Multifunction Devices-Purchase

The State of South Dakota Office of Procurement Management is soliciting sealed bids for multifunction devices across six categories (20, 30, 40, and 60 copies per minute in black/white and color configurations), with bids due July 16, 2026 at 2:00 p.m. Central Time and bid opening the same day at the Office of Procurement Management in Pierre.

South Dakota law provides preferences to resident businesses and goods manufactured in-state when price, quality, and service are substantially equal. Bidders must register on the state's electronic procurement system at no cost to participate.

The scope encompasses six device categories specified by copy speed and color capability. All devices must meet mandatory South Dakota Bureau of Information and Telecommunications technical requirements: Windows 11 64-bit driver compatibility, DHCP support, TCP/IP with remote web browser management, multiple administrator accounts, account tracking with billing codes, scan-to-email functionality, ENERGY STAR certification, and removable hard drives with secure data erasure. Vendors must provide firmware updates at no cost within sixty days of release and maintain service response times of two hours for major alarms and four hours for minor alarms, with loaner equipment required if repairs exceed eight hours. Maintenance pricing is usage-based (per-copy cost multiplied by monthly volume) with no minimum monthly charge; pricing must include all parts, labor, mileage, toner, and consumables except paper.

Historical purchasing data supports estimated three-year copy volumes per item category. The resulting contract runs October 12, 2026 through October 11, 2027, with state options to extend for two additional months and renew for up to four additional one-year periods with sixty days' notice. All prices remain firm for the initial contract term; after year five, vendors may adjust maintenance costs annually up to five percent with a maximum cumulative adjustment of twenty-five percent.

Award will be made to the lowest responsible and responsive bidder within forty-five days of bid opening. Bidders must submit two copies of response including technical proposals with brochures and cost proposals. Equipment testing by state personnel is mandatory and must be completed within thirty days of notice; bidders must provide evaluation units.