Request for Proposals for Managed Printing Services (MPS)

[Pages:12]Information Technology

Request for Proposals for Managed Printing Services (MPS)

The purpose of this document is to provide interested parties with sufficient information to enable them to prepare and submit a proposal for providing managed print services solutions, and copier lease and maintenance services for Counterpart International (Counterpart) at its Arlington, VA office.

Contents

GENERAL INFORMATION ....................................................................................................................................... 2 ELIGIBILITY ............................................................................................................................................................. 2 EVALUATION.......................................................................................................................................................... 2 SUBMISSION REQUIREMENTS................................................................................................................................ 3 CLARIFICATIONS .................................................................................................................................................... 3 DELIVERY ............................................................................................................................................................... 4 EXISTING SERVICES ................................................................................................................................................ 4 SERVICES REQUIRED .............................................................................................................................................. 5 LENGTH OF CONTRACT .......................................................................................................................................... 8 ANNEX A: QUESTIONS............................................................................................................................................ 8 ANNEX B: PROPOSAL ........................................................................................................................................... 10 ANNEX C: QUOTATION FORM .............................................................................................................................. 11 ANNEX D: CAPITAL LEASE VS. OPERATIONAL LEASE ............................................................................................. 12

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General Information

1. The RFP is not to be construed as creating a contractual relationship between Counterpart and any vendor submitting a response to this RFP.

2. Counterpart shall have no obligation or liability to any vendor responding to this RFP. All costs associated with responding to this RFP are borne solely by the respondent.

3. Counterpart reserves the right to reject any or all responses, to modify the scope with one or more of the respondents, and to waive any/all requirements which Counterpart deems to be in its or its employees' best interest.

4. By submitting this information, the vendor represents that it has examined and understands this RFP and has become fully informed of all the requirements of the RFP. All terms and conditions set forth in this document are accepted and must be incorporated in the submission unless explicit exception is made to individual items and accepted by Counterpart.

5. After evaluation of the responses, Counterpart will make its selection based on the response which best meets its needs, in the sole discretion of the Company. This RFP is not intended to create a public bidding process, and the proposal with the lowest quoted fees will not necessarily be accepted, nor will any reason for the rejection of any proposal be indicated.

6. Counterpart reserves the right to privately negotiate with any firm with respect to the requirements outlined in this Request for Proposals.

7. By submitting a response, the vendor represents that it has the ability to meet the requirements outlined herein.

8. Counterpart may require follow-up oral interviews with selected respondents and may require the respondents to participate in negotiations.

Eligibility

Bidders must not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by Counterpart to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this request for quotation. Bidders must pass a compliance screening as requested by the USG for USG-funded programs.

Evaluation

Counterpart evaluates quotations based on the best value provided be each vendor for technicallycompliant quotations received. Bidders are requested to provide a data sheet of the proposed services, and are advised to provide clear explanations of any deviations from the requested specifications.

Criteria

? Adherence to minimum feature set (Appendix A) ? Pass/Fail. Any configuration below minimums will deem the proposal non-compliant

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Information Technology ? Cost of the solution - 60% ? Service level ? 20 % ? Vendor experience and capabilities ? 10% ? Technical Specifications in excess of minimal criteria - 10%

Submission Requirements

Currency

All prices shall be quoted in USD. Counterpart reserves the right to accept or reject any bids submitted in a currency other than the mandatory bidding currency stated above. Counterpart may accept bids submitted in another currency than stated above if the Bidder confirms in writing that it will accept a contract issued in the mandatory bid currency, and that for conversion the official operational rate of exchange of the day of RFP deadline as stated in the RFP letter shall apply.

Language

All quotations shall be submitted in the English language

Quotations Due

Bidders are responsible for the timely delivery of their quotations. All quotations must be received according to the instructions below.

Contact: Pablo A. Destefanis, Sr. Director, Information Technology Address: pdestefanis@ Date: March 15th, 2016 COB EST

Submissions received after the deadline will not be considered. Quotations shall be binding and valid for a period of thirty days from the due date. Counterpart will award this procurement in total and will not accept partial quotations. The supplier will acknowledge the purchase order upon award, under the terms and conditions stated in the purchase contract.

Other

? Counterpart is a tax-exempt 503(c) organization. Please consider this in your quotations. ? Counterpart reserves the right to increase or decrease the quantities specified. ? Bidder may quote units with better specifications. ? Proposals must include all required supporting documentation, assurances, specifications, etc.

Attach product specifications/brochure separately, if desired.

Clarifications

Suppliers with questions or requests for clarification are encouraged to send questions by email to the address specified above promptly in order to allow time for the provision of a written response.

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Information Technology Explanations or interpretations provided by personnel other than the above named contact person, will not be considered binding or official.

Delivery

All services shall be available to all users by the date specified in this RFP, at the address specified below. Vendor should coordinate all tasks necessary to provide the quoted services with Counterpart.

Delivery date: no later than April 4th, 2016, COB, EST Delivery address: Counterpart International

2345 Crystal Drive, Suite 301 Arlington, VA, 22202 Delivery of machines must be to the specified location within a minimum of 48-hour advance notice, between 8:00 AM and 3:00 PM

Existing Services

Counterpart is currently under a MPS contract which provides both maintenance and consumables for its printers, and includes lease payments when applicable.

While most printers will be replaced, the lower tier of printers will not, and the bidders are advised of the need to support a multi-vendor environment.

All printers are currently networked.

Main Printers

Printing services at Counterpart HQ are currently provided by a set of three (3) Xerox ColorQube 9201, and one (1) Xerox 7545.

The current average copies per month for all these printers combined are 36,000 black ink copies and 9,000 color copies. Most printouts (>75%) are done in duplex mode.

Auxiliary Printers

A set of three (3) Kyocera 3920DN are used as workgroup printers. The Kyocera printers amount for 10% of the total Black ink printing. Counterpart is planning to remove these printers.

The current average copies per month for all these printers combined are 5400 black ink copies. We expect this volume to be absorbed by the main printers.

Personal Printers

There is a lot of 17 HP LaserJet P1606DN, one (1) HP1212, and one (1) HP1525 assigned to individual offices and covered by our current printing services contract.

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Information Technology While these devices are the property of Counterpart we wish for the MPS contract to cover their service and consumables.

The current average copies per month for all these printers combined are 12,000 black ink copies and 250 (two hundred and fifty) color copies.

Services Required

Counterpart desires to replace all its main printers, remove its auxiliary printers, and maintain the set of personal printers through a MPS contract.

Counterpart does not desire to own the replacement printers, and would strongly prefer a contract that would allow to expense all its printing-related expense as services or a combination of services and operational leases, avoiding a classification of capital lease. The ideal setup will be one with output expenses consolidated into a single recurring charge based on usage. For a detailed analysis of what would constitute a capital lease please see Annex D: Capital Lease vs. Operational Lease.

The services should cover all device servicing (labor), parts, IMACD and consumables for the length of the contract.

Vendor is responsible for delivery of supplies to point of need. Paper and staples will be supplied by Counterpart.

Vendor shall provide a professionally staffed helpdesk for troubleshooting and problem resolution. Phone or web access to the printer support desk will be provided to follow up with service calls and technical support. Vendor shall provide a web site to enter service requests, view status of service requests, and manage printer assets.

Vendor should provide a way for Counterpart to track the utilization of the printers on and individual basis, with the ability to see no less than one year of utilization reports.

Printer Specifications ? Main Units

The bulk of printing will be provided by no less than four workgroup printers. The minimum capabilities for these units are as follows:

? Standard Functions: Copy, Email, Scan, Print ? Connectivity: Ethernet 100/1000 Mbps ? Power saving features: Energy Star rated ? Centralized management of all settings ? Security Features: 802.1x, Audit log, Fax security, HTTPS (secure scan and network server), Hard

disk encryption, IP filtering, Network authentication, Password protected device access, SNMPv3, User authentication

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Information Technology ? Features: Job build, collation, color scanning and copying, output tray selection, supply life indicator, remote management, auto tray switching, auto-fit, side loading tray, Bates stamping

Printing ? Printing Speed: Color no less than 35 ppm, Black no less than 50 ppm ? Print resolution: 1200 x 2400 dpi ? Two-sided printing ? Duty cycle: No less than 150,000 images/month ? Secure printing/Print hold, allowing user to specify a code before releasing a print job ? Print on paper weight from 15# paper to card stock ? Windows, MAC, and Linux print driver support

Scanning ? Scanning Speed: No less than 50ppm color, 70ppm black and white ? File formats: JPEG, PDF, PDF/A, Searchable PDF and XPS, TIFF, multipage TIFF ? Features: Simultaneous two-sided scanning, Color scanning, Scan to network share, Scan to desktop, Scan to email

Media Handling ? Document handler: Duplex Automatic Document Feeder, capacity no less than 100 sheets ? Paper sizes supported: A3, A4, A5, Executive, Legal, Letter, Statement, Tabloid, US Folio, #10 Commercial, C4 Envelope, C5 Envelope, Custom sizes, DL Envelope, Executive, SRA3, Tabloid Extra, US Folio ? Media Types: Heavyweight, Hole punched, Labels, Envelopes, Glossy, Coated, Cover, Preprinted forms ? Tray capacity: 1500 sheets combined capacity using standard trays

Finishing Options ? Multi-position stapling, Single-position stapling, 2-hole legal punch, 2-hole punch, 3-hole punch, additional sheet tray

Optional Printer Options ? To be quoted separately

? Print accounting/cost control option, per-user, per-group. Active Directory or LDAP-enabled. ? Scan to SharePoint ? Cloud printing, mobile printing ? Z Fold / C Fold Unit ? Post Process Inserter with HVF and HVF w/Booklet Maker ? Convenience Stapler ? "Follow-me" printing

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Printer Specifications ? Personal Units

Personal printers are not expected to be replaced. The selected provider will take over management of the existing fleet, covering the same services provided to other printers.

Delivery and Installation

The selected bidder will be responsible for the delivery and turn-key installation, including any required materials, to ensure enough time for Counterpart to sign off on the delivery before the deadline specified in the present RFP.

Bidders are invited to perform a site survey at a mutually-convenient time.

Service

Minimum service response expectations:

? Vendor shall respond to a request for maintenance within one (1) hour ? Maintenance and repair calls must be performed within four (4) hours of request for service. ? The maximum allowable downtime for any one piece of equipment is forty-eight (48) hours. ? Vendor assumes all responsibility for hardware performance due to service parts and

components. ? Vendor will assume responsibility for disposal of and recycling of all service parts. ? Vendor will supply the district Business Office with a call completion notification in electronic

format. ? A "loaner" machine must be placed in the building for any equipment that can't be repaired and

restored to normal operating service within 48 hours. ? Excluded from the requirements are delays resulting from acts of nature, accidents, or extreme

weather condition.

Training

The selected bidder is requested to provide either directly or via a qualified third party no less than two (2) training sessions for users, covering:

? Main functions ? New and advanced functions ? Toner and paper conservation ? Reporting issues and basic troubleshooting

The contents of the training will be coordinated with Information Technology department to ensure they are both applicable to the current landscape and that they highlight the new features of the printing service.

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Length of Contract

Counterpart request a quotation for a three-year contract and a five-year contract.

Annex A: Questions

Please answer the following questions, or make sure the documentation about the proposed equipment accompanying you offer clearly answers these questions. Clearly mark any "optional" or "accessory" equipment, software or service as such, and provide a quotation if it is needed to comply with the present RFP.

Printing Allowance/Quotas/Pre-purchased copies

1. What is the printing allowance? Please specify an allowance per type of printout, rather than by printer.

2. How often is the overage calculated and billed? A longer billing cycle could allow Counterpart to "level" the normal peaks and dips in printer utilization

3. What are the options to adjust allowance based on usage? 4. Are the printers new? Equipment must not have any copies produced on it before (excluding

basic install testing).

Technology

1. Describe the toner technology implemented in your equipment offering 2. What optional equipment is being proposed? Provide all options for the proposed equipment

which include but may not be limited to finishers, extra paper capacity drawers, additional port and fax line connections wireless capabilities and secure access capabilities. Optional components should be clearly marked as such in the specifications. 3. Are there any license agreement terms and conditions? Please provide any license agreements for any software components that are included as part of your proposal, whether yours or a 3rd party product. Any software that is licensed by a 3rd party provider must be clearly marked 4. Please describe the options regarding scanning (compression, formats, delivery) if not included elsewhere in the proposal 5. If the device runs out of toner, can you still use the scanning, emailing capabilities? 6. List the types of document sizes your proposed equipment will accept for printing on your proposed models 7. List all the paper sizes your proposed equipment will be able to print upon 8. List the paper stock (weight, size, type) your proposed units will be able to print upon 9. Are there any constraints to the implementation of your proposal, e.g. requirements to use, acquire, setup additional software, compile reports or export data, and/or provide access to our network to third parties?

Management

1. Does the proposed unit contain bi-directional driver support that enables users to read the status of the unit from any device (PC, laptop, hybrid, tablet, smartphone)?

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