RFP 25_021_073 Print Management Services.pdf

Print Management Services Request for Proposals No. 25-021-073

Georgia Procurement Registry Event No. PE-65615-NONST-2025-000000056

NOTICE TO VENDORS

Brief Description: Print Management Services for all District devices

Service Location(s): All Location as Specified

Complete solicitation documents may be obtained at www.fcboe.org. FCPS is not responsible for proposers and/or subcontractors not obtaining the information provided through the full set of contract documents.

Proposals must be submitted via email, mail/parcel delivery, or hand delivery to the Fayette County Public Schools offices located at the LaFayette Educational Center and directed to Matthew D. Roberts, Purchasing Manager. Envelopes should be sealed and marked conspicuously on the front with the solicitation name and number above.

PROPOSALS DUE: 9:00 AM (ET), Monday, March 3, 2025

Fayette County Public Schools ATTN: Matthew Roberts, Purchasing Department LaFayette Educational Center 205 LaFayette Ave., Fayetteville, GA 30214 SUBMISSION - BY EMAIL to: roberts.matthew@fcboe.org

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Print Management Services (RFP 25-021-073)

Objective

Fayette County Public Schools (hereinafter FCPS or the District) is soliciting proposals via this Request for Proposals (hereinafter RFP) from interested and qualified proposers to provide print management services, as specified within this solicitation, for all schools and offices within the District.

As is more fully explained in this RFP, an award, if made, will be made to the responsible and responsive proposer who provides the best solution to the described need, taking into consideration multiple evaluation factors as determined by the FCPS and defined herein.

It is the proposer’s responsibility to address all elements of this RFP. Any proposer failing to meet the terms and conditions herein may suffer a reduction in their evaluation score up to a complete rejection of their proposal.

Proposals Due

Proposals to this request for proposals are due no later than the date and time specified in the timeline of events either physically or electronically to the FCPS Purchasing Department located at the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, GA, 30214. Proposals received after the specified date and time will not be considered.

Section A: Instructions to Proposers

1. Designated Representative

1.1. The FCPS Purchasing Department has designated the following staff member as the representative of the Department and District during the solicitation process:

Matthew Roberts, Purchasing Manager (roberts.matthew@fcboe.org)

2. Communication Restriction

2.1. From the date of issuance of this RFP until an award is made all communications must be through the designated representative listed above.

2.1.1. Failure to comply with this restriction or attempts to communicate with other Fayette County Public Schools staff may result in rejection of your proposal.

3. Proposer Registration

3.1. Proposers are encouraged to register with the designated representative listed above via email after reviewing this solicitation.

3.2. Proposers who register will automatically receive an email update with additional documents such as addenda and be notified of award issuance, even if they choose not to submit a proposal.

4. Schedule of Events

4.1. RFP Released: Monday, January 27, 2025

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4.2. Proposer Questions Due: 9:00 AM (ET), Wednesday, February 12, 2025

4.3. Addenda Issued (if applicable): Week of February 17, 2025

4.4. Proposer Proposals Due: 9:00 AM (ET), Monday, March 3, 2025

5. Georgia Open Records Act Compliance (O.C.G.A. § 50-18-70)

5.1. This solicitation and any resulting proposals, evaluations, contracts, agreement, or purchase orders are subject to the Georgia Open Records Act and may be released publicly.

5.2. Pursuant to the act, for any records or documents marked as “confidential” or “trade secrets” the proposer must submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets according to O.C.G.A. § 10-1-761.

5.2.1. Failure to attach such an affidavit will result in the record being considered public and subject to release under the Georgia Open Records Act.

5.2.2. If FCPS determines that the specifically identified information does not constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order.

5.2.3. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing.

5.2.4. If the agency determines that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure.

6. Solicitation Documents and Forms

6.1. Documents and forms required for submission as part of this RFP can be found on the FCPS Purchasing Department website.

6.2. Failure to include required submissions listed herein may result in a rejection of the proposal.

6.3. A list of required forms is contained herein and additional submissions may be required per the specifications contained herein.

-3-https://advance.lexis.com/api/document/collection/statutes-legislation/id/61XD-TBX1-JN6B-S0Y8-00008-00?cite=O.C.G.A.%20%C2%A7%2050-18-70&context=1000516 http://www.open.georgia.gov/ https://advance.lexis.com/api/document/collection/statutes-legislation/id/61XD-TBV1-F06F-244V-00008-00?cite=O.C.G.A.%20%C2%A7%2010-1-761&context=1000516 https://www.fcboe.org/Page/2707

7. Proposal Delivery

7.1. Proposals should be sent to the FCPS Purchasing Department and must be received before the proposal due date and time specified in the solicitation.

7.2. Proposals may be submitted electronically, by mail, or hand-delivered to the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, Georgia 30214, Attention: Purchasing Department.

7.3. No faxed or telephone proposals will be accepted or considered.

7.4. Proposals may be emailed to the designated representative if meeting the following guidelines:

7.4.1. Emailed proposals must be in a consistent, clear, and readable format and complete. (Adobe PDF format is preferred unless specified otherwise)

7.4.2. All proposal documents should be bound in one document. Multiple separate documents may result in evaluation score reductions.

8. Attachments

8.1. Any specification listed with “Must Include Attachment” should include a document within the proposal conforming to standards set forth.

8.2. All attachments must be clearly marked and labeled using the following format:

Attachment #, Solicitation Reference, Proposer Name, Solicitation Title, and Number.

9. Proposal Format Requirements

9.1. The proposal should be typed and legible as well as formatted to comply with accessibility standards (refer to ADA and Section 508 compliance).

9.2. The solicitation document has been carefully organized. All sections, specifications/requirements, and appendices are numbered; therefore proposals should be organized in the same manner referencing the solicitation document when necessary.

9.3. Proposals must be submitted with the following sections clearly identified and delineated:

9.3.1. Letter of Interest

9.3.2. Technical Proposal

9.3.3. Qualifications and Experience

9.3.4. References

9.3.5. Price/Cost

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10. Multiple Proposals from the Same Proposer

10.1. Proposers may submit more than one proposal when offering multiple alternatives.

10.2. Proposals must be separate and each should conform to all terms and conditions within the solicitation.

10.3. Proposals must be labeled separately so as to easily identify different proposals from the same proposer.

Section B: Scope of Work and Specifications

1. Background and Project Overview

1.1. Fayette County Public Schools is located just south of Atlanta, Georgia and comprises twenty-four schools with a population of approximately 20,000 students.

1.2. The District is currently seeking proposals for providing managed print services at our schools and District offices that will enhance data security, provide efficiencies, and establish a close service relationship as defined in the specifications below.

2. Required Site Visit & Initial Implementation

2.1. Proposers are required to schedule a site visit at the three schools with

Technology Services staff before submitting a proposal.

2.1.1. Site visits must be scheduled with Anthony Alfieri

(alfieri.anthony@fcboe.org) via email. Vendors are required to schedule site visits in advance and may not contact the school directly.

2.1.2. Proposers are required to submit a building map (attached in Appendix B- Schools Maps) for each school location indicating proposed printer locations (Must Include Attachments).

2.2. The awarded vendor will engage with the District at three schools including Inman Elementary School, Flat Rock Middle School, and McIntosh High School.

(See Appendix A for school and office locations.)

2.2.1. The initial implementation will begin with the 2025-2026 school year in August 2025 and continue until June 2026 or cancelled by 30-day written notice.

2.2.2. FCPS Technology Services and the selected vendor will hold regular review meetings to evaluate the success and challenges of the program and recommend changes, continuation, or cancellation of the program.

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2.2.3. If deemed successful by FCPS Technology Services the District will then implement the program across all campuses and offices for full implementation before the start of the 2026-2027 school year.

3. Current State

3.1. 95% of faculty and staff devices are Windows operating systems. Student devices are ChromeOS. Proposed solutions should be OS environment agnostic.

3.2. Single Function/”Desktop” Printers (SFP’s)

3.2.1. The current SFP fleet at the District consists of approximately 1,000 personal devices with over 300 models.

3.2.2. Most SFP devices are single user devices (personally owned) and connected via USB to network stations.

3.2.3. The District is seeking a solution to only manage the proposed centralized printers and NOT the approximately 1000 USB printers.

3.3. Multifunctional Devices (MFD’s)

3.3.1. The current MFD fleet at the District consists of 91 Ricoh devices (see Appendix C). The total average monthly volume for the above units is approximately 1,800,000 images.

● Annual service contract consists of a shared pool of 21,000,000 images at a cost of .006 per image and includes service and toner.

3.3.2. The District is not seeking a replacement of the current Ricoh MFD fleet at this time. Rather, we are seeking to partner with a vendor who can provide a District-wide managed print solution (including these MFDs) that focuses on the elimination of SFP’s and secure printing control while driving volume to MFD’s and enterprise SFP’s.

4. Design/Technical Requirements and Specifications

4.1. Proposals should provide a solution for managed print services that provide all hardware, software, and onsite technical support.

4.2. Proposals should address the application and integration of PaperCut software or equivalent allowing the District Technology Services staff visibility and control of print services.

4.3. Proposals should include solutions for providing enterprise printers, preferably HP E-Series devices, for each location given the following performance parameters (Must Include Attachment with proposed hardware solutions):

4.3.1. Collaborate with the FCBOE technology team to develop a strategic plan for implementing centralized printing solutions, including the selection of

-6-optimal printer locations, quantity, and color type configurations across the school district.

4.3.2. Devices should produce black and white images only with one color capable unit at each school in an administrative or media center location.

4.3.3. Includes barcode scanner or numeric keypad for secure printing.

4.3.4. Similar to the following model/product lines: HP Enterprise Series (E Series) printers

4.3.5. Describe your proposed equipment performance in a variety of printing jobs. Provide a minimum of three examples including details of each type of printing jobs.

4.4. Proposals should address how the solution will integrate with the current staff and student directory for secure printing.

4.4.1. Secure printing is defined as a feature that enables users to print confidential documents securely. Users send requests to a printer, but the job will not be printed until the user enters a unique code or password at the printer's control panel via the secure options listed in 3.3.3 above.

4.5. Describe how your proposed solution will address data security to protect sensitive information, employee and student privacy, and to meet regulatory compliance requirements.

4.5.1. Describe your process used in the destruction of data stored on hard drives contained on printing devices at end of life including documentation of destruction provided to the District.

4.6. Proposers should take into consideration current volumes of devices, quality requirements to include engineering drawings, location of users to devices, size of offices/classrooms and or users and option for mobile printing when developing their proposal. Must Include Attachments that address the following:

4.6.1. Describe how your firm uses print management tools to support effective printing practices which includes, rule base printing, pro-active service and supply replenishment. Provide specific examples where FCPS would benefit from utilizing your firms’ proposed managed print services solution.

4.6.2. Describe the criteria used to determine how you selected the appropriate equipment combination (best models and proposed quantities) that will meet the current and future growth using FCPS’s historical usage data within your proposal.

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4.6.3. Describe your firms’ recycling program for equipment and toner and how your firm determines equipment’s end of life.

5. Performance and Service Requirements

5.1. Provide information that demonstrates the firm’s ability, specialized experience and technical competence to provide the product/services herein. Please include the following discussions in your proposals as it relates to this RFP:

5.1.1. Describe the firm’s ability to seek greater benefits and look for opportunities to drive further cost savings, improve productivity, energy savings and cost effectiveness and replacement recommendation solutions.

5.1.2. Describe how your firm prioritizes routine service call, critical job request, preventative maintenance, delivery, equipment installation and configuration, as requested in this RFP.

5.1.3. Describe your firm’s philosophy and practice of delivering customer service and give examples of success stories. Include in your discussion how your firm provides productivity or automation tools (e.g. automated alerts to work order system) that would benefit the District as it pertains to this RFP.

5.2. Proposers should provide a detailed service and support plan that contains the following factors (Must Include Attachment):

5.2.1. Onsite service of all provided hardware and software solutions to include parts and labor within a 24-hour period from notification of issue.

5.3. Identify and describe the major complexities and challenges to successful completion of the Project, and how the firm proposes to approach and manage possible project issues

Section C: Evaluation of Proposals

1. Evaluation Committee

1.1. All proposals deemed responsive will be evaluated by a review committee composed of project administrators and end-users.

1.2. Criterions based on qualifications and experience, a submitted proposal, and price/cost will be used in the evaluation process.

2. Evaluation Methodology

2.1. The committee will perform a complete evaluation and verification process on a rating system of required proposal components contained herein based on an “Excellent”, “Good”, “Fair”, or “Poor” rating.

2.1.1. Excellent ratings will be issued four (4) points. Excellent ratings are issued when the proposed solution fully complies with the requirements of the

-8-specification and can be used as the high mark during the evaluation process.

2.1.2. Good ratings will be issued three (3) points. Good ratings are issued when the proposed solution partially complies with the requirements of the specification but meets the intended goals of the project.

2.1.3. Fair ratings will be issued either two (2) points or one (1) point. Fair ratings are issued when the proposed solution partially complies with the requirements of the specification but requires modification to meet the intended goals of the project.

2.1.4. Poor ratings will be issued zero (0) points. Poor ratings are issued when the proposed solution does not comply with the requirements of the specification or the specification is not addressed at all.

2.2. The committee will be the sole and final determiner of awarded points and whether or not a proposed solution complies with the specifications and intended goals of the project.

3. Interviews and Presentations

3.1. Post-proposal interviews and presentations may be required, in person at the committee’s direction or desire.

3.2. Submission of a proposal does not guarantee an interview or presentation.

3.3. Selection for interviews and presentations is at the sole discretion of the evaluation committee.

4. Contract Award and Negotiations

4.1. The evaluation committee will issue a recommendation to award following the outcome of its evaluation process.

4.2. The committee reserves the right to reject any or all bids.

4.3. A recommendation to award does not guarantee a contract. Final approval from the Superintendent and/or Board of Education may be required.

4.4. Following a recommendation to award, the Superintendent or their designee may engage in final negotiations with the selected proposer.

Section D: General Terms and Conditions

The FCPS General Terms and Conditions are posted on the Purchasing Department website under the heading of Vendor Terms, Conditions, and Forms and attached to this solicitation. By submission of a proposal, the proposer acknowledges they have read and understood these General Terms and Conditions as well as any terms and conditions contained herein.

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Section E: Special Terms and Conditions

1. Contract Incorporation

1.1. This solicitation will be incorporated into any resulting contract.

1.2. When this solicitation and any resulting contract are in conflict, Fayette County Public Schools will determine the controlling method.

1.3. Only the Superintendent or his direct designee may sign or enter into a contract on behalf of Fayette County Public Schools.

2. Term

2.1. The proposal term will begin from the time of award through June 30, 2026, with an option to renew for four (4) additional terms.

2.1.1. Terms are defined as the fiscal year from July 1st to June 30th of each calendar year.

2.1.2. Dependent on the initial year-one implementation as defined herein.

(Section B, 2.)

3. Substitutions and Alternates

3.1. Products similar to or other than specified may be acceptable if in compliance with all requirements of these specifications and are of the same or better quality.

3.2. The proposer must provide substantiation that proposed substitution or alternate does not violate any other manufacturer's patents, patents allowed, or patents pending and that the alternate proposed meets the same specifications contained herein.

3.3. The FCPS shall be the sole determiner of specification compliance and alternate acceptability.

3.4. No pre-proposal approval will be given for a proposed alternative.

4. Insurance Requirements

4.1. Proposers are required to submit a current and valid Certificate of Insurance

(COI) per the General Terms and Conditions and any specification contained herein. (Must Include Attachment)

4.2. Should the proposer choose to utilize subcontractors for installation or other matters, the proposer must provide a valid COI for the subcontractor per the requirements of the General Terms and Conditions.

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Section F: Required Forms and Submissions

1. Required Proposer Submissions

1.1. Product Data: Fayette County School District must receive all product data that pertains to solicitations work scope, this includes but is not limited to;

1.2. Product Data Sheet: For proposed HP E-Series Printers

1.3. Product Certification: Submit manufacturer’s certification that products and materials comply with the requirements of the specifications.

1.4. Submit manufacturer's catalog cuts, material safety data sheets (MSDS), brochures, specifications;

1.5. Preparation, maintenance, and installation instructions and recommendations;

1.6. Storage, handling requirements, and recommendations.

1.7. Warranties: Submit warranty documents according to specifications (if applicable).

1.7.1. Include any and all manufacturer’s warranties for each item.

2. Cost Proposal

2.1. All proposers must include a separate cost proposal.

2.2. Pricing not entered in the cost proposal form will not be considered.

2.3. If pricing variations exist for different finishes/materials/options the proposer must include an attachment describing variations and associated costs.

2.4. Costs should be in line-item format detailing all costs applicable to the proposed solution and a grand total cost to execute the proposed solution fully.

3. Letters of Recommendation

3.1. The proposer must include a minimum of three (3) letters of recommendation dated within the previous two (2) calendar years.

3.2. Letters must be from clients/customers who have engaged the proposer in previous services and must include details such as a description/scope of work, timeline and budget parameters, and assessment of the proposer’s ability to complete work/service as specified.

3.3. Each letter must contain contact information including organization/firm, contact name, telephone, and email.

3.4. Letters from organizations and projects similar to the scope and size of Fayette County Public Schools are preferred.

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4. Solicitation Response Form

4.1. Proposers must complete a Solicitation Response Form attached hereto.

4.2. This form must be placed on top, or as the first page of your proposal.

4.3. Failure to attach could result in a reduction in score or a rejection of your proposal.

5. Certificate of Insurance

5.1. The proposer must submit a current certificate of insurance detailing coverage limits as defined in this RFP and the FCPS General Terms and Conditions.

5.2. Failure to attach could result in a reduction in score or rejection of your proposal.

5.3. The selected proposer will be required to submit a COI naming Fayette County Public Schools as an additional insured party.

6. W-9 Form

6.1. The proposer must submit a current Internal Revenue Service W-9 Form complete with proper signature.

6.2. Failure to attach could result in a reduction in score or rejection of your proposal.

7. E-Verify Documentation

7.1. The proposer must submit a completed E-Verify Compliance Form and Affidavit as attached below.

7.2. Failure to attach could result in a reduction in score or rejection of your proposal.

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Solicitation Response Form

RFP 25-021-073

Place this form on top of your response.

Company Name:

Point of Contact:

Street Address:

City:

State:

Zip Code:

Telephone:

Email:

Website:

Authority to Act The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the products/services in accordance with the terms and conditions herein.

Terms, Conditions, and Specifications Through the submission of response and signature below, the respondent verifies that their solution, if applicable, complies fully, or complies with an exception, to all stated general and special terms, conditions, and specifications. See the FCPS General Terms and Conditions for further information and directions on notating exceptions to stated specifications.

Addenda Through the submission of response and signature below the respondent verifies that they have read and understood any addenda issued for this solicitation if issued.

Signature: _____________________________________ Date: _______________________

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FAYETTE COUNTY PUBLIC SCHOOLS - PURCHASING DEPARTMENT

GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT FORM

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OF 2006, AS AMENDED BY

THE ILLEGAL IMMIGRATION REFORM ACT OF 2011, OCGA 13-10-90, ET SEQ.

TO ALL PROSPECTIVE CONTRACTORS:

If you are providing services to Fayette County Public Schools, this completed document, as well as the applicable Georgia Security and Immigration Compliance forms and affidavits referenced herein must be completed, signed, notarized and submitted with your bid, proposal or contract.

Fayette County Public Schools shall comply with the Georgia Security and Immigration Compliance Act, as amended, O.C.G.A.,~13-10-90 et seq. In order to ensure compliance with the Immigration Reform and Control Act of 1986 (IRCA,P.L.99-603 and the Georgia Security and Immigration Compliance Act of 2006, as amended by the Illegal Immigration Reform Act of 2011,O.C.G.A ~ 13-10-90 et seq. (collectively the “Act”) the contractor (“Contractor”) MUST INITIAL the statement applicable to Contractor below:

INITIAL ONLY ONE CHOICE BELOW

____ (Initial here) Contractor represents and warrants that Contractor has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; Is authorized to use and uses the federal authorization program; and will continue to use the authorization program throughout the contract period. Contractor further represents, warrants and agrees that it shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-01 et.seq. In accordance with the terms thereof; (Complete and submit the Contractor Affidavit and Agreement); OR

____ (Initial here) Contractor represents and warrants that it has no employees and does not intend to hire employees to perform contractual services, and that Contractor has therefore provided a U.S. state-issued Driver’s license or ID card in lieu of an affidavit and that such license or ID card was issued by a State that verifies lawful Immigration status before issuing the license or ID card. If my status changes I will, before hiring any employees, immediately notify the School District in writing and provide all affidavits required under the Act; OR

____ (Initial here) Contractor represents and warrants that it does not physically perform any service within the State of Georgia as defined in the Act and thus does not have to comply with foregoing Georgia law; OR

_____(Initial here) Contractor is a foreign company and therefore not required to provide the affidavit as required by the Act. The Contractor must comply with any other laws required to perform services in the United States, including but not limited to having an appropriate visa.

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USE OF SUBCONTRACTOR(S) and COMPLIANCE AS ABOVE

___(Initial here) Contractor will not employ or contract with any subcontractor in connection with a covered contract unless the subcontractor is registered, Is authorized to use, and uses the Federal Work Authorization Program and provides Contractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of labor as set forth at Rule 300-10-01 et seq.

____(Initial here) Contractor covenants and agrees that, if Contractor employs or contracts with any Subcontractor in connection with the covered contract under the Act and DOL Rule 300-10-1-02, then in such event Contractor will secure from each subcontractor at the time of the subcontract, the subcontractor’s name and address, the employer identification number/taxpayer identification number applicable to the subcontractor; the date the authorization to use the Federal Work Authorization Program was granted to subcontractor; the subcontractor’s attestation of the subcontractor’s compliance with the Act and Georgia Department of Labor Rule 300-10-1-.2.; and the subcontractor’s agreement not to contract with subcontractors unless the subcontractor is registered, authorized to use, and uses the Federal Work Authorization Program; and provides subcontractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-01 et seq. (Complete and submit the Subcontractor Affidavit and Agreement)

_____(Initial here) Contractor agrees to provide Fayette County Public Schools with all affidavits of compliance as required by the Act and Georgia Department of Labor Rule 300-10-1-02, 300-10-1-03, 300-10-1-07 and 300-10-1-08 within five (5) business days of its receipt of any such documents.

Company Name: _____________________________________________________________

SIGNATURE: __________________________________________________________________

DATE: __________________________________________

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CONTRACTOR AFFIDAVIT PROVIDED PURSUANT TO O.C.G.A. § 13-10-91(b)(2)

(Rev. 4/18/2019)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91 stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with Fayette County Public Schools, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor covenants that it will continue to use the federal work authorization program throughout the contract period, that the undersigned contractor will contract for the physical performance of services in the performance of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b), and that the contractor shall forward any subcontractor’s affidavit to the School District within five (5) days of its receipt of the same.

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

EEV User Identification Number (4 to 6 Digit Number)

Date of Authorization

Contractor/Company

Email Address

Telephone Number

Name of Project

Project Number

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name of Authorized Officer or Agent Title of Authorized Officer or Agent

NOTARY INFORMATION

Sworn to before me this day of , 20 .

Notary Public Signature

My Commission Expires: ____________________________

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SUBCONTRACTOR AFFIDAVIT PURSUANT TO O.C.G.A. § 13-10-91(b)(3)

(Rev. 4/18/2019)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91 stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with ___________________, which has a contract with Fayette County Public Schools, has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor covenants that it will continue to use the federal work authorization program throughout the contract period, that the undersigned subcontractor will contract for the physical performance of services in the performance of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b), and that the subcontractor shall forward any sub-subcontractors affidavit to the contractor and School District within five (5) days of its receipt of the same.

Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

EEV User Identification Number (4 to 6 Digit Number)

Date of Authorization

Subcontractor/Company

Email Address

Telephone Number

Name of Project

Project Number

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name of Authorized Officer or Agent Title of Authorized Officer or Agent

NOTARY INFORMATION

Sworn to before me this day of , 20 .

Notary Public Signature

My Commission Expires: ___________________________

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Appendix A-School District Locations RFP 25-021-073

School / Department Address City Zip Braelinn Elementary 975 Robinson Road Peachtree City 30269 Cleveland Elementary 190 Lester Road Fayetteville 30215 Crabapple Lane Elementary 450 Crabapple Lane Peachtree City 30269 Fayetteville Elementary 490 Hood Avenue Fayetteville 30214 Huddleston Elementary 200 McIntosh Trail Peachtree City 30269 Inman Elementary (PILOT PROGRAM SCHOOL) 677 Inman Road Fayetteville 30214 Kedron Elementary 200 Kedron Drive Peachtree City 30269 North Fayette Elementary 609 Kenwood Road Fayetteville 30214 Oak Grove Elementary 200 Log House Road Peachtree City 30269 Peachtree City Elementary 201 Wisdom Road Peachtree City 30269 Peeples Elementary 153 Panther Path Fayetteville 30215 Robert J. Burch Elementary 330 Jenkins Road Tyrone 30290 Sara Harp Minter Elementary 1650 Hwy 85 South Fayetteville 30215 Spring Hill Elementary 100 Bradford Square Fayetteville 30214 Fayette County High School 1 Tiger Trail Fayetteville 30214 Life Academy 450 Grady Avenue Fayetteville 30214 McIntosh High School (PILOT PROGRAM SCHOOL) 201 Walt Banks Road Peachtree City 30269 Sandy Creek High School 360 Jenkins Road Tyrone 30290 Starr's Mill High School 193 Panther Path Fayetteville 30215 Whitewater High School 100 Wildcat Way Fayetteville 30215 Bennett's Mill Middle School 210 Lester Road Fayetteville 30214 Flat Rock Middle School (PILOT PROGRAM SCHOOL) 325 Jenkins Road Tyrone 30290 J.C. Booth Middle School 250 Stagecoach Road Peachtree City 30269 Rising Starr Middle School 183 Panther Path Fayetteville 30215 Whitewater Middle School 1533 Hwy 85 South Fayetteville 30215 Goza Road Operations Center (Transportation/Facilities Services) 939 Goza Road Fayetteville 30215 LaFayette Educational Center (LEC) 205 LaFayette Avenue Fayetteville 30214 Center of Innovation 250 Peachtree Pkwy S Peachtree City 30269

Appendix B-Pilot Schools Maps

Appendix C-Ricoh Device Information RFP 25-021-073

School/Department Model # Lease Term Date FY26 Lease FY26 Service Total Cost Term-Months Bennetts Mill Middle School IM7000 6/30/2028 $3,867.84 $2,033.99 $5,901.83 48 Bennetts Mill Middle School IM7000 6/30/2028 $4,060.20 $2,135.15 $6,195.35 48 Braelinn Elementary School IM7000-423530 6/30/2028 $3,960.84 $2,082.90 $6,043.74 48 Psychological Services IM4000 6/30/2029 $1,945.32 $1,022.99 $2,968.31 48 Cleveland Elementary School IM7000 6/30/2029 $3,531.48 $1,857.11 $5,388.59 48 Cleveland Elementary School IM4000 4/30/2027 $1,735.92 $912.87 $2,648.79 48 Crabapple Lane Elementary School IM6000 2/28/2026 $2,642.76 $1,389.76 $4,032.52 48 Crabapple Lane Elementary School IM6000 12/31/2026 $2,642.76 $1,389.76 $4,032.52 48 Fayette County High School PRO8300S 6/30/2028 $5,451.72 $2,866.91 $8,318.63 48 Fayette County High School IM3500A 6/30/2028 $1,880.04 $988.66 $2,868.70 48 Fayette County High School IM3500A 6/30/2028 $1,880.04 $988.66 $2,868.70 48 Fayette County High School IM3500A 6/30/2028 $1,880.04 $988.66 $2,868.70 48 Fayette County High School PRO8300S 6/30/2028 $5,451.72 $2,866.91 $8,318.63 48 Fayette County High School IMC4510 7/31/2028 $2,672.88 $1,405.60 $4,078.48 48 Transportation Department IMC3510 6/30/2029 $2,982.24 $1,568.28 $4,550.52 48 Fayette Life Academy-Horizon Academy IM4000 4/30/2028 $2,042.52 $1,074.11 $3,116.63 60 Fayette Life Academy-Open Campus IM4000 4/30/2028 $1,954.08 $1,027.60 $2,981.68 60 Finance Department IMC4500 8/31/2025 $2,233.44 $1,174.51 $3,407.95 48 Fayetteville Elementary School IM6000 5/31/2026 $3,790.44 $1,993.29 $5,783.73 36 Fayetteville Elementary School IMC2500 12/31/2026 $1,832.52 $963.67 $2,796.19 48 Flat Rock Middle School IM4000 3/31/2027 $1,323.84 $696.17 $2,020.01 60 Flat Rock Middle School IM6000 6/30/2029 $2,493.36 $1,311.19 $3,804.55 60 Flat Rock Middle School IM6000 6/30/2029 $2,493.36 $1,311.19 $3,804.55 60 Huddleston Elementary School IM6000 6/30/2027 $624.36 $328.33 $952.69 36 Center of Innovation IM2500A 12/31/2025 $1,236.60 $650.29 $1,886.89 36 Huddleston Elementary School IM6000 6/30/2027 $3,171.24 $1,667.67 $4,838.91 36 Huddleston Elementary School IM370F 6/30/2027 $3,171.24 $1,667.67 $4,838.91 36 Inman Elementary School IM4000 6/30/2029 $2,011.92 $1,058.01 $3,069.93 48 Inman Elementary School IM7000 6/30/2029 $3,368.64 $1,771.48 $5,140.12 48 JC Booth Middle School IMC3010 6/30/2029 $1,785.48 $938.94 $2,724.42 48 Technology Services IMC2500 3/31/2026 $1,541.40 $810.58 $2,351.98 36 JC Booth Middle School PRO8300 6/30/2029 $5,870.64 $3,087.21 $8,957.85 48

JC Booth Middle School PRO8300 6/30/2029 $5,870.64 $3,087.21 $8,957.85 48 Kedron Elementary School IMC2500 2/28/2027 $1,628.40 $856.33 $2,484.73 48 Kedron Elementary School IM7000-423530 6/30/2028 $3,423.96 $1,800.57 $5,224.53 48 Kedron Elementary School IM2500A 6/30/2029 $1,045.32 $549.71 $1,595.03 60 Kedron Elementary School IM7000 6/30/2029 $3,423.96 $1,800.57 $5,224.53 48 McIntosh High School PRO8300S 10/31/2025 $6,940.80 $3,649.98 $10,590.78 36 McIntosh High School PRO8300S 10/31/2025 $6,940.80 $3,649.98 $10,590.78 36 McIntosh High School IM2500A 10/31/2025 $2,100.12 $1,104.40 $3,204.52 36 McIntosh High School PRO8300S 10/31/2025 $6,940.80 $3,649.98 $10,590.78 36 McIntosh High School IMC4500 10/31/2025 $4,160.88 $2,188.10 $6,348.98 36 North Fayette Elementary School IM4000 4/30/2028 $1,651.08 $868.26 $2,519.34 60 North Fayette Elementary School IM4000 4/30/2028 $1,651.08 $868.26 $2,519.34 60 Oak Grove Elementary School IM3500A 11/30/2026 $2,341.20 $1,231.17 $3,572.37 48 Oak Grove Elementary School IM6000 11/30/2026 $2,341.20 $1,231.17 $3,572.37 48 Oak Grove Elementary School IM6000 11/30/2026 $2,341.20 $1,231.17 $3,572.37 48 Peachtree City Elementary School MP2555ASP 9/30/2024 $1,855.56 $975.79 $2,831.35 48 Peachtree City Elementary School MP6055SP 9/30/2024 $1,855.68 $975.85 $2,831.53 48 Peeples Elementary School IMC300F 6/30/2029 $722.52 $379.95 $1,102.47 60 Peeples Elementary School IM9000 6/30/2029 $4,091.64 $2,151.68 $6,243.32 60 Rising Starr Middle School M320F 6/30/2028 $276.72 $145.52 $422.24 36 Rising Starr Middle School IM7000 6/30/2028 $4,124.52 $2,168.97 $6,293.49 36 After School Program IMC2510 6/30/2027 $2,102.16 $1,105.47 $3,207.63 36 Facilities Services IM3500A 6/30/2027 $1,619.40 $851.60 $2,471.00 36 Rising Starr Middle School IM7000 6/30/2028 $4,124.52 $2,168.97 $6,293.49 36 Robert J Burch Elementary School IM7000 7/31/2025 $4,188.12 $2,202.42 $6,390.54 48 Purchasing Department IM370F 6/30/2027 $1,016.16 $534.37 $1,550.53 36 Robert J Burch Elementary School IMC4500 1/31/2027 $2,390.76 $1,257.24 $3,648.00 48 Center of Innovation IMC4510 7/31/2027 $2,436.36 $1,281.22 $2,436.36 36 Exceptional Children's Services IM2500A 12/31/2027 $1,269.84 $667.77 $1,937.61 60 Enrollment Center IM4000 4/30/2028 $1,342.92 $706.21 $2,049.13 60 Sandy Creek High School PRO8400S 6/30/2029 $5,870.64 $3,087.21 $8,957.85 48 Sandy Creek High School PRO8400S 6/30/2029 $5,870.64 $3,087.21 $8,957.85 48

Sandy Creek High School IM2500A 4/30/2027 $1,239.00 $651.56 $1,890.56 48 Sandy Creek High School IM2500A 4/30/2027 $1,337.04 $703.11 $2,040.15 48 Curriculum & Instruction Dept. IM7000-423530 6/30/2028 $3,925.44 $2,064.28 $5,989.72 48 Superintendent's Office IMC3010 6/30/2028 $2,492.04 $1,310.50 $3,802.54 48 Sandy Creek High School IM2500A 4/30/2027 $1,239.00 $651.56 $1,890.56 48 Exceptional Children's Services IM8000 6/30/2028 $4,880.52 $2,566.53 $7,447.05 48 Transportation Department IM370F 6/30/2028 $609.48 $320.51 $929.99 48 Sara Harp Minter Elementary School IM7000 10/31/2025 $4,349.28 $2,287.17 $6,636.45 36 Sara Harp Minter Elementary School IM2500A 1/31/2026 $1,644.36 $864.72 $2,509.08 36 Student Services IM7000-423530 6/30/2028 $3,925.32 $2,064.22 $5,989.54 48 Sara Harp Minter Elementary School IM2500A 1/31/2026 $1,125.72 $591.99 $1,717.71 36 School Nutrition Program IMC4510 6/30/2027 $2,787.36 $1,465.80 $4,253.16 36 Spring Hill Elementary School IM7000 6/30/2029 $3,368.64 $1,771.48 $5,140.12 48 Spring Hill Elementary School IM3500A 2/28/2027 $1,751.88 $921.27 $2,673.15 48 Starr's Mill High School PRO8300S 2/28/2026 $9,490.68 $4,990.89 $14,481.57 36 Starr's Mill High School PRO8300S 2/28/2026 $9,490.68 $4,990.89 $14,481.57 36 Exceptional Children's Services IMC4510 7/31/2028 $3,315.48 $1,743.52 $5,059.00 48 Human Resources Department IMC4510 7/31/2028 $3,522.24 $1,852.25 $5,374.49 48 Starr's Mill High School IM2500A 3/31/2026 $1,683.96 $885.55 $2,569.51 36 Starr's Mill High School IMC2500 4/30/2026 $1,683.96 $885.55 $2,569.51 36 Operations (Safety & Athletics) IM3500A 6/30/2029 $1,547.40 $813.74 $2,361.14 60 Whitewater High School IM4000 5/31/2026 $2,149.20 $1,130.21 $3,279.41 36 Whitewater High School PRO8300S 5/31/2026 $7,566.48 $3,979.01 $11,545.49 36 Whitewater High School PRO8300S 5/31/2026 $7,566.48 $3,979.01 $11,545.49 36 Whitewater Middle School IM7000 12/31/2026 $3,436.08 $1,806.94 $5,243.02 48 Whitewater Middle School IM7000 12/31/2026 $3,436.08 $1,806.94 $5,243.02 48 Federal Programs IMC2510 6/30/2029 $1,628.40 $856.33 $2,484.73 48

$276,682.68 $145,500.00 $420,901.46

Terms, Conditions, and Specifications

Addenda

Appendix C-Current Ricoh Devices