RFP 74-25 Digital Multifunction Copiers

Location:	Kentucky
Posted:	Jan 9, 2026
Due:	Mar 6, 2026
Agency:	Fayette County Public Schools
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

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RFP 74-25 Digital Multifunction Copiers, Page 1

PURCHASING DEPARTMENT

1126 RUSSELL CAVE ROAD

LEXINGTON, KY 40505

www.fcps.net/bids

Request for Proposals Number and Title Department

RFP 74-25 Digital Multifunction Copiers

Due Date/Time:

Technology

Term of Contract

January 1, 2027 – December

March 6, 2026 by 2:00 PM Local Time (EST) 31, 2027

FCPS now uses Bidnet for all of our Bids and RFPs. Any notifications, including amendments to

solicitations, award notices and future bid/RFP advertisements, will be made through Bidnet.

Please register as a vendor by following the link at www.fcps.net/bids and keep your profile

updated to ensure you are up to date on all FCPS Bids.

______________________________________________________________________________

Firm Name

_____________________________________________ ______________________________

Address

City/State/Zip

_____________________________________________ ______________________________

Telephone/Fax

________/_____/____________ or

Social Security Number

__________/__________________

Employer Identification Number

RFP 74-25 Digital Multifunction Copiers, Page 2

THE GENERAL TERMS AND CONDITIONS, THE RFP DOCUMENT, AND A

SUCCESSFUL OFFEROR’S RESPONSE CONSTITUTE THE FINAL

CONTRACT/AGREEMENT BETWEEN FCPS AND OFFEROR. NO CONTRACT/

AGREEMENT TERMS REQUIRED BY BIDDER WILL BE CONSIDERED BY FCPS

THAT ARE NOT SUBMITTED WITHIN THE RESPONSE. A SUCCESSFUL OFFEROR

UNDERSTANDS AND ACCEPTS THIS AS ESSENTIAL TO THE AWARD OF THE RFP.

A SUCCESSFUL OFFEROR WHO SUBMITS ANY SUBSEQUENT DOCUMENT FOR

FCPS TO ACCEPT/SIGN UNDERSTANDS AND AGREES THAT THIS WILL NOT BE

CONSIDERED OR ACCEPTED BY FCPS.

FOLLOWING THE SUBMISSION OF A RESPONSE AND THE AWARD OF THE RFP

SHOULD A SUCCESSFUL OFFEROR TAKE THE POSITION THAT AN ADDITIONAL

DOCUMENT WITH ADDITIONAL TERMS IS REQUIRED FOR A SUCCESSFUL

OFFEROR TO COMPLY WITH TERMS OF THE RFP, THE RFP AWARD SHALL BE

CONSIDERED VOID AND OFFEROR MAY BE DEBARRED FROM FUTURE WORK

WITH FCPS.

CERTIFICATE MUST BE EXECUTED BY OFFEROR/ PROPOSING FIRM

In compliance with this Request for Proposals (RFP), in consideration of the detailed description

attached hereto and subject to all conditions thereof, the undersigned agrees, if this bid is accepted,

to furnish any or all of the items and services upon which prices are quoted in accordance with the

specifications listed herein.

Contractor agrees to furnish and deliver all items/services set forth or otherwise identified

in document and on any additional sheets subject to the terms and conditions herein.

To be signed by offeror:

Company Name ___________________________

Name _______________________________ Title _____________________________

Signature _____________________________________________

_____________________________________________________________________________

Acceptance (to be signed if awarded contract)

Board of Education of Fayette County Kentucky

_______________________________

Dr. Demetrus Liggins, Superintendent

________________

Date

RFP 74-25 Digital Multifunction Copiers, Page 3

General Terms and Conditions

1. Offerors are advised that any contract resulting from this solicitation must comply with all

applicable provisions of KRS 45A and other statutes and policies noted in this solicitation.

2. Model Procurement Regulations adopted by the Fayette County Board of Education shall be

deemed incorporated by reference in all specifications as though quoted fully herein.

3. The Fayette County Board of Education (Board) implemented revised procedures as of July 1,

2016 for the submittal of bids and proposals. In all Fayette County Public School (FCPS)

bidding procedures, all potential offerors that will be using subcontractors are to engage in

specifically defined efforts with the Department of Economic Development to include

minority-owned and women-owned business contractors, subcontractors, vendors and

suppliers.

4. FCPS Department of Economic Development and Purchasing Department are available to

assist and provide a listing, upon request, of certified minority-owned, women-owned and

veteran business enterprises (MWVBE). Offerors may consult the list for inclusion of

subcontractors currently participating with the offeror. The list is not all-inclusive and may

contain only the names of businesses that have self registered with the Board and have become

approved contractors or vendors by contacting either Department of Economic Development,

Division of Physical Support and Purchasing Department and are MWVBE certified. Offerors

may use other properly certified MWBE subcontractors as long as proper certification is

provided.

5. When line item pricing is requested, prices must be stated in units of quantity as specified and

extended in total column for each item and/or lot. Proposal prices must include transportation

and delivery/service to the warehouse or building as specified.

6. To receive consideration proposals must be received prior to time designated in this

solicitation. None shall be accepted thereafter.

7. An officer or member of the proposing firm authorized to legally bind the firm must sign the

bid/proposal.

8. The Board of Education reserves the right to accept any bid/proposal, to reject any or all

bids/proposals, to waive any irregularities or informalities in bids/proposals received where

such acceptance, rejection or waiver is considered to be in its best interest. The Board of

Education reserves the right to award by item, combination of items or lot. The Board of

Education also reserves the right to reject any bid/proposal where evidence or information

submitted by the bidder does not provide satisfactory proof that the bidder is qualified to carry

out the details of the contract.

9. By submitting a bid/proposal in response to this solicitation, the respondent accepts the

evaluation process and methodology, as well as acknowledges and accepts that the

RFP 74-25 Digital Multifunction Copiers, Page 4

determination of "the most qualified and capable" firm(s) will require subjective

judgments by the Fayette County Board of Education.

10. Proposals are effective for sixty (60) days from date of closing unless otherwise specified in

conditions of bidding and general specifications.

11. Manufacturer’s catalog numbers, trade names, etc., where shown herein are for descriptive

purposes to guide the offeror in interpreting the standard of quality, design and performance

desired, and should not be construed to exclude proposals based on furnishing other types of

materials or service. However, any substitution or departure proposed by offeror must be

clearly noted and described. Otherwise it is understood that offeror intends to supply items

specifically mentioned in this solicitation. FCPS reserves the right to determine if materials

offered are the type and quality required.

12. Samples requested must be furnished free of expense to the Board. If not destroyed or

consumed in testing or evaluating, or required in connection with the award, samples will upon

request be returned at offeror’s expense. Right is reserved to mutilate or destroy any samples

if considered necessary for testing purposes.

13. If awarded an order or contract, offeror agrees to protect, defend and save harmless The Board

from suits or demands for payment that may be brought against it for the use of any patented

materials, process, article or device that may enter into the manufacture, construction or form

a part of the work covered by either order or contract. Offeror further agrees to indemnify and

save harmless The Board from suits or actions of every nature and description brought against

it for, or on account of injuries or damages received or sustained by any party or parties by, or

for any acts of the offeror, his servants or agents.

14. The Board is not required to pay federal excise taxes or Kentucky Sales and Use Taxes.

Proposals must be priced accordingly and reflect no sales tax to FCPS.

15. Offerors remain liable for applicable taxes on construction and/or furnish-and-install contracts

for FCPS. Adjustments and allowances for any applicable taxes shall be provided for in the

bid amount. Later adjustments to the Contract Sum shall not be permitted and/or made on this

basis by FCPS.

16. Parties to this agreement are solely responsible for costs incurred in fulfilling obligations under

this agreement unless otherwise provided in this agreement. No party shall have any claim

against the other party for reimbursement of such costs, unless said costs are attributable to

enforcing compliance under this agreement or seeking redress from the other party’s default

under this agreement.

17. If any section, paragraph or clause of this contract is held invalid by any court of competent

jurisdiction, the invalidity of said section, paragraph or clause shall not affect any remaining

provisions herein.

18. Venue for any legal action filed concerning this contract is Fayette County, Kentucky.

RFP 74-25 Digital Multifunction Copiers, Page 5

19. Parties shall not discriminate in any of the services performed in connection with this contract

on the basis of race, color, national origin, sex, genetic information, disability, religion, age,

political affiliation, sexual orientation or gender identity.

20. K45A.455 PROHIBITS CONFLICTS OF INTEREST, GRATUITIES AND

KICKBACKS TO EMPLOYEES OF THE BOARD IN CONNECTION WITH

CONTRACTS FOR SUPPLIES OR SERVICES WHETHER DIRECT OR INDIRECT.

21. KRS 45A.990 PROVIDES SEVERE PENALTIES FOR VIOLATIONS OF LAWS

RELATING TO GRATUITIES OR KICKBACKS TO EMPLOYEES DESIGNED TO

SECURE A PUBLIC CONTRACT FOR SUPPLIES OR SERVICES.

22. Any addendums or updates to the solicitation will be posted on the district web site. It is the

offeror’s responsibility to check the website for any updates.

23. To be eligible for a contract consideration with FCPS, all companies with nexus in

Lexington, Kentucky must be current on all filings and payments of Occupational

License and Net Profits Tax for Schools. If it is determined that you are not current on

all filings and payments, your bid may be rejected or your contract canceled for

noncompliance. For additional information regarding the Occupational License Tax,

please visit our website at www.fcps.net/tax.

24. All responses to this solicitation become the exclusive property of FCPS. All proposals

received in response to this solicitation become a matter of public record and shall be regarded

as public records, with the exception of, as required by KRS 61.878(1)(c)(1), those elements

in each bid which are defined by the offeror as business or trade secrets and plainly marked as

“Confidential,” “Trade Secret,” or “Proprietary.” FCPS shall not in any way be liable or

responsible for the disclosure of any such proposal or portions thereof if they are not plainly

marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under

Kentucky Revised Statutes Chapter 61. Any proposal which contains language purporting to

render all or significant portions of the proposal “Confidential,” “Trade Secret,” or

“Proprietary” may be regarded as non-responsive. Although KRS 61.878(1)(c)(1) recognizes

that certain confidential trade secret information may be protected from disclosure, FCPS may

not accept or approve that the information that a offeror submits is a trade secret. If a request

is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” and FCPS

does not believe that the information is a trade secret, FCPS shall provide the proposer who

submitted the information with reasonable notice to allow the proposer to seek protection from

disclosure by a court of competent jurisdiction.

25. To meet Kentucky Revised Statutes 45A.430 and 45A.435 purchase orders for construction

that are issued that are under $100,000.00 will not require a bond. Purchase Orders issued that

exceed $100,000.00 will require the contractor to bond. No work shall begin until the offeror

has a FCPS issued Purchase Order in hand and has delivered the required Performance and

Payment bond to the Department that issued the Purchase Order.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.