Request for Qualifications. to provide. Managed Print Services (MPS) March 31,

Transcription

1 Request for Qualifications to provide Managed Print Services (MPS) March 31, City of Moline, IL; RFQ for Managed Print Services Page 1 of 13

2 NOTICE REQUESTING VENDOR QUALIFICATIONS FOR MANAGED PRINT SERVICES (MPS) The City of Moline is requesting a statement of qualifications for consulting and print assessment services in order to identify feasibility of a long term agreement with a single point of contact Managed Print Service provider. Vendors must be able to service multiple brands of printers and MFPs and have thorough knowledge and experience with the management of print services, preferably with local government environments. Responses shall be in a sealed envelope and clearly marked on the front "Response to Managed Print RFQ. Sealed responses will be accepted at the Information Technology Office, th Avenue, Moline, Illinois, 61265, until 5:00 P.M. (Central Time), on Friday, April 19, No electronically transmitted responses will be accepted. Late responses will not be accepted and will be returned unopened, regardless of postmark. Responses must be submitted on the required forms and signed by an authorized agent to be considered responsive to this request for qualifications (RFQ). The RFQ is available online at This RFQ is not an offer to contract, but the first step in selecting a vendor for MPS. The objective of this RFQ is to obtain information that will inform the selection of a MPS vendor. The city's goals for a Managed Print Services contract are to: (1) reduce the total cost of print services; (2) provide clear and concise reporting and accounting; and (3) implement processes and appropriate equipment to increase service levels to internal end-users. Technical questions and questions regarding the process or submitting your response should be directed to Nathan Scott, IT Manager, at or nscott@moline.il.us. The following items SHALL be included with each bid response or be subject to disqualification: 1. EEO Policy Statement - Sign and date this page and include your own, if applicable. 2. Certification Statement - Sign, date and notarize. 3. Vendor s Product Information All information available about the solution (equipment, staff, products, or services) being proposed must accompany your response to confirm the solution meet(s) specifications. TERMS AND CONDITIONS OPTIONAL REQUIREMENTS The City of Moline reserves the right to require references, financial statements and/or company background information during response evaluations. CONFLICTS OF INTEREST The City of Moline reserves the right to request the vendor to file a statement that no City of Moline official or employee has an interest in the response for purchase. ASSIGNMENT Neither the provisions of this invitation for qualifications nor any of the obligations of either party shall be assigned or transferred in whole or in part to any person, firm or corporation without the City of Moline, IL; RFQ for Managed Print Services Page 2 of 13

3 prior written consent of the other party. Any such assignment or transfer shall not release either party from its obligation to the other party. EXPENSES Expenses incurred by the responding firm during the response preparation and demonstration processes are the responsibility of the firm. PROJECT SCHEDULE RFQ Published 3/31/13 Vendor Questions Due 4/10/13 5pm CDT (questions/answers will be published on the RFQ webpage) Vendor RFQ Responses Due 4/19/13 5pm CDT Finalist selection/notification 4/26/13 (a maximum of three vendors will be selected as Finalists) Finalist Presentations/Interviews 5/6/13 5/10/13 Vendor selection 5/13/13 GENERAL SCOPE AND ENVIRONMENT The City of Moline wishes to include as many existing printers, copiers, scanners, and fax machines as possible into a managed print program to reduce cost and waste, improve efficiency, and ensure that all included departments have right-sized machines for their needs. The city uses Laserfiche document management software, which can and should be considered during this process as a potential replacement for all paper intensive workflows. 1. Network printers: The city has three print servers that run approximately 70 network printers and uses PaperCut software to track print volume by device and user, with approximately a dozen local printers that are not tracked. PaperCut was installed in January 2012, and detailed records will be provided as necessary. Of these printers, approximately 60 are HPs; 15 are Brothers; and assorted brands make up the rest. 2. MFP Devices: The city has ten (10) multi-function copiers: - Public Works; Xerox WorkCentre 7556; purchased December 2012; contract w/ RK Dixon - City Hall 1 st Floor; Konica Minolta c654; purchased March 2012; contract w/ Marco - City Hall 2 nd Floor; Konica Minolta c452; purchased March 2012; contract w/ Marco - WPC South Slope; Sharp MX-3100N; purchased April 2010; contract w/ Advanced Business Systems - Fire Dept; Canon irc3080; purchased February 2009; contract w/ Advanced Systems - Police Dept., 1 st Floor; purchased March 2009; contract w/ Advanced Systems - Police Dept., 2 nd Floor; Canon irc3570; leased in January 2009 now month-to-month w/ RK Dixon - Finance Dept.; Canon irc4080; purchased October 2008; contract w/ RK Dixon - Water Dept; Canon irc3080; purchased August 2008; contract w/ RK Dixon City of Moline, IL; RFQ for Managed Print Services Page 3 of 13

4 - City Hall - Clerk s office; Canon irc6800; purchased November 2004; no remaining contract 3. Device output volume information (2012): - Network printer approximate: 323,000 - MFP approximate prints: 442,600 - MFP approximate copies: 353,000 - Total approximate volume for 2012 = 1,118, Locations: - Eight (8) facilities that are connected to our network with fiber and will definitely be included: o City Hall th Street o Police Dept th Avenue o Fire Dept./Finance Dept th Avenue o Public Works th Avenue o Water Plant th Street o WPC Maintenance 15 1 st Avenue o WPC North 7 1 st Avenue o WPC South th Avenue - Another eight (8) Police, Fire, and Park facilities are connected to the city s WAN via Mediacom, have limited access inclusion may be logistically difficult and are negotiable. - The Library, at st Street, may also be included. City staff will continue to communicate regarding their intent and hope to have a final answer before contract negotiation. The Library s device and volume totals are NOT included in the above statistics. City of Moline, IL; RFQ for Managed Print Services Page 4 of 13

5 SUBMITTAL REQUIRMENTS 1. Background Provide a brief background of your company including total number of staff, areas of expertise, and any special qualifications. 2. Relevant Experience Provide your experience with print assessments or related activities, preferably in the local government environment. o Describe at least 3 projects of similar scope. Cite specific examples of where your company has brought value to the institution through creative analysis, planning, and recommendations for improvement. Provide references for the projects cited. 3. Team Members Expertise Present the qualifications and experience of key team members, including the project manager and other specialists, who will be assigned to this project. Detail the qualifications, capabilities and experience of your technology integration and support team, including the number of full time technical employees that work out of an office in the Quad Cities. 4. Project Approach Describe your programming approach for this assignment. Explain how you would work to engage various city departments in the planning process. How will your company work to encourage buy-in for implementation of recommendations? Detail your approach to solution integration and management and how it relates to our internal Information Technologies processes. 5. Work Products/Deliverables For each item below please detail methodology and products you will employ to fulfill this short list of essential deliverables. Provide supportive detail of anticipated interactions with our in house technology group for each item affected. Stage 1: System Design Evaluation of overall print demand/usage and spending Cost Analysis and modeling in MS Excel Environmental Impact of analysis and modeling recommendations Implement software tools for print traffic tracking Workflow and document flow analysis Analysis of supply ordering and support/repair procedures City of Moline, IL; RFQ for Managed Print Services Page 5 of 13

6 Assessment of hardware already in place Identification of inefficient processes, overtaxed support staff, and unnecessary expense Recommendations on fleet rightsizing Market trends and benchmarking comparisons with other clients Big-picture MPS program recommendation Interim reporting Stage 2: Implementation Procurement and integration of new technology (if needed) Training and communication of any revised protocols Ongoing supply tracking (e.g., real-time toner levels) Predictive supply ordering Day-to-day maintenance, support, and repairs Interim reporting Stage 3: Tracking and Reporting Regular supply utilization reports Ongoing equipment efficiency analyses Cost-per-page summaries, tracking, and billing Recommendations for adjustments as needed Ongoing reporting 6. Proposed timelines schedule It is the City of Moline s intent to have an implementation plan in place by December 1, 2013, and a contract in place for the calendar/fiscal year Based on this understanding, suggest an optimal schedule for accomplishing this task, indicating the phases of the work effort and key milestone dates. RESPONSE REQUIREMENTS Responses are to be hand delivered or sent in triplicate (1 hard copy and 1 DVD/CD) to the following address: IT Department th Avenue Moline, IL Responses shall be in a sealed envelope and clearly marked on the front "Response to Managed Print RFQ, until 5:00 P.M. (Central Time), on Friday, April 19, Responses received after the stated time will not be considered. City of Moline, IL; RFQ for Managed Print Services Page 6 of 13

7 The City may reject any response not in compliance with all prescribed public bidding procedures and requirements, and may reject any or all responses or to waive any requirement or condition of the Request for Responses upon finding of the City it is in the public interest to do so. Each response will include a letter from the firm's authorized representative providing general information about the firm and willingness to enter into a contract for the project with an original signature. FEE AND AWARD OF CONTRACT Upon selection, final contract amount will be subject to negotiation to determine exact scope of services to be provided and final contract fee amount and a contract outlining all relevant terms shall be executed by both parties. Selection does not guarantee award of the contract. In the event the vendor and the City fail to agree to a contract, the City will choose from remaining respondents or put out another Request for Responses. The City will not reimburse respondents for any costs incurred in preparation or submission of the response. All responses are made at the sole cost of the Respondent. Proposed fee should not include or consider the costs incurred in preparation of the response. The City s IT Steering Committee will participate in the selection of Finalists and subsequent interviews and presentation. If the Steering Committee decides that a vendor s MPS program meets the expectations of service and cost savings, the Committee will then make a recommendation to City Council that the City enter into an agreement for Managed Print Services. No agreement is final unless City Council approves a contract. Selection may not be the response with the lowest cost. Respondents may not contest for any reason the selection of the City. The Contract between the Vendor and the City will include provisions indicating compensation schedule and timeline for completion of and transition to the new service. The City will retain the right of approval for any and all work performed in the course of the MPS implementation. City of Moline, IL; RFQ for Managed Print Services Page 7 of 13

8 EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT It is the policy of (insert firm name) to provide equal employment opportunity to all persons regardless of race, color, religion, sex or national origin. Accordingly, we will take Affirmative Action to ensure that we will: 1. Recruit, hire and promote in all job classifications regardless of race, color, religion, sex or national origin. 2. Make promotional decisions that are in accordance with principles of equal opportunity by imposing only valid requirements for promotional opportunities. 3. Incorporate our equal employment opportunity policy in all personnel actions such as compensation, benefits, transfers, lay-off, returns from lay-off, company sponsored training, education, tuition assistance. 4. Conduct social and recreational programs sponsored by our agency without regard to race, color, sex and religion. Firm name: Authorized signature: Title: Date: City of Moline, IL; RFQ for Managed Print Services Page 8 of 13

9 CERTIFICATION STATEMENT IN COMPLIANCE WITH 720 ILCS T/33E-11 ILLINOIS COMPILED STATUTES, CHAPTER 38, SECTION 33E-11: The undersigned individual certifies that he or she is not barred from bidding on this contract as a result of a violation or either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4 bid-rigging or bid-rotating. INDIVIDUAL: Signature of bidder: Business address: Business phone number: SUBSCRIBED AND SWORN to before me on this date: Notary Public PARTNERSHIP: The undersigned certifies on behalf of the partnership named below that the partnership is not barred from bidding on this contract as a result of a violation of either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4, response-rigging or response-rotating. Further, the undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the partnership and in accordance with the partnership agreement and the laws of the State of Illinois and that this certification is binding upon the partnership and is true and accurate. Partnership name: Signed by: Business Address: Business phone number: Insert names and addresses of all partners: SUBSCRIBED AND SWORN to before me on this date: Notary Public City of Moline, IL; RFQ for Managed Print Services Page 9 of 13

10 CERTIFICATION STATEMENT CORPORATION: The undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the corporation in accordance with by-laws of the corporation and that this certification is binding upon the corporation and is true and accurate. Corporate name: Signed by: Title: Business address: Insert names of corporate officers: President: Secretary: Treasurer: Attest: Secretary City of Moline, IL; RFQ for Managed Print Services Page 10 of 13