Bid Detail

13-029 - Integrated Copy Center, Mailroom/Courier Service, Printer Management Services, and Copier Fleet

The Springfield School Department wishes to obtain the services of a vendor to integrate the functions of the District\'s Copy Center, Mailroom, Courier Service, and desktop Printer fleet into one comprehensive and combined service model, billed on one invoice, utilizing a cost per copy billing method. The Vendor will also bid on the District\'s copier fleet.

The Vendor will be responsible for the daily operations of the Copy Center; including staffing and high volume production, the Mailroom/Courier service; including incoming and outgoing daily mail, mass mailing and courier service, and desktop printer fleet management; including break fix and machine service for the district, as well as maintaining the copier fleet at all the specified service locations.

Partner Relationship

The Springfield School Department (SPS) requires the vendor to enter into a partner relationship that will provide ongoing quality and efficiency improvements throughout the course of the contract. The purpose of this partnership is to ensure expected service levels are met and that cost saving improvement strategies and recommendations from the vendor for SPS policy changes are implemented. The vendor will provide recommendations for new initiatives that can result in cost savings for the district through a consultative approach. This partner relationship is defined by the following characteristics:

• One point of contact between the School Department and the Vendor.
• On-going analysis of all aspects of the combined components and copier fleet contained in this RFP with timely detailed reports that include narrative context with production/reporting numbers.
• Provide ongoing analysis of SPS needs and produce innovative solutions to meet those needs, while designing and managing the implementation of those solutions.
• Provide regular updates to the SPS strategy to ensure all SPS objectives are being met.
• Maintaining consistent levels of service at all specified locations with flexibility and problem solving to decrease costs while providing expanding and better services.

Integration of Copy Center, Mailroom/Courier Service, and Printer Management

• The vendor is required to integrate the Copy Center, Mailroom/Courier service, and Printer Management functions into one comprehensive, turn-key, service model invoiced on one bill.
• The vendor is responsible for daily operations of the service model as well as staffing and operational logistics.

MAILROOM AND COURIER SERVICE

The vendor will be responsible for all aspects of outgoing and incoming mail and act as courier for the district, and be responsible for document and mail delivery to the specified district locations. The vendor will provide the following services:

• Pickup and delivery of all interoffice mail and paper communication between SPS locations and the City of Springfield\'s Municipal offices.
• Pickup incoming mail from USPS post office
• Track and record the number of mail pieces
• Sort mail and prepare for delivery
• Pickup and deliver mail to the Springfield Public Schools daily
• Meter outgoing mail and track mail volume
• Replenish postage meter when low
• Prepare mail for pickup by USPS
• Find and implement mail savings opportunities
• Assist SPS with mass mailing requests
• Process and track incoming express and accountable packages
• Process outgoing express packages
• Track monthly accountable packages
• Track, research and resolve customer service issues with shipping vendors
• Courier Services: Provide daily pickup and delivery to the Springfield Pubic school locations as well as the SPS Central Office with a well-defined and efficiently planned courier route
• Provide, maintain and insure own delivery vehicles
• Vendor must be able to satisfy the following Mail and Delivery input/output average volume levels:

AVERAGE MAIL VOLUME

OUTBOUND
QUANTITY
USPS 800 pieces/day
Certified Mail - Return Request 100 pieces/week
Return Mail Central Office 100 pieces/week
Accountable Mail (Fedex, UPS, etc.) 10-12 pieces/day
Post Cards 1-2 times per year
Large Projects 2-3 times per year

INBOUND
QUANTITY
USPS 2 buckets/day (400-500 pcs)
Accountable Mail (Fedex, UPS, Certified) 20 pieces/day
Internal Mail 800-900 pieces/day


COPY CENTER SERVICES

The vendor will run the District\'s Copy Center with the following specifications:

Location: The vendor will house and own the copy center within its own facility, charging rent -to be built into the cost per click model, located not more than 20 miles from the SPS Central Office located at 1550 Main Street, Springfield. As part of the proposal, the vendor will furnish a plan and layout of the proposed copy center. After meeting all SPS service levels, the Vendor shall, within capacity, use the copy center to process outside print jobs that will be mutually beneficial to both the vendor and SPS by reducing overhead costs and potentially become a source of revenue for SPS in the future.

Currently, SPS uses the following machine in the Copy Center:

LOCATION MODEL ID # MANUFACTURER SERIAL Monthly Volume
COPY CENTER IRPRO125VP 11418538 CANON KHH02111 630,425


Vendor will provide the following services at the Copy Center:

• Process incoming production requests received and electronically and in person
• Allow end users to submit work electronically from any facility
• Utilize accounting codes to assign charges to applicable cost centers for accounting purposes
• Provided end of the month billing reports
• Track volume by device, department and cost center
• Track job submission by individual end user
• Track and record waste copies, job accuracy and timeliness of production history
• Send email notification to end user upon completion of production request
• Provide finishing services for production request including: hand collating, cutting, hand folding, GBC binding, and laminating


• Provide Output Capabilities: production black and white print, production color print, wide format (poster) capabilities, lamination, mail equipment & software, high definition scanners.
• Provide Copy Center staffing levels adequate to the volume of production with trained back-up personnel
• Vendor must be able to satisfy the following average Copy Center output volume levels and have a plan to cover peak loads:

OUTPUT VOLUME
Production Black and White 8,175,065
School Handbooks 2,080,000
School Diplomas 1,750
Large School Projects - as needed 2,442,269

DESKTOP PRINTER FLEET

• Provide on-site technical service support for all printer fleet devices from 8 am to 5pm Monday through Friday except the following holidays: New Year\'s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day
• Provide toner cartridges for all printers covered under the contract
• Troubleshoot and resolve printer hardware support requests
• Troubleshoot printer cable connectivity to the network
• Replace maintenance kits as needed
• Provide service support labels for all printers covered under the service agreement
• Provide standard preventative maintenance on each device once every six months or as dictated by service calls, volume output, and maintenance kit installations
• Document printer procurement request recommendations
• Implement and utilize a tracking application to monitor devices
• Provide regularly scheduled reporting that is customized to the District\'s objectives
• Vendor must be able to maintain printer fleet with the following average volume levels:

OUTPUT VOLUME
Laser Printers - Black and White 7,700,916

COPIER FLEET

• Vendor will maintain current equipment or replace with comparable models.
• Vendor is responsible for proactive preventative maintenance of all copy machines to ensure proper lifecycle functioning and consistent service levels with minimal downtime.
• Vendor must be able to maintain copier fleet with the following equipment and average monthly volumes:
• Vendor will have the opportunity to bid on copier fleet as part of the integrated service model and as a separate contract.

Available Solicitations

As of 11:04 pm Wednesday, April 24, 2024

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End date: Thursday May 2, 2024 at 2 p.m.

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End date: Wednesday May 1, 2024 at 2 p.m.

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24-223 - Abatement at Springfield Public Day Middle School
End date: Thursday April 25, 2024 at 2 p.m.

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