Copy Machine Maintenance and Repair Services IFB DR250120

The California Department of Education (CDE) is seeking a contractor to provide copy machine maintenance and repair services for the California School for the Deaf, Riverside (CSDR) through an Invitation for Bid (IFB) designated as DR250120. The procurement specifically covers maintenance and repair services for 11 Sharp black and white copiers located at 3044 Horace Street, Riverside, CA. The contract requires the selected vendor to have Sharp-certified technicians capable of providing preventative maintenance and unlimited repair service calls. A mandatory site inspection is scheduled for June 12, 2025, at 10:00 am PDT, with final bids due on June 19, 2025, at 2:00 pm PDT. Evaluation criteria will focus on the lowest responsive and responsible bidder, determined by calculating the average Grand Total from three bid forms covering different contract periods. The initial contract period will run from November 1, 2025, to October 31, 2026, with options to renew for two additional one-year terms through October 31, 2028.

The solicitation includes provisions for small business and Disabled Veteran Business Enterprise (DVBE) participation, with potential 5% bid preferences available to qualifying vendors. Bidders must submit various certifications, including California Civil Rights, Darfur Contracting Act, and Iran Contracting Act certifications. The contract includes a $12,000 annual parts and tax allowance, and requires vendors to provide insurance certificates for commercial general liability and workers' compensation. Pricing must be submitted on a per-copier monthly basis, with detailed pricing for different copier models and quantities, along with a monthly overage fee. While no incumbent vendor is specifically mentioned, the contract is contingent upon approval by the Department of General Services (DGS). The total annual contract value is not explicitly stated, but the comprehensive maintenance requirements and parts allowance suggest a substantial service contract for the specialized educational institution.