Five Year Rental of High Speed Printers (3)

The State of Maine, Department of Administrative and Financial Services, Division of Procurement Services, on behalf of the Office of Information Technology, is requesting quotations for a five-year rental of three high-speed xerographic digital printers with quotations due March 30, 2021 at 4:00 p.m. Eastern Standard Time.

Each printer must achieve 136 images per minute or greater and include MICR functionality, a six-input paper supply module, and a high-capacity output stacker with 5,000-sheet capacity. One printer must include a standard stapler finisher. All printers must be compatible with the State's existing software suite, including Planet Press and specialized modules. The equipment must meet IRS Publication 1075 compliance requirements for Federal Tax Information protection, including managerial, operational, and technical controls with least-functionality network configurations, dedicated static IP addressing, and proper access enforcement. Two existing Ricoh 150EX printers will be traded in as part of the agreement. Installation occurs at 85 Leighton Road, Augusta, Maine, with staggered deployment to minimize operational disruption.

The rental term is 60 months with pricing firm for the entire term. The State's average annual print volume is approximately 22.7 million images based on 2020 data. Monthly rental fees must include delivery, installation, removal, preventative maintenance, parts, labor, training, and all operational costs except paper. The vendor must supply uninterruptible power systems with each printer, maintain auto-replenishing consumables with a minimum 60-day inventory, and provide service technicians available Monday through Friday, 3:30 a.m. to 4:00 p.m. All taxes and fees are the vendor's responsibility. Equipment remains vendor property throughout the rental. The State accrues and pays rental fees only after equipment certification for production use and IRS Publication 1075 compliance. Questions are due March 16, 2021. Evaluation is conducted on a best-value basis. Submissions must be made through the State's electronic procurement system (Advantage Vendor Self Service).