Rochester Public Schools | RFP # 040926 | Managed Print Services

ATTACHMENT A

PRICE PROPOSAL

Managed Print Services | Independent School District #535

FLEET COUNT NOTE:

Pricing is based on estimated device counts of:

• 110 Multi-Function Devices (MFDs)

• 38 Desktop Printers

Actual device quantities may change pursuant to Section 6.8 (Mid-Contract Fleet Changes). All submitted rates must apply to additions and removals.

Section 1 — Equipment FMV Lease Rates: (MFDs – Multi Function Devices) All rates are per device per month. (Pricing Includes Hardware, PaperCut, and Reader)

Note: Per-device rates must apply to all additions, removals, and modifications under Section 6.8.

MFD Category Monthly Lease Rate

B&W MFD – 50+ PPM $

Color MFD – 50+ PPM $

Printer Category Monthly Lease Rate

B&W Desktop — 40+ PPM $

Color Desktop — 40+ PPM $

Section 2 — Usage-Based Service + Supply Rates Provide per-copy rates for actual impressions produced.

Rates must include supplies such as toner, staples, parts, labor, preventative maintenance, training, warranty coverage, and required software licensing.

Rates must be expressed to no more than four (4) decimal places.

MFD Category - Amount

Black-and-White Per-Copy Rate: $

Color Per-Copy Rate: $

Desktop Printer Category Amount

Black-and-White Per-Copy Rate: $

Color Per-Copy Rate: $

There are no minimum volume commitments and no annual reconciliation.

Section 3 — Software / Other Costs

Software Licensing Costs Amount one-time licensing cost, if any (Section 5C — enter $0 if none) $ _______________________

Annual maintenance and support cost (Section 5C) $ _______________________

Section 4 — Compliance Certification

☐ YES ☐ NO Does your proposal comply with all objectives as outlined in Section 2 of this document? If no, please explain:

Section 5 — Authorized Vendor Signature By signing below, the authorized representative certifies that all pricing in this proposal is accurate and complete, the proposal is valid for ninety (90) calendar days from the submission deadline, and the vendor has read and agrees to all terms and conditions stated in this RFP.

VENDOR LEGAL NAME

AUTHORIZED SIGNATURE

PRINTED NAME TITLE

DATE PHONE NUMBER

EMAIL ADDRESS

ATTACHMENT B

ADDENDUM RECEIPT VERIFICATION

The undersigned acknowledges receipt of the following addenda:

Addendum Title / Description Date Received

No. 1

No. 2

No. 3

FAILURE TO SUBMIT ACKNOWLEDGMENT OF ANY ADDENDUM THAT AFFECTS

PROPOSAL PRICING IS A MAJOR IRREGULARITY AND WILL BE CAUSE FOR

REJECTION OF THE PROPOSAL.

Company Name:

Phone Number:

Authorized Signatory Name:

Title:

Email Address:

Date:

Authorized Signature:

ATTACHMENT C

REFERENCES

Provide up to six (6) business references for organizations currently using the equipment and services being proposed. A minimum of three (3) references must be K–12 public school districts meeting the criteria in Section 7.7 (100+ device fleet, 48+ month contract). The remaining references may be non- K–12 organizations of comparable size and complexity. The District may contact references and may request a site visit to any reference location.

Vendors may submit these references on a separate sheet if preferred, provided all requested data points are included.

Reference 1 — K–12 Required

Organization Name: Must be a K–12 public school district with 200+ managed devices

Contact Name and Title: _______________________________________________

Address: _______________________________________________

Phone: _______________________________________________

Email: _______________________________________________

Contract Size (MFDs + Desktops):

Contract Term and Status (Active/Completed):

PaperCut or Print Mgmt Platform Used:

Reference 2 — K–12 Required

Contact Name and Title: _______________________________________________

Address: _______________________________________________

Phone: _______________________________________________

Email: _______________________________________________

Contract Size (MFDs + Desktops):

Contract Term and Status (Active/Completed):

Reference 3 — K–12 Required

Contact Name and Title: _______________________________________________

Address: _______________________________________________

Phone: _______________________________________________

Email: _______________________________________________

Contract Size (MFDs + Desktops):

Contract Term and Status (Active/Completed):

REQUEST FOR PROPOSAL

RFP #040926

MANAGED PRINT SERVICES

Independent School District #535 | Rochester Public Schools

Submission Deadline April 9, 2026 at 1:00 PM Central Time

Submit via Euna Procurement (Bonfire) Electronic submissions only — no exceptions

Purchasing Department

3935 Highway 14 East, Rochester, MN 55904

(507) 328-4410 www.rochesterschools.org

TABLE OF CONTENTS

1. Introduction and District Overview

2. Purpose of the RFP

3. Procurement Process and Submission Requirements

4. Contract Term

5. Scope of Services

6. Billing and Financial Requirements

7. Proposal Submission Requirements

8. Proposal Evaluation

9. Implementation and Training

10. Security and Data Protection

11. Technical Environment

1. Introduction and District Overview Rochester Public Schools, Independent School District #535, serves approximately 17,500 students in pre-kindergarten through grade 12 across sixteen elementary schools, four middle schools, three comprehensive high schools, various alternative schools, six districtwide programs, and an online school. The District covers a large part of Olmsted County and extends into Wabasha County, making it the largest public school district in southeastern Minnesota and the seventh largest in the state.

The District's mission is to equip every student with the knowledge, independence, and resilience to pursue a fulfilling path — and its vision is that every student thrives in school and in life. Those commitments don't stop at the classroom door. They extend to every operational decision the District makes, including how it manages its print infrastructure across dozens of buildings, serving thousands of students and staff every day.

Rochester Public Schools has operated under a managed print program since 2010. Each successive contract has reduced fleet complexity, improved service reliability, and made costs more predictable.

This RFP continues that work. The District is not starting over — it is building on years of managed print experience and expects its next vendor partner to arrive with demonstrated expertise, local presence, and a genuine commitment to performance over the full sixty-month term.

2. Purpose of the RFP Rochester Public Schools seeks proposals from a single qualified vendor to design, implement, and manage a districtwide Managed Print Services program over a sixty (60) month term beginning July 1, 2026.

The District's objectives for this program are:

● Right-size and continuously optimize the print fleet based on actual usage data, beginning with a baseline of 110 MFDs and 38 desktop printers (see Section 5A for reconciliation of fleet figures used in pricing).

● Standardize equipment to reduce complexity, simplify training, and streamline service delivery.

● Reduce total cost of ownership while maintaining or improving service reliability.

● Require fixed monthly equipment lease pricing and fixed per-copy service pricing based solely on actual impressions produced, supported by automated meter collection, transparent monthly reporting, and verifiable billing data.

● Ensure measurable service reliability through defined SLAs, local technicians, guaranteed response times, and documented escalation procedures.

● Integrate fully with the District's existing PaperCut environment, including secure print, badge authentication, reporting, and automated monitoring.

● Maintain billing transparency and accuracy with clear reporting and reconciliation processes.

● Protect District data and network security through hard drive destruction protocols, vetted personnel, and compliance with all applicable data privacy requirements, including FERPA.

● Provide contract flexibility to accommodate new schools, device adjustments, and enrollment shifts without extending beyond the initial contract term.

● Support the District's sustainability goals through Energy Star-rated devices, automated supply management, and participation in a toner recycling program. Vendors must describe their specific sustainability practices and recycling programs in their proposal.

NOTE: This RFP does not include the equipment at Paper Tiger, the District's centralized print production facility — a District-operated high-volume production print operation managed separately. The District will continue to route high-volume print jobs to Paper Tiger where appropriate. Vendors should not include Paper Tiger equipment in their fleet count or pricing.

The District is not seeking the cheapest possible solution. It is seeking the best value — a vendor who can deliver reliable, professionally managed service at a fair and predictable price over the full contract term.

3. Procurement Process and Submission Requirements

3.1 Submission Platform

All proposals must be submitted electronically through the District's Euna Procurement (Bonfire) platform. No paper, fax, or email submissions will be accepted. Failure to submit through Bonfire will result in automatic rejection of the proposal, regardless of timing or circumstance.

Vendors are responsible for registering on the Bonfire platform and ensuring their proposal is successfully uploaded prior to the submission deadline. The District is not responsible for technical difficulties experienced by vendors using the platform.

Failure to submit through Euna Procurement (Bonfire) = automatic rejection.

3.2 Procurement Timeline

All times are Central Standard Time. If the District determines it is necessary to change any date, time, or location, it will issue a written addendum to all registered vendors. The contract execution date is expected to take place on or before May 19, 2026 (Section 9.1).

Action Date / Time

RFP advertised and released March 17, 2026

Deadline for written questions March 27, 2026 — 12:00 PM

Last addendum issued March 30, 2026 — 4:00 PM

Proposal submission deadline April 9, 2026 — 1:00 PM

Vendor presentations April 21, 2026

School Board approval and award May 5, 2026

Contract signing On or before May 19, 2026

Implementation planning and equipment ordering May 19 – June 12, 2026

Action Date / Time

Active installation window June 15 – June 30, 2026

Full operational readiness — all sites July 1, 2026

Billing commencement July 1, 2026

3.3 Questions and Clarifications

All questions, requests for clarification, and communications regarding this RFP must be submitted electronically through the Euna Procurement (Bonfire) platform no later than the deadline identified in Section 3.2. Questions submitted by any other method, or after the stated deadline, will not be addressed.

Responses to timely submitted questions will be issued in writing through the Bonfire platform in the form of addenda and will be made available to all registered vendors. Vendors are solely responsible for monitoring the platform for issued addenda.

Vendors must acknowledge receipt of all addenda within their proposal submission as required in Attachment B. Failure to acknowledge addendum may result in rejection of the proposal.

Direct contact with District staff outside of the Euna Procurement (Bonfire) platform regarding this solicitation is prohibited and may result in disqualification.

3.4 Proposal Conditions

All proposals must include complete responses to every section of this RFP. Incomplete proposals may be disqualified at the District's discretion. All proposals are binding for ninety (90) calendar days following the submission deadline and may not be withdrawn during this period.

The District reserves the right to reject any or all proposals, waive minor irregularities, request that vendors modify their proposals, and seek new proposals when doing so is in the District's best interest.

The District is not responsible for any costs vendors incur in preparing or submitting proposals. All proposals become the property of the District upon submission.

3.5 Alternate Proposals

A vendor may submit one (1) alternate proposal in addition to the required base proposal. The base proposal must respond fully to all specifications in this RFP. The alternate proposal may differ in equipment manufacturer or overall approach but must also respond to all required sections and include complete pricing through the Bonfire bid table.

Each vendor must clearly designate which submission is the base and which is the alternate. The base proposal will be evaluated first. The District reserves the right, but is not obligated, to evaluate an alternate proposal. Alternate proposals will only be considered at the District's sole discretion and will not be evaluated unless the vendor's base proposal is among the highest-ranked submissions following initial scoring.

Submission of an alternate proposal does not relieve the vendor of the obligation to disclose deviations in their base proposal. If the base proposal does not fully meet any requirement stated in this RFP, that deviation must be identified in the Deviations and Exceptions section as required by Section 7.12, regardless of whether an alternate proposal is also submitted.

3.6 Public Data

In accordance with Minnesota Statutes, all proposals and responses are public information subject to disclosure upon request. This is an informal proposal that will not be read at a public opening; however, the information will be publicly available following School Board approval of the award.

Vendors who believe any portion of their proposal contains trade secret information exempt from disclosure must specifically identify that information and cite the applicable statutory exemption. All evaluation scores will become public. Individual scorer identities will remain confidential.

3.7 Non-Discrimination

The District strictly adheres to Minnesota State Statute 181.59, which prohibits discrimination on account of race, creed, or color in contracts entered into by the District. All vendors must certify compliance with applicable federal and state non-discrimination laws as part of their proposal.

3.8 Presentations and Due Diligence

The District reserves the right to invite the highest-ranked vendors to participate in oral presentations as part of the evaluation process. Vendor presentations will be limited to sixty (60) minutes. Vendors should plan for no more than forty-five (45) minutes of prepared remarks. The remaining time will be reserved for questions from the evaluation committee. Vendors who exceed the forty-five-minute presentation limit will be asked to stop so that the full question period is preserved.

Vendors should be prepared to address their implementation plan, service model, billing structure, integration with the District's PaperCut environment, and responses to the Scoring Questionnaire (Attachment E).

As part of the evaluation process, the District may conduct reference checks, request clarification of proposal information, perform site visits to comparable client locations, and review financial capacity upon request. The District reserves the right to negotiate final terms with the highest-ranked vendor prior to recommendation for award.

3.9 Execution of Agreement

The successful vendor must, within fifteen (15) calendar days after Notice of Award is issued, enter into a written contract with the District and provide any required insurance certificates. Failure to meet this deadline may result in cancellation of the award. All contracts signed by the District will state that the terms and conditions of this RFP supersede any conflicting language in the vendor's standard contract documents.

4. Contract Term The contract term will be sixty (60) months, commencing July 1, 2026, and continuing through June 30, 2031. The contract may be extended on a month-to-month basis for up to twelve (12) additional months at the District's sole discretion, under the same terms and conditions.

Performance will be reviewed at the end of the first twelve (12) months and every twelve (12) months thereafter. The proposal must include a termination clause allowing the District to terminate for service failure after the first six (6) months if service levels are not acceptable. In all other cases, the standard notice period for termination is ninety (90) days.

Any device added after the initial implementation will carry a term coterminous with the rest of the fleet.

No vendor-leased device will generate lease payments that extend beyond June 30, 2031. Both the equipment lease and the services/supplies agreement will run for the same sixty (60) month period — lease terms and service terms must be fully aligned with no gaps in coverage.

A Service Level Agreement (SLA) will be developed with the selected vendor following contract award, negotiated in good faith, and may include performance penalties. Vendors should include a sample SLA with their proposal and note any provisions they consider non-negotiable.

5. Scope of Services The selected vendor shall provide a comprehensive, districtwide Managed Print Services (MPS) program including equipment, software integration, supplies, maintenance, monitoring, reporting, billing, optimization, and ongoing support for the full sixty (60) month contract term.

The program must ensure reliability, cost transparency, data security, and continuous right-sizing of the District’s print fleet.

5A. Fleet Optimization Several fleet figures appear in this document. Fleet optimization recommendations must not increase the District’s total cost of ownership compared to the evaluated proposal without prior written District approval.

The following table clarifies the relationship between them to avoid confusion when preparing pricing:

Category Count Notes

Physical MFDs (total) 110 Estimated physical count — use for fleet planning

Physical desktop printers 38 Estimated physical count — use for fleet planning

Device counts are estimates and may change following post-award fleet optimization.

Following contract award, the District will work with the selected vendor to evaluate actual usage patterns and right-size the fleet. The vendor may recommend increases or decreases in device counts and placements.

Post-Implementation Utilization Baseline Report Within ninety (90) days following full operational readiness (July 1, 2026), the vendor shall submit a Post-Implementation Utilization Baseline Report.

The purpose of this report is to validate fleet assumptions used in the proposal and establish a documented utilization baseline for the contract term.

The report must include:

• Device-level average monthly volumes

• Utilization percentages relative to manufacturer-rated monthly duty cycle

• Identification of significantly underutilized or overutilized devices

• Confirmation that installed device categories align with actual usage patterns

• Identification of any recommended adjustments for District review

• Cost-per-page analysis by device category (combined lease and service cost)

Sorensen, Tanner @Tech - Please confirm these numbers are accurate.

This report is intended to validate and fine-tune the installed fleet.

Any recommended adjustments shall comply with the fleet change provisions in Section 6.8 and require written District approval prior to implementation.

The District has actively managed its print environment since 2010, reducing total device counts across successive contract cycles, and expects that disciplined approach to continue. The selected vendor shall proactively identify opportunities to reduce fleet size, consolidate underutilized devices, and redirect appropriate high-volume work to the District's centralized print production facility.

Recommendations to add devices must be supported by documented utilization data demonstrating operational necessity. The District will not approve fleet additions that are not substantiated by demonstrated need.

The proposed solution shall promote fleet standardization to reduce complexity, simplify support, and improve service consistency.

The District’s preference is for a standardized fleet consisting of:

• One (1) manufacturer and one (1) model for all Multi-Function Devices (MFDs)

• One (1) manufacturer and one (1) model for all desktop printers

MFDs and desktop printers may be from different manufacturers; however, consistency within each device category is required.

If a vendor proposes more than one model within a device category, the vendor must clearly justify the operational necessity and identify any impact on service, support, training, or cost.

The vendor shall provide an updated Fleet Optimization Review annually as part of the required Annual Performance Review. The review must evaluate utilization trends, reassess device placement and speed tiers, and confirm continued alignment with District instructional and operational needs.

5B. Equipment Requirements

MULTI-FUNCTION DEVICES (MFDS)

All MFDs must be new from the manufacturer at time of installation. Used, refurbished, or demonstration equipment is not acceptable. Equivalent or functionally comparable features may be proposed, provided the vendor clearly demonstrates that the proposed alternative meets or exceeds the operational intent of the requirement. All listed features are required unless otherwise noted. If any feature is optional or only applicable to certain device types, the vendor must clearly identify this in their proposal.

All MFDs must meet the following minimum specifications:

● Energy Star rated (current version)

● Power save / sleep mode

● Staple finisher — minimum 50-sheet capacity

● Reversing automatic document feeder — minimum 100-sheet capacity

● Bypass tray

● Minimum 500-sheet paper tray for 11x17 paper

● Minimum 500-sheet paper tray for 8½ x 14 paper

● Minimum 1,000-sheet paper tray for 8½ x 11 paper

● High-speed auto duplex

● Standard network printing

● LDAP / Active Directory single sign-on

● Proximity card / fob authentication

● Color scanning on all MFDs, including monochrome-print models

● Scan to PDF and scan to email

● Job queuing and interruption capability

● Full native compatibility with the District’s existing PaperCut environment is required, including secure print release, user authentication, tracking, and reporting functionality as described in Section 5C.

● Secure print / copy release from the device

● PostScript printing

● Minimum 1200 x 1200 dpi resolution

The District is estimating that it needs the following number of devices with these minimum speeds based upon its limited analysis of current usage patterns.

● Approximately 56 black-and-white MFDs with minimum print speeds of 50 pages per minute

● Approximately 54 color MFDs with minimum print speeds of 35 pages per minute

This MFD pool is estimated to generate an annual 6,568,041 black-and-white and 1,311,259 color impressions annually.

DESKTOP PRINTERS

All desktop printers must be new from the manufacturer at time of installation. Used, refurbished, or demonstration equipment is not acceptable. Equivalent or functionally comparable features may be proposed, provided the vendor clearly demonstrates that the proposed alternative meets or exceeds the operational intent of the requirement. All listed features are required unless otherwise noted. If any feature is optional or only applicable to certain device types, the vendor must clearly identify this in their proposal.

All desktop printers must meet the following minimum specifications:

● Energy Star rated

● Power save / sleep mode

● Bypass tray

● Minimum 500-sheet paper tray for 8½ x 11 paper

● Expandable paper capacity (additional trays must be available)

● Auto duplex

● Proximity card / fob authentication capability

● Standard network printing

● Full native compatibility with the District’s existing PaperCut environment is required, including secure print release, user authentication, tracking, and reporting functionality as described in Section 5C.

● Secure print / copy release from the device

● PostScript printing

● Minimum 1200 x 1200 dpi resolution

Estimated desktop quantities and speeds:

@Tech Please confirm these numbers and information is accurate. Or type what we are looking for.

● 24 black-and-white desktop printers at 40+ pages per minute

● 14 color desktop printers at 35+ pages per minute

This desktop pool is estimated to generate an annual 676,900 black-and-white impressions and 60,886 color impressions annually.

5C. Software and Integration The District uses PaperCut software to track printing by user, enforce copy limits, and manage billing.

All equipment proposed under this contract must integrate fully with the District's PaperCut environment. Integration requirements include:

● Full compatibility with PaperCut's Print Control Module

● Secure print / copy release (badge or fob release) on all MFDs and, where technically feasible, on desktop devices

● LDAP / Active Directory integration for single sign-on and user authentication

● Proximity card / fob authentication at all MFDs

● Automated print monitoring supporting the District's existing billing and tracking processes

● Automated toner reorder triggered by device meter data — no manual intervention from District staff

● Customer portal accessible to District staff for real-time service call status

Vendors must include any additional one-time licensing costs and annual maintenance costs in their pricing. Vendors must also describe their internal PaperCut support capability — specifically, whether they employ certified PaperCut technicians and what level of integration support they provide during implementation and throughout the contract term.

5D. Print Volume History The District's managed print volume history for the last three complete school years. Note the significant volume reduction in 2024-2025; vendors should factor this trend into their pricing assumptions and flag any concerns in their pricing narrative.

School Year B&W Color Total YOY Change

2022-2023 7,060,083 1,849,367 8,909,450 —

2023-2024 7,984,480 1,175,086 9,159,566 +2.81%

2024-2025 5,690,260 1,193,035 6,383,295 -24.85%

5E. Service and Support Standards Service and support quality is the most critical element of this contract. The District's ability to serve students and staff depends on reliable, functioning equipment at every site, every day. The following are performance standards — not aspirational targets. Failure to consistently meet these standards is grounds for corrective action.

Local Technicians

The vendor must maintain service technicians stationed within Rochester Public Schools district boundaries, certified by the manufacturer to service the specific equipment proposed. Remote or traveling technicians from outside the service area are not acceptable as the primary service model.

Vendors must state in their proposal: the number of full-time, locally stationed technicians available to support this contract; the physical location of the service facility serving the District; the name and contact information of the primary technician lead assigned to this account; and the backup coverage process when the primary technician is unavailable.

Response Time Average on-site response time must be three (3) hours or less per service call, measured from the time the District submits the service request to the time a qualified technician arrives on-site.

Acknowledgment of a call or dispatch notification does not constitute a response.

Vendors must explain how response time is measured and tracked, describe the system used to log, timestamp, and report response performance, and demonstrate a process for sustaining this standard over the full 60-month contract term.

Response time performance will be reviewed monthly. Sustained failure to meet the three-hour standard — defined as falling below 90% compliance in any two consecutive months — will trigger the escalation and corrective action process.

Hours of Service Service must be available at a minimum from 7:00 AM to 4:30 PM on District business days. Vendors may describe any optional after-hours or emergency support capabilities available outside of standard hours, including how after-hours calls are submitted and what response time commitments apply.

One Point of Contact — No Subcontractors The District expects a single vendor relationship for the duration of this contract. Subcontracting of service, maintenance, or account management work is not permitted. The vendor must identify by name in the proposal the individual who will serve as the District's primary point of contact.

Loaner Equipment The vendor must maintain an on-hand inventory of loaner devices sufficient to support the District's fleet. At minimum, the vendor shall maintain loaner inventory equivalent to five percent (5%) of the total contracted device count, with representation across both MFD and desktop printer categories.

Loaner equipment must be like-for-like or better in capability, including equivalent paper size support and finishing options, equal or greater print speed, full PaperCut compatibility, and badge and fob authentication support. If a device cannot be repaired and returned to service within one (1) business day, the vendor shall proactively deploy a loaner without requiring a District request. Loaner deployment must occur within four (4) business hours of the determination that a loaner is needed. If a loaner device remains in place for ten (10) or more business days, the vendor shall initiate permanent replacement procedures.

Escalation Process The vendor must have a defined, documented escalation process for service calls that are not resolved within expected timeframes and for devices with recurring failures. At minimum: automatic escalation to a service manager if a device is not restored within one (1) business day; escalation to the manufacturer if not resolved within two (2) business days; and District notification at each stage including estimated resolution timeline.

Equipment Replacement Devices that experience repeated service failures will be replaced with like-or-better equipment at no charge to the District. Vendors must define their replacement threshold using specific, measurable criteria including: number of service calls within a defined time period; types of failures that qualify; the time frame within which replacement will be completed; and the process for notifying the District.

Maximum time from replacement determination to installation is ten (10) business days.

Parts Availability The vendor shall confirm that manufacturer-supported parts and supplies will be available for all proposed equipment for the full 60-month contract term. If a proposed model is discontinued or parts become unavailable at any point during the contract, the vendor shall replace affected devices with like-or-better equipment at no additional cost to the District.

Service Call Documentation The vendor shall log every service event in the customer portal. Each record must include: date and time the call was opened; technician assigned and time dispatched; on-site arrival time; description of the problem reported; resolution summary; parts replaced if any; and time the device was returned to service.

Automated Toner Fulfillment Toner ordering must be fully automated based on actual device meter readings. District staff must not need to manually request toner or monitor supply levels. Vendors must explain how the automated process works, what lead time is built in to prevent supply gaps, what safeguards exist during high-volume periods such as semester starts and state testing windows, and how the process handles devices that are temporarily offline.

Customer Portal The vendor must provide a web-based customer portal accessible to District staff. The portal must allow District staff to: submit and track open service calls in real time; view full service history by device and by location; monitor toner and supply status across the fleet; access device uptime and response time performance data; and download service and usage reports in PDF, Excel, or CSV format. Portal access and all associated licensing shall be included at no additional cost.

Annual Performance Reviews The vendor will participate in a formal performance review with District staff at the twelve-month mark and annually thereafter. No later than ten (10) business days prior to each annual review, the vendor shall submit a written performance report covering SLA compliance metrics, billing accuracy summary, fleet status and recommended adjustments, and open issues from the prior review period.

The District will require a Service Level Agreement finalized with the selected vendor upon contract award. The SLA will be negotiated in good faith and must be executed prior to contract commencement. It will incorporate all performance standards stated in this section and may include financial penalties for sustained performance failures.

Proposals that do not include a sample SLA will be considered incomplete.

6. Billing and Financial Requirements Accurate, transparent, and timely billing is a contractual obligation. The District manages public funds subject to School Board oversight, annual audit, and Minnesota statutory requirements. The billing and financial requirements in this section are binding for the full term of the contract.

6.1 Structure of Payments

The contract will consist of two fixed monthly payment streams:

Equipment lease:

A fixed FMV monthly payment per device category, covering amortization and financing charges.

Services and supplies:

A per-copy charge for actual impressions produced during each billing period. The per-copy rate shall include all toner, staples, repair parts, replacement components, repair labor (including travel time), preventative maintenance, loaner equipment, warranty coverage, required software licensing, training, and all other services necessary to maintain the devices in full working order.

There are no minimum volume commitments, no included annual copy volumes, and no underage penalties.

Lease rates and per-copy rates shall remain fixed for the full sixty (60) month contract term.

Variable pricing, market-indexed adjustments, fuel surcharges, supply cost pass-throughs, or any other mechanism that alters the agreed rates shall not be permitted unless authorized through a written contract amendment executed by both parties and approved by the District.

6.2 First-Year Billing Commencement

The District’s expectation is that all devices will be installed, fully operational, and integrated prior to the July 1, 2026 billing commencement date.

No lease charges or usage charges may be invoiced prior to confirmed installation and operational readiness.

If, due to circumstances approved in writing by the District, any device is installed after July 1, 2026, lease charges for that device shall be prorated beginning on the date of confirmed installation. Usage charges shall apply only to actual impressions produced following installation.

6.3 Payment Terms

The District pays its obligations in accordance with Minnesota Statute 471.425, the Prompt Payment to Local Government Vendors Act. Vendors shall not impose payment terms more restrictive than Net 35 days from receipt of a valid, accurate, and complete invoice.

Invoices that are incomplete, inaccurate, or inconsistent with contract terms will be returned. The payment clock shall not begin until a corrected invoice is received.

6.4 Invoice Submission Requirements

Monthly invoices must be received by the District no later than the fifteenth (15th) calendar day of the month following the month of service.

Each monthly invoice must be clearly itemized and must include, at minimum:

• Billing period covered

• Equipment lease charges listed by device category and quantity

• Per-copy usage charges for black-and-white and color impressions

• Usage charges separated by MFDs and desktop printers

• Total impressions billed by category

• Applicable per-copy rate

• Extended dollar amount per category

• Any other authorized charges with reference to the specific contract provision authorizing them

All usage-based charges must be supported by documented meter data in accordance with Section 6.6.

Per-copy rates must be expressed to no more than four (4) decimal places.

6.5 Billing Accuracy and Error Definition

Invoices must be accurate, complete, and consistent with the terms of the contract.

A billing error includes, but is not limited to:

• An invoice reflecting a rate different from the contract rate for any line item

• An impression charge calculated using incorrect or unsubstantiated meter data

• A charge for any item not authorized under the contract

• An invoice missing required line items as specified in Section 6.4

• A duplicate charge for any item previously invoiced

The District will monitor billing accuracy on an ongoing basis. Repeated billing inaccuracies may result in corrective action, including required process improvements or additional invoice validation measures.

A significant billing discrepancy, such as an overcharge exceeding five percent (5%) of a monthly invoice, may also trigger review and corrective action.

The intent of this section is to ensure consistent billing accuracy and transparency throughout the contract term.

6.6 Invoice Dispute and Resolution Process

The District will notify the vendor in writing of any disputed invoice or line item within a reasonable timeframe following receipt.

Upon notification, the vendor shall:

• Acknowledge the dispute within three (3) business days

• Provide a written response within ten (10) business days

• Issue a corrected invoice or provide supporting documentation as applicable

The District may withhold payment of any disputed amount while the matter is under review.

Withholding of disputed amounts does not constitute a payment default.

Both parties will work in good faith to resolve invoice disputes in a timely manner.

If a dispute cannot be resolved within thirty (30) calendar days, it may be escalated to senior representatives of both parties for resolution. If necessary, the District reserves the right to reconcile unresolved amounts through future invoice adjustments.

6.7 Meter Read Collection and Verification

The vendor is responsible for collecting accurate meter reads from all devices on a monthly basis through automated means.

Meter data must be reconciled against the District’s PaperCut data each month. If discrepancies exist, the vendor must notify the District within five (5) business days.

If a device is offline and unable to report meter data, the vendor may not substitute an estimated read without prior written approval from the District.

Meter data that cannot be substantiated by documentation shall be replaced with the District’s PaperCut data for billing purposes.

Usage charges shall be based solely on documented and verifiable meter readings.

6.8 Mid-Contract Fleet Changes

All per-device lease rates for added devices shall be the same rates submitted in the original pricing proposal. No new or modified lease rates shall be accepted.

All added equipment shall be coterminous with the base contract term.

When a device is permanently removed, lease payments for that device category shall be reduced beginning in the first full billing month following removal.

Usage-based billing shall automatically reflect actual impressions produced by the active fleet.

All fleet changes must be documented in writing by both parties before taking effect.

6.9 End-of-Contract Billing and Closeout

The vendor must collect and submit final meter reads for all devices within five (5) business days of the contract end date.

A final invoice reflecting lease charges (if applicable) and usage charges through the contract end date must be issued no later than thirty (30) days following contract termination or expiration.

No charges may be submitted after sixty (60) days from the contract end date. The vendor waives the right to any amounts not invoiced within this window.

All vendor-owned equipment must be removed within ten (10) business days of the contract end date at no cost to the District. The vendor shall coordinate removal activities with the District to ensure no disruption to District operations.

If the District exercises its month-to-month extension right or if an incoming replacement vendor is not yet ready, vendor-owned equipment shall remain in place under the same rates and conditions until the District authorizes removal. The vendor may not remove equipment, alter service levels, or impose new charges during any holdover period.

6.10 Basis for Price Evaluation

The price component of the evaluation represents 300 of 1,000 available points (30%), as described in Section 8.

For evaluation purposes, the District will calculate each vendor’s total projected sixty (60) month cost based on pricing submitted in the Bonfire bid table.

The price score is based on the total projected sixty (60) month cost of the proposed solution, including:

• Equipment lease payments over sixty (60) months

• Projected usage-based charges calculated using the District’s estimated annual print volumes

• Any one-time or annual software licensing costs

For evaluation purposes only, projected usage-based charges will be calculated using the District’s historical and estimated annual black-and-white and color impression volumes as stated in this RFP.

Points are awarded using the following proportional scoring formula:

Vendor Price Score = (Lowest Proposed 60-Month Cost ÷ Vendor's Proposed 60-Month Cost) × 300

Example: Lowest bid = $1,800,000; Vendor bid = $2,100,000 → ($1,800,000 ÷ $2,100,000)

× 300 = 257 points

The device quantities and print volumes identified in this RFP are used solely for evaluation purposes and represent the District’s current estimated fleet baseline. Vendors must base all pricing submitted in the proposal on these quantities and volumes.

Following contract award, the District may approve adjustments to device quantities as part of the fleet optimization process described in Section 5A. However, any recommended fleet adjustments shall not be used to modify or reinterpret the pricing structure submitted in the proposal.

All per-device lease rates and per-copy service rates submitted in the proposal shall remain fixed and applicable to any fleet adjustments during the contract term. Fleet optimization recommendations shall not result in any change to the vendor’s pricing model or total contract cost unless expressly approved in writing by the District.

6.11 Fiscal Year Funding Appropriation

This contract is subject to the availability and appropriation of funds by the Rochester Public Schools Board of Education for each fiscal year.Payment and performance obligations for subsequent fiscal years are contingent upon the District’s annual budget approval and appropriation of funds.

In the event that sufficient funds are not appropriated or otherwise made available to support continuation of the contract in a future fiscal year, the District may terminate the contract without penalty upon written notice to the vendor.

In such event, the District shall be responsible only for payment of services properly performed and accepted prior to the effective date of termination. The District shall not be liable for any unamortized costs, anticipated profits, or other consequential damages.

7. Proposal Submission Requirements All proposals must be submitted electronically through the Euna Procurement platform (Bonfire) by the deadline stated on the cover page of this RFP. Proposals submitted by any other means — including email, fax, mail, or hand delivery — will not be accepted under any circumstances and will be rejected without consideration.

All proposals submitted in response to this RFP are subject to the Minnesota Government Data Practices Act, Minnesota Statute Chapter 13. Proposals become public data upon the District's completion of the evaluation and award process.

7.1 File Format and Bonfire Submission Instructions

7. Proposal Submission Requirements All proposals must be submitted electronically through the Euna Procurement platform (Bonfire) by the deadline stated on the cover page of this RFP. Proposals submitted by any other means — including email, fax, mail, or hand delivery — will not be accepted under any circumstances and will be rejected without consideration.

All proposals submitted in response to this RFP are subject to the Minnesota Government Data Practices Act, Minnesota Statute Chapter 13. Proposals become public data upon the District's completion of the evaluation and award process.

7.1 File Format and Bonfire Submission Instructions

Vendors are responsible for ensuring that all required information is submitted in the appropriate locations within Bonfire prior to the submission deadline. The Bonfire submission structure constitutes the official format for this solicitation. Information submitted outside of the designated sections or fields may not be considered in the evaluation as part of the evaluation.

The pricing submitted in the Bonfire bid table constitutes the vendor’s official and binding offer.

Attachment A – Price Proposal must be completed, signed, and submitted as a certification of the pricing entered in the bid table. By signing Attachment A, the vendor affirms that all pricing submitted in Bonfire is accurate, complete, and binding. In the event of any discrepancy, the pricing entered in the Bonfire bid table shall prevail.

Responses to the scored questionnaire must be completed directly within the Bonfire questionnaire interface. Questionnaire responses should not be included within the proposal document unless specifically requested.

Vendors are encouraged to avoid unnecessary duplication of information between uploaded documents and questionnaire responses.

Submissions shall be organized within Bonfire as follows:

Proposal Submission

• Complete Proposal (single combined PDF), organized in the section order specified in this RFP (Sections 7.2 through 7.10)

• Alternate Proposal (optional, if submitted)

Attachment Forms

• Completed and signed Attachments A through D (single combined PDF)

Technical Documentation

• Product literature, device specification sheets, and supporting technical documentation

• Sample Service Level Agreement (SLA)

Optional Materials

• Appendix or supporting materials (optional)

Pricing

• Pricing proposal completed within the Bonfire bid table

Questionnaire

• Responses completed within the Bonfire questionnaire interface

Failure to submit required information, including completion of the Bonfire bid table and required attachments, may result in the proposal being deemed non-responsive. Minor administrative or formatting irregularities may be waived at the District’s discretion.

7.2 Proposal Organization and Required Sections

Proposals must be organized in the exact order listed below. A Table of Contents with page numbers is required.

# Required Section

1 Title Page

2 Table of Contents

3 Letter of Transmittal

4 General Information and Organizational Background

5 Vendor Qualifications and Relevant Experience

6 Technical Specifications Response

7 Service and Support Model

8 Implementation and Training Plan

9 Pricing Summary and Narrative

10 Deviations and Exceptions

11 Appendix (optional)

7.3 Title Page

The proposal should include a cover page identifying the vendor’s legal name, primary contact information, and the RFP title and number.

"Request for Proposal — Managed Print Services for Rochester Public Schools

RFP #040926"

7.4 Table of Contents

Include a complete Table of Contents identifying all proposal sections and attachments by heading and page number. The Table of Contents must reflect the actual organization of the submitted document.

7.5 Letter of Transmittal

Maximum length: two (2) pages.

Must be signed by an individual with legal authority to bind the vendor. Must include: a clear statement of understanding of the scope of services; a commitment to perform all services for the full sixty (60) month term at the rates proposed; identification of the primary contact person with full authority to act on the vendor's behalf; a statement confirming the proposal is valid for ninety (90) calendar days; and a statement confirming the vendor has read and understood all sections of this RFP including all addenda issued prior to submission.

7.6 General Information and Organizational Background

Recommended length: two to three (2–3) pages.

Must provide factual, verifiable information about the vendor's organization, including: organizational information (legal name, DBA names, addresses, legal structure, state of incorporation, parent company disclosure, Minnesota licensure confirmation); local presence (number of locally stationed certified technicians, service facility address, dedicated account manager contact information); financial stability statement; litigation and contract history disclosure for the past five (5) years; conflicts of interest disclosure; and subcontractor disclosure.

Failure to disclose material litigation, contract defaults, or conflicts of interest may result in disqualification at any point in the evaluation process, including after award.

7.7 Vendor Qualifications and Relevant Experience

Must demonstrate experience delivering managed print services in K–12 public school environments of comparable size and complexity to Rochester Public Schools.

Vendors must describe a minimum of three (3) current or recently completed MPS engagements with K–12 public school districts operating a managed print fleet of at least 200 devices across multiple sites under a managed print services contract of at least 48 months in duration. For each engagement, provide: name of the school district and state; name, title, direct phone number, and email of a current district employee contact; number of MFDs and desktop printers supported; contract term, start date, and current status; annual print volumes if known; description of services provided; and a candid description of any significant challenges and how they were resolved.

Key Personnel: Identify by name the Account Manager, Lead Service Technician, and Implementation Project…