The purpose of this RFQ is to solicit responses from qualified vendors to provide print management software licenses and support for the ODJFS. The selected vendor must deliver a secure, scalable, and fully integrated print management software solution that aligns with ODJFS operational requirements, security standards, and compliance obligations, while ensuring seamless interoperability with the agency’s existing IT infrastructure.ODJFS administers essential statewide programs including public assistance, child protective services, workforce development, and unemployment insurance. As a large, distributed enterprise, the agency requires a modern print management environment that strengthens document security, reduces printing-related costs, and standardizes print operations across all ODJFS offices. The solution must support secure print release, robust authentication controls, comprehensive reporting, and ongoing maintenance consistent with State of Ohio IT, cybersecurity, and privacy standards.ODJFS expects to implement the print management software on new printers that will be deployed throughout ODJFS offices beginning June 1, 2026.The Contractor selected from this solicitation process will provide print management software licenses and support. The proposed solution must meet ODJFS operational, security, and compliance requirements while integrating seamlessly with the agency’s existing IT infrastructure. Technical Requirements This RFQ is a provider of Print Management software licenses and support that will allow ODJFS to implement a modern print management solution that enables ODJFS to manage, monitor, and optimize printing, copying, and scanning across all agency locations and secure a solution that meets ODJFS needs by providing the following technical requirements: Software & Licensing: This section requires a licensing approach that covers all authorized users and devices while supporting multiple operating systems and server environments. The solution must offer flexible deployment options consistent with State of Ohio standards and ensure continuous operations through strong availability and recovery capabilities. Licensing model covering all ODJFS authorized users and devices Support for Windows, macOS, and Linux print servers Cloud, hybrid, or on-premises deployment options that align with State of Ohio guidelines High availability and disaster recovery capability Hardware & Device Integration: This section emphasizes the need for seamless compatibility with ODJFS’s existing multifunction device fleet. The solution must enable secure device-level functionality, integrate with agency authentication hardware, and allow efficient deployment of print drivers across all agency locations. Full compatibility with ODJFS’s future t fleet of Konica-Minolta MFDs/copiers Embedded application support for secure release Integration with agency issued badge/card readers Support for automated print driver deployment across multiple ODJFS locations Authentication & Security: This section outlines expectations for secure identity management and access control through integration with state-approved authentication platforms. The solution must safeguard data through strong encryption, enforce secure print release methods, and meet all state and federal security and compliance requirements, including auditing and retention standards. Single Sign On (SSO) using Active Directory / Azure AD / State of Ohio IAM Encrypted communication (TLS 1.2 or higher) Secure print release via primary badge with option of a PIN Role-based administrative access Must support IRS Publication 1075 compliance Must support State of Ohio data retention, auditing, and access control policies Reporting & Analytics: This section requires comprehensive reporting capabilities that provide visibility in user activity, cost allocation, and operational trends. The solution must support financial accountability through chargeback features and offer environmental insights that help guide sustainability efforts. Detailed usage reports by user, cost center, program area, and device Cost accounting and chargeback features aligned to ODJFS budgeting structure Environmental metrics (paper reduction, toner optimization, sustainability reporting) Mobility & Bring-Your-Own-Device (BYOD): This section highlights the need for flexible printing options that support a wide range of personal and agency-issued devices. The solution must offer mobile and web-based print capabilities that accommodate remote and hybrid work environments without compromising usability or security. Mobile print support (iOS, Android, Chromebook) Email-to-print and web print functionality Support for remote/hybrid workforce printing Software Support & Maintenance: This section details the need for reliable, continuous support, including defined service levels for issue resolution, regular updates to maintain system security, and onsite assistance to support the agency’s multifunction device environment as needed. 24/7 technical support Documented SLAs for response and resolution Ongoing firmware, security patching, and vulnerability remediation Onsite support availability for MFD fleet maintenance and upgrades Software Capabilities: This section describes the requirement for advanced functional features that streamline print management, including targeted driver deployment, detailed activity auditing aligned with agency security policies, and automated updates for both the software and associated hardware. Zonal print driver deployment Auditing capabilities to review printed/copied/scanned documents by zone in alignment with ODJFS security protocols Automated updates for both software and supported Konica-Minolta MFP hardware
Information Technology Service Delivery
Items
I1_000001 | Required Item | Print Management Software License and Support | Estimated usage: 1.00000 | Unit: AMT | Requested delivery: 6/5/2026
