MANAGED PRINT SERVICES 2026

Purpose and Background The City has partnered with Office Werks Advisory , an independent managed print consulting firm, to conduct a comprehensive assessment of the City's current print environment ("Consultant"). Over a four-month period, the Consultant team evaluated device inventories, usage patterns, total cost of ownership (TCO), operational workflows, and gathered with staff input. As part of the Consultant engagement, the City and Consultant conducted a City wide Print Optimization Survey in Q3-2026, which gathered feedback from more than 115 staff members regarding print needs, copier and printer availability, and opportunities for improvement. The findings and recommendations from this effort are summarized in Exhibit C – Print Optimization Survey Results , which is incorporated into this RFP by reference. Intent of This Solicitation The City's current copier and printer contracts will expire beginning in February of 2027. This RFP is intended to replace 5-year-old technology and support the implementation of the recommendations identified in Exhibit C – Print Optimization Survey Results . The City is seeking qualified vendors who can provide technology, services, and ongoing support and who are willing to partner collaboratively with City staff and the Consultant. Vendor Partnership and Collaboration Awarded vendors will be expected to work collaboratively with City staff and the Consultant to: Support the implementation of the City's Print Optimization recommendations. Assist in validating final device selections and configurations from awarded pricing schedules. Provide subject‑matter expertise related to print technology, service models, and best practices. Participate in discussions and planning related to the development of a new City‑wide print policy , including guidance on usage standards, access, workflows, training, and cost controls. The City views this engagement as a long‑term partnership , not a transactional equipment purchase.