ASSD-0402-EDD2600000015-1 | Maintenance Agreement for Ricoh Pro C7210SX Series

This contract is a sole-source maintenance agreement for the Ricoh Pro C7210SX Series printing system, awarded to Ricoh USA Digital Business Services due to the proprietary nature of the equipment and the exclusive technical requirements for service. The agreement mandates continuous on-site maintenance, emergency repairs, software and firmware updates, and parts replacement at the West Virginia Department of Education’s facility in Charleston, with a strict requirement that all service be performed exclusively by Ricoh-certified technicians using proprietary diagnostic tools, genuine OEM parts, and manufacturer-specific service protocols. The contract covers 250,000 color clicks per quarter at a rate of $10,065 per quarter, resulting in a total two-year estimated value of $80,520, with an additional two-year extension option available but not formally codified as a contractual option. Performance must ensure uninterrupted operation, with on-site technician response guaranteed within one business day and immediate remote diagnostic support provided, all aligned with Ricoh’s internal standards rather than any public or industry-wide specifications. No competition was pursued due to the technical exclusivity of the printer’s in-line perfect binder and the prohibition against third-party service providers, creating a de facto organizational conflict of interest that precludes other vendors from performing compliant work. The West Virginia Department of Education serves as the procuring agency, with Michelle L. Childers as the primary point of contact and Jo Ann Adkins listed as the Procuring Contracting Officer; no Contracting Officer’s Representative or Technical Representative has been formally assigned. Documentation for payment, invoicing, accounting codes, or packaging requirements is not provided, and while the agreement references additional terms and conditions, no formal attachments or clause listings are included. The submission window closed on June 15, 2026, with proposals required to be delivered physically to the state’s procurement office, and no electronic submission method is indicated.