RFP Document.pdf

Dated 08/01/2024

STATE OF SOUTH DAKOTA

University of South Dakota

414 East Clark St.

Vermillion SD 57069

Managed Print Services

PROPOSALS ARE DUE NO LATER THAN DECEMBER 6, 2024

RFP #: USD10072024 State POC: Chris Philips chris.phillips@usd.edu

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

mailto:chris.phillips@usd.edu

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors for Managed Print Services as outlined in this RFP. The goal of this RFP is to work towards solutions that will minimize cost, while maintaining or improving current services.

Based on this RFP, USD intends to award a single contract to the responsible Vendor whose proposal, conforming to this RFP, is most advantageous to the University, price and other factors considered. USD reserves the right to separately procure individual requirements that are the subject of the contract during the contract term, when deemed by the University to be in its best interest.

USD reserves the right to reject any and all offers and to award in the best interest of USD.

Please see section 3.0 and Attachments A, & B for a complete scope of services regarding this RFP.

The University of South Dakota is a public university under the South Dakota Board of Regents and was founded in 1862. USD enrolls more than 9,000 students and its main campus is located on 274 acres in Vermillion SD. You may learn more about USD at At a Glance | University of South Dakota (usd.edu). Campus locations served by this RFP include:

USD Vermillion – link to campus map USD Campus Map USD Sioux Falls Campus link - Sioux Falls Campus | University of South Dakota (usd.edu) USD Health Sciences – 1400 West 22nd Street, Sioux Falls Various other Sioux Falls locations USD School of Medicine – Avera Sacred Heart Hospital, Yankton SD USD School of Medicine – 520 Kansas St., Rapid City SD

During the RFP process (from release of the RFP to final award), Vendor is not permitted to contact any USD staff or faculty other than the USD designated contact as referenced on the title page, unless at the request of the USD designated contact or to fulfill pre-existing contractual obligations. Violation of these conditions may constitute immediate disqualification.

Any reference to University of South Dakota, USD, University, State, Agency or State of South Dakota used in this RFP, shall all have the same meaning.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Purchasing Department is the issuing office for this document and all subsequent addenda relating to it, on behalf of the University of South Dakota. The reference number for the transaction is RFP #USD10072024. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication October 7, 2024 Offeror Questions Due by November 1, 2024 Answers Submitted by November 15, 2024 https://www.usd.edu/About/At-a-Glance https://www.usd.edu/About/At-a-Glance https://www.usd.edu/campus-map.html https://www.usd.edu/About/Sioux-Falls-Campus-and-Community/Sioux-Falls-Campus

Proposal Submission December 6, 2024 Oral Presentations/discussions (if required) December 20, 2024 Proposal Revisions (if required) December 30, 2024 Anticipated Award Decision/Contract Negotiation January 15, 2025

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received in the Purchasing Department by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

All proposals must be signed, in ink, by an officer of the responder, legally authorized to bind the responder to the proposal, and emailed to chris.phillips@usd.edu.

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds.

Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.11 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Chris Phillips at chris.phillips@usd.edu with the subject line “RFP #USD10072024”.

The State will respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this

RFP.

1.12 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected.

The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.13 LENGTH OF CONTRACT

The contract shall commence on March 1, 2025 and end June 30, 2030 with an option to extend for additional one year periods upon written agreement of the Parties. All equipment installations must be completed no later than June 30, 2025. It is anticipated that select number of machines will be placed in March 2025 in order to define processes and test functionality.

1.14 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.15 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State.

However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals.

Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on (will be defined on contract) and end on (will be defined on contract), unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will not use State equipment, supplies or facilities. The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The TOTAL

CONTRACT AMOUNT is an amount not to exceed $TBD. The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher.

Payment will be made consistent with SDCL ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required.

Contractor shall furnish copies of insurance policies if requested by the State.

2.7 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the

State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.11 This Agreement may not be assigned without the express prior written consent of the State. This Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof, and be signed by an authorized representative of each of the parties hereto.

2.12 This Agreement shall be governed by and construed in accordance with the laws of the State of South

Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.14 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.15 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.16 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.17 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to TBD on behalf of the State, and by TBD, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.18 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

2.19 All other prior discussions, communications and representations concerning the subject matter of this

Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

3.1 The scope of Work is to provide USD with Managed Print Services for all devices (leased or owned). Offerors should think strategically and offer solutions that may include USD leased or owned equipment, or supplier owned. The goal of this RFP is to work towards solutions that will minimize cost, while maintaining or improving current service levels. Specifically, this RFP process should:

• Provide a comprehensive and guaranteed pricing structure for the services & equipment

• Increase and optimize the efficiency of device use

• Leverage the aggregate print volumes of the University

• Achieve cost savings for campus users

• Improve overall customer service

3.2 USD currently leases approximately 75 Toshiba MFDs placed at various locations on the USD campuses in

Vermillion, Sioux Falls, Rapid City and Yankton SD. In addition to the leased MFDs, USD also owns several color MFDs. See attached report (Attachment B) for a complete listing of devices with locations, copy & print volume, make, model & serial number. All leased devices have a current lease term which ends in June 2025.

3.3 USD has approximately 500 desktop printers (laserjet and inkjet printers). These printers are typically located in offices, labs, classrooms and libraries. There may be additional printers not identified.

3.4 All proposals must include options for a solution to provide secure electronic access to the MFDs as well as a robust billing system to accommodate monthly internal billings to USD departments for their use of the devices. USD currently licenses Pharos as an access and billing system on most MFDs and some printers.

3.5 In addition to faculty and staff, students will require access to the devices and must have the ability to pay for their usage through their campus ID card (Coyote Cash).

3.6 All MFDs must have the capability to scan (in color), print, copy and have OCR capability. A mixture of color and B&W devices will be required. The successful vendor shall be required to provide a proposal with recommended equipment and locations based on current copy and print volume. In addition to copy and print volume, consideration must include scanning options at all locations. USD shall have the ability to order additional devices or discontinue devices during the contract term without penalty.

3.7 The intent of USD is to move away from personal printers and utilize MFDs as much as possible and reasonable.

3.8 The successful offeror shall be required to maintain all printing devices and is required to provide a complete maintenance plan with their proposal. USD IT will no longer provide maintenance on these devices.

3.9 Please see Attachment A for additional Scope of Work details.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.2 Offeror's Contacts: Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

4.3 Provide the following information related to at least three previous and current service/contracts, performed by the offeror’s organization, which are similar to the requirements of this RFP.

a. Name, address and telephone number of client/contracting agency and a representative of that agency who may be contacted for verification of all information submitted;

b. Dates of the service/contract; and

c. A brief, written description of the specific prior services performed and requirements thereof.

5.0 PROPOSAL RESPONSE FORMAT

5.1 An original signed proposal and all related documents must be emailed to chris.phillips@usd.edu no later than the date identified in the Schedule of Activities.

5.1.1 The proposal should be page numbered and should have an index and/or a table of contents referencing the appropriate page number.

5.2 All proposals must be organized and tabbed with labels for the following headings:

5.2.1 RFP Form. The State’s Request for Proposal form (1st page of RFP) completed and signed.

5.2.2 Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Proprietary information requests should be identified in this section.

5.2.3 Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

5.2.3.1 A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements.

This should demonstrate the offeror's understanding of the desired overall performance expectations.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the RFP.

The response should identify each requirement being addressed as enumerated in the

RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

See section 7.0 for more information related to the cost proposal.

6.0 PROPOSAL EVALUATION AND AWARD PROCESS

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria:

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

6.1.2 Resources available to perform the work, including any specialized services, within the specified time limits for the project;

6.1.3 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

6.1.4 Availability to the project locale;

6.1.5 Familiarity with the project locale;

6.1.6 Proposed project management techniques;

6.1.7 Ability and proven history in handling special project constraints; and

6.1.8 Cost Proposal

6.1.9 The Offeror shall provide at least three references from higher education customers where managed print services were implemented.

6.2 Experience and reliability of the offeror's organization are considered subjectively in the evaluation process.

Therefore, the offeror is advised to submit any information which documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.4 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.5 Award: The requesting agency and the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.

6.5.1 If the agency and the highest ranked offeror are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked contractor.

6.5.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached or the agency terminates the contracting process.

7.0 COST PROPOSAL

1. The cost proposal must include and identify all costs associated with the managed print services as described in this RFP. Any inflationary increases must also be identified.

2. A proposed list of equipment with costs must be provided in the following format:

Equipment Make Equipment Model Number of Devices

Proposed

Monthly Unit Cost (Initial five-year term)

STATEMENT OF WORK CONT’D FROM SECTION 3.0

ATTACHMENT A

Provide managed print services, including maintenance, management and support for approximately 600 leased and non-leased multifunctional devices and printers across the USD campuses. Services may be performed in a phased approach whereby a current operational devise will be given the necessary time to remain in our environment until the end of its lifecycle. End of lifecycle will be defined as a device that is no longer capable of operating without repairs that exceed more than half the cost of the device, not to include normal consumables such as toner.

Once a device is taken out of service, USD will want it replaced with a leased device provided by the vendor or retired, in an effort to drive printing to centrally located networked devices. All Offeror’s must have capability and be certified to maintain and support the current fleet of printers. Lease services are not limited to any particular brand or vendor, but must be capable of high volume, centralized print, scan, copy and fax functionality in a networked environment. Devices shall be replaced on a 5-year cycle and not include refurbished devices.

Please complete the following section based on your best estimate for equipment needs to satisfy the requirements of this RFP.

Estimated number of MFP devices (color & BW) Estimated number of non-MFP devices Estimated total annual black and white print volume

Estimated total annual color print volume

The awarded vendor shall have the capability to provide Managed Print Services solution for consolidating, maintaining, and supporting USD devices in a phased approach. This will include:

1. A printer fleet assessment, if deemed necessary and mutually agreed upon by both parties

2. An operational solution to consolidate, maintain and support multifunctional devices (a device that has multiple functions such as copies, faxes, and scans) leased through the awarded offeror

3. A communication and awareness solution to inform University employees of any operational actions.

Printer Fleet Assessment Mandatory Requirements

Requirements of the Printer Fleet Assessment, if deemed necessary, will include make, model, serial number, hostname (if applicable), IP address, monthly black copy count, monthly color copy count, monthly estimated operating costs, location (floor plans), and responsible person/department associated with the printer.

A manual, walk-thru assessment is preferred; however, if the use of data collection software is proposed to fulfill any of the above requirements, any terms of use for the software (including privacy policy, terms and conditions, or End User License Agreement must be included in the proposal to be considered.

Operational Solution Mandatory Requirements

Maintenance: The Solution will include maintenance of Multi-Functional Devices leased through the awarded vendor. Maintenance services will include, but are not limited to, consumables, parts, and labor and troubleshooting as listed below. Note: at this time, consumables will not include paper

Consumables

a) Toner (must be Original Equipment Manufacturer (OEM) for all printers on contract)

b) Staples

c) Drums

d) Maintenance Kits

e) Other consumable parts

Parts

a) Fuser units

b) Transfer kits

c) Waste toner bottles

d) Rollers

e) Paper guides

f) Other miscellaneous parts

Labor

a) Delivery of consumables and parts

b) Installation of consumables and parts

c) Disposal of consumables and parts

Support: The solution must include support for all multifunctional devices on USD campuses and other locations. Support for all other non-multifunctional devices may be considered at USD’s sole option.

Support services will include, but not limited to:

Project Management – Vendor will provide a single point of contact for managing the entire printer environment and project.

Break/Fix Services – Vendor will dispatch certified printer technicians to each facility during regular business hours from Monday to Friday 8am to 5pm Central Time Phone and Email Support – Vendor will provide unlimited phone and email support during regular business hours from Monday – Friday 8:00am – 5:00pm Central Time Client Facing Web Based Portal – which may include, but is not limited to, the following features:

Number of audited devices by month:

(1) Number of audited devices by month, week, and day

(2) Managed vs non-managed devices on network

(3) Color vs mono devices

(4) Manufacturer

(5) Model

(6) Serial number

(7) IP address

(8) Location of device (identified during initial audit)

(9) Department liaison for device

Client Facing Web Based Portal. Vendor must include in their proposal all software terms and conditions (i.e. Privacy Policy’s End User License Agreement or License Agreements) that are associated with the use of the proposed software.

Client Facing Web Based Portal must include a way to automate distribution of consumables such as listed above.

Reporting capabilities of the Web Based Portal: Vendor must be able to provide detailed billing/consumption by department within USD and include color vs b/w prints by individual and by department.

Note: Consumable and Parts – must be delivered by next business day. The vendor agrees if the vendor has not had an initial response within 5 hours, a $100 credit will be applied to the next invoice. Vendor agrees that if service has not started by next business day, a $250 credit will be applied to the next invoice. Vendor will respond to troubleshooting calls within 5 hours.

Communication and Awareness Mandatory Requirements

The awarded vendor will provide USD with professional procedures or best practices that have been accepted as effective at communicating the Managed Print Services implementation in institutions of higher education that are similar in size as USD. Change management and all communication to USD staff and faculty will be conducted internally by the USD staff.

Lease Devices Mandatory Requirements

Vendor will have the ability to provide leased devices that will successfully perform the necessary functions for daily business use. Leased devices that have repeated maintenance incidents due to continuous failures, defects and other non-user related issues are expected to be replaced with a model of exact technical specifications, without additional costs to the University.

Vendor to coordinate the placement of any new device with the IT team and USD Project Manager.

Selection of devices must be approved in advance by the IT team and Project Coordinator.

Describe the brands and models of leased devices that you offer.

Leased Devices Training: Vendor will provide in-depth training on the devices leased to USD through the awarded vendor. It will be tailored to user roles, preferably provided virtually and on-demand, as needed by the University.

a) End user training will be on-going and can include any feature offered in the leased device manual

b) Technician training should be limited to a mutually agreeable number of sessions per year and will allow USD’s technicians to provide the first point of triage before escalating an issue to the vendor.

Additional Mandatory Requirements A software solution for tracking networked multifunctional devices and at USD’s option non-multifunctional devices. Vendor must include in their proposal all software terms and conditions (i.e.

License Agreements) that are associated with the use of the proposed software.

Describe the security measures that are used to ensure that sensitive data is not transmitted, stored or collected. (Example wiping of drive/purging data).

Describe how data will be purged from old copiers and printers Describe the vendors approach to sustainability and sustainable practices in performance of any contract resulting from this RFP.

Customer Service and Service Level Mandatory Requirements

Describe how you will implement a customer focused service philosophy.

Provide sample report of trouble shooting calls, fixes, with your proposal.

Describe how you will complete, at a minimum, the services as defined below:

Performance Categories. Performance will be based on acknowledgement time, response time and resolution time. The following definitions will be used as the core of any service level agreement with

USD:

Acknowledgement Time: indicates time to acknowledge maintenance and support requests through email, phone or system used for tracking and managing incidents. Acknowledgement includes written confirmation.

Response Time: indicates time to accept, arrive onsite, and begin work on service requests providing no security/access delays or extreme circumstances beyond control of vendor.

Resolution Time: indicates time to resolve the problem stated on the ticket with a start time beginning at initial escalation and assignment. Closing/resolution includes all items that are within scope of vendor responsibilities.

Priority Level Acknowledgement Time (time to acknowledge support request)

Response Time (time to arrive on-site)

Resolution Time (time it takes to return the device to working standards)

P.1 - Critical 15-30 mins 2-5 hours 4-8 hours P.2 - High 15-30 mins 4-8 hours 8-12 hours

Category Definition P.1 Critical Executive areas or other areas as identified by

USD

P.2 High Multi or Single user impact

Quality Assurance Mandatory Requirements The vendor will have qualified quality assurance personnel monitor and assess each technician’s performance as needed. Standards will be proposed by the vendor, agreed to by USD, and the provision of reporting on a scheduled basis to be determined by USD.

A standardized evaluation form will be developed which measures but is not limited to the following:

Effectiveness of Troubleshooting Resolution Time Communication Process Adherence and Documentation Quality of Customer Experience

A portion of the service requests will be evaluated for the duration of the contract. Results of the evaluations will be provided during quarterly meetings. USD reserves the right to request the removal of any service personnel that consistently are not adhering to the agreed minimum requirements of quality evaluations.

Deliverables

Vendor will provide monthly reports to USD within 5 days of the closure of each month, in Excel format via email to the USD Project Manager, that will monitor the success of the managed print program, as well as identify opportunities or problem areas that need attention. Examples of these reports include, but are not limited to:

a) Number of service calls per device

b) Mean time to resolution per device

c) Consumable usage

d) Part replacements and other repairs documented

e) Itemized incidents with creation date, acknowledgement, response and resolution times

Vendor will meet onsite with the USD Project Manager on a quarterly basis for review of all services, and billing/consumption reports. The purpose of the meetings will be to review services provided by the vendor technicians, review billing, formulate and confirm strategies for consolidating and repurposing the printer fleet.

If a Printer Fleet Assessment is determined necessary by both parties, Vendor will provide a report, in Microsoft Excel format, documenting the current print environment of the University.

Any resulting contract issued through this process cannot be transferred to any third party without the signed written consent of USD.

ATTACHMENT B – MFD INVENTORY as of AUGUST 2024

MAKE MODEL SERIAL NUMBER LOCATION TOTAL VOLUME

AS OF MAY 2024

COLOR/BW

AVG. PER MONTH

SINCE NEW

COLOR/BW

Toshiba C3015AC Color CNLK36097 Slagle Hall 1st Floor 5,232/13,244 154/390 Toshiba C3015AC Color CNLK36162 Health Sciences 8,839/57,509 260/1,691 Toshiba C3015AC Color CNAL41625 Service Center 114 19,963/47,100 587/1,385 Toshiba C3015AC Color CNBL44790 McKusick Tech 212 12,484/46,854 367/1,378 Toshiba C3015AC Color CNLK36116 HSC 238 – Sioux Falls 21,985/27,281 5,496/802 Toshiba C3015AC Color CNLK36123 SBDC – Sioux Falls 31,194/12,577 917/370 Toshiba C3015AC Color CNBL44778 USDSF GEAR 122 14,641/11,935 431/351 Toshiba C3015AC Color CNLK36167 USDSF FADM 133 18,554/7,088 546/208 Toshiba C4518A BW CZAL68536 Slagle Hall 2nd Floor 35,288 1,038 Toshiba C4518A BW CZBL13093 Slagle Hall 30 953 28 Toshiba C4518A BW CZAL11355 Slagle Hall 3rd Floor 6,913 203 Toshiba C4518A BW CZAL11250 Dakota Hall 135 37,154 1,093 Toshiba C4518A BW CZAL68469 Arts & Sciences 110 31,516 927 Toshiba C4518A BW CZAL11391 National Music Museum 17,003 500 Toshiba C4518A BW CZAL68506 Noteboom 161,979 4,764 Toshiba C4518A BW CZAL68474 Lee Med 313 325,298 9,568 Toshiba C4518A BW CZAL68558 Lee Med 302G 11,405 335 Toshiba C4518A BW CZAL11345 Lee Med 202G 39,579 1,164 Toshiba C4518A BW CZAL11235 Health Sciences 81,590 2,400 Toshiba C4518A BW CZAL11380 East Hall 302 86,010 2,530 Toshiba C4518A BW CZAL68517 Dakota Hall 319 36,299 1,068 Toshiba C4518A BW CZAL68543 Dakota Hall 221 11,782 347 Toshiba C4518A BW CZAL68498 Old Main 120 14,280 420 Toshiba C4518A BW CZAL11374 Delzell 210 47,809 1,406 Toshiba C4518A BW CZAL68572 Delzell 114 37,217 1,095 Toshiba C4518A BW CZLK66892 Delzell 104 50,676 1,490 Toshiba C4518A BW CZAL11206 Churchill Haines 191 144,915 4,262 Toshiba C4518A BW CZBL13089 Churchill Haines 115 210,123 6,180 Toshiba C4518A BW CZAL68488 Akeley Science 201 80,048 2,354 Toshiba C4518A BW CZAL68615 Beacom 101 14,582 429 Toshiba C4518A BW CZAL11242 Beacom 123 212,987 6,264

Toshiba C4518A BW CZAL11237 Belbas Center Lobby 21,861 643 Toshiba C4518A BW CZAL68600 Davidson 101 84,214 2,477 Toshiba C4518A BW CZAL68513 ID Weeks 1st Floor 64,013 1,883 Toshiba C4518A BW CZLK67008 ID Weeks 1st Floor 10,810 270 Toshiba C4518A BW CZLK66994 ID Weeks 3rd Floor 7,126 210 Toshiba C4518A BW CZAL11344 Al Neuharth 151 36,892 1,085 Toshiba C4518A BW CZAL11376 Al Neuharth 205 123,200 3,624 Toshiba C4518A BW CZAL68532 Knutson Law 120A 23,831 701 Toshiba C4518A BW CZAL68607 Knutson Law 201 349,618 10,283 Toshiba C4518A BW CZBL13094 Knutson Law 240 158,416 4,659 Toshiba C4518A BW CZAL68489 MUC 218 24,457 719 Toshiba C4518A BW CZBL13100 Commons 100 25,697 756 Toshiba C4518A BW CZLK66887 Commons 116 10,959 322 Toshiba C4518A BW CZAL11236 Continuing Ed 103 9,126 268 Toshiba C4518A BW CZAL11239 Fine Arts 120A 219,471 6,455 Toshiba C4518A BW CZAL11196 Fine Arts 172 42,896 1,262 Toshiba C4518A BW CZAL11379 Fine Arts 183A 123,200 3,624 Toshiba C4518A BW CZAL11213 Wellness Center 77,021 2,265 Toshiba C4518A BW CZAL68568 Coyote Village Lobby 20,737 610 Toshiba C4518A BW CZAL11234 SCSC 354 77,021 2,265 Toshiba C4518A BW CZAL11202 SCSC A311 33,220 977 Toshiba C4518A BW CZLK66990 SCSC A304 31,267 920 Toshiba C4518A BW CZLK66920 DakotaDome 404 46,752 1,375 Toshiba C4518A BW CZAL68590 DakotaDome 223,902 6,585 Toshiba C4518A BW CZAL68478 Day Care Center 38,054 1,119 Toshiba C4518A BW CZAL11203 Avera 1421 – Yankton 10,933 322 Toshiba C4518A BW CZAL68510 HSC 329 – Sioux Falls 26,597 782 Toshiba C4518A BW CZAL68475 HSC 282 – Sioux Falls 116,650 3,431 Toshiba C4518A BW CZBL13102 USDSF – STC Common 61,893 1,820 Toshiba C4518A BW CZAL68584 USDSF – FADM 205 104,186 3,064 Toshiba C4518A BW CZAL68540 USDSF – FADM 103 42,035 1,236 Toshiba C4518A BW CZAL11394 520 Kansas St. – Rapid City 23,292 685 Toshiba C6518A BW C2AL29397 Dakota Hall 132 94,133 2,769 Toshiba C6518A BW C2AL29394 USDSF – STC221 164,008 4,824 Toshiba C4525AC Color CSJM47771 Health Science Center 3rd Floor 17,613/78,968 1,036/4,645 Toshiba C4525AC Color SSLM83138 Alumni Center 1110 N. Dakota 15,750/4,505 1,212/347 Toshiba C4525AC Color SSJM80629 North Commons 5,317/39,434 409/3,033

Toshiba C4518A BW CZGH10837 HSC 372 – Sioux Falls 123,511 1,900 Toshiba C4518A BW CZLH31898 Lee Med 101 79,446 1,222 Toshiba C4518A BW CZLH31919 Scottish Rite – Sioux Falls 105,845 1,654 Toshiba C4518A BW CZBJ43895 HSC 212 – Sioux Falls 62,453 1,041 Toshiba C4518A BW CZBJ43758 HSC 344 – Sioux Falls 25,737 429 Toshiba C4518A BW CZEJ53272 HSC 282 – Sioux Falls unknown unknown Toshiba C3518A BW CZEJ55992 Paterson Hall 132 24,445 421 Toshiba C4518A BW CZDJ50801 4400 W. 69 – Sioux Falls

Psychiatry 121,577 2,133

Toshiba C4518A BW CZHJ68047 HSC L08 – Sioux Falls 43,906 798 Toshiba C4518A BW CZIJ13930 Law School 109 64,438 1,193 Ricoh IMC4500 Color 3121R300017 HSC Mailroom – Sioux Falls 87,179/152,879 2,422/4,247 Toshiba C3015AC Color CNDK32805 1313 E. Cherry 16,218/19,358 338/403 Toshiba C3015AC Color CNGK47030 Wegner Library – Sioux Falls 26,823/16,008 610/364