ESBD_504334_1775507784057_printers_copiers_and_multifunction_devices-2026-04-06-20-33-34.pdf

www.bvcog.org

REQUEST FOR PROPOSALS

26-227

“PRINTERS, COPIERS, AND MULTIFUNCTION DEVICES”

RELEASE DATE: April 6, 2026 DEADLINE FOR QUESTIONS: April 17, 2026

RESPONSE DEADLINE: May 5, 2026, 3:00 pm CT

PAPER RESPONSES MAY BE DELIVERED TO:

Purchasing Solutions Alliance

Center of Regional Services Building 3991 E. 29th Street Bryan, Texas 77802

Proposals must be delivered during regular business hours, M-F 8:00am-5:00pm http://www.bvcog.org/

Purchasing Solutions Alliance

Request for Proposals Printers, Copiers, and Multifunction Devices

Table of Contents

1. Introduction

2. Technical Specifications and Scope of Work

3. Pricing

4. Proposal Evaluation

5. Instructions for Preparing Proposal

6. RFP Administration

7. Contract Administration

8. Vendor Performance Under Cooperative Contract

9. PSA Terms and Conditions

10. Insurance Requirements for PSA Vendors

11. Definitions, Abbreviations, and Acronyms

12. Vendor Response

Attachments:

A - Offeror_Acknowledgement_&_Certification B - Conflict of Interest Questionnaire C - Proposer Certifications 26-227 D - Sample Contract 26-227

RFP 26-227

1 Introduction

1.1 Summary

Purchasing Solutions Alliance (PSA), a nationwide non-profit cooperative purchasing program of the Brazos Valley Council of Governments (BVCOG), is soliciting proposals from experienced and qualified vendors to provide printers, copiers, and multifunction devices to PSA Members. The resulting contract will provision the lease and/or sale of products.

There is considerable potential sales value in being awarded a competitively bid public sector cooperative contract. PSA contractors have the advantage of promoting sales to governmental/educational entities without the need for the buyer to issue an RFP. This saves the buyer time and money from duplicating the competitive bidding process and managing the resulting contract. Many of our existing PSA contractors have been able to gain new customers because of the cooperative contracts.

The resulting contract from this RFP will be able to be used by local government agencies, certain state agencies, school districts, higher education, and non-profit 501(c)(3) organizations nation-wide.

We believe a PSA contract would enhance your competitive position in the government marketplace, and are eager to work with you to promote the best interests of our participating local governments and qualifying non-profit organizations.

1.2 Background

PSA is a “Government-to-Government” procurement service for Local Governments, Districts, Political Subdivisions, Authorities, Schools, Universities, and qualifying Not-for-Profit Corporations.

These agencies become Members of Purchasing Solutions Alliance by executing an Interlocal Purchasing Agreement, which is free of cost and imposes no minimum spending requirements.

PSA, acting on behalf of Members, solicits competitive offerings for the furnishing of products and/or services, resulting in a cooperative contract.

With a cooperative contract, all the hard work of the competitive RFP process is done in advance, and the vendors can then use the contract to make immediate sales to government agencies, schools, and non-profit organizations. In return, the vendors pay an administrative fee based on the amount billed to customers. The customers save time from writing their own RFP, and they reap the benefits of the competitive bid. Even the smallest of customers receive larger discounts than they could get on their own, because the contract is based on a much larger sales volume. It's a win-win situation for all parties.

PSA members include school districts, higher education, non-profit 501(c)(3) organizations, local government agencies and certain state agencies. PSA members may use any combination of PSA contracts. All purchases are optional and no sales are guaranteed. Visit www.psabuy.org and click on the Membership tab in the main menu to view and/or download a list of PSA member agencies that have currently entered into Cooperative Interlocal Purchasing Agreements with PSA, eligible to participate in any subsequent contract.

1.3 Contact Information

The sole Point of Contact (POC) for purposes of this RFP prior to the award of any contract is:

Susan Lightfoot, Program Administrator.

Contact with any other PSA employee or official is prohibited without prior written consent from the POC of this RFP. Failure to observe this requirement may be grounds for rejection of the proposal.

Susan Lightfoot Program Manager 3991 East 29th St Bryan, TX 77802 Email: psabuy@bvcog.org Phone: (979) 595-2801 Ext: 2035 Department:

Procurement

Department Head:

Susan Lightfoot Program Administrator

1.4 Timeline

PSA reserves the right to change the dates in the schedule of events below.

Release Project Date April 6, 2026

Question Submission Deadline April 17, 2026, 5:00pm

Question Response Deadline April 21, 2026, 5:00pm

Proposal Submission Deadline May 5, 2026, 3:00pm

2 Technical Specifications and Scope of Work

2.1 Products and Services

PSA intends to award a cooperative contract to provide comprehensive printers, copiers and multifunction devices to current and potential PSA members. PSA members will be able to utilize the services awarded in a contract either individually or in any combination thereof through the mailto:psabuy@bvcog.org tel:(979)595-2801;ext=2035 execution of a Supplemental Agreement. This contract will enable the agencies to lease or purchase on an “as needed” basis from a competitively awarded contract with high-performance vendors.

Offerors are to propose the broadest possible selection of printers, copiers and multifunction devices and Solutions they offer. A contract resulting from this RFP may include, but not be limited to, the following types of service categories:

• Multifunctional devices (color/black and white) - digital copiers, wide format copiers, printers, scanners, fax machines;

• Related equipment, hardware, software, accessories and supplies;

• Electronic document management solutions;

• Printer fleet management and overflow printing services;

• Printer maintenance; and

• Printer supplies such as toner and ink.

Offerors may respond to any or all of the services described above.

PSA is seeking vendors that have the depth, breadth and quality of resources necessary to offer options of equipment purchase, lease and/or monthly rental, including installation and maintenance services, and supplies (e.g., toner, staples, etc.). Offeror shall indicate in writing whether maintenance services and supplies are sold separate from any lease/rental agreement(s), or priced and included within or as part of the lease/rental agreement(s) executed with the End User. PSA prefers the vendor to offer the availability for each individual participating PSA member agency (End User) to opt for which of the above options best fit their organizational needs and is in the best interest of their entity.

2.2 Additional Value Added Services

Offerors are encouraged to list and provide detailed descriptions of any additional products and/or services you intend to provide that will enhance and add value to this Contract for PSA participating member entities. These offerings will be considered and evaluated. PSA reserves the right to accept or reject additionally proposed products or services in the best interest of BVCOG, PSA and its participating member entities.

2.3 Expectations for Equipment/Products and Services Being Proposed

Industry Standards: Except as contained herein, the specifications or solutions for this RFP shall be those accepted guidelines set forth by the printers, copiers, and multifunction devices industry, as they are generally understood and accepted within that industry across the nation. Deviations from industry standards must be identified by the Offeror and explained how, in their opinion, the equipment/products and services they propose will render equivalent functionality, coverage, performance, and/or related services. Failure to detail all such deviations may comprise sufficient grounds for rejection of the entire proposal.

New/Current Model Equipment/Products: Proposals submitted shall be for new, current model equipment/products and services.

Compliance with laws and standards: All items supplied on this Contract shall comply with any current applicable safety or regulatory standards or codes.

Equipment Standards: The Offeror warrants that all products/equipment and related services furnished hereunder will be free from liens and encumbrances; defects in design, materials, and workmanship; and will conform in all respects to the terms of this RFP including any specifications or standards. In addition, Offeror/Vendor warrants the products/equipment and related services are suitable for and will perform in accordance with the ordinary use for which they are intended.

2.4 Delivery and Freight

All deliveries shall be freight prepaid, F.O.B. Destination and shall be included in all pricing offered unless otherwise clearly specified in writing. Any shipping charges or additional fees must be clearly identified.

The vendor must coordinate delivery with the cooperative member entities (End Users). Equipment shall be delivered within to thirty (30) working days after receipt of purchase order. If a product cannot be shipped/delivered within that time period, the vendor shall notify the End User placing the order provide an estimated shipping date. At this point the participating entity may cancel the order if estimated shipping time is not acceptable.

2.5 Installation

Installation of all equipment shall include (but not limited to) unwrap/removal of any protective material covering the equipment, assembly of all components, parts, and accessories, connection to the correct AC electrical outlet, power-up and test all functionalities of the equipment. If the equipment is to be connected to a network, the vendor is responsible for coordinating and scheduling network connections with the End User, and the End User is responsible for facilitating access to the site and providing an operational network meeting the requirements of the specified equipment.

All equipment/copiers shall be provided to the End User with all necessary start-up supplies, except for paper.

All equipment required to be connected to a network shall be connected within two (2) business days of delivery to the End User. The successful vendor is responsible for coordinating and scheduling network connections with the End User and the End User is responsible for facilitating access to the site and providing an operational network meeting the requirements of the specified equipment.

2.6 Relocation of Equipment

Offerors shall provide all necessary labor, transportation, parts, supplies, tools, and any other items required to relocate equipment (e.g., multifunction devices/copiers) during the term of the contract.

Each Offeror shall include with their response all costs, terms and conditions for relocation.

2.7 Removal of Equipment

Offerors must provide all the necessary labor, transportation, parts, supplies, tools, equipment and any other items required to remove the printers, copiers, or multifunction devices. Offeror shall remove all equipment and associated supplies from End User premises within thirty (30) working days after delivery order completion or termination at no additional cost or penalty to the End User.

If equipment has not been removed by the vendor within thirty (30) working days after completion of a delivery order replacement or termination, the equipment being replaced/terminated will be disposed of in a reasonable manner deemed appropriate by the End User.

2.8 Product Upgrades

The vendor shall provide End Users product upgrades and/or additional products during the term of the contract if requested. End Users shall be responsible for the cost of the upgrade or new product as detailed in the cost proposal.

2.9 Customer Support

The successful vendor shall provide timely and accurate technical advice and sales support to PSA staff and PSA participating member entities. The vendor shall respond to such requests within one

(1) working day after receipt of the request.

2.10 Maintenance and Technical Support

Maintenance contracts shall include all parts, labor, travel, service, and preventative maintenance.

Supplies, such as toner and staples, may be offered. Supplies shall be shipped within one (1) to five

(5) working days after receipt of the standard order placement by the End User.

Vendors will perform regular and service call maintenance and repairs to all equipment during regular business hours of 8:00a.m. - 5:00p.m., Monday through Friday excluding legal holidays, Saturdays and Sundays. Service technicians shall respond to End User’s request (phone calls or emails) for service within one (1) hour of receiving the request and indicate time of arrival and/or offer assistance by phone or email where applicable. The service technician shall be on site no later than twenty-four (24) hours after the initial request is made if the service cannot be performed remotely. Some End Users may have unique security concerns and slightly different timeframe of response times of maintenance/repairs to meet individual organizational needs.

All defective or unserviceable worn parts shall be replaced with parts approved by the manufacturer for replacement and carry the manufacturer’s standard warranty. Any claim by the vendor that equipment breakdown is the result of the use of independent copier supplies must be supported by written documentation from the manufacturer and/or the servicing technician that clearly states the direct cause of the breakdown. Use of independent copier supplies shall not void warranty or service maintenance agreements.

2.11 Maintenance Contracts

Any maintenance contract is between the End User (PSA member) and the vendor and must be signed by the ordering End User and the vendor. Any and all contracts for maintenance shall be at the discretion of the ordering End User/Agency. No maintenance contract will be automatic.

2.12 Operational Equipment

Leased equipment is expected to be maintained and functional for the End User.

Preventative Maintenance shall include all cleaning, lubrication, adjustments, and parts replacements as recommended by the manufacturer, and using the manufacturer’s timetable for preventative maintenance. Preventative Maintenance will be scheduled with End Users as needed.

If serviced equipment cannot be made fully operational within two (2) full business/working days, the vendor must supply a loaner product. The loaner must have full functionality of the equipment being repaired.

Contracts/Leases can be cancelled without penalty if equipment does not maintain a 90% uptime over a three (3) month running average.

2.13 Security

Copiers, printers, multifunctional devices, fax machines, and scanners equipped with hard disk drives must have the capability to securely erase data written to the hard disk during the course a copy, print, fax, or scan operation by overwriting it with random data automatically at job completion and to securely erase all data on the hard disk by overwriting it with random data before the equipment is sold, transferred, or removed from the site.

2.14 Non-appropriation of Funds

At the End Users request, contracts/leases shall contain a clause for “Non-Appropriation of Funds.” In these cases, End User’s commitment of funds for all equipment is based on current revenue only. Should funding be withdrawn, contracts/leases may be terminated.

2.15 Training

The vendor shall be required to conduct “on-site” training regarding the use of the copiers within three (3) working days of delivery of equipment. The vendor is responsible for coordinating and scheduling training sessions with the End User. Unless specifically requested by the End User, training shall not include repair, service or maintenance tasks. It is expected that all such repair/service/maintenance be provided by the successful vendor.

In addition to vendor providing training when new equipment is deployed, vendor also shall provide “refresher training” as needed by the users at no additional cost to the End User.

2.16 Warranty

Unless otherwise addressed, the following Warranty requirements shall apply:

A. Offeror must be the manufacturer or properly franchised dealer authorized to sell all products offered and sold in response to the RFP.

B. Warranties shall be manufacturer's standard.

C. Any warranties offered by a dealer shall be in addition to the manufacturer’s warranty, and shall not be a substitute. Offeror's base price for any Product shall be inclusive of the manufacturer’s warranty.

D. Complete warranty information will be supplied to End User upon request.

E. Offeror shall be responsible for the execution and effectiveness of all product warranty, and shall be the sole source for solution to problems arising from warranty claims. Offeror agrees to respond directly to correct warranty claims and to ensure reconciliation of warranty claims that have been assigned to a third party.

2.17 Offered Product Item Variances

Any variance in the specifications or performance of Products offered shall be acceptable to PSA and the End User only insofar as it MEETS or EXCEEDS the specifications and requirements of this RFP.

2.18 Requirements Applicable to Physical Goods

In the case of physical goods (e.g. equipment, material, supplies, as opposed to services), all Products offered must:

• Include any and all accessories which may or may not be specifically mentioned herein, but which are normally furnished or which are necessary to make a delivered Product ready for its intended use. Such accessories shall be assembled, installed and adjusted such that the Product is ready for continuous operation at time of delivery.

• Be designed and constructed using current industry accepted engineering and safety practices and materials.

• Comply with any current applicable safety or regulatory standards or codes.

2.19 Product Notices

PSA is NOT the owner of Products sold pursuant to this RFP, but acts only in the capacity of purchasing agent. In that regard, Contractor accepts sole responsibility for ensuring that notices and mailings, such as Safety Alerts, Safety Recall Notices and Customer Surveys, are sent directly to the End User of record.

2.20 Manuals

If applicable, each Product delivered under a PSA contract, and any applicable options thereto, shall be supplied with at least one (1) copy of a safety and operating manual. The cost of any such manuals must be included in the base price for the product.

3 Pricing

It is the intent of PSA to always provide the best price and value to its members. The successful vendor must be able to provide a pricing methodology for its products and services that will ensure that PSA is always getting the best and most competitive price available.

3.1 Cost Proposal

Offerors shall provide pricing as a percentage discount from a published price list or a flat rate established in the contract. The discount percentages or flat rate will not be changed during the initial term of the contract. It is the intent of PSA to always provide the best price and value to its members. The successful vendor must be able to provide a pricing methodology for its products and services that will ensure that PSA is always getting the best and most competitive price available.

All pricing submitted to PSA shall include the administrative fee to be remitted to PSA by the successful vendor. It is the vendor’s responsibility to keep all pricing up to date and on file with PSA. All price changes shall be presented to PSA for acceptance, using the same format as was accepted in the original contract.

All stocking fees, packaging, delivery, freight charges, and all other fees must be clearly identified in Offeror’s response.

PSA requests that potential Offerors respond to this RFP only if they are able to offer a wide array of products and services at lower prices and with better value than what they would ordinarily offer to a single eligible entity.

This RFP requests pricing for an indefinite quantity of products or related services with potential national sales distribution and service. While this RFP represents significant sales potential, PSA makes no guarantees about the quantity of products or services that members will purchase.

Regardless of the payment method selected by the End User, the total cost associated with any purchase option of the products and services must always be disclosed in the proposal and at the time of purchase.

3.2 Indefinite Quantity, Indefinite Delivery (IDIQ)

This RFP requests pricing for an indefinite quantity of products or related services, which may be ordered at any time during the contract period. While this RFP represents significant sales potential, PSA makes no guarantees about the quantity of products or services that members will purchase.

3.3 PSA Administrative Fee

All pricing submitted to PSA shall be inclusive of the administrative fee to be remitted to PSA by the successful vendor. Customers shall not be charged a separate line item or the PSA administrative fee. See the section Vendor Performance Under Cooperative Contract for more information about the PSA administrative fee.

https://procurement.opengov.com/portal/psa/projects/251128/document?section=2402329

3.4 Auditable Pricing

All pricing must be verifiable and auditable. To that end, customers should be able to verify contract pricing for ANY past invoice received under this contract. For example, suppose a customer receives an invoice in December 2026. In March 2030, the customer should be able to compare that invoice to the contract and any published price lists from December 2026 to verify that the correct pricing was invoiced per this contract.

3.5 Negotiated Prices for Individual Customers

The prices shall be considered “Not to Exceed” pricing. Contractor is allowed to negotiate lower pricing for individual PSA members. Individual pricing negotiations shall be equal to or lower than the PSA contract pricing on all items.

3.6 Annual Price Audits

Each year, PSA may perform a price audit to verify that prices charged to customers reflect the contract pricing. Price audits shall be performed in the following manner. At PSA’s request, vendor shall provide PSA actual customer invoices from a single month in the preceding year. The month of the invoices shall be specified by PSA. Invoices shall indicate the product number, quantity, price, and any other fees that were charged. PSA will compare the invoice pricing to the contract pricing.

If PSA finds any pricing higher than the contract pricing, Contractor shall refund the difference to the end user. PSA may ask for additional invoices at its own discretion.

3.7 Sales Tax

The Vendor is expected to charge any applicable state and/or local taxes on items for which a valid tax exemption certification has not been provided. Each PSA member is responsible for providing verification of tax-exempt status to the Vendor. When ordering, PSA members must indicate that they are tax-exempt entities. Except set forth herein, no party is responsible for taxes imposed on another party as a result of or arising from the transactions under a Contract resulting from this

RFP.

3.8 Shipping

All shipping and restocking fees must be identified in the price proposal. Proposals will be evaluated not only on the actual cost of shipping, but on the relative flexibility extended to PSA members regarding any restocking fees, shipping errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and similar subjects that impact overall value of the Contract.

Delivered products must be properly packaged. Damaged products may be rejected. If the damage is not readily apparent at the time of delivery, the Vendor must permit the products be returned within a reasonable time at no cost to the PSA member. PSA reserves the right for End Users to inspect the products at a reasonable time subsequent to delivery where circumstances or conditions prevent effective inspection of the products at the time of delivery.

The Vendor must deliver Contract-conforming products in each shipment and may not substitute products without the express approval of the PSA member.

Throughout the term of the Contract, Offeror agrees to pay for the return shipment on products that arrive in a defective or inoperable condition. Offeror must arrange for the return shipment of the damaged products.

3.9 Complete Pricing

Offeror's response should disclose all potential pricing and fees for the life of the contract.

3.10 Product and Price Changes

Awarded Vendors may request product or service changes, additions, or deletions at the end of the initial contract term and each subsequent contract anniversary. All changes are subject to review and approval by PSA.

PSA will determine whether the request is both within the scope of the original RFP and in the best interests of PSA and its members. Approved Price and Product Change Requests will be communicated to the Vendor contact through email and formally published through a Contract Amendment.

3.11 Minimum Order

There shall be no minimum order requirements associated with this contract. End Users are not required to utilize, nor purchase products from the contract. End Users have the option (no obligation) to purchase/lease the products.

3.12 Installation Costs

Vendor must perform installation of all equipment at no additional costs to the End User, unless otherwise specified in writing and provided to End User for approval (e.g., some instances, installation may be necessary at other hours outside 8:00a.m - 5:00p.m., Monday through Friday, or require special handling requirements, etc.).

4 Proposal Evaluation

The PSA proposal evaluation committee will evaluate proposals received based on the criteria and point system detailed below. The following conditions apply:

A. It is understood that PSA, through its management, may use all means at their collective disposal to evaluate the proposals received based on the stated criteria, and the final decision as to the best overall value, both as to price and to suitability of the products and/or services offered to fit the needs of PSA and its members, will rest solely with the Executive Director of the BVCOG or his designee.

B. PSA has the right to award to multiple companies supplying comparable products or items, also known as a multiple award schedule, but reserves the right to make a single award to the highest ranked Offeror.

C. By submission of a Response, Offeror indicates acceptance of the evaluation technique, and recognizes and accepts that PSA may at its sole discretion make subjective judgments during the evaluation process.

D. In evaluating RFP responses, PSA has no obligation to consider information that is not provided in the Offeror's response. PSA may, however, consider additional information outside of the Offeror's response. This research may include such sources as the Offeror's website, industry publications, listed references and user interviews.

E. PSA reserves the right to request and test equipment/products and related services and to seek clarification from the Offerors. Offerors must make reasonable efforts to supply test products promptly. All Offeror products remain property of the Offeror, and PSA will return such products after the evaluation process.

F. An Offeror's past performance under previously awarded contracts to schools, governmental agencies, and not-for-profit entities is relevant in evaluating an Offeror's current response.

Past performance includes the Offeror's record of conforming to published specifications and to standard good workmanship, as well as the Offeror's history for reasonable and cooperative behavior and for commitment to member satisfaction. Incumbency as an awarded Vendor does not, by itself, merit positive consideration for a future Contract award.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor Qualifications and Experience Offeror must have extensive experience in supplying products to government agencies, schools, and/or universities to score all available points. The Offeror must be financially sound, to provide reasonable certainty the company will have the ability to provide excellent service throughout the life of the contract.

0-100 Points 15 (15% of Total)

2. Product Offerings Products and services must be highly valuable to the customer. Equipment is expected to be high quality and current technology.

0-100 Points 15 (15% of Total)

3. Data Security Equipment is designed to protect customer data that is printed or scanned. Offeror has a process for removing data from equipment that is removed from the customer's site for replacement or contract termination.

0-100 Points 5 (5% of Total)

4. Technical Support Technical support is critical to the on-going operation of an organization. Responses will be evaluated on the support availability, extended coverage, methods of support delivery, and technical support costs.

0-100 Points 5 (5% of Total)

5. Problem Resolution Time Offerors should have a policy for reducing equipment downtime, as well as replacing consistently defective machinery. The evaluation will consider average downtime, ratio of problems resolved during first response, and average response time for technical support.

0-100 Points 5 (5% of Total)

6. Credentials of Installation and Technical Staff Installers and Maintenance Technicians should be highly qualified.

0-100 Points 5 (5% of Total)

7. Value Added Products and Services Offerors are encouraged to list and provide detailed descriptions of any additional products and/or services you intend to provide that will enhance and add value to this Contract for PSA participating member entities. These offerings will be considered and evaluated. PSA reserves the right to accept any or reject additionally proposed products or services in the best interest of PSA and its participating member entities.

Examples include incentive programs, prompt payment discounts, environmentally friendly products/programs and training programs.

0-100 Points 5 (5% of Total)

8. Value to PSA Points are awarded based on the expected value of the resulting contract to PSA. The following areas may be taken into consideration:

• Offeror can show how this resulting contract will be significantly better in some area than Offeror's existing cooperative contracts, or Offeror has no other contracts with purchasing cooperatives.

• Effectiveness of the Marketing

Proposal.

• Likelihood of Offeror to generate additional sales through the use of the resulting contract.

0-100 Points 10 (10% of Total)

9. Cost Proposal The total cost of the offered product and services should be competitive. Any optional or required additional fees will be considered.

0-100 Points 30 (30% of Total)

10. Compliance of Response to RFP Requirements All proposals shall be evaluated to determine the extent to which they comply with the RFP requirements provided herein. All sections must be included with required signatures where needed.

If a proposal fails to meet a material solicitation document requirement, the proposal may be rejected. A deviation is material to the extent that a response is not in substantial accord with the solicitation. Minor deviations to the RFP will be accepted and summarily evaluated, but will not receive full points in this criteria.

0-100 Points 5 (5% of Total)

5 Instructions for Preparing Proposal

This section contains instructions for compiling and submitting a proposal response to this RFP. All Offerors must examine the entire RFP package to seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal.

5.1 Electronic or Paper Response

Unless otherwise addressed within the RFP, the following requirements shall apply:

A. Electronic Submission of Response (Preferred method): Offerors may upload one final and complete electronic proposal on the on-line bidding system that PSA utilizes for its bid and proposal solicitations at www.procurement.opengov.com. There is NO COST to the Offeror in submitting their proposal in response to this RFP via the on-line electronic bidding system.

B. Paper Submission of Response: In lieu of electronic submission, responses may be submitted in four complete printed sets including one Original and three Copies in separate “hard side” three-ring binders. The outer spine of each binder shall be labeled showing this RFP No., Offeror Name, and either “Original” or “Copy”, as applicable. The Original printed response will be considered to be the binding Response in case of any conflicts between printed copies submitted with the Offeror’s (paper response) proposal package.

Paper submissions must include a flash drive with the electronic version of the proposal, specifically an excel file for the cost proposal.

Paper Submission of Responses shall be enclosed in a SEALED package(s) addressed to PSA. The following information shall be clearly stated on the exterior of the package(s):

1. Name and Address of Offeror

2. Date and hour of proposal submission deadline (due date)

3. Bid/Proposal RFP number

4. The statement, "SEALED PROPOSAL - DO NOT OPEN IN MAIL ROOM." This label shall be of sufficient size to be quickly and easily noticed and affixed to opposing sides of the package(s).

5.2 Technical Response

Due to the complexity of responses and to aid in evaluation, the Response should contain ALL required information in clearly outlined sections as detailed below. Vendors must provide the sections listed below or the response may be rejected. Omission of any required form or information will be sufficient grounds for PSA to consider your response to be non-compliant.

Title Page: The proposal should begin with a title page bearing the name and address of the vendor and the name and number of this RFP.

Section 1 Executive Summary: Vendors must condense and highlight the contents of the proposal in a separate section titled “Executive Summary.” Indicate why your products and services are superior to others in the market.

Section 2 Vendor Qualifications and Experience: Briefly describe your company’s history and experience in the industry. Describe your core values and business philosophy. Indicate what differentiates your company from its competitors.

Specifically, disclose the following: a) Bankruptcies filed; b) Litigation, mediation, and arbitration history over the last five (5) years; c) Any material (in excess of $50,000) claims, judgements, arbitrations, investigations, or lawsuits pending; d) Any criminal actions, suits, proceedings, arbitrations investigations against or involving the Offeror or its employees (in their capacities as employees) occurring during the past five years.

Section 3 Product Offerings: Fully describe the products and services offered in your proposal.

Discuss any optional features/services. Discuss any customization options that are available.

Describe the typical ordering and installation process, including timelines.

Section 4 Data Security: Discuss the security of your equipment in regards to protecting customer data that is printed or scanned. Describe the process for removing data from equipment that is removed from the customer's site for replacement or contract termination.

Section 5 Technical Support: Discuss your overall policy for reducing equipment downtime.

Discuss your policy for replacing consistently defective machinery. Include detailed descriptions of all maintenance plans and technical support offered, including the following:

• Support hours

• Types of support (phone, e-mail, on-site, etc.)

• After-hours support option

• Cost of technical support. If different levels of support may be purchased, include the description and cost of each level.

Section 6 Problem Resolution Time: Provide the following data for calendar year 2025:

• Average downtime that customers experienced for each technical issue

• Ratio of problems resolved on technician's first response

• Average response time for technical support, from the time the customer first called to the time the problem was first addressed by a technician

Section 7 Credentials of Installation and Technical Staff: Describe the training, certifications, and experience for staff that will be assigned to this account for the following positions:

• Maintenance Technician

• Installer

Section 8 Value-Added Products and Services: Fully describe any value-added products and services offered in your proposal. These services/products are not required by the RFP, but will be evaluated and scored. Examples of value-added products and services include the following:

• Environmental products/programs

• Supplies that are included with maintenance service

• Prompt payment discounts

• Quantity discounts

• Training programs

• Analysis to determine customers' needs or increase efficiency

• Reports available to End Users

• Third party financing

Section 9 Marketing Strategy: Describe in detail how you will effectively market any potential PSA contract nationally and meet the requirements outlined in the RFP. If you have other cooperative contracts, state whether this proposal includes same or better pricing.

Address each element of your marketing strategy by describing timelines, methods, and/or presenting reference marketing materials PSA can expect to be produced and maintained by your organization throughout the life of any potential contract.

Indicate the customer base and sales volume you expect to gain from this contract.

Section 10 PSA Administrative Fee: Confirm the percentage amount and calculation of the PSA Administrative Fee. Offerors are encouraged to propose alternative methods of assessing and calculating administrative fees to PSA based on industry standards and company policy.

Section 11 Exceptions to RFP: Identify any exceptions the vendor has taken to the requirements of this RFP, the contract or any other attachments.

5.3 Required Attachments

The following attachments are required with your proposal submission:

1. Cost Proposal: The Cost Proposal shall be completed using an approved pricing format as described in the Pricing Section of this RFP. Provide the Cost Proposal as in Microsoft Excel, Microsoft Word, or PDF format, as appropriate. The Cost Proposal should clearly illustrate the price breakdown of all products/equipment, goods, services, shipping fees, and all other expenses associated with the Contract.

2. References: Offeror shall list the names of at least three (3) public/government agencies which have purchased from Offeror products or services similar to those covered by this RFP, within the last two (2) years. PSA reserves the right to determine if such products or services are appropriately similar. Other information, including criticism however learned, may be used by PSA in evaluation of responses. Each reference shall be a public, government or education agency and include the following:

A. Agency Name

B. Contact Person's Name and Title

C. Address

D. Phone

E. Email

3. Offeror Acknowledgement & Certification: Complete and sign the Offeror Acknowledgement & Certification form that was provided as an attachment to this proposal.

4. Conflict of Interest Questionnaire: Proposers shall disclose any real or apparent conflicts of interest in connection with their submission of a proposal and the performance of any resulting contract. For purposes of this solicitation, Proposers must consider potential conflicts involving members of the governing boards of both the Brazos Valley Council of Governments and the Brazos Valley Workforce Solutions Board. Current board member rosters for each board are available on the websites below. Proposers are responsible for reviewing both lists and disclosing any real or apparent conflicts involving any member of either board.

• https://www.bvcog.org/about/board-of-directors

• https://bvjobs.org/about-us/board-members/

The Conflict of Interest Questionnaire is provided as an attachment to this RFP and contains further instructions for determining a conflict of interest. Proposers are encouraged to err on the side of disclosure when determining whether a situation constitutes a real or apparent conflict of interest.

5. Form 1295 Certificate of Interested Parties: Pursuant to the Texas Legislature House Bill 1295, Offeror must complete a Form 1295 through the Texas Ethics Commission website www.ethics.state.tx.us and submit a signed copy of the form to PSA with the RFP response. Publicly traded companies are not required to submit this form.

For the purposes of this form, an "interested party" with a controlling interest is any one of the following:

• An individual who who owns more than 10% of the company

• A member of the Board of Directors, if there are 10 or fewer board members

• An officer of the company, such as the President or CEO, if there are 4 or fewer officers according to the bylaws of the organization

An "interested party" with an intermediary interest is any third party that was hired to complete the proposal response or the Form 1295 on behalf of your organization.

See ethics.state.tx.us/resources/FAQs for more information about Form 1295.

6. Proposer Certification: Complete and sign the Proposer Certification form that was provided as an attachment to this proposal.

7. End User Service Agreement: Include a copy of all service agreements that may be required for the end users.

8. Ethics Policy: Offeror shall include their employee ethics policy.

https://www.bvcog.org/about/board-of-directors https://bvjobs.org/about-us/board-members/

9. All Addenda: For paper responses only, Offerors must list all addenda for this RFP that were issued for this RFP through OpenGov. The list must be signed to acknowledge receipt. If no addenda were issued for the RFP, this section may be omitted. Responses that are submitted electronically through OpenGov acknowledge addenda as part of the submission process.

5.4 Additional Response Requirements

Offeror’s Response may be deemed non-responsive if all required PSA forms and documents are not properly completed. Offeror must submit all documents included in the RFP Submission Checklist found in the Attachments Section of this RFP. Offeror may not modify the format of any PSA form in any way, but may only fill in information and add lines if needed. In certain cases, the cost proposal form may be modified in accordance with instructions provided for the form. Offeror may photocopy or print blank forms as needed.

There is no limit on the physical size of the proposal but a complete yet succinct, and unambiguous presentation of the services offered and the fees required are expected. Proposals should provide a clear and straightforward description of products and services and the firm’s ability to meet requirements.

All proposal forms must be submitted in English and must be legible. All appropriate forms must be executed by an authorized signatory of the Offeror. Blue ink is preferred for signatures.

No oral, telegraphic, telephonic, or facsimile bids will be considered or accepted.

5.5 Signature Authority

By submitting the Response, Offeror represents and warrants that the individual submitting this document and the documents made part of this Response is authorized to sign such documents on behalf of the Offeror and to bind the Offeror under any contract that may result from the submission of this Response.

5.6 Withdrawal or Modification of Responses

Once received by PSA, responses may be modified or withdrawn prior to the submission deadline only if the request to do so is in writing and on Offeror’s formal letterhead. Responses and requests for modification received after the submission deadline will not be accepted.

5.7 Confidential/Proprietary Materials

PSA uses its best efforts to follow the intent of Chapter 552 of the Texas Government Code, the Public Information Act (the “Act”) in regards to information, documentation, and other material in connection with this solicitation. If Offeror's proposal contains material noted or marked as “confidential” and/or “proprietary”, and that material in PSA’s sole opinion meets the disclosure exemption requirements of the Act, then that information will not be disclosed pursuant to a request for public documents. If PSA does not consider such material to be exempt from disclosure under the Act, the material may be made available to the public regardless of the notation or markings. If an Offeror is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the Act, then it shall not include such information in the proposal.

5.8 Terms and Conditions Attached to Response

Any terms and conditions attached to a Response will not be considered unless specifically referred to in the Response.

6 RFP Administration

This solicitation is being performed as a Request for Proposals (RFP), whereby Offerors submit competitive sealed proposals. The following paragraphs provide information about the RFP process.

6.1 Questions and Answers about this RFP

Vendors may ask questions regarding this RFP until the Question Deadline, Friday, April 17, 2026.

Submit all questions about this RFP through the OpenGov portal associated with this RFP. All questions will be answered in OpenGov throughout the RFP process, and no later than Tuesday, April 21, 2026.

Upon examination of this RFP document, Offerors should promptly notify PSA of any ambiguity, inconsistency, or error they discover in writing. Interpretations, corrections, and changes to this RFP will be considered by PSA through a written addendum. Interpretations, corrections, or changes that are made in any other manner are not binding, and Offerors must not rely on them.

6.2 Revisions to the RFP

In the event of a needed change in the published RFP documents, Offerors should understand that all the foregoing terms and conditions and all performance requirements will apply to any published addendum.

Addenda are written instruments issued by PSA that modify or interpret the RFP. All addenda issued by PSA become part of the RFP. Addenda will be posted through the OpenGov portal associated with this RFP. PSA accepts no liability in connection with the delivery of any addenda. It is the sole responsibility of the Offeror to check for any addenda pertaining to this RFP during the proposal submission period. All Offerors must acknowledge their receipt of all addenda in their proposal response.

6.3 RFP Change Requests

Requests for changes to the requirements or specifications herein must be in writing and must be received by PSA no later than the deadline established in the RFP Schedule. PSA will review such requests, but may or may not accept changes. Responses which are qualified with conditional clauses, or alterations of or exceptions to any of the terms and conditions in this RFP may be deemed non-compliant at the sole discretion of PSA. Changes to the RFP, if any, are made only by written Addendum and posted to Opengov. In any event, it is the Offeror's sole responsibility to ensure that any and all Addendums, which may have been issued, have been received and addressed.

6.4 Vendor Point of Contact

During the evaluation process, PSA reserves the right to request additional information or clarifications from proposers. Each proposal must designate the person who will be responsible for answering technical and contractual questions. The person should be indicated in the Offeror Acknowledgement & Certification form, provided as an attachment to this RFP. Preliminary negotiations may be conducted with responsible Offeror(s). At the discretion of PSA, all responsible Offerors may be given an opportunity to interview with the Evaluation Committee.

6.5 Offeror's Responsibility

By submission of a response, Offeror expressly understands and agrees that all terms and conditions herein will be part of any subsequent contract that is executed pursuant to this RFP.

It is Offeror’s sole responsibility to thoroughly examine and review all documentation associated with this RFP, including any Addendums, and to ensure that any response submitted complies in every respect with all requirements.

Offeror shall make all investigations necessary to become thoroughly informed regarding any plan and/or infrastructure that may be required to support delivery of any Product or Service covered by this RFP. No plea of ignorance by Offeror stemming from failure to investigate conditions that may now or hereafter exist, shall be accepted as a basis for varying PSA requirements, or Offeror's/Contractor's obligations or entitlements.

PSA shall not be liable for Offeror's incomplete documentation. Additionally, all components of any Response become the property of PSA.

There is no expressed or implied obligation for BVCOG or PSA to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposal. Neither BVCOG nor PSA will reimburse responding firms for these expenses, nor will they pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

6.6 Ownership of Documents

All proposals, plans, specifications, schematics, content, maps, design, workflow or any other documents, and any work product prepared, created or obtained under this RFP including electronic media, hard copy documents, web-based systems, solutions and files shall be delivered to, and shall become the property of the PSA. This paragraph applies to all Offerors, whether successful or not.

6.7 Best Value Standard

The intent of this RFP is to award to the Offeror whose proposal offers the Best Value to PSA members. In determining the best value, the following may be considered:

• purchase price, including payment discount terms

• reputation of the Offeror and of the Offeror's goods or services

• quality and reliability of the Offeror's goods or services

• Offeror's past relationship with PSA

• impact on the ability of PSA members to comply with laws and rules relating to contracting with historically…