Large Format Printer - Flatbed/Hybrid

The City of Santa Monica is seeking proposals for a Large Format Flatbed or Hybrid Printer through its Records and Election Services department. The procurement targets a medium-sized color printer capable of printing directly onto rigid materials with specific technical requirements, including a minimum resolution of 1200 dpi, UV ink compatibility for outdoor use, and integration with stand-alone cutters/CNC routers. Evaluation of proposals will be conducted by a committee using a points-based system across six criteria: functionality (15 points), ability to meet specifications (15 points), print quality (20 points), customer service (15 points), cost/value (15 points), and best fit for print shop operations (20 points). The RFP was released on May 5, 2025, with a question submission deadline of May 13, 2025, and a proposal submission deadline of May 30, 2025 at 3:00 pm. The City plans to schedule demonstrations with the top 5 vendors to assess proposed equipment, with the contract term set for five years and an option for a 60-month lease with a $1 buyout at the end.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must provide comprehensive cost proposals including equipment, installation, training, software, initial ink set, and a service contract. While no incumbent vendors are specified, the procurement requires vendors to have California-authorized insurance with a minimum A.M. Best rating of A:VII and to comply with detailed insurance requirements outlined in the CSA Insurance Template. The contract will require comprehensive insurance coverage, including Commercial General Liability with $1,000,000 per occurrence limits, Automobile Liability with $1,000,000 per accident limits, and Workers' Compensation insurance as mandated by California state law. The City reserves the right to award the contract to the most qualified proposer, which may not necessarily be the lowest-cost or highest-scoring proposal, suggesting flexibility in the selection process.