Amendment 2 RFP 6163.pdf

This is Amendment 2 to Request for Proposal No. AGENCY26-PURC-6163 issued by San Bernardino County Purchasing Department for Copier/Multifunction Printer Rental and Maintenance Services. The amendment modifies the proposal timeline for the procurement, which seeks qualified vendors to provide copier and multifunction printer rental and maintenance services. The RFP requires proposers to supply newly manufactured devices capable of handling Letter, Legal, and A3 paper sizes with network printing, copying, scanning, and faxing capabilities. The original RFP was released on January 5, 2026, with the deadline for submission of questions established at January 12, 2026, at 4:00 PM PST. Amendment 2 revises the proposal submission deadline to February 23, 2026, at 4:00 PM PST, with a tentative contract award date scheduled for June 2026. The contract term will span a maximum of five years from July 2026 to June 2031.

Vendors must demonstrate a minimum of five years of experience and be manufacturers or authorized dealers with maintained certification. Evaluation criteria are weighted as follows: Qualifications and Experience (20%), Technical Review (35%), Cost/Revenue (40%), and References (5%), with an additional five percent local preference applied to vendors meeting specific local employment criteria. Pricing may be structured using per-copy meter rates or all-in-one monthly rental rates inclusive of service and consumables, with device pricing required to remain firm for twelve months post-award and guaranteed throughout the contract term. Insurance requirements include General Liability coverage of at least $1,000,000, automobile liability of $1,000,000, workers' compensation, and cyber liability insurance of at least $1,000,000. The county currently expends approximately $3,000,000 annually on copiers and supplies and $245,000 on copier maintenance. Proposals must be submitted electronically through the County's ePro system, with mandatory vendor registration required prior to submission.