Digital Copier ( Band 1) for Barbour BCF Office Addendum 2

The State of West Virginia Department of Health and Human Resources, Bureau for Children and Families, is soliciting quotations for the rental of a digital copier system (Band 1) for the Barbour County Office located in Philippi, West Virginia. The procurement seeks a monochrome digital copier with a minimum specification of a Bizhub 4020 (40 pages per minute) or equivalent model capable of copying, printing, and scanning functions. Required deliverables include the copier unit, maintenance and supplies covering up to 80,000 copies per month, a 15-amp surge protector, black toner cartridges, and optional accessories such as a working table and stapler (which are not required per Addendum 2 and carry zero cost). The contract will be structured as a fixed-amount purchase with an initial 12-month term and three optional 12-month renewal periods available, for a total potential service period of four years. Pricing must be submitted on a unit price basis with Net 30 payment terms, and any copies exceeding the 80,000-monthly threshold require additional per-copy charges specified by the vendor. Award will be made to the vendor offering the lowest overall grand total cost while meeting all mandatory specifications. Written questions regarding the solicitation were required to be submitted by July 14, 2017, at 4:00 PM EST, with bid responses due by July 26, 2017, at 4:00 PM EST. Proposals must be submitted through wvOASIS, facsimile, or mail to the Taylor County Office at 235 Barrett Street, P.O. Box 29, Grafton, WV 26354, with equipment delivery to be FOB Destination at 49 Mattaliano Drive, Philippi, WV 26416.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types, disadvantaged enterprises, or minority-owned businesses; however, all bidders must comply with federal and state procurement regulations applicable to federally funded contracts, including debarment and suspension requirements, equal employment opportunity provisions, and anti-lobbying certifications. Vendors must provide proof of Commercial General Liability Insurance of at least $250,000, complete a notarized Purchasing Affidavit certifying that they do not owe the State of West Virginia a debt exceeding $1,000, acknowledge receipt of all issued addenda, and be properly registered with the West Virginia Purchasing Division prior to contract award. No incumbent vendor or existing contractor is identified in the solicitation documents. The procurement incorporates mandatory federal compliance provisions applicable to contracts exceeding the simplified acquisition threshold, including prevailing wage standards, environmental compliance requirements under the Clean Air Act and Federal Water Pollution Control Act, and recovered materials procurement standards where applicable. No specific budget range or award value is disclosed in the available documentation; pricing is to be determined through competitive bidding based on vendor quotations submitted in response to the specifications provided.