2018 TAAA 5100 5125 DC Kodak Scanner Lease

The State of Colorado Department of Revenue issued Invitation for Bid (IFB) #DOR18006 for the lease of imaging equipment serving Denver County and Denver City jurisdictions. The procurement seeks qualified bidders to provide three Kodak i5800 or newer model scanners on an operating lease basis, with equipment that must be new and in good working condition throughout the entire lease term. The deliverables include scanner delivery and installation by November 1, 2017, with the contract running from November 1, 2017 through October 31, 2020, and options for two additional 36-month renewal periods at the Department's sole discretion. All costs must be inclusive and quoted on an F.O.B. Destination basis, covering installation, preventative and remedial maintenance, 24/7 toll-free technical support, new replacement parts only, labor, upgrades, equipment removal, training materials, and administrative support. Key service requirements include telephone support within 30 minutes and on-site support within four hours during normal business hours (8:00 AM to 5:00 PM, Monday through Friday), with equipment replacement within five calendar days if repair downtime exceeds 36 consecutive hours, and annual downtime capped at 48 hours. The inquiry deadline was September 15, 2017 at 10:00 AM Mountain Time, with bids due September 26-28, 2017 at 1:00 PM MT and public bid opening at 1:15 PM MT. Award will be made to the responsive and responsible bidder offering the lowest bid, with the Department reserving the right to make multiple awards if deemed in its best interest.

No specific set-aside designations for disadvantaged or minority-owned enterprises are identified in this solicitation; however, Service Disabled Veteran Owned Small Businesses (SDVOSB) may participate if they submit U.S. Department of Veterans Affairs certification. No incumbent vendors or current contractors are listed in the available documentation. The contract is structured as an operating lease with title remaining vested with the bidder at all times and no purchase option available to the Department, requiring bidders to provide monthly lease pricing per machine, retail hardware costs, warranty documentation, training materials, maintenance contact information, and detailed maintenance plans with their bid response. Upon award, the successful bidder may be required to provide audited financial statements for the three most recently completed fiscal years and current quarterly statements, demonstrating financial capability and stability. The State shall pay the contractor within 45 days of invoice receipt for satisfactorily completed work, with the contract maximum amount to be determined upon award. The contractor must obtain and maintain comprehensive insurance coverage, including workers' compensation, general liability with minimum limits of $1,000,000 per occurrence, automobile liability, protected information liability, professional liability, and crime insurance, and comply with all Colorado state laws and regulations.