RFP_SJPSB_Managed Print Services.pdf

Request for Proposals

For

Managed Print Services

For

St James Parish Schools

November 21, 2024

Request for Proposals

Managed Print Services

St James Parish Schools

1876 W Main St. | PO Box 338

Lutcher, LA 70071

St James Parish School Board (SJPSB) is issuing a request for proposals (RFP) for managed print service vendors to supply a managed print service (MPS) solution consisting of small, medium, and large multifunctional printers (MFP) used across the district of St James Parish

Schools and all office buildings under an aggregate agreement. The attached RFP contains all the necessary information for interested quoters.

SJPSB invites interested quoters to submit a hard copy proposal either hand delivered or by mail no later than 2 PM Wednesday, December 18, 2024 to the St James Parish School Board Office, 1876 W. Main St, Lutcher, LA 70071.Copies of the RFP may be obtained from the St James

Parish School Board Office, 1876 W. Main St, Lutcher, LA 70071 or by email request from

Rickie Boudwin, Information Technology Supervisor, at rboudwin@sjpsb.org.

SJPB realizes that quoters may have additional questions after reading this RFP. Interested quoters should submit their questions to Rickie Boudwin, Information Technology Supervisor, by email at rboudwin@sjpsb.org.

This RFP does not obligate SJPSB to execute a contract, nor does it commit SJPSB to pay any costs incurred in the preparation and submission of the quotes. Furthermore, SJPSB reserves the right to reject any and all offers, if such action is considered to be in the best interest of SJPSB.

Company Overview

• Provide a general description of the company, a statement regarding stability, and an overview of the organizational structure

• Describe the organization’s expertise in this market

• Provide a list of recently completed projects or implementations, preferably in the same or similar industry

• Describe the company resources dedicated to development, enhancement, and management.

• Provide a list of employees with their certifications and/or trainings that will support the managed print service solution and installation.

• Note: Any employee that will provide onsite support at any time will be required to show proof of a government issued ID and be required to pass a background check before going on campus at any location.

• Provide a list of a minimum of three (3) references

Managed Print Service Solution

The MPS solution must include an operational solution to procure, maintain, and support a managed multifunctional printer fleet. Proposals are not limited to any particular brand. The solution must be based on a five (5) year lease agreement with the option to renew for one (1) additional year. Define your lease contract and maintenance contract per device with device specifications and provide a five (5) year cost projection for renewal. The solution must include but is not limited to:

MFP Requirements

Type Minimum Specifications Qty

Small MFP

Monochrome

Users:

Café managers

- Print: 30-50 pages per minute

- Copy/Scan Duplex: Fax: Web

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: Network, mail, google drive

Small MFP

Color/

Admins

Principals

Secretaries

- Print: 30-50 pages per minute

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: USB, Network

Sales Tax

Classrooms

Libraries

- Print: 30-50 pages per minute

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: USB, Network

Small MFP

Maintenance

Technology

- Print: 30-50 pages per minute

- Copy/Scan Duplex: Fax: Web

- Paper trays: 3 (letter/legal/Tabloid 11X17)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: USB, Network, mail, google drive

Total count of Printers 103

Medium MFP

Monochrome

- Print/: 50-70 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler

- Cabinet/stand: n/a

Large MFP

Color/

Monochrome

- Print: 50-70 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler + Booklet

Production Unit

Monochrome

- Print: 100-125 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler + Booklet

Total count of Copiers

MFP Requirements (cont.)

• Must be compatible with Windows 10, Windows 11, Server 2019, & MAC environments.

• Must share a single style customizable user interface

• Must be capable of mobile printing (e.g. from iPhones/iPads)

• Must be capable of secured printing with ID card release features.

• Current Papercut customer for secure printing.

• Must be capable of web-based faxing

• Current OpenText customer for web faxing.

• Must be network compatible

Maintenance Requirements

The solution must include maintenance of all multifunctional devices included in the St James

Parish School Board printer fleet. Maintenance services must include, but are not limited to:

• Consumables such as toner, drums, maintenance kits, and other consumables which must be delivered within SLA and must be OEM (Original Equipment Manufacturer)

• Parts such as fuser units, transfer kits, rollers, paper guides, and other miscellaneous parts which must be delivered within SLA and must be OEM (Original Equipment

Manufacturer)

• Consumable consumption must be monitored, and consumables must be automatically shipped when devices report consumables are needed

• Vendor must supply one set of consumables for each device to be kept on-hand at St

James Parish Schools at all times to work in coordination with monitored device needs

Support Requirements

The solution must include support of all multifunctional devices included in St James Parish

School Board printer fleet. Support services must include, but are not limited to:

• Project Management - Vendor must provide a single point of contact for managing the entire printer environment and deployment project.

• Break/Fix Services - Vendor must dispatch certified printer technicians based on agreed upon SLA during regular business hours Monday - Friday.

• Phone and Email Support - Vendor must provide unlimited phone and email support during regular business hours Monday - Friday.

• Client Facing Web Based Portal - Vendor must provide a client facing web-based portal for consolidated fleet management.

• Training - Vendor must provide in-depth training on the devices procured through the awarded vendor. Training must be tailored to end-users, provided in-person and on-demand, as needed by SJPSB. End-user training must be ongoing and must include any feature offered in the device manual.

• Reporting - Vendor must provide detailed billing/consumption reports by device.

Timeline of Events

Advertise November 21, 2024

Proposals Due December 18, 2024

Oral Presentations (If needed) January 06 – 09, 2024

Award Contract January 14, 2024

Delivery/Installation/Configuration March 03 – 31, 2024

Service Begins April 01, 2024

Maintenance & Support Service Level Agreement (SLA)

Describe how you will meet, at a minimum, the SLA as defined in the performance categories below. Performance will be based on acknowledgement time, response time and resolution time.

Vendor will use the following definitions as the core of their SLA with SJPSB:

• Acknowledgment Time - Indicates time to acknowledge maintenance and support requests through email, phone or system used for tracking and managing incidents.

Acknowledgment includes written confirmation/email.

• Response Time - Indicates time to accept, arrive onsite, and begin work on service request 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

Response

Time

Resolution

Time

Critical 30-60 mins 4-8 hours 1-2 business days

Standard 60 mins 1 business day 3 business days

Minimum Impression Requirements

• Cost of managed services should reflect at least the minimum impression requirements listed in the table below.

• Impressions should be metered and billed quarterly.

• Impression overage rates should be billed quarterly.

• Impression overage rates should be listed on pricing sheet.

Metered

Type

Pool

Description

# pooled

Devices

Monthly

Impression

Requirements

Mono Small Desk MFP 45 25,000

Color Small Desk MFP 58 10,000

Mono Medium/Large MFP 26 1,000,000

Color Medium/Large MFP 16 65,000

Cost Summary

Vendor must provide itemized and total costs of quoted services based on a five (5) year lease agreement with the option to renew for an additional one (1) year. Vendor must provide pricing based on a concurrent pricing configuration for all items listed. Vendor must note any special circumstances or limitations on the pricing provided. Proposal cost must be valid for ninety (90) days after the deadline to submit proposal.

Itemized costs should include, but are not limited to:

• Pooled per-impression metered usage rates for various potential output types including print/copy/scan/fax for color and black-and-white outputs

• Impression overage rates billed quarterly for various potential output types including print/copy/scan/fax for color and black-and-white outputs

• Multifunctional hardware printer cost per device

• Maintenance and Support cost per device

• Delivery, installation, project management, training, and any other costs associated with the contract must be listed and outlined in the response.

Evaluation and Basis for Award

A contract will be executed with the vendor whose proposal is determined to be most responsive to this RFP and represents the best value to St James Parish School Board. All proposals submitted in response to this RFP will be evaluated by an established team of SJPSB employees.

The team will judge the merit of quotes received in accordance with the evaluation criteria described below.

The evaluation will be a four-stage process consisting of:

1. Ability to Meet Specifications - Evaluates the quoter’s response to requested specification requirements. Considers the value to the organization of any increased specifications, as well as any specifications not met.

2. Price and Support - Evaluates the quoter’s cost proposal for lease of the devices, as well as for the ongoing maintenance and support contract costs.

3. Service - Evaluates the quoter’s guarantee of service timing, as well as qualification of the service technicians assigned to St James Parish School Board.

4. Training - Considers the ability to meet or exceed the needs of St James Parish

School Board in providing training for the operation of the machines.

Quoter Evaluation

Vendor:

Maximum Points

Score

Evaluation Criteria

1. Ability to Meet Specifications:

Evaluate the quoter’s response to requested specification requirements. Consider the value to the organization of any increased specifications, as well as any specifications not met.

20 _____

2. Price and Support:

Evaluate the quoter’s cost quote for lease of the devices, as well as for the ongoing maintenance contract costs.

3. Service:

Evaluate the quoter’s guarantee of service timing, as well as qualification of the service technicians assigned to St James Parish School Board.

4. Training:

Consider the ability to meet or exceed the needs of St

James Parish School Board in providing training for the operation of the machines.

Total Score

Ranked By:

Pricing Sheet

St. James Parish School

Managed Print Service

Provide the total cost for each type of printer, Maintenance/support, other cost associated for the entire sixty (60) month term

Type Minimum Specifications Cost

Café managers

08 Devices

- Print: 30-50 pages per minute

- Copy/Scan Duplex: Fax: Web

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: Network, mail, google drive

Device Cost

Maintenance/support

Cost

Small MFP

Admins

Principals

Secretaries

56 Devices

- Print: 30-50 pages per minute

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Connectivity: USB, Network

Cost

Sales Tax

Classrooms

Libraries

37 Devices

- Print: 30-50 pages per minute

- Paper trays: 2 (letter/legal)

- Finisher: n/a

- Connectivity: USB, Network

Cost

Small MFP

Maintenance

Technology

02 Devices

- Print: 30-50 pages per minute

- Copy/Scan Duplex: Fax: Web

- Paper trays: 3 (letter/legal/Tabloid 11X17)

- Finisher: n/a

- Cabinet/stand: No

- Connectivity: USB, Network, mail, google drive

Delivery/Installation/additional fees

Total cost for 103 small MFP printers

Medium MFP

7 Devices

- Print/: 50-70 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler

- Cabinet/stand: n/a

16 Devices

- Print: 50-70 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler +

Booklet

- Cabinet/stand: n/a

Production Unit

19 Devices

- Print: 100-125 pages per minute

- Copy/Scan Duplex

- Paper trays: 4

- Finisher: External + hole punch + stapler +

Booklet

- Cabinet/stand: n/a

Delivery/Installation/additional fees

Total cost for 42 medium/large MFP copiers

Rate for additional impressions above pooled allocation.

Metered

Type

Pool

Description

# pooled

Devices

Quarterly

Impression

Overage Cost

Mono Small Desk MFP 45 $______________

Color Small Desk MFP 58 $______________

Mono Medium/Large MFP 26 $______________

Color Medium/Large MFP 16 $______________