Managed Print Services

Rochester Public Schools, Independent School District #535 in Olmsted County, Minnesota, is issuing a Request for Proposal for comprehensive Managed Print Services covering a sixty-month contract term commencing July 1, 2026, through June 30, 2031, with an optional month-to-month extension for up to twelve additional months. The District operates approximately 110 multi-function devices and 38 desktop printers across sixteen elementary schools, four middle schools, three high schools, and various alternative and online programs serving approximately 17,500 students. The selected vendor must design, implement, and manage a complete managed print program including equipment leasing, installation, maintenance, toner and supplies, secure printing integration with the District's existing PaperCut software environment, automated supply management, training, and ongoing responsive local service with defined Service Level Agreements requiring a maximum three-hour on-site response time. The District's historical print volumes demonstrate a declining trend: 7,060,083 black-and-white and 1,849,367 color impressions in 2022-2023; 7,984,480 black-and-white and 1,175,086 color impressions in 2023-2024; and 5,690,260 black-and-white and 1,193,035 color impressions in 2024-2025, representing a 24.85 percent decline in the most recent year. The evaluation framework allocates 1,000 total points across the following criteria: sixty-month pricing at 300 points (30 percent), technical requirements and equipment at 150 points, service and support model at 250 points, vendor qualifications and experience at 100 points, implementation and training plan at 100 points, and oral presentations at 100 points. Critical dates include a written questions deadline of March 27, 2026 at 12:00 PM Central Time, final addendum issuance by March 30, 2026 at 4:00 PM, proposal submission deadline of April 9, 2026 at 1:00 PM Central Time via the Euna Procurement (Bonfire) platform, vendor presentations on April 21, 2026, School Board approval and award on May 5, 2026, and contract execution on or before May 19, 2026, with full implementation and operational readiness required by July 1, 2026.

The RFP documentation does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, nor does it indicate disadvantaged enterprise or minority-owned business preferences. The incumbent vendor's contract expires June 30, 2026, creating an opportunity for transition to a new service provider. The District maintains enterprise-level network infrastructure including Cisco Meraki switching, 10 Gb fiber connections, Active Directory/Entra Cloud-based servers, and Gmail email systems, with which the selected vendor must ensure full integration and compatibility. The District requires the selected vendor to provide evidence of current insurance coverage including Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Automobile Liability of $1,000,000 combined single limit, statutory Workers' Compensation, Employers' Liability of $500,000 per occurrence, Errors and Omissions of $1,000,000 per occurrence, and Umbrella/Excess Liability of $2,000,000 per occurrence/$2,000,000 aggregate, with the District named as additional insured. Pricing must be structured as fixed monthly equipment lease rates based on Fair Market Value per device category and fixed per-copy service and supply rates based solely on actual impressions, with all costs remaining fixed for the entire sixty-month term with no variable pricing, market-indexed adjustments, fuel surcharges, or supply cost pass-throughs permitted. While specific award values or budget ranges are not disclosed in the available documentation, vendors should anticipate pricing calculations based on the District's historical print volume data and the fixed pricing structure outlined in the RFP.