Multi-Functional Devices and Printer Maintenance

KUB is looking to enter into a supply/service agreement with a vendor who can supply Ricoh printers, provide compatible consumables (i.e. toner, PCU’s, staples, waste toner bottle, etc), for said printers as well as KUB’s existing fleet of 77+ machines listed on “Attachment A”, and can provide maintenance on all machines current or future to ensure there is not a lapse in service to KUB customers.
In order to submit a valid bid, vendors must meet the following requirements: Vendors must be Ricoh certified to provide maintenance on and sell Ricoh products. Vendors must guarantee a response time of 4 hours or less for service calls. Vendors must be able to add or subtract serviceable machines as they become deemed obsolete by KUB. Vendors must be willing to sign the attached service/supply agreement for a term of 3 years with the option for 2 additional one (1)-year renewals. Please fill out "attachment B" with pricing and submit it with your bid.   Special procurement requirements for this bid: For all products bid (hardware, software, services & maintenance) the vendor must be an authorized distributor or reseller of the requested product manufacturer. If requested by KUB for the bidder to validate that they are an authorized distributor or reseller of the requested product manufacturer, the bidder will be given 2 days to reply with proof from the manufacturer that they are authorized to distribute or sell the specific product, otherwise their bid will be disqualified. Only New Factory Sealed Equipment with full warranty period from the bid stated manufacturer will be accepted. Failure to provide matching product IDs with the bid request will result in disqualification. If your product ID does not match and you feel this is an error with the bid request, please note your concern in the seller comments and explain the reason for not being able to bid the same product code, model number, part number, etc. No used, refurbished, re-certified, or factory reconditioned products will be accepted unless specifically stated as an exception. Product IDs will be validated on arrival of equipment and must match the bid to avoid disqualification. Service, Assembly & Maintenance Requirements: Due to security concerns and firmware code controls & validation, unless the bid specifically calls out an exception, we will not accept third party maintenance programs, device assembly or services at this time. We will only accept maintenance, assembly and repairs from the original manufacturer or badged employees of the original manufacturer if the work is to be performed onsite. Software Requirements: Vendor must provide the specified software product (part number), license and is an official reseller authorized to sell the product from the manufacturer. The product should be new in original packaging, certified from the manufacturer with full warranty and support. The product should be of the latest software version. The product should be at the highest level of encryption and not impacted by encryption laws or policies of other countries but is intended for resell within the United States of America and matches the encryption levels that the manufacturer produces for resell in the United States of America. All vendors must comply with all other requirements found within the bid information. Failure to be validated by the manufacturer as an authorized reseller in good standing of the product or any evidence of software tampering will disqualify the vendor and void all agreements. If the software media is to be downloaded as the source of installation, the download must originate from verified servers hosted by the software manufacturer and be directly downloaded from the software manufacturer, not from a third party or other hosting services to prevent product contamination.