Project Information

Bid Title

Request for Proposal for District Copier Equipment/Maintenance and Print Shop Operations Management

Issuing Agency

Mehlville School District

Location

Missouri

Published Date

Feb 12, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Proposal for District Copier Equipment/Maintenance and Print Shop Operations Management

Issues: Thursday February 5, 2026

Proposals due on or before: March 4, 2026 at 10:30 a.m., Mehlville School District, 2900 Lemay Ferry Road, C/O Marshall Crutcher - Chief Financial Officer.

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Invitation For Request For Proposal

DISTRICT COPIER EQUIPMENT/MAINTENANCE

& PRINT SHOP OPERATIONS MANAGEMENT

Request for Proposal and Guidelines for Submittal

ISSUED: Thursday, February 5, 2026

PROPOSALS DUE ON OR BEFORE:

March 4, 2026 @ 10:30 A.M.

MEHLVILLE SCHOOL DISTRICT

C/O MARSHALL CRUTCHER - CFO

2900 LEMAY FERRY ROAD

ST. LOUIS, MO 63125

Contact Person: Marshall Crutcher

Title: Chief Financial Officer

Phone #: 314-467-5201

E-mail: crutcherm@msdr9.org

STATEMENT OF INTENT

1

Mehlville School District is requesting proposals for copier equipment and maintenance, and to

staff and manage the print shop operations. This document establishes the requirements for the

requested services. Proposals should address all Requests for Proposal (RFP) requirements. In

addition to the RFP proposal, alternative proposals can be submitted to incorporate

recommendations and revisions to the RFP if it is believed to improve the quality or value of

services to the district.

The Proposer declares understanding, agreement and certification of compliance to provide the

items and/or services, at the prices quoted, in accordance with all terms and conditions,

requirements and specifications of the original RFP and as modified by any addendum.

TERMS & CONDITIONS

GENERAL

1. Service period. July 1, 2026 through June 30, 2031 (five years).

2. No District obligation. There is no expressed or implied obligation for the District to

reimburse the Company for any expenses incurred in preparing the Proposal. The District

shall not be responsible for any pre-Agreement expenses of any Company.

PROPOSAL

3. Proposal deadline. The RFP must be RECEIVED by 10:30 a.m., CDT, March 4, 2026.

Electronic offers or modifications will not be accepted.

4. The Proposal shall include a Letter of Transmittal that provides an introduction to the

Company and includes an expression of the Company’s ability and desire to meet the

requirements of the RFP. The Letter of Transmittal must be signed by an authorized

individual able to bind the Company to all items in the Proposal including products, services,

prices, etc. contained in the Proposal.

5. The Proposal shall include an Executive Summary that briefly describes the Company’s

approach to meeting the District’s requirements as outlined in the RFP, indicates any major

requirements that cannot be met, and highlights the major features of the Proposal. The

reader should be able to determine generally how well the Proposal meets the District’s

requirements by reading the Executive Summary.

6. The Company shall complete Attachment 1, “Company Profile”.

7. The Company shall complete Attachment 2, “References and Terminations”.

8. Manufacturer’s certification. The Proposal must include certification from the

manufacturer, executed by a corporate officer, stating that the Company is an authorized

representative of the manufacturer and that all equipment offered under the Proposal is new.

If the Company is other than a manufacturer, prior to award of a contract it must submit

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either: (1) a letter of commitment from the manufacturer that will assure the Company of a

source of supply sufficient to satisfy the District’s requirements for the contract period or (2)

other evidence that the Company will have an uninterrupted source of supply from which to

satisfy the District’s requirements for the contract period

9. Equipment listing. The Proposal should be based on the copier specifications and quantities

listed on Attachment 3, “Equipment Specifications”. In a similar format as Attachment 3,

list the specific manufacturer, model number, and quantity for each type of copier proposed.

Modify the specifications to precisely represent the proposed equipment type (should be

same or better than Attachment 3 specs). Quantities by type should match Attachment 3.

10. Technical literature on copiers. The Proposal must include a 1-2 page detailed

manufacturer’s description and technical requirements document for all equipment being

offered. Such literature must address electrical wiring needs, space requirements, and all

technical data required for a full evaluation. FAILURE TO PROVIDE THE TECHNICAL

LITERATURE MAY BE JUST CAUSE FOR REJECTION OF PROPOSAL.

11. Proposed fee schedule. The fee schedule should be itemized in a format similar to below:

Copier Cost

Equipment Lease (P&I)

B&W Copier Maintenance

Color Copier Maintenance

Other Fixed Cost (specify)

Total Copier Cost

Yr1 Yr2 Yr3 Yr4 Yr5 Total

Print Shop Fees

Grand Total Fixed Cost

a) Equipment lease fixed fees should include principal and interest for five years.

b) Copier maintenance should state the rate per page and should be based on 18,000,000

black & white copies, and 150,000 color copies. Monthly billing will be based on these

annual estimates; however end of year adjustments will be made based on actual copy

volumes which may result in credits or additional charges based on per page contracted

rates.

c) Other fixed costs should be thoroughly explained and quantified.

d) Print shop fees covers staffing and equipment supplied by the Company.

e) Any variable fees should be listed separately, thoroughly explained and quantified.

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12. Submit 2 Proposal copies. The Company must submit two (2) original copies of the

Proposal in sealed envelopes plainly marked with the name “Copier/Print Shop Proposal”.

Proposals should be delivered to:

Marshall Crutcher, CFO

Mehlville School District

3120 Lemay Ferry Road

St. Louis, MO 63125

13. Alternative RFP Proposals. If the proposer believes certain recommendations or

modifications to the existing RFP can improve the quality or value of services, an

“Alternative Proposal” should also be submitted. The same schedules and format should be

used except the changes should be clearly stated and the cover sheet should clearly be

marked “Alternative Proposal”. The Executive Summary of the basic RFP should reference

that there is also an alternative proposal to alert the District to review the alternative.

14. Representation of information. The District has used considerable efforts to attempt to

convey accurate, thorough information in this RFP to the best of our knowledge. However,

there may be unintended deviations or omissions of information. The RFP is a guideline for

proposers. Therefore, the proposers must form their own opinions and conclusions in respect

to the matters addressed in this RFP document. The proposer is responsible for its own

verification of all information provided and must satisfy itself as to the intent of the RFP

specifications. After submission of the Proposal, no complaint or claim that there was any

misunderstanding will be considered. The proposer agrees that it will make no claim for

additional payment or seek an extension of time for completion of the work or seek any other

concession because of any misinterpretation or misunderstanding of the RFP, or of any

failure to fully acquaint itself with all conditions relating to the proposed work.

TERMS

15. Cover all RFP requirements. The Company must submit a complete Proposal covering all

requirements identified in this RFP in order to be considered. All Proposals must be

submitted on the District forms as attached with this specification. Proposals submitted on

forms other than the enclosed may be rejected. Non-compliance with RFP specifications will

disqualify Proposals from further consideration.

16. Payment terms. The District shall pay the Company by the 15th of each month for that

current month of service (i.e. July service is paid by July 15th).

17. RFP terms supersede Proposal terms. In the event of a conflict between the Proposal and

the RFP, the District shall resolve any inconsistency in favor of the RFP. Additionally, the

District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP

and the Proposal. The Company agrees to abide by the decisions of the District.

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18. Submitted Proposals are final. All Proposals shall be deemed final, conclusive and

irrevocable and no Proposal shall be subject to correction or amendment for any error or

miscalculation. No Proposal shall be withdrawn without the consent of the District after the

scheduled closing time for the receipt of Proposals.

19. Equipment Demonstrations. The District reserves the right to require the Company to

demonstrate any hardware or software offered in their Proposal. Any demonstration costs

shall be at the expense of the Company. Such equipment may need to be at a District

location for a short period that is mutually agreeable.

20. Oral communication is non-binding. No oral interpretation will be made to any Company

as to the meaning of the RFP. Any oral communication will be considered unofficial and

non-binding on the District. Unauthorized contact by the Company with other District

employees or Board members regarding the RFP may result in disqualification.

21. Requests for RFP clarification. Requests for interpretation must be made in writing to the

CFO of Mehlville School District no later than 10:30 a.m. on February 17th, 2026. The

Company should rely only on written statements issued by the CFO of the District.

22. Specifications modified. The District reserves the right to modify the specifications prior to

the Proposal submission deadline. Any revisions will be posted on the District website.

ACCEPTANCE

23. Submit the best offer. The District may award a contract based upon the initial Proposals

received without discussion of such Proposals. Accordingly, each initial Proposal should be

submitted with the most favorable price and service standpoint. In addition to the required

RFP Proposal, the Company may submit an alternate proposal if it is deemed that service

or value can be improved with modifications to the RFP.

24. Right of rejection. The District reserves the right to reject any or all Proposals and to waive

informalities and minor irregularities in Proposals received. The District, in its sole

discretion, will determine whether an irregularity is minor.

25. Partial acceptance. The District may accept one part, aspect or phase, or any combination

thereof, of any Proposal unless the Company specifically qualifies its offer by stating that the

Proposal must be taken as a whole.

26. Negotiations. The District reserves the right to negotiate final contract terms with any

Company, regardless of whether such Company was interviewed or submitted a best and

final Proposal. Neither the commencement nor cessation of negotiations shall constitute

rejection of the Proposal or a counteroffer on the part of the District.

27. Interviews. To facilitate consideration of the Proposals, the District may, at its option,

conduct interviews, after receipt of the Proposal, in an attempt to clarify or qualify terms of

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Commodity Codes

• NAICS 532420Office Machinery and Equipment Rental and Leasing
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561210Facilities Support Services
• NAICS 811212Computer and Office Machine Repair and Maintenance

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