PCS cost per copy contract

Pender County Schools has issued Request for Proposal (RFP) 2024-TECH-003 for a comprehensive Cost Per Copy Contract to procure multi-functional copiers and digital duplicators for district-wide use. The procurement seeks a vendor to provide and maintain new equipment capable of copying, printing, scanning, and faxing across multiple school locations, with an annual volume of approximately 11,180,000 copies (8,800,000 black-and-white, 1,830,000 duplicator prints, and 550,000 color prints). Mandatory requirements include furnishing brand new equipment, providing all operating supplies (excluding paper, fax supplies, and finisher staples), and delivering comprehensive end-user training. The solicitation requires equipment with specific technical capabilities, including multifunction printers with speeds of 55 and 45 pages per minute, minimum paper capacities of 3,000 sheets, large capacity cassettes, scanning speeds of 240 ipm, and embedded OCR capabilities. Sealed bids are due by December 16, 2024, at 4:00 PM EST, with a public bid opening scheduled for December 17, 2024, at 1:00 PM. All equipment must be delivered, installed, and fully operational by July 1, 2025, with a contract term of five years.

The procurement does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The contract requires vendor compliance with Papercut print management system integration, using staff ID badges with 26-bit Wiegand format, and maintaining rapid 2-4 hour service response times. Current contract pricing indicates cost-per-copy rates of $0.059 for color, $0.0109 for black-and-white, and $0.0079 for duplicator prints. The vendor will retain equipment ownership throughout the program and must remove all equipment within two weeks of contract conclusion. Pender County Schools reserves the right to terminate the contract with 30 days' notice without penalty. While no specific budget range is provided, the annual print volume suggests a substantial contract value. The procurement covers equipment distribution across multiple school locations, including provisions for two additional schools planned for the Hampstead K8 Campus in fiscal year 27-28, with equipment needs for a new middle school and elementary school.