Document Services Equipment Maintenance

The University of Wisconsin Oshkosh, located in Winnebago County, is soliciting bids for comprehensive document services equipment maintenance through Request for Bid SP-22-10B. The procurement seeks annual preventive maintenance and repair services for eight specific pieces of equipment, including a Duplo cutter/slicer/creaser, Duplo folder, Rhin-O-Tuff hole punch, Triumph paper cutter, Unicoil plastic coil inserter, Challenge 3-hole drill press, DestroyIt paper shredder, and Standard bind-fast 5 pad gluer. Bidders may submit proposals for all equipment lots or select lots they can service. Key requirements include providing one annual maintenance visit per equipment piece, covering all parts, supplies, labor, travel costs, and troubleshooting. Vendor qualifications mandate three years of experience in printing and bindery equipment maintenance, with three client references from comparable institutions. The bid was released on January 10, 2022, with written questions due by January 14, 2022, and bids due by January 24, 2022, at 2:00 p.m. CDT. Award criteria will focus on the lowest net annual preventive maintenance cost per equipment lot and the lowest total cost, with consideration of repair service hourly rates.

The solicitation does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Bidders must provide hourly rates for repair services during regular business hours (8:00 a.m.-4:30 p.m.) and outside those hours, with any applicable discounts noted. Repair service rates are subject to a maximum 10 percent parts and material markup. The initial contract term will run from the award date through three years after award, with automatic renewal for two additional one-year terms unless either party provides ninety days' written notice of non-renewal. Contractors must maintain specified insurance coverage naming the University as an additional insured and comply with Wisconsin statutes regarding nondiscrimination, affirmative action, and state boycott provisions. While specific budget ranges are not detailed, vendors will submit pricing for annual preventive maintenance and hourly repair rates in U.S. dollars. The anticipated contract award and start dates were estimated for January and February 2022, respectively.