REǪUEST FOR PROPOSAL:

MANAGED PRINT AND COPY SERVICES

RFP: LEAD/OPS -MP&C/RFP001/2026/27

Proposals Due: October 21, 2026, at 3:00 PM CST

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities Primary RFP Contacts:

Paye Horton

Contents

1. Project overview I. Purpose of Procurement LEAD Public Schools ("LEAD") is soliciting proposals from qualified and experienced printing and copying service providers to provide network-wide printing, copying, finishing, and related services for LEAD Public Schools campuses and administrative offices.

The selected vendor(s) will provide high-quality, cost-effective, and timely printing services to support the instructional, administrative, operational, marketing, and community engagement needs of the LEAD Public Schools Network.

LEAD intends to establish a contractual relationship with a qualified provider capable of serving multiple locations throughout the network while maintaining consistent quality, competitive pricing, responsive customer service, and reliable delivery.

II. Background LEAD Public Schools is a public charter school network serving students throughout the Nashville, Tennessee area. The LEAD network operates multiple school campuses and administrative offices and requires reliable printing and copying services to support its educational, administrative, and operational activities.

Printing requirements vary across the LEAD network and may include high-volume black-and-white copying, color printing, instructional materials, administrative documents, promotional materials, signage, event materials, and other specialty printing needs. The selected provider(s) must be capable of supporting both routine and high-volume requirements while maintaining consistent quality, competitive pricing, and reliable turnaround times.

The purpose of this Request for Proposals (RFP) is to identify and select one or more qualified printing services providers capable of providing LEAD Public Schools with a reliable, scalable, and cost-effective printing and copying solution. The selected provider(s) should be able to:

· Provide competitive, transparent, and consistent pricing;

· Deliver high-quality printing and copying services;

· Support routine, recurring, and high-volume printing requirements;

· Accommodate expedited or short turnaround times when necessary;

· Provide delivery services to multiple LEAD school campuses and administrative locations;

· Offer a broad range of printing, finishing, binding, and specialty services;

· Provide responsive and professional customer service;

· Maintain appropriate quality-control procedures to ensure accuracy and consistency; and

· Provide a reliable and scalable solution that can accommodate the varying needs of the LEAD network.

The project’s requirements are more fully described in Exhibit A, Scope of Work (SOW) III. Equipment Condition The Contractor shall provide equipment that is new, current-model equipment or manufacturer-certified refurbished equipment, as identified in the Contractor’s proposal.

For each proposed device, the Contractor shall clearly identify:

· Manufacturer and model

· New or refurbished condition

· Manufacture date

· Current meter reading, if applicable

· Warranty coverage

· Expected service life

· Availability of replacement parts and technical support

Refurbished equipment must be professionally refurbished, fully tested, and maintained to operate at the required performance and service levels for the duration of the contract.

IV. RFP Contact For the purposes of the procurement, the “RFP Contact” will be:

Name: Paye Horton Title: Procurement Specialist Email: procurement@leadpublischools.org

Bidders and their representatives are not permitted to contact any employees and or officers of LEAD Public Schools, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the bidder and the rejection of the bidder’s proposal.

V. Contract Term The anticipated initial contract term shall be three (3) years, beginning on the effective date stated in the executed agreement.

LEAD may, at its sole discretion, exercise up to two (2) additional one-year renewal options, subject to satisfactory vendor performance, availability of funds, and mutual written agreement.

Any renewal shall be documented in writing and executed by authorized representatives of the parties.

VI. Instructions to Supplier By submitting a response to the RFP, the supplier acknowledges that the supplier.

a) Has read the information and instructions.

b) Agrees to comply with the information and instructions contained herein.

1. Definitions This RFP includes the following key terms:

LEAD- LEAD Public Schools, (“LEAD” or Owner”- The public Charter School network issuing this RFP and entering into the resulting contract.

Manage Print Services- Managed Print Services (MPS) – Services for monitoring, managing, maintaining, optimizing, and supporting LEAD’s print and copy environment.

Service Call- A request for Contractor assistance relating to equipment malfunction, performance, or service.

Response Time- The period between LEAD’s submission of a service request and the Contractor’s acknowledgment/initial response.

Resolution Time - The period between a service request and restoration of the affected device to normal operating condition.

Uptime- The percentage of scheduled operating time that a device is available and functioning as required.

Manufacturer-Certified Refurbished Equipment- Previously used equipment restored and tested under the manufacturer's certification/refurbishment program.

Schedule of Events The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion. Failure to observe all events within the timeline could result in disqualification of a Service Provider’s response.

2. Pre-Proposal Conference A mandatory virtual Pre-Proposal Conference will be held to review the RFP and allow prospective proposers to ask questions.

Date: Friday, October 2, 2026 Time: 10:00 AM CST

Attendance is mandatory for proposers to be eligible for consideration. Meeting access information will be provided.

3. Submission of Proposal Proposal and Documentations must be submitted through the online Bonfire Portal at: https://leadpublicschools.bonfirehub.com/opportunities I. Proposal to be Submitted on Time Proposals that a Bonfire account is required. Visit the link for more details and to register as a vendor. Bidders should contact Bonfire at support@goBonfire.com for technical questions leading to submissions. Your submission must be uploaded, submitted, and finalized prior to the Closing Time of October 21, 2026 @ 3 PM CST. We strongly recommend that you give yourself sufficient time and at least one (1) day before Closing Time to begin the upload process and finalize your submission.

Proposal Requirements

1. Technical Solution and Managed Print Services (20pts) Proposals will be evaluated on the completeness, functionality, and overall quality of the proposed Managed Copy and Print Services solution, including:

· Technical Architecture & Software: Functionality of copy and print management software, secure print release, mobile printing, and integration with existing IT tools.

· Fleet Hardware & Capabilities: Quality, reliability, standard feature sets, and security hardening of proposed hardware models.

· Continuous Fleet Optimization: Proactive approach to rightsizing, reporting, analytics, and ongoing technology refresh/innovation.

2. Security, Compliance, and Technology (15 points) Proposals will be evaluated on the vendor’s ability to meet or exceed all baseline IT and regulatory standards.

3. Service and Support (15 points) Proposals will be evaluated on the vendor’s capability to deliver responsive, reliable local support, including:

· Service Delivery & SLA Commitment: Response methodology, escalation workflows, guaranteed response/resolution times, and contractual SLA terms.

· Account Management & Staffing: Qualifications, local presence, and dedicated coverage of service technicians and account leadership. Operations & End-User Training: Ongoing user/admin training, proactive maintenance programs, and enterprise customer service tools.

4. Experience and References (10 Points) Proposals will be evaluated on the vendor's organizational viability and track record, including:

· Relevant Experience: History of providing MPS to organizations of similar scale and complexity, specifically within K-12 environments.

· Reference Checks: Verified past performance, service reliability, and client satisfaction from comparable public sector accounts.

· Organizational & Financial Stability: Demonstrated financial strength, corporate solvency, and long-term capability to support a multi-year contract. Preconstruction methodology.

5. Implementation and Transition Approach (15 Points) Proposals will be evaluated on the clarity, feasibility, and risk management of the rollout plan, including:

· Transition Plan & Timeline: Realistic schedule for deployment, device swapping, and network onboarding that minimizes operational disruption.

· Project Governance & Communication: Structure of project management, change management, stakeholder communication, and risk mitigation.

· Go-Live Training & Support: Onsite transition support and initial end-user onboarding strategy.

6. Cost (25 Points) Cost will be evaluated objectively using a standardized formula based on total cost of ownership (TCO), including monthly base fees, cost-per-page rates, equipment leases, and any software license/implementation charges.

LEAD Public Schools is interested in both lease and ownership models. Vendors may include one or both options in their cost proposals.

Required Documents

· Respondent’s Proposal (Signed)

· Exhibit B, Bid Pricing Proposal Form

· Exhibit C, Suspension and Debarment Certification

· Exhibit D, Non-Collusive Affidavit

· Exhibit E, Authorization to Release Information

· Exhibit F, Insurance Requirements

· Licenses and Certifications (Including W-9)

· Signed Addenda acknowledgement (If applicable)

· Any additional forms required by the RFP

Insurance Certificate(s). If award is made, the Firm shall provide an updated certificate which shall meet all requirements listed in this RFP including LEAD Public Schools being named as an additional insured.

II. Withdrawal of Proposals At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a bidder may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. LEAD Public Schools is under no obligation to return withdrawn proposals.

4. Evaluation and Award LEAD will use a multi-stage, transparent, and criteria-based selection process to evaluate proposals and identify the vendor that provides the best overall value to LEAD Public Schools. The process includes the following steps:

I. Stage 1- Administrative & Mandatory Requirements Review LEAD Public Schools will review all proposals to determine whether they are responsive and complete. Proposals must include all required forms, certifications, acknowledgments, and pricing information.

The review will include:

· Timely submission through Bonfire.

· Signed proposal forms.

· Completed Price Proposal Form.

· Required insurance and bonding documentation.

· Acknowledgment of all addenda.

· Compliance with solicitation requirements.

Proposals determined to be non-responsive may be rejected without further evaluation.

II. Stage II- Technical Evaluation (75 Points) An Evaluation Committee will independently review and score responsive proposals based on the criteria below:

The technical score assigned by each evaluator will be averaged to determine the proposer's final technical score.

III. Stage III- Price Evaluation (25 Points) Total Cost of Ownership (TCO), including base fees, per-page costs, lease/ownership costs, software, and implementation fees. Vendors may propose lease, ownership, or both models.

(Lowest Evaluated Cost ÷ Proposer's Evaluated Cost) × 25 = Cost Score IV. Stage 4-Interviews/Presentation LEAD Public Schools reserves the sole right, in the best interest of the LEAD, upon review of proposals, to do any of all of the following:

Request and obtain additional information and/or clarification from prospective proposers.

1Request and schedule proposer(s) to meet and schedule at a designated time, date, and county location for an interview and/or presentation.

V. Stage 5- Final Ranking The final score shall be calculated as follows:

The proposer receiving the highest total score may be recommended for award.

Award Recommendation The contract will be awarded to the responsive and responsible proposer receiving the highest total combined score from the Technical Evaluation and Pricing Evaluation.

Contract Negotiation Process Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process and will not constitute a legally binding offer to enter into a contract on the part of LEAD Public Schools or the Bidder, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. Negotiations may include requests by LEAD Public Schools for supplementary information from the Bidders to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by LEAD Public Schools for improved pricing or performance terms from the proponent.

I. Time period for Negotiation LEAD intends to conclude negotiations and finalize the agreement with the top-ranked Bidder during the Contract Negotiation Period, commencing from the date LEAD Public Schools invites the top-ranked proponent to enter negotiations. A Bidder invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in the RFP Particulars (Exhibit G), provide requested information in a timely fashion and conduct its negotiations expeditiously.

II. Failure to Enter into Agreement If the pre-conditions of award listed in (Exhibit G) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, LEAD Public Schools may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until LEAD Public Schools elects to cancel the RFP process.

III. Notification of Negotiation Status Other Bidders that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.

5. GENERAL CONDITIONS

These General Conditions apply to all work performed under this solicitation and any resulting contract with LEAD Public Schools.

I. Authority LEAD Public Schools ("LEAD") issues this Request for Proposals ("RFP") for the purpose of obtaining proposals from qualified firms to provide Managed Print and Copy Services throughout the LEAD Public Schools Network.

This RFP is issued in accordance with LEAD's applicable procurement policies and procedures.

II. RFP Documents The RFP, including all sections, exhibits, attachments, specifications, addenda, and subsequent written communications issued by LEAD, constitutes the complete solicitation.

Proposers are responsible for reviewing all RFP documents and complying with all requirements contained therein.

III. Proposer Responsibility Each Proposer is responsible for:

· Reading and understanding the entire RFP;

· Reviewing all specifications and requirements;

· Conducting any necessary investigation to prepare a responsive proposal;

· Obtaining clarification of any ambiguity before the proposal deadline;

· Providing complete and accurate information; and

· Ensuring that its proposal is submitted in accordance with the RFP instructions.

Submission of a proposal constitutes the Proposer's representation that it has reviewed the RFP and understands the requirements.

IV. Questions and Clarifications All questions regarding this RFP must be submitted through the designated procurement platform by the stated deadline.

Questions submitted outside the designated process may not receive a response.

LEAD may issue written responses or addenda to address questions, clarify requirements, or modify the RFP.

Only written information issued by an authorized LEAD representative shall be considered an official clarification.

V. Addenda LEAD may issue addenda at any time before the proposal submission deadline.

Addenda may modify, clarify, supplement, or otherwise amend the RFP.

Proposers are responsible for monitoring the designated procurement platform and acknowledging all issued addenda.

Failure to acknowledge applicable addenda may result in a proposal being deemed non-responsive.

VI. Pre-Proposal Conference If a pre-proposal conference is identified as mandatory in the RFP, attendance is required.

Information presented during the conference does not modify the RFP unless subsequently incorporated through a written addendum.

Proposers are responsible for ensuring that their representatives receive all information presented during the conference.

VII. Proposal Submission Proposals must be submitted electronically through the designated LEAD procurement platform no later than the date and time specified in the RFP.

Late proposals may be rejected without consideration.

The Proposer is solely responsible for ensuring that its proposal is successfully submitted before the deadline.

VIII. Proposal Format Proposals shall be organized according to the requirements established in the RFP.

At a minimum, the proposal shall contain all required forms, technical information, pricing information, references, certifications, and other requested documentation.

Proposers shall clearly identify any exceptions to the RFP requirements.

Failure to clearly identify an exception may result in the Proposer being deemed to have accepted the applicable requirement.

IX. Mandatory Requirements Requirements identified as mandatory, required, or must are conditions of responsiveness unless otherwise stated.

A Proposer's failure to satisfy a mandatory requirement may result in rejection of its proposal.

LEAD reserves the right to determine whether a proposal is responsive.

X. Pricing All pricing shall be submitted in U.S. dollars.

Proposers shall provide complete and transparent pricing in accordance with the required Pricing Schedule.

All applicable fees and charges must be disclosed.

Pricing shall remain firm for the period specified in the RFP unless otherwise expressly permitted.

LEAD will not be responsible for undisclosed fees or charges.

XI. Cost of Proposal Preparation All costs associated with preparing, submitting, presenting, or negotiating a proposal shall be borne solely by the Proposer.

LEAD shall not reimburse any Proposer for such costs regardless of whether a contract is awarded.

XII. Proposal Validity Proposals shall remain valid for a minimum of ninety (90) calendar days following the proposal due date unless a different period is specified in the RFP.

LEAD may request an extension of the proposal validity period.

XIII. Proposal Withdrawal A Proposer may withdraw its proposal prior to the proposal submission deadline in accordance with the procedures of the designated procurement platform.

After the deadline, proposals may not be withdrawn except as permitted by LEAD.

XIV. Confidentiality of Proposals Proposers should clearly identify any portions of their proposal they believe contain proprietary or confidential information.

Designation of information as confidential does not guarantee that such information will be exempt from disclosure under applicable law.

LEAD will determine the appropriate treatment of proposal information in accordance with applicable legal requirements.

XV. Evaluation LEAD will evaluate proposals in accordance with the evaluation criteria identified in the RFP.

LEAD may consider:

· Responsiveness;

· Qualifications;

· Technical approach;

· Experience;

· Pricing;

· References;

· Service capabilities;

· Financial stability;

· Past performance; and

· Other factors reasonably related to the best interests of LEAD.

LEAD may conduct interviews, demonstrations, reference checks, financial review, or other due diligence as part of the evaluation process.

XVI. Due Diligence LEAD reserves the right to verify any information submitted by a Proposer.

LEAD may contact references, review publicly available information, request additional documentation, or otherwise conduct due diligence regarding a Proposer's qualifications, experience, financial capacity, and proposed services.

False, misleading, or materially incomplete information may result in rejection of a proposal or termination of a resulting contract.

XVII. Clarification of Proposals LEAD may request clarification of information contained in a proposal.

A request for clarification shall not necessarily constitute an opportunity for a Proposer to materially revise its proposal.

LEAD may determine the appropriate method and extent of any clarification.

XVIII. Contract Terms The successful Proposer shall comply with the Terms of the Resulting Contract included in this RFP.

Proposers shall identify any exceptions to the proposed contract terms in their proposal.

LEAD reserves the right to reject material exceptions.

XIX. Non-Collusion By submitting a proposal, the Proposer certifies that the proposal has been prepared independently and without collusion, coordination, or agreement with another Proposer concerning pricing, terms, or the submission of proposals.

XX. Non-Discrimination The Contractor shall comply with all applicable federal and state laws prohibiting discrimination in employment and the performance of the resulting contract.

XXI. Compliance with School and Owner Policies

XXII. Insurance The successful Proposer shall maintain insurance coverage required by LEAD and shall provide certificates of insurance upon request.

Required insurance shall remain in effect throughout the applicable contract term.

XXIII. Licenses and Permits The successful Proposer shall obtain and maintain all licenses, permits, registrations, and certifications required to perform the services.

The Proposer shall be responsible for all costs associated with maintaining such licenses and certifications.

XXIV. Subcontracting Proposers shall identify all proposed subcontractors and the services each subcontractor will perform.

The Contractor shall remain fully responsible for the performance of all subcontractors.

LEAD may require prior written approval before material services are subcontracted.

XXV. Assignment The resulting contract may not be assigned or transferred by the Contractor without LEAD's prior written approval, except as expressly permitted by the executed agreement.

XXVI. Publicity The Contractor shall not use LEAD's name, logo, trademarks, photographs, or other identifying information in advertising, marketing, promotional materials, or public announcements without LEAD's prior written approval.

XXVII. Ownership of LEAD Materials All documents, specifications, data, artwork, files, and other materials supplied by LEAD remain the property of LEAD.

The Contractor shall use LEAD materials solely for authorized contract purposes.

XXVIII. Changes to the RFP LEAD reserves the right to modify the RFP prior to the proposal deadline.

Any material modification shall be communicated through a formal addendum or other official written communication.

XXIX. Reservation of Rights LEAD reserves all rights available under applicable law and its procurement policies, including the right to:

Reject any or all proposals;

· Waive minor irregularities;

· Request clarification;

· Request additional information;

· Conduct due diligence;

· Negotiate with Proposers;

· Conduct interviews or presentations;

· Award to one or multiple Proposers;

· Cancel or modify the procurement; and

· Take any action determined to be in the best interest of LEAD Public Schools.

XXX. Incorporation into Resulting Contract The General Conditions contained in this RFP, together with the RFP requirements, applicable addenda, accepted proposal, pricing schedule, and negotiated terms, may be incorporated into the resulting contract.

By submitting a proposal, the Proposer acknowledges that it has reviewed and understands these General Conditions.

XXXI. Governing Law This contract shall be governed by the laws of the State of Tennessee. Venue for any disputes shall lie exclusively in Davidson County, Tennessee.

6. SPECIAL TERMS AND CONDITIONS

The following Special Terms and Conditions shall apply to this solicitation and any resulting contract I. Purpose These Special Conditions establish requirements specific to the procurement and delivery of Managed Print and Copy Services for LEAD Public Schools ("LEAD").

These conditions supplement the General Conditions and shall become part of any resulting contract.

II. Network-wide Service Requirements The selected Contractor shall provide services throughout the LEAD Public Schools Network, including schools, administrative offices, and other LEAD-designated locations.

LEAD may add or remove locations during the contract term.

The Contractor shall maintain consistent service levels and pricing across all LEAD locations unless otherwise approved in writing.

III. Managed Print/ Copy Approach The Contractor shall provide a comprehensive managed print solution designed to improve:

· Print and copy efficiency;

· Equipment reliability;

· Cost control;

· Supply management;

· Device utilization;

· Service response;

· Print security; and

· Visibility into LEAD's print environment.

The Contractor shall manage the print environment proactively rather than relying solely on LEAD personnel to report equipment or supply issues.

IV. Initial Assessment and Fleet Review Prior to final implementation, the selected Contractor shall conduct an assessment of LEAD's existing print and copy environment, as applicable.

The assessment should identify:

· Existing equipment;

· Device age and condition;

· Device location;

· Monthly print volumes;

· B&W versus color volumes;

· Equipment utilization;

· Supply consumption;

· Service history;

· Network requirements;

· Security considerations; and

· Opportunities for consolidation or optimization.

The Contractor shall provide LEAD with a summary of findings and recommendations.

V. Device Standardization The Contractor shall recommend appropriate equipment based on LEAD's operational requirements, print volumes, location, and intended use.

LEAD may require standardization of equipment models, supplies, drivers, software, and support processes where doing so provides operational or financial benefits.

Any proposed equipment substitutions shall be approved by LEAD before implementation.

VI. Implementation Plan The selected Contractor shall provide a written implementation plan before deployment.

The implementation plan shall address:

· Project schedule;

· Device deployment;

· Equipment installation;

· Network configuration;

· Software installation;

· Data/security requirements;

· User training;

· Supply management;

· Testing;

· Communication;

· Equipment removal or disposition; and

· Transition procedures.

The Contractor shall coordinate implementation with LEAD to minimize disruption to school operations.

VII. School Operations Because LEAD operates schools, the Contractor shall coordinate all on-site work to minimize disruption to instructional and administrative activities.

Contractor personnel shall comply with applicable LEAD visitor, access, safety, and campus procedures.

LEAD may restrict service activities during instructional periods, testing windows, arrival/dismissal, or other designated times.

VIII. Equipment Availability and Uptime The Contractor shall maintain equipment in reliable operating condition.

The Contractor shall monitor equipment performance and proactively identify devices requiring service or replacement.

Repeated equipment failures may result in LEAD requiring replacement of the affected device at no additional cost when such replacement is necessary to meet the contracted service requirements.

IX. Loaner and Replacement Equipment The Contractor shall provide loaner or temporary replacement equipment, at no additional cost to LEAD, when a contracted device is unavailable due to repair, maintenance, or equipment failure. Replacement equipment shall provide comparable functionality and capacity and shall be installed and configured promptly to minimize service disruption. If a device cannot be restored within the Contractor’s required response or resolution timeframe, the Contractor shall replace the device with a comparable or upgraded unit at no additional cost to LEAD.

X. Service Response Requirements The Contractor shall provide responsive service throughout the contract term.

At a minimum:

· Service requests shall be acknowledged within one (1) business hour;

· Standard service calls shall be scheduled within four (4) business hours;

· Critical equipment outages shall receive same-day attention when reported during normal service hours; and

· Equipment that cannot reasonably be repaired within the required timeframe shall be evaluated for temporary or permanent replacement.

Proposers may offer more stringent service levels.

XI. Toner and Consumable Management The Contractor shall proactively monitor toner and standard consumable levels.

Where technically feasible, supplies shall be automatically reordered and shipped before depletion.

LEAD employees should not be required to maintain inventory of standard toner or routine consumables.

The Contractor shall identify any consumables excluded from its proposed pricing.

XII. Parts and Labor Unless otherwise identified in the accepted proposal, all parts and labor required to maintain covered equipment shall be included in the contracted managed print pricing.

The Contractor shall not charge LEAD separately for routine maintenance, repairs, parts, or labor when those services are included in the agreed pricing structure.

XIII. Printing Management and Monitoring The Contractor shall provide tools or software capable of monitoring the managed print environment.

Where applicable, monitoring should include:

· Device status;

· Meter readings;

· Toner levels;

· Error conditions;

· Device utilization;

· Service alerts;

· Print volumes; and

· Other relevant performance information.

LEAD shall have access to appropriate reporting generated by the system.

XIV. Reporting The Contractor shall provide regular reports to LEAD.

At a minimum, reporting should include:

· Total impressions by device;

· B&W impressions;

· Color impressions;

· Cost by device;

· Cost by location;

· Service calls;

· Response and resolution times;

· Equipment downtime;

· Supply usage;

· Equipment utilization; and

· Other performance metrics reasonably requested by LEAD.

Reports shall be provided at least monthly, unless otherwise agreed.

XV. Billing Transparency Invoices must provide sufficient detail for LEAD to validate all charges.

The Contractor shall not combine charges in a manner that prevents LEAD from determining the basis for the amount billed.

LEAD may reject or dispute charges that cannot be reasonably substantiated.

XXXII. Device Changes LEAD may request that devices be:

· Added;

· Removed;

· Replaced;

· Relocated;

· Upgraded; or

· Reconfigured.

The Contractor shall provide written pricing before performing work that results in an additional charge.

No additional charge shall be incurred without LEAD's prior authorization.

XXXIII. Assignment The Contractor shall not assign, transfer, delegate, or otherwise dispose of any rights, duties, or obligations under this Contract, in whole or in part, without the prior written consent of LEAD Public Schools (“LEAD”).

Any attempted assignment without written approval shall be considered null and void and may constitute a material breach of contract.

XXXIV. Security Requirements Managed print equipment shall support appropriate security controls.

Where available and appropriate, the Contractor shall support:

· Secure print release;

· User authentication;

· PIN or badge-based release;

· Access controls;

· Secure network communication;

· Firmware updates; and

· Secure hard-drive or storage-device management.

The Contractor shall identify any security capabilities included with proposed equipment.

XXXV. Environmental Considerations The Contractor should identify environmentally responsible practices related to:

· Energy-efficient equipment;

· Duplex printing;

· Toner recycling;

· Equipment recycling;

· Electronic waste disposal;

· Paper reduction; and

· Responsible equipment disposition.

The Contractor shall describe any sustainability programs included in the proposed services.

XXXVI. Data Retention and Device Disposition Before any device containing internal storage is removed, replaced, transferred, or disposed of, the Contractor shall follow an approved process to securely erase or otherwise protect stored information.

The Contractor shall provide documentation of secure data removal upon request.

No LEAD-owned or LEAD-provided storage device may be removed from a LEAD location without authorization.

XXXVII. Training and User Support The Contractor shall provide initial training following implementation.

Training may include:

· Equipment operation;

· Scan/copy functions;

· Secure printing;

· Basic troubleshooting;

· Supply procedures;

· Print-management software; and

· User support resources.

Training shall be provided at no additional cost when included in the accepted proposal.

XXXVIII. Customer Service The Contractor shall provide LEAD with a designated account manager.

The account manager shall serve as the primary point of contact for:

· Service issues;

· Billing questions;

· Equipment changes;

· Performance reviews;

· Escalations;

· Reporting; and

· Contract administration.

A backup contact shall also be identified.

XXXIX. Performance Improvement If Contractor performance does not meet contractual requirements, LEAD may require a written corrective action plan.

The corrective action plan shall identify:

· Performance deficiency;

· Root cause;

· Corrective action;

· Responsible party;

· Implementation date; and

· Expected resolution date.

Repeated failure to meet contractual requirements may constitute grounds for termination.

XL. Price Protection The Contractor shall not increase pricing during the initial contract term except as expressly permitted under the resulting contract.

Any proposed increase shall be submitted in writing with supporting documentation and shall require LEAD's prior written approval.

XLI. No Unauthorized Fees The Contractor shall not charge LEAD for:

· Unapproved equipment;

· Unapproved services;

· Undisclosed fees;

· Unauthorized supplies;

· Unauthorized software;

· Unapproved relocation;

· Unapproved upgrades; or

· Other charges not included in or authorized under the resulting contract.

XLII. No Automatic Equipment Upgrades The Contractor shall not automatically upgrade, replace, renew, lease, or substitute equipment without LEAD's prior written authorization.

Any proposed upgrade or replacement shall include the applicable equipment specifications, pricing, contract impact, and justification.

XLIII. No Automatic Contract Renewal The resulting contract shall not automatically renew.

Any renewal must be expressly approved by LEAD and documented in writing.

XLIV. Termination and Transition Upon expiration or termination of the contract, the Contractor shall cooperate with LEAD to facilitate an orderly transition.

The Contractor shall provide reasonable assistance necessary to:

· Transfer service responsibilities;

· Provide current device inventories;

· Provide meter readings;

· Provide service records;

· Coordinate equipment removal;

· Secure LEAD information; and

· Prevent interruption of school operations.

The Contractor shall not withhold LEAD information or records necessary for transition because of a disputed invoice.

XLV. Business Continuity The Contractor shall maintain reasonable business continuity and disaster recovery procedures sufficient to support continued service to LEAD.

The Contractor shall notify LEAD of any event reasonably expected to materially affect the Contractor's ability to provide contracted services.

XLVI. Continuity of Service The Contractor shall maintain adequate personnel, equipment, parts, supplies, and technical resources to provide uninterrupted service throughout the contract term.

The Contractor shall promptly notify LEAD of any anticipated service interruption.

XLVII. LEAD’s Right to Procure Elsewhere LEAD reserves the right to obtain printing, copying, equipment, supplies, or related services from other sources when necessary to meet operational needs, address emergencies, obtain specialty services, or otherwise serve the best interests of LEAD.

The resulting contract shall not be interpreted as requiring LEAD to obtain all printing or copying services exclusively from the Contractor unless expressly stated in the executed agreement.

XLVIII. Customer Service The Contractor shall provide LEAD with a designated account manager.

The account manager shall serve as the primary point of contact for:

· Service issues;

· Billing questions;

· Equipment changes;

· Performance reviews;

· Escalations;

· Reporting; and

· Contract administration.

A backup contact shall also be identified.

XLIX. Special Condition Acceptance By submitting a proposal, the Proposer acknowledges that it has reviewed these Special Conditions and agrees to comply with them if selected, subject to any exceptions clearly identified in its proposal and accepted by LEAD.

Any material exception to these Special Conditions must be specifically identified in the Proposer's response.

Failure to identify an exception may be interpreted as acceptance of the applicable requirement.

7. Communication after Issuance of RFP I. Bidder to Review RFP Bidders should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the RFP Contact at procurement@leadpublicschools.org on or before the Deadline for Questions. Once the Deadline for Questions has passed, proponents will not be able to send messages. No such communications are to be directed to anyone other than the RFP Contact. LEAD Public Schools is under no obligation to provide additional information, and LEAD Public Schools is not responsible for any information provided by or obtained from any source other than the RFP Contact. It is the responsibility of the Bidder’s to seek clarification from the RFP Contact on any matter it considers to be unclear. LEAD Public Schools is not responsible for any misunderstanding on the part of the Bidder’s concerning this RFP or its process.

II. All New Information to Bidder by way of Addendum This RFP may be amended only by addendum. If LEAD Public Schools, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Bidders by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Bidders are responsible for obtaining all addenda issued by LEAD Public Schools.

III. Verify, Clarify, and Supplement When evaluating proposals, LEAD Public Schools may request further information from the Bidders or third parties in order to verify, clarify, or supplement the information provided in the Bidder’s proposal, including but not limited to clarification with respect to whether a proposal meets the mandatory technical requirements. LEAD Public Schools may revisit, re-evaluate, and rescore the proponent’s response or ranking on the basis of any such information.

IV. Notification of other Bidders Once an agreement is executed by LEAD Public Schools and a bidder, the other Bidders may be notified directly in writing and will be notified by public posting of the outcome of the procurement process.

8. Conflict of Interest and Prohibited Conduct I. Conflict of interest For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

in relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of LEAD Public Schools in the preparation of its proposal that is not available to other Bidders; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process); or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non-competitive or unfair; or in relation to the performance of its contractual obligations under a contract for the Deliverables, the Bidder’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

II. Disqualification for Conflict of Interest LEAD Public Schools may disqualify a Bidder for any conduct, situation, or circumstances, determined by LEAD Public Schools, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.

III. Disqualification of Prohibited Conduct LEAD Public School may disqualify a Bidders, rescind an invitation to negotiate or terminate a contract subsequently entered into if LEAD Public Schools determines that the Bidder has engaged in any conduct prohibited by this RFP.

IV. Prohibited Bidder Communications Proponents must not engage in any communications that could constitute a Conflict of Interest.

V. No Lobbying Bidders must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s).

VI. Illegal or Unethical Conduct Bidders must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers and or other representatives of LEAD Public Schools; deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.

9. Past Performance or Past Conduct LEAD Public Schools may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

a) illegal or unethical conduct as described above.

The refusal of the supplier to honour its submitted pricing or other commitments; or any conduct, situation or circumstance determined by LEAD Public Schools, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

10. Procurement Process Non-Binding I. No Contract and No Claims This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

a) this RFP will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and neither the Bidder nor LEAD Public Schools will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honor a proposal submitted in response to this RFP.

I. No Contract until Execution of Written Agreement This RFP process is intended to identify prospective suppliers for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the proponent and LEAD Public Schools by this RFP process until the…