Request for Proposal: Copy Paper

Location: Ohio
Posted: Jun 25, 2026
Due: Jul 10, 2026
Agency: Lakota Local Schools
Type of Government: State & Local
Category:
  • 75 - Office Supplies and Devices
Publication URL: To access bid details, please log in.

Request for Proposal: Copy Paper - Due July 10, 2026
June 25 , 2026

Updated
June 25 , 2026

The Lakota Local School District is soliciting quotes for copy paper. All proposals must be submitted by 3 p.m. on Friday, July 10, 2026.

A frequently asked questions list is posted below. The complete request for proposal is available on our website .

Frequently Asked Questions for RFP #06252026– Lakota Local School District Copy Paper Supplement
  • Q1.  Is domestic paper the only acceptable product?
    • A. Yes.

  • Q2.  When and how often do you plan on placing orders for 3-4 truckloads of copy paper?
    • A.  The quantity of materials ordered will not exceed the amount specified in the RFP. If Lakota determines they need less than specified on the RFP, they reserve the right to reduce the quantity specified on the purchase order. The quantity of materials ordered will vary, historically three trucks per half year are ordered. We will notify you in advance when we need delivery.

  • Q3.  I wanted to clarify if you will make payment via check and/or card?
    • A.  We can make payment via check, card or ACH. Referencing RFP #06252026 page 3, section Payment Terms, Conditions & Discounts, preference for payment of invoices is 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).

  • Q4. Will all cases be delivered at the same time? If not, can you provide requested delivery schedule?
    • A.  No, all truckloads will not be delivered at the same time. Reference question Q2 for answer.

  • Q5. Can you explain the estimated delivery schedule and timeframe for the order?
    • A.  Please refer to the answer to question #2. Orders will be provided in advance (1-2 weeks prior) for ample time for delivery.

  • Q6.  Do you have the ability to unload the pallets of paper from the truck as long as the delivery is “tailgated” as required?
    • A.  Referencing RFP #06252026 page 3, section Packing, Delivery Requirements & Claims, transport deliveries must include tailgate services (driver must move pallets to the end of the trailer) and have ready for inspection by 1:00 p.m. EST. Full truckloads will be delivered to third party location and will not require tailgate services. Deliveries made to third party location will need to be delivered before 1 p.m. EST.
      Deliveries to the designated third-party location, as outlined in RFP.

  • Q7.  Is it necessary that I make an appointment to drop off quote and/or copy paper?
    • A.  We would prefer you email your response to the solicitation, as outlined on page 1 of RFP #06252026. You will receive an email confirmation of the receipt of your response. Keep the email as your receipt.

  • Q8.  Will we need to provide a sample of copy paper?
    • A.  No, samples will be upon request only.

  • Q9.  Do you ship less than full truckloads?
    • A.  No, we only order full (21 pallets) truckloads.

  • Q10.  How were those truckloads unloaded? Does the location have a pallet jack and forklift? Does the driver need to assist in any way?
    • A.  There is no driver assistance required for full truckload deliveries made to the third-party vendor. The third-party vendor has a pallet jack/ forklift and provides unloading services.

Attachment Preview

THIS IS NOT AN ORDER
REQUEST FOR PROPOSAL
TITLE: COPY PAPER
RFP #06252026
DUE DATE: 03:00 PM on FRIDAY, JULY 10, 2026
****EMAIL RESPONSES TO EMAIL BELOW – DON’T USE POSTAL MAIL*****
VENDOR INFORMATION
LAKOTA LOCAL SCHOOL DISTRICT
Address:
Business Operations
City/State/Zip:
Attn: 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 the Business Operations Department. 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 (10 reams per case
@ 500 sheets per ream)
Extended
Pricing
(Total)
Pricing
Firm
Through
December 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 Lakota Local Schools Accounts Payable electronically to:
accountspayable@lakotaonline.com
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 Lakota Local School District - Business Operations. 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 Proposal shall be
firm through December 31, 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 RFP. 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 RFP.
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 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 Lakota’s 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 RFP. The Lakota Local School District will pay no freight or expense charges,
unless noted in RFP. 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 made 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 the latter date is. 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 RFP.
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 #06252026
DUE DATE: 03:00 PM on FRIDAY, JULY 10, 2026
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 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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