Document Imaging

Byron Center Public Schools, located in Kent County and Brooklyn Village, Michigan, is seeking qualified vendors to provide document imaging equipment and comprehensive maintenance services through this Request for Proposals (RFP). The procurement encompasses multifunction printers (MFPs) and standard printers across nine school buildings, including one high school, one middle school, one intermediate school, three elementary schools, one early childhood center, one administration building, and one bus garage. Required equipment specifications include production MFPs with 90 pages per minute, color MFPs with 60 pages per minute, black and white MFPs with 60 pages per minute, desktop MFPs, and standard printers, all featuring duplex scanning at 600 dpi, PaperCut MF software integration, ISOProx II format card reader compatibility, and electronic meter reporting capabilities. The maintenance agreement must be a total supply-inclusive contract covering all toner, developer, ink, staples, masters, parts, labor, trip charges, and drums with no exclusions. Installation and configuration must be completed by July 28, 2019, with additional installations in construction areas by August 27, 2019, and comprehensive staff training must be delivered by August 21, 2019, with annual refresher training thereafter. The contract term is five years with an optional sixth year contingent on District satisfaction. A mandatory pre-bid meeting is scheduled for March 26, 2019, at 3:00 p.m. at the Byron Center Administration Building, and proposals are due April 15, 2019, by 11:00 a.m., with all timely submissions to be publicly opened. Vendors must provide four local references preferably from K-12 public school institutions within specified Michigan counties and submit required attachments including familial relationship disclosure, Iran Economic Sanctions Act compliance affidavit, liability insurance certificates, organizational charts, and sample contracts.

The RFP does not specify set-aside designations or restrictions based on disadvantaged enterprise status, though all quoted prices must exclude tax allocations as the District is a governmental unit exempt from state and federal taxes. All equipment must be new, digital, and certified, with all devices in each category from the same manufacturer and model. The District currently produces approximately nine million black and white copies and 500,000 color copies annually, which will inform the cost-per-copy basis pricing structure required for years one through five, with optional year six pricing. While no incumbent vendors or current contractors are identified in the RFP, vendors are solicited to submit proposals to purchase existing equipment with meter counts provided in Appendix G, including removal of old equipment and secure data deletion from device hard drives. The RFP does not provide an explicit award value or budget range; however, the significant annual copy volume and five-year contract term with optional sixth year suggest substantial contract value.