4. Specification Management System 61
Introduction Tenders are invited for the provision of print devices and a print management system; inclusive of Supply, Delivery, Installation and Configuration, in line with the solution outlined in this Specifcation. Port Phillip City Council (PPCC) currently has a fleet of medium range multi-function devices (MFD s) nearing the end of their lease period. PPCC s fleet services approximately 700 workstations across 14 sites, with the majority of users and print devices situated in St Kilda Town Hall (Please see Appendix F for a map of St Kilda Town Hall) 4 secondary sites (South Melbourne, Port Melbourne, Depot, 232 Carlisle St) and 10 remote sites. PPCC is made up of 19 departments and 70 workgroups, with multi-function devices shared by multiple workgroups, with approximately 20 personal printers throughout the organization. A key objective of this project is to centralise the procurement process of all devices, rationalise the amount of printers across the fleet, in particular the introduction of secure print functionality with a view to significantly reducing the number of personal printers needed. The current fleet included in this scope is as follows:- 11 Large Volume MFD's 5 Medium Volume MFD's 15 Desktop MFD's 10 Workgroup Printers 5 Desktop Printers 3 desktop Scanners 3 Workgroup Fax Machine 2 Large format plotters 1 large format plotter/scanner A further objective is to support Council s strategic objective of taking action on climate change, and identify areas of potential efficiency gains. Requirements gathering process Deloitte was engaged by Council to scope and prepare requirement documentation for the refresh of the printing fleet and associated services for the next 3-4 years. This document contains all of the requirements for Council s Printing Fleet refresh project. These requirements have been derived from several sources including: An online survey of all Council employees Small group workshops undertaken with Managers or their delegates from all teams Feedback received from individuals written and verbal to Project team IP gathered internally by Deloitte. Management System 62
Requirements framework The requirements have been developed using the following framework. This provides a summary for the scope of the solution sought across five (5) key areas: Port Phillip City Council Print Management Requirements 1. Functional Secure Printing Default Printer Settings Colour Printing Print Job Management / Routing Cheque Printing Parking Permits Customer Service Counters Plotters 2. Technical Device / Network security Print Queue Management Application Integration Support and Maintenance Windows 7 Compliant 3. Commercial Finance/lease options Report/Audit functionality Consumable management & supply Invoicing Asset Management 4. Sustainability Energy Star Rating Recycled/Sustainable Consumables Power Consumption Waste / Print Reduction 5. Special Event Deployment Municipal Emergency Communications Centre (MECC) St Kilda Festival The requirements are supported by the following Appendix A containing relevant information for respondents: A. Device Location and Numbers Management System 63
Solution Function 1. System Function 1.1. The system shall be compatible with the Council Software and Hardware Standard Operating Environment for desktops and servers including Windows 7 for desktops. 1.2. Server components shall be capable of running in a virtualised server environment. 1.3. All application and database software administration functionality and tasks shall be accessible to authorised Council support staff, and provided with adequate security measures to prevent unauthorised access. 1.4. Installed application and database software shall be provided with suitable administrative software modules, tools, scripts, procedures and documentation, so that trained Council support staff can maintain the system for normal day-to-day and periodically scheduled operations. 1.5. The system shall support Council s existing security infrastructure and protocols: Simple Network Management Protocol (SNMP) version 2c as a minimum, version 3 preferred Active Directory authentication using Kerberos (NTLM version 2 may be accepted) Secure Lightweight Directory Access Protocol (SLDAP) is preferred for LDAP queries to Active Directory Functionality 2. General Functionality 2.1. All devices to be capable of Colour and Black and White printing, scanning, copying and faxing (unless otherwise stated) 2.2. All devices capable of scanning to (text searchable) PDF as standard with options for PDF-A, Tiff and JPG. All devices to have full colour touch screen and key pad (or key board) interface. Meets/Does Not Meet Notes Management System 64
2.3. All devices to have appropriate security defences including but not limited to hard drive encryption and erase capability. 2.4. All devices shall be implemented with default energy saving settings. 2.5. All devices (other than Desktop MFD s) to have stapling capability. 2.6. At the time of this tender, an IEEE (Institute for Electrical and Electronics Engineers) workgroup is engaged in development of IEEE 1680.2 Standard for the Environmental Assessment of Imaging Equipment, which will constitute the underlying standard for an EPEAT (Electronic Product Environmental Assessment Tool) Imaging Equipment product registry upon completion. PPCC prefers to purchase electronic products that have been registered as meeting the environmental performance criteria of the EPEAT system, and therefore reserves the right to require products which meet the final IEEE 1680.2/EPEAT requirements in any contract extensions or future contracts, and/or any future technology refreshes to this contract, once this standard is final and publicly available. The Contractor shall be responsible for ensuring equipment meets the latest EPEAT registration requirements before it is delivered. The registration requirement and a list of all equipment meeting the requirements will be available at: www.epeat.net. 3. Special Functionality 3.1. The device proposed for the Training Room/MECC shall include a solution for non-domain printing via wireless connectivity in the absence of network connectivity and a corporate print server. 4. System Functionality 4.1. Optical character recognition capability built into print management system. 4.2. Full tracking and reporting across the entire printing environment and automatic meter reading and reporting. 4.3. Black and white and double sided printing shall be set as default on all machines for all users. Management System 65
4.4. Send scanned documents directly to email from MFD. 4.5. Track the date, time and user of any scanned document that has been saved to the network or DM system. 4.6. Remote access/management capability for PPCC Service Desk. 4.7. The system shall be configured to work with Council s existing Fax Gateway (GFI Faxmaker) for sending faxes. 4.8. The devices shall be capable of using 100% recycled paper and any option for paper provision shall be for 100% recycled paper. 4.9. Workflow routing of prints according to specified criteria (Number of pages/copies, user choice, device availability, format/type of media, cost effectiveness). 4.10. The system should dynamically prompt users to accept the added cost of colour printing. 4.11. The system shall automatically notify PPCC s IS Service desk and the provider s service centre and provide regular updates on the status of any service calls. 4.12. Any updates to the provided software shall be made available to PPCC and support provided for their implementation into PPCC s environment. Service Requirements 5. Implementation 5.1. Default secure printing with HID card release with backup PIN or domain password release. 5.2. Configuration of the user interfaces to be configured as part of the implementation, with training for administrators in how to further customise. 5.3. The solution shall be implemented in such a way as to minimise the volume of unnecessary printing and the unnecessary use of colour. 5.4. Fully configured integration with TRIM with detailed instructions and training for future customisation. 5.5. Full change management including but not limited to: Management System 66
5.5.1. Initial user and administrator training. 5.6. Digital helpcards, FAQs and instructions. 5.7. The provider shall undertake a requirements analysis and documentation process in preparation for developing and implanting PPCC business rules into print management system. 5.8. The print release service is to be installed on a Microsoft Server platform, PPCC would be looking to leverage Microsoft server 2008 R2 Print Services built and configured in High Availability model utilising the Microsoft Clustered Print Server model. 6. Ongoing services 6.1. The provider shall give access to a support service including phone and email as well as automated service logging. (With availability not less than 9-5 Monday to Friday) 6.2. The provider shall manage the servicing of the 3 rd party devices being retained. 6.3. Valet service including all sites 6.3.1. Weekly for St Kilda Town Hall & 232 Carlisle St, 6.3.2. Monthly for other main sites and 6.3.3. quarterly for minor/remote sites (subject to negotiation) 6.4. 4 hour maximum response to service calls 6.5. 3 day maximum resolution to all malfunctions 6.6. Removal of all redundant equipment and secure destruction of device hard drives. 6.7. Complete support for all provided Goods and Services. 6.8. A regular schedule of training options throughout the life of the contract. This includes initial user training across the organisation. Contract 7. Contract Management 7.1. Regular contract performance reviews shall be established at quarterly intervals. Management System 67
7.2. Provision, including delivery (and removal) of all consumables (excepting paper) and replacement parts including but not limited to toner, staples, maintenance kits, binding agents shall be included in the contract. 7.3. Pricing for the provision of paper shall be provided as an optional extra. 100% recycled, 7.4. The contract shall provide for the replacement of any machine which exceeds the following Service Levels. (Note: A malfunction shall be defined as any outage to the device which requires a technician on site to resolve). Model Number of Devices Maximum allowable malfunctio ns per month Desktop X 2 4 20-8 2 3 30ppm Maximum allowable malfuncti ons per 3 months 30-55ppm 55-80ppm 80-100ppm 12 2 3 5 2 2 3 2 2 8. Contract Amendments 8.1. Council requires the flexibility to propose amendments in response to changes in requirements over the life of the Contract. 8.2. Please give an indication of how the Contractor will manage the addition of devices/sites within this contract. Remote Access 9. Remote Access 9.1. The system may support remote access for support purposes and the terms of this will be negotiated with the successful vendor. Management System 68
Fleet Inclusions 10. High Volume Machines 10.1. Provision and implementation of 3 Multi-Function Devices capable of printing not less than 80 Colour pages per minute 10.2. Provision and implementation of 5 Multi-Function Devices capable of printing not less than 55 Colour pages per minute 10.3. Provision and implementation of 13 Multi-Function Devices capable of printing not less than 30 Colour pages per minute 10.4. Provision and implementation of 8 Multi-Function Devices capable of printing not less than 20 Colour pages per minute 10.5. Provision and implementation of 14 desktop Multi-Function Devices. Management System 69