Attachment_2a_-_Questionnaire.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- Printers and Multifunction Devices (MFD's)
- Solicitation number
- 0000039102
- Issued by
- California
About this file
This is a questionnaire attachment for a state contract opportunity issued by the California Department of General Services, Procurement Division (DGS-PD) for Printers and Multifunction Devices (MFDs). The solicitation seeks qualified vendors to establish a multi-year statewide contract for various printer and MFD categories, including color and monochrome desktop models, all-in-one devices, mobile/portable units, workgroup printers, and high-volume multifunction devices. The contract term is two years with three one-year extension options and is mandatory for use by all California state departments while being available for use by local governmental agencies. The questionnaire requires bidders to provide proposed model information and specifications for each device category, confirming compliance with detailed technical requirements across 13 distinct product categories (1A through 3D).
The questionnaire establishes comprehensive technical specifications that all proposed equipment must meet, including paper handling capabilities (18-32 lbs), energy-saving modes activating within 30 minutes, secure print functionality with PIN or access card requirements, and business security settings. Additionally, vendors must demonstrate compliance with accessibility standards (WCAG/VPAT), Energy Star certification, and EPEAT environmental assessment levels. The questionnaire specifies requirements for value-added services including asset tagging administration, Internet-based asset information portals, installation services, DoD 5220.22-M compliant data sanitization, equipment disposition and disposal in accordance with EPA standards, and deployment and logistics services. Business security requirements are detailed for MFDs, including mandatory firmware patches, password management, network isolation capabilities, and comprehensive auditing functions to ensure protection of sensitive data.
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Other files
| File | Type | Posted |
|---|---|---|
| APP_Cover_Page.docx | DOCX document | |
| Attachment_3_-_Narrative_Response.xlsx | XLSX spreadsheet | |
| Attachment_1_-_Pricing_Workbook.xlsx | XLSX spreadsheet | |
| IFB_0000039102.docx | DOCX document | |
| Attachment_2_-_Configuration_Specifications.xlsx | XLSX spreadsheet |
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Text version
2026 Questionnaire
| Event ID: 0000039102 |
| Printers and Multifunction Devices (MFD’s) |
| Attachment 2a – Questionnaire | |
| Bidder Name: | Questionnaire |
These requirements will apply to all Printers/MFD's purchased through the resulting contract(s).
| Bidders shall enter proposed model information, including specifications where applicable or confirmation of meeting requirement, in all yellow input cells. | |||
| Requirements | 1A | ||
| Color Desktop Inkjet | 1B | ||
| Color Desktop Laser | 1C | ||
| Personal Monochrome | 1D | ||
| Color All-in-One Inkjet | 1E | ||
| Color All-in-One Laser | 1F | ||
| Color Mobile (Portable) | 1G | ||
| Color Mobile All-in-One (Portable) | 2A | ||
| Work Group Monochrome | 2B | ||
| Work Group Color | 2C | ||
| High Volume Monochrome | 2D | ||
| High Volume Color | 3A | ||
| MFD Mono Low Volume | 3B | ||
| MFD Mono High Volume | 3C | ||
| MFD Mono High Volume Ledger | 3D |
MFD Color High Volume
| OEM | |||||||||||||||
| Model Name | |||||||||||||||
| Model Number | |||||||||||||||
| Paper Weight | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | 16 to 32 lb (plain paper); 20 to 55 lb (envelope); up to 110 lb (cards) | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive | Capable of handling paper from 18lbs to 24lbs inclusive |
Energy Saving Mode (minutes) ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30 ≤ 30
Secure Print Yes Yes Yes Yes Yes Yes N/A Yes Yes Yes Yes Yes Yes Yes Yes
| Business Security | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | Capable of settings for business security | Capable of settings for business security | Capable of settings for business security | Capable of settings for business security |
| N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A | |||||
| End of Sheet |
2026 Specification Definitions
| Specification Definitions | ||
| Term | Definition | |
| N/A | Requirement not specified or not applicable for the device | |
| Functionality | Minimum capability of the proposed device | |
| Technology | Technology employed for its main function | |
| Print Speed measured in ipm using ISO/IEC 24734 unless otherwise specified | Number of images produced per minute in accordance with ISO/IEC 24734 Standard unless otherwise specified, color ipm for color device. ESAT is defined as Estimated Saturated Throughput in ISO 24734 standard. | |
| Print Resolution | The nominal dpi rating the device is capable of producing when printing in dots per inch (dpi) | |
| Scan Quality | The nominal dpi rating the device is capable of producing when scanning | |
| First Print or First Copy Page out Time | Maximum allowable time in seconds for the device to print first page on printer or to copy first page on MFD from ready mode on a 8.5"x11" single-sided plain paper unless otherwise specified | |
| Duplex | Able to program the default settings to automatically print on both sides of the paper | |
| Paper Size | Minimum and maximum size of paper the device is capable of printing or scanning | |
| Paper Weight | Weight of paper the machine is capable of printing on. Weights less than minimum value or more than maximum value are acceptable. | |
| Input Paper Handling | Minimum size/capacity of paper drawer(s) or tray(s) or bin(s), roll(s) and sheets for plotter | |
| Output Paper Handling | Minimum total storage capacity to accomodate paper output of the device | |
| Feeder Capacity | Document feeder capacity in number of sheets | |
| File Format | File formats in Scan and Email | |
| Memory | Minimum internal memory | |
| Connections | Connection types for communication to external devices | |
| Duty Cycle (impression / month) | ||
| Std mode & Letter sized pages | Minimum number of letter-sized pages or impressions the device can print in one month in standard mode (peak usage, not on a continual basis) | |
| Accessibility | Compliance to WCAG/VPAT standards (including 1194.25 a - j) |
| Energy Star | Meets or exceeds the Energy Star criteria effective 7/1/2009 or later |
| EPEAT level | Electronic Product Environmental Assessment Tool levels: gold, silver, or bronze |
| Energy Saving Mode | Setting to be able to enter "sleep mode" within 30 minutes of inactivity, per California ITPL 10-09 |
| Minimum Warranty | Level of warranty coverage (NBD means 'next business day' ) |
| Secure Print | Capable of accepting a PIN or access card or similar to retrieve print jobs in addition of non-secured print in non-secured print mode |
| Business Security | Able to accept settings enabling the device to perform as specified in "Requirements for Business Security". |
| Optional Warranty | Available warranty upgrade to the duration specified |
| Accessories | Accessories available for specific use per individual purchase contract |
| Add additional 500 sheet input drawer/feeder | Able to add drawer or feeder with capacity of at least 500 sheets |
| Upgradable to 2000 sheet total capacity | Able to add drawer(s) to a total capacity of at least 2000 sheets |
| Stapler | Able to add a stapler function |
| Fax option | Able to send and receive faxes |
| Memory Upgrade | Able to upgrade to the listed internal memory |
| Value added Services | Services to be offered on the proposed device |
| Asset tagging - Bidder administration of State provided tag (with number) | Able to: |
- Receive customer provided tag
- Affix tag on hardware components
- Supply electronic report to State Agency on daily or less frequent basis
- Maintain control log of all tags issued, lost, or destroyed (desirable) Asset information via the internet Website for asset inquiry including information on:
- Origin configuration as shipped
- Warranty expiration date
| Installation | Install equipment as specified in the Installation Section of RFP |
| DoD 5220.22-M compliant data wipe | Sanitize data from all device hardware capable of storing data per Department of Defense Directive 5220.22 M, National Industrial Security Program, September 24, 2020 or guideline of NIST 800-88 Clear and Purge |
| Take Back/Disposition & Disposal Services | Disposition & Disposal must be in compliance with the State Administrative Manual, Section 5900, Information Technology Disposal of IT Equipment |
- De-installation service - removal and recycle of equipment and packaging materials at end of life cycle
- Disposal according to EPA standard with electronic certification
| Deployment & Logistics Services | Charge per order in special handling and coordination of multiple delivery: scheduling, set up. Warehousing staff in un-palletizing, unpacking/repacking, disposal of dunnage. Warehousing charge in en route storage of equipment. Advanced Training will also be covered in this section. |
| Requirements for Business Security | |
| A. Ensure the MFD is able to: | |
| 1) Have patches applied to comply with the original equipment manufacturer's and software vendor's maintenance. | |
| 2) Prohibit large group distribution via outbound e-mail. | |
| 3) Delete or disable any software applications that are not required or approved for the operation of the MFD. | |
| 4) Disable all unneeded management protocols and services (such as DHCP, SMTP, and BOOTP). | |
| 5) Replace any default passwords with complex passwords. | |
| 6) Disable dial-in diagnostic capabilities. | |
| 7) Be remotely managed by only an authorized IT administrator personnel from specific (non-publicized) Internet Protocol (IP) addresses. | |
| 8) Be configured to prevent unauthorized IT administrator personnel from altering the global configuration of the MFD. | |
| 9) Disable the re-print feature at the discretion of the purchaser. | |
| 10) Maintain its configuration state (passwords, service settings, etc.) after a power down or reboot occurs. | |
| 11) Lock and prevent unauthorized access to the hard drive. | |
| 12) Be isolated on a local area network, utilizing Virtual Local Area Network (VLAN) switches or router controls. | |
| 13) Have a static IP address so that if Domain Name System cache is poisoned (corrupted), print files containing sensitive data cannot be redirected, leading to the further compromise of sensitive data. | |
| 14) Have a firewall or route rule established in the internal network to block all ingress and egress traffic from the enclave perimeter to the MFD. | |
| B. For MFDs that use print spoolers: | |
| 1) Verify the MFD is configured to restrict jobs to only print spoolers and cannot directly accept one or more large print jobs from unauthorized users (to prevent denial of service). | |
| 2) Verify the MFD is able to implement IP address restrictions or may be installed behind a firewall, switch or router with an appropriate discretionary access control (DAC) list. | |
| 3) Verify the MFD is able to restrict access to unauthorized users and restrict users to managing their own individual jobs. | |
| 4) Ensure the MFD is able to have auditing fully enabled. Auditing includes but not limited to find and log the malicious activities such as password change, failed logons, failed accesses to MFD, administrative privilege usage, etc. | |
| 5) Ensure the state agency may retain physical custody of the hard drive when repair is required or at end of life. | |
| 6) Ensure the MFD is flash upgradeable and is configured to use the most current firmware available. |
| Changes: | |
| 1 | DODI, NISP date changed |
End of Sheet
File details come from the government source that posted it. Updated .