Request for Proposals: Multi-function Copiers / Printers RFP:

Transcription

1 Request for Proposals: Multi-function Copiers / Printers RFP: Red Deer County (RDC) is inviting any printer and support sales firm prequalified through the Alberta Provincial Government Standing Offer process to submit a service support solution to replace our multifunction printer equipment at our various facilities. In the event that two vendors propose the same manufacturer, preference will be given to the more local vendor. RDC requires a business partner that can facilitate the provision of equipment, maintenance of equipment, and technical support. Most importantly the partner needs to be able to provide strategic insight, change management, one on one customer training as well as design and support collaboration services as well. The desire is to create a partnership where in the proponent (vendor) is an active and ongoing partner with RDC. RDC requires a total service management solution comprised of two parts: 1) Consultation services to provide adequate user satisfaction as well as ongoing process, strategic and change management. 2) Standard hardware and maintenance based on a cost per page rental agreement, the majority of the focus should be on part one. This document will indicate what is expected as a minimum service agreement as well as a guide on how proposed service agreements will be evaluated. Prior to submitting an official proposal, RDC requests a preliminary meet to discuss infrastructure needs and ensure candidates fully understand the scope of the services required. Please contact RDC for any clarification or information pertaining to this request for service. Any request for information or clarification must be submitted in writing by to dstendie@rdcounty.ca. Any oral communication will be considered unofficial and non-binding to RDC. 1

2 Definitions 1. Red Deer County is referred to as RDC. 2. The entity submitting a proposal is referred to as the Proponent. 3. The successful Proponent is referred to as the Contractor. Submission Requirements and Schedule 1. An electronic copy of the proposal in.pdf format must be submitted to dstendie@rdcounty.ca no later than 16:30 on March 21, Any site visits must also be completed by this time. 2. The subject line should read: RFP: It is the sole responsibility of the proponent to see that their proposal is received by RDC in the proper time. Late responses will be rejected at the sole discretion of RDC. 4. Submission of a proposal indicates acceptance by the proponent of the conditions contained within this request, unless clearly and specifically noted in the submission. 5. A short list (3) of qualified proponents may be selected by 24:00 March 25, Should none of these vendors be able to provide a solution as requested, RDC reserves the right to reissue this RFP. 6. The contractor may be selected from the short list by April 4, If a contractor is selected through this process, the timeline for completion of the implementation will be June 15, Proponents must meet with RDC IT staff prior to submitting their solution. This is required so that RDC is confident that each proponent understands the request. It will also give proponents a chance to view and discuss our infrastructure, which should strengthen the proposed solutions. 9. Should the contractor wish to sub-contract or assign any of its duties to a third party, written consent must be obtained from RDC. Considerations 1. The Parties agree that the content of each response shall be held in the strictest confidence and the details of any response will not be discussed with any other party. Except for information made public by way of reports to Council or subject to the Freedom of Information and Privacy Act. Theses exceptions may result in the submitted document being produced for public distribution. Should RDC receive a request for an alternate format, the firm must be able to produce the alternate format. This assures compliance with accessibility standards legislation. 2. All proponents must agree that they will not claim damages, for whatever reason, relating to the RFP, by reason of submission, in respect of the competitive process, or in respect of any breach of any implied duty or fairness, including but not limited to any costs incurred by the proponent in preparing its submission. A proponent by making a submission, waives any and all such claims. 3. If any agent or representative of the proponent makes any solicitation or representation to any RDC stakeholder after the submission of a proposal, RDC reserves the right to reject the proposal. 2

3 4. RDC is under no obligation to accept any of the proposals submitted during this process. Minimum Service Agreement Requirements 1. Provide a single point of contact for Red Deer County IT Administration regarding all printing / process needs. 2. Proactive Support: Gather regular statistical print and cost information in order to ensure printing directives are met. Find broken processes, improve communications, fix breakdowns, define system improvements and strategic focus. Provide input into vendor support improvements and client process improvements. Work as change agent for client process improvements 3. Reactive Support: Elevate Customer Support on unresolved issues to find and fix hot problems. Ensure latest vendor technology is applied and updated on printing equipment 4. Apply deep and broad office printing technical background and knowledge of copier industry trends to improve overall printing services. 5. Mentor/consult with clients, and other vendors when needed to ensure improved and strategic printing practices. 6. Anticipate, understand, and position the perception of system problems for Red Deer County IT Administration in advance. 7. Lead consulting with partner delivery teams in planning, delivering, and managing complex support design, deliver, and manage delivery of office printing solutions. 8. Maintain high-level expertise in area of focus and stay abreast of future technology directions. 9. Minimum Expected Client Contacts: Meet once a year for full review of Print Services and Consulting Services Meet twice a year regarding strategic issues associated with printing Meet twice a year to review customer satisfaction surveys Meet as required for customer training Meet as required for customer based projects Hardware Configuration and Usage Minimum requirements include, but are not limited to, the following: Copy / Print speed of ppm Continuous copy of 1000 copies Auto Duplexing: 1:2;2:2;2:1 Duplexing for all paper sizes 100/1000 mbps network interface card. Network protocols TCP/IP with a web based administration interface. Supported integration with OpenText. (Scan to) Scan to PDF (Searchable/OCR compatible) Scan to (Searchable/OCR compatible) Page numbering Stapler, whole puncher, finisher 3

4 Power save mode Auto paper selection / Auto tray switching / Dual page copy / booklet copy Load balancing Sheet stacker Fax The current infrastructure consists of the following equipment. The print counts are for a period of 4 years. Toshiba Model Copy Count Scan Count Print Count estudio 4555c Color:19655 Black:31012 Color:15112 Black:24700 Color:79203 Black:72048 estudio 4555c Color:18745 Black:31522 Color:20397 Black:24525 Color: Black: estudio 6550c Color: Black: Color:89810 Black:53984 Color: Black: estudio 4555c Color:6803 Black:1524 Color:1122 Black:1118 Color:46364 Black:14418 estudio 6540c Color:65217 Black: Color:39720 Black:79550 Color: Black: estudio 347cs Color:2464 Black:9136 Color:18391 Black:6027 Color:10294 Black:14069 estudio 4555c Color:19351 Black:15511 Color:7178 Black:4026 Color:59385 Black:27634 estudio 4555c Color:48598 Black: Color:14192 Black:40614 Color: Black: Evaluation The following information is to be included in your proposal submission and will be used as the basis for evaluation. Failure to provide the following information may result in your submission not being considered. Proponents are asked to structure your proposal in sequential order as listed below: Cover Letter 0 Points Your proposal should include a Cover Letter containing the following information: 1. Company name, address, website address, telephone number, fax number, address and primary contact person. 2. Signed by the person or persons authorized to sign on behalf of the company. Experience and Qualifications 10 Points Provide a description of your company, including the following: 1. A general statement of competence and expertise. 2. Overview of the company, with a profile and brief history of the Proponent. 3. Experience with similar, consultation service orientated implementations. 4. A list of staff who will be a perpetual part of the business relationship. A list of similar projects that the assigned staff may have completed. 5. How long your company has worked with the systems proposed. Other than the proposed system, how many systems does your company support? 4

5 Service Agreement and Contractor Responsibilities 35 Points The Proponents should briefly communicate their understanding of the RDC s business and how their proposal will best meet the County s requirements. Provide the following: 1. Any alternatives to RDC s current infrastructure based on printing volumes and site visit. 2. The Definition of the Proponents Managed Print Services. Please indicate what you feel should be included in Managed Print Services and what it will consist of within 3 years. Also indicate how long you have been providing managed services. Provide scenarios were you have provided change or new innovations to your clients. 3. A plan to provide Managed Print Services. Clearly describe how the Proponent will seek to improve processes and print efficiencies for RDC and how this process will be regularly reviewed and measured. 4. A plan for an ongoing user satisfaction. The plan should provide a way to review RDC staff needs and allow for changes to be made to the print service as a result. 5. A plan defining how change management would be applied within the County regarding process analysis, user education, hardware substitution and strategic focus. How would this plan be reviewed and evaluated? 6. Inclusion of standard break / fix services. Please indicate the level of service provided for hardware failure and maintenance. Provide details concerning the maintenance of software, firmware and drivers. Indicate all applicable turnaround times and escalation processes. 7. A plan for diagnostic services. The plan should include a description of tools to be used, whether the process is managed on site or remotely, who has access and the training required. The plan should also include all applicable turnaround times and escalation procedures. 8. A plan for integrating OpenText software. Users require the ability to scan into the software. The plan should include a detailed description of the proposed solution. Indicate whether the solution is supported by the proponent or a third party. 9. A training program to introduce staff to operation of the new equipment during transition and throughout the contract. Equipment Proposed 20 Points 1. Hardware. Please provide a completed specification sheet for our review. 2. Software. Please list all modules and software required and indicate if they are supported by the proponent or a third party. 3. Provide a detailed explanation of the scanning capabilities of the proposed equipment. List the destinations and file formats available, options for end-user one touch scanning from the equipment, compression used to minimize scanned file size. Also indicate if hard copy scan to searchable PDF is available. 4. Inclusion of a process to duplicate and deploy settings, templates and drivers to all devices. 5

6 5. Inclusion of your supplies management process. Define how you distribute supplies and cartridges. 6. Describe how your company achieves fleet optimization. Please include hardware best fit assurance to assure maximum capacity and efficiency. 7. Provide an indication as to whether or not disposal / removal of existing equipment can be facilitated by the proponent. Pricing 25 Points 1. Inclusion of per page costing for a solution that includes consultation / Managed Services fees. 2. Inclusion of per page costing that excludes consultation services. In addition the rates that would apply for consultation / managed print services as a standalone service. 3. Cost of optional components. 4. Cost of solution for OpenText integration. 5. Submit a schedule of hourly rates for any additional services identified by the Proponent References 10 Points Provide a minimum of three recent (within the last three years) customer references. References should be from customers who have the type of equipment proposed in this offer and locations where the equipment is operating in a networked environment. Please only include references for customers making use of managed print services. The preceding weighting list will be the evaluation criteria used by the RDC s evaluation committee. The evaluation criteria will be applied to all presented solutions. However, the Evaluation Committee is not strictly bound to these weightings. The Evaluation Committee will not be obligated to select the solution that offers the cheapest price. 6

7 Specification Sheet Specification Brand Model Additional costs for options e.g. fax/ocr capability Dimensions Weight Power consumption detail watts / amps Power saver mode YES NO Power receptacle type required Resolution (copier/printer) Resolution (scanner) Copy / Print speed (ppm) Scan speed Scan to PDF (searchable/ocr capable) YES NO Scan to (searchable/ocr capable) YES NO Paper Trays / Drawers (number and std/max paper capacity. Duplex options (1:2;2:2;2:1) YES NO Duplex max paper size Duplexing speed (ppm) Auto paper selection YES NO Device memory Network protocol Supported OS platforms Printer Drivers (List all) Page numbering YES NO Supported integration with OpenText Software YES NO Please provide an explanation of proposed integration with OpenText Wireless printing capabilities YES NO 7