Intent to Award RFQ 45900_00015921 PERS Mailroom Production Printer_POA .pdf

This is a Notice of Intent to Award issued by the Oregon Public Employees Retirement System (PERS) for a 48-month lease of a Group C production printer to support mailroom operations at its Tigard, Oregon headquarters. The RFQ, numbered OregonBuys S-45900-00015921, was originally issued on February 3, 2026, with proposals due by 1:00 PM PST on February 17, 2026. The equipment must be capable of delivering approximately 95,000 copies per month with a base engine rated at 110-120 pages per minute and must match or exceed the functionality of the current Ricoh PRO8310S system. Required specifications include a touch screen interface, large-capacity input tray, finisher unit with stapling and stacking capabilities, multi-folding unit, decurler unit, punch unit, PostScript 3 controller, and high-capacity output stacker with cart. The requested delivery date is March 27, 2026, with the lease commencing April 1, 2026, coinciding with the expiration of the current lease on March 31, 2026. The state issued the Notice of Intent to Award on February 25, 2026.

Award was made to Pacific Office Automation, Inc., identified as the most advantageous proposal among four responsive vendors. Three additional vendors submitted responsive proposals: Ricoh USA, Inc.; Xerox Corporation - Oregon Office Solutions; and Xerox Business Solutions, which was deemed non-responsive. Pricing must be quoted on a monthly lease basis and per-copy service rate basis, with all pricing held firm for 30 days from submission. Vendors must be authorized resellers of approved manufacturers—Ricoh, Konica Minolta, Xerox, or Canon—and must provide proof of authorization and DAS NASPO agreement compliance. Vendor qualifications must demonstrate onsite support capability with same-day service availability, next-day part replacement capability, and toner recycling services. No specific budget range or award value is disclosed in the RFQ; pricing will be evaluated based on total cost of monthly lease and per-copy service rates submitted by qualified vendors.