Solicitation - Band 3 Digital Copier for Webster County DHHR

The West Virginia Department of Health & Human Resources (DHHR), Bureau of Children & Families (BCF), Webster County Office issued a Request for Quotation (ARFQ 18.07) for the lease of a Band 5 digital monochrome copier and associated equipment. The solicitation, issued July 24, 2017, requires vendors to provide a Komax Band 5 Bizhub 558 or equivalent product with mandatory specifications including a minimum copy speed of 50 copies per minute, 1,500-sheet paper capacity with three paper sources, automatic document feeder, electronic sorting capability, and a manufacturer copy volume rating of 65,000 copies per month. The equipment must be new, Energy Star compliant, and network-capable with ethernet connectivity compatible with Microsoft network operating systems. The vendor must provide in-house or online training within five working days of installation, remove the copier's hard drive at lease termination, and remove all equipment within ten days of lease termination at no additional cost to the state. Service and maintenance requirements include a 24-hour response time with on-site service completion within eight working hours, a temporary replacement unit for outages exceeding 16 consecutive working hours, and an 800-number support line available during normal business hours (8:00 a.m. to 5:00 p.m. EST), Monday through Friday, excluding state holidays. All maintenance and supplies, excluding paper, are included in the rental fee up to 65,000 monthly copies, with vendors able to charge per-copy overage fees for usage exceeding this threshold. The contract term is 12 months, effective September 1, 2017, through August 31, 2018, with bids due July 31, 2017, at 2:00 p.m. Questions must be submitted by July 19, 2017, at 1:00 p.m. The contract award will be made to the lowest-cost bidder meeting all mandatory specifications.

The solicitation is available to all qualified vendors and includes a Vendor Preference Certificate allowing eligible vendors to request preference consideration based on residency status, employment practices, veteran status, or certification as a small, women-, or minority-owned business, with preference adjustments ranging from 2.5% to 5%, plus an additional 3.5% for veteran-owned vendors. Vendors must maintain Commercial General Liability Insurance of at least $250,000 and Workers' Compensation Insurance of at least $100,000 throughout the contract term and must be properly registered with the West Virginia Purchasing Division prior to contract award. Third-party leasing companies are prohibited; the state will only contract directly with and make payments to the awarded vendor. The procurement is partially or wholly federally funded, requiring all bidders to acknowledge and comply with federal procurement provisions under 2 CFR 200, including recovered materials procurement requirements, Equal Employment Opportunity requirements, and Byrd Anti-Lobbying Amendment compliance. Bids must be submitted via WVOASIS, fax, or mail (email submissions are not accepted), with award made to the vendor offering the lowest overall grand total price. Equipment delivery is directed to the Webster County DHHR office at 110 North Main Street, Suite 201, Webster Springs, West Virginia 26288, with invoice and contact directed to the same location.