NSU Managed Print Services
Closed State & local contract opportunity Posted
- Solicitation number
- 26RFP-NSU-2601
- State
- South Dakota
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- 70091 Web Type Printing Presses
- 96657 Offset Printing, General, Small Press Work (Quan. Up To 25,000), One Or More Colors, No 4 Color Processes Or Large Solids Or Close Registration; Up To 11 X 17 In.: Brochures, Newsletters, Covers, Posters, Etc.
- 96658 Offset Printing, General, Large Press Work (Quan. Up To 100,000); One Or More Colors, No 4 Color Processes Or Close Registration Required, Finished Sizes May Exceed 11 X 17 In., May Have Large Solids
- 96659 Offset Printing, General, Large Production Runs On Large Or Web Press (Quan. Over 100,000), One Or More Colors, No 4 Color Processes Or Close Registration Required, May Exceed 11 X 17 In. And Have Large Solids
- 96663 Offset Printing, Booklets, Saddle Stitch Binding (Quantities Up To 100,000; 4 Color Process Or Tight Registration Required): Books, Magazines, Etc.
- 96664 Offset Printing, Booklets, Saddle Stitch Binding (Quantities Over 100,000): Books And Magazines
- 96668 Offset Printing, General, Large Press Work (Quan. Up To 100,000); One Or More Colors, Close Registration Required, No 4-Color Processes, Finished Sizes May Exceed 8-1/2 X 11 In., Newsletters, Etc.
Opportunity details come from postingboard.esmsolutions.com. Updated .
About this opportunity
Northern State University is soliciting proposals for managed print services covering approximately 65 multifunctional devices and printers across its Aberdeen campus, with proposals due August 7, 2026 and a fully functional solution required by September 25, 2026.
The scope encompasses device maintenance, management, and support, with the vendor providing, owning, leasing, or furnishing equipment. NSU is transitioning from its current model of separate device purchasing and service contracts to an integrated managed print program. Vendors must demonstrate capability to maintain and support the existing HP fleet, provide integration with or replacement of NSU's PaperCut print management solution, support departmental chargeback and billing, and comply with comprehensive security and configuration standards specified in the RFP attachments. The cost proposal must include all consumables, parts, labor, and software licensing (excluding paper, which NSU provides). Vendors must submit equipment lists with per-impression costs for the initial five-year term and propose innovative transition strategies that maximize value from existing NSU-owned equipment, including options such as maintenance-only support, trade-in programs, or phased replacement schedules.
The contract commences September 25, 2026 and runs through June 30, 2031, with options to extend for additional one-year periods by written agreement. The contract amount is to be determined through negotiation with the highest-ranked offeror; if negotiations fail, NSU reserves the right to negotiate with the next highest-ranked contractor in succession.
Offeror questions are due July 27, 2026, with responses posted by July 31, 2026. Oral presentations or discussions may be required August 12–14, 2026, with anticipated award decision and contract negotiation on August 31, 2026. Inquiries must be directed to Sean Meyers at Sean.Meyers@northern.edu with subject line "RFP #2601."
Opportunity text
The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors for Managed Print Services as outlined in this RFP. The goal of this RFP is to work towards solutions that will minimize cost, while maintaining or improving current services.
Based on this RFP, NSU intends to award a single contract to the responsible Vendor whose proposal, conforming to this RFP, is most advantageous to the University, price and other factors considered. NSU reserves the right to separately procure individual requirements that are the subject of the contract during the contract term, when deemed by the University to be in its best interest.
The selected vendor must provide a fully functional Managed Print solution prior to September 25, 2026.
NSU reserves the right to reject any and all offers and to award in the best interest of NSU.
Please see section 3.0 and Attachments A, B, and C for a complete scope of services regarding this RFP.
Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Sean Meyers at Sean.Meyers@northern.edu with the subject line "RFP #2601".
The State will respond to offeror's inquiries (if required) via e-mail. In addition, all inquiries and the State's response will be posted on the state's e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.
Files
| File | Type | Posted |
|---|---|---|
| Attachment B - NSU Printer Inventory.xlsx | XLSX spreadsheet | |
| Response to Offeror Questions document.docx | DOCX document | |
| RFP Document.pdf |
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