Civic IQ
RFPCLOSED

Managed Print Services

Hartland-Lakeside Joint No. 3 School District, WI·School
Mar 23, 2026
Posted Date
Mar 23, 2026
Submission Deadline
Patrick Austinson
5 year term
Hartland, Wisconsin
Submit at: 800 E North Shore Drive, Hartland, WI 53029

Summary

Hartland-Lakeside Joint No. 3 School District is seeking proposals from qualified vendors for comprehensive managed print services, including copy, scan, print, and fax equipment. The contract will commence on July 1, 2026, for a period of five years. The objectives include decreasing operating costs, increasing productivity, consolidating services, and improving staff efficiency.

Evaluation Criteria

Total cost of ownership (equipment, maintenance, software, and lease pricing), Vendor experience and qualifications, Ability to meet technical and service specifications, Print management capabilities, Service response times and support structure, References and prior experience with Wisconsin school districts or educational entities

Required Attachments

Table of contents, Company Overview, Installation Team Qualifications, Account Management Qualifications, Educational Experience, References, Cost Proposal – Click & Maintenance Charges, Cost Proposal – Print Management Software, Cost Proposal – Lease Payments, Proposal Sign-Off Page, Technical specification sheet per machine model, Technical sheets for all accessories and optional equipment, Manufacturer-certified monthly duty cycle volumes, Any additional descriptive literature, performance reports, or independent testing certifications

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Hartland-Lakeside Joint No. 3 School District?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 23, 2026. Proposals should be submitted to: 800 E North Shore Drive, Hartland, WI 53029. For questions, contact Patrick Austinson.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Hartland-Lakeside Joint No. 3 School District?

Civic IQ tracks all active and historical solicitations from Hartland-Lakeside Joint No. 3 School District. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 5 years. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Hartland-Lakeside Joint No. 3 School District for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Hartland-Lakeside Joint No. 3 School District in WI, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Patrick Austinson. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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