The Richardson Independent School District (RISD) is soliciting bids for Toner & Ink Cartridges as per the specifications stated in this document. The term of this award a five (5) year period with an initial 3-years award and two 1-year extensions, provided performance is on track. Please read this complete ebid, all email notices, and the Sorcity Member Agreement, in full, so you understand the bid guidelines and are properly prepared for this bid if your company qualifies and would like to participate.

The Buyer would like to establish a long-term relationship with a Supplier who is able to provide the products, quality, and service-levels outlined in this bid document. This is an organization-wide program. All locations will purchase through this award, which should provide assurance to the awarded bidder that the dollar value awarded is intended to be met. The anticipated start date for this award is August, 2013.

Although price is an important element of this award, this is not a price-only decision. Other factors to be considered include: quality, service-levels, responsiveness, as well as Buyer's standard terms and conditions, and relationship. After the bidding ends, the Buyer may contact several low bidders to further understand the bidder's capabilities and additional benefits before an award is made (see Key Dates below).

PLEASE NOTE:

To ensure the bid process remains fair, any direct contact with the Buying Organization regarding this opportunity, during or after this bid process, until the Buyer contacts you, will cause you to be in violation of the bid process and be eligible for penalties (see Sorcity Member Agreement).

The quantities listed in the Line Item Worksheet for each product are expected to be the minimum purchasing requirements during the next 3-years, based on the last 12-months of actual usage, but fulfillment of award is measured on category dollar value you bid and not specific line item quantities. Suppliers should know that the Buyer does not intend to award at a price higher than what they are currently paying, so bid aggressively.

BID STRUCTURE:

If you are able to provide and bid on all items listed and meet all terms and conditions stated, then you are invited to bid in this Online Bid Event (ebid).

Please perform honorably. Bids will only be accepted through this ebid. Bidding in any other manner, or attempting to sell directly to one of the Buyer's locations will disqualify you for this business for the term of the award and will remove you from good standing with the Buyer and Sorcity for future business. We look forward to your participation and help in maintaining the integrity of this fair and objective bid process.

Additional bid guidelines:

1. Please comply with the instructions in the Bid Notice email you were sent informing you of this opportunity.

2. If you are not already a Sorcity member, register with Sorcity only after you have read in full and agreed to the Sorcity Membership Agreement.

3. Please note that this is not a commitment to buy all specified line items or quantities listed, but a good faith effort to meet or exceed the dollar amount awarded for goods in this general category.

4. Buyer is requesting Bidder's best price in the bid to include: rebates, allowances, and other incentive programs. The Buyer does not want these other incentive programs in addition to the price, but included as part of the price bid. The intention of this requirement is to eliminate these other programs so tracking and auditing is not required, but instead, straight forward prices are provided.

Line Item Worksheet:

1. Sorcity is providing you this Updated 3/18/13 Line Item Worksheet as one of the bid documents, to list your per unit pricing, which will automatically calculate the “Total” bid price. Only the “Total” from the Worksheet may be entered as your bid in the online Event. Do not attempt to enter line item prices online or your bid will be inaccurate.

2. Please be sure to save the Line Item Worksheet to your desktop first, and then use it to work up your Bid. This will allow you to promptly return this worksheet once the bidding ends.

3. Please follow the instructions including filling in all items highlighted in green such as your Dun & Bradstreet number and Unit Prices where noted, as it is part of this bid package.

4. YOUR COMPLETED LINE ITEM WORKSHEET IS A REQUIREMENT AND MUST BE RETURNED TO SORCITY WITHIN (1) HOUR AFTER THE BID ENDS, regardless of your bid position. Failure to do so may render your bid unacceptable and invoke penalties.

5. Per unit prices must not be higher than the price a bidder has represented either in their catalog or their online site. This requirement does not apply to special promotions.

6. Your general category discount, in a percent, should also be placed in the Line Item Worksheet where noted. The general discount percentage is an important part of the decision criteria, and must match the percent discount provided on all other like items, so vendors should factor this into their pricing structure.

7. OEM Compatible Substitutes, of equivalent or better quality and performance, will be allowed for those items highlighted in yellow. If you bid an OEM compatible substitute, then you must enter the description in the "Substitute Make and OEM Number" column, highlighted in yellow. There may be a small portion of internal users that order remanufactured cartridges so RISD would like to see your pricing for remanufactured cartridges entered in the "Remanufactured Price" column highlighted in orange, however, you must be able to offer OEM products for all OEM line items since orders for remanufactured cartridges are expected to be minimal and not a large portion of the business. Substitutes for remanufactured cartridge line items must also be of equivalent or better quality and performance to the Toner RISD is currently receiving.

REQUIREMENTS:

These are requirements specific to this purchase:

1. All items must be shipped FOB delivered, prepaid and allowed.

2. Orders received before 2:00 PM must be delivered the next day.

3. Delivery of product will be made directly to the school or the department.

   • Schools locations will have delivery to the front office.

   • Administrative locations will have delivery to the department in the building.

   • You can view the locations for delivery Here.

4. Vendor must have the ability to warehouse and have available all or most of Buyer’s inventory of toners for next day delivery.

5. Vendor must be EDI capable. Full EDI requirements can be found in the General Requirements document below.

6. Awarded vendor must provide an online view only website for RISD users to access for toner information and RISD assigned pricing.

7. Monthly usage reports must be sent to RISD’s Purchasing Department.

8. An outside representative must be assigned to RISD for proper contract management, monthly usage reporting, etc.

9. An inside representative must be assigned for customer service and assistance with order requests and returns.

10. Vendor must offer a Recycle Program .

11. The following documents are part of the complete bid package and provide the full specifications and terms and conditions of this bid opportunity. Suppliers must read all documents carefully and comply with all instructions.

    • General Requirements

    • RISD Request for Bid Document

1. Signature Sheet

2. Felony Conviction and Debarment Sheet

3. Interlocal Agreement Sheet

4. Conflict of Interest Questionnaire

5. General Information Form

6. Reference Page

7. Line Item Worksheet (Hard Copy)

KEY DATES: Anticipated for Award (U.S. Time) Updated 4/8/13

Seller EDI capability is required

1. You must bid on all items listed in this Event.

2. Buyer payment terms are Net 30 days.

3. Buyer's General Terms and Conditions apply.

4. If an item is discontinued then it must be replaced by a Buyer-accepted substitute at the same or lower price.

5. Vendor shall guarantee the proper function of each cartridge and agree to replace any unacceptable cartridge free of charge within 48-hours.

6. If a toner or ink cartridge has damaged or destroyed a printer, and if the assigned technician and the vendor both agree that the toner or ink cartridge is the cause of damage, the awarded vendor shall replace the printer free of charge.

7. In determining to whom to award a contract, the District shall consider this Award Criteria.

8. RISD will perform a series of tests for toners and ink cartridges when the reverse auction ends. The district will notify vendors with specific toner requests. RISD anticipates the request will consist of the most purchased toner/s and its associated remanufactured toner that is offered and a random sample of other toners. RISD reserves the right to request additional toners as needed.  RISD will communicate with vendor if/when a toner is needed for testing. Vendor will have 48 hours to deliver toner to RISD’s testing facility free of charge. The testing and evaluation phase of these samples will include:

   • Inspection of the toner or ink cartridge packaging

   • Inspection of the toner or ink cartridge

   • Testing the cartridge in a high volume school or department situation

9.     For changes that are needed, market comparisons may be made by the Buyer to confirm price changes and discounts.  If the awarded supplier's price for changes is not in line with this market comparison, it can be grounds for award termination based on supplier performance.

10. The Buyer understands that new equipment or technology may change some of the items needed over the course of a multi-year contract and the supplier’s standard prices may decrease over the course of the contract for some or all items listed, therefore, anytime after the first 12-months of this award and in accordance with the Price Fluctuation Clause, if the price on any item is lowered below the price quoted in this ebid, the supplier will automatically lower the Buyers price to the new price offered.

11. Price Fluctuation: Due to the potential for price change in the items listed, pricing must be fixed for an initial 12-month period, and then for each subsequent 6-month period, at which times it may be adjusted up or down, based on mutually agreeable price change clause, established between the Buyer and supplier prior to award. The Supplier agrees to provide the Buyer, and Sorcity, verifiable documentation that influences price changes, and explain the impact on a change in price, 30-days prior to the end of the current price period. If a price decrease is not reported when it is due, then RISD will be refunded, retroactive, through that due date.

12. Awarded Seller must honor their bid price until August 2018 in accordance with the Price Fluctuation Clause stated above.