Smyth County Public Schools - Copier Managed Print Services RFP - #2027-SCPS-Copier (2026)
Smyth County Public SchoolsSchool · Marion, VA- Due
- Oct 9, 2026
- Deadline passed
- Posted
- Sep 28, 2026
- Contract term
- 3 years
- Primary contact
- Brad Haga
- (276) 783-8865
The 30-second brief
Smyth County Public Schools is seeking proposals for a three-year managed print services program and copier solution under Proposal #2027-SCPS-Copier. The scope includes providing Xerox brand or equivalent multi-function devices, maintenance, repairs, staples, toner, automated meter reading software, and related print services across Oak Point Elementary, Sugar Grove Elementary, and Chilhowie Elementary in Marion and Sugar Grove, Virginia. Required equipment includes color machines with a minimum of 60 pages per minute, finishers, staple and hole punch capabilities, and monochrome machines. Proposals are due by October 9, 2026, at 9:00 a.m., to be submitted to the Board Room of the Smyth County School Board Office, 121 Bagley Circle, Suite 300, Marion, Virginia 24354. Evaluation criteria include functional fit (20%), experience and references (20%), cost proposal (20%), implementation and support plan (10%), integration and technical capabilities (10%), and training and user support (20%).
Two (2) Copiers at Oak Point Elementary, One (1) Copier at Sugar Grove Elementary, One (1) Copier at Chilhowie Elementary, 136 ppm monochrome machine, Cover Interposer Tray, Booklet Finisher (saddle stitch), Stapling Finisher, Hole Punch Kit, Post Inserter
Functional Fit 20%, Experience & References 20%, Cost Proposal 20%, Implementation and Support Plan 10%, Integration and Technical Capabilities 10%, Training and User Support 20%
Hear what Smyth County Public Schools plans next before it's posted.
Get alerts freeFree account · 30-second setup · No credit card
Summary
Smyth County Public Schools is seeking proposals for a three-year managed print services program and copier solution under Proposal #2027-SCPS-Copier.
The scope includes providing Xerox brand or equivalent multi-function devices, maintenance, repairs, staples, toner, automated meter reading software, and related print services across Oak Point Elementary, Sugar Grove Elementary, and Chilhowie Elementary in Marion and Sugar Grove, Virginia. Required equipment includes color machines with a minimum of 60 pages per minute, finishers, staple and hole punch capabilities, and monochrome machines. Proposals are due by October 9, 2026, at 9:00 a.m., to be submitted to the Board Room of the Smyth County School Board Office, 121 Bagley Circle, Suite 300, Marion, Virginia 24354. Evaluation criteria include functional fit (20%), experience and references (20%), cost proposal (20%), implementation and support plan (10%), integration and technical capabilities (10%), and training and user support (20%).
EVALUATION CRITERIA
6- Functional Fit 20%
- Experience & References 20%
- Cost Proposal 20%
- Implementation and Support Plan 10%
- Integration and Technical Capabilities 10%
- Training and User Support 20%
REQUIRED DELIVERABLES
9- Two (2) Copiers at Oak Point Elementary
- One (1) Copier at Sugar Grove Elementary
- One (1) Copier at Chilhowie Elementary
- 136 ppm monochrome machine
- Cover Interposer Tray
- Booklet Finisher (saddle stitch)
- Stapling Finisher
- Hole Punch Kit
- Post Inserter
REQUIRED ATTACHMENTS
10- W9 Form
- Company Background and Experience
- Detailed Description of Proposed Solution
- Project Timeline and Implementation Plan
- System Architecture and Technical Specifications
- Integration Capabilities
- Training and Support Plan
- Data Security and Privacy Policies
- Client References
- Cost proposal including Attachments A thru B
- Submit to
- Board Room of the Smyth County School Board Office, 121 Bagley Circle, Suite 300, Marion, Virginia 24354
- Scope location
- Marion, VA
Questions about this RFP
How do I respond to this RFP from Smyth County Public Schools?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 9, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Board Room of the Smyth County School Board Office, 121 Bagley Circle, Suite 300, Marion, Virginia 24354. For questions, contact Brad Haga.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Smyth County Public Schools in VA, 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 Brad Haga at (276) 783-8865. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Two (2) Copiers at Oak Point Elementary, One (1) Copier at Sugar Grove Elementary, One (1) Copier at Chilhowie Elementary, 136 ppm monochrome machine, Cover Interposer Tray, Booklet Finisher (saddle stitch), Stapling Finisher, Hole Punch Kit, Post Inserter. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Functional Fit 20%, Experience & References 20%, Cost Proposal 20%, Implementation and Support Plan 10%, Integration and Technical Capabilities 10%, Training and User Support 20%" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Smyth County Public Schools?
All active and historical solicitations from Smyth County Public Schools are tracked and searchable. As a school agency, Smyth County 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 3 years. 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: W9 Form, Company Background and Experience, Detailed Description of Proposed Solution, Project Timeline and Implementation Plan, System Architecture and Technical Specifications, Integration Capabilit. Review the full document from Smyth County 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: Marion, VA. Review the full solicitation for detailed scope requirements.