Project Information

Bid Title

Request for Quotation: Copy Paper

Issuing Agency

Lakota Local Schools

Location

Ohio

Published Date

Dec 12, 2025

Closing Date

Dec 22, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Quotation: Copy Paper

December 8 , 2025

Updated
December 8 , 2025

The Lakota Local School District is soliciting quotes for copy paper. View the complete RFQ for detailed requirements, along with the supplemental FAQ . All proposals must be submitted by 3:00 p.m. on December 22, 2025.

Attachment Preview

THIS IS NOT AN ORDER

REQUEST FOR PROPOSAL

TITLE: COPY PAPER

RFP #12082025

DUE DATE: 03:00 PM on MONDAY, DECEMBER 22, 2025

****EMAIL RESPONSES TO EMAIL BELOW – DON’T USE POSTAL MAIL*****

VENDOR INFORMATION

LAKOTA LOCAL SCHOOL DISTRICT

Address:

Business Operations – Attn: Purchasing

City/State/Zip:

Jackie Smith

Contact Person:

5572 Princeton Road

Telephone Number:

Liberty Township, OH 45011

Email Address:

Telephone: 513.874.5505 Ext 19200

Federal Tax I.D.#

Email: jacqueline.smith@lakotaonline.com

Proposals submitted via email will receive a confirmation of receipt from Procurement Services| Business Operations. If receipt

has not been acknowledged within 24-hours please inquire. Late proposals will NOT be accepted after the designated deadline.

FOB Destination. The articles to be furnished shall be delivered, with all transportation charges paid by the Supplier, to the

Lakota Local School District c/o a third-party storage facility at Valley Janitor Supply Co., 401 S. Third St., Hamilton, OH 45011.

INSTRUCTIONS: Provide your best-selling price in the unit price column for the item(s) being proposed. If proposing product

other than specified, indicate brand name, part number, and include spec sheet. Please read the terms and conditions listed

below, complete the requested information, and sign in the space provided below. If not proposing, please indicate “NO

PROPOSAL” and return this form.

Estimated

Quantities

Description

Brand

Base

Unit

Price

2520-3360 cases

(63-84 pallets)

3-4 truckloads

Estimated

Quantities

Copy Paper, WHITE,

20#, 8.5” x 11”, min. 92% Brightness, 5K sheets per case

(10 reams per case @ 500 sheets per ream)

Description

Brand

Base

(If different Unit

than spec) Price

Alternate

Copy Paper, WHITE,

Hammermill 99.99% Jam Free , 8.5” x 11”, min. 92%

Brightness, 5K sheets per case (10reams per case

@ 500 sheets per ream)

Extended

Pricing

(Total)

Pricing

Firm

Through

June 2026

Incentives Accept

“P” Card

Y/N

Extended

Pricing

(Total)

Pricing

Firm

Through

(Specify Date)

Incentives

Accept

“P” Card

Y/N

REFERENCES (SEE PAGE 4) MUST BE INCLUDED WITH REQUEST FOR PROPOSAL (RFP). A CASE SAMPLE OF THE ITEM(S) WILL BE PROVIDED

UPON REQUEST. ANY PURCHASE ORDER RESULTING FROM THIS PROPOSAL WILL BE SUBJECT TO THE TERMS AND CONDITIONS ATTACHED

HERETO.

SIGNATURE: ____________________________

TITLE: ____________________________________

PRINT NAME: ___________________________

DATE: ____________________________________

RETURN BY DUE DATE AT SPECIFIED EMAIL ONLY

Page 1 of 4

Date & Time Proposal Received: (For

Lakota Use Only)

_________________________

_________________________________

Received by: ______________________

LAKOTA LOCAL SCHOOL DISTRICT

TERMS AND CONDITIONS – READ CAREFULLY

 The Lakota Local School District reserves the right to cancel this order if not filled within the quoted time, as specified.

 The conditions of this order are not to be modified by any verbal understanding.

 Acceptance of this order includes all terms, prices, delivery instructions, specifications and conditions stated.

 No payment will be made for materials ordered without proper purchase order authorization.

 Invoices and packages must bear the assigned Lakota Purchase Order number.

 Please forward all invoices to Accounts Payables, 5572 Princeton Rd., Liberty Township, OH 45011

GENERAL CONDITIONS

Vendor must not change the terms and conditions of this order. Failure of an awarded Vendor to deliver according to the

Purchase Order or to comply with any of the terms and conditions therein may disqualify the vendor from receiving future orders.

Any protest resulting from this quotation must be filed within 72 hours from award. Issuance of the Purchase Order constitutes

award.

QUALITY

All materials or services furnished on this order must be as specified and subject to inspection by the Lakota Local School District,

within a reasonable time after delivery at destination. Variations in materials or services from those specified in this order must

not be made without written authority from Business Operations – Purchasing. Material rejected will be returned at Vendor’s

risk and expense. Lakota Local School District reserves the right to cancel this order and purchase elsewhere if the Vendor fails

to deliver quality item(s) as specified on the Purchase Order. If the Vendor does not meet quality expectations for the articles or

services covered by this order, Lakota Local School District can procure the articles or services covered by this order from other

sources with no further obligation to awarded Vendor.

QUANTITY/PRICE

The quantity of materials ordered, or the prices specified, must not be exceeded without written authority being first obtained

from Business Operations – Purchasing. If Consignee “Lakota Local Schools” determines they want to reduce the quantity

specified in the quote they can modify according to need base. All prices quoted in this Request for Quote shall be firm through

June 30, 2026.

QUALITY/AVAILABILITY

Copy Paper must be for copier duplexing. All items furnished must be new and free from defects. No others will be accepted

under the terms and intent of this RFQ. All containers shall be new and suitable for storage or shipment, and price shall include

standard commercial packaging. Suppliers will make all arrangements to order, store and/or have available product in sufficient

quantity to meet all orders within a 10-day turn-around time from order receipt. ALL purchase orders will be mailed as indicated

in RFQ.

SAMPLES

If a sample case of the item(s) is required, we will notify you. Samples must be submitted within the time specified at no expense

to the Lakota Local School District. If not destroyed or used up during testing, samples will be returned upon request, at the

Vendor’s expense. Each individual sample must be labeled with vendor’s name and manufacturer’s brand name and number.

INDEMNITY

The Vendor hereby agrees to indemnify and hold harmless to the Lakota Local School District, its officers, agents and the

employees from the against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings,

actions, and cost of actions, including attorney’s fees for trial and on appeal, of any kind and nature arising or growing out of or

in any way connected with the performance of this Agreement whether by act or omission of the Vendor, its agents, employees,

or others, or because of or due to the mere existence of this Agreement between the parties.

Page 2 of 4

LAKOTA LOCAL SCHOOL DISTRICT,

TERMS AND CONDITIONS– READ CAREFULLY (Cont’d)

PACKING, DELIVERY REQUIREMENTS & CLAIMS

All packages must be plainly marked with the shipper’s name and Purchase Order Number. Charges are not allowed for boxing

or crating, unless previously agreed upon in writing. All materials must be shipped FOB Destination with all transportation

charges prepaid, unless otherwise specified in the RFQ. The Lakota Local School District will pay no freight or expense charges,

unless noted in RFQ. The delivery must be affected within the time stated on the Purchase Order. The Lakota Local School District

reserves the right to cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on the

Purchase Order.

Deliveries shall be made between 8:00 a.m. and 12:30 p.m. on regular working days unless otherwise stated. Transport deliveries

must include tailgate services (driver must move pallets to the end of the trailer) and be ready for inspection by 1:00 p.m. EST.

Orders will be a full truckload (21 pallets – 840 cases) delivered to a third-party storage facility at Valley Janitor Supply Company,

401 S. Third Street, Hamilton OH 45011.

In case of default by the Vendor (or third-party carrier), the Lakota Local School District may procure the articles or services

covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby. The vendor

will be responsible for making any, and all claims against carriers for missing or damaged items.

MATERIAL SAFETY DATA SHEET

Where applicable, the Vendor agrees to furnish the Lakota Local School District with a current Material Safety Data Sheet (MSDS)

on or before delivery of each, and every hazardous chemical or substance purchased. Appropriate labels and MSDS’s shall be

provided for shipments.

OSHA REQUIREMENT

The Vendor hereby guarantees the Lakota Local School District, that all materials, supplies, and equipment as listed on the

Purchase Order shall meet the requirements, specifications and standards as provided under the U.S. Department of Labor

Occupational Safety and Health Act of 1970, as from time to time amended and in force at date hereof.

COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS, ETC.

The Vendor must comply with all applicable federal, state, and local laws, guidelines, and regulations, etc.

PAYMENT TERMS, CONDITIONS & DISCOUNTS

Lakota Local School District’s preference to pay invoices via Visa - Card Payables program through First Financial Bank, at no

additional charge (transaction/convenience fees or additional up-charge/surcharge fees will not be permitted) to Lakota Local

Schools. Payment can also be arranged via ACH. Payment terms will be Net 30 days. All invoices must reference a Lakota Purchase

Order number. Payment will not be made until the entire order is received, reconciled, and invoiced. Any discount or incentives

should be documented in the “note” section of the quote.

In connection with any discount offered, time will be computed from the date of receipt of supplies or services or from the date

a correct invoice is received, whichever is the latter date. Payment is deemed to be made on the date of the electronic bank

payment.

AWARD

It is the intention to award business to the responsive, responsible vendor offering the best overall value, which includes price,

service, and quality of product as determined by the Chief Operations Officer of the Lakota Local School District. However, Lakota

Local School District reserves the right to determine the number of contracts awarded against the RFQ.

WARRANTY

Vendor shall be a factory authorized distributor of the product. The warranty shall be the manufacturer’s standard warranty

beginning from the date the product is placed into service or one (1) year free replacement from the date the product is put into

service, whichever is greater.

Page 3 of 4

THIS IS NOT AN ORDER

REQUEST FOR PROPOSAL

TITLE: COPY PAPER

RFP #12082025

DUE DATE: 03:00 PM on MONDAY, DECEMBER 22, 2025

COPY PAPER Q/A SUPPLEMENT INCLUDED

REFERENCES

On a separate document submit three major regional customers (preferably school districts)

within the region, similar in size and scope to Lakota Local School District. Provide one (1)

local school district that has discontinued services within the past 24 months.

INCLUDE

 District or Company Name

 Contact Name and Title

 City and State

 Telephone Number

 Email Address

 Years you have Serviced Customer

Page 4 of 4

Commodity Codes

• NAICS 322121Paper (except Newsprint) Mills
• NAICS 424120Stationery and Office Supplies Merchant Wholesalers

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