Step Forward releases new RFP: Invitation for bid for managed print services for MFC and desktop printers
- Angela Graves
- May 6
- 4 min read
Updated: May 29
UPDATE (5/29/2025) - Step Forward has extended the submission deadline for the Multi-Function Printer RFP. The new deadline for proposals is June 30, 2025.
Submissions can be sent via email to proposals@stepforwardtoday.org or by mail to:
Step Forward RFP: Managed Print Services for Multi-Function Copiers
1801 Superior Ave, Suite 400
Cleveland, OH 44114
---------------------------------
This Request for Proposal (RFP) is to identify and contract copier and printing services for Step Forward.
The selected vendor will provide a complete MPS solution, including multi-function copiers, networked desktop printers, support and maintenance, and more.
Frequently Asked Questions
Below are common questions we’ve received about this Request for Proposal (RFP), along with answers to help clarify the process and requirements. If you have a question not listed here, please contact us using the information provided in the RFP.
1. Can you provide the current equipment list for quoting replacements, including accessories and device specifications?
We currently have 36 devices, including full MFPs and printers with copy/scan functionality. We are also looking to add smaller printers to classrooms. In addition, we have 20 unmanaged printers that require toner purchases. For these devices, we are seeking a managed solution with automatic toner replacement. Please include PPM requirements and accessories in your quotes.
2. Do you have a preferred maintenance structure (e.g., Cost per Copy, Allowance)?
Cost per Copy is preferred; however, we are open to alternative maintenance structures. We would also like quarterly reviews to ensure all devices are functioning properly.
3. How many devices will require eFax capabilities?
At minimum, one device per each of our 13 sites will need eFax capability. At our Main Office, at least one device per department (five total) will require this function. We currently use VOXO eFax, which allows desktop faxing via the VOXO application. We would also like faxing capability directly from MFP devices.
4. Is this a purchase or a lease? If a lease, what is the term?
We are seeking a lease agreement for a 3-year term.
5. Can you provide print volume estimates to help determine appropriate device speeds and accessories?
Print volume varies by location. Most printing occurs at our nine Head Start sites. The Main Office has 16 MFPs. The most printing volume comes from our Head Start and Operations departments. Community Services and the HEAP department also have significant print volumes. A breakdown by department is available.
6. Which locations require finishing options such as stapling, hole punch, booklet making, or collating?
All locations will need finishing capabilities. At least one device per remote site (14 total) should include finishing options. The Main Office will require at least one finishing-capable device per department (five total).
7. Can you clarify your eFax expectations, given your current VOXO setup?
We use the VOXO Fax service integrated with our VOIP solution. Users currently send faxes via the VOXO app, and incoming faxes are delivered to department-shared email inboxes. We are seeking a solution - via API or module - that enables faxing directly from MFP devices.
8. Can you provide an estimate of monthly fax volume (sent and received) to help determine the appropriate package?
Not applicable. Faxes are delivered directly to users' email accounts.
9. Are all devices required to be color?
Yes, color functionality is required for all printers.
10. Do you anticipate any changes in printing needs during the next lease term?
No changes are expected during the upcoming 3-year cycle.
11. Can you provide more details on how VOXO VOIP service should integrate with faxing?VOXO can integrate with MFPs by adding a fax ATA to each physical device. However, this may not be necessary if we choose to implement an alternative faxing solution.
12. Are there any current locations where the equipment is not meeting user needs?
No, all current equipment is meeting end user needs.
13. Should the return of existing equipment to the leasing company be included in the proposal?Yes, proposals should include the return of existing leased equipment.
14. Will the new equipment installation align with the end of the current lease?
Yes, installation of new equipment will align with the lease end.
15. Where is Step Forward in its 5-year funding cycle?
We operate on a yearly fiscal cycle.
16. What type of authentication is required for copier use?
Devices must support secure printing via PIN number, Microsoft 365 (M365) authentication, or smart cards. Scan-to-email must use an SMTP gateway compatible with M365.
Q&A for Classroom Desktop Network Printers
17. Is color or monochrome preferred?
Color is preferred.
18. Are these single-function printers?
Yes. The devices only need to support printing and copying. Scanning and email functions are not required.
19. Will these units be purchased or leased?
Either option is acceptable. However, they must include an automatic toner refill feature.
20. Has the number of units required been determined?
The exact number is still to be determined, but we anticipate a minimum of 20 units.
Current units include:
Memphis Ave (6-Month – New Location)
Sharp BP-70C65
BW – 325,290
Color – 883,571
George Forbes (6-month)
Device 1 Sharp MX-C407F
BW – 20,139
Color – 53,118
Device 2 Sharp BP-70C65
BW – 768,575
Color – 1,285,630
CBS
Device 1 Sharp MX-C407F
BW – 14,666
Color – 42,783
Device 2 Sharp MX-C407F
BW – 27,961
Color – 72,208
Device 3 Sharp 70C65
BW – 591,844
Color – 1,079,799
Main HEAP
Device 1 – Sharp MX-407F
BW – 52,372
Color – 83,541
Device 2 – Sharp 70C65
BW – 136,701
Color – 158,053
Device 3 – Sharp BP-70C65 (3-month)
BW – 28,538
Color – 39,713
Friendly Inn
Device 1 – Sharp MX-C407P
BW – 21,595
Color – 30,487
Device 2 – Sharp BP-70C65
BW – 217,392
Color – 498,199
WPD
Device 1 – Sharp BP-70C65
BW – 412,925
Color – 865,592
Louis Stokes
Device 1 – Sharp MX-C407F
BW – 59,308
Color – 309,681
Device 2 – Sharp BP-70C65
BW – 415,293
Color – 1,569,652
Richmond Road
Device 1 – Sharp MX-C407F
BW – 57,618
Color – 57,618
Miles Road
Device – Sharp MX-7081
BW – 485
Color – 198
Villa
Device 1 – Sharp MX-C407F
BW – 70,827
Color – 446,218
WNOC
Device 1 – Sharp MX-C407F
BW – 50,513
Color – 117,834
Device 2 – Sharp BP-70C65
BW – 14,878
Color – 494,990
ENOC
Device 1 - Sharp MX-C407F
BW – 105,412
Color – 440,844
Main Office
16 Devices: 9 Sharp MX-C407F / 1 Sharp MX-7081 / 6 Sharp BP-70C65
BW – 1,516,337
Color – 3,456,557
