50077 - copy/printer services

Portage Public Schools in Kalamazoo County, Michigan, is soliciting proposals for a comprehensive copy/printer services contract (Bid #50077) to provide a turnkey managed print solution across 16 facilities. The procurement seeks a vendor to supply, install, and manage multi-function printers, traditional laser printers, and ID card printers, with an emphasis on a complete print management ecosystem. The current environment includes 71 licensed devices utilizing PaperCut MF software, which will require seamless transition and integration. A mandatory pre-bid meeting is scheduled for January 21, 2025, with both in-person and virtual attendance options, and proposals are due February 12, 2025, at 10:00 AM EST. The district requires pricing based on cost-per-impression for various paper sizes and color/black & white options, with potential separate equipment lease costs. Key evaluation criteria will likely include pricing, technical capabilities, service responsiveness, and ability to manage the complex installation across multiple school sites, including three elementary schools undergoing construction and relocation during 2025.

The procurement does not explicitly mention specific set-aside designations or restrictions for disadvantaged business enterprises. The current print environment uses PaperCut MF software, which will expire on June 30, 2025, necessitating vendor integration capabilities with this existing technology infrastructure. The contract term is three years with potential for two additional one-year extensions, providing a stable long-term partnership opportunity. While specific budget ranges are not detailed, the scope encompasses 71 existing devices and a voluntary alternate for seven ID card printers with approximately 2,000 annual impressions. Vendors may submit proposals for the entire project or specific components, including multi-function devices, laser printers, existing equipment disposal, and print management software. The projected award date is April 14, 2025, with a project go-live deadline of August 1, 2025, indicating a comprehensive transition and implementation timeline.