School District Manatee County
Request for Information MCSD No. 15‐01‐SM
Print Management‐ Multi‐Function Devices & Services
Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
TABLE OF CONTENTS I.
EXECUTIVE SUMMARY…………..…………………………………………3
II.
OVERVIEW……………………………………..……………………………...4
III.
PROJECT DESCRIPTION…………………………………………………… 5 A. Minimum Requirements…………….…………………………................... 5 1. Tier I and II……………………………………………………………. 5 2. Tier III and IV………………………………………………………… 6 3. Reporting………………………………………………………............ 7 4. Special Terms & Conditions………………………………………….. 7
IV.
RFI PROCESS AND REQUIREMENTS…………………………………….. 8 A. Schedule……………………………………………………… ………….. .8 B. Question/Clarifications/Submission………………………………………..8 C. Proposal Format………………………………………………….……….. 9 Attachment 1………………………………………….…………………10-13 Attachment 2…..……………………………………………………………14 Attachment 3…………………………………………………………..……15
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
I.
EXECUTIVE SUMMARY
The School District of Manatee County is comprised of six (6) high schools, four (4) technical school campuses, ten (10) middle schools, and thirty-five (35) elementary schools. School support personnel are housed in three (3) outlying facilities in the county. Student population for the 2013/2014 school year is 40,761. School based employees and support staff total approximately 5,300. In 2005, the District entered into a 5-year lease contract for print shop equipment and district leased multi-function devices. This contract was extend in 2010 for another 5 years with an end date of June 30, 2015. In 2009, the District issued a Request for Information for Desktop Print Management. The contract ended in 2014 with the District moving forward with a State of Florida contract for desktop print management. The School District of Manatee County is requesting information from qualified companies for a holistic approach to Document Management which includes Print Management and eventually Digital Workflow Management. The District is issuing the Request for Proposal (RFI) as a means of technical discovery and information gathering of current technology in the printing industry for Multi-function (MFD) devices. The District shall use the RFI for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the District to make any purchases. This RFI should not be construed as a means to pre-qualify vendors. The School District of Manatee County may utilize the results of this RFI in drafting a competitive solicitation (RFP) for the subject services/products/equipment. Any future contract that may be awarded must comply with District procurement requirements. Based on the information provided by the respondents to this RFI, a determination will be made regarding any actual contracting through a procurement process which, at the District’s option, could include but not be limited to: a formal bid process, using an existing District contract, procurement via Federal/State GSA contract(s), National Cooperative Buying Group or a piggyback of a contract established as a result of the public bid of another public agency. Participation in this RFI is voluntary and the District will not pay for the preparation of any information submitted by a respondent or for the District’s use of that information.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
II.
OVERVIEW
The District’s goal is to reduce paper and improve digital workflow with a centralized print management strategy that identifies current and future needs and production levels. Current printing models in the District are desktop printing, multifunction devices and District Print Shop. The School District of Manatee County has approximately 2,000 networked desktop laser printers of which approximately 80 percent are black & white. Roughly, 300 desktop printers are vendorowned and the remaining 1,700 desktop printers are owned by the District. All desktop printers are managed under a cost per copy service and toner contract. The majority of our district-owned print fleet is 9-18 years of age and the District’s desire is to update these devices with newer devices to reduce the conflicts currently occurring with hardware/software compatibility. The District desktop fleet was reduced from 4,200 to 2,000 in July 2014 changing the ratio per staff from 1.5 users per printer to 3.25 users per printer based on 6,500 employees. The District currently has around 160 multifunction devices (MFD) that scan/print/copy. A majority of the devices have fax capability. The MFDs are equipped with several third party software applications that are used to bill back an individual end user and can be used to electronically direct print requests to our in-house Print Shop for review and auto release to the production equipment. The District Print Shop currently leases two (2) black & white 6155PMC, one (1) 6180, and one (1) color XC800 production machine that perform varying types of work as requested by the end user. The District’s annual print volume for a typical year is approximately 51,350,000 copy clicks. This is broke down as such: BLACK & WHITE
COLOR
DESKTOP
13,000,000
300,000
MULTI-FUNCTION DEVICES
11,000,000
50,000
PRINT SHOP
25,000,000
2,000,000
DISTRICT TOTAL
49,000,000
2,350,000
PERCENTAGE
95%
5%
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
III.
PROJECT DESCRIPTION
Listed below are District minimum requirements for multifunctional printing devices. This information should be used for the preparation and submission of your company’s proposal for this Request for Information. All submissions shall use the provided submission forms noted as “Attachment” (1-3). These forms must be used so that all information if formatted consistently for ease of review and evaluation. All information received will be become property of the School District of Manatee County. A. Minimum Requirements: 1. Tier I - Remote Offices, Executive Offices, or Area of High Confidentiality Needs & Tier II - Department Workgroup or Teacher Workroom
All multifunction copier/scanner/printer/fax rated at a speed of 35 prints per minute (ppm) and faster are required to have the capability of printing on stock ranging from 20 lb. bond to 110 lb. index, letter (8 ½ x 11) and legal (8 ½ x 14). All multifunction copier/scanner/printer/fax shall have the option for automated stapling system, capable of stapling a minimum of 20 sheets of 20 lb. paper. Hole punching (desired) All multifunction copier/scanner/printer/fax shall have full offset stacking and finishing (stapling only) capabilities. All multifunction copier/scanner/printer/fax shall possess an automated document feeder, with a minimum capacity of 30 sheets of 20 lb. bond paper. All multifunction copier/scanner/printer/fax shall be capable of enlarging documents in preset increments to a max of 200%. All multifunction copier/scanner/printer/fax shall be capable of reducing documents in preset increments to a minimum of 64%. All multifunction copier/scanner/printer/fax shall have zoom capabilities from 64% to 200%. All multifunction copier/scanner/printer/fax shall have the following paper capacity, using standard 20 lb. copy paper: o 8 ½ x 11 paper supply - minimum of 250 sheets. o 8 ½ x 14 paper supply - minimum of 100 sheets. o 11 x 17 paper supply optional manual feed slot One of the two paper trays may be adjustable. All multifunction copier/scanner/printer/fax shall have image shift capabilities. All multifunction copier/scanner/printer/fax shall be operational as a “walk-up” digital copier. All multifunction copier/scanner/printer/fax shall have capability to have PIN code and/or mailbox secured access for users. All multifunction copier/scanner/printer/fax shall have capability to have programmable cost center/accounting meters, with a minimum of 100 separate cost centers/meters; vendor to specify the number of digits accommodated per accounting code. 5
Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Maximum 600 x 600 DPI DIM Card Slot Color Scan/Scan to email Must have the ability to allow release of job to any district MFD in program and retrieve anywhere in the district. RFI should include necessary steps and related hardware/software to fulfill this option.
2. Tier III – School Common Areas & Tier IV – School Front Office – District Department Office Work Areas
All multifunction copier/scanner/printer/fax rated at a speed of 45-55 prints per minute (ppm) and faster are required to have the capability of printing on stock ranging from 20 lb. bond to 110 lb. index, letter (8 ½ x 11), legal (8 ½ x 14) and ledger (11 x 17). All multifunction copier/scanner/printer/fax shall have an automated stapling system, capable of stapling a minimum of 20 sheets of 20 lb. paper. Hole Punching (desired) All multifunction copier/scanner/printer/fax shall have full offset stacking and finishing (stapling only) capabilities. All multifunction copier/scanner/printer/fax shall possess an automated document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. All multifunction copier/scanner/printer/fax shall have a bypass tray for the purpose of printing on specialized stock. All multifunction copier/scanner/printer/fax shall be capable of enlarging documents in preset increments to a minimum of 200%. All multifunction copier/scanner/printer/fax shall be capable of reducing documents in preset increments to a minimum of 64%. All multifunction copier/scanner/printer/fax shall have zoom capabilities from 64% to 200%. All multifunction copier/scanner/printer/fax shall have the following paper capacity, using standard 20 lb. copy paper: o 8 ½ x 11 paper supply - minimum of 1,000 sheets. o 8 ½ x 14 paper supply - minimum of 500 sheets. o 11 x 17 paper supply - minimum of 250 sheets (may be an adjustable tray). One of the three paper trays may be adjustable. Vendors may include auxiliary paper trays in order to meet this requirement. All multifunction copier/scanner/printer/fax shall have image shift capabilities. All multifunction copier/scanner/printer/fax rated at a speed equal to or greater than 50 ppm shall be capable of inserting tabs/or slips sheets. All multifunction copier/scanner/printer/fax shall be operational as a “walk-up” digital copier. All multifunction copier/scanner/printer/fax shall have PIN code and/or mailbox secured access for users.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
All multifunction copier/scanner/printer/fax shall have programmable cost center/accounting meters, with a minimum of 100 separate cost centers/meters; vendor to specify the number of digits accommodated per accounting code. Resolution – 600 x 600 x 8 DPI – 4800 x 600 DPI interpolated output. Color Scan and Color Copy – include copy speed for copy. All multifunction copier/scanner/printer/fax shall have capability to have programmable cost center/accounting meters, with a minimum of 100 separate cost centers/meters; vendor to specify the number of digits accommodated per accounting code. Dim Card Slot. Color Scan/Scan-to-Email and Color Copy – include copy speed for color. Must have the ability to allow release of job to any district MFD in program and retrieve anywhere in the district. RFI should include necessary steps and related hardware/software to fulfill this option.
3. Reporting All multi- function devices must have management and reporting capability. Below are requirements: Electronic monitoring of all output devices. Maintaining service records to report individual device performance. Access to electronic monthly usage reports per device. Monthly automated electronically generated status reports. Ability to measure and manage output at a job, user, department, or building level. Ability to allocate cost by job, user, department or building level. Ability to manage user access and workflows. Managed fleet optimization. Additional features available that have been proven to reduce paper and print waste (i.e. scan to print/walk up printing, etc.) District at a minimum must have read only access to real time meter reads and equipment settings for the network connections. Reports must be exportable to CSV, PDF format. Must also export into an editable spreadsheet. Data must be at individual device level. 4. Special Terms & Conditions Equipment offered must be new, unused, current models. Vendors may be required to provide demonstrations or placement of equipment for a period of time for testing, at NO COST to the District. Number of trained technicians for each machine type and size of area. Average support call response time and service level uptime. Location of local office and support dispatch office
All proposals must contain descriptive literature on the proposed multifunction device(s).
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
IV. RFI REQUIREMENTS AND PROCESS A. Schedule RFI key dates are the following: Monday, 12/15/14 Tuesday, 1/6/15 Friday, 1/9/15 Thursday, 1/15/15 3:00 pm Week of 1/19/15
Week of 1/26/15
RFI made available to the responders Deadline for addressing questions Addenda posted to website Deadline for receiving response (all material) Responses to be evaluated. Responders may be invited to present solution to Agency (presentation meetings, not negotiation meetings). Live demonstrations may be launched at this presentation. Decision to issue an RFP
B. Questions/Clarifications/Submission All questions and answers related to this RFI should be directed to
[email protected] no later than Tuesday, January 6, 2015. If you do not receive the reply message which states “Your questions have been received by the Purchasing Department of the School District of Manatee County”, please contact the Purchasing Department at (941) 708-8770. Questions received after the above mentioned date will not be acknowledged. Answers will be posted in the form of an Addendum. Addendum will be posted by Friday, January 9, 2015 and can be viewed on (www.myvendorlink.com) and the Purchasing website (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchas ing) under Bids, RFP, and Piggyback Information tab. Vendors must ensure that the information is delivered to the following address on or before Thursday, January 15, 2015 by 3:00 p.m. Please note that the School District of Manatee County will be closed from December 22, 2014 and will not reopen until January 5, 2015. Proposal deliveries need to be aware of these dates and plan accordingly. PUCHASING DEPARTMENT SCHOOL DISTRICT OF MANATEE COUNTY SCHOOL SUPPORT CENTER 215 MANATEE AVENUE WEST BRADENTON, FLORIDA 34205 It is the vendor’s responsibility to ensure the Purchasing Office receives documents according RFI specifications. The School District of Manatee County is not responsible for the delivery system – internal or external. RFI received in the Purchasing Department after the noted due date and time may not be considered.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
This RFI is only a request for information about potential products / services and no contractual obligation on behalf of the School District of Manatee County whatsoever shall arise from the RFI process. To clarify this is not a bid or proposal; therefore, no standard bid terms and conditions or contractual language is contained herein, nor is it required in your submittal. The School District of Manatee County reserves the right to request clarification or additional information from any respondent at any time during this RFI process. This RFI does not commit the School District of Manatee County to pay any cost incurred in the preparation or submission of any response to the RFI. All responses to the RFI will become the property of the School District of Manatee County and will not be returned.
C. Proposal Format Proposers shall submit one (1) original and six (6) copies with one (1) electronic format. The following information shall be included in the RFI proposal submission: Attachment #1 – Based on the information supplied, companies shall provide information on MFD models that meet the needs of the District. All information shall be completed or the proposal could be eliminated from the RFI. Attachment #2 – List all current awarded Federal, State and Local contracts available for use by the District. Attachment #3 – Statement of software applications available for billing, document management, etc.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 1 – Multi‐Function Device ‐ Tier I and Tier II
Model
Model
Model
Model
SPEED B/W SPEED COLOR DUTY CYCLE MONTHLY PAPER HANDLING Standard
Optional
Paper Output Automatic Two-sided printing PRINT First page out time Resolution Processor Memory (std/max) Connectivity Page description languages Print features Standard
Optional
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 1 – Multi‐Function Device ‐ Tier I and Tier II ‐ Continued Drivers
COPY First copy out time Copy resolution BW Copy resolution Color Copy features FAX Fax features SCAN Scan Speed Scan destinations Scan features Scan file formats Scan drivers Scanning Software SECURITY FEATURES OS SUPPORT NETWORK PROTOCOLS WARRANTY PRICING MODEL Lease/Maintenance Agreement Cost Per Copy w/Service Purchase w/Maintenance Agreement
Yes/No
Yes/No
Yes/No
Yes/No
*Alternate equipment without fax capability should be presented if a reduction in cost to the district will be realized.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 1 – Multi‐Function Device ‐ Tier III and Tier IV
Model
Model
Model
Model
SPEED B/W SPEED COLOR DUTY CYCLE MONTHLY PAPER HANDLING Standard
Optional
Paper Output Automatic Two-sided printing PRINT First page out time Resolution Processor Memory (std/max) Connectivity Page description languages Print features Standard
Optional
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 1 – Multi‐Function Device ‐ Tier III and Tier IV ‐ Continued Drivers
COPY First copy out time Copy resolution BW Copy resolution Color Copy features FAX Fax features SCAN Scan Speed Scan destinations Scan features Scan file formats Scan drivers Scanning Software SECURITY FEATURES OS SUPPORT NETWORK PROTOCOLS WARRANTY PRICING MODEL Lease/Maintenance Agreement Cost Per Copy w/Service Purchase w/Maintenance Agreement
Yes/No
Yes/No
Yes/No
Yes/No
Alternate equipment without fax capability should be presented if a reduction in cost to the district will be realized.
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 2 – Current Contracts Provide contract name, number, dates and entity name CONTRACT NAME
NUMBER
DATE
ENTITY NAME
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Request for Information for Print Management – Multi-Function Devices & Services, MCSD No. 15-01-SM
Attachment # 3 – Software Options for Device Management List any and all software that your company would use to accomplish the scope of service in this RFI. This would include proprietary and third party. Also address if each software application listed has open source access for user modifications, i.e., report data information. SOFTWARE
PROPRIETARY/3RD PARTY OPEN SOURCE
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