Copier Lease

Floyd County Schools is requesting proposals for a copier lease program to supply and install 68 network copiers across district locations, with proposals due March 28, 2022 at 2:00 p.m. local time and written questions due by March 11, 2022. Vendors certifying a drug-free workplace program receive preference in case of tied proposals.

The scope includes 55 black-and-white copiers at 55 pages per minute with duplex capability, automatic document feeders, network scanning, and finisher units for district-wide use; one color copier at 135 copy-per-minute with advanced finishing capabilities (stapling, collating, saddle finishing, punching, folding, and booklet trimming) for the print shop; and one color copier at 60 pages per minute with specified paper capacity for the central office front hall. All copiers must be new machines with 24-hour service response capabilities. The vendor must provide a project manager and coordinate a pre-installation walkthrough with the district's Executive Director of Technology. Installation is projected for July 1, 2022.

This is a fixed-price lease with pricing firm for the first contract year; increases in subsequent years are limited to documented amounts submitted no later than 30 days prior to renewal dates. The vendor must include all maintenance, repairs, supplies, delivery, and installation costs in pricing; the district supplies paper and staples. The district does not obligate minimum purchase volume and will pay only for actual services and quantities ordered and received within 30 days of invoice submission.

Evaluation emphasizes cost using a normalization formula, previous experience with Georgia school districts, quality of references, and proposal responsiveness. Floyd County Schools reserves the right to make multiple awards, reject all proposals, conduct discussions, request best and final offers, and negotiate with the highest-ranked vendor before proceeding to lower-ranked alternatives.