Franklin County Schools-2026 Copier Contract RFP
| Location: | North Carolina |
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| Posted: | Feb 8, 2026 |
| Due: | Feb 11, 2026 |
| Agency: | State Government of North Carolina |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 1009350008-2026 |
| Publication URL: | To access bid details, please log in. |
| Solicitation Number: | 1009350008-2026 |
| Project Title: | Franklin County Schools-2026 Copier Contract RFP |
| Description: | Franklin County Schools’ current Print/Copy management service contract will expire on June 30, 2026. This Request for Proposal is being released to allow eligible vendors an opportunity to submit a proposal for our print/copy management service needs. Franklin County Schools will accept one Proposal from each eligible vendor. The Proposal must include all requested services for all Franklin County School locations. Proposals that do not meet the minimum requirements will be rejected without consideration. Franklin County Schools reserves the right to reject any or all proposals. |
| Opening Date: | 2/11/2026 12:30 AM |
| Posted Date: | 2/8/2026 |
| Status: | Open |
| Department: | FRANKLIN COUNTY SCHOOLS |
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Solicitation Number
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1009350008-2026
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Department
FRANKLIN COUNTY SCHOOLS
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Status Reason
Open
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Opening Date
2026-02-11T00:30:00.0000000
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Posted Date
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2026-02-07T15:13:51.0000000Z
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Commodity Code
Printing machinery and equipment
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Mandatory Conference/Site Visit
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Special Instructions
Follow the specifics in the RFP document attached. Ten (10) copies of the bids should be provided by the vendor by the deadline shared in the attached RFP document.
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Solicitation Type
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Select RFP IFB RFI
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Owner
Sondra Ayscue
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Description
Franklin County Schools’ current Print/Copy management service contract will expire on June 30, 2026. This Request for Proposal is being released to allow eligible vendors an opportunity to submit a proposal for our print/copy management service needs. Franklin County Schools will accept one Proposal from each eligible vendor. The Proposal must include all requested services for all Franklin County School locations. Proposals that do not meet the minimum requirements will be rejected without consideration. Franklin County Schools reserves the right to reject any or all proposals.
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Attachments
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Attachment Preview
Franklin County Schools
Request for Proposal
Copier/Printer/Document
Management Program
Released on February 7, 2026
Copier/Printer/Document Management Program
Franklin County Schools’ current Print/Copy management service contract will expire on June 30, 2026.
This Request for Proposal is being released to allow eligible vendors an opportunity to submit a proposal
for our print/copy management service needs.
Franklin County Schools will accept one Proposal from each eligible vendor. The Proposal must include
all requested services for all Franklin County School locations. Proposals that do not meet the minimum
requirements will be rejected without consideration.
Franklin County Schools reserves the right to reject any or all proposals.
RFP Process: Franklin County Schools expects to undertake the selection processaccording to the
following schedule:
Release of RFP
Questions Due
RFP Due
Bid Opening
Anticipated award date
Installation completion date no later than
Monday, February 11, 2026
Before 2:00PM – February 18, 2026
Before 2:00PM – February 25, 2026
February 25, 2026 @2:30 PM
April 14, 2026
July 1, 2026
Questions or Comments: Questions must be submitted to https://bit.ly/3iQ8V3t . E-mails and phone
calls will not be accepted. Answers to questions, comments, or changes will be posted at
https://bit.ly/2SLcAoL .
Submitting Proposal: Completed proposals must be submitted providing five copies in a sealed envelope
to:
Franklin County Schools
Attn: Sondra Ayscue, Technology Director
53 West River Road
Louisburg, NC 27549
Re: Copier/Printer/Document Management Program Proposal 2026
Overall Scope:
Overall Scope
● The proposal shall be submitted for a sixty (60) month term, commencing July 1, 2026.
● All copier equipment and services must be provided manufacturer-direct. Proposals submitted
through third-party dealers or resellers will not be accepted.
● The selected vendor shall provide new, unused multi-functional devices with copy, print, scan,
and fax capabilities at all locations identified in Attachment A.
● All devices must include HID card reader authentication for secure user access.
● Each multi-functional device shall include, at a minimum, duplex printing and scanning
capabilities, as well as sorting and stapling functionality.
● The vendor shall include all required consumables and services, including staples, toner, and
automatic meter reading, at no additional cost.
Page 2 of 10
Copier/Printer/Document Management Program
● Monthly copy volume shall be based on an estimated total of 545,000 black-and-white copies
per month across the district.
● The selected vendor shall provide a cloud-based device management and reporting console,
preferably an internally supported solution rather than a third-party platform, enabling Franklin
County Schools to monitor, regulate, and report all copy, print, and scan activity across all
deployed devices. The District specifically requires the ability to establish a single print/copy limit
that is aggregated across all devices.
● The selected vendor shall furnish, deliver, and install all equipment in coordination with the
Franklin County Schools Technology Department. Equipment relocations shall be provided at
no additional cost. Installation and full implementation must be completed within thirty (30) days
of contract award or as otherwise agreed upon by the District.
● The selected vendor shall provide full maintenance and service support to the satisfaction of
Franklin County Schools. Maintenance pricing must remain fixed for the duration of the lease
agreement.
● Vendor invoicing shall be exempt from late fees, and no additional charges shall be assessed at
the conclusion of the lease term, including return shipping fees or fuel surcharges.
● Any and all additional fees, including applicable taxes, must be clearly disclosed and itemized
within the proposal and contract documentation.
● Priority consideration will be given to vendors holding an active State of North Carolina contract
and/or an OMNIA Partners cooperative purchasing agreement. Documentation of award should
be included in the proposal.
Equipment Additions: Additional Copiers may be added at any time during the program period at the
request of Franklin County Schools. The cost for the additional equipment will be the responsibility of the
Vendor and Franklin County Schools shall NOT be charged any fees for adding equipment. All
equipment added will be coterminous to the original program.
Vendor Compensation: Franklin County Schools shall compensate the awarded vendoron a Per
Copy/Print b asis. This shall represent the total compensation to the vendor.
The vendor shall Not increase this P er Copy/Printrate for the duration of thisagreement; however, the
vendor may decrease the rate at any time during the program term.
Franklin County Schools will Not Guarantee a ny daily, monthly, or annual volumes to theawarded vendor
in excess of the base lease cost of the equipment. All leases must be in house by the vendor. Current
copy volume runs approximately 1.5 million black and white copies per quarter.
Device Management Solution: Included in this RFP, please provide your solutionfor a device /
document management solution. This solution should include, but not be limited to, the following:
● Secure print capability
● Multiple location print access
● Reporting capabilities
● Multiple authentication methods available (PIN, Badge, Phone, etc.)
● Maintain network secure principals (antivirus, firmware verification, etc.)
Page 3 of 10
Copier/Printer/Document Management Program
Delivery Requirements: All equipment shall be delivered, installed and operating byJuly 1, 2026.
Invoicing: Invoicing procedures shall provide at least the following:
● Invoicing will be generated quarterly and include all expenses for the terms: July - September,
October - December, January - March and April - June.
● Invoicing must be delivered to Franklin County School within 30 days of the end of each invoice
cycle.
● All invoicing must come from the servicing vendor.
● The vendor will provide one master invoice summarizing all billing for the total program.
● The vendor will maintain online access for account management by Franklin County Schools.
Detailed information supporting the Master Invoice will be included with each Invoice.
The detailed information will include at least the following information for each device:
● Location
● Device description and Service Tag #
● Meter Reading at the beginning of the invoice term
● Meter Reading at the end of the invoice term
● Total copies/prints made during the invoice term
● Total charges for the invoice term
● Invoice Summary by location
Meter Readings: Meter readings will be performed on the last business day of eachbilling period. In
the event of a holiday closing that will lap over into the succeeding month, the meter reading will be
performed on the last business day prior to the holiday closing.
The vendor will collect meter readings from all networked devices electronically. Franklin County Schools
will provide meter readings to the vendor via fax or email for all non-networked devices.
Taxes: Franklin County Schools will NOT be charged for any property tax, usage tax ordocument
handling fees. Only North Carolina sales tax is applicable.
Supplies: All supplies, except paper, will be includedin the program cost per copy. All toner needs will
be monitored and automatically supplied by the vendor. Staples will be supplied by vendor.
Maintenance: All maintenance parts, supplies and labor will be included in theprogram cost per copy.
Service response: The awarded vendor must average a four (4) hour service response time on all
service calls with eighty (80%) percent of all calls within the four (4) hour window. A qualified, factory
trained service technician must respond to each service call. Frequent neglect or deviation from this
response time will result in the termination of the program by Franklin County Schools. Upon arrival to any
school/department for service calls, service representatives must notify personnel of his/her arrival.
Moving machines: Franklin County Schools will have permission to move machines around within a
building. Any moving of copiers between buildings will be done by the vendor with up to four moves
annually at no additional cost.
Training requirements: Training for the "key operator" and other departmentalpersonnel shall be
provided after installation at time appropriate for each location. On-going training is to be provided as
needed at NO additional cost to Franklin County Schools. Online training of the devices used must be
available throughout the contract.
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Copier/Printer/Document Management Program
Ownership of Equipment: The awarded vendor shall maintain complete ownership ofthe equipment for
the duration of the program. Upon completion of the program the vendor shall have no more than two (2)
business weeks to remove all of the equipment and execute HDD erase procedures. There will be NO
costs to Franklin County Schools for any removal charges and/or freight expense. If the vendor fails to
comply, Franklin County Schools shall forward the equipment to the vendor on a "collect" basis by
common or contract carrier. Franklin County Schools shall exercise reasonable and appropriate
insurance guarding against fire, theft, vandalism, and other acts that a reasonable owner would normally
maintain.
Non Appropriation of Funds: Notwithstanding any other provision of the contract, if the fund for the
continued fulfillment of the contract by Franklin County Schools is at any time not forthcoming or is
insufficient, through failure of any entity to appropriate funds or otherwise, then Franklin County Schools
will have the right to terminate the contract at no additional cost and with no penalty whatsoever by giving
prior written notice documenting the lack of funding. Franklin County Schools will provide at least thirty
(30) days advance written notice of such termination. Franklin County Schools will use reasonable efforts
to ensure appropriated funds are available.
Cancellation: If either party shall fail to meet or fulfill the terms and provisions of thisagreement, the
party claiming such failure may, at its option, give written notice of the breach claimed to the other party.
If within (15) days from receipt of such notice, such failure has not been corrected or arrangements made
for settlement, the claiming party may then terminate this agreement fifteen (15) days after giving written
notice of termination to the breaching party
Vendor Contact: The selected vendor shall provide one contact point accountable toFranklin County
Schools for the complete order entry to machine installation process. It is imperative that they have easy
access to this contract at all times during normal business hours (8:00 am to 5:00 pm).
Vendor Stability: The vendor will provide a current balance sheet or operating statement.
Attachment A: Current list of printers and copiers by location. Proposals may recommend changes to the
existing environment. One color copier will be needed at each location. Color copiers are located in the
main office of the site. Copiers with fax boards may replace separate devices if they are located in the
same location.
Changes/adjustments to the printer list include the following:
● The copier at the 942 Main Street location will be relocated to Youngsville Elementary School as
an additional copier.
● The replacement copier at 942 Main Street should be a color copier.
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