Printers and Multifunction Devices (MFD's)

The Department of General Services, Procurement Division of California is soliciting bids to establish a statewide contract for Printers and Multifunction Devices (MFDs) under solicitation number 0000039102, with a bid deadline of June 25, 2026. The contract term is two years, with three one-year extension options, and is mandatory for all state departments while available for use by local governmental agencies. Bids must be submitted electronically via email with a specified subject line, and hard copies are discouraged unless pre-approved with a corresponding electronic copy. The solicitation requires bidders to comply with the IT General Provisions, Non-Cloud (rev 02/20/2025), including all packaging, shipping, inspection, and delivery requirements defined therein. All devices must meet strict technical specifications outlined in Attachment 2, including paper handling capacity, memory, duty cycle, connectivity, and must be EPEAT® 1.0 (Silver or Gold) or EPEAT® 2.0 (Bronze or better) rated, ENERGY STAR® certified, and compliant with Section 508 of the Rehabilitation Act and WCAG/VPAT accessibility standards. Bidders are required to offer all core and non-core items as a complete, functional system with installation and basic training included at no additional cost. Bids are evaluated by group, with three defined groups: Group 1 – Desktop, Group 2 – Workgroup, and Group 3 – MFD. To be eligible for award, bidders must submit pricing for all line items within a group and cannot create artificially inflated or special OEM price lists for evaluation purposes; discounts must reflect commercially available OEM price lists. Non-core items must offer discounts equal to or greater than those for core items. The award will go to the responsive and responsible bidder offering the lowest cost, incorporating any applicable small business or Disabled Veteran Business Enterprise preferences. The 5 percent small business preference applies to certified SB/NVSAs meeting specific legal requirements, and DVBEs must submit a completed declaration form and perform a commercially useful function. All bidders must also submit certifications addressing federal debarment, California civil rights laws, compliance with the Iran Contracting Act, and post-consumer recycled content, with failure to submit any required form rendering the bid non-responsive. Post-award, the contractor must assign a contract manager, submit monthly usage reports, provide ad hoc reporting at no cost, and adhere to strict invoicing timelines within