Managed Print Services

The government authority in British Columbia requires managed print services, including cloud-based fleet management and secure print solutions for multifunction devices.

Replace existing MFD fleet with new models that meet or exceed current performance and features
Implement an integrated, end-to-end Software-As-A-Service (SaaS) Managed Print Services (MPS) fleet
Provide networked (LAN) MFDs and workgroup printers
Transition current on-premise print solution to a cloud-based platform for managing printing, tracking usage, securing documents, and automating workflows
Implement a native cloud solution incorporating print release and secure print technology
Manage all software and firmware updates for new devices via a cloud platform
Provide a framework aligned with industry cloud best practices and WorkSafeBC's IT infrastructure
Support integration and management of third-party printers and MFDs
Provide user management and authentication, including role-based access control and Single Sign-On (SSO) functionality
Ensure compatibility with Microsoft 365 and modern TLS authentication
Provide usage monitoring at the employee level and cost management per department
Offer real-time operational oversight with predictive failure analysis
Manage print queues and printing policies/rules
Provide installation, configuration, repair, and maintenance services
Conduct a comprehensive site assessment to optimize the new fleet
Implement a flexible and scalable SaaS MPS solution
Support print needs for approximately 4,000 users across multiple WorkSafeBC locations with emphasis on data security
Establish measurable improvements and cost reduction through process enhancements
Provide integration services for network connectivity, application and driver certification, and device relocation
Set measurable and quantifiable MPS Key Performance Indicators (KPI) with a Service Level Agreement
Provide remote asset management for automatic device tracking, waste reduction, and toner reordering
Offer training for WorkSafeBC personnel
Ensure printers and MFDs meet endpoint protection requirements
Provide support and maintenance services during regular business hours (Monday-Friday, 8:00 AM-5:00 PM)
Include on-site routine support, cleaning, repair, parts, and labor
Remove existing printers, MFDs, and consumables upon replacement
Offer installation and software upgrades at no additional charge during the contract term
Manage toner replacement as part of inclusive consumables
Provide complete device replacement in case of extensive repairs
Ensure standard network connectivity and Active Directory integration
MFD features must include automatic duplex printing, correct page ordering, automatic stapling, hole punching, print/folding/stapling for booklet creation, cloud scanning to OneDrive and SharePoint, support for various paper sizes (A3 and A2), high paper capacity, compatibility with thicker materials, 1200 DPI print resolution, and touch panel/card reader hardware for secure print release
Provide reporting capabilities including usage monitoring, operational dashboards, custom report creation, and device utilization optimization
Develop an implementation plan and deliver printers, MFDs, parts, and consumables Free On Board (FOB) to all office locations
Install, configure, commission, and decommission devices to WorkSafeBC's satisfaction
Remove packing waste from each delivery site
Implement a consumable inventory management system and maintain sufficient inventory of parts and consumables
Provide initial and extended warranties for printers and MFD devices, including coverage for repair services and replacement parts
Ensure no discontinued, reconditioned, refurbished, or re-manufactured equipment is used
Offer cost models for both lease and purchase options with an all-inclusive cost-per-page model (excluding paper and staples)
Be registered with WorkSafeBC and in good standing (if an employer)
Have personal coverage (if a sole proprietor and eligible) or obtain it if awarded a contract
Maintain Comprehensive General Liability (CGL) insurance of at least $5 million per occurrence
Maintain Cyber Liability insurance of at least $5 million in the aggregate
Possess a Business Continuity Plan aligned with ISO 22301 or comparable international standard, with annual testing
Ensure Disaster Recovery (DR) service or IT systems are in a different geographical location from the primary service location
Comply with and be certified to a security standard (e.g., SOC 2 Type 2, ISO 27001)
Follow third-party audited cloud security standards (ISO/IEC 27017, ISO/IEC 27001 via certification, or CSA STAR Level 2 Certification)
Implement MPS SaaS Solution network segmentation to ensure data security
Isolate administrative accounts for fleet management from print job systems
Support open identity federation and integration standards (SAML, WS-Federation, OAuth 2.0, etc.) for Microsoft Azure AD SSO authentication
Support SCIM (System for Cross-domain Identity Management) or automated user access capability
Monitor network traffic between print job and fleet management environments, including intrusion detection/prevention and separate/protected logs
Proposed MPS SaaS Solution must be a cloud-based SaaS technology
On-premise components (if required) must support Hyper-V appliance, Windows Server 2026 on Hyper-V, and vendor-managed physical appliance
Privacy policy must include personally identifiable information in definition, prohibit unauthorized collection/access/use/disclosure, include administrative/technical/physical controls, require encryption in transit/at rest, require secure destruction/return option, remove/destroy individually identifiable metadata, and include prompt breach notification
Prohibit sale or disclosure of aggregated and de-identified personal information to third parties without WorkSafeBC's express agreement
Store personal information only in Canada, US, UK, Europe, Japan, New Zealand, Australia, Singapore, or South Korea
Use only AWS, IBM, Microsoft, or Google as storage providers
Access personal information only from Canada, US, UK, Europe, Japan, New Zealand, Australia, Singapore, or South Korea
Comply with physical, administrative, and technical security requirements outlined in Appendix A

$1,000,000 – $4,000,000

RFP Issue Date: February 27th, 2026

Closing Date and Time: April 7th, 2026

Review and Evaluation of Proposals: May 25th, 2026

Estimated Date of Notification of Results: August 25th, 2026

Workers' Compensation Board

Organization overview and procurement intelligence available on paid plans.

The government authority in British Columbia seeks qualified vendors to provide managed print services, including the replacement of its existing multifunction device fleet. The goal is to implement an integrated, end-to-end software-as-a-service solution for managed print services, consisting of networked printers.

Services will involve transitioning the current on-premise print solution to a cloud-based platform that enables management of printing, tracking usage, document security, and workflow automation. The implementation will incorporate native cloud solutions with secure print release technology across printers.

Vendor responsibilities include overseeing all software and firmware updates for the new devices via a cloud platform, supporting enhancements, and managing third-party printers integration.

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