Workplace Print and Services Vendor of Record Arrangement

March 24, 2025

Overview

Supply Ontario (SO) has established a new enterprise-wide Vendor of Record (VOR) arrangement for Workplace Print and Services (Tender-19435). The VOR arrangement features two (2) streams, with a single vendor qualified in each stream.

The VOR arrangement, which becomes effective on March 1, 2025, is for a term of five (5) years, to February 28, 2030, with one (1) additional optional extension term of up to two (2) years. The VOR arrangement is mandatory for OPS ministries and agencies and is optionally available to non-OPS entities including municipalities, academic institutions, school boards, health care providers, and major transfer payment recipients.

The VOR arrangement consists of two (2) service streams with a single vendor qualified, by stream:

STREAM 1 – WORKPLACE PRINT AND PRODUCTIVITY SOLUTIONS

Stream 1 pertains to the provision of office printing devices and related services, in two (2) categories:

Equipment Category 1 – Multifunction Devices (MFDs):

  • Sub-Category 1A – Base Monochrome MFD
  • Sub-Category 1B – Base Colour MFD
  • Sub-Category 1C – Workgroup Monochrome MFD
  • Sub-Category 1D – Workgroup Colour MFD
  • Sub-Category 1E – Departmental Monochrome MFD
  • Sub-Category 1F – Departmental Colour MFD

Equipment Category 2 – Deskside and Mobile Printers:

  • Sub-Category 2A – Deskside Monochrome Printer
  • Sub-Category 2B – Deskside All-in-one Colour Printer
  • Sub-Category 2C – Mobile Colour Printer
  • Sub-Category 2D – Thermal Rugged Mobile Printer

The qualified vendor in this Stream 1 is Ricoh Canada Inc.

STREAM 2 – LARGE FORMAT PRINTERS AND SCANNERS

Stream 2 pertains to the provision of Large Format Printers, Scanners and related services, in two (2) categories:

Equipment Category 3 – Large Format Printers:

  • Sub-Category 3A – Large Format Colour Printer – 36″
  • Sub-Category 3B – Large Format Colour Printer – 42″/44″
  • Sub-Category 3C – Large Format Colour Printer – 60″
  • Sub-Category 3D – Large Format Colour MFD – 36″
  • Sub-Category 3E – Large Format Colour MFD – 42″/44″

Equipment Category 4 – Scanners:

  • Sub-Category 4A – High-Volume Scanner
  • Sub-Category 4B – Document Scanner
  • Sub-Category 4C – Sheetfed Scanner
  • Sub-Category 4D – Handheld Scanner

The qualified vendor in this Stream 2 is Ricoh Canada Inc.

Benefits

  • Savings and cost avoidance for the Province
  • Centralized management and enhanced security
  • Sustainability
  • Improved efficiencies and business processes
  • Favourable rates for a wide range of workplace print devices and services

Services for equipment, including:

  • Innovation integration services
  • Equipment lifecycle management
  • Acquisition, configuration, and delivery
  • Installation services
  • Training services
  • Warranty services
  • Equipment move services
  • Equipment removal services
  • Ad-hoc services

Solutions-based services including:

  • Print Analytics Services
  • Fleet Assessment Services
  • Fleet Optimization Services
  • Centralized Print Device Management Services
  • Automated Meter Reads and Consumables Services
  • Direct IP Printing Services
  • Pull Printing Services
  • Mobile Device Print Services
  • Digitalization and Capture Services

How to access the VOR Arrangement

For Ontario Public Service (OPS) ministries

This VOR arrangement and the user guide are available on InsideOPS.

For Non-OPS entities

Access is available through the Doing business with Ontario website

Contacts

Questions about the VOR arrangement can be directed to:

OPS Service Centre

(416) 915-7772 or 1-888-996-7772

Response to U.S. Government Tariffs. Read the latest update for more details.
This is default text for notification bar