Project Information

Bid Title

Digital Copier Printer Lease-Maintenance

Issuing Agency

WSU Campus of Applied Sciences and Technology

Location

Kansas

Published Date

May 26, 2026

Closing Date

Jun 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-06

Original Source

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Bid Documents

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Project Description

Open Date	Close Date	RFP Number	Description	Department	Attachments and/or Amendments
05/26/26	06/10/26	2026-06	Digital Copier Printer Lease-Maintenance	I.T.	Exhibit 1

Attachment Preview

RFP# 2026-06

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Request for Proposal/Quote

“Notice to Proposers”

Digital Copier-Printer Lease and Maintenance

RFP Number:

Date Posted:

Closing Date:

Email Address:

Website:

2026-06

05/26/2026

06/10/2026

purchasing@wsutech.edu

https://wsutech.edu/purchasing/

Project Name:

Digital Copier-Printer Lease and Maintenance

Purpose of Purchase: WSU Tech is requesting bids to lease multiple Copier-Printers across multiple locations

and future locations.

Agency:

WSU Campus of Applied Sciences and Technology (WSU Tech)

4004 North Webb Road, Gateway Bldg., Wichita, KS 67226

Guarantee:

No Monetary Guarantee Required

Scope Summary:

The successful vendor will furnish, install, service and maintain the Multi Functional

Device (MFD) requirements outlined in this RFP. All pricing will be based on a FIVE (5)

year lease. With the option of TWO (2) one year options to renew. Lease to start

7/1/26. Lease Bidders must be either an Original Equipment Manufacturer (OEM) or

an Authorized Dealer partnering with a Multifunction Copier OEM. Will need to

include a provision to add a yet to be determined number of printers for future

locations during the term of the contract.

READ THIS REQUEST CAREFULLY

From this point forward, all Contractors and Vendors shall be referred to as “Contractor”. Failure to abide by

all the conditions of this Request may result in the rejection of your proposal/quote. Inquiries about this

Request should indicate the RFP number and title and be directed to the Purchasing Coordinator via email

address above.

This notice to Contractors is intended to be used in conjunction with the Request for Proposal and all terms

and conditions.

RFP# 2026-06

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Solicitation Reference Number: The above number has been assigned to this Solicitation and MUST be shown

on all correspondence or other documents associated with this Solicitation and MUST be referred to in all

verbal communications. All inquiries, written or verbal, shall be directed to the Purchasing Coordinator via

email address above.

Failure to notify the Purchasing Coordinator of any conflicts or ambiguities in this Solicitation for Proposal may

result in items being resolved in the best interest of WSU Tech. Any modification to this Request shall be

made in writing by addendum and mailed to all bidders who received the original request. Only written

communications are binding.

Sales Tax Determination: This Project has been determined by the Kansas Department of Revenue to be

exempt from Kansas Sales Tax(es). The cost of said tax must be EXCLUDED FROM all Proposals and Contract

prices. Sales tax includes all applicable state, county and city sales tax. If needed, WSU Tech will provide the

Contractor with a tax exemption number for their use.

Contact: All communications and for technical information regarding the RFP specified in this solicitation and

to arrange for a site visit, contact:

purchasing@wsutech.edu

Any correspondence by potential bidders, with WSU Tech, must be documented in writing and submitted to

the Purchasing Coordinator, to be considered for any possible addenda, and/or in the evaluation of the

proposal/quote. Any change in specifications shall be documented by the Purchasing Coordinator and will

be issued by written addendum.

This Request for Proposal (RFP) does not obligate WSU Tech to award a contract or complete the proposed

project and each reserves the right to cancel this RFP if it is in its best interest. Proposals must be clear and

concise. Proposals that are difficult to follow or that do not conform to the RFP format or binding

specifications may be rejected. Responding Vendors must include the required information called for in this

RFP. WSU Tech reserves the right to reject a proposal if required information is not provided or is not

organized as directed.

WSU Tech also reserves the right to waive minor informalities and reserves the right to:

1. Reject any and all proposals received in response to this RFP.

2. Select a proposal for contract negotiation other than the one with the lowest cost.

RFP# 2026-06

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3. Negotiate any aspect of the proposal with any Vendor.

4. Terminate negotiations and select the next most responsive Vendor for contract negotiations.

5. Terminate negotiations and prepare and release a new RFP.

6. Terminate negotiations and take such action as deemed appropriate.

Any decision to cancel or reject any and all proposals is in WSU Tech’s sole discretion. WSU Tech also reserves

the right to change the evaluation criteria or any other provision in this RFP by posting notice of the change(s)

on the Purchasing section of WSU Tech’s webpage. Vendors should check the site daily for updates (e.g.

amendments, responses to questions) and are expected to review information on the site carefully before

submitting a final proposal. Such changes or updates above constitutes written notice to each Vendor.

Proposal Content and Specifications

RFP# 2026-06

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Please review attachment for specifications

RFP# 2026-06

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Duration of Offer

All proposal responses must indicate they are valid for a minimum of one hundred eighty (180) calendar days

from the date of the proposal closing unless extended by mutual written agreement of both parties. Prices

and terms of the proposal as stated must be valid for the length of the resulting contract.

RFP Terms and Conditions

This RFP includes and incorporates the Contract Provisions form. Contractors should be aware that these

terms and conditions in preparing responses to this RFP. Much of the language reflected in any resulting

contract with WSU Tech is required by statute. If you take exception to any of the language in the terms and

conditions, you must indicate those exceptions in your response to the RFP; certain exceptions may result in

your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your

response to the RFP will be available for discussion or negotiation.

Proposal / Delivery Form

Lump Sum Contract Proposal for: $ _________________________ DATE: ________________

Proposer: ________________________________

ADDRESS: __________________________________________

Base Bid: In compliance with the Instructions to Proposers and subject to all conditions thereof, the

undersigned hereby proposes to furnish all material and equipment and to perform all labor for and incidental

to the entire Work for the Project, all in accordance with the Drawings, Specifications and Contract

Documents.

WSU TECH IS TAX EXEMPT BY STATE STATUTE. THE SUCCESSFUL CCONTRACTOR WILL BE RESPONSIBLE FOR

ANY AND ALL STATE AND LOCAL TAXES AND WILL NOT PASS SUCH ONTO WSU TECH.

Commodity Codes

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

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