Copier Maintenance Services for the District Court of Maryland

The Administrative Office of the Courts (AOC) of Maryland is issuing an Invitation for Bids (IFB) to procure comprehensive maintenance and repair services for approximately 293 multifunctional copiers and fax machines distributed across all 23 Maryland counties and Baltimore City, with equipment models from Kyocera, HP, and Canon manufacturers. The scope of services requires bidders to provide full-service support including 24/7 help desk availability, triage support, labor, parts, and consumable materials (excluding paper and staples) with unlimited copies and prints. Service level agreements mandate response to non-critical requests within four working hours during standard business hours (8:30 a.m. to 4:30 p.m., Monday through Friday) and critical downtime issues within two hours, with restoration to operational status targeted within one business day; if equipment cannot be repaired within 72 hours, bidders must provide temporary replacement devices at no additional cost. The contract term is one year from execution with four optional one-year renewal periods at the AOC's sole discretion, structured as a fixed-price award. Minimum qualifications require bidders to demonstrate three years of experience providing maintenance services for Kyocera, HP, and Canon copiers with authorization from manufacturers and full access to approved parts, software, hardware, and technical documentation; bidders must also provide at least three references from customers served within the past five years with similar experience and submit a Bid/Proposal Affidavit, Contract Affidavit, Bidder/Offeror Profile, Bidder/Offeror Experience documentation, completed Bid/Price Proposal Worksheet, IRS Form W-9, and proof of required insurance coverage including $1,000,000 combined single limit Commercial General Liability and $500,000 Worker's Compensation. The solicitation was posted on March 4, 2026, with a bid due date of March 27, 2026; all submissions must be made exclusively through the Maryland Judiciary Procurement Portal.

No Minority Business Enterprise (MBE) or Veteran-owned Small Business Enterprise (VSBE) subcontracting goals have been established for this solicitation, and there are no indicated set-asides or restrictions limiting participation to specific organization types. The solicitation documentation does not identify any incumbent contractor or current service provider, though the evaluation criteria prioritize responsive and responsible bidders submitting the most favorable bids. All personnel assigned to work on District Court premises must undergo criminal background checks and obtain AOC security identification badges as a condition of contract performance. Bidders must also comply with a Non-Disclosure Agreement sample provided by the AOC, which establishes confidentiality requirements for all contractor and subcontractor personnel accessing judicial information, with breaches subject to liquidated damages of $1,000 per unauthorized disclosure plus additional remedies available under Maryland law. The solicitation documentation does not specify a total contract value or budget range, as the pricing is competitive and will be determined through the bid evaluation process based on the Bid/Price Proposal Worksheet submitted by each bidder.