11-EXHIBIT A-SCOPE OF WORK, DELIVERABLES, AND RESPONSIBILITIES.docx

MANAGED PRINT AND COPY SERVICES

EXHIBIT A-

SCOPE OF WORK, DELIVERABLES, AND RESPONSIBILITIES

1. Scope of Services The selected Contractor shall provide comprehensive, network-wide Managed Print and Copy Services for LEAD Public Schools, including the assessment, implementation, equipment, maintenance, supplies, print management, reporting, and ongoing support necessary to meet LEAD’s printing and copying needs.

Services shall be provided across all LEAD locations identified by LEAD and shall be scalable to accommodate changes in enrollment, staffing, facilities, and operational requirements.

2. Initial Assessment and Implementation The Contractor shall:

· Conduct a comprehensive assessment of LEAD’s existing print/copy environment, including equipment, locations, usage volumes, and operational needs.

· Review existing devices and recommend appropriate equipment based on volume, functionality, security, reliability, and total cost of ownership.

· Develop a network-wide implementation and deployment plan.

· Coordinate equipment delivery, installation, configuration, network connectivity, testing, and removal or relocation of existing equipment, as applicable.

· Minimize disruption to school and administrative operations during implementation.

· Provide a detailed implementation schedule identifying major milestones, responsible parties, and anticipated completion dates.

· Obtain LEAD approval before making material changes to the proposed fleet or implementation plan.

3. Equipment and Device Management The Contractor shall provide and manage all equipment included in the awarded solution, whether leased or otherwise provided under the contract.

Services shall include:

· Installation and configuration of all devices.

· Preventive and corrective maintenance.

· Parts and labor.

· Toner and other required consumables, excluding paper unless specifically included in the Contractor’s proposal.

· Equipment replacement when a device cannot reasonably be repaired or maintained.

· Relocation, removal, and reinstallation of equipment as requested by LEAD.

· Asset identification and inventory management.

· Equipment upgrades or replacements only with LEAD’s prior written approval.

4. Print/Copy Management and Technology The Contractor shall provide print management capabilities that, at a minimum, support:

· Device and print-volume monitoring.

· Meter collection and reporting.

· User or department-level reporting, where applicable.

· Print usage analytics.

· Cost tracking and reporting.

· Secure printing and user authentication, where required.

· Automated alerts for toner, maintenance, errors, and other service conditions.

· Remote monitoring and diagnostics.

· Reporting that allows LEAD to identify opportunities for cost reduction and improved print efficiency.

Any required software, licenses, implementation, integration, or recurring technology fees shall be clearly identified in the Contractor’s pricing proposal.

5. Service, Maintenance, and Support The Contractor shall provide responsive technical and maintenance support throughout the contract term.

Unless otherwise approved by LEAD, the Contractor shall meet the following minimum service standards:

The Contractor shall maintain sufficient staffing, parts, equipment, and resources to meet these service requirements.

6. Supplies and Consumables The Contractor shall proactively monitor, supply, and replenish toner, paper, and all other Contractor-provided consumables necessary to maintain uninterrupted service.

LEAD shall not be responsible for additional charges for standard consumables that are included in the Contractor’s proposed pricing.

The Contractor shall maintain appropriate inventory levels and shall establish procedures to prevent service interruptions caused by supply shortages.

7. Training and User Support The Contractor shall provide initial and ongoing training necessary for LEAD personnel to effectively use the equipment and associated print management technology.

Training shall include, as applicable:

· Device operation and basic troubleshooting.

· Secure printing and user authentication.

· Print management software.

· Administrative functions.

· Meter and reporting tools.

· Best practices for reducing unnecessary printing and operating costs.

Additional training requested by LEAD shall be provided in accordance with the Contractor’s proposed pricing.

8. Reporting and Performance Management The Contractor shall provide regular reports that allow LEAD to monitor performance, usage, and costs.

Reports shall include, at a minimum:

· Print and copy volumes by device and location.

· Black-and-white and color usage.

· Equipment uptime and service history.

· Service calls and response times.

· Toner and consumable usage.

· Equipment replacement or repair activity.

· Monthly charges and applicable overage charges.

· Other performance metrics identified by LEAD.

The Contractor shall participate in periodic performance reviews with LEAD to review service levels, costs, equipment utilization, and opportunities for improvement.

9. Billing and Invoice Requirements Invoices shall be sufficiently detailed for LEAD to verify charges against the awarded pricing.

Invoices shall identify, as applicable:

· Location and device.

· Monthly base or lease charges.

· Black-and-white impressions.

· Color impressions.

· Overage charges.

· Equipment or service charges.

· Approved additional services.

· Applicable credits or adjustments.

No additional, incidental, administrative, implementation, delivery, technology, or other fees may be charged unless specifically identified in the Contractor’s proposal or approved in writing by LEAD.

10. Security and Data Protection The Contractor shall ensure that all equipment and technology provided under the contract are configured and operated in a manner that protects LEAD information.

The Contractor shall:

· Implement appropriate security controls for network-connected devices.

· Protect documents, print jobs, user information, and device data.

· Securely erase or otherwise protect stored data before equipment is removed, replaced, returned, or disposed of.

· Maintain confidentiality of LEAD information.

· Immediately notify LEAD of any suspected security incident involving LEAD data or systems.

11. LEAD Responsibilities LEAD shall:

· Provide reasonable access to facilities and equipment necessary for the Contractor to perform the services.

· Designate appropriate personnel to coordinate implementation and ongoing service.

· Provide necessary network and technical information required for installation and configuration.

· Review and approve implementation plans and material equipment changes.

· Notify the Contractor of service issues through the established support process.

· Pay properly submitted and approved invoices in accordance with the resulting contract.

12. Contractor Responsibilities The Contractor shall:

· Provide all personnel, equipment, materials, supplies, technology, and services necessary to fulfill the contract.

· Maintain qualified and properly trained service personnel.

· Comply with LEAD’s site access, safety, security, and operational requirements.

· Coordinate all work to minimize disruption to students, staff, and school operations.

· Maintain accurate equipment and service records.

· Meet all required service levels and performance standards.

· Promptly address recurring or unresolved service issues.

· Ensure that all subcontractors, if permitted, comply with the requirements of the resulting contract.

13. Deliverables At a minimum, the Contractor shall provide the following deliverables:

1. Initial Assessment and Recommendations

2. Network-Wide Implementation and Deployment Plan

3. Equipment Inventory and Device List

4. Installation and Configuration Schedule

5. Training Plan and Training Materials

6. Print Management and Reporting System

7. Monthly Usage and Performance Reports

8. Service and Maintenance Records

9. Billing and Cost Reports

10. Annual Performance Review and Optimization Recommendations

11. Transition Plan upon expiration or termination of the contract All deliverables shall be provided in an electronic format acceptable to LEAD unless otherwise specified.

14. Continuous Improvement The Contractor shall proactively identify opportunities to improve print efficiency, reduce unnecessary printing, consolidate or right-size equipment, improve device utilization, and reduce LEAD’s overall cost of ownership.

Any proposed changes that materially affect equipment, pricing, service levels, or LEAD operations shall require LEAD’s prior written approval.

Optional On-Site Print Shop Management As an optional component of the Managed Print & Copy Services, LEAD Public Schools may elect to have the awarded Vendor provide on-site print shop management at one or more LEAD campuses.

Under this option, the Vendor shall provide a dedicated Print Shop Manager for each campus where LEAD elects to implement on-site print shop management. The Print Shop Manager shall oversee the day-to-day operations of the campus print shop and serve as the primary point of contact for campus printing and production needs.

The optional Print Shop Management services may include, but are not limited to:

1. Daily Print Shop Operations

· Manage daily print, copy, scanning, finishing, and related production activities.

· Receive, prioritize, schedule, and complete print requests.

· Establish and maintain appropriate production workflows and turnaround times.

2. Print Production & Finishing

· Operate production printers, copiers, and finishing equipment.

· Provide services such as binding, cutting, folding, stapling, booklet production, and other standard finishing requirements.

· Ensure printed materials meet established quality standards.

3. Equipment, Supplies & Maintenance

· Monitor equipment performance and coordinate preventative and corrective maintenance.

· Manage paper, toner, and other required consumables.

· Coordinate equipment service and repairs to minimize disruption to campus operations.

4. Customer Service

· Serve as the primary on-site resource for faculty and staff print-production needs.

· Provide guidance on appropriate equipment, paper, finishing, and production methods.

· Assist LEAD personnel in identifying opportunities to improve print efficiency and reduce unnecessary costs.

5. Inventory & Production Management

· Maintain appropriate inventory levels for paper, toner, and other consumables.

· Track print volumes, production activity, and material usage.

· Maintain appropriate records of print requests and completed work.

6. Reporting & Performance Management

· Provide LEAD with regular reporting on print volumes, costs, turnaround times, equipment utilization, and other agreed-upon performance measures.

· Participate in periodic service reviews with LEAD Procurement, Operations, IT, and/or designated campus representatives.

7. Staffing

· Provide one dedicated Print Shop Manager per campus where this optional service is selected.

· The Vendor shall identify the proposed staffing model, operating hours, qualifications, experience, and backup coverage for each Print Shop Manager.

· Any additional staffing proposed by the Vendor shall be separately identified and priced.

Optional Service Pricing Vendors shall provide separate pricing for the optional On-Site Print Shop Management service, including:

· Annual cost for one Print Shop Manager per campus.

· Cost for additional campuses.

· Proposed operating hours.

· Any other fees associated with providing the optional service.

LEAD may elect to implement this option at one or more campuses during the initial contract term or any renewal period. Selection of the optional On-Site Print Shop Management service will be based on LEAD's operational needs, budget, and the Vendor's proposed pricing and service model. LEAD is not obligated to purchase or implement this optional service.

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