Request for Qualifications
to provide
Managed Print Services (MPS)
March 31, 2013
NOTICE REQUESTING VENDOR QUALIFICATIONS FOR MANAGED PRINT SERVICES (MPS)
The City of Moline is requesting a statement of qualifications for consulting and print assessment services in order to identify feasibility of a long term agreement with a “single point of contact” Managed Print Service provider. Vendors must be able to service multiple brands of printers and MFPs and have thorough knowledge and experience with the management of print services, preferably with local government environments. Responses shall be in a sealed envelope and clearly marked on the front "Response to Managed Print RFQ”. Sealed responses will be accepted at the Information Technology Office, 1640 6th Avenue, Moline, Illinois, 61265, until 5:00 P.M. (Central Time), on Friday, April 19, 2013. No electronically transmitted responses will be accepted. Late responses will not be accepted and will be returned unopened, regardless of postmark. Responses must be submitted on the required forms and signed by an authorized agent to be considered responsive to this request for qualifications (RFQ).
The RFQ is available online at http://www.moline.il.us/bids.aspx. This RFQ is not an offer to contract, but the first step in selecting a vendor for MPS. The objective of this RFQ is to obtain information that will inform the selection of a MPS vendor. The city's goals for a Managed Print Services contract are to: (1) reduce the total cost of print services; (2) provide clear and concise reporting and accounting; and (3) implement processes and appropriate equipment to increase service levels to internal end-users. Technical questions and questions regarding the process or submitting your response should be directed to Nathan Scott, IT Manager, at 309-524-2292 or
The following items SHALL be included with each bid response or be subject to disqualification: 1. EEO Policy Statement - Sign and date this page and include your own, if applicable. 2. Certification Statement - Sign, date and notarize.
3. Vendor’s Product Information – All information available about the solution (equipment, staff, products, or services) being proposed must accompany your response to confirm the solution meet(s) specifications.
TERMS AND CONDITIONS OPTIONAL REQUIREMENTS
The City of Moline reserves the right to require references, financial statements and/or company background information during response evaluations.
CONFLICTS OF INTEREST
The City of Moline reserves the right to request the vendor to file a statement that no City of Moline official or employee has an interest in the response for purchase.
ASSIGNMENT
Neither the provisions of this invitation for qualifications nor any of the obligations of either party shall be assigned or transferred in whole or in part to any person, firm or corporation without the
prior written consent of the other party. Any such assignment or transfer shall not release either party from its obligation to the other party.
EXPENSES
Expenses incurred by the responding firm during the response preparation and demonstration processes are the responsibility of the firm.
PROJECT SCHEDULE
RFQ Published 3/31/13
Vendor Questions Due 4/10/13 – 5pm CDT
(questions/answers will be published on the RFQ webpage)
Vendor RFQ Responses Due 4/19/13 – 5pm CDT Finalist selection/notification 4/26/13
(a maximum of three vendors will be selected as Finalists) Finalist Presentations/Interviews 5/6/13 – 5/10/13
Vendor selection 5/13/13
GENERAL SCOPE AND ENVIRONMENT
The City of Moline wishes to include as many existing printers, copiers, scanners, and fax
machines as possible into a managed print program to reduce cost and waste, improve efficiency, and ensure that all included departments have right-sized machines for their needs. The city uses Laserfiche document management software, which can and should be considered during this process as a potential replacement for all paper intensive workflows.
1. Network printers:
The city has three print servers that run approximately 70 network printers and uses PaperCut software to track print volume by device and user, with approximately a dozen local printers that are not tracked. PaperCut was installed in January 2012, and detailed records will be provided as necessary. Of these printers, approximately 60 are HPs; 15 are Brothers; and assorted brands make up the rest.
2. MFP Devices:
The city has ten (10) multi-function copiers:
- Public Works; Xerox WorkCentre 7556; purchased December 2012; contract w/ RK Dixon
- City Hall 1st Floor; Konica Minolta c654; purchased March 2012; contract w/ Marco - City Hall 2nd Floor; Konica Minolta c452; purchased March 2012; contract w/ Marco - WPC South Slope; Sharp MX-3100N; purchased April 2010; contract w/ Advanced
Business Systems
- Fire Dept; Canon irc3080; purchased February 2009; contract w/ Advanced Systems - Police Dept., 1st Floor; purchased March 2009; contract w/ Advanced Systems
- Police Dept., 2nd Floor; Canon irc3570; leased in January 2009 – now month-to-month w/ RK Dixon
- Finance Dept.; Canon irc4080; purchased October 2008; contract w/ RK Dixon - Water Dept; Canon irc3080; purchased August 2008; contract w/ RK Dixon
- City Hall - Clerk’s office; Canon irc6800; purchased November 2004; no remaining contract
3. Device output volume information (2012):
- Network printer approximate: 323,000 - MFP approximate – prints: 442,600 - MFP approximate – copies: 353,000 - Total approximate volume for 2012 = 1,118,600
4. Locations:
- Eight (8) facilities that are connected to our network with fiber and will definitely be included:
o City Hall 619 16th Street o Police Dept 1640 6th Avenue o Fire Dept./Finance Dept. 1630 8th
Avenue o Public Works 3635 4th Avenue o Water Plant 30 18th Street o WPC Maintenance 15 1st Avenue o WPC North 7 1st Avenue o WPC South 2800 48th Avenue
- Another eight (8) Police, Fire, and Park facilities are connected to the city’s WAN via Mediacom, have limited access – inclusion may be logistically difficult – and are negotiable.
- The Library, at 3210 41st Street, may also be included. City staff will continue to communicate regarding their intent and hope to have a final answer before contract negotiation. The Library’s device and volume totals are NOT included in the above statistics.
SUBMITTAL REQUIRMENTS 1. Background
Provide a brief background of your company including total number of staff, areas of expertise, and any special qualifications.
2. Relevant Experience
Provide your experience with print assessments or related activities, preferably in the local government environment.
o Describe at least 3 projects of similar scope.
Cite specific examples of where your company has brought value to the institution through creative analysis, planning, and recommendations for improvement.
Provide references for the projects cited.
3. Team Members’ Expertise
Present the qualifications and experience of key team members, including the project manager and other specialists, who will be assigned to this project.
Detail the qualifications, capabilities and experience of your technology integration and support team, including the number of full time technical employees that work out of an office in the Quad Cities.
4. Project Approach
Describe your programming approach for this assignment.
Explain how you would work to engage various city departments in the planning process.
How will your company work to encourage buy-in for implementation of recommendations?
Detail your approach to solution integration and management and how it relates to our internal Information Technologies processes.
5. Work Products/Deliverables
For each item below please detail methodology and products you will employ to fulfill this “short list” of essential deliverables. Provide supportive detail of anticipated interactions with our in house technology group for each item affected.
Stage 1: System Design
• Evaluation of overall print demand/usage and spending • Cost Analysis and modeling in MS Excel
• Environmental Impact of analysis and modeling recommendations • Implement software tools for print traffic tracking
• Workflow and document flow analysis
• Assessment of hardware already in place
• Identification of inefficient processes, overtaxed support staff, and unnecessary expense • Recommendations on fleet rightsizing
• Market trends and benchmarking comparisons with other clients • Big-picture MPS program recommendation
• Interim reporting
Stage 2: Implementation
• Procurement and integration of new technology (if needed) • Training and communication of any revised protocols • Ongoing supply tracking (e.g., real-time toner levels) • Predictive supply ordering
• Day-to-day maintenance, support, and repairs • Interim reporting
Stage 3: Tracking and Reporting
• Regular supply utilization reports • Ongoing equipment efficiency analyses
• Cost-per-page summaries, tracking, and billing • Recommendations for adjustments as needed • Ongoing reporting
6. Proposed timelines schedule
It is the City of Moline’s intent to have an implementation plan in place by December 1, 2013, and a contract in place for the calendar/fiscal year 2014. Based on this understanding, suggest an optimal schedule for accomplishing this task, indicating the phases of the work effort and key milestone dates.
RESPONSE REQUIREMENTS
Responses are to be hand delivered or sent in triplicate (1 hard copy and 1 DVD/CD) to the following address:
IT Department 1640 6th Avenue Moline, IL 61265
Responses shall be in a sealed envelope and clearly marked on the front "Response to Managed
Print RFQ”, until 5:00 P.M. (Central Time), on Friday, April 19, 2013. Responses received after
The City may reject any response not in compliance with all prescribed public bidding procedures and requirements, and may reject any or all responses or to waive any requirement or condition of the Request for Responses upon finding of the City it is in the public interest to do so.
Each response will include a letter from the firm's authorized representative providing general information about the firm and willingness to enter into a contract for the project with an original signature.
FEE AND AWARD OF CONTRACT
Upon selection, final contract amount will be subject to negotiation to determine exact scope of services to be provided and final contract fee amount and a contract outlining all relevant terms shall be executed by both parties. Selection does not guarantee award of the contract. In the event the vendor and the City fail to agree to a contract, the City will choose from remaining respondents or put out another Request for Responses.
The City will not reimburse respondents for any costs incurred in preparation or submission of the response. All responses are made at the sole cost of the Respondent. Proposed fee should not include or consider the costs incurred in preparation of the response.
The City’s IT Steering Committee will participate in the selection of Finalists and subsequent interviews and presentation. If the Steering Committee decides that a vendor’s MPS program meets the expectations of service and cost savings, the Committee will then make a
recommendation to City Council that the City enter into an agreement for Managed Print Services. No agreement is final unless City Council approves a contract. Selection may not be the response with the lowest cost. Respondents may not contest for any reason the selection of the City. The Contract between the Vendor and the City will include provisions indicating compensation schedule and timeline for completion of and transition to the new service. The City will retain the right of approval for any and all work performed in the course of the MPS implementation.
EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT
It is the policy of ________________________________ (insert firm name) to provide equal employment opportunity to all persons regardless of race, color, religion, sex or national origin. Accordingly, we will take Affirmative Action to ensure that we will:
1. Recruit, hire and promote in all job classifications regardless of race, color, religion, sex or national origin.
2. Make promotional decisions that are in accordance with principles of equal opportunity by imposing only valid requirements for promotional opportunities.
3. Incorporate our equal employment opportunity policy in all personnel actions such as compensation, benefits, transfers, lay-off, returns from lay-off, company sponsored training, education, tuition assistance.
4. Conduct social and recreational programs sponsored by our agency without regard to race, color, sex and religion.
Firm name: _________________________________________________________________________ Authorized signature: __________________________________________________________________ Title: ______________________________________________________________________________ Date: ______________________________________________________________________________
CERTIFICATION STATEMENT
IN COMPLIANCE WITH 720 ILCS T/33E-11 ILLINOIS COMPILED STATUTES, CHAPTER 38, SECTION 33E-11:
The undersigned individual certifies that he or she is not barred from bidding on this contract as a result of a violation or either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4 bid-rigging or bid-rotating.
INDIVIDUAL: Signature of bidder: ___________________________________________________________________ Business address: _____________________________________________________________________ Business phone number:________________________________________________________________
SUBSCRIBED AND SWORN to before me on this date:______________________________________ Notary Public
PARTNERSHIP:
The undersigned certifies on behalf of the partnership named below that the partnership is not barred from bidding on this contract as a result of a violation of either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4, response-rigging or response-rotating.
Further, the undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the partnership and in accordance with the partnership agreement and the laws of the State of Illinois and that this certification is binding upon the partnership and is true and accurate. Partnership name:_____________________________________________________________________ Signed by: __________________________________________________________________________ Business Address: ____________________________________________________________________ Business phone number:________________________________________________________________ Insert names and addresses of all partners:
SUBSCRIBED AND SWORN to before me on this date: _____________________________________
CERTIFICATION STATEMENT CORPORATION:
The undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the corporation in accordance with by-laws of the corporation and that this
certification is binding upon the corporation and is true and accurate. Corporate name: _____________________________________________________________________ Signed by: ___________________________________________________________________________ Title: ______________________________________________________________________________ Business address: _____________________________________________________________________
Insert names of corporate officers: President: ___________________________________________________________________________ Secretary: ___________________________________________________________________________ Treasurer: ___________________________________________________________________________ Attest: ______________________________________________________________________________ Secretary