managed copier and print services

Decatur Public Schools in Van Buren County, Michigan is requesting proposals for managed copier and print services covering provision, installation, and maintenance of 10 multifunction devices (7 black and white units and 3 color units) to replace its current fleet of 11 Kyocera Taskalfa and HP LaserJet models, with proposals due September 4, 2026 at 3:00 p.m. to the DPS Administrative Office.

The scope requires certified new equipment distributed across elementary and secondary school locations with delivery and installation by October 1, 2026, on-site personnel training completion by October 15, 2026, and a minimum five-year contract term with locked cost-per-page rates. Maintenance services must provide minimum 8 hours per day, Monday through Friday availability with a maximum 4-hour response time and proactive toner replenishment. Vendors must supply itemized purchase prices for each copier model with finishers and specified accessories, and all pricing must include delivery, installation, training, and maintenance with locked cost per black and white page and color page held constant across all devices for the contract term. Bidders must provide MyQ printer management software or equivalent compatible with Windows and Chrome environments. Equipment must carry full manufacturer warranties.

The District's current monthly volume is approximately 102,535 total impressions (92,738 black and white and 9,796 color). Decatur Public Schools is tax-exempt; quoted prices should exclude state and federal taxes. Bid review commences September 9, 2026, with awards anticipated by September 16, 2026. The District reserves the right to accept or reject any or all bids and to modify equipment quantities at time of order. Proposals must be submitted in both physical and digital formats to Jennifer Baushke at 110 Cedar Street, Decatur, Michigan 49045.