DRAFT
REQUEST FOR PROPOSAL
PRINT MANAGEMENT ANALYSIS
August 2010
This Request for Proposal (RFP) is being sent to firms interested in proposing on providing
professional services for performing a print management analysis at the Northeast Ohio Regional
Sewer District. Proposals for providing these services will be received until 4:30 P.M. on
______, 2010. Proposals shall be no more than 60 printed pages and the font size shall be
equivalent to Times New Roman 12 pt or larger (See section 3.0). The proposals are to be
delivered to:
David McNeeley
Director of Operation and Maintenance
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, OH 44115
Re: Print Management Analysis
Attn: Lisa Francisco, Manager of Administrative Services
Proposal number: P-????
Late submittals will not be considered. Questions regarding this RFP should be directed to Lisa
Francisco, Manager of Administrative Services, by calling (216) 881-6600 or emailing
franciscol@neorsd.org. Questions will be accepted no later than five (5) days before the
proposal is due. The RFP is organized as follows:
SECTION
SECTION
SECTION
SECTION
SECTION
SECTION
1.0
2.0
3.0
4.0
5.0
6.0
INTRODUCTION
SCOPE OF SERVICES
PROPOSAL CONTENT AND FORMAT
PROJECT SCHEDULE
EVALUATION AND SELECTION PROCESS
SUBMISSION OF PROPOSALS
RFP LIST OF ATTACHMENTS
The following attachments are included in this RFP:
Attachment A: Copiers/Printers/Faxes and Location Document
Attachment B: Network Environment; Current Technical Structure
1.0
INTRODUCTION
Background
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The Northeast Ohio Regional Sewer District (the “District”) is a regional sewer district, a
political subdivision of the State of Ohio under Chapter 6119 of the Ohio Revised Code.
The District is responsible for three large wastewater treatment facilities along with a
maintenance center and an administration building.
The District currently owns 35 copiers and 5 plotters located throughout these facilities.
The District’s Administrative Services Department is currently responsible for supporting
the copiers and plotters. Under the current copier contract, the company is required to
provide a full coverage maintenance program which includes supplies and labor. The age
range on the machines runs from 6 years to 20 years. We are currently evaluating our
options for replacement of this aging fleet of machines. We are interested in the options
currently available in multi-functional units as well as the features and software packages
available to maximize our investment. The purpose of the work described in this RFP is
to assist in addressing that initiative by studying our copier usage.
The District currently owns 8 Panasonic fax machines. The District’s Administrative
Services Department is currently responsible for supporting the fax machines. These
machines are currently under a maintenance agreement.
The District currently owns 72 HP printers throughout these facilities. The District’s IT
Department is responsible for supporting the printers. Parts are purchased as needed and
an outside IT support vendor performs the repairs. There is no other type of maintenance
on the printers.
2.0- SCOPE OF SERVICES
The goal of this project is to identify the most suitable print management solution for the District
that addresses total cost of ownership, including but not limited to efficient utilization of printing
resources (copier/printers and standalone network printers), minimizing printer downtime and
need for repairs, minimizing material costs (toners and other supplies), and best procurement
option (buy, lease, printing management services, or other). The recommendations of this
project shall serve as the basis for a subsequent printing equipment/services procurement to
replace the present copier/printer (multifunction) equipment. Standalone network printers are
presently replaced based on the IT Department’s 4-year hardware replacement program. The
analysis and recommendations shall determine whether the optimal number of printing-related
equipment is as present or how it can be optimized.
The scope of work shall consist of, but not be limited to, the tasks as outlined below. The tasks
as described are the preferred means and methods of the District. The analysis should be based
on the proposal and on the described tasks. All work described herein shall be performed by the
Vendor’s staff. No sub-vendors shall be used to perform any of this work.
The District will be evaluating each proposal on the statement of qualifications (SOQ) and on the
approach to the project as outlined in sections 3.0 and 5.0. In addition, the District will consider
alternative creative approaches that provide value to the District for this project. For the purpose
of this RFP, the “Project” will be the services provided in this scope of work.
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A concern has been raised that a vendor conducting this project may have an unfair advantage if
allowed to bid for the subsequent procurement. This will not be an issue since the project will
result in an outcome of a specification/needs document and not a brand/vendor recommendation
document. All documents will be shared upon request with all participants.
DISTRICT’S RESPONSIBILITIES:
The District will provide access to our buildings for the duration of the project. The locations are
as follows:
GJM – Administration Building
3900 Euclid Avenue
Cleveland, OH 44115
EMSC
4747 E. 49th Street
Cuyahoga Heights, OH 44125
Southerly
6000 Canal Road
Cuyahoga Heights, OH 44125
Westerly
5800 Cleveland Memorial Shoreway
Cleveland, OH 44102
Easterly
14021 Lakeshore Blvd.
Cleveland, OH 44110
VENDOR’S RESPONSIBILITIES:
The selected vendor shall provide a print management analysis for a thirty (30) day period that
will assist the District in determining the best option for print management services. The vendor
shall carefully consider the input by the District’s staff, but based on consultant’s own
experience and ability, shall be responsible for developing standards and specifications,
reviewing work flow processes and recommending improvements.
The selected vendor will have demonstrated experience in conducting this type of analysis and
have access to present market prices and rates for copier/printing equipment and all the technical
specifications of each machine.
The purpose of this document is to provide information to submit a proposal. It is not the intent
to limit the Vendor to a specific copier/printer solution. Based on the results of the assessment,
the District would also consider recommendations by the vendor to consolidate copiers and/or
printers.
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2.1
Provide a print management analysis for a thirty day period.
The District desires to identify a local vendor capable of performing a thorough
analysis with access to market information regarding current purchasing pricing,
leasing rates and copy management programs for copier equipment. The District
has anticipated the scope of work for this project. The analysis will perform the
following:
2.1.1
Review the District’s present copier/printer/fax equipment, environment
and supply usage.
2.1.1.1 Previous procurement decisions
2.1.1.2 Present ownership and performance of copier/printer/fax
equipment
2.1.1.3 District functional requirements for copier/printer/fax equipment
2.1.1.4 A 30-day print analysis on the District’s network should be
performed using vendor software. Network assessments may
under no circumstance be intrusive to normal operation of the
District’s network.
2.1.1.5 Analyze peak usage during the day and quantity of black and white
versus color copies
2.1.1.6 Analyze hardcopy supplies lists and costs
2.1.1.7 Interview key District personnel and document opportunities for
improvement
2.1.1.8 Provide a current state summary report with supplementary
materials from the previous tasks.
2.1.1.9 Review present utilization of copier/printers/fax and standalone
network printers based on their location to determine optimization
strategies for printing location and printer utilization that meet the
District’s printing needs.
2.1.2
Perform a buy, lease and copy management program analysis for
copier/printer/fax equipment.
2.1.2.1 Develop a model to perform a buy, lease and copy management
program analysis
2.1.2.2 Identify current market rates for capital procurement, capital
leases, operating leases and copy management program for
copier/printer/fax equipment, as well as market trends in the
foreseeable future number of year (3-4 years).
2.1.2.3 Utilizing the District copier equipment functional requirements,
perform a buy, lease and copy management program analysis and
compile results
2.1.3
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Identify recommendations for procurement.
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2.1.3.1 Identify procurement option that best addresses cost performance
and total cost of ownership (acquisition, maintenance, and other
ancillary costs) for the District.
2.1.3.2 Develop recommendations for copier equipment procurement to
the District based on machine specifications, cycle time for first
copy, peak usage during the day, quantity of black and white vs.
color copies, capabilities and options.
2.1.3.3 Identify any trade-in options available for equipment that the
District currently owns along with the process and estimated costs
for removing equipment that is traded-in
2.1.3.4 Provide recommendations to District in a summary report with
supplementary materials from previous two tasks.
2.2
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2.1.4
Develop a baseline set of functional requirements/features for the
equipment prior to engaging in this project so that they can ascertain the
correct pricing, as some equipment features may be in the optional
category and be provided at additional costs, such as 3-hole punch, extracapacity tray, etc.
2.1.5
Develop and document a Roadmap, based on industry best practices, that
considers the District’s current state print environment and a
recommended target state based on needs and the business context in
which printing is done. The District will use this data to establish goals
for optimizing the print environment. The assessment should produce a
set of recommendations to strike an optimum balance between the
District’s needs and resources.
2.1.6
Provide recommendations to the District on how to best position copier
and plotter support in the future. Recommendations should be based on
industry best practices. The District intends to use the information to aid
in a decision making process to either move copier and plotter support
under IT, along with printer support, or to keep copier and plotter support
within the Administrative Services Department.
2.1.7
Review the District’s Five Year Strategic Plan to ensure recommendations
around print management align with key strategic technology initiatives.
Transfer of Records
2.2.1
All records (projects reports, meeting notes, data files, project data,
electronic files, etc.) generated shall be the property of the District and
shall be turned over to the District upon completion or as directed.
2.2.2
All deliverables shall be required to be delivered to the District in
hardcopy (original software and PDF) format. Depending on the size of
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the electronic deliverables the Vendor may be required to provide and
utilize storage media such as CD’s or DVD’s when submitting the data.
3.0- PROPOSAL CONTENT AND FORMAT
Each Vendor shall submit one original and seven (7) copies of the qualifications and technical
proposal. All material submitted shall have a font size equivalent to Times New Roman 12 pt or
larger, and proposals shall be printed on double-sided recycled paper. Proposals shall be no
more than 60 printed pages. The page count includes all submitted information including project
team resumes. An 11”x17” page shall count as two pages. The following information shall be
included in the technical proposal:
Vendors are encouraged to organize their submissions in such a way as to follow the criteria
outlined below. The Statement of Qualification (SOQ) shall include a cover page and ending
page. Information obtained from the SOQ will be used to evaluate and select the top qualified
firms as outlined in Section 5.0.
Each Vendor is required to submit the following information in the Proposal:
A. Executive Summary
B. Statement of Qualifications (SOQ) to include the following:
B-1 Vendor Experience: Describe the firms overall qualifications, service
capabilities and quality as it relates to this project.
B-2 Vendor Qualifications: Provide all of the following information: the types
of services offered related to print analysis and management; the firm’s in-house
capabilities; the number of professional consultants on staff who have worked on
projects of a similar nature and who will be working on this project.
B-3 Past Experience Performing Independent Hardcopy Assessments: Provide a
summary table listing similar projects involving Print Management Analysis.
B-4 Staffing: Provide the names of the key people who will be available for this
project. Include a resume in a standard format, providing title, length of time with
firm, previous employment, total years of experience, professional registrations,
awards, and a brief summary of related experience. Each resume should not
exceed two (2) pages. The vendor must honor their proposal in that all proposed
individuals must be assigned to the project. Substitutions will not be made or
allowed for the convenience of the vendor. In the event that a proposed
individual becomes unavailable, the firm must propose a substitution in writing.
The District reserves the right to accept or reject any proposed substitutions.
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C. Approach: Provide a section describing in detail the approach to be used to conduct the
tasks of this project, including interviews, review of required documentation and how the
information will be used, etc. Also describe the approach to communications with
management and how the data analysis will be presented.
D. Project Plan: Provide an overall project plan with time estimates for all identified work.
o Schedule: Include a description for delivering this project on time and within the
budget identified. Include a project schedule in the section and include the
methodology for maintaining and updating the schedule as this project progresses.
o Potential Issues: Provide a section outlining any potential issues and
opportunities within this project.
o Project Cost Proposal: Include a cost proposal for the performance of services
described in this RFP. Include itemized estimated hours and costs for each task,
including the hourly rates and any other anticipated costs for completion of the
work described in this RFP.
E. Local Participation: Vendors of NEORSD must complete the vendor registration. If
your company has not done so, please register at: www.neorsd.org - Vendor Registration.
Your registration will provide us with a current list of your services and capabilities for
future opportunities and assists in prompt payment for goods and services rendered. Your
proposal will not be considered if this registration has not been completed.
F. Certification Forms: The Vendor shall provide in this section of the proposal a notarized
copy of the District’s Bidder’s Equal Opportunity Report.
The Consultant shall provide in this section of the proposal an executed copy of the
District’s Non-disclosure Agreement.
G. Firm Information: Include the firm name, address of office responding, telephone
number, fax number, contact person with title, and historic information on establishment
including parent company, if applicable. State local presence in the region, if any, and
indicate the office location (s) where the majority of the work will be performed.
H. Previous Consulting Work: From this list, provide a detailed description of three
examples of similar or related consulting work. For each project, specify the date and
scope of each engagement, a description of services provided, the dollar value of the
contract, the size of the facilities, a list of the personnel, and the name and telephone
number of the contact person who may be used as a reference.
Proposals that do not fully respond to this information request will not receive further
consideration.
4.0
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PROJECT SCHEDULE
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The following is the proposed schedule of the major milestones in the RFP process. The District
reserves the right to modify the schedule as needed based on unforeseen events or organizational
need.




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August , 2010
August ,2010
September ,2010
September ,2010
October , 2010
RFP released
Proposal due to District by 4:30 P.M. local time
District will notify selected Consultants
Anticipated work start date
Anticipated project completion date
The District may make follow-up calls to the Consultant for clarification at anytime during the
evaluation period from______________, 2010 through____________, 2010.
5.0
EVALUATION AND SELECTION PROCESS
Once all Qualifications and Technical proposals have been received, the following steps will be
followed to select the Vendor:
The District will use a two-step process, worth up to 100 points, to select a consultant. The
evaluation of the Statement of Qualifications (SOQ) represents the first step in the process. After
evaluation and scoring of responsive submittals to the SOQ, the District intends to short-list three
(3) Responders. Those firms not selected for further consideration will be notified. In order to
select a firm with which to execute a contract for this Project, the remaining short-list of
qualified firms will be evaluated against the technical and cost criteria outlined in sections 5.2
and 5.3.
5.1 Statement of Qualifications Selection Criteria (50 Points)
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

Vendor Experience – 20 points
Vendor Qualifications – 15 points
Past Experience Performing Independent Hardcopy Assessments – 10 points
Staffing – 5 points
Note: Only the top qualified firms will be evaluated against the remaining criteria listed
below.
5.2 Written Technical Approach (40 Points)
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

Project understanding- 20 points
Proposed methods to accomplish scope of work- 15 points
Ability to meet proposed schedule- 5 points
5.3 Cost (10 Points)
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The District will enter into negotiations with the highest ranked Vendor to develop a final and
mutually agreed-upon scope and fee. If agreement cannot be reached with the highest ranked
firm, the District may initiate negotiations with the next highest ranked firm.
1. Upon reaching agreement on the scope and total not-to-exceed fee for the project, the
Selection Committee will make a recommendation to award to the District’s Consultant
Review Committee (CRC) for review.
2. Upon approval by CRC, District Staff will enter into a contract based on the outcome of the
negotiations.
6.0
SUBMISSION OF PROPOSALS
Proposals shall be properly addressed with the name of the firm and the description “Print
Management Analysis” written on the outside of the package.
One original and seven (7) copies of the proposals are to be delivered to:
David McNeeley, Director of Operation and Maintenance
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, Ohio 44115-2504
Re: Print Management Analysis
Attn: Lisa Francisco, Manager of Administrative Services
Proposal number: P-????
Deadline for submission of proposals is 4:30 P.M. __________, 2010.
Late submittals will not be considered.
All questions regarding this RFP shall be directed to Lisa Francisco by calling (216) 881-6600 or
at Franciscol@neorsd.org. Questions will be accepted no later than 5 days before the proposal is
due.
Proposals may be mailed or hand delivered. If sent by mail, the responsibility of timely delivery
is entirely up to the sender. Telecopy (facsimile) submittals will not be accepted by the District.
The District reserves the right to 1) reject any and all submittals, and 2) issue subsequent RFPs.
It is to be understood and agreed by the Consultant that this RFP does not obligate the District to
pay any costs incurred by the Consultant in the preparation and submission of the Proposal, if
completed.
END OF RFP
SEE ATTACHMENTS
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ATTACHMENT A
The following is a list of copiers and printers at the Northeast Ohio Regional Sewer District’s
locations:
GJM- 3900 Euclid Avenue, Cleveland OH 44115
MODEL
HP 2300dn
HP 2300dn
HP 2300dtn
HP 2300dtn
HP 2300dtn
HP 3005dn
HP 3005dn
HP 3005dn
HP 3005dn
HP 3005dn
HP 4200dtn
HP 4200dtn
HP 4M
HP 5100dtn
HP 5100dtn
HP 5100tn_A
HP 5100tn_B
HP 5Si MX
HP 800 Plotter
HP 800 Plotter
HP 800ps Plotter
Ricoh 1075
Ricoh 2035PS
Ricoh 2035SP
Ricoh 2035SP
Ricoh 2035SP
Ricoh 2035SP
Ricoh 2035SP
Ricoh 2035SP
Ricoh 2045PS
Ricoh 2045SP
Ricoh CL7000
Ricoh CL7000
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LOCATION
GJM Administration Services
GJM District Administration
GJM Admin Services
GJM Customer Service
GJM OED
GJM HR
GJM IT
GJM IT
GJM Operations
GJM Security
GJM Finance
GJM Legal
GJM Engineering
GJM Finance
GJM Payroll
GJM Engineering
GJM Engineering
GJM IT
GJM Engineering
GJM Engineering
GJM Engineering
GJM Records Management
GJM District Administration
GJM Engineering
GJM Engineering
GJM HR
GJM Finance
GJM Legal
GJM Purchasing
GJM 4th Floor Copy Room
GJM 3rd Floor Copy Room
GJM 1st Floor Copy Room
GJM 2nd Floor Copy Room
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Ricoh CL7000
Ricoh CL7000
Ricoh CL7000
HP Laserjet 2300dtn
HP Laserjet 2300dtn
HP Laserjet 4M Plus
HP Laserjet 4100n
HP Laserjet 2300dtn
HP Deskjet 6940
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
GJM 3rd Floor Copy Room
GJM 4th Floor Copy Room
GJM Engineering
GJM Executive Director
GJM Director of Legal
GJM Director of E&C
GJM Deputy Director of E&C
GJM OED Manager
GJM Director of HR
GJM Director’s Library
GJM Engineering Plotter Room
GJM Administrative Services
GJM District Administration
GJM Payroll
GJM Operations & Maintenance
Southerly WWTP- 6000 Canal Road, Cuyahoga Heights, OH 44125
MODEL
HP 2200dn
HP 2300dn
HP 2300dn
HP 2300dn
HP 2300dtn
HP 2300dtn
HP 3005dn
HP 3005dn
HP 4050
HP 4050
HP 4M
HP DeskJet 55CM
HP T1100PS
Ricoh 1015
Ricoh 2060SP
Ricoh 2232C
Ricoh 2232C
Ricoh 2238C
Ricoh 2238C
Ricoh 3235C
HP Laserjet 2300dn
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LOCATION
Southerly Maintenance
Southerly Engineering
Southerly Inventory
Southerly Security
Southerly Inventory
Southerly Maintenance
Southerly Maintenance
Southerly Maintenance
Southerly Inventory
Southerly Inventory
Southerly Maintenance
Southerly Administration
Southerly Maintenance
Southerly Old Maintenance
Southerly Administration
Southerly Inventory
Southerly Maintenance
Southerly Administration
Southerly Engineering
Southerly TC
Southerly Stockroom Manager
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HP Laserjet 4M
HP Laserjet 2300dn
HP Laserjet 4M Plus
HP Laserjet 4M
Southerly – Haller
Southerly – O’Bannon
Southerly – Augustino
Southerly – Maint. Public Kiosk
Westerly WWTP- 5800 Memorial Shoreway, Cleveland, OH 44102
Printer Model
HP 2200dn
HP 2200dn
HP 2300dn
HP 2300dtn
Ricoh 2022SP
Ricoh 2232C
Ricoh 2238C
Ricoh 3245C
HP Laserjet 2300dn
HP Laserjet 2300dtn
HP Laserjet 2300dn
Location
Westerly Maintenance
Westerly Maintenance
Westerly Administration
Westerly Administration
Westerly Inventory
Westerly Engineering
Westerly Administration
Westerly Maintenance
Westerly Security Guard Shack
Westerly Superintendent
Westerly - Robinson
EMSC- 4747 E. 49th Street, Cuyahoga heights, OH 44125
Printer Model
HP 2300dn
HP 2300dn
HP 2300dn
HP 2300dn
HP 2300dn
HP 2300dn
HP 2300dtn
HP 2300dtn
HP 3005dn
HP 4050
HP 4050
HP 4100
HP 4500
HP 5100dtn
HP 5100dtn
HP 5Si
HP 800 Plotter
HP 8150N Plotter
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Location
EMSC Administration
EMSC Administration
EMSC Security
EMSC SMC
EMSC SMC
EMSC Vehicle Maintenance
EMSC Lab
EMSC WQIS
EMSC SIR
EMSC Administration Inventory
EMSC Lab
EMSC Lab
EMSC Building Maintenance
EMSC Lab
EMSC SMC
EMSC WQIS
EMSC SMC
EMSC WQIS
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Ricoh 2022
Ricoh 2035SP
Ricoh 2232C
Ricoh 3245C
Ricoh CL7000
Zebra 105SL
Zebra ZM400
Zebra_105SL
Zebra S400
Zebra ZM400
Zebra ZM400
HP Laserjet 1020
Panasonic DX-1000 Fax
Panasonic DX-1000 Fax
EMSC Inventory
EMSC Building Maintenance
EMSC Vehicle Maintenance
EMSC SMC
EMSC Copy Room
EMSC WQIS
EMSC WQIS
EMSC Lab
EMSC Lab
EMSC Lab
EMSC Lab
EMSC – Foley
EMSC Copy Room
EMSC Building Maintenance
Easterly WWTP- 14021 Lakeshore Blvd., Cleveland, OH 44110
Printer Model
HP 2200D
HP 2300dn
HP 2300dn
HP 3005dtn
HP 750C plus
Ricoh 2022SP
Ricoh 2022SP
Ricoh 2232C
Ricoh 2238C
HP Laserjet 2300dn
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Location
Easterly Maintenance
Easterly Administration
Easterly Engineering
Easterly Admin. Operations
Easterly Administration
Easterly Inventory
Easterly Maintenance
Easterly Engineering
Easterly Administration
Easterly Security Guard Shack
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ATTACHMENT B
Current Technical Structure
The District utilizes Novell Netware 6.5 for network services such as authorization, file, print,
and desktop management. Windows 2003/2008 servers are used for web/application servers.
Windows and Linux are used for database servers running Oracle. VMware ESX 3.5 servers run
virtual servers for production, test, and disaster recovery. The physical servers utilize the HP
DL380 platform. For centralized storage the District has implemented a Compellent Storage
Manager SAN.
The District's desktop configuration is typically 512MB to 2GB RAM with a processor speed of
1GHz to 2.8Ghz running Windows XP SP3. Standard applications include the Novell Client,
MS Office 2003 Upgrading to MS Office 2007, Norton Antivirus, GroupWise client and Adobe
Reader. The District uses Novell ZenWorks 6.5 for user and workstation policy management,
desktop imaging, desktop management, and application deployment.
Generally, the District’s five main locations are connected via gigabit Ethernet links in a ring
topology through the use of AT&T’s Gigaman (See Appendix B – NEORSD Logical Network
Topology). GJM and EMSC are one hop from each other on the ring, and are used as disaster
recovery sites for each other. The core switches at all sites have gigabit Ethernet ports.
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