RFI-2604BM Lease of Printers for Print Shop

Gwinnett County Public Schools (GCPS) in Georgia has issued Request for Information (RFI-2604BM) for the lease of printers and related equipment for the school district's print shop, with responses due by March 26, 2026, at 9:00 AM EST and a question cutoff date of March 19, 2026, at 9:00 AM EST. The procurement seeks comprehensive solutions including monochrome digital production printers capable of handling approximately 23.1 million black ink impressions annually, color digital production printers for approximately 1.6 million color impressions annually, and wide-format printing equipment comparable to a current 44-inch printer. The monochrome printers must support 8 input trays with auto-switching capability and inline finishing capabilities including stapling, saddle stitching, and 44-hole punching, while color printers must support 6 input trays with saddle stitching, inline folding, and punching capabilities; additional services include a Prismasync digital front end print controller and Prismaprepare file makeready solution. The wide-format equipment must support roll and rigid material printing, straight edge cutting, and contour cutting capabilities for annual production of 2,600 posters and 5,000 outsourced stickers. The five-year contract term will be effective July 1, 2026, through June 30, 2031, with a comprehensive Service Level Agreement requiring all preventative maintenance, labor costs, parts, supplies, and toner/ink provisions, with onsite response time required within five business hours of service request and equipment repairs within nine business hours. Respondents must submit three references of similar contracts, a signed letter of transmittal from an authorized company official, and supplemental information in appendices, and must accept the termination for convenience clause allowing GCPS to terminate without cause on 30 days' written notice, though vendors may submit exceptions to this provision.

This RFI does not contain information regarding set-aside designations, disadvantaged enterprise restrictions, or specific budget ranges, as it is issued for information and planning purposes only and does not constitute a commitment to procure goods or services. An incumbent vendor currently provides printing equipment to GCPS, with additional information regarding the incumbent available in RFP-1903BM. All respondents must comply with federal and state laws, including the Georgia Security and Immigration Compliance Act, register through the EUNA Procurement platform (formerly Bonfire), and submit required documentation including W-9 Substitute Supplier Information Forms, verification of non-debarred status through the System for Award Management (SAM), and appropriate E-Verify affidavits if providing physical services. Pricing, lease structure, and maintenance costs are not required as part of the RFI response and may be requested during a formal RFP process at a later stage. For every nine consecutive business hours of unplanned downtime exceeding the standard response time, a 1% credit applies to the monthly service invoice, and if downtime exceeds five business days, a comparable replacement unit must be provided, establishing performance-based accountability measures for the vendor.