CUE PURCHASING ASSOCIATION
REQUEST FOR PROPOSAL
Toner / Ink Cartridge Supply Program
SEALED PROPOSALS SUBJECT TO THE TERMS AND CONDITIONS SET FORTH HEREIN FOR THE PURCHASE OF SUPPLIES LISTED IN THIS INVITATION WILL BE RECEIVED UNTIL THE TIME, DATE, AND THE PLACE INDICATED BELOW, AND THEN PUBLICLY OPENED.
TIME OF OPENING:12:00 P.M., NOON
DATE OF OPENING:November 22, 2005
PLACE OF OPENING:THE UNIVERSITY OF AKRON
ROOM 209
100 LINCOLN STREET
AKRON, OH 44325-9001
CUE TONER / INK CARTRIDGES PRODUCTS SPECIFICATIONS
TABLE OF CONTENTS
GENERAL TERMS & CONDITIONS
MEMBERSHIP
REQUESTED AFFIDAVITS
GENERAL INFORMATION
ACCEPTANCE AND REJECTION OF PROPOSALS
AWARD
ALTERNATES OR EXCEPTIONS
TERM OF CONTRACT AND PRICING
PURCHASE ORDERS AND INVOICES
ASSIGNMENT OF CONTRACTUAL RIGHTS
DISQUALIFICATION OF RESPONDENTS
DISCOUNTS
DELIVERY POINT
DELIVERY SCHEDULE
FEDERAL, STATE AND LOCAL LAWS
CANCELLATION CLAUSE
QUALITY
SPECIFICATIONS AND PRODUCT TESTING
CATALOG OFFERINGS
REFERENCES
REMANUFACTURED TONER CARTRIDGE PROPOSAL SPECIFICATIONS
Qualification
Technical Specifications
GENERAL REQUIREMENTS
CARTRIDGE REMANUFACTURING PROCESS
CARTRIDGE TESTING
DEFECTIVE CARTRIDGES
WARRANTY
USED CARTRIDGE RECYCLING COLLECTION
WASTE TONER RECYCLING OR DISPOSAL
CUSTOMER SUPPORT
FORM OF PROPOSAL
CUE Toner / Ink Cartridge Supply Program RFP 2005
Proposals are due before 12:00 p.m., noon, November 22, 2005, 100 Lincoln St., Akron, OH 44325-9001
Section 2Page #1
COMMUNITY, UNIVERSITY, AND EDUCATIONAL
COOPERATIVE PURCHASING ASSOCIATION
GENERAL TERMS AND CONDITIONS
GENERAL TERMS & CONDITIONS
The General Terms & Conditions that apply to CUE proposals (Section1) are available at the following internet address:
If you are unable to access the internet a paper copy will be supplied upon request by contacting the CUE Contract Administrator, Andy Roth (330-972-7340).
MEMBERSHIP
See list at
REQUESTED AFFIDAVITS
Affidavits requested with proposal submission are available at: http:www3.uakron.edu/purchasing/cue
GENERAL INFORMATION
All proposals submitted to the Community, University, and Educational Cooperative Purchasing Association (hereinafter referred to as CUE) must be received by the CUE Contract Administrator at the location specified prior to the due date and time. It is your responsibility to submit your proposal at the scheduled location within the time frame listed. Late proposals will not be considered. All proposals are to be sealed and marked: "CUE TONER / INK CARTRIDGE SUPPLY PROGRAM PROPOSAL ENCLOSED."
CUE currently maintains a membership of approximately 90 entities located in four counties, Medina, Portage, Stark and Summit. CUE recognizes the individual needs and preferences of its membership and the fact that various brands and types of toner / ink cartridges may be needed to service the current membership. Therefore, it is CUE’s goal to offer a Toner / Ink Cartridge Supply Program to its members that will provide the broadest array of products at the best possible price thus making the contract the most cost effective and efficient method for members to procure Toner / Ink Cartridges and ribbons for use in printers, copiers, fax machines and typewriters. The Form of Proposal indicates commonly known brands or manufacturers. These are listed in the body of the tables for your convenience. You may offer discounts from list price for any manufacturer listed. You may also offer discounts from list for manufacturers not listed but CUE may weight discounts offered on the listed brands more heavily than others offered. CUE will also consider discounts offered on remanufactured and/or re-engineered cartridges.
ACCEPTANCE AND REJECTION OF PROPOSALS
CUE reserves the right to accept or reject any or all proposals or any parts of any proposal, to waive any informality, and to hold all proposals for a period of at least 90 days before acceptance.
AWARD
All awards will be to the lowest responsible and responsive respondent(s). The determination of the lowest responsive and responsible respondent(s) may involve all or some of the following factors: price, conformity to the specifications, financial condition, previous performance and references, experience, delivery promise, payment terms, location, other costs, and other objective and accountable factors, which are reasonable.
CUE further reserves the right to award the proposal based upon low proposal offered on a single item or group of items, whichever is determined to be in the best interest of the CUE membership as a whole. The CUE will grant a single award, a dual award or a multiple award where it feels the interests of the membership are best served.
Additionally, will you provide that other public agencies may purchase products and services on the same terms, conditions and pricing as the CUE, subject to any applicable local purchasing ordinances and the laws of the state of purchase? If yes, such purchases would be subject to a .5% surcharge payable to the CUE annually. Please describe how such purchases would be accurately tracked and reported.
______Yes, prices and terms will be extended.
______No, prices and terms will not be extended.
ALTERNATES OR EXCEPTIONS
Any respondent wishing to submit pricing on a product or service that is not specified in the proposal request, may do so, however, any proposal submitted must be on products or services with specifications that meet or exceed those of the products specified. CUE reserves the right to be the final judge as to the acceptance of any alternate or exception submitted. It is the vendor’s responsibility to submit literature to prove that an alternate does in fact meet or exceed the specifications listed. Any alternate submitted must be clearly marked in the proposal.
TERM OF CONTRACT AND PRICING
The term of any resultant agreement shall commence on the day following award decision and terminate one year later. CUE reserves the right to extend any award made as a result of this offering for two (2) additional years, one year at a time, subject to the approval of the CUE Membership. Pricing and/or discounts will remain unchanged unless the supplier notifies CUE of any changes 60 days prior to the end of the contract period. The supplier may also elect not to renew the agreement by notifying the CUE 60 days prior to the end of the contract. Prices or discounts offered must be firm for one year, starting at the time of award. Price or discount increases will be permitted at renewal only and any price or discount increase is restricted exclusively to a manufacturer’s increase. No increase in supplier margins will be permitted. Further, it is the responsibility of the supplier to notify the CUE Contract Administrator 60 days in advance of the renewal if any price increases are to be expected, which product(s) are affected, the new price(s), and documentation from the manufacturer illustrating the increase in price.
PURCHASE ORDERS AND INVOICES
Individual CUE members will initiate purchase orders. All such purchase orders should clearly indicate “CUE AGREEMENT.” Each member shall be invoiced separately for his or her individual purchases. All invoices must show the number of units delivered, net price per unit, and the extended total. Vendors may be requested to provide proof of delivery on specific occasions and should see that a responsible person at the designated delivery point signs all receiving tickets. It is also the responsibility of the vendor to collect any payments due from individual CUE members. CUE is not responsible or liable for any debts incurred by individual members. Many CUE members are tax exempt. Do not include tax in any price offered. Some members may need further division of their invoices or statements to show individual cost centers and/or departmental charge codes. If this cannot be accomplished through your program, please explain.
ASSIGNMENT OF CONTRACTUAL RIGHTS
The successful vendor on any CUE contract may not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without the previous written consent of the CUE.
DISQUALIFICATION OF RESPONDENTS
Respondents may be disqualified and rejection of proposals may be recommended for any of (but not limited to) the following causes:
1. Failure to use the proposal form furnished.
2. Lack of signature by an authorized representative on the proposal form.
3. Failure to properly complete the proposal.
4. Evidence of collusion among respondents.
5. Proposals submitted after the due date and time.
DISCOUNTS
Discounts for prompt payment offered may be taken into consideration during the proposal evaluation process. Terms of payment offered will be reflected in the space provided on the form of proposal. All terms of payment (cash discounts) will be computed from the date of receipt of a valid invoice or receipt of material, whichever, is later. Payment discounts of less than 10 days will not be considered.
DELIVERY POINT
All items shall be delivered F.O.B. Destination, Freight Allowed to the locations of the individual CUE members and delivery costs and charges (if any) will be included in the proposal price. Failure to do so may be cause for rejection of the proposal.
DELIVERY SCHEDULE
CUE is interested in next day delivery and location of delivery options (one stop, desk top, etc.). Under no circumstance should any order take longer than 14 days of the date that the vendor receives the written order. If the delivery is not received, the purchaser (CUE member) has the right to cancel the order without penalty. Any deviation is by mutual agreement of the CUE member and the vendor.
FEDERAL, STATE AND LOCAL LAWS
All respondents will comply with all Federal, State, and Local laws including but not limited to:
- Equal Employment Opportunity
- OSHA - MSDS
- Right-To-Know ordinances.
CANCELLATION CLAUSE
Any agreement entered into as a result of this proposal is subject to cancellation with or without cause by giving the other party a 90-day written notice of intent to cancel.
QUALITY
It is understood that Toner / Ink Cartridge products not meeting CUE specifications, standard of quality or of demonstrable inferior quality, will be returned to the vendor at his/her own expense. Vendor shall then be responsible for replacing the merchandise immediately, to forestall any inconvenience to the school districts, governmental agencies or any other CUE member. The successful vendor must be willing to demonstrate the proper applications and procedures of his or her products to each individual member at the convenience of the member. This stipulation should eliminate a member's dissatisfaction of a product because of improper application techniques.
SPECIFICATIONS and ESTIMATED DOLLAR VOLUME
All Toner / Ink Cartridges are to be original OEM products unless otherwise noted. Although the annual usage for the membership is not known or guaranteed, CUE estimates usage of these products to exceed $500,000.
CATALOG OFFERINGS
CUE recognizes the individual needs and preferences of its membership. CUE invites each supplier responding to this RFP to submit a proposal describing a program for the purchase of all items offered through your company but not yet addressed within this proposal. Examples of items needed include (but are not limited to):
- Printer or copier equipment repair services (rates, discounts on parts, loaner programs, etc.)
REFERENCES
Respondents shall submit, with its response, the name, address, telephone number, and point-of-contact of at least three (3) entities (i.e., companies, government agencies or other institutions) in which the respondent has provided remanufactured toner cartridges. References will be checked prior to award. Any negative responses received may result in disqualification of the response
REMANUFACTURED TONER CARTRIDGE PROPOSAL SPECIFICATIONS
Qualification
- To be eligible for award, all respondents shall have prior successful experience providing remanufactured toner cartridges for at least one (1) year at a rate of at least two hundred (200) cartridges per month. Samples may be required prior to proposal award.
- It is the intent of buyer to purchase goods, equipment and services having the least environmental impact within the constraints of statutory purchasing requirements, departmental needs, availability, and sound economical considerations. Suggested changes and environmental enhancements for possible inclusion in future revisions of this specification are encouraged.
Technical Specifications
GENERAL REQUIREMENTS
- Respondent shall furnish remanufactured toner cartridges that have been fully remanufactured to specifications equal to, or exceeding original equipment manufacturer’s (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). Respondent shall certify that its remanufactured toner cartridges have been tested in accordance with the above standards and guidelines and that its cartridges have met or exceeded those tests.
- Respondent shall furnish documentation with this proposal stating the number of company personnel who have completed the training for the STMC Guidelines. This includes the standardized testing certification for ASTM F 1856-98, ASTM F 2036, and ISTA 1A VERSION-99.
- Respondent shall provide verification that the company has a densitometer, test printers and applicable operation procedures to perform on-site toner cartridge testing. If respondent does not have a densitometer, test printers and applicable operating procedures, respondent shall provide detailed information regarding its on-site toner cartridge testing.
- Respondent shall furnish documentation with this proposal indicating the current and expected failure rate of toner cartridges supplied under this contract.
CARTRIDGE REMANUFACTURING PROCESS
The term “remanufactured” includes, at a minimum, the following:
- Assessment to determine if the toner cartridge can be remanufactured.
- Complete disassembly of toner cartridge to thoroughly clean and check all internal and external components against the original manufacturer’s specifications. Worn, damaged, or end of life-cycle components should be replaced.
- Replacement of the original OEM drum with a new drum (which may include an extended life-drum). If the returned toner cartridge is equipped with an extended-life drum, respondent shall inspect it, clean it, or replace it with a new extended-life drum or new after market drum.
- Replacement of all seals with an OEM-type heat seal, card seal, or pressure sensitive seal.
- Replacement of the primary charge roller (PCR) with a re-coated or new PCR.
- Replacement of wiper blade meeting OEM specifications or the latest remanufactured toner cartridge industry standards adopted by the STMC or the latest guidelines adopted by ASTM for remanufactured toner cartridges.
- Replacement of any parts not meeting OEM specifications or the latest remanufactured toner cartridge industry standards adopted by the STMC or the latest guidelines adopted by ASTM for remanufactured toner cartridges.
- Filling of toner cartridge meeting OEM specifications or the latest remanufactured toner cartridge industry standards adopted by the STMC or the latest guidelines adopted by ASTM for remanufactured toner cartridges.
- Chemically cleaning or replacing the corona wire assembly (where applicable).
- One fuser wand (where applicable) with high temperature resistant felt wiper and one cotton swab shall be provided with each toner cartridge.
- The hopper shall be filled to capacity with new toner meeting or exceeding OEM standards. Respondent shall indicate in this proposal the original manufacturer(s) and part number(s) of toner supplied.
- A toner hopper seal/separator meeting or exceeding OEM standards shall be inserted to prevent spillage of toner during shipping.
CARTRIDGE PACKAGING
- Respondent shall clearly label each toner cartridge with the manufacturer’s/supplier’s name and cartridge model number.
- Each toner cartridge shall be packaged in an anti-static moisture proof bag and either heat-sealed or zip-locked, meeting or exceeding OEM standards. The cartridge shall then be placed in a protective cradle prior to being packaged in an external carton.
- The external carton and packaging of the toner cartridge shall protect the cartridge from damage during shipping.
- Packaging for the toner cartridges shall be constructed to permit users to re-package spent cartridges for return to respondent. It is desirable that all corrugated packaging contain a minimum of 35% post-consumer recycled content and provide certification from the carton manufacturer/supplier to verify the actual percentage of recycled content.
- The external carton or an internal shipping invoice shall identify toner cartridge type (make and model), the respondent's name, address, telephone number, and purchase order number. All cartridge boxes or internal shipping invoices will also bear the date of remanufacture and use by date for shelf life and inventory purposes.
CARTRIDGE TESTING
- All cartridges are to be tested after remanufacturing by installing the cartridge in an applicable printer, running and inspecting test copies. A copy of a test page is to be included with the finished product.
- Respondent shall also provide to buyer up to two (2) samples for testing at the request of buyer.
DEFECTIVE CARTRIDGES
- All defective toner cartridges will be returned to the respondent at respondent’s expense. Respondent shall supply pre-paid mailing labels, or shall pick up defective cartridge(s) at the buyer’s location.
- A diagnostic analysis shall be performed to determine the cause of the problem for any toner cartridge returned by the buyer.
- The diagnostic analysis report shall be delivered to the buyer within ten (10) business days.
- If the analysis determines that the toner cartridge failed, a replacement-remanufactured cartridge shall be provided at no expense to the buyer within ten (10) business days from completion of analysis. Replacement cartridges shall be properly marked as replacements and identified by the PO number.
- If the buyer has continued uncorrected problems with a particular model, or if there are page yields consistently below OEM standards or approved manufactured toner cartridge industry standards, the buyer may cancel the contract. Or, if the toner cartridge defect rate exceeds three (3%) percent of all cartridges utilized within any six-month period, the buyer reserves the right to cancel the contract.
WARRANTY