295-20260707161025 QSD

Quitman School District in Mississippi is soliciting proposals for a 43-month Cost-Per-Image Agreement for managed print services, with proposals due July 30, 2026 at 10:00 a.m. CST. A 10% evaluation preference applies to Mississippi-based companies, and non-resident vendors must comply with Mississippi's reciprocal contracting preferences and provide proof of state incorporation and good standing status.

The scope includes delivery, installation, and servicing of 19 mono printers, 6 color multifunctional devices, 13 mono copiers, and 16 color copiers across all school locations and administrative offices. The successful vendor must provide a project manager for installation oversight, four-hour service response times with one-hour telephone acknowledgment, remote monitoring capabilities, quarterly on-site account reviews, and training for end-users, key operators, and IT staff. All equipment must be completely installed and operational by December 1, 2026; liquidated damages of $100 per day per school location accrue for delays. Pricing is on a firm, fixed Cost-Per-Image basis with separate rates for monochrome and color images, covering all equipment, software, supplies, parts, service, and maintenance. The District commits to minimum annual volumes of 3,312,000 monochrome images and 642,000 color images for each of the first three years, with monthly minimums of 276,000 monochrome and 53,500 color images; overage charges apply only when annual minimums are exceeded.

The contract term runs December 1, 2026 through June 30, 2030, with no automatic renewals or options to renew. The District reserves the right to purchase equipment at term conclusion. The vendor must carry $1,000,000 Commercial General Liability per occurrence, $1,000,000 Commercial Auto Liability, statutory workers' compensation with Mississippi waiver of subrogation, and $2,000,000 Cyber Liability insurance. Evaluation criteria are cost (30%), prior District experience (15%), installation and implementation plan (15%), vendor reputation and stability (10%), quality of services/products (10%), and remote monitoring/supply programs (10%).