Duncan Public Schools - District-Wide Printer & Copier Refresh Solution RFP 2026
Duncan Public SchoolsSchool · Duncan, OK- Due
- Jun 17, 2026
- Deadline passed
- Posted
- Jun 5, 2026
- Contract term
- 1 year
- Primary contact
- Justin Langwell
The 30-second brief
Duncan Public Schools is seeking proposals from qualified vendors to provide a district-wide Managed Print Services (MPS) solution, including multifunction devices, copiers, and printers. The scope involves equipment procurement, delivery, installation, configuration, user training, software licensing, toner and consumables, replacement parts, preventative maintenance, repairs, meter collection, usage reporting, remote monitoring, loaner equipment, and secure hard drive data destruction. Named assets include Duncan High School, Duncan Middle School, Emerson, Horace Mann, Mark Twain, Plato, and other district facilities located in Duncan, Oklahoma. The annual combined print volume is approximately 4,907,501 impressions. Submission deadline is June 17, 2026, at 3:00 PM CT, with questions due by June 16, 2026, and a site visit scheduled for June 11, 2026. Required service levels include a 1-hour remote response, 4-hour on-site response, 98% device uptime, 48-hour loaner equipment, and next business day toner delivery. Proposals will be evaluated based on total cost of lease (35%), service and support (25%), equipment functionality (15%), implementation plan (15%), security features (5%), and K-12 experience and references (5%).
Total Cost of Lease 35%, Service and Support 25%, Equipment Functionality 15%, Implementation Plan 15%, Security Features 5%, K-12 Experience and References 5%
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Summary
Duncan Public Schools is seeking proposals from qualified vendors to provide a district-wide Managed Print Services (MPS) solution, including multifunction devices, copiers, and printers.
The scope involves equipment procurement, delivery, installation, configuration, user training, software licensing, toner and consumables, replacement parts, preventative maintenance, repairs, meter collection, usage reporting, remote monitoring, loaner equipment, and secure hard drive data destruction. Named assets include Duncan High School, Duncan Middle School, Emerson, Horace Mann, Mark Twain, Plato, and other district facilities located in Duncan, Oklahoma. The annual combined print volume is approximately 4,907,501 impressions. Submission deadline is June 17, 2026, at 3:00 PM CT, with questions due by June 16, 2026, and a site visit scheduled for June 11, 2026. Required service levels include a 1-hour remote response, 4-hour on-site response, 98% device uptime, 48-hour loaner equipment, and next business day toner delivery. Proposals will be evaluated based on total cost of lease (35%), service and support (25%), equipment functionality (15%), implementation plan (15%), security features (5%), and K-12 experience and references (5%).
EVALUATION CRITERIA
6- Total Cost of Lease 35%
- Service and Support 25%
- Equipment Functionality 15%
- Implementation Plan 15%
- Security Features 5%
- K-12 Experience and References 5%
REQUIRED ATTACHMENTS
11- Cover page
- References from at least three K-12 school districts
- Pricing schedule
- Implementation plan
- User training plan
- Transition plan
- Service commitments
- Documentation of network/infrastructure requirements
- Software components description
- Badge authentication solution description
- Disclosure of pending litigation/bankruptcy/disputes
- Submit to
- [email protected]
- Duration
- 60 months
- Scope location
- Duncan, OK
Questions about this RFP
How do I respond to this RFP from Duncan Public Schools?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is June 17, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Justin Langwell.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Duncan Public Schools in OK, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Justin Langwell. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Total Cost of Lease 35%, Service and Support 25%, Equipment Functionality 15%, Implementation Plan 15%, Security Features 5%, K-12 Experience and References 5%" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Duncan Public Schools?
All active and historical solicitations from Duncan Public Schools are tracked and searchable. As a school agency, Duncan Public Schools regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
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, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover page, references from at least three K-12 school districts, pricing schedule, implementation plan, user training plan, transition plan, service commitments, documentation of network/infrastructu. Review the full document from Duncan Public Schools for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Duncan, OK. Review the full solicitation for detailed scope requirements.