55693-2026-RFP-COPIER FLEET

REQUEST FOR PROPOSAL
FOR
COPIER SERVICES

RFP # 55693-2026-RFP-COPIER FLEET

ISSUED 4/20/26

DUE CLOSE OF BUSINESS ON 5/8/26

EFFINGHAM COUNTY BOARD OF EDUCATION
ATTN: KATHY MORGAN
405 N. ASH STREET
SPRINGFIELD, GA 31329
912-754-5620 PH
KSMORGAN@EFFINGHAM.K12.GA.US

Purpose

To provide the Effingham County School District, herein referred to as ECSD, with the
ability to copy, print, and scan where needed. The new copier setup should have full
integration capability with the current network infrastructure and must be endorsed by
our Information Technology Department and approved by our Superintendent and Board
of Education.

Background Information

The ECSD is currently comprised of 15 schools---2 high schools, 3 middle schools, 8
elementary schools, 1 alternative/special needs site, and 1 Career Academy. We will be
opening a 9" elementary school in August 2026. We also have the Central Office
location, maintenance warehouse location, and bus shop location. We will be requesting
pricing on 74 machines overall. These machines will be needed for an August 5, 2026
start date. Machines listed are arranged by site, with current models and speeds, and
current extras. We are requesting pricing with basic functionality listed, and extras
needed (such as large cap paper trays, fax modules, and networked). This is a tentative
listing, and if extras or machines or machine speeds need to be added/adjusted, this will
be done after award to the vendor, but prior to ordering of machines. Any machines
offered for bid should be compatible with PaperCut software management solution.

Any questions regarding this proposal should be directed IN WRITING OR VIA E-
MAIL to Kathy Morgan at the address/e-mail located on the cover page. Schools
SHOULD NOT BE CONTACTED DIRECTLY under any circumstances.

Lease Term

Please provide pricing for lease term periods of 48 and 60 months. Please specify if
pricing provided is State of Georgia contract pricing, U.S. Communities pricing, etc., as
we are members of Omnia, Equalis, TIPS and U.S. Communities cooperatives.

Exact install period will be determined, but should be expected to begin tentatively in
mid to late July, pending ordering/arrival of machines.

Mandatory Requirements

1. Machines proposed should meet minimum speed requests on Machine Summary
Page, attached.

2. Plan proposed must include all parts, service and supplies related to copiers
provided to School system, but EXCLUDE costs to insure copiers, as the ECSD
will provide the Certificate of Liability for the vendor, and machines will be
covered under the ECSD insurance umbrella. Delivery and installation fees shall

also be included in pricing. ECSD will not be responsible for personal
property tax fees for copier inventory in our possession during the lease
period. We also request that staples be included in the contract, but please
make note if your proposal does not include this request.

3. Any equipment deemed unsuitable for the use intended, and needing to be
replaced due to poor performance/craftsmanship before the end of the contract, is
subject to a "like-for-like" replacement policy.

4. A copy of the service commitment and guarantee currently in force for the
potential vendor must be provided to ECSD as part of the RFP response
documentation.

5. Potential vendor must provide at least three current references, preferably from
other school systems, with a similar size and network structure as ECSD.

6. Potential vendor is asked to disclose as part of its response to the RFP, any
certifications currently held by the company, i.e. ISO compliant, etc.

7. ECSD also requires a specific service addendum in addition to any currently in
place by a potential vendor that lists in detail response times as well as penalties
to be incurred if response time or service does-not-meet guarantee.

8. We require yearly meter read submission and overage billing, and strongly prefer
quarterly base billing and'maintenance billing. Terms of billing are to be clearly
stated in response to the RFP.

9. ECSD strongly prefers machinery made by one manufacturer through and
through, but if other components are used from other brands than what is being
proposed, this information must be disclosed in full. No used or remanufactured
machines/parts/ peripheral accessories will be quoted, only new equipment.

10. Training if necessary, and costs if applicable, are to be included in pricing.

Experience history of potential vendor
The experience of potential vendor in copier industry must be provided in summary.
Pricing

As already stated, please provide pricing based on 48 and 60 month intervals, and include
all relevant costs or fees to be incurred. Pricing should also include POOLED copy
allowance of 22,000,000 per year, billed annually, for black and white copies. Any color
copies will be billed separately and annually.

Contract negotiation between ECSD and the selected vendor shall take place upon an
award of the proposal. ECSD retains the right to cancel or reject any or all proposals
that do not contain all elements of information required in this document, and should
contract negotiations fail, ECSD will then negotiate with the second ranked vendor and
so on.

Evaluation and Award Process

Pricing is of great importance, but it is not the only consideration. Thus, pricing will not
be considered alone. ECSD reserves the right to reject any or all proposals received.

All proposals submitted in response to this RFP will be evaluated by ECSD. A contract
will be awarded to vendor whose proposal will be the most advantageous to the ECSD.
A contract will be awarded in full to one potential vendor, not by individual machine.
ECSD will judge the merit of proposals received in accordance with the evaluation
criteria described below (in random order):

Quality and performance of the equipment

Maintenance, supply and repair services.

Vendor's ability to provide equipment requested with specifications

Pricing

Historical experience of customer service relations and overall vendor
performance, if vendor has provided service for ECSD in the past. If vendor has
not previously provided services to ECSD, references provided as part of the RFP
will be used for this criteria

wARYNP

External Extra Cassettes(2 at

Customer Name Install Address Location Speed Doc Feeder 14x17 capable Finlsher/Stapler Finisher/Stapler Cabinet Holepunch 550sheetseach) SidePaperDeck Fax
-Blandtord Elementary
ford Elementary School 4650 MCCALL RD Prek 45ppm_-X x x x x
Blantord Elementary School 4650 MCCALL RD Is ttice eoppm =X x X{3,500 sheets) x
Blanford Elementary Schoo! 4650 MCCALL RD AP ottice Newwing -70ppm -_-X x X{3,250 sheet x x
Blantord Elernentary School 4650 MCCALL RD Copy Room '86ppm x x {3,500 sheets) x
EES
Ebenezer Elementary School 1198 EBENEZER RD Front Office 45pm =X x x x x
Ebenezer Elementary School 1198 EBENEZER RD Lead Teacher 80ppm =X x {9,250 sheets) x x x
Ebenezer Elementary School 1198 EBENEZER RD New Wing 7Oppm =X x (3,250 sheets) x x
Ebenezer Elementary School 1198 EBENEZER RD Copy Room 86ppm Xx. x (3,500 sheets) x
GES
Guyton Elementary Schoot '719 CENTRAL BLVD Isottice x x x x
Guyton Elementary School 719 CENTRAL BLVD STARS x X(3,250 sheets) x x
cc ee ne School '719 CENTRAL BLVD frontottice x 1X(3,500 sheets) x (9660 sheets}
MES
Marlow Elementary School 5160 HIGHWAY 17S 1s Office Boppm =X x x x x
Marlow Elementary School 5160 HIGHWAY 17S front office eoppm xX x x x x
Marlow Elementary School 5160 HIGHWAY 17S WSottice e6ppm x x X(3,500 sheets) x
RES
Rincon Elementary School 1703FORTHOWARD RD STARS 45ppm x x X{3,250 sheets) x x
Rincon Elementary Schoo 1703FORTHOWARD RD trontottice 7oppm =X x X{3,250 sheets) x x(2700sheets) x
Rincon Elementary School 1703FORTHOWARDRD = Wing 7oppm x x {3,250 sheets) x x
Rincon Elementary School 1703 FORTHOWARDRD Wing 7oppm =X x {3,250 sheets) x x
Rincon Elementary School 1703FORTHOWARDRD = Wing 7opom x x (3,250 sheets) x x

SHES
'Sandhill Elementary School
'Sandhill Elementary School
'Sandhill Elementary Schoot
'Sandhill Elementary School

'SEE
'South Effingham Elementary School
'South Effingham Elementary School
South Effingham Elementary Schoot

SES
Springtield Elementary Schoot
Springfield Elementary School
'Springfield Elementary School

a RES three wings and front office, with fax module on tront office machine

34 proposed, 33 current

199 STAGECOACH AVE
199 STAGECOACH AVE
199 STAGECOACH AVE
199 STAGECOACH AVE

767 KOLICK HELMLY RD
767 KOLICK HELMLY RO
767 KOLICK HELMLY RD.

300 OLD DIXIE HWY S
300 OLD DIXIE HWY S
300 OLD DIXIE HWY S

ISottice
copy room

400 cont rm
500 cont rm

Office
'th gr halt
'Sgrhall

'copy room
copy room
ISottice 100 halt

70 ppm
'80 ppm
70 ppm
7oppM

7Oppm
7Oppm
'86 ppm

'85 ppm
'86 ppm
85 ppm

X{3,500 sheets)
{3,250 sheets)
X(3,250 sheets)

{9,250 sheets)
{9,500 sheets)

{3,250 sheets)
{3,250 sheets)
X(3,500 sheets)

x

(3660 sheets)

X(3660 sheets}

Externat Extra Cassettes(2 at

'Customer Name Install Address Location 'Speed DocFeeder 11x17 capable Finlsher/Stapler Finisher/Stapler Cabinet Holepunch 550 sheets each) 'Side Paper Deck Fex
EMS:
Ebenezer Middle School 1100 EBENEZER RD Front Ottice 70 ppm x x x x x
Ebenezer Middie Schoot 1100 EBENEZER RD 300 halt 86 ppm. x x X(3,500 sheets) x x
Ebenezer Middle School 1100 EBENEZER RD 200 hait 86ppm x x {3,500 sheets) x
CMS
Effingham County Middte School 1659 HIGHWAY 119S counselor '45 ppm x x x x x
Effingham County Middte School. 1659 HIGHWAY 119S. AP office: 86 ppm x x x x x x
Effingham County Middle School 1659 HIGHWAY 119 S data clerk 7oppm Xx x x x x
Effingham County Middle School 1659 HIGHWAY 119S front office 86 ppm x x 'X(3,500 sheets) x 'X(3660 sheets)
'SEMS
'South Effingham Middle School 1200 NOELC CONAWAY RD frontoffice 7ppm Xx x X(3.250 sheets) x
'South Effingham Middle Schoot 1200 NOELC-CONAWAYRD Newworkroom 80ppm X x X(3,250 sheets) X(2660 sheets)
'South Effingham Middle School 1200 NOELCCONWAYRD oldteacherwkrm 86ppm x x X(3,500 sheets) x
'South Effingham Middle School 1200 NOELC CONWAYRD oldteacherwkrm 86ppm x x X{3,500 sheets) x X(3660 sheets)

22total

External Extra Cassettes(2 at

Install Address Location Speed DocFeeder 11x17 capable Finisher/Stapter her/Stapler Cabinet Hole punch 550sheetseach) SidePaperDeck Fax Booklet Finisher
ECCA
2940 HIGHWAY 21S Back office 80ppm =X x (3,500 sheets) x
2940 HIGHWAY 21S Front Office B0ppm =X x X(3,500 sheets) x
RLC
501 RICHLAND AVE Xroads 7Oppm =X x x
501 RICHLAND AVE Encompass 7Oppm =X x (3,250 sheets) x x Xrequested
ECHS
1589 HIGHWAY 119 S discipline 70ppm =X x x x
1589 HIGHWAY 119 S counselor x x x x
1589 HIGHWAY 119 S Media Center x x x
1589 HIGHWAY 119 S Copy Room 95ppm xX x X(3,500 sheets) x
1589 HIGHWAY 119 Copy Room 95ppm xX x X(3,500 sheets) x
'SEHS
1220 NOEL C CONAWAY RD Media Center 45ppm xX x x x
1220 NOEL C CONAWAY RD discipline 45ppm =X x x x
1220 NOEL C CONAWAY RD Registration 7oppm =X x x x
1220 NOEL C CONAWAY RD Office a6ppm =X x X(3,500 sheets) x X(3660 sheets) X-requested
1220 NOEL C CONAWAY RD Office B6ppm Xx x X{3,500 sheets) x Xrequested

*** THIS MACHINE IS PAID BY STUDENT ACTIVITY MONIES

16 proposed, 15 current

External Extra Cassettes(2at

Customer Name Install Address Location Speed Doc Feeder 13x17 capable Finlsher/Stapler Finisher/Stapler Cabinet Holepunch S80sheetseach) Side PaperDeck Fax Booklet Finisher
Effingham BOE Maintenance 'A752 HIGHWAY 17S 45pm x x x x x
Effingham BOE Registration 905 NASH ST Registration ASPPM x x x x x
Effingham BOE Registration '908 NASH ST FET 45pm =X x x x x x
Effingham BOE Reglstration '306 N ASH ST Nutrition 40ppm xX x x x x
Effingham BOE Transportation 196 POWERCOMPANYRD - Bus Shop 45ppm xX x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 N ASH ST Front Office 45pm X x x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 N ASH ST Curriculum 45pm =X x x x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 NASH ST Special Ed 7OPPM x x X{3,250 sheets) x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 N ASH ST Main Halt e6PPM x bs (3,250 sheets) x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 NASH ST Testing B6PPM x x x x (3,250 sheets)
EFFINGHAM COUNTY BOARD OF EDUCATION 405 NASH ST Payrott ppm X x (8,250 sheets) x x x
EFFINGHAM COUNTY BOARD OF EDUCATION 405 NASH ST Communications 45PPM -X x x

12totat