Bid Detail

22-021 - RFP for Copy Center/Managed Print Services for Springfield Public Schools

The City of Springfield invites all interested, qualified proposers capable of providing the required services, to submit proposals for Leasing of Multi-Functioning Devices (MFDs), Maintenance/Repair/Management of District’s Fleet of MFD’s & Networked Desktop Printers, Management & Operation of a Copy Center, and Management of Mail/Delivery/Courier service to the Springfield Public Schools District (the “District”, or “SPS”). The District wishes to establish a service level agreement with a qualified proposer for a “high volume” print production Copy Center and Managed Print Operation.

2. The SPS is soliciting proposals for the leasing of Multi Functioning Devices (MFDs) and the general, day to day maintenance and repair and associated supplies (toner, drums, staples, etc.) of the District’s entire Fleet of MFD’s and Desktop Printers. The fleet of MFD’s will be leased, where the SPS will retain ownership of the fleet of Networked Desktop Printers. In addition, the District desires to reduce the fleet of desktop printers in an effort to reduce overall cost, wherever possible.

3. The Vendor will be responsible for the daily operations of the Copy Center; including staffing, management, business decision making, and high-volume document production. Successful proposer will retain autonomy and independence over its day-to-day business decisions, equipment inventory, and management, but must commit to meeting the copy/print needs of the District. The selected vendor shall deliver a completed implementation plan and timeline for the duration of each phase of the project. The Project Plan should describe the programs and/or resources needed.

4. The vendor will be responsible for the management of mail/delivery/courier services. This scope of services represents all of the mailing needs of the District, including inter-office mailing, delivery of printed materials, and postage coordination.

5. In addition, a central mission of the SPS is providing educational and internship opportunities for its students. Within this goal, the district wishes to have the vendor provide Co-Op opportunities to selected District Vocational student(s). Selected proposer must agree to host internships at its facility or agree to send representatives to Putnam Vocational. The goal of the District is to provide vocational students with real world work experience. It is highly desirable by the District that the Proposer provide internship opportunities to vocational students.

Scopes of Service:

A. Leasing of Multi Functioning Devices
B. Maintenance/Repair/Management of District’s Fleet of MFD’s & Networked Desktop Printers
C. Management and Operation of Copy Center
D. Management of Mail/Delivery/Courier Services
E. Internship and Educational Opportunity
F. Billing and Reporting

The School Department expects a consistent level of service and ongoing improvements through a contractual relationship. Proposers should submit proposals for the following Scopes of Service that will be covered by this RFP and the corresponding Contract.

A. Leasing of Multi Functioning Devices (MFDs)

1. Overview
a. The District requests proposals for leasing a fleet of new MFDs.
b. Leasing should only be considered for the MFD fleet. The District will physically own all desktop printers.
c. All equipment must be 100% new and not used or remanufactured, unless approved by the district.
d. The District wishes to maintain a coterminous fleet and requires a formula for adding additional (new) equipment over term of the agreement. If there is an alternate process, proposer must explain in the technical proposal. Proposers should familiarize themselves with the current fleet of District MFD’s (see Exhibit A) and should prepare to provide equipment based on the estimated volume of the District. Proposer should explain methodology.
e. Proposer must provide the SPS with an effective method of adding printers/or MFD’s of which the district is able to request these additional pieces of equipment as needed.

2. Lease
a. The vendor must identify the leasing company if different and describe the business relationship between the vendor and the leasing company for the MFD’s under this bid. The vendor must provide a copy of the lease agreement as part of their bid. All lease terms are subject to City approval.

b. If the vendor is an authorized dealer for the manufacturer being bid, a copy of the authorized dealer’s certification must be submitted with the proposal. Dealers should submit proposals only when the manufacturer being represented is not submitting a proposal directly. A letter must be submitted for each manufacturer’s line being proposed, stating if for any reason the dealer/distributor fails to live up to the contractual agreement, the manufacturer will then be responsible for selecting another dealer/distributor to fulfill the remaining portion of the agreement as written. The Central Office must agree, in writing, to any replacement dealer/distributor.
c. Minimum Lease Terms attached as Exhibit B.

3. Operational Requirements
a. Installation: Provide a completed implementation plan with timeline starting with two options: replacement of current fleet of copiers/MFDs at Springfield Public Schools (like for like), and for right sizing the fleet.
b. Fleet Management:
i. Describe your process for adding/removing devices for multi-locations
ii. Provide a detailed strategy for removal of devices/right sizing copier fleets.
iii. Provide a detailed strategy for removal of devices/right sizing printer fleets.
iv. Replace of all equipment via an attrition model.
v. Full replacement model
vi. Describe your fleet cancellation options and allowable timelines.
vii. Describe your options for existing machine upgrades during the term of a vendor-owned equipment placement.
viii. Describe your policy on equipment trade-in allowances.
b. Proposer must manage leasing, installation of all hardware of MFD’s, including delivery, uncrate, assemble, disposal of debris, test and run, assigning to server, securing IP address and loading drivers and printer software. Vendor must follow Springfield School Department’s currently established protocol for requesting and securing IP addresses. The District will remain responsible for the purchase of new desktop printers.
c. Provide requirements for Springfield School Department support required during implementation. Include number of employees, roles, responsibilities, on-going support requirements, etc.
d. Devices must be server fax compliant with no added charge to the District.
e. Preferred that devices are X Media Compatible

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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