RFP-DEC-260000002542-1 | managed copier and print services

Decatur Public Schools is soliciting proposals for managed copier and print services, including the purchase of new, non-refurbished equipment and comprehensive maintenance. The scope of work requires the implementation of printer management software, with MyQ preferred, to handle accounting, security, and management. Technical specifications include support for SMTP connectivity, Google authentication for scan-to-email, and compatibility with existing HID Prox cards and Chrome for Chromebook printing. The selected vendor must provide a minimum service availability of eight hours per day, five days a week, with a maximum four-hour response time and the provision of temporary replacement devices if equipment is down for more than 24 hours. The contract requires locked per-page rates for at least five years and mandates written confirmation from the original equipment manufacturer to ensure maintenance continuity. Evaluation criteria for the award include equipment and page fee costs, maintenance agreement conditions, conformity to specifications, and the vendor's experience with secure and pull printing. All equipment must be operational by October 1, 2026, with personnel training completed by October 15, 2026. As a governmental entity, Decatur Public Schools is exempt from all state and federal taxes. Proposals must be submitted by September 4, 2026, and include itemized costs for equipment, accessories, and optional features.