NIGP 20574: Printer Sharing Devices, Environmentally Certified Products

NIGP 20574 Printer Sharing Devices, Environmentally Certified Products (Item) covers managed print services and multifunction device fleet management that state and local governments procure to centralize control, reduce per-impression costs, and integrate printing infrastructure with enterprise security systems. The City of Tucson's RFP 260204 exemplifies the scope: comprehensive device fleet management, secure print-release software (including badge-based authentication), preventative maintenance and break-fix support, consumables management, secure scanning and fax capabilities, mobile and follow-me printing, centralized monitoring, and analytics across 107 locations with 324 multifunction devices and 193 network printers. Evaluation weight emphasizes technical approach and service delivery model over price, signaling that state and local buyers prioritize integration capability, vendor experience managing large heterogeneous fleets, and seamless transition from incumbent systems. Required vendor qualifications include minimum five years of enterprise managed print services experience and at least one government or public sector reference.

The Tucson RFP, posted April 24, 2026, with response due May 27, 2026, is the only recent opportunity in the source. It reflects Arizona municipal procurement activity and names a five-year initial term (February 1, 2027 through January 31, 2032) with optional five one-year extensions. Compliance requirements include FTA terms (Sun Tran transit funding), ARPA non-discrimination and DBE provisions, HUD Section 3 labor standards (25 percent Section 3 workers, 5 percent Targeted Section 3), and prevailing wage obligations. Insurance minimums are substantial—$2 million network security and privacy liability, $1 million professional liability, and $1 million commercial general liability per occurrence—reflecting vendor responsibility for data handling and system uptime. Pricing must be all-inclusive and itemize per-impression costs for monochrome and color services across multiple renewal and upgrade schedules, but no budget range is disclosed in the available documentation.