Multi Function Device RFP Lease and Servicing Program

Cleveland County Schools is soliciting proposals for a comprehensive Multi-Function Device (MFD) Lease and Servicing Program through a Request for Proposals (RFP) issued on January 24, 2025. The procurement seeks a five-year contract with potential one-year extensions for leasing and servicing multi-functional digital copier systems across the school district. Key deliverables include high-performance digital copiers capable of copying, printing, scanning, and faxing, with a mandatory PaperCut solution for tracking print and copy usage. The school district's current annual volume is approximately 28.7 million black & white copies and 2.7 million color copies. Evaluation criteria will focus on equipment capabilities, service availability, proposer reputation, total cost, and overall value, with the contract to be awarded based on "best value" principles. A mandatory pre-proposal meeting is scheduled for March 11th, 2025, at 2:00 pm in the Technology Conference Room, with final proposals due by March 28th, 2025, at 12:00 pm. The successful vendor must provide comprehensive services including installation, training within 48 hours, ongoing support, all supplies (except paper), maintenance, and technical support with a 4-hour average response time.

The RFP encourages participation from minority-owned, women-owned, and disabled person-owned businesses, demonstrating a commitment to diverse vendor participation. While no specific set-aside percentages are mentioned, the solicitation indicates an openness to varied business types. The contract requires proposers to provide detailed pricing that clearly shows unit prices and total costs for all equipment and services, with no minimum copy requirements per device. Pricing must be all-inclusive, covering maintenance, delivery, removal, training, property tax, and insurance. The procurement is specifically for Cleveland County Schools and will be governed by North Carolina General Statute 143-129.8, which allows for selection based on best value rather than lowest cost. Although no specific budget range is explicitly stated, the comprehensive nature of the RFP and the large annual copy volume suggest a significant contract value. The successful vendor will need to demonstrate expertise in managing multifunctional technology and the ability to integrate advanced systems into the school district's existing operational infrastructure.