Campus-wide Multi-Function Printing Devices

University of Mississippi
Request for Bids
# 1294
Campus-wide Multi-Function
Printing Devices
Bid Due Date
September 17, 2026
1:00 PM CT

BID INSTRUCTIONS
All submissions are due at:
Bid File 1294
Office of Procurement Services
164 Jeanette Phillips Dr
University, Ms 38677
No Later Than 1:00 PM CT, Thursday, September 17, 2026.
Bids may be submitted electronically by following Instructions at this link:
https://secure24.olemiss.edu/prelecbids/currentbids.
This is our preferred method of submission.
If submitting via paper hardcopy, your sealed and properly identified (attached label affixed to
outside of parcel package) bid must arrive at the procurement services building no later than
the stated date and time. Please send your proposal in a timely fashion that allows for
unforeseen delays by your chosen delivery method.
The university reserves the right to reject all bids received.
Your company is not required to be a registered vendor to submit a proposal, however, your
company must be registered with the University of Mississippi (UM) if awarded. To register as a
vendor with um, please visit https://olemiss.edu/procurement/vendors/ and follow the
instructions on the website.
Please include original request for bid documents. Please make sure all documents include
your correct name, company name, and contact information (address, phone number, fax
number, etc.). Additionally, bids for commodities should include signed company documents
with exact description and cost of what is being bid. Please list all items/services that will be
provided even if there is no charge for a particular item/service. All shipping charges should be
clearly stated and will be included in the determination of lowest bid.
This purchase will be governed by the University of Mississippi Terms and Conditions as listed
on our website: https://olemiss.edu/procurement/.
Paper and electronic submissions should only include one copy.

Request for Bid: Multi-Function Printing Devices
Purpose
The University of Mississippi is soliciting sealed bids for the purchase, lease, and
maintenance of multi-function printing devices (MFDs). A single vendor is expected to be
awarded a contract. Existing devices under active leases are excluded from this solicitation
and will remain with their current vendors until expiration.
The university currently has approximately 380 multifunction devices (printers, copiers,
scanners) that are both on and off lease from several different vendors. UM intends to offer
one source for the purchase of new or replacement devices, standardizing on specific
brands and models offered to the campus. The initial contract resulting from the RFP does
not anticipate immediate replacement of existing MFDs but may in the course of the
services include recommendations for redeployment, reallocation of workloads and
eventual replacement or removal of certain machines. Machines will be replaced as leases
expire or as replacements are needed. Device categories include both A4 devices
(supporting paper sizes through 8.5 x 14 inches) and A3 devices (supporting paper sizes
through 11 x 17 inches), as specified below.
General Requirements
* All equipment must be new and current production models.
* Vendor shall provide delivery, installation, configuration, testing, and user orientation.
* Vendor shall provide all consumables except paper.
* Maintenance pricing shall include all labor, parts, travel, and toner.
* Maintenance pricing shall remain fixed for the contract term.
* Vendor shall invoice by departmental cost center.
* Vendor shall erase all storage media on returned devices and provide certification.
* Vendor shall provide a single monthly invoice.
Mandatory Compliance by Evaluation Category
The bidder shall indicate compliance with each requirement by checking Yes or No. Failure
to respond to a mandatory requirement may result in the bid being determined non-
responsive. Requirements marked with an asterisk (*) are mandatory. A response of "No" to
any mandatory requirement will result in the bid being deemed non-responsive and the
vendor will not be considered for contract award.
The bidder shall indicate compliance by checking Yes or No for each requirement.

1. Equipment Specifications
Requirement Yes No
New, unused equipment. *
Current production models. *
Supports automatic duplex printing and duplex scanning. *
Supports Secure Print Release through native device
functionality, a centralized print-management solution, or
a combination of both. *
Supports scanning to user-defined destinations, including
email, network folders, & other-approved storage
locations.*
Supports searchable PDF (OCR) document creation.
Offers color scanning.*
Offers fax capability or an optional fax kit. (Optional; price
separately if offered.)
Supports IPv6 and SNMPv3.*
ENERGY STAR certified.
2. Fleet Management Software
Requirement Yes No
Cloud hosted fleet management software/solution
included. *
Supports automatic meter collection. *
Supports remote monitoring and diagnostics.
Supports automated toner and service alerts. *
Supports firmware deployment. *
Provides dashboards for device inventory, departmental
reporting, and usage analytics, etc.
API available.
Supports role-based administration. *
All software, subscriptions, connectors, embedded
applications, and licensing required to satisfy mandatory
fleet-management and secure-print requirements must be
identified and included in submitted pricing. *
3. Service & Support
Requirement Yes No
Delivery, installation, network configuration, testing, and
user training are included. *
All consumables except paper are included. *
Maintenance includes labor, OEM parts, travel, and toner. *
Preventive maintenance provided. *
OEM-certified technicians perform service. *

On-site response within one business day. *
Service technician located within a 60-mile radius of
campus. *
Replacement or loaner device available during extended
repairs.
After-hours support available.
Maintenance available throughout the contract term. *
Device relocation available upon request. *
4. Security & Data Protection
Requirement Yes No
Supports secure encrypted communications using TLS &
HTTPS*.
Administrator password controls provided. *
Supports audit logging. *
Supports digitally signed firmware and security updates. *
Supports encrypted printing and scanning. *
Supports data overwrite capability. *
Sanitizes storage media in accordance with NIST SP 800-
88 and provides a certificate of data sanitization. *
Security patches provided throughout the contract term. *
5. Reporting & Billing
Requirement Yes No
Provides monthly meter, inventory, and service reports. *
Supports billing by department, cost center, and by
device. *
Provides utilization, downtime, consumables, and usage
reports. *
Provides electronic consolidated monthly invoices.
Provides usage reporting by department & individual
device. *
Provides quarterly business reviews and an annual fleet
assessment.
6. Contract Requirements
Requirement Yes No
Maintenance pricing is fixed for the initial contract term. *
Installation, configuration, testing, and training are
included in submitted pricing. *
Price protection provided. *
Firmware and software updates are included at no
additional cost. *
Bidder identifies any third-party or centralized software
required to meet mandatory requirements and includes
all related licensing in submitted pricing. *

7. User Authentication & Secure Print Release
The requirements in this section may be satisfied through native MFD functionality, a
centralized print-management solution, or a combination of both. The bidder shall identify
the proposed solution, describe how each requirement is met, and include all required
licensing and components in the submitted pricing.
Requirement Yes No
Supports user authentication and secure print release
requiring authentication before print release. *
Supports authorization codes (PINs) and multiple
authentication methods. *
Supports assignment of authorization codes to users,
departments, and cost centers. *
Automatically deletes unreleased print jobs and prevents
unauthorized access to another user's print jobs. *
Provides administrative controls for authentication
methods and security policies. *
Records authentication activity and provides reporting by
authenticated user, authorization code, department, and
cost center. *
Supports print policies based on authenticated user or
authorization code. *
Supports integration with the University's identity
management services.
8. Vendor Pricing Submission
Requirement Yes No
36-month lease pricing submitted. *
48-month lease pricing submitted. *
60-month lease pricing submitted. *
Purchase pricing submitted. *
Black & White cost-per-image pricing submitted. *
Color cost-per-image pricing submitted. *
Maintenance pricing submitted. *
Multi-Function Device Categories and Minimum Specifications
The University of Mississippi seeks pricing for standardized categories of Multi-Function
Devices (MFDs), including A4 and A3 configurations. Vendors shall submit pricing for one
model meeting or exceeding the minimum specifications for each required
category/configuration. Optional accessories shall be priced separately so departments can
select only the features they need. The University may purchase any category throughout
the contract term based on departmental needs. Quantities are estimates only and do not
guarantee purchases.

Category A - Small Department MFD
Typical Use: Small offices and departments with low to moderate print volumes.
Device Format: A4. Vendor shall also provide optional A3 pricing for this category if offered.
Minimum Specifications:
* Color print, copy, and scan
* 25-35 pages per minute
* Automatic duplex printing and scanning
* Minimum two paper drawers with a combined standard capacity of at least 1,000
sheets, plus a minimum 100-sheet bypass tray
* Automatic document feeder
* Scan to Email and Scan to Network Folder
* Searchable PDF (OCR) capability - optional; price separately if additional licensing is
required
* User Authentication and Secure Print Release
* Hard drive encryption
* ENERGY STAR certified
* Vendor shall price one A4 Monochrome model and one A4 Color model; optional A3
alternatives may also be submitted
Category B - Standard Department MFD
Typical Use: General administrative and academic departments.
Device Format: Vendor shall price both A4 and A3 configurations.
Minimum Specifications:
* 35-45 pages per minute
* Automatic duplex printing and scanning
* Scan to Email and Network Folder
* Searchable PDF (OCR) capability - optional; price separately if additional licensing is
required
* User Authentication and Secure Print Release
* Hard drive encryption
* Automatic document feeder
* Minimum standard paper capacity of 1,000 sheets, excluding bypass tray
* Internal stapling finisher; price external finishing options separately
* ENERGY STAR certified
* Vendor shall price one A4 Monochrome model, one A4 Color model, one A3
Monochrome model, and one A3 Color model

Category C - High Volume Department MFD
Typical Use: Shared workgroups and departments with higher monthly volumes.
Device Format: A3.
Minimum Specifications:
* 45-60 pages per minute
* Minimum total standard paper capacity of 2,000 sheets, excluding bypass tray
* Automatic duplex printing and scanning
* Internal finisher with stapling
* Searchable PDF (OCR) capability - optional; price separately if additional licensing is
required
* User Authentication and Secure Print Release
* Hard drive encryption
* ENERGY STAR certified
* Vendor shall price one Monochrome model and one Color model
Category D - Production / Central Copy MFD
Typical Use: Central copy areas and production environments.
Device Format: A3.
Minimum Specifications:
* Minimum 60 pages per minute
* High recommended monthly print volume
* Minimum total standard paper capacity of 3,000 sheets; bidder shall state maximum
expandable capacity
* External booklet finisher with stapling and saddle stitch; hole-punch capability shall be
priced separately if not included
* Automatic duplex printing and scanning
* Searchable PDF (OCR) capability - optional; price separately if additional licensing is
required
* User Authentication and Secure Print Release
* Hard drive encryption
* ENERGY STAR certified
* Vendor shall price one Monochrome model and one Color model

Questions
Any inquiries or requests regarding this procurement should be submitted, in writing, to
Katherine Jones, Director of Procurement Services and Contract Management at
bids@olemiss.edu no later than September 4, 2026 by 10:00 am CT. Be sure to include
Bid File 1294 - Campus-wide Multi-Function Printing Devices in the subject line of the
email.
If deemed appropriate and necessary, UM will prepare written responses to questions
submitted and make them available to all offerors by addendum posted on The
University of Mississippi Procurement Services Current Bids website. The questions and
answers will be made part of the RFB and may become part of the contract with the
successful contractor.
Offerors may contact only Katherine Jones regarding this procurement. Any
unauthorized contact shall not be used as a basis for responding to this RFB and may
result in the disqualification of the bidder's submittal.
Award
Award will be made to the lowest and best responsive and responsible bidder meeting all
mandatory specifications. Only objective, measurable requirements and pricing will be
considered.

Vendor Pricing Schedule
Category Manufac Model 36- 48- 60- Purchas B/W Color
turer Month Month Month e Price Cost Per Cost Per
Lease Lease Lease Image Image
Category A - A4 Color
Category A - A3
Monochrome
(Optional)
Category A - A4
Monochrome
Category A - A3 Color
(Optional)
Category B - A4 Color
Category B - A3
Monochrome
Category B - A4
Monochrome
Category B - A3 Color
Category C - A3
Monochrome
Category C - A3 Color
Category D - A3
Monochrome
Category D - A3 Color
Additional Pricing
Item Price
Delivery (if not included)
Installation (if not included)
Network Configuration
User Training
Administrator Training
Device Relocation
After-Hours Installation
Internal Stapling Finisher
External Stapling Finisher
Booklet/Saddle-Stitch Finisher
Hole-Punch Kit
Fax Kit
Additional Paper Tray / High-Capacity Feeder
OCR License/Feature (if applicable)
Secure Print / Print Management Software
License (per device/user/site, as applicable)
Successor Models
If a quoted model is discontinued during the contract term, the successful bidder shall provide the current
manufacturer successor model that meets or exceeds the minimum specifications at the same or lower pricing. Any
successor model must support the same required accessories, security functions, and proposed print-management
solution without an increase in contracted pricing.