REQUEST FOR INFORMATION (RFI) - Web-2-Print SaaS

Howard County Public School System (HCPSS) is issuing a Request for Information on Web-2-Print Software-as-a-Service (SaaS) tools for its Print Services Team, with responses due August 31, 2026. This is an information-gathering exercise only and does not constitute a solicitation or commitment to purchase; submission provides no advantage in potential future Requests for Proposal, and no costs may be charged for RFI responses.

HCPSS Print Services currently processes approximately 3 million impressions per month across multiple Canon production devices using ten employees. The RFI seeks vendor capability information and non-binding cost estimates on commercially available Web-2-Print SaaS platforms that integrate with the district's existing infrastructure and security posture.

Technical requirements include integration with Active Directory or Azure AD for Single Sign-On, secure APIs to prevent direct internal network access, Multi-Factor Authentication support, role-based access controls with separate administrative categories, audit logging with export capability to commercial monitoring tools, and printer-neutral architecture compatible with standard web browsers. Functional capabilities must encompass variable data printing, job ticket creation with finishing options, PDF creation and proofing, approvals and notifications, accounting and cost center assignment, inventory controls, print production management, and multiple job submission formats.

Security and compliance requirements include encryption in transit and at rest, U.S.-based data storage, data ownership retention by HCPSS, prohibition on unauthorized data reuse for analytics or AI training, compliance with student data privacy requirements, current SOC 2 Type II certification or equivalent, documented security practices, breach notification commitments, documented uptime SLAs, and backup and disaster recovery capabilities with clear data retention and deletion policies.

Questions are due August 10, 2026 at 12 p.m. EDT.