The vendor required to provide id card printing systems includes the supply of id card printers, associated consumables on-site installation services, and a 3-year comprehensive warranty on all provided equipment.
- Printing technology and performance:
• All printers shall utilize direct-to-card printing (dye-sublimation and resin thermal transfer) for durable, high-quality photo ids.
• Both single-sided and dual-sided (duplex) printing capabilities are required.
• Dual-sided units must be able to automatically flip and print on both sides of a card in one pass; single-sided units should be field upgradeable to dual-sided via a license or module if applicable.
• The printers should be high-speed, suitable for batch printing and must include hoppers for batch processing.
- Physical and environmental:
• The printers will be used in office environments at various schools.
• They should be of reasonable size and weight for desktop use.
- Connectivity and networking:
• The printers should have USB 2.0 or 3.0 connectivity for direct pc connection and ethernet network capability for shared use by multiple workstations.
• Both Evolis and entrust models satisfy this with built-in USB and ethernet ports.
• Optional wi-fi connectivity modules are available for both printer lines (entrust sigma supports 802.11g/n, dual-band Wi-Fi; Evolis primacy 2 offers a Wi-Fi option (802.11b/g).
• While wi-fi is not mandatory, bidders should specify if their solution includes wireless printing support, as this could offer flexibility in certain school environments.
- Software and compatibility:
• Printers must be compatible with the district’s existing systems.
• Driver support should include windows 11 (primary OS in use) and ideally macOS for any administrative offices using macs.
• Both proposed models come with driver software and printer management suites.
- Installation and training services:
1. Delivery and setup:
• The vendor will deliver all equipment to the designated district location(s) and perform professional installation.
• This includes unboxing, assembling any components, and setup and configuration of the printers.
• Each printer should be tested on-site to ensure it is fully functional (printing a test card) before signing off.
• Installation involves connecting the printer via USB or network as per our instruction, installing drivers on a designated pc or server, and configuring the printer settings (print ribbon type, card size, etc.).
• The installation schedule will be coordinated to minimize disruption (during summer or after school hours if installing in a school office).
2. Configuration of print settings:
• As part of the installation, vendor will help configure card design templates if using provided software – or ensure that our existing card design is set up correctly on the new printers (color profile adjustment might be needed to match colors as closely as possible).
3. Integration:
• If needed, the vendor will assist in integrating the printers with our existing id card issuance system.
• The district uses the focus student information system which has the capability of printing id badges.
• The installer should ensure the new printers operate with our current focus workflow, importing or using existing templates for id layout if applicable.
• Any issues with pc compatibility or driver conflicts must be resolved as part of the setup
4. Initial user training:
• Provide basic training to staff at each site on the operation and maintenance of the printers.
• This training should cover how to load cards and ribbons, how to clean the printer (using the provided cleaning kit), how to troubleshoot common errors (card jams, ribbon issues), and how to use any printer software utilities (for example, Evolis print center or entrust sigma dashboard for monitoring printer status).
• Training can be a short session at time of installation with hands-on practice.
• The district may record one session for reference.
• The vendor must supply user manuals and quick reference guides (printed or electronic) for the models.
- Contract Period/Term: 2 years
- Non-Mandatory Bidders’ Conference Date: December 9, 2025
- Questions/Inquires Deadline: December 12, 2025
