Project Information

Bid Title

Print & Copy Equipment and Services

Issuing Agency

Andover public Schools

Location

Kansas

Published Date

Feb 27, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Print & Copy Equipment and Services

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Andover Public Schools USD 385 Request for Proposal

February 27, 2026

PURPOSE

USD 385 is requesting proposals for print & copy equipment and managed print

services to include the following requirements, terms and conditions.

• Refresh or upgrade in part or all existing print/copier equipment for District Wide

Copy/Print/Scan/Fax Units, District Print Production Center and Andover High

journalism production equipment.

• Equipment will be financed through a FIRM 60-month leasing agreement to be

effective 7/1/2026-6/30/2031.

• USD385 reserves the right to reject any or all proposals, to selectively limit the

number of vendors for final evaluation and to accept the proposal deemed most

advantageous for the district.

PROCESS TIMELINE

• Friday, February 27, 2026 RFP document released and posted to district

website

• Friday, March 6, 2026 Responder registration and questions regarding RFP

specifics are due by 2:00 pm - email intent to respond/registration and

questions to bids@usd385.org

• Wednesday, March 11, 2026 Questions and corresponding answers will be

emailed to all registered responders by 5:00 pm

• Thursday, March 26, 2026 Responses to RFP must be received by 4:00pm.

Late responses will not be included for consideration. Delivery options

include electronic &/or paper submission: email to bids@usd385.org, USPS

mail, contracted or in person delivery to physical address:

o Andover USD 385, 1432 N. Andover Rd, Andover, KS 67002 (Attn:

Sherame Kneisel, CFO – print services)

o All responses must include:

 Vendor response to each item addressed under Scope of Services

& Technical Requirement

 Pricing proposal and sample agreement for lease & maintenance

 Equipment specifications/brochures

 Point of contact information for follow up communication

 Bid open/response acknowledgement is open to the public. No

information will be read or reviewed at that time.

• Evaluation Period March 27, 2026 – April 2, 2026

o Evaluation committee will complete a review of all proposals received

o Based on evaluation criteria, a maximum of 3 vendors will be invited for

follow up questions and/or interview with the committee if necessary

• Monday, April 13, 2026 Recommendation to Board of Education for approval to

enter contract for services & equipment lease

• Finalize contract documentation & implementation plan prior to May 11,

2026 BOE meeting

• Implementation complete by July 31, 2026

EVALUATION CRITERIA

Vendors will be evaluated based on response to provided scope & requirements with

points awarded in each of the following areas: Technical Requirements, Security &

Compliance, Cost & Lease Terms, Support, Service & References. Vendors are invited

to provide information on additional optional value-added service products.

Andover USD 385 Print Services RFP 2026

Page 1

SCOPE OF SERVICES & TECHNICAL REQUIREMENTS – Include with response

1. Comprehensive Device Support

The vendor must provide a universal print driver or cloud-based solution to support the

district's mixed-device ecosystem:

• District Production Center: The comprehensive print driver must allow district

employees and teachers to print directly to the production center with full

finishing options. All necessary Print Center PCs and servers to control printer

capabilities should be supplied and priced by the vendor.

• Windows & macOS: Full driver support for staff laptops and computer labs.

• Chromebooks: Native support via Google Cloud Print alternatives (e.g.,

PaperCut Mobility Print) to ensure students can print directly from ChromeOS.

• Mobile/iPad: AirPrint and Mopria compatibility for administrative tablets.

• Scanning Capability: Ability to scan directly to folders or email.

• Faxing Support: Cloud-faxing integration (FoIP) to replace traditional analog

lines, ensuring sensitive IEP or medical documents are transmitted securely

without being left on a physical tray.

2. Data Security & Compliance (FERPA/HIPAA)

Security is paramount in educational settings to protect Personally Identifiable

Information (PII).

• Pull Printing (Follow-Me): Documents are held in a secure virtual queue and

only released when the user authenticates at the device via PIN or ID badge

swipe. (would like information on option)

• Secure Print Release: User has option to engage by print job or default to

specific printer.

• Hard Drive Encryption: All MFPs must utilize AES 256-bit encryption for data at

rest.

• Automatic Data Overwrite: The device must be configured to overwrite the

internal drive after every job or on a daily schedule.

• FERPA Compliance: Vendor must meet any compliance related to student

record privacy.

• End-of-Lease Destruction: Vendor must provide a Certificate of Data

Destruction upon removal of any equipment, certifying that the hard drives were

physically destroyed or wiped to NIST standards.

3. (Optional Consideration) Print Management Software (e.g., PaperCut, Equitrac)

A centralized management suite utilized to control costs and visibility:

• Quota Management: Setting limits for students and departments to reduce

paper waste.

Andover USD 385 Print Services RFP 2026

Page 2

• Find-Me Printing: Allows users to print to one global queue and pick up their

document at any printer in the district.

• Reporting: Monthly automated reports on usage by school, department, and

individual user for internal auditing.

4. Service & Support

To minimize classroom disruption, the following service standards apply:

• Response Time: On-call service for breakdowns, including parts, labor & travel.

Maximum 4-hour on-site response for non-functional equipment. Include

information on the service call process, the tenure of the local service team, and

the number of service technicians certified and trained in the Andover area for

the equipment recommended.

• Technician Clearance: Confirmation that all on-site technicians have passed

state-required background checks for working in schools.

• Toner Logistics: Automated "Just-in-Time" supply & toner delivery (shipped

when levels reach 15-20% without staff intervention). Paper excluded.

• Preventative Maintenance: Scheduled inspections & services to minimize

downtime.

• Equipment Standards: All equipment proposed must be newly manufactured,

and all parts and supplies on-going must be OEM. Proposed equipment must

meet or exceed current inventory production efficiency and speed.

• Lemon Clause: Provision to replace any machine that requires more than three

significant repairs for the same issue within a 90-day period. Explain your

company policy for replacing equipment that does not meet the district’s

expectations for service and uptime.

See Exhibit A for information on current district locations, asset summary and

estimated annual/ monthly average volume.

INSURANCE REQUIREMENTS

The Contractor shall maintain insurance coverage for the duration of the agreement and

shall provide Certificates of Insurance prior to contract execution. Minimum

requirements are as follows:

• Commercial General Liability

o $1,000,000 per occurrence / $2,000,000 aggregate

o District listed as Additional Insured

• Automobile Liability

o $1,000,000 combined single limit

o Applies to owned, non-owned, and hired vehicles

• Workers’ Compensation & Employer’s Liability

o Statutory coverage per Kansas law

o Employer’s Liability: $500,000 each accident / each disease / policy limit

• Professional Liability / Errors & Omissions (if applicable)

o $1,000,000 per claim

o Required for networking, software integration, or configuration services

Andover USD 385 Print Services RFP 2026

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• Cyber Liability (if applicable)

o $1,000,000 per claim

o Required if the Contractor has data access or remote access to District

systems

Certificates shall include evidence of coverage, Additional Insured endorsement(s), and

30-day notice of cancellation. The contractor shall ensure subcontractors maintain

equivalent insurance. To the extent permitted under Kansas law, Contractor shall

indemnify and hold harmless the district for claims arising from Contractor negligence.

SOLUTION PRICING STRUCTURE

Monthly pricing should include equipment, full service maintenance (parts & labor), all

consumable supplies (excluding paper), delivery, installation, setup, end user training,

analyst support for the installation of new equipment and software, and removal of the

devices at the end of contract.

• Pricing for equipment should be based on a monthly fixed lease amount without

escalation for the FIRM 60-month term.

• Pricing for monthly maintenance & supply costs should be presented based on

either a fixed monthly amount for unlimited printing/copying or a "cost-per-

impression" (CPI) factor(s).

IMPLEMENTATION PLAN

Please provide a plan for the overall solution implementation and training based on the

above timeline. Equipment installation will need to occur during the summer of 2026

(June/July) timeframe in order to minimize disruption.

VENDOR QUALIFICATIONS & REFERENCES

Responsive vendors must have at least 5 years of experience in copier maintenance

and software management. Please provide information on your company, account

management team, locations and invoicing process. Provide at least 5 relevant

references where the proposed solution is currently implemented and include the

following contact information for verification:

1. Company Name

2. Primary Contact Name & Title

3. Phone Number

4. Email

5. Length of time for service relationship

Example Scoring Matrix Template for Evaluation

Category:

Technical Requirements

Security & Compliance

Pricing & Lease terms

Local Support/Service/References

Previous Vendor Experience

Total

Weight

25%

20%

30%

15%

10%

100%

Andover USD 385 Print Services RFP 2026

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EXHIBIT A

Andover School & Department Locations:

1. District Office – Print Production Center (PS)

2. District Support Services

3. District Maintenance Facility

4. Andover High School

5. Andover Central High School

6. Andover Middle School

7. Andover Central Middle School

8. Andover eCademy

9. Andover Center for Advanced Professional Studies

10. Wheatland Elementary

11. Robert M. Martin Elementary

12. Cottonwood Elementary

13. Meadowlark Elementary

14. Sunflower Elementary

15. Prairie Creek Elementary

Current District-Wide Device Inventory Summary (Konica Minolta):

• 83 4700i Printers

• 29 C3350i Small MFP’s

• 22 650i MFP’s

• 16 C550i MFP’s

• 1 C330i

• 1 C4070 Acurio Press – Production

• 1 6136 Acurio Press – Production

• 1 C4080 Acurio Press – Production

Volume (Approximate Annual & Monthly Average):

Color

Pages

B&W

Pages

Total All

Pages

Total

Jobs

Annual Total 1,871,453 4,645,118 6,516,571 503,793

Monthly

Average 155,954 387,093 543,048 41,983

District District PS

PS B & W Color

1,925,755 794,586

41.5%

42.5%

Andover USD 385 Print Services RFP 2026

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Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)
• NAICS 532420Office Machinery and Equipment Rental and Leasing
• NAICS 561439Other Business Service Centers (including Copy Shops)
• NAICS 811212Computer and Office Machine Repair and Maintenance

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