SLED Opportunity · TEXAS · PURCHASING SOLUTIONS ALLIANCE
AI Summary
Purchasing Solutions Alliance seeks qualified vendors to provide printers, copiers, and multifunction devices with lease and maintenance services to government and non-profit members nationwide under a cooperative contract. Proposals due May 19, 2026.
Purchasing Solutions Alliance (PSA), a nationwide non-profit cooperative purchasing program of the Brazos Valley Council of Governments (BVCOG), is soliciting proposals from experienced and qualified vendors to provide printers, copiers, and multifunction devices to PSA Members. The resulting contract will provision the lease and/or sale of products.
There is considerable potential sales value in being awarded a competitively bid public sector cooperative contract. PSA contractors have the advantage of promoting sales to governmental/educational entities without the need for the buyer to issue an RFP. This saves the buyer time and money from duplicating the competitive bidding process and managing the resulting contract. Many of our existing PSA contractors have been able to gain new customers because of the cooperative contracts.
The resulting contract from this RFP will be able to be used by local government agencies, certain state agencies, school districts, higher education, and non-profit 501(c)(3) organizations nation-wide.
We believe a PSA contract would enhance your competitive position in the government marketplace, and are eager to work with you to promote the best interests of our participating local governments and qualifying non-profit organizations.
PSA is a “Government-to-Government” procurement service for Local Governments, Districts, Political Subdivisions, Authorities, Schools, Universities, and qualifying Not-for-Profit Corporations. These agencies become Members of Purchasing Solutions Alliance by executing an Interlocal Purchasing Agreement, which is free of cost and imposes no minimum spending requirements.
PSA, acting on behalf of Members, solicits competitive offerings for the furnishing of products and/or services, resulting in a cooperative contract.
With a cooperative contract, all the hard work of the competitive RFP process is done in advance, and the vendors can then use the contract to make immediate sales to government agencies, schools, and non-profit organizations. In return, the vendors pay an administrative fee based on the amount billed to customers. The customers save time from writing their own RFP, and they reap the benefits of the competitive bid. Even the smallest of customers receive larger discounts than they could get on their own, because the contract is based on a much larger sales volume. It's a win-win situation for all parties.
PSA members include school districts, higher education, non-profit 501(c)(3) organizations, local government agencies and certain state agencies. PSA members may use any combination of PSA contracts. All purchases are optional and no sales are guaranteed. Visit www.psabuy.org and click on the Membership tab in the main menu to view and/or download a list of PSA member agencies that have currently entered into Cooperative Interlocal Purchasing Agreements with PSA, eligible to participate in any subsequent contract.
The schedule for this RFP has changed as follows:
Questions due May 4, 2026 5:00pm CDT
Questions answered May 5, 2026 5:00pm CDT
Proposals due May 19, 2026 3:00pm CDT
Offeror must have extensive experience in supplying products to government agencies, schools, and/or universities to score all available points. The Offeror must be financially sound, to provide reasonable certainty the company will have the ability to provide excellent service throughout the life of the contract.
Products and services must be highly valuable to the customer. Equipment is expected to be high quality and current technology.
Equipment is designed to protect customer data that is printed or scanned. Offeror has a process for removing data from equipment that is removed from the customer's site for replacement or contract termination.
Qualified Offerors are financially stable, ethically sound, and have extensive experience in servicing the public sector. Offeror must have extensive experience in working with government agencies, schools, and universities. The Offeror must be financially sound, to provide reasonable certainty the company will have the ability to provide excellent service throughout the life of the contract.
Technical support is critical to the on-going operation of an organization. Responses will be evaluated on the support availability, extended coverage, methods of support delivery, and technical support costs.
Offerors should have a policy for reducing equipment downtime, as well as replacing consistently defective machinery. The evaluation will consider average downtime, ratio of problems resolved during first response, and average response time for technical support.
Installers and Maintenance Technicians should be highly qualified.
Offerors are encouraged to list and provide detailed descriptions of any additional products and/or services you intend to provide that will enhance and add value to this Contract for PSA participating member entities. These offerings will be considered and evaluated. PSA reserves the right to accept any or reject additionally proposed products or services in the best interest of PSA and its participating member entities.
Examples include incentive programs, prompt payment discounts, environmentally friendly products/programs and training programs.
Points are awarded based on the expected value of the resulting contract to PSA. The following areas may be taken into consideration:
The total cost of the offered product and services should be competitive. Any optional or required additional fees will be considered.
All proposals shall be evaluated to determine the extent to which they comply with the RFP requirements provided herein. All sections must be included with required signatures where needed.
If a proposal fails to meet a material solicitation document requirement, the proposal may be rejected. A deviation is material to the extent that a response is not in substantial accord with the solicitation. Minor deviations to the RFP will be accepted and summarily evaluated, but will not receive full points in this criteria.
Please upload your response here in one PDF document containing all sections:
For more information, see Instructions for Preparing Proposal.
Please upload your Cost Proposal file here.
The Cost Proposal shall be completed using an approved pricing format as described in Pricing. Provide the Cost Proposal in Microsoft Excel, Microsoft Word, or PDF as appropriate. The Cost Proposal should clearly illustrate the price breakdown of all products/equipment, goods, services, shipping fees, and all other expenses associated with the Contract.
Please upload your company references here. There should be at least three references. For each reference, provide the agency name and address, as well as the contact person's name, title, phone, and email.
Please upload completed Offeror Acknowledgement and Certification form here. This form was provided as an attachment to the RFP. Please make sure the form has been signed.
Do you have an employment or other business relationship with a BVCOG board member, a board member of the Brazos Valley Workforce Solutions Board, or their close family member? The respective board members can be found at these two websites:
Please upload the completed Conflict of Interest Questionnaire here.
Pursuant to the Texas Legislature House Bill 1295, Offeror must complete a Form 1295 through the Texas Ethics Commission website www.ethics.state.tx.us and submit a signed copy of the form to PSA with the RFP response.
Publicly traded companies are not required to submit this form. Is your company publicly traded?
Complete a Form 1295 through the Texas Ethics Commission website www.ethics.state.tx.us, then print them form, fill out the bottom section and sign the form. Upload the signed form here.
For the purposes of this form, an "interested party" with a controlling interest is any one of the following:
An "interested party" with an intermediary interest is any third party that was hired to complete the proposal response or the Form 1295 on behalf of your organization.
See ethics.state.tx.us/resources/FAQs for more information about Form 1295.
Please upload the Proposer Certifications here. The Proposer Certifications were provided as an attachment to this RFP.
Please upload any End User Service Agreements that may be required of the PSA Members.
Please upload your company Ethics Policy here.
What type of service is being solicited? PSA is soliciting [blank] from qualified firms... Example "PSA is soliciting proposals from experienced and qualified vendors to provide comprehensive insurance brokerage services from qualified firms..."
List services that would add value to this contract, such as equipment maintenance and repair services, end user training, discounts for early payment, etc.
What is the initial term of the contract? Format needs to look like three (3) years.
How many one-year extensions are there for this contract? Format needs to be like this-- three (3).
What is the RFP Number? Example - RFP 21-202.
When must vendors have their responses submitted? Just put the date here. Example April 8, 2021.
Q (Contract): In the scope of work for RFP-26-227, it states that “Offerors may respond to any or all of the services described above”. However in further details (section 2.5,2.6,2.7, 2.10) it sounds like installation, maintenance, equipment removal etc. are requirements. My company would be interested in supply brand new Off the shelf products within the requested categories (i.e printers, inks, toners etc) however we would not be looking to offer any of the previously listed services. Would PSA consider awarding a company for Goods alone? Than you in advance for your time and attention to this matter. I look forward to your feedback.
A: This RFP is not structured for goods alone. Section 2.1 states the following: PSA is seeking vendors that have the depth, breadth and quality of resources necessary to offer options of equipment purchase, lease and/or monthly rental, including installation and maintenance services, and supplies (e.g., toner, staples, etc.). In addition, the evaluation criteria are structured so that a significant number of points would be lost by not having the additional services. PSA will consider and evaluate all proposals received and award to those who score highest on the evaluation.
Q (UBEO Formal Questions RFP#26-227): 1. Can UBEO have the billing requirement language changed to reflect below to ensure contractor can bill appropriately? a. Billed by PSA Contractor (or their assigned billing entity – banking/financial institution). 2. Regarding Cancellations of Services, could you confirm that any member purchasing from PSA Contractor that signs a vendor agreement, the vendor agreement terms and conditions take precedence. Thank you! Todd Higdon
A: These can be noted as exceptions in your proposal.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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