West Aurora School District 129. Request for Proposals: Printing

Transcription

1 West Aurora School District 129 Request for Proposals: Printing

2 1.0 Introduction 1.1 West Aurora School District 129 seeks proposals for an MPS (Managed Print System) that would include management systems, multi-function printers, production printing devices, and kiosk printing systems. 1.2 The District currently deploys 163 MFP s in 20 locations in the Aurora, North Aurora, and Montgomery area. 1.3 The District also leases two production printing devices at West Aurora High School. 1.4 The District also currently supports 15 30ppm devices located in labs at West Aurora High School (included in the count of 163 devices above). 1.5 The current software the district uses for management is Equitrack. The district has implemented scan to on the walk-up MFP s, as well as pull printing on all MFP s using staff member s HID cards for authentication (students authenticate with their user name). 2.0 Background 2.1 West Aurora School District serves the west side of Aurora, as well as parts of North Aurora, and Montgomery. West Aurora High School, the district s only high school, graduated its first class in 1870, the district itself was founded in 1838 and assumed the name West Aurora 129 in The District has used an MPS since before 2011 and is in the process of piloting mobile devices including ipads and Chromebooks. At this time, and for the foreseeable future, the district does not anticipate allowing printing from mobile devices. 2.3 The drivers for this RFP are as follows: Production printing device s leases expired in December of MFP leases will expire in December of The district seeks to make any leasing and contract changes in the Summer of 2018 in order to streamline possible systems and hardware deployment The district has become dissatisfied with the Equitrack solution that is in use at this time and seeks to replace it. 3.0 Contact Information and Definitions 3.1 Contact information: For the purposes of this request for proposals process, ed questions should be submitted to printrfp@sd129.org. Telephone communications should be made to the main phone number at district 129 for routing, In the following document, the terms WASD, SD129, The District, etc., shall mean West Aurora School District Proposer shall mean organizations proposing MPS solutions to West Aurora School District Sample Statement of Work 4.1 Terms and Conditions of an accepted proposal will be subject to review by the District s counsel. 4.2 Statement of Work Required Elements Per click pricing will not raise during the duration of the contract (anticipated to be three years)

3 4.2.2 WASD expects print costs to fall throughout the life of the contract at a rate of 5%-6% per year. It shall be the responsibility of the MPS vendor to monitor and perform against these cost reduction goals and report to the district on such progress No monthly minimum volume requirements Individual MFP s can be added, or removed, during the life of the contract Individual features of the print management system shall be able to be added or removed with no penalty throughout the life of the contract OEM toner must be supplied for all devices under contact Device uptime must be 99% Devices should support fault prediction services that will alert the MPS vendor to potential faults and allow preventative action to be taken Onsite response time must not exceed 1 hour Time to resolution for problems with critical systems shall not exceed 1 business day Time to resolution for problems with non-critical systems shall not exceed 2 business days Preventative maintenance is performed regularly on all devices Quarterly business reviews will be conducted Reporting shall be streamlined, easily accessible, and easily deciphered, including Print volume per location Print volume per device Print volume per user Service performance Device utilization vs. duty cycle rating Reporting shall be available in real time and in user-selected time slices The print management system shall be capable of managing print rules for both devices and individual users or groups of users Remote device monitoring, and installation of required software updates, to be available to the West Aurora IT staff Predicative toner replacement Empty cartridge returns and recycling Proposed rates must include all maintenance, repairs, parts, and consumables other than paper Minimum 90% first visit fix rate on repairs A single point of contact must be designated for West Aurora staff Proposals must include means and descriptions through which devices can and will be made secure Equitrack is not an acceptable print management system Project and change management services during the implementation of the MPS shall be the responsibility of the proposer.

4 Proposed solutions should support encryption of traffic between servers and MFPs, as well as encryption of data at rest on MFPs USB ports on proposed MFPs must be fully configurable by the MPS system and support being deactivated 4.3 Statement of work optional preferred elements West Aurora will extend additional considerations for vendors capable of offering the following: Print kiosks and suitable kiosk devices to be located at West Aurora High school, in the LMC, Nexus and in a suitable location on the second floor Cloud-based faxing to be provided in a manner such that, due to the district s low usage of faxing, it would be less expensive that 17 POTS lines The District has considered the use of digital document work flows, but has not had an opportunity to invest in an effort. Vendors with capabilities around strategic consultation, along with deep capability in implementing, supporting and maintaining digital workflow systems, are encouraged to include this capability statement in a response. Generic storage systems are preferred, such that the district is not tied to a proprietary system for document searching and retrieval WASD prefers hardware solutions that employ the same form factor in toner cartridges in all MFP s WASD will extended preference for vendors capable of deploying OCR (Optical Character Recognition) at the device level. 5.0 Required Submittals 5.1 Quantity of proposals Submit one (1) electronic or hard copy via any of the methods detailed in the section below entitled Submission. If submitting via hard copy, include one (1) electronic copy (PDF format), to be ed to printrfp@sd129.org. Proposals should contain original signatures on any page required. In the case of electronic submissions, digital signatures are acceptable. 5.2 Required Submittals It is the Proposer s sole responsibility to submit information in fulfillment of the requirements of this Request for Proposal. If submittals are not substantially compliant in all material respects with the criteria outlined in this document, it will cause the Proposal to be deemed non-responsive Proposers must submit the following information: Description of how the goods and services offered specifically satisfy the sample Statement of Work provided in Section Detailed information about how the proposer has delivered goods and services for clients of similar size and requirements to West Aurora.

5 List any certifications that the proposer or its agents hold List of three (3) references, preferably K-12 public school systems of similar size to West Aurora Complete and itemized list of pricing for goods and services requested Complete proposal of where MFP s would be located within West Aurora s campuses, with maps (maps attached with current device placement below). 6.0 Evaluation 6.1 Determination of Responsiveness: WASD will review all proposals to determine responsiveness. Proposals that do not comply with instructions, that are materially incomplete, do not meet minimum requirements, or that are submitted by proposers that do not meet minimum qualifications may be deemed non-responsive. 6.2 Evaluation Process: Stage 1: proposals will be evaluated based on the scoring criteria listed below. Scoring will be used to establish a group of proposers within a competitive range. This range will be made of proposers whose composite scores form a group of the highest ranked proposers based on the distribution of all proposer scores Should a clear winner not emerge from stage one evaluation, WASD may choose any of the following methods in which to proceed: Issue a written invitation to proposers within the competitive range requesting interviews, site visits, or any other evaluative method appropriate to the goods and services being proffered Request a best and final offer from proposers within the competitive range Points awarded in the first stage evaluation will not be carried to the second stage. 6.3 Evaluation Criteria Points will be given in each criterion and a total score will be determined. The maximum points available for each criterion are listed below: Proposal as it complies to the required SOW elements: Proposal as related to preferred SOW elements: Price of goods or services: Total: Total vendor pricing will be calculated as follows: Cost per impression, B&W (costs per impression should be broken out by proposed device model) Cost per impression, Color (costs per impression should be broken out by proposed device model) Cost per year, proposed low volume MFP Cost per year, proposed mid volume MFP

6 Cost per year, proposed high volume MFP Cost per year, proposed production print device Cost per year, print management system Negotiations WASD may commence negotiations with the highest ranked proposer, or with all responsive proposers with the competitive range. WASD may negotiate the Statement of Work, Contract price as it is impacted by negotiations on the Statement of Work, and any other terms and conditions as determined by the District Investigation of References WASD reserves the right to investigate and consider references provided by proposers. WASD may postpone the reward or execution of the contract until after competition of the investigation. WASD also reserves the right to consult with professional organizations and other K-12 public school districts as a part of the investigation Contract award WASD will award a contract to the proposers that, in WASD s opinion, best meets the requirements and qualifications whose proposal is in WASD s best interest. If a successful contract cannot be negotiated, WASD may conclude negotiations, rescind its award to the proposer, and return to the evaluation state to negotiate with another proposer(s) for award. 7.0 Instructions to Proposers 7.1 Schedule : RFP released Direct release to vendors who have indicated an interest in participating in the RFP process RFP published on the District s web site for public dissemination : Proposer meeting and sample building tours : Proposer meeting for questions and clarifications Proposals due Communications during the RFP process To ensure a fair and competitive environment, direct communication between WASD employees other than the contact provided herein is strictly prohibited applies after the pre-proposal conference and excludes the meeting set for questions and clarifications. Any proposer that intentionally violates this requirement shall be subjected to disqualification Manufacturer s names Proposers shall provide equipment as specified in the proposal, substitutions are not allowed at the outset of the contract. Substitution may be allowed during the contract as specified within the contract.

7 7.2.3 Requests for Clarification or change Such request may be made at the meeting set expressly for this purpose. WASD is not required to comply with requests for changes Addenda Any requests for additional information or addenda may be addressed to the WASD contact indicated. Responses to such requests will be provided to all proposers Public Record Upon completion of the Request for Proposals process, all information within proposals will become public records and subject to Illinois Public Records laws Submission Proposals must be submitted, as outlined above, no later than the due date and time. It is the responsibility of the proposer to ensure that proposals are received by the required date and time Hard copy proposals should be delivered to the WASD administrative office at 1877 W Downer Place in Aurora, IL, PDF proposals should be ed to printrfp@sd129.org Modifications Proposers may not modify proposals after the proposal due date and time Withdrawals Proposers may withdraw proposals via written notice, provided on the proposer s letterhead and signed by an authorized representative of the proposer Late submittals Late submittals will not be considered under any circumstance Proposal opening Proposals will be opened at the after the date and time proposals are due. There will be no formal bid opening for this process Legal review Prior to the execution of any contract resulting from this Request for Proposals process, the contract will be reviewed by WASD s legal counsel. Such review may result in changes to contracts proposed.

8 Appendix A Current WASD MFP and Production Print Fleet Device Location Average B&W/Month Average Color/Month BIZHUB C454E COPIER/PRINTER 1877 W DOWNER PL AURORA, IL BIZHUB C454E COPIER/PRINTER 1877 W DOWNER PL AURORA, IL BIZHUB 754E PRINTER/COPIER 1877 W DOWNER PL AURORA, IL BIZHUB C754E PRINTER/COPIER 1877 W DOWNER PL AURORA, IL BIZHUB 654E PRINTER/COPIER 1877 W DOWNER PL AURORA, IL BIZHUB C W DOWNER PL AURORA, IL BIZHUB C554E COPIER/PRINTER 449 W NEW INDIAN TRAIL CT AURORA, IL BIZHUB 364E 449 W NEW INDIAN TRAIL CT AURORA, IL BIZHUB C W NEW INDIAN TRAIL CT AURORA, IL BIZHUB C554E COPIER/PRINTER 449 W NEW INDIAN TRAIL CT AURORA, IL BIZHUB 364E 153 S RANDALL RD AURORA, IL BIZHUB 754E PRINTER/COPIER 153 S RANDALL RD AURORA, IL BIZHUB 754E PRINTER/COPIER 153 S RANDALL RD AURORA, IL BIZHUB C S RANDALL RD AURORA, IL BIZHUB C S RANDALL RD AURORA, IL BIZHUB S RANDALL RD AURORA, IL BIZHUB S RANDALL RD AURORA, IL BIZHUB S RANDALL RD AURORA, IL BIZHUB S RANDALL RD AURORA, IL BIZHUB 754E PRINTER/COPIER 2001 HEATHER DR AURORA, IL BIZHUB 754E PRINTER/COPIER 2001 HEATHER DR AURORA, IL BIZHUB HEATHER DR AURORA, IL BIZHUB HEATHER DR AURORA, IL BIZHUB HEATHER DR AURORA, IL BIZHUB HEATHER DR AURORA, IL BIZHUB C HEATHER DR AURORA, IL BIZHUB C HEATHER DR AURORA, IL BIZHUB 754E PRINTER/COPIER 724 PENN AVE AURORA, IL BIZHUB 754E PRINTER/COPIER 724 PENN AVE AURORA, IL BIZHUB C PENN AVE AURORA, IL

9 BIZHUB PENN AVE AURORA, IL BIZHUB PENN AVE AURORA, IL BIZHUB PENN AVE AURORA, IL BIZHUB PENN AVE AURORA, IL BIZHUB C PENN AVE AURORA, IL BIZHUB 754E PRINTER/COPIER 729 W GALENA BLVD AURORA, IL BIZHUB 754E PRINTER/COPIER 729 W GALENA BLVD AURORA, IL BIZHUB 364E 729 W GALENA BLVD AURORA, IL BIZHUB W GALENA BLVD AURORA, IL BIZHUB W GALENA BLVD AURORA, IL BIZHUB W GALENA BLVD AURORA, IL BIZHUB C W GALENA BLVD AURORA, IL BIZHUB C W GALENA BLVD AURORA, IL BIZHUB 654E PRINTER/COPIER 1332 ROBINWOOD DR AURORA, IL BIZHUB 654E PRINTER/COPIER 1332 ROBINWOOD DR AURORA, IL BIZHUB 364E 1332 ROBINWOOD DR AURORA, IL BIZHUB 364E 1332 ROBINWOOD DR AURORA, IL BIZHUB ROBINWOOD DR AURORA, IL BIZHUB C ROBINWOOD DR AURORA, IL BIZHUB C ROBINWOOD DR AURORA, IL BIZHUB 754E PRINTER/COPIER 1002 ILLINOIS AVE AURORA, IL BIZHUB 754E PRINTER/COPIER 1002 ILLINOIS AVE AURORA, IL BIZHUB C ILLINOIS AVE AURORA, IL BIZHUB C ILLINOIS AVE AURORA, IL BIZHUB 364E 1002 ILLINOIS AVE AURORA, IL BIZHUB ILLINOIS AVE AURORA, IL BIZHUB ILLINOIS AVE AURORA, IL BIZHUB DEERPATH RD AURORA, IL BIZHUB DEERPATH RD AURORA, IL BIZHUB 754E PRINTER/COPIER 1550 DEERPATH RD AURORA, IL BIZHUB 754E PRINTER/COPIER 1550 DEERPATH RD AURORA, IL BIZHUB C DEERPATH RD AURORA, IL BIZHUB C DEERPATH RD AURORA, IL

10 BIZHUB DEERPATH RD AURORA, IL BIZHUB DEERPATH RD AURORA, IL BIZHUB DEERPATH RD AURORA, IL BIZHUB 654E PRINTER/COPIER 1151 PLUM ST AURORA, IL BIZHUB 754E PRINTER/COPIER 1151 PLUM ST AURORA, IL BIZHUB 284E 1151 PLUM ST AURORA, IL BIZHUB C PLUM ST AURORA, IL BIZHUB C PLUM ST AURORA, IL BIZHUB PLUM ST AURORA, IL BIZHUB PLUM ST AURORA, IL BIZHUB PLUM ST AURORA, IL BIZHUB 654E PRINTER/COPIER 231 CONSTITUTION DR AURORA, IL BIZHUB 754E PRINTER/COPIER 231 CONSTITUTION DR AURORA, IL BIZHUB C CONSTITUTION DR AURORA, IL BIZHUB C CONSTITUTION DR AURORA, IL BIZHUB 364E 231 CONSTITUTION DR AURORA, IL BIZHUB CONSTITUTION DR AURORA, IL BIZHUB CONSTITUTION DR AURORA, IL BIZHUB CONSTITUTION DR AURORA, IL BIZHUB CONSTITUTION DR AURORA, IL BIZHUB W NEW YORK ST AURORA, IL BIZHUB W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB W NEW YORK ST AURORA, IL

11 BIZHUB W NEW YORK ST AURORA, IL BIZHUB W NEW YORK ST AURORA, IL BIZHUB W NEW YORK ST AURORA, IL BIZHUB C35 120V 1201 W NEW YORK ST AURORA, IL BIZHUB C284E COPIER/PRINTER 1201 W NEW YORK ST AURORA, IL BIZHUB 454E 1201 W NEW YORK ST AURORA, IL BIZHUB 454E 1201 W NEW YORK ST AURORA, IL BIZHUB C454E COPIER/PRINTER 1201 W NEW YORK ST AURORA, IL BIZHUB 754E PRINTER/COPIER 1201 W NEW YORK ST AURORA, IL BIZHUB PRESS W NEW YORK ST AURORA, IL BIZHUB PRESS W NEW YORK ST AURORA, IL BIZHUB 224E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB 224E 1201 W NEW YORK ST AURORA, IL BIZHUB 224E 1201 W NEW YORK ST AURORA, IL BIZHUB 224E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB 284E 1201 W NEW YORK ST AURORA, IL BIZHUB 284E 1201 W NEW YORK ST AURORA, IL BIZHUB 284E 1201 W NEW YORK ST AURORA, IL BIZHUB 364E 1201 W NEW YORK ST AURORA, IL BIZHUB C W NEW YORK ST AURORA, IL BIZHUB W NEW YORK ST AURORA, IL BIZHUB C W NEW YORK ST AURORA, IL BIZHUB C W NEW YORK ST AURORA, IL BIZHUB C554E COPIER/PRINTER 100 OAK AVE AURORA, IL BIZHUB C552DS PRINTER/COPIER 1720 N RANDALL RD AURORA, IL BIZHUB N MAIN ST MONTGOMERY, IL BIZHUB 654E PRINTER/COPIER 648 N MAIN ST MONTGOMERY, IL BIZHUB 654E PRINTER/COPIER 648 N MAIN ST MONTGOMERY, IL

12 BIZHUB C N MAIN ST MONTGOMERY, IL BIZHUB C N MAIN ST MONTGOMERY, IL BIZHUB N MAIN ST MONTGOMERY, IL BIZHUB N MAIN ST MONTGOMERY, IL BIZHUB WATERFORD RD NORTH AURORA, IL BIZHUB 754E PRINTER/COPIER 1501 WATERFORD RD NORTH AURORA, IL BIZHUB C WATERFORD RD NORTH AURORA, IL BIZHUB C WATERFORD RD NORTH AURORA, IL BIZHUB 754E PRINTER/COPIER 1501 WATERFORD RD NORTH AURORA, IL BIZHUB WATERFORD RD NORTH AURORA, IL BIZHUB WATERFORD RD NORTH AURORA, IL BIZHUB WATERFORD RD NORTH AURORA, IL BIZHUB HAWKSLEY LN NORTH AURORA, IL BIZHUB 754E PRINTER/COPIER 1600 HAWKSLEY LN NORTH AURORA, IL BIZHUB 754E PRINTER/COPIER 1600 HAWKSLEY LN NORTH AURORA, IL BIZHUB C HAWKSLEY LN NORTH AURORA, IL BIZHUB HAWKSLEY LN NORTH AURORA, IL BIZHUB HAWKSLEY LN NORTH AURORA, IL BIZHUB C HAWKSLEY LN NORTH AURORA, IL BIZHUB POPLAR PL NORTH AURORA, IL BIZHUB POPLAR PL NORTH AURORA, IL BIZHUB 654E PRINTER/COPIER 18 POPLAR PL NORTH AURORA, IL BIZHUB 654E PRINTER/COPIER 18 POPLAR PL NORTH AURORA, IL BIZHUB C POPLAR PL NORTH AURORA, IL BIZHUB C POPLAR PL NORTH AURORA, IL BIZHUB 654E PRINTER/COPIER 220 ALDER DR NORTH AURORA, IL BIZHUB 654E PRINTER/COPIER 304 BANBURY NORTH AURORA, IL BIZHUB 654E PRINTER/COPIER 304 BANBURY NORTH AURORA, IL BIZHUB C BANBURY NORTH AURORA, IL BIZHUB BANBURY NORTH AURORA, IL BIZHUB BANBURY NORTH AURORA, IL BIZHUB BANBURY NORTH AURORA, IL BIZHUB C BANBURY NORTH AURORA, IL

13 Appendix B WASD building maps with MFP and Production Print locations

14

15

16

17

18

19

20

21

22

23

24

25