Digital Print Supplies

The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Digital Print Supplies. Bids are due not later than 10:00 am on Thursday, May 7, 2026.

Background

Project Details

• Reference ID: RFB-14DPW-1764
• Department: Purchasing Division
• Department Head: David Condon (Administrator)

Important Dates

• Questions Due: 2026-04-28T16:00:00.000Z

Evaluation Criteria

• General Description for Outright Purchase —
  1. Vendors are invited to bid unit prices on the outright purchase for Digital Print Supplies to be furnished and delivered to Department of Public Works in Marion County, IN.  Other departments and agencies of the City may also utilize this contract.
  2. A Pre-bid Conference will be held on NO VALUE at NO VALUE Eastern Time at NO VALUE. Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission. It is highly recommended that vendors attend this conference. 
  3. NOTE:  Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy. Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid.  Failure to acknowledge the addenda may cause a bid to be determined as non- responsive for review purposes.
• Immediate Cause for Rejection of Bids —
  1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.
  2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).
  3. Failure to correctly and completely execute the non-collusion affidavit.
  4. Failure to comply with any other mandatory bid requirements.
• Timeline —

  Release Project Date:	April 17, 2026
  Question Submission Deadline:	April 28, 2026, 12:00pm
  Response Submission Deadline:	May 7, 2026, 10:00am

   

• General Description for Term Agreement —
  1. Vendors are invited to bid unit prices on a term agreement for Digital Print Supplies to be furnished and delivered to Department of Public Works in Marion County, IN. Other departments and agencies of the City may also utilize this contract.
  2. NOTE:  Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy. Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date.  Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non- responsive for review purposes.
• Bonding Requirements —
  1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:
     1. Bid Bond secured from a bona fide bid surety firm.
     2. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.
     3. Other Forms of Bid Surety as specified in a particular bid.
        1. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.
  2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.
• Summary —

  Buyer	Kyle Willis
  Buyer Phone	(317) 327-4641

   

  The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Digital Print Supplies. Bids are due not later than 10:00 am on Thursday, May 7, 2026.

• Background —

  If Vendor wishes to return a hard copy bid to Purchasing instead of using the new electronic process. Please do the following steps:

  Go to Downloads tab. Select the Project Documents and Attachments. Click Download Selected Items. A zip file containing the selected items will download to your computer.

   

  Delivery by U.S. Mail or In Person:

   

  City County Purchasing Division

  200 E. Washington Street

  Room 1522

  Indianapolis, IN 46204

   

  Hard copy Bids are opened:

  May 7, 2026, 10:00 a.m. Eastern Time in City County Purchasing Division, Room 1560.

  Bids Only: Bids are to be delivered to room 1522 City/County Building prior to 9:30 a.m. Eastern Time on or before the above due date. However, from 9:31 until 10:00 a.m. Eastern Time, bids will be accepted in room 1560 of the City/County Building.

• General Conditions / Contractual Clauses —
  1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.
  2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.
  3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.
  4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.
  5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.
  6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.
  7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.
  8. Formal contracts and/or proof of insurability may be required on applicable bids.
  9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.
  10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.
  11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.
  12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.   
  13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.
  14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated City of Indianapolis, as the same shall be in full force and effect upon the date of this Agreement is executed.
  15. Any goods and services provided under this Agreement shall meet or exceed all applicable Occupational Safety and Health Administration Standards.
  16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both City/County and Contractor and attached hereto as an addendum.
• Term Contract for Supplies —
  1. This request is to establish one or more term contracts. No guaranteed minimum or maximum purchase quantities are either stated or implied.  The quantities listed are estimates only and are based on history or department survey.  The City may purchase more or less than the amounts shown.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.
  2. The term of the initial contract shall be two years, effective from the date of the execution of this Agreement.
• Term Contract for Services —
  1. This request is to establish one or more term contracts for Digital Print Supplies. The resulting contract will primarily be used by Department of Public Works. However, other departments and agencies of the City of Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions.  Unless otherwise agreed to, all ordering locations will be within Marion County, IN. The City does not guarantee minimum or maximum amount of services to be purchased under this bid. The scope of services listed is estimated based on the City’s potential need or history and the desire for services. The City may purchase more or less services than the amounts indicated in the bid/quote.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.
  2. The term of the initial contract shall be two years, effective from the date of the execution of this Agreement.
• Quantities —

  The quantities listed are estimates only and are based on history or department survey.  The City may purchase more or less than the amounts shown.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

• Split Awards —

  The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City.  For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award. 

• Renewal —

  The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties.  The term of the renewal may not be longer than the term of the original contract.  A renewal shall be by written notice by either party and written acceptance by the other.  All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement.  Terms and conditions may be amended only by written instrument, signed by both the City, and awarded vendor, and attached to the resulting agreement as an amendment.

• Firm Bids —

  All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening.  Pricing shall be firm for the length of the contract, including any renewals.

• Bonds —

  There will be no bid bonds or performance bonds required for this contract. 

• Specifications —
  1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs.  Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications.  However, material variances may render the vendor non-responsive and ineligible for award.
  2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.)  The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal.  Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.
  3. Items that are equal in design, performance and quality will be considered unless the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.
  4. All exceptions to the specifications and terms shall be noted in detail on the attached Exception Sheet.
• Delivery —

  Unless otherwise agreed to by the requesting location, delivery shall be within 45 calendar days after receipt of a valid order.  All deliveries shall be made Monday through Friday during normal business hours (official holidays excluded) unless other prior arrangements are made.  Vendor shall adhere to any other delivery policies (e.g., notification, etc.) as may be required by the department or agency.  Vendor may not be compensated or reimbursed for goods acquired or services provided prior to the issuance of a valid purchase order.

• Freight Terms —

  The City requests delivered pricing (FOB Destination, Freight Prepaid & Allowed) for this particular contract, and shipping charge should therefore be included in the vendor’s unit price.  Additional charges including, but not limited to, fuel, delivery, residential, Bunker Adjustment Factor (BAF) surcharges will not be allowed.  All items will be shipped and protected in transit per industry standards.

• No Handling Charges —

  If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

• Contract Termination —

  The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor.  The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

• Proof of Insurance —

  At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample Agreement.  The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

• Debarment and Suspension —
  1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana.  The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.
  2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/.  A check of this listing will be made by the City.  The City reserves the right to nullify the award of any bid, quote, or request for proposal based on this listing.  It is recommended that vendors check the website listing prior to submitting documents.
  3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud.  City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis.  In addition, any subcontractor who has been listed on the City’s Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement.  It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements.  Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list.  Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.
• Accessibility —

  Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

• Successors and Assigns —

  Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

• Bid Expenses —

  By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

• Intent to Purchase —

  Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

• Sample Agreement —

  A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain language specific to this purchase.  Any proposed exceptions to this document should be included in detail on the Exception Sheet.

  Insurance Notice

  Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, pleasure ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard General Conditions for Construction Contracts.

• Monitoring —

  For management purposes, City agencies or departments may report contract problems to the Purchasing Division by using the City Intranet Contract Monitoring Report.  This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

  If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number / description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed.  These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN  46204.  Reports may also be submitted to the Contract Manager by email to Purchasing@indy.gov.

• E-Verify Program —

  Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions.  Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute.  This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing Division web site at https://www.indy.gov/activity/find-bid-opportunities.

• Services or Goods Acquisition by the City —
  1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation Counsel and the City Controller are voidable.  Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the Controller’s signature.
  2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods.  The vendor(s) will not be compensated for services rendered or goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order. (Revised Code §141-102)
• Method of Payment —

  Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The City will not be responsible for any card fees or other bank charges incurred by the vendor.

• Current Agreement —

  The City is presently contracted with the following Contractor(s) to provide this service/product.  A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

  Contract Number	Contractor
  21712	JTF Business System

• Point of Contact —

  The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

Submission Requirements

• U.S. Manufactured Products Preference Certification (required) —

  Please download the below documents, complete, and upload.

• Bid Acknowledgement Form (required) —

  Please download the below documents, complete, and upload.

• Affidavit of Non-Collusion (required) —

  Please download the below documents, complete, and upload.

• MBE-WBE-VBE-DOBE (required) —

  Please download the below documents, complete, and upload.

• Nepotism (required) —

  Please download the below documents, complete, and upload.

• Escalator Clause (required) —

  The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement.  Exceptions can be considered only when market conditions dictate a revised escalator for a particular product.  Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments.

  Please indicate if you have read this clause.

• Catalog Discounts (required) —

  Please submit your standard catalog/list pricing and indicate any percentage discounts off list price that will apply to the City.  This pricing may be utilized for any additional items that may be required during the contract.

  Current purchasing laws do not allow the City to enter into a “Cost Plus Percentage of Cost” type contract.  Therefore, the City requests that all parts and materials be provided either at a specified discount from the Manufacturer’s Printed Price List or at actual cost. Proper documentation will be required.

  Percentage Discount off MSRP (list price): _________________%

  Listed in (name of) Manufacturer Catalog: __________________

• Literature (required) —

  Please submit official manufacturer’s literature regarding all items offered with the bid.

• Warranty (required) —

  Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance.  (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.)  The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship.  Please attach warranty statement(s).

• Exception Sheet (required) —

  Please download the below documents, complete, and upload.

• Extended Price Sheet
• If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)? (required) —

  Political subdivisions include cities, towns, school corporations, and county governments.  If you mark YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

• Will there be a freight differential required to extend pricing to political subdivisions outside Marion County? (required)
• Will you agree to provide upon request but not more than quarterly, a report to the City of Indianapolis that would include the names of; (required) —
  1. any participating political subdivisions and
  2. item descriptions and quantities purchased per subdivision?
• The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions. (required)
• Is this for an Outright Purchase or Term Contract? (required)
• Is this for an Outright Purchase without a contract? (required)
• Is this for goods or services? (required)
• Goods or Services to be furnished and delivered to _________. (required) —

  Example: Agency, Department, Location

• Will there be a pre-bid conference? (required)
• Will you be requesting Catalog Discounts? (required)
• The term of the initial contract shall be __________, effective from the date of the execution of this Agreement. (required) —

  Example: _____ (3) years

• The resulting contract will primarily be used by _______________________. (required) —

  Provide agency/department and location

• Unless otherwise agreed to by the requesting location, delivery shall be within ______ calendar days after receipt of a valid order. (required) —

  Example: 30

• Will you be needing the Escalator Clause? (required) —

  "The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement.  Exceptions can be considered only when market conditions dictate a revised escalator for a particular product.  Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments."