Multifunction Devices-Rental

The State of South Dakota, Office of Procurement Management, is soliciting sealed bids for rental of multifunction devices across six line items (20, 30, 40, and 60 CPM models, plus 30 and 40 CPM color devices) to support state agencies, with bids due July 16, 2026 at 2:00 p.m. Central Time and contract commencement October 12, 2026.

South Dakota law provides preference to resident businesses and goods manufactured in-state where price, quality, and service are substantially equal. All multifunction devices must comply with the Bureau of Information and Telecommunications technical requirements: Windows 11 compatibility, TCP/IP networking, DHCP support, ENERGY STAR certification, encryption capabilities with technician-removable hard drives, firmware updates at no cost, and two-hour response time for major alarms and four-hour response for minor maintenance, with loaner equipment provided if repairs exceed eight hours.

The contract term is 36 months (October 12, 2026 through October 11, 2027) with State options to extend an additional two months and up to four additional one-year renewal periods with 60 days' notice. Pricing must remain firm for the contract term with no minimum monthly maintenance charges; vendors receive compensation only for actual monthly usage at the per-copy maintenance rate proposed. Bidders shall calculate three-year costs using estimated monthly copy volumes of 2,000 copies for 20 CPM devices, 5,000 copies for 30 CPM devices, and 15,000 copies for 40 and 60 CPM devices, with color devices evaluated separately. Current inventory includes 21 units at 20 CPM, 19 at 30 CPM, 39 at 40 CPM, 13 color units at 30 CPM, and 10 color units at 40 CPM.

Evaluation occurs in four phases: cost proposal evaluation, technical specification review, equipment testing by the Bureau of Information and Telecommunications, and final selection by the State. The State reserves the right to award by item, in groups, make multiple awards for the same line item, or reject any or all bids. Vendors must register with the electronic bidder's list maintained by ESM Solutions and comply with South Dakota Secretary of State corporate registration before contract award. Bidders may submit sealed paper or electronic bids through the State's e-procurement system.