RFP - Copiers, Multi-Function Devices and Print Management Software, Services, Maintenance and Supplies

RFP - Copiers, Multi-Function Devices and Print Management Software, Services, Maintenance and Supplies

RFP2026-RFP-0036

The Menifee Union School District, 29775 Haun Road, Menifee, California 92586 hereby invites sealed proposals for the following:

Proposal Identification: RFP - Copiers, Multi-Function Devices and Print Management Software, Services, Maintenance and Supplies

Proposal No.: RFP 2026-RFP-0036

Submission Deadline: Monday, May 11, 2026 at NO VALUE

Place of bid receipt: Online at https://procurement.opengov.com/portal/menifeeusd

Bid Contact: Nora Marquez, Director of Purchasing

(951) 672-1851, nmarquez@menifeeusd.org

NOTICE IS HEREBY GIVEN that the Menifee Union School District of Riverside County, California, hereinafter referred to as the “District”, is seeking the services of qualified firms or individuals, hereinafter referred to as “Vendors”, to provide: Menifee Union School District is requesting proposals from qualified firms for the replacement of copiers and multifunction devices (MFDs), including related print management software/services, maintenance, support, and supplies.

By submitting a bid, Bidder acknowledges the products provided by the vendor are safe for use in Pre-K through Grade 12 school environments.

Vendors intending to submit a proposal must meet the following "Minimum Equipment Requirements" as shown in the Scope of Work included in this notice. Submissions must meet the Training, Security and Data protections listed in the included Scope of Work. All proposed equipment must meet, at a minimum, the features and capabilities listed in the Bid Proposal Forms. Vendors may propose higher-rated equipment; however, the District reserves the right to award based on equipment meeting the minimum specifications or on higher-rated equipment, whichever is determined to be in the best interest of the District. Vendor must obtain the meter reads independently of the customer. submissions must meet the Training, Security and Data protections listed in the included Scope of Work.

All proposals must be delivered electronically via the District's e-Procurement Portal ("Portal") https://procurement.opengov.com/portal/menifeeusd.

Background

The District is seeking proposals to replace existing Multi-function copiers, desktop devices and print management systems per the included Scope of Work. We ask that submissions include the options to lease and purchase. Submissions will be evaluated based on the criteria shown in this request and will be awarded based on the best interests of the District. The District reserves the right to award all, none or some.

Project Details

• Reference ID: 2026-RFP-0036
• Department: Technology
• Department Head: John Morgan (Director)

Important Dates

• Questions Due: 2026-04-28T23:00:00.000Z
• Answers Posted By: 2026-05-04T23:00:00.000Z

Evaluation Criteria

• Cost (30 pts) —

  Lease of Equipment and Cost Per Click.  All pricing must be all-inclusive and clearly delineate between any one-time implementation/professional services fees versus recurring subscription/licensing costs. One-time fees must explicitly itemize costs related to the initial setup and configuration of print management software, including specific efforts and resources required for the migration from the existing print management environment.

  • MFDs/Copiers: Include the cost for the perpetual license (per device), the embedded terminal license (per device), and the separate annual maintenance and support costs for years 1 through 5.

  • Standard Desktop Printers: Include the cost for the perpetual license (per device), and the separate annual maintenance and support costs for years 1 through 5.

  • Standard Desktop Printers: Include cost to purchase
• Service (25 pts) —

  Software to support network printing implementation of print queues, print spoolers, “Findme” queues, print release, print release, district and site budgeting, and individual print budgeting.

• Software Support (25 pts) —

  Software to support network printing implementation of print queues, print spoolers, “Findme” queues, print release, print release, district and site budgeting, and individual print budgeting

• Implementation Plan (10 pts) —

  Project management to deliver, enroll, configure, deploy, install, tag, and ensure functionality of all systems for effective printing.

• References (10 pts) —

  3 district references with relevant equipment and services implemented over the past 5 years.

• Usability and Interface (20 pts)
• Speed and Responsiveness (20 pts)
• Print and Scan quality (20 pts)
• Paper handling, maintenance and recovery (15 pts) —

  loading, unloading and clearing jams

  on screen jam instructions

  toner replacement

Submission Requirements

• Proposal Content
• Proposal (required) —
  1. Cover Letter- one page document with introduction including company name, contact name, address, telephone number, and fax number. Whether the Vendor is an individual, partnership or corporation shall also be stated. It will be signed by the individual, partner, or an officer or agent of the corporation authorized to bind the corporation, depending upon the legal nature of the Vendor.
  2. Table of Contents
  3. Proposal
     1. A Proposal should be prepared in such a way as to provide a straightforward description of Vendor qualifications to satisfy the requirements of this RFP. The proposal should be submitted as a single PDF file that contains all responsive information to the Proposal Questionnaire.
     2. The person submitting the proposal (sender’s email address) verifies that he/she is authorized to submit the proposal and bind Vendor to provide the products/services listed in the Proposal and any Purchase Agreement(s).
     3. A Proposal which contains false or misleading statements, or which provides references which do not support an attribute or condition contended by Vendor, may be rejected if, in the opinion of the District, such information was intended to mislead the District in its evaluation of the Proposal, and the attribute, which is a condition or capability of a requirement of this RFP.
     4. Supportive material (appendices), if applicable.
• Pricing (required) —

  Upload pricing document separately here.

• References (required) —

  Please download the below documents, complete, and upload.

• NON-COLLUSION AFFIDAVIT (required) —

  I, an authorized representative of my company (the Proposer), being first duly sworn, deposes and says that he or she is the party making the foregoing offer that the offer is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the offer is genuine and not collusive or sham; that the Vendor has not directly or indirectly induced or solicited any other Vendor to put in a false or sham offer, and has not directly or indirectly colluded, conspired, connived, or agreed with any Vendor or anyone else to put in a sham offer, or that anyone shall refrain from offering; that the Vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the offer price of the Vendor or any other Vendor or to fix any overhead, profit, or cost element of the offer price, or of that of any other Vendor, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the offer are true; and, further, that the Vendor has not, directly or indirectly, submitted his or her offer price or any breakdown thereof, or the contents thereof, or divulged information or date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham offer. (P.C.C. 7106)

• Pricing (required)
• Provide a Brief Project Summary (required)
• Are there any minimum requirements for proposers? (required)
• Enter the minimum requirements for this project (required) —

  Instruction: add the requirements below after the standard language.

  Ex: 1) a minimum of three years regularly and continuously engaged in selling air filtration systems.

Questions & Answers