Project Information

Bid Title

PLOTTER MAINTENANCE

Issuing Agency

City of Springfield

Location

Missouri

Published Date

Jun 3, 2026

Closing Date

Jun 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

076-2026IFIB

Original Source

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Bid Documents

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Project Description

Bid Number:	076-2026IFIB
Bid Title:	PLOTTER MAINTENANCE
Category:	All Notifications – Division of Purchases
Status:	Open

Description: LEGAL NOTICE: INVITATION FOR INFORMAL BID #076-2026 The City of Springfield will accept electronically submitted bids through its’ e-bidding service provider, Euna Open Bids (formerly DemandStar) from qualified persons or firms interested in providing the following: PLOTTER MAINTENANCE VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formerly DemandStar) go to: https://network.demandstar.com/agency-support-2/ VENDOR NOTE 3: If you have issues registering or uploading a bid, please contact Euna OpenBids (formerly DemandStar) toll-free at (866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this solicitation document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday. It is strongly recommended that vendors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability to provide a response to this solicitation by the due date and time. Bids must be received electronically in the City’s e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST), on Wednesday, June 17, 2026.  Bids will be read aloud publicly at the specified bid opening date and time via teleconference. To participate, dial (720) 843-2938. Then, enter access code 2160129. Bidding documents and any addendums are available via the following methods: By accessing the City’s e-bidding service, Euna OpenBids (formerly DemandStar). https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 By accessing the Purchasing Division’s webpage https://www.springfieldmo.gov/bids.aspx For any contract for services greater than $5,000, the successful Offeror shall comply with § 285.530, RSMo., as amended, and (1) provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees working in connection with this contract.  The required documentation affirming enrollment must be from the federal work authorization program provider.  A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract. The City is committed to providing opportunities to DBE, MBE, and WBE prime, general, and subcontractors and encourages such business enterprises to submit responses. Publication Date/Time: 6/3/2026 11:00 AM Publication Information: https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 Closing Date/Time: 6/17/2026 3:00 PM Contact Person: Morgan Blankenship morgan.blankenship@springfieldmo.gov Download Available: Yes Plan & Spec Available: https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 Related Documents: BID 076-2026IFIB

Attachment Preview

IFIB #076-2026

CITY OF SPRINGFIELD, MISSOURI

DIVISION OF PURCHASES

Morgan Blankenship, Senior Buyer

Date Issued: Wednesday, June 3, 2026

City of Springfield

Buyer’s Email: morgan.blankenship@springfieldmo.gov

Division of Purchases

Telephone Number: 417-864-2079

218 E. Central

Springfield, MO 65802

INVITATION FOR INFORMAL BID (IFIB) #076-2026

The City of Springfield will accept electronically submitted bids through its’ e-bidding service provider, Euna OpeBids (formerly DemandStar), from

qualified persons or firms interested in providing the following:

PLOTTER MAINTENANCE

BIDS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM PRIOR

TO 3:00 P.M. (CST) ON WEDNESDAY, JUNE 17, 2026. Bids will be opened by the buyer listed above. Bids will be read aloud publicly

at the specified bid opening date and time via teleconference. To participate, dial (720) 843-2938. Then, enter access code 2160129.

• Bids shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to legally

bind the company. Bidders are to submit all pages of this IFIB identified with “RETURN THIS PAGE” stated on the bottom right corner of

said pages. Failure to do so may render your bid non-responsive.

• Bids received after the opening date and time shall not be considered.

• The attached Terms and Conditions shall become part of any contract resulting from this bid.

• The cutoff for any questions pertaining to this bid is Tuesday, June 9, 2026, at 3:00 P.M. (CST).

• HAND DELIVERED, FAXED, OR EMAILED BIDS WILL NOT BE ACCEPTED.

The undersigned certifies that they have the authority to bind the Bidder in a contract to supply the service or commodity in accordance with all terms

and conditions contained herein. Please type or print the information below.

Bidders are REQUIRED to complete, sign, and return this form with their submittal.

NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter

number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter

number.

Company Name

Authorized Person (Print)

Address

City/State/Zip

Telephone #

Email Address

Fax #

Signature

Title

Date

Tax ID #

State of Missouri Charter Number or Exemption Number

Revised: 02/04/2026

Reviewed by Law: 08/27/2025

Page 1 of 38

RETURN THIS PAGE

TABLE OF CONTENTS:

Cover Title-Signature Page

Table of Contents

Legal Notice

Scope

Instructions to Bidders

Specific Requirements of Bid

Specifications

Pricing

Sample Contract

Standard Terms and Conditions

Insurance Requirements

Work Authorization Affidavit and E-Verify

List of References and Experience

Affidavit of Compliance

Certification Regarding Potential Conflicts of Interest

Certification of Signature Authority

Additional Services

Statement of “No Bid”

IFIB #076-2026

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Revised: 02/04/2026

Reviewed by Law: 08/27/2025

Page 2 of 38

LEGAL NOTICE:

INVITATION FOR INFORMAL BID #076-2026

IFIB #076-2026

The City of Springfield will accept electronically submitted bids through its’ e-bidding service provider, Euna Open Bids (formerly

DemandStar) from qualified persons or firms interested in providing the following: PLOTTER MAINTENANCE

VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration

VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formerly DemandStar) go to:

https://network.demandstar.com/agency-support-2/

VENDOR NOTE 3: If you have issues registering or uploading a bid, please contact Euna OpenBids (formerly DemandStar) toll-free at

(866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through Friday.

You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this solicitation

document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.

It is strongly recommended that vendors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability

to provide a response to this solicitation by the due date and time.

Bids must be received electronically in the City’s e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST), on

Wednesday, June 17, 2026. Bids will be read aloud publicly at the specified bid opening date and time via teleconference. To participate,

dial (720) 843-2938. Then, enter access code 2160129.

Bidding documents and any addendums are available via the following methods:

1. By accessing the City’s e-bidding service, Euna OpenBids (formerly DemandStar).

https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029

2. By accessing the Purchasing Division’s webpage https://www.springfieldmo.gov/bids.aspx

For any contract for services greater than $5,000, the successful Offeror shall comply with § 285.530, RSMo., as amended, and (1)

provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide

documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees

working in connection with this contract. The required documentation affirming enrollment must be from the federal work

authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work

Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.

The City is committed to providing opportunities to DBE, MBE, and WBE prime, general, and subcontractors and encourages such

business enterprises to submit responses.

Revised: 02/04/2026

Reviewed by Law: 08/27/2025

Page 3 of 38

IFIB #076-2026

1.0 SCOPE: The City of Springfield is seeking qualified firms or persons to provide Plotter Maintenance. A contract will be issued

in the form of a yearly contract. The City may, at its option, renew the contract for four (4) additional one-year terms.

1.1 INSTRUCTIONS TO BIDDERS

1.2 BID OPENING: Bids submitted in response to this Invitation for Informal Bid (IFIB) will be opened in the presence of Purchasing

officials at the due date and time indicated on the IFIB. Bids will be read aloud publicly at the specified bid opening date and time

via teleconference or video conference. To participate, dial (720) 843-2938. Then, enter access code 2160129.

1.3 PREPARATION OF BIDS:

1.3.1

Bidders are expected and required to examine and understand any drawings, specifications, schedules, and all

instructions related to this Invitation for Informal Bid (IFIB). Failure to do so will be at the Bidder's risk.

1.3.2

Each Bidder shall furnish the information required by the IFIB. The Bidder shall sign the IFIB. Erasures or other

changes must be initialed by the person signing the offer. Bids signed by an agent are to be accompanied by evidence of their

authority to sign on behalf of the Bidder unless such evidence has been previously furnished to the City.

1.3.3

Unit Price for each unit Bid shall be shown and such price shall include packing unless otherwise specified. Freight

or shipping shall be included in the Unit Price unless requested as a single line item. A total shall be entered in the total

column for each item Bid. In case of a discrepancy between a Unit Price and Extended Price, the Unit Price will be presumed

to be correct. Said Unit Price shall be utilized by the City to calculate the correct Extended Price for determining potential

award.

1.3.4

Alternate Bids for supplies or services, other than those specified, shall not be considered unless authorized by the

IFIB. Bidders shall submit complete specifications on all Alternate Bids, unless otherwise provided by this IFIB.

1.3.5

Alternate Bids without complete specifications may be rejected. Alternate Bids and exceptions may be rejected.

1.3.6

Alternate Bids and exceptions to Bid clauses must be clearly noted on the Affidavit of Compliance Form.

1.3.7

Unless otherwise provided in the IFIB, Bidders shall state a definite time for delivery of supplies or services after

receipt of the order.

1.3.8

Time, if stated as a number of days, shall include Saturdays, Sundays, and holidays.

1.3.9

If the item has a trade name, brand or catalog number, all such information shall be stated in the Bid.

1.3.10 Prices quoted are to be firm, final and shall include shipping F.O.B. Destination whereby all transportation charges

shall be paid by Contractor, unless requested as a single line item.

1.4 IFIB DELIVERY REQUIREMENTS: To be considered responsive, bids must be uploaded to the City’s e-bidding service, Euna

OpenBids (formerly DemandStar) at

https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the specified due date and

time. It shall be the sole responsibility of the Bidder to have their Bid uploaded on or before the stated due date and time.

1.5 LEGAL NAME AND SIGNATURE: Bids shall clearly indicate the legal name, physical address, e-mail address, and telephone

number of the Bidder (company, firm, corporation, partnership, or individual). Respondent’s legal entity company name must be

identified as the SAME on their submitted W-9 and Certificate of Insurance (COI). Bids may be manually, electronically, or digitally

signed above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to

legally bind the company to the submitted Bid. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it

shall not be considered for award.

Revised: 02/04/2026

Reviewed by Law: 08/27/2025

Page 4 of 38

IFIB #076-2026

1.6 CORRECTIONS: Corrections, erasures, or other changes must be initialed by the person signing the offer. Bids signed by an agent

are to be accompanied by evidence of their authority to sign on behalf of the Bidder. If a correction is necessary, draw a single

line through the entered figure and enter the corrected figure above it.

1.7 CLARIFICATION AND ADDENDA:

1.7.1

Each Bidder shall examine all IFIB documents and shall judge all matters relating to the adequacy and accuracy of

such documents. Any inquiries or suggestions concerning the interpretation, clarification, or additional information pertaining

to the IFIB shall be made through the Division of Purchases in writing. No oral interpretations shall be made to any Bidder by

the City. The issuance of written addenda is the official method whereby interpretation, clarification, or additional

information shall be given. Receipt of an addendum to an IFIB by a Bidder must be acknowledged by signing and uploading

the addendum with your bid response to

https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029

1.7.2

It shall be the responsibility of each Bidder, prior to submitting their Bid, to check the Division of Purchases e-bidding

platform at https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine if

addenda were issued and to make such addenda a part of their bid.

1.8 IFIB EXPENSES: All expenses for making Bids to the City are to be borne solely by the Bidder.

1.9 IRREVOCABLE OFFER: No bid shall be withdrawn after the date and time set for opening Bids. All Bids shall, upon opening,

constitute an irrevocable period of ninety (90) calendar days until one or more of the Bids have been duly accepted by the City.

1.10 RESPONSIVE AND RESPONSIBLE BIDDER: To be responsive, a Bidder shall submit a Bid that conforms in all material respects to

the requirements set forth in this IFIB. To be a responsible Bidder, the Bidder shall have the capability in all respects to perform

fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment,

and credit which will ensure good faith performance. The lowest responsible Bidder shall mean the Bidder who makes the lowest

Bid to sell goods or services of a quality which conforms closest to the quality of goods or services set forth in the specifications

or otherwise required by the City and who is known to be fit and capable to perform the Bid as made.

1.11 QUALIFICATIONS OF BIDDERS: Each Bidder shall submit a Statement of Bidder's Qualifications with their bid submittal if it is a

requirement and requested in the bid document. The City shall have the right to take such actions as it deems necessary to

determine the ability of the Bidder to perform the work contemplated by this IFIB Bidders shall furnish to the City such additional

information and data as may be requested and shall cooperate with the City in all respects. The City reserves the right to reject

any Bid where an investigation or consideration does not satisfy the City that the Bidder is qualified to properly carry out the

contract documents' terms.

1.12 THE RIGHT TO AUDIT: The Bidder agrees to furnish supporting detail as may be required by the City to support charges or

invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate

adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to

audit the Bidder’s records pertaining to the work/product for a period of three (3) years after final payment.

1.13 APPLICABLE LAW: All applicable laws and regulations of the State of Missouri and the City of Springfield, Missouri including the

City’s Procurement Regulations and Procedures stated in the City Purchasing Policy shall apply to any resulting agreement,

contract, or purchase order. Any involvement with City Procurement shall be in accordance with the City Purchasing Policy.

The following is the link to the City Purchasing Policy:

https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF

1.14 RIGHT TO PROTEST:

1.14.1 Appeals and remedies are provided for in the City Purchasing Policy. Protestors shall seek resolution of their

complaints initially with the City Purchasing Agent.

Revised: 02/04/2026

Reviewed by Law: 08/27/2025

Page 5 of 38

Commodity Codes

• NAICS 811212Computer and Office Machine Repair and Maintenance

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