Proposal for Lease & Maintenance Service of Multi-Functional Digital Copiers

The Navajo Office of Vital Records and Identification (NOVRI) is seeking proposals from qualified firms to provide a 5-year contract for the lease and maintenance of seven multi-functional digital copiers for use in seven offices across the Navajo Nation. The selected firm will be responsible for providing: * 60-month lease for new network printers * Maintenance, repairs, toners, and supplies for the copiers * 4-hour response time for service calls * Defective media retention * Training for NOVRI staff on equipment installation and use The proposal should include: * Company information and experience * Hardware specifications for the copiers * Cost proposal, including lease cost, maintenance contract cost, and cost per copy * References from previous clients * Appendices, including Form W-9 and Navajo Nation certification regarding debarment and suspension The evaluation criteria for the proposals will be based on: * Compliance with the scope of work and requirements * Cost of the proposal * Experience and references of the proposing firm * Quality of the proposal and presentation The contract will be for a 5-year term, with an option for renewal. The selected firm will be required to provide all necessary supplies, except for paper, and to perform preventative maintenance on the copiers annually. Key dates for the proposal process are: * November 7, 2025: Proposal submission deadline * November 12, 2025: Opening of proposals and evaluation * November 14, 2025: Anticipated award date for contract Proposals should be submitted in a sealed envelope, clearly marked with the proposal number and firm name, to the Purchase Services Department at the Navajo Nation Office of the Controller. Late, faxed, or emailed proposals will not be accepted.