February 04, 2025

RE: NOTICE OF INTENT TO AWARD

REQUEST FOR PROPOSALS No. RFP TI-24-388

The City of Long Beach (City) has completed its evaluation of Request for Proposals (RFP) No. TI-24-388 for Managed Print Services. Nine proposals were received and evaluated. Based on the evaluation criteria stated in the RFP, and analysis of the response, it is the City’s intent to award the contract to:

• Konica Minolta Business Solutions, of Long Beach, CA.

Thank you for your participation in the procurement process. The City of Long Beach regards your firm as an important and valuable provider of goods and/or services. If I can answer any further questions, please feel free to contact me at (562) 570-3835 during normal business hours or by email at rfppurchasing@longbeach.gov.

Sincerely, Elisa Landeros Elisa Landeros, Buyer II

NOTE: This Notice of Intent to Award does not constitute an award.

The awarded vendor will receive a purchase order from the City of

Long Beach. Work shall not commence without a signed purchase order.

Financial Management Business Relations Bureau/Purchasing Division

411 West Ocean Blvd., Long Beach, CA 90802

(562) 570-6200 mailto:rfppurchasing@longbeach.gov

Technology and Innovation Division

Technology, Engagement, and Support Bureau

411 West Ocean Blvd., Long Beach, CA 90802

(562) 570-5000

DATE: January 31st, 2025

TO: Michelle Wilson, Purchasing Agent, Financial Management

FROM: Meghan Weeks, Technology, Engagement, and Support Bureau

Manager

SUBJECT: RFP TI-24-388 Managed Print Services

A Request for Proposals (RFP) TI-24-388 was released on July 16, 2024, soliciting proposals from qualified firms for Managed Print Services (MPS) to implement a single source vendor contract with the ultimate goal to consolidate vendors, services, and technology for approximately 415 owned and leased Multi-Function

Devices (MFDs) and single function printers at various City locations. In addition to the current 415 vendor managed devices outlined in this Request for Proposals

(RFP), the City also has various non-managed desktop printers and MFPs that will/ may become a part of the resulting contract and MPS services. The City is looking for a single source Managed Print Services provider with experience in managing large business accounts. Nine proposals were received in response to the RFP by the deadline of September 26, 2024.

The nine proposals were thoroughly reviewed to ensure compliance with the mandatory qualification requirements outlined in the RFP were met. Eight proposals were found to meet the criteria.

A seven-person selection committee comprised of representatives from

Technology and Innovation, Health, and Public Safety evaluated the proposals based on their subject matter expertise. In accordance with section 3.2 of the

RFP, the proposals were evaluated using the following criteria:

CRITERIA Weight

1. Organizational Capacity, Experience &

Performance

• Successful experience performing activities related to those listed in this RFP such as:

• Contractor Expertise/Service Level

Agreements (SLAs)

25%

• Customer Support

• Change Management

• Scalability

• Technology Integration

• Innovation and Continuous

Improvement

• Reporting and Performance

Reviews

• Compliance and Security

2. Project Design

• Demonstration of the utilization of best practices in the Contractor's proposed project design such as:

• Implementation Plan

• Service Delivery Model

• Technology Solutions

• Performance Metrics.

20%

3. Coordination and Collaboration

• Coordination and Collaboration involves aligning various stakeholders, resources, and activities to achieve the desired outcomes efficiently. Additionally, also fostering teamwork, leveraging diverse perspectives, and driving innovation throughout the RFP process as seen in the following capacities:

• Stakeholder Alignment

• Timeline Management

• Information Sharing

• Task Allocation

• Contractor Engagement

• Conflict Resolution.

4. Budget and Cost Effectiveness

• Feasibility, reasonableness, and optimization of the proposed budget.

Items to be considered:

• Initial Costs

• Recurring Costs

• Total Cost of Ownership

15%

• Budget Flexibility

• ROI Calculation

• Efficiency Improvements

• Cost Savings

• Value-added Services.

5. Device Sustainability, Integrity, and Functionality

• Device hardware options, reliability, integrations, and data security ensuring devices adhere to:

• Specified options and integrations with the City's infrastructure and environment.

• Reliability of the printers/copiers.

• Security measures to safeguard the printers from unauthorized access, data breaches, or malfunctions that could compromise the confidentiality, availability, or integrity of printed documents.

Following a thorough review and analysis of proposals, the selection committee selected four firms: Konica Minolta Business Solutions, Xerox Business Solutions

Southwest, C3 Office Solutions, and Toshiba America Business Solutions to interview with the City. Final scores for evaluated proposals are shown below:

Vendor Name Score (out of possible 100)

Konica Minolta Business Solutions 90%

Xerox Business Solutions Southwest 86%

C3 Office Solutions 85%

Toshiba America Business Solutions 84%

HP, Inc 75%

Sharp Electronics Corporation 71%

Pacific Office Automation 64%

CBE Office Solutions 57%

The shortlist was posted on January 9th, 2025, and firms were invited to conduct demonstrations on January 21st. After the selected firms conducted comprehensive demonstrations, the selection committee conducted a separate evaluation of these presentations based on the criteria stated in section 3.2 of the

RFP and unanimously determined that Konica Minolta Business Solutions, of Long

Beach, CA best satisfied the requirements in accordance with the criteria. Final scores for all evaluated demonstrations are shown in the table below.

Vendor Name Score (out of possible 100)

Konica Minolta Business Solutions 91%

Xerox Business Solutions Southwest 85%

C3 Office Solutions 83%

Toshiba America Business Solutions 82%

Approved by Purchasing:

Michelle Wilson, Purchasing Agent Date

2/3/25