Proposals for certain managed print services pursuant to a Cost-Per-Image Agreement for Copying and Printing Services

REQUEST FOR PROPOSAL
Cost-Per-Image Agreement for Copying and
Printing Services
Quitman School District
104 East Franklin Street
Quitman, MS 39355
Contact: Matthew Champion
Telephone: 601-776-1280
E-mail: mchampion@qsdk12.org
District URL: http://www.quitmanschools.org
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REQUEST FOR PROPOSALS
Cost-Per-Image Agreement for Copying and
Printing Services For
Quitman School District
Respondents:
The Quitman School District ("District") is soliciting proposals for certain managed print
services pursuant to a "Cost-Per-Image" Agreement for Copying and Printing Services.
Matthew Champion, Quitman School District Technology Director is acting as the proposal
coordinator (the "Proposal Coordinator") for the District.
The proposals will be received in the Central Office of the Quitman School District
located at 104 East Franklin Street, Quitman, MS 39355 until 10:00 AM CST on Thursday,
July 30, 2026.
For mailed proposals, the following address should be used:
Quitman School District
RFP: Cost-Per-Image Agreement for Copying and Printing Services
Attn: Matthew Champion, Technology Director
104 East Franklin Street
Quitman, MS 39355
A proposal must be submitted to the Proposal Coordinator in a SEALED envelope that is clearly
marked on the outside of the envelope "RFP: Cost-Per-Image Agreement for Copying and
Printing Services".
NOTE: It is the respondent's responsibility to see that its proposal is received by the Proposal
Office at the previously stated address prior to the proposal opening date and time. Each
respondent is responsible for all costs incurred in preparing and delivering its proposal. It is
also the responsibility of the respondent to check the Quitman School District Technology
Request for Proposals/Quotes website regularly in order to receive any amendments and/or
"Respondent Q&A" additions and responses.
Revisions:
The District will be the sole determinant of whether any revisions/addenda should be issued as
a result of any question or other matters, and may extend the proposal deadline, if in the
District's judgment such information significantly amends this solicitation, or makes compliance
with the original proposed due date impractical. All properly received proposals will be publicly
opened at 104 East Franklin Street, Quitman, MS 39355 on the date and time stated above. An
evaluation of the proposals will be conducted after the opening and submitted to the District's
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Board of Trustees for approval when the evaluation is complete. The District reserves the right
to reject any and all proposals received for any reason, to waive any proposal informality and to
negotiate further with any respondent.
If it becomes necessary to revise any part of this Request For Proposal, specifications and
related documents prior to the assigned return date, the Proposal Coordinator will post the
revision to the Quitman School District Technology Request for Proposals/Quotes website.
Respondents must adhere to the due date for Request For Proposal/Questions listed on the
Request For Proposal Schedule of Events.
Sincerely,
Matthew Champion - Quitman School District
Technology Director
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Proposal Cover Sheet
Board of Trustees
Quitman School District
104 East Franklin Street
Quitman, MS 39355
School Board Members:
Having examined the specifications outlined on the attached pages, the undersigned firm
agrees to furnish and deliver items and provide services according to your specifications and
instructions at the indicated prices. The undersigned firm understands and accepts the
instructions and conditions under which this proposal is being submitted.
This proposal consists of this Proposal Cover Sheet, a Vendor Pricing Form, General
Conditions/Specifications, Detailed Specifications, and Request For Proposal Forms all of which
are attached to this Proposal Cover Sheet. The undersigned understands that a company
officer's signature is required on each form, and unless this has been done, the firm's proposal
may be considered incomplete and therefore rejected. Also, included is a list of commercial
references and other required information.
FIRM:______________________________ BY:_____________________________
ADDRESS:__________________________ TITLE:___________________________
STATE:_____________________________ TELEPHONE:_____________________
DATE:______________________________ EMAIL:___________________________
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GENERAL CONDITIONS/SPECIFICATIONS
The Quitman School District ("District") is soliciting proposals for certain managed print services
pursuant to a "Cost-Per-Image" Agreement for Copying and Printing Services (the
"Agreement"). Matthew Champion, Technology Director, is acting as the proposal coordinator
(the "Proposal Coordinator") for the District.
The "District" will receive sealed proposals in the Central Office of the Quitman School District,
104 East Franklin Street, Quitman, MS 39355, until 10:00 AM CST on Thursday, July 30, 2026.
Proposal opening will take place at 10:30 AM CST on July 30, 2026.
The contact for Request For Proposal (RFP) specifics is Matthew Champion,
mchampion@qsdk12.org, Quitman School District, (601) 776-1280.
The proposals will be opened in the Central Office of Quitman School District at the address and
on the date and time noted above. All proposals must be submitted to this address and contact
person on or before the previously stated deadline time and date. Envelopes containing
proposals must be plainly marked " RFP: Cost-Per-Image Agreement for Copying and
Printing Services ", along with the name and address of the respondent. Any notations
appearing on the outside of an envelope containing a sealed proposal that purport to amend the
proposal in any manner will not be considered.
Once submitted, a proposal may not be withdrawn for a period of forty-five (45) days following
the scheduled opening date.
The District reserves the following rights:
1) To appoint or authorize a person or persons to evaluate proposals and make decisions on
matters pertaining to proposals received.
2) To reject any and/or all proposals and to waive any informalities.
3) To adjust quantities of supplies or services involved under any item in accordance with the
unit price submitted as part of the proposal.
4) To determine the lowest and best proposal submitted by a qualified respondent.
Respondents must be licensed to do business in the State of Mississippi. A non-resident
respondent domiciled in a state having laws granting preference to local vendors must be
awarded Mississippi contracts only on the same basis as the non-resident respondent's state
awards contracts to Mississippi vendors. Mississippi respondents will be granted preferences
over non-resident respondents in the awarding of public contracts in the same manner and to
the same extent as provided by the laws of the state of domicile of the non-resident respondent.
When a non-resident respondent submits a proposal, the respondent must attach to the
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proposal a copy of its resident state's current law pertaining to such state's treatment of
non-resident respondents. The non-resident respondent must also attach to its proposal
evidence of its state of incorporation and principal place of business and a certificate of good
standing evidencing that the respondent is qualified by the Mississippi Secretary of State to do
business in Mississippi.
PRICES
Prices must be shown on the attached Vendor Pricing Form supplied for this purpose. All
proposals must be FIRM PRICES, free of any escalator clauses. Prices must include any taxes.
The District will furnish tax-exemption certificates for State and Federal taxes where applicable.
BILLING
See Section IV of Terms and Conditions for billing instructions. Payment will not be made for
services that have not been rendered.
SOURCE OF RESPONDENT FINANCING
Any source(s) that a potential respondent utilizes financially to fund the Agreement must be
completely transparent to the District. The District will have no communication or accept any
communication from any third party, including any entity providing financing for a respondent,
during the respondent's proposal preparation or during the term of the Cost-Per-Image
Agreement for Copying and Printing Services. The District will not sign or be a party to any
third-party financing agreements, and the respondent will remain responsible to the District in all
respects under the Agreement.
RESPONDENT REQUIREMENTS
The successful respondent must provide, among other things, the following:
(a) Equipment and service to the District required for the respondent to fulfill its
obligations under the Agreement;
(b) Four (4) hour response time for service and one (1) hour telephone or electronic
acknowledgment response by the respondent under the Agreement;
(c) A project manager for the installation of equipment who will oversee all aspects
of the installation under the Agreement from start to finish, including connectivity
and training. The project manager will work hand in hand with a designated
District contact on a continual basis (working hours) until the District deems that
the installation is complete. To be clear, it is mandatory that the installation be
conducted in continuous days, without interruption, from start to finish
until all products and services required by the Agreement are in place and
operational in the District, except for delays approved by the District.
(d) Remote monitoring of all networked placements for the purpose of supply
replenishment, maintenance, and service under the Agreement;
(e) Maintain minimum insurance requirements listed in Section II and provide the
District with a current certificate of insurance at all times throughout the entirety
of the Agreement term.
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LIQUIDATED DAMAGES
The respondent must acknowledge that the equipment required by the Agreement must be
completely installed and operational in the District by December 1, 2026. The respondent must
agree to pay liquidated damages in the amount of $100 per day per school in the District where
the equipment is not completely installed and operational by the stated date. The liquidated
damages will continue to accrue for each school until all the equipment is completely installed
and operational at that school. Any liquidated damages will not be imposed as a penalty, but will
constitute the parties' estimate of the damages that will result to the District if the foregoing
deadline is not met. The liquidated damages provision set forth in this RFP is incorporated into
and made a part of the Agreement.
RESPONDENT
Respondent must perform the following duties:
(a) employ only persons skilled in the performance of the services required under
the Agreement;
(b) screen each employee by requiring reasonably satisfactory character references
before hiring;
(c) furnish each employee with a form of identification showing the name of the
employee and clearly showing that he is an employee of the respondent;
(d) direct its employees to be neatly attired during the performance of the services
hereunder;
(e) insure no smoking, drug or alcohol use, interactions with students, foul language,
yelling or fighting will be permitted on the District's properties;
(f) comply with and inform its employees of safety and health requirements
necessary to comply with the 1970 Williams-Steiger Occupational Safety and
Health Act (OSHA);
(g) designate a supervisor who will be instructed to check the quality of services
provided by respondent employees in performing the Agreement;
(h) comply with the Immigration Reform and Control Act of 1986, Mississippi
Employment Protection Act (Senate Bill No. 2988) of 2008, and any other
applicable state and federal laws;
(i) maintain a license to do business in the State of Mississippi;
(j) be responsible for bodily injury and/or property damage caused as a result of
services provided or equipment installed.
DAMAGE CAUSED BY SUCCESSFUL RESPONDENT
The District will hold the successful respondent responsible for bodily injuries and damage
caused to individuals or the buildings or assets of the District under all conditions.
Agreed to:
FIRM_______________________________
BY_________________________________
TITLE______________________________
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Quitman School District
Cost-Per-Image Agreement for Copying and Printing Services
Detailed Specifications
INDEX
Section I Definitions
Section II Request For Proposal Specifications
Section III Request For Proposal Instructions
Section IV Terms and Conditions
Section V Schedule of Required Submittals and Signature Sheet
Section VI References
Section VII New Equipment Request
Section VIII Vendor Pricing Form
Section IX Sample Contract/Agreement
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Section I
Definitions
Addendum : A written instrument, issued solely by the Proposal Coordinator, acting on behalf of
the District that details amendments, changes or clarifications to the specifications and terms
and conditions of this RFP. Such written instruments shall be the sole method employed by the
District to amend, change or clarify this RFP, and any claims (from whatever source) that verbal
amendments, changes or clarifications have been made will be summarily rejected by the
District.
Agreement, Contract or Purchase Order : An Agreement, in substantially the form hereto as
Section IX, will be entered into by the District and the winning respondent as the result of the
Request For Proposal.
Awarded Vendor : Vendor selected based on lowest and best response.
Proposal Coordinator : Quitman School District, Attention: Matthew Champion
CPI : Cost per Image
Digital Multifunctional Devic e : (MFD) Copier that can also print, scan and fax.
Evaluation Criteria : To ensure fairness to respondents, but protect the District, the Request For
Proposal evaluation and award will be based on scores. Each of the categories is assigned a
weighted percentage with the sum of all categories equaling 100 percent.
Request For Proposal Closing/Closing Date : The date and time specified in this Request For
Proposal by which the proposal must be received. Proposals received after such date and time
shall not be considered valid.
May, Should : Indicates something that is requested but not mandatory. If the respondent fails to
provide requested information, the District may, at their sole option, either request that the
respondent provide the information or evaluate the Request For Proposal without the
information.
Respondent : Individual or company submitting a proposal in response to this Request For
Proposal.
Shall, Must, Will : Indicates a mandatory requirement. Failure to meet mandatory requirements
will invalidate the proposal or result in rejection of a proposal as non-responsive.
The District : Quitman School District
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Section II
Request For Proposal Specifications
GENERAL SCOPE OF WORK
The District is soliciting proposals from qualified respondents for the implementation and
servicing of print devices and MFDs for all school locations, support services and other District
offices and facilities. The District intends to select one (1) respondent which has submitted the
lowest and best proposal and which satisfies the Request For Proposal's minimum requirements
for new print devices including MFDs. This program will include service dispatching, as well as,
a proactive service that provides web portal access to view the copier fleet, device status,
supply levels, and device utilization.
The District intends to enter into an Agreement in substantially the form attached hereto with the
designated winning respondent.
The District will be solely responsible for making all payments due under the District's
Agreement with the respondent.
Respondents must submit a proposal based on a cost-per-image charge (CPI). The equipment
to be installed under the Agreements is listed in Section VII. The equipment will be installed in
the various schools and other buildings of the District as directed by the District.
Following are the firm specifications which the District requires:
Qualifications For Evaluation Process and Requested Services (Place in chronological
order as in the Request For Proposal for evaluation purposes.)
1) Company Information :
(a) Provide a company overview, including dates of incorporation, number of
employees, number of service technicians, and list of all related entities.
(b) Are you a part of a larger company? If so, briefly describe the degree of
corporate support.
(c) How many customers do you currently service?
(d) What is your company's mission or corporate philosophy statement? What is
your company's focus (cost, quality, etc.)? How do you differentiate your
company from your competitors?
(e) Do you provide training requirements for all service technicians along with any
required certifications?
(f) Where are your warehouses and service locations? Corporate headquarters?
(g) Describe your company's green initiative and how your products are energy
saving and environmentally safe and friendly.
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