RFP for copier and printer maintenance with lease option for Community Unit School District 300. Proposals due via BidNet by Nov 19, 2026, 11:00 AM CT. Non-mandatory pre-RFP meeting and site visit on Oct 30, 2026. Contract term 3 years with 2 one-year extensions. Requires performance and payment bonds, bid security of 10%. Payment within 45 days after project completion. Warranty minimum 3 years. Vendor must be authorized dealer and provide dedicated onsite technician. Award based on evaluation criteria including road mapping strategy, cost, and references.
Proposals must be uploaded to BidNet on or before the time scheduled for the opening. Late proposals will not be opened nor considered.
Payment to be made within 45 days after the project completion.
The proposer shall warrant the work services, and/or products to be free of defects in material and workmanship for a minimum period of 3 years.
Submitted proposals will be evaluated by a committee. Evaluation points total: road mapping strategy 20, cost of copier/printer maintenance/papercut 20, cost of lease pricing 20, use of OEM parts 10, dedicated support technician 10, references for service 20, total 100.
Vendor must be an authorized dealer and installer of products vendor is bidding on. Vendor must supply a list of references of like products and installations.
Upon failure to furnish required bonds, execute the contract and proceed with the work, the bidder shall forfeit the check or the district shall be entitled to the principal amount of bid bonds as liquidated damages.
A non-mandatory site visit meeting will begin at Dundee Crown High School on Friday, October 30, 2026 at 9:30 AM.
Should a bidder find any claimed discrepancies in, or omissions from, any of the documents, or be in doubt as to their meanings, bidder shall advise the purchasing official first orally, followed by written fax or letter with specification of the claimed problems which must be received during regular working hours at least 10 days before the date set for proposal opening.
Conditional proposals will not be accepted. Strikeouts or addition of conditions or provisions or insertion of substitutes shall be reason for rejecting a proposal without any specification of reason for the rejection.