HP Printer Maintenance

The Orange County Transportation Authority is requesting quotes for HP printer maintenance services on an as-needed basis with no guaranteed usage, with quotes due February 24, 2026 at 11:00 a.m. and a question deadline of February 13, 2026 at 11:00 a.m. Bidders must be authorized HP manufacturer service dealers with manufacturer-trained and certified technicians, with at least two technicians qualified on Hewlett Packard models assigned to support the equipment — the primary qualification filter.

The scope covers maintenance and repair for approximately 132 networked HP printers and multifunction devices (ranging from LaserJet Enterprise M507dn, M610dn, M635h, Color LaserJet Enterprise M751dn, and other HP LaserJet models) distributed across seven facility locations throughout Orange County. Service must be provided on an as-needed basis with response within four hours and equipment failure remedy within 72 hours or provision of loaner equipment at no cost. Pricing must include all supplies, replacement parts, labor, preventive maintenance, and firmware upgrades, excluding toner and paper. Bidders submit hourly rates for technicians across all five contract years, trip charges, and parts markup percentages. All prices must remain firm for the contract term with no price increases permitted; price decreases automatically extend to the Authority.

The five-year contract term runs April 1, 2026 through March 31, 2031, with a total budget of $100,000. Evaluation is based solely on cost at 100 percent weighting. The award will be made as a firm fixed-price blanket purchase order to the lowest responsive and responsible bidder. Invoices are submitted bimonthly in arrears with payment due within 30 calendar days. Bidders must provide verification of HP training and certifications for assigned technicians and complete General Provisions documentation; offers remain firm for 120 days from the quote date. No prevailing wage, liquidated damages, retention, or DBE requirements apply. Quote review is scheduled for March 2, 2026, with purchase order issuance anticipated by March 16, 2026.