Copier RFP

Location:	Illinois
Posted:	Nov 11, 2025
Due:	Dec 5, 2025
Agency:	Hawthorn District 73
Type of Government:	State & Local
Category:	80 - Brushes, Paints, Sealers, and Adhesives
Publication URL:	To access bid details, please log in.

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R equest for Proposal (RFP)

C opiers/Digital Duplicating Machines and Maintenance

R FP issued by:

Hawthorn School District #73

841 W End Court

V ernon Hills, IL 60061

J ennifer Akin

Assistant Superintendent of Finance & Business Operations

847-990-4221

akinj@hawthorn73.org

R FP Public Notice & Release Date: November 12, 2025

R FP Submission: D ecember 5, 2025 by 12pm CST.

C ompleted proposals must be submitted: Proposals must be submitted by1 2pm CST on December

5 , 2025t o Hawthorn School District #73 District Officelocated at 841 West End Court, Vernon Hills IL

60061, to the attention of Jennifer Akin.

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RFP Specifications cont.

Initials_______ Date__________

S CHEDULE OF EVENTS

Event Type

Event Date

Event Time

R FP Release Date (Public Notice) 1 1/12/25

D eadline for Pre-Proposal

Conference questions (any

questions submitted by this time

w ill be answered and provided in

writing at the site visit)

11/24/25

Pre-Proposal Conference and Site

Visit @ District Office, 841 W. End

Court, Vernon Hills IL 60061

11/25/25

Deadline for submission of Final

Questions. No questions will be

accepted after this date/time.

12/1/25

A nswers to Questions or

A ddendum Provided

12/2/25

12:00 PM

1 2:00 PM

D eadline for Submission of

P roposal

P roposals Opening

12/5/25

1 2:00 PM

1 2:01 PM

P roposals Evaluation Completed 1 2/8/25

B oard Presentation (Discussion of

bid opening results)

1 2/17/25

B oard Approval (Board Meeting) 1 /15/26

N otice of Intent to Award Sent to

S elected Vendor

Contract Signing

1/16/26

1 /26/26

Anticipated Start Date of Selected

Vendor

2 /01/26

Hawthorn School District #73 will use its best efforts to adhere to the Schedule of Events. However,

Hawthorn School District #73 reserves the right to amend the schedule, as it deems necessary, and

will post a notice of said amendment using the addenda or amendment process described in the

instructions below.

SPECIFICATIONS

H AWTHORN CCSD 73

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RFP Specifications cont.

Initials_______ Date__________

General

1. This document is a Request for Proposal (RFP),notan Invitation to Bid. Illinois School Code

L aw 5/10-20.21 exempts the purchase of copiers/duplicating machines and their supplies to be

a warded as a sealed Invitation to Bid.

2 . The RFP will be awarded by the School District to the vendor(s) whose proposal(s) is/are

determined to be the most advantageous to the School District, taking into consideration the

evaluation factors set forth in this RFP.

C RITERIA

C ost/Financial Proposal

E nhanced security options

Compatibility with Mac environment

References/Past Performance

Print management software (hosted on the cloud or server based)

Email scanning capability

Maintenance Response time

Ability to change print options at the copier

Ability to default to black & white

Lease vs ownership

Options for supply and finisher replenishment cycle

Paper capability including sizes and weight

Warranty

Site evaluation form

TOTAL POINTS

WEIGHT

15 P oints

1 5 Points

10 Points

1 0 P oints

10 P oints

1 0 Points

5 P oints

5 Points

3 P oints

2 Points

1 Point

1 P oint

100/100

HAWTHORN CCSD 73

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RFP Specifications cont.

Initials_______ Date__________

3 . R FP shall be submitted to Ms. Jennifer Akin, Assistant Superintendent for Business and

O perations, Hawthorn CCSD 73, 841 West End Court, Vernon Hills, IL 60061 on or before12:00

p .m. on Monday, December 5, 2025. Vendors will becontacted after the RFP is reviewed.

4. A ll proposals must be submitted on the attached forms only. Every page of the RFP must be

initialed and dated, acknowledging it has been thoroughly read and agreed upon. Unsigned or

late proposals will not be considered.

5. O ral, telephone, telegraphic or facsimile transmitted proposals will not be accepted.

6 . T he School District is not subject to Federal Excise Tax or Illinois Retailers Occupational Tax.

#E99956391

7 . Prices quoted shall include all charges for packing, transportation, delivery, set-up and training

to the locations designated on the proposal. A llequipment must be 100% new. Price shall also

include removal of old equipment, if needed.

8 . All proposals will be considered firm for a period of ninety (90) days from the date the proposal

is due.

9 . The Board of Education of Hawthorn CCSD 73 reserves the right to reject any or all proposals,

to waive irregularities and to accept that proposal which is in the best interest of the School

D istrict. Any such decision shall be considered final.

1 0. P rices submitted shall include extensive training at each site, on an agreed upon date and time.

1 1. Maintenance response time shall be four (4) hours or less. Response time is defined as on-site.

B i-Annual service reports are required on the fleet.

12. All proposals shall be submitted with each space properly completed. Proposals may not be

withdrawn or modified in any way by the vendor without the written approval of the district.

All vendors will be bound by any math calculations, misquotes, or mistakes of any kind once

the proposal has been opened.

1 3. Proposers must comply with ACT 130 – The Prevailing Wage Act as enacted by the State of IL.

1 4. All proposers are required to sign, notarize, and return the Contractor Certifications, included

on page 16 of this RFP packet, with their proposal.

1 5. If the selected vendor will be employing subcontractors or authorized dealers, their

s ubcontractors/authorized dealers must sign and notarize the Contractor Certifications found

o n page 15 of this RFP and comply with the ACT 130 – The Prevailing Wage Act, upon

a warding/signing of the contract.

HAWTHORN CCSD 73

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RFP Specifications cont.

Initials_______ Date__________

1 6. The successful contractor (and any subcontractors) must comply with the background check

r equirements as stated in Section 10.21.9 of the Illinois School Code prior to beginning work.

1 7. A ll contact with the District regarding this RFP must be made directly to email address:

a kinj@hawthorn73.org. Direct contact/communicationw ith any other school officials and/or

staff member is prohibited.

1 8. References for the past two (2) years of all school districts served. List should include current

c ustomers, as well as non-current customers, that include machine purchases as well as

m aintenance contracts and lease agreements. Please include the name of contact and

telephone number.

1 9. This RFP (inclusive of all exhibits) shall be attached as an addendum to the successful vendor’s

standard contract form and shall be part of the contract between the Board of Education and

t he successful vendor. The vendor’s standard contract form, this Addendum/RFP and the

purchase order, if any, shall constitute the “contract” between the Board of Education and the

successful vendor. If, and to the extent that, any provisions of this Addendum/RFP conflict,

c ontradict or are inconsistent, in whole or in part, with the terms of the standard contract form

and/or the purchase order, if any, this Addendum shall take precedence, govern and control.

2 0. Failure to carry out or implement any aspect of the requirements of this RFP during any point

in the term of this agreement shall result in termination for cause.

C ontractor Requirements

T o be eligible for consideration Proposers must meet the following requirements, if applicable:

• Be fully licensed to operate within Illinois and hold all necessary local, state, and federal

certifications and permits.

• All operations must comply with relevant local, state, and federal laws and regulations (e.g.,

DOT, OSHA standards, EPA regulations, Consumer Electronics Recycling Act (CERA))

O ptional National Compliance

T his Request for Proposal (RFP) is issued in accordance with the regulations and requirements of the

S tate of Illinois and is primarily intended for services within this state. However, respondents

interested in providing services outside of Illinois under this contract must demonstrate their ability to

c omply with the applicable local, state, and federal regulations of any additional states where services

m ay be provided. Compliance with the Illinois Consumer Electronics Recycling Act (CERA) and

Resource Conservation and Recovery Act (federal) and equivalent regulations in other states will be

required for those bidders seeking to expand their service offerings nationally.

Eligibility Requirements - Optional Licensing and Compliance Across States

Proposers interested in being considered for business outside of Illinois must meet the following

additional eligibility criteria:

HAWTHORN CCSD 73

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