Managed Print Maintenance

Kenosha County, Wisconsin is seeking proposals for a comprehensive Managed Print Maintenance contract to provide maintenance and supplies for its copy machines and printers across 14 county locations. The procurement covers approximately 220 devices, including 121 single-function printers and 99 multifunction devices, with a current monthly print volume of 1,112,531 total impressions. The Request for Proposal (RFP #2312) requires vendors to provide an all-inclusive service package encompassing consumables, parts, labor, firmware updates, loaner devices, training, equipment removal, and disposal. Proposals are due by 3:00 PM on July 27, 2023, with potential vendor presentations estimated for August 24, 2023, and contract award anticipated by September 7, 2023. The evaluation committee will score proposals based on a 100-point system: 10 points for cost, 35 points for company profile, 30 points for business plan, and 25 points for replacement plan proposal. Contractors must maintain specific insurance coverage, including $1,000,000 in commercial general liability and cyber liability, and ensure all technicians pass security background checks.

The County currently uses Printer Logic as its managed print solution platform and operates in Windows Server 2016 or newer environments with centralized helpdesk ticketing systems. The incumbent vendor is Gordon Flesch, and the County is open to various service delivery models, including both cost-per-click (CPC) and flat-rate pricing options. The contract term runs from January 1, 2024, through December 31, 2024, with four optional one-year renewal periods. While no specific set-aside designations are mentioned, vendors must submit both CPC and flat-rate pricing options with total cost calculations. The County utilizes PIN-based authentication for secure print release and is receptive to alternative authentication methods. Aftermarket toner and parts are acceptable if they meet or exceed original equipment manufacturer (OEM) specifications. Although no specific budget range is provided, the comprehensive nature of the contract and the extensive device fleet suggest a significant potential contract value for the selected vendor.