Digital Copier Printer Lease-Maintenance

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Request for Proposal/Quote
"Notice to Proposers"
Digital Copier-Printer Lease and Maintenance
RFP Number: 2026-06
Date Posted: 05/26/2026
Closing Date: 06/10/2026
Email Address: purchasing@wsutech.edu
Website: 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.

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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.

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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.

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Proposal Content and Specifications
Please review attachment for specifications

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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.

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Proposed Timeline of Project
The undersigned agrees to complete all Work within agreed upon date of written Notice to Proceed.
Liquidated damages may be assessed at the rate of $100 per day if the Contractor exceeds the contracted
number of days for completion.
Proposed Timeline for project completion:
Subcontractors:
The undersigned proposes to use the following Subcontractors for this Project if applicable:
Mechanical Work: ______________________________________________________________
Electrical Work: ______________________________________________________________
Other: _______________________________________________________________
References:
1)
2)
3)

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SIGNATURE SHEET
RFP Number: 2026-05 Closing Date: 06/10/2026, 4:00 pm CST
By submission of a bid and the signatures affixed thereto, the bidder certifies all products and services
proposed in the bid meet or exceed all requirements of this specification as set forth in the request and that
all exceptions are clearly identified.
State Tax: The undersigned attests this Proposer is not in arrears in taxes due the State of Kansas.
Legal Name of Person, Firm or Corporation
______________________________________________________________________________
Mailing Address _________________________ City & State ___________________Zip_______
Phone ______________________ E-Mail __________________________________
Signature _______________________________________ Date ________________
Typed Name ___________________________ Title ___________________________
Required Documents and Forms
The items below, that are checked, must be submitted with your proposal for your offer to be considered
responsive to the Request for Proposal.
_X_ Proposal / Delivery Timeline Form
_X_ Signature Sheet
_X_ Certification regarding Immigration Reform and Control
_X_ Disable Vet, Minority/Women Owned
_X_ Contract Provisions form
_X_ Current W-9

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CERTIFICATION REGARDING
IMMIGRATION REFORM & CONTROL
All Contractors are expected to comply with the Immigration and Reform Control Act of 1986 (IRCA), as
may be amended from time to time. This Act, with certain limitations, requires the verification of the
employment status of all individuals who were hired on or after November 6, 1986, by the Contractor as well
as any subcontractor or sub-subcontractor. The usual method of verification is through the Employment
Verification (I-9) Form. With the submission of this bid, the Contractor hereby certifies without exception that
Contractor has complied with all federal and state laws relating to immigration and reform. Any
misrepresentation in this regard or any employment of persons not authorized to work in the United States
constitutes a material breach and, at the College's option, may subject the contract to termination and any
applicable damages.
Contractor certifies that, should it be awarded a contract by WSU Tech, Contractor will comply with all
applicable federal and state laws, standards, orders and regulations affecting a person's participation and
eligibility in any program or activity undertaken by the Contractor pursuant to this contract. Contractor
further certifies that it will remain in compliance throughout the term of the contract.
At WSU Tech's request, Contractor is expected to produce to WSU Tech any documentation or other such
evidence to verify Contractor's compliance with any provision, duty, certification, or the like under the
contract.
Contractor agrees to include this Certification in contracts between itself and any subcontractors in
connection with the services performed under this contract.
____________________________________________ ______________________
Signature, Title of Contractor Date

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Disabled Veteran, Minority and Woman Owned Business Declaration
Proposer hereby declares that it is a Minority/Woman Owned Business Enterprise by virtue of the
following:
Type of Business: Check applicable block(s)
____ "Service Disabled Veteran"
____ "Black American" includes persons having origins in any of the Black racial groups of Africa.
____ "Woman-Owned Business Enterprise".
____ "Hispanic American" includes persons of Mexican, Puerto Rican, Cuban, Central or South
American, or other Spanish cultures or origins, regardless of race.
____ "Native American" includes American Indians, Eskimos, Alaskan Indians, Aleuts and Native
Hawaiians.
____ "Asian-Pacific Americans" includes persons whose origins are from Japan, China, Taiwan,
Korea, Southeast Asia, the Philippines, Samoa, Guam, the U.S. Trust Territories of the
Pacific, and Northern Marianas.
Note: MBE and WBE are defined by Federal Register 49 CFR, Part 23, as a business firm which as at least fiftyone percent
(51%) owned by minority or women group members, or in the case of a publicly owned business, at least fiftyone
percent (51%) of the stock of which is owned by the minority or woman. The minority or woman ownership must exercise
actual day to day management and control of the business.
Proposer: _________________________________________________________________________________
Certified by (name of Public Entity, if applicable): _________________________________________________
City: County: _______________________________________________________________________________
State: Zip Code: _______________________________________
Certificate Number: _________________________________________________________________________
(Attach copy)
_______________________________ __ _____________ _____________________________
Signature: Date:
Minority and Woman Owned Businesses (M/WBE) shall complete this page and return with their submittal.

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CONTRACTUAL PROVISIONS ATTACHMENT
Wichita State University Campus of Applied Sciences & Technology (WSU
Tech)
DA-146a (Rev. 02-26)
The parties agree that the following provisions are hereby incorporated into the agreement in which this attachment is incorporated and made a
part thereof (the "Agreement"):
1. Terms Herein Controlling Provisions: It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the
terms of any other conflicting provision in the Agreement and any other document relating to and a part of the Agreement. Any terms that conflict or could
be interpreted to conflict with this attachment are nullified.
2. Kansas Law and Venue: The Agreement shall be subject to, governed by, and construed according to the laws of the State of Kansas, and jurisdiction and
venue of any suit in connection with the Agreement shall reside only in courts located in Sedgwick County, Kansas.
3. Termination Due to Lack of Funding Appropriation: If sufficient funds are not appropriated to continue the function performed in the Agreement and for the
payment of the charges hereunder, the College may terminate the Agreement at the end of its current fiscal year. The College agrees to give written notice of
termination to contractor at least 30 days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such
fiscal year as may be provided in this contract, except that such notice shall not be required prior to 90 days before the end of such fiscal year. Contractor
shall have the right, at the end of such fiscal year, to take possession of any equipment provided under any contract for which it has not been paid. The College
will pay to the contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any
such equipment. Upon termination of the Agreement by the College, title to any such equipment shall revert to Contractor at the end of the College's current
fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the contractor.
4. Disclaimer of Liability: No provision of this contract will be given effect that attempts to require the State of Kansas or the College to defend, hold harmless,
or indemnify any contractor or third party for any acts or omissions. The liability of the State of Kansas and the College is defined under the Kansas Tort Claims
Act (K.S.A. 75-6101, et seq.).
5. Anti-Discrimination Clause: Contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001, et seq.) and the Kansas Age
Discrimination in Employment Act (K.S.A. 44-1111, et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101, et seq.) (ADA),
and Kansas Executive Order No. 19-02, and to not discriminate against any person because of race, color, gender, sexual orientation, gender identity or
expression, religion, national origin, ancestry, age, military or veteran status, disability status, marital or family status, genetic information, or political affiliation
that is unrelated to the person's ability to reasonably perform the duties of a particular job or position; (b) to include in all solicitations or advertisements for
employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include
those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the
reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation
shall constitute a breach of contract and the Agreement may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or
the Kansas Department of Administration; (f) if it is determined that the Contractor has violated applicable provisions of ADA, such violation shall constitute a
breach of contract and the Agreement may be cancelled, terminated or suspended, in whole or in part, by the College or the Kansas Department of
Administration.
Contractor agrees to comply with all applicable state and federal anti-discrimination laws.
The provisions of this paragraph number 5 (with the exception of those provisions relating to the ADA) are not applicable to a Contractor who employs
fewer than four employees during the term of such contract or whose contracts with the contracting State agency cumulatively total $5,000 or less during
the fiscal year of such agency.
6. Acceptance: The Agreement shall not be considered accepted, approved or otherwise effective until the statutorily required approvals and certifications have
been given, including, but not limited to the signature of an authorized representative of the College, as defined in College policy.
7. Arbitration, Damages and Warranties: Notwithstanding any language to the contrary, no interpretation of this contract shall find that the State or the College
have agreed to binding arbitration, or the payment of damages or penalties. Further, the College does not agree to pay attorney fees, costs, or late payment
charges beyond those available under the Kansas Prompt Payment Act (K.S.A. 75-6403), and no provision will be given effect that attempts to exclude, modify,
disclaim or otherwise attempt to limit any damages available to the College at law, including but not limited to the implied warranties of merchantability and
fitness for a particular purpose.
8. Representative's Authority to Contract: By signing this contract, the representative of Contractor thereby represents that such person is duly authorized by
Contractor to execute this contract on behalf of Contractor and that Contractor agrees to be bound by the provisions thereof.
9. Responsibility for Taxes: The State of Kansas and the College shall not be responsible for, nor indemnify a Contractor for, any federal, state or local taxes
which may be imposed or levied upon the subject matter of this contract.
10. Insurance: The College shall not be required to purchase any insurance against loss or damage to property or any other subject matter relating to this contract,
nor shall this contract require it to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort
Claims Act (K.S.A. 75-6101, et seq.), Contractor shall bear the risk of any loss or damage to any property in which Contractor holds title.