Bid No. 26-136 RFP: Springfield Public School Copy Center/Managed Print Services

The City of Springfield Public Schools, located in Hampden County, Massachusetts, is issuing a Request for Proposals (RFP) for a three-year or four-year managed print services contract under Bid No. 26-136. The procurement seeks qualified firms to establish, operate, and manage a comprehensive Copy Center and Managed Print Operation that will serve the school department's printing and copying needs. The scope of work includes providing high-volume copy center services, leasing multi-functioning devices (MFDs), and providing maintenance and repair services for the MFD and desktop printer fleets throughout the district. The RFP also incorporates an internship component and courier/mailing services component as part of the overall contract deliverables. Proposals must be submitted by 2:00 PM on March 23, 2026, to the Office of Procurement located at 36 Court Street, Room 307, Springfield, MA 01103. RFP documents became available on March 2, 2026, and prospective bidders must submit written questions by March 11, 2026, at 4:30 PM to lstabilo@springfieldcityhall.com and jmaxewxford.com. While specific evaluation criteria are not detailed in the available documentation, the procurement is governed by Massachusetts General Laws Chapter 30B Section 6 and other applicable state procurement statutes.

The City of Springfield has established a goal of twenty percent minority and women business enterprise (M/WBE) participation in this contract, though no indication of a formal set-aside designation is noted. No incumbent vendors or current contractors are identified in the procurement documentation, and no specific technology integration requirements or existing infrastructure constraints are detailed. The contract is valued at a maximum of $4,500,000 for a three-year term or $5,500,000 for a four-year term, providing prospective bidders with a clear budget range for proposal development. The Chief Procurement Officer reserves the right to waive any informality in the bidding process and to reject any or all bids if deemed in the public interest, maintaining flexibility in the award decision. Interested vendors should note the compressed timeline between the March 2 posting date and the March 23 proposal deadline, allowing approximately three weeks for proposal preparation.