Managed Print Services

The City of Miami Beach is seeking proposals for a comprehensive Managed Print Services (MPS) contract to replace its existing print infrastructure with modern, efficient, and secure multi-functional devices (MFDs) and network printers. The procurement involves approximately 101 color and 36 black and white multi-functional devices, along with 58 color and 15 black and white network printers across various city departments. Key objectives include improving operational efficiency, reducing environmental impact, and ensuring seamless integration with digital workflow platforms like O365 and SAML. The proposed solution must be fully hosted with minimal internal infrastructure requirements. Bidders must demonstrate at least five years of continuous experience providing managed print services to organizations with a minimum of 2,500 employees. Key procurement dates include a pre-proposal meeting on July 9, 2025, a deadline for questions on July 28, 2025, and proposal responses due on August 12, 2025, with tentative Commission approval scheduled for October 29, 2025. The initial contract term is five years with options to extend for five additional one-year terms and potentially include a "refresh option" for equipment replacement.

The solicitation includes specific requirements for disadvantaged business enterprises and various compliance certifications. Bidders must complete an extensive 21-section Bid Certification Form that includes disclosures about business operations, financial capacity, and compliance with municipal ordinances including campaign finance reforms, business ethics, drug-free workplace standards, and anti-human trafficking laws. Proposers can submit up to two proposal options for either leasing or rental equipment and must provide comprehensive details about device capabilities, sustainability requirements, maintenance services, and system integration. Insurance requirements include workers' compensation, commercial general liability, and automobile liability coverage, with the City of Miami Beach to be named as an additional insured. While a specific award value is not explicitly stated, the comprehensive nature of the MPS procurement and the quantity of devices suggest a substantial contract opportunity. The city emphasizes sustainability and digital workflow optimization, seeking solutions that reduce carbon footprint and lower total cost of ownership while supporting existing technological ecosystems like Laserfiche and Tyler Technologies ERP.