AOS92 Kennebec Valley Consolidated Schools
REQUEST FOR PROPOSAL MANAGED PRINT SERVICES AOS92 Kennebec Valley Consolidated Schools 25 Messalonskee Avenue Waterville, Maine 049015437 Tel: 2078734281 Fax: 2078725531 Issue Date: February 26, 2015 Proposals must be received by: March 26, 2015 Deliver proposals to: Will Backman 25 Messalonskee Avenue Waterville, Maine 049015437
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AOS92 Kennebec Valley Consolidated Schools
Table of Contents Statement of Purpose Background Information Scope of Work Printers and Copiers Consumable Supplies Expectations for the consumable supplies required by this RFP. Fix/Repair Maintenance Expectations for the fix/repair maintenance required by this RFP Management & Process Controls Outcome and Performance Standards Deliverables Term of Contract Payments, Incentives, and Penalties Contractual Terms and Conditions Requirements for Proposal Preparation Evaluation and Award Process Process Schedule Points of contact for future correspondence Attachment A Print Device Inventory Attachment B Technology Refreshment Strategy Attachment C Consumable Supplies Expectations Attachment D Fix/Repair Maintenance Expectations Attachment E EndUser Support Expectations Attachment F Management Expectations 1. Device Management 2. Reporting 4. Fleet Management Proposal Summary
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AOS92 Kennebec Valley Consolidated Schools
Statement of Purpose The purpose of this Request for Proposal is to enter into a five (5) year agreement with a qualified vendor to provide managed print services and equipment leases for AOS92 Kennebec Valley Consolidated Schools. Vendors are instructed to propose their most advantageous solution for AOS92 in accordance with the requirements and scope of work specified. AOS92 seeks a qualified vendor to implement and maintain a managed print services program covering all of the print devices listed on Attachment A, Print Device Inventory and consisting of the following components: ● Consumable supplies Fix/Repair services ● Enduser support Management of the print devices ● Technology refreshment of end of life network printers and copiers
Background Information AOS92 Kennebec Valley Consolidated Schools is an Alternative Organizational Structure (AOS) formed by the towns of Vassalboro, Waterville, and Winslow under the 2007 State of Maine School Administrative Reorganization law. Along with a combined AOS budget and board, each member school unit retains a local budget and school board. The sites covered under this proposal include Vassalboro Community School, George J. Mitchell School, Albert S. Hall School, Waterville Junior High School, Waterville Senior High School, Waterville Alternative School, MidMaine Technical Center, Waterville Central Office, Winslow Central Office, Winslow Elementary School, Winslow Junior High School, and Winslow High School. Our schools serve approximately 4,100 students and 775 staff. AOS92 currently has approximately 175 printing devices with an approximate annual volume of 9,000,000 black and white prints, and 600,000 color prints. This fleet is comprised of 40 black and white copiers, 15 color copiers, 100 black and white printers, and 20 color printers. We are currently reducing the number of small printers in our inventory, so any proposal must be able to adjust based on future changes in printer inventory. The AOS92 computing environment consists of approximately 2,000 devices including Microsoft Windows 7, Apple Mac OSX, Apple iOS, and Google Chrome. All schools are 3
AOS92 Kennebec Valley Consolidated Schools
connected by internal fiber optic links. Servers are a mixture of Microsoft Windows, Apple OSX, and Linux.
Scope of Work Printers and Copiers A listing by model is included on Attachment A, Print Device Inventory. Any devices (e.g. fax machines) not covered in the proposal must be identified as such in the proposal. AOS92 welcomes proposals that include strategies to consolidate printing to fewer or more cost effective devices, but any proposal should include at minimum for each building: ● One black and white copier per wing/floor ● One color copier for staff and student use ● One color copier in each main office. ● Each copier should be able to scan to email and be a network printer. ● The copier in each main office should have a fax card, finisher/sorter/punch/stapler. ● All other copiers should have a finisher/sorter. with the option of a punch/stapler. ● Copiers should have separate drawers for 8.5x11 inch, legal, and ledger paper, plus a manual feed. ● Additional printers as necessary based on existing need. On Attachment B Technology Refreshment Strategy, please describe your approach when AOS92 may require additional or replacement print devices. All proposals must identify: 1. Price per page for black ink only print jobs, as well as the price per page for color print jobs 2. If solely a price per page service, the estimated annual cost 3. If a fixed cost is quoted based on projected print counts vendor must provide cost of additional print jobs (per page for both black and color) and credits to the District if quoted volume is not reached or procedure for revisiting subsequent year's fixed cost.
Consumable Supplies The successful vendor will be responsible for "justintime" inventory management of all consumable supplies (except throughput media) including enduser replaceable components for all output devices defined within this RFP. ● Covers all printers and copiers included within this RFP as well as any printers and copiers replaced by selected vendor as part of the agreement. ● Vendor is responsible for delivery of supplies to point of need. 4
AOS92 Kennebec Valley Consolidated Schools
AOS92 is interested in environmental issues associated with consumable supplies that will be supplied in performance of a contract resulting from this RFP. Please respond to the questions on Attachment C Consumable Supplies
Expectations for the consumable supplies required by this RFP. ● Black and White toner may be offbrand, remanufactured, or OEM. However, it must have comparable performance to OEM toner. Toner that continually leaks, prints with additional marks on the page, or appears too light will be rejected and will be replaced at the vendor’s cost. ● Color toner must be OEM. No substitutes will be accepted under any circumstances. ● Consumable supplies must meet original equipment manufacturers specifications. ● Vendor assumes all responsibility for hardware performance due to consumable supplies. ● Covers all multifunction devices and network printers included within this RFP. ● Vendor retains ownership of all consumables inventory. ● Down time due to lack of consumable supplies will not be acceptable. ● Vendor is responsible for delivery of supplies to point of need or location determined by technology staff ● AOS92 does desire to have more than a small emergency inventory onhand at any location or device placement. ● AOS92 is interested in proactive device monitoring and just in time delivery of necessary consumable supplies
Fix/Repair Maintenance The successful vendor shall be responsible for all toner, fix/repair maintenance, and/or replacement of all output devices included in a contract resulting from this RFP. ● Covers all local and network printers included within this RFP. ● Hardware must meet specifications and minimum uptime requirements. ● Vendor will meet minimum service response expectations. Please respond to the question on Attachment D Fix/Repair Maintenance
Expectations for the fix/repair maintenance required by this RFP End User Support: The successful vendor shall be responsible for end user helpdesk support for the entire AOS92 organization. ● Provide enduser help desk support for all AOS92 users on all copiers and printers covered by a contract resulting from this RFP ● Provide a single point of contact for AOS92 technology staff 5
AOS92 Kennebec Valley Consolidated Schools
Please respond to the questions on Attachment E End User Support Expectations for the enduser helpdesk support required by this RFP.
Management & Process Controls The successful vendor shall be responsible for management of the AOS92 printer and copier fleet as described within this RFP including measurement and reporting of results. Software that will be installed for printer monitoring must be received by the first day of the contract. ● Electronic monitoring of all output devices that are part of a resulting contract. ● Maintaining service records to report individual device performance. ● Ability to measure and manage output at device and building level. ● Ability to allocate cost by device and building.. ● Ability to manage user access and workflows. ● Manage fleet optimization. ● Additional features available that have been proven to reduce paper and print waste (e.g. scan ● ID to print/walk up printing should be identified and quoted as addon (optional) items. Please respond to the questions on Attachment F Management Expectations for the management and process controls required by this RFP.
Billing and Payments Billing is expected to be on a quarterly basis, broken out by building at a minimum. Payment will be upon submittal of an invoice to the address shown on the purchase order by the Contractor on a Net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
Contractual Terms and Conditions Contract award will require school board approval in the three towns of Vassalboro, Waterville, and Winslow. The contract is expected to begin September 17, 2015. AOS92 reserves the right to cancel with 30 days written notice to the vendor. AOS92 reserves the right to negotiate all elements which comprise the vendor's proposal to ensure that the best possible consideration be afforded to all concerned. AOS92 further reserves the right to reject any and all proposals, award separate items, and to seek new
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AOS92 Kennebec Valley Consolidated Schools
proposals or modify proposals when such action would be deemed in the best interest of AOS92. AOS92 is exempt from all federal excise, state and local taxes unless otherwise stated in this document. In the event taxes are imposed on the services purchased, the District will not be responsible for payment of the taxes. The vendor shall absorb the taxes entirely. Upon request, the District's Tax Exempt Certificate will be furnished. The vendor shall protect, indemnify and hold AOS92 harmless against any liability, claims and costs of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any incident arising out of occupancy, use, service, operations or performance of work in connection with the contract, resulting in whole or in part from the negligent acts or omissions of the vendor. If the Contractor defaults in its agreement to provide supplies or equipment to AOS92’s satisfaction, or in any other way fails to provide service in accordance with the contract terms, AOS92 shall promptly notify the Contractor of such default and if adequate correction is not made within seventytwo (72) hours AOS92 may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the Contract during the notification period.
Requirements for Proposal Preparation One original and 3 copies of the proposal must be submitted by March 26, 2015. Firms shall clearly mark the "original" set. AOS92 will make no reimbursement for the cost of developing or presenting proposals in response to this RFP. In order to be considered, proposals are to be submitted in the same format (sequence) as described in this RFP, with each section clearly identified. A signed letter of interest, stating the firm's or individual's interest and qualifications in providing these services and including a statement indicating the full and complete understanding of the requirements and scope of work detailed within the RFP and the ability of the firm to comply with all terms, requirements, and conditions of resultant contract. The information contained in proposals submitted for the AOS92’s consideration will be held in confidence until all evaluations are concluded and a vendor selected. AOS92 must adhere to the provisions of the Maine Freedom of Access Act (FOAA), 1 MRSA §401 et seq. As a condition of accepting a contract under this section, a contractor must accept that, to the extent required by the Maine FOAA, responses to this solicitation, and any ensuing contractual documents, are considered public records and therefore are subject to freedom of access requests. 7
AOS92 Kennebec Valley Consolidated Schools
Evaluation and Award Process Representatives of AOS92 will evaluate the proposals and rank them from the one most likely to the one least likely to meet the needs of AOS92 and satisfy the requirements of the RFP. AOS92 may call for interviews to clarify information and request proof of concepts received in the proposal. In addition to interviews, or if the proposals are very closely ranked, AOS92 reserves the option to enter into discussion on pricing and/or other portions of the proposal, and may request Best and Final offers if it is determined to be in AOS92's own best interest. However, offering firms are cautioned that AOS92 may proceed with an award on the basis of information received in the original proposal and subsequent interviews (if held) without calling for additional discussions or Best and Final offers. Evaluation of the proposal will be based on the following criteria. Specific weighting shall be used. AOS92 may elect to evaluate based on overall ranking, rating or assigned points. The following criteria are listed in order of greatest importance: 1. Experience and Capabilities of vendor 20% 2. Cost of Solution 30% 3. Value Added Features 15% 4. References 10% 5. Responsiveness 25%
Process Schedule February 26, 2015 – RFP Distributed March 26, 2015 – RFP Due May 2015 – Proposal presented to School Boards September 17, 2015 – Contractual period begins – Pending School Board Approval
Points of contact Should you have any questions or require further information, please contact: Will Backman Director of Technology AOS92 25 Messalonskee Avenue Waterville, Maine 049015437
[email protected] 8
AOS92 Kennebec Valley Consolidated Schools
Attachment A Print Device Inventory Make
Model
Serial Number
Albert S. Food Hall School Services
HP
LaserJet 2300
CNBGH60108 10.1.140.61
Printer
Albert S. Guidance Hall School Room 105
HP
LaserJet 2015
CNB9M23110 10.1.140.17
Printer
Albert S. Hall School Ground Floor Toshiba
E603T
CQJ828043
10.1.140.59
Copier
Albert S. Hall School Hall 2nd Floor Toshiba
EStudio 655
CCL015360
10.1.140.60
Copier
Albert S. Hall School Hall By Office Toshiba
EStudio 755
CDL012761
10.1.140.58
Copier
Albert S. Hall School Office
Toshiba
E2830c
CXC130819
10.1.140.14
Copier color
Albert S. Hall School Library
HP
Laserjet 4050
USCC119846 10.1.140.53
Printer
Albert S. Hall School Room 102
HP
Laserjet 1320
CNRC6976JB 10.1.140.15
Printer
Albert S. Hall School Room 111
HP
Color LaserJet 4700 JPLLB17827
Albert S. Room 111 Hall School Comp Lab
HP
Laserjet 4000
USEC011444 10.1.140.51
Printer
Albert S. Hall School Room 139
HP
Laserjet 1320
CNRC6976K4 10.1.140.55
Printer
Albert S. Hall School Room 310
HP
LaserJet 4200
USBB007619 10.1.140.52
Printer
Albert S. Hall School NA
HP
Laserjet 1320
CNHC63F3KH 10.1.140.27
Printer
Albert S. Hall School Main Office
HP
LaserJet 4250
CNGXF78052 10.1.140.50
Printer
Building
AOS 92 Asst District Office
Room Number
I.P. Address
10.1.140.28
Type
Color
Printer color
Psych Ladies HP
LaserJet 4200
USGNM30517 10.2.10.77
Printer
9
AOS92 Kennebec Valley Consolidated Schools
AOS 92 Asst District Office
Main Office
AOS 92 District Office
Special Ed/Winslow
AOS 92 District Office AOS 92 District Office AOS 92 District Office
Toshiba
E5520c
CSB121360
10.3.2.3
Copier color
HP
LaserJet 4250
CNDXD05558 10.3.2.4
Printer
Job Club
Toshiba
E452
CIH620187
10.1.105.18
Copier
Main Office
Toshiba
EStudio 755
CDL012710
10.200.0.12
Copier
Main Office
eSTUDIO4520 TOSHIBA C CAA124208
10.200.0.15
Copier color
AOS 92 District Office
Transportaion Toshiba
AOS 92 District Office
Special Ed Room 111
Lexmark XS652de MFP S7945NWC
AOS 92 District Office
Main Office
HP
AOS 92 District Office
Main Office
AOS 92 District Office
Paula Pooler's Office
E453
CII848769
10.200.0.18
Copier
Color Laserjet 4650
Printer
JPHAB19945 10.200.0.10
Printer color
HP
Laserjet 4100
HP
VNBCC7C43 Laserjet P3015 Q
AOS 92 District Office
Payroll
AOS 92 District Office
Transportatio n Office HP
AOS 92 District Office
Special Ed/Winslow
USLNJ09643 10.200.0.11
Printer
10.200.1.123
Printer
HP
LaserJet 4300
CNGY530093 10.200.0.17
Printer
LaserJet 4250
CNGXJ28899 10.200.0.13
Printer
HP
Laserjet 2420
CNGKC69771 10.1.105.57
Printer
10
AOS92 Kennebec Valley Consolidated Schools
AOS 92 District Office
Shelly's Office
George J. Mitchell School
Food Services
HP
LaserJet 2300
George J. Mitchell School
Kindrgarten Teachers Lounge
HP
Color LaserJet 4700 JPLLC07969
George J. Mitchell School George J. Mitchell School
NA
NA
George J. Mitchell School
Teachers Prep Room
Printer color
CNBGG96199 10.1.160.67
10.1.160.15
Printer
Printer color
HP
Laserjet 4000
USEF152905 10.1.160.54
Printer
HP
LaserJet 4250
CNGXF78048 10.1.160.53
Printer
HP
LaserJet 4250
CNGXJ28843 10.1.160.55
Printer
HP
Laserjet 4000
USMB200399 10.1.160.51
Printer
Room D25
George J. Mitchell School
Room C18
George J. Mitchell School
Portable Classroom
HP
Laserjet 1320
CNHC57S3GF 10.1.160.49
Printer
George J. Mitchell School
Unknown
George J. Mitchell School
Teachers Lounge
George J. Mitchell School
CNGXB47531 10.200.0.16
NA
George J. Mitchell School
LaserJet 4350
George J. Mitchell School
George J. Mitchell School
HP
HP
LaserJet 2015
CNBJR82035 10.1.160.48
Printer
HP
LaserJet 2100
USBB013150 10.1.163.234
Printer
HP
LaserJet 4200
USGT094366 10.1.160.70
Printer
HP
Laserjet 4100
JPLGD07550 10.1.160.58
Printer
NA
HP
LaserJet 4200
USBNL14886 10.1.160.52
Printer
Child Care
HP
Laserjet 1320
CNFC54L4M6 10.1.160.71
Printer
11
AOS92 Kennebec Valley Consolidated Schools
George J. Mitchell School George J. Mitchell School George J. Mitchell School
Benita Rancort's Office
HP
LaserJet 2015
CNBJS82148 10.1.160.47
Printer
Hall By Office Toshiba
EStudio 755
CDL012767
10.1.160.64
Copier
Hall By Office Toshiba
EStudio 755
CDL012771
10.1.160.66
Copier
George J. Mitchell School
Office
Toshiba
EStudio 755
CDL012765
10.1.160.59
Copier
George J. Mitchell School
Office
Toshiba
E2830c
CXC130916
10.1.160.63
Copier color
HP
Color Laserjet 4650
JPHAC32184 10.1.160.61
Printer color
George J. Mitchell School George J. Mitchell School George J. Mitchell School
Library
Room 9
HP
LaserJet 2015
CNBJS82164 10.1.160.18
Printer
Unknown
MidMaine Technical Center Main Office MidMaine Technical Early Child Center Dev Vassalboro Community School Library
HP
Laserjet 4100
JPLGD05891 10.1.140.16
Printer
Toshiba
EStudio 655
CCL015329
10.1.240.35
Copier
Toshiba
E452
CID616766
Copier
Toshiba
E603T
CQB824835
Vassalboro Community 6th7th Grade School Wing Lexmark T650dn
S794T84R
Vassalboro Community Computer School Lab
CXF333772
Xerox
8560MFP
Vassalboro Community School K2 Wing Hall Lexmark T650dn
10.0.6.24
Copier
Printer
10.0.6.20
Copier color
S794T84D
Printer
12
AOS92 Kennebec Valley Consolidated Schools
Vassalboro Community Work Room School Lower Level
Ricoh
MP5500
L7785100220 10.0.6.28
Copier
Vassalboro Community Teachers School Room
Toshiba
EStudio 655
CCL015359
10.0.6.23
Copier
Vassalboro Community School Office
Toshiba
E4520c
CAA124227
10.0.6.21
Copier color
Vassalboro Community School Main Office
Toshiba
EStudio 655
Vassalboro Community 3rd5th Grade School Wing Lexmark T650dn Vassalboro Community Spanish Lab School Room 203 Ricoh Vassalboro Community Work Room School Lower Level Waterville Alternative Education Adult Ed
CCL015335
10.0.6.22
Copier
S794T9NR
Printer
MP5500
L7785000233 No NIC
Copier
Lexmark T650dn
S794T87T
Printer
HP
Laserjet 4000
USNC093713 10.1.100.67
Printer
Waterville Alternative Education Office
Toshiba
E453
CIA839343
10.1.130.36
Copier
Waterville Alternative Teachers Education Lounge
Xerox
8560DN
FBT073282
10.1.130.33
Printer color
Waterville Junior High Food School Services Waterville Junior High Principals School Office Waterville Junior High School Main Office Waterville Junior High Teachers School Lounge
HP
LaserJet 2300
CNBFB70494 10.1.120.46
Printer
HP
LaserJet 4250
CNBXD14664 10.1.120.51
Printer
HP
LaserJet 4250
CNBXD14657 10.1.120.73
Printer
Toshiba
EStudio 655
CCL015402
10.1.120.18
Copier
13
AOS92 Kennebec Valley Consolidated Schools
Waterville Junior High Principals School Secretary
HP
Laserjet 4000
USEF166302 10.1.120.62
Printer
Waterville Junior High School Office
Toshiba
E5520c
CSB121335
Copier color
Waterville Junior High Teachers School Lounge Waterville Junior High School Room 44 Waterville Junior High Library School Mezzanine Waterville Junior High School Room 72A Waterville Junior High School Room 72B Waterville Junior High School Main Office Waterville Junior High School NA Waterville Asst. Junior High Principals School Office Waterville Junior High School Room 66 Waterville Junior High School Room 48 Waterville Junior High School Room 33B Waterville Junior High School Room 42
10.1.120.64
Toshiba
EStudio 655
CCL015385
10.1.120.19
Copier
HP
LaserJet 2015
CNBJS82147 10.1.120.17
Printer
HP
LaserJet 2430
CNDJB47573 10.1.125.244
Printer
HP
LaserJet 4200
USDNX15369 10.1.120.67
Printer
HP
Laserjet 2420
CNGKJ15091 10.1.120.27
Printer
HP
LaserJet 4250
CNGXJ28901 10.1.120.50
Printer
HP
Laserjet 2420
JPDGR10120 10.1.122.24
Printer
HP
LaserJet P2055 CNB9P52869 10.1.120.49
Printer
HP
LaserJet 4200
USGNM37587 10.1.120.57
Printer
HP
Laserjet 4100
USLND17883 10.1.120.60
Printer
HP
Laserjet 4100
USBNK35608 10.1.120.59
Printer
HP
LaserJet 4200
USBNM12642 10.1.120.68
Printer
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AOS92 Kennebec Valley Consolidated Schools
Waterville Junior High School Room 212 Waterville Junior High School Room 40 Waterville Junior High School Room 39C Waterville Junior High School Room 39A Waterville Junior High School Room 37D Waterville Junior High School Room 4200 Waterville Junior High School Room 37A
HP
Waterville Junior High School Room 70 Waterville Senior High School Waterville Senior High School Waterville Senior High School
CNGKK67104 10.1.120.28
Printer
HP
Laserjet 4100
USBNF30654 10.1.120.56
Printer
HP
Laserjet 4100
USLND17897 10.1.120.58
Printer
HP
Laserjet 4000
USEF16625X 10.1.120.55
Printer
HP
Laserjet 4000
USEF166251 10.1.120.45
Printer
HP
LaserJet 4200
USDNX15348 10.1.120.69
Printer
HP
Waterville Junior High School Media Center HP Waterville Junior High School Room 33A
Laserjet 2420
LaserJet 2100
USGZ310554 10.1.126.5
Printer
LaserJet 4250
CNGXJ28888 10.1.120.52
Printer
HP
LaserJet 1300
CNCB202092 10.1.120.70
Printer
HP
LaserJet 4200
USDNS16783 10.1.120.66
Printer
Food Services
HP
LaserJet 2300
CNBGG03098 10.1.100.96
Printer
Main Office
HP
LaserJet 4200
USBNS00675 10.1.100.86
Printer
NA
HP
LaserJet 4250
CNGXB51454 10.1.100.53
Printer
15
AOS92 Kennebec Valley Consolidated Schools
Waterville Senior High School
Main Office
Toshiba
eStudio 855
CEL013162
10.1.100.68
Copier
Waterville Senior High School
Teachers Lounge
Toshiba
E5520c
CSB121327
10.1.100.42
Copier color
Waterville Senior High School
Storage
Xerox
8560DN
FBT177480
10.1.100.38
Printer color
Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School
Media
Toshiba
eStudio 855
CEL013155
10.1.100.65
Copier
Room 207
HP
LaserJet 4200
USBNM16291 10.1.100.51
Printer
NA
HP
LaserJet 2430
CNGKK08001 10.1.100.63
Printer
Guidance
Toshiba
EStudio 655
CCL015403
10.1.100.74
Copier
Room 115
HP
LaserJet 2100
USGW024085 10.1.100.85
Printer
Room 219
HP
Laserjet 1320
CNHC55Y063 X
Printer
Waterville Senior High School
Room 203
HP
LaserJet 4250
CNGXC46719 10.1.100.62
Printer
Waterville Senior
Adult Ed Room 11
Toshiba
E523T
CZK832557
Copier
10.1.100.49
16
AOS92 Kennebec Valley Consolidated Schools
High School Waterville Senior High School Waterville Senior High School
Teachers Upstairs
Toshiba
eStudio 855
CEL013159
10.1.100.43
Copier
Learning Center
HP
Laserjet 4014
CNDX130812 10.1.105.20
Waterville Senior High School
Room 122
HP
LaserJet 4200
Waterville Senior High School
Room 110
HP
Color LaserJet 4700 JPGLB10077 10.1.100.50
Printer
USGNN01598 10.1.100.77
Printer
Printer color
Waterville Senior High School
Registration Room 102
HP
Laserjet 4050
USCC152804 10.1.100.58
Printer
Waterville Senior High School
Room 102 Guidance
HP
Color Laserjet 4600
JPDKF41285 10.1.100.69
Printer color
Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School
NA
Room 030
HP
Laserjet 2420
CNGKC01359 10.1.100.48
Printer
HP
Color Laserjet 4600
JPCKD28006 10.1.100.73
Printer color
Learning Center
HP
Laserjet 4050
USBB193932 10.1.100.66
Printer
NA
HP
Laserjet 4014
CNDX110155 10.1.100.55
Printer
17
AOS92 Kennebec Valley Consolidated Schools
Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School Waterville Senior High School
Math Room 031
HP
Laserjet 4000
USEF166291 10.1.100.56
Printer
Room 147
HP
LaserJet 2100
USBD015706 10.1.100.95
Printer
Main Office
HP
LaserJet 4250
CNBXC33369 10.1.100.54
Printer
Learning Center
HP
Laserjet 4050
USCC027930 10.1.100.78
Printer
Job Club
HP
Laserjet 4050
USBB366047 10.1.105.17
Printer
Band Room 152
HP
LaserJet 4200
USBNL16634 10.1.100.101
Printer
Athletic Dept. HP
Color Laserjet 4600
JPDKD45453 10.1.100.71
Printer color
Alt ed
HP
LaserJet 2015DN
CNB9M23109 10.1.131.47
Printer
Room 110
HP
LaserJet 2015
CNBJN47818 10.1.100.119
Printer
Waterville Senior High School
Room 107
HP
Laserjet 1320
CNHC63F296 10.1.100.83
Printer
Waterville Senior
NA
HP
Laserjet 1320
CNRC6976JL 10.1.100.88
Printer
18
AOS92 Kennebec Valley Consolidated Schools
High School Winslow Elementary School Main Office Winslow Tech Office Elementary 5th Grade School Wing
HP
Laserjet 4100
JPLGF03662 10.2.2.2
Printer
HP
Winslow Elementary Teachers 5th School Grade Ricoh Winslow Elementary Teachers 3rd School Grade Toshiba
LaserJet 4250
CNDXB01547 10.2.2.9
Printer
MP5500
L7785100178 10.2.2.5
Copier
EStudio 755
CDL012754
10.2.2.6
Copier
Winslow Elementary Teachers 2nd School Grade Ricoh
MP5500
L7785100339 10.2.2.4
Copier
Winslow Elementary School Special Ed
E4520c
CAA124224
Copier color
Winslow Elementary School Room 125
Toshiba
10.2.2.12
Toshiba
E523T
CZJ831638
10.2.2.7
Copier
Winslow Elementary School Office
Toshiba
EStudio 755
CDL012758
10.2.2.22
Copier
Winslow Elementary School Office
Toshiba
E2830c
CXC130943
10.2.2.8
Copier color
Winslow Elementary School Library Winslow Elementary Computer School Lab Winslow High School Winslow High School
Nurse's Station
Ricoh
MP5500
L7785100239 10.2.2.20
Copier
HP
LaserJet 4200
USGNN36107
Printer
HP
Laserjet 1320
CNFC55T2R7 10.6.1.223
Printer
Unknown
Savin
MLP145
Q8486200306 10.6.1.227
Printer
19
AOS92 Kennebec Valley Consolidated Schools
Winslow High School
Art Room #309
Winslow High School
Osborn Wing Room 203 HP
HP
LaserJet 4250
Printer
Laserjet 9050
Winslow High School
Unknown
Winslow High School
Computer Science Lab Room 202 HP
LaserJet 4250
Room 211
LaserJet P2035n
Winslow High School
CNGXL17049 10.6.1.226
JPRL85G07M 10.6.1.234
Printer
HP
HP
LaserJet 4200
USGNN33274 10.6.1.229
Printer
CNGXC35286 10.6.1.232
Printer
CNB9T52165 10.6.1.246
Printer
Winslow High School
Unknown
HP
LaserJet 4200
Winslow High School
Food Services
HP
Color LaserJet 2605dn CNHC79939Q 10.1.100.118
CNB9T52151 10.4.2.6
Printer
CAA124212
Copier color
Winslow High School
STORAGE
HP
LaserJet P2035n
Winslow High School
Library
Toshiba
E4520c
USGNM37847 10.6.1.231
Printer
Printer color
10.6.1.230
Winslow High School
Guidance
Ricoh
MP4000B
M5485100750 10.4.2.9
Copier
Winslow High School
Office
Toshiba
E4520c
CAA124166
Copier color
Xerox
ColorQube 8570DN
Winslow High School Winslow High School Winslow High School
Storage
10.4.2.8
XFN058979
Printer color
Storage
Xerox
8560DN
FBT073285
Printer color
Storage
Xerox
8560DN
FBT072322
Printer color
20
AOS92 Kennebec Valley Consolidated Schools
Winslow High School
Teachers Room
Winslow High School
Teachers Room
Toshiba
eStudio 855
CEL013157
10.4.2.7
Copier
Winslow High School
Guidance Office
Xerox
8560MFP
CXF333912
10.4.3.250
Copier color
Winslow Junior High School Gym Hall Winslow Junior High School Unknown Winslow Junior High School Library Winslow Junior High School Room 213 Winslow Junior High School Unknown Winslow Junior High School Special Ed
Toshiba
eStudio 855
CEL013150
10.4.2.10
Copier
HP
LaserJet 4200
USBNL16663 10.5.2.9
Printer
HP
LaserJet 4250
CNDXD05163 10.5.2.14
Printer
HP
LaserJet 4200
USGNM35167
Printer
HP
LaserJet 2300
CNBGH29742 10.5.2.8
Printer
HP
LaserJet 4200
CNGXD99959 10.5.2.5
Printer
Ricoh
Winslow Junior High School 2nd Floor Hall Ricoh
MP2500
M4971900407
Copier
MP5500
L7775000334 10.5.2.2
Copier
Winslow Junior High School Guidance
Ricoh
MP4000B
M5485100771 10.4.10.14
Copier
Winslow Junior High School Guidance
Xerox
8560DN
FBT073283
Printer color
Winslow Junior High School Storage
Xerox
8560DN
FBT073286
Winslow Junior High School Library
Toshiba
E4520c
CAA124210
10.5.11.156
Printer color
10.5.2.19
Copier color
21
AOS92 Kennebec Valley Consolidated Schools
Winslow Junior High School Office
Toshiba
EStudio 755
CDL012768
10.5.2.10
Copier
Winslow Junior High School Room 203
Xerox
8560DN
FBT073290
10.5.2.11
Printer color
Winslow Junior High School Office
Xerox
8560DN
FBT072474
10.5.2.1
Printer color
Attachment B Technology Refreshment Strategy Please describe below how you will approach technology refreshment when AOS92 may require additional or replacement printers and copiers. ● What printer or copier brand preferences do you have or brands that you distribute. ● Please describe your pricing/replacement strategy for AOS92 as well as the end of contract disposition of devices deployed after the start of the contract. ● Specify if you will be only supplying brand new equipment or used equipment in the refreshment strategy. ● Please describe how you will determine the best device to meet a specific application within AOS92 ● Please describe how you will train all users on new devices and any periodic trainings you will offer during the terms of the contract
Attachment C Consumable Supplies Expectations The successful vendor will be responsible for "just in time" inventory management of all consumable supplies including toner/ink, staples, fusers etc. (except throughput media) including enduser replaceable components for all output devices defined within this RFP. Please describe how you intend to meet each of these requirements: 1. Black and White toner may be offbrand, remanufactured, or OEM. However, it must have comparable performance to OEM toner. Toner that continually leaks, prints with 22
AOS92 Kennebec Valley Consolidated Schools
additional marks on the page, or appears too light will be rejected and will be replaced at the vendor’s cost. 2. Color toner must be OEM. No substitutes will be accepted under any circumstances. 3. Consumable supplies must meet original equipment manufacturers specifications. 4. Vendor assumes all responsibility for hardware performance due to consumable supplies. 5. Covers all multifunction devices and network printers included within this RFP. 6. Vendor retains ownership of all consumables inventory. 7. Down time due to lack of consumable supplies will not be acceptable. 8. Vendor is responsible for delivery of supplies to point of need or location determined by technology staff 9. AOS92 does not desire to have excess inventory onhand at any location or device placement. 10. AOS92 is interested in proactive device monitoring and just in time delivery of necessary consumable supplies Are you proposing to use OEM supplies for all output devices? Yes No If "no" please tell us about your supply quality guarantee: AOS92 is interested in environmental issues associated with consumable supplies that will be supplied in performance of a contract resulting from this RFP. Please describe how you propose to help AOS92 dispose of associated waste not recycled through our existing programs in an environmentally friendly method:
Attachment D Fix/Repair Maintenance Expectations Expectations The successful vendor shall be responsible for fix/repair maintenance of all printers included in a contract resulting from this RFP. All hardware is expected to perform at a minimum of 98.5% uptime; any downtime due to lack of consumable supplies will count as hardware downtime. All hardware is expected to meet original manufacturer's specifications. Please describe any guarantees you offer for device performance and uptime including penalties for non performance if applicable: 1. Vendor shall respond to a request for maintenance within one (1) hour 2. Vendor shall maintain on average onsite response time no more than four (4) hours after receiving original request for maintenance 23
AOS92 Kennebec Valley Consolidated Schools
3. Vendor shall maintain an average repair time of no longer than eight (8) hours after receiving original request for maintenance 4. AOS92 may be interested in proactive device monitoring and automated service dispatch 5. Service parts and components must meet original equipment manufacturers specifications 6. Vendor assumes all responsibility for hardware performance due to service parts and components 7. Vendor retains ownership of all service parts and components until such time they are placed in an output device 8. Vendor will assume responsibility for disposal of and recycling of all service parts. 9. Vendor will supply AOS92 with a call completion notification in either hard copy or electronic format 10. Please describe how you intend to meet these expectations and what recourse AOS92 has if you do not:
Attachment E EndUser Support Expectations The successful vendor shall be responsible for enduser support as defined below across the entire AOS92 enterprise and covering all printers covered by a contract resulting from this RFP. Provide details for the following: The successful vendor will be responsible for providing a user help desk to answer user questions and/or escalate them to a dispatched support/service call: Provide a tollfree number for all AOS92 users (does not have to be dedicated) Provide help desk support during normal business hours, 8:00 a.m. to 5:00 p.m., Eastern Time, Monday through Friday with the exception of statutory holidays. Is there an additional fee for User Help Desk support? Does your company offer User Help Desk support as a standard service offering? If yes, is this User Help Desk support outsourced? If your company offers User Help Desk support as a standard service offering please provide a brief description of this support offering; if no please describe how your company will handle this requirement: 24
AOS92 Kennebec Valley Consolidated Schools
Attachment F Management Expectations The successful vendor shall be responsible for implementing management process controls to enable measurement and management of the entire AOS92 printer fleet.
1. Device Management
AOS92 is interested in monitoring and measurement of its entire printer fleet. The successful vendor will be responsible to supply, install and maintain necessary software tools to interface with all printers covered by a contract resulting from this RFP. At a minimum, the printers and software tools should be able to work together to enable: ● Tracking of consumable supply levels for proactive supply replenishment ● Monitoring of device service codes for proactive service dispatch and response ● Capture monthly meter readings for billing & utilization reporting ● Number of monochrome and color pages ● Number of simplex and duplex pages ● Number of jobs
2. Reporting
AOS92 is interested in the following reporting on its entire printer fleet and user community. Reporting will be on a monthly basis and provided quarterly or ondemand by AOS92 in both hard copy and electronic formats. The successful vendor will be responsible for all reporting which may include: ● Fleet Utilization (sorted by model, serial number, highest to lowest) ● Building Utilization Summary (sorted by model, serial number, highest to lowest) ● Fleet Expenses (sorted by model, serial number, highest to lowest) ● Building Expense Summary (sorted by model, serial number, highest to lowest) The successful vendor will be responsible for reporting hardware performance and service metrics on a quarterly basis. At a minimum the following will be included: ● Average number of service calls per month over the reporting quarter ● Average pages between failures over the reporting quarter ● Average days between failures over the reporting quarter ● Percentage of calls dispatched by proactive device monitoring over the reporting quarter 25
AOS92 Kennebec Valley Consolidated Schools
● ● ● ●
Average downtime/uptime over the reporting quarter Average response time over the reporting quarter Average onsite response time over the reporting quarter Average repair times after receiving original request for maintenance over the reporting quarter ● First call effectiveness ● Call back percentage ● Hold for parts percentage
4. Fleet Management The successful vendor will be responsible for managing the fleet by monitoring device performance, identifying at risk devices and providing technology refreshment recommendation: ● Devices which are not achieving the minimum of 98.5% uptime ● Devices which are realizing excess levels of service ● Devices which are exceeding their anticipated or recommended monthly page volumes ● Devices which will exceed their five year life expectancy based on their current monthly production ● Devices which have been placed in an operating environment detrimental to their maximum performance ● Devices which have been subject to user abuse or ignorance ● The successful vendor shall be responsible for analysis and recommendations concerning additional hardware placements and technology refreshment during the term of a contract resulting from this RFP. ● Requests from AOS92 facilities and personnel ● Identification of additional needs based on current statistics and environment
Proposal Summary Vendor Name: Total Monthly Cost including maintenance: Overage cost per page for black: Overage cost per page for color: Total of any other Additional Costs: Proposed equipment costs and lease terms:
26
