REQUEST FOR INFORMATION

REQUEST FOR INFORMATION (RFI)

Managed Print Services, Devices, and Print Technology Solutions

Issuing Organization	New Hanover County Schools
RFI Number	RFI #218-20-26
Issue Date	March 18, 2026
Response Due Date/Time (ET)	April 8, 2026, by 2:00pm
Point of Contact	Brad Lackey – Purchasing Officer
Email / Phone	brad.lackey@nhcs.net / (910)254-4417

NOTICE: This is an information-gathering RFI only and does not constitute a competitive bid, offer, or contract award.

Table of Contents

1. PURPOSE AND INTENT

New Hanover County Schools is issuing this Request for Information (RFI) to gather information from qualified vendors regarding current and emerging print technologies, managed print services (MPS), devices, software, and support models.

This RFI is issued for planning and market research purposes only. Responses will assist the organization in understanding available solutions as an existing print and copier lease agreement approaches expiration. This RFI does not constitute a solicitation, does not obligate the organization to issue a subsequent Request for Proposal (RFP) or Invitation for Bids (IFB), and does not commit the organization to the purchase of any products or services. Minority participation is encouraged.

2. BACKGROUND

New Hanover County Schools currently operates a mixed fleet of print and multifunction devices supporting administrative and instructional environments. The organization seeks to acknowledge and understand current lease-based solutions while exploring newer print technologies, features, security capabilities, and service models that improve cost transparency, reliability, sustainability, accessibility, and data security.

3. SCOPE OF INFORMATION REQUESTED

3.1 Print Hardware and Devices

• Multifunction devices (MFPs), printers, and specialty devices appropriate for varied environments

• Energy efficiency and environmental certifications

• Accessibility features and universal design considerations

• Device lifecycle management and refresh strategies

3.2 Managed Print Services (MPS)

• Fleet optimization, monitoring, and proactive maintenance

• Automated supply fulfillment and inventory controls

• Service level agreements (SLAs), escalation paths, and response times

• Reporting, analytics, and usage dashboards

3.3 Software and Security

• Secure print / pull print options and authentication methods

• Integration with Microsoft environments and identity platforms

• Data protection (encryption, secure erase), audit logs, and compliance features

• Cloud-based and on-premises deployment options

3.4 Cost Models and Contract Structures

• Lease, purchase, subscription, and consumption-based pricing models

• Cost-per-page models and billing transparency

• Flexibility for public-sector budget cycles and annual appropriations

• Options for fleet right-sizing and refresh during contract term

3.5 Sustainability and Innovation

• Waste reduction, toner recycling, and responsible disposal programs

• Energy-efficient device strategies

• Emerging print technologies and vendor roadmap visibility

4. VENDOR RESPONSE INSTRUCTIONS

4.1 Submission Requirements

• Responses may be electronically mailed to brad.lackey@nhcs.net or delivered to Brad Lackey, Purchasing Officer at 2814 Carolina Beach Road, Wilmington, NC, 28412 no later than 2:00 p.m. on April 8, 2026

• Use the Vendor Response Template in Section 7; vendors may include appendices for supporting materials.

• Clearly label the response with the RFI #218-20-26 and the vendor’s legal company name.

4.2 Questions

All questions regarding this RFI must be submitted via electronic mail to brad.lackey@nhcs.net by 1:00 p.m. on April 30th, 2026.

5. GENERAL CONDITIONS, DISCLAIMERS, AND NORTH CAROLINA COMPLIANCE

5.1 North Carolina Statutory and Regulatory References

This RFI is issued in accordance with applicable North Carolina General Statutes and procurement guidance, including but not limited to:

• N.C. Gen. Stat. § 143-52 (Competitive bidding procedure; State purchases and contracts)

• N.C. Gen. Stat. § 143-129 (Procedure for letting of public contracts; political subdivisions)

• N.C. Gen. Stat. Chapter 143, Article 8 (Public Contracts)

• North Carolina Department of Administration (DOA) Procurement Rules and resources, where applicable

Issuance of this RFI is for information-gathering and planning purposes only and does not constitute a competitive bid, offer, or contract award.

5.2 Public Records and Confidentiality (Chapter 132)

Vendor responses submitted in connection with this RFI may be subject to the North Carolina Public Records Act (N.C. Gen. Stat. Chapter 132). Vendors should clearly mark any information they assert to be confidential or proprietary. The organization will evaluate confidentiality claims to the extent permitted by law; however, the organization cannot guarantee nondisclosure where disclosure is required by statute or court order.

5.3 Reservation of Rights

The organization reserves the right to accept or reject any or all responses, request clarification or additional information, modify or cancel this RFI, and use information received to develop specifications or procurement strategies for a future competitive solicitation. Participation in this RFI is not required for participation in any future procurement.

6. NEXT STEPS

Information gathered through this RFI may be used to refine internal requirements, inform budget planning, and develop a future competitive solicitation (e.g., RFP/IFB). Vendors may be asked and should be willing to appear in person for a live demonstration to the New Hanover County Schools Technology Department located at 2814 Carolina Beach Road, Wilmington, NC 28412.

7. VENDOR RESPONSE TEMPLATE

Vendors should structure their response using the sections below. Provide concise answers and include attachments as appendices where appropriate.

Response Section	Vendor Instructions / Content
7.1 Vendor Information	Legal Company Name; Headquarters Address; Local/Regional Office (if applicable); Primary Contact; Email/Phone; Years in Business; Public-sector experience.
7.2 Solution Overview	Summary of proposed print technology and service offerings; differentiators; target environments; approach.
7.3 Hardware and Device Capabilities	Device types; standard/optional features; accessibility; lifecycle/refresh; warranty options.
7.4 Managed Print Services (MPS) Model	Service description; fleet monitoring; supply fulfillment; SLAs; escalation; reporting and analytics.
7.5 Software and Security	Secure print/pull print; authentication; Microsoft integration; encryption; audit logging; cloud/on-prem options.
7.6 Cost Structure (High-Level, Non-Binding)	Describe available pricing models (lease, CPP, subscription, etc.); billing transparency; budget predictability.
7.7 Sustainability and Environmental Practices	Recycling; waste reduction; energy efficiency; certifications; sustainability reporting.
7.8 Implementation and Transition	Onboarding approach; timeline; device deployment; training; change management; communications.
7.9 References	Provide at least two public-sector references with contact information and brief scope.
7.10 Additional Information	Roadmap; innovations; optional services; value-added programs.

APPENDIX A: OPTIONAL RESPONSE FORMS

A1. High-Level Pricing Model Checklist (Non-Binding)

☐ Lease options (term lengths, end-of-term options)

☐ Purchase options (device acquisition, maintenance add-ons)

☐ Cost-per-page (CPP) / managed services rate card

☐ Subscription / per-device monthly model

☐ Usage-based / consumption pricing

☐ Professional services (implementation, training, project management)

A2. Service Levels

Vendors may provide standard SLA targets (example placeholders below).

Metric	Standard Target	Notes / Exceptions
Helpdesk Response Time	[e.g., within X business hours]
On-site Response (Critical)	[e.g., next business day]
Resolution / Workaround	[e.g., within X business days]
Preventive Maintenance	[e.g., quarterly]

APPENDIX B: STATUTE LINKS (REFERENCE)

For convenience, publicly available statute references include:

• N.C. Gen. Stat. § 143-52: https://www.ncleg.net/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-52.html

• N.C. Gen. Stat. § 143-129 (PDF): https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-129.pdf

• N.C. Gen. Stat. Chapter 143, Article 8: https://www.ncleg.net/EnactedLegislation/Statutes/HTML/ByArticle/Chapter_143/Article_8.html

• N.C. Gen. Stat. Chapter 132 (Public Records): https://www.ncleg.net/EnactedLegislation/Statutes/HTML/ByChapter/Chapter_132.html

• NC DOA Procurement Rules: https://www.doa.nc.gov/divisions/purchase-contract/procurement-rules