Open-End Contract of Printers for WVDOT

The West Virginia Department of Transportation is requesting quotes for an open-end contract to supply HP OfficeJet Pro 9125e All-in-One Printers or equal models to its Information Technology Division, with sealed bids due September 24, 2026 at 10:30 a.m. ET and technical questions due September 16, 2026 at 10:00 a.m. ET.

The scope covers an estimated 100 printers with 2-year warranties or better. Printers must meet mandatory specifications including a minimum print speed of 35 pages per minute and functionality for print, copy, scan, and fax operations. Delivery of standard orders must occur within 10 working days of receipt, with emergency orders required within 2 working days; all delivery costs are included in bid pricing with F.O.B. destination terms. Vendor pricing must remain firm for the life of the contract.

The initial contract term is one year from award, with renewal options available by mutual written consent. Actual order quantities will vary based on operational needs; the 100-unit estimate does not represent a commitment. The contract is contingent upon legislative appropriation of funds.

To be awarded, vendors must be registered with the West Virginia Purchasing Division, maintain Commercial General Liability Insurance of at least $1 million per occurrence, and be in good standing with the West Virginia Secretary of State's Office, Tax Department, and Workers' Compensation and Unemployment Insurance programs. The State is exempt from sales and use taxes and requires payment by electronic funds transfer or P-Card. Vendors must provide quarterly purchase reports and designate a primary contract manager.

Bids may be submitted through wvOASIS, hand delivery, mail, or fax to 304-558-0047; email submissions are not accepted. Direct inquiries to Kristine E. James at 304-558-0408 or kristy.e.james@wv.gov.