Multi-Function Device Leasing and Managed Print Services

The City of Pittsburgh Office of Management and Budget is soliciting bids for a comprehensive multi-function device leasing and managed print services contract through RFP #2023-RFP-104, covering jurisdictions in Allegheny County and Philadelphia City. The procurement seeks a turnkey solution for the city's multi-function device (MFD) fleet, including device leasing, hardware, software, support, maintenance, supplies, and related services. Key objectives include reducing the city's printing device fleet by at least 30% and implementing advanced features such as secure print management, user authentication, and cost accounting. The contract will span from October 1, 2023, to September 30, 2026, with potential two-year renewals. Critical procurement dates include a pre-proposal meeting on June 6, 2023, a question submission deadline of June 9, 2023, and a proposal submission deadline of June 30, 2023, at 5:00 pm. Evaluation criteria will encompass vendor qualifications, project approach, team expertise, and cost, with a comprehensive assessment of the proposed print services solution.

The solicitation emphasizes good faith efforts in minority, women-owned, and veteran-owned business participation, suggesting potential set-aside or preference considerations for these business categories. Vendors must provide a holistic approach to print services, including fleet analysis, right-sizing assessment, and device optimization. Pricing will be structured on a click rate for devices and a per-machine basis for print services, with maintenance priced at a "Zero Base" requiring no minimum copy commitment. The attached Printer_Summary.csv file indicates a diverse existing printer fleet with devices from manufacturers including HP, Xerox, and Konica Minolta, ranging from low-volume to high-volume systems. While specific budget ranges are not explicitly stated, the comprehensive nature of the RFP suggests a significant procurement value that would cover device leasing, management, and ongoing print services for multiple municipal departments. Potential bidders should be prepared to demonstrate expertise in print infrastructure management, technology integration, and cost-effective solutions for municipal printing needs.