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Friday, Oct 26, 2018

LBCAP is seeking proposals from qualified applicants to lease six (6) multi-function printers, to be used in agency offices in Long Beach, Lakewood and Santa Fe Springs, California. LBCAP will have this RFP open until 5:00pm on Friday, March 1, 2019. The initial decision will be made by March 31, 2019 as to which applicant will satisfy LBCAP needs, after which the agency's choice will need to be approved by the State of California Department of Community Services and Development. Lease term desired is for thirty-six (36) months, beginning on or about November 1, 2019.


Applicants are cautioned to provide as much detail as possible in their proposal pertaining to their capabilities and experience among other considerations. LBCAP will use a qualification-based selection process to select an applicant for this contract. LBCAP reserves the right to reject any or all proposals, to waive informalities in the proposal process, or to accept any proposal considered most advantageous to LBCAP.

You may review the Request for Proposals by clicking here.


UPDATED WITH Q & A received through 2/24/2019

Q: Pages 6-7:  For each MFP you have given a volume of a specific # of impressions per year. Is this the number of impressions per year that you expect to produce on each of these units?

A:Yes, that is the anticipated volume for those units.


Q: If so, do you have a breakdown of how many annual impressions are color vs B/W on each of the 3 color units?

A: Current production is 30% color. However, we have recently implemented controls on the color use for various departments, and expect color impressions going forward to represent 15% of our annual volume. Bidders are welcome to quote both the current 30% color volume and anticipated 15% color volume in their proposal.


Q: Page 10 Response Form: At the top of the form it s asks for a "Cage Code" and a "EIN”; Can you please elaborate on what these are?

A: The CAGE Code is issued by application to the System for Award Management via the Defense Logistics Agency. It is a code used by LBCAP to ensure that bidders are not excluded parties from the award of funds from federal contracts. To determine if your company has a CAGE Code, search for your company at The EIN is Employer ID Number - AKA FIN (Federal ID Number). This is the tax ID number of your company. Companies who lack a CAGE Code are alternately searched by EIN to determine federal eligibility for contract funding.


Q: When you said controls, do you utilize a software application to control and manage your copiers or do you just do it on the copier level?

A: We use software to control and manage the copiers.


Q: I see you want the new copiers in November 2019 but I was wondering if you’re open to having them sooner if there’s substantial cost savings on your part?

A: We do not anticipate that we’ll be able to schedule delivery of the new copiers prior to November 2019, as we are required to obtain approval from a state funder prior to executing a contract, and that approval can take several months. In the event that we obtain state approval earlier than anticipated, we might then consider the cost savings of an early lease termination.


Q: On page 7 of the proposal, it says about posting answers to questions from applicants. Can you please tell me where I can find it? 

A: The questions and answers submitted so far (several from you, two questions from other vendors) will be consolidated and posted as an update to the RFP on Monday, Feb 25.  You should be able to see the Q & A list after 9:30am, by following this link:


Q: What is your current monthly volume for all machines?

A: Current monthly volume is approximately 70,000.


Q: Of the 70K copies, what is your average monthly volume for Color and BW?

A: The average color/black volume has been 30% Color/70% black, but we have recently implemented controls which limit color printing within some departments. Through those efforts, we expect to reduce the percentage of color to 15%, which is more in line with pre-2016 averages for color use. We would be comfortable with review[ing] two quotes, one of which assumes 30% color and one which assumes 15% color, on a total volume of 840,000 impressions annually.