TGS 2025 003 RFP for Copier.pdf
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- Solicitation number
- 2025 003
- Issued by
- Kent County, Rhode Island
About this file
The document is a Request for Proposal (RFP) issued by The Greene School, a pre-college educational institution located in West Greenwich, Rhode Island, seeking vendors for copier, printer, and scanner services. The RFP was released on September 29, 2025, with sealed quotes due by 12:00 PM EST on October 17, 2025, through Bidnet or in the school's main office. All vendors are invited to a walk-through on October 6, 2025, from 3:30-4:00 PM to assess current needs, and questions must be submitted by October 8, 2025, with responses provided by October 13, 2025. The contract term is five years, with a focus on creating a more paperless system.
The current environment consists of a Ricoh IMC 6000 copier producing approximately 15,000 black & white pages at $0.006 per page and 5,000 colored pages at $0.04 per page, with a monthly lease of $165 for 60 months ending in September 2025. The bid will be awarded based on a 100-point scale (106 with bonus points), with 70 points for cost, 20 for service contract, 10 for features, and 6 bonus points for Minority/Women Owned Business (MBO) vendors. The top two vendors will be reviewed, with the final selection made at the discretion of a team and subject to the Head of School's approval. Vendors are expected to propose both lease and buy options, including printer capabilities and service schedule details.
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Text version
94 John Potter Road, West Greenwich, RI 02817
(401) 397-8600 www.tgsri.org
Kerry Tuttlebee, Head of School
Alex Edelmann, Principal Paul Vigeant, Director-Special Education
Brianna Belmore, Director-Business Operations
The Greene School explores the interdependence of human and natural systems. Through a rigorous pre-college curriculum, we develop citizens and leaders engaged in finding peaceful and sustainable solutions to local and global challenges.
Request for Proposal For Copier, Printer, and Scanner Released September 29, 2025
The Greene School 94 John Potter Rd
West Greenwich, RI 02817
The Greene School will receive sealed quotes for the above-designated project until TIME: 12:00 PM (EST) DATE: October 17, 2025 in the Main Office at The Greene School 94 John Potter Rd.
West Greenwich, RI 02817 or submitted electronically through Bidnet- at which time the bids will be publicly opened. Any proposals received after 12:00 PM (EST) on October 17, 2025 will not be opened.
Questions regarding the bid specifications must be submitted in writing (e-mail) to Brianna Belmore, Director of Business and Operations, The Greene School, businessoffice@thegreeneschool.org no later than October 8, 2025. Responses to written questions will be e-mailed to all qualified bidders by October 13, 2025.
ACCEPTANCE OR REJECTION OF RFP
The Greene School reserves the right to accept or reject any proposal, in whole or in part, which it considers to service the best interest of the School.
CONTRACTOR(S) must submit two (2) copies of their proposal or (1) copy if submitted through bidnet.
Proposals shall be placed in sealed envelopes that are clearly marked on the outside with the name and address of the bidder, the title of the project, COPIER, PRINTER, AND SCANNER RFP, as indicated above, and the scheduled date for opening of quotes, as indicated above. No responsibility will be attached to the Business Manager or Administrative Staff for the premature opening of any proposal that is not properly identified.
MAILING OF SPECIFICATIONS:
RFP’s, which are mailed, should be addressed to Brianna Belmore, Director of Business and Operations, The Greene School 94 John Potter Rd. West Greenwich, RI 02817. The responsibility for assuring that the SCHOOL has received mailed proposals before the specified closing time, as indicated above, is the responsibility of the
CONTRACTOR(S).
mailto:businessoffice@thegreeneschool.org
GENERAL CONDITIONS
1. All proposals must propose a five (5) year contract term. The firms should propose lease and buy options on machines. Printer capability and needs should be included. There is a major focus on creating a more paperless system so programs encouraging that will be important.
2. All proposals must conform to all conditions contained therein. Failure to comply may result in the rejection of a proposal by the SCHOOL.
3. Proposals must be received by 12:00 PM (EST) on October 17 , 2025, through bidnet or in the Main Office of The Greene School at 94 John Potter Rd. West Greenwich, RI 02817 RFP’s received after the RFP opening will be returned unopened.
TERMS:
1. Ideal copier/printer/scanner to replace existing building 1 main copier
*All vendors are welcome to come out to the school on October 06, 2025 from 3:30pm-04:00pm for a walk through to assess the needs.
2. The above should include a review of current program, and recommended adjustments, which is as follows:
Current set up plus approximate copies/print outs per month:
Ricoh IMC 6000 15,000 pages black & white - $0.006 per page 5,000 pages colored - $0.04 per page Lease $165/month for 60 months, ends Sept 2025 Maintenance & Service Included in Contract
3. Service Schedule and availability - details about service program, availability, coverage.
4. Lease terms and conditions (as applicable), along with ownership options.
5. Cost of acquiring new machines or leasing machines.
We encourage MBO vendors to apply, and that is part of the points award process.
The bids will be awarded on the following scale:
Item Points Cost – lease or buy & copy/print costs 70 Services Contract - 20 Features - 10 Minority/Women Owned business 6 bonus points
Total 100 points, 106 with bonus points
The bids will be ranked by points with the top 2 vendors being reviewed for further ability to fit into the organization structure and handle the work at hand. The top rated firm that can serve those needs will be selected at the discretion of a team. The firm chosen will be presented to the Head of School for approval and approved for contract negotiations.
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