Copier Supplies Government Bids & RFPs

All material must be delivered within one week after order has been received from the purchasing department.

Payment for this contract shall be contingent upon the successful completion of the work defined herein and based on an invoice submitted by the contractor for payment. Payment terms are net 30.

This contract shall be awarded as specified on page 1, instructions to the bidders, item 9, on a bid received from a responsible and qualified bidder who complies with the qualification of this specification. It is the colleges intention to award purchase orders to the lowest responsible bidder.

In order to be considered for award each bidder must: a. Carry a full line and variety of fine printing papers and must represent reputable manufacturers. b. Maintain adequate warehouse facilities to insure that most items are delivered within one week of the placement of orders. c. Maintain adequate internal and external sales representation to insure that any resultant agreement is fully serviced with respect to sales, service and technical guidance.

If the college agent is of the opinion that the awarded workproducts are unnecessarily delayed, the rate of progress of delivery is unsatisfactory, or that the corporation, firm, or individual contractor is willfully violating any of the contract requirements or conditions or is acting in bad faith, the colleges agent shall take whatever action necessary for the completion of the work and/or delivery of the products to the college. Resulting expenses to the college will be deducted from monies due the contractor and the bondsman will be held liable for any balance due at the completion of the contract.

When samples are requested by the college, the bidder must supply them free of charge. Samples will not be returned to the bidder. Samples must be submitted upon request.

Failure to incorporate any applicable addenda in the final submittal may result in the rejection of your bid. Fax responses to bid proposals are not acceptable. Bids that vary from specifications addendums may be rejected by the college. Bids may be rejected or award cancelled by the college if a bidder intends to sublet any/all of the required work. Contracts will not be awarded by the college to any corporation, firm, or individual that has failed in any former contract with the college to perform work or complete work or, in the colleges sole judgment, to satisfactorily deliver or provide the quality of materials, fulfill a guarantees or complete work in accordance with the schedule for such prior contract. The college will reject materials that do not meet specifications, even if the bidder lists trade names, or names of such materials on the bid. Bids containing escalation or other clauses for price change may be rejected.

Proposals are due by 1:00 PM CT on June 22, 2026. Standard delivery expectations are one to three business days, with expedited options available.

Payment will be made each month within 30 days of completion of services and receipt of invoice.

The proposal must include a replacement policy for defective toner, including dead-on-arrival cartridges, leakage, low yield, and print defects.

The city intends to award this solicitation based on a combination of vendor qualifications, proposed service levels, and pricing, with award made on a best-value basis and not on low bid alone.

Offerors shall provide company profile, years in business, experience supporting municipal clients, a minimum of three references, description of quality assurance processes, environmental and sustainability practices, and insurance coverage.

Questions are due by June 15, 2026.

Bids not submitted pursuant to the conditions set out in this request may be rejected. All bids received after the stated opening date and time will not be considered.