Open Bids

Dates

Release Date: March 5, 2025

Pryor Public Schools: Request for Proposal; Digital Multi-Function Devices & Print Services

Due Date and Time: April 4, 2025 @ 5:00 pm

The schedule of key events in this RFP process. The key events and deadlines for this process as follows, some of which are set forth in more details in the sections that follow

  • Issuance of RFP: Wednesday, March 5, 2025

  • Submission of written questions: By Tuesday, March 25, 2025 at 12:00 PM

  • Responses to written questions: By Friday, March 28, 2025 at 5:00 PM

  • Proposal submission deadline: Friday, April 4, 2025 at 5:00 PM

  • Internal vendor selection: By Wednesday, April 9, 2025 at 12:00 PM

  • Recommendation Submitted to Board: Monday, April 14, 2025

  • Notification to Accepted Proposal Vendor: Wednesday, April 16, 2025

Response and Contact Information

Question Submissions can be emailed to the IT Director using td@pryorschools.org.

Questions can only be submitted up to Tuesday, March 25, 2025 at 12:00 P.M.

Responses to questions will be by Friday, March 28, 2025 at 5:00 P.M.

Proposals must be submitted to the IT Director using td@pryorschools.org or by mail using the following address:

ATTN: Technology Director/Copier Proposal

405 SW 1st St, Pryor, OK 74361

See the Proposal Requirements, RFP Schedule, and Submittals section of the RFP PDF for more information.

No proposals will be accepted after Friday, April 4, 2025 at 5:00 p.m.

Lobbying

Commencing with the issuance of this RFP, vendors or others acting on behalf of the vendor are cautioned not to undertake any activities or actions to promote their proposals. Vendors or others acting on their behalf shall not make direct or indirect (through others) contact with members of Pryor Public Schools, district staff, or others to promote their proposals. Violation of this requirement may be grounds for disqualifying the vendor from further consideration.

Description

Pryor School District is seeking proposals for equipment, maintenance, and supplies in relation to new multi-function devices and existing multi-function devices, along with technical support that meets the requirements set forth within this request for proposal.

Scope of Services:

Pryor Public Schools (PPS) is located in Pryor, Oklahoma and serves approximately 3,000 students and 500 staff members. PPS serves students in grades pre-kindergarten through 12th grade at 5 campuses and 1 satellite location.

Other locations that serve the staff are the Education Service Center, the Transportation Facility, and the Maintenance Facility. Future projects include the new Stadium Complex which is estimated to be completed in August of 2025, a renovated IT and STEM Facility, and the addition of new classrooms and athletic training structures at the High School.

DISTRICT REQUIREMENTS

The following list of requirements applies to all locations. Site-specific requirements will be listed by location in each sub-section.

  • Copier part availability within a weeks’ time 95% of the time.

  • Service response time within 2 days’ time, 95% of the time.

  • All copy counts should be remotely read to vendor for billing purposes.

  • All hard drives should be securely erased at end of lease agreement or if the drive is removed from the building and is still functional. Proof must be provided to district of drive erasure.

  • Security features

    • Encrypted scan to email

    • Hard disk encryption enabled

  • Finishing

    • Collate, Group, Staple, and Punch at each machine

  • Vendor is responsible for ensuring copy counts are correct and received properly

  • Scanning Options

    • Scan to email, USB media, or network share (Google Drive scanning a plus)

    • Multiple file formats including JPEG, PDF, and multi-page TIF

    • Scan in color

    • Duplex scanning from document feeder

    • Document feeder auto-senses that include: letter, legal, and tabloid for mixed scanning batch

  • OCR conversions to Microsoft Word or PDF preferred

  • All equipment must be new and latest generation of equipment, refurbished or used equipment is not acceptable.

  • Machine firmware must be up-to-date at time of deployment and checked for updates during any service calls.

  • Vendor must be willing to provide demo equipment, if requested, for a period of 30 days at the Central Office in order to test equipment compatibility with existing technical environment, prior to final RFP being awarded. Demo equipment must be identical to models proposed in vendor’s response. Request would be for one machine of each model proposed.

  • Must fully integrate with PaperCut MF and be capable of incorporating integrated scanning and copying features.

  • All machines must be capable of automatic duplex, enlarge, and reduce.

  • If power filters or surge suppression is recommended or required by the manufacturer or

  • vendor; it must be provided at no cost to the district.

  • All machines should be energy star rated.

  • All machine features must meet or exceed the currently deployed devices.

  • Remote monitoring application shall be made available to district for supply level monitoring.

  • Vendor will automatically send supplies as they run low based on the remote monitoring application.

For detailed information visit the link below.

Content of Proposals
Questions & Answers

CLOSED BIDS 2024 2025

Dates

Release Date: February 4, 2025

Pryor Public Schools: Request for Architectural Qualifications

Due Date and Time: March 4, 2025 @ 4:30 pm

Description

Pryor Public Schools requests responses to this Request for Qualifications from qualified architects and architectural firms interested in providing architectural services.

Architects and architectural firms with applicable experience in school design and construction are encouraged to submit.

Scope of Services:

Pryor Public Schools seeks full-service architects and architectural firms to design and oversee future projects. Architectural services shall include, but are not limited to planning, schematic design, design development, contract documents, bidding, budgeting, construction observation and administration, project close-out, and warranty period. Architects and architectural firms should employ adequate staff to service the client expeditiously. Architects and architectural firms should partner with quality and experienced civil, structural, and MEP engineers and specialty consultants (security, fire, food service, acoustical, etc.) as needed. Architects and architectural firms should employ a registered interior designer. In summary, the District expects that the architects and architectural firms will provide a full range of professional services to assist in successfully completing the project.

Pryor Public Schools anticipates holding a bond election in April of 2026. The proposal’s key project will be a new middle school to serve 7th and 8th-grade students. The district owns 18.45 acres that will serve as the site for the new building, which will house approximately 500 students. In addition to classroom space, the facility will include a media center, a gym and P.E. weight room, a cafeteria, a STEM lab, and a safe room facility(ies).

Anticipated future projects outside the scope of the 2026 bond proposal include classroom additions at Pryor High School and a new elementary site.

For detailed information visit the link below.

Content of Proposals

Response and Contact Information

A. Six (6) originals of all information are requested to be provided to Pryor Public Schools for consideration. The responses must arrive prior to the opening date and time and be sealed and clearly marked with the name of the architect/firm, address, and labeled “RFQ for Architectural Services.”

B. ALL RESPONSES ARE DUE BY 4:30 P.M. on MARCH 4, 2025.

C. Corrections or modifications received after the closing time of this RFQ will not be accepted.

D. Cost of developing the proposal and any related expenses are the sole responsibility of the applicant. The District assumes no liability for any cost incurred throughout the entire selection process.

E. All proposals, including attachments, supplementary materials, renderings, sketches addenda, etc. shall become upon submission, the property of the District, and will not be returned to the applicant.

F. The architectural firm will be responsible for ensuring that all applicable Federal, State, and local codes and regulations related to facility and design are met.

Any questions regarding this RFQ, should be directed to Dr. Lisa Muller at 918-825-1255, ext. 3931, or emailed to mullerl@pryorschools.org.

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