Mt. Vernon Community School Corporation

MVCSC Copier RFP Q & A

Below you will find the running list of questions vendors have asked in regards to the active RFP.

General Questions

Yes, please see below. As a reference, usage is from July 1, 2024 through June 30, 2025.

Copier Inventory and Usage (Updated 10/15/2025)

Printer Inventory and Usage
Consolidation of contracts, cost savings, and improvement of service and support.
We imagine we would look at both options. It really depends on how we grow and the resources available at that time.
No, not at this time.
No.
this is new to us and we’d likely want to explore it.
DHCP assignment reservation
Yes, we will want to match what we currently have. These can be identified via a site visit.
The bulk of the devices are on a municipal lease ending in January 2026.
No, we do not expect that.
No, we do not.
We are mindful of sustainability and are taking steps to reduce paper consumption where it makes sense. Our goal is not to eliminate printing but to encourage smarter, more efficient use of resources.

Print Management Questions

Mt. Vernon Schools currently uses PaperCut for print management. The district has unlimited user licenses (with approximately 1,886 active users) and 31 device licenses, all of which are in use. Staff authenticate at copier devices using their building access badges.
Yes, we technically have two. The server is virtual, so we have some flexibility on specs.
Yes, we are open to exploring this.
Vendors are expected to install any and all necessary components. The district anticipates creating a new virtual machine (VM) in the data center with an updated operating system to ensure a clean environment for installation. Using the previous server is not recommended, as residual configuration settings could complicate deployment. Starting with a clean slate is preferred to ensure a smooth installation process.
Yes, we have a Virtual Windows Server 2019 in our on-premisis data center.
We do not.
We are currently on premises, but are open to exploring the cloud solution.
Students currently do not print to device. Though we would be interested in hearing options.
We expect the proposal to include all new hardware, unless doing so is determined to be not financially practical.
It is our understanding that we are on a Legacy plan.
23.0.7
Just print accounting.
Yes, we have some staff on Chromebooks. Currently we are configured with Mobility Print.
No, they will not.

Faxing Questions

Yes, we are currently running FaxCore on the same server as Papercut.
We have 10 DIDs.
None
Approximately 150
Approximnately 50
None
None, unless an alternative solution to Etherfax is proposed. If a different solution, all would need ported.
None
None
In our current setup, faxes come as emails to a designee in each building. We would like to keep that same process.
No. Currently, confirmation emails are sent to the users email inbox.
No, currenly going to email.
Yes, currently using Active Directory Sync.
It currently uses Active Directory.
Not at this time, but open to hearing more about this.
Unsure what this looks like, but would be interested in hearing about the use case.
Not at this time, but would be open to learning more.
Yes we have both in place. Faxcore is on a server with papercut and Etherfax is responsible for the phone line routing. We are unfamiliar with Eris.
Yes, we would like to continue to have the functionality to fax from the machines as well.

MVCSC Copier RFP Q & A

General Questions

Can you provide a current inventory and usage? (Updated 10/15/2025)

What are the key outcomes or objectives you hope to achieve through the RFP process?

Based on your growth plan, do you anticipate repurposing any of the equipment quoted in this RFP, or do you expect to add additional devices in the future?

Would you like to have options for replacing the wide format machines you have as well

Do you utilize PC’s with ARM or snapdragon processors?

Are you using or planning to move to Microsoft WPP?

How are the new devices added to the network? Examples: MAC reservations/Static IP address assignment/DHCP

Do you need finishing (stapling, booklet maker, etc) on certain copiers?

Is current Sharp lease an FMV or $1 Lease? When does it expire?

If you move away from your current vendor, do you expect the new vendor to support those devices not on the expiring contract?

If a new vendor is selected, do you expect them to include the final payment with Sharp?

Do you have any sustainability or environmental initiatives?

Print Management Questions

Are you currently using Papercut? How many licenses? Authentication method?

Do you currently have a print server?

Are you interested in moving to Papercut’s cloud system?

Will you need vendors to install Papercut on the new copiers and printers or will your team push out the licenses to the new devices?

Do you currently have a dedicated server for the Papercut MF Solution?

Do you currently use Papercut Print Deploy Feature?

Are you on premises Papercut or cloud?

Do the students currently print to the devices?

Do you prefer to reuse the current RFID badge readers or have the proposal provide new?

Do you currently hold a legacy-owned PaperCut license, or are you utilizing a subscription based plan?

What version of Papercut MF are you running?

Will you require secure release printing on SF printers or just print accounting?

Do you want to implement Chromebooks into the Papercut printing system.

Will students be part of the print management system?

Faxing Questions

Regarding the virtual fax solution, do you currently utilize a digital fax solution, or will this be new for your district?

How many Fax Lines (DIDs)?

How many toll-free fax lines?

How many inbound pages per month?

How many outbound pages per month?

Estimated number of pages in thousands (K pages) that need to be stored over 90 days?

How many Fax Lines (DIDs) need to be ported?

How many Toll-Free fax Lines need to be ported?

How many Toll-Free Inbound Pages per Month?

Do Inbound faxes need to be directly routed to print at a MFP?

Do confirmation pages need to be printed at a MFP?

Do faxes need to be routed to a local folder?

Will Active Directory Sync be required?

Is Single Sign On (SSO) required?

Is Electronic Health Records Integration Required ?

Is integration with Managed Print Solution required?

Does customer need a secure file transfer solution to send documents, audio, video and other file types over the internet?

Do you currently have FaxCore or Etherfax in place? If so, what are the versions? Do you have Etherfax Eris?

Do you require the ability to send hard copy faxes from the MFP’s, or will you attach documents in email or a portal for faxing?