Notice Inviting Bids for Copy Machine Lease 2026

Location:	California
Posted:	Jun 15, 2026
Due:	Jul 9, 2026
Agency:	City of Rancho Santa Margarita
Type of Government:	State & Local
Category:	W - Lease or Rental of Equipment
Solicitation No:	NIB FN 061526
Publication URL:	To access bid details, please log in.

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NOTICE INVITING BIDS (NIB) NO. FN 061526

MULTIFUNCTION COPY MACHINE LEASE AND MAINTENANCE

SERVICES

CITY OF RANCHO SANTA MARGARITA

22112 El Paseo

Rancho Santa Margarita, CA 92688

(949) 635-1800

Tentative NIB Dates

Request for Bid Posting/Mailing:

Written Question Deadline:

Submittal Deadline:

Tentative City Council Award:

Tentative Contract Effective date:

June 15, 2026

June 23, 2026

July 9, 2026, 4 p.m.

August 26, 2026

September 15, 2026

Page 1 of 19

City of Rancho Santa Margarita

NOTICE INVITING BIDS No FN 061526

Table of Contents

SECTION I - Introduction and Instructions to Bidders

A. Introduction

B. Proposed Time Schedule

C. Instructions to Bidders and Procedures for Submittal

D. General Conditions

Page 4

SECTION II - BID RESPONSE REQUIREMENTS

A. Cover Letter

B. Company Data

C. References

D. Compensation/Payment Schedule

E. Certification of Bid

Page 10

SECTION III - BID EVALUATION AND SELECTION

Page 12

SECTION IV - SCOPE OF SERVICES

Page 13

-Minimum Specifications

Page 16

SECTION V - COMPENSATION

Page 17

APPENDIX 1 -

NON-COLLUSION AFFIDAVIT

Page 18

APPENDIX 2 -

Page 19

CERTIFICATION OF BID TO THE CITY OF RANCHO SANTA MARGARITA

City of Rancho Santa Margarita

22112 El Paseo ● Rancho Santa Margarita ● California 92688-2824

Phone: (949) 635-1800 ● Fax: (949) 635-1840 ● www.cityofrsm.org

June 15, 2026

RE: MULTIFUNCTION COPY MACHINE LEASE AND MAINTENANCE SERVICES

NOTICE INVITING BIDS

Dear Bidders:

The City of Rancho Santa Margarita invites qualified firms to submit bids for a 48-month

lease for four (4) multifunction copy machines, and maintenance services. Copiers will be

located at City Hall and the Bell Tower Regional Community Center (BTRCC) and will

serve all departments.

To be considered responsive, Bidders must submit a written bid in accordance with the

requirements, specifications, conditions, and provisions as described and set forth herein.

Bids must embrace a concept that the successful Bidder will satisfy all of the objectives

and work requirements specified in the Scope of Work.

BIDS ARE DUE BY: 4:00 p.m., July 9, 2026

After the bid due date, evaluation will commence. The City may require Bidders found

most responsive to interview with City staff. Thank you for your interest and good luck.

Respectfully,

Sofia Djordjevic

Senior Management Analyst

City of Rancho Santa Margarita

Mayor

L. Anthony Beall

Mayor Pro Tempore

Anne D. Figueroa

Council Member

Keri Lynn Baert

Council Member

Jerry Holloway

Council Member

Bradley J. McGirr

City Manager

Jennifer M. Cervantez

CITY OF RANCHO SANTA MARGARITA

NOTICE INVITING BIDS

NO. FN 061526

SECTION I

INTRODUCTION AND INSTRUCTIONS TO BIDDERS

A: Introduction

The City of Rancho Santa Margarita (City) invites qualified firms to submit written bids for

multifunction copy machine lease and maintenance services. Should an award be made,

the selected Bidder will enter into a lease agreement with the City of Rancho Santa

Margarita to provide multifunction copy machine lease and maintenance services.

B: Proposed Time Schedule

Request for Bid Posting/Mailing:

Written Question Deadline:

Submittal Deadline:

Tentative City Council Award:

Tentative Contract Effective date:

June 15, 2026

June 23, 2026

July 9, 2026, 4 p.m.

August 26, 2026

September 15, 2026

C: Instructions to Bidders and Procedures for Submittal

One printed original (marked original), one (1) printed copy (marked copy) of the bid, and

one (1) electronic copy on a Flash Drive (will not be returned) must be submitted in a

sealed envelope or box bearing the name of the Bidder, marked NIB # FN 061526 and

submitted only to the following address:

City of Rancho Santa Margarita

Multifunction Copy Machine Lease and Maintenance Services NIB

Attn: Sofia Djordjevic, Sr. Management Analyst

22112 El Paseo

Rancho Santa Margarita CA 92688

Bidders are solely responsible for ensuring their submitted bid is received by the City in

accordance with the solicitation requirements, before the Submittal Deadline, and at the

place specified. Postmarks will not be accepted in lieu of actual delivery. No oral,

telegraphic, electronic mail, facsimile, or telephonic bids or modifications will be

considered unless specified. The City shall not be responsible for any delays in mail or

by common carriers or by transmission errors or delays or mistaken delivery. Delivery of

bids shall be made at the office specified in this Notice Inviting Bids. Deliveries made

before the Submittal Deadline, but to the wrong City office, will be considered non-

responsive unless re-delivery is made to the office specified before the Submittal

Deadline. All bids shall become the property of the City.

Late bids will not be accepted and will be returned to the Bidder unopened.

D: General Conditions

ADDITIONAL INFORMATION, RIGHT TO REQUEST. The City reserves the right, where

it may serve the City’s best interest, to request additional information or clarifications from

bidders.

ADDITIONAL SERVICES. The Scope of Work describes the minimum work to be

accomplished. Upon final selection of the firm, the Scope of Work may be modified and

refined during negotiations with the City.

AUTHORIZED SIGNATURES. Every bid must be signed by the person or persons legally

authorized to bind the Bidder to a contract for the execution of the work. Upon request of

the City, any agent submitting a bid on behalf of a Bidder shall provide a current power of

attorney certifying the agent’s authority to bind the Bidder. If an individual makes the bid,

his or her name, signature, and post office address must be shown. If a firm or partnership

makes the bid, the name and post office address of the firm or partnership and the

signature of at least one of the general partners must be shown. If a corporation makes

the bid, the bid shall show the name of the state under the laws of which the corporation

is chartered, the name and post office address of the corporation and the title of the

person signing on behalf of the corporation. Upon request of the City, the corporation

shall provide a certified copy of the bylaws or resolution of the board of directors showing

the authority of the officer signing the bid to execute contracts on behalf of the corporation.

AWARD OF LEASE AGREEMENT. City reserves the right to negotiate final terms with

the selected Bidder, if any. Award may be made to the Bidder offering the most

advantageous bid after consideration of all Evaluation Criteria set forth in Section III. The

criteria are not listed in any order of preference. An Evaluation Committee will be

established by the City. The Committee will evaluate all bids received in accordance with

the Evaluation Criteria. The City reserves the right to establish weight factors that will be

applied to the criteria depending upon order of importance. Weight factors and evaluation

scores will not be released until after award of bid, if one is made. The City shall not be

obliged to accept the lowest priced bid, but if an award is made, the City will make an

award in the best interests of the City after all factors are considered, including but not

limited to the demonstrated competence, experience and professional qualifications of

the Bidder.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	NIB FN 061526
Bid Title:	Notice Inviting Bids for Copy Machine Lease 2026
Category:	Finance
Status:	Open

Notice Inviting Bids for Copy Machine Lease 2026

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