United Independent School District Ionwave #RFP 2026-006

District-Wide Leasing and Servicing of Copiers, Printers, and Digital Duplicators for UISD

United Independent School District (UISD) is seeking proposals for a comprehensive, district-wide four-year lease and service contract for multi-function copiers, printers, and digital duplicators. - Government Buyer: - United Independent School District (UISD), Laredo, Texas - OEMs Highlighted: - Xerox (PrimeLink B9125/B9136, AltaLink C8170, AltaLink B8190, AltaLink B8155, AltaLink C8145) - Ricoh (Pro 8310/8320, IM 6000, IM C4500) - Canon (imageRUNNER ADVANCE DX C7770i, DX 8786i) - Brother (MFC-L6900DW, MFC-L9670CDN) - HP (LaserJet Enterprise M528dn, Color LaserJet Enterprise M480f) - Riso (SF 5130) - Products/Services Requested: - Lease and installation of brand new, non-refurbished digital copiers and printers across all campuses and departments - Print Shop / High-Volume Production Copiers (Black & White, Color) - High-Volume Campus/Department Copiers (Black & White) - Mid-Volume Copiers (Black & White, Color) - Office Printers / Small Copiers (Black & White, Color) - Optional accessories: die punch, convenience tables, saddle stitch booklet makers, fax modules, hole punch modules - Service and maintenance for all leased equipment and 124 district-owned Riso SF 5130 digital duplicators (service-only, cost-per-copy basis) - Preventative maintenance, repairs, full servicing, and all supplies except paper - Initial, annual, and as-needed training for district staff - Quarterly meter and service reports, and quarterly review meetings - Notable Requirements: - All equipment must be new (not refurbished) and installed district-wide in a single deployment - Maximum 8 business hour response time for service calls; loaner equipment required if repairs exceed two days - Equipment ownership transfers to UISD at contract end, with an optional buy-back provision - All-inclusive pricing with optional features priced separately - Vendors must provide a Letter of Guarantee for equipment satisfaction and meet specific insurance and employee background check requirements - Estimated annual volumes: ~79.6 million copies (copiers/printers), ~8.1 million copies (duplicators) - Open to both resident and nonresident bidders

Description

United Independent School District (UISD) is seeking competitive sealed proposals from experienced vendors to provide district-wide leasing of multi-function copiers and printers, as well as maintenance and servicing for all leased equipment and district-owned digital duplicators (RISO machines). The contract term is four years, with all equipment installations targeted for September across various district locations. The scope includes equipment leasing, preventative maintenance, repairs, full servicing, training, and supply provisions excluding paper. Vendors must meet specified technical and operational requirements and provide quarterly reports and reviews.

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