1000 - Managed Print Services

Request for Proposals and Costs
Due by Monday, March 4, 2024, at 4:30 p.m.

Gratiot County is seeking a managed print services provider to optimize and manage our printer fleet. Services should include:

1. Assistance with fleet management, including making recommendations to streamline fleet
2. Recommendations replacing equipment on a planned rotation schedule
3. Printer Hardware support
4. Printer Software support
5. Consumable replacement (toner, fusers, etc.)

To be considered for this engagement your business must meet the qualifications and satisfy the requirements set forth in this Request for Proposals. Proposals must be received at address or email address listed below by 4:30 p.m. on Monday, March 4, 2024. If you choose to submit via mail, please include a digital copy of your proposal with your response.
 

Background
Gratiot County
Matt Hewitt, Information Technology Director 214 E Center St.
Ithaca, MI 48847
Phone: 989-875-5267
Email: mhewitt@gratiotmi.com.

Gratiot County currently operates 135 printers at 9 county locations. After this contract is awarded, the fleet will be reduced to 118 machines.
An equipment list (Appendix A) is provided that details what types of machines makeup the fleet, which ones we would like to replace immediately and what models would like to replace them with. (Vendor can recommend a functionally equivalent model from a different manufacturer to provide best pricing.)
The equipment list also indicates which machines do not need to be replaced. These machines will need to be covered for support, service and consumable replenishment.
Our fleet currently utilizes:

• • 306,066 Black & White Pages per Quarter
  • 29,046 Color Pages per Quarter

Your Proposal
Your proposal should include the following details:

1. A detailed description of the vendor’s fee structure.
   1. This includes a projected per month cost, annual contract rate, and/or per click rate. Vendors have the option to replace any machines on Appendix A with functionally equivalent machines if necessary to provide the best competitive pricing
   2. Please base cost on a 60-month service / lease agreement
   3. If cost / proposal includes rolling in buyout price of machines designated for replacement, please indicate so. (Current estimated buyout value is $45,000.)
   4. Include the cost of replenishment, supplies, including maintenance kits as well as toner where applicable. If staples or other consumables are charged separately, please indicate so.

 

1. 5. If proposal includes leased equipment, proposal should include dollar buyout value of new equipment as part of the proposal. ($1 buyout for each machine is preferred.)
2. Meter Read Information
   1. The frequency that meter reads need to be taken
   2. How meter reads are to be taken
3. Typical cyclical replacement period for any printers included in proposal
4. Details about the maintenance, service and support of equipment
   1. Any service level agreements
   2. How support is requested
   3. Typical dispatch time in event of hardware issue
   4. How replacement toner is requested
5. New Equipment
   1. A inventory list of new equipment models and product spec sheets of equipment
   2. Delivery and installation of new equipment
6. Removal and recycling
   1. Proposal should include removal and recycling of equipment exiting the fleet / being replaced (approximately 63 devices)
7. Proposal should include a sample copy of the contract.

 Frequently Asked Questions (FAQ)
Questions asked by interested parties and their responses will be posted in an RFP FAQ document on the Gratiot County website. The document will not list which parties have asked questions, only the questions and answers themselves. This document should be reviewed by vendors prior to the submission deadline to ensure that all vendors have all details needed to make a proper response to the RFP.
Contract Award
Selection and awarding of the contract will be based upon evaluation by the County of the criteria listed above. The County reserves the right to conduct oral interviews. The contract will be awarded to the vendor that, based on evaluation of all response, applying all criteria, is determined to be the best qualified to provide the above-listed services.