedures. The document aims to solicit comprehensive proposals for managed print services and related support, ensuring vendors meet the county's operational and security needs.
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PDF, High priority: read this first1 page · rfp-acknowledgement
HighAI Summary for RFP Acknowledgement for General Requirements for Proposals: This document is an acknowledgment form for a Request for Proposal (RFP) related to general requirements for proposals. It must be signed by an authorized corporate officer, partner, or proprietor, certifying that the RFP is submitted without collusion or fraud and that the signer understands and agrees to abide by all conditions of the RFP. The form includes fields for project job number, project description, authorized signature, date, representative name, company name, address, DUNS number, and contact information. This acknowledgment confirms the bidder's commitment to provide the requested goods or services according to the RFP provisions.
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PDF, High priority: read this firstspecial-notice
HighAI Summary for TWCC Rule 110.110 Workers' Compensation Insurance Coverage Requirements: This document outlines the mandatory requirements under TWCC Rule 110.110 for workers' compensation insurance coverage applicable to building or construction contracts in Texas. It defines key terms such as certificate of coverage and duration of the project, and details the contractor's obligations to provide and maintain coverage for all employees and subcontractors throughout the project duration. The document specifies the need for certificates of coverage before contract award, ongoing updates if coverage periods expire, retention of certificates, and notification requirements for changes affecting coverage. It also mandates posting notices at project sites and contractual flow-down requirements to subcontractors. Non-compliance constitutes a breach of contract with potential penalties. This notice ensures adherence to Texas Labor Code Section 401.011(44) and aims to prevent cost increases due to workers' compensation law compliance.
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PDF, Low prioritycontract-document
LowAI Summary for 26-3676 CONFIDENTIAL Award Job No 250210 - Insurance Requirements: This document outlines the insurance requirements for the contract with Sharp Electronics Corporation under Job No 250210. It specifies the types and minimum coverage limits of insurance the contractor must maintain, including Workers Compensation, Commercial General Liability, Automobile Liability, Umbrella/Excess Liability, and Professional/Errors & Omissions Liability. The document also details conditions such as naming Harris County as Additional Insured, insurance company qualifications, and notification requirements for policy changes. The document serves to ensure the contractor maintains adequate insurance coverage throughout the contract term.
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PDF, Low priority1 page · other
LowAI Summary for Bid Opening Summary Report 2026-01-12: An unofficial working report generated on January 12, 2026, summarizing bid openings for various Harris County procurements. It lists multiple solicitations (RFPs, ITBs, CSPs) and provides a detailed breakdown of vendor bids and estimated contract values for specific projects, including vehicle chassis/cabs (25/0306), courthouse renovations (25/0380), and water line rehabilitation (25/0393).
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PDF, Low priorityother
LowAI Summary for Bid Opening Summary Report 2026-01-12: This document is an IT Vendor Controls and Cybersecurity Acknowledgement related to a solicitation. It requires a corporate officer, partner, or proprietor to sign, certifying authorization and agreement to abide by solicitation conditions including cybersecurity requirements. The signer attests to providing required artifacts/documents and certifies the truthfulness and completeness of statements. It includes fields for project job number, project description, authorized representative details, company information, and contact details.
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PDF, Low priorityother
LowAI Summary for General Requirements for Proposals - Copy and Usage Data Sheet: This document titled 'General Requirements for Proposals' contains tabulated data related to copy counts and monthly average counts for various models and locations over specified date ranges. It appears to be a data sheet or report rather than a solicitation or contract document. The data includes black and white and color copy counts for different locations and models, with start and end read dates from November 2023 to November 2025. The document does not contain solicitation instructions, technical specifications, or contract terms.
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PDF, Low prioritytax-form
LowAI Summary for Harris County Tax Form and Residence Certification: This document is a tax form and residence certification for advertised projects in Harris County, Texas. It collects taxpayer identification, company information, business registration status in Texas, and details about taxable property owned in Harris County. It also inquires about any debts owed to Harris County and requires certification of residency status according to Texas Government Code §2252.001. The form distinguishes between resident and nonresident bidders for governmental contracts.
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PDF, Low priorityacknowledgment-form
LowAI Summary for IT Vendor Controls Cybersecurity Acknowledgment Form: This document is an IT Vendor Controls and Cybersecurity Acknowledgment Form requiring a corporate officer, partner, or proprietor to certify understanding and agreement to abide by the solicitation's IT vendor controls and cybersecurity requirements. It includes fields for project job number, project description, authorized representative details, company information, and contact details. The form attests to the truthfulness and completeness of statements and the commitment to provide required artifacts/documents as per solicitation provisions.
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PDF, Low priorityother
LowAI Summary for Proposal Acknowledgement Data Sheet: This document titled 'Proposal Acknowledgement' appears to be a data sheet containing tabular information related to various models and locations with associated readings and counts over specified date ranges. The data includes start and end readings, copy counts, and monthly average counts for black and color metrics across multiple locations. The document does not contain solicitation or contract-specific language, technical specifications, or instructions, and thus is classified as an 'other' type with low priority.
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PDF, Low prioritysubcontractor-listing-form
LowAI Summary for Subcontractor Listing Form for Harris County Contract: This document is a Subcontractor Listing Form required by Harris County for contractors to provide details about any potential subcontractors, subconsultants, professionals, suppliers, and vendors involved in a project. It includes fields for company name, industry, DUNS number, principal name, contract value, contract duration, certification status (HUB/MWBE, Section 3), and description of work. Contractors must ensure subcontractors are properly licensed, insured, and authorized, and submit a final listing prior to contract award. The form also allows contractors to declare if they will fulfill the contract without subcontracting.
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PDF, Low prioritytax-form
LowAI Summary for Tax Form Debt Residence Certification for Advertised Projects: This document is a Tax Form/Debt/Residence Certification for Advertised Projects in Harris County, Texas. It includes sections for taxpayer identification, company information, business registration status in Texas, and details about taxable property owned in Harris County. It also inquires about any debts owed to Harris County and requires residence certification pursuant to Texas Government Code §2252.001 et seq., distinguishing between resident and nonresident bidders. The form is intended to certify compliance with state regulations related to governmental contracts.
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2 updates
PhaseAwarded
Posted
Solicitation
Notice updated
The notice title changed.
Notice updated
The notice title changed.
Awarded
Contract was awarded
Submission Closed
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