King County Environmental Purchasing Program

Bid and Contract Specifications: King County Contract

Follow this link to see a copy of the PO and pricing

• Samples shall be required upon request within two (2) working days.  Samples shall be sent under separate cover with complete bid number marked on the outside of shipping carton.  Each sample shall be tagged with the vendor’s name and other pertinent information.  Do not include sample with the bid.  Sample shall be sent free of expense to King County.

• If not destroyed by the evaluation, samples will, upon request, be returned to the sender at sender’s expense.
• If a problem exists with a remanufactured toner cartridge, the Contractor’s representative shall be capable of discussing the contract and correcting any problems and shall visit the individual Department utilizing the remanufactured toner cartridge in person within two (2) business days after notification.  If it is determined that the problem is with a remanufactured toner cartridge provided by the Contractor, the Contractor shall be required to furnish and deliver a remanufactured toner cartridge to the individual Department.
• The successful Contractor shall provide a toll-free number for ordering and problem reporting.
• The Contractor shall warrant that the use of the remanufactured cartridges will not void any manufacturer’s warranty on the printers or faxes.  The Contractor shall provide a one (1) year warranty on workmanship in the bid documentation.
• All cartridges shall be guaranteed to perform to the manufacturer’s (OEM) specifications and to the satisfaction of King County. The cartridge shall equal or exceed the yield of the manufacturer’s (OEM) specification. Any cartridge found defective, shall be replaced free of charge regardless of the amount of toner remaining in the cartridge.  Defective cartridges shall be replaced or monies refunded within five (5) calendar days after the Contractor is notified.
• If the defective cartridge cause damage to the equipment, the Contractor shall be responsible for the payment of the repair.
• The Contractor has five (5) calendar days after the bid opening to provide (upon notification by the King County Purchasing Department), to provide a sample label for each individual shipping container along with instructions and a completed Materials Safety Data Sheet (MSDS). .
• To be eligible for award, the Contractor shall include bids for all cartridges listed in this solicitation.
• The Contractor shall furnish documentation with this bid indicating the current and expected failure rate of cartridges supplied under this contract.

• The remanufactured toner cartridge shall be placed in a bag made from heat sealable foil material, which protects the cartridge from light, moisture and static and has a thickness of approximately 2.5 mill minimum.  The bag shall first be heat sealed along the open end except for approximately 2 inches at one side to allow the air to be evacuated from the bag.  Using a vacuum cleaner with nozzle attached, remove the majority of trapped air within the bag and then complete the heat seal so that the bag is not totally sealed from the outside air.
• Top locking cardboard inserts or polystyrene cushioning caps shall be used to secure the cartridge in the box.  Previously used caps are acceptable provided that they are in good condition to adequately protect the cartridge from rough and multiple handling and load forces applied during shipment, handling and storage.
• Place the cushioned cartridge with the toner reservoir end up in a new close-fitting, recyclable box (shipping container).  The container shall be placed upright at all times after completion and during shipment.
• Place the fuser wand, cotton swab, five (5) test print copies, MSDS and the cartridge installation instructions in each box with suitable box sealing tape.

Technical Specifications:

Component Cleaning and Preparation

• Both the toner storage reserve which holds fresh toner and toner collection reservoir which gathers the used toner shall be thoroughly cleaned to remove all remaining toner residue from previous use.
• All exterior surfaces shall be cleaned, utilizing cleaners/solvents that cause no damage or discoloration to the case.
• The fuser wand worn felt shall be removed from the fixing roller cleaner and a new, oil-treated felt strip, equivalent in all respects to the original equipment felt, shall be installed.  The fuser wand and cotton swab shall be completely sealed in plastic packaging material to preserve and protect.
• The OEM primary corona roller surfaces are to be stripped and recoated with a polymer resin material.  Drums and drum-coating resins shall meet or exceed OEM standards and drums shall be tested for continuity at least every ten cycles.  The Contractor shall indicate in this bid the original manufacturer(s) and part number(s) of drum(s) and coating polymer(s) offered.
• The Original Equipment Manufacturer’s (OEM) magnetic roller needs to be resurfaced every 2 cycles.
• The original OEM recovery blade shall be replaced with one manufactured of pliable poly-mylar material, meeting or exceeding OEM standards, and this blade shall be replaced as needed thereafter, at least every 2 cycles.
• The original OEM corona-wire assemblies, if any, are to be cleaned and tested for continuity and a magnetic strip is to be installed in the corona wire assembly to minimize contact of toner residue.
• Cartridges for use in printers with exposed corona wire, shall be accompanied by instructions for cleaning the corona wire.
• All cartridges are to be tested after remanufacturing by installing the cartridge in an applicable printer/fax and running test copies.  A copy of a test page is to included with the finished product.
• All cartridges are to be tested after remanufacturing by installing the cartridge in an applicable printer/fax running and inspecting test copies.
• Primary charge roller shall be replaced every 2 cycles.
• All HP 5SI and HP8100 cartridges shall have the drum and wiper blade changed on each cycle with new long-life drum and new wiper blade.

• A properly thermal process seal shall be applied into the toner storage reservoir.  This seal is required to prevent the migration of toner from the toner storage reservoir into other areas of the cartridge during shipment, storage, etc.  The seal shall be readily removable by the end user prior to insertion of the cartridge into printer/fax.
• The toner storage reservoir shall be filled with fresh, black or color toner. Toner shall be fully compatible (in chemical make-up, particle size and other relevant characteristics) with the drum being employed in the remanufacturing process and with characteristics of the printer(s) in which it is to be used.
• Reassembly of the cartridge shall be accomplished utilizing brand new parts, replacing the drum with a brand new long-life optical photo-conductive (OPC) drum and using the existing casing.
• Fully functional OEM compatible chips shall be installed for those cartridges requiring chips.
• A label shall be affixed to the casing of each remanufactured cartridge and on the top of each individual shipping container which provides, as a minimum, the following information:
  • Name and address of the remanufacturer, with the type of cartridge, i.e., Hewlet-Packard Series IV.
  • Date of completion of the remanufacturing process and expiration date of the cartridge.
  • Toll-free telephone number to which questions and or problems may be addressed.
  • Serial number to track the date of completion of the remanufacturing process and the components used in the cartridge.

Delivery

• Delivery shall be within two (2) working days after receipt of an order from any King County Agency. 

• Bid prices shall include inside desktop delivery to all King County Agencies, Divisions, and Departments.  All delivery addresses are within King County. 

• The Contractor shall pick up all empty cartridges at no expense to King County.