7-RFP 011526 District Copy Center Replacement and Maintenance.pdf

REQUEST FOR PROPOSAL

District Copy Center Production Equipment Replacement and Service Contract

RFP# 011526

Purchasing Department Facilities Services Center Building

3935 Hwy 14 East

Proposals Due: January 15, 2026, 1:00 pm CST

TABLE OF CONTENTS

SECTION 1: INTRODUCTION / PURPOSE

1.1 OVERVIEW

1.2 CURRENT ENVIRONMENT

1.3 PURPOSE OF THIS RFP

SECTION 2: SCOPE

2.1 PURPOSE

2.2 CONTRACT TERM

2.3 COMPLIANCE WITH LAWS AND POLICIES

2.4 PROPOSAL ALIGNMENT WITH DISTRICT GOALS

2.5 GOALS AND REQUIREMENTS

2.6 SCOPE LIMITATION

2.7 BILLING REQUIREMENTS

2.8 EQUIPMENT REMOVAL AND DATA DESTRUCTION

2.9 REPLACEMENT OF FAILED EQUIPMENT

SECTION 3: PROPOSAL INSTRUCTIONS

3.1 SUBMISSION REQUIREMENTS

3.2 SCHEDULE OF EVENTS

3.3 PROPOSER EXPENSES

3.4 ORAL PRESENTATIONS

3.5 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION

3.6 DISTRICT RIGHTS

3.7 PROPOSAL VALIDITY

3.8 ALTERNATE PROPOSALS

3.9 PUBLIC Q&A (BONFIRE PORTAL)

3.10 ADDENDA

3.11 DATA PRACTICES AND PUBLIC INFORMATION

3.12 OWNERSHIP OF PROPOSALS

3.13 QUESTIONS AND COMMUNICATIONS

3.14 PUBLIC OPENING AND REVIEW

3.15 WITHDRAWAL/MODIFICATION

3.16 PROPOSAL COMPLETENESS

SECTION 4: PROPOSAL SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT AND STRUCTURE

4.2 TITLE PAGE

4.3 TABLE OF CONTENTS

4.4 EXECUTIVE SUMMARY

4.5 LETTER OF TRANSMITTAL

4.6 GENERAL COMPANY INFORMATION

4.7 REQUIRED PROPOSAL FORMS

4.8 WRITTEN RESPONSES TO ATTACHMENT D

4.9 REFERENCES

4.10 TECHNICAL SPECIFICATIONS RESPONSE

4.11 ADDITIONAL INFORMATION

4.12 FORMAT, FILE, AND ACCESSIBILITY REQUIREMENTS

4.13 BONFIRE SUBMISSION REQUIREMENTS

4.14 MANDATORY REQUIREMENTS

SECTION 5: EVALUATION AND SCORING

5.1 EVALUATION PROCESS OVERVIEW

5.2 EVALUATION COMMITTEE

5.3 MANDATORY REQUIREMENTS REVIEW (PASS/ FAIL)

5.4 EVALUATION CRITERIA AND SCORING STRUCTURE

5.5 EVALUATION CATEGORY DESCRIPTIONS

5.6 TIE-BREAKER PROCEDURES

5.7 RECOMMENDATION FOR AWARD

5.8 NON-ASSIGNABLE AWARD

5.9 DISTRICT RIGHTS

SECTION 6: BASIS OF TOTAL PRICE DETERMINATION

6.1 PRICING OVERVIEW

6.2 PROHIBITIED PRICING STRATEGIES

6.3 PRICE HOLD REQUIREMENTS

6.4 VOLUME ASSUMPTIONS FOR EVALUATION

6.5 PRICE SCORING METHOD (250 POINTS)

6.6 COST REALISM ANALYSIS

6.7 DISTRICT-REQUESTED PRICING ALTERNATES

SECTION 7: TECHNICAL REQUIREMENTS

7.1 PRODUCTION HARDWARE REQUIREMENTS

7.2 FINISHING EQUIPMENT REQUIREMENTS

7.3 PRINT QUALITY REQUIREMENTS

7.4 WORKFLOW, SOFTWARE & INTEGRATION REQUIREMENTS

7.5 PRODUCTION LAYOUT & FACILITY REQUIREMENTS

7.6 SERVICE & SUPPORT REQUIREMENTS

7.7 TRAINING REQUIREMENTS

7.8 IMPLEMENTATION REQUIREMENTS

7.9 REPLACEMENT OF FAILED EQUIPMENT

7.10 COTERMINOUS REPLACEMENT REQUIREMENT

SECTION 8: QUESTIONS, CLARIFICATIONS & COMMUNICATION RESTRICTIONS

8.1 SUBMISSION OF QUESTIONS

8.2 PUBLIC Q&A VS. FORMAL ADDENDA

8.3 VENDOR RESPONSIBILITY

8.4 DUTY TO REPORT AMBIGUITIES

8.5 RESTRICTIONS ON CONTACT

SECTION 9: PROPOSAL CONDITIONS

9.1 SUBMISSION DEADLINE

9.2 COMPLETE PROPOSAL REQUIRED

9.3 PROPOSAL VALIDITY PERIOD

9.4 PUBLIC DATA COMPLIANCE

9.5 DISTRICT RIGHTS REGARDING PROPOSALS

9.6 COST OF PREPERATION

9.7 CONFLICT OF INTEREST

9.8 NON-COLLUSION

9.9 VENDOR REPRESENTATIONS AND CERTIFICATIONS

9.10 INSURANCE REQUIREMENTS

SECTION 10: EXECUTION OF AGREEMENT

10.1 CONTRACT EXECUTION DEADLINE

10.2 GOVERNING TERMS AND CONDITIONS

10.3 NON-DISCRIMINATION

10.4 CONTRACT NEGOTIATION

10.5 TERMINATION RIGHTS

10.6 END-OF-CONTRACT & TRANSITION REQUIREMENTS

SECTION 11: FISCAL YEAR FUNDING & NON-APPROPRIATION

11.1 CONTINUATION OF FUNDING

11.2 NON-APPROPRIATION

SECTION 12: INSURANCE AND BONDING REQUIREMENTS

12.1 REQUIRED INSURANCE COVERAGE

12.2 ADDITIONAL INSURED AND CERTIFICATES

12.3 LAPSE OF COVERAGE

12.4 BONDS

SECTION 13: PERSONNEL REQUIREMENTS

13.1 BACKGROUND CHECKS

13.2 IDENTIFICATION, ACCESS, AND CONDUCT

13.3 SUPERVISION AND RESPONSIBILITY

SECTION 14: GOVERNING LAW

14.1 GOVERNING LAW AND VENUE

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SECTION 1: INTRODUCTION / PURPOSE

1.1 OVERVIEW

Rochester Public Schools - ISD#535 or the (“District”), is seeking proposals from qualified vendors to provide a comprehensive copier replacement and maintenance solution for the District’s centralized printing center, Paper Tiger. The goal of this solicitation is to modernize the production print environment, increase efficiency, improve reliability, and reduce overall operational costs.

1.2 CURRENT ENVIRONMENT

Paper Tiger serves more than 18,000 students and 2,500 employees across the District. The copy center produces approximately:

• 24 million black-and-white impressions per year, and

• 2 million color impressions per year.

Paper Tiger operates with three (3) full-time employees and currently utilizes the following production equipment:

• Four (4) Océ VarioPrint 115 print engines

• One (1) Canon imagePRESS C7010

• One (1) Duplo DB-280 Perfect Binder

• One (1) Duplo DF-920 Folding Machine

• One (1) Duplo James Burn Koilmatic Automatic Coil Inserter

• One (1) Phoenix 2700-DHP Roll Laminator

• One (1) Revo T14 Automatic Encapsulation Laminator

• One (1) Challenge Champion 305 Cutter

• One (1) Shrink Wrapper

While this RFP lists all equipment currently in use at Paper Tiger for context, the District does not intend to replace all equipment. The primary objective of this RFP is to replace and modernize the production print engines (black and white and color) and any associated finishing systems required for an optimized configuration.

The remaining finishing equipment will continue to be used and must be included under a full-service and maintenance agreement for the duration of the contract unless otherwise specified by the District or recommended by the vendor.

1.3 PURPOSE OF THIS RFP

The District has identified the need to replace aging equipment and implement a modern production print solution that:

• Improves functionality and workflow

• Increases production speed and quality

• Enhances reliability and uptime

• Supports centralized printing across the District

• Aligns with long-term financial and operational goals

The intent of this Request for Proposal (RFP) is to select a vendor that can provide a scalable, cost-effective, and high-performing production print solution to support Paper Tiger for the next contract cycle.

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SECTION 2: SCOPE

2.1 PURPOSE

Rochester Public Schools is requesting written proposals from qualified copier vendors located within an acceptable service radius to provide a full copier replacement and maintenance solution for the District’s centralized printing center, Paper Tiger. The selected partner will furnish all hardware, software, installation, service, and ongoing support required to maintain reliable, high-volume production capabilities.

Rochester Public Schools is a tax-exempt entity; no sales tax shall be included in any fee proposal.

2.2 CONTRACT TERM

The District intends to award a contract for a period of sixty (60) months, beginning on or about July 1, 2026, and ending June 30, 2031. At the District’s sole discretion, the agreement may be extended for up to twelve

(12) additional months on a month-to-month basis under the same terms, conditions, and pricing.

To maintain high service quality and ensure consistent vendor performance, the District may conduct two formal performance reviews during the first contract year and annual reviews thereafter. Vendors are expected to participate fully in these reviews and provide any requested service data, uptime reports, or corrective-action documentation.

Proposals must include a performance-based termination clause allowing the District to cancel the agreement after the first (6) months if service levels, equipment uptime, or overall vendor responsiveness are not satisfactory. The District will not accept early-termination fees or penalties associated with a performance-based cancellation.

This contract is subject to the availability of funds and annual budget approval in accordance with Minn. Stat.

§123B.77. If funds are not appropriated or otherwise made available for any subsequent fiscal year, the District may terminate the agreement without penalty, upon written notice to the vendor.

Continuation of this agreement is also subject to approval by the Rochester Public Schools School Board. If the Board does not approve continuation, the District may terminate the contract without penalty or further obligation.

The District further reserves the right to terminate the agreement, in whole or in part, for convenience with sixty (60) days’ written notice, without incurring early-termination charges.

2.3 COMPLIANCE WITH LAWS AND POLICIES

All vendors submitting proposals are expected to comply with all applicable Federal laws, State of Minnesota laws, local ordinances, and District policies.

Submission of a proposal will be considered evidence of compliance with all applicable requirements.

2.4 PROPOSAL ALIGNMENT WITH DISTRICT GOALS

Vendors must clearly demonstrate how their proposed solution supports the District’s operational, financial, and service goals described in Section 2.5. Responses should be concise, substantive, and directly tied to this RFP.

2.5 GOALS AND REQUIREMENTS

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The District is seeking a modern, reliable, and cost-effective print solution that strengthens Paper Tiger operations, supports school sites, and improves overall efficiency across Rochester Public Schools.

Proposers must demonstrate how their solution aligns with the following goals:

A. Operational Efficiency

A.1 Right-Size Paper Tiger Operations Design a production environment assuming three (3) staff members will operate five (5) machines, with workflows optimized for uptime, productivity, and turnaround time.

A.2 Shift Workload to Centralized Production Enable and encourage school sites to route as much print volume as practical to Paper Tiger in support of centralized efficiency.

A.3 Accommodate High-Volume Production Periods Proposed equipment must reliably support seasonal peaks consistent with Paper Tiger’s historical workload and curriculum-driven cycles.

B. Cost Reduction and Financial Stewardship

B.1 Reduce B/W and Color Output Costs Lower the District’s cost per impression and overall print volume expenses.

B.2 Deliver a Cost-Effective Solution Demonstrate measurable long-term savings over the 60-month contract term.

B.3 Maximize Value of Surplus Equipment Assist the District in capturing the highest residual value for equipment being removed or replaced.

B.4 Offer Optional Cost-Saving Enhancements Cost-saving or innovative options may be submitted as “alternate” proposals if they support District goals.

C. Service and Support Expectations

C.1 Provide Reliable, Local Service Provide manufacturer-certified technicians located within an acceptable service radius. Average response time must be two (2) hours or less, with service available 7:00 a.m. to 5:00 p.m. on District business days.

C.2 Provide a Single Point of Contact The awarded vendor must serve as the sole responsible entity for all equipment, service, support, and billing. Subcontractors will not be permitted.

C.3 Provide a Customer Service Portal A vendor-hosted portal must allow District staff to submit, track, and monitor service requests, supply needs, and device status.

C.4 Provide Comprehensive Contract and Warranty Coverage All equipment must include full coverage—including consumables, toner, parts, labor, warranty, and repairs—for the entire 60-month term.

D. Technology Integration and Security

D.1 Support Technology Integration Collaborate with the District’s Technology Department on print management

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D.2 Ensure Device Security and Data Protection Support secure authentication, encrypted data handling, and District-approved data wipe standards for all devices.

E. Performance Monitoring and Reporting

E.1 Establish Performance Benchmarks Include measurable performance benchmarks that support ongoing monitoring and continuous improvement.

E.2 Support District-Wide Visibility and Reporting Provide reporting that enables the District to evaluate print activity, identify trends, and inform operational or financial planning.

F. User Experience and Accessibility

F.1 Improve User Experience and Accessibility Devices and workflows must be intuitive and accessible with minimal training for Paper Tiger staff.

F.2 Standardize Production Equipment All production print engine equipment must be from a single manufacturer to streamline training, maintenance, serviceability, and consumables.

G. Sustainability and Future Planning

G.1 Reduce Energy and Maintenance Costs Proposed equipment should support reductions in energy consumption and maintenance time.

G.2 Promote Environmental Sustainability Solutions should support responsible printing practices and environmentally conscious disposal of consumables and equipment.

G.3 Provide a Scalable, Future-Focused Print Environment Solutions must scale to support future growth, curriculum needs, enrollment shifts, and evolving District operations.

H. Implementation and Transition Support

H.1 Ensure a Smooth Implementation Proposers must outline an implementation plan including delivery logistics, equipment setup, testing, operator training, and a coordinated transition from existing equipment to the new fleet.

2.6 SCOPE LIMITATION

This RFP applies solely to the equipment and maintenance services for the District’s centralized printing center, Paper Tiger. The District’s intention is to direct as much print volume as practical to Paper Tiger, and the successful vendor must design its proposed solution to fully support and strengthen this centralized-production model.

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2.7 BILLING REQUIREMENTS

The successful vendor must provide timely and accurate billing.

• Monthly invoices must be received no later than the fifteenth (15th) day of the following month.

• Annual July 1–June 30 Fiscal Year settle-up for excess copies must be received by June 30th annually.

Ongoing billing errors may result in contract termination at the District’s sole discretion.

2.8 EQUIPMENT REMOVAL AND DATA DESTRUCTION

Upon contract termination—whether through natural expiration or District-initiated termination—the vendor must remove all equipment at no cost to the District. All hard drives must be removed and destroyed at no cost to the District, and a certificate of destruction must be provided.

2.9 REPLACEMENT OF FAILED EQUIPMENT

If any machine becomes inoperable or cannot be reliably repaired during the contract term, the vendor must replace it at no additional cost to the District. The replacement equipment must be of equal or greater capability and must align with the remaining term of the existing agreement.

SECTION 3: PROPOSAL INSTRUCTIONS

3.1 SUBMISSION REQUIREMENTS

All proposals must be submitted electronically through the District’s designated eProcurement platform, Euna Procurement (Bonfire), by the deadline specified in Section 3.2. Submissions received after the deadline or through any other means will be deemed non-responsive.

Faxed, emailed, or paper submissions will not be accepted.

Upon receipt, proposals will be recorded, reviewed for compliance, and tabulated for a future recommendation to the School Board. After Board action, proposal tabulations will be made available in accordance with Minnesota law.

3.2 SCHEDULE OF EVENTS

Any changes to dates, times, or locations will be issued as a formal Addendum through Euna Procurement (Bonfire). All times are local to the Rochester Public Schools Purchasing Department.

Action Date / Time

RFP advertised and released Monday, December 15, 2025

Deadline to submit questions Friday, January 9, 2026 – 2:00 PM

District posts written Q&A / Addendum Monday, January 11, 2026

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Proposal due date Thursday, January 15, 2026 – 2:00 PM

Evaluation committee review Friday, January 16 – Friday, January 23, 2026

Oral interviews / vendor presentations

(if requested)

Thursday, January 29, 2026

School Board approval Tuesday, February 17, 2026

Implementation planning

& contract finalization

February –April, 2026

Delivery & installation window Monday, June 15–Tuesday, June 30, 2026

Full implementation / Go-live Wednesday, July 1, 2026

3.3 PROPOSER EXPENSES

The District will not reimburse any costs associated with the preparation, submission, or presentation of a proposal. All expenses incurred by the proposer are the sole responsibility of the proposer.

3.4 ORAL PRESENTATIONS

Following the evaluation of written proposals, the District may shortlist the highest-rated Respondent(s) for oral presentations. These sessions allow the District to verify proposal accuracy, evaluate key personnel, review sample output, and assess each vendor’s ability to successfully support Rochester Public Schools’ centralized printing center (Paper Tiger).

Presentation Guidelines

• Each shortlisted vendor will receive up to sixty (60) minutes, including time for District questions.

• Vendors will receive the full allotted time, even if scheduling delays occur.

• The District may request participation from key personnel, including service managers, implementation leads, and technical specialists.

• Presentation content must directly address the questions listed in Attachment D, along with any clarifications requested in advance by the District.

• Presentations will be held in person at the Facilities Services Center building, where the District

Copy Center is located, unless otherwise specified by the District.

• Vendors must arrive 10 minutes early to ensure a prompt start and must depart immediately after their session.

• The District will provide a monitor or projector; vendors must bring their own laptop or device.

• Any special A/V needs must be requested at least 48 hours in advance.

Required Vendor Personnel

To ensure the District evaluates the individuals who will actually support the contract, each presenting vendor must include the following personnel:

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• Implementation / Transition Project Manager

• Service Manager or Regional Service Director

• Lead Technician assigned to the District (if known)

• Workflow / Software Specialist (e.g., RIP, Fiery, PRISMAsync, job tickets)

• Account Manager or Sales Lead (optional)

Substitutions require District approval.

A maximum of five (5) vendor representatives may attend.

Required Presentation Content

Presentation content must directly address the questions listed in Attachment D and must cover the following topics:

A. Implementation & Transition

• Detailed installation plan and timeline

• Cutover approach from current devices to new devices

• Training plan for Paper Tiger staff

• Delivery, testing, and acceptance process

B. Service & Support

• Technician dispatch workflow and escalation procedures

• Historical and guaranteed response times

• Preventive maintenance schedule

• Parts availability and location of local inventory

• Uptime commitments and reporting

C. Technical Capabilities

• RIP/workflow demonstration (Fiery, PRISMAsync, etc.)

• Job ticketing, presets, color management, and automation features

• Remote diagnostics and fleet monitoring capabilities

• Integration with District systems (if applicable)

D. Sample Output Review

Vendors must provide sample print materials produced on the exact equipment models proposed.

Samples should reflect the type of work commonly produced by the District Copy Center and must include:

• Standard black & white text pages

• High-coverage black and color pages

• Basic color samples (charts, graphics, gradients)

• Mixed media samples using the paper weights commonly used by the District (20 lb bond, , 65 lb cover, 110 index)

• Representative finishing samples, such as stapled sets, hole-punched sets, saddle-stitched booklets, and folded sheets

These samples allow the District to verify print quality and finishing capabilities under conditions representative of the District’s production environment.

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Prohibited Activities

To maintain fairness and compliance with public procurement requirements:

• Pricing changes, discounts, or negotiations are prohibited.

• Vendors may not bring or demonstrate equipment unless pre-approved.

• Vendors may not distribute promotional items, gifts, or giveaways.

• Vendors may not record or photograph the presentation or District personnel.

• Vendors may not disclose competitor information or reference competitor pricing.

• All presented content must match the written proposal. Substitutions are prohibited unless formally clarified through an addendum.

District Recording and Documentation

The District may record presentations for internal review and scoring consistency. Recordings will not be shared with vendors.

District Discretion

The District may waive presentations if the written proposals provide a clear basis for award.

The District may ask follow-up questions or request additional documentation after the presentations.

3.5 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION

The District may request revisions, clarifications, or supplemental information from proposers at any time during the evaluation process. This may include, but is not limited to:

• Evidence of financial stability and ability to support a long-term contract

• Documentation demonstrating technical qualifications, staffing levels, and service capability

• Verification of references and performance history with other clients

• Background checks on personnel assigned to the District’s account

• Site visits or virtual demonstrations of similar equipment currently in operation

• Clarification of proposed pricing, service levels, or technical specifications

• Business continuity or disaster recovery plans related to service delivery

• Proof of manufacturer certification for technicians and service personnel

• Insurance certificates and verification of required coverage

• Organizational charts or escalation procedures for service and support

• Documentation related to data security practices and device security protocols

Proposers must comply with such requests in a timely manner. Failure to provide requested information may result in rejection of the proposal.

The District reserves the right to conduct any investigations it deems necessary to determine the proposer’s ability to perform the required services.

3.6 DISTRICT RIGHTS

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The District reserves the right to take any action it deems necessary to ensure a fair, transparent, and advantageous procurement process. These rights include, but are not limited to, the ability to:

• Negotiate modifications, clarifications, or additional terms with any proposer whose submission is deemed acceptable

• Reject any or all proposals, in whole or in part, when such action is determined to be in the District’s best interest

• Disqualify any proposal that fails to comply with the requirements of this RFP

• Waive minor irregularities, informalities, or non-material deviations in proposals

• Reissue the RFP or issue a new solicitation if deemed necessary

• Request additional information, documentation, or clarification at any time

• Accept a proposal other than the lowest-priced proposal if it provides the greatest overall value to the District

• Accept or reject any portion of a proposal, or make an award for selected services only

• Proceed with an award without further discussion or negotiation, if the District so chooses

• Terminate, suspend, or modify the RFP process at any time without obligation to any proposer

• Award the contract to a single vendor or to multiple vendors if such an arrangement is determined to be in the District’s best interest

• Make no award as a result of this solicitation

All such actions may be taken at the District’s sole discretion and without liability to any proposer.

3.7 PROPOSAL VALIDITY

Proposals must remain valid for ninety (90) calendar days following the submission deadline.

3.8 ALTERNATE PROPOSALS

The District’s intent is to evaluate proposals based on a single, clearly defined Base Proposal to ensure fair and consistent comparison of pricing, technical capability, and service delivery.

Vendors shall submit one (1) complete and compliant Base Proposal that meets all requirements of this

RFP.

Vendors may not submit alternate proposals that materially change the overall solution architecture, pricing structure, pricing model, evaluation volumes, or any mandatory technical, service, or contractual requirements of the Base Proposal.

The District will consider Pricing Alternates only as specifically requested in Section 6.7 – District- Requested Pricing Alternates. These Pricing Alternates must:

• Be optional additions to the Base Proposal

• Be priced separately from the Base Proposal

• Not modify the Base Proposal pricing, scope, assumptions, or evaluation volumes

• Not impact Base Proposal scoring unless expressly stated by the District

Pricing Alternates must be submitted only in the designated Pricing section within Euna Procurement (Bonfire) and clearly identified as optional.

Vendor-initiated alternate solutions, configurations, pricing structures, or contract models that differ from the Base Proposal may be rejected at the District’s sole discretion if they complicate evaluation, reduce comparability, or conflict with the intent of this RFP.

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3.9 PUBLIC Q&A (BONFIRE PORTAL)

All questions regarding this RFP must be submitted through the Public Q&A feature within Euna Procurement (Bonfire) by the deadline stated in Section 3.2.

Responses provided through Public Q&A are for clarification only and are not binding unless issued through a formal Addendum.

See Section 8 for full requirements governing questions, clarifications, addenda, and communication restrictions.

3.10 ADDENDA

Any revisions, corrections, or modifications to this RFP will be issued only through a written Addendum posted in Euna Procurement (Bonfire).

Addenda are contractually binding and must be acknowledged by proposers prior to submission.

3.11 DATA PRACTICES AND PUBLIC INFORMATION

Proposal submissions become public information after the proposal opening, except for data classified as nonpublic or protected nonpublic under the Minnesota Government Data Practices Act.

Proposers must clearly label any proprietary or confidential information and cite the specific legal authority supporting non-disclosure.

3.12 OWNERSHIP OF PROPOSALS

All proposals submitted become the property of the District and will not be returned.

All materials produced under any subsequent contract become the exclusive property of the District.

3.13 QUESTIONS AND COMMUNICATIONS

All communications regarding this RFP must comply with Section 8 – Questions, Clarifications & Communication Restrictions.

Unauthorized contact with District personnel may result in disqualification.

3.14 PUBLIC OPENING AND REVIEW

This is an informal proposal process. Proposals will not be read aloud at a public opening.

Proposal documents and final scoring results will become public following School Board approval of the award. Individual evaluator scoring sheets will remain confidential.

3.15 WITHDRAWAL/MODIFICATION

Proposers may withdraw or modify their submission at any time prior to the proposal deadline through the Euna Procurement (Bonfire) portal. After the deadline, proposals may not be withdrawn, modified, or supplemented for the entire proposal validity period specified in this RFP.

Once the submission deadline passes, all proposals become final and binding and may not be altered except at the request of the District.

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3.16 PROPOSAL COMPLETENESS

Proposals must be complete and include all required documentation, forms, and attachments specified in this RFP. The District may reject any proposal that is incomplete, fails to follow the required structure, or omits mandatory information.

The District may, at its sole discretion, request clarification of minor informalities; however, proposers may not submit additional substantive information after the proposal deadline.

The District’s determination of proposal completeness is final.

SECTION 4: PROPOSAL SUBMISSION REQUIREMENTS

To support a fair, consistent, and efficient evaluation process, proposers must follow the submission requirements and organizational structure outlined in this section. Proposals that do not follow the required format may be deemed non-responsive. All sections must be clearly labeled and follow the same numbering and order used in this RFP.

4.1 PROPOSAL FORMAT AND STRUCTURE

Proposals must follow the structure outlined in Sections 4.2–4.14. All content must appear in the same order and with the same section numbering used in this RFP to ensure a uniform and comparable review.

4.2 TITLE PAGE

Include a title page that identifies the vendor’s legal name, primary contact information, proposal submission date and RFP Title.

4.3 TABLE OF CONTENTS

A table of contents must be provided with section titles and page numbers.

4.4 EXECUTIVE SUMMARY

Provide a concise executive summary (one to two pages) that highlights the proposer’s understanding of the District’s needs and summarizes the proposed solution at a high level.

At a minimum, the Executive Summary should address:

• The overall proposed production print solution

• Key differentiators and value-added features

• How the proposal aligns with the District’s goals outlined in Section 2

• The proposer’s approach to service, support, and long-term partnership

The Executive Summary should be written for a non-technical audience and should not repeat detailed technical specifications contained elsewhere in the proposal.

Pricing information must not be included in this section.

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4.5 LETTER OF TRANSMITTAL

Provide a signed Letter of Transmittal, limited to one (1) to two (2) pages, that formally transmits the proposal and confirms the proposer’s intent to be bound by its contents.

At a minimum, the Letter of Transmittal must include:

• A statement confirming the proposer’s understanding of the scope of work and requirements described in this RFP

• A commitment to perform all services in accordance with the RFP and the proposer’s submitted proposal

• Identification of the individual(s) authorized to negotiate, execute, and bind the proposer contractually

• Confirmation that the designated project lead has full authority to act on behalf of the proposer during implementation, training, and ongoing support

• A statement acknowledging that the proposal will remain valid for the period specified in this RFP

• A statement confirming acceptance of the RFP terms and conditions, or identifying any exceptions submitted in Attachment F – Exceptions & Redlines Form

The Letter of Transmittal must be signed by an individual authorized to bind the proposer.

4.6 GENERAL COMPANY INFORMATION

Provide the following information about the proposing firm. Responses must be clear, complete, and concise.

Company Profile

• Legal name of business

• Business legal structure (corporation, LLC, partnership, etc.)

• Year and state of incorporation

• Number of years in business

• Corporate headquarters address

• Local office address located within District boundaries or within an acceptable service radius sufficient to meet the required response times outlined in this RFP

• Whether the business operates locally, regionally, nationally, or internationally

• Parent company, subsidiary, or affiliated entity relationships (if applicable)

Licensing and Authorization

• Proof of licensure or authorization to conduct business in the State of Minnesota

• Manufacturer authorization letter confirming status as an authorized dealer for all proposed equipment

Service Organization

• Number of manufacturer-certified service technicians available to support the District within the required service area

• Organizational chart showing service structure, escalation path, and account management model

Key Personnel

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• Resumes or professional bios (one to two pages per individual) for key personnel assigned to the District, including:

– Implementation / transition lead

– Service manager or regional service director

– Lead technician(s) assigned to Paper Tiger (if known)

– Workflow / software specialist

Risk Disclosure

• Disclosure of any material litigation, contract termination for cause, or bankruptcy involving the proposing firm or any parent or subsidiary entity within the past five (5) years

Failure to provide complete and accurate information may result in the proposal being deemed non-responsive.

4.7 REQUIRED PROPOSAL FORMS

Vendors must submit all required forms listed below. Each form must be completed, signed where applicable, and uploaded in the designated location within the Euna Procurement (Bonfire) platform.

Required Forms:

• Attachment A – Proposal Certification Form

• Attachment B – Reference Sheet

• Attachment C – Assurance of Compliance

• Attachment D – Written Response Template (Scoring Rubric Questions)

• Attachment E – Finishing Compatibility Certification

• Attachment F – Exceptions & Redlines Form

Unless otherwise specified in the Bonfire project setup, all forms must be uploaded as separate PDF documents.

Failure to submit all required forms may result in the proposal being deemed non-responsive.

4.8 WRITTEN RESPONSES TO ATTACHMENT D

Provide complete, clear, and well-organized written responses to all questions in Attachment D. These responses will form the primary basis for the scored evaluation described in Section 5.

• Responses must follow the numbering and question order in Attachment D.

• Responses must be concise, specific, and directly address each question.

• Recommended maximum length: twenty (20) pages, excluding required attachments and supporting technical documentation.

Responses that do not follow the required structure or that rely primarily on marketing language rather than substantive answers may receive lower scores.

4.9 REFERENCES

Complete Attachment B – Reference Sheet.

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The District may contact any listed reference and may request additional references at its discretion.

References from public-sector organizations, and specifically K–12 school districts operating centralized print or copy centers, are strongly preferred.

Failure to provide verifiable references may result in reduced scoring or disqualification.

4.10 TECHNICAL SPECIFICATIONS RESPONSE

Provide a complete response to each technical requirement in Sections 7.1–7.6. Include:

Responses must include, at a minimum:

• Manufacturer literature o Generic manufacturer brochures that do not clearly identify the proposed model will not be considered sufficient

• Product specification sheets

• Technical diagrams or configuration drawings, as applicable

• Workflow and process diagrams illustrating how the proposed solution functions in the Paper Tiger environment

• Required manufacturer or industry certifications

All responses must identify the proposed equipment model(s) that fulfill each requirement.

Any exceptions must be documented only in Attachment F – Exceptions & Redlines Form. Exceptions listed elsewhere in the proposal will not be considered.

4.11 ADDITIONAL INFORMATION

Vendors may include supplemental materials that enhance the District’s understanding of the proposed solution. All supplemental materials must be:

• Directly relevant to the requirements of this RFP

• Clearly labeled and referenced to applicable RFP sections

• Limited in volume and scope

Excessive marketing content, generic promotional materials, or hyperlinks to external websites may not be reviewed or considered as part of the evaluation.

The District reserves the right to disregard supplemental materials that do not materially support proposal evaluation.

4.12 FORMAT, FILE, AND ACCESSIBILITY REQUIREMENTS

To ensure consistency, accessibility, and efficient evaluation, all proposal materials must comply with the following requirements:

• All documents must be submitted in PDF format

• PDFs must be ADA-accessible and text-searchable

• All PDFs must include bookmarks that mirror the required section numbering

• File names must follow this format:

VendorName_SectionX_DocumentName.pdf

• Pricing must be submitted only in the designated Bonfire pricing form

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• Zipped files, website links, and proprietary file formats will not be accepted

Failure to follow these requirements may result in a non-responsive determination.

4.13 BONFIRE SUBMISSION REQUIREMENTS

All proposal materials must be submitted electronically through the Euna Procurement (Bonfire) platform.

Vendors must upload materials as follows:

• Narrative proposal documents in the “Vendor Response” section

• Pricing in the “Pricing Schedule” section

• All required forms in the “Required Documents” section

• Any alternates clearly labeled as “Alternate Proposal #1,” etc.

Late submissions, emailed submissions, or hard-copy submissions will not be accepted.

Bonfire system timestamps shall be the sole determinant of timeliness.

4.14 MANDATORY REQUIREMENTS

Proposals must satisfy all mandatory requirements listed below. Proposals that fail to meet any mandatory requirement may be deemed non-responsive and removed from further evaluation at the District’s sole discretion.

A. Complete Proposal Submission Proposal must include:

• All required forms (Attachments A–F), fully completed and signed

• Completed written responses (Attachment D)

• Completed reference sheet

• Title page and table of contents

• Required technical documentation and manufacturer literature

• All exceptions documented only in Attachment F – Exceptions & Redlines Form

Incomplete proposals will not advance to scoring.

B. Technical Specification Compliance Proposed equipment and software must meet or exceed all specifications in Sections 7.1–7.6.

Major deviations may result in disqualification.

C. Vendor Eligibility and Licensing Proposers must:

• Be authorized to conduct business in Minnesota

• Be eligible to contract with a Minnesota public school district

• Provide verification upon request

D. Local Service Capability Vendors must demonstrate:

• Adequate service staffing within District boundaries or within an acceptable service radius

• Manufacturer-certified technicians

• Capability to support high-volume production print environments

• Ability to meet required uptime and response time standards

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E. Submission Deadline and Method Proposals must be:

• Submitted by the stated deadline

• Submitted electronically through Bonfire

• Submitted in the required PDF formats

Late, faxed, emailed, or mailed submissions will not be accepted.

F. Acknowledgement of Addenda All Addenda must be acknowledged in Bonfire.

Failure to acknowledge required Addenda may result in rejection.

G. Adherence to Format and Instructions Proposals must follow the required structure and numbering of this RFP.

Non-adherence may result in a non-responsive determination.

H. Acceptance of Terms or Itemized Exceptions Proposers must either:

• Accept all terms and conditions as written, or

• Submit exceptions in Attachment F – Exceptions & Redlines Form

Unlisted exceptions will not be considered.

I. Conflict of Interest Disclosure Proposers must disclose any actual, potential, or perceived conflict of interest involving District employees, officials, or their immediate families.

J. Financial Stability Proposers must provide evidence of financial stability, such as an audited financial statement, annual report, or a letter from a corporate financial officer.

K. Insurance Requirements Acknowledgment Proposers must acknowledge the ability to meet the District’s insurance requirements as listed in the Terms and Conditions section.

Placement in Evaluation Process Only proposals that meet all mandatory requirements will proceed to the scored evaluation described in Section 5 – Evaluation and Scoring.

SECTION 5: EVALUATION AND SCORING

5.1 EVALUATION PROCESS OVERVIEW

The District will use a structured, multi-stage evaluation process to ensure a fair, transparent, and best-value award determination. The evaluation steps are:

1. Mandatory Requirements Review

2. Scored Evaluation of Written Proposals

3. Shortlisting of Top-Ranked Vendors

4. Oral Presentations (if required)

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5. Reference Checks and Site Visits (if required)

• Reference checks and site visits are not scored but may be used to validate proposal claims or identify performance risk

6. Final Scoring and Ranking

7. Recommendation to the Board of Education

Only proposals that pass the Mandatory Requirements Review will advance to scored evaluation.

Individual evaluator scoring sheets will remain confidential in accordance with the Minnesota Government Data Practices Act.

5.2 EVALUATION COMMITTEE

A Review Committee (“Committee”) appointed by Rochester Public Schools will evaluate all responsive proposals. The Committee may include representatives from

• Purchasing

• Finance

• Technology

• Paper Tiger operations

• Other District departments as appropriate

Committee members will independently review and score proposals.

Contact with any Committee member during the evaluation process is strictly prohibited and may result in disqualification.

5.3 MANDATORY REQUIREMENTS REVIEW (PASS/ FAIL)

The Purchasing Manager will first review each proposal for compliance with Section 4.14 – Mandatory Requirements.

Proposals failing to meet any mandatory requirement may be deemed non-responsive and will not proceed to the scored evaluation.

5.4 EVALUATION CRITERIA AND SCORING STRUCTURE

Proposals that meet all mandatory requirements will be evaluated using a 1,000-point Best Value scoring system. Category weights reflect the District’s priorities for long-term, reliable, high-volume production operations at Paper Tiger.

Evaluation Category Points

Price Proposal 250

Technical Solution 250

Service & Support Model 250

Oral Presentation (if requested) 150

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Evaluation Category Points

Implementation & Training Plan 100

TOTAL AVAILABLE POINTS 1,000

The District may adjust subcomponent scoring methods within each category, provided that category totals remain unchanged.

5.5 EVALUATION CATEGORY DESCRIPTIONS

5.5.1 PRICE PROPOSAL – 250 POINTS

The Committee will evaluate pricing based on the total cost of ownership for the full sixty (60)-month contract term.

Pricing evaluation will include, but is not limited to:

• The all-inclusive monthly cost for the base solution (equipment, service, supplies excluding paper, software, workflow, training, and support)

• Black-and-white and color cost-per-impression rates evaluated using the District’s stated annual volumes.

• Confirmation that all required consumables are included in the monthly pricing

• Pricing for District-requested optional equipment and alternates, submitted separately from the base proposal

• Cost realism, sustainability, and long-term pricing stability

• Pricing transparency, clarity, and the absence of hidden fees, surcharges, or minimum volume requirements

Pricing will be evaluated using the scoring methodology described in Section 6.3.

5.5.2 TECHNICAL SOLUTION – 250 POINTS

Ealuation focuses on whether the proposed technical solution supports high-volume, districtwide production needs:

• Print engine throughput, duty cycle, and rated monthly volumes

• Finishing capabilities (saddle stitch, coil, folding, trimming, etc.)

• Workflow automation and production efficiency

• Compatibility with District systems and authentication tools

• Ability to meet goals outlined in Section 2

• Mixed-media performance (coated, uncoated, heavy cover stock)

• Device security and data protection

• Environmental sustainability and energy efficiency

• Scalability for curriculum and volume growth

Higher scores reflect clear technical advantages and demonstrated production-grade reliability.

5.5.3 SERVICE & SUPPORT MODEL – 250 POINTS

This category carries significant weight due to its operational impact. Evaluation will consider:

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• Number of local manufacturer-certified technicians

• Service coverage within District boundaries (or approved radius)

• Documented response-time commitments (2 hours preferred)

• Uptime guarantees and service-level metrics

• Availability of parts, toner, and critical components

• Preventative maintenance and calibration schedules

• Vendor technical portal, ticketing, and reporting capabilities

• Escalation procedures and account management structure

Higher scores reflect strong evidence of high uptime, rapid response, and long-term service reliability.

5.5.4 ORAL PRESENTATION – 150 POINTS

Shortlisted vendors may be invited to give a structured oral presentation. Evaluation will focus on:

• Clarity and depth of the proposed solution

• Demonstrated understanding of Paper Tiger’s workflow and environment

• Quality of workflow design, equipment layout, and rationale

• Accuracy and technical credibility of responses

• Strength and preparedness of the actual implementation/service personnel

• Consistency between the written proposal and the presentation

Vendors may not introduce new pricing or materially new technical content not included in the written proposal.

If oral presentations are conducted, they will be scored as part of the final evaluation. If oral presentations are waived, the District reserves the right to either redistribute these points among written evaluation categories or reduce the total available points accordingly.

5.5.5 IMPLEMENTATION & TRAINING PLAN – 100 POINTS

Evaluation will consider the vendor’s readiness to execute a smooth and timely transition:

• Installation timeline and project management structure

• Removal and disposal of existing equipment

• Training plan for Paper Tiger operators and District staff

• Driver deployment, authentication setup, and workflow configuration

• On-site support during cutover

• Risk mitigation and contingency planning

Higher scores will be awarded to vendors demonstrating a clear, well-structured, and low-risk deployment approach.

5.6 TIE-BREAKER PROCEDURES

If two or more vendors receive identical final scores, the District may apply the following tie-breakers, in order:

1. Lower total evaluated cost

2. Stronger service-level commitment (response time, uptime)

3. Superior workflow or equipment efficiency

4. A follow-up interview or clarification meeting

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5.7 RECOMMENDATION FOR AWARD

The Committee’s final evaluation results and recommendation will forward the recommendation to the Rochester Public Schools Board of Education for approval and authorization to execute a contract.

5.8 NON-ASSIGNABLE AWARD

The awarded contract will be made solely to the successful vendor.

The contract may not be assigned, transferred, or subcontracted without prior written approval from the District.

5.9 DISTRICT RIGHTS

The District reserves the right to:

• Reject any or all proposals

• Waive minor informalities or irregularities

• Request additional information or clarifications

• Conduct reference checks or site visits

• Reissue or revise the RFP solicitation

These rights may be exercised at the District’s sole discretion and in its best interest.

SECTION 6: BASIS OF TOTAL PRICE DETERMINATION

6.1 PRICING OVERVIEW

All pricing must be submitted as a fixed, all-inclusive monthly cost over a sixty (60) month contract term.

The District’s all-inclusive monthly cost and cost-per-impression rates shall apply regardless of actual usage levels, subject only to clearly defined volume-based discounts disclosed in the Pricing Form.

Vendors may internally structure pricing as a lease, lease-to-own, financed purchase, or other method;

however, for evaluation purposes, the District will only consider the all-inclusive monthly cost submitted in the Pricing Form.

Vendors shall not submit separate “cash,” “lease,” or alternative pricing structures for the base proposal.

Any such information may be provided for informational purposes only and will not be evaluated.

The proposed monthly cost and cost-per-impression rates must include, at minimum:

• All equipment costs required to replace the District’s existing production print engines with equipment of equal or greater capacity, throughput, and durability, and to fully support all existing Paper Tiger finishing equipment as described in Section 1.

• All service, repairs, labor, and travel

• All consumables except paper (including toner, developer, drums, fusers, imaging units, staples, and finishing supplies)

• Preventative and corrective maintenance

• All software required to operate the proposed solution, including workflow or production management tools

• Firmware updates, security patches, and software upgrades

• Remote monitoring, diagnostics, and automated supply replenishment

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• Delivery, installation, configuration, and removal of equipment

• Initial and refresher training for District staff

All items listed above must be included at no additional cost.

6.2 PROHIBITIED PRICING STRATEGIES

To ensure pricing comparability and prevent unexpected operational costs, the following practices are strictly prohibited:

• Minimum monthly impressions or “base click” requirements

• Overuse or underuse penalties

• Toner, developer, or consumable surcharges

• Administrative, environmental, warehouse, or delivery fees

• Network support fees or charges for connectivity troubleshooting

• Charges for firmware updates, remote diagnostics, or service reporting

• Any fee not clearly identified in the vendor’s Pricing Form

Proposals containing any of the prohibited practices above may be deemed non-responsive.

6.3 PRICE HOLD REQUIREMENTS

All pricing— including monthly fixed costs, click rates, service charges, and any software licensing included in the proposal—must remain firm for the full 60-month contract term.

Price increases during the contract term will not be permitted.

6.4 VOLUME ASSUMPTIONS FOR EVALUATION

For pricing comparison purposes only, the District will evaluate proposals using the annual production volumes currently generated by Paper Tiger:

• 24 million black-and-white impressions per year, and

• 2 million color impressions per year

These volumes reflect the District’s current high-volume production environment and are used solely to calculate the evaluated cost during scoring. Actual usage may increase or decrease based on curriculum needs, seasonal demand cycles, and District-wide initiatives. These volumes are not guaranteed.

Volumes in excess of the District’s estimated usage shall not result in higher cost-per-impression rates, surcharges, or renegotiation of pricing.

Vendors may offer volume-based discounts for impressions above these levels, provided that:

• No minimum volume commitments are required

• No penalties are assessed for lower volumes

• All discounts are clearly listed on the Pricing Form

Vendors must also disclose any color coverage…