Printers and Multifunction Devices (MFD's)

The California Department of General Services, Procurement Division (DGS-PD) is requesting bids on a statewide contract for printers and multifunction devices (MFDs) under IFB 0000039102, with bids due June 25, 2026 at 2:00 p.m. PT and a Bidders' Conference on June 10, 2026 at 2:00 p.m. PT via Microsoft Teams. The contract is mandatory for use by all State of California departments and available for local governmental agencies. Socioeconomic preferences available include a 5 percent small business preference, DVBE incentive programs, and Target Area Contract Preference Act options.

The scope covers three groups of devices: Group 1 (desktop color inkjet, color laser, monochrome, all-in-one inkjet, all-in-one laser, and mobile printers), Group 2 (workgroup monochrome, color, and high-volume printers), and Group 3 (multifunction devices in mono and color variants with varying volume capacities). Bidders must bid all line items within a group for award consideration. All equipment must be new, latest-model production units with Energy Star and EPEAT 2.0 Bronze certifications and minimum three-year warranty with next business day onsite or ship exchange service. Multifunction devices must meet detailed business security requirements including patch management, complex password protocols, firewall configuration, and audit logging. Value-added services are mandatory and priced separately: asset tagging, installation, DoD 5220.22-M or NIST 800-88 compliant data sanitization, take-back/disposition, and deployment and logistics support.

The contract term is two years with three optional one-year extension periods. Historical expenditures from current contracts total approximately $7.74 million over two years. Pricing must use the State's discount-off-list-price structure with core items at fixed contract rates; commercial OEM price lists must be provided via accessible URLs. Local governmental agencies pay a 1.25 percent incentive fee to DGS-PD on all invoiced purchases. Award will be to the responsive and responsible bidder with the lowest evaluated cost. Questions are due June 12, 2026; protests are due June 19, 2026.