Project Information

Bid Title

Copier RFP

Issuing Agency

Hawthorn District 73

Location

Illinois

Published Date

Nov 11, 2025

Closing Date

Dec 5, 2025

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Copier RFP

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R​ equest for Proposal (RFP)​

C​ opiers/Digital Duplicating Machines and Maintenance​

R​ FP issued by:​

​Hawthorn School District #73​

​841 W End Court​

V​ ernon Hills, IL 60061​

J​ ennifer Akin​

​Assistant Superintendent of Finance & Business Operations​

​847-990-4221​

​akinj@hawthorn73.org​

R​ FP Public Notice & Release Date:​ ​November 12, 2025​

R​ FP Submission:​ D​ ecember 5, 2025 by 12pm CST​.​

C​ ompleted proposals must be submitted: Proposals must be submitted by​1​ 2pm CST on December​

5​ , 2025​t​ o Hawthorn School District #73 District Office​l​ocated at 841 West End Court, Vernon Hills IL​

​60061, to the attention of Jennifer Akin.​

P​ ​AGE​1​ ​

​RFP Specifications cont.​

I​nitials_______ Date__________​

S​ CHEDULE OF EVENTS​

​Event Type​

​Event Date​

​Event Time​

R​ FP Release Date (Public Notice)​ 1​ 1/12/25​

D​ eadline for Pre-Proposal​

​Conference questions (any​

​questions submitted by this time​

w​ ill be answered and provided in​

​writing at the site visit)​

​11/24/25​

​Pre-Proposal Conference and Site​

​Visit @ District Office, 841 W. End​

​Court, Vernon Hills IL 60061​

​11/25/25​

​Deadline for submission of Final​

​Questions. No questions will be​

​accepted after this date/time.​

​12/1/25​

A​ nswers to Questions or​

A​ ddendum Provided​

​12/2/25​

​12:00 PM​

1​ 2:00 PM​

1​ 2:00 PM​

1​ 2:00 PM​

D​ eadline for Submission of​

P​ roposal​

P​ roposals Opening​

​12/5/25​

​12/5/25​

1​ 2:00 PM​

1​ 2:01 PM​

P​ roposals Evaluation Completed​ 1​ 2/8/25​

B​ oard Presentation (Discussion of​

​bid opening results)​

1​ 2/17/25​

B​ oard Approval (Board Meeting)​ 1​ /15/26​

N​ otice of Intent to Award Sent to​

S​ elected Vendor​

​Contract Signing​

​1/16/26​

1​ /26/26​

​Anticipated Start Date of Selected​

​Vendor​

2​ /01/26​

​Hawthorn School District #73 will use its best efforts to adhere to the Schedule of Events. However,​

​Hawthorn School District #73 reserves the right to amend the schedule, as it deems necessary, and​

​will post a notice of said amendment using the addenda or amendment process described in the​

​instructions below.​

​SPECIFICATIONS​

H​ AWTHORN CCSD 73​

​P​AGE​2​ ​

​RFP Specifications cont.​

​Initials_______ Date__________​

​General​

​1.​ ​This document is a Request for Proposal (RFP),​​not​​an Invitation to Bid. Illinois School Code​

L​ aw 5/10-20.21 exempts the purchase of copiers/duplicating machines and their supplies to be​

a​ warded as a sealed Invitation to Bid.​

2​ .​ ​The RFP will be awarded by the School District to the vendor(s) whose proposal(s) is/are​

​determined to be the most advantageous to the School District, taking into consideration the​

​evaluation factors set forth in this RFP.​

C​ RITERIA​

C​ ost/Financial Proposal​

E​ nhanced security options​

​Compatibility with Mac environment​

​References/Past Performance​

​Print management software (hosted on the cloud or server based)​

​Email scanning capability​

​Maintenance Response time​

​Ability to change print options at the copier​

​Ability to default to black & white​

​Lease vs ownership​

​Options for supply and finisher replenishment cycle​

​Paper capability including sizes and weight​

​Warranty​

​Site evaluation form​

​TOTAL POINTS​

​WEIGHT​

​15​ P​ oints​

1​ 5​ ​Points​

​10​ ​Points​

1​ 0​ P​ oints​

1​ 0​ P​ oints​

​10​ P​ oints​

1​ 0​ ​Points​

​5​ P​ oints​

​5​ ​Points​

3​ ​ P​ oints​

​3​ P​ oints​

​2​ ​Points​

​1​ ​Point​

1​ ​ P​ oint​

​100/100​

​HAWTHORN CCSD 73​

P​ ​AGE​3​ ​

​RFP Specifications cont.​

​Initials_______ Date__________​

3​ .​ R​ FP shall be submitted to Ms. Jennifer Akin, Assistant Superintendent for Business and​

O​ perations, Hawthorn CCSD 73, 841 West End Court, Vernon Hills, IL 60061 on or before​​12:00​

p​ .m. on Monday, December 5, 2025​. Vendors will be​​contacted after the RFP is reviewed.​

​4.​ A​ ll proposals must be submitted on the attached forms only. Every page of the RFP must be​

i​nitialed and dated, acknowledging it has been thoroughly read and agreed upon. Unsigned or​

l​ate proposals will not be considered.​

​5.​ O​ ral, telephone, telegraphic or facsimile transmitted proposals will not be accepted.​

6​ .​ T​ he School District is not subject to Federal Excise Tax or Illinois Retailers Occupational Tax.​

​#E99956391​

7​ .​ ​Prices quoted shall include all charges for packing, transportation, delivery, set-up and training​

​to the locations designated on the proposal.​ A​ ll​​equipment must be 100% new​. Price shall also​

​include removal of old equipment, if needed.​

8​ .​ ​All proposals will be considered firm for a period of ninety (90) days from the date the proposal​

​is due.​

9​ .​ ​The Board of Education of Hawthorn CCSD 73 reserves the right to reject any or all proposals,​

t​o waive irregularities and to accept that proposal which is in the best interest of the School​

D​ istrict. Any such decision shall be considered final.​

1​ 0.​ P​ rices submitted shall include extensive training at each site, on an agreed upon date and time.​

1​ 1.​ ​Maintenance response time shall be four (4) hours or less. Response time is defined as on-site.​

B​ i-Annual service reports are required on the fleet.​

​12.​ ​All proposals shall be submitted with each space properly completed. Proposals may not be​

​withdrawn or modified in any way by the vendor without the written approval of the district.​

​All vendors will be bound by any math calculations, misquotes, or mistakes of any kind once​

​the proposal has been opened.​

1​ 3.​ ​Proposers must comply with ACT 130 – The Prevailing Wage Act as enacted by the State of IL.​

1​ 4.​ ​All proposers are required to sign, notarize, and return the Contractor Certifications, included​

​on page 16 of this RFP packet, with their proposal.​

1​ 5.​ ​If the selected vendor will be employing subcontractors or authorized dealers, their​

s​ ubcontractors/authorized dealers must sign and notarize the Contractor Certifications found​

o​ n page 15 of this RFP and comply with the ACT 130 – The Prevailing Wage Act, upon​

a​ warding/signing of the contract.​

​HAWTHORN CCSD 73​

​P​AGE​​4​

​RFP Specifications cont.​

I​nitials_______ Date__________​

1​ 6.​ ​The successful contractor (and any subcontractors) must comply with the background check​

r​ equirements as stated in Section 10.21.9 of the Illinois School Code prior to beginning work.​

1​ 7.​ A​ ll contact with the District regarding this RFP must be made directly to email address:​

a​ kinj@hawthorn73.org​. Direct contact/communication​w​ ith any other school officials and/or​

​staff member is prohibited.​

1​ 8.​ ​References for the past two (2) years of all school districts served. List should include current​

c​ ustomers, as well as non-current customers, that include machine purchases as well as​

m​ aintenance contracts and lease agreements. Please include the name of contact and​

​telephone number.​

1​ 9.​ ​This RFP (inclusive of all exhibits) shall be attached as an addendum to the successful vendor’s​

​standard contract form and shall be part of the contract between the Board of Education and​

t​ he successful vendor. The vendor’s standard contract form, this Addendum/RFP and the​

​purchase order, if any, shall constitute the “contract” between the Board of Education and the​

​successful vendor. If, and to the extent that, any provisions of this Addendum/RFP conflict,​

c​ ontradict or are inconsistent, in whole or in part, with the terms of the standard contract form​

​and/or the purchase order, if any, this Addendum shall take precedence, govern and control.​

2​ 0.​ ​Failure to carry out or implement any aspect of the requirements of this RFP during any point​

i​n the term of this agreement shall result in termination for cause.​

C​ ontractor Requirements​

T​ o be eligible for consideration Proposers must meet the following requirements, if applicable: ​

​•​ ​Be fully licensed to operate within Illinois and hold all necessary local, state, and federal​

​certifications and permits. ​

•​ ​ ​All operations must comply with relevant local, state, and federal laws and regulations (e.g.,​

​DOT, OSHA standards, EPA regulations, Consumer Electronics Recycling Act (CERA))​

O​ ptional National Compliance ​​

T​ his Request for Proposal (RFP) is issued in accordance with the regulations and requirements of the​

S​ tate of Illinois and is primarily intended for services within this state. However, respondents​

i​nterested in providing services outside of Illinois under this contract must demonstrate their ability to​

c​ omply with the applicable local, state, and federal regulations of any additional states where services​

m​ ay be provided. Compliance with the Illinois Consumer Electronics Recycling Act (CERA) and​

​Resource Conservation and Recovery Act (federal) and equivalent regulations in other states will be​

​required for those bidders seeking to expand their service offerings nationally. ​

​Eligibility Requirements - Optional Licensing and Compliance Across States​ ​

​Proposers interested in being considered for business outside of Illinois must meet the following​

​additional eligibility criteria: ​

​HAWTHORN CCSD 73​

P​ ​AGE​5​ ​

Commodity Codes

• NAICS 532420Office Machinery and Equipment Rental and Leasing
• NAICS 811212Computer and Office Machine Repair and Maintenance

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