Print Management Solutions - Buyers Guidance and Resources

GSA Multiple Award Schedule (MAS) is capable of satisfying a variety of print management product and services requirements but also very stringent security requirements. The MAS Office Management Printing and Photographic Equipment subcategory includes:

The following resources are available to help you buy the Print Management Solution you need. We’re here to help! Email us at officemanagement@gsa.gov early in the process if you have questions and need additional support.

Benefits of GSA’s Managed Print Services (Special Item Number 541611MPS)

Managed Print Services (MPS) SIN 541611MPS is a holistic MAS service offering that can be tailored to include consumable supplies; imaging devices; maintenance; ongoing optimization services; print policy; print usage and fleet assessment; reporting; repairs; security enhancements; and user support.

Experienced contractors under this SIN can help your agency reduce costs through more efficient use of your existing devices, reduction in the number of devices over time, ease configuration control, lifecycle maintenance, and supply management while freeing up your resources to focus on mission critical activities. Government agencies can choose from a list of experienced MPS Contractors that will enable agencies to:

  • Reduce their total cost of ownership by reducing number of devices;
  • Ease configuration control, life cycle maintenance and supply management;
  • Improving printing habits and policies;
  • Improving network, device and end-user security;
  • Optimizing device utilization; and
  • Reducing the environmental impact of paper output and energy consumption.

Buying Guides

Acquiring multi-function devices is a necessity for normal business operations. These devices enable workers to produce, reproduce and distribute information that is mission critical. However, the necessity and criticality of these devices should not translate into a complicated procurement process that introduces fear, uncertainty, doubt, which can result in additional costs to the government. This guide attempts to demystify the procurement process for multi-function devices and equip the Buyer with a step-by-step
method for how to select the appropriate devices and support services to meet the agency’s operational needs.

How to Decide Whether to Purchase, Rent or Lease

When you are deciding to lease or buy equipment for your organization, you will most likely consult FAR 7.401 which will instruct you to consider comparative costs and other factors. Ultimately, the decision to lease or buy depends on an agency’s plans for the items to be acquired along with the agency’s budgetary situation. Unfortunately, Comparative costs and other factors vary from industry-to-industry which can complicate the decision-making process. Comparing the purchase price to the sum of the lease payments is also one of the key steps in your decision to lease or buy. That’s where GSA can help. They have created the following guide and calculating tool to help you decide.

Need Help Understanding Leasing Terms & Conditions

When acquiring copiers and printers, understanding leasing terms & conditions is extremely important. To make this process easier for you, GSA has developed the following documents that explain the procedures and associated costs of buying, leasing, and renting copier equipment. You can use these resources to learn how to calculate monthly payments, modifications and termination charges, and more.

Sample Acquisition Documents

Use these resources to help you write your requirements - employing best-in-class examples from similar government requests for products and/or services.

The shortcut to this page is gsa.gov/printmanagement.

Last Reviewed: 2021-10-14