Print Management Plan

Overview The City of Albany is seeking to engage a suitably qualified supplier to lease, support and maintain a fleet of multifunction printer/copier/scanner (MFD) devices across all City sites. The City also has a number of specialist printers that require support and maintenance outside of the lease arrangement. About Paper remains heavily integrated into the operations of the City of Albany. The usability and reliability of the City's MFD fleet is important, as is the prompt support and maintenance of the devices. The City currently leases its printer fleet and this approach has been successful. The current lease agreement is due to expire later this year. Scope The scope includes: Provision, support and maintenance of equipment to satisfy the equipment requirements detailed in Section 2 of Attachment A - CoA Equipment Requirements, under a lease agreement with the City of Albany Provision of a print management solution Support and maintenance of specified existing equipment outside of the lease The City currently has forty-seven (47) leased printer/scanner devices. When the current lease commenced in 2021, it was based on monthly print numbers of 81,000 Mono and 65,000 Colour. For the new lease, the City requires forty-three (43) printer/scanner devices. Actual print volumes recorded across the fleet for the six-month period from February to July 2026 were as follows: February 2026: 32,400 Mono, 32,700 Colour March 2026: 26,800 Mono, 37,600 Colour April 2026: 28,200 Mono, 31,300 Colour May 2026: 31,200 Mono, 39,200 Colour June 2026: 28,100 Mono, 40,300 Colour July 2026: 31,800 Mono, 34,800 Colour Total: 178,500 Mono, 215,900 Colour Average (rounded): 29,800 Mono, 36,000 Colour Contract Terms and Conditions The lease agreement must allow for the addition or removal of devices as required by the City, with any changes to the number of devices to be undertaken by way of a variation