Multifunction printers

Wayne-Westland Community Schools is requesting bids on multifunction printers and associated equipment for installation across 23 school district facilities in Wayne and Westland, Michigan, with bids due October 27, 2026 at 1:00 p.m. and a pre-bid conference on October 7 at 3:00 p.m.

Acceptable equipment manufacturers are Canon, Konica-Minolta, Ricoh, Toshiba, and Xerox. All devices must support 11x17 printing and HID iCLASS-compatible proximity card readers. The district will redeploy its existing PaperCut output control and management application with new proximity card readers for output security and tracking across elementary schools, middle schools, high schools, administrative centers, and operational facilities.

Pricing is structured as a fixed cost-per-page (CPC) fleet rate over 60 months covering 23 million monochrome copies and 1.5 million color copies, with maximum percentage increases clearly identified for months 61–72. The contractor must provide PaperCut output management software renewal for five years and a $20,000 allowance for electrical upgrades and related services. Warranty service includes four-hour response times for critical issues and two-business-day response for non-critical matters, with mandatory annual account reviews. The contractor handles removal and disposition of all existing equipment with identified trade-in values.

Bidders must submit an Intent to Bid form by October 16 at 5:00 p.m. Bid security of 5 percent in the form of a bid bond or certified check is required, with successful contractors required to provide performance and payment bonds equal to 100 percent of the bid amount. Retainage of $30,000 is held until substantial completion, with subsequent retainage payments due within 90 days of each annual review.

Anticipated timeline includes final vendor presentations in November 2026, contractor selection by November 30, 2026, work commencement in January 2027, substantial completion in April 2027, and project close-out in May 2027.