Addendum 1_ARFQ EDD2600000003.pdf

Proc Folder: 1758357

State of West Virginia Agency Request for Quote

Office Equip.

Doc Description: Ricoh Pro C7200 Service Agreement

Proc Type: Agency Master Agreement

Date Issued Solicitation Closes

2025-08-14 2025-08-21

BID RECEIVING LOCATION

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

us

VENDOR

WV 25305

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

10:30

FOR INFORMATION CONTACT THE BUYER

Michelle L Childers

(304) 558-2686 michelle.childers@k12.wv.us

Vendor Signature X

Solicitation No

ARFQ 0402 EDD2600000003

Country:

Extension:

FEIN#

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 14 , 2025 Page 1

Reason for Modification:

Addendum 1 issued to modify the specifications sought.

Version

Zip:

DATE

FORM ID: WV-PRC-ARFQ-002 2020105

ADDITIONAL INFORMATION

he West Virginia Department of Education is soliciting bids to establish a contract for Ricoh Pro C7100 Series maintenance and service agreement. Equipment is located at the West Virginia Department of Education, Print Shop, located at 1900 Kanawha

Boulevard East Building 6, Room B -009, Charleston, WV 25305.

l1NVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

Line Comm Ln Desc

WV

Black and White Copies Per Click (exceeding 50,000)

Comm Code Manufacturer

44101501

Extended Description:

Qty lsHIPTO

DEPARTMENT OF

EDUCATION

OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON

Unit Issue

1000.00000 EA

Specification

WV

Unit Price Total Price

Model#

Black and White Single Click for copies exceeding 50,000 clicks per quarter. Must be firm for the duration of contract.

Quantities are for evaluation purposes only. Future use and quantities are not guaranteed.

IINVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

Line Comm Ln Desc

WV

2 Color Single Click for copies exceeding 250,000 clicks

Comm Code Manufacturer

44101501

Extended Description:

Qty lsHIPTO

DEPARTMENT OF

EDUCATION

OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON

Unit Issue

1000.00000 EA

Specification

WV

Unit Price

Model#

Color Single Click for copies exceeding 250,000 clicks per quarter. Must be firm for the duration of contract.

Quantities are for evaluation purposes only. Future use and quantities are not guaranteed.

Total Price

Date Printed: Aug 14, 2025 Page 2 FORM ID: WV-PRC-ARFQ-002 2020/05

IINVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

Line Comm Ln Desc

WV

3 Annual Maintenance & Support

Comm Code Manufacturer

44101501

Extended Description:

Year 1 Maintenance & Support - To be paid quarterly

Enter Quarterly Price

IINVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

Line Comm Ln Desc

4 Line Removed

Comm Code

44101501

Extended Description:

Line Removed

Date Printed: Aug 14, 2025

WV

Manufacturer

Qty

ISHIP TO

DEPARTMENT OF

EDUCATION

OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON

Unit Issue

4.00000 QTR

Qty

Specification

ISHIP TO

DEPARTMENT OF

EDUCATION

OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON

Unit Issue

0.00000 QTR

Specification

WV

Unit Price Total Price

Model#

WV

Unit Price Total Price

Model#

Page 3 FORM ID: WV-PRC-ARFQ-002 2020/05

I INVOICE TO ISHIPTO

DEPARTMENT OF DEPARTMENT OF

EDUCATION EDUCATION

BLDG 6, RM 700 OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E 1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON WV CHARLESTON WV

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price

5 Line Removed 0.00000 QTR

Comm Code Manufacturer Specification Model#

44101501

Extended Description:

Line Removed

IINVOICETO ISHIPTO

DEPARTMENT OF DEPARTMENT OF

EDUCATION EDUCATION

BLDG 6, RM 700 OFFICE OF

COMMUN !CATIONS/PRINT

SHOP

1900 KANAWHA BLVD E 1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON WV CHARLESTON WV

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price

6 Line Removed 0.00000 QTR

Comm Code Manufacturer Specification Model#

44101501

Extended Description:

Line Removed

Date Printed: Aug 14, 2025 Page 4 FORM ID: WV-PRC-ARFO-002 2020/05 jlNVOICE TO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

Line Comm Ln Desc

7 Line Removed

Comm Code

44101501

Extended Description:

Line Removed lscHEDULE OF EVENTS

Event

WV

Manufacturer

Line

1 Question Deadline: 4:00 PM ET

Date Printed: Aug 14, 2025

Qty jSHIP TO

DEPARTMENT OF

EDUCATION

OFFICE OF

COMMUNICATIONS/PRINT

SHOP

1900 KANAWHA BLVD E,

BLDG 6 RM 009

CHARLESTON

Unit Issue

0.00000 QTR

Specification

Event Date

2025-08-13

WV

Unit Price Total Price

Model#

Page 5 FORM ID: WV-PRC-ARFQ-002 2020/05

Document Phase Document Description Page

EDD2600000003 Draft Ricoh Pro C7200 Service Agreement

ADDITIONAL TERMS AND CONDITIONS

See attached document(s) for additional Terms and Conditions

SOLICITATION NUMBER: ARFQ EDD2600000003

Addendum Number: No.01

The purpose of this addendum is to modify the so lic itation identified as ("Solicitation") to reflect the change(s) identified and described below.

Applicable Addendum Category:

Modify bid opening date and time

[II Modify specifications of product or service being sought

Attachment of vendor questions and responses

Attachment of pre-bid sign-in sheet

Correction of error

Other

Description of Modification to Solicitation:

Addendum issued to publish and distribute the attached documentation to the vendor community .

1) The purpose of this addendum is to modify the specifications as attached.

No additional changes.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifi call y incorporated herein by reference.

Terms and Conditions:

1. A ll provisions of the Solic itation and other addenda not modified herein shall remain in fu ll force and effect.

2. Vendor sho uld acknowledge receipt of a ll addenda issued for this So licitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/20 12

ATTACHMENT A

Revised 6/8/2012

Addendum 1- ARFQ EDD2600000003

Ricoh Pro C7200 Service Agreement

Addendum 1, Summary

Due to the age of the Ricoh Pro C7200 printer, it may not be feasible for vendors to provide firm fixed pricing for a full five-year maintenance and support agreement. Therefore, the Agency is revising the request to seek bids for one (1) year of maintenance and support services with the option to renew annually, up to four additional years.

Commodity Lines 1 through 3 will remain unchanged:

3.2. Commodity Line 1 - Black and White Single Click for copies exceeding 50,000 clicks per quarter.

3.3. Commodity Line 2 - Color Single Click for copies exceeding 250,000 clicks per quarter.

3.4. Commodity Line 3- Year I Maintenance Agreement and Support

3.4.1. Must include: up to 50,000 b/w cop(es and 250,000 color copies per quarter; all parts, labor and supplies excluding paper supplies.

Removed Sections:

Sections 3.5 through 3.8 listed in the original specifications are hereby removed.

Commodity Lines 4 through 7 will be removed from the solicitation in wvOASIS.

REQUEST FOR QUOTATION

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Education (WVDE) is soliciting bids to establish a contract for maintenance and support services for agency owned Ricoh Pro C7200 Series high-volume production printer. This printer provides electronic document management solutions; including copying, printing, scanning, binding, file storage and document retrieval etc., fo r use in the production division of the West Virginia Department of Education located at 1900 Kanawha Boulevard East Building 6, Room B -009 Print Shop, Charleston, WV 25305.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 "Contract Item" means Ricoh Pro C7200 Series as more fully described by the specifications below.

2.2 "Pricing Page" means the schedule of prices, estimated order quantity, and totals attached hereto as Exhibit A and used to evaluate the RFQ.

2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 "CONSUMABLES' means items that are depleted through normal operation of equipment which include, but are not limited to items such as ink, toner, staples and toner waste container bottles.

2.5 "REPLENISHMENT" means replacement of all consumables except paper.

2.6 "Click" means the printed or imaged pieces of paper that run through the machine.

Example: printing on a single side of an 8.5' x 11 " is a single (1) click, however duplexing and printing on both sides of an 8.5" x 11 " would be two (2) clicks.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Items and Services must meet or exceed the mandatory requirements listed below.

3.1.1 Ricoh Pro C7200 Series Maintenance Agreement

REQUEST FOR QUOTATION

3.1.1.1 Must include one (1) year maintenance agreement with support which includes: up to 50,000 black and white (BW) copies and 250,000 color copies per quarter; all software, hardware, and updates, all parts, labor, staples and toners: cyan, magenta, yellow, black (CMYK).

3.1.1.2 Supplies shall include all software, updates, all parts, staples and CMYK toners and labor must be included in price per image for BW or full color jobs life of the contract.

3.1.1.3 Vendor shall quote a per copy cost for all copies exceeding 250,000 copies per quarter for full color and 50,000 BW copies per quarter.

3.1.1.4 Must have at least two local technicians

3.1.1.5 Technician must be local to the area within a 40-mile radius.

3.1.1.6 Vendor must be authorized dealer or distributor for Ricoh products.

Technician must be Ricoh trained and certified.

3.1.1.6 Must include the Trained Customer Replaceable Units (TCRU) service program. Allows customers to resolve issues by replacing certain parts .

3.1.1.5 Vendor must provide local service with one (1) hour call back and four ( 4) hour on-site support during business hours for the duration of the maintenance agreement period.

3.1.1.6 Must provide the WVDE Print Shop with copies of all maintenance service reports and other documents that describe the actual work performed quarterly with invoice.

3.1.1. 7 Vendor must invoice for clicks and maintenance agreement and support quarterly.

3.1.1.8 Vendor must include in their bid the cost of annual renewals for years 2, 3, 4, and 5 Maintenance Agreement and Support.

3.2. Commodity Line 1 - Black and White Single Click for copies exceeding 50,000 clicks per quarter.

3.3. Commodity Line 2 - Color Single Click for copies exceeding 250,000 clicks per quarter.

REQUEST FOR QUOT A TION

3.4. Commodity Line 3- Year 1 Annual Maintenance Agreement and Support

3.4.1. Must include: up to 50,000 b/w copies and 250,000 color copies per quarter; all parts, labor and supplies excluding paper supplies.

3.5. Commodity Line 4 Year 2 Maintenanee A.greement and Support

3.5.1. Must include: up to 50,000 b/w copies and 250,000 color copies per quarter; all parts, labor and supplies excluding paper supplies.

3.6. Commodity Line 5 Year 3 Maintenanee Agreement and Support

3.6.1. Must include: up to 50,000 b/w copies and 250,000 color copies per quarter; all parts, labor and supplies e)ccluding paper supplies.

3.7. Commodity Line 6 Year 4 Maintenanee Agreement and Support

3.7.1. Must include: up to 50,000 b/w copies and 250,000 co lor copies per quarter; all parts, labor and supplies excluding paper supplies.

3.8 Commodit)1 Line 7 Year 5 Maintenanee Agreement and Support

3.8.1. Must include: up to 50,000 b/v,, copies and 250,000 color copies per quarter; all parts, labor and supplies e)ccluding paper supplies.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall Total Bid Amount as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by indicating the unit price of the commodity line item listed in WV OASIS. Vendor should complete the Pricing Page in fu ll as failure to complete the Pricing Page in its entirety may result in Vendor's bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

5. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

6. PAYMENT: Agency shall pay quarterly, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor' s bid, but such costs will not be paid by the Agency separately.

8. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency ' s facilities . In the event that access cards and/or keys are required:

8.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

8.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

8.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

8.4 Anyone performing under this Contract will be subject to Agency's security protocol and procedures.

8.5 Vendor shall inform all staff of Agency's security protocol and procedures.

9. VENDOR DEFAULT:

9.1 The following shall be considered a vendor default under this Contract.

9.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2 Failure to comply with other specifications and requirements contained herein.

9.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

9.1.4 Failure to remedy deficient performance upon request.

9.2 The following remedies shall be available to Agency upon default.

9.2.1 Immediate cancellation of the Contract.

9.2.2 Immediate cancellation of one or more release orders issued under this Contract.

9.2.3 Any other remedies available in law or equity.

10. MISCELLANEOUS:

10.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor' s responsibi lities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _______________ _

Telephone Number:

Email Address:

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: EDD2600000003

Instructions: Please acknowledge receipt of al l addenda issued with this so licitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: [ hereby acknowledge receipt of the follow ing addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

Addendum No. I Addendum No. 6

Addendum No. 2 Addendu m No. 7

Addend um No. 3 Addend um o. 8

Addendum No. 4 Addendu m No. 9

Addend um No. 5 Addend um No. I 0

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. 1 further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor' s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an officia l addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

Revi sed 6/8/2012