A free copier request for proposal template in both Word and PDF
A photocopier request for proposal is the document that turns a vendor pitch into a contract you can defend at audit. This template covers the eleven sections that matter, the questions vendors find hardest to answer with marketing language, and the scoring rubric to use when responses come back.
§ 1What this template covers
The template ships in both Word and PDF formats. The Word version is editable and lets a procurement team adapt section names, swap in company specific terms, and add or remove clauses without affecting the structure. The PDF version is intended for distribution to vendors who prefer a fixed format. Both contain the same eleven sections and the same scoring rubric, so responses can be compared regardless of which version a vendor receives.
The document runs to 14 pages including the scoring grid. It is calibrated for office MFP procurements between 5,000 and 80,000 pages a month, with a contract term of three to five years. For production class equipment or print room procurements, the technical specification section needs additional clauses on finisher options, paper handling and colour management, which the template flags.
Download the template
Both formats include the same eleven sections, vendor questionnaire and scoring grid. Adapt the Word version to your branding before sending.
What the template contains
- Cover page and contact protocol
- Background and scope of requirement
- Technical specification
- Service level expectations
- Commercial structure
- Implementation plan
- Sustainability and end of life
- Security and compliance
- Vendor questionnaire
- Pricing schedule
- Scoring rubric and evaluation method
§ 2Section by section commentary
Each numbered section in the template has a purpose, a set of clauses, and a small number of vendor questions designed to reveal information that pricing alone hides. The commentary below explains why each section exists and which fields tend to need the most adaptation.
Section 1 — Cover page and contact protocol
Sets the rules of engagement: who can be contacted, when, and through which channel.
- Single procurement point of contact, with no shadow communications.
- Q&A window with a published cutoff for vendor questions.
- Response deadline, format, and submission channel.
- Confidentiality clause covering both directions.
Section 2 — Background and scope
Provides the context a vendor needs to scope the work without producing a generic pitch.
- Number of devices in scope and current site distribution.
- Monthly volume range, mono and colour split, and any seasonality.
- Current contract status, including incumbent and end date.
- Pain points the procurement is intended to address.
Section 3 — Technical specification
Lists the device capabilities required, leaving room for vendors to propose alternatives.
- Paper formats supported, including A3 if required for production work.
- Speed in pages per minute mono and colour, at rated duty cycle.
- Scan workflow requirements and destination connectors.
- Energy Star certification level expected.
Section 4 — Service level expectations
Sets the response and resolution standards the vendor will be measured against.
- First response time, on site response time, and resolution target.
- Service hours, including any extended cover for production sites.
- Toner replenishment process and stock obligations.
- Service credit mechanism when commitments are missed.
Why a structured RFP changes vendor behaviour
Vendors respond differently to structured requests. A free format brief invites a marketing pitch with a single headline price. A structured RFP forces the vendor to address each section in turn, and the gaps become evident.
The scoring rubric in section 11 ensures that the structure is enforced at evaluation time. Vendors learn quickly which sections carry weight and respond accordingly. Across a typical mid market procurement, a structured RFP produces 15 to 25% better pricing than an unstructured tender, before any negotiation begins.
Section 5 — Commercial structure
Defines the pricing format vendors must respect, so responses are comparable.
- Lease or purchase, with both options requested where appropriate.
- Click rate basis: mono and colour, inclusive or exclusive of toner.
- Volume bands and excess page surcharge mechanism.
- Indexation clause and annual price review trigger.
Section 6 — Implementation plan
Confirms the vendor has the capacity to deliver on the stated timeline.
- Proposed delivery and installation schedule.
- Training plan for end users and IT.
- Migration of historic data, scan settings, and address books.
- Decommissioning of incumbent equipment.
Section 7 — Sustainability and end of life
Captures the environmental commitments procurement increasingly requires.
- Energy Star certification level on each proposed device.
- Toner recycling or take back programme.
- End of life device disposal route, with WEEE compliance documentation.
- Carbon footprint reporting on the contract output.
Section 8 — Security and compliance
Records the security posture the vendor must meet across the contract term.
- Hard drive encryption standard and end of life wipe procedure.
- Firmware patch cadence and notification process.
- GDPR controller and processor responsibilities for scan data.
- Audit log retention and access on request.
§ 3The vendor questionnaire
Section 9 is the most differentiating part of the template. It contains 18 questions that vendors find difficult to answer with marketing copy. A selection appears below; the full set sits inside the downloadable document.
| Question | What an honest answer looks like |
|---|---|
| What is the proposed device model and its manufacture date? | Specific model number with current year of manufacture, not an end of life model badged as new. |
| What is the rated monthly duty cycle of the proposed device? | A figure at least 2.5 times the projected volume, with documentation. |
| What is the genuine first call fix rate across the last 12 months? | A figure between 65% and 85% reflects a healthy service operation; below this signals delays. |
| Who manufactures the toner for an inclusive contract? | Either the device OEM or a named third party with quality guarantee, not unspecified compatibles. |
| What happens to data on the device hard drive at contract end? | Documented wipe to a recognised standard, with certificate of erasure delivered to the customer. |
§ 4The scoring rubric
Section 11 turns vendor responses into a comparable score. Weighting is calibrated to a typical mid market office procurement and can be adjusted to reflect specific priorities. As supplied, the rubric runs to 100 points across five categories.
| Category | Weight | What it scores |
|---|---|---|
| Commercial | 35 | Total cost of ownership across the contract term, including indexation. |
| Service | 25 | Response and resolution targets, plus credit mechanism strength. |
| Technical fit | 20 | Match between proposed device and stated specification. |
| Implementation | 10 | Quality and credibility of the delivery plan. |
| Sustainability and security | 10 | Posture against sections 7 and 8. |
§ 5How to run the process with this template
Issue the RFP to at least three vendors. Two is enough to compare, but a third forces honest pricing on the other two. Five or more invites a marketing arms race that consumes evaluation time without improving the outcome.
Build in a Q&A window of seven to ten working days, with a single response published to all bidders. This prevents quiet asymmetric briefings and keeps the playing field level. Allow two to three weeks for full responses; a shorter window favours incumbents who already have the data to hand.
At evaluation, score each response against the rubric independently. Average across the panel and rank. Bring the top two into a clarification round, where the questions in section 9 produce the most useful follow up material.
§ 6Adapting the template to specific scenarios
The template covers the common mid market scenario. Three variants warrant additional clauses, included as appendices in the Word version.
Multi site procurement
Add a site schedule appendix listing each location, volume profile, and any local service constraints. Vendors should price per site, not as a bundle, so the evaluation can identify where the commercial advantage sits.
Public sector procurement
Add clauses on framework compliance, social value, and prompt payment commitments. The scoring rubric weighting shifts toward technical fit and sustainability, with commercial dropping to 30%.
Production class equipment
Replace the technical specification clauses with the production appendix, which adds finisher capability, colour management, and substrate handling requirements. Volume bands move into six figures and the service section adds extended hours cover.