Service Support for HPL365

Sarasota County is pursuing a sole source procurement for service support of an HP Latex 365 Printer (serial number MY22L9900G) utilized by the Public Works Field Services Sign Shop. The procurement is specifically for a three-year service support and warranty agreement with HP Inc. and its authorized partner Bell & Howell. The primary objective is to maintain, service, and repair the central printer used for producing county-wide regulatory signs, replacing a previous one-year warranty that expired on September 8, 2023. Solicitation documents were released on October 15, 2024, with a deadline for questions on October 17, 2024, and final responses due on October 18, 2024, at 5:00 pm. Responses must be submitted electronically through https://secure.procurenow.com/portal/scgov. The county remains open to potentially canceling the sole source procurement and initiating a competitive solicitation if other vendors can demonstrate the capability to provide substantially similar services. Vendors interested in providing alternative services are encouraged to complete an Intent to Sole Source Response form and submit supporting documentation.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The incumbent and proposed service provider is HP Inc., with Bell & Howell as an authorized partner. The existing infrastructure involves a specific HP Latex 365 Printer used for producing regulatory signs. The contract's estimated annual cost is $5,315.60, with a one-time activation fee of $999.00, and an total estimated expenditure of $12,000.00 for the fiscal/contract year. The procurement documentation indicates a maximum potential expenditure not to exceed $150,000. The service support agreement will commence on or after October 1, 2024, and cover a three-year term. No additional software or licensing is required for this agreement, and Sarasota County has determined that continuing the HP Service Warranty is essential to ensure reliable operation of the county-wide printer for regulatory sign production.