Project Information

Bid Title

Copiers, Purchases and Maintenance - To provide maintenance and support for the existing fleet of Canon digital black and white and color copiers and the purchase of new copiers.

Issuing Agency

State of Connecticut Judicial Branch

Location

Connecticut

Published Date

Dec 9, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Ref. #

03-2507

Original Source

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Project Description

Due Date	Bid No	Pre-Bid Date	Description
Dec 12, 2025 11:30 A.M. Dec 19, 2025 11:30 A.M.	03-2507	Nov 28, 2025	Copiers, Purchases and Maintenance - To provide maintenance and support for the existing fleet of Canon digital black and white and color copiers and the purchase of new copiers. DEADLINE TO SUBMIT WRITTEN QUESTIONS : Friday, November 28, 2025 by 4:00 p.m. Click Here to View Addendum No. 1 Click Here to view Meter Read as attachment to Addendum 1 Commodity Class: 029

Attachment Preview

JUDICIAL BRANCH

OFFICE OF THE CHIEF COURT ADMINISTRATOR

MATERIALS MANAGEMENT – PURCHASING SERVICES

90 WASHINGTON STREET, 4th FLOOR

HARTFORD, CT 06106

(860) 706-5200 FAX: (860) 706-5099

MEMORANDUM

TO:

Potential Respondents

FROM:

Kristen Perez-Wilson, Purchasing Services

DATE:

December 8, 2025

SUBJECT: Addendum No. 1 RFQ # 03-2507 Copiers, Purchases, and Maintenance

The purpose of this addendum is to provide revisions and provide written answers to questions posed by potential bidders

prior to the deadline for questions of Friday, November 28, 2025.

I.

Revisions

1. The bid submission deadline is extended to Friday, December 19, 2025, at 11:30 a.m. Late bids cannot

be accepted.

2. The following paragraph is hereby added:

19. CONFIDENTIALITY OF DATA

A. The data provided to the Contractor is confidential in nature and shall not be used or

disclosed by the contractor except as is necessary for the performance of this contract.

Data provided to the Contractor shall not be disclosed to the public under any

circumstances. The Contractor must ensure that every reasonable effort is made to

restrict access to the data and output to authorized employees.

B. In accordance with the Chief Court Administrator Policy adopted pursuant to General

Statutes §51-36a, a Judicial Branch Contractor may access any records maintained by the

Judicial Branch which are confidential pursuant to statue, including erased records, which

the Contractor needs for the performance of the terms of a contract with the Judicial

Branch, and may disclose such records or the information contained therein in the

performance of such contractual duties. To comply with this policy, please submit a

written statement, which will become part of the contract between your company and the

Judicial Branch if your company is awarded a contract in relation to this RFQ, certifying

that confidential records and/or information will be used solely and exclusively for the

purpose of performing work under this contract and describing in detail the following:

1. Types of confidential Judicial Branch records and/or information required to

perform the services required under this contract.

2. Identify who on your staff will be allowed to access and/or view this information

3. The purpose(s) for which this information is to be used.

4. The precautions to be taken to ensure the security and confidentiality of the

persons contained in data extracts; limiting number of copies made from data

extracts; use secure file transfer for transfer of data; maintaining information in a

secure area; encoding names and other information that may reveal a person’s

identity; providing education to staff; use of passwords; deleting data upon

completion of access rights, etc. Also, method of destruction once project is

complete.

5. The sanctions for improper use and/or disclosure of this information by your staff.

(For example: written reprimand; suspension; dismissal from employment etc.)

C. The contractor hereby agrees to instruct each employee who has access to the Judicial

data, prior to the employee’s access to such data, of the confidentiality provisions of this

Agreement, including but not limited to the prohibition against use or disclosure of said

data and the written statement submitted by the Contractor to comply with the Chief

Court Administrator Policy described in Paragraph 19(B) above.

D. The Contractor hereby agrees to indemnify and save harmless the Judicial Branch, its

officers, employees and agents from any and all claims and expenses, including but not

limited to the cost of counsel, whether or not a claim is successful, resulting from the

actual or alleged use or disclosure of information obtained in the performance of this

Agreement or from any other violation of the terms of this Agreement. The

indemnification required by this paragraph shall be in addition to any other

indemnification that may be required under this Agreement (including, but not limited to,

Paragraphs X and AE of the terms and conditions of this agreement together with all

other rights and remedies available to the Judicial Branch pursuant to this Agreement

and/or applicable law.

E. Please submit a written statement certifying that any actual or suspected breach of

security or confidentiality regarding Judicial Branch records or information will be

reported to the Judicial Branch, Executive Director, Administrative Services Division or

his designee, the Director of Legal Services, and the Attorney General within 24 hours of

the time that the Contractor learns of the actual or suspected breach. The Contractor shall

take reasonable steps to immediately remedy any security breach and prevent any further

breach and shall comply with all applicable information security and privacy laws, such

as C.G.S. § 36a-701b and HIPAA. In addition, Contractor shall certify that it will

cooperate with Judicial in complying with the response, mitigation, and investigation and

shall pay all costs of notification, investigation, and mitigation in the event a security

breach is suffered by the Contractor.

3.

Based on revision #2 above the following additional submission requirement is hereby added to

paragraph 18. Bid Submission Requirements:

• Confidentiality of Data. Submit a written response to Paragraph 19 being sure to include a response

to each section.

4.

The Contractor shall be responsible for following additional Judicial Branch IT or CJIS security policies

in place during the term of this contract. Please see question #22 for additional information available at

this time.

II. Questions & Answers:

1. Q: Are you able to provide projections for new equipment purchases for Year 1, Year 2, and Year 3?

A: The Judicial Branch will work with the selected vendor for new purchases to right size our fleet statewide

based on our current business needs.

2. Q: Does the vendor equipment ID tag need the Serial #, or does the equipment ID suffice?

A: It is important the serial number to the copier be easy to locate on the new copier, and therefore, we are

asking for this information to be included on the vendor’s equipment ID tags. If this is not possible, the bidder

shall indicate how this information will be identifiable to the end user.

3. Q: Does a statement by the vendor, on a company letterhead, signed by a notary public satisfy the certified

letter requirement?

A: No, this letter does not require notarization. A signed letter on company letterhead confirming the

minimum of 5 year experience with copier sales and service is all that is necessary to meet this requirement.

4. Q: Can we provide an alternative model option, from the same manufacturer, in a speed category?

A: Yes, however, each option should be clearly identified.

5. Q: Does the vendor of choice need to service the current/old Canon equipment? Is there an option to

decide on a new vendor that may have a different manufacturer as a solution to replace the Canon and

another vendor to service the current Canon equipment? Can we just bid on new equipment replacements

and service on those units?

A: If proposing Canon model equipment, the Bidder must bid on both the new purchases as well as

maintenance of the existing equipment which is listed on Attachment 1. The Judicial Branch reserves the

right to award new purchases to an authorized dealer of another manufacturer if it is deemed to be in our best

interest.

6. Q: Can you provide monthly or annual volumes for the machines on Attachment 1 and Attachment 2?

A: Please see the attached report which includes meter reads as of December 1, 2025.

7. Q: In regard to the Background and Replacement plan details, it states “the right to add and remove

equipment as required during the term of this contract”. Can you please explain in detail, does this mean

there is a request for a Non-Appropriation Clause? Does this mean that for no cause the Judicial Branch

can return equipment? Does this mean that due to not meeting requirements or working properly the

equipment will be replaced?

A: The phrase “the right to add and remove equipment as needed throughout the duration of this contract”

relates to our existing copier fleet as detailed in Attachment 1 and Attachment 2. There are times in which the

Judicial Branch may change our existing fleet, such as the removal of obsolete equipment, or additional

equipment shall be acquired through other state agencies. This paragraph does not refer to the non-

appropriations clauses or addressing warranty issues.

8. Q: Can the Judicial Branch confirm whether all devices listed in Attachment 1 and 2 are within scope for

CPC maintenance.

A: Only copiers listed on Attachment 1 shall be factored into Price Sheet I Copier Maintenance pricing.

Copiers listed on Attachment 2 shall fall under Price Sheet Part II Time and Material Maintenance (Obsolete

Equipment).

9. Q: Will the Judicial Branch provide a final, validated list of obsolete units to be serviced on Time &

Materials, and how often will this list be updated?

A: Attachment 2 is the validated list of current obsolete units. The Judicial Branch continuously updates our

inventory records for copier moves and changes.

10. Q: Are any locations considered restricted-access, secure, or requiring special clearances for technicians?

A: Service technicians will have restricted access which includes needing to be escorted by Judicial staff

while being lead through our non-Public areas of our buildings.

11. Q: Can the Judicial Branch provide the annual volumes for all devices and by speed segment, as

referenced in the price sheet for the past 12 months?

A: Please see the answer to question #6 above.

12. Q: For meter collection, can remote meter readings (DCA/data collection agent) be used instead of manual

user submissions?

A: Bidders shall propose a method of collecting meter reads that is consistent with the requirements under

Paragraph 12 Overage Reconciliation. A data collection agent may be used under this contractor, however,

prior to approval and implementation it will need to undergo a security review and risk assessment by our

Information Technology Division. If proposing to utilize a DCA, please submit within your proposal a white

paper of the software and your company’s security protocols for access to the software and data held within

for our consideration.

13. Q: If deploys remote data collection tools, will the Judicial Branch accept these readings as authoritative

for reconciliation adjustments?

A: No. The Contractor will still be responsible for providing reporting by speed segment as outlined in

Paragraph 12 Overage Reconciliation.

14. Q: Does the Judicial Branch pay the committed quarterly volumes when they are not met?

A: Yes.

15. Q: Is the Judicial Branch open to providing loaners with upgraded configurations if identical models are

not available?

A: Comparable loaners are preferred. If not available, the Contractor would need to work with Purchasing

Services to determine an appropriate alternative loaner.

16. Q: How many coin-op units are currently active, and what percentage may require replacement over the

contract term?

A: The Judicial Branch currently has the following 14 coin op and it is possible any or all would need

replacement during the term of the contract.

Law Library

Bridgeport

Danbury

Middletown

New Britain

New Haven

New Haven

New London

Putnam

Rockville

Stamford

Stamford

Torrington

Waterbury

Waterbury

Copier Model and Judicial Tag

Canon DX 4725i

146935

Canon 4225

135655

Canon IR3225

136062

Canon IR4225

147069

Canon DX 4725i

146980

Canon DX 4725i

146981

Canon 4225

135616

Canon 4225

135636

Canon DX 4725i

147001

Canon IR 4225

135689

Canon IR 4225

135690

Cannon 3225

125171

Canon 4225

147026

Canon 4225

147027

Current Coin Op Make and model (if known)

Jamex 6557

ITC Systems

ITC Systems

ITC Systems (52X0)

Jamex 6557

Jamex 6557

ITC Systems

Access Control Technologies

Jamex K00002626

ITC Systems

ITC Systems

ITC Systems

ITC Systems

ITC Systems

17. Q: Which coin-op models are currently deployed, and are there compatibility limitations with new Canon

devices?

A: Please see the answer to question #16 above for the model. We have encountered some compatibility

limitations with the current Canon copiers.

18. Q: Will the Judicial Branch accept certified third-party coin-op units if Canon-branded coin-op hardware

is unavailable?

A: Bidders are asked to propose a manufacturer and model that will be compatible with the copier model they

are proposing. The Judicial Branch will consider different manufacturers for coin-ops so long as they are

compatible and have the required features we are seeking.

19. Q: Does the Judicial Branch require production-capable devices at high-volume courthouse locations?

A: No, high-volume production equipment is specifically excluded from this contract.

20. Q: Should all new equipment include advanced security features (e.g., hard-drive encryption, TPM chips,

secure boot)?

A: Yes.

21. Q: Will the Judicial Branch require support for print management tools such as uniFLOW, now or in

future phases?

A: The Judicial Branch is interested in Bidders providing additional information for our consideration for

future phases.

22. Q: Are there Judicial Branch IT or CJIS security policies that vendors must comply with beyond what is

listed in the RFQ?

A: Yes, any software proposed will need to be reviewed by the Judicial Branch IT Cyber unit and will need to

meet CJIS standards. Please see the below additional information:

• Email Scanning Controls – Users should only be able to scan to their official Judicial Branch mailbox, not

personal email accounts. They can forward emails from there to personal emails IDs as our email DLP

and sensitivity labels will handle any outbound protections.

• Centralized Management – We need a single console to manage security settings, firmware updates,

logging, and device configurations across all Canon units statewide.

• SSO + RBAC – Devices must support secure authentication (preferably Single Sign-On) and role-based

access control to limit who can copy/scan/scan-to-email.

• Firmware & Vulnerability Monitoring – Copier Manufacturer should provide timely updates, and we need

alerting when a device’s firmware has a known vulnerability. Breach/notification requirements must align

with CJIS and IRS Pub 1075 expectations.

23. Q: Can you clarify how you’ve defined the warranty as service (parts and labor) are included in the cost

per page. Therefore, guaranteeing the performance of the device while under a service contract.

A: New equipment purchased must include a twelve (12) month warranty period. All warranty repairs and

service to new equipment must be performed by the Contractor at no cost to the Judicial Branch. The cost per

copy quoted shall cover all costs including but not limited to; labor, travel, parts, toner, staples, and all other

supplies except paper required for normal copier maintenance. The charges quoted shall also cover the

service of any coin-op units attached to any copier and any new copiers purchased.

24. Q: If as explained there is no charge for parts and labor for new devices for 12 months, how will Judicial

Branch pay for consumables?

A: Copier maintenance commences at the time of purchase, and the cost of consumables shall be incorporated

into that quarterly price. Warranty repairs are at no cost to the Judicial Branch.

Commodity Codes

• NAICS 532420Office Machinery and Equipment Rental and Leasing
• NAICS 811212Computer and Office Machine Repair and Maintenance

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