rfq_13336_large_format_plotter_printer.pdf

REQUEST FOR QUOTES (RFQ) 13336

DEPARTMENT OF ENVIRONMENTAL HEALTH AND QUALITY

LARGE FORMAT PLOTTER PRINTER

AUGUST 17, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing large format plotter printer (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year(s), with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/ . To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Eric Ayres, Procurement Specialist, Eric.Ayres@sdcounty.ca.gov

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due September 7, 2026 prior to 5:00 p.m.

Quotes due September 14, 2026 prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13336

DEPARTEMNT OF ENVIRONMENTAL HEALTH AND QUALITY

LARGE FORMAT PLOTTER PRINTER

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

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4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

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6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

LARGE FORMAT PLOTTER PRINTER

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

LARGE FORMAT PLOTTER PRINTER

C. SUBMITTAL ITEMS

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County Data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1 CONTRACT REQUIREMENTS

2.1.1 Provide a corporate overview of Offeror’s company.

2.1.2 Provide a proposal that clearly identifies the equipment and services proposed. Include:

2.1.3 Technical Specifications

2.1.3.1 What print widths and media types do the proposed model support? List any necessary equipment, training, or installation services required.

2.1.3.2 What is the maximum resolution (dpi) and print speed?

2.1.3.3 Does the printer support both color and monochrome output?

2.1.3.4 What file formats and connectivity options are supported (e.g., USB, Ethernet, Wi-Fi)?

2.1.4 Reliability & Maintenance

2.1.4.1 What is the average monthly duty cycle for the proposed model?

2.1.4.2 What is the expected lifespan of key components (print heads, rollers, etc.)?

2.1.4.3 What maintenance services are included in the proposal?

2.1.4.4 What is your average response time for service calls?

2.1.5 Software & Workflow

2.1.5.1 Does the printer integrate with CAD, GIS, or other specialized software?

2.1.5.2 Are remote monitoring or cloud printing features available?

2.1.6 Warranty

2.1.6.1 What warranty coverage is included, and what are the terms?

2.1.6.2 Are there optional extended warranties or service contracts?

2.1.7 Sustainability and Compliance

2.1.7.1 Does the printer meet ENERGY STAR® or other environmental standards?

2.1.7.2 Are consumables recyclable or part of a take-back program?

2.1.7.3 Does the equipment comply with relevant safety and emissions regulations?

2.1.8 Delivery and Implementation

2.1.8.1 What is the estimated delivery and installation timeline?

2.1.8.2 Will you provide on-site training for staff?

2.1.8.3 How will you handle removal/disposal of old equipment?

2.1.9 Include statements to confirm Offeror’s compliance with minimum qualifications. Also list any exceptions to required products and services.

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

LARGE FORMAT PLOTTER PRINTER

2.2 EXPERIENCE

2.2.1 Confirm (YES/NO) Offeror has experience in providing and managing projects of similar scope for a public sector.

YES ☐ NO ☐

2.2.2 Describe Offeror’s experience in providing and managing plotter equipment and services. Include the number of years Offeror’s company has been supplying and servicing large format plotters.

2.2.3 What certifications or partnerships do Offeror hold with major printer manufacturers?

2.2.4 Provide two (2) business references for whom Offeror’s organization has provided services of a similar scope to the County requirements. Include the following:

2.2.4.1 Customer / Agency

2.2.4.2 Dates of services provided

2.2.4.3 Contact Name, Position

2.2.4.4 Contact Business Email / Business telephone number

2.3 PRICING SCHEDULE

2.3.1 Confirm (YES/NO) that Offeror understands that prices are firm fixed for the term of this contract and cannot be increased at any time. In addition to this, please confirm Offeror understands this is the only compensation for work performed, and shall be all inclusive of over any overhead costs, or items not itemized in Exhibit C – Pricing Schedule.

YES ☐ NO ☐

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

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D. REQUIRED FORMS

(RESERVED)

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E. EXHIBIT A - STATEMENT OF WORK

1. SCOPE OF WORK

1.1. The County of San Diego, Department of Environmental Health and Quality (DEHQ) seek a qualified vendor to submit proposal for the purchase or lease of a large format plotter printer. The selected device must meet or exceed modern performance, reliability and functionality expectations for large format color and monochrome output, color-capable scanning and network integration to support ongoing scanning and printing needs for large-format documents such as engineering drawings, maps, and blueprints. Pricing provided by Contractor (whether associated with a purchase or lease) must include all costs associated with this procurement including, but not limited to complete delivery, installation, configuration, maintenance, repairs, parts, consumable supplies and all works related to this scope of work.

1.2. Contractor will be responsible for:

1.2.1. Supplying a large format plotter printer.

1.2.2. Installation, configuration, and integration of existing network system.

1.2.3. Providing training for staff on operation and maintenance.

1.2.4. Providing ongoing technical support and preventative maintenance.

1.2.5. Supply consumables and replacements parts as needed.

2. BACKGROUND

2.1. The Department of Environmental Health and Quality's mission is to protect the environment and public health. It accomplishes this through the work of three divisions: Food, Water, and Housing Division (FWHD), Community Health Division (CHD), and Hazardous Materials Division (HMD).

2.1.1. The Food, Water, and Housing Division (FWHD) is responsible for protecting the public from illness and safety hazards as they relate to food, housing, detention facilities and hotels, public swimming pools, recreational water, and body art facilities. They also monitor solid waste, septic, and small water systems. The division also provides educational resources, videos and guidance to help businesses and the public maintain safe practices.

2.1.2. The Community Health Division (CHD) facilitates the Vector Control Program to keep the public safe from diseases such as West Nile virus, Hantavirus, and Lyme disease. Other programs under the community health umbrella include radiological health and occupational health.

2.1.3. The Hazardous Materials Division (HMD) regulates facilities to ensure hazardous materials and waste are properly stored, managed, and disposed. They serve as the Certified Unified Protection Agency (CUPA) and review the installation, repair, and removal of underground storage tanks.

2.2. Department of Environmental Health and Quality (DEHQ) uses large format plotter printer to produce high-precision, oversized technical drawings, maps, and plans for planning, engineering, GIS, and public services. DEHQ seeks a purchase or lease of a large format plotter printer with up to five years of maintenance and service, to support printing of engineering drawings, maps, and other oversized documents.

3. PLOTTER TECHINICAL SPECIFICATIONS

3.1. Plotter equipment shall have the following minimum specifications:

3.1.1. Performance Requirements: Multifunction System Print/Copy/Scan with output to a shared network location

3.1.2. Print Technology: Laser

3.1.3. Print Resolution Minimum: 2400 x 1200 dpi

3.1.4. Media Width: Minimum 36 inches

3.1.5. Media Handling: Roll and sheet-fed support

3.1.6. Roll media capacity: 2 rolls

3.1.7. Minimum printed length: 16.5 in

3.1.8. Maximum printed length: 650 ft

3.1.9. Toner: Black and multicolor

3.1.10. Interfaces: Ethernet, USB; Wi-Fi preferred

3.1.11. Format Compatibility: HP-GL/2, PDF, TIFF, JPEG, PostScript

3.1.12. Operating System: Windows 11

3.1.13. Imaging technology: Electrophotography (LED) with Organic photoconductor (OPC), Clean toner refill system, virtually no ozone emission

3.1.14. Fusing technology: Radiant Fusing Technology with instant warm-up, contactless fusing, low power consumption (heating on demand)

3.1.15. Trusted Platform Module: 2.0

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3.1.16. Integrated Contact Image Sensor (CIS) Color scanner with Image Logic technology.

4. PLOTTER REQUIREMENTS

4.1. All firmware and software must have security patches in place to remove all known vulnerabilities.

4.2. The County’s network access control system requires several certificates for its function, including an SSL certificate for HTTPS and a RADIUS certificate for authentication for any device to be available on the County’s local area network.

4.3. Large format plotter printer shall meet the following requirements:

4.3.1. Network Access Control

4.3.1.1. Solution shall support IEEE 802.1X (wired) authentication using EAP-TLS with device-held X.509 certificate and private key.

4.3.1.2. Provide details of certificate/key protection, supported TLS versions, and integration with enterprise RADIUS/NAC infrastructure.

4.3.1.3. Describe supported EAP types, TLS versions, certificate storage location, and any hardware security module used for key protection.

4.3.2. Certificate Lifecycle

4.3.2.1. Solution shall support automated certificate enrollment, renewal, and revocation through SCEP or EST to integrate with enterprise PKI.

4.3.2.2. Provide information on how certificate renewal and revocation are handled.

4.3.2.3. Explain SCEP/EST configuration steps, CSR generation, renewal scheduling, and CRL/OCSP validation.

4.3.3. Encryption Standards

4.3.3.1. Solution shall use FIPS 140-2 or 140-3 validated cryptographic modules for all encryption functions including TLS, storage encryption, and firmware validation.

4.3.3.2. Identify FIPS certificate numbers, modules in use, and cryptographic algorithms implemented.

4.3.4. Data-at-Rest Protection

4.3.4.1. Solution shall encrypt all onboard storage (HDD/SSD/NVRAM) using AES-256 or equivalent and perform automatic secure erase/overwrite of residual data after job completion or at end-of-lease.

4.3.4.2. Solution shall support sanitization compliant with NIST SP 800-88.

4.3.4.3. Describe storage encryption method, key management, and data sanitization features.

4.3.5. Firmware Integrity

4.3.5.1. Solution shall support digitally signed firmware validated at installation and boot, prevent unauthorized firmware downgrade, and log all firmware changes.

4.3.5.2. Provide details on digital signature process, key management, and administrative controls for firmware updates.

4.3.6. Secure Update

4.3.6.1. Solution shall provide a mechanism for authenticated, integrity-checked firmware and software updates over TLS.

4.3.6.2. Describe how authentiCounty and integrity are verified.

4.3.6.3. Outline update process, signature validation, and administrative approval workflow.

4.3.7. Logging and Monitoring

4.3.7.1. Solution shall provide a mechanism for authenticated, integrity-checked firmware and software updates over TLS.

4.3.7.2. Describe how authentiCounty and integrity are verified.

4.3.7.3. Outline update process, signature validation, and administrative approval workflow.

4.3.8. SNMP and Management

4.3.8.1. Solution shall support SNMPv3 with authentication and encryption; SNMPv1/v2c must be disabled.

4.3.8.2. All web and management interfaces shall require TLS 1.2+ and role-based authentication.

4.3.8.3. Describe SNMPv3 implementation, role definitions, and management protocol hardening options.

4.3.9. Access Control

4.3.9.1. Solution shall enforce role-based administrative access with unique credentials per admin, session timeout, and MFA.

4.3.9.2. End-user job release shall support secure/pull printing using PIN, badge, or IdP integration.

4.3.9.3. Explain RBAC model, authentication methods, and idle timeout enforcement.

4.3.10. Service and Port Control

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4.3.10.1. Solution shall allow disabling of unused services and ports (e.g., FTP, Telnet, SMBv1, Wi-Fi Direct, Bluetooth). Only required protocols (IPP/IPPS, SNMPv3, HTTPS) should remain enabled.

4.3.10.2. List configurable services/ports and methods to disable them.

4.3.11. Network Segmentation

4.3.11.1. Solution shall support deployment on segmented VLANs with 802.1X enforcement and provide configuration guidance to prevent fallback to open or MAB networks.

4.3.11.2. Describe any NAC integration or network segmentation guidance provided.

4.3.12. Audit and Accountability

4.3.12.1. Solution shall maintain tamper-resistant audit logs that can be digitally signed or exported securely for retention in accordance with NIST SP 800-92.

4.3.12.2. Explain log integrity protections and secure export capabilities.

4.3.13. Secure Printing

4.3.13.1. Solution shall support user-authenticated secure job release (i.e. pull printing) and prevent unauthorized viewing or retrieval of queued print jobs.

4.3.13.2. Detail authentication methods and print job retention policy.

4.3.14. Scanning Security

4.3.14.1. Solution shall secure scanned document storage and transmission using TLS and encrypt files during transfer to network shares or email.

4.3.14.2. Explain scanning protocols, encryption in transit, and optional watermarking or digital signature features.

4.3.15. Physical Security

4.3.15.1. Solution shall include lockable access panels for removable drives or network interfaces and prevent unauthorized physical tampering or drive removal.

4.3.15.2. Describe available physical locks or tamper-evident mechanisms.

4.3.16. Supply Chain Assurance

4.3.16.1. Solution shall disclose supply-chain security practices, including trusted firmware signing, component sourcing, and vulnerability management process.

4.3.16.2. Provide vendors supply chain security documentation or summary.

4.3.17. Vulnerability Management

4.3.17.1. Solution shall provide a documented vulnerability disclosure and patch management process, including frequency of security updates and CVE tracking.

4.3.17.2. Describe how vulnerabilities are reported, triaged, and patched.

4.3.18. Common Criteria / NIAP

4.3.18.1. Solution shall be evaluated under NIAP/Common Criteria Hardcopy Device Protection Profile (HCD-

PP v1.0 or later) or provide equivalent third-party security certification.

4.3.18.2. Provide certificate number, evaluation lab, firmware version certified, and link to NIAP Product

Compliant List entry.

4.3.19. Secure Boot

4.3.19.1. Solution shall verify firmware integrity and authenticity during system boot, preventing startup if tampering is detected.

4.3.19.2. Explain boot validation mechanism and recovery process.

4.3.20. Time Synchronization

4.3.20.1. Solution shall support NTP over TLS or authenticated NTP for accurate timestamping of logs and events.

4.3.20.2. Identify time-sync options and security controls for NTP.

4.3.21. Administrative Interface

4.3.21.1. Solution shall restrict administrative interface access to approved management subnets and support HTTPS-only access.

4.3.21.2. Describe how management IP access control is enforced.

4.3.22. Wi-Fi / Wireless

4.3.22.1. Solution shall restrict administrative interface access to approved management subnets and support HTTPS-only access.

4.3.22.2. Describe how management IP access control is enforced.

4.3.23. Media Disposal

4.3.23.1. Solution shall document end-of-lease or end-of-life sanitization procedures consistent with NIST SP 800-88 Rev 2, ensuring all user data and credentials are irretrievably erased.

LARGE FORMAT PLOTTER PRINTER

4.3.23.2. Provide official sanitization documentation and administrator steps.

4.3.24. Operational Transparency

4.3.24.1. Solution shall provide documentation on all network services, open ports, default accounts, and security configuration options available to administrators.

4.3.24.2. Attach device hardening guide or administrator reference

4.3.25. Vulnerability Management

4.3.25.1. Solution shall provide a documented vulnerability disclosure and patch management process, including frequency of security updates and CVE tracking.

4.3.25.2. Describe how vulnerabilities are reported, triaged, and patched.

4.3.26. Consumables / Health & Safety Compliance

4.3.26.1. Solutions utilize ink, toner, or marker formulations that are non-toxic, non-hallucinogenic, and compliant with applicable health and safety standards (e.g., OSHA Hazard Communication Standard, EU REACH, or equivalent).

4.3.26.2. Provide evidence of compliance and Material Safety Data Sheets (MSDS) for all consumables.

4.3.26.3. Provide MSDS documentation and any relevant compliance certifications demonstrating that all inks, markers, and consumables are non-toxic and safe for indoor use.

5. CONTRACTOR RESPONSIBILITIES

5.1. Contractor shall provide the following services under the lease or purchase agreement:

5.1.1. Lease or purchase of one (1) large format plotter printer that meets the technical specifications and requirements outlined above.

5.1.2. Delivery and installation at the specified County location.

5.1.3. Initial configuration, calibration, and network integration.

5.1.4. The user training at no additional cost to the County within five (5) Business Days of installation, unless County requests a later date.

5.1.5. Full maintenance, technical support and warranty coverage during the contract term. The parts, labor, and travel at no additional cost to the County.

5.1.6. Remote or on-site technical support within agreed response times.

5.1.7. Replacement of consumables (toners, staples, etc, but excluding paper).

6. SERVICE EXPECTATIONS

6.1. Contractor may be required to provide demonstrations of proposed plotter equipment prior to selection of award.

6.2. Maintenance Service: Contractor shall provide routine maintenance and repair services for no additional fee.

Contractor shall:

6.2.1. Be responsible for all costs for labor and parts required to maintain the plotter equipment in good working order and make all necessary adjustments, replacements and repairs caused by normal wear and tear. The maintenance price will be fixed for contract terms with no price increase.

6.2.2. Perform preventative maintenance schedules planned and completed according to manufacturer’s recommended service schedules.

6.2.3. Be responsible for hardware performance due to service parts and components.

6.2.4. Respond to emergency service requests within four hours after County reports a malfunction.

6.2.5. Replace defective parts within 24 hours after determining a part is defective.

6.2.6. If repairs have not been made within two (2) working days of County’s request for services, a plotter equipment of similar make and model is to be provided to County until the faulty plotter equipment has been repaired and returned.

6.2.7. Service will be provided to the County between 8:00 am and 5:00 pm, Monday through Friday. Only fully trained and qualified technicians shall perform the maintenance on the plotter.

6.2.8. Provide exclusive utilization of Original Equipment Manufacturer (OEM) parts and supplies.

6.3. Performance: Plotter equipment provided will perform to manufacturer’s specification for a minimum of 95% of the available work time. If plotter equipment fails to meet the 95% standard, it shall be replaced with an equal or better model at no cost to the County.

6.4. Supplies: All supplies shall be furnished by Contractor. Supplies expectations:

6.4.1. Black and white toner and color toner must be Original Equipment Manufacturer (OEM).

6.4.2. Consumable supplies must meet original equipment manufacturers specifications. Consumable supplies shall minimally include toner, drum, fuser, developer, waste container, roller, staples, etc and shall be included in the cost of the maintenance price. Consumable supplies shall not include paper.

LARGE FORMAT PLOTTER PRINTER

6.4.3. Contractor shall be responsible for hardware performance due to consumable supplies.

6.4.4. Contractor is responsible for delivery of supplies to point of need.

6.4.5. Contractor supplies all parts for all service calls.

6.4.6. Unless otherwise required by the specifications all products furnished will be new and unused.

6.4.7. County will supply paper for plotter equipment.

6.5. Support And Training:

6.5.1. Contractor should have industry expert in education document technology solutions to guides users in technology. Name, qualifications and phone number(s) must be provided to County at prior to the start of each contract term and within 30 days if there is change to the contact person.

6.5.2. Contractor shall provide a dedicated team to support business requirements. Names, titles and phone numbers should be provided to County at the start of each contract term and within 30 days if there is change to staffing.

6.5.3. Delivery and installation cost shall include on-site training by a fully qualified representative.

6.5.4. The date of equipment training(s) shall be chosen by the County after delivery and installation.

6.6. Delivery And Returns

6.6.1. Contractor shall coordinate with County regarding all activities related to delivery and installation of plotter equipment. Contractor shall provide delivery and installation schedule to DEHQ.

6.6.2. Plotter equipment shall be packaged by the manufacturer to arrive at the County facility in brand new condition.

Plotter equipment must be new, unused, current model. All user manuals and operation guides should also be provided with the equipment.

6.6.3. Plotter equipment shall be delivered, installed and made ready for use by Contractor. Purchase or lease prices shall include these services:

6.6.3.1. Contractor shall coordinate and provide delivery at no additional fee.

6.6.3.2. Contractor shall provide end-user training to County staff at no additional fee.

6.6.4. All packages shall include a packing slip of what has been delivered and what items may still be outstanding. If items are missing from the delivery, Contractor will ship and handle the missing items at no cost to the County.

6.6.5. Receiving Hours: 8:00am – 3:30pm PST Monday-Friday excluding County of San Diego observed holidays.

Delivery shall not be scheduled between 12:00pm – 1:00pm.

6.6.6. Delivery address:

Department of Environmental Health and Quality Attention: Food, Water, and Housing Division (FWHD) 5500 Overland Ave, Suite 170 San Diego, CA 92123

6.7. Invoicing

6.7.1. Contractor shall prepare a monthly invoice and submit it to the County by the 15th of each month.

6.7.2. Invoices shall contain at a minimum:

6.7.2.1. Invoice date and number

6.7.2.2. Purchase order number

6.7.2.3. Make, Model and Serial Number

6.7.2.4. Remit to address

6.7.2.5. Itemized description based on Exhibit C-Pricing Schedule.

6.7.3. Contractor shall provide a master activity consolidation invoice report for the past month’s activity and include year-to-date summaries.

6.7.4. Any service calls during the month shall also be summarized within the monthly invoice.

6.7.5. Contractor shall not include additional charges that are not specified within Exhibit C.

6.7.6. Invoices shall be submitted to:

Department of Environmental Health and Quality Attention: Fiscal 5500 Overland Ave, Suite 270 San Diego, CA 92123 And e-mail to: DEHQAP@sdcounty.ca.gov.

6.8. Hazardous Materials: Contractor shall identify all hazardous materials required under the California Code of Regulations and the State Health Safety Code.

6.8.1. Contractor shall provide Material Safety Data Sheets (MSDS) for all products that may contain hazardous materials to the County at the time of installation of the plotter equipment.

mailto:DEHQAP@sdcounty.ca.gov

LARGE FORMAT PLOTTER PRINTER

6.8.2. Contractor shall pick up and recycle any used supply cartridges such as toner, developer, etc. that may be classified as hazardous at no additional expense to the County.

6.9. Replacement of Equipment: Only fully trained and qualified technicians shall perform the maintenance on the plotter equipment. If the Contractor’s service technician fails to successfully repair a recurring problem for the third time, the County will have the option to replace the plotter equipment. If the County chooses to replace the plotter equipment, Contractor will immediately replace the plotter equipment with an equivalent unit or one that meets the County’s approval. Contractor will bear all costs associated with removal and delivery of the replacement plotter equipment. The period of agreement remains the same and the cost of the replacement plotter equipment shall not exceed the cost of the original.

6.9.1. Replacement equipment is defined as equipment that shall be installed to replace a malfunctioning piece of equipment and shall remain on site for the term of the Contract. All replacement equipment should be new.

6.9.2. Back-up equipment (loaners) is defined as equipment that shall be installed on a temporary basis while the malfunctioning equipment is repaired or until replacement equipment is installed. Back-up equipment shall be required after a piece of equipment has been down for 2 consecutive business days. Back-up equipment shall be replaced within 30 days with the original plotter equipment, fully repaired, and/or restored to full working order or a new replacement piece of equipment.

6.10. Warranty:

6.10.1. Contractor shall warrant all materials or products and labor provided under the contract, in addition to any manufacturers’ warranties that may also apply. Warranty periods must be included in responses to proposal.

6.11. Guarantee:

6.11.1. The product shall be packaged by the manufacturer and shipped by Contractor (or manufacturer) to arrive at the

County facility in brand new condition. The product shall not be refurbished or used.

6.11.2. If the received product(s) is or are found to either be damaged, defective, faulty, unreliable, or incompatible with the specifications requirements in Section 2 and Section 3 above, within the first 90 days of receiving the product(s), Contractor shall exchange the product(s) for preferred product specifications or equivalent as listed in Exhibit A at no additional cost to the County within fifteen (15) business days.

6.12. Return of Plotter Equipment: The end-of contract return of lease plotter equipment shall be provided by Contractor and coordinated with the County at no additional cost.

6.13. Trade-In Credit: If requested by the County, a trade-in credit for existing plotter equipment Canon OCE Plotwave 345 Printer toward a new purchase or lease agreement shall be negotiated between the County and Contractor.

Contractor shall assess the trade-in value based on the condition and the market value of the equipment and apply the agreed amount as direct credit on the first invoice or lease payment. Contractor will remove and recycle or dispose of the old equipment in compliance with all applicable environment regulations, at no addition cost to the County, and provide documentation of such disposal. If existing plotter equipment is proposed to be traded-in as part of the purchase of new equipment, the County retains the option to purchase the new equipment at the full price or to reduce the price of the new equipment at the amount of the trade-in offered. The County is not obligated to accept the trade-in offer and may withdraw equipment offered for trade-in at any time up to award.

6.14. Sustainability Requirements:

6.14.1. Contractor shall support the County in its sustainability goals. To support this commitment, Contract must make a good effort to:

6.14.1.1. Prioritize environmentally sustainable materials and processes.

6.14.1.2. Minimize waste and energy consumption throughout the production process and ensure that all packaging materials are recyclable.

7. COUNTY RESPONSIBILITIES

7.1. Ensure access to installation site.

7.2. Provide necessary network and power infrastructure.

7.3. Notify the Contractor of technical issues promptly.

7.4. Use the large format plotter printer according to manufacturer and Contractor guidelines.

LARGE FORMAT PLOTTER PRINTER

F. EXHIBIT C - PAYMENT SCHEDULE

1. Compensation

1.1. Payment for services described in Exhibit A, Statement of Work will be on a fixed price basis and occur after County’s review and acceptance of original invoice in accordance with this Exhibit C

– Pricing Schedule.

1.2. Contractor shall be compensated based on rates in Exhibit C – Pricing Schedule for services authorized by the County. All services authorized by the County will be reimbursed at a fixed cost rate. The fixed rate prices are “fully loaded” rates to include all Contractor’s indirect and direct costs to provide the services. Costs in addition to the fixed fee shall not be invoiced.

OPTION A: PURCHASE PLAN

If proposing under the Purchase Plan, provide pricing for each term. List each equipment model included in the proposal.

INITIAL YEAR

January 1, 2027 – December 31, 2027

Item # Description Unit of Measure

Quantity Purchase Plan Cost Purchase Plan Extended Price

Model 1 Make and Model:

1 Equipment Cost

(includes delivery*) Per item 1 $ $

2 Installation and network setup Per item 1 $ $

3 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

4 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 2 Make and Model:

1 Equipment Cost

(includes delivery*) Per item 1 $ $

2 Installation and network setup Per item 1 $ $

3 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

4 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 3 Make and Model:

Item # Description Unit of

Measure Quantity Purchase Plan Cost Purchase Plan

Extended Price 1 Equipment Cost

(includes delivery*) Per item 1 $ $

2 Installation and network setup Per item 1 $ $ 3 Maintenance

(Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

4 Extended Warranty Per Month 12 $ $

TOTAL: $

OPTION YEAR 1

January 1, 2028 – December 31, 2028 Item # Description Unit of

Measure Quantity Purchase Plan Cost Purchase Plan

Extended Price Model 1 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 2 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 3 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

OPTION YEAR 2

January 1, 2029 – December 31, 2029

Item # Description Unit of Measure

Quantity Purchase Plan Cost Purchase Plan Extended Price

Model 1 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 2 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 3 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

OPTION YEAR 3

January 1, 2030 – December 31, 2030

Item # Description Unit of Measure

Quantity Purchase Plan Cost Purchase Plan Extended Price

Model 1 Make and Model:

1 Maintenance

(Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 2 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

2 Extended Warranty Per Month 12 $ $

TOTAL: $

Model 3 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12 $ $

OPTION YEAR 4

January 1, 2031 – December 31, 2031

Item # Description Unit of Measure

Quantity Purchase Plan Cost Purchase Plan Extended Price

Model 1 Make and Model:

1 Maintenance (Consumables, training, technical support, repairs and maintenance)

Per Month 12…