Managed print and copy services

LEAD Public Schools is requesting proposals for network-wide managed print and copy services across multiple campuses and administrative offices in the Nashville, Tennessee area, with proposals due October 21, 2026 at 3:00 p.m. CST and a mandatory virtual pre-proposal conference on October 2, 2026 at 10:00 a.m. CST.

The scope encompasses equipment assessment, network-wide implementation, preventive and corrective maintenance, toner and consumable replenishment, print management technology with remote monitoring, secure print release, and monthly reporting by device and location. The contractor must provide all equipment (new or manufacturer-certified refurbished), parts, labor, and consumables (excluding paper unless included in the proposal). Service response requirements are strict: acknowledgment within one business hour for critical issues with same-day resolution; acknowledgment within two business hours and service within four business hours for high-priority issues; and acknowledgment and service within one business day for routine requests. Equipment must maintain 98% minimum monthly uptime excluding scheduled maintenance, network outages, and force majeure. Loaner or replacement equipment must be provided at no additional cost when devices cannot be restored within service levels. An optional on-site Print Shop Manager component is available for dedicated campus management. Deliverables include initial assessment, implementation plan, training materials, monthly usage and performance reports, and a transition plan upon contract expiration.

The initial contract term is three years with LEAD retaining sole discretion to exercise up to two additional one-year renewal options contingent on satisfactory performance, fund availability, and mutual written agreement. Pricing is structured on total cost of ownership including monthly base fees, per-page black-and-white and color rates, equipment leases, and implementation charges, with vendors permitted to propose lease, ownership, or combined models. All prices must remain firm throughout the initial three-year term with no unapproved charges or automatic upgrades permitted.

Evaluation uses a 100-point multi-stage process: 75 points for technical (solution, security/compliance, service/support, experience/references, implementation approach) and 25 points for cost. Potential interviews are scheduled for October 28–30, 2026. Questions are due October 7, 2026 at 3:00 p.m. CST with responses provided by October 9 at 3:00 p.m. CST. Required insurance includes Commercial General Liability ($1 million per occurrence / $2 million aggregate), Automobile Liability ($1 million combined single limit), Workers' Compensation ($1 million per accident), Professional/Technology Liability ($1 million per claim / aggregate), and Cyber Liability ($1 million per claim / aggregate) if accessing LEAD's network or systems, all primary and non-contributory with LEAD named as Additional Insured.