2:00 P.M. Prevailing Time; May 18, 2017; in the office of Business Services, Support Services Building, Room 1306.

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1 3301 N Mulford Road, Rockford, IL (815) Toll-free (800) BID/RFP NUMBER: #17-18 Michael Papp Director of Business Services Rock Valley College 3301 N Mulford Road Rockford IL ALL BID/RFP PACKAGES MUST BE RETURNED IN A SEALED ENVELOPE WITH THE BID/RFP NUMBER ON THE LOWER LEFT HAND CORNER OF THE ENVELOPE. BIDS DUE: Bid Opening: 2:00 P.M. Prevailing Time; May 18, 2017; in the office of Business Services, Support Services Building, Room :05 P.M., May 18, 2017; in the Support Services Building, Room BID/RFP DESCRIPTION: Toner Cartridges YOUR COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE: Toner Cartridges and Service Page 1

2 STANDARD INSTRUCTIONS TO BIDDERS 1. All quotations/bids must be made on this bid form. 2. Sign and return the original bid document; retain a duplicate for your files. Unsigned bids will not be considered for award. 3. Give complete specifications for any substitutions or alternates offered. 4. Rock Valley College is not subject to Federal Excise Tax or Illinois Retailers Occupational Tax. Exemption Certificates shall be furnished upon request. Our Tax Exempt Number is: E Prices submitted for quotation shall include all charges for packing, transportation, and delivery to the College, Rockford, Illinois. 6. All correspondence must be addressed to the Director of Business Services. 7. Return quotations, properly executed, in the enclosed envelope marked with the bid opening, time and date. Seal and deliver the properly executed quotation to the Director of Business Services on or before the time set for the opening. No bids will be accepted after the time designated in the request for bids, regardless of the reason given for the delay in delivery of same. Bids received after the stated time of the bid opening shall be returned unopened. 8. Bids shall be available for inspection in the office of the Director of Business Services after award of order (s) or contract (s). 9. The Board of Community College District #511, Rockford, Illinois reserves the right to reject any or all bids. 10. All proposals must be submitted without modification or reservations on the accompanying schedule of items and proposal form with each space properly executed. 11. Explanations or statements which the Bidder wishes to make must be placed in the same envelope and attached to the Bidder s proposal. It is understood that the Bidder must bid in strict accordance with the specifications and schedule and no substitutions may be made unless so indicated on the proposal form as received from the College 12. Special attention is directed to Bidders that no claim for relief due to errors or omissions in the bidding shall be considered. Bidders shall be held strictly to the proposals as submitted. Should a bidder find discrepancies in, or omissions from, any of the documents, or be in doubt as to their meaning, they should advise the Director of Business Services who shall issue the necessary clarifications to all prospective Bidders by means of an addendum. 13. Manufacturers trade names are used in the specifications for the express purpose of establishing a standard of quality and coordination of design, not for the purpose of limiting competition. 14. Any fees, legal or otherwise, involved in the successful delivery of this bid shall be borne by the Bidder Toner Cartridges and Service Page 2

3 ALTERNATES Alternates shall not be considered unless they are a standard item of manufacturer as evidenced by literature, catalogs, etc. Alternates quoted/bid must be qualified and approved PRIOR to the date of the bid opening by the Director of Business Services. INVESTIGATION OF BIDDERS The Director of Business Services shall make such investigation as is necessary to determine ability and qualifications of the Bidder to perform the contemplated work. The Bidder shall furnish all such information and data for this purpose as may be requested and shall be prepared to show completed installations of equipment or projects similar to that included in this bid document. The Director of Business Services reserves the right to reject any bid, if evidence in the hands of said Director indicates to said Director that the Bidder is not properly qualified to carry out the obligations as described in the bid documents. RESERVATION OF RIGHTS BY COLLEGE The College reserves the right to reject any or all bids, to waive irregularities and to accept that bid which is considered to be in the best interest of the College. Any such decision shall be considered final and not subject to review. Accepted bids are subject to execution of a written contract between the bidder and Rock Valley College. All such contracts are contingent upon approval by the Board of Trustees of Community College District No An executed and signed Rock Valley College purchase order constitutes, but is not limited to, a contract. All bids must be signed and attested by responding bidder. SIGNATURE CONSTITUTES ACCEPTANCE Signatures of Bidders to these bid documents shall be construed as acceptance of all items of proposal and specification. WITHDRAWAL OF PROPOSALS Any bidder may withdraw his proposal at any time prior to the time specified in the advertisement as the closing time for the receipt of proposals by signing a request therefore. However, no bidder shall withdraw or cancel his proposal for a period of sixty (60) calendar days after said advertised closing time for the receipt of proposals: the successful bidder shall not withdraw or cancel their proposal after having been notified by the Director Purchasing that said proposal has been accepted by the Board of Trustees. CANCELLATION Rock Valley College reserves the right to cancel any contract in whole or in part without penalty due to failure of the contractor to comply with terms, conditions and specifications of this contract. EXECUTION OF BIDS In order to provide for increases or decreases in the quantity specified, because of changes in requirements or conditions, Bidders are encouraged to indicate both unit costs and total amounts where applicable. In the event that the Bidder does not supply unit costs (if applicable), it shall be assumed that the unit cost is the total cost divided by the quantity specified. Failure to indicate unit costs shall not result in a technical disqualification Toner Cartridges and Service Page 3

4 AWARD OF ORDER The College reserves the right to divide the award of orders for the items listed on this bid schedule if the best interest of the College is so served in so doing and/or if the award is applicable to a divided award. If a divided award is not acceptable to the Bidder, the Bidder must so state on the submitted bid. ACKNOWLEDGEMENT Each supplier shall acknowledge receipt of purchase order (s) and acceptance thereof within ten (10) days of the purchase order date. DELIVERY Delivery must be made as specified on bid specifications. If delivery date is not specified, usual and customary delivery shall be thirty (30) days from the receipt of order. Vendors must notify the Director of Business Services when this delivery schedule cannot be met. TOXIC SUBSTANCES Where applicable, all Bidders shall comply with the TOXIC SUBSTANCE DISCLOSURE TO EMPLOYEES ACT, of the State of Illinois (P. A ), effective January 1, 1984 and provide MATERIAL SAFETY DATA SHEETS as requested. OSHA CODES Bidders shall comply with all OSHA codes Toner Cartridges and Service Page 4

5 ADDENDUM TO ROCK VALLEY COLLEGE RENTAL /RESERVATION AND CONTRACTOR/VENDOR AGREEMENT MINIMUM INSURANCE REQUIREMENTS The undersigned Contractor/Vendor or User of College Campus Facilities shall purchase and maintain the following insurance coverages with carriers with a Bests Financial Rating not less than A, XII to which Rock Valley College has no reasonable objection. A Contractor/Vendor or User shall furnish a certificate of insurance to Rock Valley College prior to the commencement of any work covered by this contract or purchase order, as evidence that all requirements of this addendum have been complied with. The certificate shall also contain a provision that the coverages afforded under the policies required shall not be cancelled or allowed to expire unless 60 days prior written notice has been given to Rock Valley College. Failure on the part of the Contractor/Vendor or User to maintain coverage as required shall constitute a default and entitle Rock Valley College, at its sole option, to either terminate the contract or procure replacement coverage and offset the cost against any money due the Contractor/Vendor or User. Coverages, whether written on occurrence or claims-made, shall be maintained without interruption from the date of commencement of work/event until the date of final payment and termination of any coverage to be maintained after final payment. 1. WORKERS COMPENSATION/EMPLOYERS LIABILITY: a. $500,000 per accident $500,000 disease, policy limit $500,000 disease, each employee b. The policy will be endorsed showing a waiver of right of recovery form #WC or equivalent in favor of Rock Valley College. 2. COMMERCIAL GENERAL LIABILITY: Coverage shall include premises operations, independent contractors, contractual liability, products and completed operations including broad form property damage, covering bodily injury and property damage for limits as shown below. Products and completed operations liability shall be maintained for two years after completion of the work performed under this Contract of Purchase Order. a. $1,000,000 each occurrence $2,000,000 general aggregate b. Policy shall be properly endorsed to show Rock Valley College as an Additional Insured. c. The policy shall also contain form #GL2503 showing the aggregate limits apply per project or GL2504 showing that the aggregate limit applies per location. 3. COMMERCIAL AUTOMOBILE LIABILITY: Coverage shall be written to include all owned, non-owned, and hired automobiles covering bodily injury and property damage, including uninsured and underinsured motorists coverage for limits as shown below. a. $1,000,000 combined single limit each occurrence OR b. $1,000,000 bodily per person, per occurrence and property damage per occurrence 4. UMBRELLA LIABILITY: The policy shall cover excess of Employers Liability, General Liability, and Automobile Liability with underlying limits as shown in A, B, and C and shall also name Rock Valley College as an ADDITIONAL INSURED for the following limits. a. $1,000,000 each occurrence b. $1,000,000 general aggregate Toner Cartridges and Service Page 5

6 5. PROFESSIONAL LIABILITY: Should this contract provide for Professional services, such as, but not limited to, Athletic Trainers, Sports Medicine, Counseling, Dental, Medical, Psychological, and Contractors, the vendor shall purchase and maintain Professional Liability coverage for the services to be rendered for limits not less than: a. $1,000,000 per claim or occurrence, $3,000,000 aggregate b. The vendor shall furnish Rock Valley College a certificate of insurance as evidence of coverage, in addition to those coverages as required in paragraphs, A, B, and C. 6. ENVIRONMENTAL LIABILITY COVERAGE: Should this Contract provide for services in connection with the removal, or disposal of hazardous wastes the Contractor/Vendor or User shall furnish proof of Environmental Liability coverage showing the following limits: a. $5,000,000 each incident $5,000,000 general aggregate b. The policy shall name Rock Valley College as an ADDITIONAL INSURED. c. The policy shall be endorsed showing that aggregate limits apply per project or location. Should any of the above policies be written on a claims-made basis the policy date or retroactive date shall predate the contract. The Additional Insured provisions as contained in paragraphs 2, 4, and 5 shall be maintained for a period of not less than five years after the expiration and or nonrenewal of this Contract. The termination date of the policy or applicable extended reporting period shall be no earlier than the termination date of coverages required to be maintained as shown above. INDEMNIFICATION: The Contractor/Vendor or User shall indemnify and hold harmless Rock Valley College as Board of Trustees, Representatives, Employees and Agents from any claims, demands or liabilities, including attorney's fees arising out of the performance of this contract and/or purchase order including, but not limited to, claims arising out of or related to environmental protection matters related to the disposal (including method thereof) of garbage, trash, refuse or other material generated by Rock Valley College and transported by or disposed of by Contractor/Vendor or User pursuant to this Contract; or arising out of or related to Contractor's/Vendor's or User's choice of site or sites for disposal. I have read and understand this addendum. CONTRACTOR/VENDOR/USER Authorized Representative Date: Toner Cartridges and Service Page 6

7 BID SPECIFICATIONS Rock Valley College (RVC) is requesting bids from highly qualified vendors with expertise in providing new and remanufactured toner cartridges. RVC intends to award the successful bidder a year contract with an option for one additional year. Cartridges supplied under this contract must meet original equipment manufacturers (OEM) standards and provide full performance guarantees. RVC is basing this bid on current usage, but values are subject to change. Awarded bidder is to furnish Material Safety Data Sheets upon first product shipment. Qualifications Contractor shall submit with their bid, certification documents that outline the brand name, specifications of product and location of remanufacturing facility used to assemble and test products. Contractor shall have a minimum of 3 years of experience in the assembly and distribution of the products described herein. Used Cartridge Recycling Because the remanufacturer needs to recover the cartridge when it is empty in order to refurbish for resale RVC requires the Contractor to collect all used cartridges, regardless of origin for recycling when new ones are delivered. Remanufacturing Standards and Warranty All cartridges shall be guaranteed to perform to OEM specifications and to the satisfaction of the college. The cartridge shall equal or exceed the yield of the OEM specification. Any cartridge found defective shall be replaced, free of charge, regardless of the amount of toner remaining in the cartridge. Defective cartridges shall be replaced or monies refunded within five (5) calendar days after the vendor is notified. If problems occur with printers due to a defective remanufactured toner cartridge, the Contractor shall provide: 1. A competent factory-trained authorized service technician to repair printer within two (2) working days. 2. The Contractor shall reimburse the college for any printer service or maintenance required due to the Contractor s defective cartridge. If the defective cartridge causes damage to the equipment, the contractor shall repair it to OEM specifications or replace damaged equipment with a comparable replacement unit at no charge to RVC. Price Escalation: Requests for price increases must be approved by the College 30 days in advance. Cost data to support any proposed increase must be submitted to the Business Services Director no less than 30 days prior to the effective date of any such requested price increase. Any adjustment allowed shall consist of verifiable material cost increases which may be passed on to the consumer. No adjustment shall be made to compensate a supplier for inefficiency in operation, or for additional profit Toner Cartridges and Service Page 7

8 CONSIDERATIONS Please complete the pricing sheet (in U.S. currency) found at the end of this document. Certification that each cartridge purchased has been fully refurbished, not "drilled and filled." Packaging must be consistent with labels that indicate toner part number and the printer model it goes into. Do you offer a purchase back program for blank OEM cartridges? YES / NO If you offer purchase back program for OEM cartridges, please describe in detail: Do you have a return program on all used cartridges for remanufacturing and/or recycling? YES / NO If you have such a return program, please describe in detail: Even if the cartridges are from another/previous supplier? YES / NO Please state Order/Delivery time and shipping costs (if any): (Delivery expected to be within 3 days of the request unless specified otherwise) RVC will request deliveries as products are needed. What are the minimum order requirements (if any): Please state the defective cartridge return policy: Responses to the above considerations will be part of the award process. The total value of all cartridges will be a determining factor. If your company provides service as well as cartridges you may fill out the section below for future consideration. However, the information below will not factor into who is awarded the bid. **Optional Printer/Copier/Fax Machine Service Information** Rates/fees for cleaning of equipment noted above (if any): Does this include deep cleaning per manufacturer specifications? YES / NO Rates/fees for service to repair printers/copiers/fax machines: (please provide details of available service offerings and warranty coverage) Rates/fees for preventative maintenance, per printer: Rate for emergency repair service (tech onsite within 24 hours): Toner Cartridges and Service Page 8

9 BID #17-18 Toner Cartridge and Service Name of Individual/Partnership/Corporation/Company/Entity Name of Preparer (print) Title Signature Date Attesting Signature (Required) Title Business Address City State Zip Telephone Number FAX Number Federal Employee Identification Number (FEIN) Notice: Rubber-stamped or typed signatures will disqualify your proposal Toner Cartridges and Service Page 9

10 Name Typical Annual Qty Quote Price Each Totals HP 4100 Series Laser Printer Cartridge, C8061X 5 HP 1200 Series Laser Printer Cartridge, C7115X 10 HP 2100 & 2200 Laser Printer Cartridge, C4096A 1 HP 1300 Laser Printer Cartridge, Q2613X 2 HP 1320 Laser Printer Cartridge, Q5949X 5 HP 8100/8150 Laser Printer Cartridge, C4182X 1 HP 2015 Laser Printer Cartridge, Q7553X 1 HP 2035 Laser Printer Cartridge, CE505A 40 HP 4015 Black Printer Cartridge, CC364X 35 HP1010/1012/3030/3055, Q2612A 1 HP M203DW Laser Printer Cartridge, CF230A 50 HP M201DW Laser Printer Cartridge, CF283A 4 HP1606 Black Laser Printer Cartridge, CE278A 30 HP600N/602N Laser Printer Cartridge CE390X 60 MICR HP 602N Laser Printer Cartridge MCE390A 1 HP 605N Laser Printer Cartridge CE281X 4 MICR HP 605N Laser Printer Cartridge MCE281A 1 HP 4000/4050 Series Printer Cartridge, C4127X 10 HP 4200/4250 Series Printer Cartridge, Q1338A 10 HP 4600/4650 Black Laser Printer Cartridge, C9720A 1 HP 4600/4650 Cyan Laser Printer Cartridge, C9721A 1 HP 4600/4650 Yellow Printer Cartridge, C9722A 1 HP 4600/4650 Magenta Printer Cartridge, C9723A 1 MICR HP 4200 Laser Printer Cartridge, MCE1338A 1 HP 4700 Black Laser Printer Cartridge, Q5950A 20 HP 4700 Cyan Laser Printer Cartridge, Q5951A 20 HP 4700 Yellow Laser Printer Cartridge, Q5952A 20 HP 4700 Magenta Laser Printer Cartridge, Q5953A 20 Brother Intellifax 2820 Fax Toner, TN350 2 Brother Intellifax 2840 Fax Toner, TN450 2 Sharp 1540,1551,1631,1641, 2040 Toner, AL100/110TD 1 Sharp FO6600 Fax Toner, FO45ND 1 Sharp FO44, FO50 Fax Toner, FO50ND 1 HP 4025,4525 Black Laser Printer Cartridge, CE260X 20 HP 4025, 4525 Cyan Laser Printer Cartridge, CE261A 20 HP 4025,4525 Yellow Laser Printer Cartridge CE262A 20 HP4025,4525 Magenta Laser Printer Cartridge CE263A 20 Canon D1120, D1320 Copier Toner, 120 5