REQUEST FOR PRICE QUOTATION FOR Laser Toner Cartridges. DATE BIDS REQUESTED: June 24, 2009 WEDNESDAY 10:30 A.M BID # RETURN TO:

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1 REQUEST FOR PRICE QUOTATION FOR Laser Toner Cartridges DATE BIDS REQUESTED: June 24, 2009 WEDNESDAY 10:30 A.M BID # RETURN TO: DR. PAM BEST, INTERIM SUPERINTENDENT LOUISBURG UNIFIED SCHOOL DISTRICT #416 BOARD OF EDUCATION OFFICE P. O. Box 550 LOUISBURG, KANSAS 66053

2 INVITATION TO BID LOUISBURG UNIFIED SCHOOL DISTRICT #416 P. O. Box 550 LOUISBURG, KANSAS The Board of Education will receive bids on remanufactured laser printer toner cartridges for Unified School District #416 (USD416) in the Board of Education Office, Louisburg, Kansas until 10:30 a.m. on Wednesday, June 24, GENERAL CONDITIONS: 1. USD416 ensures an open and fair bidding process. Bids will be analyzed and an award made to the lowest responsive bidder whose offer conforms to the Request for Price Quotation and is considered to be the most advantageous to Unified School District USD416 reserves the right to accept or reject all or any part of bid. 3. USD416 reserves the right to accept individual items or total bid. 4. USD 416 reserves the right to reject all bids without comment. 5. Cash discounts and delivery will be considered in awarding a bid. 6. All bids must be priced, extended, and totaled. 7. Deliveries are to be F.O.B., Louisburg, Kansas. 8. Prices quoted must remain firm, or less, for a period of one year beyond date of bid acceptance. Orders will be placed using a District Purchase Order by each building on an ongoing basis throughout the remainder of the year. All deliveries will be made to location indicated on the Purchase Order. 9. Upon bid acceptance, USD 416 will contractually obligate to purchase toner cartridges outlined in this bid request from the Contractor for a period not to exceed one year from date of acceptance. If Contractor cannot meet obligations of contract, USD 416 reserves the right to cancel the agreement with 10 days written notice to Contractor. 10. Bids are to be made in consideration of the tax-exempt status of the Unified School District # Any Contractor furnishing remanufactured toner cartridges must use products fully remanufactured to specifications equal to, or exceeding original equipment manufacturers (OEM) cartridge standards of quality and performance and approved remanufactured toner cartridge industry standards. 12. All bid responses must include expected average toner yields for each toner cartridge specified and provide a cost per copy analysis for toner consumption. 13. USD416 will not be liable for any costs associated with the preparation of materials for Contractor s bid submission. 14. All items must be properly packed and/or crated to insure delivery in good condition. Rejected items will be held at the seller's risk and expense. 15. Payment of the seller's invoice is subject to adjustment for any shortage, or for rejection of any item or items 16. Contracts entered into on the basis of submitted specifications are revocable if contrary to law. 17. Date of receipt will be considered the effective dates all goods and invoices are received. 18. Bids are to be submitted on the form enclosed and placed in a sealed envelope marked Laser Toner Cartridges, BID # Faxed bids will be accepted if received prior to bid deadline Fax Number: All bids received by courier or parcel post will be sealed until date of bid opening at which time the bids will be publicly opened and read aloud. Contractors are invited to attend bid opening. 21. Contractors must bid on all items on bid list. All items must meet or exceed minimum specifications. Each item or component must be priced individually in submitted response. Laser Toner Cartridges BID #

3 We have read the following conditions and herewith submit our bid. Company Return to: Dr. Pam Best Interim Superintendent U.S.D. #416 Address P. O. Box 550 Louisburg, KS Fax: City State Zip Bid # By Title Return Date: 10:30 A.M. Wednesday, June 24, 2009 Date Telephone Please contact Richard Griffin, Technology Coordinator at if you have any questions. Laser Toner Cartridges BID #

4 Remanufactured Toner Cartridges I. Description USD 416 has purchased remanufactured toner cartridges for laser printers for several years. These purchases saved the District a considerable amount, as the cost of new cartridges is, on average, 2.5 times more expensive than remanufactured cartridges. Cartridges supplied under this contract must meet original equipment manufacturers (OEM) standards and provide full performance guarantees. USD 416 s specifications require spent cartridges to be remanufactured and all components to be recycled when their useful life is over, reducing the landfill disposal of hazardous material. II. 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 and shall submit a minimum of three letters of reference from organizations using their products. III. IV. Requirements The Contractor shall furnish remanufactured toner cartridges that have been fully remanufactured to specifications equal to, or exceeding original equipment manufacturers (OEM) cartridge standards of quality and performance and approved remanufactured toner cartridge industry standards. Toner cartridges furnished to this specification shall meet or exceed the latest remanufactured toner cartridge standards, or the guidelines adopted by the Standardized Test Methods Committee (STMC), the American Society for Testing and Materials (ASTM) and the International Safe Transit Association (ISTA), including the ASTM F 1856 Standards, ASTM F 335 and F 2036 Standards and ISTA Integrity Procedure 1A Standards (ISTA 1A). Used Cartridge Recycling Because the remanufacturer needs to recover the cartridge when it is empty in order to refurbish for resale, USD 416 requires the Contractor to collect used cartridges for recycling when new ones are delivered. V. Used Cartridge Recycling Collection Requirement The Contractor shall provide a pre-paid shipping/mailing label for returning each empty toner cartridge at no cost to USD 416, or set-up a toll free contact phone number to request pick-up of all used and empty toner cartridges. Toner Cartridges for recycling shall be picked up within 5 business days of request, per department or building. No used cartridges may be excluded from collection. VI. Warranty Users are often concerned that using remanufactured cartridges will void the OEM warranty. Equipment warranties must be fully covered under warranties if the cartridges are remanufactured to Original Equipment Manufacturers (OEM) standards, so USD 416 s contract requires remanufactured cartridges to meet this standard: Laser Toner Cartridges BID #

5 Remanufacturing standards and warranty All cartridges shall be guaranteed to perform to OEM specifications and to the satisfaction of USD 416. 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 USD 416 for any printer service performed 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 USD 416. The Contractor shall recycle end-of-life toner cartridges and provide USD 416 with details of its recycling program upon request. VII. List of required products *The following is a list of the equipment, by model and OEM part numbers for toner cartridges and their expected average yields (per Manufacturer recommendations) used in laser printers at USD 416: Model p/n Yield p/n Yield p/n Yield p/n Yield HP1200 C7115A 2500 C7115X 3500 HP4050 C4127A 6000 C4127X HP4250 Q5942A Q5942X HP4p 92274A 3350 HP5000 C HP C2500 C9700A 4000 C9701A 4000 C9702A 4000 C9703A 4000 HP C3500 Q2670A 6000 Q2671A 4000 Q2672A 4000 Q2673A 4000 HP C3600 Q6470A 6000 Q6471A 4000 Q6472A 4000 Q6473A 4000 HP CP2025N CC530A 3500 CC531A 2800 CC532A 2800 CC533A 2800 *Note: the above list represents an effort to identify all known printer models used by the District and may be subject to changes. Laser Toner Cartridges BID #

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