GEN-250182-2026-02-10-19-29-48_idedits.docx

#250182 Title: HP Printer Maintenance

Orange County Transportation Authority, CA

250182

HP PRINTER MAINTENANCE

RELEASE DATE: February 11, 2026 RESPONSE DEADLINE: February 24, 2026, 11:00 am Please refer to the project timeline in this document for all important deadlines.

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/octa Table Of Contents

Attachments:

RFQ 250182_ Exhibit A_ OCTA's List of Printers RFQ 250182_ Exhibit_B_Level_1_Safety_Specifications

The Orange County Transportation Authority (Authority) invites quotes from authorized qualified consultants firms to provide HP printer maintenance on an as-needed basis with no guaranteed usage for a five (5)-year term, effective April 1, 2026 through March 31, 2031. The budget for this project is $100,000.

Please note that by submitting a Bid, Bidder certifies that it is not subject to any Ukraine/Russia-related economic sanctions imposed by the State of California or the United States Government including, but not limited to, Presidential Executive Order Nos. 13660, 13661, 13662, 13685, and 14065. Any individual or entity that is the subject of any Ukraine/Russia-related economic sanction is not eligible to submit a Bid. In submitting a Bid, all Bidders agree to comply with all economic sanctions imposed by the State or U.S. Government.

All firms must be HP manufacturer authorized service dealer with service provided by manufacturer trained and certified technicians. The winning firm will be required to provide verification/copies of such training and/or certifications for all technicians that are to be assigned to the Authority. Unauthorized quotes will be deemed "Non-Responsive" and will not be considered for award. Firms submitting an alternative manufacturer, model, or part number shall result in a “No Bid” and will not be considered for award. Any award as a result of this RFQ will be awarded to the lowest responsive and responsible firm and shall be on a lump sum basis, in accordance with the requirements in this RFQ.

Prices quoted shall remain firm for the term of the Purchase Order.

By submitting a Quote, Firm agrees to the terms and conditions as stated in the “General Provisions,” which by this reference are incorporated herein. Comment by Iris Deneau: Insurance should also be included An award will be made to the lowest, responsive, responsible Firm and shall be awarded on a lump sum basis.

Firms should be aware that an award may be made without further discussion.

The successful Firm will be required to comply with all applicable Equal Employment Opportunity Laws and Regulations.

1.3. Procurement Contact

Desiree Fernandez Associate Contract Administrator 550 S. Main Street Orange, CA 92863 Email: dfernandez1@octa.net Phone: (714) 560-5811

The Orange County Transportation Authority, CA is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

2.2. Scope of Work

BACKGROUND

The Orange County Transportation Authority (OCTA) is a state-mandated, multi-modal transportation agency in Orange County, California. OCTA regulates, prioritizes, funds, plans, designs, builds, operates, and maintains the transportation network. This includes major highway & freeway projects, high-occupancy managed lanes, street improvements, commuter rail, streetcar, the public transit system, paratransit services and taxi services.

OCTA is seeking a contractor for maintenance and repair services of approximately one hundred and thirty-two (132) printers and multifunction printer devices, refer to list of printers in Attachement Exhibit A. Contractor shall oversee the maintenance and repair of all OCTA networked printers and multifunction printers listed in the equipment schedule provided in the specifications. The use of printer monitoring software may be permitted at OCTA’s discretion for the purpose of monitoring the status of the listed networked devices Location/Address Headquarters:

600 S. Main Street, Orange CA

Anaheim:

OCTA Anaheim Base Operations 1717 E. Via Burton, Anaheim CA

Garden Grove:

OCTA Garden Grove Bus Base 11800 Woodbury Road, Garden Grove CA

Orange County Lost and Found 11903 Woodbury Road, Garden Grove CA

Santa Ana:

OCTA Santa Ana Bus Base 4301 MacArthur Blvd, Santa Ana CA

Irvine:

OCTA Irvine Base Operations 6671 Marine Way, Irvine CA

OCTA Irvine Maintenance Operations 14736 Sand Canyon Road, Irvine CA

OCTA North Irvine Base 16281 Construction Circle, Irvine CA

CHP Office 6681 Marine Way, Irvine, CA 92618

OBJECTIVE

Contractor shall provide maintenance and repair for the OCTA’s printers identified in the specifications. Contractor shall provide all maintenance, providing OCTA with a single point of contact for all maintenance needs. This is to be full-service maintenance covering all repair parts, labor and preventive maintenance service. Supply items not included are toner and paper. OCTA retains the right to add/remove printers and/or change the models covered under this contract as business needs dictate. Contractor shall be notified of such changes.

DEFINITION AND SCOPE

1. Maintenance Requirements Contract cost for maintenance includes all supplies, such as but not limited to, maintenance kits, fusers, rollers, mother boards, power supplies or any other part necessary for the operation of the machine except toner and paper. Contractor shall include remedial maintenance service and regularly scheduled preventative maintenance to minimize equipment downtime. Contractor shall be responsible for all parking fees incurred when visiting any OCTA site for any purpose.

2. Qualified Maintenance Technicians Requirements All warranty and maintenance service shall be conducted solely by a manufacturer authorized service dealer with service provided by manufacturer trained and certified technicians. Contractor shall supply verification/copies of such training and/or certifications for all technicians that are to be assigned to OCTA. At least two (2) technicians qualified on Hewlett Packard models shall be assigned to support the proposed equipment. The assigned technicians shall not be switched out without notification to OCTA and newly assigned technicians shall meet the above conditions.

3. Replacement Parts and Labor Requirements Maintenance shall include at no additional cost to OCTA, all replacement parts and labor necessary to ensure proper functioning of the equipment being proposed. All defective or unserviceable worn parts shall be replaced with parts approved by the manufacturer and carry the manufacturer’s standard warranty. Contractor shall have sufficient parts inventory to provide quality and timely service on proposed equipment. OCTA will accept the use of high quality remanufactured compatible parts but reserves the right to request original equipment manufacturer (OEM) parts for specific printers if print quality is compromised by not using OEM parts. If a printer cannot be repaired, the designated OCTA staff must be notified, and contractor shall supply an equal or better printer at no cost to OCTA.

4. Hard Drive Replacement Requirements Contractor shall surrender defective hard drive(s) to OCTA upon completion of the repair or have previously demonstrated a secure process for servicing and handling hard drives that is acceptable to OCTA. It is OCTA’s intent not to have information unknowingly leaving the premises.

5. Response Time Requirements Contractor shall have a computerized dispatch system with the ability to respond to maintenance calls quickly and document the complete service call history of each machine. Contractor shall respond to all service calls within four (4) hours from receiving a service call from OCTA via phone or email. Response is defined as a technician arriving at an OCTA site. In addition, Contractor shall remedy any equipment failure within seventy-two (72) hours from the placement of the initial service call. If a machine is not operable within this window, the designated OCTA point of contact must be notified, and Contractor shall be required to provide a loaner printer of like capabilities at no additional cost to OCTA while the repair is being completed.

6. Software Upgrades All firmware and software shall be of the current version. If a network connected machine is on a maintenance contract, all future software, firmware, and print driver upgrades for security patches, fixes, and minor enhancements shall be furnished and installed as part of the maintenance by Contractor.

7. Device Level Connectivity Support Network connectivity related support for all network connected machines shall be available to support the networked functions of the machines. Networked functions include scanning email or file share, print drivers, tap-to-print etc. network management tools are expected to allow for centralized management of the networked printers to include configuring the device, obtaining page counts, configuring scan destinations, checking the current status of the copier, etc.

9. Maintenance Reporting Requirements Maintenance reports shall be accessible on demand through a web-based interface or provided in hardcopy form on a biannual basis. The reports shall include the information listed below.

· Date/Time of service call

· Date/Time of arrival

· Date/Time closed

· Technician name

· Problem description

· Repair description

· Serial number

· Copy count

· Average response time

· Uptime percentage

· Average copies between calls

· Number of calls per quarter or month per copier

· Average copy volume per month

10. Payment/Billing Requirements Invoices for maintenance shall be issued on a bimonthly basis for services provided in arrears. OCTA will remit payment within thirty (30) calendar days of an acceptable invoice. Payment due dates shall be computed from date of receipt of services or correct invoice (whichever is later) to date OCTA check is mailed. Invoices shall match OCTA purchase order or payment could be delayed.

11. Customer Satisfaction Guarantee Requirements OCTA reserves the right to require a new identical model or an equivalent replacement if a printer repeatedly fails and/or requires more than five (5) service calls within a one (1)-month period. Any replacement printer shall be provided at no additional cost and without additional paperwork to OCTA.

OCTA shall be provided with replacement equipment if the equipment remains out of service for more than seventy-two (72) hours following the arrival of a service technician. If the Vendor requires in-shop repair, a loaner unit of a like model shall be provided at no additional cost to OCTA. If the equipment cannot be satisfactorily repaired, a permanent replacement of equivalent or better quality shall be provided at no cost to OCTA.

12. OCTA Safety Rules Contractor’s assigned technicians shall comply with OCTA’s personal protective equipment requirements and adhere to OCTA’s yard safety rules while performing work at any OCTA facility. Contractor shall provide safety vests for its technicians to be worn while performing work at remote locations.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits Contractor’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit OCTA to any course of action or renter into any contractual agreement on behalf of OCTA. In addition, Contractor’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.

3. Pricing Proposal

PRICE SUMMARY SHEET

Enter below the proposed price for the services described in the Scope of Work, reference list of printers in Exhibit A. Prices shall be fully-burdened to include direct costs, indirect costs, tax, and profits. OCTA’s intention is to award a time-and-expense price contract. SCHEDULE I - HOURLY RATE SCHEDULE KEY PERSONNEL

TOTAL

OTHER LABOR CHARGES

TOTAL

PRICE SUMMARY SHEET

SCHEDULE II - OTHER DIRECT COSTS (ODC) SCHEDULE Additional ODC required and authorized by OCTA but not included in this Agreement will be reimbursed either (a) “At Cost” OR (b) up to the applicable current rate listed in this Schedule II, whichever is less. Supporting documentation must accompany invoice. *Please note the following: •OCTA will not reimburse contractor for hours charged to perform activities associated with the preparation and review of invoices submitted to OCTA. •OCTA will not reimburse contractor for local meals and travel time, unless previously approved, or any other expenses not included within this price summary sheet.

TOTAL

PARTS MARK UP

All parts used that are related to the services outlined in the Scope of Work, Exhibit __, shall be invoiced at the Contractor/Vendor’s cost plus a mark-up, as specified below. Percent Cost Mark-Up: ______% For cost analysis purposes, the percentage mark-up listed above will be weighted at ___ % and the lump sum total price will be weighted at ___ %. Award will be made to the responsive, responsible bidder with the lowest sum of the weighted amount. All parts over $500 will require documentation of cost. Contractor/Vendor shall be required to provide supporting documentation to confirm the actual cost of providing the replacement parts. Payments are contingent upon Contractor/Vendor providing proof of cost. PRICE INCREASES/DECREASES: No price increases will be permitted during the term of the Blanket Purchase Order. All price decreases will automatically be extended to Authority. Authority requires bona fide proof of cost increases on Contracts prior to any price adjustment. A minimum of ninety (90) days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. Authority may enforce, adjust, negotiate, or cancel escalating price Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Blanket Purchase Order. Adjustments increasing the Firm’s profit will not be allowed. FIRM DISCOUNT AND PRICING STRUCTURE: Bidder guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal of lesser scope. Bidder agrees that no price increases shall be passed along to Authority during the term of this Blanket Purchase Order.

☐ Please confirm *Response required

2. Name and Title of Person Authorized to Bind Quote* *Response required

3. This offer shall remain firm 120 days from the date of the quote.* *Response required

4. I acknowledge receipt of RFQ 250182 and all Addenda.* *Response required

5. Orange County Transportation Authority - General Provisions* Please download the below documents, complete, and upload.

· General_Provisions.pdf *Response required

6. Qualified Maintenance Technicians Requirements* All warranty and maintenance service shall be conducted solely by a manufacturer authorized service dealer with service provided by manufacturer trained and certified technicians. Contractor shall supply verification/copies of such training and/or certifications for all technicians that are to be assigned to OCTA.

*Response required

7. Upload File(s) Please attach all required documents, e.g., exhibits, licenses, etc.

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