PICM0004859 - Managed Print Services for Digital Canberra, ACT Government

The ACT Government’s objective is to maintain reliable printing services for the ACT Government (the Territory) while standardising and enhancing the efficiency of our fleet. We are committed to minimising environmental impact and reducing our carbon footprint, while delivering innovative solutions that support a hybrid workforce. We also aim to reduce monthly operating costs without compromising the security standards upheld by the ACT Government. Through these efforts, we strive to create a more sustainable and cost-effective printing ecosystem that meets the evolving needs of our diverse workforce.

*Note: This Request for Information (RFI) is not a bid for work. Participation in the RFI does not guarantee that a procurement activity or contract award will follow.

Through this RFI, the Territory seeks to identify Suppliers who can provide all four of the following capabilities:

1. Service Capabilities.

• Secure Print Management
• Description of security features, including user authentication, encryption, and secure release options.
• Compliance with data protection standards aligned to the ACT Protective Security Framework.
• Device Monitoring & Analytics
• Real-time monitoring capabilities for devices.
• Reporting on device health, usage, and print volumes.
• Alerts for toner and part replacement to prevent failures.
• Availability of dashboards or analytics tools.
• Energy Efficiency.
• Features that promote power saving and sleep modes.
• Compliance with energy efficiency standards.
• Paper Reduction Strategies
• Digital alternatives and workflow optimisation to reduce paper reliance.
• Carbon Footprint Reporting.
• Ability to track and report on environmental impact.
• Integration with sustainability reporting tools. Identify pain points and opportunities for change.
• Define specific, achievable, and relevant requirements for change.
• Compliance with energy efficiency standards.

2. Managed Print Services

Suppliers would provide the following.

• A cohesive device acquisition strategy for seamless standardisation and sourcing.
• An effective placement strategy to maximise efficiency.
• Smart options for automated consumables management.
• Flexible print infrastructure solutions.
• Enhanced print processes featuring workflow optimisation and insightful analytics.
• Fleet options with lockable draws.
• Mixed fleet management options with Papercut/Follow me print.

3. Billing Mechanisms

• Pricing Models Offered:
• Cost-per-page (both monochrome and colour).
• Device-based monthly fee.
• Volume-based tiered pricing.
• Inclusions in Pricing
• Consumables.
• Maintenance and support.
• Software licenses.
• Disposal Costs.
• Billing Frequency Options
• Monthly
• Quarterly
• Transparency
• Clear reporting on usage and costs.

4. Additional Information

• Innovation roadmap for future enhancements.
• Integration capabilities with existing IT systems. For example, integration into electronic medical record applications, applications that use generic accounts and external payment systems
• Commitments to environmental sustainability.