Request for Information

Transcription

1 Request for Information Purpose This document provides information for vendors to decide whether they re willing to participate in a more detailed selection process. Issuing this request in no way obligates Wayne public school district to include any of the replying vendors in the future selection process. It will enable the vendors to provide sufficient information for the Wayne public school district to select a shortlist of vendors which may be included in the Request for Proposal (RFP) or other bid selection processes. Vendors do not need to, and are encouraged not to, prepare detailed proposals at this stage. Vendors should provide basic information regarding capabilities, costs and an indication as to how they would approach working with the Wayne public school district to achieve this document s outlined objectives. Brief Company Description Wayne Public School District is a large suburban public school district located in Wayne New Jersey. There are 14 schools and around 9,000 students. There are also administrative offices and other support groups within the school district. Brief Project Details Managed Print Services Purpose of the Request - Project Scope: The Wayne School District has identified Managed Print Services as a priority and is requesting proposals for these services. Proposals can include various and optional pricing models from month to month to contracts from a single year to multiple years. The proposal should cover printers, copiers and Print shop devices and operations. The primary purpose of this proposal is to reduce printing costs for the district, improve operational efficiencies and provide the required print services that meet the needs of the organization. The Manage Print Services engagement will include Assessment of printing requirements of the District both in the educational setting as well as the office setting. Review and design of a proposed solution with key stakeholders Implementation of solution Elements of the core service should include 1) Management information with consolidated billing 2) Proactive maintenance of the equipment fleet 3) Ongoing optimization of the environment throughout the contract life 4) Per unit pricing cost model based on type of impression 1

2 Other elements can include 1. Print Management software to manage the volume and nature of print 2. Device Management software to monitor and manage the print devices in an environment 3. Discovery and Design Software to analyses and plan for the change required in implementing a MPS 4. Imaging software to route scans and deal with non-printed electronic documents Requirements: 1. Bidders must propose the service for the District. 2. Length of Term, not to exceed 5 years as per N.J.S.A. 18A:18A Service Level Agreement or SLA Business Goals and Requirements: Reduce costs and efficiencies related to printing and printing services such as Print Shop and copiers Better management of users and business units/departments and their use of printing resources Common system platform throughout the district in order to improve support, maintenance and operations Existing Technology Environment: The Technology environment is a Microsoft software infrastructure including Windows servers and SQL databases, Microsoft Exchange mail servers There is a Metropolitan Area Network that connects all buildings to a data center. Each building is equipped with a LAN connecting each room in the building. The printers are a mix of local desktop printer, shared department printers, copiers and print shop equipment Other Requirements: 1. Bidders propose the systems and service they would recommend for the District. 2. Length of Term of any contract, not to exceed 5 years as per N.J.S.A. 18A:18A The plan can be an incremental one with different phases over a number of years In addition, please provide the following information: 1. Length of time business has provided this type of system and service. 2. Three reference sites currently using this type of system and service (New Jersey and K-12 education Preferred.) 3. Service Level Agreement (SLA) for all systems and service types under your proposal. 4. Trouble reporting and escalation procedures 5. Hours of operation for trouble reporting and issue resolution. 6. Describe maintenance and trouble notification (to us) procedures. 7. All Costs: Installation, non-recurring, recurring, and other costs. 2

3 8. List customer requirements and items in which the cost is borne by the District 9. Show applicable discounts separately for this RFI. 10. To ensure prompt response time, vendor should have an office located in the State of New Jersey. 11. Vendor should be able to provide remote support of the services on a 24/7/365 basis. 12. Vendor must be able to provide on-site support if needed using experienced and qualified personnel. 13. Vendor should be able to provide a toll free number for technical support, manned and answered by a live person within the United States. Provide availability 5 day week 9 to 5, 7/24 etc. 14. Vendor must provide a transition/implementation plan clearly defining and describing the Activities and timelines necessary to complete implementation of each of the systems and services proposed. 15. It is understood that, except as otherwise specifically stated in this RFI, the Vendor shall provide and pay for all materials, labor, tools, equipment, transportation, temporary construction of every nature and all other services and facilities of every nature whatsoever, necessary to execute, complete and deliver the work within the specified time. Licenses and permits / inspections necessary for the execution of the work shall be secured and paid for by the Vendor. 16. Vendor bid submissions may include, but are not excluded by cooperative bids from multiple vendors, provided one, single vendor shall serve as the primary vendor. Public/Private partnership opportunities, lease purchase arrangements, shared resource arrangements, and all other forms of incorporation, partnership, or other creative opportunities to meet the needs of the Wayne School District will be considered. 17. The vendor and his representatives shall follow all applicable regulations while on Wayne School District property, including the no smoking, no weapons, and drug free policies. No work shall interfere with normal work or school activities or environment unless permission is given by local manager, principal, or person(s) in charge (Superintendent, or designee). All Vendor personnel shall be easily identified by the use of identification badges and uniforms or shirts with the Vendor s logo clearly visible. 18. Vendor must maintain compliance with the specifications of their proposal throughout the life of any awarded contract. 19. An implementation timeline proposal and project plan. It is the goal of the District to not interrupt any services, if down time is required clearly identify it in the plan. Instruction and school/organizational functions must not be impacted. 20. Any proposals for long term agreements must reflect terms for adding or removing services at a later date if the District determines necessary. Special Conditions: 1. Prices to remain firm through approval, execution, and duration of the proposal. In the event of a price decrease for service or from the manufacturer or carrier, said decrease shall be passed on to the District and documented with a new price sheet sent to the Wayne School District Business Office. 2. The District reserves the right to award components to selected vendors in a manner that will benefit District priorities, goals, best interests and services to schools, price and other factors considered. 3. This RFI will be posted to the Wayne School District website under the General Information section Vendors must meet or exceed all requirements. Each response will be reviewed to determine if it is complete prior to actual evaluation. Any portions of the submitted proposal, which are to be treated by the Wayne School District as proprietary and confidential information, must be clearly marked as such. The Wayne School District reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the RFI. 5. Proposals must include preliminary pricing. The District will work with the vendor on the method of billing and payment that best meets its needs and award this RFI accordingly. 6. This RFI is subject to budgetary review, District funding availability and board approval. 7. You must provide a total of three (3) hard copies of your proposal as well as an electronic version 3

4 Selection Process Based on responses to the RFI, a RFI will be issued to a shortlist of vendors, currently planned for [date], which will contain more detailed requirements for the product, contractual details, and key criteria for successful bidders. From the replies to the RFI document, a shortlist of possible vendors will be selected who will then be asked to present demonstrations of their offerings. We project that these meetings will be completed by [date]. Proposal Evaluation Criteria: Costs, including installation, recurring, upgradability, etc. Extent to which the services provided meets the goals and objectives of the Wayne School District Provide flexibility, scalability, and systems manageability to the benefit of the Wayne School District. Service Level Agreement Billing easy to understand, summary, easy for accounts payable and auditors to understand- sample of billing provided in proposal New Jersey K-12 Education experience References and/or citations from prior installations where equal services have been provided for projects of similar size and complexities The number and types of services the vendor is able to provide to the District Quote preparation, thoroughness, and responsiveness to the RFI requirements Instructions for Vendors This documentation should be delivered back to Wayne public school district no later than [date]. Send completed RFI documentation to Tim Carlin at Wayne Public School District 50 Nellis Drive Wayne NJ Send 3 copies of marketing brochures describing your organization and your product offerings in the areas of Document Management. Feel free to contact Tim Carlin by telephone at or tcarlin@wayneschools.com, should you have any questions. Company name: Wayne Public School District Company address: 50 Nellis Drive Wayne NJ Contact person: Tim Carlin Phone number: Fax number: address: tcarlin@wayneschools.com Web site URL: 4

5 Confidentiality Information contained within this document is confidential and is provided only to give vendors a sufficient understanding of Wayne School District s requirements. Under no circumstances should information be disclosed to any third party. 5