- Key Dates Updated:
Eastern Time Zone column corrected (see Key Dates below).
- Line Item Worksheet
Updated: Line Items #5 and #145 have been removed and
the quantity for
Line Item #146 has been updated.
- Line Item Worksheet
Updated: The Remanufactured Unit Price Column (J)
has been grayed
out for remanufactured Line Items currently being bid as 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
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).
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.
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
Please comply with the instructions in the Bid Notice email you were
sent informing you of this opportunity.
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.
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
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
Line Item Worksheet:
Sorcity is providing you this
Updated 3/18/13Line 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
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.
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.
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.
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.
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.
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.
These are requirements specific to this purchase:
All items must be shipped FOB delivered, prepaid and allowed.
Orders received before 2:00 PM must be delivered the next day.
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.
Vendor must have the
ability to warehouse and have available all or most of Buyers inventory of
toners for next day delivery.
Vendor must be EDI capable.
Full EDI requirements can be found in the General Requirements document
Awarded vendor must provide an online view only website for RISD users to
access for toner information and RISD assigned pricing.
Monthly usage reports must be sent to RISDs Purchasing Department.
outside representative must be assigned to RISD for proper contract
management, monthly usage reporting, etc.
inside representative must be assigned for customer service and assistance
with order requests and returns.
Vendor must offer a Recycle
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.
All vendors who respond to the reverse auction must
submit hardcopy documents by 1:30 PM, April 12, 2013. Hard copy documents must
be submitted in an envelope marked on the outside with the bidders name,
address, and bid number RFB #1268 Toner and Ink Cartridge to:
Richardson Independent School District
970 Security Row
Richardson, Texas 75081
KEY DATES: Anticipated for Award (U.S. Time)
I confirm I meet all terms and
Will-Bid Event #4707
All clarifying questions should be entered
Suppliers must be registered with Sorcity
Receive Access Code and place opening bid
Final bids due for Event #4707 - Toner
Supplier to send Line Item Worksheet to
Buyer will contact low bid Suppliers
Hard copy of bid due to RISD
Samples due, if requested by the Buyer
Buyer will award to best qualified Supplier
Sorcity is committed to
following the Institute for Supply Managements Ethics Guidelines for
procurement and has therefore implemented the following bid guidelines to ensure
all suppliers are treated fairly. Please comply with the following or you may be
disqualified from bidding on this opportunity.
questions or exceptions should be entered above through the [View & Ask Questions] button.
Answers will be posted, shortly thereafter, for all Suppliers to
If you need to speak
directly to a representative, please call Sorcity at (972) 661-3265. Any
direct contact with Buyer, regarding this bid, is prohibited
and may result in immediate disqualification to participate in this ebid.
By placing a bid in
this ebid, you represent that your firm agrees to all terms, stated in the
Sorcity Member Agreement, and all content, terms, and conditions contained in
this document, except for any exception Sorcity, or the Buyer, may grant in
writing, or on the Question & Answer page linked above.
understands that no assumptions are to be made, and that content, or clauses,
not contained in this ebid
do not apply, unless approved in writing by the
Buyer and Sorcity.
This bid must be
honored for the duration of your discussions with the purchasing organization,
per the terms stated in the ebid. If you are unable to honor
this bid at any time, you MUST cease discussions with the Buyer and notify
Sorcity. Please read the Sorcity Member Agreement regarding not honoring your
bid and any associated penalty
If an item is
discontinued then it must be replaced by a Buyer-accepted substitute at the same
or lower price.
guarantee the proper function of each cartridge and agree to replace any
unacceptable cartridge free of charge within 48-hours.
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.
In determining to
whom to award a contract, the District shall consider thisAward Criteria.
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 RISDs 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
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
understands that new equipment or technology may change some of the items needed
over the course of a multi-year contract and the suppliers 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.
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.
must honor their bid price until August 2018 in accordance with the Price
Fluctuation Clause stated above.
We appreciate your
participation in this ebid opportunity!