Office Automation

The City of Philadelphia Procurement Department is soliciting bids for a requirements contract under solicitation B2727718 for Office Automation, which includes the acquisition of IT hardware, peripherals, cybersecurity hardware and appliances, and implementation services. The scope specifically covers printers, copiers, scanners, fax machines, and multifunction devices. The contract features an initial 12-month term with the option for four additional one-year renewals, and the City has estimated expenditures at 2,400,000 dollars. Awards will be made to multiple responsive and responsible sellers who are the lowest bidders, with specific bid preferences available for certified Local Business Entities. Bids must be submitted electronically via the PHLContracts portal by October 12, 2026, at 10:30 AM. Required documentation includes a signed Consent and Authorization Agreement, a pricing sheet, and evidence of the firm's ability to provide onsite installation and warranty services. While there are no specific SBE or LBE participation goals, respondents must demonstrate good faith efforts to include these entities. The contract is governed by a detailed Data Processing Agreement that mandates strict performance standards, including a 90 percent average effectiveness level over 30 days, and requires acceptance testing to be performed at the City's installation site or within a 25-mile radius of Philadelphia.