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Basic Information

Reference Number

0000399913

Issuing Organization

The Greene School

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

2025 003

TitleA - Latest Addendum

Request for Proposal For Copier, Printer, and Scanner

Source ID

PU.AC.USA.2821007.C19477401

Details

Location

United States, Rhode Island, Kent County

Purchase Type

Duration: 5 years

Piggyback Contract

Description

All proposals must propose a five (5) year contract term. The firms should propose lease and buy options on machines. Printer capability and needs should be included. There is a major focus on creating a more paperless system so programs encouraging that will be important.

Dates

Publication

09/29/2025 09:31 AM EDT

Question Acceptance Deadline

10/08/2025 02:00 PM EDT

Questions are submitted online

Closing Date

10/17/2025 02:00 PM EDT

Onsite Visit

10/06/2025 03:30 PM EDT

Contact Information

Brianna Belmore

401-397-8600 ext. 109

businessoffice@thegreeneschool.org

Buyer Preferences, Guidelines & Requirements

General Requirements

- Installation Required

- Onsite Maintenance Required

Award Requirements

- All or None Award

Pre-Bidding Events

Event Type

Onsite Visit

Attendance

Recommended

Event date

10/06/2025 03:30 PM EDT

Location

The Greene School, 94 John Potter Road (West Greenwich, RI)

Event Note

All vendors are welcome to come out to the school on October 06, 2025 from 3:30pm-04:00pm for a walk through to assess the needs.

See more

Bid Submission Process

Bid Submission Type

Electronic or Physical Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Response	Vendor's Response	Yes	No
Cost	Lease or buy & copy/print costs	Yes	No
Services Contract	Terms required	Yes	No
Features	Description of features	Yes	No
Minority/Women Owned Business	MWBO (if applicable)	Yes	No
No entries

Additional Bidding Instructions

TERMS:

Ideal copier/printer/scanner to replace existing building 1 main copier

*All vendors are welcome to come out to the school on October 06, 2025 from 3:30pm-04:00pm for a walk through to assess the needs.

The above should include a review of current program, and recommended adjustments, which is as follows:

Current set up plus approximate copies/print outs per month:

Ricoh IMC 6000
15,000 pages black & white - $0.006 per page
5,000 pages colored - $0.04 per page
Lease $165/month for 60 months, ends Sept 2025
Maintenance & Service Included in Contract

Service Schedule and availability - details about service program, availability, coverage.
Lease terms and conditions (as applicable), along with ownership options.
Cost of acquiring new machines or leasing machines.

We encourage MBO vendors to apply, and that is part of the points award process.

The bids will be awarded on the following scale:

Item Points
Cost – lease or buy & copy/print costs 70
Services Contract - 20
Features - 10
Minority/Women Owned business 6 bonus points

Total 100 points, 106 with bonus points

The bids will be ranked by points with the top 2 vendors being reviewed for further ability to fit into the organization structure and handle the work at hand. The top rated firm that can serve those needs will be selected at the discretion of a team. The firm chosen will be presented to the Head of School for approval and approved for contract negotiations.

Disclaimer Thank you for your interest in our bid opportunities, and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.