Managed Print Services

Background
The City of Tampa is seeking qualified proposals for Managed Print Services to provide outsourced management for a fleet of printing devices. The city's mission is to enhance workplace productivity while reducing capital funding and eliminating ownership costs. The current fleet includes hundreds of printers, copiers, and scanners, with a need for an all-inclusive managed print services contract that supports both networked and non-networked devices.

Work Details
The services to be provided under this contract include:

- Initial assessment of the current fleet
- Ongoing optimization of device deployment
- Life-cycle management of devices
- Device repair and maintenance
- Proactive supplies replenishment
- Service desk support
- On-site technical support
- Education and end-user training
- Real-time monitoring and reporting of hard copy fleet usage
- Formalized reporting on operations
- Additional services necessary for effective print management.

Specific tasks include reviewing current fleet infrastructure and usage, reducing variation in makes and models where possible, providing a comprehensive cost-saving strategy and timeline. The contract will also cover installation and configuration of user network access, faxing and scanning capabilities to shared folders and email recipients, private printing options, automated toner replacement, full unit replacement at the end of service life, and 24/7 maintenance support.

Period of Performance
The project is set to commence with a release date on May 28, 2025. A pre-proposal conference will be held on June 10, 2025. Questions regarding the RFP are due by June 24, 2025. Proposals must be submitted by July 1, 2025.

Place of Performance
The services will be performed within the City of Tampa's metropolitan area.

Bidder Requirements
Proposers must demonstrate experience in providing similar managed print services for clients comparable in size to the City of Tampa. All technicians assigned to the project must be industry-certified and pass background checks as per city policy. Proposals must include references from previous clients over the last five years.