REQUEST FOR QUOTATION (RFQ) 8182-10
FROM: Board of Governors of
Missouri State University
901 South National Avenue
Springfield, Missouri 65897
Telephone: (417) 836-6835, Fax: (417) 836-6583
Date: March 02, 2023 Page 1 of 6
Bid Close Date and Time: Friday
3:00 p.m. (CST) March 10, 2023
TO: (Provide company name and address below.)
ALL BIDS MUST BE PREPARED
TO INCLUDE FREIGHT COSTS
TO SPRINGFIELD, MISSOURI
Buyer: Micki Melton for Missouri State University
Missouri State University, as a state supported educational institution, is exempt from the payment of sales/use taxes pursuant to RSMo 144.040 and 144.615
ITEM QTY UNIT
RFQ 8182-10 Recycled Copy Paper
Sealed bids are hereby requested for the following item(s).
General specifications and requirements are provided as part of
this RFQ. When submitting sealed bid, mark in lower left
corner of envelope: Sealed RFQ 8182.10.
All quoted prices must be firm and fixed and must include
all required components and shipping/delivery costs FOB
Destination to Springfield, Missouri. Delivery must be within 30
days of order date.
Fax or e-mail bids will NOT be accepted.
Bid Close Date and Time: 3:00 p.m. (CST) Friday,
March 10, 2023.
Mail or Deliver To: Missouri State University, Carrington Hall-
Room 106, 901 South National Avenue, Springfield, Missouri
THE BIDDER MUST SIGN AND RETURN THIS
DOCUMENT AS PART OF HIS/HER BID.
Unless noted by the bidder, there shall be no restrictions on the
number or quantity of an item that may be ordered.
If the requested quantity is not a standard package quantity, the
bidder should quote on both the requested quantity and the
standard package quantity, clearly identifying each.
If alternate items are offered, the bidder must provide descriptive
literature and/or information for each alternate offered.
Additional costs for packing, handling, etc., not shown on this
quotation will not be paid by the University.
See the “TERMS AND CONDITIONS OF REQUEST FOR
PROPOSAL/QUOTATION (RFP/RFQ)” attached hereto for
DELIVERY_______DAYS ARO OR STATE EARLIEST____________________
PRICES EFFECTIVE FOR _______ DAYS OR UNTIL______________________
THE BIDDER HEREBY AGREES TO FURNISH THE ITEMS AND/OR
SERVICES SPECIFIED HEREIN, AT THE PRICES QUOTED, PURSUANT
TO ALL REQUIREMENTS AND SPECIFICATIONS OF THIS REQUEST
AUTHORIZED SIGNATURE: ______________________________________
Please type or print name: _____________________________________________
TITLE____________________DATE_______________ PHONE NUMBER______________________
COMPANY NAME: ________________ _E-mail:_______________________
MISSOURI STATE UNIVERSITY
Page 2 of 6
ITEM QTY UNIT
001 840 CS Recycled Copy Paper – 30% recycled multi-use paper brand. $______ $________
Brightness 92, 20# Weight, 30% Recycled, 8.5” x 11” 5,000 Sheets
Paper Must be 30% recycled paper content to be considered for
this bid request!
Shrink wrap cases on each pallet.
Delivery company must provide at least 24 hours delivery
confirmation via phone call to 417-836-5776 or 417-836-5103.
Delivery will only be accepted Monday thru Friday from 7:30 am to
10:00 am or 1:00 pm to 3:00 pm.
Central Receiving Warehouse Address:
945 East Grand Street, Springfield, MO 65897
Central Receiving Warehouse GPS Coordinates:
Latitude: 37.197254 | Longitude: -93.281155
Vendor: Please verify address on the ship to Bill of Lading
for assisting truck drivers. Notify Trucking Company the
Location – 945 East Grand Street, Springfield, MO 65897.
All quoted prices must be firm and fixed and must include all
required components and shipping/delivery costs FOB Destination
to Missouri State University in Springfield, Missouri. Delivery must
be within 30 days of order date.
Payment Terms: N/45 per RSMo 34.055.
BID CLOSE DATE AND TIME: 3:00 P.M. (CST) FRIDAY,
MARCH 10, 2023.
MISSOURI STATE UNIVERSITY
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TERMS AND CONDITIONS, REQUEST FOR PROPOSAL/QUOTATION (RFP/RFQ)
1. Bids and Bidders means the same as proposals and contractors.
2. Closing Date and Time or Date and Time Returnable means the deadline required for the physical receipt of bids by the Procurement Office.
3. Must and Shall mean that a certain feature, component, or action is mandatory. Failure to comply will result in rejection of the proposal.
4. Request for Proposal (RFP) or Request for Quotation (RFQ) means the procurement document issued by the Procurement Office to potential bidders for the
purchase of equipment, supplies, and/or services as described in the RFP/RFQ document. The definition includes these Terms and Conditions as well as any
other Attachments and Amendments to the RFP/RFQ.
II. OPEN COMPETITION/RFP/RFQ DOCUMENT
1. It is the contractor’s responsibility to ask questions, request changes or clarification, or otherwise advise the Procurement Office if any language, specifications,
or requirements of the RFP/RFQ appear to inadvertently restrict or limit the requirements of the RFP/RFQ to a single source. Any and all communication from
bidders regarding the RFP/RFQ and the procurement process must be directed to the Buyer identified on the first page of the RFP/RFQ. Such communication
should be received at least five calendar days prior to the official Proposal Close Date.
2. The Procurement Office reserves the right to officially modify or cancel the RFP/RFQ after issuance. Bidders will be notified of any such modification or
cancellation by issuance of an addendum from the Procurement Office.
III. CONFLICT OF INTEREST
The contractor hereby covenants that at the time of the submission of the proposal the contractor has no other contractual relationships which would create any
actual or perceived conflict of interest. The contractor further agrees that during the term of the contract neither the contractor nor any of its employees shall
acquire any other contractual relationships which could create such a conflict.
IV. PREPARATION OF BIDS/PROPOSALS
1. Failure to carefully examine the RFP/RFQ and all terms and conditions related thereto will be at the contractor’s risk.
2. Unless otherwise specifically stated in the RFP/RFQ, all specifications and requirements constitute minimum requirements. All bids must meet or exceed the
stated specifications and requirements.
3. Bids lacking any written indication of intent to offer an alternate brand or to take an exception shall be considered to be in full compliance with the specifications
and requirements of the RFP/RFQ.
4. All equipment and supplies offered must be new and of current production and available for marketing by the manufacturer unless the RFP/RFQ clearly
specifies that used, reconditioned, or remanufactured equipment and supplies may be offered.
5. Prices quoted by the contractor must remain valid for a minimum of ninety (90) days from the date of proposal opening. If the proposal is accepted, prices
shall remain firm for the specified period.
V. SUBMISSION OF BIDS/PROPOSALS
1. Bids must be signed by a duly authorized representative of the contractor’s organization and must contain all necessary information in the manner required by
2. The sealed envelope or package containing a proposal should be clearly marked with the official RFP/RFQ number and the Proposal Close Date. Bids for
different RFP/RFQs should not be placed in the same envelope.
3. A bid may only be modified or withdrawn (1) by signed, written notice received by the Procurement Office prior to the Proposal Close Date and Time or (2)
in person by the contractor or its authorized representative, provided proper identification is presented before the Bid Close Date and Time. Telephone requests
to withdraw or modify a proposal will not be honored.
4. Bidders must, as a minimum, sign and return the RFP/RFQ cover page or, if applicable, the cover page of the last amendment thereto in order to constitute
acceptance by the contractor of all RFP/RFQ terms and conditions. Failure to do so will result in rejection of the proposal unless the contractor’s full compliance
with those documents is indicated elsewhere within the contractor’s response.
VI. QUOTATION/PROPOSAL OPENING
1. All bids will be opened at 3:00 p.m. on the date indicated. Prices will not be made available at that time and will not be made public until the evaluation is
complete and an award is made.
2. It is the contractor’s sole responsibility to ensure that the proposal is delivered to the Procurement Office by the Proposal Close Date and Time. If the
Procurement Office is officially closed on the Proposal Close Date, bids will be accepted until 3:00 p.m. the next official work day and will be opened at that
3. Bids which are not received by the Procurement Office prior to the Proposal Close Date and Time will be considered late, regardless of the degree of lateness
or the reason related thereto. Late bids will not be opened.
MISSOURI STATE UNIVERSITY
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1. An award will be made to the contractor whose proposal (1) complies with all mandatory specifications and requirements of the RFP/RFQ and (2) is the best
proposal, price and other factors considered.
2. The right is reserved, as the interests of the University may require, to reject any or all bids and to waive any minor informality or irregularity in bids received.
The Procurement Office reserves the right to request written clarification of any portion of the contractor’s response if deemed necessary in order to verify the
intent of the contractor.
3. The University reserves the right to make awards on an item by item basis, or on an all or none basis, as applicable, if deemed in the best interests of the
4. Any award shall be made only by written notification from the Procurement Office. For protest procedures see
5. All bids and associated documentation received on or before the Proposal Close Date and Time will be considered open records pursuant to Section 610.021
VIII. REMEDIES AND RIGHTS
1. No provision in the contract shall be construed, expressly or impliedly, as a waiver by the University of any existing or future right and/or remedy available by
law in the event of any claim by the University of the contractor’s default or breach of contract.
2. The contractor understands and agrees that the contract shall constitute an assignment by the contractor to the University of all rights, title, and interest in and
to all causes of action that the contractor may have under the antitrust laws of the United States or the State of Missouri for which causes of action have accrued
or will accrue as the result of, or in relation to, the particular equipment, supplies, and/or services purchased or procured by the contractor in the fulfillment of
the contract with the University.
IX. DELIVERY, INSPECTION, AND ACCEPTANCE
1. Delivery of equipment, supplies, and/or services must be made no later than the time stated in the contract, or within a reasonable period of time if a specific
time is not stated.
2. No equipment, supplies, and/or services received pursuant to the contract shall be deemed accepted until the University has had reasonable opportunity to
inspect the same.
3. All equipment, supplies, and/or services which do not comply with the RFP/RFQ specifications and/or requirements or which are otherwise unacceptable or
defective may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty
of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.
4. The University reserves the right to return any such rejected shipment at the contractor’s expense for full credit or replacement and to specify a reasonable date
by which replacements must be received.
5. The University’s right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the
University may have.
X. TERMINATION OF CONTRACT
1. If the University terminates the contract for any reason, the University reserves the right to obtain such equipment, supplies, and/or services from other sources
and charge the contractor for any additional costs incurred as a result thereof, including attorney fees and court costs.
2. The contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each
fiscal year included within the contract period. The contract shall not be binding upon the University for any period in which funds have not been appropriated,
and the University shall not be liable for any costs associated with termination caused by lack of appropriations.
1. The contractor expressly warrants that all equipment, supplies, and/or services provided will (1) conform to each and every specification, drawing, sample or
other description provided as part of the RFP/RFQ, (2) be fit and sufficient for the purpose expressed in the RFP/RFQ, (3) be merchantable, (4) be of good
materials and workmanship, and (5) be free from defect.
2. Such warranty shall survive delivery and shall not be deemed waived either by reason of the University’s acceptance of, or payment for, said equipment,
supplies, and/or services.
XII. APPLICABLE LAWS AND REGULATIONS
1. The contract shall be construed according to the laws of the State of Missouri. In the event of any litigation arising hereunder, the parties agree that venue shall
be proper only in the State Circuit Court for Greene County, Missouri. The contractor shall comply with all local, state, and federal laws and regulations related
to the performance of the contract to the extent that the same may be applicable.
2. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provision shall be void
and unenforceable. The balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and the University.
MISSOURI STATE UNIVERSITY
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3. The contractor must be registered with and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies as may be
required by law or regulation.
4. The contractor must file and pay in a timely manner all Missouri sales, withholding, corporate and any other required Missouri taxes.
XIII. INVOICING AND PAYMENT
1. Payment for all equipment, supplies, and/or services required herein will be made in arrears.
2. Invoices must be directed to the Procurement Office and must include the contract number or purchase order number, item number, contract description of
supplies or services, sizes, quantities, unit prices, and extended totals.
3. Invoices shall be subject to late payment charges as provided for in Section 34.055 RSMo.
4. The University does not pay state or federal taxes unless otherwise required by law or regulation.
5. The University assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity
is subject to rejection by the University and shall be returned at the contractor’s expense.
6. The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the University.
XIV. NON-DISCRIMINATION AND AFFIRMATIVE ACTION
1. In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall agree not to discriminate
against recipients of services or employees or applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran
status. If the contractor or subcontractor employs at least 50 persons, they shall have and maintain an affirmative action program which shall include:
a.) A written policy statement committing the organization to affirmative action and assigning management responsibilities and procedures for evaluation
b.) The identification of a person designated to handle affirmative action;
c.) The establishment of non-discriminatory selection standards, objective measures to analyze recruitment, an upward mobility system, a wage and salary
structure, and standards applicable to layoff, recall, discharge, demotion, and discipline;
d.) The exclusion of discrimination from all collective bargaining agreements; and
e.) Performance of an internal audit of the reporting system to monitor execution and to provide for future planning.
2. Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA) for Contracts of $100,000.00 or More
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits Discrimination against qualified
protected veterans, and requires affirmative action by covered prime contractors and Subcontractors to employ and advance in employment qualified
3. Disability Rehabilitation Act of 1973 Section 503 for Contracts in Excess of $10,000.00
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified
individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in
employment qualified individuals with disabilities.
XV. AMERICANS WITH DISABILITIES ACT
In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors must comply with and be
responsible for all applicable requirements and provisions of the Americans with Disabilities Act (ADA).
XVI. REQUIREMENTS FOR PRIME CONTRACTORS
1. Each prime contractor and subcontractor shall file annually, on or before the 31st day of March, complete and accurate reports on Standard Form 100 (EEO-1)
promulgated jointly by the Office of Federal Contract Compliance Programs, the Equal Employment Opportunity Commission and Plans for Progress, or such
form as may hereafter be promulgated in its place, if such prime contractor or subcontractor (i) is not exempt from the provisions of these regulations in
accordance with 60-1.5; (ii) has 50 or more employees; (iii) is a prime contractor or first tier subcontractor; and (iv) has a contract, subcontract or purchase
order amounting to $50,000 or more or serves as a depository of government funds in any amount, or is a financial institution which is an issuing and paying
agent for U.S. savings bonds and savings notes: Provided, that any subcontractor below the first tier which performs construction work at the site of construction
shall be required to file such a report if it meets the requirements of paragraphs (i), (ii), and (iv) of this section.
2. Facilities provided for employees must be provided in such a manner that segregation on the basis of race, color, religion, or national origin cannot result.