Request for Proposal

The Marshfield R-I School District is accepting quotes from qualified contractors for asphalt repair and maintenance services throughout the District.

Work may include, but is not limited to, asphalt patching, crack sealing, seal coating, resurfacing, pavement replacement, striping, and other related improvements at District facilities.

The District anticipates that asphalt repairs and improvements may be phased over a period of up to three (3) years based on budget considerations and District priorities.

A detailed Request for Quotes (RFQ) packet outlining project locations, specifications, and submission requirements is available from the District upon request.

Quotes are due no later than 1:00 p.m. on June 24, 2026.

Questions regarding this project may be directed to:

Josh Hume
Assistant Superintendent of Operations
Marshfield R-I School District
170 State Highway DD
Marshfield, MO 65706

The Marshfield R-I School District reserves the right to reject any or all quotes and to waive informalities in the best interest of the District.

1. Overview

The Marshfield R-1 School District is seeking proposals from qualified vendors to lease, install, and maintain a district‑wide fleet of multi‑function devices (MFDs), copiers, and printers. The District’s goal is to secure a cost‑effective, reliable, and fully managed print services agreement that supports instructional and operational needs across multiple campuses.

Proposals must address all requirements outlined in this Request for Proposal (RFP). Vendors submitting proposals certify that they understand and agree to comply with all terms, specifications, and requirements described in this document.

2. Scope of Services

The selected vendor will provide a comprehensive managed print solution including:

• Leasing of all required copier and printer equipment (new equipment only)
• Delivery, installation, and configuration of all devices
• Integration with district network infrastructure
• Toner and consumable supplies (excluding paper)
• Preventative maintenance and break/fix service
• Remote monitoring of devices
• Print tracking and authentication software (Papercut or equivalent)
• Staff training and ongoing technical support
• Removal and responsible disposal of replaced equipment

The vendor shall also assist the District in identifying strategies to reduce overall print volume and operating costs.

3. Device Requirements

The District currently operates a fleet of approximately:

Black & White Copiers – 60‑70 ppm, single pass auto document feeder, staple finisher, dual drawers, high capacity trays (28+ units)

Tabletop B/W Copiers – workroom units (5+ units)

Color Copiers – 40+ ppm color capable multifunction devices (8+ units)

High Speed B/W MFP – 70+ ppm production‑level multifunction devices (6+ units)

Laser Printers – desktop printers in labs and offices (18+ units)

All copiers must support 11x17 paper and secure network printing workflows.

4. Equipment Requirements

All equipment provided must be new and unused. Vendors must be authorized dealers of the equipment they propose.

Devices must support:
• TCP/IP network printing
• Duplex printing and scanning
• Secure print release (PIN or badge)
• Windows and Mac operating system compatibility
• Scan‑to‑email and scan‑to‑network functionality

5. Implementation Requirements

The selected vendor must provide a documented implementation plan including:

• Delivery and installation timeline
• Coordination with district technology staff
• Staff training schedule
• Transition plan for removing existing equipment

Implementation should minimize disruption to instructional and administrative operations.

6. Maintenance and Service Requirements

The vendor shall provide a full maintenance agreement including:

• Preventative maintenance
• All labor and parts
• Toner and consumables (excluding paper)
• Software updates and patches

Service response time must not exceed four (4) hours during district business hours (Monday through Friday, 8:00 a.m. – 4:00 p.m.).

7. Removal of Existing Equipment

The selected vendor must remove and dispose of any equipment replaced under the new agreement.

Hard drives from removed devices must be destroyed and certification of destruction provided to the District.

8. Proposal Requirements

Vendors must submit proposals including:

• Lease pricing for 36, 48, and 60 month terms
• Cost‑per‑page pricing for black & white and color printing
• Equipment model numbers and specifications
• Service response and support model
• Equipment replacement policy
• Implementation plan
• Description of print management software
• References from at least five school districts or comparable organizations
• Description of reporting tools available to district administrators
• Identification of local service technicians
• Summary of any return or removal fees

9. Evaluation Criteria

Proposals will be evaluated based on:

Cost structure and lease pricing – 30%
Service response and support model – 20%
Device reliability and specifications – 20%
References and school experience – 15%
Additional value‑added services – 15%

10. Insurance Requirements

The selected vendor must maintain the following insurance coverage:

• Workers Compensation as required by law
• General liability insurance with a minimum of $2,000,000 per occurrence
• Proof of insurance must be provided prior to contract execution

11. District Rights

The District reserves the right to:

• Accept or reject any proposal
• Waive minor irregularities in proposals
• Negotiate contract terms with selected vendors
• Request equipment demonstrations
• Select the proposal that best serves the interests of the District

12. Submission Information

Proposal Deadline: May 6, 2026 at 2:00 pm

All proposals and questions should be directed to:

Josh Hume
Assistant Superintendent of Operations
Marshfield R‑1 School District
Email: josh.hume@mjays.us
Phone: (417) 859‑2120

 

 

Vendor Bid Sheet

The Marshfield R-1 School District is accepting proposals from qualified vendors for district-wide printer and copier leasing services. The District is seeking a reliable, cost-effective, and fully managed print services solution to support instructional and operational needs across multiple campuses.

Services requested include, but are not limited to:

• Leasing of copier and printer equipment
• Delivery, installation, and setup
• Toner and consumable supplies excluding paper
• Preventative maintenance and repair services
• Print management and secure print solutions
• Staff training and ongoing support
• Removal of replaced equipment

Sealed proposals are due no later than May 6, 2026 at 2:00 PM.

Questions and proposal submissions should be sent to:

Josh Hume
Assistant Superintendent of Operations
Marshfield R-1 School District
josh.hume@mjays.us
(417) 859-2120

The District reserves the right to reject any or all proposals, waive informalities, and select the proposal that best serves the interests of the District.

 

NOTICE AND SPECIFICATIONS:

In accordance with Sections 165.211, RSMo, and The Board of Education Policies of the Marshfield R-1 School District (F-135-P and F-150-P), the Marshfield R-1 School District of Webster County, Missouri, will accept sealed bids for the purpose of selecting a bank depository contract commencing on July 1, 2026. Bids to be forwarded by U.S. Mail should be mailed at least five working days prior to the scheduled proposal opening date to assure delivery in time for the bid opening. The district will not be responsible for late arriving bids due to mail service delays. Bids are to be prepared at no cost to the Marshfield R-1 School District and will remain the property of the Marshfield R-1 School District. Bids must be delivered sealed and marked “Bank Depository Services Bid” in the lower left hand corner of the envelope.

The Marshfield R-1 School District reserves the right to reject any and all bids, and to waive any irregularities. Bidders are asked to respond to all items. Clarification or questions may be addressed to the Marshfield R-1 School District’s Superintendent.

I. Procedures for Receiving and Awarding Depository Contract

A. Bids are to be submitted to the Superintendent’s office of the Marshfield R-1 School District, 170 State Hwy DD, Marshfield, Missouri, on or before 2:00 p.m. Monday, May 4, 2026. Bids will be opened at that time in the Superintendent’s office. Envelopes containing bids are to be marked : Bank Depository Services Bid. The District and the Board of Education reserves the right to reject any and all bids and to waive any irregularities.

B. Once submitted to the District in sealed form, bids cannot be altered.

C. After all written bids are open and have been read each will be reviewed by the District’s Executive Administration and financial staff. The Board of Education will review bids during the regularly scheduled May meeting.

D. The district may choose to interview any or all of the bidders to obtain an accurate understanding of each bid received.

E. A certified check in the amount of two thousand five hundred dollars ($2,500) payable to the Marshfield R-1 School District will be submitted by each banking institution participating in the bidding process as required by Section 165.221, RSMo. The check will be returned to unsuccessful bidders immediately upon action by the Board, and will be returned to the successful bidder upon verification of pledged securities by law.

II. General Conditions

A. The minimum length of the agreement will be for one year. Bids will include rates for an agreement length of three years and five years as well. The district will select the length of agreement that best meets the district’s needs.

B. It will be the responsibility of the depository to adhere to all state and federal laws applicable to public school districts, including the furnishing of securities. Funds deposited must be fully secured as required by law. Each proposal must include the type of security to be used as collateral for the account(s) and the name of the trustee for securities pledged.

C. District’s operating and reserve funds, as designated by the District, shall be included in the depository agreement. This agreement is not exclusive. District reserves the right to deposit surplus funds in the Missouri Securities Investment Program (MOSIP) or other depositories.

D. Responsibilities of the depository, aside from normal banking procedures, include:

1. Serve as depository for federal withholding deposits.

2. Render a statement on each account by the thirteenth day of each month with checks listed in numerical order.

3. Furnish printed deposit books.

4. Furnish night depository bags and accept overnight deposits.

5. Furnish necessary coin (silver) bags and accept deposits in bulk.

6. Furnish cashiers checks.

7. Allow stop payment orders.

8. Obtain permission from a district designee to change deposits by $5.00 or more.

9. Furnish printed checks at no cost to the district.

10.Permit and facilitate wire transfers of certain state and federal funds coming into the district.

11. Provide on-line balance reporting.

12.Provide direct deposit of payroll.

13.Provide fee structure for returned checks.

14.Provide controlled disbursement checking.

15.Provide on-line or secured internet banking (w/ multifactor authentication) 16.Provide a purchasing card program.

17.Provide automatic deposit scanners for each office (6 offices).

18.Provide verification of transactions through Positive Pay (or a like service) for checks and ACH payments.

19.Additional services provided by the bidder may be listed on an addendum page.

E. Bids must include a completed “Marshfield R-1 School District Depository Bid Sheet”, a one or two paragraph Executive Summary highlighting the providers qualifications, and a Letter of Transmittal introducing and discussing the providers ability to meet the conditions of the RFP.

II. District Financial Information

A. District’s current financial records are available for examination by interested bidders during the business hours of 8:00 a.m. to 4:00 p.m. on regular working days at the Office of the Superintendent, 170 State Hwy DD, Marshfield, MO.

B. The school district’s budget for the 2026-2027 school year is in excess of $35,000,000.

C. District receives state aid payments each month of approximately $1,500,000. Major local revenue is received in January and February in the amount of approximately $9,500,000. During the 2026-2027 school year the District will make approximately 3,700 deposits.

D. Payroll checks are issued on the last business day of each month through direct deposit to approximately four hundred (400) employees. Accounts payable checks are issued after the regular monthly Board meeting held on the third Monday of each month. During the 2026-2027 school year the District will issue approximately four thousand (4,000) checks and five thousand (5,000) direct deposit payment stubs.

E. It is the intention of the District that surplus funds be invested for a period of one month to twelve months. The district expects to maintain an average excess fund balance of at least $10,000,000. The interest rate paid on the excess fund account would be indexed at a percentage above or below the most recently publicized 91-day Treasury Bill “discount rate” as published in the Wall Street Journal. (Financial institutions should specify in their bid proposal the rate above or below the 91-day Treasury Bill “discount rate” they would allow for the period of the contract agreement. The District reserves the right to deposit excess funds in the Missouri School Investment Program (MOSIP) or other depository selected by the district.

Marshfield R-1 School District Depository Bid Sheet

Invitation to Bid and Specifications for the Marshfield R-1 School District Bank Depository Contract prepared and approved by the

Marshfield R-1 School District

170 State Hwy DD
Marshfield, MO 65706

Mike Henry, Superintendent

Bids are due by 2:00 PM May 4, 2026