The City of Tucson is seeking proposals from qualified vendors to provide a comprehensive Managed Print Services (MPS) solution supporting the City’s enterprise printing environment. The solution will include device fleet management, secure print management software, maintenance and supplies management, secure scanning capabilities, and reporting and analytics.
The City currently operates approximately 324 multi-function devices and 193 network printers across 107 locations, supporting more than 5,000 users. The selected vendor will help the City maintain the cost efficiencies achieved under the current program while supporting modern capabilities including secure printing, Microsoft 365 integration, fleet optimization, and enhanced reporting.
Background
The City of Tucson implemented a Managed Print Services (MPS) program in 2018 to consolidate a decentralized printing environment into a standardized, centrally managed fleet. Prior to implementation, departments independently purchased and maintained printers, resulting in inconsistent device standards, limited visibility into printing costs, and higher operational expenses. The managed print program introduced centralized fleet management, secure badge-based printing, automated supply management, and cost-per-page billing.
Since implementation, the program has significantly improved operational oversight while reducing annual printing costs. The City currently operates a network-connected fleet of multi-function devices and printers deployed across approximately 107 locations and supporting more than 5,000 users. The program includes centralized reporting, secure print authentication, and vendor-managed maintenance and consumables.
The City is seeking proposals from qualified vendors capable of maintaining the efficiencies achieved under the existing program while supporting evolving operational needs. Areas of interest include continued fleet optimization, improved reporting and analytics, integration with Microsoft 365 services, enhanced secure scanning capabilities, and strong service performance across City locations.
The City intends to maintain centralized governance of printing resources to ensure consistent device standards, cost control, and security across departments. Vendors should demonstrate experience managing enterprise-scale government print environments and providing proactive fleet optimization recommendations throughout the life of the contract.
Following contract award, the selected vendor will be expected to conduct a comprehensive printer fleet assessment to evaluate device utilization, workflow requirements, device placement, and opportunities for further fleet optimization across City locations. In addition to the initial assessment, the vendor should conduct periodic fleet optimization reviews throughout the contract term, with offerors proposing a recommended frequency and methodology for evaluating device utilization and optimization opportunities.
Project Details
- Reference ID: 260204
- Department: Information Technology
- Department Head: Chris Mazzarella (Chief Information Officer)
Important Dates
- Questions Due: 2026-05-05T19:00:00.000Z
- Pre-Proposal Meeting: 2026-04-29T20:00:00.000Z — Microsoft Teams meeting
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Evaluation Criteria
- Method of Approach (45 pts) —
- Technical Solution and Architecture
- Offerors must describe the overall technical design of the proposed Managed Print Services solution. Responses should include:
- Provide a description of the overall architecture, including print management platform, device communication, and monitoring architecture
- Provide details on integration with the City’s Microsoft 365 environment, including authentication and identity-based workflows
- Provide details on badge authentication support, including compatibility with the City’s existing badge technology (XID-7510), badge reader integration, and any additional hardware requirements
- Provide details on the print management platform supporting secure print release, follow-me printing, and policy-based controls
- Provide details on cross-platform printing capabilities, including support for Windows, macOS, iOS, and iPadOS devices
- Provide details on print queue architecture, including the ability to segregate workloads across operational environments
- Provide details on how the solution supports high-volume batch printing, including handling of large print jobs without failure or segmentation
- Provide details on scanning architecture and document workflow capabilities, including support for batch scanning and configurable routing of scanned documents
- Provide details on device monitoring and fleet management capabilities
- Provide details on any artificial intelligence or automated analytics capabilities used to support reporting, optimization, or operational efficiency
- Provide a description of system requirements and infrastructure dependencies
- Provide details on scalability across multiple locations, remote environments, and user groups
- Provide a description of the proposed fleet assessment and optimization methodology
- Service Delivery and Support Model
- Offerors must describe how ongoing service and support will be delivered and managed. Responses should include:
- Provide details on the technician support model, including on-site and remote support coverage
- Provide details on preventative maintenance methodology and recommended maintenance schedules
- Provide details on service response times and resolution capabilities
- Provide details on service escalation procedures
- Provide methodology for identifying unreliable devices and replacement criteria
- Provide details on consumable monitoring and supply fulfillment processes
- Demonstrate the ability to meet the service level requirements (SLA) defined in this RFP
- Implementation and Transition Plan
- Offerors must describe how the proposed solution will be implemented and transitioned from the current environment. Responses should include:
- Provide a detailed implementation and transition plan to include details on transitioning from the current print management environment
- Provide details on device deployment and replacement strategy across multiple locations
- Provide details on migration of print queues, authentication systems, and workflows
- Provide approach for maintaining continuity of operations and minimizing disruption
- Provide details on badge authentication compatibility and strategies to minimize user impact
- Provide approach for managing existing lease obligations, including lease continuation, buyout (buy-back), or assumption strategies, and associated transition considerations
- Reporting, Security, and Compliance Capabilities
- Offerors must describe reporting, security, and compliance capabilities of the proposed solution. Responses should include:
- Provide details on reporting and analytics capabilities, provide a sample report or dashboard demonstrating system capabilities
- Provide details on the ability to generate reports by device, department, user, and location
- Provide details on security controls protecting printed and scanned documents, including secure print release and access controls and details on audit logging and monitoring capabilities
- Provide details on device security, including firmware management and vulnerability management
- Provide details on secure device decommissioning, including data removal or destruction
- Demonstrate the ability to support compliance frameworks such as CJIS, HIPAA, PCI, or similar
- Optional Equipment
- Offerors must describe optional equipment and related services available through the contract. Responses should include:
- Provide details on specialty devices offered through the contract, including categories such as plotters, thermal printers, and label printers
- Provide product specifications, availability, and procurement options
- Provide pricing structures for optional equipment and details on service and maintenance options available for these device categories
- Price Proposal (35 pts) —
- Offerors must submit a detailed pricing proposal describing all costs associated with providing the proposed Managed Print Services solution.
- Pricing must clearly identify all components required to operate the managed print environment, including devices, software, maintenance, supplies, and service support.
- Offerors must provide pricing using the pricing schedules included with this solicitation.
- The price proposal must include, at a minimum:
- Cost-per-page pricing for black-and-white printing and color printing
- Device pricing for multi-function devices and printers proposed as part of the managed fleet
- Lease or financing options for device acquisition where applicable
- Maintenance and service costs, including technician services and preventative maintenance
- Software licensing costs associated with print management, device monitoring, reporting, or analytics platforms
- Consumables pricing, including toner and related components included within the cost-per-page model
- Optional equipment pricing for specialty devices available through the contract
- Offerors must submit attachment C as their Price Proposal:
- Provide pricing for each applicable segment as defined in the pricing schedules
- Describe any assumptions, limitations, or variations in pricing between segments
- Ensure that proposed device counts and configurations maintain operational coverage across all City locations
- For network printers (Segments 1 and 2), pricing shall be provided as blended cost-per-impression rates as defined in the pricing schedules.
- Offerors may propose alternative pricing models where appropriate, including:
- Cost-per-device pricing
- All-you-can-print pricing models
- Active-user pricing models
- Hybrid pricing structures combining device and usage-based pricing
- If alternative pricing models are proposed, the Offeror must clearly describe how costs will be calculated and how pricing will be applied across the City’s environment.
- Offerors must provide a pricing scenario using the estimated device counts and print volumes provided by the City to allow comparison of total estimated annual program costs.
- Pricing proposals must fully reconcile with the submitted pricing schedules (Schedules A through E). Any discrepancies between narrative pricing and pricing schedules may result in disqualification.
- Pricing must remain stable throughout the initial contract term unless otherwise clearly described and justified in the proposal.
- Offerors must describe any pricing adjustments that may occur in the event of device refresh, fleet expansion, or technology upgrades during the contract term.
- Pricing must be fully inclusive of all services, supplies, maintenance, support, and lifecycle activities required to operate the managed print environment. No additional charges outside the proposed pricing models will be accepted unless explicitly identified in the proposal.
- Offerors must clearly identify all additional costs not included within the cost-per-page or device pricing models. Any fees, surcharges, or charges not explicitly identified in the proposal may not be invoiced to the City.
- Offerors must also identify any pricing associated with lease buyout, lease assumption, early device replacement, or transition-related costs that may occur during transition from the current contract.
- Qualifications and Experience (20 pts) —
- Offerors must demonstrate the experience, organizational capability, and technical expertise necessary to successfully deliver Managed Print Services for an enterprise environment similar in size and complexity to the City of Tucson.
- The City prefers vendors with a minimum of five (5) years of experience providing Managed Print Services in enterprise environments of comparable size and complexity. At least one reference must represent an organization of comparable size and complexity, preferably within a government or public sector environment. Offerors should demonstrate experience supporting distributed environments with multiple locations and device fleets comparable to the City’s operational footprint.
- Offerors should include details regarding the number of devices, number of supported locations, and user population for each referenced engagement.
- Responses should address the following:
- Provide the number of years the company has been in business and the number of years providing Managed Print Services
- Provide a description of the company’s experience delivering Managed Print Services for organizations of comparable size and complexity, particularly government or public sector environments
- Provide resumes or qualifications for technicians and key personnel who will be responsible for supporting the City’s managed print environment
- Provide a description of the vendor’s ability to meet applicable City and public safety security requirements, including TOC (Terminal Operator Certification) where required for technicians supporting devices located within Tucson Police Department and similar facilities
- Provide a description of the vendor’s local service presence, including the location of service offices, technician coverage, and expected response capabilities for supporting City locations
- Provide any relevant manufacturer certifications or service authorizations held by the vendor for the devices proposed as part of the solution
- Provide identification of any subcontractors or third-party providers that will be used to deliver services, including a description of their roles and responsibilities
- Provide three (3) client references for organizations where similar Managed Print Services are currently provided or have been provided within the past five (5) years, including scope of services, device counts, number of supported locations, and duration of engagement
Submission Requirements
- Discounts —
As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.
- Cooperative Purchasing Program —
Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide the City of Tucson, as the lead agency on this regional contract, a rebate in the form of a percentage of sales based upon the other agencies sales?
- If yes, please state the percentage rebate you will provide.
- Does your firm have a City of Tucson Business License?
- Please upload a copy of your business license.
- Forms to be Filled Out —
Please ensure that all required information is included with your response.
Response to Evaluation Criteria
Pricing Proposal
Offer and Acceptance Form
- Response to Evaluation Criteria (required) —
Please upload your response to the Evaluation Criteria.
- Pricing Proposal (required) —
Please upload attachment C as your Pricing Proposal.
- Offer and Acceptance Form (required) —
Please upload your signed Offer and Acceptance form.
- Does your response to this solicitation include a request to keep any portion confidential and withhold it from the public record? (required) —
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
- Confidential Information (required) —
If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record.
If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
- Is your firm submitting any exceptions for the City's consideration? (required) —
In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.
- Define the exceptions you are requesting. (required)
- Living Wage (required) —
Will Living Wage Requirements be a part of the resulting contract?
- Will the resultant contract have Federal Funding? (required)
- Special Terms and Conditions (required) —
Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.
- Insurance Requirements (required) —
Please select the additional insurance coverages required for this project. Please select all that apply.
- Initial Term of Contract (required) —
What is the initial term of the contract?
Please use the following format: one (1)
Even if you selected auto renewal, you need to add the initial term, i.e. one (1)
- Renewal Options (required) —
Will renewal options be given with this contract?
If you selected Auto Renewal, select No.
- Renewal Term (required) —
What is the renewal term of the contract?
Please use the following format: four (4)
If no extension options will be given or you selected automatic renewals, please enter "N/A".
- Pricing (required) —
Will you build the pricing table in OpenGov Procurement?
- Separate Pricing Document (required) —
If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?
- Attachments (required) —
Do you have any attachments?