Managed Print Services

The City of Long Beach is consolidating managed print services for approximately 415 multi-function devices (MFDs) and single-function printers across city departments under RFP TI-24-388, with the City having issued a Notice of Intent to Award to Konica Minolta Business Solutions on February 4, 2025, pending final contract execution.

The scope covers provision, maintenance, support, and supplies for MFDs and desktop printers distributed across 23 departments including Police, Fire, Public Works, Parks and Recreation, Libraries, and Health departments. The contract term is five years with two optional one-year renewal periods (not to exceed seven years total). Contractors must maintain 98 percent equipment uptime, respond to service calls within four hours, hold OEM certification, provide user training at no cost, and integrate with the City's Laserfiche and Tyler Content Management systems. Devices must support Microsoft Active Directory authentication with Papercut pin code authentication, OCR capabilities, "find me, follow me" printing by location, and hard drive removal and wipe. Security compliance is mandatory: NIAP Certification Level 2, CLETS Policies and Practices 1.6.4 for law enforcement access, HIPAA, PCI DSS, and NIST Cybersecurity Framework 2.0. Categories 1–5 require finishers with sort-stapling and hole-punch capability; Categories 6–7 prefer sort-stapling finishers but do not require hole-punch.

Pricing must include fixed hardware and software costs, cost-per-page billing for services and supplies on a usage-based, arrears model, optional coverage for non-managed existing devices, and pricing for device relocations. The City anticipates approximately 30 percent cost savings, totaling $1 million over five years. The incumbent is Sharp Business Systems.

Evaluation criteria were Organizational Capacity, Experience & Performance (25% weight), Project Design (20%), Coordination and Collaboration (20%), Budget and Cost Effectiveness (15%), and Device Sustainability, Integrity, and Functionality (20%). Konica Minolta scored 90 percent on written proposals and 91 percent on demonstrations. A 5 percent local-vendor preference applies to Long Beach-based businesses with current business licenses and seller's permits. The Equal Benefits Ordinance applies to contracts valued at $100,000 or more. Proposers must comply with California Labor Code prevailing wage requirements and federal debarment certifications. The original proposal deadline was September 10, 2024; Addenda 3, 5, 6, and 7 extended it to September 26, 2024.