copiers for region 6-Braxton County Office

This Request for Quotation (RFQ) issued by the West Virginia Department of Health and Human Resources, Bureau for Child Support Enforcement, seeks a Band 5 digital copier system with accessories and maintenance services for the Braxton County office located in Sutton, West Virginia. The procurement includes one base copier unit with a 50-sheet stapling floor finisher, punch kit with 2/3 hole capability, large capacity cassette with 3,650-sheet capacity, 250 GB hard disk drive, working table, and 15 AMP digital surge protector, with all maintenance and software updates included for the 12-month rental term. The copier must be delivered and installed within 30 working days of purchase order receipt and must include delivery, installation, operation manuals, and required user training. Vendors must submit pricing on a completed pricing page indicating monthly rental rates for each item, with annual costs calculated by multiplying the monthly rate by 12 months. The contract award will be made to the vendor providing the lowest grand total cost that meets all mandatory specifications. Questions must be submitted in writing by 4:30 PM EST on May 22, 2017, and all bid responses are due by 4:30 PM on May 30, 2017, to Virginia Hill at the DHHR/BCSE office at 350 Capitol Street, Room 147, Charleston, West Virginia 25301, with goods to be shipped to 3734 Sutton Lane, Sutton, West Virginia 26601. The initial contract term is one year with three optional one-year renewals, and vendors must provide copies of any hardware or software licensing and support terms and conditions prior to contract award or face potential bid disqualification.

This procurement is partially or wholly funded by federal funds, requiring all bidders to acknowledge and adhere to the Provisions Required for Federally Funded Procurements. West Virginia prefers resident vendors and certified small, women-owned, or minority-owned businesses, with non-resident certified small and minority-owned businesses eligible for equivalent preferences. All vendors must be registered with the West Virginia Purchasing Division and must comply with all applicable federal, state, and local laws, with vendor submissions being public documents subject to disclosure under West Virginia's Freedom of Information Act. Vendors are responsible for incorporating all travel and mileage costs associated with contract performance into the monthly rental rate rather than billing separately. The contract is contingent upon legislative appropriation and availability of funds, becoming void if funding is not provided by July 1 of the applicable fiscal year, and the contract becomes effective upon receipt of a notice to proceed from the agency. No incumbent vendor or current contractor information has been identified in the solicitation documents, and no specific award value or budget range has been disclosed.