INVITATION FOR BIDS

Print Management Services

For

DeSoto County School District

September 17, 2026

Vendors:

The DeSoto County School District (the “District”) is soliciting bids for certain managed print strategy pursuant to “Print Management Services” We are looking for the most economical, best priced option for our District with a robust, remote-access monitoring solution, and an installation plan that will cause the least disruption to our schools and support sites.

Bids will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, until 4:30 pm, CST, October 19, 2026. Neither dating of the bid, nor placing it in the mail by this date will meet legal requirements. All bids must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified. The DeSoto County School Board of Education reserves the right to reject any and/or all unpriced proposals received and to waive any and all informalities.

If submitting a paper bid, it shall be typed and any changes that are made must be initialed. No changes shall be allowed after the bids are opened. The DeSoto County School District shall not be responsible for any errors or omissions. Bids may be hand delivered, mailed, or submitted electronically. Paper bids must be submitted in a sealed 8” x 10” or larger envelope. Please label outside envelope or shipping box as follows or the bid may be rejected:

Attn: Jenifer Hale, Purchasing Manager Print Management Services

#417-PMS-DCS27

October 19th, 2026 @ 4:30 p.m. CST Name of company or person submitting bid

NOTE: It is the respondent’s responsibility to see that its bid is received by the Bidding Office at the aforesaid address prior to the bid opening date and time. Each bidder is responsible for all costs incurred in preparing and delivering its bid.

If any Bidder contemplating submitting a bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by 12:00pm, http://www.centralbidding.com/

CST, October 9th 2026. by email to www.dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Schedule of Required Submittals and Signature Sheet and returning it with their bid.

Questions received after the mentioned deadline for Written Questions/Clarifications shall not be considered.

Revisions:

The District will be the sole determinants of whether any revisions/addenda should be issued as a result of any question or other matters, and may extend the bid deadline, if in the District’s judgment such information significantly amends this solicitation, or makes compliance with the original proposed due date impractical. All properly received bids will be opened at 5 East South Street, Hernando, MS 38632 on the date and at the time stated above and will be read to the public. An evaluation of the bids will be conducted after the opening and submitted to the District’s Board of Education or Trustees for approval when the evaluations are complete. The District reserves the right to reject any and all bids received for any reason, to waive any bid informality and to negotiate further with any bidder.

If it becomes necessary to revise any part of this Invitation For Bid, specifications and related documents prior to the assigned return date, the Purchasing Manager will send the revision via email to all parties to whom the Bidding Agent has sent the Invitation for Bids and related documents. Vendors must adhere to the due date for Invitation For Bid/Questions listed on the Invitation For Bid Schedule of Events.

Sincerely, Stacy Hadley Executive Director of Financial Services

(Remainder of page intentionally left blank.)

http://www.dcs.purchasing@dcsms.org

Bid Coversheet Board of Education DeSoto County School District 5 East South Street Hernando, MS 38632

School Board Members:

Having examined the specifications outlined on the attached pages, the undersigned firm agrees to furnish and deliver items and provide services according to your specifications and instructions at the indicated prices. The undersigned firm understands and accepts the instructions and conditions under which this bid is being submitted.

This bid consists of this Bid Coversheet, a Bid, Ven d o r Pricing Form, General Conditions/Specifications, Detailed Specifications, and Invitation For Bid Forms all of which are attached to this Bid Coversheet. The undersigned understands that a company officer’s signature is required on each form, and unless this has been done, the firm’s bid may be considered incomplete and therefore rejected. Also, included is a list of commercial references and other required information.

FIRM: BY: __

ADDRESS: TITLE: _

STATE: TELEPHONE: _

DATE: CELL PHONE: _

EMAIL:

GENERAL CONDITIONS/SPECIFICATIONS

The DeSoto County School District (the “District”) is soliciting bids for a certain managed print strategy pursuant to a Print Management Services, (the “Agreement”).

Bids will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, until 4:30 pm, CST, October 19, 2026. Neither dating of the bid, nor placing it in the mail by this date will meet legal requirements. All bids must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified. The DeSoto County School Board of Education reserves the right to reject any and/or all unpriced proposals received and to waive any and all informalities.

Please address any questions to dcs.purchasing@dcsms.org. The bids will be opened in the Central Office of DeSoto County Schools at the address and on the date and time noted above. All bids must be submitted on or before the aforesaid deadline time and date. Envelopes containing bids must be plainly marked “Print Management Services” along with the name and address of the bidder and the IFB number. Any notations appearing on the outside of an envelope containing a sealed bid that purport to amend the bid in any manner will not be considered.

Once submitted, a bid may not be withdrawn for a period of forty-five (45) days following the scheduled opening date.

The District reserves the following rights:

1) To appoint or authorize a person or persons to evaluate bids and make decisions on matters pertaining to bids received.

2) To reject any and/or all bids and to waive any informalities.

3) To adjust quantities of supplies or services involved under any item in accordance with the unit price submitted as part of the bid.

4) To determine the lowest and best bid submitted by a qualified vendor.

Bidders must be licensed to do business in the State of Mississippi. A non-resident bidder domiciled in a state having laws granting preference to local vendors must be awarded Mississippi contracts only on the same basis as the non-resident bidder’s state awards contracts to Mississippi vendors. Mississippi vendors will be granted preferences over non-resident vendors in the awarding of public contracts in the same manner and to the same extent as provided by the laws of the state of domicile of the non-resident vendor. When a non-resident vendor submits a bid, the vendor must attach to the bid a copy of its resident state’s current law pertaining to such state’s treatment of non-resident vendors. The non-resident vendor must also attach to its bid evidence of its state of incorporation and principal place of business and a certificate of good standing evidencing that the vendor is qualified by the Mississippi Secretary of State to do business in Mississippi.

http://www.centralbidding.com/ mailto:dcs.purchasing@dcsms.org

PRICES

Prices must be shown on the attached Vendor Pricing Form supplied for this purpose. All bids must be FIRM PRICES, free of any escalator clauses. Prices must include any taxes. The District will furnish tax-exemption certificates for State and Federal taxes where applicable.

BILLING

See Section IV of Terms and Conditions for billing instructions. Payment will not be made for services that have not been rendered.

SOURCE OF VENDOR FINANCING

Any source(s) that a potential vendor utilizes financially to fund the Agreement must be completely transparent to the District. The District will have no communication or accept any communication from any third party, including any entity providing financing for a vendor, during the vendor’s bid preparation or during the term of the Print Management Services Agreement for Copying and Printing Services. The District will not sign or be a party to any third-party financing agreements, and the vendor will remain responsible to the District in all respects under the Agreement.

VENDOR REQUIREMENTS

The successful vendor must provide, among other things, the following:

(a) Equipment and service to the District required for the vendor to fulfill its obligations under the Agreement;

(b) 4-hour maximum response time for service and one-hour maximum phone response time by the vendor under the Agreement;

(c) A project manager for the installation of equipment who will oversee all aspects of the installation under the Agre e m ent from start to finish, including connectivity and training.

The project manager will work hand in hand with a designated District contact on a continual basis (working hours) until the District deems that the installation is complete.

To be clear, it is mandatory that the installation be conducted in continuous days, without interruption, start to finish until all products and services required by the Agreement are in place and operational in the District;

(d) Remote monitoring of all networked placements for the purpose of supply replenishment, maintenance, and service under the Agreement;

(e) Maintain minimum insurance requirements listed in Section II and provide the District with a current certificate of insurance at all times throughout the entirety of the Agreement term.

LIQUIDATED DAMAGES

The vendor must acknowledge that the equipment required by the Agreement must be completely installed and operational in the District by February 28, 2027. The vendor must agree to pay liquidated damages in the amount of $100 per day per school in any District where the equipment is not completely installed and operational by the stated date. The liquidated damages will continue to accrue for each school until all the equipment is completely installed and operational at that school. Any liquidated damages will not be imposed as a penalty, but will constitute the parties’ estimate of the damages that will result to a District if the foregoing deadline is not met.

The Agreement entered into with the successful vendor will contain the liquidated damages provision described in this IFB.

VENDOR

Vendor must perform the following duties:

(a) employ only persons skilled in the performance of the services required under the Agreement;

(b) screen each employee by requiring reasonably satisfactory character references before hiring;

(c) furnish each employee with a form of identification showing the name of the employee and clearly showing that he is an employee of the Vendor;

(d) direct its employees to be neatly attired during the performance of the services hereunder;

(e) insure no smoking, drug or alcohol use, interactions with students, foul language, yelling or fighting will be permitted on the District’ properties;

(f) comply with and inform its employees of safety and health requirements necessary to comply with the 1970 Williams-Steiger Occupational Safety and Health Act (OSHA);

(g) designate a supervisor who will be instructed to check the quality of services provided by

Vendor employees in performing the Agreement;

(h) comply with the Immigration Reform and Control Act of 1986, Mississippi Employment

Protection Act (Senate Bill No. 2988) of 2008, and any other applicable state and federal laws;

(i) maintain a license to do business in the State of Mississippi;

(j) be responsible for bodily injury and/or property damage caused as a result of services provided or equipment installed.

DAMAGE CAUSED BY SUCCESSFUL BIDDER

The District will hold the successful bidder responsible for bodily injuries and damage caused to individuals or the buildings or assets of the District under all conditions.

Agreed to:

FIRM

BY

TITLE

DeSoto County School District

Print Management Services

Detailed Specifications

INDEX

Section I Definitions

Section II Invitation For Bid Specifications

Section III Invitation For Bid Instructions

Section IV Terms and Conditions

Section V Schedule of Required Submittals and Signature Sheet

Section VI References

Section VII New Equipment Request

Section VIII Vendor Pricing Form

Section IX DeSoto County School District, Print Management Services

Section I

Definitions

Addendum: A written instrument, issued solely by the Purchasing Manager, acting on behalf of the District that details amendments, changes or clarifications to the specifications and terms and conditions of this IFB. Such written instruments shall be the sole method employed by the District to amend, change or clarify this IFB, and any claims (from whatever source) that verbal amendments, changes or clarifications have been made will be summarily rejected by the District.

Agreement, Contract or Purchase Order: An Agreement, in substantially the form hereto as Section IX, will be entered into by the District and the winning bidder as the result of the Invitation For Bid.

Awarded Vendor: Vendor selected based on lowest and best response.

Bidding Coordinator: DeSoto County School District, Attention: Jenifer Hale

CPI: Cost per Image

Digital Multifunctional Device: (MFD) Copier that can also print, scan and fax.

Evaluation Criteria: To ensure fairness to respondents, but protect the District, the Invitation For Bid evaluation and award will be based on scores. Each of the categories is assigned a weighted percentage with the sum of all categories equaling 100 percent.

Invitation For Bid: Invitation For Bids, also referred to herein as IFB.

Invitation For Bid Closing/Closing Date: The date and time specified in this Invitation For Bid by which the bid must be received. Bids received after such date and time shall not be considered valid.

May, Should: Indicates something that is requested but not mandatory. If the Vendor fails to provide requested information, the District may, at their sole option, either request that the Vendor provide the information or evaluate the Invitation For Bid without the information.

Respondent: Individual or company submitting a bid in response to this Invitation For Bid.

Shall, Must, Will: Indicates a mandatory requirement. Failure to meet mandatory requirements will invalidate the bid or result in rejection of a bid as non-responsive.

The District: DeSoto County School District

Vendor: Respondent to the Invitation For Bid

Section II

Invitation For Bid Specifications

GENERAL SCOPE OF WORK

The District is soliciting bids from qualified vendors for the implementation and servicing of print devices and MFD’s for all school locations, support services and other District offices and facilities. The District intends to select one (1) vendor which has submitted the lowest and best bid and which satisfies the Invitation For Bid’s minimum requirements for new print devices including MFDs. Single Manufacturer is preferred for District consistency. This program will include service dispatching, as well as, a proactive service that provides web portal access to the District for viewing the copier fleet, device status, supply levels, and device utilization.

Respondents must submit a bid based on a cost per impression charge (CPI). The equipment to be installed under the Agreement is listed in Section VII. The equipment will be installed in the various schools and other buildings of the District as directed by the District.

Following are the firm specifications which the District requires:

Vendor Qualifications For Evaluation Process and Requested Services (Place in sequential order as in the Invitation For Bid for evaluation purposes.)

1) Company Information:

(a) Provide a company overview, including dates of incorporation, number of employees, number of service technicians, and list of all related entities.

(b) Are you a part of a larger company? If so, briefly describe the degree of corporate support.

(c) How many customers do you currently service?

(d) What is your company’s mission or corporate philosophy statement? What is your company’s focus (cost, quality, etc.)? How do you differentiate your company from your competitors?

(e) Do you provide training requirements for all service technicians along with any required certifications?

(f) Where are your warehouses and service locations? Corporate headquarters?

(g) Describe your company’s green initiative and how your products are energy saving and environmentally safe and friendly.

2) Insurance Requirements:

Bids will not be accepted unless they are accompanied by a current Certificate of Insurance. The following minimum insurance requirements must be met or the bid will be considered incomplete and therefor rejected:

(a) Commercial General Liability – In an amount of $1,000,000.00 per occurrence with

$2,000,000.00 aggregate;

(b) Commercial Auto Liability – Combined Single Limit in an amount of $1,000,000.00;

(c) Worker’s Compensation Limits: Statutory-State of Mississippi. Policy must include a waiver of subrogation in favor of DeSoto County School District

(d) Employers’ Liability: $100,000.00 Each Accident; $500,000.00 Disease Policy Limit;

$100,000.00 Disease Each Employee;

(e) Awarded Vendor must name the DeSoto County School District as additional insureds on the General Liability Policy and Automobile Policy; and

(f) Proof of coverage must be placed on file with the District by the Awarded Vendor and kept current throughout the term of this Agreement.

3) Equipment Technical Specification:

All printer/MFD devices (or the overall package, as appropriate) must include the features and/or meet the requirements noted below:

(a) New manufactured print and/or multifunctional devices Single Manufacturer Preferred, with no used, refurbished or replacement parts, and not used since manufactured. (No refurbished or remanufactured).

(b) The most current models in production, Single Manufacturer Preferred, with the most current software/firmware version, and not scheduled for retirement/obsolescence.

(c) No reduction in the mandatory page per minute speeds for each unit listed in Section VII of the IFB will be allowed. The speeds and applications have been determined by the District based on the historical and anticipated use of each unit.

(d) All devices must be network compatible and come standard with an internal NIC.

(e) Operable as network printers capable of receiving print requests from any networked PC.

(f) MFD’s must be operable as “walk-up” copiers even if temporarily disconnected from the network.

(g) All Mono Printers, Color Printers, and Desktop MFD’s must have laser technology.

(h) All devices must be supplied with OEM consumables, Single Manufacturer Preferred, and

OEM parts ONLY. No compatible or “branded” toners, consumables, or parts of any kind, will be considered.

(i) All proposed equipment should have print controller language (PCL or UFRii). PostScript versions of your print drivers must be available upon request for each device model.

(j) All upgrades to software must be included in the original price, including costs to operating upgrades the school implements.

(k) Color simplex and/or duplex scanning to standard image formats including PDF, TIFF, and JPEG; transmission to email and network folders;

(l) Color scanning as a standard on all MFD units, including desktop units;

(m) Secure/PIN mailbox for delayed printing, minimum capacity of one hundred (100) inboxes per MFD;

(n) Email phonebook, minimum capacity of two hundred (200) addresses per MFD device;

(o) Cost center/accounting code capability, minimum four (4) digits, minimum capacity of fifty (50) codes per MFD device;

(p) Standard user interface across all models (light production machines may vary);

(q) Accommodate the standard paper sizes of letter, legal and ledger, unless otherwise stipulated and paper weights (20 lb. to 110 lb.), including minimum 30% post-consumer waste recycled content;

(r) Multi-position stapling with the exception of the desktop units;

(s) Offset stacking/collating with the exception of the desktop units;

(t) Reduction/enlargement from 25% to 400%;

(u) MFD’s Capable of 3 Hole Punch where requested.

4) Requirements for Delivery, Installation, Testing & Training:

(a) Awarded Vendor will be responsible for the delivery, installation configuration, monitoring software, and testing of all print devices, in coordination with the designated contact person and office of information technology (“IT”) staff for the District. All of these items must be included as part of the Agreement pricing.

(b) Awarded Vendor must setup, pre-configure, and tag all devices offsite prior to delivery and installation at the district locations in order to speed up the implementation process. All desktop printers and MFD’s when delivered should be configured in a plug-and-play like condition and the larger floor-standing MFD’s when delivered should only need minor assembling required and, in a plug -and-play like condition. The District understands there may need to be minor configuration adjustments during or immediately after installation, but the majority of settings must be pre-configured offsite.

(c) Awarded Vendor must have the resources capable of installing the devices at multiple sites concurrently.

(d) Once installation begins, the awarded Vendor must be capable of installing the devices on a continuous day-to-day basis, excluding weekends and holidays, until all devices are completely installed unless other agreeable arrangements are made with the District and awarded Vendor during post-award negotiations.

(e) Awarded Vendor must provide the District with an implementation schedule by location and installation progress reports through either in-person and/or virtual meetings as well as through an online accessible system.

(f) Awarded Vendor must specify all electrical requirements, including any necessity for special electrical receptacles, dedicated lines, etc. Awarded Vendor must provide an adequate surge protection device for each A3 MFD, as required, as part of the Agreement pricing.

(g) Awarded Vendor must provide hard-copy manuals/use, and one “quick reference” card, sheet or booklet for each print device. An electronic version is suitable as well.

(h) Awarded Vendor must identify, by name and qualifications, the person who will be responsible for overseeing the installation and configuration of the print devices in the schools.

(i) The Awarded Vendor must provide a typical implementation plan as part of its bid.

This implementation plan should address in detail the following:

• Pre-installation planning as it pertains to equipment configuration(s) before arrival.

• Number of vendor staff that will be applied to the installation including the responsibilities of each member.

• Method of training and setup for end user, staff and administrative user codes

• A list of all requirements/functions to be provided by the District’ IT personnel, including but not limited to the resource commitment for IT to complete the project.

• Provide the site survey components for print device installs, including but not limited to, network connection, power connection, IP address, etc.

(j) Existing equipment staging for removal, i.e. wooden pallets and shrink wrap. The Awarded Vendor will be provided floor plans that indicate the locations, models and serial numbers of the units to be removed. The Awarded Vendor will not be staging units included in the buyout, if applicable, of the current contract and will not be responsible for any part of the current equipment removal beyond the staging phase unless otherwise negotiated with the District. The District will provide a staging area or areas for the equipment scheduled for removal.

(k) Installed print devices will be deemed “accepted” by the District after 30 continuous days of operation without difficulty or failure. Describe your procedures for resolving or replacing any unacceptable equipment.

(l) Who will provide full contractual training and ongoing support for the end users, staff, and administration?

Awarded Vendor must set a training schedule and provide training to the District staff on the aspects of print devices upon installation and as needed thereafter. Training will generally be provided in three categories:

• End-Users: Small group demonstrations to the District end-users on general copier functions and features.

• Key-Operators: In-depth training for a minimum of two “key-op users” for each of the District’ locations.

• IT Staff: Any and all specialized network connectivity, configuration and other information technology training as required for the Information Technology staff.

5) Account Management/Monitoring Specs:

(a) Awarded Vendor must provide equipment, service, supplies and remote monitoring to the District. The remote monitoring tool must be utilized by the Vendor for all servicing and supplying of the hardware.

(b) The Awarded Vendor must not subcontract or assign support, supplies, service, or any part of this Invitation For Bid or Agreement to any third party. The District will not accept any communication from any third party for the entirety of the Print Management Services.

(c) A connection will be provided for the Awarded Vendor for the purpose of a print device remote monitoring/management system supplied by the Awarded Vendor, preferably web-based, that allows both the District and Awarded Vendor to monitor copier use and status; automated meter readings; programming of copier functions;

service responses, uploading/editing of phonebooks, mailboxes and cost centers;

standard and customizable reports of use/production; and related functions/services.

(Use of fleet management system for automated supply ordering and submission of service calls would be a plus.) Awarded Vendor must provide this monitoring software. Describe this software for your devices. What is necessary to provide device monitoring and management? Explain procedures, if different.

(d) Describe the method by which supply items would be obtained, the proposed shipping method and lead time for receiving such products. The Awarded Vendor shall be responsible to deliver to the user location with automated shipping of needed supplies with next day delivery. Shipments must be identified with school name, room location, and unit ID number for which the supply is intended.\

(e) The awarded Vendor shall be responsible for having one extra toner cartridge, for each model (not each device), at each location, for back up use at all times.

(f) The key operators for each location will be responsible for handling and installing toner cartridges and any user installable consumables. Describe the ongoing resource commitment for the District’ IT personnel.

(g) Preventive maintenance will be regularly scheduled based on the recommended preventive maintenance cycle of each print device. Each software/firmware upgrade or part/ component upgrade will be scheduled within 60 days of release of the upgrade.

(h) Preventive maintenance will be scheduled between 8:00 a.m. and 4:00 p.m., Monday to Friday, unless otherwise agreed on a case-by-case basis.

(i) Awarded Vendor will provide a per copy credit for all images made during the course of preventative maintenance and/or service.

(j) Provide an ongoing project manager to maintain on-site visits with each school location on a quarterly basis (each 90 days for the life of the agreement) to ensure product satisfaction and all necessary training is being properly addressed. Provide their name(s) and contact information, qualifications, years of service with your firm, and the number of years worked in the industry. Please provide examples of how this will be accomplished.

(k) Awarded Vendor must provide on-site quarterly account reviews. These reports will be provided showing volumes and service related issues for the District as a whole, by school locations, and by end user print and copy volumes. Please provide examples of how this will be accomplished. Details of the information your company will provide in these reviews is as follows:

• Current page counts of all print devices by end users by location

• Total number of service calls by location by device

• Service call response times by device

• Service completion times by device

• Prints between device failures by device

• Volume credits related to service and maintenance

• Additions/removals of equipment if applicable

• Any ongoing training events

5-A) User Management Software Solution Specifications

The District requires a User Management solution that will track print and copy usage by user for all network print and copy devices within the district. This solution will also provide the District with the ability to implement printing rules and pull/secure printing.

The proposed solution shall provide the following minimum requirements:

System Administration

a. Preferably a web-based interface for ease of access and where multiple users can centrally manage the software.

b. Dashboard showing charts and graphs of the overall state of the print fleet.

c. The ability to import users into the system using Active Directory.

d. The ability to segment users into groups.

e. The ability to segment printers into groups.

f. The ability to remotely push out embedded software to MFP’s.

g. Easily set customizable printing rules.

Pull Printing/Secure Print The system shall have the ability to implement and administer pull/secure printing.

The pull/secure printing features shall include but not be limited to the following:

a. The ability to hold print jobs in a queue until the job is released at the print device.

b. The ability to print to a queue and release the job at any device that is associated with that particular queue.

c. The ability to release jobs using a variety of methods such as PIN codes, proximity cards, release stations, web enabled devices, mobile apps, MFP’s with embedded software, etc...

Tracking and Reporting

a. The ability to track print jobs originating from a variety of operating systems including Windows, MacOS, and Chrome.

b. The ability to track walk-up copying, scanning, and faxing on copiers/MFP’s and report the usage back to the system database.

c. Tracked printing data per print job shall include but not limited to:

a. Name or identifier of user.

b. Name or identifier of printer.

c. Name of computer.

d. Name of document printed

e. Date and time of when the job was printed.

f. Application or process name used to print the job.

g. Color pages printed.

h. Mono pages printed.

i. Number of duplex pages.

d. The system shall be able to generate customized reports.

e. A combination of reports shall be able to be generated at one time and set on an automated, recurring schedule to email to a various number of specified recipients.

Rules and Print Policies The system shall have the ability to enforce and/or encourage users to abide to district print policies through the deployment of printing rules.

The Rule features shall include but not be limited to the following:

a. User Quota’s

b. Duplex Printing/Copying

c. Color Management

6) Service Requirements:

Disclaimer: It is the expectation of the District that during normal business hours the Awarded Vendor will respond to service issues within four (4) hours including a one (1) hour phone response at all campus, support and administrative locations. It is expected that the fleet of devices be monitored remotely for service issues. This is to include but not be limited to all maintenance, repair, and relocation of devices on campus. The Awarded Vendor must have 2 or more trained factory certified technicians available, but not solely dedicated, to the District when required to meet these service response requirements.

Please acknowledge and/or respond to the following:

a) Does your company have a Network Observation Center (NOC)? Explain the depth and scope of your company’s ability to perform remote monitoring of copiers and printers for the purpose of resupply and service issues.

b) Provide an organization chart that would represent the support that would be put into place to service and support the District, including the escalation process.

c) Remedial maintenance responses (service calls) will be scheduled between 8:00 a.m. and 4:00 p.m., Monday to Friday, unless otherwise agreed on a case-by-case basis.

d) Provide information concerning hours of operation that service and support are available for all District locations. Are you able to provide emergency after hour response? If so, what are those hours and how are they charged?

e) Provide one (1) phone number for requesting service and supplies (as a backup for remote monitoring only) available between 8:00 a.m. and 5:00 p.m. Monday to Friday, except for recognized school district holidays. Please explain how your call center is operated. Provide their name(s), and qualifications.

f) Failure to respond as required will cause the District to take a service credit and withhold that amount from invoices owed the Awarded Vendor. The service credit will be $50.00 per hour for each hour after the 4th hour in each instance.

g) Awarded Vendor will provide a per-copy credit for all images made during the course of remedial maintenance.

h) The maximum “repair time” allowed for a copier to be brought back to satisfactory working order will be forty-eight (48) hours from the initial service call, excluding weekends and school district holidays.

i) If, during a repair call, it is determined that a copier cannot be repaired in place within forty-eight (48) hours, it is mandatory that the Awarded Vendor notify the District. In any event that this is the case, the Awarded Vendor will provide a comparable loaner print device, at no cost other than the Agreement maintenance cost- per-image rate already in effect. In any instance that a device is replaced by a loaner unit, an ending volume for the unit being removed must be documented, as well as, the initial volume of the loaner device. In each and every instance, without exception, that a device is replaced by a loaner unit, the volume of the loaner unit at the time of installation must be documented as well as an ending volume for the unit when being removed.

j) Each print device will be expected to perform the intended functions, to operate satisfactorily and to produce acceptable copy/print quality for a minimum of 95% uptime defined as the available work hours over the life of the 48 month Agreement.

Quarterly reporting for sixteen three-month periods will be utilized for this purpose for the life of the Agreement. Time dedicated to preventive maintenance or scheduled software upgrades shall not be included in the uptime analysis. Failure to meet the 95% uptime standard as required will result in credit(s) issued to the District for the amount of $50.00 per hour for each hour below the 95% uptime requirement.

k) What is the procedure for resolving a machine with frequent problems? Any print device(s) that does not meet the 95% measurement for any of the three-month periods must be replaced with a like print device, at no additional charges to the District.

7) Pricing:

(a) It is the intent of the District to capture a 12-month cycle of a school year regardless of what month the Agreement begins. This is to ensure that the “peaks and valleys” of that 12 month cycle are captured. Annual mono and color cost-per-image minimums will be committed to the selected Awarded Vendor then divided into 12 monthly installments for each school year cycle. Mono and color overages will be applicable in any year only if either of the mono and/or color cost-per-image minimums, as applicable, for that school year cycle has been exceeded.

The District is committing to a forty-eight (48) month Print Management Services Agreement. Bid responses must include two cost-per-image pricing units, one for a mono cost-per-image, and one for a color cost-per-image. Pricing structure for both the mono and color cost-per-image (CPI) shall include, but not be limited to, service, hardware, parts, software(s) and supplies required to support all the print devices proposed. These two cost-per-image unit totals will be structured on a minimum annual basis for the duration of the 48 month Print Management Services Agreement. The unit totals for both mono and color will be broken down in 12 monthly installments for each of the annual minimums.

If, and only if, the annual total of either the mono and/or color cost-per-image unit totals are exceeded during an annual period will any overages apply.

Overages, if applicable, will be reconciled on an annual basis at the end of the 12th month of each annual period for the life of the 48 month Agreement. For each twelve (12) month reconciliation, the Awarded Vendor is responsible for the page count collection for all devices. Under no circumstance will volume estimations for billing purposes be allowed for the entirety of this Print Management Services Agreement. The District acknowledges that paper and staples are not included in this Agreement.

(b) Any source(s) that potential vendors utilize financially to fund this Agreement must be completely transparent to the District. The District will have no communication or accept any communication from any third party during the entirety of the CPI Agreement.

(c) Awarded Vendor will be responsible for shipping or delivery of needed supplies for all locations.

(d) As noted under “Service Requirements”:

• Failure to respond to service requests as required will cause the District to take a service credit and withhold that amount from invoices owed the Awarded Vendor. The service credit will be $50.00 per hour for each hour after the 4th hour.

• Awarded Vendor will provide a per-copy credit for all images made during the course of preventive and/or remedial maintenance.

• Failure to meet the 95% equipment uptime standard as required will result in credit(s) issued to the District for the amount of $50.00 per hour for each hour below the 95% uptime requirement.

(e) The District may need to increase the quantity of print devices over the course of the Print Management Services Agreement.

Any additional print devices added to the Agreement will be co- terminus and shall not increase the cost-per-image pricing. An increase to the monthly minimum will be negotiated with the Awarded Vendor then adjusted accordingly. Over the term of the Agreement, the District shall reserve the right to add to the initially installed population of devices.

Additional Requirements:

In addition to the foregoing, and/or by way of reiteration, respondents to the Invitation For Bid must provide the following:

1) Qualifications

(a) Describe the experience of the vendor in working with school districts and names of individuals with whom you have worked closely. (These individuals may also serve as references).

(b) Demonstrate understanding of the responsibilities of handling products and services such as the District requires.

2) References (On sheet provided) List the name, address, telephone number and email address of five (5) references that the District may contact to discuss your company, preferably organizations of like scope and size to this project.

Network Connectivity Requirements:

(a) Connectivity to the Windows 10, Windows 11, CITRIX, Windows Server/Active Directory, macOS and iOS

(b) Protocols supported: TCP/IP

(c) 10/100/1000MB Ethernet Connection

(d) Scan supported: JPG, PDF, and TIFF

(e) SMTP (Simple Mail Transfer Protocol) supported

(f) SMBv2 (Server Message Block) or greater supported

(g) TLS1.2 (Transport Layer Security) minimum supported

Security Requirements:

(a) Awarded Vendor will work in coordination with the District to ensure the confidentiality and security of documents and information that pass through the copiers.

(b) At the end of the Agreement term, the District is to receive a guaranty of removal of all the District’ documents and information from the hard drives of all copiers. (The cost of this service must be included in the bid pricing.)

Section III

Invitation For Bid Instructions

Vendors are cautioned to read this entire document carefully and to prepare and submit their response providing all requested information in accordance with the terms and conditions set forth herein. To be considered, Vendors must submit a complete response to this Invitation For Bid in the format detailed by the specifications. Bids must be dated, signed by an official authorized to bind the Vendor to the terms of the bid and submitted to the District in accordance with the instructions, terms and conditions of this Invitation For Bid. All bids must be submitted in accordance with Section §31-7-13, Mississippi Code (1972). All bids must be typed or written in ink. Any alterations or changes that are made must be initialed. By submitting a bid, the vendor is agreeing that it has no reason for protest and that it has not made any unauthorized amendments to the requirements of this IFB.

All items on this Invitation For Bid are to be per specifications or approved by the District.

The District reserves the right to:

(a) Accept or reject any or all bids, or any part thereof, or to withhold the award and to waive, or decline to waive irregularities in any bid when determined that it is in its best interest to do so;

(b) Award the Agreement, if awarded, within sixty (60) days from the date of the bid opening date. Bid by vendor shall remain firm for this 60-day period:

(c) Waive any informalities or technicalities contained in any bid received;

(d) Waive any minor defects in the bid;

(e) Make an award based upon various selection criteria;

(f) Request clarification from any Vendor on any or all aspects of its bid;

(g) Retain all proposals submitted in response to this Invitation For Bid;

(h) Award an Agreement with Vendor or Vendors deemed to have submitted the best and most advantageous bid(s), price, technology, and other relevant factors considered. Price alone shall not be the sole determining factor in the selection process.

No telephone or facsimile bids will be considered. Bids received after the time for closing will be returned to the respondent unopened.

Respondents may withdraw bids at any time prior to the time and date set for opening.

Response Format:

Responses must address all aspects of the Invitation For Bid and should follow proper sequential order as presented in the Invitation For Bid. All submittals should note Invitation For Bid Section numbers. All information requested in this Invitation For Bid must be submitted in a manner consistent with Section V: Schedule of Required Submittals and Signature Sheet.

Submittals must be in sequential order as in the Invitation For Bid. Each bid should be prepared simply and economically, providing a straightforward concise description of the approach and ability to meet the District’s requirements.

This Invitation For Bid states the instructions for submitting bids, the procedures and criteria by which the District proposes to govern the relationship between it and the selected Vendor. Only information contained in this Invitation For Bid, or supplemental written information supplied by the District, shall be considered in preparing bids. No verbal interpretations, changes or modifications will be considered. All assumptions made by the respondent must be clearly stated in the bid and qualifiers must be placed in context.

The Vendor understands and agrees that it has the duty to explain and clarify any and all conditions imposed on, or included in, its response to this Invitation For Bid. Vendor further understands and agrees that it has an affirmative duty to inquire about, and clarify, any Invitation For Bid statement that the respondent does not fully understand or that respondent reasonably believes may be susceptible to more than one interpretation.

Any respondent who does not follow the above prescribed methods of contact through the appropriate contact person, may be disqualified and its bid rejected, regardless of its value to the District.

Pre-Bid Conference and Invitation For Bid Clarifications/Questions:

There will be no pre-bid conference. If you intend to submit a response for this IFB you must submit an email to dcs.purchasing@dcsms.org stating your intent to respond in order that you are included in responses to all vendor questions. List ONE email contact only for your company. Any and all IFB questions must be submitted via the emails listed below; the subject line must contain Invitation for Bid “Print Services Management Agreement– Questions”. The deadline for bid questions is October 9, 2026 @ 12:00 pm. No questions after that date and time will be accepted.

Questions or concerns regarding this Invitation For Bid shall be submitted in email format ONLY and directed to:

Jenifer Hale dcs.purchasing@dcsms.org

All questions received will be compiled with responses from The District in a “Vendor Q&A” document, and emailed to all Vendors who have requested the bid package. The District will respond to emailed question(s) with the single word reply of “received”. If the Vendor does not get a confirmation that the question(s) were received, it will be the responsibility of the Vendor to contact Jenifer Hale (662-449-7168) by phone to make sure the email has been successfully transmitted. Potential Vendors are NOT allowed to request meetings or calls pertaining to the IFB from the bid release until after the award process. Bid results will not be given out until such time as an award is made. Results will be emailed to all participating respondents.

Award Timelines:

The District intends to award the Agreement as soon as possible following the evaluation of all responses. Part of the evaluation process may include visits to vendor sites for demonstration of any or all proposed units. Upon award, a purchase order will be submitted to the Awarded Vendor and performance should begin as soon after that time is operationally feasible. An implementation plan for the installation of this is to be coordinated with the District as quickly as possible following the award. The Agreement will initiate on the first day of the month following the completion of the installation and presentation of the applicable buyout checks, unless otherwise agree upon by the District and the Awarded Vendor.

No Bid Requirement If the Vendor is unable to provide a bid, it should date and sign the Bid Coversheet , indicate “NO BID”, provide a brief explanation and return the Bid Coversheet before Bid Closing/Open Date. By responding to this bid you are waving any right to protest and you are in agreement with using the District’s Agreement as listed in Section IX of this IFB.

Pricing:

Firm prices for the full term of the Agreement are required by the District. All items listed under Section II, number 7, on page 15, titled “Pricing” must be included.

Evaluation:

To ensure fairness to bid applicants, but protect the District’s investment, the bid evaluation will be based on scores. Although “Cost” is not the only factor in this bid, it is the primary factor. The District will use the following items to evaluate the lowest and best applicant as well as the lowest and best solution:

(a) Cost of eligible proposed products 35%

(b) Quality of vendor’s services/products 10%

(c) Reputation of vendor’s ability and stability to perform 15%

(d) Remote monitoring/supply and service program 20%

(e) Installation and implementation plan 20%

Each of these categories is assigned a percentage weight with the sum of all categories equaling 100%. All information provided by the applicants and other information available to the District staff will be used to evaluate the submitted bids. Copies of the evaluation weights scale will be available after the award to any applicant upon request. The judgment of the value and merit of the proposals shall be made solely at the discretion of the District.

Tax Exempt:

The District is exempt from Federal, State, and Property tax and no other taxes will be charged or passed on to the District from the Awardee. An exemption letter will be furnished upon request.

Compliance:

Vendor warrants that both in submission of its bid and performance of any resultant purchase order or Agreement, Vendor will comply with all applicable federal, state and local laws, regulations, rules, or ordinances.

Section IV

Terms and Conditions

Please note: The Awarded Vendor must be in compliance with the following terms and conditions:

Insurance:

Vendor shall carry, pay for, and keep in force, with a company or companies licensed to do business in Mississippi, comprehensive general liability, comprehensive automobile liability, and workmen’s compensation in minimum amounts of insurance as listed in Section II. Insurance company of vendor shall provide new certificates of insurance to the District within thirty (30) days if any policy being changed or cancelled.

Liability:

Vendor shall hold the District, its trustees, employees, agents and representatives harmless from all claims, liabilities, costs, damages, fees and expenses of any kinds whatsoever, including attorney’s fees, arising out of or resulting from Vendor’s performance of the Agreement.

Agreement:

An Agreement shall be executed by the Vendor with the District to contract on the terms and conditions specified in the IFB.

Respondents must submit a bid based on a cost per impression charge (CPI).