3.1 The scope of Work is to provide USD with Managed Print Services for all devices (leased or owned). Offerors should think strategically and offer solutions that may include USD leased or owned equipment, or supplier owned. The goal of this RFP is to work towards solutions that will minimize cost, while maintaining or improving current service levels. Specifically, this RFP process should: • Provide a comprehensive and guaranteed pricing structure for the services & equipment • Increase and optimize the efficiency of device use • Leverage the aggregate print volumes of the University • Achieve cost savings for campus users • Improve overall customer service 3.2 USD currently leases approximately 75 Toshiba MFDs placed at various locations on the USD campuses in Vermillion, Sioux Falls, Rapid City and Yankton SD. In addition to the leased MFDs, USD also owns several color MFDs. See attached report (Attachment B) for a complete listing of devices with locations, copy & print volume, make, model & serial number. All leased devices have a current lease term which ends in June 2025. 3.3 USD has approximately 500 desktop printers (laserjet and inkjet printers). These printers are typically located in offices, labs, classrooms and libraries. There may be additional printers not identified. 3.4 All proposals must include options for a solution to provide secure electronic access to the MFDs as well as a robust billing system to accommodate monthly internal billings to USD departments for their use of the devices. USD currently licenses Pharos as an access and billing system on most MFDs and some printers. 3.5 In addition to faculty and staff, students will require access to the devices and must have the ability to pay for their usage through their campus ID card (Coyote Cash). 3.6 All MFDs must have the capability to scan (in color), print, copy and have OCR capability. A mixture of color and B&W devices will be required. The successful vendor shall be required to provide a proposal with recommended equipment and locations based on current copy and print volume. In addition to copy and print volume, consideration must include scanning options at all locations. USD shall have the ability to order additional devices or discontinue devices during the contract term without penalty. 3.7 The intent of USD is to move away from personal printers and utilize MFDs as much as possible and reasonable. 3.8 The successful offeror shall be required to maintain all printing devices and is required to provide a complete maintenance plan with their proposal. USD IT will no longer provide maintenance on these devices.
