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University Wide Print Management Initiative

August 7, 2019

After extensive research with the Northwestern IT community, Procurement and Payment Services will administer a formal bid for the implementation of comprehensive Print Management Services (PMS) program. 

The current print management model allows departments and schools to lease copiers from one of the three Preferred Vendors and pay a monthly lease cost as well as a price per click cost for each copier equipment. These costs cover maintenance and supplies.  However, this arrangement limits users to only certain copiers.

The new model would instead place multi-function devices in strategic locations, allowing users to  copy, print, scan, or fax from any device on either campus with a unique billing code to cover the usage fee. Users would only be charged a ‘price per click’, through a central billing program managed by PPS, removing the monthly lease costs included in the current model.

After bidding,  a contract will be awarded to a single vendor for both the Chicago and Evanston campus.  The awarded vendor will assess, optimize, and continuously manage the entire University document output environment. The service will lower costs, improve productivity, and increase efficiency while reducing risk. The contract will also help remove the need for day-to-day management of the copiers, including parts replacement and ordering of supplies.

The PPS and evaluation committee members will continue to meet and work on the Invitation to Bid requirements and scope of work.  You are invited to submit any specifications you think PPS and the evaluation committee members should know about for the upcoming PMS bid in writing to Sheila Watkins at or 847.491.8125

For questions about the current Copier Program, contact Tom Luczkowiak at or 847.491.8411. For questions about the Print Management Services ITB process, contact Sheila Watkins.

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