RFQ - print shop copier with services and maintenance

County of San Diego, Planning and Development Services Department is requesting quotations for production-grade digital printing equipment with comprehensive service and maintenance support to replace two end-of-life Xerox Versant 180 digital presses, with quotes due October 5, 2026 at 5:00 p.m. Pacific Time through the County's BuyNet portal.

The scope is a single, turnkey award consisting of two replacement production copiers with integrated automated tri-fold finishing modules, delivery, installation, network configuration, operator training, and removal of existing equipment. Mandatory capabilities include automated multi-page collated tri-fold finishing, support for heavy media stocks up to 400 gsm simplex and 350 gsm duplex, Network Access Control (NAC) compliance with 802.1X authentication, a guaranteed four-hour on-site response time for emergency repairs, and 95 percent combined monthly uptime during standard business hours. All delivery, installation, and network integration must be completed by December 31, 2026 with no lapse in production capability.

The contract term spans an initial one-year base period commencing January 1, 2027, with four additional one-year option periods, for a total potential five-year duration. The County anticipates baseline combined departmental volume of approximately 55,000 impressions per month. Pricing must be firm-fixed on a cost-per-click basis for monochrome and color printing, billed monthly in arrears, with a five-year service and maintenance agreement covering all parts, labor, preventive maintenance, emergency repairs, consumables (excluding paper), firmware updates, and print driver support at no per-impression overage charges.

Offerors must provide evidence of authorization as dealers and service providers for proposed equipment, references from comparable installations, and acceptance of County insurance requirements: minimum $2,000,000 general liability coverage and $2,000,000 professional liability insurance per occurrence. Questions are due September 21, 2026 at 5:00 p.m. Pacific Time. The County reserves the right to award to one or multiple offerors and may conduct negotiations after quote evaluation.