Printer Maintenance

The University of Wisconsin-La Crosse is soliciting bids for a printer maintenance contract covering approximately 240 HP printers and select other printer models not currently under state contract. The procurement seeks a contractor to provide three maintenance plan options: a proactive monitoring plan with cost-per-page pricing, a reactive annual plan with model-based charges, and a time-and-materials plan with hourly service rates. Mandatory bidder qualifications include HP Authorized Support Center certification, a physical location within 100 miles of the university, a guaranteed four-hour response time during normal business hours (Monday-Friday, 8:00 AM-5:00 PM), and documentation of accounting and invoicing procedures. The bid is due on June 11, 2018, at 2:00 PM CST, with anticipated award notification on June 18, 2018, and contract commencement on July 1, 2018. The initial contract will run for one year with the option for up to four additional one-year renewals upon mutual written agreement. Evaluation will focus on selecting the lowest responsive, responsible bidder, with all pricing required to include parts, labor, travel, service fees, mileage, consumable supplies, and annual cleaning.

Bidders claiming Minority-Owned Business Enterprise (MBE), Disabled Veteran-Owned Business (DVB), or Woman-Owned Business Enterprise (WBE) status may qualify for a permissive 5 percent price preference if certified by the Wisconsin Department of Administration. The contract includes comprehensive insurance requirements, including workers' compensation, commercial general liability of $2,000,000 general aggregate and $1,000,000 per occurrence, automobile liability of $1,000,000 combined single limit, and umbrella coverage of $1,000,000. The university will not guarantee minimum purchases or require minimum commitments from the selected vendor. The contract may be extended to Wisconsin municipalities under cooperative purchasing provisions at equivalent pricing. While no specific budget range is provided, the scope covers maintenance for approximately 240 printers, including HP devices, Epson wide/large format units, and Lanier multifunctional devices not covered by existing state contracts. The university expressed a preference for consolidating maintenance services with a single contractor capable of servicing all uncovered devices.