77-20260917105748 DCS

DeSoto County School Board of Education is requesting bids for comprehensive print management services, including procurement, installation, and maintenance of 769 multifunction devices and printers across all school locations under IFB 77-20260917105748, with bids due October 19, 2026 at 4:30 p.m. CST.

The scope encompasses a single-vendor managed fleet of printers and multifunction devices ranging from 40+ ppm monochrome printers to 80+ ppm monochrome devices with advanced finishing capabilities. The vendor must provide all equipment, installation, configuration, monitoring software, training, remote monitoring, service, parts, software, and supplies on a cost-per-image basis. All equipment must be new, not refurbished, from a single preferred manufacturer with OEM consumables and parts. The vendor must maintain 4-hour maximum response time for service calls, 1-hour maximum phone response time, and 95% equipment uptime; service credits of $50 per hour apply for failures to meet these standards.

The contract is a firm 48-month term with no automatic renewals, commencing the first day of the month following installation completion. Fixed pricing with no escalator clauses applies across all 48 months, structured as monthly cost-per-image rates. The District guarantees annual minimum volumes of 81.6 million monochrome images and 1.2 million color images, divided into 12 monthly installments of 6.8 million monochrome and 100,000 color images; overages apply only when these minimums are exceeded and reconcile at the end of each 12-month period. All equipment must be completely installed and operational by February 28, 2027; liquidated damages of $100 per day per school apply for delays.

The vendor must carry minimum $1 million per occurrence general liability, $1 million commercial auto liability, and statutory workers' compensation insurance. Evaluation criteria weigh cost at 35%, vendor services and product quality at 10%, vendor reputation and stability at 15%, remote monitoring and supply programs at 20%, and installation and implementation plans at 20%. Written questions are due October 9, 2026 at 12:00 p.m. CST to dcs.purchasing@dcsms.org. No pre-bid conference will be held. Award is anticipated within 60 days of opening. Invoices are paid within 45 days of receipt and acceptance.