Project Information

Bid Title

Fax Solution

Issuing Agency

School District Five of Lexington and Richland Counties (District 5)

Location

South Carolina

Published Date

May 27, 2026

Closing Date

Jun 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-037

Original Source

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Project Description

DESCRIPTION	SOLICITATION #	OPENING/CLOSING DATE	AWARD STATEMENT
Fax Solution	2026-037 Amendment One	May 15, 2026 June 3, 2026 @ 11:00am

Attachment Preview

District Five of Lexington and Richland

Counties

Invitation for Bid

Solicitation #

Date Issued

Procurement Official

Phone

E-Mail Address

2026-037

May 15, 2026

Chris Winslow

(803) 476-8140

D5bids@lexrich5.org

DESCRIPTION

District Fax Solution

SUBMIT OFFER BY

The Term “Offer” Means Your “Bid” or “Proposal”

June 3, 2026 @ 11:00 am

QUESTIONS MUST BE RECEIVED BY

May 26, 2026 @ 12:00 pm Electronically to D5bids@lexrich5.org

NUMBER OF COPIES TO BE SUBMITTED

One (1)

Offers must be submitted in a sealed package. Solicitation number & Opening Date must appear on package exterior.

SUBMIT YOUR SEALED OFFER TO:

District Five of Lexington and Richland Counties

Purchasing Office

1020 Dutch Fork Road

Irmo, SC 29063

CONFERENCE TYPE: N/A

DATE & TIME:

LOCATION: N/A

As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions

AWARD &

AMENDMENTS

The award, this solicitation, and any amendments will be posted at the following web address:

https://www.lexrich5.org/departments/office-of-finance/purchasing/solicitations-and-awards

You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of the

Solicitation. You agree to hold Your Offer open for a minimum of sixty (60) calendar days after the Opening Date.

NAME OF OFFEROR

(Full legal name of business submitting the offer)

OFFEROR'S TYPE OF ENTITY:

(Check one)

Sole Proprietorship

AUTHORIZED SIGNATURE

Partnership

Corporation (tax-exempt)

(Person signing must be authorized to submit a binding offer to enter into a contract on behalf of

Offeror named above.)

TITLE

(Business title of person signing above)

Corporate entity (not tax-exempt)

Government entity (federal, state,

or local)

Other _____________________

PRINTED NAME (Printed name of person signing above)

DATE SIGNED

(See "Signing Your Offer" provision.)

Instructions regarding Offeror's name: Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror

above. The entity named as the Offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger

entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

STATE OF INCORPORATION

TAXPAYER IDENTIFICATION NO.

(If Offeror is a corporation, identify the state of Incorporation.)

COVER PAGE

PAGE TWO

(Return Page Two with Your Offer)

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2026-037

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HOME OFFICE ADDRESS (Address for Offeror's home office / NOTICE ADDRESS (Address to which all procurement and contract related

principal place of business)

notices should be sent.) (See “Notice” clause)

Area Code - Number - Extension

Facsimile

PAYMENT ADDRESS (Address to which payments will be

sent.)

(See “Payment" clause)

E-Mail Address

ORDER ADDRESS (Address to which purchase orders will be sent)

(See “Purchase Orders” and “Contract Documents” clauses)

Order E-Mail Address:

Payment Address same as Home Office Address

Payment Address same as Notice Address (check only one)

Order Address same as Home Office Address

Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS:

Offerors acknowledge receipt of amendments by indicating amendment number and its date of issue. (See “Amendments to Solicitation”

Provision)

Amend Amendment Issue

ment

Date

No.

Amendment Amendment Issue Amendment Amendment Issue Amendment Amendment Issue Date

No.

Date

No.

Date

No.

DISCOUNT FOR

PROMPT

PAYMENT

(See “Discount for

Prompt Payment”

clause)

10 Calendar Days (%)

20 Calendar Days (%)

30 Calendar Days (%)

Calendar Days (%)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing

preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears

in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences.

ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS

MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY

PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE

CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A

PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4) & (6)]

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office

in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the

Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state

office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

In-State Office Address same as Home Office Address

In-State Office Address same as Notice Address (check only one)

PAGE TWO

End of PAGE TWO

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TABLE OF CONTENTS

I. Scope of Solicitation

II. Instructions to Offerors

A. General Instructions

B. Special Instructions

III. Scope of Work / Specifications

IV. Information for Offerors to Submit

V. Qualifications

VI. Award Criteria

VII. Terms and Conditions

A. General

B. Special

VIII. Bidding Schedule / Cost Proposal

IX. Attachments to Solicitation

I. SCOPE OF SOLICITATION

Lexington and Richland Counties School District Five is seeking sealed bids from qualified vendors to provide a

secure, reliable, and scalable fax solution to replace or modernize its current fax infrastructure. The solution must

support both inbound and outbound faxing while integrating with existing district systems.

ACQUIRE SUPPLIES / EQUIPMENT: The purpose of this solicitation is to acquire services and supplies or

equipment complying with the enclosed description and/or specifications and conditions.

MAXIMUM CONTRACT PERIOD – ESTIMATED: Start: July 10, 2026 and End: July 9, 2031. Dates are

estimates only. Any resulting contract will begin on the date specified in the notice of award. See clause entitled

“Term of Contract – Effective Date / Initial Contract

II. INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS

DEFINITIONS, CAPITALIZATION, AND HEADINGS: CLAUSE HEADINGS USED IN THIS

SOLICITATION ARE FOR CONVENIENCE ONLY AND SHALL NOT BE USED TO CONSTRUE MEANING

OR INTENT. EVEN IF NOT CAPITALIZED, THE FOLLOWING DEFINITIONS ARE APPLICABLE TO ALL

PARTS OF THE SOLICITATION, UNLESS EXPRESSLLY PROVIDED OTHERWISE.

AMENDMENT means a document issued to supplement the original solicitation document.

BOARD means the Board of Trustees of District Five of Lexington and Richland Counties.

BUSINESS means any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture,

or any other legal entity.

CHANGE ORDER means any written alteration in specifications, delivery point, rate of delivery, period of

performance, price, quantity, or other provisions of any contract accomplished by mutual agreement of the parties to

the contract.

CONTRACT means all types of District Five of Lexington and Richland Counties’ agreements, regardless of what

they may be called, for the procurement or disposal of supplies, services, equipment or construction.

CONTRACT MODIFICATION means a written order signed by the Procurement Officer, directing the contractor to

make changes which the clause of the contract TITLED “Changes, “if included herein, authorizes the Procurement

Coordinator to order without the consent of the contractor.

CONTRACTOR means the Offeror receiving an award as a result of this solicitation.

COVER PAGE means the top page of the original solicitation on which the solicitation is identified by number.

Offerors are cautioned that Amendments may modify information provided on the Cover Page.

DISTRICT means District Five of Lexington and Richland Counties.

OFFER means the bid, quote or proposal submitted in response to this solicitation. The terms Bid and Proposal are

used interchangeably with the term Offer.

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OFFEROR means the single legal entity submitting the offer. The term Bidder is used interchangeably with the term

Offeror. See bidding provisions entitled Signing Your Offer and Bid/Proposal As Offer To Contract.

PAGE TWO means the second page of the original solicitation, which is labeled Page Two.

PROCUREMENT OFFICER means the person, or his successor, identified as such on either the cover page, an

amendment, or an award notice.

YOU and YOUR means Offeror.

SOLICITATION means this document, including all its parts, attachments, and any Amendments.

SUBCONTRACTOR means any person you contract with to perform or provide any part of the work.

WORK means all labor, materials, equipment, services, or property of any type, provided or to be provided by the

Contractor to fulfill the Contractor's obligations under the Contract.

AMENDMENTS TO SOLICITATION: (a) The Solicitation may be amended at any time prior to opening. All

actual and prospective Offerors should monitor the following web site for the issuance of Amendments:

https://www.lexrich5.org/departments/office-of-finance/procurement/solicitations-and-awards (b) Offerors shall

acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by

identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4)

by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is

amended, then all terms and conditions which are not modified remain unchanged

AUTHORIZED AGENT: All authority regarding this procurement is vested solely with the responsible Procurement

Officer. Unless specifically delegated in writing, the Procurement Officer is the only government official authorized

to bind the government with regard to this procurement or the resulting contract.

AWARD NOTIFICATION: Notice regarding any award, cancellation of award, or extension of award will be

posted at the location and on the date specified on the Cover Page or, if applicable, the most recent notice of extension

of award. Should the contract resulting from this Solicitation have a total or potential value more than one hundred

thousand dollars, such notice will be sent electronically to all Offerors responding to the Solicitation. Unless a written

notice of intent to protest is timely filed pursuant to Section 11-35-4210(1)(b) or the award is otherwise suspended or

canceled, the award will be effective on the calendar day (including weekends and holidays) immediately following

the seventh business day after such notice is given

BID/PROPOSAL AS OFFER TO CONTRACT: By submitting Your Bid or Proposal, You are offering to enter

into a contract with District Five of Lexington and Richland Counties. Without further action by either party, a binding

contract shall result upon final award. Any award issued will be issued to, and the contract will be formed with, the

entity identified as the Offeror on the Cover Page. An Offer may be submitted by only one legal entity; "joint bids"

are not allowed.

BID ACCEPTANCE PERIOD: In order to withdraw Your Offer after the minimum period specified on the Cover

Page, you must notify the Procurement Officer in writing.

BID IN ENGLISH and DOLLARS: Offers submitted in response to this solicitation shall be in the English language

and in US dollars, unless otherwise permitted by the Solicitation.

CERTIFICATE OF INDEPENDENT PRICE DETERMINATION: GIVING FALSE, MISLEADING, OR

INCOMPLETE INFORMATION ON THIS CERTIFICATION MAY RENDER YOU SUBJECT TO

PROSECUTION UNDER SECTION 16-9-10 OF THE SOUTH CAROLINA CODE OF LAWS AND

OTHER APPLICABLE LAWS.

(a) By submitting an offer, the Offeror certifies that:

(1) The prices in this offer have been arrived at independently, without, for the purpose of restricting

competition, any consultation, communication, or agreement with any other Offeror or competitor

relating to:

(i) Those prices;

(ii) The intention to submit an offer; or

(iii) The methods or factors used to calculate the prices offered.

(2) The prices in this offer have not been and will not be knowingly disclosed by the Offeror,

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directly or indirectly, to any other Offeror or competitor before bid opening (in the case of a sealed bid

solicitation) or contract award (in the case of a negotiated solicitation) unless otherwise required by

law; and

(3) No attempt has been made or will be made by the Offeror to induce any other concern to submit or not

to submit an offer for the purpose of restricting competition.

(b) Each signature on the offer is considered to be a certification by the signatory that the signatory:

(1) Is the person in the Offeror's organization responsible for determining the prices being offered in this

bid or proposal, and that the signatory has not participated and will not participate in any action contrary

to paragraphs (a)(1) through (a)(3) of this certification; or

(2)(i) Has been authorized, in writing, to act as agent for the Offeror's principals in certifying that those

principals have not participated, and will not participate in any action contrary to paragraphs (a)(1)

through (a)(3) of this certification [As used in this subdivision (b)(2)(i), the term "principals" means

the person(s) in the Offeror's organization responsible for determining the prices offered in this bid or

proposal].

(ii) As an authorized agent, does certify that the principals referenced in subdivision (b)(2)(i) of this

certification have not participated, and will not participate, in any action contrary to paragraphs (a)(1)

through (a)(3) of this certification; and

(iii) As an agent, has not personally participated, and will not participate, in any action contrary to

paragraphs (a)(1) through (a)(3) of this certification.

(c) If the Offeror deletes or modifies paragraph (a)(2) of this certification, the Offeror must furnish with its offer a

signed statement setting forth in detail the circumstances of the disclosure.

CERTIFICATION REGARDING DEBARMENT AND OTHER RESPONSIBILITY MATTERS:

(a)

(1) By submitting an Offer, Offeror certifies, to the best of its knowledge and belief, that-

(i) Offeror and/or any of its Principals

(A) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the

award of contracts by any state or federal agency;

(B) Have not, within a three-year period preceding this offer, been convicted of or had a civil

judgment rendered against them for: commission of fraud or a criminal offense in connection

with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or

subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or

commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making

false statements, tax evasion, or receiving stolen property; and

(C) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental

entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this

provision.

(ii) Offeror has not, within a three-year period preceding this offer, had one or more contracts

terminated for default by any public (Federal, state, or local) entity.

(2) "Principals," for the purposes of this certification, means officers; directors; owners; partners; and,

persons having primary management or supervisory responsibilities within a business entity (e.g.,

general manager; plant manager; head of a subsidiary, division, or business segment, and similar

positions).

(b) Offeror shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award,

Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed

circumstances.

(c) If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offer must submit a written

explanation regarding its inability to make the certification. The certification will be considered in

connection with a review of the Offeror's responsibility. Failure of the Offeror to furnish additional information as

requested by the Procurement Officer may render the Offeror non-responsible.

(d) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to

render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an

Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of

business dealings.

(e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was

placed when making award. If it is later determined that the Offeror knowingly or in bad

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 811212Computer and Office Machine Repair and Maintenance

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