Wide format printers, scanner and maintenance

The State of Maine Division of Purchases is requesting bids for wide format printers, a scanner, and maintenance services for the Maine Department of Transportation (MaineDOT) under a 48-month lease agreement, with bids due June 1, 2010.

The scope comprises four equipment items: two black and white wide format printers for the reprographic room (Xerox 6279 or Oce 700 models with specified accessories and scanning capabilities), one color wide format printer (equivalent to iPF 820 Canon, Oce ColorWave600, or Xerox 8254E), and one black and white wide format printer for the third floor project development area (Xerox 6204 or Oce PlotWave 300). All deliveries must include installation and on-site training. The reprographic room printers are allocated 1.2 million square feet annually combined, with overage charges per square foot; the third floor printer receives 225,000 square feet annually with similar overage provisions. The color printer carries no footage agreement. The comprehensive annual maintenance agreement requires one-hour contact response time for service calls with on-site response by the next business day, Monday through Friday 7:30 a.m. to 4:30 p.m., covering all labor, parts, preventive maintenance, and firmware updates (consumables excluded except paper).

Evaluation criteria weight price at 25%, functionality and features at 25%, equipment maintenance capabilities (technician availability and service area coverage) at 20%, references and equipment reports at 15%, and ease of use at 15%. Awards will be made to the lowest responsible bidder considering best value to the State. In-state bidders and those offering Maine-produced commodities receive preference in tie situations. Bidders must submit unit prices on prescribed forms, company history, information on available trained technicians and service coverage areas, customer references, and estimated equipment delivery timelines. All transportation charges must be prepaid unless otherwise specified. The State is exempt from Federal and Maine State Sales and Use Taxes; bidders must quote without these taxes.