STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – PROCUREMENT DIVISION

INVITATION FOR BID

Printers and Multifunction Devices (MFD’s)

EVENT ID 0000039102

6/4/2026

BIDS ARE DUE BY: June 25, 2026, at 2:00 PM PT

RETURN BID TO:

CMU@dgs.ca.gov

(Contract Reference Number 70-04) PD Reference Only Business Unit (BU): 77601

SCOPE

The State of California, Department of General Services, Procurement Division (DGS-PD) is issuing this Invitation for Bid (IFB) to solicit bids from qualified firms to establish a Statewide Contract that provides Printers and Multifunction Devices (MFD’s) to the State of California. The contract resulting from this solicitation will be mandatory for all State of California departments and available for use by participating local agencies.

The term of any contract resulting from this solicitation will be for two (2) years. The contract will contain three (3) extension options for one (1) year or portion thereof. If a mutual agreement for a contract extension cannot be met, the contract will expire at the end of the current contract term.

All equipment offered must be new and the latest model in current production. Used, shopworn, refurbished, demonstrator, prototype or discontinued models are not acceptable.

LOCAL GOVERNMENT PARTICIPATION

Local government agencies are defined as “any city, county, city and county, district or other local governmental body or corporation empowered to expend public funds for the acquisition of goods, information technology, or services,” reference Public Contract Code (PCC) Section 10298(a) and (b), and 10299(b). Local governmental agencies shall have the same rights and privileges as the State under the terms of these contracts.

Any local governmental agencies desiring to participate shall be required to submit to the same responsibilities as do State departments and will have no authority to amend, modify or change any condition of these contracts.

CURRENT CONTRACT

The historical values based on expenditures from the current mandatory statewide contracts over a two (2) year period are as follows:

· Contract 1-22-70-04A for Printers and MFD’s – $7,448,798.50

· Contract 1-22-70-04B for Workgroup Printers – $290,312.41

METHOD OF AWARD

Award will be made by individual Groups. In order to be considered for award, all line items within the Group must be bid. Bidders do not have to bid on all Groups. The Groups are defined as follows:

· Group 1 – Desktop

· 1A – Color Desktop Inkjet Printer

· 1B – Color Desktop Laser Printer

· 1C – Personal Monochrome Printer

· 1D – Color All-In-One Inkjet Printer

· 1E – Color All-In-One Laser Printer

· 1F – Color Mobile (Portable) Printer

· 1G – Color Mobile All-in-One (Portable) Printer

· Group 2 – Workgroup

· 2A – Work Group Monochrome Printer

· 2B – Work Group Color Printer

· 2C – High Volume Monochrome Printer

· 2D – High Volume Color Printer

· Group 3 – MFD

· 3A – MFD Mono Low Volume

· 3B – MFD Mono High Volume

· 3C – MFD Mono High Volume Ledger

· 3D – MFD Color High Volume

Award will be made to the responsive and responsible Bidder with the lowest cost, including all applicable preference and incentive calculations.

DRAFTS

If the State determines that bids from all Bidders contain material deviations, the State may declare the bids to be draft bids. If bids are declared drafts, the State will issue an addendum to the solicitation document and confidential discussions may be held with the Bidders who wish to continue in the bidding process. Notifying the Bidder of defects is intended to minimize the risk that the final bids will be deemed non-compliant; however, the State will not provide any warranty that all defects in the draft bids have been detected. Notification of defects in the draft bid will not preclude rejection of the final bid, if undiscovered defects contained in the declared draft bid are later found in the final bid. Oral statements made by either party during confidential discussions shall not be binding.

NEGOTIATIONS

The State may elect to enter into negotiations pursuant to Public Contract Code §6611 if conditions exist. Should the State elect to negotiate, the process shall be described in writing and provided to the parties involved prior to commencement of negotiations.

KEY ACTION DATES

The important dates and times by which actions must be taken or completed are identified below. If the State finds it necessary to change any of these dates, the State will release an addendum identifying the changes.

Held virtually via Microsoft TEAMS Click here to join the meeting Meeting ID: 258 260 080 187 688 Or call in (audio only) 1 (916) 245-8850 Meeting ID: 258 260 080 187 688 Phone Conference ID: 440 693 18# 6/10/2026

ALTERNATIVE PROTEST PROCESS

This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code Section 12125, et seq.) By submitting a bid or proposal to this solicitation, the bidder consents to participation in the Alternative Protest Process and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5.

A Notice of Intent to Award for this solicitation will be publicly posted in the Procurement Division website and sent via email to any bidder who submits a written request for notice and provided a valid email address.

During the protest period, any participating bidder may protest the proposed award on the following grounds:

1. For major information technology acquisitions – that there was a violation of the solicitation procedure(s) and that the protesting bidder’s bid should have been selected; or

2. For any other acquisition – that the protesting bidder’s bid or proposal should have been selected in accordance with the selection criteria in the solicitation document.

A written Notice of Intent to Protest the proposed award of this solicitation must be received (email/fax acceptable) by the Coordinator before the close of business 5 p.m. PST/PDT on the 2nd working day after issuing the notice of intent, as specified in the solicitation. Failure to submit a timely, written Notice of Intent to Protest waives bidder’s right to protest.

Bidder is to send the notice of protest to:

Alternative Protest Process Coordinator/Support Services Unit Department of General Services Procurement Division Statewide Procurement Oversight, Consulting and Support Services Section 707 Third Street, 2nd Floor South West Sacramento, CA 95605 Fax: 916 / 376-6226 Email: PDProtest@dgs.ca.gov

Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting bidder the complete protest filing, including the signed, written detailed statement of protest, including exhibits, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the bidder’s right to protest.

Protest bond requirement: bond amount for this Alternative Protest Process shall be 10 percent of the estimated contract value as specified in the solicitation. See California Code of Regulations, Title 1, Section 1418.

REQUIREMENTS PROTEST

Protests regarding any issue other than selection of the "successful Bidder" are requirements protests and will be heard and resolved by the Deputy Director of the DGS-PD, whose decision will be final.

All protests must be made in writing, signed by an individual authorized under Section 20, Agreement Cover Letter and Contract Provisions, and contain a statement of the reason for protest, citing the law, rule, regulation or procedures on which the protest is based. The protestant must provide facts and evidence to support the claim.

Requirements Protests must be mailed or delivered to the address below and/or emailed to the Procurement Official identified in Section 15, Procurement Official.

Street Address:

Deputy Director Procurement Division 707 3rd Street, 2nd floor West Sacramento, CA 95605

All protests to the IFB requirements or procedures must be received by the Deputy Director of the Procurement Division as promptly as possible, but not later than the respective time and date specified in Section 7, Key Action Dates.

RESPONSIVE BID

A bid is considered responsive if it indicates compliance without material deviation from the requirements of the solicitation and the terms and conditions of the proposed contract.

RESPONSIBLE BIDDER

DGS-PD may require Bidders to submit evidence of their qualifications. This includes, but is not limited to, personnel in the numbers and with the skills required, equipment of appropriate type and sufficient quantity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If such information is required, the Bidder will be notified to submit the required information. If the State determines the Bidder is not responsible, the bid will be rejected.

BIDDER INSTRUCTIONS

The Bidder Instructions include the Bidder’s and the State’s rights and responsibilities for the bidding process, unless otherwise specified in this solicitation. Bidder Instructions are located at the following link: Bidder Instructions (rev 11/09/2011).

DESIGNATION OF REQUIREMENTS

The State has established certain requirements with respect to bids to be submitted by prospective Contractors. The use of “must,” “shall” or “will” (except to indicate simple futurity) in the IFB indicates a requirement or condition that is mandatory. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the deficient response is not in substantial accord with the IFB requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity or quality of items bid, amount paid to the Contractor, or on the cost to the State. Material deviations cannot be waived.

The words “should” or “may” in the IFB indicate desirable attributes or conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature will not in itself cause rejection of the bid.

ADDENDA

In the event that the solicitation is revised by an addendum, Bidder is required to meet all requirements of the most current addendum, including using any updated forms.

The IFB document is not required to be submitted with the bid. This language supersedes DGS PD-451, Bidder Instructions (rev 11/09/2011) Section 3.b., Solicitation Addendum (Addenda).

PROCUREMENT OFFICIAL

The Procurement Official contact information for this IFB is listed below:

Amanda Lewis Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (279) 946-7876 E-mail: Amanda.Lewis@dgs.ca.gov Bid Submittal E-mail: CMU@dgs.ca.gov

The Procurement Official shall be the single point of contact. All inquiries and questions must be directed to only this person. Oral communications are discouraged and shall not be binding to the State. Bidders should only rely on written statements issued by the Procurement Official.

Bid submittals shall be sent to the Bid Submittal E-mail address identified above.

BIDDERS’ CONFERENCE

A Bidders’ Conference will be held, during which suppliers will be afforded the opportunity to meet with State personnel and discuss the content of the IFB and the procurement process. Suppliers are encouraged to attend the Bidders’ Conference.

Suppliers are encouraged to submit questions to the Procurement Official prior to the Bidders’ Conference so that the State can address them during the conference. The State may accept oral questions during the conference and will make a reasonable attempt to provide answers prior to the conclusion of the conference. Oral answers will not be binding. Following the conference, the State will publish a Question and Answer set addressing all submitted questions, both written and oral.

Suppliers may attend by using the Microsoft Teams access information below:

Microsoft Teams Meeting Link: https://teams.microsoft.com/meet/258260080187688?p=ug17gUAwUOBfrT8Chu Call in: +1 916-245-8850, 44069318# United States, Sacramento Conference ID: 440 693 18#

The Bidders’ Conference will begin at 2:00 PM PT on 6/10/2026. Participants are encouraged to call in on time to be admitted.

BIDDER QUESTIONS

This IFB addresses all requirements that Bidders must meet to be eligible for consideration. Bidders must carefully read the entire IFB, ask questions in a timely manner, and make sure all procedures and requirements of the IFB are accurately followed and addressed.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other errors in the IFB, the Bidder shall immediately notify the Procurement Official of such error, in writing, and request clarification or modification of the document.

All questions, comments, and concerns should be immediately directed to the Procurement Official, in writing, no later than the respective time and date specified in Section 7, Key Action Dates. All questions and/or concerns shall be directed to Amanda.Lewis@dgs.ca.gov. Working days are defined as Monday through Friday, excluding holidays.

REQUEST TO CHANGE THE REQUIREMENTS OF THE IFB

If the Bidder believes that one or more of the IFB requirements is onerous, unfair, or imposes unnecessary constraints to the Bidder in proposing less costly or alternate solutions, the Bidder may request a change to the IFB by submitting in writing the recommended change, the facts substantiating this belief, and justification for making the recommended change. Such request must be submitted to the Procurement Official by the date specified in Section 7, Key Action Dates.

Failure by any Bidder to raise any concern related to an IFB requirement will be deemed a waiver of any claim regarding the contract award relating to the specific IFB requirement.

CLARIFYING INFORMATION

During the evaluation and selection process the State may ask the Bidder to clarify their submitted response if the bid contains conflicting information regarding a requirement for which compliance cannot be determined. Clarification will not be requested if the Bidder has been deemed non-compliant to other requirements.

The State may, at its sole option, correct obvious clerical or arithmetic errors. If necessary, the extended price on the pricing worksheet will be recomputed accordingly if obviously misstated. If a unit price is omitted from a line item that must be bid to be considered for an award, it will be interpreted to mean that the item will be provided by the Bidder at no cost.

Except for clerical errors, the State will not ask clarifying questions for bids where the response to the requirement is non-compliant as this would result in a change to the bid.

AGREEMENT COVER LETTER AND CONTRACT PROVISIONS

All Bidders must complete the Agreement Cover Letter and include it with the bid. The Agreement Cover Letter (which shall be considered an integral part of the bid) shall be signed by an individual who is authorized to bind the bidding firm contractually. An unsigned Agreement Cover Letter shall cause the bid to be rejected.

By signing the Agreement Cover Letter and submitting a bid, Bidder agrees to:

· Comply with the requirements of the solicitation and resulting contract

· Accept the terms and conditions of the IT General Provisions, Non-Cloud (rev 02/20/2025) without addition or modification.

· Comply with all applicable statutes, rules, regulations, and orders of the United States and the State of California.

SPECIFICATIONS AND QUESTIONNAIRE

All products offered must meet or exceed Attachment 2 – Configuration Specifications.

Bidders shall use Attachment 2a – Questionnaire to enter product information for the product the Bidder is proposing. All information and reference material must be complete. Failure to submit the questionnaire with the bid may result in the bid being considered non-responsive.

TECHNICAL LITERATURE

Bidders are required to submit technical literature which should be annotated to specify the applicable page, brand, model, and Contract Line-Item Number (CLIN). The Bidder shall provide technical literature and references confirming each proposed device meets the State's requirements. The Bidder confirms that statements contained in the Technical Literature such as "technical literature and references are subject to change without notice" are not intended to limit the Bidder's commitment to meeting the needs and requirements of this IFB. Technical literature should be submitted with the bid response. If this documentation is not included in the bid response, Bidder shall provide it within five (5) working days after request from the State. Failure to submit literature may result in the bid being considered non-responsive.

UNSPECIFIED SUBORDINATE PRODUCT

It is the intent of the State to describe a complete working configuration. Any incidental items omitted from the specifications but needed to make a complete working configuration will be provided by the Bidder and will be included in the bid price.

ACCESSIBILITY COMPLIANCE

Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are relevant for this procurement as indicated in Attachment 2, Configuration Specifications.

Bidder shall submit, per 36 CFR part 1194, a Voluntary Product Accessibility Template (VPAT) that includes the following:

· Subpart B, Bidders shall submit a VPAT describing how their proposed products meet this requirement.

· Subpart C, Bidders shall submit a VPAT describing how their proposed Electronic and Information Technology (EIT) products meet applicable functional performance criteria.

· Subpart D, Bidders shall submit a VPAT describing how the information, documentation, and support for proposed products meet applicable information, documentation, and support requirements.

The VPAT responses above will be used to determine technical compliance to the Section 508 Accessibility Standard requirements and must be submitted with the bid or within five (5) working days of request by the State.

Additionally, the awarded Contractor shall include similar VPAT document with delivery at the State’s request.

RELATED SOFTWARE

Contractor must communicate and provide to the State (at no additional cost) updates and releases of related software required to make a complete working configuration. Upon any product substitution per Section 62, Product Substitution/Discontinued Items, the Contractor shall continue to offer functionally equivalent or better software.

TITLE (SOFTWARE/FIRMWARE)

Contractor represents and warrants that it is the sole owner of the goods or, if not the owner, has received all proper authorizations from the owner to license the software/firmware product, and has the full right and power to grant the rights contained in this contract. Contractor further warrants and represents that the software/firmware package and its use will not violate or infringe upon any patent, copyright, trade secret or other property right of any other person.

ENVIRONMENTALLY PREFERABLE PURCHASING (EPP)

DGS-PD is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by PCC Sections 12400-12404. By signing the Agreement Cover Letter, the Bidder is certifying that the products offered under this solicitation are in compliance with the Federal Trade Commission’s Guidelines for the Use of Environmental Marketing Terms, per PCC Section 12404.

ENERGY STAR COMPLIANCE

All Printers and MFDs supplied under this contract must be ENERGY STAR® rated and must be listed in the ENERGY STAR database (http://www.energystar.gov/productfinder/product/certified-imaging-equipment/results) by the bid due date, and through the life of the contract.

ELECTRONIC PRODUCT ENVIROMENTAL ASSESSMENT TOOL (EPEAT) COMPLIANCE

In accordance with Attachment 2, Configuration Specifications, all Printers and MFDs supplied under this contract must be EPEAT® 1.0 (Silver or Gold), and/or EPEAT® 2.0 (Bronze or better) rated and must be listed in the EPEAT registry (https://www.epeat.net) by the bid due date, and through the life of the contract.

POST-CONSUMER RECYCLED CONTENT CERTIFICATION

State departments are required to report purchases made within 16 product categories in the California Department of Resources Recycling and Recovery’s (CalRecycle) State Agency Buy Recycled Campaign (SABRC) in accordance with PCC Sections 12200-12217.

In order to comply with those requirements, Bidders are required to certify in writing the minimum percentage, if not the exact percentage, of post-consumer recycled content (PCRC) material in each of the products offered as part of this solicitation.

The PCRC Certification Workbook contains the following documents:

· PCRC Percentages Worksheet – Bidder shall complete the PCRC Percentages Worksheet for each product offered.

· Letter of Certification – Bidder shall sign the Letter of Certification certifying that the minimum percentage, if not exact percentage, listed in the PCRC Percentages Worksheet is accurate. The Letter of Certification shall be furnished under penalty of perjury. The Letter of Certification shall be provided regardless of content, even if the products do not contain PCRC.

· Reportable Product Categories Table – This table is provided for informational purposes only and identifies the 16 SABRC reportable product categories.

The Bidder shall complete and submit the PCRC Certification Workbook with the bid or within five (5) working days of request from the state.

During the life of the contract, the Contractor will be required to submit revised PCRC Certification Workbook information if percentages are adjusted or if substitute line items are approved by the State Contract Administrator.

PRICING STRUCTURE

Contract items are categorized under two (2) main categories:

· Core Items:

Core line items are Printers and MFD’s that are commonly purchased by the State. These items will be available for purchase by ordering agencies at a fixed contract price (offered on Attachment 1 – Pricing Workbook). The State reserves the right to eliminate any specific line item or Group from the final award.

Upon award, the State will create a contract price list with core line items proposed in Attachment 1 – Pricing Workbook and expected high-use items. These items will be available for purchase by ordering agencies at a fixed contract price which will be determined by the list price and discount bid. The State may update core line items throughout the contract term as specified in Section 63, Product Refresh.

· Non-Core Catalog Items:

Non-core catalog items are items within the scope of the contract that have not been identified by the State as high-use core items but are in the OEM Price List. Only products within the family of machines of the Bidder’s proposed core devices that meet or exceed the requirements in Attachment 2 – Configuration Specifications may be purchased under any contract resulting from this IFB. Non-core items must be offered at the same core discount appropriate for the product type as bid

Family is defined as all like printers within the defined Printer/MFD type. For example, if a core Printer/MFD is Model 1234, the family of non-core Printers/MFDs would include all 12XX series Printers/MFDs but would not include 13XX series Printers/MFDs.

Offers for any items may be at a greater discount than the core contract discounts. Offers for non-core items at a lesser discount will not be considered.

Products outside the scope of an awarded Group may not be purchased from a contract resulting from this IFB.

Bidders are not to create special OEM price lists for the purpose of evaluation. Discounts in Attachment 1 – Pricing Workbook, must be based on the commercially available OEM Price List.

PRICING WORKBOOK

Attachment 1 – Pricing Workbook contains the price sheet(s) that the Bidders shall use to enter pricing/discounts for the solicitation. In order to be considered for award, all line items and discounts in a group must be bid. Bidders do not need to bid on all groups. All dollar figures must be entered to no more than two decimal places (e.g., $150.00). All percentages entered shall be whole numbers and not contain any numerals after the decimal point (e.g., 49% is acceptable, 49.3% is not). Any percentages including numerals after the decimal point will be rounded up (e.g., 49.3% will become 50%). Upon award, the Bidder’s proposed products listed on Attachment 1 – Pricing Workbook will be included as Contract Line Items (CLINs) under the resultant contract.

Bidders are required to provide the following proposed product information for each line item on the Pricing Workbook:

· Manufacturer (OEM)

· Manufacturer Model

· Manufacturer Part Number (OEM #)

· Bidder’s product Stock Keeping Unit Number (SKU#)

· Item Description

· Quantity in Unit of Measure (UOM) (Consumables only)

· List Price/MSRP

· Contract Discount

· Contract Unit Price (Value Added Services only)

Prices quoted shall be all inclusive. Only the prices submitted in the bid response shall be included in the awarded contract. No other fees can be charged to the customer.

Prices shall be discount-off list price structure for Printer/MFD core devices, consumables, extended warranty, and upgrade options and accessories. The discount percentage applied to each category shall apply to all products or services applicable to that category (e.g., all Magenta Cartridges will be sold at the discount off list price indicated by the Magenta Cartridge discount). Bidders must propose a price for each Value-Added Service.

Attachment 1 – Pricing Workbook must be filled out completely for each Group bidder is proposing or the bid may be rejected. Yellow input cells are mandatory and must be completed. Modifying any other cell in any worksheet may disqualify the Bidder.

Bidders shall submit one (1) electronic copy in Microsoft Excel format of the completed Attachment 1 – Pricing Workbook with the emailed bid response.

Failure to submit the Attachment 1 – Pricing Workbook with the bid response shall result in the bid being considered non-responsive. Please refer to the Sample tab for an example of how to complete a worksheet.

CONSUMABLES

Bidder shall quote consumable items (such as ink/toner cartridges, fusers, drums, rollers belts etc. as applicable) that are sufficient to produce the designated number of copies/images as identified in Attachment 1 - Pricing Workbook. The number of copies/images is based on 36-months’ usage at 5% of the required monthly duty cycle and coverage per ISO standard 19752, 19798, or 24711 (as applicable). Consumable items shall be available throughout the contract duration, including any extension periods. In accordance with Section 62, Product Substitution/Discontinued Items, the Contractor shall continue to offer consumable materials for the original contract model.

Consumables that are required for the device to operate must have the ability to be replaced by the end user. Standard replacement of consumables identified on Attachment 1 – Pricing Workbook must not require an authorized technician to be replaced.

Attachment 1 – Pricing Workbook contains line items under consumables labeled as “other” which are to be used for all machine required consumables other than ink/toner such as fusers, drums etc. All consumables which are not specific to color shall be offered in the “other” line items under the black consumables section.

Bidders shall only propose new OEM consumables in Attachment 1 – Pricing Workbook, and consumables must be the same OEM as the Printer/MFD proposed. If remanufactured consumables are offered as a non-core item, they shall not void the device’s warranty.

Consumables will only be available for Printers/MFDs purchased from the resulting contract and may be purchased with a device or any time after during the life of the contract. Purchase of consumables will be non-mandatory.

VALUE-ADDED SERVICES (VAS)

Bidder shall offer value-added services (VAS) related to Printers and MFDs including asset tagging, installation, data wiping, take-back, deployment and logistics, and stairs delivery. Bidder shall propose pricing for VAS in Attachment 1 – Pricing Workbook.

1. Asset Tagging: Includes any Warehouse Technician duties, if needed, at no additional cost. Affix customer-supplied asset tag; maintain Microsoft Excel formatted log of all tags issued, lost or destroyed, provide file to customer on demand, including but not limited to the following detailed information:

· Customer

· Customer contact information

· Customer asset tag number

· Product description

· Customer location

· Customer purchase order number

· Product part number

· Product serial number

· Status of each tag

This is a fixed fee charged per item tagged.

2. Installation Physical installation includes coordination of installation with State representative, set in place, power-up, installation of latest firmware, software and updates and removal of trade-in equipment and dunnage, testing and diagnostics, and basic training.

Installation includes assembly and installation of all applicable accessories.

The basic configuration must be completed and accepted by a State representative and must include all purchased parts both core and non-core and installed as a complete system.

Installation shall include electronic documentation, including configuration instructions, at no additional price. Ordering agencies may purchase Installation at the cost proposed in Attachment 1 – Pricing Workbook.

a. Training Installation shall include basic training of Printer/MFD features and functions and shall be performed at a time and date that is scheduled between the Contractor and ordering agency. Basic training includes training on toner replacement, jam removal, network connections, using device features, etc. Any additional required training beyond what is mentioned above may be charged as Advanced Training (see Section 34.5 Deployment and Logistics).

b. Certification of Equipment Readiness If Installation is purchased, any equipment must be installed and certified ready for acceptance testing by the specified installation date identified in the ordering agency’s purchase order. Such certification must be in writing and presented to the individual specified in the purchase order.

This is a fixed fee charged per item installed.

3. Data Wiping: Data Wiping shall be offered in accordance with DoD5220.22-M established guidelines or National Industrial Security Program NIST 800-88 Clear and Purge.

This is a fixed fee charged per item wiped.

4. Take-Back Bidders shall make available a Take-Back service for similar equipment (a desktop printer for a desktop printer, an MFD for an MFD etc.), including other OEM equipment. This Take-Back service is for non-working equipment. It is not mandatory that the ordering agency use the service offered. Ordering agencies may purchase Take-Back at the cost proposed on Attachment 1 – Pricing Workbook.

The equipment returned as part of the Take-Back service shall be environmentally responsibly managed. To the greatest extent feasible, the equipment is to be refurbished for resale or recycled.

The Contractor shall provide a description of the Take-Back program during the contract implementation period in accordance with Section 68, Contract Implementation Period. Description shall include the following:

· Name and address of equipment Take-Back company; including transporter company, if different.

· General description of what steps take place during the Take-Back process: from pick-up to the refurbishment or recycling of the equipment. Include name and location of involved facilities.

· Brochure or website addresses documenting the equipment manufacturer’s commitment to recycling or zero landfill disposal.

· Instruction on how to use the service (i.e., contact information).

Before any Take-Back can occur, state agencies must obtain approval for discarding their IT equipment from the DGS Surplus Property and Reutilization Program. In accordance with the State Administrative Manual (SAM), Chapter 5900, Information Technology-Disposal of IT Equipment, each agency must explore the reutilization of surplus IT equipment prior to requesting approval for recycling or attempting to use the equipment as a credit toward the purchase of new equipment. Disposal shall be according to EPA standard with electronic certification.

The State reserves the right to remove and retain data storage media, including but not limited to any hard drive in the equipment, prior to Take-Back.

This is a fixed fee charged per item taken back.

5. Deployment and Logistics (D&L): Special equipment handling and coordination of multiple and/or staggered deliveries on large deployments per the following descriptions. D&L requires a Statement of Work to be written by the Department, on Department letterhead. D&L duties shall include but is not limited to:

· Project Coordinator: Coordinate special/incremental/staged deliveries with customer. Schedule delivery personnel, plan implementation of customer's installation schedule, organize work assignments, conduct accounting of received goods and reconcile with customer, tracking back orders as needed.

· Warehouse Technician: Receive and de-palletize equipment, unbox equipment, dispose of dunnage. Re-package equipment, palletize equipment and prepare for shipment.

· Warehousing: Storage of customer equipment prior to delivery in a secure, monitored, insured facility with regular inventory checks. Charge shall not begin until the 31st day of storage. D&L warehousing is a separate line item from the hourly D&L fee.

· Advanced Training: Anything above and beyond Basic Training. Descriptions of Advanced Training will be required with each order breakdown.

This is an hourly rate charged per purchase order, with the exception of warehousing which is charged per device in thirty (30) day increments.

6. Stairs Delivery If the delivery location is on a second floor or higher with no elevator, ordering agencies may purchase stairs delivery at the cost proposed on Attachment 1 – Pricing Workbook.

This is a fixed fee charged per item delivered.

OEM PRICE LIST

The Bidder must provide the URL(s) to the commercially available OEM Price List(s) which includes all products for each OEM proposed. This OEM Price List shall be provided to the Bidders by the OEM. The same OEM List Price shall be used for all Bidders proposing that OEM.

URL’s shall not redirect to other contracts (NASPO, etc.). A reseller’s self-created catalog/MSRP prices will not be allowed.

The Bidder shall provide the OEM URL(s) in Attachment 3 - Narrative Response with the bid. The URL(s) provided must be the most current OEM Price List. Price list versions shall be identifiable by a revision date. DGS-PD reserves the right to confirm with the OEM that the price list provided is correct and current.

QUANTITIES

The quantities shown in Attachment 1 – Pricing Workbook, are representative of the anticipated usage over a two (2) year period and are used for evaluation purposes only. Actual purchases may vary. The State will not guarantee that these quantities will be purchased. Consequently, there is no guaranteed dollar value for this contract. The State will not be obligated to purchase Contractor’s excess inventory. The State reserves the right to purchase any quantity of any line item from the resulting contract.

SALES TAX

Sales tax is not to be included in the bid response or on Attachment 1 – Pricing Workbook. If awarded the contract, sales tax should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the product is to be delivered.

NARRATIVE RESPONSE

The IFB includes some items that require a narrative response. Those items have been listed on Attachment 3 – Narrative Response. Bidders shall input narrative responses on the attachment only, and only for the items requested. If necessary, Bidders may add pages to the attachment to further explain their response.

Bidders shall not input narrative responses within the IFB document, nor should narrative responses be included for items the State did not list on Attachment 3 – Narrative Response. Attachment 3 - Narrative Response shall be included with the bid.

SELLER PERMIT AND SECRETARY OF STATE

Bidders are required to provide their Seller’s Permit number and, if a corporation or limited liability company, their Secretary of State (SOS) certification number on Attachment 3 – Narrative Response. If not included in the bid response, Bidder shall provide it within five (5) working days after request from the State.

A copy of the Seller’s Permit or certification of registration, and, if applicable, the permit or certification of all participating affiliates issued by the California Department of Tax and Fee Administration (CDTFA) must be provided within five (5) working days after request from the State or bid may be deemed non-responsive.

SOS certification must be approved and in “Active” status prior to award of any contract. If a Bidder’s SOS certification is not in “Active” status on the bid submission due date, the Bidder will have five (5) working days after notification from the State to provide an “Active” SOS certification.

CUSTOMER REFERENCES

Prior to award, at the State’s sole discretion, Bidder may be required to submit customer references in order to demonstrate to the State that the Bidder can provide Printers and MFD’s and can handle the anticipated spend for this solicitation.

Customer References must be for the Bidder. Customers are defined as end-users of the product. References from a contractor for which the Bidder did sub-contract work are not acceptable.

Customer references shall:

· Be for work performed within the last five (5) years prior to bid submission due date

· Be for similar product (i.e., sale and distribution of Printers and MFD’s) to that requested in this IFB

· If bidding Group 1 only, the total reference value must be at or above $300,000.00

· If bidding Group 2 and/or 3, (including if bidding Group 1), the total reference value must be at or above $600,000.00

· An accumulation of orders from a single customer or multiple references from different customers totaling the applicable minimum value is acceptable.

· Confirm that the Bidder’s overall performance of contract requirements was, at minimum, satisfactory.

References from the DGS-PD are not acceptable. References for transactions against California Statewide Contracts or other Leveraged Procurement Agreements must be from an ordering department.

If requested, the State will provide the Bidder with the Customer Reference Form. Customer references must be provided on this form only. References submitted in any other format will not be considered. Bidder shall submit Customer Reference Forms within 10 working days after notification from the State.

The State may contact customer references to verify the information on the submitted forms. Failure to submit compliant references may result in rejection of the bid.

AUTHORIZED RESELLER

If the Bidder is not the Original Equipment Manufacturer (OEM) of the product being proposed, the Bidder must provide, on OEM company letterhead and signed by an authorized OEM representative, documentation identifying the Bidder as an authorized OEM reseller. The Authorized Reseller letter should be submitted with the bid response. If this document is not included in the bid response, Bidder shall provide it within five (5) working days after request from the State. Failure to submit required information may result in the bid being considered non-responsive. The State has the option to follow-up and verify any Authorized Reseller letter.

DECLARATION FORMS

All Bidders must complete the Bidder Declaration Form (GSPD-05-105) and include it with the bid response. When completing the declaration, Bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract.

If a Bidder proposes the use of a subcontractor for a portion of the contract, the Bidder agrees that all requirements will be adhered to and that requirements will apply to subcontractors. All subcontractors must comply fully with the administrative and technical requirements that are applicable with the portion of the work being delegated to the subcontractor.

Bidders and any subcontractors who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed Disabled Veteran Business Enterprise Declaration Form DGS PD 843. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form. The completed form should be included with the bid response. If this document is not included in the bid response, Bidder shall provide it within five (5) working days after request from the State.

SOCIOECONOMIC PROGRAMS

This solicitation may include the following socioeconomic programs:

A. Disabled Veteran Business Enterprise (DVBE) Program Requirements and DVBE Incentive B. Small Business Preference C. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) D. Non-Small Business Subcontractor Preference E. Target Area Contract Preference Act (TACPA) Preference All certified firms must perform a “commercially useful function” in the performance of the contract as defined in Government Code (GC) Section 14837(d)(4).

The Contractor must notify the State Contract Administrator by written notification of any proposed changes in the SB and/or DVBE subcontractors made during the term of the contract. Changes cannot be made without State Contract Administrator approval.

If claiming SB and/or DVBE participation, the relevant Bidder and/or subcontractor must be certified by California as a SB and/or DVBE. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. PT on the bid due date, and the OSDS must be able to approve the application as submitted.

1. Disabled Veteran Business Enterprise (DVBE) Program Requirements and DVBE Incentive:

This solicitation does not require a minimum DVBE participation percentage. The DVBE participation requirement has been waived.

This solicitation provides an incentive for DVBE participation. California DVBE Bid Incentive Instructions include information about the DVBE incentive. If applicable, Bidders must claim this incentive on Attachment 3 – Narrative Response

Small Business Preference A 5 percent bid preference is available to Bidders certified as a small business in accordance with GC 14835 et seq. If applicable, Bidders must claim this preference on Attachment 3 – Narrative Response.

The Small Business regulations concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals can be viewed in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et seq.).

Small Business Nonprofit Veteran Services Agencies (SB/NVSA) SB/NVSA prime Bidders meeting requirements specified in the Military and Veterans Code (MVC) Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5 percent small business preference. If applicable, claim the preference on Attachment 3 – Narrative Response. SB/NVSAs claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916)375-4940.

Non-Small Business Subcontractor Preference A 5 percent bid preference is available to a non-small business claiming 25 percent California Certified small business subcontractor participation. If applicable, claim the preference on Attachment 3 – Narrative Response.

Target Area Contract Preference Act (TACPA) Preference This solicitation provides for the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid. Bidders are encouraged to carefully review the TACPA forms, requirements, and submittal instructions.

Bidders desiring to claim the TACPA preference must complete the TACPA Request Form (Std. 830) and include it with the bid response.

Additionally, the Manufacturer’s Summary Form (DGS PD 525) and Bidder’s Summary Form (DGS PD 526) should be submitted with the bid. If these forms are not included in the bid response, Bidder shall provide it within five (5) working days after request from the State to be considered for a preference. The State may request additional or missing information to determine eligibility.

The State, as part of its evaluation process, reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from Bidders, manufacturers, subcontractors, and any other sources available at the time of bid evaluation. Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State’s request may result in the denial of the preferences requested.

Contracts awarded with the applied preference will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce the preference program.

Any questions regarding the TACPA preference should be directed to TACPA@dgs.ca.gov.

COMMERCIALLY USEFUL FUNCTION (CUF)

Suppliers, whether the Bidder or a subcontractor, who have a California certification for one or more of the socio-economic programs (i.e., small business or DVBE), must perform a Commercially Useful Function (CUF) in the resulting contract. CUF is defined in the Military and Veterans Code Section 999(b)(5)(B) for DVBEs and in the Government Code Section 14837(d)(4)(A) for small business as consisting of all of the following:

· Responsibility for the execution of a distinct element of the work

· Actually performing, managing, or supervising the work

· Performing work that is normal for its business services…