RFP 260013 HISD Multi-Function Print (MFP) Equipment & Services

Harlandale Independent School District (HISD) in San Antonio, Texas, is issuing RFP 260013 for a district-wide multi-function printer (MFP) equipment and services rental or lease solution. The procurement seeks approximately 140 multi-function printers and six high-capacity production-level printers for the McCollum High School Print Shop, with an all-inclusive, turn-key solution encompassing equipment, toner, staples, maintenance, service, parts, and internal relocation at no additional cost. Key deliverables include new, unused equipment with a maximum four-hour service response time, quarterly preventative maintenance, annual district-wide maintenance during June and July, and at least one full-time operator provided by the vendor. The District requires 100 percent compatibility with existing Docuware document management and Point of Sales systems at no additional cost, along with comprehensive training plans, implementation schedules, account management structures, and contingency plans. Vendors must submit pricing in four scenarios: cost-per-click pricing for black and white and color copies based on historical averages, unlimited copy pricing, and an alternate proposal at the vendor's discretion. A mandatory site visit and walkthrough is scheduled for March 18, 2026, at 10:00 AM at McCollum High School Printshop (500 W Formosa Blvd, San Antonio, TX 78221); vendor questions are due by March 24, 2026, at 9:00 AM; and sealed proposals are due April 9, 2026, at 1:00 PM via the Bonfire Portal. The contract term is three years from the Board Award Date, with two optional one-year renewal periods contingent on funding availability. Evaluation criteria include price (30 points), vendor reputation (15 points), quality of goods and services (10 points), extent to which services meet District needs (20 points), vendor's past relationship with the District (5 points), principal business location in Texas (5 points), past litigation and sanctions (5 points), orderly presentation of documents (5 points), and other relevant factors (5 points).

The RFP document does not specify set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor preferences, indicating this is an open procurement opportunity available to all qualified vendors. There are no identified current contractors or incumbent vendors listed in the available documentation. The District's existing infrastructure includes Docuware document management and Point of Sales systems, which any vendor solution must integrate with seamlessly and without additional cost to HISD. The District serves approximately 11,100 students across two high schools, one STEM Early College High School, one charter academy, four middle schools, nine elementary schools, and two alternate campuses, providing context for the scale and scope of the procurement. Specific budget ranges or award values are not disclosed in the RFP materials provided; however, the pricing structure requires submissions based on historical average usage volumes and copy counts. All pricing must be all-inclusive with no reimbursement to the vendor for travel, rentals, hotels, or meals, and delivery and installation must be completed within 45 calendar days of award.