MEP Professional Services - BidNet


RFP Title: AE/MEP Professional Services - BidNetac1950af3ceefeabf780-5a080c52246e50dbf3394147fb757de2.r62.cf1.rackcdn.com/...

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RFP Title: Managed Print Services Proposal Due Date: Initial Proposal due no later than 12:00 PM EST on May 13, 2015. RFP ID: 9389 Introduction: The NYC Health & Hospitals Corporation is a public benefit corporation of the State of New York created in 1969 under the New York City Health and Hospitals Corporation Act, New York Unconsolidated Laws 7381 et seq. (the Act), for the purpose of assuming responsibility for the operation of the municipal hospital system of the City and providing comprehensive physical and mental health care and substance abuse services to the ill and infirm in the City. The Corporation is the largest municipal hospital system in the United States with over 40,000 employees and an annual operating budget in excess of $6 billion. The Corporation operates a facility-based network of more than 5,000 beds comprised of eleven acute care hospitals, five long-term care facilities, six diagnostic and treatment centers (D&TCs), a network of over fifty satellite clinics and an HMO. A complete list of HHC affiliates is available for download with the bid package. Current State: HHC utilizes Multi-Functional Devices (“MFDs” to include high-speed print shop devices) and Desktop Printers to support the majority of HHC’s printing needs. There are 2,343 MFDs currently in use at HHC. HHC utilizes 1,011 (43%) Canon devices, 1,009 (43%) Xerox devices 314 (13%) Ricoh devices and 9 (<1%) Konica Minolta devices. Regarding device ownership; 1,201 (51%) devices are rented, 510 (22%) devices are leased, and 632 (27%) devices are owned. 2,293 (98%) of the devices are serviced by the original equipment manufacturers, while 50 (2%) of the devices are serviced by S3. This service includes the parts, labor, maintenance, and toner to ensure the devices are operating correctly. HHC spends approximately $6.6M on the MFD Inventory and Service, and prints roughly 193M black and white pages and 15M color pages for a total of 208M pages per year. The click volumes previously listed exclude a small portion of devices where click volumes could not be reported. HHC operates 9 print shops with various high-speed and high-quality equipment. The print shops are responsible for creating certain forms and creating specialty/marketing materials for specific facilities. Not all forms or specialty/marketing materials for all HHC facilities are printed in-house. HHC partners with several companies to print forms and specialty/marketing materials for needs outside of the print shop production and those services are outside of the scope of this engagement. Click volumes for these devices are included in the MFD click volume totals listed above. There are approximately 23,000 networked and local printers currently utilized at HHC. There is no model standardization at HHC today; there are several hundred different printer models currently in use. The majority of the printers are serviced by HHC’s in-house IT department, however a small portion of the HP devices are rd serviced by a 3 party. There are approximately 43,000 unique printer service requests (responded to by HHC’s IT Department directly) in a year, and each service request is estimated to cost HHC between $25 and $155 depending upon the level of repair required and the personnel utilized. HHC spends approximately $3.8M on toner for use within these printers and prints roughly 208M black and white pages and 33M color pages for a total of 241M pages per year. HHCs internal IT labor cost to service printers is not included in the above $3.8M. As HHC evolves over the next 5 years, there may be numerous strategic and transformational IT led projects that may reduce overall click volume. Examples of these initiatives include a migration to EPIC and e-prescribing. Suppliers must understand that click volumes listed within this RFP are not guaranteed to remain at current levels. Project Scope: HHC is seeking a single supplier to provide a comprehensive and innovative enterprise managed print services program (MPS) including an initial fleet replacement where necessary, tracking of print volumes across departments and facilities, recommendations based on tracking to re-direct printing to MFDs while reducing color printing. The successful supplier will provide right-sizing services by strategically reducing the number of printers and recommending an appropriate MFD inventory based on print volume and staff requirements. HHC expects that the awarded Supplier will track, monitor and manage all hardcopy output equipment and their associated supplies for HHC’s local and networked printers, multi-functional devices (including high speed print-shop devices), copiers, scanners and facsimile devices supporting all HHC facilities. The enterprise MPS program will

include break/fix/parts/labor maintenance service support for current and future equipment along with delivering timely, comprehensive and highly detailed usage reports while providing leading technology, multi-functional devices ("MFDs"), continuous education and best practice protocol to achieve print avoidance. Print avoidance can be achieved through a variety of technical and cultural changes recommended by the Supplier. User tracking results in increased visibility to who prints what and why, creating a sense of ownership and accountability of print related costs. Working with HHC Senior Leadership, awarded Supplier will help develop policies and assist in educating staff on proper printing procedures (what should be printed versus what shouldn’t). HHC and Supplier will mutually agree to annual print reduction targets that will be achieved through the adoption of various technologies and educational programs. Further, the awarded Supplier will be responsible to manage the acquisition (and removal) of the physical devices as well as providing the necessary service and support for all hardcopy output equipment. HHC’s owned MFDs will be serviced by the awarded Supplier until the device reaches end of life. At that point, the device will be replaced by the awarded Supplier’s proposed technology (after approval by HHC). HHC’s rented and leased devices will either be serviced by the awarded Supplier or replaced with awarded Supplier’s proposed technology (which Supplier will then service). All existing contracts and current service providers will be replaced by the awarded Supplier through a mutually agreed upon transition plan between HHC and awarded Supplier. The networked and local printers are owned by HHC and will be serviced by the awarded Supplier throughout the contract. HHC is also open to Supplier proposed solutions based on Supplier’s experience in implementing a managed print services program at similar organization to HHC. Goals: With this initiative, HHC sees an opportunity to consolidate its supplier base and drive standardization and operational efficiencies across the organization. In centralizing the contracting process and leveraging the volume of the entire organization, HHC expects to realize cost savings through a comprehensive, well thought-out, print management program, while maintaining or improving the current levels of quality and service/support. HHC also anticipates that the managed print services provider will drive a print management program with contractual key performance indicators (“KPIs”) that include: print volume reduction, down time reductions, up time improvements, service turn-around times, color to black/white print migration, printing re-direction (consolidating printers and replacing with MFDs), and other industry best practices, which will be reviewed quarterly. Annual targets will also be set, jointly by vendor and HHC, for print reduction where a potential shared risk, shared savings model could be explored. In order to evaluate a potential shared savings program, the KPIs must be measurable and must be able to distinguish between HHC led initiatives (organic or previously planned changes) and Vendor led initiatives. Measurable KPIs may include, but are not limited to, printer and MFD ratios, total # of clicks by Facility and Department, black/white and color click ratios. HHC is willing to entertain programs that will incentivize both parties to reduce total print volumes and total service charges. Print volume reduction must be achieved at an organizational level, but also at a Facility level. The awarded Supplier must be prepared to dedicate appropriate resources to support this print reduction at each HHC facility. Quarterly Business Reviews will be required in order to verify all agreed upon KPIs are being met. The awarded Supplier will manage all aspects of printing within the organization while consistently recommending ways to reduce print output and reduce other print related costs Suppliers are afforded the option to submit a like for like proposal (Proposal A), but also creative proposals (Proposal B) that highlight the strengths of the Client’s services and experience in managing a print environment similar to HHC. HHC intends to award this contract to a single supplier for a 5 year period, with two potential one-year renewal options. A copy of the eRFP can be obtained on the MedPricer website (MedPricer.com) by logging in with your created account beginning April 10, 2015. In order to view specs and participate in this eRFP, you will need to register with www.MedPricer.com and create your own individual login/password. To register, simply visit www.MedPricer.com and click the link labeled "Login" in the upper-right hand corner & click “register as a supplier” or copy the URL below to go directly to our registration page. PROPOSALS FOR THE eRFP must be received at the above address no later than 12:00 PM EST on May 13, 2015.

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