Ricoh Pro C7200 Service Agreement

The West Virginia Department of Education is seeking a maintenance and service agreement for a Ricoh Pro C7200 Series high-volume production printer located in the Print Shop at 1900 Kanawha Boulevard East in Charleston, Kanawha County. The Request for Quotation (RFQ EDD2600000003) solicits bids for a comprehensive five-year contract with an initial one-year term and four optional renewal years. The contract covers maintenance and support services for up to 50,000 black and white copies and 250,000 color copies per quarter, with additional per-click pricing for copies exceeding these thresholds. Vendors must be an authorized Ricoh dealer with local technicians trained and certified by Ricoh, providing one-hour call back and four-hour on-site support during business hours. The solicitation requires a Trained Customer Replaceable Units (TCRU) service program, with all software updates, parts, labor, staples, and toner included in the base agreement. The bid was issued on August 14, 2025, with questions due by August 13, 2025, and bids closing on August 21, 2025, at 10:30 AM. The contract will be awarded to the vendor offering the lowest overall Total Bid Amount that meets all specified requirements.

The solicitation does not indicate specific set-aside designations or restrictions on vendor participation. Vendors must complete mandatory registrations with the WV Purchasing Division ($125 annual fee), WV Secretary of State's Office (up to $100), and WV Tax Department ($30 one-time fee) if they receive a Notice of Apparent Bid Award or have aggregate awards exceeding $2,500. Vendors can simultaneously register through the Business4WV website for a $130 one-time fee. While no specific budget range is explicitly stated, the contract includes quarterly invoicing for maintenance, support, and click charges, with pricing to be submitted for each of the five potential contract years. The solicitation notes that quantities are estimates, and actual usage may vary. The contract is subject to annual funding appropriations and will be paid through the state's standard payment procedures, with the procurement managed by Michelle L. Childers, who can be contacted at michelle.childers@k12.wv.us or (304) 558-2686 for additional information.