Exhibit_B_-_Device_Pricing_Template.xlsx
XLSX spreadsheet 315 KB Posted
- Attached to
- MANAGED PRINT SERVICES 2026
- Solicitation number
- MPS 2026
- Issued by
- Orange County, California
About this file
This is a Device Pricing Template and Cost Summary Exhibit for a Managed Print Services Request for Proposal (RFP) issued by the City of Tustin, California. The RFP seeks proposals for managed print services covering approximately 119 owned and leased multi-function devices (MFDs) and desktop printers distributed across various City locations. The procurement includes 12 device categories ranging from high-volume production devices (75+ PPM) to low-volume personal printers (30+ PPM), with both black-and-white and color options. Current fleet usage totals approximately 51,775 black-and-white pages and 91,225 color pages monthly. Vendors must provide pricing for each device category with specified accessories including finishers, hole punches, fax kits, scanning capabilities, and paper handling features. All equipment pricing must include delivery, network installation, and training. The pricing template auto-calculates 60-month FMV lease payments for comparison purposes and links to a Total Cost Summary sheet for evaluating both lease and purchase options.
Vendor responses must include per-page usage rates for both black-and-white and color printing to enable annual cost projections based on current fleet volumes. The City reserves the right to purchase or lease devices as needed without intent to terminate existing leases early, with pricing locked in for the contract term. The RFP also includes an optional software component addressing secure printing, follow-me printing, printer visibility and administration, reporting and analytics, and security compliance capabilities. Vendors proposing software solutions must provide separate pricing for the software platform and professional services, which are not required for contract award. The template includes provisions for vendors to propose comprehensive print management platforms with integrated authentication, audit logging, cloud or on-premises deployment options, and integration with Microsoft Active Directory or Single Sign-On systems.
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Text version
Vendor Info Sheet #1
REQUEST FOR PROPOSAL (2026 RFP)
CITY OF TUSTIN MANAGED PRINT SERVICES
Vendor Company Name: Enter Vendor Name
Primary Contact Name:
Primary Contact Person Email:
Primary ContactPhone:
| Pricing Template Instructions: |
| Complete this Vendor Information Sheet which will populate your Company Name onto each of the following pricing sheets templates. |
Sheet #2 is the device pricing input templates with specifications for each of the 12 Device Type categoies. Vendor shall input their proposed discounted pricing for each Device Category with the added accessory configuration that meets the minimum device specifications. Vendor shall input their device pricing information in the yellow shaded areas to include the Make, Model, Product Code, MSRP, Discounted Cash Price, along with the Per Page cost for both BW and Color Usage. 60 Mo. FMV Lease Payment is auto-calculated for comparrison purposes only. Each sheet will auto calculate the total MSRP and Cash Price for the total Configuration and will link those bid prices to (Exhibit B - Total Cost Summary) sheet for projected total quantity calculations. Quantity and monthly usage projections are based on actual current fleet stats and are not guaranteed.
(Exhibit B - Total Cost Summary) is a detailed Cost Projection that will auto-populate with the expected device quantity and projected volumes. The Summary Sheet links to the Vendor Pricing filled in for each of the Category #1 to #12 Device Type MFP's allowing for both a BW and Color machine option for future consideration.
All bid cash price shall include all delivery, network install and training.
Device Minimum Specs
Exhibit B - Device Minimum Specs / Requirements
| Managed Print Cost Proposal Summary - RFP (Current Fleet Quantity and Usage Volumes) | ||||||
| New Device Category | Quantity | Notes | Current Mo. BW Volume | |||
| (All Units) | Current Mo. Color Volume | |||||
| (All Units) | Minimum Specs | |||||
| Category #1 BW MFP | 0 | Optional High Volume BW Produciton Device. | 0 | > 75+ PPM High Volume BW MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size | ||
| Category #2 Color MFP | 0 | Optional High Volume Color Produciton Device. | 0 | 0 | > 75+ PPM High Volume Color MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size | |
| Category #3 BW MFP | 0 | For Area's Doing up to 10k Plus Pages Monthly BW Only | 0 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size | ||
| Category #4 Color MFP | 11 | For Area's Doing up to 10k Plus Pages Monthly Combined BW & Color | 17,230 | 42,400 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size | |
| Category #5 BW MFP | 0 | For Area's Doing up to 7K Month BW Only | 0 | > 45+ PPM Mid-Volume Office BW MFP with Fax Kit, Scanning with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size | ||
| Category #6 Color MFP | 8 | For Area's Doing up to 7K Month Combined BW & Color | 5,037 | 17,886 | > 45+ PPM Mid-Volume Office Color MFP with Fax Kit, Scan with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size | |
| Category #7 BW MFP | 0 | For Area's Doing Less than 7k Per Month BW Only | 0 | > 35+ PPM Low Volume Office BW MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size | ||
| Category #8 Color MFP | 1 | For Area's Doing less than 7k Per Month Combined BW & Color | 1,342 | 5,901 | > 35+ PPM Low Volume Office Color MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size | |
| Category #9 BW A4 Desktop MFP | 0 | BW Workgroup MFP Not Requiring 11 X 17 | 0 | > 30+ PPM Office BW A4 MFP with Fax, LAN & Wireless Printing, Scanning with 500 sheet paper capacity | ||
| Category #10 Color A4 Desktop MFP | 39 | Color Desktop Printer/MFP Not Requiring 11 X 17 | 14,650 | 24,272 | > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | |
| Category #11 BW A4 Personal Printer | 53 | BW Desktop Personal Printer Not Requiring 11 X 17 | 7,085 | > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | ||
| Category #12 Color A4 Personal Printer | 7 | Color Desktop Printer/MFP Not Requiring 11 X 17 | 6,431 | 766 | > 30+ PPM Office Color A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | |
| Total | 119 | 51,775 | 91,225 | |||
| BDK Baseline Current Mo. Cost | Current Annual Maintenance Cost | ERROR:#REF! |
Projected Proposal Annual Savings once fully implemented ERROR:#REF!
Device Config Pricing Sheet #2
| Enter Vendor Name | |
| City of Tustin Exhibit B - Product Category / Device Pricing |
| Pricing Effective Date: | ||
| 00-00-00 | All Pricing Shall Include Delivery, Set-Up and Training in the Main Unit Cash Price and Lease Payment. Lease Payment is auto-calcuated for comparrison purposes. |
If a required accessory is standard and included in the base device cost, then type the word "Included" in the Accessory Description in Column F.
| New Device Category | Notes | Make | Model # | Standard Config X | Product Code | MSRP Price Per Unit | Bid Cash Price Per Unit | 60 Mo. FMV Lease Payment Per Unit | BW Per Page Rate | Color Per Page Rate | Minimum Specs |
| Category #1 BW MFP | Optional High Volume BW Produciton Device. | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 75+ PPM High Volume BW MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size | |
| Multi-Positon Staple Finisher | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| 2 & 3 Hole Punch | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Booklet Fold / Z-Fold | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| High Capacity Feeder | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #2 Color MFP | Optional High Volume Color Produciton Device. | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 75+ PPM High Volume Color MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size |
| Multi-Positon Staple Finisher | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| 2 & 3 Hole Punch | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Booklet Fold / Z-Fold | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| High Capacity Feeder | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
| Category #3 BW MFP | For Area's Doing up to 10k Plus Pages Monthly BW Only | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size |
| External - Finisher Stapler 2/3 Hole Punch (1250 Sheet) | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | |||
| Hole Punch | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #4 Color MFP | For Area's Doing up to 10k Plus Pages Monthly Combined BW & Color | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size |
| External - Finisher Stapler 2/3 Hole Punch (1250 Sheet) | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| Hole Punch | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
| Category #5 BW MFP | For Area's Doing up to 7K Month BW Only | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 45+ PPM Mid-Volume Office BW MFP with Fax Kit, Scanning with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | |||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Additional Paper Tray to meet spec | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Optional Finisher | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #6 Color MFP | For Area's Doing up to 7K Month Combined BW & Color | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 45+ PPM Mid-Volume Office Color MFP with Fax Kit, Scan with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Additional Paper Tray to meet spec | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Optional Finisher | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
| Category #7 BW MFP | For Area's Doing Less than 7k Per Month BW Only | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 35+ PPM Low Volume Office BW MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | |||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Additional Paper Tray to meet spec | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Optional Finisher | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #8 Color MFP | For Area's Doing less than 7k Per Month Combined BW & Color | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 35+ PPM Low Volume Office Color MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Additional Paper Tray to meet spec | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Optional Finisher | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Add Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
| Category #9 BW A4 Desktop MFP | BW Workgroup MFP Not Requiring 11 X 17 | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 30+ PPM Office BW A4 MFP with Fax, LAN & Wireless Printing, Scanning with 500 sheet paper capacity |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | |||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| 500-Sheet Paper Tray | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Optional 2nd Paper Tray | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Optional Printer Stand | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #10 Color A4 Desktop MFP | Color Desktop Printer/MFP Not Requiring 11 X 17 | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 30+ PPM Office Color A4 MFP with Fax, LAN & Wireless Printing, Scanning with 500 sheet paper capacity |
| Analog Fax Line | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| Network Scanning | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Additional Paper Tray to meet spec | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| 550-Sheet Paper Tray | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Printer Stand | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
| Category #11 BW A4 Personal Printer | BW Desktop Personal Printer Not Requiring 11 X 17 | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. |
| Optional Paper Tray 2 | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | ||||
| Optional Paper Tray 3 | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Local Printer Support | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | ||||
| Other Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Other Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 |
| Category #12 Color A4 Personal Printer | Color Desktop Printer/MFP Not Requiring 11 X 17 | Enter Make | Enter Model | x | Enter Product Code | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 | > 30+ PPM Office Color A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. |
| Optional Paper Tray 2 | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | Vendor / Add any clarifying comment here. | |||||
| Optional Paper Tray 3 | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Local Printer Support | Add Accessory Description | x | Product Code | $0.00 | $0.00 | $0.00 | |||||
| Other Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Other Optional Accessory | Add Accessory Description | Product Code | $0.00 | $0.00 | $0.00 | ||||||
| Total Configuration Price | Standard Configuration Total = X | $0.00 | $0.00 | $0.00 | $0.0000 | $0.0000 |
&K0C769E&F &K01+048&P&K01+000 &K009ED6of &K01+048&N &K0C769E&A
Optional Software Proposal
| City of Tustin Managed Print RFP / Optional Software Requirements | Enter Vendor Name | ||
| # | City Desired Optional Software Proposal and Costs | # | Vendor Response and Offering: Optional Print Management Software Solution |
| This Propsoal is a Discovery Process for the City to determine the value of implementing these features. | Enter Proposed Software Name Here | ||
| 1 | Secure Printing, Follow-Me Printing, and Print Management Platform | 1 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| The City is interested in evaluating a comprehensive print management platform that enhances document security, improves the user printing experience, increases visibility into the City's print environment including local printers, and simplifies administration of printers and multifunction devices. The City prefers a single, integrated software platform that provides secure print release, Follow-Me printing, printer visibility, administration, reporting, and analytics through a common user and administrative interface. Solutions that require multiple independent software applications to deliver these capabilities should clearly describe the integration approach, user experience, and administrative impact. |
| Desired Functionality |
| The proposed solution should provide capabilities that include, but are not limited to, the following: |
| 2 | Secure Print Release | 2 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| · User authentication through employee badge credentials, PIN, mobile application, or directory-based authentication. | |||
| · Secure release of print jobs at authorized printers and multifunction devices. | |||
| · Protection of confidential and sensitive documents from unauthorized viewing or retrieval. | |||
| · Auditability and reporting of print activity and release events. |
| 3 | Follow-Me Printing | 3 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| · Ability for users to submit print jobs to a centralized queue and release those jobs at any authorized device. | |||
| · Support for employees working across multiple City facilities and departments. | |||
| · Elimination of abandoned print jobs and reduction of unnecessary printing. | |||
| · Consistent user experience across all supported print devices. |
| 4 | Printer Visibility and Administration | 4 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| · Centralized visibility into network-connected and local printers and multifunction devices throughout the City. | |||
| · Automated printer discovery and inventory management. | |||
| · Real-time device status monitoring and alerting. | |||
| · Centralized printer deployment, configuration, and removal. | |||
| · Simplified print driver deployment and management. | |||
| · Administrative dashboards providing fleet status, device utilization, and operational insights. | |||
| · Management of printers by user, department, and location. |
| 5 | Reporting and Analytics | 5 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| · Departmental and organizational print usage reporting. | |||
| · Device utilization and capacity reporting. | |||
| · Identification of underutilized or oversized devices. | |||
| · Historical trend reporting and analytics. | |||
| · Support for sustainability and paper reduction initiatives. |
| 6 | Security, Privacy, and Compliance | 6 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| Proposers shall describe the security architecture, data handling practices, administrative controls, and compliance capabilities associated with the proposed solution. The proposed solution should provide capabilities and information that include, but are not limited to, the following: | |||
| · Protection of print job data and user information through industry-standard encryption while data is in transit and at rest. | |||
| · Secure storage, transmission, and disposal of print jobs, including automatic deletion of unreleased print jobs after a configurable retention period. | |||
| · Support for integration with Microsoft Active Directory, Microsoft Entra ID (Azure Active Directory), Single Sign-On (SSO), Multi-Factor Authentication (MFA), and badge-based authentication methods, as applicable. | |||
| · Role-based administrative access controls that limit access to system functions, reporting, and configuration settings. | |||
| · Comprehensive audit logging of user activity, print releases, administrative actions, authentication events, and system changes. | |||
| · Secure communication between client devices, print servers, cloud services, printers, and multifunction devices. | |||
| · Support for security updates, vulnerability remediation, and ongoing maintenance of the proposed solution. | |||
| · Business continuity and disaster recovery capabilities appropriate to the proposed deployment architecture. | |||
| · Ability to identify and document any third-party software, hosting providers, cloud services, subcontractors, or external dependencies required to deliver the proposed functionality. | |||
| · Compliance with applicable industry security standards, certifications, or independent security assessments, if available. |
| 7 | Vendor Response Requirements | 7 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| Proposers shall describe the proposed platform and identify how each requested capability is supported. |
Responses shall include:
| 1. Product name and manufacturer. |
| 2. Deployment architecture (cloud, on-premises, or hybrid). |
| 3. Authentication and security capabilities. |
| 4. Reporting and analytics capabilities. |
| 5. Integration requirements. |
| 6. Implementation approach. |
| 7. Ongoing support and maintenance requirements. |
| 8. Software licensing structure. |
| 9. Identification of any third-party software required to achieve the requested functionality. |
| 10. Description of data collection, storage locations, retention periods, and data deletion practices. |
| 11. Description of security architecture, encryption methods, audit logging capabilities, and administrative access controls. |
| 12. Identification of applicable security certifications, compliance attestations, vulnerability management practices, incident response procedures, and business continuity/disaster recovery capabilities. |
| 13. Describe the solution's ability to discover, inventory, monitor, and report on locally connected, USB-connected, personal, and non-standard printers. Identify any limitations regarding visibility, reporting, or management of such devices |
| 8 | 7 | Pricing Methodology / Pricing Model | 8 | Provide a Summary Solution Offering here and how it meets the needs of this section. Reference any included attachments. |
| 1. Pricing and Pricing Model | 1. Pricing and Pricing Model | |||
| 2. Provide an Annual Cost Estimate for 100 Devices | 2. Provide an Annual Cost Estimate for 100 Devices | |||
| 3. The City reserves the right to evaluate, accept, reject, or defer implementation of any proposed software solutions. Pricing for software and related professional services shall be clearly identified as separate optional line items and shall not be required for award of the core Managed Print Services contract. | 3. Vendor May Provide any additonal comments, clarifcations or suggestions here. |
&F &P of &N &A
Exhbit B - Total Cost Summary
| Enter Vendor Name | ||
| Exhibit B - Total Cost Summary | ||
| Managed Print Cost Proposal Summary - RFP (Like for Like Replacement Example) |
This Sheet will Auto-Populate from the Pricing Input on Category #1 to #12 Config Pricing Sheet #2. Quantity and Volumes are total Fleet current device usage and are for comparrison purposes only. Pricing shall be locked in for term.
Orders will be placed with selected vendor as needed. There is no intent or desire to terminate current leases early. Customer shall have the option to purchase or lease as needed.
| New Device Category | Quantity | Make | Model # | Notes | MSRP Price Per Unit | Total Equipment MSRP | ||||||||||||
| (All Units) | Bid Cash Price Per Unit | Total Equipment Cost | ||||||||||||||||
| (All Units) | 60 Mo. FMV Lease Payment Per Unit | Total Calculated Lease Cost | ||||||||||||||||
| (All Units) | BW Per Page Rate | Color Per Page Rate | Current Mo. BW Volume | |||||||||||||||
| (All Units) | Calculated Mo. BW Usage Cost | |||||||||||||||||
| (All Units) | Current Mo. Color Volume | |||||||||||||||||
| (All Units) | Calculated Mo. Color Usage Cost | |||||||||||||||||
| (All Units) | Minimum Specs | |||||||||||||||||
| Category #1 BW MFP | 0 | Enter Make | Enter Model | Optional High Volume BW Produciton Device. | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 0 | $0 | > 75+ PPM High Volume BW MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size | ||||
| Category #2 Color MFP | 0 | Enter Make | Enter Model | Optional High Volume Color Produciton Device. | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 0 | $0 | 0 | $0 | > 75+ PPM High Volume Color MFP with Finisher, Hole Punch, Staple, Folder, Scan with minimum of 4,000 Sheet Paper Capacity from 5 Sources. Up to 11X17 Paper Size | |
| Category #3 BW MFP | 0 | Enter Make | Enter Model | For Area's Doing up to 10k Plus Pages Monthly BW Only | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 0 | $0 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size | ||||
| Category #4 Color MFP | 11 | Enter Make | Enter Model | For Area's Doing up to 10k Plus Pages Monthly Combined BW & Color | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 17,230 | $0 | 42,400 | $0 | > 60+ PPM High Volume MFP with Finisher, Hole Punch, Staple, Fax Kit, Scan with minimum of 3,000 Sheet Paper Capacity from 4 Sources. Up to 11X17 Paper Size | |
| Category #5 BW MFP | 0 | Enter Make | Enter Model | For Area's Doing up to 7K Month BW Only | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 0 | $0 | > 45+ PPM Mid-Volume Office BW MFP with Fax Kit, Scanning with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size | ||||
| Category #6 Color MFP | 8 | Enter Make | Enter Model | For Area's Doing up to 7K Month Combined BW & Color | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 5,037 | $0 | 17,886 | $0 | > 45+ PPM Mid-Volume Office Color MFP with Fax Kit, Scan with minimum of 2,000 Sheet Paper Capacity from 3 Sources. Up to 11X17 Paper Size | |
| Category #7 BW MFP | 0 | Enter Make | Enter Model | For Area's Doing Less than 7k Per Month BW Only | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 0 | $0 | > 35+ PPM Low Volume Office BW MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size | ||||
| Category #8 Color MFP | 1 | Enter Make | Enter Model | For Area's Doing less than 7k Per Month Combined BW & Color | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 1,342 | $0 | 5,901 | $0 | > 35+ PPM Low Volume Office Color MFP with Fax Kit, Scan with minimum of 1,000 Sheet Paper Capacity from 2 Sources. Up to 11X17 Paper Size | |
| Category #9 BW A4 Desktop MFP | 0 | Enter Make | Enter Model | BW Workgroup MFP Not Requiring 11 X 17 | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 0 | $0 | > 30+ PPM Office BW A4 MFP with Fax, LAN & Wireless Printing, Scanning with 500 sheet paper capacity | ||||
| Category #10 Color A4 Desktop MFP | 39 | Enter Make | Enter Model | Color Desktop Printer/MFP Not Requiring 11 X 17 | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 14,650 | $0 | 24,272 | $0 | > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | |
| Category #11 BW A4 Personal Printer | 53 | Enter Make | Enter Model | BW Desktop Personal Printer Not Requiring 11 X 17 | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | 7,085 | $0 | > 30+ PPM Office BW A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | ||||
| Category #12 Color A4 Personal Printer | 7 | Enter Make | Enter Model | Color Desktop Printer/MFP Not Requiring 11 X 17 | $0 | $0 | $0 | $0 | $0 | $0 | $0.0000 | $0.0000 | 6,431 | $0 | 766 | $0 | > 30+ PPM Office Color A4 Personal Printer with a minimum of 250 sheet paper capacity and ability to add additonal paper trays. | |
| Monthly Cost Totals | 119 | $0 | $0 | $0 | $51,775 | $0 | $91,225 | $0 | $0 | |||||||||
| Example: Proposal Annual Cost Totals (60 Month FMV Lease Program) | Annual Lease Cost | $0 | Annual BW Usage Cost | $0 | Annual Clr Usage Cost | $0 | $0 | |||||||||||
| BDK Baseline Current Mo. Cost | Current Annual Lease Cost | ERROR:#REF! | Current Annual Maintenance Cost | ERROR:#REF! | ERROR:#REF! |
Projected Proposal Annual Savings once fully implemented ERROR:#REF!
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File details come from the government source that posted it. Updated .