Understanding the above history and the need to move forward with the purposes of improving security posture, increasing agility and availability and bettering disaster recover processes, the Town of Windsor invites qualified firms to submit professional services proposals for collaborating with Town staff to create, vet and implement a Managed Print Service.
We are seeking to appropriately adjust the number of copiers and printers on our network to the needs of our customers. The Town has 8 existing Multifunction copiers, and 1 MICR printer for checks. We also currently have 23 newer Brother MFC-L8850CDW, MFC-L8610CDW, and HL-L8360CDW printers and would like to continue to use them until they meet the end of their lifecycles unless there is a more feasible option. There are approximately 250 users and 5 buildings at the Town of Windsor.
PROVIDE UP TO 3 PROPOSED SOLUTIONS. Preference that one be related to leasing equipment or buying equipment in conjunction with using existing printers with managed services.
The Town is flexible with various printer/copier options, if they meet the following requirements.
- Printing reliability is a key requirement
- All proposed options will share the same toner cartridge numbers per category (Copiers/Printers)
- Copier Minimum Specifications listed in Appendix A
- Electronic (web portal, email, etc.) and voice (phone) submissions for service requests
- Single Sign On - Proposed solution must be able to connect and communicate with Microsoft Entra ID for the purposes of authentication and any other proposed user management functions
- Compatibility with Avigilon OpenPath proximity reader fobs (NFC) and Bluetooth phones
- 1 universal driver
- Cloud print management portal
- Print services must provide remote, and office-based working opportunities
- Printers and copiers must have the option to “hard wire” into our network environment
- Reporting on usage by department and user
- Copiers must be compatible with digital faxing with a simple interface
- Managed services (technical support, maintenance, toner, meter supplies, etc.)
- 2 extra sets of toners per copier for replacement in storage
- Printing/Scanning to Microsoft SharePoint and/or Azure Files
- 1 free equipment relocation per device after go-live
- Removal of all legacy equipment not covered by contract
- Yearly check-ins with support call statistics
- Itemized, consolidated monthly billing for usage by Town department with page counts by category (Color, Black and White, Double Sided, Single Sided, etc.)
