HP pagewide XL 5200 rental, related accessories and services

The County of Orange, California, OC Public Works, is soliciting competitive bids for the rental of HP PageWide XL 5200 multifunction printers, related accessories, and associated services through Invitation for Bids (IFB) number IFB-080-3013501-MG. The procurement encompasses a Model 4VW17B 36-inch large-format color multifunction printer capable of printing at speeds up to 50 feet per minute, scanning at up to 10 inches per second in grayscale, and accommodating media rolls from 11 to 40 inches with various paper types and finishes. The contract requires the selected vendor to provide delivery, setup, maintenance, supplies, and all accessories necessary for equipment operation on a firm fixed-fee, term rental basis with cost calculated per square foot. The initial contract term is three calendar years, effective July 22, 2026, with two optional one-year renewal periods available at mutual written agreement subject to Orange County Board of Supervisors approval. Electronic bids must be submitted through the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov no later than May 26, 2026 at 2:00 PM, with all questions requiring submission through the online bidding system's Question & Answer section by May 11, 2026 at 2:00 PM directed to Deputy Procurement Agent Matthew Gill. The County will award to the lowest responsive, responsible bidder with firm, fixed pricing maintained throughout the contract period, and all price decreases will automatically extend to the County while profit remains fixed.

The solicitation documents do not specify any set-aside designations, disadvantaged enterprise restrictions, or preferences for particular organization types, indicating this is an open competitive procurement available to all qualified vendors. No incumbent vendors or current contractors are identified in the available documentation. Bidders must provide proof of required insurance coverage including Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Automobile Liability of $1,000,000 combined single limit, Workers' Compensation at statutory limits, and Employers Liability of $1,000,000 per accident or disease, along with a faithful performance bond and labor and material payment bond in amounts equal to or exceeding the estimated total contract value. The contract permits cooperative use by other Orange County departments, municipal entities, public utilities, hospitals, educational institutions, and non-profit organizations under substantially the same terms, with the contractor obligated to pay a 2 percent administrative rebate on total sales from subordinate contracts to the County. While specific budget ranges or award values are not disclosed in the provided documentation, bids remain valid for 365 days following the closing date, and the County reserves the right to reject any bids, make multiple awards, negotiate with the lowest responsive bidder, or cancel the solicitation entirely.