Copying and Printing Services

RFP for the provision of as-needed copying and printing services for a government authority in Quitman, Mississippi.

Submit bids for a 'Cost-per-Image' Agreement for Copying and Printing Services.
Bids must be submitted in a sealed envelope, clearly marked.
Bids must remain firm for 45 days after opening.
Bidders must be licensed to do business in the State of Mississippi.
Non-resident bidders must attach a copy of their resident state's law regarding non-resident vendors and proof of incorporation/good standing in Mississippi.
Prices must be firm, include taxes, and be free of escalator clauses.
Provide equipment and service as required by the agreement.
Maintain a 4-hour service response time and a 1-hour phone response time.
Designate a project manager for equipment installation, connectivity, and training.
Conduct installation in continuous days without interruption until all products and services are operational.
Provide remote monitoring of networked devices for supply replenishment, maintenance, and service.
Maintain minimum insurance requirements as specified in Section II.
Ensure equipment is completely installed and operational by June 30th, 2026.
Employ skilled personnel, screen employees, provide identification, ensure neat attire, and prohibit inappropriate conduct on District properties.
Comply with OSHA safety and health requirements.
Comply with the Immigration Reform and Control Act of 1986 and the Mississippi Employment Protection Act of 2008.
Be responsible for bodily injury and/or property damage caused by services or equipment.
Provide new manufactured print and multifunctional devices, with no used, refurbished, or replacement parts.
Supply the most current models in production with the latest software/firmware.
Adhere to mandatory page per minute speeds for each unit listed in Section VII.
All devices must be network compatible with an internal NIC.
Devices must be operable as network printers.
MFDs must be operable as 'walk-up' copiers even if disconnected from the network.
All mono printers and desktop MFDs must use laser technology.
All devices must be supplied with OEM consumables and parts only.
Proposed equipment should have print controller language (PCL or UFRii), with PostScript drivers available upon request.
All software upgrades must be included in the original price.
Provide color simplex and/or duplex scanning to standard image formats (PDF, TIFF, JPEG) with transmission to email and network folders.
Color scanning must be standard on all MFD units.
Provide secure/PIN mailbox for delayed printing with a minimum capacity of 100 inboxes per MFD.
Provide an email phonebook with a minimum capacity of 200 addresses per MFD device.
Include cost center/accounting code capability with a minimum of four digits and 50 codes per MFD device.
Ensure a standard user interface across all models.
Accommodate standard paper sizes (letter, legal, ledger) and weights (20-110 lb), including a minimum of 30% post-consumer waste recycled content.
Provide multi-position stapling (except desktop units).
Provide offset stacking/collating (except desktop units).
Support reduction/enlargement from 25% to 400%.
MFDs must be capable of 3 Hole Punch where requested.
Delivery, installation, configuration, monitoring software, and testing must be included in the agreement pricing.
Specify all electrical requirements and provide an adequate surge protection device for each A3 MFD.
Provide hard-copy manuals/use and a quick reference card/sheet/booklet for each device, with an electronic version also suitable.
Provide a typical implementation plan addressing pre-installation planning, vendor staff, training, District IT personnel requirements, and site survey components.
Installed print devices will be deemed 'accepted' after 30 continuous days of operation without difficulty or failure.
Provide training for end-users, key-operators (minimum two per location), and IT staff.
Do not subcontract or assign support, supplies, or service to any third party.
Provide a web-based print device remote monitoring/management system.
Automated shipping of needed supplies with next day delivery, identified with school name, room location, and unit ID number.
Schedule preventive maintenance regularly based on recommended cycles.
Schedule software/firmware/part upgrades within 60 days of release.
Schedule preventive maintenance between 8:00 a.m. and 4:00 p.m., Monday to Friday.
Provide a per copy credit for images made during preventive maintenance and/or service.
Provide an ongoing project manager with quarterly on-site visits to each school location.
Provide on-site quarterly account reviews showing volumes and service-related issues.
Have a Network Operations Center (NOC) and explain its capabilities for remote monitoring.
Provide an organization chart for support, including escalation process.
Remedial maintenance responses scheduled between 8:00 a.m. and 4:00 p.m., Monday to Friday.
Provide one phone number for service and supplies (backup for remote monitoring) available 8:00 a.m. - 5:00 p.m., Monday to Friday.
Maximum repair time for a copier is 48 hours from the initial service call (excluding weekends/holidays).
Provide a comparable loaner print device at no additional cost if a copier cannot be repaired within 48 hours.
Each print device must achieve a minimum of 95% uptime over the 48-month agreement.
Replace any print device not meeting the 95% uptime requirement.
Submit cost-per-image prices for monthly minimum volumes of 276,000 monochrome pages and 53,500 color pages.
The 48-month CPI Agreement pricing must include service, hardware, parts, software, and supplies.
Vendor is responsible for page count collection for billing purposes.
Paper and staples are not included in the agreement.
Ensure confidentiality and security of documents passing through copiers.
Guarantee removal of all District documents and information from hard drives of copiers at the end of the agreement term, with cost included in bid pricing.
Submit one original and three copies of the response, following chronological order.
Comply with the Mississippi Employment Protection Act E-Verify Program.
Ensure connectivity to Windows 10, Windows 11, Mac OS, Chrome OS, Microsoft Azure, and Windows Server/Active Directory.
Support TCP/IP and Bonjour protocols.
Support 10/100/1000MB Ethernet Connection.
Support JPG, PDF, and TIFF scanning.
Support SMTP and SMB.

$300,000 – $700,000

The deadline for bid questions is March 27th, 2026 at 3:30 PM CST.

Bids will be received until 10:00 AM on April 3rd, 2026.

Bid opening will take place at 10:30 AM on April 3rd, 2026.

The equipment must be completely installed and operational by June 30th, 2026.

The agreement, if awarded, will be within sixty (60) days from the bid opening date.

The agreement term will commence on the first day of the month following the completion of installation and will continue for four (4) years.

Quitman School District

Organization overview and procurement intelligence available on paid plans.

The government authority located in Quitman, Mississippi is seeking a vendor to provide copying and printing services on an as-needed basis. The selected provider will be responsible for fulfilling various document reproduction and printing requests, ensuring timely and high-quality output to support the authority’s operational needs.

The services will be called upon as requirements arise, necessitating flexibility and responsiveness from the vendor. Providers should be equipped to handle jobs of varying sizes and maintain professional standards in both product and service delivery.

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