Cutsheet MICR/Regular Printers- Print and Mail Management

The Michigan Department of Technology, Management and Budget (DTMB) is procuring three cutsheet printers—two capable of Magnetic Ink Character Recognition (MICR) toner printing and one standard toner printer—to replace existing continuous feed printers at the State's Consolidated Print Center. The procurement serves the State of Michigan and impacts operations in Grand Traverse County and multiple Lansing City jurisdictions. The printers must process approximately 6 million black and white images monthly on 20# 8.5x11 stock, with approximately 3 percent requiring MICR toner capability. Minimum specifications include operation at 130 simplex images per minute, support for multiple form sizes (8.5" x 11" and 8.5" x 14"), a monthly duty cycle of three million images per machine, and compatibility with multiple file formats including AFP, ASCII, IPDS, PCL, PDF, PostScript, TIFF, and XML. The procurement establishes firm, fixed pricing for the entire contract duration with milestone-based payments: 31 percent upon first MICR printer delivery and installation, 31 percent upon second MICR printer completion, 28 percent upon standard printer completion, and 10 percent upon Performance and Review Evaluation completion and equipment removal. Key deliverables include equipment delivery within 30 calendar days of order, installation within 45 days, training within 90 business days, and removal of existing equipment within 180 days. Technical evaluation comprises 100 points distributed across Statement of Work Sections 1-4 (50 points), Section 5 (30 points), Sections 6-9 (10 points), and Vendor Questions Worksheet (10 points), with proposals achieving 80 or more points advancing to pricing evaluation for best value award consideration. Critical project dates include a pre-proposal meeting on September 25, 2023, bidder question deadline of September 27, 2023, proposal submission deadline of October 4, 2023 at 3:00 p.m. Eastern, anticipated contract execution of November 15, 2023, and equipment installation by December 2023.

The RFP documents do not identify any set-asides for disadvantaged enterprises, minority-owned businesses, or other restricted procurement categories, nor do they reference incumbent vendors or current contractors. No existing infrastructure or technology integration requirements are specified beyond the file format compatibility noted above. Bidders must maintain comprehensive insurance coverage including $1,000,000 commercial general liability, $1,000,000 automobile liability, and $3,000,000 professional liability, with the State named as additional insured. Service level agreements impose penalties of $5,000 per missed milestone plus $100 per day for delays, and $500 to $1,000 per occurrence for technical support failures. The contract term extends for the equipment's useful life with potential renewal for up to two additional two-year periods at the State's sole discretion. The RFP materials do not disclose specific budget ranges or estimated award values; however, one vendor proposal identified in the pricing worksheet indicates a Konica Minolta solution with a proposed turnkey cost of $201,334.00 for a five-year solution including software, hardware, and professional services support, providing a reference point for estimated procurement scale.