Request for Quotation: Copy Paper
| Location: | Ohio |
|---|---|
| Posted: | Dec 12, 2025 |
| Due: | Dec 22, 2025 |
| Agency: | Lakota Local Schools |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
December
8
,
2025
Updated
December 8 , 2025
The Lakota Local School District is soliciting quotes for copy paper. View the complete RFQ for detailed requirements, along with the supplemental FAQ . All proposals must be submitted by 3:00 p.m. on December 22, 2025.
Attachment Preview
THIS IS NOT AN ORDER
REQUEST FOR PROPOSAL
TITLE: COPY PAPER
RFP #12082025
DUE DATE: 03:00 PM on MONDAY, DECEMBER 22, 2025
****EMAIL RESPONSES TO EMAIL BELOW – DON’T USE POSTAL MAIL*****
VENDOR INFORMATION
LAKOTA LOCAL SCHOOL DISTRICT
Address:
Business Operations – Attn: Purchasing
City/State/Zip:
Jackie Smith
Contact Person:
5572 Princeton Road
Telephone Number:
Liberty Township, OH 45011
Email Address:
Telephone: 513.874.5505 Ext 19200
Federal Tax I.D.#
Email: jacqueline.smith@lakotaonline.com
Proposals submitted via email will receive a confirmation of receipt from Procurement Services| Business Operations. If receipt
has not been acknowledged within 24-hours please inquire. Late proposals will NOT be accepted after the designated deadline.
FOB Destination. The articles to be furnished shall be delivered, with all transportation charges paid by the Supplier, to the
Lakota Local School District c/o a third-party storage facility at Valley Janitor Supply Co., 401 S. Third St., Hamilton, OH 45011.
INSTRUCTIONS: Provide your best-selling price in the unit price column for the item(s) being proposed. If proposing product
other than specified, indicate brand name, part number, and include spec sheet. Please read the terms and conditions listed
below, complete the requested information, and sign in the space provided below. If not proposing, please indicate “NO
PROPOSAL” and return this form.
Estimated
Quantities
Description
Brand
Base
Unit
Price
2520-3360 cases
(63-84 pallets)
3-4 truckloads
Estimated
Quantities
Copy Paper, WHITE,
20#, 8.5” x 11”, min. 92% Brightness, 5K sheets per case
(10 reams per case @ 500 sheets per ream)
Description
Brand
Base
(If different Unit
than spec) Price
Alternate
Copy Paper, WHITE,
Hammermill 99.99% Jam Free , 8.5” x 11”, min. 92%
Brightness, 5K sheets per case (10reams per case
@ 500 sheets per ream)
Extended
Pricing
(Total)
Pricing
Firm
Through
June 2026
Incentives Accept
“P” Card
Y/N
Extended
Pricing
(Total)
Pricing
Firm
Through
(Specify Date)
Incentives
Accept
“P” Card
Y/N
REFERENCES (SEE PAGE 4) MUST BE INCLUDED WITH REQUEST FOR PROPOSAL (RFP). A CASE SAMPLE OF THE ITEM(S) WILL BE PROVIDED
UPON REQUEST. ANY PURCHASE ORDER RESULTING FROM THIS PROPOSAL WILL BE SUBJECT TO THE TERMS AND CONDITIONS ATTACHED
HERETO.
SIGNATURE: ____________________________
TITLE: ____________________________________
PRINT NAME: ___________________________
DATE: ____________________________________
RETURN BY DUE DATE AT SPECIFIED EMAIL ONLY
Page 1 of 4
Date & Time Proposal Received: (For
Lakota Use Only)
_________________________
_________________________________
Received by: ______________________
LAKOTA LOCAL SCHOOL DISTRICT
TERMS AND CONDITIONS – READ CAREFULLY
The Lakota Local School District reserves the right to cancel this order if not filled within the quoted time, as specified.
The conditions of this order are not to be modified by any verbal understanding.
Acceptance of this order includes all terms, prices, delivery instructions, specifications and conditions stated.
No payment will be made for materials ordered without proper purchase order authorization.
Invoices and packages must bear the assigned Lakota Purchase Order number.
Please forward all invoices to Accounts Payables, 5572 Princeton Rd., Liberty Township, OH 45011
GENERAL CONDITIONS
Vendor must not change the terms and conditions of this order. Failure of an awarded Vendor to deliver according to the
Purchase Order or to comply with any of the terms and conditions therein may disqualify the vendor from receiving future orders.
Any protest resulting from this quotation must be filed within 72 hours from award. Issuance of the Purchase Order constitutes
award.
QUALITY
All materials or services furnished on this order must be as specified and subject to inspection by the Lakota Local School District,
within a reasonable time after delivery at destination. Variations in materials or services from those specified in this order must
not be made without written authority from Business Operations – Purchasing. Material rejected will be returned at Vendor’s
risk and expense. Lakota Local School District reserves the right to cancel this order and purchase elsewhere if the Vendor fails
to deliver quality item(s) as specified on the Purchase Order. If the Vendor does not meet quality expectations for the articles or
services covered by this order, Lakota Local School District can procure the articles or services covered by this order from other
sources with no further obligation to awarded Vendor.
QUANTITY/PRICE
The quantity of materials ordered, or the prices specified, must not be exceeded without written authority being first obtained
from Business Operations – Purchasing. If Consignee “Lakota Local Schools” determines they want to reduce the quantity
specified in the quote they can modify according to need base. All prices quoted in this Request for Quote shall be firm through
June 30, 2026.
QUALITY/AVAILABILITY
Copy Paper must be for copier duplexing. All items furnished must be new and free from defects. No others will be accepted
under the terms and intent of this RFQ. All containers shall be new and suitable for storage or shipment, and price shall include
standard commercial packaging. Suppliers will make all arrangements to order, store and/or have available product in sufficient
quantity to meet all orders within a 10-day turn-around time from order receipt. ALL purchase orders will be mailed as indicated
in RFQ.
SAMPLES
If a sample case of the item(s) is required, we will notify you. Samples must be submitted within the time specified at no expense
to the Lakota Local School District. If not destroyed or used up during testing, samples will be returned upon request, at the
Vendor’s expense. Each individual sample must be labeled with vendor’s name and manufacturer’s brand name and number.
INDEMNITY
The Vendor hereby agrees to indemnify and hold harmless to the Lakota Local School District, its officers, agents and the
employees from the against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings,
actions, and cost of actions, including attorney’s fees for trial and on appeal, of any kind and nature arising or growing out of or
in any way connected with the performance of this Agreement whether by act or omission of the Vendor, its agents, employees,
or others, or because of or due to the mere existence of this Agreement between the parties.
Page 2 of 4
LAKOTA LOCAL SCHOOL DISTRICT,
TERMS AND CONDITIONS– READ CAREFULLY (Cont’d)
PACKING, DELIVERY REQUIREMENTS & CLAIMS
All packages must be plainly marked with the shipper’s name and Purchase Order Number. Charges are not allowed for boxing
or crating, unless previously agreed upon in writing. All materials must be shipped FOB Destination with all transportation
charges prepaid, unless otherwise specified in the RFQ. The Lakota Local School District will pay no freight or expense charges,
unless noted in RFQ. The delivery must be affected within the time stated on the Purchase Order. The Lakota Local School District
reserves the right to cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on the
Purchase Order.
Deliveries shall be made between 8:00 a.m. and 12:30 p.m. on regular working days unless otherwise stated. Transport deliveries
must include tailgate services (driver must move pallets to the end of the trailer) and be ready for inspection by 1:00 p.m. EST.
Orders will be a full truckload (21 pallets – 840 cases) delivered to a third-party storage facility at Valley Janitor Supply Company,
401 S. Third Street, Hamilton OH 45011.
In case of default by the Vendor (or third-party carrier), the Lakota Local School District may procure the articles or services
covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby. The vendor
will be responsible for making any, and all claims against carriers for missing or damaged items.
MATERIAL SAFETY DATA SHEET
Where applicable, the Vendor agrees to furnish the Lakota Local School District with a current Material Safety Data Sheet (MSDS)
on or before delivery of each, and every hazardous chemical or substance purchased. Appropriate labels and MSDS’s shall be
provided for shipments.
OSHA REQUIREMENT
The Vendor hereby guarantees the Lakota Local School District, that all materials, supplies, and equipment as listed on the
Purchase Order shall meet the requirements, specifications and standards as provided under the U.S. Department of Labor
Occupational Safety and Health Act of 1970, as from time to time amended and in force at date hereof.
COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS, ETC.
The Vendor must comply with all applicable federal, state, and local laws, guidelines, and regulations, etc.
PAYMENT TERMS, CONDITIONS & DISCOUNTS
Lakota Local School District’s preference to pay invoices via Visa - Card Payables program through First Financial Bank, at no
additional charge (transaction/convenience fees or additional up-charge/surcharge fees will not be permitted) to Lakota Local
Schools. Payment can also be arranged via ACH. Payment terms will be Net 30 days. All invoices must reference a Lakota Purchase
Order number. Payment will not be made until the entire order is received, reconciled, and invoiced. Any discount or incentives
should be documented in the “note” section of the quote.
In connection with any discount offered, time will be computed from the date of receipt of supplies or services or from the date
a correct invoice is received, whichever is the latter date. Payment is deemed to be made on the date of the electronic bank
payment.
AWARD
It is the intention to award business to the responsive, responsible vendor offering the best overall value, which includes price,
service, and quality of product as determined by the Chief Operations Officer of the Lakota Local School District. However, Lakota
Local School District reserves the right to determine the number of contracts awarded against the RFQ.
WARRANTY
Vendor shall be a factory authorized distributor of the product. The warranty shall be the manufacturer’s standard warranty
beginning from the date the product is placed into service or one (1) year free replacement from the date the product is put into
service, whichever is greater.
Page 3 of 4
THIS IS NOT AN ORDER
REQUEST FOR PROPOSAL
TITLE: COPY PAPER
RFP #12082025
DUE DATE: 03:00 PM on MONDAY, DECEMBER 22, 2025
COPY PAPER Q/A SUPPLEMENT INCLUDED
REFERENCES
On a separate document submit three major regional customers (preferably school districts)
within the region, similar in size and scope to Lakota Local School District. Provide one (1)
local school district that has discontinued services within the past 24 months.
INCLUDE
District or Company Name
Contact Name and Title
City and State
Telephone Number
Email Address
Years you have Serviced Customer
Page 4 of 4
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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