Managed Print Services

Background
The City of Long Beach is seeking a Contractor to provide Managed Print Services (MPS) to consolidate vendors, services, and technology for approximately 415 owned and leased Multi-Function Devices (MFDs) and single function printers across various City locations.

The City has conducted an extensive assessment of its current printing processes and identified requirements for future printing needs. The aim is to implement a strategic MPS program that enhances efficiency and reduces costs. The City employs over 6,000 full-time employees across more than 23 departments, including Police, Fire, Public Works, Parks and Recreation, Health Services, and others. The current contract for managed print services is set to expire in 2024.

Work Details
The Contractor will provide Multi-Function Devices (MFDs) and desktop printers with both purchase and leasing options, including maintenance, support, and supplies. Specific requirements include:
- Fixed pricing for hardware, software, and related services.
- Cost per page pricing model for service, supplies, toner, and staples.
- Optionally take over service for existing devices on a cost per page basis.
- Provide OEM trained technicians using genuine or approved parts.
- Maintain a minimum device uptime of 98% over three months.
- Full-service maintenance contract covering all necessary supplies except paper.
- Timely replenishment of supplies within two working days of low alerts.
- Maximum technician response time of four hours for service calls.
- Training sessions for City staff on machine operation and maintenance.
- Monthly billing with detailed usage reports by department.

Period of Performance
The contract will be awarded for a period of five (5) years with the option to renew for two (2) additional one-year periods. The total contract term will not exceed seven (7) years.

Place of Performance
Services will be performed at various locations throughout the City of Long Beach where the devices are installed.