New Lexmark Printers/Copiers/Fax and Maintenance Agreement

The State of Maine Department of Administrative and Financial Services, Division of Procurement Services, acting on behalf of Maine Revenue Services, is requesting quotations for 22 new Lexmark multifunction devices (printers/copiers/fax) and a one-year maintenance agreement, with quotations due October 27, 2023 at 4:00 p.m. EST through the State of Maine Vendor Self Service e-procurement system.

The scope covers 22 Lexmark devices distributed across three locations: one device to Portland (135 Presumpscot Street), two devices to TSI Office in Augusta (442 Civic Center Drive, Suite 400), and 19 devices to the Main Office in Augusta (51 Commerce Drive). The specification calls primarily for Lexmark CX860dte models with select locations requiring the CX944adxse for enhanced capabilities. Devices must be Authorized Lexmark Reseller products delivered within 14 calendar days of order receipt, with the provider responsible for unpacking, installation, and shipping at no additional cost. Delivery to Augusta locations is required by January 8, 2024. The maintenance agreement covers parts, repairs, and service costs (excluding toner, staples, paper, and network connections) with support technicians located within 30 miles of Augusta providing service between 8:00 a.m. and 5:00 p.m. on business days. All technicians must sign confidentiality agreements and be accompanied by state employees on-site. The provider must maintain inventory of non-toner consumables and parts, including fusers and maintenance kits.

The contract term runs from December 18, 2023 through December 17, 2024, with five optional renewal periods extending through December 17, 2029. Bid pricing must reflect the net cost of 22 new devices minus trade-in credit for Maine Revenue Services' 23 existing devices; the provider is responsible for equipment pickup and memory/hard drive removal. The State reserves the right to award based on best value, considering product conformity to specifications, delivery timeframe, and lowest price among compliant bidders. Payment terms are net 30 upon receipt of acceptable invoice. The State is exempt from federal, state, and local taxes; quotations should exclude applicable taxes.