Printer/copier lease, regular and preventative maintenance and supplies

Lexington City Schools (LCS) has issued a Request for Proposal (RFP #206-2025-001) for a comprehensive printer/copier lease and maintenance program covering seven school locations serving 2,853 students and 500 staff members. The procurement seeks a contractor to provide multi-functional digital devices with print, copy, scan, and fax capabilities through a cost-per-copy (CPC) pricing model, with no guaranteed minimum volume commitment. Sealed proposals are due by 3:00 PM ET on March 28, 2025, and must be submitted to LCS at 1010 Fair Street, Lexington, NC 27292. The contract term is three years, beginning July 1, 2025, with potential two one-year optional extensions. Key deliverables include equipment installation, comprehensive training, maintenance, and all operating supplies except paper, with a service response time of 2-4 hours. The current estimated monthly output is approximately 660,000 black & white pages and 25,000 color pages. As an optional component, the RFP also solicits pricing for PaperCut print management software.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Contractors must provide criminal background checks for all service personnel and maintain specific insurance requirements, including $1,000,000 comprehensive general liability per occurrence and worker's compensation coverage. Third-party leasing is not acceptable, and the contractor must retain complete equipment ownership. While specific budget ranges are not detailed, the current monthly page volume suggests a substantial potential contract value. The RFP indicates that the selected vendor will be responsible for furnishing, delivering, installing, and maintaining equipment to LCS's complete satisfaction, with a focus on comprehensive service and technology integration across the school system's seven locations.