Xerox, printer-server, maintenance and repairs

Palm Beach County, Florida is issuing Request for Quotation (RFQ) #250552/ZG for full-service maintenance and repair of Xerox equipment at the Water Utilities Department's Customer Service Building in Boynton Beach. The procurement seeks ongoing maintenance and repair services for a Xerox Printer Model #GXV748628 and a Xerox Printer Server Model #4112/4127 (Model #GBT932056/LPDSPSVRC), with maintenance services including parts, drums, toner, waste containers, fuser web assemblies, unlimited service callbacks, and monthly cleaning and lubrication for up to 150,000 copies per month. Qualified bidders must submit firm, fixed-price bids with separate line items for base maintenance charges, hourly rates for emergency service calls outside regular maintenance hours, and monthly charges for copy overage beyond 150,000 copies per month, with maintenance items weighted at 0.90 and emergency services and overage charges weighted at 0.05 each in the evaluation criteria. All parts must be new or original equipment manufacturer (OEM) supplied, and pricing must include all labor, software updates, technical support, and related services. The contract will be awarded on an all-or-none basis to the lowest responsive and responsible bidder for an initial 12-month term with options to renew for four additional 12-month periods subject to mutual written agreement and appropriation of funds. Bidders must provide evidence of commercial general liability insurance with a minimum of $500,000 coverage, workers' compensation insurance, business auto liability insurance with a minimum of $500,000 coverage, and three references demonstrating similar service provision within the past three years. The original RFQ submission deadline of October 7, 2016, was extended by Amendment #1 to October 12, 2016, at 4:00 p.m. Palm Beach County time, with responses acceptable by fax or email.

The RFQ includes Small Business Enterprise (SBE) preferences and local preference opportunities for vendors with permanent places of business in Palm Beach County. Respondents are required to acknowledge receipt of Amendment #1 by signing and returning it with their response to the Palm Beach County Purchasing Department located at 50 South Military Trail, Suite 110, West Palm Beach, Florida 33415-3199. No incumbent vendor information or specific budget allocation is disclosed in the procurement documents. The all-or-none award structure means the successful bidder must be able to service both the printer and printer server equipment, and the pricing will be evaluated based on the weighted factors applied to the maintenance, emergency service, and overage components submitted by each bidder.