Photocopier and Print Management Services

The Vendor is required to provide copier and print management services to support production, multifunctional copiers and operational services through an operating lease agreement.
- Consolidate and optimize the current printer fleet inventory
- Provide a secure platform for printing sensitive documents 
- Increase green initiatives and provide an eco-friendly print environment 
- Printers and Copier Units
•    Print speed and capacity specifications
•    Color printing quality (minimum 1200 x 1200 dpi)
•    Paper handling capabilities and versatility
•    Scanning and fax capabilities
•    Network integration features (wired/wireless)
•    Security features (authentication, encryption, secure printing)
o    Describe the security measures that are used to ensure that sensitive data is not transmitted, stored, or collected.
•    Energy efficiency and environmental compliance
•    User interface and accessibility features
•    Mobile printing and cloud integration capabilities
- High-Volume Devices/Production Printer
o    Handbook functionality
o    Brochures
o    Folders
o    Fire Hydrant Meter Instrument Tags
o    Maintenance and Repair Card Tags
o    Maps
o    Forms (Two- and Four-Part Forms)
o    Door Hangers
o    Enrollment Books
o    Legislative Books
o    Manuals
o    Laminated Signs
o    Work Order Tickets
- Print Management Solution
•    Real-time monitoring and reporting dashboard
•    User and department-level tracking and analytics
•    Cost allocation and recovery functionality
•    Integration with existing agency systems
•    Ease of administration and user interface
•    Mobile device management capabilities
•    Rules-based printing policies and controls
- Assessment and Optimization Services
•    Comprehensiveness of initial print environment assessment
•    Methodology for identifying cost savings opportunities
•    Ongoing optimization and consulting services
•    Data analytics and reporting frequency
•    Recommendations for efficiency improvements
- Service and Support
•    Response time commitments
•    On-site vs. remote support capabilities
•    Preventive maintenance schedule and procedures
•    Escalation procedures for unresolved issues
•    Service availability hours and emergency support
- Support Infrastructure
•    Local service presence and technician availability
•    Inventory of replacement parts and supplies
•    Remote diagnostic and troubleshooting capabilities
•    User documentation and self-service resources
•    Customer portal functionality.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 13, 2026