Managed Print Services

Background
The County of Portage, Wisconsin, through its Purchasing Department, is seeking proposals to establish a contract for a managed print services program to support all departments within the County. The goal is to enhance printing capabilities while managing costs and resources effectively.

The current managed print contract is set to expire in December 2024, prompting the need for a new agreement that includes comprehensive services and equipment.

Work Details
The contractor will provide a complete managed print program that encompasses all necessary hardware, software, maintenance, parts, repairs, and consumable supplies for both desktop printers and multi-function machines (copiers). Key requirements include:
- Provision of all required print devices including desktop printers and multi-function machines capable of printing, copying, scanning, duplexing, faxing, and finishing (sorting, stapling, folding).
- Replacement of all leased equipment at the start of the contract.
- Maintenance and repair services with a response time not exceeding 4 hours.
- Software to track printing and copying usage per department with itemized billing on a price-per-copy basis.
- Integration with existing systems such as PaperCut MF for secure printing.
- The contractor must ensure that devices meet specified quality standards and operational needs as outlined in Attachment F.

Period of Performance
The contract will be effective from January 1, 2025, for an initial term of five years. There is an option for mutual renewal for one additional five-year period and subsequent one-year extensions thereafter.

Place of Performance
The services will be performed at various facilities throughout Portage County, Wisconsin.