REQUEST FOR PROPOSAL For Multi-functional Device Fleet Lease & Managed Print Services

The Madison Metropolitan School District (MMSD) in Wisconsin is seeking proposals for a comprehensive multifunctional device fleet lease and managed print services contract. The procurement encompasses approximately 166 currently leased multifunctional devices and 22 district-owned devices distributed across 53 buildings, with additional management for roughly 650 network devices. Vendors must provide right-sized replacement devices, fleet management, and cost-effective print solutions, with a mandatory requirement that all fleet devices come from the same manufacturer to ensure operational consistency. The evaluation criteria will weight proposals across several key areas: 10% for overall cost, 15% for service and support capabilities, 10% for organizational qualifications, 20% for school/department equipment proposals, 20% for Printing Services equipment proposals, 15% for managed print services proposals, 5% for references, and 5% for diverse-owned business certification. A mandatory vendor conference was scheduled for November 13, 2018, with proposals due on December 7, 2018, at 2:00 PM CST. The evaluation committee may request interviews, on-site demonstrations, and site visits from top-scoring vendors between December 17, 2018, and January 8, 2019, with the Board of Education expected to approve the award by January 28, 2019.

The district offers a 5% preference for diverse-owned businesses certified by the Wisconsin Supplier Diversity Program or participating in the Wisconsin Diversity Procurement Network. The contract will run through March 31, 2023, with the potential for award to multiple vendors, possibly splitting device lease and managed print services between different contractors. Key contract provisions include liquidated damages of $1,000 per working day for late delivery, mandatory four-hour service response times, automatic toner ordering, equipment training at installation, and unlimited onsite training at no additional cost. The current device fleet includes approximately 830 devices from vendors such as Ricoh, HP, Dell, Xerox, Brother, and Savin, with significant concentrations of Ricoh Aficio MP 7502 units and HP LaserJet 4250 printers. While specific budget ranges are not explicitly stated, the comprehensive nature of the contract covering nearly 200 devices and managed services for 650 additional network devices suggests a substantial procurement value. The district has specified unique requirements for the Printing Services department, including substantially lower cost-per-click charges for three devices and the option to add a fourth color-capable device at the same reduced rate.