District Copy Center Production Equipment Replacement and Service Contract

Independent School District #535 (Rochester Public Schools) in Olmsted County, Minnesota, is seeking proposals for a comprehensive District Copy Center Production Equipment Replacement and Service Contract. The procurement involves replacing the entire high-volume production equipment at the centralized copy center, Paper Tiger, which currently produces approximately 20.4 million black-and-white copies and 1.2 million color copies annually. The project requires vendors to provide new, manufacturer-certified production devices, including four black-and-white production engines and one color production press, along with full maintenance of existing finishing equipment. The contract will be a 60-month service and maintenance agreement with an optional 12-month extension, emphasizing comprehensive support including EFI Digital Storefront integration, network compatibility, workflow optimization, parts, labor, consumables, and proactive maintenance. Key evaluation criteria include solution architecture, workflow integration, implementation planning, training, service response times, device uptime, software stability, sustainability initiatives, and documented experience supporting comparable K-12 print centers. Proposals must be submitted electronically through the Euna Procurement (Bonfire) platform by January 15, 2026, at 1:00 p.m. CST, with oral presentations for shortlisted vendors scheduled for January 29, 2026, and anticipated School Board approval on February 17, 2026.

The procurement does not specify explicit set-aside designations or restrictions on responding organizations. The successful vendor must integrate with the District's existing EFI MarketDirect StoreFront system, PaperCut print management system, and support Active Directory/Azure AD authentication. Required insurance includes Commercial General Liability of $1,000,000, Automobile Liability of $1,000,000, Workers' Compensation at statutory limits, Umbrella Liability of $2,000,000, and Cyber/Data Security Liability of $1,000,000. While no specific budget range is explicitly stated, vendors must submit pricing as a fixed, all-inclusive monthly cost covering all equipment, service, repairs, labor, consumables, preventative maintenance, software, training, and delivery over the 60-month term, with no price increases permitted. The District will evaluate pricing based on annual volumes of 24 million black-and-white impressions and 2 million color impressions, with vendors prohibited from imposing minimum monthly impressions, overuse penalties, toner surcharges, or administrative fees. The contract includes provisions for termination after six months if service levels are unsatisfactory or if funds are not appropriated in subsequent fiscal years.