Web-Based Managed Print Solution

A public agency in California is seeking a qualified vendor to deliver a web-based managed print solution over a five-year contract. The required solution must include an integrated fleet management platform, either cloud-based or on-premises, that enables secure automatic meter reading, consumables management, proactive device monitoring, diagnostics, and remote firmware updates. Centralized configuration and mass deployment of device settings, along with detailed audit logs and reporting, are essential components. Additionally, the system should offer secure service ticketing and responsive on-demand support.

The selected provider will supply and maintain a fleet of business-class desktop printers and multifunction printing devices, supporting their ongoing operation under the supervision of the Information Technology department. The solution must integrate seamlessly with Microsoft Active Directory, Microsoft Entra ID (Azure AD), Microsoft Exchange Online, Microsoft SharePoint Online, Microsoft 365, and Laserfiche, using modern authentication protocols. Printing, copying, scanning, faxing, and workflow efficiency improvements are required, with secure scan-to-email via authenticated SMTP (TLS 1.2+) and scan-to-folder functionality supporting SMB v3 with encryption. The solution must include universal print driver support for consistent functionality across Windows and macOS and compatibility with Microsoft Universal Print where applicable.

Emphasis is placed on operational enhancements, sustainability, cost reduction, and reducing the IT department's workload. Devices must utilize long-life consumables and imaging components to minimize the frequency of routine maintenance and service calls, thereby lowering total cost of ownership. Interested parties should note that all questions related to this opportunity must be submitted by February 6, 2026.