Managed Print Services - Statewide

The State of Colorado Department of Personnel & Administration, State Purchasing Office, issued Request for Proposals (RFP-CM-15-001) on January 15, 2015, seeking qualified vendors to provide comprehensive managed print services (MPS) on a statewide basis to state agencies, institutions of higher education, political subdivisions, and eligible non-profit organizations across Colorado. The solicitation encompasses management of multifunction devices (MFDs), network printers, monitoring technology, analytics tools, device break-fix services, supply replacement, job accounting capabilities, mobile printing functionality, end-user training, and transition services for the Integrated Document Solutions (IDS) unit and other eligible entities. The primary customer, IDS, currently manages approximately 475 MFDs for 18 state agencies with plans to expand to approximately 1,003 devices, and the state reports approximately 123 million annual printed impressions across an estimated 10,000 existing print devices statewide. Vendors must submit written questions by December 23, 2014, with state responses provided by December 24, 2014; notify the state of intent to bid by December 31, 2014; and submit proposals by January 26, 2015, at 1:00 PM Mountain Time, with a public opening at 2:00 PM the same day, followed by vendor presentations and site visits scheduled for the week of February 8, 2015. The contract term extends from execution through March 31, 2017, with three optional one-year renewals available for a maximum five-year term. Pricing must be provided on a cost-per-click (CCP) basis with monochrome at 10 percent page coverage and color at 20 percent page coverage regardless of paper size, with all costs for delivery, shipping, service, supplies, and the state's one percent administrative fee included in the pricing structure; contractors must maintain pricing for the initial 12 months and may request increases once annually thereafter with 60 days' notice and cost justification. Required qualifications include the ability to provide statewide services, compliance with Office of Information Technology Service Level Agreement and security requirements, 24/7 emergency contact availability, quarterly security audits at contractor expense, detailed quarterly volume reports segregated by customer type, and the capacity to integrate with the state's current IT environment utilizing Microsoft Windows 2003/2008 Active Directory networks, SMS/SCCM software deployment, Dell/HP/Lenovo/Apple computers, and Symantec Endpoint Protection.

The RFP does not establish specific set-asides for disadvantaged enterprises, though Service Disabled Veteran Owned Small Business (SDVOSB) status must be disclosed if applicable, with supporting documentation from the Department of Veterans Affairs required for certified SDVOSB firms. The state currently contracts with Xerox and Konica-Minolta for MFP leases and maintenance, and awarded contractors must integrate with these existing relationships and approved equipment standards specified in the IDS Standard Printers List, which identifies HP and Lexmark models as approved multifunction and network printer options. The state's technology infrastructure requirements mandate that contractors comply with specified security standards including network firewalls, intrusion detection, data encryption, breach notification protocols, and bi-annual third-party vulnerability assessments, with all state data remaining stored and processed within United States facilities unless explicitly waived by the Colorado Attorney General's Office. Contractors must maintain comprehensive insurance coverage including commercial general liability with one million dollars per occurrence limits, workers' compensation, employer's liability, automobile liability coverage, and cyber privacy insurance with one million dollars per occurrence coverage, with the state named as additional insured. The state reserves the right to award to multiple contractors and does not guarantee minimum purchase quantities; however, based on the business case analysis projecting total savings of $23,413,977 over seven years through implementation of managed print services across state agencies, the contract represents significant revenue potential for qualified vendors capable of delivering services at competitive cost-per-page rates substantially below the current state expenditure ranging from $0.033 to $0.061 per click.