(LACPC) RFP for Copier Rentals & Services

This is where you will download all documentation pertaining to the LaMATS Administered Cooperative Purchasing Joint Commission (LACPC) Request for Proposals for Copiers & Service Contract.

1. Get started by registering.  Use the green button labeled "Start a Response" and the platform will request your contact information.

2. Download and review the RFP Documents that become available for download after registration is complete.

3. Follow all directions in both the electronic document below and the downloadable RFP Documents. 

4. When you are ready to upload a document, including your proposal, you will use the "Recipients Will Drag & Drop Files Here" function.  All uploads are accessible only by the registrant up until the submission deadline. At the submission deadline, all uploads are automatically submitted as a completed proposal, and a Proposer will no longer be able to make changes or additions. 

The LACPC is a joint cooperative commission established under Louisiana Revised Statutes 38:1322 et seq.  It is comprised of 22 Louisiana municipalities.  For more information go to: https://lacpcjointcommission.org. 

Electronically submitted proposals are due no later than 2:00 pm on July 29, 2024.  All responses must be uploaded onto the platform by the due date & time. 

Suppliers/Vendors having questions in regard to the specifications or qualifications, or any item of the RFP may contact in writing via email or direct call to the following:

Paul Holmes, LACPC Contracts Administrator, LACPC@lamats.net.                          

Vendors will propose their lowest priced package of solutions and components to satisfy a local government's printing/copying needs, including:

Production Digital Presses - capable of printing black/white, color images with all attributes and characteristics; and 

Copiers - with resolutions of a minimum of 600 dpi, with stapler/sorter/finisher features, document feeder and automatic duplex capabilities, paper select features 8.5”x11” up to 11”x17”, minimum 500 sheet paper capacity, automatic reduction/enlargement capabilities, capabilities to produce 1-999 copies with ability to send the job to a network printer if needed, LCD touch or computer operations from workstations on all networked copiers and standard device security and hard-drive erase capabilities. 

Other - other products and accessories capable of printing, scanning and copying which may be covered through a copier lease.  

Basic 36-month lease w/monthly charge

24-month extension without monthly lease

60-month fixed maintenance contract per copy B/W and/or Color including parts, labor, toner and staples. 

The resulting contract is expected to be comprised of:

1. a vendor's proposal's offerings, terms, conditions, representations and warranties;

2. a pricing schedule; and 

3. a master maintenance & sale agreement to be signed by individual buyers. 

The resulting contract is expected to hold pricing firm for no less than 120-day increments and will last for a term of three years with an option to renew for an additional twenty-four (24) month period.

The resulting contract will be classified as a Cooperative Contract and shall be for the benefit of third parties (i.e., made available to LACPC members and affiliated local government agencies for piggybacks and for joint use).

The LACPC will not contract with a manufacturer or a national distributorship of copiers.  The LACPC will contract only with Louisiana sales representatives or Louisiana dealers who sell/place copiers under rental agreements with public agencies and local governments.  The Louisiana sales representatives must provide excellent customer service as defined herein.

Proposals will be accepted electronically only on the LaMATS e-Auction & Bid Services (EASiBUY) electronic platform by registering at:

and uploading proposals no later than July 15, 2024, at 2:00 p.m.  A supplier must register at https://lamats.eauctionservices.com if it intends to participate, receive electronic notifications, to access RFP documents and to submit a proposal. 

There will be no pre-bid meeting associated with this solicitation. Questions related to the RFP should be presented to: Electronic Administrator, lacpc@lamats.net no later than July 7, 2024, at 5:00 p.m. 

Any Proposal submitted by a supplier which fails to conform to the essential requirements of the RFP, will be rejected. In discretionary cases, the LACPC shall determine whether specifications are met.

Specification Response Packages must be answered completely. An individual duly authorized to bind the bidder must sign or acknowledge electronically, (where permitted) each Specification Response Package. LACPC reserves the right to reject all bids. The Contract awarded, if any, will be awarded to the responsible bidder submitting the best-evaluated bid which complies with the specifications.

LACPC will accept price quotes for the rental and maintenance of new copiers only. The copiers, when contracted for by an individual LACPC participant or affiliate, are to be delivered to the designated locations and installed. A proposer’s standard Copier Rental Fleet Contract should be submitted with your response. The award of a supply contract will be made to the vendor who, in the LACPC’s opinion, is best qualified to meet the needs of its participants and affiliates.

There is no guaranteed placement of copiers under any agreement reached.

 All copier rentals pursuant to this agreement are subject to a 2% Administration fee payable directly to LAMATS as Administrator of the LACPC, 6767 Perkins Rd., Baton Rouge, LA 70808. The LACPC reserves the right to reduce any administrative fee in the best interests of its Participants and Affiliates. 

Applicable Law: To the extent possible, this RFP will follow the RFP process and requirements outlined in La. R.S. 38:2234, the “Political Subdivisions Telecommunications and Data Processing Law.”