PMM Printer Replacement Project and Continued Maintenance

The State of Michigan Department of Technology, Management and Budget (DTMB) is procuring printing equipment replacement and continued maintenance services for the Print and Mail Management (PMM) division serving Grand Traverse County. This Request for Proposal (RFP No. 180000003498) seeks replacement of five Xerox Nuvera 288 cutsheet printers with four new cutsheet printers capable of producing a minimum of 200 duplex images per minute, and replacement of two IBM Infoprint 4100 continuous feed printers with one high-speed duplex inkjet solution operating at minimum 150 feet per minute with full-color capabilities. The inkjet solution must include pre-processing and post-processing equipment such as unwinders, splitters, cutters, and stackers, while at least one cutsheet printer must feature in-line tape binding, one must include saddle-stitching capabilities, and optional GBC punching may be included on another unit. The contract is structured as a five-year base term with potential five additional one-year renewal options through December 31, 2028, with pricing firm and fixed throughout the base period and usage charges remaining constant through option years. Bidders must submit four separate pricing proposals: Quote A combining four cutsheet printers and one inkjet solution, Quote B.1 for four cutsheet printers only, Quote B.2 for one inkjet solution only, and Quote C for an alternative print solution based on the State's approximate monthly volume of 7 million images. Hardware delivery must occur within 45 business days of order receipt, installation within 60 days, and training completion within 90 business days, with final acceptance following a 60-day Performance and Review Evaluation period. The mandatory pre-proposal meeting occurred on September 26, 2018, at 1:00 PM ET at DTMB Printing Services in Lansing, Michigan, with bidder questions due October 3, 2018, at 3:00 PM Eastern; proposals are due October 19, 2018, at 3:00 PM Eastern through the SIGMA VSS system in modifiable native formats. Evaluation will be based on 100 technical points distributed across general requirements (25 points), service levels (25 points), staffing (15 points), project plan (25 points), and vendor questions worksheet (10 points), with proposals scoring 80 or more points required to participate in printing demonstrations evaluated on print quality, ink/toner usage, and cost estimates (50 points total), and a minimum score of 45 required for pricing evaluation. Award will be made to the responsive and responsible bidder offering the best value with consideration given to qualified disabled veteran status, prior State performance, economic impact to Michigan, and total cost of ownership.

This procurement is not restricted to any specific set-aside designations but requires bidders to provide certifications regarding abusive labor practices, Michigan business tax compliance, Iran-linked business status, clean corporate citizen status, and State of Michigan tax payment compliance. The contractor must replace five existing Xerox Nuvera 288 printers (three designated for Professional Growth System operations and two for Curriculum and Professional Development Center operations) and two Infoprint 4100 series printers while maintaining compatibility with existing infrastructure including Infoprint Manager licensing, Productivity Tracker software, Unisys EOM and Bluecrest EOM software for printer management, and Bluecrest Document Enhancement for data file transformation capabilities. The selected contractor must comply with State of Michigan security standards requiring specific password policies, TLS 1.2 encryption, Active Directory 2012 integration, and support for centralized printing through DMB consolidated print center services. Contractor responsibilities include comprehensive maintenance and software updates, monthly usage and uptime/downtime reporting, equipment recycling, and staffing with a designated Contractor Representative and key personnel available during specified business hours with 24-hour technical support expandable to 24/7 coverage. The contract requires the contractor to carry Commercial General Liability insurance of $1,000,000 per occurrence, Umbrella Liability of $10,000,000, Cyber Liability of $3,000,000 per claim, and Professional Liability of $3,000,000 per claim, with the State named as additional insured, and establishes service level liquidated damages of $5,000 plus $100 per day for late or improper milestone completion and $50 per hour for technician response delays exceeding contracted timeframes. Although specific budget ranges are not disclosed in the RFP documents, the contract includes an administrative fee of 0.5% on all payments to the contractor, with payment terms requiring settlement of undisputed invoices within 45 days of receipt, and the contractor's aggregate liability capped at $8,000,000 over the five-year contract period.