1421-20260709154915 ASD.pdf

ALCORN SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

Managed Print Services

Network Printers, Multifunction Devices, PaperCut MF, Maintenance, and

Support Services

RFP Number: ASD-MPS-2026-01

Issue Date: July 9, 2026

Proposal Due Date:

Thursday, August 6, 2026

2:00 p.m. Central Daylight Time

Contract Term:

Forty-Eight (48) Months

Implementation Window:

October 5–9, 2026

Table of Contents

1. Introduction

2. District Information

3. Purpose

4. Procurement Schedule

5. Instructions to Proposers

6. Scope of Work

7. Technical Requirements

8. PaperCut MF Requirements

9. Service Level Agreement

10.Implementation Requirements

11.Vendor Qualifications

12.Proposal Format

13.Pricing Proposal

14.Evaluation Criteria

15.Contract Terms and Conditions

16.Appendices

1. INTRODUCTION

The Alcorn School District ("District") invites qualified vendors to submit sealed proposals to provide a comprehensive Managed Print Services (MPS) solution for the replacement, installation, maintenance, and support of the District's existing fleet of network printers and multifunction devices.

The District intends to replace its existing fleet on a one-for-one basis with new, current-production equipment meeting or exceeding the minimum specifications contained in this Request for Proposals.

The District seeks a long-term partner capable of providing reliable equipment, outstanding customer service, proactive fleet management, and ongoing technical support throughout the contract term.

The successful vendor shall furnish all equipment, software, licensing, maintenance, labor, parts, supplies (excluding paper), implementation, training, and support necessary to provide a complete turnkey Managed Print Services solution.

2. DISTRICT INFORMATION

Alcorn School District is a public K–12 school district serving multiple instructional and administrative facilities throughout Alcorn County, Mississippi.

The District operates elementary schools, middle school, high schools, an alternative school, and district administrative office.

The District currently utilizes a combination of network printers and multifunction devices that are approaching the end of their current lease term. Through this solicitation, the District intends to modernize its print environment by replacing the existing fleet while improving reliability, security, reporting, and operational efficiency.

3. PURPOSE

The purpose of this Request for Proposals is to obtain competitive proposals from qualified Managed Print Services providers capable of furnishing a complete turnkey solution including, but not limited to:

● Replacement of the District's existing printer and multifunction device fleet.

● Equipment lease for a forty-eight (48) month term.

● Installation and configuration of all proposed equipment.

● PaperCut MF licensing, implementation, and support.

● Integration with the District's Google Workspace environment.

● Badge authentication for designated multifunction devices.

● Secure Follow-Me printing.

● Maintenance, repairs, parts, labor, toner, staples, and consumable supplies

(excluding paper).

● Preventive maintenance.

● End-user and administrator training.

● Ongoing technical support.

● Fleet monitoring and reporting.

The District expects the successful vendor to provide a fully operational Managed Print

Services environment that minimizes downtime, improves document security, and provides predictable operational costs.

4. PROCUREMENT SCHEDULE

Event Date

RFP Release July 9, 2026

Deadline for Written Questions July 21, 2026 – 2:00 p.m.

CDT

District Issues Final Addendum (if necessary)

July 24, 2026

Proposal Submission Deadline August 6, 2026 – 2:00 p.m.

CDT

Proposal Review August 7, 2026

Recommendation to Board of Education August 10, 2026

Contract Effective Date October 1, 2026

Installation Window October 5–9, 2026

5. INSTRUCTIONS TO PROPOSERS

Proposal Submission

The Alcorn School District will accept sealed paper proposals only.

Proposals shall be received no later than:

Thursday, August 6, 2026 2:00 p.m. Central Daylight Time

Late proposals will not be considered.

Proposal Delivery

Proposals shall be delivered to:

Alcorn School District

31 CR 401

Corinth, Mississippi 38834

The outside of the sealed envelope shall clearly state:

Managed Print Services RFP Proposal Due: August 6, 2026 – 2:00 p.m. CDT

Questions Regarding the RFP

All questions regarding this solicitation shall be submitted in writing by email to:

Andrea Allen andreaallen@alcornschools.org

Questions must be received no later than July 21, 2026, at 2:00 p.m. CDT.

Responses that affect the solicitation will be issued by written addendum. Only written addenda issued by the District shall be considered official. Written addendum will be posted to the Alcorn School District website located at www.alcornschools.org. Verbal statements or interpretations shall not be binding.

6. SCOPE OF WORK

The Alcorn School District ("District") is seeking proposals from qualified vendors to provide a complete, turnkey Managed Print Services (MPS) solution for the replacement, implementation, maintenance, and support of the District's fleet of network printers and multifunction devices.

The successful vendor shall furnish all labor, equipment, software, licensing, supplies, training, maintenance, and technical support necessary to provide a fully operational

Managed Print Services environment throughout the forty-eight (48) month contract term.

The District intends to replace its existing fleet on a one-for-one basis. The replacement fleet shall consist of new, current-production equipment meeting or exceeding the specifications contained in this RFP.

The successful vendor shall be responsible for providing, at a minimum:

● New network printers and multifunction devices

● Forty-eight (48) month equipment lease

● Equipment delivery and installation

● Network configuration and testing

● Driver deployment assistance

● PaperCut MF licensing http://www.alcornschools.org

● PaperCut MF implementation and configuration

● Google Workspace integration

● Badge reader installation and configuration

● Secure Follow-Me Printing

● PIN authentication

● Scan-to-email configuration

● Scan-to-folder configuration

● Fleet monitoring and reporting

● Automated meter collection

● Automatic toner replenishment

● Preventive maintenance

● Corrective maintenance

● Parts

● Labor

● Toner

● Staples

● Waste toner containers

● Firmware updates

● Software updates

● End-user training

● Administrator training

● Ongoing technical support

Paper shall be supplied by the District.

7. TECHNICAL REQUIREMENTS

7.1 General Equipment Requirements

All proposed equipment shall:

● Be new, current-production equipment.

● Be commercially available from the manufacturer.

● Not be refurbished, remanufactured, or discontinued.

● Support automatic duplex printing.

● Support network printing.

● Support color scanning.

● Support scan-to-email.

● Support scan-to-folder

● Support secure printing through PaperCut MF.

● Support badge authentication.

● Support PIN authentication.

● Support remote fleet management.

● Support automatic meter collection.

● Support automatic toner monitoring.

● Support firmware updates.

7.2 Fleet Standardization

The District prefers a standardized equipment fleet.

Vendors should propose the minimum practical number of equipment models while meeting the operational requirements of each device category.

The District reserves the right to evaluate proposed equipment based upon overall fleet standardization.

7.3 Replacement Categories

The District anticipates approximately the following replacement fleet by device category. The quantities below represent the District's desired replacement configuration. Appendix A identifies the District's current equipment inventory and locations.

Device Category Estimated Quantity/Current

Models

35+ ppm Mono Printer ECOSYS P3145dn + ECOSYS

P3045dn

30+ ppm Color Printer ECOSYS P6235cdn 2

40+ ppm Desktop Mono MFD ECOSYS M3645idn 26

35+ ppm Color MFD TASKalfa 3553ci + ECOSYS

M6635cidn

45+ ppm Mono MFD TASKalfa 5003i 3

65+ ppm Mono MFD TASKalfa 7003i 15

80+ ppm Mono MFD TASKalfa 8003i 3

The quantities shown are estimates based on the District's current fleet and are provided for proposal evaluation purposes only. The District reserves the right to increase or decrease the number of devices during the term of the contract. Additional devices, replacements, or relocations shall be provided at the same unit pricing, terms, and conditions established in the awarded contract.

7.4 Equipment Specifications

All proposed devices shall meet or exceed the following minimum requirements.

Category 1 – 35+ ppm Monochrome Printer

Minimum Requirements:

● 35 pages per minute

● Network Ready

● Duplex Printing

● 550-sheet paper capacity minimum

● Bypass tray

● Automatic toner monitoring

● Compatible with PaperCut MF

● Energy Star Certified

Category 2 – 40+ ppm Desktop Monochrome Multifunction Device

Minimum Requirements:

● 40 pages per minute

● Print

● Copy

● Scan

● Fax

● Duplex Printing

● Duplex Scanning

● Automatic Document Feeder

● Network Ready

● Color Scan

● PaperCut MF Compatible

● Badge Reader Compatible

● PIN Authentication

● Scan-to-Email

● Scan-to-USB

● Energy Star Certified

Category 3 – 35+ ppm Color Multifunction Device

Minimum Requirements:

● 35 pages per minute color

● Print

● Copy

● Scan

● Duplex Printing

● Duplex Scanning

● 11 × 17 capability

● Stapling Finisher

● Hole Punch

● PaperCut MF Compatible

● Badge Reader Compatible

Category 4 – 45+ ppm Monochrome Multifunction Device

Minimum Requirements:

● Print

● Copy

● Scan

● Duplex

● Stapling

● Hole Punch

● 11 × 17 support

● PaperCut MF Compatible

Category 5 – 65+ ppm High-Volume Multifunction Device

Minimum Requirements:

● High-volume departmental copier

● Minimum 65 ppm

● Large paper capacity

● Stapling

● Hole Punch

● 11 × 17 support

● PaperCut MF Compatible

Category 6 – 80+ ppm Production Multifunction Device

Minimum Requirements:

● Minimum 80 ppm

● Production-class copier

● High-capacity feeder

● Stapling

● Hole Punch

● Large paper capacity

● PaperCut MF Compatible

7.5 Equipment Substitutions

The successful vendor shall provide the exact equipment proposed.

If a proposed model becomes unavailable due to manufacturer discontinuation or supply chain constraints, the vendor may request approval to substitute an equal or better current-production model.

Any substitution must receive prior written approval from the District.

8. PAPERCUT MF REQUIREMENTS

8.1 General Requirements

The successful vendor shall provide a complete PaperCut MF solution as part of the base proposal.

PaperCut MF licensing, implementation, configuration, training, software maintenance, and technical support shall be included for the entire forty-eight (48) month contract term.

Separate pricing for PaperCut MF licensing is not permitted.

8.2 Software Requirements

The proposed solution shall include:

● PaperCut MF software licensing

● Server installation and configuration (or hosted/cloud deployment if approved by the District)

● License management

● Software updates

● Technical support

● Administrative training

● End-user training

8.3 Google Workspace Integration

The proposed solution shall integrate with the District's Google Workspace environment.

The solution shall support:

● User synchronization with Google Workspace

● Authentication using District Google Workspace accounts

● User account management through PaperCut MF

● Secure scan-to-email using District Google Workspace email accounts

8.4 Badge Authentication

The successful vendor shall provide badge authentication on all designated multifunction devices.

The proposal shall include:

● Badge readers

● Mounting hardware

● Cabling

● Configuration

● Testing

The proposed badge readers shall be compatible with the District's existing employee identification badges.

If additional credentials are required, the vendor shall clearly identify those requirements in the proposal.

8.5 Secure Print Release

The proposed solution shall provide secure Follow-Me printing.

Users shall be able to:

● Submit print jobs to a secure print queue.

● Release print jobs using their badge.

● Release print jobs using a PIN.

● Cancel unwanted print jobs.

8.6 Scan Features

The proposed solution shall support:

● Scan to Email

● Scan to USB

● Scan to Folder

● PDF

● TIFF

● JPEG

● Searchable PDF (OCR) (preferred but not required)

8.7 Reporting

PaperCut MF shall provide reporting including, at a minimum:

● User activity

● Device utilization

● Color usage

● Black & White usage

● Environmental reporting

● Department reporting

● Device status

8.8 Administrative Access

District Technology staff shall receive administrative access to PaperCut MF.

The vendor shall provide administrator training sufficient to enable District staff to:

● Add users

● Remove users

● Configure printers

● Configure badge authentication

● Run reports

● Monitor device status

9. SERVICE LEVEL AGREEMENT (SLA)

9.1 General Requirements

The successful vendor shall provide all labor, parts, maintenance, supplies, and technical support necessary to maintain the proposed equipment throughout the forty-eight (48) month contract.

The District shall purchase paper only.

9.2 Included Services

The proposal shall include:

● Toner

● Staples

● Waste toner bottles

● Developer

● Drums

● Fusers

● Maintenance kits

● Preventive maintenance

● Corrective maintenance

● Labor

● Travel

● Firmware updates

● Software updates

No additional charges shall be assessed for these services.

9.3 Service Response

The vendor shall meet the following minimum response requirements:

Requirement Response Time

Service Call

Acknowledgement

Within 1 business hour

Remote Support Within 2 business hours

On-Site Technician Within 4 business hours

Device Restored to Service Next business day whenever possible

9.4 Loaner Equipment

If a device cannot be restored to service within two (2) business days, the vendor shall provide a loaner device of equal or greater capability at no additional cost.

The loaner device shall remain in service until the permanent device has been repaired or replaced.

9.5 Equipment Reliability

If a device requires four (4) service calls within any rolling ninety (90) day period for the same or recurring issue, the District may require the vendor to replace the device with a new device of equal or greater capability at no additional cost.

Replacement equipment shall not extend or restart the contract term.

9.6 Fleet Performance

The successful vendor shall maintain the proposed equipment in a manner that provides reliable operation throughout the forty-eight (48) month contract term.

The vendor shall monitor fleet performance and promptly address recurring equipment issues to minimize disruption to District operations.

If the District determines that equipment performance or service response is consistently below the requirements of this Agreement, the District may require the vendor to submit a written corrective action plan within ten (10) business days.

The corrective action plan shall include:

● Identification of the root cause(s)

● Corrective actions to be implemented

● Timeline for implementation

● Vendor personnel responsible for the corrective actions

● Expected completion date

The District reserves the right to require additional corrective measures if performance does not improve.

9.7 Account Management

The successful vendor shall assign the following personnel for the duration of the contract:

● One (1) Account Manager

● One (1) Service Manager

● One (1) Project Manager during implementation

The District shall be notified in writing of any personnel changes during the contract term.

The assigned Account Manager shall serve as the primary point of contact for all contract-related matters.

9.8 Customer Satisfaction

The successful vendor shall work cooperatively with District personnel to promptly resolve concerns related to equipment performance, software, supplies, training, and customer service.

The District expects a proactive partnership focused on continuous improvement throughout the contract term.

9.9 Preventive Maintenance

The vendor shall perform all manufacturer-recommended preventive maintenance.

Preventive maintenance shall be scheduled in coordination with the District to minimize disruption to instructional and administrative operations.

9.10 Annual Business Reviews

The vendor shall conduct annual business review meetings with the District.

At a minimum, each review shall include:

● Service performance

● Fleet uptime

● Meter readings

● Black and white page volumes

● Color page volumes

● Toner usage

● Outstanding service issues

● Recommendations for improving fleet performance

10. IMPLEMENTATION REQUIREMENTS

10.1 Implementation Schedule

The successful vendor shall coordinate all implementation activities with the Alcorn

School District Technology Department.

The implementation schedule shall include:

● Equipment delivery

● Equipment staging

● Installation

● Network configuration

● Driver deployment assistance

● PaperCut MF implementation

● Google Workspace integration

● Badge reader installation

● User testing

● Administrator training

● End-user training

The successful vendor shall submit a detailed implementation schedule within fifteen

(15) calendar days after contract award.

10.2 Installation Window

All proposed equipment shall be delivered, installed, configured, tested, and fully operational during the week of October 5–9, 2026.

10.3 District Responsibilities

The District will:

● Coordinate removal of existing equipment with the current vendor.

● Provide network connectivity.

● Provide electrical service.

● Coordinate building access.

● Identify installation contacts at each location.

10.4 Vendor Responsibilities

The successful vendor shall:

● Deliver all equipment.

● Install all equipment.

● Configure all equipment.

● Configure scanning.

● Configure printing.

● Configure PaperCut MF.

● Configure Google Workspace integration.

● Configure badge authentication.

● Test every device.

● Remove packaging materials.

● Train District staff.

10.5 Acceptance Testing

The District will perform acceptance testing before final acceptance.

Each device shall successfully demonstrate:

● Printing

● Copying (where applicable)

● Scanning

● Scan-to-email

● Scan-to-folder

● Badge authentication

● PIN authentication

● Secure print release

● PaperCut MF functionality

The implementation shall not be considered complete until all equipment operates to the District's satisfaction.

11. VENDOR QUALIFICATIONS

The vendor shall demonstrate experience providing Managed Print Services to public school districts or similarly sized organizations.

The proposal shall include:

● Years in business

● Corporate headquarters

● Mississippi office location(s)

● Local service office

● Number of certified service technicians serving the District

● Number of managed print customers

● Number of school district customers

References

The vendor shall provide at least three (3) references from K–12 school districts.

Each reference shall include:

● District Name

● Contact Person

● Title

● Telephone Number

● Email Address

● Number of Devices Supported

● Length of Relationship

Preference may be given to vendors with experience serving Mississippi public school districts.

12. PROPOSAL FORMAT

To facilitate proposal evaluation, all proposals shall be organized in the following order:

1. Cover Letter

2. Company Information

3. Vendor Qualifications

4. Technical Proposal

5. Proposed Equipment

6. PaperCut MF Solution

7. Implementation Plan

8. Service & Support Plan

9. References

10.Pricing Forms

Failure to follow this format may result in delays during the evaluation process.

13. PRICING PROPOSAL

The proposal shall include all costs necessary to furnish a complete Managed Print

Services solution as described in this Request for Proposals.

All pricing shall remain firm for a period of one hundred twenty (120) calendar days following the proposal submission deadline.

The District will not accept fuel surcharges, travel charges, implementation fees, software licensing fees outside those identified in the proposal, or any other undisclosed charges.

Unless specifically identified in the proposal, the District will assume all costs are included.

13.1 Pricing Requirements

The proposal shall include:

● Equipment lease

● Pricing for additional equipment added during the contract term

● Maintenance

● Labor

● Parts

● Toner

● Staples

● Preventive maintenance

● PaperCut MF licensing

● PaperCut MF implementation

● Google Workspace integration

● Badge readers

● Training

● Delivery

● Installation

● Configuration

● Network setup assistance

● Software updates

● Firmware updates

● Quarterly Business Reviews

● Fleet reporting

Paper shall be furnished by the District.

14. EVALUATION OF PROPOSALS

The Alcorn School District will evaluate all proposals to determine which proposal provides the best overall value to the District.

The District is not obligated to award the contract to the lowest-priced proposal. The contract may be awarded to the responsible proposer whose proposal is determined to be in the best interest of the District after consideration of all evaluation criteria.

All proposals shall first be reviewed for responsiveness to determine whether the proposal complies with the requirements of this Request for Proposals.

Only responsive proposals will be evaluated.

14.1 Evaluation Criteria

Responsive proposals will be evaluated using the following criteria.

Evaluation Category Maximum

Points

Total Cost of Ownership (48 Months) 35

Equipment & Technical Solution 20

Service & Support 15

PaperCut MF Solution & Google Workspace

Integration

Vendor Qualifications & References 10

Implementation & Training 5

Reporting & Fleet Management 5

TOTAL 100

14.2 Cost Evaluation

The District will evaluate the total cost of ownership for the entire forty-eight (48) month contract.

Cost evaluation may include, but is not limited to:

● Monthly lease cost

● Cost per page

● Included services

● Software

● Supplies

● Maintenance

● Warranty

● Overall value to the District

14.3 Technical Evaluation

The District will evaluate the proposed equipment based upon:

● Compliance with minimum specifications

● Ease of use

● Fleet standardization

● Reliability

● Manufacturer support

● Expandability

● Security features

● Overall suitability for District operations

14.4 Service Evaluation

Service evaluation may include:

● Response times

● Preventive maintenance

● Local service organization

● Technician availability

● Training

● Reporting

● Customer support

14.5 Vendor Experience

The District will evaluate:

● Years providing Managed Print Services

● K–12 experience

● Mississippi experience

● Customer references

● Financial stability

● Local service capability

14.6 Recommendation

Following evaluation, the District will recommend the proposal determined to provide the best overall value to the District.

The recommendation will be presented to the Alcorn School District Board of Education for consideration.

The Board reserves the right to:

● Accept any proposal.

● Reject any or all proposals.

● Waive minor informalities.

● Request clarification of proposal information.

● Award the contract in the best interest of the District.

15. CONTRACT TERMS AND CONDITIONS

15.1 Contract Award

The contract shall become effective only after approval by the Alcorn School District

Board of Education and execution by all authorized parties.

15.2 Contract Term

The contract shall be for forty-eight (48) months beginning October 1, 2026.

15.3 Insurance

The successful vendor shall maintain insurance coverage as required by Mississippi law.

Certificates of Insurance shall be provided prior to contract execution.

15.4 Compliance with Laws

The successful vendor shall comply with all applicable federal, state, and local laws, regulations, and policies.

15.5 Non-Discrimination

The successful vendor shall not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other protected classification recognized by law.

15.6 Confidentiality

The successful vendor shall maintain the confidentiality of District information and shall not disclose confidential information without written authorization from the

District.

15.7 Background Checks

Any vendor personnel requiring access to District facilities while students are present shall comply with all District visitor and security procedures.

15.8 Independent Contractor

The successful vendor shall be considered an independent contractor and shall not be considered an employee or agent of the Alcorn School District.

15.9 Right to Reject

The Alcorn School District reserves the right to reject any or all proposals, waive minor informalities or irregularities, request clarification of proposal information, negotiate with the apparent successful proposer, and award the contract in the best interest of the

District.

15.10 Estimated Quantities

The quantities identified throughout this Request for Proposals, including Appendix A, are estimates based upon the District's current printer and multifunction device fleet.

These quantities are provided solely for proposal evaluation purposes and do not constitute a guarantee or commitment by the District to purchase, lease, or maintain the exact number of devices identified.

15.11 Changes to Fleet During Contract

The District reserves the right to add, remove, replace, relocate, upgrade, downgrade, or otherwise modify equipment throughout the term of the contract to meet operational requirements.

Such changes shall not constitute a material modification of the contract and shall not invalidate the awarded agreement.

15.12 Pricing for Additional Equipment

Any equipment added during the contract term shall be provided using the same pricing methodology, discounts, lease rates, maintenance rates, and contractual terms established by the awarded proposal unless otherwise mutually agreed upon in writing by both parties.

Replacement equipment of substantially equivalent capability shall be provided at no increase in pricing whenever reasonably available.

15.13 Equipment Substitutions

If a proposed equipment model becomes unavailable because of manufacturer discontinuation, supply chain constraints, or other circumstances beyond the vendor's control, the vendor may request approval from the District to substitute an equal or superior current-production model.

No substitutions shall be made without prior written approval from the District.

15.14 Relocation of Equipment

During the contract term, the District may relocate equipment between District facilities. The District will notify the vendor of any equipment relocated between District facilities. The vendor shall coordinate any required network configuration or reconnection in accordance with the terms of the awarded contract.

16. APPENDICES

The following appendices are incorporated into this Request for Proposals:

● Appendix A – Current Equipment Inventory

● Appendix B – Vendor Pricing Forms

● Appendix C – School Locations

● Appendix D – Proposal Certification Form ( Must Be Completed)

● Appendix E – Implementation Checklist (Completed During/After Installation)

APPENDIX A

Model Location name Address City

Kyocera ECOSYS P6235cdn Alternative School Office 2101A Norman Rd Corinth

Kyocera TASKalfa 3553ci Kossuth High Office 15 County Road 604 Corinth

Kyocera TASKalfa 3553ci Kossuth Elementary Copy Room 14 County Road 604 Corinth

Kyocera TASKalfa 3553ci Kossuth Middle School Office 17 County Road 604 Corinth

Kyocera TASKalfa 3553ci Biggersville Elementary Office 571A Highway 45 Corinth

Kyocera TASKalfa 3553ci

Alcorn Central Middle School Office

8A County Road 254 Glen

Kyocera TASKalfa 3553ci District Office Federal Programs 31 Manpower Road Corinth

Kyocera TASKalfa 3553ci Biggersville High School Office 571 Highway 45 Corinth

Kyocera TASKalfa 3553ci District Office Break Room 31 Manpower Rd Corinth

Kyocera TASKalfa 3553ci Kossuth Elementary Office 14 County Road 604 Corinth

Kyocera TASKalfa 3553ci Alcorn Central Main Office 8 County Road 254 Glen

Kyocera TASKalfa 3553ci Career & Tech Main Office 2101 Norman Rd Corinth

Kyocera ECOSYS P6235cdn

Career & Tech - Marketing & Economics 2101 Norman Rd Corinth

Kyocera ECOSYS P3145dn

Alcorn County School District (Alternative School) 2101A Norman Rd Corinth

Kyocera ECOSYS P3145dn

Alcorn County School District (Alternative School) 2101A Norman Rd Corinth

Kyocera TASKalfa 7003i

Kossuth Middle School North Hall 17 County Road 604 Corinth

Kyocera TASKalfa Kossuth Elementary 4th Grade 14 County Road 604 Corinth

8003i Hall

Kyocera TASKalfa 7003i Kossuth High Lounge 15 County Road 604 Corinth

Kyocera TASKalfa 7003i

Biggersville High Room 10 (Workroom) 571 Highway 45 Corinth

Kyocera TASKalfa 7003i Alcorn Central 4th Grade Hall 20 County Road 254 Glen

Kyocera TASKalfa 7003i

Alcorn Central High School Library 8 County Road 254 Glen

Kyocera ECOSYS P3145dn

Alcorn County School District (Career & Tech) 2101 Norman Rd Corinth

Kyocera ECOSYS P3145dn District Office - Kimberly 31 Manpower Rd Corinth

Kyocera ECOSYS P3145dn Kossuth High Library 15 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Alcorn County School District (Kossuth Elem) 14 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Kossuth Elementary Pre K Closet 14 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Kossuth High School Herbert Building 15 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Alcorn Central High School - Vice Principal 8 County Road 254 Glen

Kyocera ECOSYS P3145dn Kossuth Elementary Cafeteria 14 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Kossuth Middle School Bookkeeper 17 County Road 604 Corinth

Kyocera ECOSYS P3145dn

Kossuth Elementary Office Room 122 14 County Road 604 Corinth

Kyocera ECOSYS P3145dn Kossuth High School Cafeteria 15 County Road 604 Corinth

Kyocera ECOSYS P3145dn Kossuth High School Room 11 15 County Road 604 Corinth

Kyocera ECOSYS Kossuth Middle School - Room 17 County Road 604 Corinth

P3145dn 22

P3145dn

Kosstuh Elementary Sped Building 14 County Road 604 Corinth

Kyocera TASKalfa 7003i

Biggersville Elementary Office 4-6 Grade Hall 571A Highway 45 Corinth

Kyocera TASKalfa 7003i

Biggersville Elemntary Workroom 571A Highway 45 Corinth

Kyocera TASKalfa 7003i

Alcorn Central Middle School Room 1G

8A County Road 254 Glen

Kyocera TASKalfa 8003i Kossuth Elementary Copy Room 14 County Road 604 Corinth

Kyocera TASKalfa 7003i

Kossuth Middle School Teachers Lounge 17 County Road 604 Corinth

Kyocera TASKalfa 8003i

Kossuth Elementary Building B - 1st Grade Hall 14 County Road 604 Corinth

Kyocera TASKalfa 7003i Kossuth High School Library 15 County Road 604 Corinth

Kyocera TASKalfa 7003i

Alcorn Central Middle School Workroom

8A County Road 254 Glen

Kyocera TASKalfa 7003i

Alcorn Central Middle School Stem lab

8A County Road 254 Glen

Kyocera TASKalfa 7003i

Alcorn Central Middle School Room 4C-2

8A County Road 254 Glen

Kyocera TASKalfa 7003i

Alcorn Central Elementary Copy Room 20 County Road 254 Glen

Kyocera TASKalfa 7003i

Alcorn Central Elementary 3rd Grade Server Closet 20 County Road 254 Glen

Kyocera TASKalfa 5003i

Alcorn Central High School Lounge 8 County Road 254 Glen

Kyocera TASKalfa 5003i

Kossuth High School Math Building 15 County Road 604 Corinth

Kyocera TASKalfa 5003i District Office Sped 31 Manpower Rd Corinth

Kyocera TASKalfa Alcorn Central Elementary Office 20 County Road 254 Glen

3553ci

P3145dn District Office Kimberly Woodard 31 Manpower Rd Corinth

Kyocera ECOSYS P3145dn

Career & Tech - Student Services 2101 Norman Rd Corinth

Kyocera ECOSYS P3145dn

Biggersville High School Room 104 571 Highway 45 Corinth

Kyocera ECOSYS P3145dn

Alcorn County School District (Career & Tech) 2101 Norman Rd Corinth

Kyocera ECOSYS P3145dn

Alcorn Central High School Cafe Office 8 County Road 254 Glen

Kyocera ECOSYS P3145dn

Alcorn Central Elementary Library 20 County Road 254 Glen

Kyocera ECOSYS P3145dn

Alcorn Central Elementary Cafe Office 20 County Road 254 Glen

Kyocera ECOSYS P3145dn Career & Tech Culinary Arts 2101A Norman Rd Corinth

Kyocera ECOSYS P3145dn District Office Paula Fowler 31 Manpower Rd Corinth

Kyocera ECOSYS P3145dn Distritct Office Ginger Mills 31 Manpower Rd Corinth

Kyocera ECOSYS P3145dn Career & Tech Polymer Science 2101 Norman Rd Corinth

Kyocera ECOSYS P3145dn

Alcorn Central High School Principal 8 County Road 254 Glen

Kyocera ECOSYS P3145dn

Alcorn Central Elementary School Principal 20 County Road 254 Glen

Kyocera ECOSYS P3145dn

Alcorn Central High School Coach's Office 8 County Road 254 Glen

Kyocera ECOSYS P3145dn District Office Andrea Allen 31 Manpower Rd Corinth

Kyocera ECOSYS P3145dn

Alcorn Central High School Room 7B 8 County Road 254 Glen

Kyocera ECOSYS Alcorn Central Elementary Office 20 County Road 254 Glen

M3645idn

M3645idn

Biggersville High School Ass't Principal 571 Highway 45 Corinth

Kyocera ECOSYS M3645idn

Alcorn Central High School Math Building Hallway 8 County Road 254 Glen

Kyocera ECOSYS M3645idn Bus Shop 31 Manpower Rd Corinth

Kyocera ECOSYS M3645idn

Kossuth High School Math Bulding Room 202 15 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Kossuth High School Counselor's Office 15 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Biggersville High School Counselor's Office 571 Highway 45 Corinth

Kyocera ECOSYS M3645idn

Alternative School Principal Office 2101A Norman Rd Corinth

Kyocera ECOSYS M3645idn

Kossuth Elementary - Kindergarten Room 404 14 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Alcorn County School District (Kossuth High) 15 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Alcorn County School District (Kossuth Elem) 14 County Road 604 Corinth

Kyocera ECOSYS M3645idn

District Office Food Service Director 31 Manpower Rd Corinth

Kyocera ECOSYS M3645idn District Office - Christy Irvin 31 Manpower Rd Corinth

Kyocera ECOSYS M3645idn

Kossuth Middle School - Room 10A 17 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Kossuth High School - AG Building 15 County Road 604 Corinth

Kyocera ECOSYS M3645idn

Alcorn Central High School Bookkeeping Office 8 County Road 254 Glen

Kyocera ECOSYS M3645idn

Alcorn County School District (Kossuth Elem) 14 County Road 604 Corinth

Kyocera ECOSYS Alcorn County School District 2101A Norman Rd Corinth

M3645idn (Alternative School)

M3645idn

Alcorn Central High School Counselor's Office 8 County Road 254 Glen

Kyocera ECOSYS M6635cidn

Alternative School - Mddle of Room Main 2101A Norman Rd Corinth

Kyocera ECOSYS M3645idn

Alcorn County School District (Alternative School) 2101A Norman Rd Corinth

Kyocera ECOSYS P3045dn Biggersville High School Library 571 Highway 45 Corinth

Kyocera ECOSYS P3045dn

Biggersville High School Cafeteria 571 Highway 45 Corinth

APPENDIX B

Pricing Form A

Executive Pricing Summary

Description Monthly Cost 48-Month Cost

Equipment Lease

Maintenance & Supplies

PaperCut MF (Included) Included Included

Badge Readers (Included) Included Included

Google Workspace Integration (Included) Included Included

Installation & Training (Included) Included Included

TOTAL COST

Pricing Form B

Cost Per Page

Provide the proposed cost per page for each category.

Description Price Per Page

Black & White

Color

These prices shall include:

● Toner

● Drums

● Waste Toner

● Staples

● Fusers

● Maintenance Kits

● Parts

● Labor

● Travel

● Preventive Maintenance

Pricing Form C

Proposed Replacement Equipment

For each device category, vendors shall identify the proposed equipment.

Category Qty Manufacturer Proposed Model Lease Cost

35+ ppm Mono Printer 28

30+ ppm Color Printer 2

40+ ppm Desktop Mono MFD 26

35+ ppm Color MFD 13

45+ ppm Mono MFD 3

65+ ppm Mono MFD 15

80+ ppm Mono MFD 3

Pricing Form D Required Inclusions For each item below, indicate whether the item is included in the proposal.

Item Included (Yes/No)

Delivery

Installation

Network Configuration

PaperCut MF Licensing

Google Workspace Integration

Badge Readers

User Training

Administrator Training

Automatic Toner Fulfillment

Preventive Maintenance

APPENDIX C

Alcorn Central Elementary School

20 County Road 254 Glen, MS 38846

Alcorn Central High School

8 County Road 254 Glen, MS 38846

Alcorn Career and Technology Center 2101 Norman Road

Corinth, MS 38834

Alcorn Alternative Education Center

2101A Norman Road

Biggersville Attendance Center

571 Highway 45

Kossuth High School

15 County Road 604

Kossuth Middle School

17 County Road 604

Kossuth Elementary School

14 County Road 604 Corinth, MS 38834

Alcorn School District Superintendent’s Office

31 County Road 401

APPENDIX D

PROPOSAL CERTIFICATION FORM

Alcorn School District Request for Proposals (RFP) Managed Print Services

The undersigned certifies that the proposal submitted is genuine and is not made in the interest of or on behalf of any undisclosed person, firm, or corporation.

The proposer further certifies the following:

General Certifications

● The proposer has read and understands the entire Request for Proposals.

● The proposer agrees to comply with all requirements of this Request for

Proposals unless specifically identified in the proposal's Exceptions section.

● The proposal shall remain valid for one hundred twenty (120) calendar days following the proposal submission deadline.

● The proposer is authorized to enter into a contract with the Alcorn School

District.

Technical Certifications

● All proposed equipment is new, current-production equipment.

● PaperCut MF licensing is included for the entire forty-eight (48) month contract term.

● Google Workspace integration is included.

● Badge readers are included on all designated multifunction devices.

● Installation, implementation, and configuration are included.

● Administrator training is included.

● End-user training is included.

● All maintenance, labor, parts, toner, staples, and consumables (excluding paper) are included.

● Annual Business Review meetings are included.

● Fleet monitoring and reporting are included.

● The proposed solution includes all software, licensing, hardware, implementation, configuration, training, and support necessary to provide a fully operational Managed Print Services solution for the entire forty-eight (48) month contract term.

Service Certifications

● Four (4) business hour on-site technician response is provided.

● Loaner equipment will be provided if repairs exceed two (2) business days.

● Equipment meeting the District's reliability replacement requirements will be replaced in accordance with the requirements of this Request for Proposals.

● The vendor agrees to provide all service, maintenance, firmware updates, software updates, and technical support required throughout the contract term.

Pricing Certification

The proposer certifies that all pricing contained in the proposal is complete and includes all costs necessary to furnish the proposed Managed Print Services solution.

The proposer further certifies there are no undisclosed charges, including but not limited to:

● Fuel surcharge

● Travel charges

● Delivery charges

● Installation fees

● Configuration fees

● Training fees

● Software licensing fees not identified in the proposal

● Hardware licensing fees not identified in the proposal

● Other hidden charges

Mississippi Compliance Certification

The proposer certifies that it is authorized to conduct business in the State of

Mississippi and shall comply with all applicable federal, state, and local laws, regulations, procurement requirements, and Alcorn School District policies throughout the term of the contract.

Proposal Certification Statement

By signing this Proposal Certification Form, the proposer certifies that:

● The proposal constitutes a binding offer.

● The proposer has the authority to bind the company to the terms, conditions, and pricing contained in the proposal.

● All information contained within the proposal is true and accurate to the best of the proposer's knowledge.

● All equipment, software, licensing, services, implementation, training, and support required to provide a complete Managed Print Services solution have been included in the proposal.

● The proposer has inspected and reviewed the requirements of this solicitation and has based its proposal upon the information provided by the District.

Authorized Representative

Company Name: _______________________________________________

Address: ____________________________________________________

City, State, ZIP: _____________________________________________

Telephone: _________________________________________________

Email: _____________________________________________________

Authorized Representative (Print Name): _________________________

Title: ______________________________________________________

Signature: _________________________________________________

Date: ______________________________________________________

The Alcorn School District reserves the right to verify any information contained within this proposal. Any material misrepresentation, omission, or false statement may result in rejection of the proposal, termination of any resulting contract, or other remedies available under applicable law.

APPENDIX E

IMPLEMENTATION ACCEPTANCE CHECKLIST

Alcorn School District Managed Print Services

The following checklist shall be completed by the successful vendor and reviewed with the Alcorn School District Technology Department prior to final acceptance of the project.

General Installation

Requirement Vendor District

All equipment delivered ☐ ☐

All equipment installed ☐ ☐

Equipment installed in correct locations ☐ ☐

Equipment labeled appropriately ☐ ☐

Packaging materials removed from all locations ☐ ☐

Network Configuration

Network connectivity verified ☐ ☐

Printing operational ☐ ☐

Scan to Email operational ☐ ☐

Scan to Folder operational ☐ ☐

Scan to USB operational ☐ ☐

Print drivers installed/configured ☐ ☐

PaperCut MF

PaperCut MF installed ☐ ☐

Google Workspace integration completed ☐ ☐

User synchronization verified ☐ ☐

Secure print queues configured ☐ ☐

Badge authentication operational ☐ ☐

PIN authentication operational ☐ ☐

Secure print release tested ☐ ☐

Equipment Testing

Print test completed ☐ ☐

Copy test completed ☐ ☐

Scan to Email tested ☐ ☐

Scan to Folder tested ☐ ☐

Scan to USB tested ☐ ☐

Duplex printing verified ☐ ☐

Duplex scanning verified ☐ ☐

Fax tested (where applicable) ☐ ☐

Training

Administrator training completed ☐ ☐

End-user training completed ☐ ☐

Training materials provided ☐ ☐

Documentation

The successful vendor has provided:

☐ Administrator credentials

☐ PaperCut MF documentation

☐ User guides

☐ Equipment manuals

☐ Warranty information

☐ Support contact information

☐ Escalation procedure

Final Acceptance

The District acknowledges that the equipment furnished under the awarded contract has been installed, configured, tested, and is operating in accordance with the requirements of this Request for Proposals and the successful vendor's proposal.

Vendor Representative

Name: ______________________________________

Title: _______________________________________

Signature: __________________________________

Date: _______________________________________

District Representative

Name: ______________________________________

Title: _______________________________________

Signature: __________________________________

Date: _______________________________________

7.5 Equipment Substitutions

During the contract term, the District may relocate equipment between District facilities. The District will notify the vendor of any equipment relocated between District facilities. The vendor shall coordinate any required network configuration or reconnection in accordance with the terms of the awarded contract.