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
DATE RECEIVED: ______________
MATTER ASSIGNED TO: _________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic:
Managed Print Services and Multi-function Print Device Renewal
________________________________________________________________
(e.g., contract review, policy matter, etc.)
5/14/25
Date of request: ___________ Due Date: ___________ (Allow 3 to 5 business days)
Background information/Detail: __________________________________________________________
To update and maintain the district's managed print servicescopier fleet.
_____________________________________________________________________________________
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: ____________________________________________________________________________
______________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any ____________________________________________
REQUIRED AUTHORIZATION
LaKeisha Brooks
Requested by: _____________________________________________________________________
lakeisha_brooks@dekalbschoolsga.org
Email: __________________________ 678-676-1274
Telephone: ____________________________________
DIIT
Department: _______________________________________________________________________
Kermit Belcher
Cabinet Member authorizing the request: _______________________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept.
Approving Attorney (and law firm if Outside Counsel ____________________________________
Comments: __________________________________________________________________________
______________________________________________________________________________________