PPCC DQ 19-892, Maintenance Service Agreement Card Printers

Pikes Peak Community College (PPCC) in Colorado Springs, Colorado, issued a Documented Quote solicitation (PPCC DQ 19-892) for a one-year maintenance service agreement covering three Fargo HDP 8500 ID card printers with flattener and magnetic encoder components located at three campus facilities: Centennial Campus, Downtown Studio Campus, and Rampart Range Campus. The procurement seeks comprehensive maintenance services including two annual on-site preventive maintenance visits (scheduled for August and December/January), professional cleaning, calibration, unlimited on-site repairs, next business day guaranteed service with identical replacement or loaner printer provision if equipment cannot be restored within one business day, and full parts coverage including printheads and main boards. The contract term runs from January 2019 through January 2020, with four optional one-year renewal periods available through January 2024. Vendors must submit fixed, all-inclusive pricing covering all materials, labor, shipping, travel, and miscellaneous costs with no additional charges permitted, and repairs are limited to Monday through Friday, 8:00 a.m. to 5:00 p.m. business hours. Quote submissions were due December 20, 2018, at 10:00 a.m. Mountain Time, with delivery required on or before January 15, 2019. All vendors must complete a W-9 form and comply with Colorado statutory requirements regarding labor verification and illegal aliens.

A 5 percent bid deduction preference is available for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) that are incorporated or organized in Colorado or maintain a Colorado office, provided appropriate U.S. Department of Veterans Affairs certification is submitted. No incumbent vendor or current contractor information was provided in the solicitation documents. Payment terms are established at Net 45 days following service acceptance. Multiple bids from a single vendor will not be accepted, and all quotes must be submitted on the official PPCC quote form. Respondents are responsible for monitoring the ColoradoVSS system for award notification. No specific budget range or award value was disclosed in the solicitation materials.