District Copier Fleet Management Services and

The Savannah-Chatham County Board of Education is requesting proposals for District Copier Fleet Management Services and District Print Center Management Services under RFP 23-19, with the current proposal due date of November 29, 2022 at 11:00 a.m. Eastern Time following four addenda that extended and clarified the original solicitation.

Bidders must submit separate pricing proposals under two distinct contractual structures: Option 1 offers a five-year lease and service agreement with an initial calendar year term, automatic renewal for up to three additional full calendar years, and a partial fifth year (January 1 to June 30), with the District retaining the right to terminate at any time with thirty days' notice; Option 2 presents an equipment purchase coupled with a one-year service and supplies contract, renewable for up to four additional one-year terms without re-advertisement. Under Option 1, annual combined payments cannot exceed 7.5 percent of the District's total local revenue collected for maintenance and operations in the most recently completed fiscal year. Under Option 2, the District will pay only for actual quantities ordered, not estimates, and vendors must honor quoted renewal prices or the District may re-advertise instead of executing a renewal.

Scope encompasses managed print services across 47 schools and multiple administrative locations with device specifications of Small (30 ppm or greater), Medium (50 ppm or greater), Large (75 ppm or greater), and Color (45 ppm or greater) devices, plus centralized Print Center operations including production equipment, bindery services using the vendor's own contracted staff, and support for cloud-based solutions leveraging Microsoft Universal Print. Functional requirements mandate follow-me printing, on-site monthly service visits with a dedicated fleet service technician (7:30 a.m. to 4:30 p.m., Monday–Friday), monthly departmental reporting, Active Directory single sign-on integration, job accounting via Equitrac software, RightFax licensing, and a five-day service level agreement with financial penalties for non-compliance. The Print Center must support 160,000 impressions per 8-hour workday capacity, multi-part carbonless printing, binding up to 120-page booklets with saddle stitching, color production up to 750,000 impressions monthly, and 3-day job turnaround.

A mandatory site visit to the District's Print Center at 2 Laura Avenue, Savannah, Georgia 31404 was scheduled for October 14, 2022 at 9:00 a.m. The District currently operates Microsoft Azure and RightFax server capabilities and expects vendors to propose cloud-based infrastructure. Charter Schools are permitted to utilize resulting fleet contract pricing.