Upper Arlington City School District Copier Equipment Lease and Maintenance Services RFP 2026
Upper Arlington City SchoolsSchool · Upper Arlington, OH- Due
- Apr 29, 2026
- Deadline passed
- Posted
- Apr 15, 2026
- Contract term
- 5 years
- Primary contact
- Greg Thompson
The 30-second brief
The Upper Arlington City School District is requesting proposals for Copier/Multi-Function Device Equipment Lease and Maintenance Services. The procurement includes leasing equipment for printing, copying, facsimile, and scanning functionality, along with full maintenance services for a term of approximately 60 months, beginning July 1, 2026, through June 30, 2031. The District operates a 95% Apple environment and requires devices compatible with MacOS Sequoia and Windows, supporting features like secure print release, Papercut licensing, and Active Directory integration. The scope covers 41 total devices across multiple building locations including elementary, middle, and high schools, plus administrative offices. Proposals must include all costs for personnel, materials, equipment, and supplies (excluding paper). Submission deadline is April 29, 2026, at 12:00 noon EST.
Narrative description, Cost Proposal, Signed Verification and Noncollusion statements, Statement of qualifications, Sample copier services contract
Experience, Extent of options/services/incentives, Financial Condition, Previous Contract Performance, Management Skills and Service Record, Ability and Resources, Support Staff, Responsiveness, Local Supervision, Safety Record/Reputation, References, Technology Collaboration
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Summary
The Upper Arlington City School District is requesting proposals for Copier/Multi-Function Device Equipment Lease and Maintenance Services.
The procurement includes leasing equipment for printing, copying, facsimile, and scanning functionality, along with full maintenance services for a term of approximately 60 months, beginning July 1, 2026, through June 30, 2031. The District operates a 95% Apple environment and requires devices compatible with MacOS Sequoia and Windows, supporting features like secure print release, Papercut licensing, and Active Directory integration. The scope covers 41 total devices across multiple building locations including elementary, middle, and high schools, plus administrative offices. Proposals must include all costs for personnel, materials, equipment, and supplies (excluding paper). Submission deadline is April 29, 2026, at 12:00 noon EST.
EVALUATION CRITERIA
12- Experience
- Extent of options/services/incentives
- Financial Condition
- Previous Contract Performance
- Management Skills and Service Record
- Ability and Resources
- Support Staff
- Responsiveness
- Local Supervision
- Safety Record/Reputation
- References
- Technology Collaboration
REQUIRED DELIVERABLES
5- Narrative description
- Cost Proposal
- Signed Verification and Noncollusion statements
- Statement of qualifications
- Sample copier services contract
REQUIRED ATTACHMENTS
4- Appendix A (Building Locations)
- Appendix B (Requested Multifunctional Device list)
- Agreement-Verification Statement
- Non Collusion Affidavit
- Submit to
- 1619 Zollinger Road, Upper Arlington, Ohio 43221
- Duration
- 60 months
- Scope location
- Upper Arlington, OH
- Reported agency
- Upper Arlington City School District
Questions about this RFP
How do I respond to this RFP from Upper Arlington City Schools?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 29, 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: 1619 Zollinger Road, Upper Arlington, Ohio 43221. For questions, contact Greg Thompson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Upper Arlington City Schools in OH, 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 Greg Thompson. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Narrative description, Cost Proposal, Signed Verification and Noncollusion statements, Statement of qualifications, Sample copier services contract. Proposals should clearly address how each deliverable will be met.
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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: "Experience, Extent of options/services/incentives, Financial Condition, Previous Contract Performance, Management Skills and Service Record, Ability and Resources, Support Staff, Responsiveness, Local..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Upper Arlington City Schools?
All active and historical solicitations from Upper Arlington City Schools are tracked and searchable. As a school agency, Upper Arlington City 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 5 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: Appendix A (Building Locations), Appendix B (Requested Multifunctional Device list), Agreement-Verification Statement, Non Collusion Affidavit. Review the full document from Upper Arlington City 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: Upper Arlington, OH. Review the full solicitation for detailed scope requirements.