RFP-2026-15 - Managed Print Fleet

The Corporation of the City of Stratford is seeking proposals from qualified Proponents for the supply, installation, maintenance, support, and lifecycle management of a managed printer, copier, scanner, and multifunction device fleet. The City requires a flexible, tiered fleet that supports administrative, operational, public-facing, and client-service environments across multiple City facilities.The successful Proponent will be expected to recommend an optimized fleet configuration that balances cost control, service delivery, confidentiality, accessibility, reliability, and operational efficiency. The City does not intend to apply a uniform device standard across all departments. Proponents must demonstrate how their proposed fleet will address low-volume shared administrative use, high-volume municipal administration, client-service workflows, public-facing patron printing, operational field locations, and specialized document handling.The solution must include device supply, installation, configuration, maintenance, consumables, service response, reporting, user training, fleet optimization, and support for moves/adds/changes over the contract term. The City expects the successful Proponent to provide proactive, ongoing service management, including consumables monitoring and replenishment recommendations, accurate meter reporting, timely escalation and resolution of recurring issues, and replacement recommendations where devices do not perform reliably.The successful Proponent is also expected to provide practical, easy-to-understand recommendations to improve document management, identify potential integrations with the City’s current and future software environment, and support overall print, scan, workflow, and operational efficiency improvements.