Northern Alberta Institute of Technology (NAIT) - Negotiated Request for Proposal - SCM26-009B NRFP Managed Print Services

Current State: NAIT’s current print environment consists of approximately 400 owned devices, including multifunction devices (MFDs), single-function printers, and desktop units distributed across the organization. This decentralized fleet includes a mix of aging and inefficient equipment, resulting in inconsistent utilization, higher operating costs, and limited alignment with modern print and digital workflows. Desired Future State: This initiative aims to transform the current state through: A significant reduction in the size of the fleet (approximately 50%) Standardization to one model for desktop use and one multi-function printer with modular capabilities. An optimization of the print fleet to effectively manage the organization’s unique and diverse printing needs. A staged implementation to minimize disruption to staff while maximizing fiscal responsibility. The future state will include a standardized printer model strategy, improved device placement, consistent application of print policy (e.g. colour printing restrictions, re-routing of large jobs to a print shop). NAIT is seeking an all-inclusive cost-per-click pricing model, with separately identified one-time implementation, removal, disposal, and transition costs. For evaluation purposes, NAIT may calculate total cost of ownership using the submitted cost-per-click rates, estimated annual impression volumes, one-time costs, and any recurring fees. Please refer to Appendix A – Scope of Work and Appendix B – Technical Specifications for more details.