Pennsylvania is seeking a vendor to deliver a comprehensive managed printing solution encompassing both printer and photocopier services. The selected provider will manage and optimize the existing fleet of printers, multifunction printers (MFPs), and traditional photocopiers, ensuring their effective and secure operation. Responsibilities include initial security configuration of devices, continuous vulnerability assessments, and regular software and firmware updates to safeguard the print environment.

The vendor will also implement advanced monitoring and tracking of all networked devices, providing actionable notifications for system events. An integrated system for automatic toner replenishment, driven by real-time monitoring data, will be required to ensure OEM toner is proactively delivered before depletion. Maintenance support is expected for all devices, covering break-fix services, provision of OEM consumables and replacement parts such as toner, staples, drums, transfer belts, fusers, and maintenance kits.

Additional requirements include robust reporting capabilities that offer detailed insights into device inventories, service histories, parts usage, and procurement activities—organized by device, user, model, and location. The managed solution must support Single Sign-On using SAML (Shibboleth/Entra ID), enable entry of specific IUP cost codes per device, and supply a custom monthly electronic bill with these codes. A centralized customer portal is expected for device management and end-user support, and a single point of contact must be provided for administrative, technical, or escalation needs.