0- MPS- Exhibit D- IDS-OIT Business Case Metrics - 3-2014-c.xlsx

XLSX spreadsheet 26 KB Posted Jan 15, 2015

Attached to: Managed Print Services - Statewide
Solicitation number: RFP AAEA 2015000104 5
Issued by: Denver County, Denver City, Colorado

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Written by GovTribe AI · Mar 14, 2026

This is a Business Case Metrics spreadsheet for an Integrated Document Services/Office of Information Technology (IDS/OIT) Managed Print Services initiative across Colorado state agencies dated March 2014. The analysis encompasses multiple state departments including the Colorado Department of Education (CDE), Department of Personnel and Administration (DPA), Department of Labor and Employment (CDLE), Department of Corrections (DOC), Department of Human Services (DHS), Department of Public Safety (CDPS), Department of Public Health and Environment (CDPHE), and others. The business case evaluates the consolidation of printing assets and services statewide, with data collected through surveys, interviews, and print assessments conducted by Xerox and ABADT. The analysis identifies approximately 9,371 total printing assets across participating agencies, including 6,268 personal printers, 2,285 network printers, and 504 multifunction devices (MFDs), serving approximately 30,000 state employees.

The business case demonstrates significant financial justification for implementing managed print services, projecting total savings of $23,413,977 over the evaluation period. Key metrics indicate average monthly black-and-white clicks of 2,481,638 and monthly color clicks of 217,795 across the IDS scope. The analysis proposes consolidating from current asset ratios to a 1:4 assets-per-employee ratio, which would eliminate 3,308 redundant assets and generate $4,213,156 in savings over seven years from click-based cost reductions alone. Additional savings of $17,335,671 over seven years are projected through implementation of managed print services versus the current non-managed environment, with an incremental cost difference of $0.02 per click compared to $0.07 for maintaining personal printers. The business case assumes a replacement cost basis of $350 per asset over a seven-year cycle and identifies opportunities for asset consolidation and operational efficiency across all participating state agencies.

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Other files

File	Type	Posted
0- RFP-CM-15-001 Managed Print Services - Statewide - 12-12-14a.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit A- State of Colo Price Agreement Terms and Conditions- at 1-25-14.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit G- OIT Security Requirements- BW- FINAL- v11-2014-bb.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit I- Environmentally Preferable Purchasing Policy - 7-1-2010.pdf	PDF	Jan 15, 2015
1- MPS- Attachment 4- Vendor Response Workbook - v12-5-14bL.xlsx	XLSX spreadsheet	Jan 15, 2015
1- MPS- Attachment 1- W-9 v1-25-14.pdf	PDF	Jan 15, 2015
1- MPS- Attachment 2- Vendor Disclosure- SPO v8-14-2014.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit F- OIT SLA Requirements - v12-2014- updated 12-29-14.pdf	PDF	Jan 15, 2015
1- MPS- Attachment 3- Company Experience-Capability Fact Sheet- vSPO 11-2014 Word format.doc	DOC document	Jan 15, 2015
0- MPS- Exhibit K- Sample - IDS Billing Workbook- 12-29-14R1.xlsx	XLSX spreadsheet	Jan 15, 2015
0- MPS- Exhibit C- IDS-OIT Business Case 3-2014.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit J- SAMPLE- Vendor Quarterly Volume SUMMARY Report.xls	XLS spreadsheet	Jan 15, 2015
0- MPS- Exhibit H- IDS Standard Printers List - 11-2014-c.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit B- Price Agreement OIT Model Contract - 11-2014-NK.pdf	PDF	Jan 15, 2015
2- MPS RFP- Vendor Questions and SPO Answers- BW- 12-29-14.pdf	PDF	Jan 15, 2015
0- MPS- Exhibit E- IDS Program Equipment and Printer Metrics.pdf	PDF	Jan 15, 2015

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IDS-OIT Business Case Data 2014 IDS/OIT (LEAN) - Business Case Detail (3/2014)

	ANALYSIS	ASSUMPTION	Average of
Depts w Detail	TOTAL	CDE	DPA	CDLE	DOC	HCPF	HIST	TREAS	CDOT	DHS	CDPS	CDPHE	GOV	CDA	DOR	DOLA	DORA	DNR	DMVA	SOS	LAW	CDHE
	Surveys		1	5	- 0	1	3	1	- 0	- 0	- 0	1	9	4	1	- 0	- 0	- 0	- 0	- 0	- 0	- 0	N/A	N/A	N/A
	Interviews		5

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

37	1	3	12	2	- 0	- 0	- 0	4	9	4	2	- 0	- 0	- 0	- 0	- 0	- 0	- 0	N/A	N/A	N/A
Print Assessments		1

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

6	1	1	2	1	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	1	- 0	N/A	N/A	N/A
# Personal Printers		348

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment 6,268 25 95 282 1,181 3 19 2 1,480 1,156 799

ABADT: ABADT:

436 Personal Printer Assets; 325 Thermo Printers installed in cop cars; 97 Label Printers 105 14 92

ABADT: ABADT:

41 devices are Label/Card Printers 112 16 76 802

ABADT: ABADT:

102 of printers are Label Printers	9	N/A	N/A	N/A
	PP Clicks Per Month		63,006

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

189,019	57,665	34,922	96,432
PP CPM / Device		1,005

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

1,005	2,307	368	342	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0
# Network Printers		127

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment 2,285 77 84 373 264 Brian Pool: Brian Pool:

2012 Count

25	7	3	175	391	43	52	45	17	542	29	47	99	12
NP CPM		197,267

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

591,802	91,571	169,972	330,259
NP CPM / Device		1,366	1,366	1,189	2,023	885	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0
# MFDs		22

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

499	- 0	1	13	140	53	13	35	4	8	12	- 0	6	17	12
# MFD Color		28

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

Brian Pool: Brian Pool:

2012 Count

504	18	30	65	36	11	14	2	61	88	33	- 0	20	20	44	4	20	38	- 0
Monthly BW Clicks		310,205

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment 2,481,638 120,129 121,411 338,697 1,744,925 88,375

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS. 52,784

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS. 15,203

ABADT: ABADT:

ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.	114
	Monthly Color Clicks	31,114

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment 217,795 30,057 44,950 63,513 23,219 39,575

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS. 16,019

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS. 462

ABADT: ABADT:

ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

Total Printing Assets 612 Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

ABADT: ABADT:

436 Personal Printer Assets; 325 Thermo Printers installed in cop cars; 97 Label Printers 9,371 120 210 733 1,621 39 40 7 1,769 1,648 875 192 Brian Pool: Brian Pool:

only 2 of 4 waves counted

83	137	710	49	149	956	33	10
Total BW Clicks		5,346,880

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

37,428,272	3,232,380	3,915,660	9,184,656	20,939,100	88,375	52,784	15,203	114	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0
Employee Count	30000	1,347

Brian Pool: Brian Pool:

18396/63 Individual devices per Xerox DPA assessment

24,252	601	357	1,163	5,990	363	131	30	2,959	4,991	1,557	1,270	1,100	276	1,207	151	547	1,411	148	119	424	68
BW Clicks per Emp		4,128

Brian Pool: Brian Pool:

Xerox Assumption

ABADT: ABADT:

41 devices are Label/Card Printers

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

ABADT:

9/2013 Total Printer Clicks All MFPS part of IDS.

ABADT: ABADT:

102 of printers are Label Printers Brian Pool: Brian Pool:

only 2 of 4 waves counted

28,893	5,378	10,968	7,897	3,496	243	403	507	0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0	- 0
Total Assets/Emps		2.2	2.6	5.0	1.7	1.6	3.7	9.3	3.3	4.3	1.7	3.0	1.8	6.6	13.3	2.0	1.7	3.1	3.7	1.5	4.5	11.9
Assets/Emp 1:4 Implies	4	337	6,063	150	89	291	1,498	91	33	8	740	1,248	389	318	275	69	302	38	137	353	37	30
# Assets Saved		276	3,308	(30)	121	442	124	(52)	7	(1)	1,029	400	486	(126)	(192)	68	408	11	12	603	(4)	(20)
#PP/EMP Ratio 1:6	6	102	4,042	100	60	194	998	61	22	5	493	832	260	212	183	46	201	25	91	235	25	20
# Assets Saved		510	5,329	20	151	539	623	(22)	18	2	1,276	816	616	(20)	(100)	91	509	24	58	721	8	(10)
#PP/EMP Ratio 1:8	8	168	3,032	75	45	145	749	45	16	4	370	624	195	159	138	35	151	19	68	176	19	15
# Assets Saved		444	6,340	45	165	588	872	(6)	24	3	1,399	1,024	680	33	(55)	103	559	30	81	780	15	(5)
Repl. Cost at 6:1 over 7 yr Cycle	$350	$ 155,371	$ 1,865,150	15,706	57,881	205,669	305,288	(2,231)	8,269	1,138	489,694	358,444	238,131	11,638	(19,075)	35,875	195,694	10,544	28,219	272,869	5,075	(1,706)

BW Clicks per Emp * # Emps)		123,826,223
% Clicks PP of Total (CDE, DPA & CDLE)		14%
# PP Clicks Savable	50%	8,598,278
Savings / PP Click vs Network		$ 0.07
Click Value (1 Year)		$ 601,879
Over 7 Years		$ 4,213,156.00

	Business Case
Value - Asset & Click		$ 6,078,306

Managed Print Services
BW Clicks per Emp * # Emps)		123,826,223
Simplified Assumption Approach
5 Year TCO - Individual HP Printer	ERROR:#REF!
5 Year TCO - Network Kyocera	ERROR:#REF!
5 Year Savings Per Asset	ERROR:#REF!	ERROR:#REF!
# Assets Saved by moving to a 1:4 Ratio (from above)		3,308
Total TCO Savings Over 5 Years		ERROR:#REF!

Savings / Click vs No Managed Print	$ 0.02
Over 1 Year	$ 2,476,524.46
Over 7 Years	$ 17,335,671

GRAND TOTAL $ 23,413,977

File details come from the government source that posted it. Updated Mar 12, 2026.