Managed Print Services

Willamalane Park and Recreation District is requesting quotes for managed print services across its facilities and operations, with quotes due July 8, 2026 at 5:00 p.m. The district seeks a five-year initial contract term with potential renewal options, though vendors may propose alternative terms.

The scope encompasses leasing, maintenance, supplies, monitoring, and support for multifunction devices across eight current locations, including a high-volume production device at the Bob Keefer Center Mailroom and seven standard or black-and-white multifunction devices at administrative and recreation facilities. Vendors must demonstrate experience providing managed print services for public agencies or similarly sized organizations and provide at least three references from public agencies.

The district intends to improve equipment functionality and reliability, enhance security and print management capabilities, improve reporting and usage visibility, and reduce total cost of ownership while potentially reducing the overall device count. Pricing proposals must include monthly lease costs by device type, included monthly print volumes, overage rates for black-and-white and color printing, maintenance costs, software licensing, installation costs, and one-time implementation fees, with all assumptions and exclusions clearly identified.

Vendors must maintain required insurance coverage including commercial general liability, automobile liability, and workers' compensation. Evaluation criteria are cost and overall value, equipment quality and functionality, service and support capabilities, vendor experience and qualifications, and references.

The question submission deadline is June 30, 2026, with responses to questions posted July 1, 2026. The district anticipates evaluation from July 9–15, potential interviews or demonstrations July 20–23, notice of intent to award July 28, and contract execution by August 1, 2026, with expected implementation by August 31.