SLED Opportunity · SOUTH CAROLINA · BEAUFORT COUNTY, SC
AI Summary
Beaufort County, SC requests proposals for a Managed Print Services program including leased printers, cloud print management, and support to modernize and secure their print fleet.
1. PURPOSE
Beaufort County Government (“County”) seeks proposals for a turnkey Managed Print Services (MPS) program that provides: (a) leased printers/multifunction devices (MFDs); (b) an enterprise cloud print management platform; and (c) implementation and ongoing support. Goals: standardize and modernize a large, geographically distributed print fleet; improve security/auditability consistent with Zero Trust principles; reduce operational overhead; and enable centralized monitoring and reporting.
2. ENVIRONMENT SUMMARY
The County operates hundreds of printers/MFDs across multiple sites and segmented RFC1918 networks. The County uses Microsoft 365 and Azure AD (Entra ID). The County intends to retire any unauthenticated SMTP/Exchange relay used for device scan-to-email and replace it with modern, authenticated workflows.
Please use the See What Changed link to view all the changes made by this addendum.
- Cloud print management platform supports centralized administration of distributed devices across many sites.
- Remote device monitoring/management (configuration, firmware updates, alerts, meter reads) without persistent vendor “inside network” access; any remote access shall be auditable, least-privilege, and MFA protected.
- No requirement for County-hosted Windows print servers for steady-state operations (temporary transition components may be proposed and must be removed by go-live + 60 days).
- Device discovery/monitoring supports segmented networks using County-approved methods (e.g., scoped subnets, static registration, API-based integration). Broad unauthenticated scanning is not permitted.
- Integration with Microsoft 365 and Entra ID for user identity/authentication.
- Secure pull-print (print release) supported (badge/PIN or equivalent) for confidential printing.
- Scan-to-email supports modern authentication to Exchange Online (OAuth2/modern auth) and does not require an unauthenticated SMTP relay.
- Print management components shall be embedded on the devices and/or vendor-provided appliance(s)/connector(s). Persistent agents on standard County end-user workstations are not permitted except with prior written County approval for a documented use case
- Encrypt data in transit and at rest (including spooled jobs and device storage where used).
- Role-based administrative access, MFA for admin access, and audit logging of admin actions and print/scan events.
- Export of logs/telemetry to County security tooling (e.g., syslog/SIEM) is supported.
- U.S. data residency for County data. Vendor personnel with logical access to County systems/data shall be U.S.-based and background-checked consistent with County policy and CJIS requirements where applicable.
- Provide current security attestations for cloud components (SOC 2 Type II and/or ISO 27001) or documented equivalent controls.
- On-site response for hardware break/fix: within 4 business hours for covered areas (vendor shall list covered areas and any exceptions).
- Uptime target: ≥95% per device per month, excluding County-approved maintenance windows.
- Vendor shall provide a service credit schedule tied to measured SLA performance.
- Minimum five (5) years providing MPS.
- Provide three (3) public-sector references from the last five (5) years, each managing ≥200 devices across ≥10 sites.
- Provide staffing plan (roles), escalation path, local service coverage, and parts depot details.
- Provide a not-to-exceed (NTE) total evaluated cost for the initial 36-month term using County-provided device counts and estimated monthly volumes.
- Fully itemize: (a) monthly lease rate per device model/type; (b) click/per-page rates for B/W and color (if used); (c) cloud/software subscriptions; (d) implementation/professional services; (e) required appliances/connectors; (f) optional accessories (e.g., card readers) as separate line items.
- Provide a sample monthly invoice showing device lease charges, usage charges, and service credits.
The contractor certifies, by submission of this qualification statement or acceptance of a contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State, Federal department, or agency.
It further agrees by submitting this qualification statement that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the bidder/contractor or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation/bid.
CERTIFICATION BY CONTRACTOR
Regarding
NON-SEGREGATED FACILITIES
The Bidder certifies that he does not, and will not, provide and maintain segregated facilities for his employees at his establishments and, further that he does not, and will not, permit his employees to perform their services at those locations, under his control, where segregated facilities are provided and maintained. Segregated fountains, transportation, parking, entertainment, recreation, ad housing facilities; waiting, rest, wash, dressing, and locker room, and time clock, work, storage, restaurant, and other eating areas which are set apart in fact, or by explicit directive, habit, local custom, or otherwise, based on color, creed, national origin, and race. The Bidder agrees that, except where he has obtained identical certifications from proposed subcontractors for specific time periods, he will obtain identical certifications from proposed subcontractors prior to the award of subcontractors exceeding $10,000.00 which are not exempt from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files.
The Bidder agrees that a breach of this certification is a violation of the Equal Opportunity clause in this Contract. The penalty for making false statements is prescribed in 18 U.S.C. 1001.
To achieve a uniform review process and allow for adequate comparability, the information is to be organized in the manner specified below and the entire package must not exceed 15 double-sided printed pages excluding cover pages. Please include a cover page at the start of each section.
Please provide your complete pricing proposal.
Q (Shipping/Delivery Address): What is the shipping/delivery address for this RFP?
A: Submissions must be sent via Opengov. No mailed submissions will be accepted.
Q (Specifications): Referencing List of Machines Excel: for models listed as B/W with ‘Color = Y’, please confirm whether the unit is a color print engine or black-and-white print
A: If it has Color = Y, it is a color printer.
Q (Print Management Software): Can the District please confirm whether vendors are expected to include a cloud-based print management solution (e.g., secure “Follow-Me” printing) as part of the base proposal?
A: Yes
Q (Print Management Solution): Given that the Pricing Proposal section requests unit pricing per device and does not include a specific field for print management software, please confirm how and where vendors should enter any required print management software costs within the portal.
A: A line item will be added for print management software costs.
Q (Pricing Proposal): Please clarify what is meant by “MFU Base Lease” as referenced in the Pricing Proposal section of the portal.
A: Multi-function unit base lease price.
Q (No subject): Is there a standard configuration that your looking for? For example, finishing/stapling, hole punch, paper supply, Dual Scan Feeder, etc.
A: It varies by department.
Q (No subject): Is there a specific time frame for potential vendors to do a walk through?
A: A walk through is not being conducted, however, we have provided a list of devices and their locations as attachment A.
Q (Equipment configurations): Can you provide a configuration of each piece of equipment by department?
A: This information is on the attachment that was published.
Q (No subject): Would we be allowed to provide a suggested solution based on current volumes?
A: No
Q (No subject): As for the equipment list, will any of these units require a physical fax connection? If so, please identify each unit.
A: No
Q (No subject): Will Beaufort County Government entertain a 48- & 60-month term option along with the requested 36-month option with (2) 1-year renewal extensions?
A: Yes
Q (No subject): What types of badges are being used by Beaufort County Government? (HID, iClass, Prox, etc.)
A: HID
Q (No subject): What is the current cloud-based (pull-print) software that is being used by Beaufort County Government?
A: None
Q (No subject): Does the County have a preferred leasing provider? We can provide our different/suggestions options here as well.
A: No
Q (No subject): Based on the volumes provided, will copies/clicks need to be included with monthly lease pricing, or will this need to be a lease plus cost per copy rate program?
A: Lease plus cost per copy.
Q (Contract/Lease Agreement): May offerors include their Agreements for Leasing and Maintenance as part of the proposal response?
A: Yes
Q (Bid Bond/Performance Bond): Are Bid Bonds required for this RFP? If so, will you require a Performance/Final Bond? If yes, is an Annual Bond acceptable and what percentage of the contract price should the final bond amount be issued for?
A: No bonds are required
Q (No subject): Could the County clarify whether lightweight client components used solely for print driver deployment, secure print release, and/or authentication would be considered “persistent agents” on end-user workstations under this requirement?
A: The County interprets 'persistent agents on end-user workstations' as any vendor-supplied endpoint software (beyond standard OEM/vendor-signed print drivers) that must remain installed and/or run in the background to enable functions. Such agents are not permitted as a baseline requirement. Secure release and user authentication are implemented at the device (embedded app, badge/PIN) and/or via cloud service, with no required always-on workstation component for standard County-managed endpoints.
Q (Renewal Option): Has Beaufort County ever not exercised the optional renewal terms that the RFP ask for?
A: Renewals are exercised if both parties agree. Please send any future questions within one text box.
Q (Renewal Option): Will it be the intentions of Beaufort County to exercise the optional renewal terms in the RFP, so long as Beaufort County is satisfied with the equipment performance and the Vendors performance?
A: See response to question 19
Q (Current Equipment Return): Do the current devices need to be shipped back to the current leasing vendor? If so, who is responsible for shipping the equipment back and the associated cost?
A: Beaufort County will handle coordinating the return of the current equipment.
Q (Print Volumes): After reviewing the equipment volumes provided it appears that these might have been obtained from Beaufort County’s last usage billed because there are several devices which show 0 monthly volume. Can you give us your last 6 months volume on all your equipment?
A: No, but the machine needs to be like for like.
Q (Coin Op Machines): Do the coin op machines need to accept cash/coin as well as credit/debit/rfid cards?
A: Yes
Q (Supporting Documents): Are there any documents such as affidavits that need to be signed and turned in with the bid? There aren’t any other documents in the bid web portal except for the RFP and the recent addendum.
A: No, not from an IT standpoint.
Q (Machine Specifications): Are there any specific specifications for paper trays, doc processors, or finishing capabilities for the equipment?
A: Please see the attachment.
Q (Document Feeders): Most copiers have multiple document feeders’ options. Does Beaufort County have a preference on Reversing document feeders or dual scanning document feeders? Dual scan document feeders scan both sides of the images at the same time making them faster and more reliable whereas reversing document feeders have to flip the paper over making them more prone to misfeeds when the documents have bent edges.
A: Dual scanning document feeders.
Q (Paper Trays): How many paper trays should the machines have excluding the bypass tray?
A: It varies.
Q (Staple Finishing): Are there any requirements as to how many documents the document finishers needs to be able to staple?
A: 50
Q (Output Tray Capacity): Are there any requirements on how many documents the machines need to be able to hold in the output tray before requiring user intervention to pick them up?
A: It varies by the printer model. Please see the attachment for the list of printers.
Q (No subject): • Are coin boxes part of the scope? o If so, what is the intended usage and what are you charging for? o What type of currency will be accepted (coins, bills, cashless)? o Who are the intended users (internal staff, guests, or both)?
A: Coin boxes are part of the scope, and they are used by the public. The intended usage is for public printing. Currency accepted will be cash, card, and contactless payment.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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