REQUEST FOR PROPOSALS (RFP) Managed Print Services Network Printers, Multifunction Devices, PaperCut MF, Maintenance, and Support Services RFP Number: ASD-MPS-2026-01

ALCORN SCHOOL DISTRICT
REQUEST FOR PROPOSALS (RFP)
Managed Print Services
Network Printers, Multifunction Devices, PaperCut MF, Maintenance, and
Support Services
RFP Number: ASD-MPS-2026-01
Issue Date: July 9, 2026
Proposal Due Date:
Thursday, August 6, 2026
2:00 p.m. Central Daylight Time
Contract Term:
Forty-Eight (48) Months
Implementation Window:
October 5-9, 2026

Table of Contents
1. Introduction
2. District Information
3. Purpose
4. Procurement Schedule
5. Instructions to Proposers
6. Scope of Work
7. Technical Requirements
8. PaperCut MF Requirements
9. Service Level Agreement
10. Implementation Requirements
11. Vendor Qualifications
12. Proposal Format
13. Pricing Proposal
14. Evaluation Criteria
15. Contract Terms and Conditions
16. Appendices
1. INTRODUCTION
The Alcorn School District ("District") invites qualified vendors to submit sealed
proposals to provide a comprehensive Managed Print Services (MPS) solution for the
replacement, installation, maintenance, and support of the District's existing fleet of
network printers and multifunction devices.
The District intends to replace its existing fleet on a one-for-one basis with new,
current-production equipment meeting or exceeding the minimum specifications
contained in this Request for Proposals.
The District seeks a long-term partner capable of providing reliable equipment,
outstanding customer service, proactive fleet management, and ongoing technical
support throughout the contract term.
The successful vendor shall furnish all equipment, software, licensing, maintenance,
labor, parts, supplies (excluding paper), implementation, training, and support
necessary to provide a complete turnkey Managed Print Services solution.

2. DISTRICT INFORMATION
Alcorn School District is a public K-12 school district serving multiple instructional and
administrative facilities throughout Alcorn County, Mississippi.
The District operates elementary schools, middle school, high schools, an alternative
school, and district administrative office.
The District currently utilizes a combination of network printers and multifunction
devices that are approaching the end of their current lease term. Through this
solicitation, the District intends to modernize its print environment by replacing the
existing fleet while improving reliability, security, reporting, and operational efficiency.
3. PURPOSE
The purpose of this Request for Proposals is to obtain competitive proposals from
qualified Managed Print Services providers capable of furnishing a complete turnkey
solution including, but not limited to:
Replacement of the District's existing printer and multifunction device fleet.
Equipment lease for a forty-eight (48) month term.
Installation and configuration of all proposed equipment.
PaperCut MF licensing, implementation, and support.
Integration with the District's Google Workspace environment.
Badge authentication for designated multifunction devices.
Secure Follow-Me printing.
Maintenance, repairs, parts, labor, toner, staples, and consumable supplies
(excluding paper).
Preventive maintenance.
End-user and administrator training.
Ongoing technical support.
Fleet monitoring and reporting.
The District expects the successful vendor to provide a fully operational Managed Print
Services environment that minimizes downtime, improves document security, and
provides predictable operational costs.

4. PROCUREMENT SCHEDULE
Event Date
RFP Release July 9, 2026
Deadline for Written Questions July 21, 2026 - 2:00 p.m.
CDT
District Issues Final Addendum (if July 24, 2026
necessary)
Proposal Submission Deadline August 6, 2026 - 2:00 p.m.
CDT
Proposal Review August 7, 2026
Recommendation to Board of Education August 10, 2026
Contract Effective Date October 1, 2026
Installation Window October 5-9, 2026
5. INSTRUCTIONS TO PROPOSERS
Proposal Submission
The Alcorn School District will accept sealed paper proposals only.
Proposals shall be received no later than:
Thursday, August 6, 2026
2:00 p.m. Central Daylight Time
Late proposals will not be considered.
Proposal Delivery
Proposals shall be delivered to:
Alcorn School District
31 CR 401
Corinth, Mississippi 38834

The outside of the sealed envelope shall clearly state:
Managed Print Services RFP
Proposal Due: August 6, 2026 - 2:00 p.m. CDT
Questions Regarding the RFP
All questions regarding this solicitation shall be submitted in writing by email to:
Andrea Allen
andreaallen@alcornschools.org
Questions must be received no later than July 21, 2026, at 2:00 p.m. CDT.
Responses that affect the solicitation will be issued by written addendum. Only written
addenda issued by the District shall be considered official. Written addendum will be
posted to the Alcorn School District website located at www.alcornschools.org. Verbal
statements or interpretations shall not be binding.
6. SCOPE OF WORK
The Alcorn School District ("District") is seeking proposals from qualified vendors to
provide a complete, turnkey Managed Print Services (MPS) solution for the
replacement, implementation, maintenance, and support of the District's fleet of
network printers and multifunction devices.
The successful vendor shall furnish all labor, equipment, software, licensing, supplies,
training, maintenance, and technical support necessary to provide a fully operational
Managed Print Services environment throughout the forty-eight (48) month contract
term.
The District intends to replace its existing fleet on a one-for-one basis. The replacement
fleet shall consist of new, current-production equipment meeting or exceeding the
specifications contained in this RFP.
The successful vendor shall be responsible for providing, at a minimum:
New network printers and multifunction devices
Forty-eight (48) month equipment lease
Equipment delivery and installation
Network configuration and testing
Driver deployment assistance
PaperCut MF licensing

PaperCut MF implementation and configuration
Google Workspace integration
Badge reader installation and configuration
Secure Follow-Me Printing
PIN authentication
Scan-to-email configuration
Scan-to-folder configuration
Fleet monitoring and reporting
Automated meter collection
Automatic toner replenishment
Preventive maintenance
Corrective maintenance
Parts
Labor
Toner
Staples
Waste toner containers
Firmware updates
Software updates
End-user training
Administrator training
Ongoing technical support
Paper shall be supplied by the District.
7. TECHNICAL REQUIREMENTS
7.1 General Equipment Requirements
All proposed equipment shall:
Be new, current-production equipment.
Be commercially available from the manufacturer.
Not be refurbished, remanufactured, or discontinued.
Support automatic duplex printing.
Support network printing.
Support color scanning.
Support scan-to-email.
Support scan-to-folder
Support secure printing through PaperCut MF.

Support badge authentication.
Support PIN authentication.
Support remote fleet management.
Support automatic meter collection.
Support automatic toner monitoring.
Support firmware updates.
7.2 Fleet Standardization
The District prefers a standardized equipment fleet.
Vendors should propose the minimum practical number of equipment models while
meeting the operational requirements of each device category.
The District reserves the right to evaluate proposed equipment based upon overall fleet
standardization.
7.3 Replacement Categories
The District anticipates approximately the following replacement fleet by device
category. The quantities below represent the District's desired replacement
configuration. Appendix A identifies the District's current equipment inventory and
locations.
Device Category Estimated Quantity/Current
Models
35+ ppm Mono Printer ECOSYS P3145dn + ECOSYS 28
P3045dn
30+ ppm Color Printer ECOSYS P6235cdn 2
40+ ppm Desktop Mono MFD ECOSYS M3645idn 26
35+ ppm Color MFD TASKalfa 3553ci + ECOSYS 13
M6635cidn
45+ ppm Mono MFD TASKalfa 5003i 3
65+ ppm Mono MFD TASKalfa 7003i 15
80+ ppm Mono MFD TASKalfa 8003i 3

The quantities shown are estimates based on the District's current fleet and are provided
for proposal evaluation purposes only. The District reserves the right to increase or
decrease the number of devices during the term of the contract. Additional devices,
replacements, or relocations shall be provided at the same unit pricing, terms, and
conditions established in the awarded contract.
7.4 Equipment Specifications
All proposed devices shall meet or exceed the following minimum requirements.
Category 1 - 35+ ppm Monochrome Printer
Minimum Requirements:
35 pages per minute
Network Ready
Duplex Printing
550-sheet paper capacity minimum
Bypass tray
Automatic toner monitoring
Compatible with PaperCut MF
Energy Star Certified
Category 2 - 40+ ppm Desktop Monochrome Multifunction Device
Minimum Requirements:
40 pages per minute
Print
Copy
Scan
Fax
Duplex Printing
Duplex Scanning
Automatic Document Feeder
Network Ready
Color Scan
PaperCut MF Compatible
Badge Reader Compatible
PIN Authentication
Scan-to-Email
Scan-to-USB

Energy Star Certified
Category 3 - 35+ ppm Color Multifunction Device
Minimum Requirements:
35 pages per minute color
Print
Copy
Scan
Duplex Printing
Duplex Scanning
11 x 17 capability
Stapling Finisher
Hole Punch
PaperCut MF Compatible
Badge Reader Compatible
Category 4 - 45+ ppm Monochrome Multifunction Device
Minimum Requirements:
Print
Copy
Scan
Duplex
Stapling
Hole Punch
11 x 17 support
PaperCut MF Compatible
Category 5 - 65+ ppm High-Volume Multifunction Device
Minimum Requirements:
High-volume departmental copier
Minimum 65 ppm
Large paper capacity
Stapling
Hole Punch
11 x 17 support
PaperCut MF Compatible

Category 6 - 80+ ppm Production Multifunction Device
Minimum Requirements:
Minimum 80 ppm
Production-class copier
High-capacity feeder
Stapling
Hole Punch
Large paper capacity
PaperCut MF Compatible
7.5 Equipment Substitutions
The successful vendor shall provide the exact equipment proposed.
If a proposed model becomes unavailable due to manufacturer discontinuation or
supply chain constraints, the vendor may request approval to substitute an equal or
better current-production model.
Any substitution must receive prior written approval from the District.
8. PAPERCUT MF REQUIREMENTS
8.1 General Requirements
The successful vendor shall provide a complete PaperCut MF solution as part of the base
proposal.
PaperCut MF licensing, implementation, configuration, training, software maintenance,
and technical support shall be included for the entire forty-eight (48) month contract
term.
Separate pricing for PaperCut MF licensing is not permitted.
8.2 Software Requirements
The proposed solution shall include:
PaperCut MF software licensing
Server installation and configuration (or hosted/cloud deployment if approved by
the District)