JFS - OIS - Print Management Software License and Support

The purpose of this RFQ is to solicit responses from qualified vendors to provide print management software licenses and support for the ODJFS. The selected vendor must deliver a secure, scalable, and fully integrated print management software solution that aligns with ODJFS operational requirements, security standards, and compliance obligations, while ensuring seamless interoperability with the agency’s existing IT infrastructure.

ODJFS administers essential statewide programs including public assistance, child protective services, workforce development, and unemployment insurance. As a large, distributed enterprise, the agency requires a modern print management environment that strengthens document security, reduces printing-related costs, and standardizes print operations across all ODJFS offices. The solution must support secure print release, robust authentication controls, comprehensive reporting, and ongoing maintenance consistent with State of Ohio IT, cybersecurity, and privacy standards.

ODJFS expects to implement the print management software on new printers that will be deployed throughout ODJFS offices beginning June 1, 2026.

The Contractor selected from this solicitation process will provide print management software licenses and support. The proposed solution must meet ODJFS operational, security, and compliance requirements while integrating seamlessly with the agency’s existing IT infrastructure.

1. Technical Requirements

1. Software & Licensing: This section requires a licensing approach that covers all authorized users and devices while supporting multiple operating systems and server environments. The solution must offer flexible deployment options consistent with State of Ohio standards and ensure continuous operations through strong availability and recovery capabilities.

1. Hardware & Device Integration: This section emphasizes the need for seamless compatibility with ODJFS’s existing multifunction device fleet. The solution must enable secure device-level functionality, integrate with agency authentication hardware, and allow efficient deployment of print drivers across all agency locations.

1. Authentication & Security: This section outlines expectations for secure identity management and access control through integration with state-approved authentication platforms. The solution must safeguard data through strong encryption, enforce secure print release methods, and meet all state and federal security and compliance requirements, including auditing and retention standards.

1. Reporting & Analytics: This section requires comprehensive reporting capabilities that provide visibility in user activity, cost allocation, and operational trends. The solution must support financial accountability through chargeback features and offer environmental insights that help guide sustainability efforts.

1. Mobility & Bring-Your-Own-Device (BYOD): This section highlights the need for flexible printing options that support a wide range of personal and agency-issued devices. The solution must offer mobile and web-based print capabilities that accommodate remote and hybrid work environments without compromising usability or security.

1. Software Support & Maintenance: This section details the need for reliable, continuous support, including defined service levels for issue resolution, regular updates to maintain system security, and onsite assistance to support the agency’s multifunction device environment as needed.

1. Software Capabilities: This section describes the requirement for advanced functional features that streamline print management, including targeted driver deployment, detailed activity auditing aligned with agency security policies, and automated updates for both the software and associated hardware.

This is a Request for Proposals (RFP) issued by the Ohio Department of Job and Family Services (“ODJFS” or the “State”) administered utilizing agency competitive selection under House Bill 33 which is enacted in State of Ohio Administrative Policy, issued by the Ohio Department of Administrative Services, State Purchasing Procedures (PM-01).  ODJFS Office of Contracts and Acquisitions on behalf of the Office of Information Services (OIS) is soliciting proposals for Print Management Software License and Support.

ODJFS will award the contract to the lowest responsive and responsible supplier. Offerors should describe how they plan to approach the scope of work outlined in this RFQ. Quotes will be evaluated to determine best value and the most advantageous response for ODJFS. A quote may be disqualified if the response is unacceptable, incomplete, or found to be invalid. The State may request best and final offers (BAFOs) from Offerors. If an Offeror does not submit a BAFO, the State will treat that Offeror’s proposal, or most recent offer, as its BAFO.