Multi Function Laser Jet Printer

February 20, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
3176 Jackson Avenue Memphis, Tennessee 38112-4892 Phone (901) 416-5550
(This bid will not be accepted electronically or by facsimile. All bids must be mailed to the above address.)
INVITATION FOR BID
(NOT AN ORDER)
Please submit Bids on the item(s) listed below. The right is reserved to reject any or all Bids. If substitutions are offered, give full particulars.
The Bid must be submitted no later than March 13, 2026, by 11:00 A.M., CST
The Shelby County Board of Education reserves the right to accept or reject any or all Bids, or any part thereof, and to waive any minor informalities and/or
technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Bidders shall be paid only when delivery is
complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous
Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.
Central Nutrition Center
Multi-Function Laser Jet Printer
The Shelby County Board of Education ("SCBE") is requesting bids for the purchase of Multi-Function Laser Jet
Printer as indicated in the attached specifications. Bids MUST be received by Memphis-Shelby County Schools
("MSCS" or "District") by the due date and time set forth above.
During the solicitation process bidders are not permitted to contact the Board and project Owner regarding the
posted solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this Bid must be submitted in
writing via e-mail to Daphne Mathis at mathisd2@scsk12.org by Wednesday, February 25, 2026 @ 11:00 AM CST.
ISSUED BY: Daphne Mathis IFB # 03132026DEM
We propose to furnish the item(s) and/or services outlined in the Bid at prices quoted and guarantee safe delivery F.O.B. delivered and as specified. Bids
are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.
NAME OF FIRM PHONE # FAX #
ADDRESS CITY STATE ZIP CODE
EMAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
NAME OF BILLING CONTACT PHONE# EMAIL ADDRESS
CHECK HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE
"In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and
institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for
prior civil rights activity in any program or activity conducted or funded by USDA. To file a complaint of discrimination, write USDA, Office of the Assistant Secretary for Civil
Rights, 1400 Independence Avenue, SW, Washington, DC. 20250-9410 or call (866) 632-9992 or (800) 877-8339 (TTY). USDA is an equal opportunity provider and employer."
"Shelby County Board of Education does not discriminate in its programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age."
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PART I: SCOPE OF WORK
1.0 INTRODUCTION
This Invitation for Bid (IFB) is soliciting bids for Multi-Function Laser Jet Printer.
Shelby County Board of Education is interested in:
1. Creating strong partnerships with direct suppliers of goods
2. Taking advantage of economies of scale to help reduce operating costs
3. Driving revenues through increased participation
Shelby County Board of Education serves approximately 92,000 reimbursable lunches daily and
53,000 reimbursable breakfasts. The district is allocated over 4.7 million dollars in USDA
commodity entitlement.
Shelby County Board of Education reserves the right to make selection of manufacturers in the
best interest of its/their school systems. Shelby County Board of Education reserves the right to
reject any and all bids or to award the bid either in whole or in part to the bidders whose bids in
their opinion meet all the established criteria and are the lowest cost for the requested services.
2.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County
Schools (MSCS) district. MSCS is Tennessee's largest public school district and is among the 25
largest public-school districts in the United States. MSCS serves more than 106,500 students in
over 200 schools. We are Shelby County's second-largest employer, with nearly 14,000
employees, including more than 6,000 teachers.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for
strategic decision-making and informed solution-based decisions. The information gleaned from
data, research-based strategies, and performance outcomes provide our district with amazing
opportunities to offer high-quality educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through
three strategic initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
3.0 SCOPE OF WORK
The SCBE requests bids for a Multi-Function Laser Jet Printer. The specifications are contained
in the Invitation for Bid. Responses submitted must meet or exceed all requirements. Bids that do
not meet or exceed all requirements will be considered non-responsive. All exceptions must be
noted.
4.0 NON-EXCLUSIVE
The intent of this contract is to provide the SCBE with an expedited means of procuring supplies
and/or services at the lowest cost. This contract is for the convenience of the SCBE and is
considered to be a "Non-Exclusive" use contract. The SCBE does not guarantee any usage. The
SCBE will not be held to purchase any particular Brand, in any groups, prices or discount ranges,
but reserves the right to purchase any item/items listed in the price schedule submitted.
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5.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract
award. Notice of Intent to Award is sent for contracts requiring School Board approval. This letter
is not a guarantee of award. The Board of Education reserves the right to reject or accept the
recommendation submitted. If the Board accepts and approves the recommendation, an executed
agreement will be submitted to the successful vendor. If the Board rejects the recommendation,
MSCS shall rescind the Notice of Intent to Award.
PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade
secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or
knowingly use any confidential or proprietary information of the SCBE and/or third-party participant.
Bid submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. 10-7-503 et
seq). In accordance with the Act, certain information is subject to public disclosure. Please be
advised that should you deem any portion of your bid as confidential or proprietary, it must be
conspicuously indicated on those portions so deemed. However, and in accordance with the Act,
you are hereby notified that every portion may still be subject to disclosure under the Act.
TERMS OF AGREEMENT:
The anticipated term of this contract is one (1) year with the option to renew for two (2)
additional one (1) year terms, not to exceed a total of three (3) years.
A. SCBE expects all vendors to provide year-over-year cost reductions recommendations.
B. Price decreases are acceptable at any time, need not be verifiable, and are required
should the vendor/producer/processor/manufacturer experience a decrease in costs
associated with the execution of the contract.
C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items
may be considered at renewal, if applicable noted in the IFB/RFP document. The
request is subject to approval by the Contracting Officer. The request must be
submitted in writing at least ninety (90) days prior to the renewal term and shall be
accompanied by supporting documentation.
D. Should the awarded vendor, at any time during the life of the contract, sell materials of
similar quality to another customer, or advertise special discounts or sales, at a price
below those quoted within the contract, the lowest discounted prices shall be offered to
Memphis-Shelby County Schools.
2.0 PRE-BID MEETING (N/A)
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3.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any
Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II, 5.0).
To be given consideration, the questions must be received NO LATER THAN February 25, 2026
@ 11:00 A.M., CST. Questions that are deemed to be substantive in nature will be responded in
the form of an addendum and posted on SCBE website www.scsk12.org/procurement. Please do
not submit questions in PDF format.
5.0 BID TIMELINE
Bid Posted 02/20/26
Questions Due 02/25/26 @11AM CST
Q & A 02/27/26
Approved Equivalent Submissions Due 03/05/26
Addendum Posted 03/09/26
Bid Due Date/Time 03/13/26 @ 11AM CST
6.0 POINT OF CONTACT
Daphne Mathis, Senior Buyer
Central Nutrition Center
E-mail: mathisd2@scsk12.org
7.0 CONTRACT MONITOR/SCBE SUPERVISION
The Contractor's performance will be under the direction of the Buyer/Requesting Department who
will be responsible for ensuring contractor's compliance with the requirements of this contract to
include managing the daily activities of the contract, providing guidance to the contract, and
coordination. The Contractor shall be accountable to the end users on all matters relating to the
scope of work.
8.0 CONTRACT TYPE
The contract resulting from this solicitation will be a Fixed Price.
9.0 PAYMENT TERMS
The Contractor shall submit an invoice detailing the product or services provided and the actual
costs incurred. Payment shall be in accordance with line-item price on the purchase order and
made within Net 30 days upon receipt of invoice.
The SCBE reserves the right to reduce or withhold contract payment in the event the Contractor
does not provide the Department with all required deliverables within the timeframe specified in the
contract or in the event that the Contractor otherwise materially breaches the terms and conditions
of the contract.
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10.0 INVITATION FOR BID (IFB) REVISIONS
Should it become necessary to revise any part of this IFB, addenda will be posted on SCBE
www.scsk12.org/procurement.Failure of any offeror to receive or acknowledge receipt of such
addenda or interpretation shall not relieve any offeror from any obligations under this IFB as
amended by all addenda. All addenda so issued shall become part of the award.
11.0 SUBMISSION DEADLINE
In order to be eligible for consideration, bids must be received at the Central Nutrition Center (CNC)
no later than March 13, 2026 @ 11:00 a.m. CST, 3176 Jackson Avenue, Memphis, TN 38112.
Vendors mailing bids shall allow sufficient carrier delivery time to ensure timely receipt of their bid
at the CNC prior to the deadline. Any bid received at the CNC after the submission deadline, no
matter what the reason, will be returned unopened. Bid responses delivered to any other
location shall not constitute delivery to the Central Nutrition Center.
12.0 BID OPENING
The SCBE shall receive sealed bids until the bid due date indicated on the bid front cover sheet.
Bid tabulations will be posted to the Shelby County Board of Education's (SCBE) website at
www.scsk12.org once completed. The SCBE shall then review all responses and analyze the
results of the bidding process. A final recommendation(s) shall be prepared for review and approval
by the Procurement Director. Upon acceptance and approval of the bid(s) by the Procurement
Director, the Director may grant its approval subject to such conditions as it may deem appropriate.
All bids shall be publicly opened at the Central Nutrition Center, 3176 Jackson Avenue,
Memphis, TN 38112 on the date specified on the bid. In the event of inclement weather on the due
date of a bid and The SCBE is closed, the bid will be due and opened on the next business day at
the same time as specified in the bid or applicable addendum.
13.0 DURATION OF BID
A bid submitted in response to this solicitation is binding upon the bidder and is considered
irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.
14.0 E- COMMERCE
The Commercial Appeal, Daily News and www.scsk12.org/procurement Website. This website also
serves to publish any addenda, associated materials, bidder/offeror questions and the SCBE's
responses, and other solicitation related information.
The successful bidder must be an active vendor in APECS to receive Purchase Orders and
Payment. Instructions on how to register are detailed on the Procurement website @
http://www.scsk12.org/procurement, Doing Business with MSCS.
SCBE does not discriminate in educational programs, activities or employment on the basis of race,
color, national origin, sex, age, religion or disability. Bidders will be required to comply with all
applicable requirements pertaining to fair labor, state and local government.
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15.0 INSURANCE
Failure to provide the required insurance coverage by either of the two (2) methods described in
Appendix E when the bid is submitted may result in rejection of your bid as being non-responsive.
16.0 LIQUIDATED DAMAGES
The successful Bidder accepts this contract with the understanding that should they fail to complete
the work/delivery in an acceptable manner and in the time stated, shall be subject to payment of
liquidated damages as stated in the bid document.
17.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant
to Memphis-Shelby County Schools' requirements, Vendors (persons, corporations or other
entities) whose employee(s), subcontractor(s), or representative(s) will come in contact or close
proximity to MSCS students during the course of business, must require their employee(s),
subcontractor(s), or representative(s) to supply a fingerprint sample, submit to a criminal history
records check to be conducted by the Memphis-Shelby County Schools, Tennessee Bureau of
Investigation, and the Federal Bureau of Investigation and obtain Memphis-Shelby County School's
identification badge prior to permitting the person to have contact with the children or entering
school grounds. The cost of fingerprinting, conducting the criminal records check, and obtaining a
Memphis- Shelby County School's identification badge will be the sole responsibility of the Vendor
for each of the Vendor's employee(s), subcontractor(s), or representative(s). The Memphis-Shelby
County School's identification badge shall be worn at all times by each of the Vendor's employee(s),
subcontractor(s), or representative(s) at shirt pocket height while on Memphis-Shelby County
Schools' property. For more information regarding fingerprinting, conducting the criminal records
check, and obtaining a Shelby County School's identification badge, please contact 901- 416-4720.
MSCS further reserves the right to audit the criminal history background records of any Vendor
employee(s), subcontractor(s) or representative(s) having contact with MSCS students. Audits may
be conducted on a quarterly basis with 48 hours' prior notice. It is the Vendors' responsibility to
ensure records are current and made available upon request to MSCS. Failure to provide MSCS
access to current criminal history checks upon request could lead to Vendor debarment.
18.0 COMPLIANCE WITH LAWS
Offerors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and
regulations applicable to the services to be rendered under this Contract. Offerors violation of any
of these laws, statutes, ordinances, rules or regulations constitutes a breach of this Contract and
entitles SCBE to terminate this Contract immediately upon delivery of written notice of termination
to Offeror.
19.0 BONDING- (N/A)
20.0 TERMS AND CONDITIONS
Any contract entered into in connection with this solicitation shall be subject to these General Terms
and Conditions except as otherwise modified herein.
It shall be the Contractor's sole responsibility to insure they are compliant with all applicable federal,
state, and county laws, rules, ordinances, statutes, etc., that may impact on this contract. The SCBE
shall bear no responsibility for monitoring the Contractor's compliance with said legal requirements.
If the Contractor fails to maintain legal compliance, The SCBE may find said Contractor in default.
In the event of conflict between this solicitation any of the General Terms and Conditions proposed
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by any bidder or incorporated in any acknowledgement of contract awarded to the successful
bidder, then, and in such event, the terms and conditions stated herein shall take precedence
unless modified in writing by the Procurement Director.
21.0 BASIS OF AWARD
Items on this bid will be awarded on an "all or none" basis, unless stated differently in the bid instructions
and specifications. As indicated on the pricing sheet, Shelby County Board of Education will award this
bid on the basis of best and lowest approved brand cost per serving, cost per unit, cost per case,
or cost per pound. Pricing shall remain firm for the initial term of the agreement.
22.0 OPTION TO RENEW CONTRACT PERIOD
A. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF
SHELBY COUNTY reserves the right to renew the contract. The term of renewal shall
not exceed an additional one (1) year period.
B. The SCBE expects all vendors to provide year-over-year cost reductions
recommendations.
C. Price decreases are acceptable at any time, need not be verifiable, and are required
should the contractor/producer/processor/manufacturer experience a decrease in costs
associated with the execution of the contract.
D. Price adjustments from the contractor/producer/processor/manufacturer for any/all items
may be considered at renewal. The request is subject to approval by the Contracting
Officer. The request must be submitted in writing at least sixty (60) days prior to the
renewal term and shall be accompanied by supporting documentation.
E. Bidder guarantees that any increase in rates for the optional, additional one year contract
period will not exceed the lower of the percentage rate increase in the National Consumer
Price Index for the Urban Consumers (CPI-U), under the expenditure category for all
items, over the previous twelve-month period.
F. Should the awarded vendor, at any time during the life of the contract, sell materials of
similar quality to another customer, or advertise special discounts or sales, at a price
below those quoted within the contract, the lowest discounted prices shall be offered to
Memphis-Shelby County Schools.
23.0 PROTEST
RIGHT TO PROTEST: Prior to the commencement of an action in court concerning the controversy,
any actual vendor who claims to be aggrieved in connection with a solicitation, the solicitation
process, or a pending award of a contract may protest to the Buyer. The Procurement Director
shall attempt to resolve informally all protest of award recommendations. Protest shall be submitted
in writing within seven (7) days after such claimant knows or should know of the facts giving rise to
the protest.
1. An aggrieved bidder of standing or offeror may protest to the Buyer a proposed award of a
contract for supplies, equipment, services, or maintenance. A bidder of standing is a bidder
who would be directly next in line for an award should the protest be supported.
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a. The protest shall be in writing addressed to the Buyer with a copy to the Procurement
Director and shall include the following:
* The name address and telephone number(s) of the protester.
* Identification of the solicitation
* Statement of reasons for the protest
* Supporting documentation to substantiate the claim
* The remedy sought
2. The protest must be filed with the Procurement Office within seven (7) calendar days of the
recommendation of award or notification to the bidder or offeror that their bid or Bid will be
rejected.
3. A vendor who does not file a timely protest before the contract is executed by the Board is
deemed to have waived any objection.
4. The Procurement Director shall inform the Chief Financial Officer (CFO) upon receipt of the
protest.
5. The Procurement Director shall confer with the general counsel prior to issuance of a decision
regarding disputes of contracts or awards.
Appeal of Contract Award Decision
1. The Procurement Director shall issue a decision in writing. Any decision of an award protest
may be appealed to the CFO within seven (7) days of issuance of the decision by the
Procurement Director
2. Any decision of an award protest may be appealed to the Superintendent within seven (7) days
of issuance of the decision by the Chief Financial Officer.
3. The Superintendent will evaluate the issues involved and render a decision. The decision of
the Superintendent is final.
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PART III: BID SUBMISSION REQUIREMENTS
1.0 GENERAL FORMAT
A. Bidders must submit one (1) hard copy and one (1) electronic copy of bid pricing. A template
worksheet will be provided by the Shelby County Board of Education. No other form will be
considered. All Bidders must submit a USB flash drive (readable by Microsoft
Windows 7 version) as well as include copies of bid documents, bid worksheets and
related documents. Also, bidders must provide a hardy copy of bid worksheets typewritten
as a backup. In case of errors in extensions, the unit price shall prevail. Electronic media
shall bear a label on the outside containing the IFB number and name as well as the name
of the Bidder and include all requested information and documents. SCBE RESERVES THE
RIGHT TO CONTRACT IN THE BEST INTEREST OF SCBE, AND TO REJECT ANY AND
ALL BIDS AT ANY TIME PRIOR TO AWARD.
B. Bid submission shall be labeled on the outside of each submitted package with the
following:
1. Bidder's name and business address
2. Bid Due Date/Time for receipt of Bids, and
3. Invitation for Bid (IFB) number and Title
C. Delivery of Bids: Each bidder MUST complete and return the following items in
a sealed bid envelope no later than 11:00 a.m. C.S.T. on Friday, March 13,
2026:
1. Completed Invitation for Bid form
2. Certification Regarding Lobbying (Appendix B)
3. Completed Debarment Affidavit (Appendix C)
4. Completed Pricing Confirmation (Appendix D)
5. Bid Pricing Form (Appendix E)
6. Promise of Non-Discrimination Statement (Appendix F)
7. Addenda Acknowledgement (Appendix G)
8. Manufacturer Specification Sheet
9. Completed State of Tennessee Non-Boycott of Israel Certification (Appendix H)
10. Completed State of Tennessee Iran Divestment Act Certification (Appendix I)
11. Completed Anti-Bribery Affidavit (Appendix J)
12. Completed Non-Collusion Certification (Appendix K)
13. Completed Promise of Non-Discrimination Statement (Appendix L)
14. A USB flash drive (readable by Microsoft Windows 7 version) that shall include
copies of Bid documents, bid worksheets and related documents.
Failure to provide any of the requested information or documents in this
solicitation may render the bid non-responsive.
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Part IV Scope of Work Specification
Bid Specifications: MSCS is requesting a bid for the items in Appendix E based on the specifications given. Please
include the bid cost per item.
1. All minimum requirements stated in the Scope of Work and Bid Pricing sheet must be met or exceeded.
2. For End-of-Life devices (EOL) with an approved MSCS replacement, the vendor must hold MSCS prices
for the duration of the agreement, including any renewal options.
3. Vendors must submit your best solution for specifications outlined in Appendix E.
4. Approved Brands: Approved brands are listed on Appendix E Bid Pricing form for this bid. Bidders
with a product that meets the specifications may submit the product to be accepted as an "approved
equivalent". For a device to be considered as an "approved equivalent" the Brand and Model number
must be submitted including the manufacturer specifications sheet by the Approved Equivalent
Submission deadline.
5. MSCS reserves the right to decide what is considered an approved equivalent device.
6. Each vendor must submit their best solution that will meet or exceed the specifications. Multiple
solutions will not be allowed for this bid.
7. Equivalent devices must be submitted during the Q & A timeframe and approved prior to the Bid
Submission deadline. Approved equivalent devices will be added to the Addendum.
8. All submissions for an "approved equivalent" should be received by Thursday, March 05, 2026, no later than
4:00 P.M. CST. All equivalent approval submissions should be sent to Charity Williams, IT Manager at
williamsc9@scsk12.org . Manufacturer specifications and model numbers that are evaluated and approved
by the stakeholder(s) will be considered for awards. An addendum containing added Approved Equivalent
Brand and Model numbers will be posted on Monday March 09, 2026.
9. MSCS reserves the right to request a demo before awarding the bid.
10. Devices require 1 year of Manufacturer Warranty. Onsite repairs are required.
11. The awarded bidder will be responsible for tagging, setting up and installing each printer at each school site.
Vendors who are not familiar with the standard deployment services for MSCS will need to contact Asset
Management for the tagging process and District IT for login credentials to install printer software.
12. Awarded bidder must provide Deployment Service costs that include Asset Tagging, delivery and installation
to 169 sites (remaining printers will be delivered to CNC Central Office).
13. Installation must take place between 8:00 am.- 3:00 pm. The expected rollout timeframe is 3-4 weeks.
14. The bid submission must be inclusive of the completed and signed Appendix E. The bidders must also include
a manufacturer's specification sheet within the bid package.
15. The initial purchase quantity will be 200 devices. MSCS reserves the right to increase or decrease the
initial purchase quantity.
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