MANAGED PRINT SERVICES 2026

The City of Tustin (CITY) is seeking proposals for Managed Print Services (MPS) to implement a single vendor contract with the ultimate goal to enhance print services and technology for approximately 119 owned and leased Multi-Function Devices (MFDs) and desktop printers/mfp’s at various CITY locations. CITY may optionally select more than one firm to perform the services.

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 Vendor shall provide comprehensive Managed Print Services for the equipment, software, and service categories awarded by the City. Services include equipment acquisition or placement, implementation, configuration, supplies, maintenance, repair, monitoring, administration, reporting, training, security support, fleet optimization, and equipment retirement, as applicable to the award.

Core responsibilities

• Deliver, install, configure, test, and place into service all awarded devices and accessories.
• Install, configure, maintain, and update approved print-management, monitoring, scanning, secure-release, and reporting software.
• Perform IMACD activities for in-scope devices.
• Provide help desk, remote support, field service, parts, labor, and preventive maintenance.
• Monitor supplies and provide proactive replenishment, including approved emergency reserves for Critical Devices.
• Train City users and designated administrators.

Wide-format printing is not included in the scope of this procurement unless added through a written amendment or separately authorized order. Mobile printing is optional and may be implemented selectively by department.

Electronic Bids will be received until Tuesday, November 17, 2026. The proposal shall be submitted electronically via OpenGov. Proposals received in OpenGov after the specified time will not be accepted.

Unless otherwise required by law, no bidder may withdraw its bid for ninety (90) days after the date of the bid opening.

Vendors shall submit guaranteed pricing using the templates provided for the following: Exhibit B – Device Pricing Template.

Submit *Attachment B – Non-Collusion Affidavit*. Proposers must review the Sample Form of Contract (Attachment A) and Statement of Work (Exhibit A) included in this Request for Proposals.

Demonstrated customer service capabilities, technical expertise, and a proven history public sector implementations will be significant factors in the evaluation process.