Managed Print Services

The City of Tampa is seeking a comprehensive Managed Print Services contract through Request for Proposal (RFP) #25-P-00297, targeting the complete management of its extensive printer, copier, and scanner device fleet. The procurement seeks a vendor to provide outsourced management for hundreds of devices, including desktop and multi-functional configurations, with key deliverables encompassing initial fleet assessment, ongoing device optimization, lifecycle management, device repair and maintenance, supplies replenishment, service desk support, on-site technical support, and real-time fleet usage monitoring. Specific requirements include installing and configuring network access, implementing fax and scan capabilities, enabling private and "print anywhere" functionalities, and providing full unit replacement when devices reach end-of-life. The proposal evaluation will be points-based across six criteria: vendor experience and capabilities (25 points), value-added features (15 points), responsiveness to scope of services (20 points), solution cost (15 points), criminal history screening practices (5 points), and WMBE/SLBE participation (20 points). Proposals are due electronically by July 8, 2025, at 1:00 pm, with a non-mandatory pre-proposal conference previously held on June 10, 2025. The proposed contract term is three years, with potential for three additional two-year renewals.

The City of Tampa has implemented robust Equal Business Opportunity guidelines that provide significant evaluation advantages for Women/Minority-Owned Business Enterprises (W/MBE) and Small Local Business Enterprises (SLBE). Proposers are encouraged to demonstrate meaningful subcontractor involvement, with maximum points awarded to City of Tampa certified W/MBE and SLBE firms, particularly those acting as prime contractors. The current incumbent vendor is Xerox, whose existing contract runs from January 2018 to April 2026, with 267 contracted devices and impressive performance metrics including 99.7% average uptime. The current printing infrastructure involves approximately 135 multi-function copiers with installation dates ranging from 2007 to 2012, and annual print volumes of approximately 7 million black and white pages and 3.5 million color pages. While a specific award value is not explicitly stated, the Solicitation Review Checklist indicates a budget of $350,000 for this procurement. Proposers must complete mandatory documentation including Form MBD-40 Letter of Intent and provide comprehensive details on subcontractor participation, with potential non-responsiveness for incomplete submissions.