Lexmark MS823dn

The City of Philadelphia Procurement Department is soliciting quotes for one Lexmark MS823dn multifunction printer under its Office Automation Program, with quotes due November 16, 2026 through the PHLContracts portal. The procurement is a micro purchase, with a ceiling of $45,000 adjusted annually by CPI-U increases. It carries no set-aside. The LBE certification question must be answered to proceed, but the Local Business Entity Program does not apply to the Office Automation Program.

The vendor must deliver inside the facility, with no drop shipments to loading docks, and must cover all installation, configuration, and delivery costs unless the City directs otherwise. The Office Automation Form A requires on-site maintenance with next-day response within 24 hours, including all parts and labor. Vendors may offer refurbished or new equipment, and instruction and training are requested. Product literature, specifications, and manufacturer documentation must be submitted upon City request.

Quotes must be submitted electronically by an authorized seller representative. A completed and signed Consent and Authorization Agreement must be on file before bid closing, either attached to the PHLContracts profile at registration or included with the first quote. Corporations require signatures from a President or Vice President and a Secretary, Assistant Secretary, Treasurer, or Assistant Treasurer. Limited liability companies, partnerships, and sole proprietorships require signatures from partners, owners, or other duly authorized signers. Users must submit under the "Seller" role rather than "Seller Admin." Quotes received after the displayed bid opening time are not considered, except that the Procurement Commissioner may accept a late quote if it is the only response and in the City's best interest.

The contract term begins on the Effective Date listed in PHLContracts and terminates 365 days later at midnight, with no City obligation for products ordered after expiration. Prices must be net and exclusive of federal excise, transportation, and Pennsylvania sales and use taxes. Payment is due after delivery and City approval, by electronic deposit. Unless otherwise specified, the awardee must carry workers' compensation at statutory limits, general liability of $500,000 per occurrence combined single limit, and automobile liability of $300,000 per occurrence combined single limit, naming the City as an additional insured with primary coverage. The contract is governed by Pennsylvania law, with jurisdiction in the Court of Common Pleas of Philadelphia County.