Christian County invites qualified office supply vendors to submit responses for the ITB #2025-9 HP Multi-Function Printer/Copier, in accordance with the requirements stated herein. Bidder must be a certified HP dealer/distributor with a local technician (within 25 miles) presence with a maintenance service agreement. This is for a 60-month lease for each printer listed under the Line Items Tab. QUESTIONS: Questions should be submitted online through the Christian County Electronic Bidding portal before 9:00 a.m. July 29, 2025. PROJECT GOAL: Christian County is accepting bids for an HP Printer/Copier. See the LINE TAB for model numbers of HP products. Christian County reserves the right to refuse or reject any and all bids and waive any formality or irregularity in any bid received. The County reserves the right to make awards to single or multiple bidders, if such award(s) is deemed to be in the County's best interest. SUBMITTAL: Christian County submittal must be by the Christian County online bidding portal. Bids are due by August 5, 2025 and will close at 9:00 a.m. Register as a vendor at: https://www.christiancountymo.gov/bidding-opportunities/. Contact purchasing at 417-582-4309 for help with registering. DECLARATION PAGE: Print out the Declaration Page on the ATTACHMENTS TAB. Fill it out, sign it and upload the completed page in the RESPONSE TAB. Note: Failure to do upload a completed Declaration Page may result in a rejection of your bid. PRICING: You will enter your pricing under the LINE ITEMS TAB. Christian County requests a five-year (60-month) lease. Christian County will take that price the bidder has entered x 60 and will come up with the full price of the lease. The entire cost of the item should be in that monthly price, with the exceptions of the prints. Note: Bid prices will remain firm fixed for 100 days. END OF LEASE PRICING: It is necessary to tell the price of returning the copier or purchasing the copier at the end of the lease (see ATTRIBUTE #26). MINIMUM AND MAXIMUM: There are no minimum or maximum quantities guaranteed for this bid. AWARD: The award shall be made to the lowest priced and most responsive and responsible vendor who conforms to this solicitation, and whose proposal is considered to be the most advantageous to the County, price and other factors considered, which includes the evaluation criteria set forth in this ITB. The County reserves the right, in the best interest of Christian County, Missouri, to reject any and all bids, to waive any minor informality or irregularity in a bid, make multiple vendor award based on the needs of the County, and to select the offer deemed most advantageous to the County. Christian County reserves the right to reject any bid which is determined unacceptable for reasons which may include but are not necessarily limited to: 1) failure of the vendor to meet mandatory general performance specifications; and/or 2) failure of the vendor to meet mandatory technical specifications; and/or, 3) receipt of any information, from any source, regarding delivery of unsatisfactory product or service by the vendor within the past three years. As deemed in its best interests, Christian County reserves the right to clarify any and all portions of any vendor's offer. Note: Agreements signed by Christian County must be signed by at least a majority of the members of the County Commission. Agreements must be attested by the County Clerk and approved to form by the County Counselor. In addition, the County Auditor must certify that there is an unencumbered balance available to pay the contract cost. MULTIPLE AWARDS: Christian County reserves the right to make a single or multiple awards to this bid. IDEMNIFICATION: Indemnity Agreement: To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend the County, its directors, officers, agents, and employees from and against all claims, damages, losses and expenses (including but not limited to attorney's fees) arising by reason of any act or failure to act, negligent or otherwise, of Contractor, of any subcontractor (meaning anyone, including but not limited to consultants having a contract with contractor or a subcontract for part of the services), of anyone directly or indirectly employed by contractor or by any subcontractor, or of anyone for whose acts the contractor or its subcontractor may be liable, in connection with providing these services. This provision does not, however, require contractor to indemnify, hold harmless, or defend the County of Christian from its own negligence. TERMS AND CONDITIONS: View under ATTACHMENTS TAB. It is the responsibility of the awarded bidder to know that Christian County's Terms and Conditions will prevail over all others. INSURANCE REQUIREMENTS: View under ATTACHMENTS TAB. EVERIFY AFFIDAVIT: Contractor shall comply with the provisions of Missouri Revisor of Statutes Sections 285.525 through 285.550., from the commencement until the termination of this Agreement. For any contract over $5,000 and for any public works project contract the Contractor shall provide County an acceptable notarized Affidavit stating: That Contractor is enrolled in and participates in a federal work authorization program with respect to the employees working in connection with the contracted services; and That Contractor does not knowingly employ any person who is an authorized alien in connection with the contracted services. Additionally, Contractor must provide County with documentation evidencing current enrollment in a federal work authorization program (e.g., electronic signatory page from E-verified program's memo of understanding). DOCUMENTATION REQUESTED: It will be the responsibility of the awarded bidder to request any documentation needed for the ongoing lease of the equipment to purchasing@christiancountymo.gov. Note: Christian County will not pay for any additional services on this lease, other than specified in this bid, under any circumstances. Should additional costs be added to the lease or invoices that are not part of this bid, it may be grounds for termination of contract. HISTORY: Christian County is a first-class county without a charter form of government. The governing body of Christian County is the County Commission. The Commission consists of a Presiding Commissioner, a Western Commissioner, and an Eastern Commissioner. Its county seat is Ozark, Missouri. The County was organized in 1959 and continues to be one of the fastest-growing counties in the state. Cities in Christian County include Billings, Clever, Fremont Hills, Highlandville, Nixa, Ozark, Sparta and Village of Saddlebrooke.
Background
Christian County is seeking qualified office supply vendors to submit bids for ITB #2025-9 for HP Multi-Function Printers/Copiers. The County's mission is to ensure efficient and effective service delivery to its constituents. This contract aims to fulfill the need for reliable printing and copying solutions. Bidders must be certified HP dealers/distributors with a local technician presence within 25 miles of Ozark, Missouri, and must have a maintenance service agreement in place.
Work Details
The contract involves a 60-month lease of HP Multi-Function Printers/Copiers as specified in the Line Items Tab. Each printer must be new, unopened, and include an HP warranty. The lease must cover parts, labor, maintenance, and toner (excluding copy paper and staples). Bidders are required to provide response times for service calls, customer service contact numbers, and addresses of service centers.
Additionally, if a printer cannot be repaired promptly, an equivalent HP printer must be provided on loan until repairs are completed.
Period of Performance
The lease period is set for 60 months from the date of contract award.
Place of Performance
The services will be performed in Christian County, Missouri, specifically within 25 miles of Ozark.
Bidder Requirements
Bidders must be certified HP dealers/distributors with a local technician presence. They are required to provide an Insurance Certificate and an E-Verify Affidavit of Compliance after the award. Bidders must also submit a Declaration Page filled out and signed as part of their bid response.
