Copy Machine Maintenance and Repair Services DF260004

The California Department of Education (CDE) is seeking bids for copy machine maintenance and repair services for the California School for the Deaf, Fremont (CSDF), located in Alameda County. The Invitation for Bid (IFB) requires comprehensive maintenance and repair services for 20 Sharp MX-4071 copiers, including preventative maintenance, cleaning, lubrication, parts replacement, and unlimited repair service calls. Bidders must submit three separate bid forms for each contract year, with the award based on the lowest average Grand Total across all forms. The contract period begins July 1, 2026, or upon Department of General Services approval, and runs through June 30, 2027, with optional renewals extending through June 30, 2029. Sealed bids are due January 20, 2026, at 2:00 p.m. PST, with a public bid opening scheduled for January 22, 2026, at 9:00 a.m. PST. All services must be provided between 8:00 a.m. and 3:30 p.m., Monday through Friday, excluding state holidays. Bidders must possess valid Sharp Certifications and provide proof of commercial general liability insurance ($1,000,000 minimum per occurrence) and workers' compensation coverage.

The procurement includes several set-aside and preference provisions, with a five percent small business preference for certified small businesses and a Disabled Veteran Business Enterprise (DVBE) incentive ranging from three to five percent for bidders committing to DVBE participation. However, the solicitation is exempt from mandatory DVBE participation requirements. Bidders must include all operating expenses in their proposed rates, including labor, travel, transportation, fuel, parking, equipment, certifications, and insurance. The bid forms require line-item pricing for monthly preventative maintenance rates (differentiated by high and low usage agreements), monthly overage costs for black-and-white and color copies, and a $15,000 parts and tax allowance for repair services. The final award is contingent on Department of General Services approval, CDE executive approval, funding availability, and a determination that the bids represent reasonable pricing. While no specific budget range is explicitly stated, the $15,000 parts and tax allowance provides some insight into the potential contract value.