Multi-function devices: equipment rental, purchase

The State of Minnesota Office of State Procurement is requesting proposals to establish contractual relationships with qualified manufacturers of multifunction devices (MFDs) for equipment rental, purchase, and maintenance services statewide, with responses due September 11, 2026 at 3:00 PM Central Time via the SWIFT Vendor Portal. Responders must be OEM manufacturers, not resellers; reseller responses will not be considered, though manufacturers may utilize approved resellers to fulfill contract obligations. Late submissions will not be accepted.

This is a cooperative purchasing vehicle serving State agencies and members of Minnesota's Cooperative Purchasing Venture (CPV) program with statewide distribution and service coverage required. Responders proposing certified targeted-group businesses (small business, minority-owned, women-owned, service-disabled veteran-owned) or eligible DEED/DHS providers are eligible for preference points—12 percent and 6 percent of total points respectively.

The scope encompasses black and white MFDs in six segments (15–70 copy-per-minute speed tiers, with Segment 1 optional) and color MFDs in six corresponding segments, each with specified technical requirements including 600 dpi resolution, duplex capability, touch-screen displays (Segments 2–6), automatic document feeders, copy auditing, scan-to-email, and hard drive encryption. All equipment must be EPEAT Silver or Gold certified. Contractors must provide 90-day warranties, four-hour onsite response during core business hours (7:00 AM–5:00 PM Monday–Friday), 97 percent first-call resolution, and 95 percent uptime guarantees. Installation, training, software updates, and hard drive sanitization at no charge are mandatory. Pricing must include rental options (12–60 month terms), purchase, and maintenance on a cost-per-copy basis or alternative monthly-fee structures. All prices are to be quoted as discounts from OEM or Dealer List Price, firm for 180 days.

The estimated annual contract value is $4 million to $5 million. The contract term runs January 1, 2027, through December 31, 2028, with an option to extend up to three additional years in State-determined increments. Evaluation criteria total 1,000 points: acceptance of State terms (50 points), specifications compliance (400 points), service accessibility (100 points), and cost detail (450 points). Responses must include completed technical specifications (Attachments G and H), price schedules (Attachments F-1, F-2, F-3), Responder Declaration (Attachment A), Workforce and Equal Pay Declaration (Attachment D), and VPAT 2.5 INT accessibility documentation. For further assistance, contact David.Sisk@state.mn.us or the SWIFT Vendor HelpLine at 651-201-8100, Option 1.