2026 Chronology Managed Print Service

Chronology: Managed Print Services and Multi-Function Print Device Program​
​
In 2016, the DeKalb County School District (DCSD) completed a districtwide refresh of its
multi-function printing devices (copy machines). Over time, that fleet aged beyond
recommended lifecycle standards, resulting in increased maintenance demands, inconsistent
device performance, and rising operational risk. To address these challenges and modernize the
District’s print environment, the Division of Information and Instructional Technology initiated a
comprehensive review of the District’s managed print services strategy and vendor support
model.

In April 2024, the Division conducted a competitive procurement process to identify the most
qualified provider of managed print services for DCSD. Using an e-procurement solution to
ensure broad market access and competition, Request for Qualifications (RFQ) 24-002 was
published on the Bonfire UNSPSC Commodity Code site on April 26, 2024. Electronic
notifications were issued to 928 vendors, with eighteen vendors downloading the solicitation
documents and three firms ultimately submitting proposals for formal evaluation. Following a
thorough review of all submissions, Lexmark International was selected based on the strength
of its proposal, its alignment with District requirements, and its ability to deliver a
comprehensive, scalable, and cost-effective managed print services solution.

As a result of this procurement, DCSD completed a full districtwide refresh of multi-function
printing devices during the 2024-25 school year, replacing equipment that had reached or
exceeded end-of-life. This initiative established a modern, standardized fleet across all schools
and centers and implemented a centralized managed print services program to support ongoing
operations, maintenance, and lifecycle management. The program was structured as a five-year
agreement, with annual renewals presented to the Board of Education for approval. The current
request represents year two of that five-year agreement.

The managed print services program is designed not only to maintain hardware, but to provide a
comprehensive operational environment that supports reliability, security, efficiency, and cost
control across the District.

Key Services:

   ●​ Centralized Fleet Management and Maintenance​
      All multi-function printing devices are managed under a single, districtwide program,
      ensuring consistent performance standards, coordinated maintenance, and streamlined
      service delivery across schools and administrative sites.
   ●​ Lifecycle and Refresh Management​
      Devices are managed according to defined lifecycle standards, reducing the risk of
      unexpected failures, improving long-term planning, and helping control total cost of
      ownership through predictable refresh cycles.
   ●​ Standardized Equipment Environment​
      The program establishes consistent device models and configurations across the
      District, simplifying support, improving user experience, and increasing operational
      efficiency for both school and IT staff.
   ●​ Service Level Agreements and Responsive Support​
      Defined service level agreements govern repair response times and service quality,
        ensuring timely resolution of issues and minimizing instructional and operational
        disruptions.
   ●​   Proactive Network Monitoring and Diagnostics​
        Devices are monitored over the network to identify performance issues, error conditions,
        and potential failures before they impact users, allowing for preventative maintenance
        and faster resolution of problems.
   ●​   Automated Supplies Management​
        Toner levels are continuously monitored, and supplies are automatically replenished as
        needed, reducing downtime, eliminating manual ordering, and ensuring devices remain
        operational when needed.
   ●​   Security and Data Protection​
        The managed print environment includes controls designed to protect student
        information and sensitive documents, supporting the District’s broader information
        security and compliance objectives.
   ●​   Sustainability and Energy Efficiency​
        Newer devices and optimized fleet management contribute to reduced energy
        consumption, lower waste, and improved environmental sustainability across the District.
   ●​   Single-Vendor Accountability​
        A unified service model provides clear accountability for equipment performance,
        maintenance, and support, simplifying vendor management and ensuring consistent
        service delivery.

The continued investment in managed print services ensures that DCSD sustains the benefits of
its districtwide device refresh, protects its technology investment, and maintains a high level of
service, reliability, and security for staff and schools.

Procurement:​
In accordance with Board of Education Purchasing Policy DJE III.D.3.d., the Purchasing
Department is authorized to make purchases through inter-governmental and educational
cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies
based on economies of scale. Accordingly, this purchase with Lexmark International will utilize
the TIPS (The Interlocal Purchasing System) cooperative purchasing contract 240103 (Copiers,
Fax, Multifunction Machines, and Services)

Financial Impact:

 Year                                             Cost

 2024-25                                          $1,773,843.36

 2025-26                                          $1,773,849.84

 2026-27                                          $1,773,849.84 requested