ACT government releases RFI for managed print services

The ACT Government has released a request for information (RFI) for procuring managed print services for Digital Canberra, a directorate that manages digital technology, data and security systems across the ACT Government and leads Canberra’s strategy for a connected digital future.

The ACT Government employs approximately 30,000 staff and delivers services across a range of environments - including schools, hospitals, community facilities, emergency services, public housing, parks, libraries and corporate offices - all of which require reliable and fit for purpose print services.

The printing services also support over 70,000 students, teachers and administration staff across ACT Government schools.

To support these operations, the Government manages a fleet of approximately 2,700 multifunction devices and printers distributed across the Australian Capital Territory (ACT) and Jervis Bay. These devices produce between 90 million and 110 million printed pages annually.

To efficiently manage this print environment, the ACT Government uses the PaperCut print management software as its follow-me print solution. This system is configured for high availability, supported by a load-balancing infrastructure, and devices are located in critical areas - including hospitals, healthcare facilities, and government offices.

A key objective of the RFI is to deliver cost-effective printing solutions that meet the varied operational needs of the government, while also supporting specific high-volume or specialised production requirements.

In parallel with cost management, the ACT Government is committed to reducing the overall size of the printer fleet without compromising service quality. This initiative aims to significantly reduce toner wastage and lower the carbon footprint associated with government printing practices.

Through this RFI, the Territory seeks to identify suppliers who can provide all four of the required capabilities, the first coming in the area of service capabilities.

This includes Secure Print Management; device monitoring and analytics; real-time monitoring capabilities; an ability to track and report on environmental impact; and integration with sustainability reporting tools.

The managed print services capabilities required includes a cohesive device acquisition strategy for seamless standardisation and sourcing; an effective placement strategy to maximise efficiency; smart options for automated consumables management; enhanced print processes featuring workflow optimisation and insightful analytics; and mixed fleet management options with Papercut/Follow me print.

The remaining capabilities cover billing mechanisms, as well as innovation roadmap for future enhancements, integration capabilities with existing IT systems and commitments to environmental sustainability.

The RFI - which is not a bid for work, with participation in the RFI not guaranteeing that a procurement activity or contract award will follow - closes on 13 April 2026 at 11:59pm.