RFQ-ITS Number EDIS70425 Xerox Primelink C9281XLS Color Production Printer, DFE Server with Software/Hardware Maintenance and On-Call Services

The California State Controller's Office (SCO) Disbursements Bureau has issued a Request for Quote (RFQ-ITS Number EDIS70425) seeking a contractor to procure, deliver, and support a Xerox Primelink C9281XLS Color Production Printer with a Fiery Standalone Digital Front End (DFE) Server. The procurement covers equipment acquisition, installation, configuration, on-site training, and three years of comprehensive software and hardware maintenance services for Sacramento County and San Francisco City jurisdictions. Specific deliverables include a network-capable printer supporting Windows 10, Windows 11, and Windows 11 ARM64, with a Production Ready Booklet Maker Finisher, Production Ready 2/3 Punch, and One Tray Oversized High-capacity Feeder. The RFQ requires contractors to provide quarterly preventive maintenance and on-call maintenance within 24 hours of service requests, along with comprehensive training over one week with two daily sessions accommodating up to eight SCO staff members. Key dates include the RFQ release on September 26, 2025, with bid submissions due by October 13, 2025, at 2:00 PM Pacific Time, and an anticipated agreement start date of November 3, 2025, with a Notice of Intent to Award planned for October 15, 2025.

The solicitation includes participation opportunities for small businesses and disabled veteran business enterprises (DVBE), with potential preference and incentive programs that may adjust bid evaluation. A DVBE Subcontracting Report is required, with $10,000 to be withheld pending its receipt. The contract includes a budget contingency clause allowing for cancellation or amendment if sufficient funds are not appropriated. While specific cost details will be finalized upon award, the RFQ indicates provisions for equipment purchase, maintenance base costs, and preventive maintenance across the initial three-year term with options for two additional one-year extensions. Pricing components include equipment costs, maintenance rates for black & white and color copies, and monthly maintenance fees. The SCO reserves the right to cancel the RFQ without cause and is not obligated to guarantee the actual number of services or copies estimated in the document. Bidders are required to complete multiple attachments, including certification sheets, confidentiality agreements, and detailed cost worksheets.