92023_MFD-Copier Management Services RFI.pdf

LANE COUNTY, OREGON

REQUEST FOR INFORMATION #92023

Multifunctional Device (MFD) Management Services

Emailed responses due:

Friday, November 3, 2023, 2:30 PM PST

Lane County Department of Technology Services

125 East Eighth Avenue Eugene, Oregon 97401

RFI_ MFD/Copier Management Services 1

REQUEST FOR INFORMATION

1. REQUEST FOR INFORMATION

Lane County Technology Services department is seeking information regarding provision of multifunctional device (MFD) and copier management services for Lane County.

Until:

Friday, November 3, 2023, 2:30 PM local time Submitted to:

Shawn Hubbell, Procurement Manager shawn.hubbell@lanecountyor.gov

Single Point of Contact:

“Same as above”

This Request for Information (RFI) is for information and planning purposes only and shall not be construed as either a solicitation or obligation on the part of Lane County. The intended result is collection of information that the County will use to inform decisions regarding available options for contracting out management of the County’s MFD/Copier program. While the RFI itself will not result in a contract award, the County may choose to enter into negotiations with any supplier it so chooses if a cooperative agreement is currently in place.

Requested Services may include, but not be limited to:

• consulting services to include analysis of existing hardware and service agreements,

• lifecycle costing of various options including buy vs. lease decisions,

• analysis of optimal number and placement of MFDs to maximize efficiency,

• provision of devices, device maintenance and support, and supplies as needed,

• annual reporting of program costs and savings including forecasts for future years, As determined by the County to be in the County’s best interest, the County may at any time

(1) enter into negotiations with any supplier(s), (2) cancel the RFI and issue a formal solicitation, or (3) terminate the project.

2. PREPARATION AND SUBMISSION OF INFORMATION

2.1 Limit your responses to 20 pages (not including illustrations/tables) in Word or

PDF format. Please respond to each item in the same order as presented here.

Vendors are not required to enter information for all items listed, however do complete #1-16.

2.2 RFI Preparation. Responders are responsible for all expenses related to submission of information to this RFI.

2.3 Information Subject to Oregon Public Records Law. Information submitted in response to this RFI becomes public records under Oregon law and, following contract award, will be subject to disclosure to any person or organization that submits a public records request. Responders acknowledge that any information may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law. If a submission contains any information that is considered trade secret under ORS 192.345(2), that information must be marked with the following:

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

If the County receives a records request, including subpoena, covering information the responder believes is covered by an applicable public records exemption, it is the responder’s responsibility to defend and indemnify the County for any costs associated with establishing such an exemption.

mailto:shawn.hubbell@lanecountyor.gov

RFI_ MFD/Copier Management Services 2

BACKGROUND INFORMATION

Introduction Lane County is one of the largest counties in Oregon, with most facilities located within Eugene, Oregon. Currently the county serves over 380,000 residents and has over 1800 employees.

Current Situation Over the past 15 years the MFD/Copier program has been managed internally by various departments. Currently the County has over 100 MFD/Copier devices in use. The average age of equipment varies, with some of the oldest machines dating back to 2010, however most of the equipment (~75%) is newer than 2018. Xerox brand makes up approximately 60%, with Ricoh making up the balance. Equipment is located across eleven departments and twenty different facilities, all located within the Eugene/Springfield metro area.

Potential Scope Lane County is seeking information from parties that have the capability to provide full-service management of the County’s MFD/Copier program. Items of particular interest to the County include ability/experience of firms to aid in data collection, cost analysis, equipment life expectancy study, proper equipment placement, equipment acquisition, on-going equipment maintenance support, and other related items.

The intent of the RFI is to inform the County as to what MFD/Copier management services are available and introduce the County to parties that are potentially interested in offering these services to Lane County.

RFI_ MFD/Copier Management Services 3

REQUESTED INFORMATION

General

1. Your organization’s name:

2. Your organization’s website:

3. Contact name:

4. Contact phone number:

5. Contact email address:

6. Specify what cooperative agreements your organization has been awarded (i.e., NASPO

ValuePoint, Sourcewell, NCPA, etc). Provide cooperative name and contract number.

Equipment and Services

7. Describe approaches to acquiring equipment and compare the benefits and detriments of each. (i.e., Lease, Lease-to-Own, Purchase, Hybrid, or other)

8. Describe approaches to providing managed services for maintenance, support, and supplies. Include implementation and deployment, licensing, on-site support, and training.

9. Describe approaches to on-site service and support that minimizes downtime.

10. Describe approaches to proactive device lifecycle management.

Number and Types of Devices

11. Describe experience/capability of reviewing current number and layout of equipment based on industry best-practices and what level of analysis you can offer the County.

12. Describe options for re-using existing devices.

13. Describe programs that will allow the County to easily change the number and types of devices to support changing business needs.

14. Describe range of devices that are available from you organization.

Compliance

15. Describe solutions that are environmentally friendly, use plant-based toner and ink, and are Energy Star compliant.

16. Describe your approach to removing equipment from service including securing stored data and your sustainability efforts.

Reporting

17. Describe how devices can be configured and managed remotely using a standard web browser.

18. Describe support for Embedded Web Servers (EWS) that monitor device status and/or send problem alerts over the network via email.

19. Describe support for status sensing technology to monitor toner and ink supply levels on the device.

20. Describe reporting capabilities related to paper-usage, toner/ink reduction, etc.

Printing/Scanning/Faxing Capabilities

21. Describe solutions for "Follow Me" printing whereby users can move their print jobs from one device to another.

22. Describe solutions for "Locked Print" that require users to log on or enter a code to retrieve their print jobs.

23. Describe "Mail-to-Print" capabilities that allow users to email a document to a device for printing.

24. Describe support for single pass duplex document feeders.

25. Describe support for communicating on an encrypted channel (https).

26. Describe OCR features that convert documents to searchable text files, e.g., PDF, and formats that can automatically be opened in Word or Excel.

27. Describe support to allow scanning to the OpenText Content Server, Microsoft

SharePoint, Network Drives, email, and any other destinations.

28. Describe solutions to send or receive faxes from the MFD or electronically with a PC.

29. Describe your approach to supporting desk-top printers in an efficient manner.