Print Software Implementation

Ohio agency is requesting proposals for a print management software solution that supports Windows or Ubuntu, provides role-based security, and is accessible via web browsers.

Employees must receive regular cybersecurity awareness training, including programs on phishing, malware, and social engineering.
Regular vulnerability assessments must be conducted.
If Office 365 is used, the O365 Advanced Threat Protection add-on must be utilized, and MFA enforced on 100% of remote O365 sign-ons.
Successful restoration and recovery of key server configurations and data from backups must have been tested in the last 6 months.
An incident detection, reporting, and response plan and procedures must be in place for addressing security incidents, breaches, and critical vulnerabilities.
If subcontractors are used, the vendor must accept responsibility for ensuring their compliance with OPERS Security policies.
Sub-contractor security and privacy requirement policies and procedures must be in place.
Compliance with relevant information security and privacy laws and regulations (e.g., GDPR, HIPAA, PCI DSS) must be ensured.
The organization must have undergone industry-recognized security audits (e.g., ISO 27001, SOC2) within the last year.
Any reportable breaches of sensitive or confidential information since the last audit assessment must be disclosed.
A formal change management process must be in place.
A formal process for secure destruction of sensitive or confidential data must be in place.
An End-Point Protection (EPP) or End-Point Detection and Response (EDR) product must be used across the enterprise.
E-mails must be pre-screened, and an e-mail quarantine service provided to users.
Malware protection must be implemented and centrally managed in the environment.
If users can access e-mail through a web app on a non-corporate device, Multi-Factor Authentication (MFA) must be enforced for 100% of accesses.
Systems and networks that host, process, and transfer sensitive information must be protected (isolated/separated) from other systems or networks.
Encryption mechanisms must be employed to protect data both in transit and at rest.
MFA and least privilege access must be enforced for mobile and remote device access.
Patch management processes, vulnerability scanning, and system hardening practices must be in place.
A hardened baseline configuration must be applied to servers, laptops, desktops, and managed mobile devices, following standards such as CIS Controls or NIST CSF.
Patch installation must be prioritized to address critical and high severity CVEs.
Client data must be isolated from other clients.
Multi-factor authentication (MFA) must protect all privileged user accounts (Server Administration).
The software engine and/or database must be able to install and run on Windows or Ubuntu.
The software must connect to Xerox hardware, specifically Xerox Nuvera 144, Xerox Nuvera 288, Xerox Iridesse, and Xerox Versant 280 Press.
The software must allow administrators to set up and configure role-based security.
If deployed as a thick client, the software must run on Windows workstations.
If deployed as a web client, the software must be accessible by Chrome or Edge browsers.
The software should be able to monitor network folders for new files and ingest them into a print queue manager.
The software should provide an SDK or REST API to accept a print request via a service call.
The software should group print requests by document code and allow operators to manage print requests by groups of like-documents.
The software should allow each print operation to include a batch sheet printed on a different color of paper with details.
The software should allow print operators to segment a single print job for a document into smaller, more manageable groups.
The software should allow print operators to apply settings to a group of documents, such as printer assignment and simplex/duplex printing.
The software should allow print operators to stop printing in the middle of a job and resume printing from the same point.
The software should allow operators to easily view the first and last document of a job.
The software should help generate control numbers to better organize large print requests.
The software should provide visibility into large job execution, including progress and control numbers.
The software should provide historical reporting and auditing for each step of a job.
The software should be usable to facilitate Disaster Recovery testing without affecting production use.

$100,000 – $500,000

RFP Date of Issuance: March 16th, 2026

Vendor Questions Deadline: March 23rd, 2026

Question & Answers Posted to opers.org (no later than): March 30th, 2026

RFP Closes, Proposals Due: April 9th, 2026

OPERS anticipates implementing the selected software in Q1/Q2 2026, with a targeted go-live date in Q3/Q4 2026.

Ohio Public Employees Retirement System

Organization overview and procurement intelligence available on paid plans.

The agency seeks a vendor to provide print management software that will enable Printing Services staff to efficiently handle incoming print requests from various line-of-business systems. The required solution must feature an installable software engine and/or database compatible with either Windows or Ubuntu operating systems.

Additionally, the software must support administrator configuration of role-based security measures. If deployed as a web client, it should offer accessibility through modern browsers such as Chrome or Edge. Prospective vendors are encouraged to submit any questions regarding the RFP by March 23, 2026.

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