RFB Photocopier Leasing Services, Software Licensing, Maintenance and Related Support Services (Commodity)

Los Angeles World Airports (LAWA) is requesting bids for multifunction copier leasing, software licensing, maintenance, and related support services across LAX, Van Nuys Airport, and other LAWA facilities, with bids due August 6, 2026, at 4:30 p.m. and a non-mandatory bidders' conference on July 29, 2026. A Local Business Preference Program applies to vendors certified by the City of Los Angeles Bureau of Contract Administration.

The scope covers managed print services for approximately 196 network-enabled multifunction devices, including furnishing, delivery, installation, configuration, preventive and corrective maintenance, consumables (toner, waste containers, staples), fleet management and secure-release software, security configuration, user and administrator training at no cost to LAWA's 3,000+ employees, consolidated reporting, quarterly business reviews, and certified end-of-term data destruction. Estimated annual usage is 2.1 million black-and-white pages and 2.4 million color pages, provided for bidding purposes only and not guaranteed as minimum or maximum volumes. Preferred devices must be new, current-production models with print/copy speeds of at least 55 ppm, monthly duty cycles of at least 200,000 pages, ENERGY STAR certification, EPEAT registration, and Section 508-compliant control panels. Security requirements include Common Criteria certification, FIPS 140-2/140-3 storage encryption, badge-based authentication with secure release, NIST SP 800-88 media sanitization, and security patches applied within 30 days of manufacturer release.

The contract term is three years from Notice to Proceed, with two optional one-year renewal periods. Pricing shall be structured as fixed unit prices for usage volume (cost per page for black-and-white and color), rental equipment, and on-call servicing, with fixed prices unchanged for one year from the contract effective date. Payment terms are Net 30 days unless the bidder offers discount terms for payment within 25 or more days. Service level commitments include same-business-day help desk acknowledgment, next-business-day on-site response for standard devices, 4-hour response for critical devices, 98% monthly device uptime, and loaner devices at no cost for units out of service longer than three consecutive business days. The contractor must comply with prevailing wage requirements under California Labor Code and submit certified payroll records through the Department of Public Works Online Certified Payroll System. Required insurance includes Workers' Compensation, Commercial General Liability ($1 million per occurrence), and Commercial Auto Liability ($1 million combined single limit), with LAWA named as additional insured. The deadline for submitting questions is July 30, 2026, at 4:30 p.m. The intent-to-bid deadline and bid submission deadline are both August 6, 2026, at 4:30 p.m. Bid recap is scheduled for August 10, 2026. Bidders must submit responses electronically through the LAWA Bonfire portal and complete required administrative compliance forms including notarized Affidavit of Non-Collusion, CEC Forms 55 and 50, Contractor Responsibility Program Questionnaire, Iran Contracting Act Compliance Affidavit, Equal Benefits Ordinance Compliance Affidavit, Subcontractor Participation Plan, and Business Reference Form documenting up to four previous relevant projects.