Managed Print Services

Background
The City of Conroe, a public municipal government located in southeast Texas, is soliciting proposals for a comprehensive city-wide printer and copier management solution. The City serves over 100,000 residents and provides various public services. The goal of this contract is to optimize print infrastructure, reduce costs, improve security, and enhance service levels through a managed print services (MPS) contract.

Work Details
The selected vendor will be responsible for the procurement, installation, maintenance, and ongoing management of all multifunction printers (MFPs), copiers, and associated print services across all City departments and facilities. This includes approximately 210 networked printers, 300 local printers, 5 faxes, and 10 copiers/plotters/other devices.

The solution should include:
1. Initial print environment assessment.
2. Standardized fleet of MFPs/copiers based on departmental needs.
3. Delivery, installation, configuration, and removal of existing devices as needed.
4. Centralized device monitoring and print job tracking.
5. Secure print release and user authentication.
6. Automated toner and parts replenishment.
7. Regular reporting on usage, efficiency, and device status.
8. Helpdesk support and on-site repair/maintenance services with defined SLAs.
9. Integration with the City’s network and security policies including compliance with CJIS and PCI DSS.

Period of Performance
The contract will commence upon award and will be valid for a term to be determined during the proposal evaluation process.

Place of Performance
Services will be performed at various locations across the City of Conroe's departments and facilities.

Bidder Requirements
Vendors must submit proposals electronically through Vendor Registry or deliver one sealed original and one copy marked 'RFP# 0710-2025 Managed Print Services'. Vendors must also provide proof of insurance as specified in the RFP documents.