Performance Based Studies Research Group

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Multi-Functional Printers Amendment #1

Project Overview

Salt River Project Agricultural Improvement and Power District and Salt River Valley Water Users’ Association (together, “Salt River Project” or “SRP") has identified an opportunity for cost savings with the introduction and implementation of a centrally managed print/copy strategy, which will be referred to as the “SRP Print Management Strategy.” The centrally managed SRP Print Management Strategy may be an internally managed solution, managed by an outsourced vendor, or a combination of internal and external management. The responses to this RFP will drive the decision making for this aspect of the Strategy.

The current environment allows for departmental purchasing, decentralized management, and non-standard technology and business process. SRP has the opportunity to replace the current Copier Fleet of devices located throughout the 18 valley wide locations with Multi-Functional Devices (MFD’s). The lease for the current Copier Fleet will expire in the near future allowing for a comprehensive replacement fleet of MFD’s that are to form the cornerstone of the expected SRP Print Management Strategy. The first step of this strategy has already been completed. An internal audit conducted at SRP’s direction identified and mapped all of the output devices (Copiers, Printers, Fax Machines and Scanners). In addition to this, for a period of up to two (2) months, all printer and copier ‘jobs’ were identified, tracked, aligned and reported on. This information is provided as an attachment to this RFP.

SRP is extending an invitation to your company to provide SRP with a best value proposal response entailing a Proposed Print Management Strategy that includes an implementation roadmap for execution of the strategy within SRP’s constraints of cost, culture, and ability to adapt to the new solution. If the vendor proposed strategy with implementation plan exceeds $2 Million annually then there is a high likelihood that SRP will not move forward with a contract for this RFP.

Your proposal response will include performance information, risk and scope assessment, and a two part price submittal, one for a fixed condition and the second for the complete migration to a centrally managed print/copy environment, taking into account SRP’s current environment, culture, and all of SRP’s requirements. It is expected that this second price will be all encompassing and will include a valid Print Management Strategy and implementation plan complete with expectations, goals, timelines and cost initiatives that will be part of the preplanning stage of the procurement process.

The duration of this contract is expected to be for a 3 to 5 year time period depending on proposal responses. SRP encourages each supplier to provide in their responses a Best in Class / Best Known Method to help determine the time period.

The method for procurement and contract delivery will be through a Best Value selection, risk mitigation, and project management system. Instructions and education for this process are given in this document and during educational trainings during the procurement process.

Schedule

The PBSRG Contact for this user is Brian Stone: bhstone2@exchange.asu.edu | 480.965.4273

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