HP Printers for Fayette County Public Schools

Fayette County Public Schools (FCPS) in Georgia is issuing a Request for Quotes (RFQ 25-040-073) for HP-brand printer supply and delivery to establish competitive pricing and vendor relationships for five specific HP Enterprise/Managed printer models: LaserJet Enterprise M406, LaserJet Enterprise 5700dn, LaserJet Enterprise MFP M480f, LaserJet Managed MFP E877 with accessories, and LaserJet Enterprise M455dn. All devices must be new, not refurbished units, with delivery required to 28 school and administrative locations across Fayette County, including inside delivery with 24-hour advance notice to end users. Vendors must provide per-unit pricing with separately itemized costs for delivery, optional support services, extended warranties (3-, 4-, and 5-year terms), and technical support up to five years. Qualified respondents must demonstrate HP authorization, provide educational or government client references, submit warranty documentation, provide estimated lead times, and detail comprehensive delivery logistics. The RFQ was issued May 28, 2025, with written questions due by 9:00 AM ET on June 5, 2025, and proposals due by 9:00 AM ET on June 18, 2025. The contract term extends from award through December 31, 2025, with four optional one-year renewal terms available through December 31, 2029. Evaluation criteria include price, warranty provisions, service guarantees, past performance, total cost of ownership, business capabilities, delivery methods, and manufacturer quality standards, with lowest price alone not being the determining factor.

The RFQ does not specify set-aside designations or restrictions limiting vendor eligibility based on business classification. No incumbent vendors or current contractors are identified in the documentation, though FCPS currently operates approximately 1,000 single-function personal printers across over 300 models and 91 Ricoh multifunctional devices generating approximately 1.8 million monthly images. The District plans to implement Vasion Print management software and indicates a clear preference for Enterprise model printers requiring managed service agreements rather than open distribution models. Freight terms are FOB destination with prepaid freight permitted, and the District reserves the right to allow other Fayette County government entities and local municipalities to purchase from the awarded vendor at identical quoted prices. No guaranteed purchase quantities are specified in the RFQ; instead, the solicitation establishes pricing based on the District's estimated planning information, with individual schools and departments placing future orders as needed. Specific budget or award value information is not disclosed in the available documentation.