Multi-Functional Device Fleet Lease and Managed Print Services

The Madison Metropolitan School District (MMSD) in Wisconsin is seeking proposals for a multi-functional device fleet lease and managed print services contract through RFP 4145. The procurement encompasses the replacement of approximately 178 currently leased devices across 60 district buildings, with a focus on implementing right-sized replacement devices and cost-effective managed print solutions. Key deliverables include local service presence, automatic toner ordering, four-hour service response times, and comprehensive device support. Vendors must provide color-capable devices with tracking capabilities and flexible leasing options. The evaluation criteria are comprehensive, with weighted scores including overall cost (10%), service requirements (15%), organizational qualifications (15%), equipment proposals (20%), device quality (20%), managed print services (15%), and references (5%). The RFP was issued on May 12, 2025, with proposals due by May 30, 2025, at 2:00 PM CST. A vendor conference is scheduled for May 20, 2025, and the intended contract term runs from the award date through July 1, 2028.

The district is open to awarding separate contracts for device leasing and managed print services to different vendors, maintaining flexibility in vendor selection. Diverse-owned businesses may receive a 5% preference in the evaluation process, potentially providing an advantage to qualified minority or women-owned enterprises. The district has not disclosed any incumbent vendors in the provided documentation. Vendors should be prepared to integrate with existing district infrastructure and technology systems. While specific budget ranges are not explicitly stated, the scope of replacing 178 devices suggests a significant procurement value. The RFP indicates the district's primary objectives are achieving cost savings, improving staff productivity, and upgrading technology. Potential respondents should carefully review the complete RFP documentation to understand the full scope of requirements and ensure compliance with all specified conditions.