Comprehensive Printing Solution 2026

The Vendor is required to provide a modern, secure, cost-effective, and scalable enterprise printing solution to improve printing efficiency, reduce operational costs, enhance security, and streamline management across all facilities.
- Objectives
•    Provide reliable multifunction print (MFP) devices including high volume production, mid production and high-speed office MFP, including all the add-on options.
•    Improve print management, tracking, and reporting.
•    Enhance document security and user authentication.
•    Reduce maintenance overhead and support requirements.
•    Lower total cost of ownership (TCO) and provide transparent pricing
- Requirement:
1. Hardware
•    Multifunction printers (print/scan/copy/fax) including mid to large scale
•    Workgroup or high-volume printers
•    Optional desktop printers (as needed)
•    Usage analytics and reporting
•    Toner alert threshold set to 20% to ensure timely notification for new toner delivery.
•    Toner will be delivered to the printer’s site Monday through Friday standard business hours. 
•    Locations that operate 24/7, special delivery arrangements will be made to ensure uninterrupted availability.
•    If a printer continues to have issues in a short amount of time that prevents the end users from using it a complete replacement is required at no additional cost.
2. Security requirements
•    User authentication (badge, pin, SSO, etc.)
•    Secure print release (provide pricing)
•    Data encryption at rest and in transit
•    Device hardening and firmware security
•    Vendor is required to notify the city it helpdesk of any vulnerabilities in their product software and hardware as they learn about it.
•    Vendor is required to provide the city it department list of new fire wire and software release for all the models they have sold or leased to the city.
•    Vendor is required to pull the printer hard drive out, shred it and provide a certificate of destruction to the city it department.
•    If the vendor does not wish to destroy the printer hard drive and provide a certificate of destruction, they must remove the hard drive in the presence of and it technician, who will destroy both the data and the drive.
3. Support and maintenance
•    Onsite and remote support
•    Defined SLAs for repair and replacement
•    Preventive maintenance schedule
•    Availability of consumables and replacement parts
•    Large departments will need a backup toner due to the amount of printing they do per day
4. Implementation services
•    Deployment plan
•    Network integration
•    Configuration of print queues and policies
•    User training and documentation.