Copier RFP.pdf

Request for Proposal (RFP)

Proposal #2027-FCPS-Copier

Lease and Servicing Program for Multi-Function Devices with Related Supplies, Accessories, and Service. Along with this we are looking for a cloud-based fax platform, papercut - print management software, and webCRD software update and support.

Introduction Franklin County Public Schools (FCPS), located in Franklin County, Virginia, is seeking proposals from qualified vendors to provide a lease and servicing program for multi-function devices with related supplies, accessories and service. We are also looking for a digital fax platform, papercut - or equivalent print management software, and webCRD support and upgrade software.

The successful vendor will provide an user-friendly, secure, and scalable solution that integrates with our existing systems and meets the needs of all stakeholders, including IT, print shop, school administrators, teachers, and substitute personnel.

Proposal Submission Details

• RFP Title: 2027 Lease and Servicing Program for Copiers

• RFP Number: 2027-FCPS-Copier

• Issue Date: August 3, 2026

• Submission Deadline: Monday, August 24, 2026 at 10:00 am. EST

• Awarded vendor will need to attend the school board meeting held on Monday, September 7 at 6 pm. Location is 25 Bernard Road, Rocky Mount, VA 24151

• Contract Period: 1/1/27 – 6/30/32 (5 years and 6 months)

• Submission Method: Physical Paper Copy (1 copy)

Digital Copy on USB (3 copies)

• Submit To:

Franklin County Public Schools

Attn: Jessica Pendleton

250 School Service Road

Rocky Mount, VA 24151

District Overview Franklin County Public Schools serves approximately 5,815 students across 13 schools, with a staff of approximately 1,355 employees, including licensed educators, support staff, and administrators and 341 substitutes.

The district currently utilizes Konica Minolta copiers and seeks to improve operational efficiency and cost. We currently utilize fax lines on our copiers along with a digital fax service called eFax. Our printshop utliizes webCRD and would want to continue with this program. We would need to update our version of webCRD and we would need service and support for this as well. We are also looking for a print management software such as papercut to help monitor costs as well as incorporate secure printing.

Scope of Work The selected vendor will provide a solution and ongoing support to meet the following functional requirements:

Core Features Required

- Multi-function devices with related supplies, accessories, and service for the purpose of print, specialty print, duplication, reproduction, or imaging of documents or material across a broad range of output formats, qualities, and sizes, and in a variety of device capabilities, such as mobile, desktop, and production units, and black and white or color format;

- Proposers may offer hardware, software, and accessories, to the extent that they are complementary and directly related to the solutions described above.

- Services related to the solutions described above, including managed print services (MPS), access or security controls, networking, installation, monitoring or testing, maintenance or repair, and warranty programs.

- Generally, the solutions for Participating Entities are turn-key solutions providing a combination of equipment, products and services, delivery and installation to a properly operating status. However, equipment-only or products-only solutions may be appropriate for situations where Participating Entities possess the ability, either in house or through local third-party contractors, to properly install and bring to operation the equipment products being proposed.

General Requirements

• The main objective of the RFP is to create a contractual relationship with a contractor that will provide an all-inclusive managed print service program (including equipment, maintenance, repair, staples, and toner except for paper) for all MFD’s.

• All equipment must be new.

• The contractor will provide spare toner to all departments upon award of contract at time of installation of new equipment.

• The contractor will utilize a toner replacement program to ship out replacement toners and waste containers when they are at 80% usage for school copiers and 50% usage for production copiers.

• In the event of manufacturer equipment changes or updates, the contractor must make necessary improvements available for any new machines at no price increase.

• The contractor should provide automated collection of meter reading via a device management system. This system will allow FCPS staff to view the current information and status of all devices.

• The contractor is responsible for the removal of any device removed from service and at the end of the contract tern at no additional charge to the division.

Delivery/Installation Requirements

• Delivery shall be inside to any location designated by the division. Deliveries, set up, installations, and user training are to be included in the prices quoted herein. Any extraordinary or special wiring will be the responsibility of FCPS.

• Delivery should be completed during normal business hours Monday- Thursday between 8 am – 3:30 pm. unless otherwise authorized by FCPS.

• From the SOW date all installs must be completed within 30 calendar days.

Service Requirements

• All service calls will either be called in or submitted electronically. Service calls should be on a first come first serve basis, except where FCPS deems it necessary to change the priority of calls. The contractor shall maintain an appropriate staff level ratio of technical support personnel, with authorized service dealer training on all digital equipment and networking components utilized by the division.

• The contractor shall provide trained, qualified, and technically skilled service technicians supervised by the contractor. The contractor shall provide adequate managerial and administrative supervision for its employees servicing the division. The vendor shall provide adequate back-up in times of staff shortages due to vacations, training, illnesses, and inclement weather.

• The contractor shall provide all labor, materials, tools, and equipment to properly service and maintain the equipment provided.

• The contractor should locally stock or be able to obtain delivery of parts with in eight business hours of the service personnel identifying the need for the part.

• If repairs or parts are necessary and the time to complete the repairs or install parts will be greater than two business days, the contractor shall provide loaner/substitute equipment at no additional cost until the repairs or installation of parts can be completed and the equipment is usable by the division unless otherwise agreed upon by the by the division. No additional fee will be allowed for a backup device. Only cost per copy charges will be allowed. The contractor shall keep backup units on hand as necessary in the event that the equipment is out of service.

• The contractor shall respond within 4 business hours of receipt of a new order with confirmation of that order.

Technical Requirements

• Cloud-based (SaaS) preferred but not required

• Single Sign-On (SSO) and user authentication compatibility

• Data security compliance (FERPA, HIPAA, etc.)

• Mobile accessibility

• Compatibility with current systems

Support and Services

• System implementation and training

• Ongoing customer support (24/7 preferred)

• Data migration and integration support

• SLA (Service Level Agreement) outlining uptime guarantees and response times

Proposal Requirements Vendors must include the following in their proposal:

1. W9 Form

2. Company Background and Experience

3. Detailed Description of Proposed Solution

(Please include copier spec sheets for each model)

4. Project Timeline and Implementation Plan

5. System Architecture and Technical Specifications

6. Integration Capabilities

7. Training and Support Plan

8. Data Security and Privacy Policies

9. Client References (preferably K–12 public school districts in Virginia)

10. Cost proposal including:

Attachments F thru J

Detailing out any Licensing and subscription fees, Implementation and setup costs, Anticipated hardware cost, Training costs, Annual maintenance and support fees, and any optional modules or features

Evaluation Criteria The division will use a numerical scoring system. The point values shown for each criterion are the values that will be used. Proposals will be evaluated based on the following:

Criteria Weight

Functional Fit 20%

Experience & References 20%

Cost Proposal 20%

Implementation and Support Plan 10%

Integration and Technical Capabilities 10%

Training and User Support 20%

Short-listed vendors may be invited to conduct virtual or onsite demonstrations. The Division will select two or more offerors deemed fully qualified and best suited (based on the stated factors) for negotiations. After negotiations, the Division will select the offeror whose proposal is deemed best value and may award to that firm. If the Division determines in writing that only one offeror is fully qualified or clearly more highly qualified, it may negotiate and award to that offeror.

RFP Timeline Milestone

RFP Issued

Deadline for Questions

Final Answers to Questions Posted

Proposal Submission Deadline

Vendor Demonstrations

Anticipated Award Notification

Anticipated Implementation Start

Date

August 3, 2026

August 12, 2026 10 am EST

August 17, 2026

August 24, 2026 10 am EST

TBD

September 7, 2026

January 1, 2027

Terms and Conditions FCPS reserves the right to reject any or all proposals, in whole or in part.

• This procurement is governed by the Virginia Public Procurement Act and the Franklin County School Board Purchasing Policy.

• The Contractor shall comply with all federal, state and local laws, ordinances, rules, regulations, and lawful order of any public authority bearing on the performance of the work and shall give all notice required thereby.

• The solicitation and any resulting contact(s) shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the County of Franklin, Virginia.

• All costs incurred in responding to this RFP are the sole responsibility of the vendor.

• All submitted proposals become the property of FCPS and may be subject to public disclosure.

• Vendors must disclose any potential conflicts of interest.

• Indemnification - Vendor agrees to indemnify, defend and hold harmless the Franklin County School Board, Virginia and their officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Vendor or any services of any kind or nature furnished by the Vendor, provided that such liability is not attributable to the sole negligence of the School Board or to failure of the School Board to use the materials, goods, infrastructure or equipment in the manner already and permanently described by the Vendor on the materials, goods, infrastructure or equipment delivered.

• Additional Users/Cooperative Procurement – This procurement is being conducted under the provisions of Section 2.2-4304 of the Virginia Public Procurement Act (VPPA)

“Cooperative Procurement”. As stated, a public body may purchase from another public body’s contract even if it did not participate in the Request for Proposals (RFP) of Invitation for Bids (IFB), if the RFP or IFB specified that the procurement was being conducted on behalf of other public bodies. If authorized by the Offeror, the resulting contract may be extended to any jurisdiction /public body with the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms. It is the Offeror’s responsibility to notify the jurisdiction/public bodies of the availability of contract(s).

• Trade secrets or proprietary information submitted by an offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, pursuant to Section 2.2-4342 of the Code of Virginia, the offeror must invoke the protections prior to or upon submission of the data or other materials, and must clearly identify the data or other materials to be protected and state the reason why protection is necessary. To invoke protection under Va. Code § 2.2- 4342(F), an offeror must, at or before submission, (i) include on the cover page a conspicuous statement invoking § 2.2-4342(F); (ii) specifically identify in the proposal the data to be protected; and (iii) state the reasons why protection is necessary. An entire proposal may not be deemed proprietary, and prices/line-item pricing shall not be withheld.

• Notice of Award will be posted on Franklin County Public Schools website at https://www.frco.k12.va.us/departments/purchasing

• An offeror who desires to protest the award or decision to award shall submit a written protest to the public body no later than 10 days after the award or announcement of the decision to award, whichever occurs first. Public notice shall be given as stated herein. See Va. Code § 2.2-4360.

Questions and Clarifications

All questions regarding this RFP must be submitted via email to the RFP Coordinator by August 12 at 10 am. Responses will be compiled and shared with all interested vendors.

Attachments Attachment A-Copier Needs for Schools

Attachment B–School Locations and Contact Information

Attachment C–Print Shop Copier Needs

Attachment D-Paper Catalog Information for Production Machines

Attachment E-Year Over Year Usage

Attachment F-Pricing Sheet by Model

Attachment G-Fax Solution

Attachment H-PaperCut Solution

Attachment I-WebCRD Solution

Attachment J-Summary of Monthly fees

ATTACHMENT A

Copier Needs for Schools:

We are looking for 5 different models to share among our school district.

Model 1 – Need 7

This needs to be a color machine that has a finisher for staples and 3-hole punch. This needs to print a minimum of 60 pages per minute.

Model 2 – Need 39

This needs to be a color machine that has a finisher for staples and 3-hole punch. This needs to print a minimum of 45 pages per minute.

Model 3 – Need 21

This needs to be a monochrome machine that has a finisher for staples and 3-hole punch. This needs to print a minimum of 45 pages per minute.

Model 4 – Need 15

This needs to be a color machine. This needs to print a minimum of 35 pages per minute. No finisher is needed but it does need to be placed on a tall stand so it is the appropriate height.

Model 5 – Need 16

This needs to be a monochrome machine. This needs to print a minimum of 35 pages per minute. No finisher is needed but it does need to be placed on a tall stand so it is the appropriate height.

ATTACHMENT B

School Locations and Contact Information:

Boones Mill Elementary 540-334-4000 265 Taylors Road

Boones Mill, VA 24065 Suzette Young

Ext. 43221 Callaway

Elementary 540-483-0364 8451 Callaway Road Callaway, VA 24067

Morgan Hartman Ext. 47221

Dudley Elementary 540-721-2621 7250 Brooks Mill Road Wirtz, VA 24184

Regina Robertson Ext. 49221

Ferrum Elementary 540-365-7194 660 Ferrum School Road Ferrum, VA 24088

Trish Skeen Ext. 53221

Glade Hill Elementary 540-576-3010 8081 Old Franklin Turnpike

Glade Hill, VA 24092 Slone Lang

Ext. 55223 Lee M Waid Elementary 540-483-5736 540 East Court Street

Rocky Mount, VA 24151 Stephanie Wimmer

483-5927 Rocky Mount Elementary 540-483-5040 555 School Board Road

Rocky Mount, VA 24151 Terri Weaver

Ext. 63223 Snow Creek Elementary 540-483-5599 5393 Snow Creek Road

Penhook, VA 24137 Marcee Best Ext. 65221

Sontag Elementary 540-483-5667 3101 Sontag Road Rocky Mount, VA 24151

Michelle Young Ext. 67221

Windy Gap Elementary 540-719-2809 465 Truman Hill Road

Hardy, VA 24101 Belinda Kurtz

Benjamin Franklin Middle School 540-483-5105 225 Middle School Road (W)

375 Middle School Road (E) Lorin Honeycutt

Ext. 73231

CATCE 540-483-5446 150 Technology Drive Rocky Mount, VA 24151

Rose Weaver Ext. 77301

Franklin County High School 540-483-0221 700 Tanyard Road

Rocky Mount, VA 24151 Angela Gendron

Ext. 79228 School Board

Complex 540-483-5138 25 Bernard Road Rocky Mount, VA 24151 Jessica Pendleton

Franklin Center 540-483-0179 50 Claiborne Ave Rocky Mount, VA 24151 Debbie Hamrick

Regional Adult Ed 540-484-1279 270 South Main St, Suite 204

Rocky Mount, VA 24151 Roseann Henry

Ext. 69200

ATTACHMENT C-Print Shop Copier Needs: Machine 1

136 ppm monochrome machine

Cover Interposer Tray

Booklet Finisher (saddle stitch)

Stapling Finisher

Hole Punch Kit

Post Inserter

Machine 2

136 ppm monochrome machine

Cover Interposer Tray

Booklet Finisher (saddle stitch)

Stapling Finisher

Hole Punch Kit

Post Inserter

Machine 3

120 ppm monochrome machine

GBC Punch for comb bind (rectangular punches)

Stapling Finisher

Hole Punch Kit

Envelope Printing Capacity

Machine 4

136 ppm monochrome machine

Cover Interposer Tray

Post Inserter

Stapling Finisher

Hole Punch Kit

ATTACHMENT C (continued)

Machine 5 & 6

60 ppm minimum color machine

Booklet Finisher (Saddle Stitch) Additional Paper trays

Staple Finisher

Hole Punch Kit

Must be able to print directly from RSA (no manual job sending)

ATTACHMENT D:

Paper Catalog Information for Production Machines:

White 20# 8 ½ x 11

Blue 20# 8 ½ x 11

Canary 20# 8 ½ x 11

Green 20# 8 ½ x 11

Pink 20# 8 ½ x 11

White 20# 8 ½ x 14

White 20# 11 x 17

White 67# 8 ½ x 11

Martian Green 65# 8 ½ x 11

Re-Entry Red 65# 8 ½ x 11

Liftoff Lemon 65# 8 ½ x 11

Celestial Blue 65# 8 ½ x 11

White 65# 8 ½ x 14

White 65# 11 x 17

NCR 2 Part

NCR 3 Part

Cosmic Orange 80# 12 x 18

Solar Yellow 80# 12 x 18

Lunar Blue 80# 12 x 18

Re-Entry Red 80# 12 x 18

Terra Green 80# 12 x 18

ATTACHMENT E:

Yearly Usage Year Over Year

Black 1/1/23- 6/30/23

7/1/23- 6/30/24

7/1/24- 6/30/25

C3070 49,667 99,505 51,333 PRODUCTION -1 machine 6120&6136 8,466,565 10,744,251 10,314,896 PRODUCTION-4 machines

550i 1,697,253 3,179,168 2,901,527 24 machines C550i 1,578,845 3,088,030 2,617,449 44 machines C3350i 474,494 587,273 531,029 39 machines

TOTAL

BLACK 12,266,824 17,698,227 16,416,234

AVG BLACK 18,552,514 PER YEAR

Color 1/1/23- 6/30/23

7/1/23- 6/30/24

7/1/24- 6/30/25

C3070 213,008 720,085 683,719 PRODUCTION - 1 machine

C550i 105,276 841,965 1,138,223 44 machines C3350i 157,119 261,695 254,814 39 machines

TOTAL

COLOR 475,403 1,823,745 2,076,756

AVG COLOR 1,750,362 PER YEAR

Attachment G

Fax solution should allow for 2,500 faxes per month with 23 fax numbers. This solution should include installation, configuration, and support for the duration of the agreement.

Additional credits may be purchased if fax usage exceeds expected volumes. This solution needs to be cloud based. It should be easy to use and eliminate the need for analog phone lines.

Name of Faxing Solution:______________________________________________

Pricing per month for Fax Solution:________________

Cost per additional fax over 2500 per month:____________________

Reason why you chose this solution:

Attachment H

Currently we do not have PaperCut at our facility. We would like to implement this with badge readers on the copiers. We would need 98 embedded licenses, badge readers, installation, configuration, and support for the duration of the agreement.

Pricing per month for PaperCut including hardware:____________________________

ATTACHMENT I

WebCRD is a software that we currently use to allow remote submission of print jobs directly to the print shop. In the past we have not been able to delete unnecessary pages from WebCRD without downloading and reuploading. With the renewal we want to include editing software with our WebCRD program that will allow us to delete unnecessary pages directly in the program.

This needs to include the software upgrade, inclusion of 6 new production print devices, print ready software allowing job edits and manipulation, installation, configuration, training, and support for the duration of the agreement.

Pricing per month for WebCRD _______________________________

ATTACHMENT J

SUMMARY OF MONTHLY PRICING:

COST OF SCHOOL MACHINES:_____________________________

COST OF PRODUCTION MACHINES: _________________________

COST OF FAX SOLUTION:___________________________________

COST OF PAPERCUT:______________________________________

COST OF WEBCRD:________________________________________

TOTAL MONTHLY CHARGE EXPECTED: