Oostburg Schools 2018 Output Printer Copy MFP solution

The Oostburg School District in Wisconsin is seeking proposals for a comprehensive managed print solution to address its printing and copier needs across two building complexes serving approximately 1,000 students. The district requires a service support and supply contract that covers maintenance, support staff, and supplies for district-owned or leased equipment. The proposed solution must support multiple operating systems including Windows, Mac OS, iOS, and Chrome OS, and include multifunction devices, networked printers, document imaging capabilities, scan-to-email functionality, and user-based print/copy usage logging. Key requirements include staff training, equipment monitoring and reporting, faxing capabilities, and physical equipment identification via RFID tags. The district currently utilizes five Canon multifunction devices, three networked HP LaserJet printers, and Uniflow 1.1 output management software, with monthly impressions of 175,000 pages. Proposals were due on January 21, 2019, with an award announcement planned for January 31, 2019, and installation scheduled for completion by February 22, 2019. The evaluation criteria will assess total value and price (30 points), alignment with district goals (25 points), system compatibility (20 points), vendor standing with local/state preference (15 points), and bid packet completeness (10 points).

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Vendors must demonstrate at least five years of experience in printer and copier service support systems and provide a minimum of five references. Insurance requirements include General Liability Insurance with $1,000,000 per occurrence and $2,000,000 aggregate limits. The contract offers flexible term options ranging from one to five years, with annual renewals on August 1st. Vendors must guarantee a 4-hour or better response time and 95% equipment uptime, with the provision that new printers added during the contract year will not increase base fees. The current print environment is leased from an existing service provider and requires minimal IT resource integration. Vendors must submit a comprehensive proposal package including a cover letter, detailed scope of work, cost breakdown, integration timeline, signed contract, references, and W-9 form. While specific budget ranges are not explicitly stated, the district seeks a per-page print pricing model with consideration for volume pools.