Toner and Printer Maintenance

JENNIFER BERTINO-TARRANT
WILL COUNTY EXECUTIVE
KEVIN LYNN
PURCHASING DEPARTMENT DIRECTOR
October 2, 2026
To Whom It May Concern:
You are invited to submit your sealed bid for the purchase of various toner cartridges & printer maintenance
contract for the Will County Purchasing Department. The contract will commence December 1, 2026, through
November 30, 2027, with three (3) one (1) year optional renewals.
Specifications are attached hereto and are considered part of the SEALED PROPOSAL package.
A 10% Bid Bond or Cashier's Check made payable to the Will County Treasurer MUST accompany your bid, or
it will not be considered. Money Orders or Company checks will not be accepted.
Sealed proposals will be received in the Purchasing Department, 2nd floor, Will County Office Building, 302 N.
Chicago Street, Joliet, IL, 60432, not later than 11:00 A.M., Tuesday, October 27, 2026 "as so indicated by the
time stamp clock of Will County". Proposals received after this time will not be accepted.
Proposals will be opened publicly and read by the Will County Executive or her representative at 11:05 A.M.,
Tuesday, October 27, 2026, at the Will County Office Building, 302 N. Chicago Street, 2nd fl., Joliet, IL,60432.
The proposer acknowledges the right of the County of Will to reject any or all proposals and to waive non-
material informality or irregularity in any statement of qualifications received in whole or in part as may be
specified in the solicitation.
Should you have any questions regarding this proposal, please contact the Will County Purchasing Department
at purchasing@willcounty.gov
Sincerely,
Kevin Lynn
Kevin Lynn
Purchasing Director

ADVERTISEMENT OF BID
PURCHASE OF TONER CARTIRIDGES AND PRINTER MAINTNENACE
WILL COUNTY PURCHASING DEPARTMENT
SEALED BIDS FOR THE PURCHASE OF VARIOUS TONER CARTRIDGES & PRINTER MAINTENANCE,
FOR THE COUNTY OF WILL PURCHASING DEPARTMENT, JOLIET, ILLINOIS. BIDS WILL BE
RECEIVED AT THE WILL COUNTY PURCHASING DEPARTMENT, WILL COUNTY OFFICE
BUILDING, 302 N. CHICAGO ST., 2ND FLOOR, JOLIET, IL 60432, UNTIL THE HOUR OF 11:00 A.M.,
TUESDAY, OCTOBER 27, 2026.
SEALED BIDS WILL BE PUBLICLY OPENED AND READ BY THE WILL COUNTY EXECUTIVE OR
HER REPRESENTATIVE AT 11:05 A.M., TUESDAY, OCTOBER 27, 2026, AT THE WILL COUNTY
OFFICE
BUILDING, 302 N. CHICAGO STREET, 2ND FLOOR, JOLIET, IL. 60432.
SPECIFICATIONS AND CONDITIONS OF THE BID ARE AVAILABLE AT www.demandstar.com OR
www.willcounty.gov AS WELL AS THE PURCHASING DEPARTMENT, 2ND FLOOR, WILL COUNTY
OFFICE
BUILDING, 302 N. CHICAGO ST., JOLIET, IL 60432, (815) 740-4712 OR EMAIL purchasing@willcounty.gov.
THE TENDERING OF A BID TO THE COUNTY SHALL BE CONSTRUED AS ACCEPTANCE OF THE
SPECIFICATIONS. THE COUNTY OF WILL RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR
ALL BIDS OR PROPOSALS RECEIVED IN WHOLE OR IN PART.
BY ORDER OF THE WILL COUNTY EXECUTIVE, JENNIFER BERTINO-TARRANT

INSTRUCTIONS TO BIDDERS
PURCHASE OF TONER CARTIRIDGES AND PRINTER MAINTNENACE
WILL COUNTY PURCHASING DEPARTMENT
SUBMITTAL REQUIREMENTS:
Each of the following documents shall be submitted by the bid time mentioned herein in order that the
bid will be considered:
1. Certificates of Insurance
2. Signed Copy of Prime Contractor Certification
3. Signed and completed Bid Form
4. Completed digital bid form in Excel format
5. Signed and completed Receipt of Addenda Form
6. Reference Form
7. $20,000 Bid Bond or Cashier's Check
GENERAL SPECIFICATIONS:
Bidders are invited to submit sealed bids to provide various toner cartridges & printer maintenance for the
Will County Purchasing Department. The contract period is December 1, 2026, through and including
November 30, 2027, with three (3) one (1) year renewal periods at the County's discretion.
The guidelines provided by Will County State's Attorney Office are divided into 7 key areas:
I. Required Information from Bidders
II. Evaluation and Selection
III. Scope of Work, Staffing and Duties
IV. Insurance Requirements
V. Pricing and Compensation
VI. Nature of the Contract
VII. Exhibits
I. REQUIRED INFORMATION FROM BIDDERS
SEALED BIDS:
Sealed bids will be received in the Purchasing Department, 2nd floor, Will County Office Building, 302
N. Chicago St., Joliet, IL 60432, not later than 11:00 A.M., Tuesday, October 27, 2026, "as so
indicated by the time stamp clock of Will County".
BIDS RECEIVED AFTER THIS TIME WILL NOT BE ACCEPTED.

Sealed bids will be publicly opened and read aloud by the Will County Executive or her representative at
nd
11:05 A.M., Tuesday, October 27, 2026, at the Will County Office Building, 302 N. Chicago St., 2
floor, Joliet, IL 60432.
Bids must be made in accordance with the instructions contained herein.
Bid forms shall be completely filled out either typewritten or in ink and shall not be detached from this
binding. The complete set of Contract Documents shall be submitted with the proposal in triplicate
with ONE ORIGINAL, TWO COPIES, AND ONE DIGITAL COPY ON AN ELECTRONIC
STORAGE DEVICE, CLEARLY MARKED. In the event of a conflict between the terms of the submitted
Contract Documents and the terms of the Bid Forms and Specifications, the terms of the Bid Forms and
Specifications shall prevail.
All Bid Forms and Specifications as attached hereto shall be used to form the Contract for the work to be
performed. Proposals shall be submitted on the forms furnished by the County of Will in a sealed
package, plainly marked, with the Bidder's name and address.
Bids shall be addressed to the Will County Purchasing Department, Will County Office Building, 302 N.
Chicago St., Joliet, IL 60432.
SIGNATURE OF BIDS:
The signature on bid documents shall be that of an authorized representative of the bidder. An officer or
agent of the offering bidder who is empowered to bind the bidder in a Contract shall sign the proposal and
any clarifications to that proposal.
Each bidder, by making and signing his bid, represents that he has read and understands the bidding
documents. Any bid not containing said signed documents shall be non-conforming and shall be
rejected.
BIDDING PROCEDURES:
1. All bids must be prepared on the forms provided by the County and submitted in triplicate, with
ONE ORIGINAL, TWO COPIES, AND ONE DIGITAL COPY ON AN ELECTRONIC
STORAGE DEVICE, CLEARLY MARKED, in accordance with the Instructions to bidders.
2. A bid is invalid if it has not been deposited at the designated location prior to the time and date for
receipt of bids indicated in the Advertisement for Bids or prior to any extension thereof issued to the
bidders.
3. Unless otherwise provided in any supplement to the instructions to bidders, no bidder shall modify,
withdraw or cancel his bid or any part thereof for ninety (90) days after the time designated for the
receipt of bids in the Advertisement for Bids.
4. Changes or corrections may be made in the bid documents after they have been issued and before
bids are received. In such cases a written addendum describing the change correction will be issued by

the County of Will to all bidders recorded by the County of Will as having received the bidding documents
and will be available for inspection wherever issued. Such addendum shall take precedence over that portion
of the documents concerned, and shall become part of the bid documents. Except in unusual cases, such an
addendum will be issued to reach the bidders at least five (5) days prior to date established for receipt of bids.
5. Each bidder shall carefully examine all bid documents and all addenda thereto, and shall thoroughly
familiarize themselves with the detailed requirements thereof prior to submitting a proposal. Should a
bidder find discrepancies or ambiguities in, or omissions from documents, or should they be in doubt
as to their meaning, they shall, at once, and in any event, not later than seven (7) days prior to bid
due date, notify the County of Will, who will, if necessary, send a written addendum to all bidders.
The County of Will not be responsible for any oral instructions. All inquiries shall be directed to the
Purchasing Director. After sealed bids are received, the bidder will make no allowance for oversight.
PRIME CONTRACTOR CERTIFICATION:
Included in this bid package is a prime contractor certification form. This form must be filled
out and returned with your bid package, or it will not be accepted.
QUALIFICIATIONS, CERTIFICATIONS, LICENSES:
Bidder shall have and if chosen shall maintain all the necessary qualifications, certifications, and/or
licenses pursuant to Federal and State law and regulations to provide the products or services
required.
II. EVALUATION and SELECTION
EVALUATION CRITERIA:
The evaluation criteria shall include, but is not limited to the following:
1. References
2. The qualifications of the Bidder to provide Services required
3. History of Bidder's company
AWARDING OF BID:
The award will be based on the lowest responsible, responsive bidder that is able to meet or
exceed the requirements of the County.
A bid is awarded based on price listed on attached bid form.

REJECTION OF BIDS:
The bidder acknowledges the right of the County of Will to reject any or all bids, to waive
any non-material informality or irregularity in any bid received, and to accept the bid
deemed most favorable to the interest of the County of Will after all bids have been
examined and evaluated. In addition, the bidder recognizes the right of the County of Will
to reject a bid if the bid is in any way incomplete or irregular. In evaluating the bids, the
County of Will reserves the right to take into account various criteria including but not
limited to, pricing, past performance, financial stability and reliability of each bidder in
determining which bid is most favorable to the interests of the County of Will.
III. SCOPE of WORK, STAFFING and DUTIES
Overview
The purchase of printer cartridges includes an extended lifetime warranty and comprehensive
maintenance for all covered equipment at no additional cost. Cartridge pricing must include unlimited
service calls, labor, and all necessary parts to keep printers in optimal working condition.
Vendor Service Requirements
The successful vendor must comply with the following service specifications:
* In-House Personnel: All maintenance must be performed directly by the vendor's own
employees. Third-party subcontractors are strictly prohibited.
* Equipment Inventory: The vendor must audit and catalog all printer equipment in departments
using their cartridges. This inventory report must be submitted to the Purchasing Department
within the first ninety (90) days of the contract. The initial inventory report must include a page
count for each printer listed in the inventory. Periodic page counts may be requested, which the
vendor will be responsible for providing during delivery/maintenance.
* Response Time: Service calls must be addressed on-site within 24 hours of the initial request
(during normal business hours). Vendor technicians should note that standard operating hours for
most county offices are 8:30 AM to 3:30 PM Monday- Friday.
* Preventative Maintenance: A comprehensive checkup and thorough cleaning of each printer
must be conducted within the first six (6) months of the contract award. This includes inspecting
all moving components (wheels, gears, belts, etc.) to ensure top working condition. For contract
renewal periods, these routine cleanings and maintenance checks may be completed during
standard service calls.
* Excluded Parts: The vendor is not responsible for drums, computerized electronic components
(chips, boards, and sensors), memory, or maintenance kits.

* Pre-Approval & Consumables: Maintenance kits are classified as consumable supplies, are
excluded from the maintenance bid pricing, and will be billed directly to the using department.
Any other billable parts must receive explicit written pre-approval from the respective
department prior to ordering or installation
Technical Specifications for Toner and Ink Cartridges
Remanufactured and Recycled Laser Toner Requirements:
All remanufactured and/or recycled laser toner cartridges must meet or exceed the following minimum
quality characteristics:
* Component Quality: Cartridges must be fitted with long-life drums.
* Leak Prevention: Every cartridge must be sealed with a specialized transport seal to completely
prevent toner leakage during transit.
* Domestic Manufacturing: To ensure consistent quality control, all recycled cartridges must be
manufactured domestically within the United States, with a strong preference for manufacturing
facilities located within the State of Illinois.
* Production and Testing: For maximum reliability, cartridges must be individually
manufactured (not mass-produced on an automated assembly line). Each cartridge must be
factory-certified and print-tested prior to shipment.
* Shelf Life and Chips: Any cartridge utilizing a computer chip and/or an expiration date must be
delivered to Will County with a minimum of one (1) year remaining before expiration. The
expiration date must be clearly stated on the outer packaging.
OEM and Alternative Brand Guidelines:
* Requirements: Will County requests pricing of Original Equipment Manufacturer (OEM)
cartridges for all printers as well as remanufactured or generic. The County will order OEM or
remanufactured on a case-by-case basis.
* Alternative Bidding: If a specific cartridge is unavailable as a remanufactured item, vendors
shall submit a bid on a generic or OEM brand alternative.
* Data Requirements: For every remanufactured, generic, and OEM cartridge bid, the vendor
must explicitly provide the brand name, exact model number, cartridge page yield (based on
standard coverage), and unit cost.
Warranty and Product Defect Policy:

* Manufacturer Warranty: All products must include a one (1) year manufacturer's warranty
against defects in materials and workmanship. The vendor guarantees that these cartridges will
not damage county equipment or void existing printer warranties.
* Defective Returns: Defective cartridges will be flagged, and the packaging will be boldly
marked "DEFECTIVE." Upon notification of a defect, the vendor must immediately issue a
replacement cartridge at no additional charge to the County. If the cartridge is deemed not to be
defective by the vendor, proof of testing/findings must be provided with invoice, or the invoice
will be deemed not valid and will not be paid.
Inventory Adaptability & Price Protection:
The successful bidder agrees to add new cartridge products as required by Will County during the
contract term. To prevent price gouging, the pricing for any newly added product must be calculated
using one of the following methods, choosing whichever results in the lowest cost to the County:
1. Fixed Discount: The same percentage discount off the manufacturer's suggested retail price
(MSRP) that applies to comparable items in the original bid.
2. Cost-Plus Ceiling: The vendor's verifiable wholesale acquisition cost plus a maximum markup
listed on bid form.
3. Most-Favored Nation: The lowest price the vendor offers to any other government or
commercial entity for that specific product.
The vendor must provide documented proof of MSRP or wholesale cost upon request. Will County
reserves the right to remove obsolete products from the contract list as equipment is phased out, with
zero penalty, fee, or restocking charge to the County.
Recycling and Collection Program:
* Mandatory Recycling: The successful vendor must manage a comprehensive recycling program
for the County's spent cartridges.
* Pick-up Schedule: Empty cartridges must be collected from designated central locations within
various Will County facilities, a minimum of once every two (2) weeks.
Volume Expectations:
Used cartridges will be returned empty unless flagged as defective. The County does not guarantee a
one-for-one exchange of an empty cartridge for every new cartridge ordered.
Bid Submittal Requirements & Evaluation
Mandatory Submittal Checklist:
To be considered for evaluation, all bidders must submit the following components in a sealed package

prior to the designated bid opening time:
* Bid Security: A valid Bid Bond or Cashier's Check.
* Prime Contractor Certification: A completed, signed copy of the enclosed certification form.
* Professional References: A list of clients comparable in operational size and scope to the
County of Will.
* Bid Form: The fully executed, signed, and completed official pricing form.
* Addendum Form: A completed, signed acknowledgement of addenda receipt.
Award Criteria & Timeline:
* Lowest Responsive Bidder: Contract award will be granted in whole or in part to the lowest
responsible and responsive bidder whose proposal adheres strictly to all specifications.
* Approval Date: The County anticipates formal bid approval and contract finalization by
November 2, 2026.
Document Discrepancies & Interpretations:
* Words and Figures: In instances where pricing or quantities are stated in both text and
numbers, the written words shall govern.
Minimum Vendor Qualifications:
Bidders must meet or exceed all the following baseline operational thresholds at the time of proposal
submission:
* Corporate Tenure: Active, continuous operation in the commercial printing sector for a
minimum of five (5) years.
* Remanufacturing Experience: A minimum of three (3) years of specialized experience in the
toner cartridge remanufacturing and recycling industry.
* Technical Field Experience: A minimum of three (3) years of experience selling, cleaning, and
servicing commercial printers.
* Maintenance Workforce: Direct employment of qualified technicians who are fully responsible
for executing all contract-related printer repairs and maintenance. Third party maintenance is
explicitly prohibited.
* Dedicated Account Support: Assignment of a single Account Representative to oversee the
Will County account.

* Systems Infrastructure: Deployment of a functional, web-based platform for order placement,
workflow approval, and delivery tracking.
Product Specifications & Testing
Evaluation Samples:
* Compliance Testing: Bidders may be required to submit physical samples of remanufactured or
recycled products for technical evaluation.
E-Commerce & Order Processing Capabilities:
The contractor must provide a customized web-based procurement portal that eliminates the need for
paper Purchase Orders.
Online Ordering Portal Functionality:
* Custom Shopping Lists: Integration of a static, pre-approved Will County product selection list.
* Tiered Approval Routing: Support for multi-level, hierarchical workflow approvals based on
departmental permissions.
* Super User Dashboard: Centralized visibility linking all sub-user order histories, transaction
logs, and pending approvals to a master administrator account.
* Advanced Shipment Tracking: Real-time web tracking searchable by specific ship-to location,
order number, and purchase date.
* Financial Self-Service: On-demand access to view, download, and print current invoices and
account statements.
* Digital Help Desk: A direct, integrated link to dedicated customer service personnel.
* Alternative Ordering Methods: Alternative ordering methods, such as order placement by
email or phone, must also be available for specified users at the County's discretion.
Processing & Logistics:
* Daily Cutoff Time: Guarantee processing for all electronic orders submitted until 5:00 PM.
* No Minimum Thresholds: Zero minimum order volumes or fee penalties on individual
transactions.
* Multi-Location Management: Systems capacity to store, manage, and bill to multiple distinct
delivery addresses within a single master county account.