Oregon Buys #S-R21689-00018133

Port of Newport procurement for two multifunction office devices and five-year support

The Port of Newport is seeking two multifunction copier, printer, and scanner devices with installation and managed support for its Newport-area offices. - Government buyer: Port of Newport, Administration Department; the RFQ identifies Mark Brown, Director of Finance & Business Services. - OEMs and vendors: No OEMs, manufacturers, or commercial vendors are named or specified. Mark Brown is the government contact, not a vendor. - Equipment requested: - One device for 600 SW Bay Boulevard: color and monochrome printing and copying, minimum 40 pages per minute, at least a 7-bin mailbox, stapling and hole punching, and support for producing long documents with different front and/or back covers. Average monthly volume is 4,500 black-and-white and 2,150 color pages. - One device for 2120 Marine Science Drive: color and monochrome printing and copying, minimum 40 pages per minute, at least a 3-bin mailbox, and AirPrint and Mopria certification. Average monthly volume is 450 black-and-white and 1,100 color pages. - Both devices require a document feeder, touchscreen, secure print release, duplex and network printing, Ethernet and cloud printing, device-level Microsoft Entra ID sign-in, native scanning to OneDrive and SharePoint, a large-capacity letter tray, and 2–4 configurable additional trays. The first device must also support Microsoft Universal Print. - Services and notable requirements: Installation, network configuration, user and administrator training, preventive and corrective maintenance, labor, parts, firmware and security updates, help-desk support, monitoring, remote diagnostics, toner replenishment, and ongoing support. Required performance includes response within four hours during normal business hours, next-business-day onsite service, at least 98% uptime, and loaner equipment for extended outages. - Commercial approach: Vendors may offer purchase, lease, or lease-to-own options. The Port prefers fixed pricing over five years that bundles maintenance, consumables, updates, monitoring, and support, and will assess five-year total cost of ownership.

Description

The Port of Newport requests quotations for two multifunction copier, printer, and scanner devices, along with related maintenance and support services. Vendors may propose purchase, lease, or lease-to-own arrangements, and proposals will be evaluated based on five-year total cost of ownership. The requested solution includes equipment capabilities, security, software, service, training, and warranty provisions, with a preference for fixed five-year pricing that includes maintenance, supplies, and support. Quotes are due October 30, 2026, at 2:00 PM.

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