Decommissioned MFP/SFP Buyback

OSWEGO COMMUNITY UNIT SCHOOL DISTRICT 308
Oswego, Illinois
Decommissioned MFP/SFP Buyback
RFP SPECIFICATIONS

BACKGROUND
Oswego Community Unit School District 308 located in Oswego Illinois, is the state's
seventh largest school district encompassing approximately 69 square miles in Kendall County
and small portions of Kane and Will Counties. The district is located about 45 miles west of
Chicago and serves the communities of Oswego, Montgomery, Plainfield, Aurora, Yorkville,
and Joliet; serves just under 18,000 students; has two high schools, five junior high schools,
13 elementary schools, two alternative schools, and three administrative buildings. The district
employs about 2,500 employees who work throughout the district.
PURPOSE
Oswego Community Unit School District 308 is seeking competitive bids for the sale of
decommissioned equipment that is either no longer supported or no longer utilized within the
district.
ESTIMATED TIMELINE
Date Event
May 11th, 2026
Advertisement and Distribution of RFP
May 27th, 2026 10:00 am Information Meeting & hardware inspection
at 61 Franklin Street, Oswego, IL 60543
June 1st, 2026 Final Questions to Kaitlyn Earwood by 12 pm
June 3rd, 2026 Final Addendum with responses provided
June 10th, 2026 12pm RFP Due and opening (not to public)
TBD Evaluation of RFP Submissions/Contract details
finalized with recommended vendor
TBD
Recommendation to Board of Education for
Information/Approval
After BOE Approval Award Letter

INFORMATION
The District is seeking proposals from potential vendors to purchase decommissioned
technology equipment as specified in this Request for Proposals (RFP).
EQUIPMENT LIST
The table below details estimated decommissioned device quantities available on this
RFP. Serial numbers are included in Appendix A.
Quantity Make Model
COLOR LJ M375NW
1 HP
COLOR LJ M451DN
19 HP
COLOR LJ M452DN
12 HP
COLOR LJ M455DN
1 HP
COLOR LJ M551DN
5 HP
COLOR LJ M651DN
5 HP
LASERJET 4014
1 HP
ALTALINK B8075H2
3 XEROX
ALTALINK C8045H2
16 XEROX
ALTALINK C8070H2
7 XEROX
COLOR C60
7 XEROX
D95CP
35 XEROX
PHASER 4622DN
9 XEROX
PHASER 7100DN
6 XEROX
VERSALINK B405DN
8 XEROX

WORKCENTRE 7855
1 XEROX
PRO 8120SE
2 RICOH
1 RICOH
MP CW2201SP
DigiCoil Color Coil Inserter
1 GBC
REQUIREMENTS AND DELIVERABLES
Bidders must provide evidence that they are appropriately licensed or certified to do
business in the State of Illinois. The Bidders must confirm that they operate in
compliance with HIPAA, FERPA and all other legal requirements. The Bidders must
agree to a termination clause allowing the School Board to terminate at any time or for
any reason with a notice requirement not to exceed 60 days. Termination for cause shall
require 30 days' notice.
Terms of Sale & Vendor Requirements
Condition of Equipment: All equipment is sold "As Is" and all sales are final. While
devices are in working order, they will exhibit normal wear and minor defects. Every
effort has been taken to maintain these devices in a fully functional condition.
Proposal Requirements: The bidder's proposal must provide:
An estimate of the guaranteed minimum value.
An estimate of the highest potential grade value based on equipment condition.
Logistics and Pickup:
Timeline: The winning bidder must schedule and execute the pickup of all
equipment no later than 30 days after being notified of their winning bid.
Responsibility: The vendor is responsible for all collecting, packaging, and
shipping of devices.
Equipment: The vendor must provide their own pallet jacks and vehicles
equipped with a liftgate for pickup.
Data Security & Branding:

Sanitization: The vendor must ensure all data stored on devices is properly
erased (e.g., hard drives, NVRAM, and stored document images).
Certification: A Certificate of Data Erasure Completion covering all included
devices must be returned to School District 308 no later than 30 days following
the date of pickup.
Labeling: The vendor must remove all inventory labels, asset tags, and any
labels containing names of former users/staff prior to any potential resale.
Payment and Valuation:
Initial Payment: The minimum guaranteed value is due and payable upon
pickup of the equipment.
Final Reconciliation: In the case of a discrepancy in the device total, the
per-unit price shall govern, and the total price shall be revised accordingly.
Final Payment: Any remaining balance or adjusted final payment must be
received by the District no later than 90 days after the date of pickup.
VENDOR PROFILE
Provide a description of your firm, including background, history, how your
company is organized, number of employees, revenue, years in business,
ownership structure, and position in the marketplace.
Describe what sets you apart from your competitors.
Describe your two most recent public entity contract awards in Illinois. Provide
scope, date and reference/contact names for each. Describe why you feel your
firm was the successful bidder compared to your competitors.
Detail any and all judgments, pending or expected litigation, or other real or
potential financial reversals that might materially affect the viability or stability of
your organization or warrant that no such conditions exist.
ADDITIONAL SERVICES
Adjustments to the scope described above may be necessary. No additional services
will be provided without approval.

REFERENCES
The vendor must submit five references from recent public entity contract awards in
Illinois. K12 educational references, if available, are preferred.
The Contract will require the proposer to adhere to the terms of their proposal and to act
in accordance with all applicable laws and regulations that are in effect at the time the
contract is signed and that become effective during the term of the contract.
EVALUATION CRITERIA
Does the vendor offer a competitive price for the value of services?
Does the vendor have a proven record of timely maintenance?
Are the references positive?
Did the vendor meet the requirements of this request?
INSURANCE
Vendors must carry insurance as outlined in this RFP agree to incorporate given
language into an executed contract.
INSTRUCTIONS FOR SUBMITTING INFORMATION
All information must be submitted by June 10th, 2026
Information may be sent or dropped off to:
Kaitlyn Earwood, Purchasing Agent
Oswego Community Unit School District 308
71 Stonehill Road Oswego, IL 60543
kearwood@sd308.org
There will be NO formal opening of the submissions.
Paper or Electronic copies will be accepted.

IMPORTANT: All questions or clarification requests regarding this RFP are to be
directed to the District's Purchasing Agent, Kaitlyn Earwood, via email at
kearwood@sd308.org by June 1st, 2026. Attempts by members of a submitting bidder
to contact the Board, Selection Committee members (other than Ms. Earwood via email)
or other District employees regarding this RFP can lead to an immediate disqualification
of the firm.

COMPANY INFORMATION
COMPANY NAME:
CONTACT:
ADDRESS:
CITY/STATE/ZIP:
TELEPHONE:
EMAIL ADDRESS:
(Email is necessary for you to receive future bid proposals)
I have examined the specifications and instructions included herein and agree, provided
I am awarded a contract within 90 days of bid due date, to provide the specified items
and/or services or work as described in the specifications and instructions for the sum
shown in accordance with the terms stated herein. All deviations from specifications and
terms are in writing and attached hereto.
Signature of Submitter
Print Name
Date
* If NO BID is your response, please complete and return the Courtesy "No Bid"
Response Questionnaire.

INSURANCE
During the term of this Agreement, the Vendor, at its sole cost and expense, and for the
benefit of the School District, shall carry and maintain the following insurance:
1. Comprehensive general liability and property damage insurance, insuring against
all liability of Contractor related to this Agreement, with a minimum combined single limit
of One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars
($2,000,000) general aggregate;
2. Automobile liability Insurance with a combined single limit of One Million dollars
($1,000,000);
3. Workers' Compensation Insurance covering all costs, statutory benefits, and
liabilities under State Workers' Compensation and similar laws for Contractor's
respective employees; and
4. Umbrella liability insurance with a minimum combined single limit of One Million
dollars ($1,000,000) per occurrence and One Million Dollars ($1,000,000) general
aggregate.
All insurers shall be licensed by the State of Illinois and rated A+-VII or better by A.M.
Best or comparable rating service. The comprehensive general liability, and property
damage insurance policy shall name the School District, its Board, Board members,
employees, agents, and successors as an additional insured on a primary
noncontributory basis with a waiver of subrogation in favor of School District. The
Vendor shall provide School District with certificates of insurance and/or copies of
policies reasonably acceptable to School District evidencing the existence of the
coverage described above, including form and deductibles, during the duration of any
Agreement. The failure to provide acceptable insurance shall be deemed a breach of
the Agreement entitling the School District to terminate this Agreement immediately. All
policies of insurance shall provide by endorsement that no coverage may be canceled,
terminated, or reduced by the insuring company without the insuring Vendor having first

given at least 30 days prior written notice to School District by certified mail, return
receipt requested.