Project Information

Bid Title

Multifunction Office Machine Lease RFP2026-01

Issuing Agency

Liberty County School System

Location

Georgia

Published Date

Dec 20, 2025

Closing Date

Feb 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Multifunction Office Machine Lease RFP2026-01

Title:

Multifunction Office Machine Lease RFP2026-01

Description:

The Liberty County School System wishes to announce that we are requesting bids for Multifunction Office Machine (Copier-Scanner-Printer-Fax) Lease, Software, and Related Services under RFP 2026-01 by a firm authorized to do business in the State of Georgia. A Mandatory Pre-Bid Conference will be held on January 7, 2026, at 10:00 A.M., in room 2700 of the Central Office of the Liberty County School System located at 200 Bradwell Street, Hinesville, Georgia 31313 All prospective bidders are required to attend.

Enclosed is an (ITB) packet, which outlines the services being solicited and instructions, describing the submission of the Statement of Qualifications (sometimes referred to herein as "statement(s)" or "bid(s)"). This cover letter is not a part of the Bid Documents, and information herein is for reference only. All Bids should be delivered to the Board of Education (BOE) at 200 Bradwell Street, Hinesville, Georgia 31313. The advertising dates for this ITB, RFP 2026-01 are December 19, 2025, through February 6, 2026. Bids will be accepted prior to 10:00 A.M. on February 6, 2026, at which time they will be entered into a register.

Bids received after the time and date for submittal stipulated in the ITB will not be opened or considered. The time stamp at the BOE shall determine the time of receipt. Offerors are responsible for ensuring that their Bids are stamped by BOE personnel before the deadline indicated.

Any questions or clarifications related to this ITB/RFP should be directed to Dr. John Ryan via email at jryan@liberty.k12.ga.us. All questions and/or clarification requests should be submitted no later than January 20, 2026 at 4:00pm EST. Questions and answers will be posted to the district website no later than January 23, 2026.

Start Date:

12/19/2025

Contact Name:

Dr. John Ryan

Contact Email:

jryan@liberty.k12.ga.us

Files:

• Copier Printer RFP 2026-01 (1.44 MB)

Attachment Preview

December 19, 2025

To Whom It May Concern:

The Liberty County School System wishes to announce that we are requesting bids for Multifunction

Office Machine (Copier-Scanner-Printer-Fax) Lease, Software, and Related Services under RFP 2026-01

by a firm authorized to do business in the State of Georgia. A Mandatory Pre-Bid Conference will be held

on January 7, 2026, at 10:00 A.M., in room 2700 of the Central Office of the Liberty County School

System located at 200 Bradwell Street, Hinesville, Georgia 31313 All prospective bidders are required to

attend.

Enclosed is an (ITB) packet, which outlines the services being solicited and instructions, describing the

submission of the Statement of Qualifications (sometimes referred to herein as "statement(s)" or "bid(s)").

This cover letter is not a part of the Bid Documents, and information herein is for reference only. All Bids

should be delivered to the Board of Education (BOE) at 200 Bradwell Street, Hinesville, Georgia 31313.

The advertising dates for this ITB, RFP 2026-01 are December 19, 2025, through February 6, 2026. Bids

will be accepted prior to 10:00 A.M. on February 6, 2026, at which time they will be entered into a

register.

Bids received after the time and date for submittal stipulated in the ITB will not be opened or

considered. The time stamp at the BOE shall determine the time of receipt. Offerors are responsible for

ensuring that their Bids are stamped by BOE personnel before the deadline indicated.

Any questions or clarifications related to this ITB/RFP should be directed to Dr. John Ryan via email

at jryan@liberty.k12.ga.us. All questions and/or clarification requests should be submitted no later than

January 20, 2026 at 4:00pm EST. Questions and answers will be posted to the district website no later

than January 23, 2026.

Your interest and participation in submitting a Bids in response to this ITB/RFP is greatly appreciated.

Sincerely,

Dr. John Ryan

Executive Director of Technology and Media

Providing students with an education which promotes excellence, good citizenship, and a love of learning

AN EQUAL OPPORTUNITY EMPLOYER

​

​

Liberty County School System

200 Bradwell Street/Hinesville, Georgia 31313/912.876.2161

REQUEST FOR PROPOSAL (2026-01)​

Multifunction Office Machine (Copier/Scanner/Printer/Fax) Lease

INTRODUCTION​

Liberty County School System (LCSS) desires to contract with a vendor, operating in the

educational market segment, who has the capability to provide and maintain LCSS’ fleet of

multifunction office machines. The devices must have the ability to provide copy, print, scan,

and/or fax services as specified at each location.

GENERAL INFORMATION​

The School District intends to lease the equipment for a term of sixty (60) months. The

locations and functions needed for each device are listed in Exhibits A-I and A-II.

INSTRUCTIONS FOR PROPOSAL SUBMISSION

There will be a mandatory pre-bid meeting at the Liberty County School System Board of

Education Office, 200 Bradwell Street, Hinesville, GA, at 10:00 am on January 7, 2026. Attendance

is required to bid on this project.

All proposals must be received no later than 10:00 A.M. on February 6, 2026. If a proposal

is transmitted by U.S. Mail or other delivery medium, the proposer(s) will be responsible

for its timely delivery to the following:

Liberty County School System

RFQ # 2026-01

Attn: Dr. John Ryan – Executive Director of Technology and Media

200 Bradwell Street

Hinesville, GA 31312

Emailed or faxed proposals WILL NOT be considered.

Any proposal received after the stated time and date, WILL NOT be considered and will

be returned unopened to the proposer.

Failure to submit one original proposal with a manual signature will result in the rejection of

the proposal. An additional two (2) copies of the proposal shall also be included.

All proposals must be signed by an officer or employee having the authority to legally

bind the proposer.

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Any corrections must be initialed. This includes corrections made using correction fluid

(white out) or any other method of correction.

Proposers should become familiar with any local conditions which may, in any manner,

affect the services required. The proposer(s) is/are required to carefully examine the RFP

terms and to become thoroughly familiar with any and all conditions and requirements that

may in any manner affect the work to be performed under the contract. No additional

allowance will be made due to lack of knowledge of these conditions.

Proposals should include user provisioning and implementation requirements.

Proposals not conforming to the instructions provided herein will be subject to

disqualification at the sole option of the School District.

Any proposal may be withdrawn prior to the date and time the proposals are due. Any

proposal not withdrawn will constitute an irrevocable offer for a period of 90 days, to

provide the School Board with the services specified in the proposal.

TIME SCHEDULE

Liberty County School System will not be under any requirement to complete the

evaluation by a specific date and reserves the right to suspend or postpone the evaluation

process should the need arise due to budget constraints, time constraints or other factors as

directed by Liberty County Schools. Notification of any changes to the time schedule will

be made to Proposers by U.S. Certified mail, email or fax.

AWARD

Liberty County School System reserves the right to accept or reject any or all proposals.

Liberty County School System reserves the right to waive any irregularities and

technicalities and may, at its sole discretion, request a resubmittal or other information to

evaluate any or all proposals.​

Liberty County School System reserves the right to require proposer(s) to submit evidence

of qualifications or any other information the Liberty County School System may deem

necessary.

Liberty County School System reserves the right, prior to approval, to withdraw the RFP or

portions thereof, without penalty.

Liberty County School System reserves the right to: (1) accept the proposal of any firm to

be in the best interest of the District and (2) to reject any and/or all proposals.

Liberty County School System reserves the right to conduct interviews with any of the

proposers and to require a formal presentation by any of the proposers.

Liberty County School System reserves the right to make the final selection based upon its

own ranking. Further, nothing herein will prevent the Liberty County School System from

making multiple awards and deeming all proposals responsive, and assigning work to any

firm deemed responsive.

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Liberty County School System reserves the right to modify or waive the conditions and

requirements of this RFP where it determines that such modification is in its best interest.

TERM OF CONTRACT/RENEWAL

The term of this contract shall be for the lease of multifunction machines for a period of sixty

(60) months at all sites within the Liberty County School System.

​

RFP INQUIRIES

In order to maintain a fair and impartial competitive process, Liberty County School System staff

will not communicate with prospective firms regarding this RFP after RFP’s are distributed. All

questions and inquiries must be submitted via email no later than 4:00 p.m. EST on January 20,

2026, to: Dr. John Ryan at jryan@liberty.k12.ga.us. All questions will be posted on the district

website no later than January 23, 2026.

Copies of addendums will be made available for inspection at Liberty County School System

where proposal documents will be kept on file.

No Addendum will be issued later than January 23, 2026, except for an addendum withdrawing the

Request for Proposals or one that includes postponement of the date for receipt of proposals or

one containing the questions and answers.

EVALUATION PROCESS

RFPs will be received and publicly opened. Only the respondents' names will be read at this time.

An Evaluation Committee will convene to review and discuss all submitted proposals.

EVALUATION CRITERIA

Proposals will be evaluated based on the criteria listed in Exhibit A-I – A-III.

COMPANY HISTORY

Provide the company’s credentials, such as industry certifications/partnerships, authorized

reseller/repair status.

Provide proof of liability insurance and/or applicable state licensing.

List and describe a minimum of three (3) K-12 educational total turnkey projects that your

company was awarded that compare in scope to the District’s project.

Provide references for each of the projects, a project summary with locations and

devices/location, a schedule outline, and a successful implementation rate based on the

project timeline.

Provide project highlights and/or unexpected obstacles encountered and how they were

addressed.

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PROJECT LOGISTICS AND INSTALLATION PROCESS

Describe the project flow from award to installation. Include the step-by-step process that

your firm uses to manage projects of this nature.

Provide a summary of your standard delivery and installation process, including the

methods used to place the correct item in the correct place.

PROJECT TIMELINE

Provide a timeline for the project implementation to include physical installation,

configuration, and training phases.

TRAINING

Describe the training process and topics provided during the installation and when new

features are added to a device/facility.

MAINTENANCE AND SUPPORT

Describe the support process from notification to resolution. Include the step-by-step

procedures your firm follows to minimize outages/downtime.

Provide a summary of the maintenance plans for the devices, including preventive

maintenance routines and their time cycles. Describe the process for the replacement of a

device with recurring problems (“lemon” device).

ADVANCED FEATURES, CAPABILITIES, AND TECHNOLOGIES

Features and capabilities are defined in Exhibit A-II by location and device. Describe the

process for devices that enter an end-of-sale/support (EOS) or end-of-life (EOL) from the

manufacturer.

SERVICE LEVEL AGREEMENT (SLA)

Provide a detailed Service Level Agreement in your response.

The SLA should outline key service commitments, including (but not limited to) availability,

support response and resolution times, escalation procedures, performance metrics, and any

applicable service credits or penalties.

SOFTWARE COMPATIBILITY AND SUPPORT

Provide a detailed software compatibility and support policy.

At a minimum, the policy must explicitly state compatibility and support for the following

platforms:

●​ Microsoft Windows

●​ Google ChromeOS

●​ Apple macOS

●​ Apple iOS

In addition, the policy must clearly define the timeframe and process for achieving

compatibility following the release of a new operating system version, including:

●​ The typical period between a public OS release and the vendor’s certified compatibility

●​ Testing, validation, and certification processes for new OS versions

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Commodity Codes

• NAICS 531120Lessors of Nonresidential Buildings (except Miniwarehouses)

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