HP ScanJet Pro & Epson Workforce Scanners

Northside Independent School District (NISD) in San Antonio, Texas is seeking cooperative quotes for the procurement of HP ScanJet Pro and Epson Workforce Scanners through a competitive solicitation (Co-Op Quote 2025-151). The procurement is specifically targeting scanner equipment to support technology deployment across district schools, with a contract term running from the award date through December 31, 2026. Vendors must hold a current contract with one of 16 specified purchasing cooperatives to be eligible to submit a quote, which is due on November 24, 2025, at 4:00 PM Central Time. All proposals must include shipping and handling costs to NISD and submit documentation through the Bonfire Portal, including vendor information forms, bid sheets, line item response sheets, and various certification forms. The district will evaluate proposals using comprehensive criteria including purchase price, vendor reputation, product quality, district needs alignment, past relationship history, impact on historically underutilized businesses, and total long-term cost considerations. Notably, all proposed scanner equipment must be new and not refurbished, with specific requirements for warranty registration, exchange policies, and comprehensive documentation.

The solicitation includes specific restrictions that limit participation to vendors with active contracts from designated cooperatives such as Choice Partners, Educational and Institutional Cooperative Services, various Education Service Center regions, OMNIA Partners, Sourcewell, and the Texas Department of Information Resources. While no specific budget range is explicitly stated, the procurement allows NISD to award items to a single vendor, multiple suppliers, or on a line-item basis to ensure the best value. The district emphasizes that any cost savings from technological changes or promotional offers must be passed directly to NISD, indicating a commitment to maximizing financial efficiency. Vendors are required to provide product specification sheets, service manuals, and apply for available rebates. The solicitation does not specify a set-aside for disadvantaged enterprises, though the evaluation criteria suggest consideration for historically underutilized businesses. The contract includes potential renewal options for two additional one-year periods, providing flexibility for long-term technology procurement strategy.