Ink and Toner UTC

BIDDER GUIDE - RFQ033359
The following information is provided by the City of Columbus to assist you in navigating the formal bid
procedures. This information is not to supersede or replace any of the actual bid specifications or
requirements; its sole purpose is to provide information on the process. If you have any questions regarding
the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for
specification questions see instructions below).
Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send
notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services
and are registered for the commodity code(s) associated with this solicitation.
Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder's
responsibility to check this site for verification of any issued addenda.
IN ORDER FOR YOUR BID TO BE CONSIDERED:
Pricing is to be entered into the attachment of the RFQ. Please print, complete, and attachyourprice
listing to your bid response.
The following documents must be completed and attached to your response. Complete this checklist to
confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of
your bid:
Reference Pages (pages 16-18)
Subcontractor Information
Proposal Pages (Excel format: page 19
Experience Documentation
Literature
Warranty
Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references,
literature, warranty information and any other documentation as needed.
PLEASE NOTE - ALL ATTACHMENTS MUST BE IN PDF FORMAT TO ATTACH
PLEASE NOTE - Per ORC Chapter 1703, to be awarded this bid you must show proof your company is
registered and in good standing to do business in the State of Ohio through the Secretary of State, or provide a
certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter
1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/
PLEASE NOTE - Any submitted quotes must be dated 180 Days from the closing of the bid, or it will be
deemed non-responsive.
1

EQUAL OPPORTUNITY CLAUSE
The Contractor will not unlawfully discriminate against any employee or applicant for
employment because of race, sex, sexual orientation, gender identity or expression, color, religion,
ancestry, national origin, age, disability, familial status or military status. The Contractor will take
affirmative action to ensure that applicants are employed, and that employees are treated during
employment without regard to their race, sex, sexual orientation, gender identity or expression,
color, religion, ancestry, national origin, age, disability, familial status or military status. Such
action shall include, but not be limited to, the following: employment up-grading, demotion, or
termination; rates of pay or other forms of compensation; and selection for training. The Contractor
agrees to post in conspicuous places, available to employees and applicants for employment,
notices summarizing the provisions of this Equal Opportunity Clause.
The Contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, state that the Contractor is an equal opportunity employer.
It is the policy of the City of Columbus that program members as defined in section 3901.01 of
the Columbus City Codes shall have the maximum practicable opportunity to participate in the
performance of contracts awarded by the City.
The Contractor shall permit access to any relevant and pertinent reports and documents by
the Office of Diversity and Inclusion Director for the sole purpose of verifying compliance with
Title 39 of the Columbus City Codes, and with the Office of Diversity and Inclusion regulations.
All such materials provided to the Office of Diversity and Inclusion Director by the Contractor
shall be considered confidential.
The Contractor will not obstruct or hinder the Office of Diversity and Inclusion Director
or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed
by Title 39 of the Columbus City Codes.
The Contractor and each subcontractor will include a summary of this Equal Opportunity
Clause in every subcontract. The Contractor will take such action with respect to any subcontractor
as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.
The Contractor agrees to refrain from subcontracting any part of this Contract or contract
modification thereto to a contractor not holding a valid certification number as provided for in
Title 39 of the Columbus City Codes.
Failure or refusal of a Contractor or subcontractor to comply with the provisions of Title
39 of the Columbus City Codes may result in cancellation of this contract.
Revised 2026
2

INFORMATION FOR BIDDERS
SPECIAL CONDITIONS or sureties to the satisfaction of the said Director, within ten (10) days
Special conditions included in the specifications, if inconsistent with after notice. In default thereof the default provision herein shall apply.
provisions included in "Information for Bidders", shall take precedence
over any provisions in "Information for Bidders" to the extent inconsistent. LIABILITY, INSURANCE, LICENSES AND PERMITS
Where bidders are required to enter or go onto City of Columbus
SUBMISSION OF PROPOSAL property to deliver materials or perform work or services as a result of bid
Responses must be entered and submitted electronically in the body of award, the bidder will assume full duty, obligation and expense of
the RFQ. Some RFQs require pricing lists or additional documents to be obtaining all necessary licenses, permits, and insurance when required.
attached to the RFQ response electronically. In rare instances The bidder shall be liable for any damages or loss to the City occasioned
documents require submission via regular mail delivery. Refer to the by negligence of the bidder (or his agent) or any person the bidder has
"Proposal Information" section of the specifications for instructions for designated in the completion of his contract as a result of his bid.
submission. Any unauthorized conditions, limitations or provisions
attached to the proposal may render the bid nonresponsive and result in Particular attention is directed to the statutory requirements of the State
its rejection. of Ohio relative to the licensing of corporation organized under the Laws
of any other State.
ACCEPTANCE AND REJECTION
This proposal submitted by the bidder to the City of Columbus will be TAXES
accepted or rejected within a period of 180 days from bid opening date. Federal and/or State Taxes are not to be included in prices quoted. The
The City reserves the right to waive technicalities, and to request a rebid successful bidder will be furnished an exemption certificate if needed.
on the required material. If more than one item, prices shall be quoted on
the units requested. However, each item shall be considered a separate SAMPLES
bid and the City reserves the right to award a contract on each item Samples, when requested, must be furnished free of expense to the City
separately or on all items as a whole or any combination thereof. Bidders and if not destroyed, will upon request be returned at the bidder's
whose proposal is made on an "All or None" basis must clearly state expense.
such fact in the proposals.
DELIVERY
Each RFQ issued by the City shall state that the RFQ may be cancelled Time will be of the essence for any orders placed as a result of this bid.
and that any RFQ response may be rejected in whole or in part when it is Purchaser reserves the right to cancel such orders or any part thereof,
for good cause and in the best interests of the City. without obligations if delivery is not made within the time(s) specified.
Delivery shall be made during normal working hours and to the
WITHDRAWAL OF PROPOSALS destination shown on the proposal.
Bidders may withdraw their RFQ response at any time prior to the time
specified in the advertisement as the closing time for the receipt of bids. QUALITY
However, no bidder shall withdraw or cancel his response for a period of Unless otherwise stated by the bidder, the RFQ response will be
180 calendar days after said advertised closing time for the receipt of considered as being in strict accordance with the specifications outlined
proposals. in the Bid Document.
DEFAULT PROVISION References to a particular trade, manufacturer's catalog or model
In case of default by the bidder or the contractor, the City of Columbus number are made for descriptive purposes to guide the bidder in
may terminate and may procure the articles or services from other interpreting the requirements of the City. They should not be construed
sources and hold the bidder or contractor responsible for any excess as excluding proposals on other types of materials, equipment and
costs occasioned or incurred thereby. supplies. However, the bidder, if awarded the contract, will be required
to furnish the particular item referred to in the specifications or
SIGNATURE REQUIRED description unless a departure or substitution is clearly noted and
By submitting this response electronically, bidder/proposer is affixing an described in the proposal.
electronic signature as defined by the Ohio Uniform Transactions Act.
Said signature represents that he/she has the authority to bind the entity CHANGES AND ADDENDA TO BID DOCUMENTS
to the terms and conditions contained herein. Each change or addenda issued in relation to this bid document will be
published on the City's Vendor Services website no less than five (5)
APPLICABLE LAWS working days prior to the scheduled bid opening date. In addition, to the
The Revised Code of the State of Ohio, the Charter of the City of extent possible, notice will be e-mailed to each person registered as
Columbus, and all City ordinances insofar as they apply to the laws of having interest in the commodities selected for this bid. Total bid inquiry
competitive bidding, contracts, and purchases, and wage theft or specific item cancellations may be issued later than that time specified
prevention, are made a part hereof. above.
PRICING WITHHOLDING OF INCOME TAX
Bidders are to quote firm or fixed prices for the duration of any contract All bidders are advised that in order for a contract to bind the City,
which may be a result of this proposal unless otherwise noted in the each contract must contain the provisions found in Chapter 362 C.C.C.
specifications. In case of discrepancy in computing the amount of the bid, with regard to income taxes due or payable to the City of Columbus for
the UNIT PRICE quoted will govern. wages, salaries and commissions paid to the contractor's employees
as well as requiring those contractors to ensure that subcontractors
Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping withhold in a like manner.
Point include freight estimate and full value insurance cost.
CAMPAIGN CONTRIBUTIONS
CONTRACT AND BOND
Contractor hereby certifies the following: that it is familiar with Ohio
The bidder to whom an award is made will be required to execute a
Revised Code ("O.R.C.") Section 3517.13; that all applicable parties
written contract with the City of Columbus, Ohio within ten days after
listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full
receiving such contract for execution, and if specified in the legal notice,
compliance with Subsection (I) and (J) of that Section; that it is eligible
furnish a good and approved bond conditioned upon the faithful
for this contract under the law and will remain in compliance with
performance of the same. The proposal, contract, proposal bond, (if
O.R.C. Section 3517.13 for the duration of this contract and for one
applicable), and performance bond (if applicable) shall be in the form
year thereafter.
herein specified.
PUBLIC RECORDS REQUESTS
If, at any time during the continuance of the Contract, any surety shall, in
The City of Columbus, as a political subdivision of the State of Ohio, is
the opinion of the Finance & Management Director, become
subject to Ohio Revised Code Chapter 149, known as the Ohio Public
irresponsible, then said Director shall have the right to require additional
Records Law. Consequently, the Offeror understands that ALL
and sufficient surety or sureties. The Contractor shall furnish the surety
documents submitted in response to this solicitation are considered
public records and WILL be released when a public records request is
-3A- (INFORMATION FOR BIDDERS continued)

INFORMATION FOR BIDDERS
made by news media, competitors, or other interested parties, in
accordance with the law. If you contend that certain CLEARLY
MARKED portions of your response constitute an exception to Ohio's
public records law, you MUST submit your legal basis in support of that
assertion with your response.
If a public records request is made for any portion of the documents that
you have submitted and you have NOT clearly marked such documents
as information constituting an exception to Ohio's public records law,
your information will be released immediately.
If a public records request is made for such information and you HAVE
clearly marked portions of your response as information constituting an
exception to Ohio's public records law, AND you have submitted the
legal basis supporting such claim, the City will release a redacted version
of your information to the requestor and notify you that a request was
made and that a redacted version of your response was released.
Should the requestor indicate that the redacted version is not sufficient
for their purposes, you then will be IMMEDIATELY responsible for
obtaining an order from a Court of competent jurisdiction in Franklin
County, Ohio enjoining release of your clearly marked information
constituting an exception to Ohio's public records law.
If a public records request is made for such information and you HAVE
clearly marked portions of your response as information constituting an
exception to Ohio's public records law, but you have NOT submitted the
legal basis supporting such claim, the City WILL RELEASE your
information to the requestor and notify you that a request was made and
that your response was released.
DO NOT mark your entire response/submittal as information constituting
an exception to Ohio's public records law. If your entire
response/submittal is so marked, the City of Columbus will not consider
your offer.
-3B- (INFORMATION FOR BIDDERS continued)

INFORMATION FOR BIDDERS (Continued)
IN THE EVENT OF A CONTRACT willful or negligent acts or omissions of Contractor, its officers,
employees, agents, or Subcontractors.
1. Where applicable according to the specifications successful seller 14. The City will not indemnify the contractor and is prohibited from
shall transfer and deliver to City goods which conform to the doing so.
specifications. 15. This Contract may not be assigned or otherwise transferred to
2. The City shall accept from seller goods that conform to the others by the Contractor without the prior written consent of the City.
specifications, and shall pay for the goods in accordance with the If this Contract is so assigned, it shall inure to the benefit of and be
terms of an agreement, which may result from this proposal. binding upon any respective successors and assigns (including
3. The risk of loss from any causality to the goods regardless of the successive, as well as immediate, successors and assignees) of
cause of the casualty shall be on seller until the goods have been the Contractor.
delivered at the address designated in the order and are approved 16. The signatories to this Contract represent that they have the
after inspection by the City. authority to bind themselves and their respective organizations to
4. Seller warrants and represents that seller has absolute and good this Contract.
title to and full right to dispose of the goods, and that there are no 17. In the event either party is unable to perform its obligations under
liens, claims, or encumbrances of any kind against the goods, and the terms of this Agreement because of acts of God, strikes,
at the time of delivery shall be free from any security interests or equipment or transmission failure or damage reasonably beyond
other lien or encumbrance. its control, epidemics, pandemics, or other causes reasonably
5. If there is a breach by seller of the warranty against encumbrances beyond its control, such party shall not be liable for damages to
granted by seller in an agreement, which may result from this the other for any damages resulting from such failure to perform or
proposal, the City shall have the option to cancel an agreement, otherwise from such causes.
which may result from this proposal.
6. Seller shall defend any action brought against the City so far as the
action is based on a claim that the goods, or any part of the goods, LOCAL CREDIT
furnished under an agreement which may result from this proposal Pursuant to City of Columbus Ordinance # 2607-2012, in determining
constitutes an infringement of any patent of the United States or a the lowest bid for a contract the local bidder credit will not be applied.
trademark. Seller shall be notified promptly in writing of the action
and be given authority, information, and assistance, at the expense WAGE THEFT PREVENTION
of seller, for the defense of the action. Seller shall pay all damages Chapter 377 of the Columbus City Codes is hereby incorporated into
and costs awarded in the action. In case the goods or a part thereof the contract and seller is required to comply with said chapter. This
are held to constitute infringement and the use of the goods or part includes, but is not limited to reporting requirements and the obligation
thereof is enjoined, seller shall, at the expense of the seller, either to review the commission list of contractors and subcontractors that
procure for the City the rights to continue using the goods, replace received an adverse determination. Penalties for failure to comply with
the goods or a part hereof with non-infringing goods of equal or the wage theft prevention code include suspension for three years, up
better quality, modify the goods so that the goods become non- to permanent disbarment.
infringing while continuing to meet or exceed the original
specifications, or retake the goods and refund the purchase prices CERTIFICATE OF TITLE ON EQUIPMENT
and the transportation and installation costs of the goods at the If applicable to this purchase, all documents required to obtain a State of
option of the City. Ohio Certificate of Title must be delivered to:
7. Seller warrants that (1) the goods to be supplied pursuant to an
agreement which result from this proposal are fit and sufficient for Fleet Management Administrator
the purpose intended, (2) the goods are merchantable, of a good City of Columbus/Fleet Management Div.
quality, and free from defects, whether patent or latent, in material or 4211 Groves Road
workmanship and (3) the goods sold to the City pursuant to an Columbus, Ohio 43232
agreement which may result from this proposal conform to the
specifications. The particular purpose of which the goods are After signature by the Fleet Management Administrator, an original title is
required may be set forth in the specifications. to be delivered to the above address within three (3) days. No payment
8. The benefit of any warranty made in an agreement which may result for vehicles requiring a title will be authorized by the Fleet Management
from this proposal by seller shall extend to the City and to the Administrator until a valid title is received.
employees of the City, any employee of the City may bring an action
directly against seller for damages or injuries sustained by the REMEDIES
employee resulting from any breach of warranty by seller. All claims, counterclaims, disputes and other matters in question
9. All goods ordered shall be subject to final inspection and approval at between the City, its agents and employees, and the Contractor arising
the facility of the City designated for delivery. Any goods, which do out of or relating to this agreement or its breach will be decided in a court
not conform to the order of the City, may be rejected by the City. of competent jurisdiction within the County of Franklin, State of Ohio.
The City may hold any goods rejected pending instructions from the
seller or the City may return goods to seller at seller's expense. OFFERORS TERMS AND CONDITIONS
10. If any tender or delivery by seller is rejected by the City for Terms and conditions, submitted with this proposal, which are contrary to
nonconformity, no notice of intention to cure can be effective unless City Code or Charter shall be disregarded for the purpose of any
it is received by the City agency within five (5) days after notice of subsequent contract. The successful bidder shall be notified as to which
rejection is sent to seller. terms and conditions, if any, have been deleted.
11. The liability of the City for either non-acceptance of conforming
goods or repudiation of the agreement which might result from this PUBLICATIONS
proposal shall be limited to the difference between the market price The Contractor agrees to submit to the City's Contract Administrator all
at the time and place for tender of the goods and the unpaid sales advertising, sales promotion, and other publicity matters relating to this
price together with any incidental damages, but less expenses paid Contract wherein the City's name is mentioned or language used from
in consequence of the breach by the City. which the connection of the City's name therewith may, in the City's
12. An agreement which may result from this proposal shall not be judgment, be inferred or implied. The Contractor further agrees not to
modified or altered by any subsequent course of performance publish, or use such advertising, sales promotion, or publicity matter
between parties or by additional terms contained in any subsequent without the prior written consent of the City except that may be required
documents unless said additional or differing terms are incorporated under law.
by contract modification authorized to be entered into by ordinance.
13. Contractor shall protect, indemnify and save the City harmless
from and against any damage, cost, or liability, including
reasonable attorneys' fees, resulting from claims for any or all
injuries to persons or damage to property arising from intentional,
-3C-
Revised 09-07-21

City of Columbus, Department of Finance and Management
Remanufactured And OEM Ink Cartridges UTC
Specifications
1.0 SCOPE AND CLASSIFICATION
1.1 Scope: This proposal is to provide the City of Columbus with a Universal Term
Contract to purchase remanufactured, and original equipment manufacturer
(OEM) ink, and toner cartridges, and printer maintenance, to be used City wide.
The City of Columbus may enter into one or more contracts. Offeror may
propose one or both types of cartridges. Approximately ninety-five percent
(95%) of all cartridges used annually are Hewlett Packard or compatible. The
remaining purchases are for Brother, Cannon, Dell, Epson, Lexmark, Ricoh,
and Xerox or compatible. The proposed contract(s) will be in effect through
January 01, 2029.
1.2 Classification: The successful Offeror will provide and deliver ink and toner
cartridges. Offeror are asked to quote discounts off price list or catalogues.
Offeror are required to show experience in providing this type of material, and
services as detailed in these specifications.
1.2.1 Bidder Experience: The Offeror must submit an outline of its experience and
work history in these types of materials and service for the past five years.
1.2.2 Bidder References: The Offeror shall have documented proven successful
contracts from at least four customers that the Offeror supports that are similar
in scope, complexity, and cost to the requirements of this specification.
1.3 Specification Questions: Questions regarding this bid must be submitted on
the Vendor Services portal by 1:00 PM Thursday, August 06, 2026.
Responses will be posted on the RFQ on Vendor Services no later than
Thursday, August 13, 2026, at 1:00 PM.
1.4 For additional information concerning this bid, including procedures on how to
submit a proposal, you must go to the City of Columbus Vendor Services web
site at https://columbusvendorservices.powerappsportals.com/ and view this
bid number.
2.0 APPLICABLE PUBLICATIONS AND STANDARDS
2.1 Must meet or exceed all City, State, Federal safety guidelines and standards.
2.2 All OSHA applicable guidelines and standards.
2.3 ISO/IEC 24711:2007 for determining the average yield measured in the number
of standard pages for a color inkjet cartridge.
2.4 References to a particular trade or manufacturer's model number are made for
descriptive purposes to guide the bidder in interpreting the requirements of the
4

City of Columbus, Department of Finance and Management
Remanufactured And OEM Ink Cartridges UTC
Specifications
City. They should not be construed as excluding proposals on other
manufacturers of materials, equipment, and supplies.
3.0 REQUIREMENTS
3.1 General Information:
3.1.1 Term: The proposed contract shall be in effect from authorization of the
contract(s) up to and including January 01, 2029.
3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by the
ensuing contract, under the same terms and conditions stated therein can be
extended for one year, or portion thereof, at the same pricing and the same
escalator clause.
3.1.2 Pricing: Discount(s) quoted shall be firm for the duration of this contract.
Bidder shall indicate on proposal page the price list and the percentage
discount to be applied to price list. A copy of all price list(s) or website
address(s) are to be included with this bid. If, during the contract period, a price
schedule referenced in this bid is superseded by a new price schedule the
Purchasing Office shall be notified of such change in writing. The prices
reflected on the superseded price schedule shall remain in effect until he City
receives the new schedule or until the effective date of the new schedule,
whichever is latest. Price changes made universally to all supplier's customers
on a supplier's punch-out catalog shall be exempted from this requirement.
After application of any discount(s), all prices will be rounded to two digits after
the decimal point following general rounding rules, being rounded down if the
number is 4 or less or up if the number is 5 or more.
3.1.2.1 Escalator Clause: No adjustment of the discount shall be granted during the
first twelve (12) months duration of an awarded contract. Thereafter no more
than two such adjustments may occur during the life of the contract. In the
event the supplier receives a general price increase in the cost of the finished
product contracted for, due to increase in the cost of raw materials, labor,
freight, etc., upon giving thirty (30) days prior notice and proper documentation
as proof, said adjustment in addition to the price quoted herein, may be
permitted, subject to the sole discretion of the City of Columbus Finance and
Management Director. In the event any such adjustment is granted, no
adjustment shall be permitted on orders received by supplier which are in
process or filled but awaiting shipment prior to the increase. All price decreases
inure to the benefit of the City of Columbus. The written notice and following
documentation shall be sent to City of Columbus Purchasing Office at
vendorservices@columbus.gov
3.1.2.2 Price Documentation: The supplier shall submit the following documentation
with each request for an adjustment:
5

City of Columbus, Department of Finance and Management
Remanufactured And OEM Ink Cartridges UTC
Specifications
1) Copies of the old and the current price lists or similar documents which
indicate the original base cost of the product to the supplier and the
corresponding increase; and
2) Copies of correspondence sent by the supplier's supplier explaining the
source of the increase in such areas of raw materials, freight, fuel or labor, etc.;
and
3) Copies of excerpts from business publications, market quotations or trade
journals recognized as being representative of their particular trade or industry,
that indicate a trend toward an increase in the current market for the
commodities under the awarded contract.
3.1.2.3 Right of Cancellation: If at any time during the term of the contract the
supplier's total request(s) for a price increase(s) are greater than fifteen percent
(15%), the City of Columbus may cancel this agreement with thirty (30) days
written notification.
3.1.3 Quantity Estimate: The City of Columbus of estimates spending
approximately $320,000 in accordance with this contract. This is an estimate
of the needs of the City under this contract and are for bidding purposes only.
This estimate is not to be construed as representing an actual order for that
amount, or a guarantee that any minimum amount will actually be purchased.
The City reserves the right to purchase up to twice the estimated quantity.
3.1.4 Quality Standards: The City intends to purchase new, unused and the most
current model. The specifications describe a minimum acceptable requirement
which a bidder has to meet. However, the bidder is allowed to exceed a
minimum requirement where the excess enhances the function of the unit and
which the City can accept. It is not acceptable for a bidder to exceed a
maximum desired limit.
3.2 Bidder Requirements: The City will use the requirements of this section to
determine if each bidder meets the minimum standards to be considered a
responsible bidder. Please print, complete and attach Reference pages and
attach any supplemental pages as may be necessary to meet these requirements.
For instructions on how to attach a document to your bid, refer to the Vendor
Services User Guide.
3.2.1 Experience Required: Documentation shall include (at a minimum)
information meeting the following criteria.
3.2.1.1 Equipment and Warranty Capabilities: Offeror must document, and submit
in a letter attached to the bid, their capability of providing the equipment and
warranty service specified herein.
6

City of Columbus, Department of Finance and Management
Remanufactured And OEM Ink Cartridges UTC
Specifications
3.2.1.2 Manufacturer Relationship: The Offeror shall provide the history of their
relationship with manufacturer(s) that will potentially be providing these types
of equipment/parts and warranty service for the past five years, including but
not limited to the following:
a) Length of the relationship
b) Authorized reseller of OEM cartridges.
c) A brief history of the relationship
3.2.2 References: The Offeror shall have documented proven successful contracts
from at least four customers that the Offeror supports that are similar in scope,
complexity, and cost to the requirements of this specification.
3.2.2.1 Contact Information Required: The reference contact information shall
include the customer name, customer e-mail address, street address,
telephone number, fax number, contact name and equipment purchase date.
3.2.2.2 Equipment / Warranty Service Information: A description of the
equipment/parts provided and type of warranty service that was provided.
3.2.3 Subcontractor Information Required: If subcontractor(s) are to be used,
please list names, addresses, telephone numbers and a contact person for
each subcontractor. All subcontractors must have valid contract compliance
certification.
3.2.3.1 Subcontractor Contact: Should the Offeror use subcontractors, the City shall
use the Offeror as the primary contact point.
3.2.4 Specification Questions: Questions regarding this bid including any
exceptions and/or suggested changes to the requirements must be submitted
on the vendor services portal by 1:00 PM (local time) on Thursday, August 06,
2026. Responses and any necessary addenda will be posted as an
amendment to this RFQ on the City's Vendor Services portal no later than 1:00
PM (local time) on Thursday, August 13, 2026. The City strongly encourages
bidders to submit exceptions and/or changes during this stage of the process.
Bidders submitting exceptions and/or changes before this date will greatly
reduce the likelihood of their bid being rejected as non- responsive to the
specifications. Bidders whom have not registered and created a new user on
the City's portal https://columbusvendorservices.powerappsportals.com/are
strongly encouraged to do so. Notice of any pre-bid notes and addenda will
only be sent to Bidders whom have registered at the site.
3.2.4.1 For further instructions on how to submit "Vendor Questions" through the Vendor
Portal, please see Section "Add Vendor Questions" in the City of Columbus Vendor
Services User Guide.
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City of Columbus, Department of Finance and Management
Remanufactured And OEM Ink Cartridges UTC
Specifications
The City has instructional videos to assist bidders at the portal. Tutorial videos are available to be
viewed through You Tube or by clicking the following link:
https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_i
d=0&view=0&sort=dd
3.3 Product Requirement Specifications:
3.3.1 Specification Requirements: This bid shall include remanufactured toner
cartridges, printer maintenance, and new OEM cartridges as needed by the
City through the term of this contract.
3.3.1.1 Material Safety Data Sheets (MSDS): All offered cartridges are to be attached
to this proposal as a .PDF. All MSDS submitted must be either an original, as
received from the manufacturer, or a legible copy made from the same. Offeror
shall be responsible, during the term of the contract, to provide with revised
MSDS on a timely basis, as appropriate, to City of Columbus Purchasing Office
at vendorservices@columbus.gov
3.3.1.2 Dry and Liquid Ink Remanufactured Cartridge Program: A catalog/price list for
remanufactured printer cartridges must accompany bid or a web link must be
provided on the Proposal Pages. Bidders shall detail the discount percent off
the published price in the appropriate space on Proposal Page.
3.3.1.3 Remanufactured cartridges shall be completely disassembled, cleaned, and
inspected. All worn and defective parts must be replaced. The following parts
must be replaced with new components every time a cartridge is recycled.
3.3.1.3.1 Drum
3.3.1.3.2 Wiper Blade
3.3.1.3.3 Corona Wires
3.3.1.3.4 Charge Rollers
3.3.1.3.5 Magnetic Roller Sleeves must be replaced with new or re-coated sleeves on all
toner cartridges.
3.3.1.4 Methods used in remanufacturing liquid ink and toner cartridges.
3.3.1.4.1 Offeror must provide a description of the method used to repair or replace the
Mylar recovery blade. The method known as, "drill and fill", is unacceptable.
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