REQUEST FOR QUOTES (RFQ) 13390

PLANNING AND DEVELOPMENT SERVICES DEPARTMENT

PRINT SHOP COPIER WITH SERVICES AND MAINTENANCE

September 14, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Print Shop Copier with Services and Maintenance. (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with four (4) one (1)-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 Fernando Aparicio, Procurement Contracting Specialist, Fernando.Aparicio@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 21, 2026 prior to 5:00 p.m.

Quotes due October 5, 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) 13390

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:

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:

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

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.

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;

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/

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

Offerors should provide clear, concise information in sufficient detail and in the order presented below and respond to every submittal item.

2.1 Acquisition Method & Vendor Background

2.1.1. Single turnkey award. This solicitation is a single, turnkey purchase, not a lease. Per Section 1.4 of the

SOW, confirm (YES/NO) that your quote provides both of the following as one award from your organization: (a) a one-time capital purchase of the two replacement presses, including delivery, installation, and decommissioning/removal of the two legacy units; and (b) a five-year service and maintenance agreement priced on a Cost-Per-Click basis, billed monthly on meter reads, with separate monochrome and color click rates.

Yes ☐ No ☐

2.1.2 Provide your proposed make and model for both printers and provide the specifications.

2.1.3. Provide your organizational structure and the number of years your organization has provided production/multifunction print equipment and service. (Legal name, address, and primary contact are captured on the RFQ offer coverpage.)

2.1.4. Identify your authorization status (authorized dealer and authorized service provider) for the proposed manufacturer(s) and model(s).

2.1.5. Describe your service coverage for San Diego County. Identify the location of the nearest service and parts depot, and the number of factory-trained technicians who would support this account.

2.1.6. Identify any subcontractors and the work they would perform.

2.2 Proposed Equipment and Technical Compliance

2.2.1. Identify the proposed make and model for each device, and attach manufacturer specification sheets.

2.2.2. Confirm (YES/NO) and describe automated multi-page collated tri-fold and inline finishing capability.

Yes ☐ No ☐ 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

2.2.3. Confirm (YES/NO) rated print speed (target approximately 55,000 impressions/month duty) and the manufacturer's recommended monthly duty cycle, demonstrating suitability for high-volume, public-facing production.

Yes ☐ No ☐

2.2.4. Describe color/black-and-white capability, paper handling and supported media sizes/weights, and other relevant features.

2.2.5. Network and security compliance. Describe how each device complies with the County's Network Access Control (NAC) and supports certificate management (e.g., 802.1X authentication, device certificate enrollment) for operation as a network print queue on an isolated VLAN. Confirm the device integrates with County/Peraton-managed print servers, drivers, and a dedicated print-server IP, and that the vendor will perform all device-side configuration required for network onboarding.

2.2.6. Describe data-security features relevant to a public-facing deployment (e.g., image overwrite, encrypted storage, secure print release, no retained job data).

2.2.7. Mandatory finishing and media constraints. Per Section 3 of the SOW, confirm (YES/NO) that your proposed equipment meets all mandatory finishing and media constraints, and describe how each is met. Failure to meet any single mandatory finishing or media constraint renders the quote non-responsive.

Yes ☐ No ☐

2.2.8. NAC (Network Access Control) compliance. Confirm (YES/NO) that each proposed device supports the County's Network Access Control requirements at the device level, including drivers, dedicated IP, and network admission, per SOW Section 5.4. State any associated cost.

Yes ☐ No ☐ Cost, if any: $__________

2.2.9. Required production capabilities. Confirm (YES/NO) that the proposed configuration provides automated tri-folding / inline finishing and high-volume production as specified in SOW Section 3.1.

Yes ☐ No ☐

2.2.10 Guaranteed on-site response time. State the guaranteed on-site response time, in hours, that you commit to under the maintenance agreement.

Guaranteed on-site response: __________ hours

2.2.11. Warranty. State the warranty period and terms provided beyond the maintenance agreement, including any bundled software licenses or firmware, per SOW Section 10.

Warranty period and terms: _________________________________________________________

2.2.12. Maximum sheet size and full-bleed capability. State the maximum sheet size the proposed equipment can feed and image. Confirm whether full-bleed printing is supported for 11 x 17 in. finished output and, if so, on what sheet size. This item is informational and is not a minimum requirement; the County is identifying available headroom beyond the sizes specified in Statement of Work Section 3.2.4.

Maximum sheet size: __________________ Full bleed on 11 x 17 finished: Yes ☐ No ☐

2.3. Service, Maintenance, and Support

2.3.1. Describe the proposed maintenance and service plan over the 60-month term commencing January 1, 2027, including coverage of parts, labor, and consumables (excluding paper unless otherwise quoted). Confirm that your organization — the same organization supplying the hardware — will perform this service directly.

2.3.2. Describe your proposed guaranteed service response and resolution times (SLAs), including after-hours and escalation procedures.

2.3.3. Describe your preventive-maintenance approach and any remote monitoring or automatic supply replenishment, including the on-site bulk-stock and backup-toner requirement in Section 4.1 of the SOW.

2.3.4. Describe how firmware and security-patch updates are managed over the contract term.

2.4. Implementation, Delivery, and Decommissioning

2.4.1. Confirm (YES/NO) your ability to complete delivery and installation on or before December 31, 2026

(when the County's current Xerox support expires), with the five-year service and maintenance term beginning January 1, 2027 and no coverage gap.

2.4.2. Describe site and coordination requirements, including coordination with County IT and Peraton for network onboarding.

2.4.3. Describe operator and end-user training provided.

2.4.4. Describe removal and decommissioning of the existing Xerox units, including secure data sanitization and disposal/return logistics.

2.5. References

2.5.1. Provide at least three references for comparable installations completed within the past five (5) years

(preferably public-sector and/or high-volume print-shop environments), including organization name and address, contact person's name, title, phone, and email, the nature of the relationship, and the period of that relationship. Please do not list the County of San Diego as a reference.

2.6. Equity & Sustainability (E&S)

2.6.1. Describe what your organization currently has in place to promote Equity &Sustainability as described in the Statement of Work, Section 6.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule

3.2 Optional / Value-Added Services (separately priced). Offeror is encouraged to submit an additional Payment

Schedule for any/all value-added capabilities such as additional production-automation or workflow software, remote monitoring dashboards, enhanced or refresher training modules, and color-management consulting, etc.

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

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. Background

1.1. The County of San Diego (County), Planning & Development Services (PDS), operates a centralized production print shop to generate high-volume departmental print runs, legally mandated public notices, regional environmental impact reports, and community planning publications.

1.2. PDS currently operates a legacy fleet consisting of two (2) Xerox Versant 180 digital presses (Serial Numbers: 1AB199444 and 1AB199449). These devices have reached End-of-Life (EOL) status. Manufacturer support for this equipment ends December 31, 2026.

1.3. The contractor shall replace the obsolete equipment with a modernized, high-reliability production press solution. The replacement must eliminate existing operational bottlenecks—specifically manual offline folding and restrictive single-cartridge toner supply rules—while ensuring full technical compatibility with the County’s impending cloud-hosted infrastructure.

1.4. Acquisition Method. The new replacement equipment shall be a single, turnkey purchase — not a lease and shall consist of (1) a one-time capital purchase of the two replacement presses, including delivery, installation, and decommissioning/removal of the two legacy units; and (2) a service and maintenance agreement consisting of an initial one-year term plus four (4) additional one-year County option periods, priced as a firm-fixed annual amount covering both units. The Contractor shall provide the hardware and must also provide the ongoing service and maintenance and will not be split across Contractors.

1.5. Location of Performance. All work under this Statement of Work shall be performed at the County PDS Print Shop, 5510 Overland Ave., San Diego, CA 92123.

2. Scope of Work The Contractor shall provide a turnkey, all-inclusive solution encompassing the delivery, installation, configuration, and full lifecycle maintenance of a production-grade digital press configuration.

The system must easily sustain a baseline combined department volume of approximately 55,000 impressions per month (averaging ~3.3 million impressions over the 60-month contract lifecycle), split across monochrome and color output.

2.1. Contractor Responsibilities

2.1.1. Decommissioning & Removal: Disconnect, extract, and handle the eco-friendly disposal or return of the two (2) legacy Xerox Versant 180 units without causing damage to County facilities.

2.1.2. Delivery & Installation: Furnish, deliver, install, and network-configure the replacement production-grade hardware, external print servers, high-capacity feeders, and finishing modules. All delivery, installation, and network configuration must be fully completed and the equipment operational on or before December 31, 2026, ensuring no lapse in production capability when legacy manufacturer support ends December 31, 2026. The service and maintenance term commences January 1, 2027 with no coverage gap, and consists of an initial one-year term plus four (4) additional one-year County option periods.

2.1.3. Lifecycle Maintenance: Provide a comprehensive maintenance program covering all spare parts, routine preventative maintenance, emergency repair labor, and automated consumable replenishment.

3. Technical Specifications

3.1. Inline Finishing

3.1.1. Multi-Page Collated Tri-Folding: The configuration must include a fully integrated, inline automated folding module engineered to execute multi-page, collated tri-folds (minimum of a 5-page set of 20lb bond/75gsm paper per folded document) for direct window-envelope mailings. Configurations that are limited to single-sheet tri-folding or require manual offline folding sheets are non-compliant and will not be accepted.

3.1.2. Booklet Making & Creasing: Fully automated inline trimming, saddle-stitching, booklet-making, and spine-creasing modules capable of processing heavyweight covers without causing toner cracking on the spine.

3.2. Media and Paper Handling

3.2.1. Automated Duplex Capacity: Supported auto-duplex registration and feeding on heavy media stocks up to a minimum of 350 gsm.

3.2.2. Simplex Capacity: Robust media path handling heavy stocks up to a minimum of 400 gsm.

3.2.3. Feed Mechanisms: High-capacity feeding units utilizing vacuum-driven or air-assist technology to eliminate static and misfeeds across diverse media types (including coated, uncoated, envelopes, textured linen, and synthetic stocks).

3.2.4. Sheet Sizes: The equipment shall feed and image, from automated drawers or trays, sheet sizes including 8.5 x 11 in. (letter), 9 x 11 in. banked index tab stock, and 11 x 17 in. (tabloid). The equipment shall additionally feed 8.5 x 11 in. cardstock. Maximum supported sheet size shall be no smaller than that of the equipment being replaced under Section 1.2.

3.3. Digital Front End and Variable Data Printing

3.3.1. Print Controller: A standalone external Fiery print server (or equivalent digital front end) equipped with an advanced, intuitive graphical user interface (GUI) optimized for high-speed file imposition, automated hot-folders, and color management profiles.

3.3.2. VDP Processing: Native hardware/software optimization for high-throughput Variable Data Printing (VDP) architectures (e.g., PPML, PDF/VT) to support high-volume customized community mailings.

4. Maintenance and Service Levels

4.1. Consumable Supply Logistics

To eliminate operational downtime caused by just-in-time shipping rules, this contract mandates a strict logistical exception for consumable fulfillment:

4.1.1. The Contractor's automated supply logic must allow for, maintain, and authorize the bulk on-site stocking of major consumables (including toner cartridges, developer, waste toner boxes, and drums).

4.1.2. The Contractor must ensure an automated or manual fulfillment threshold that guarantees at least two (2) complete backup replacement sets of all CMYK toners are physically present on-site at PDS at all times, completely overriding any "one-cartridge-at-a-time" delivery restrictions.

4.2. Service Level Agreements

4.2.1. On-Site Response Time: For all emergency or unscheduled repair requests, the Contractor must provide a certified field service technician on-site at 5510 Overland Ave. within four (4) business hours of the initial electronic or telephonic service logging.

4.2.1.1 Replacement parts for break/fix repairs not covered under Section 4.2.3 (for example, damage caused by County misuse or negligence) will be paid at Contractor’s cost. Documentation of actual parts cost must be submitted with invoice. In the event of a dispute, the County may survey prices for the same make/model or part to determine the fair market price for that item/part, and reimbursement will be made based on the survey results.

4.2.2. Uptime Guarantee: The fleet must maintain a combined monthly operational uptime of 95% or greater, calculated during standard County business hours (Monday through Friday, 7:00 AM to 5:00 PM

PST).

4.2.3. Coverage: The firm-fixed annual service and maintenance amount priced on Exhibit C covers both units for the full term and includes all parts, labor, preventative maintenance, emergency repair, consumables (toner, developer, drums, waste containers and staples; paper excluded), firmware updates and NAC-compliant print driver support, with no per-impression, metered or overage charges.

5. Implementation and Acceptance All on-site work under this Section — including delivery, installation, network onboarding, acceptance testing, operator training, and decommissioning/removal of the two legacy units — shall be performed at the PDS Print Shop, 5510 Overland Ave., San Diego, CA 92123.

5.1. Infrastructure and Cloud Alignment

5.1.1. Any print management software, utility applications, print drivers, or server-side desktop software components deployed alongside the physical press hardware must utilize standard, secure network protocols (e.g., HTTPS, SNMPv3).

5.1.2. All software assets must be cloud-ready and fully compatible with a decentralized, off-premise, cloud-hosted server infrastructure to maintain direct compliance with the County’s infrastructure modernization guidelines. Local physical print server footprints must be minimized.

5.2. On-Site Testing and Acceptance

Final project sign-off, delivery verification, and the initiation of service and maintenance billing are strictly contingent upon the successful completion of an on-site validation test. The Contractor must demonstrate a live, flawless production run of:

5.2.1. A minimum of 500 sets of a 5-page collated document, folded inline via the tri-fold module using PDS-standard production stock, achieving precise folding alignments and zero paper jams.

5.2.2. Color registration calibration verification matching the digital print file profiles.

5.3. Operator Training

Prior to final project hand-off, the Contractor must deliver a comprehensive, on-site operational training program for all designated PDS print shop personnel. Training must thoroughly cover:

5.3.1. Digital Front End (DFE) interface management, hot-folder setup, and print queue management.

5.3.2. Daily physical operation, paper drawer calibration, and media profile registration.

5.3.3. First-level troubleshooting procedures, clear-path jam remediation, and safe swap-out protocols for user-replaceable consumables (toner, waste boxes).

5.4. Network Access Control and Device Security

The replacement equipment will operate as a networked print queue on the County network (isolated VLAN). Per the County's TPA Checklist Section 7, all network-attached devices must meet the County's Network Access Control (NAC) standard and associated security requirements. The Contractor must:

5.4.1. 802.1X Authentication: Support IEEE 802.1X port-based network access control for device authentication at network-join time.

5.4.2. Certificate Management: Support device certificate enrollment and lifecycle management (installation, renewal, revocation) consistent with County PKI practices.

5.4.3. Network Admission Compliance: Comply with County network-admission policies governing VLAN assignment and permitted traffic; the device must pass County configuration validation at the time it joins the network.

5.4.4. Device-Side Configuration: Perform all device-side configuration required for NAC compliance and network onboarding, and provide written evidence of NAC/802.1X compatibility with each quote.

5.4.5. County/Peraton Coordination: Integrate with County/Peraton-managed print servers, drivers, and a dedicated print-server IP. County IT (Peraton) performs County-side onboarding; the Contractor supplies the device configuration and compatibility evidence required for that onboarding to succeed.

5.4.6. The County Technology Office data security team is the authority on current NAC requirements;

the Contractor shall conform to the NAC standard in effect at the time of installation.

5.5. Security and Data Privacy

5.5.1. No retained job data: The device and DFE must not retain print, copy, or scan job data on internal storage beyond operational need; the device must support secure image overwrite and encrypted storage.

5.5.2. Secure release: Support secure print release for public-facing or sensitive documents.

5.5.3. Remote access: No contractor diagnostic or remote-access tools may be installed or enabled without prior written County approval; any approved remote access must use encrypted transport.

5.5.4. Telemetry: Any device telemetry or SNMP must use secure transmission (SNMPv3) consistent with County cybersecurity standards.

5.5.5. Decommissioning: Secure sanitization of all storage media on the legacy units at decommissioning, with written certification of data destruction.

5.6. Privacy Statement

5.6.1. Contractor shall comply with all applicable federal and State laws pertaining to the privacy and security of Protected Information including, but not limited to, California Civil Code Section 1798, California Civil Code Section 56.10, California Welfare and Institutions Code Section 827, and California Penal Code Section 1203.

6. Equity and Sustainability The Contractor shall support the County in its equity and sustainability goals. To support this commitment, the Contractor must make a good effort to:

6.1. Energy efficiency: use ENERGY STAR (or equivalent) certification of the proposed equipment; power-management and sleep features, and typical energy consumption.

6.2. Responsible consumables lifecycle: adhere to manufacturer take-back and recycling programs for toner cartridges, drums, developer, waste containers, and packaging materials.

6.3. Sustainable materials: have compatibility with recycled-content and FSC-certified paper stocks.

6.4. Equity and local participation: Provide subcontracting opportunities to small, local, disadvantaged, minority owned, women owned, and veteran owned businesses when subcontractors are used .

6.5. Waste minimization: use eco-friendly disposal or return of the legacy Xerox units per Section 2.1.

7. Exclusions The following are outside the scope of this procurement and are not requested:

7.1. Software licensing outside the Digital Front End (DFE) required to operate the equipment.

7.2. Offsite or outsourced print production.

7.3. Non-County labor or outsourced finishing services.

7.4. Fleet management or servicing of non-PDS printers or copiers.

7.5. Paper and media stock, except quantities the Contractor supplies for acceptance testing.

8. County Responsibilities

8.1. The County will provide network drops, IP assignments, and firewall-rule approvals (via County IT / Peraton); reasonable access to loading docks and secured work areas during delivery, installation, and service;

prior notification of known construction or scheduled power shutdowns affecting the print shop; timely review and approval of proofs, configuration settings, and acceptance-test results; and PDS-standard production paper stock for acceptance testing.

9. Government-Furnished Property

9.1. The County will furnish for testing and installation: PDS-standard production paper stocks for acceptance testing; power access and dedicated electrical circuits and outlets at the installation location; and the network drop and VLAN assignment. No other County property or accessories are furnished; retained accessories from the legacy equipment, if any, will be identified at installation.

10. Warranty

10.1. Minimum manufacturer warranty on all new equipment for the full contract term or the manufacturer's standard commercial warranty, whichever is greater.

10.2. Warranty coverage explicitly extending to all inline finishing modules (folder, booklet-maker, trimmer) and the DFE / print server.

10.3. Warranty terms for any bundled software licenses or firmware.

10.4. Confirmation that the annual service and maintenance program includes all parts and labor for the full term, including after any equipment warranty period ends.

11. Risk Management

11.1. Given the County's Stop Service parts-availability history with the legacy fleet, Contractor must document:

backup plans if major parts become unavailable, including guaranteed parts-availability commitments for the contract term; alternative servicing or loaner arrangements during extended outages or high-volume production periods; and supply-chain continuity guarantees for critical consumables (toner and drums), consistent with the on-site bulk-stock requirement in Section 4.1.

12. Acceptance and Rejection

12.1. Review window: PDS will have ten (10) business days following the on-site validation test to review and accept or reject the installation.

12.2. Rejection conditions: Equipment may be rejected for failure to meet any required finishing or media specification, failure of the acceptance test, or material deviation from the proposed configuration.

12.3. Remediation: The Contractor must remediate identified failures within ten (10) business days and re-test;

Service and maintenance billing does not commence until written County acceptance.

13. Project Schedule

13.1. Delivery and installation must be complete on or before December 31, 2026, when the County's current Xerox support expires. The service and maintenance term commences January 1, 2027 with no coverage gap, and consists of an initial one-year term plus four (4) additional one-year County option periods. Contractor shall propose dates to the Contracting Officer's Representative (COR) for the following milestones consistent with those fixed dates:

13.2. Purchase order / contract execution.

13.3. Equipment delivery — on or before December 31, 2026.

13.4. Installation and network integration (NAC onboarding) — on or before December 31, 2026.

13.5. Operator training completion.

13.6. On-site acceptance test and final acceptance.

13.7. Service and maintenance billing start date — January 1, 2027.

14. Change Orders

14.1. Only the County's designated COR may initiate or authorize scope changes.

14.2. Any change affecting schedule, or specifications requires written documentation and mutual written agreement before work proceeds.

15. End-of-Contract Transition

15.1. At contract end or non-renewal, the Contractor shall remove Contractor-owned equipment without damage to County facilities; securely wipe and sanitize all DFE and device storage media with written certification;

transfer any County-owned accessories; and provide final meter reads for County records. The Contractor shall be responsible for any damage to County property or facilities caused by the Contractor's personnel or equipment and shall repair or reimburse the County for such damage.

16. Invoicing

16.1. Invoices must reference the applicable County Purchase Order number and contract number.

16.2. Service and maintenance invoices shall identify the applicable term year and the two (2) covered units.

16.3. Billing frequency: monthly, in arrears, at one-twelfth (1/12) of the firm-fixed annual amount. No advance or multi-year prepayment.

F. PAYMENT SCHEDULE

Instructions:

The pricing schedule covers the procurement (no lease option) of two (2) production copier/multifunction devices, configured for full redundancy (section 1) with a five-year service and maintenance agreement (section 2) for both printers.

1. Complete all PRICING fields below.

2. Enter '$0.00' for any item offered at no charge (do not leave any pricing fields blank).

3. All pricing shall be firm fixed for the quote validity period and for the term.

4. The estimated quantities provided are solely for evaluation. They represent approximate anticipated use. If the

County’s actual requirements do not result in orders in the quantities described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment.

SECTION 1 — ONE-TIME PURCHASE (EQUIPMENT, DELIVERY, INSTALLATION, AND DECOMMISSIONING)

ITEM

Description Unit of Measure

Estimated Quantity

Unit Price Extended Price

1 Production copier (vendor to specify models for both units on Submittal Items)

Each 2 $ $

2 Required finishing / folding module (specify capability) Each 2 $ $ 3 Additional accessories / feeders / finishers (itemize) Lump

Sum 1 $ $

4 Delivery, installation, network configuration & testing Lump Sum

1 $ $

5 Removal & certified decommissioning of existing Xerox units

Lump Sum

1 $ $

6 One-time setup / professional services (itemize separately if any)

Lot 1 $ $

7 Operator and administrator training Lump Sum

1 $ $

TOTAL-SECTION 1:

SECTION 2 — SERVICE AND MAINTENANCE AGREEMENT (FIVE-YEAR)

ITEM

Description Unit of Measure

Estimated Quantity

Initial Term

1st Option Period

2nd Option Period

3rd Option Period

4th Option Period

Total

8 Annual service and maintenance agreement for the two (2) printers from Item #1 above.

The estimated impressions per month is 55,000 for both

Per Year (both units)

1 $ $ $ $ $ $ monochrome and color combined. See Exhibit A, Section 4.3.

TOTAL-SECTION 2:

TOTALS

SECTION 1 TOTAL $

SECTION 2 TOTAL $

GRAND TOTAL: $

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the draft Agreement posted to BuyNet (as a file named rfq_13390_draft_agreement.docx), structured as follows:

Draft Agreement

Exhibit A – Statement of Work Exhibit B – Insurance Requirements Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

EXHIBIT B – INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS FOR CONTRACTORS

Without limiting Contractor’s indemnification obligations to County, Contractor shall provide at its sole expense and maintain for the duration of this contract, or as may be further required herein, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of the work by the Contractor, his agents, representatives, employees or subcontractors.

1. Minimum Scope and Limit of Insurance Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit ($4,000,000).

B. Automobile Liability covering all owned, non owned, hired auto Insurance Services Office form CA0001, with limit no less than $1,000,000 each accident for bodily injury and property damage.

C. Workers’ Compensation, as required by State of California and Employer’s Liability Insurance, with limits no less than $1,000,000 each accident for bodily injury or disease. Coverage shall include waiver of subrogation endorsement in favor of County of San Diego.

D. Professional Liability (Errors & Omissions) appropriate to the professional services provided by Contractor under this contract, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.

If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the County requires and shall be entitled to the broader coverage and/or higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits and coverage stated above, shall also be available to the County of San Diego.

2. Self-Insured Retentions Self-insured retentions must be declared to and approved County Risk Management. County may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or County. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. County may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self-insured retention (SIR) provision that limits the satisfaction of the SIR to the Named. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. County reserves the right to obtain a copy of any policies and endorsements for verification.

3. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions:

A. Additional Insured Endorsement The County of San Diego, the…