Managed Print Services and Related Equipment

The City of Tucson is seeking proposals from qualified vendors to provide a comprehensive Managed Print Services (MPS) solution supporting the City’s enterprise printing environment. The solution will include device fleet management, secure print management software, maintenance and supplies management, secure scanning capabilities, and reporting and analytics.

The City currently operates approximately 324 multi-function devices and 193 network printers across 107 locations, supporting more than 5,000 users. The selected vendor will help the City maintain the cost efficiencies achieved under the current program while supporting modern capabilities including secure printing, Microsoft 365 integration, fleet optimization, and enhanced reporting.

The City of Tucson implemented a Managed Print Services (MPS) program in 2018 to consolidate a decentralized printing environment into a standardized, centrally managed fleet. Prior to implementation, departments independently purchased and maintained printers, resulting in inconsistent device standards, limited visibility into printing costs, and higher operational expenses. The managed print program introduced centralized fleet management, secure badge-based printing, automated supply management, and cost-per-page billing.

Since implementation, the program has significantly improved operational oversight while reducing annual printing costs. The City currently operates a network-connected fleet of multi-function devices and printers deployed across approximately 107 locations and supporting more than 5,000 users. The program includes centralized reporting, secure print authentication, and vendor-managed maintenance and consumables.

The City is seeking proposals from qualified vendors capable of maintaining the efficiencies achieved under the existing program while supporting evolving operational needs. Areas of interest include continued fleet optimization, improved reporting and analytics, integration with Microsoft 365 services, enhanced secure scanning capabilities, and strong service performance across City locations.

The City intends to maintain centralized governance of printing resources to ensure consistent device standards, cost control, and security across departments. Vendors should demonstrate experience managing enterprise-scale government print environments and providing proactive fleet optimization recommendations throughout the life of the contract.

Following contract award, the selected vendor will be expected to conduct a comprehensive printer fleet assessment to evaluate device utilization, workflow requirements, device placement, and opportunities for further fleet optimization across City locations. In addition to the initial assessment, the vendor should conduct periodic fleet optimization reviews throughout the contract term, with offerors proposing a recommended frequency and methodology for evaluating device utilization and optimization opportunities.