2026-02 ? Multi-Function Copier Lease and Services
| Location: | California |
|---|---|
| Posted: | Feb 18, 2026 |
| Due: | Feb 27, 2026 |
| Agency: | South San Joaquin Irrigation District |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
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REQUEST FOR PROPOSAL (RFP)
Multi-Function Copier Lease and Services
Issued by: South San Joaquin Irrigation District (SSJID)
Proposal Due Date: Friday, February 27, 2026
Contact: Michael O’Leary, IT Systems Administrator
Email: michael.oleary@ssjid.gov
11011 East Highway 120, Manteca CA 95336 - PO Box 747, Ripon, CA 95366 - District Office: (209) 249-4600
SSJID.gov
Introduction
South San Joaquin Irrigation District (SSJID) is soliciting proposals from qualified vendors to provide and
install multifunction copier equipment under a lease agreement to support departmental operations
across our facilities. SSJID is committed to ensuring reliable, efficient, and cost-effective copying, printing,
scanning, finishing, and secure access management.
Project Overview
SSJID requires the lease, installation, and ongoing support of six (6) multi-function copier devices at three
(3) separate physical locations. Devices must meet the performance and feature requirements outlined
below. Vendors should propose comprehensive solutions, including equipment, maintenance, supplies
(excluding paper), training, and support.
The initial lease agreement will be for a three-year term, with the possibility of renewal or extension upon
satisfactory performance and mutual agreement.
As part of the evaluation process, SSJID expects vendors to make a demo unit available for viewing upon
request, either at the vendor’s warehouse, demonstration center, or at another customer’s location, prior
to final contract award.
Scope of Work
Vendors shall:
• Provide leased equipment that meets or exceeds the specifications for each location and
department.
• Deliver, install, and configure equipment at each site.
• Provide training for staff on equipment features.
• Provide full-service maintenance, repair, and replacement parts during the lease term.
• Supply consumables (toner, staples, etc., but excluding paper).
• Provide prompt technical support and guaranteed response times for service calls.
• Ensure devices support centralized user management, including the ability to remotely add,
remove, and manage users through integration with enterprise directory services (e.g., Active
Directory, Entra ID, or equivalent systems).
• Make a demo unit available for SSJID staff to view upon request at a vendor-controlled location or
customer site.
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Current Printing Environment & Volumes
To assist vendors in recommending appropriate solutions, SSJID has provided approximate monthly print
volumes. These numbers reflect the combined totals of print and copy usage. Vendors should ensure that
proposed equipment can comfortably handle these volumes without exceeding the recommended duty
cycle.
District Office (Manteca, CA) - 4 Units
• Copy Room: ~3,000 pages/month (B&W), ~1,500 pages/month (Color)
• Engineering: ~1,500 pages/month (B&W), ~2,000 pages/month (Color)
• Finance: ~5,000 pages/month (B&W), ~2,000 pages/month (Color)
• Building B: ~1,000 pages/month (B&W), ~500 pages/month (Color)
Control Room (Ripon, CA) - 1 Unit
• ~1,000 pages/month (B&W), ~500 pages/month (Color)
Water Treatment Plant (Oakdale, CA) - 1 Unit
• ~1,000 pages/month (B&W), ~2,000 pages/month (Color)
Equipment Specifications
District Office (Manteca, CA)
o Copy Room:
45 ppm
Color
Stapler
3-Hole Punch
Booklet Folding
Duplex Printing
4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Large Capacity Tray
Fax Machine
o Engineering Department:
45 ppm
Color
Stapler
3-Hole Punch
Duplex Printing
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4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Large Capacity Tray
o Finance Department:
45 ppm
Color
Stapler
Duplex Printing
4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Large Capacity Tray
o Building B:
35 ppm
Color
Stapler
Duplex Printing
4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Control Room (Ripon, CA)
25 ppm
Color
Stapler
Duplex Printing
4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Water Treatment Plant (Oakdale, CA)
45 ppm
Color
Stapler
3-Hole Punch
Booklet Folding
Duplex Printing
4 Trays (Letter, Letter, Legal, Ledger)
Bypass Feed
Large Capacity Tray
Fax Machine
Note: The Water Treatment Plant must be billed separately from all other locations.
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Proposal Requirements
Vendors must include the following in their response:
1. Company profile, experience, and references from at least three (3) clients with similar needs.
2. Detailed specifications for each proposed device, with brochures or datasheets.
3. Lease pricing for a three-year term, including all equipment, service, and maintenance. Pricing
must clearly show the Water Treatment Plant as a separate billing item.
4. Warranty details for all leased equipment.
5. Service level commitments, including guaranteed response times.
6. Training plan for staff.
7. Implementation timeline and delivery schedule.
8. Details on directory service integration capabilities.
9. Confirmation that a demo unit will be made available for viewing upon request.
Evaluation Criteria
• Compliance with technical specifications
• Total lease cost over the three-year term
• Vendor qualifications and references
• Service and support responsiveness
• Warranty and maintenance terms
• Directory integration capabilities
• Demo unit evaluation results
• Implementation timeline
Submission Instructions
• Proposals must be submitted by Friday, February 27, 2026.
• Send submissions electronically to: michael.oleary@ssjid.gov
Terms & Conditions
• The contract resulting from this RFP will be a three-year lease agreement, beginning upon
equipment installation and acceptance.
• SSJID reserves the right to renew or extend the lease beyond the initial term upon mutual
agreement.
• SSJID reserves the right to reject any or all proposals.
• Vendors may be invited for interviews, presentations, or to provide demo viewings.
• Final award is contingent upon approval by SSJID’s Board of Directors.
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