Print Management Services (RFP 25-021-073)

Fayette County Public Schools (FCPS) in Georgia is seeking proposals through RFP 25-021-073 for comprehensive Print Management Services across district locations. The procurement targets a managed print solution focused on eliminating approximately 1,000 single-function printers while integrating with the existing 91 Ricoh multi-function devices (MFDs). Key deliverables include hardware, software, and onsite technical support with an emphasis on implementing secure printing controls and driving printing volume to multi-function devices. The initial implementation will commence in August 2025 at three pilot schools: Inman Elementary, Flat Rock Middle School, and McIntosh High School, with potential district-wide expansion before the 2026-2027 school year. Proposers must submit detailed building maps indicating proposed printer locations, demonstrate integration capabilities with staff/student directories for secure printing, and provide line-item pricing with comprehensive implementation costs. The evaluation will be conducted by a committee using a point-based system that considers vendor qualifications, technical solution effectiveness, and overall cost. Proposals are due on March 3, 2025, at 9:00 AM ET, with mandatory pre-proposal site visits required at the three pilot schools. The initial contract term runs through June 30, 2026, with four optional renewal terms available.

The RFP documentation does not specify explicit set-aside designations or restrictions on responding organizations. The current print environment operates under a shared pool of 21 million images annually, priced at $0.006 per image, which includes service and toner. The existing Ricoh MFD fleet will not be replaced but integrated into the new managed print solution. While no incumbent vendor is specifically highlighted, the current contract involves Ricoh devices. The current monthly print volume averages 1.8 million images, suggesting a potentially significant contract value. Proposers will need to provide a comprehensive solution that not only manages printing infrastructure but also enhances data security and operational efficiencies across district facilities. Though specific budget ranges are not explicitly stated, the complexity of managing approximately 1,000 single-function printers and integrating with existing MFDs indicates a substantial potential contract value for the selected vendor.