PERS RFQ Group C Production Equipment Final.doc

Oregon Public Employees Retirement System

11410 SW 68th Parkway

Tigard, OR 97223

REQUEST FOR QUOTATION

PERS #45900-00015921

***THIS IS NOT AN ORDER******

Return To: Jennifer Champie by (1:00 PM PST) on (Tuesday, February 17, 2026) via mail jennifer.champie@pers.oregon.gov Only Email Submissions will be accepted by the close date and time. Email submissions after the close date and time will not be accepted.

Background: PERS currently leases a Ricoh PRO8310S for the mailroom operations and produces an estimated 95,000 copies per month. The equipment has the following components: LCIT RT5130, Finisher SR5110, Multi-Folding Unit FD5020, DECURL Unit DU5070, Punch unit PU5030NA, Postscript3 Unit Type S11, TCRU Type 8300 (set A), TCRU Type 8300 (set B). Production equipment leases are set up with 48-month terms, and the current lease ends March 31st 2026. For PERS to continue mailroom operations, a new lease must be set up to replace the existing Production Equipment at our location in Tigard.

Description: Group C Production Equipment – 1 device at the Tigard location for the mailroom operations. The Production Equipment should have the same functionality as the current equipment listed above or better.

Equipment Features Request and Technical Requirements:

· Base production copier engine with touch screen interface with speed of 110-120ppm

· Large capacity input tray

· Finisher unit with stapling and stacking capability

· Multi-folding unit

· Decurler unit

· Punch unit

· Postcript/advanced print controller unit

· High-capacity output stacker with cart/jogger

Vendor Requirements:

· Authorized Resellers shall provide proof that they are authorized to lease quoted brands

· Comply with all aspects of the DAS NASPO agreements to include detailed and accurate invoicing

· Onsite support and service with same day support and next day part replacements

· Toner recycling

Requested Availability Product Delivery: March 27, 2026 delivered to Tigard.

Authorized Representative: Jennifer Champie Email: jennifer.champie@pers.oregon.gov Issue Date: Tuesday, February 3, 2026 Issued to:

Questions and Clarifications:

All questions and requests for clarification regarding this RFQ must be submitted in writing by email only to the Authorized Representative and must be received no later than Tuesday, February 10 at 1:00 PM (PST).

Submittal Requirements:

Vendors that do not meet all the following requirements and comply with all other specifications described in this Solicitation, may be deemed non-responsive by PERS, and may not be considered for award.

· Vendors shall submit the entire RFQ by completing the Vendor Information on Page 3 and the Price Sheet on Page 4. Include brochures that provide detailed information about the quoted equipment in Group C.

· Authorized Resellers shall submit documentation for the brands that they are authorized to offer for lease through the DAS NASPO agreement.

Evaluation and Award:

Authorized Purchaser, in its sole discretion, may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all submittal requirements have been met. Those meeting the submittal requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on Authorized Purchaser’s determination of what meets its needs, taking into account price as well as the following considerations:

· Product and technical requirements

· Product availability

· Vendor service performance of equipment and administration of prior leases

· Total cost

Intent to Award Notice:

Authorized Purchaser will notify all Offeror’s in Writing that agency intends to award a Contract to the selected Offer subject to successful negotiation of any negotiable provisions.

Responsibilities of Authorized Purchaser:

Authorized Purchaser will submit a PO to the awarded Offeror for the products indicated in this RFQ. The PO will become the binding Contract between the Agency and the Offeror. A sample PO is attached to this RFQ as Exhibit B.

Any reference to brand names is meant as descriptive not restrictive.

Alternate bids will be considered on products which meet or exceed products indicated on quote.

Vendor is to mark clearly alternate proposals.

“OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost differences, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. AGENCY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS “EQUAL.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Bid Closing.

Vendor Name:_ ____________________________Federal ID No: ________________________ Address:______________________________________ Phone:__________________________

City, State, Zip:_____________________________________ Fax:________________________

Price Sheet

All Pricing Must Be Held Firm For 30 Days

Month

PRICE PER

COPY

TOTAL

Production Equipment (Mailroom):

Group C Production Printer: List Brand

· Base Production Copier Engine with Touch Screen Interface

· High Volume Monochrome printing

· Touch screen control panel for easy operation, job management, and workflow navigation

· Supports high-speed printing for large mailroom workloads

· Compatible with additional finishing and paper handling modules Features Similar to Current Equipment: Specify per Brand

· Copies 110-120ppm

· Large Capacity Input Tray

-Additional paper input for continuous, high-volume printing

-Supports multiple paper sizes and weights

· Finisher Unit with Stapling and Stacking Capability -Automatic stapling of sets and documents

-High-capacity stacking for finished output -Supports basic booklet finishing (fold and staple)

-Reduces manual handling of printed jobs

· Multi Folding Unit -Provides multiple fold types, including tri-fold, z-fold, and gate fold

-Fully integrated with finishing workflow to produce brochures, letters, and mail inserts

· Decurler Unit -Automatically removes curl from paper caused by high-speed printing or coated stock

-Ensures smooth, flat output ready for finishing or mailing

· Punch Unit -Automatic hole punching for documents (2 or 3 hole compatible)

-Integrated with finishing workflow for efficiency

· PostScript/Advanced Print Controller Unit -Supports PostScript 3 and PDF workflows

-Handles complex or graphic-heavy print jobs with reliable output

-enables compatibility with agency document formats and prepress files

· Toner Cartridge Replacement Units (Set A &B) -Consumable sets required for continuous operation

-Includes all necessary components for replacement during high-volume print runs

· High Capacity Output Stacker with Cart/Jogger -External stacker capable of handling large-volume output (~5000 sheets)

-Includes an additional roll-away cart or jogger for transporting and aligning stacked output.

-Designed for continuous production without interrupting the printing workflow

Service price per page includes all parts, toner, and labor.

Monthly Lease Price (48 Months):____________________