Managed print services 2026

The City of Tustin is requesting proposals for Managed Print Services to optimize approximately 119 owned and leased multi-function devices and desktop printers across city locations, with proposals due November 17, 2026, and a mandatory virtual pre-proposal meeting on October 27, 2026. The City may optionally select more than one firm or make a sole award at its discretion.

The scope encompasses equipment acquisition or placement, implementation, configuration, supplies, maintenance, repair, monitoring, administration, reporting, training, security support, fleet optimization, and equipment retirement. Required deliverables include an implementation plan, final fleet and configuration schedule, site readiness documentation, training materials, asset and portal records, security configuration, retirement documentation, and monthly and quarterly reports. Standard on-site service coverage is Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time, with 24-hour telephone and electronic incident intake. The vendor must achieve an emergency initial response within two business hours, emergency on-site response within four business hours, and maintain a minimum 98 percent device uptime measured monthly. Incident resolution targets are 50 percent within six business hours, 95 percent within 24 business hours, and 100 percent within 48 business hours. Billing is usage-based in arrears with no base allowance, minimum volume guarantee, or volume guarantee unless expressly approved. Current fleet usage totals approximately 51,775 black-and-white pages and 91,225 color pages monthly. The vendor must maintain OEM authorization throughout the contract term, assign certified technicians, and provide quarterly business reviews. Data security requirements include secure configuration with least-functionality principles, documented patch and firmware management, authenticated remote access, device storage and data sanitization, and secure print and scanning functionality.

The initial contract term is five years with the option for the City to extend on a yearly basis for up to two additional years. The City intends to utilize its existing direct third-party master lease process for technology acquisition, with vendors invoicing the lease company at quoted cash prices rather than providing lease or financing terms. Evaluation criteria are 30 percent management plan and understanding, 30 percent vendor skills and experience, and 40 percent total five-year cost of solution. The City requires minimum three references from education or government sectors. Questions are due October 29, 2026, with City responses November 2. Finalist presentations and interviews are scheduled for the week of December 9, 2026, with City Council award presentation January 19, 2027.