Summary of Specifications:
1.1 SUNY Orange is issuing a Request for Proposal for a campus-wide document output assessment, including printers, copiers, multi-function devices, fax, and scanners.
1.2 The College’s objective is to determine the optimal configuration of devices to accommodate the College’s document output needs that would also:
Reduce costs for hardware, maintenance, supplies, energy, reduce environmental waste and non-essential print functions, increase efficiency by eliminating paper-based processes, maintain the security of printed documents to protect personal information, HIPAA data, and confidential information and increase return on investments.
2.0 SCOPE 2.1 Approximate device volumes: 2.1.1 The project includes multiple departments in thirteen (13) buildings on the Middletown campus. The current printer inventory consists of 325 desktop printers, the current copier inventory consists of approximately forty-five (45) copiers.
2.2 Project Description The selected Proposer will be expected to: Assess the current environment including printers, copiers, multi-function devices, fax and scanners. Use electronic discovery to gather device attributes and statistics where possible, document location and device types, identify features and functionality of the existing infrastructure, determine current volumes of black and white and color output, determine cost per page and energy usage of each device type, determine current operating costs.
2.2.2 Interview department users to identify their printing/copying/faxing/scanning requirements. 2.2.3 Recommend the optimal configuration of devices to meet the College’s objective as defined in the “Purpose” section above. Include the number, type and location of devices, recommended equipment must be generically specified as a device type with particular attributes. A particular model can be specified as an example. Identify potential alternatives to printed documents (electronic copies or workflows), recommend “best practices” print policies, consider centralized printing, on-going services; for example, would we benefit from managed print services? Cost to implement the recommendation, present cost savings analysis of recommended solution vs. existing environment.
