EDIS91125 -canon titan copier maintenance services

The California State Controller's Office is conducting a Request for Quote (RFQ) for Canon TITAN copier maintenance services, targeting two high-volume monochrome Canon varioPRINT 6270 TITAN printers located in Sacramento. The procurement seeks a contractor to provide comprehensive preventive maintenance and on-call repair services for a three-year contract term. Preventive maintenance must be performed every 120 days and include diagnostic tests, inspections, adjustments, calibrations, cleaning, and necessary lubrication. On-call services require a two-hour response time and four-hour on-site arrival, available Monday through Friday from 6:00 a.m. to 6:00 p.m. Pacific Time, excluding state holidays. Key contractor qualifications include maintaining a field office within 50 miles of Sacramento, demonstrating at least three years of similar service experience, and providing evidence of Canon certification or equivalent training documentation. All contractor staff must pass Live Scan background checks. The solicitation timeline includes a written questions deadline of October 15, 2025, bid submission due date of October 30, 2025 at 2:00 p.m. Pacific Time, cost opening on November 4, 2025, and an anticipated agreement award date of November 14, 2025, with a contract start date of January 23, 2026.

The RFQ includes specific set-aside provisions for California Small Businesses (SB), Micro Businesses (MB), and Disabled Veteran Business Enterprises (DVBE), offering preferences and incentives not to exceed a combined total of 15 percent of the bid amount or $100,000. Small Business/Micro Business preferences are limited to $50,000, and DVBE incentives are capped at 5 percent. Contractors must maintain substantial insurance coverage, including $1 million in Commercial General Liability, $1 million in Workers' Compensation with employer's liability, and $1 million in Automobile Liability insurance. The contract requires strict data security compliance, including adherence to NIST standards and California state information security regulations. Pricing must comprehensively cover all travel, labor, parts, freight, and consumable supplies, with the exception of toner and developer. While no specific incumbent vendor is mentioned, the solicitation indicates flexibility for potential contract amendments, including options to adjust funds, add or delete equipment, and modify service frequency. The procurement appears focused on securing a reliable, technically proficient maintenance service for critical printing infrastructure within the State Controller's Office.