Digital Copiers ( Band 6 ) for Jackson & Roane BCF Offices

The State of West Virginia Department of Health and Human Resources, Bureau of Children and Families seeks quotations for Band 6 digital copier rental equipment and related services to support Jackson County and Roane County offices through an Automated Request for Quotation (ARFQ BCF17.22). The procurement encompasses 16 line items covering two Bizhub 654e copiers (65 pages per minute) or equivalent models, each equipped with copy, print, scan, and fax functionality, along with associated accessories including punch kits (2/3 holes), working tables, 20 AMP surge protectors, and consumable supplies (staples and blank toner). The contract term is 48 months on a monthly rental basis, with maintenance and supplies included up to 80,000 copies per month per location, and per-copy overages charged at $0.01 for usage exceeding the monthly threshold. Vendors must submit written questions by May 9, 2017 at 4:00 PM EST, with final responses due by May 22, 2017 at 4:00 PM EST (deadline extended via Addendum 1 from the original May 9 date). Award will be made to the vendor offering the lowest overall grand total cost meeting all mandatory specifications, with pricing submitted on a monthly basis and multiplied by 48 months for total cost evaluation. Submission materials must include the completed pricing page, Addendum Acknowledgment Form, Purchasing Affidavit (notarized), and compliance documentation confirming no outstanding state debts exceeding one thousand dollars and no workers' compensation defaults.

The West Virginia Code 5A-3-37 vendor preference program applies to this solicitation, offering preference percentages ranging from 2.5 percent to 5 percent for resident vendors meeting specified residency and workforce criteria, as well as preferences for veteran-owned businesses and certified small, women- and minority-owned enterprises under West Virginia Code 5A-3-59. No incumbent contractors or current service providers are identified in the solicitation documents. The procurement is partially or wholly federally funded, requiring all bidders to acknowledge and comply with federal procurement provisions and certifications. Bids must be submitted to the Roane County BCF Financial Clerk at 677 Ripley Road, Suite 3, Spencer, WV 25276, via the WV OASIS system, facsimile, or mail, with invoicing and shipment directed to Jackson County BCF at 4285 Cedar Lakes Drive, Ripley, WV 25271-6571. Primary procurement contact is Mary (Susie) Teel at 304-558-1294 or susie.m.teel@wv.gov. No specific budget range or award value is detailed in the solicitation documents, as award will be determined by the lowest-cost proposal meeting all specifications.