Agenda Item
e. Managed Print Services and Multi-function Print Device Renewal (Not to exceed $1,773,849.84)
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve the purchase of managed print services and multi-function print device refresh to Lexmark International for an amount not to exceed $1,773,849.84.
This is year two of a five-year agreement. Each year the request to renew services will be brought to the Board of Education for approval.
Why: To update, improve, and maintain the district’s managed print services copier fleet.
Details: Managed Print Services (MPS) is a comprehensive program that provides management, maintenance, and supplies for multi-function printing devices. In 2024-25, the district replaced all multifunction printing devices (copiers). Prior to that, the last refresh was in 2016. The scope of the project was to replace the district’s current and end-of-life managed multi-function print devices (copiers) in all schools and centers and continue providing maintenance and support services to the devices. The vendor has provided equipment and services in accordance with the scope of work, requirements, and terms and conditions.
The benefits of this managed print services agreement include:
● Lower the total cost of ownership and device refresh
● Reduce environmental impact through lower energy consumption and increased sustainability
● Increase security for student information and sensitive documents
● Streamline operations, standardize equipment, and increase efficiency
● Defined Service level agreements for repairs
● Monitor and provide toner delivery when levels are low
● Provide the ability to proactively monitor the equipment for potential failures throughout the network
● Utilize a single vendor to manage and service all multifunction printing devices
This opportunity to modernize our printing infrastructure further supports the district’s technology infrastructure transformational initiatives.
Financial impact: $1,773,849.84
General Fund
100.2800.530000.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678.676.1274
Effective: June 2025
Status: Approved by the Office of Legal Affairs
RFQ 24- 002
Cloud-based Managed Print Services (CMPS)
Executive Summary
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RFQ 24- 002
Cloud-based Managed Print Services (CMPS)
Executive Summary
Table of Content
Purpose ................................................................................................................................................................... 3
Background and Process ......................................................................................................................................... 3
Evaluation Results ................................................................................................................................................... 4
Scope of Services ........................................................................................................................................ 4
Firm’s Relevant Experience, Expertise and Firm’s Overview, and Professional References ...................... 5
Cost Proposal .............................................................................................................................................. 7
Decision Table ......................................................................................................................................................... 8
Conclusion ............................................................................................................................................................... 8
Evaluators’ Comments ........................................................................................................................... Attachment
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RFQ 24-002
Cloud-based Managed Print Services (CMPS)
Executive Summary
Purpose
DeKalb County School District (DCSD) submitted a Request for Quote (RFQ) for responses from highly
qualified, experienced, capable, and responsible offerors to provide the implementation of a Cloud-based
Managed Print Services (CMPS) solution. Implementation is defined as setup, configure, deploy, and
management of the proposed cloud-based managed print services. This service will replace the district’s
current managed print services contract which expires in June 2024. The service will include but is not
limited to multifunctional devices (MFDs) and laser printers/copiers (black and white and color). The
awarded offeror will furnish all necessary services, management, personnel, training, materials, equipment,
licenses, forms, printing, phones, and vehicles for the performance of professional CMPS in accordance with
the specifications, requirements and terms, and conditions stated in the proposal. “Services” include all labor,
materials, tools, specialized equipment, supplies, trained personnel, and all other cost and charges, and all
things and services necessary to provide CMPS.
The outcome in offering this contract are as follows:
Lower the total cost of ownership for Cloud-based Managed Print Services,
Reduce the environmental impact (support sustainability),
Reduce energy consumption,
Increase security for sensitive documents,
Streamline operations, standardize equipment, and increase efficiency,
Defined Service level agreements for repairs,
Provide proactive monitoring of equipment,
Monitor and provide toner delivery when levels are low,
Provide ability to proactively monitor the equipment for potential failures over the network,
Utilize a single offeror to manage and service all printers and multi-functional devices .
One of the major requirements is that all competitors must have a state, federal, or cooperative contract.
Background and Process
The evaluation team was made up of five staff members in the Division of Information and Instructional
Technology (DIIT). Two represented the End-User Asset Management Office, one represented the Network,
Enterprise and Telecommunications Office, and one represented the Project Management Office (PMO)--RFQ
process facilitator.
The solicitation was written in March/April 2024, published in April 2024 for two weeks, and evaluated May
2024 and will be submitted to the Board of Education for approval in June 2024. On May 10, 2024, the
deadline for receiving responses, three vendors responded to the solicitation, deemed responsive, and were
evaluated. DIIT posted RFQ 24-002 on Euna Bonfire website on April 26, 2024, on its UNSPSC Commodity
Code site. Electronic notifications were sent to 928 vendors through Bonfire, there were 18 Takers (or those
who downloaded the proposal) and received 3 responses.
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Evaluation Results
Based on a careful evaluation of how well each of the three possible choices/offerors could meet the five major
criteria considered, Lexmark International LLC appears to be the best choice. The three choices considered
were:
Lexmark International LLC
CDW Government LLC
Standard Office Systems (SOS)
The criteria and point values used to evaluate the options are listed below:
Firm’s Overview – 15 points
Scope of Services – 30 points
Firm’s Relevant Experience and Expertise – 20 points
Professional References – 15 points
Cost Proposal – 20 points
Scope of Services was the most significant factor leading to the choice of Lexmark International LLC over the
other respondents.
Scope of Services
Scope of Services was rated on a 30-point scale, which the breakdown of the scores is displayed in the
table under the Evaluation Criteria column, where the highest score received as the best choice was
29.33. The second-best score received 22.33 points, then the next received 20.33 points.
Lexmark
Total Internationa Standard Office CDW Government
Evaluation Criteria Weight l LLC Systems LLC
Scope of Services 30 29.33 20.33 22.33
Please provide your company’s detailed
methodology and proposed strategy for
providing Cloud-based Managed Print
Services (CPMS) for DCSD and describe
the components of the cloud-based
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services. 13.67 9.33 12
Provide a detailed implementation strategy
for project rollout in DCSD. Refer to section
H. Implementation and the site and device
14
location table in Attachment C. 14 9 8.67
Provide the name and telephone number of
the individual(s) that can be contacted in
case of an emergency or for services
2
needed after hours, holidays or weekend. 1.5 2 1.5
4
The next three significant factors leading Lexmark International LLC as the best choice are displayed in the
table below:
Firm’s Relevant Experience, Expertise and Firm’s Overview, and Professional References
Lexmark
Total International Standard CDW Government
Evaluation Criteria Weight LLC Office Systems LLC
Firm's Relevant Experience and Expertise 20 17.67 15.33 17.67
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Provide 5 clients and subtract points if less than 5 7.33 6.33 8
2 2 1.83 2
1. Owner/Client Name and location.
2 2 1.83 2
2. Nature of services provided.
3. Owner/Client representative name, title, email
2 1.67 1.83 2
address, and phone number
4. Dates of Service (Start mm/yyyy and end
2
mm/yyyy) 2 1.50 1.67
5. Owner/Client size (number of facilities,
employees/students, number of WAN core sites,
2
etc.) .67 .67 .33
6. List of staff involved in providing the services
who will also be assigned to DCSD include their
2
names and titles. 2 1.33 1.67
Firm's Overview 15 14.33 11.17 12.17
Provide a full and complete company profile
to include, but not limited to Firm’s name,
address, headquarters and or branch office
handling this project, as well as primary
contact name, title, related telephone/fax
numbers and email address. 3 3 2.67 2.33
State how many years licensed to do
business under the name stated above.
Describe firm ownership structure and
history. 1 1 .83 .83
List the number of permanent employees
and provide an organizational chart of the
firm. 3 2.67 1.67 2
Provide a professional biographical summary
(resume) including certifications and detailed
outline of the role and responsibility of
executive/management staff and any staff or
subcontractors assigned to manage the
3 1.67 2
CMPS environment 3
4.67 4.33 4.67
Provide the total number of current 5
5
clients/owners and industries served.
Professional References 15 14.50 7.67 6
The company shall submit at least three written
recommendations from current or previous
12 12 5 3.33
clients/owners. (K-12 Institutions are preferred.)
DCSD reserves the option of contacting any of
the references provided to confirm information
3 2.50 2.67 2.67
provided.
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Cost Proposal
The proposal quotes were presented as follows:
Lexmark
International Standard CDW
Evaluation Criteria LLC Office Systems Government LLC
Cost Proposal
Fixed monthly rate for a print volume of 160M/year
along with an all-inclusive pricing structure to include
replacing current fleet, service, equipment, software,
$147,820.28 $100,459.41 $408,715.52
and supplies (excluding paper)
Cost to add or relocate device within same building INCL IN COST
(Please indicate if no charge) $154.02 ABOVE - $0 $146.00
Cost to add or relocate device to another building INCL IN COST
(Please indicate if no charge) $351.22 ABOVE - $0 $282.00
Cost to add or relocate device after 90-day storage INCL IN COST
(Please indicate if no charge) $351.22 ABOVE - $0 $96.00
Cost of services and support for printing devices DCSD
INCL IN COST INCL IN COST
may want to include but not provided by the offeror (see
135.67 ABOVE - $0 ABOVE - $0
Criteria, Section F (19)
Per unit cost for School or Office MFP purchases to add INCL IN COST INCL IN COST
to managed print services (refer to Section F (21) $135.67 ABOVE - $0 ABOVE - $0
The points calculated and received in the evaluation tool are as follows (see table below). Note: When $0 is
entered for pricing for any vendor, it throws off the calculations for the remaining vendors in evaluation tool.
Therefore, only the first cost item is scored. Results indicate that SOS has better pricing than Lexmark
International LLC and CDW Government LLC.
Lexmark Standard
Total Internation Office CDW
Evaluation Criteria Weight al LLC Systems Government LLC
Cost Proposal 20 10.19 15 3.69
Fixed monthly rate for a print volume of 160M/year
along with an all-inclusive pricing structure to include
replacing current fleet, service, equipment, software, 15 10.19 15 3.69
and supplies (excluding paper)
Cost to add or relocate device within same building 1 0 0 0
(Please indicate if no charge)
Cost to add or relocate device to another building
(Please indicate if no charge) 1 0 0 0
Cost to add or relocate device after 90-day storage 1 0 0 0
(Please indicate if no charge)
Cost of services and support for printing devices
DCSD may want to include but not provided by the 1 0 0 0
offeror (see Criteria, Section F (19)
Per unit cost for School or Office MFP purchases to
add to managed print services (refer to Section F 1 0 0 0
(21)
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Decision Table
A decision table has been created showing total scores for each criterion. This table gives a complete view of
all criteria used in evaluating each response.
Lexmark
Total International Standard Office CDW Government
Evaluation Criteria Weight LLC Systems LLC
Firm's Overview 15 14.33 11.17 12.17
Scope of Services 30 29.33 20.33 22.33
Firm's Relevant Experience and Expertise 20 17.67 15.33 17.67
Professional References 15 14.50 7.67 6
Cost Proposal 20 10.19 15 3.69
Total Points 100 86.03 69.50 61.85
Conclusion
After a careful evaluation of each option, Lexmark International LLC appears to be the best choice.
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