Managed Print Services with Enterprise Cloud Print Management - Lease for Multifunction and Laser Printers

Beaufort County Government in South Carolina is soliciting proposals for a comprehensive Managed Print Services (MPS) program through a Request for Proposal with a submission deadline of 3:00 pm EST on March 31, 2026. The procurement seeks a turnkey solution encompassing leased multifunction devices (MFDs) and laser printers, an enterprise cloud print management platform, and full implementation and ongoing support services. The County's existing fleet comprises over 200 individual printers and approximately 180 multifunction devices distributed across numerous county departments and geographically dispersed locations including courts, sheriff's offices, libraries, and administrative buildings in Beaufort, Bluffton, Hilton Head, and other areas. Specific hardware requirements include 167 multifunction units from manufacturers such as Konica Bizhub and Kyocera, and 99 laser printers from HP and Kyocera, with monthly usage volumes ranging from minimal to over 40,000 pages depending on department. The County's primary objectives include standardizing and modernizing its distributed print fleet, improving security and auditability consistent with Zero Trust principles, reducing operational overhead, and enabling centralized monitoring and reporting across segmented RFC1918 networks while integrating with the County's Microsoft 365 and Azure AD (Entra ID) environment. All hardware must be provided under a monthly lease arrangement, with service inclusions covering preventive maintenance, break/fix labor, parts, and consumables (excluding paper and staples), along with cloud and software subscriptions and implementation services. Evaluation criteria consist of five components: Technical Compliance and Architecture (30 points), Security & Compliance (25 points), Service Levels (15 points), Vendor Experience & References (10 points), and Cost (20 points), with vendors required to demonstrate a minimum of five years of MPS experience and provide three public-sector references from the past five years, each managing 200 or more devices across 10 or more sites.

The RFP does not specify any set-aside designations or restrictions on respondent eligibility based on organization type or disadvantaged enterprise status. No incumbent vendors or current contractors are identified in the procurement documents. Contractors must maintain comprehensive insurance coverage including Worker's Compensation, Commercial General Liability with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, Automobile Liability ($500,000 combined single limit), Umbrella Liability ($2,000,000), and Professional Liability ($1,000,000 per occurrence). The contract includes an initial term of 36 months with two optional one-year renewal periods. Pricing proposals must provide fully itemized costs covering monthly lease rates per device model, cost-per-page rates for black and white and color printing, cloud and software subscriptions, implementation and professional services, required appliances or connectors, and optional accessories, though specific budget ranges or award values are not disclosed in the available documentation. The County retains the right to reject any or all proposals and reserves the right to terminate the contract for convenience without penalty.