Project Information

Bid Title

Managed Print Services and Related Equipment

Issuing Agency

City of Tucson

Location

Arizona

Published Date

Apr 26, 2026

Closing Date

May 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

260204

Original Source

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Bid Documents

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Project Description

Project ID: 260204

Title: Managed Print Services and Related Equipment

Addenda: 0

Release Date: 4/24/2026

Due Date: 5/27/2026

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Managed Print Services and Related Equipment

Request for Proposal

Information Technology

05010 , 20372 , 20446 , 20474 , 20478 ... show all

Project ID: 260204

Release Date: Friday, April 24, 2026

· Due Date: Wednesday, May 27, 2026 2:00pm

Posted Friday, April 24, 2026 1:09pm

All dates & times in Mountain Time - Arizona

Draft Response Events RSVP No Bid30 days, 19 hours, 42 minutes

Post Information

Posted At:Fri, Apr 24, 2026 1:09 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

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.

Background

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.

Timeline

Issue Date:

April 24, 2026

Pre-Submittal Meeting (Non-Mandatory):

April 29, 2026, 1:00pm

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Meeting ID:
292 058 779 032 347
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Pj9sS7Ta
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Phone conference ID:
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Question Submission Deadline:

May 5, 2026, 12:00pm

Submittal Due Date:

May 27, 2026, 2:00pm

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 811212Computer and Office Machine Repair and Maintenance

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