Managed Print Services

Agency: Polk County
State: Florida
Type of Government: State & Local
NAICS Category:
  • 811212 - Computer and Office Machine Repair and Maintenance
Posted Date: Mar 24, 2020
Due Date: Apr 15, 2020
Solicitation No: RFP 20-364
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Managed Print Services
Vendor :
Status :
Contract Solicitation Number : RFP 20-364
Initiating Department :
Contact : Brad Howard
Contact Email : BradHoward@polk-county.net
Start date :
End date :
Open date : Apr 15, 2020

Bid Contracts :
Addendums :

Attachment Preview

RFP REGISTRATION
You MUST register using this form in order to receive notice of any addenda to these
documents. Please fax the completed form to the Procurement Division as soon as
possible. It is the vendor’s responsibility to verify if addenda have been issued.
RFP Number and Title:
20-364, Managed Print Services
Description: Provide assistance to streamline management and minimize costs associated
with printing and imaging.
Receiving Period: Prior to 2:00 p.m., Wednesday, April 8, 2020
Bid Opening: Wednesday, April 8, 2020 at 2:00 p.m. or as soon as possible thereafter.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions: A MANDATORY pre-proposal meeting will be held Tuesday, March 17,
2020, 2:00 p.m. at the Polk County Procurement conference room, located at 330 W. Church
Street, Room 150, Bartow, FL 33830. Participants unable to attend in person can call in to the
conference bridge at (863) 534-5892.
To receive a copy of the attachments please go the following FTP site: https://ftp3.polk-
county.net, you will be prompted for a User ID and Password. The User ID is procurevendor and
the password is solicitation. After you have logged in to the FTP site, double click on the file
folder “RFP 20-364, Managed Print Services Attachments.zip”, select “Open” or “Save As” to
download the RFP documents, drawings, and technical specifications. If you need assistance
accessing this website due to ADA or any other reason, please email Brad Howard at
bradhoward@polk-county.net.
Questions regarding this RFP must be in writing and must be sent to Brad Howard,
Procurement Analyst, via email at Bradhoward@polk-county.net or via fax at (863) 534-6789.
All questions must be received by, Friday, March 27, 2020, 5:00 p.m.
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Revised 6.13.18_MAS
RFP REGISTRATION
FAX THIS FORM BACK IMMEDIATELY
FAX: (863) 534-6789
Carefully complete this form and email or fax it to the Procurement Division. You must submit
one form for each RFP that you are registering for.
Company Name:
Contact Person: _____________________________________________
Mailing Address:
City:
State:
Zip Code:____
Phone:
E-mail:
Cut along the outer border and affix this label to your sealed envelope to identify it as a “Sealed
RFP”. Be sure to include the name of the company submitting the RFP where requested.
SEALED RFP DO NOT OPEN
SEALED RFP NO.: 20-364
REP TITLE: Managed Print Services
DUE DATE/TIME: Wednesday, April 8, 2020 prior to 2:00 p.m.
SUBMITTED BY: ____________________________________________________________
DELIVER TO: PROCUREMENT DIVISION
330 West Church Street, Room 150
Bartow, Florida 33830
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Revised 6.13.18_MAS
POLK COUNTY
Procurement Division
Fran McAskill
Procurement Director
REQUEST FOR PROPOSAL 20-364 - Managed Print Services
Sealed proposals will be received in the Procurement Division, Wednesday, April 8, 2020, prior
to 2:00 p.m.
Attached are important instructions and specifications regarding responses to this Request for
Proposal (the “RFP”). The failure of a responding proposer (a “Proposer”) to follow these
instructions could result in Proposer disqualification from consideration for a contract to be
awarded pursuant to this RFP.
This document is issued by Polk County (the “County”) which is the sole distributor of this RFP
and all addenda and changes to the RFP documents. The County shall record its responses to
inquiries and provide any supplemental instructions or additional documents pertaining to this
RFP in the form of written addenda to the RFP. The County shall post all such addenda,
together with any other information pertaining to this RFP, on the County’s website at
https://www.polk-county.net/procurement/procurement-bids. It is the sole responsibility of each
Proposer to review the website prior to submitting a responsive proposal (a “Proposal”) to this
RFP to ensure that that the Proposer has obtained all available instructions, addenda, changes,
supporting documents, and any other information pertaining to this RFP.
The County is not responsible for any solicitations issued through subscriber, publications, or
other sources not connected with the County and the Proposer should not rely on such sources
for information regarding the RFP solicitation.
Questions regarding this RFP must be in writing and must be sent to Brad Howard,
Procurement Analyst, via email at Bradhoward@polk-county.net or via fax at (863) 534-
6789. All questions must be received by Friday, March 27, 2020, 5:00 p.m.
Proposers and any prospective proposers shall not contact, communicate with or discuss any
matter relating in any way to this RFP with any member of the Polk County Board of County
Commissioners or any employee of Polk County other than the County Procurement Director or
the individual designated above. This prohibition begins with the issuance of the Request for
Proposal and ends upon execution of the final contract. Any such communication initiated by a
Proposer or prospective proposer shall be grounds for disqualifying the offender from
consideration for a contract to be awarded pursuant to this RFP and for contracts to be awarded
pursuant to RFPs or Requests for Bid that the County may issue in the future.
A Proposer’s responsive Proposal to this RFP may be mailed, express mailed, or hand
delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
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Revised 6.13.18_MAS
Background
In 2015, through an RFP, Polk County entered into a five-year enterprise wide managed print
services agreement. Through the implementation, the County streamlined the process of
ordering new equipment and supplies, evaluated the overall printer inventory for efficiency and
availability, and reduced printing costs by directing print jobs from less efficient printers to more
efficient ones.
Purpose
The existing five-year agreement will expire in June 2020. The County is soliciting proposals for
a vendor to provide managed print services for existing and new printers within the County
environment. Services will include, but are not limited to:
Ongoing review of the County’s copier/printer infrastructure and usage
Line item pricing for the purchase of new HP LaserJet printers and multifunction printers
Per-click pricing for new and existing printers that will include all service and
consumables
Replacement of printers provided to the County by the existing managed print services
vendor
Implementation of an enterprise wide print tracking solution that will provide IT with real-
time printing statistics, including the volume of printing on each printer as well as
monthly meter counts
Qualification
Proposer must be an authorized distributor of Konica Minolta and HP printers.
Scope of Work
Each objective and deliverable will include all travel, labor, equipment, materials, maintenance,
and any other overhead costs, hardware and software required to accomplish the County’s
Managed Print Services objective to standardize purchasing and lower costs associated with
printing and copying.
The four deliverables below are the minimum expectations the County seeks to achieve with the
Managed Print Services RFP. Vendors should propose a comprehensive savings solution that
includes all of the deliverables, and any additional options or services provided by the vendor
that would achieve the County’s objective to lower costs associated with printing and copying.
In addition to providing these minimum requirements, the vendor must agree to adhere to the
State of Florida contract pricing for Konica-Minolta Bizhubs and associated products and
supplies including printing (the “State Contract”). The State Contract can be accessed here:
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies,
and Services - 600-000-11-1. In the event that the State Contract is amended, replaced,
updated or otherwise modified at any time between the issuance date of this solicitation and the
expiration date of the resulting agreement for managed print services with the successful
proposer, then this pricing requirement shall extend to any such modified version of the State
Contract.
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Revised 6.13.18_MAS
Objective 1:
Establish discounted pricing for new HP printers – The Information Technology Division (IT) has
standardized on the HP LaserJet Pro M400 and MFP400 series printers. We are requesting
discounted pricing for the purchase of new HP LaserJet Pro printers and multi-function devices.
Objective 1 Deliverables:
Provide a fixed percentage off current and future SRPs for M400 and MFP400 series printers.
A spreadsheet is attached (Attachment A) with current models listed on Objective 1. To
receive a copy of the attachments please go the following FTP site: https://ftp3.polk-
county.net, you will be prompted for a User ID and Password. The User ID is
procurevendor and the password is solicitation. After you have logged in to the FTP site,
double click on the file folder “RFP 20-364, Managed Print Services Attachments.zip”,
select “Open” or “Save As” to download the RFP documents, drawings, and technical
specifications. If you need assistance accessing this website due to ADA or any other
reason, please email Brad Howard at bradhoward@polk-county.net.
Objective 2:
Establish a service and supply price (“per-click” cost) for all existing HP printers – Existing HP
laser printers, as well as new printers, will be included in the support model. The managed print
services vendor will provide a “per-click” cost for the approximately 400 laser printers on the
BoCC network. This “per click” cost must include all consumables (toner, toner collector
cartridges, etc.) as well as scheduled and non-scheduled maintenance (rollers, fusers, lifters,
etc.). This cost does not include paper.
A spreadsheet is attached (Attachment B) that shows the current quantity of HP laser printers,
as well as the color and mono print volume for the period of 12/1/2018 – 12/1/2019. To receive
a copy of the attachments please go the following FTP site: https://ftp3.polk-county.net, you will
be prompted for a User ID and Password. The User ID is procurevendor and the password is
solicitation. After you have logged in to the FTP site, double click on the file folder “RFP 20-364,
Managed Print Services Attachments.zip”, select “Open” or “Save As” to download the RFP
documents, drawings, and technical specifications. If you need assistance accessing this
website due to ADA or any other reason, please email Brad Howard at bradhoward@polk-
county.net.
Objective 2 Deliverables:
A single “per-click” cost for service and support of the existing HP laser printers.
Per-click pricing is shown on Attachment A - Objective 2. To receive a copy of the
attachments please go the following FTP site: https://ftp3.polk-county.net, you will be
prompted for a User ID and Password. The User ID is procurevendor and the password
is solicitation. After you have logged in to the FTP site, double click on the file folder
RFP 20-364, Managed Print Services Attachments.zip”, select “Open” or “Save As”
to download the RFP documents, drawings, and technical specifications. If you need
assistance accessing this website due to ADA or any other reason, please email Brad
Howard at bradhoward@polk-county.net.
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Revised 6.13.18_MAS

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