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Invitation for Bid for Copy Center Operation Services

Whitman-Hanson School District, Whitman, MA·School
Jun 23, 2022
Posted Date
Jul 07, 2022
Submission Deadline
Reported: Whitman-Hanson Regional School District
John F. Stanbrook
3 year term
Whitman-Hanson Regional High School, Whitman, MA
Submit at: Whitman-Hanson Regional High School, 610 Franklin Street, Suite 200, Whitman, MA 02382, ATTN: Bid No. 23-01 – 23-25 Copy Center IFB

Summary

Seeking bids for the operation of the District's Copy/Mail Center and related services for the period of July 1, 2022 to June 30, 2025. Estimated value $900,000 over three years. Bids will be awarded to the lowest priced responsible and responsive bidder.

Evaluation Criteria

Lowest priced responsible and responsive bidder. Bidder must demonstrate experience managing at least three similarly-sized copy centers in Massachusetts school districts or higher education colleges or universities in the past five years.

Required Deliverables

Management services and operational services of the Copy/Mail Center and satellite copier program, including photocopying, binding, self-serve copying, facsimile transmission, mail services, and copier management.

Required Attachments

Exhibit A: Required Certifications List (TOC, Tax Certification, Certificate of Non-Collusion, Certificate as to Corporate Bidder, Certificate of Non-Discrimination, Copy Center Bid Form, Copy Center Bid Experience Form).

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this IFB from Whitman-Hanson School District?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 7, 2022. Proposals should be submitted to: Whitman-Hanson Regional High School, 610 Franklin Street, Suite 200, Whitman, MA 02382, ATTN: Bid No. 23-01 – 23-25 Copy Center IFB. For questions, contact John F. Stanbrook.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Whitman-Hanson School District?

Civic IQ tracks all active and historical solicitations from Whitman-Hanson School District. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 3 years. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this IFB?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Whitman-Hanson School District for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this IFB?

Most government agencies, including Whitman-Hanson School District in MA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the IFB submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is John F. Stanbrook. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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