Copier Lease

Floyd County Schools in Rome, Georgia is requesting proposals for copier lease services covering 68 district-wide units and 4 additional units for print shop and central office locations under RFP 22-140, with proposals due April 18, 2022 at 2:00 p.m. and questions due March 28, 2022.

District-wide copiers must meet minimum specifications of 55 pages per minute with duplex capability, automatic document feeders, network readiness, and scan-to-email functionality. The print shop requires three high-capacity units ranging from 65 to 135 pages per minute with advanced finishing capabilities including saddle finishers and booklet trimmers. The central office unit must support both color and black-and-white copying at 60 pages per minute minimum. All equipment must provide 24-hour service response. The vendor must integrate with Google Workspace and support PDQ for print driver distribution. The print shop averages over 950,000 combined black-and-white and color copies monthly.

The initial contract term is three years beginning July 1, 2022, with optional renewal for two additional one-year terms for a total possible five-year period, contingent upon satisfactory performance and competitive pricing. Installation is scheduled for July 1, 2022 and is negotiable. Vendors may propose either a per-click service agreement or a lease with monthly click allowance and overage charges. Pricing must be firm for the first contract year, with documented price increases for subsequent years not exceeding amounts stated in the pricing sheet and submitted 30 days prior to renewal. All costs must include delivery, installation, supplies, and 24-hour service response, F.O.B. Destination on itemized invoices.

Evaluation prioritizes service fees (lowest-cost proposal receives maximum points), vendor experience with Georgia school districts and key employee qualifications, client references, and proposal responsiveness. The district reserves the right to award to multiple vendors, conduct best and final offer negotiations, reject any or all proposals, and cancel the RFP. No minimum purchase is guaranteed.