Office of the Chief Information Officer

United States Department of Agriculture

Managed Print Services


Managed Print Services Section Picture of a keyboard print button






Service Description

CTS can provide a vendor delivered ability for confidential faxing, scanning, copying, and printing in a secure and managed environment.
Managed Print Services (MPS) is a proven world-wide approach to reducing costs by increasing user-to-device ratios and establishing the right composition of print devices in the right locations. MPS is USDA’s commodity management approach that allows agencies to achieve cost and environmental savings through improvements to acquiring serviced print and copy devices. MPS is designed to reduce total cost of ownership, streamline acquisition, develop best practices in print management, permit agency visibility into print usage, and encourage innovation in print management.

Managed Print Services (MPS) is a vendor delivered service, which all USDA agencies have the ability for confidential faxing, scanning, copying, and printing in a secure and managed environment.

MPS, an industry leader in print management and services, is responsible for meeting the agency’s office printing needs, including the equipment, supplies, service and the overall management of the printer fleet. All print devices and equipment are owned and maintained by the vendor; the print devices are not purchased or leased.

In FY 2017, the vendors supporting MPS began a transition. No new requests for MPS installations will be taken under the contract with Lexmark™. This contract has been re-competed and awarded. However, existing services provided under it will continue until a gradual transition can be made. The replacement of Lexmark™MPS devices in use by the customer agencies will be addressed in a transition plan under the terms and conditions of the re-competed contract. The transition plan will be designed to minimize business disruptions to the customer MPS end users. In close coordination with the customers, the Lexmark™ MPS devices could be replaced no earlier than January 2017. The transition period is planned for January 2017 - December 2018. Pricing and other terms of the new contract will be provided when available. Final plans are subject to change and each customer organization has a designated participant in the planning process in order to remain current with any new developments.

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What is included

  • Detailed Monthly usage
  • Automatic delivery to the site Point of Contact (POC) of consumables and supplies when needed (paper not included).
  • Improved service benefits are received from real time device alert predictive failure notifications and priority event onsite service visits.
  • Increased productivity and security with the use of “follow me” printing options, increased device uptimes and implementation of user authentication when retrieving a fax, scan, or print jobs. The “follow me” option is only available at offices with high available bandwidth.
  • MPS provides more access, flexibility, and security with Personal Identity Verification (PIV) card, Active Directory Login or Agency PIN access integration. Authentication is required to use the device.

Service Level Metrics

Managed Print Services Performance Measures

Performance Performance Measure Performance Target
System Availability

Availability Monitoring 24x7 (based 9 hour business days) (CONUS)


Unit Deployment

(In FY2016 No new requests for MPS installations will be taken under the current MPS contract with Lexmark™)

Deployment within 30 days of the date of award order. Large USDA orders particularly at the year-end will have longer deployment times 95%
Incident Response Within 6 business hours for noncritical devices
Within 2 business hours for critical devices
Consumable Replacement (not paper) 3 to 5 business days after receipt of the request. 95%

Measurement Tool - Vendor System Reporting

Cost Savings Tips

  • Service eliminates the need for making a capital purchase or lease of printer, scanner, copier, and fax hardware and the associated consumables.
  • Agencies’ printing cost are reduced by paying only for actual usage, license and upgrade options, which un-obligates resources dedicated to devices, toner and maintenance.
  • Price per image (PPI) will decrease as volume usages increase due to project deployment across USDA.