Key Takeaways
- Government copier procurement should begin with your agency’s requirements, purchasing authority, and applicable contract vehicle.
- GSA Multiple Award Schedule contracts provide government buyers access to commercial products and services, including copiers and multifunction devices.
- Equipment specifications should consider print volume, security, network compatibility, scanning, paper handling, and service requirements.
- Agencies should evaluate more than equipment price when comparing solutions. Service, maintenance, contract terms, and long-term operating costs also matter.
- Offix can help government organizations evaluate office technology and identify equipment that meets their operational and procurement needs.
Government agencies have unique requirements when purchasing office technology. From contract eligibility and documentation to security and equipment specifications, government copier procurement can involve more considerations than a typical commercial purchase.
Fortunately, established purchasing vehicles can make the process easier.
The key is understanding your agency’s requirements before selecting equipment or a procurement method.
Understanding Government Copier Procurement
Government organizations may purchase office equipment through different procurement vehicles depending on the agency, jurisdiction, and purchasing authority.
For federal agencies, the U.S. General Services Administration’s Multiple Award Schedule (MAS) provides access to commercial products and services from approved contractors. GSA’s current offerings include copiers, multifunction printers, equipment leasing, and related maintenance services.
State and local government purchasing works differently. Eligible entities can access certain GSA programs, including Cooperative Purchasing, while state and local contracts may provide additional purchasing options.
Before beginning a purchase, agencies should confirm which contracts they are eligible and authorized to use and follow their applicable procurement policies.
Step 1: Identify Your Equipment Needs
The first step in government copier procurement is understanding what the agency actually needs.
Consider questions such as:
- How many employees will use the equipment?
- What is the expected monthly print volume?
- Is color printing necessary?
- What paper sizes and finishing capabilities are required?
- Does the agency need scanning and document workflow capabilities?
- Are secure printing or user authentication features required?
- How will the equipment connect to the agency’s existing network?
Clearly defining these requirements makes it easier to compare equipment and avoid purchasing a device that is either undersized or unnecessarily complex.
Step 2: Determine the Appropriate Contract Vehicle
Once equipment requirements are established, the agency can identify an appropriate purchasing method.
Federal buyers may have access to GSA Multiple Award Schedule contracts and other governmentwide acquisition options. The GSA MAS program includes commercial products and services offered under established contract terms and pricing.
State and local agencies may have access to state contracts, cooperative purchasing agreements, or certain GSA programs depending on eligibility.
The appropriate purchasing vehicle depends on the organization and transaction, so procurement teams should follow their agency’s applicable policies and procedures.
Step 3: Develop Clear Equipment Specifications
Detailed specifications help ensure that proposed equipment meets the agency’s operational requirements.
Specifications may address:
- Print and copy speed
- Recommended monthly volume
- Color or black-and-white capabilities
- Paper capacity and supported sizes
- Scanning requirements
- Finishing options
- Network connectivity
- User authentication
- Secure print capabilities
- Software compatibility
- Accessibility requirements
- Installation and training
- Maintenance and service expectations
Clear specifications also make it easier to compare proposed solutions.
Step 4: Evaluate the Complete Solution
Price matters, but the equipment’s purchase or lease price doesn’t necessarily represent its total operating cost.
Agencies should also consider factors such as:
- Maintenance and service
- Supplies and consumables
- Expected print volume
- Equipment reliability
- Response-time expectations
- Replacement parts
- Training
- Software requirements
- Contract and lease terms
For example, GSA lists separate purchasing, leasing, and maintenance options for copier equipment. Certain lease arrangements specifically treat maintenance and consumable supplies as separate charges, making it important to understand exactly what is included in a proposed solution.
Step 5: Evaluate the Supplier
The supplier supporting the equipment can be just as important as the device itself.
When evaluating potential providers, agencies may want to consider:
- Experience supporting government organizations
- Manufacturer certifications
- Local service capabilities
- Technician training
- Equipment availability
- Service response commitments
- Installation and training capabilities
- Ongoing maintenance support
Understanding these factors can help agencies evaluate the complete relationship rather than comparing equipment specifications alone.
Step 6: Review the Contract Before Purchasing
Before finalizing an order, agencies should verify that the equipment, pricing, services, and terms align with the contract being used.
The procurement team should also confirm any documentation or competitive procedures required by its agency.
This is particularly important because procurement requirements can differ between federal, state, and local organizations.
A contract vehicle can simplify purchasing, but agencies remain responsible for following the rules and procedures that apply to their purchase.
Benefits of Using Established Government Contracts
When an applicable government contract is available, agencies may benefit from an established purchasing framework.
Depending on the contract, advantages may include:
- Established contract terms
- Access to qualified vendors
- Contract pricing
- Streamlined purchasing procedures
- Clearly defined product and service offerings
- Easier comparison of available solutions
GSA states that its Multiple Award Schedule gives government buyers access to commercial products and services through established contracts and streamlined ordering procedures.
However, agencies should still verify eligibility, contract scope, pricing, and applicable purchasing requirements before placing an order.
How Offix Can Help With Government Copier Procurement
Government agencies need office technology that meets both operational requirements and established purchasing procedures.
Offix can help organizations evaluate their current environment, identify appropriate equipment, and understand available purchasing options.
Depending on the agency’s needs, solutions may include:
- Copiers and multifunction printers
- Black-and-white and color devices
- Wide-format printers
- Scanning and document solutions
- Print management software
- Managed print services
- Equipment installation and training
- Ongoing service and maintenance
Rather than beginning with a specific copier model, Offix can evaluate print volume, workflows, security requirements, and other operational needs to help determine which equipment makes sense for the organization.
Make Government Copier Procurement Easier
Purchasing office equipment for a government organization doesn’t have to begin with a long list of copier models.
Start with your requirements.
Determine how the equipment will be used, identify the purchasing vehicles available to your organization, establish specifications, and evaluate the complete cost and support structure of each solution.
That approach can make government copier procurement more organized and help your agency select equipment that supports its needs.
Contact Offix today to discuss your agency’s copier, printer, or document technology requirements.
Frequently Asked Questions
What is a GSA Schedule?
The GSA Multiple Award Schedule, often called the GSA Schedule or MAS, is a governmentwide contracting program that gives eligible government buyers access to commercial products, services, and solutions from GSA contractors.
Can copiers and multifunction printers be purchased through GSA contracts?
Yes. GSA’s Multiple Award Schedule currently includes categories covering copiers, digital duplicating equipment, multifunction printers, and multifunction devices. It also includes certain leasing and maintenance options.
Can state and local governments use GSA contracts?
Eligible state and local government entities can use certain GSA purchasing programs. For example, GSA’s Cooperative Purchasing Program allows eligible entities to purchase certain IT, security, and law-enforcement products and services through participating MAS contracts. Eligibility and the scope of the program should be confirmed before purchasing.
What should a government agency consider when selecting a copier?
Important considerations can include print volume, speed, color requirements, paper handling, scanning capabilities, network compatibility, security features, service requirements, and total operating costs.
Should agencies evaluate service when comparing copier proposals?
Yes. Equipment is only one part of the overall solution. Agencies should also evaluate maintenance, supplies, technician support, response commitments, training, and other services included—or not included—in the proposed agreement.