Tazewell County is seeking proposals for a copier/printer lease and service agreement for a 60-month term. The agreement includes lease, service, parts, and maintenance for copier systems, excluding paper. Bids must include a separate price for the lease and a full-service maintenance agreement. An optional pre-bid meeting is scheduled for May 19, 2026. Proposals are due by June 8, 2026, at 2:00 PM CST. Questions must be submitted in writing to Mindy L. Darcy by June 1, 2026. The county reserves the right to award the lease and service agreements to separate vendors. Vendors must provide manufacturer documentation, local customer references, and financial statements for the local dealership. A four-hour emergency response time is required, with a provision for a loaner system if a machine is inoperable for 24 hours. The contract must include an appropriation of funds provision. All proposed machines must be new, current model year units with specified features. The county is exempt from state and city sales tax.
Proposals will be received in the Tazewell County Finance Office no later than 2:00 PM CST, Friday, June 8, 2026.
The bid notice does not explicitly state payment terms, but mentions monthly billing statements may be sent to different county departments and a final fullyear true up at the end of each twelvemonth period.
The bid notice states that all guarantees and warranties required shall be furnished by the contractor and shall be delivered to the purchasing agent before final voucher on the contract is issued. It also mentions that for any device that fails to operate to specifications three times in any four-week period, the supplier shall replace that device with a new copier/printer at no cost to the user.
An award will be made to the lowest qualified bid that complies with the terms and conditions of the specifications, provided that it is in the best interest of the county to accept the proposal. The quality of the articles to be supplied, their conformity with specifications, their suitability to the requirements of the county, and the delivery terms will be taken into consideration in making the award.
Bidders must be interested and qualified parties. Vendors must provide documentation that they are authorized by the respective original equipment manufacturer to sell and service all proposed copier equipment in Tazewell County and provide current financial statements for the local dealership providing the service agreement. They must also provide three to five local customer references.
The bid notice mentions that if the contractor fails to perform any of the other performances of this contract, or so fails to make progress as to endanger performance, and does not cure such failures within a period of ten days, the county may terminate the contract. In the event of termination, the contractor shall be liable to the county for any excess costs for similar supplies or services.
An optional pre-bid meeting will be held on Tuesday, May 19, 2026, at 10:00 AM CST for interested bidders to review the site and obtain clarification on any questions. It is strongly encouraged for bidders to attend this meeting.
Samples of items when required, must be submitted within the time specified and at no expense to the county. If not destroyed in testing, they will be returned at the bidders request and expense. Samples not requested for return within thirty days will become the property of the county.
The bid notice does not explicitly state a deadline for challenges or objections.
The bid notice states that if the contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated, the county reserves the right to cancel the whole or any part of the contract. It also mentions that in the event of the contractor's noncompliance with the equal opportunity clause, the contractor may be declared not responsible and therefore ineligible for future contracts.
