Managed print services - 5-year

Project Overview Southwest Minnesota State University (SMSU), a member of the Minnesota State system, is soliciting proposals for a comprehensive, centrally managed Managed Print Services (MPS) program. The University seeks a qualified vendor capable of delivering an integrated printing, scanning, and facsimile environment that supports an annual print volume of approximately 1.5 million impressions through a resilient, efficient, and scalable infrastructure. Minnesota State prefers to partner with a vendor whose solution is already fully developed, successfully deployed in comparable environments, and customizable to meet SMSU’s operational, security, and support needs. All proposed devices must meet or exceed the minimum specifications outlined in Appendix B and align with the University’s long‑term sustainability, accessibility, and technology‑standardization goals. All proposed solutions must fully comply with the Security Requirements in Appendix A. Vendors are required to demonstrate how their devices, software, management tools, and implementation workflows meet Appendix A through all stages of the device lifecycle. Exclusions: Specialty purpose printers (e.g., Geographic Information Systems (GIS), Check, ID Card, 3-D, Post Office, Receipt) and stand-alone scanners are not in scope, though some special-purpose printers may require secondary support. Technical/Functional Requirements The proposed Managed Print Services solution must include five (5) device models across printer and multi‑functional device (MFD) categories. Devices must integrate seamlessly into both departmental offices and common‑use areas throughout the SMSU campus. As outlined in Appendix B, each device model must support duplex printing and optional color capabilities. The solution must accommodate multiple concurrent users and be fully compatible with all major operating systems and browsers, including mobile platforms. All software and hardware components must comply with current national accessibility standards. All proposed devices must also meet the Device Condition Requirements defined in Appendix B. Additionally, all devices and supporting components must fully satisfy the Security Requirements detailed in Appendix A, Vendors must describe, for each device model proposed, how the hardware and firmware align with the requirements of Appendix A, including any model‑specific limitations, exceptions, or compensating controls. Devices must arrive preconfigured—or capable of being configured—to meet all Appendix A requirements before being placed into production use. Budget The budget for this contract is anticipated to be one hundred twenty-five thousand and 00/100 dollars ($125,000) per year of the contract. This budget includes: Selection Process Supplier selection will be based on the information submitted and contained within the response to this RFP as well as candidates' responses during a Supplier Finalist interview at SMSU. Suppliers are not guaranteed a Finalist Presentation & interview opportunity; therefore, it is imperative that the Supplier's response contains all information relevant to the complete understanding of the Supplier's capabilities, experience and financial terms of Minnesota State. The selection process includes the IT Staff and Business Services Staff. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses. All evaluation categories that refer to device features, implementation processes, or operational support will be assessed in part on compliance with the standards defined in Appendix A. Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 3 Qualifications of Respondent and its personnel. An outline of the Responder’s capability, stability, background and experience with examples of similar work completed by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. 10 Transition & Adoption Strategy Assesses the Responder’s ability to execute a seamless migration through a detailed work plan that aligns technical integration, sustainability goals, and proactive user support. Evaluation focuses on the vendor’s proven methodology for on-time deployment with minimal operational disruption and the delivery of clearly defined milestones. The proposal must demonstrate a holistic approach to the service lifecycle, including comprehensive deliverables for both the initial rollout and compliant end-of-term exit processes. Ultimately, this measures the completeness of the managing tools and strategies used to ensure long-term functional success and data security from onset to decommissioning. 25 Security Requirements A demonstration of a ability to meet or exceed all mandatory security controls contained in Appendix A – Security Requirements. Responses must document how device architecture, software, firmware, administrative workflows, remediation processes, and credential management align with Appendix A. Proposals that do not fully address Appendix A will be considered non‑responsive. 15 Supplier Support A description of the deliverables to be provided by the Responder that support the work plan and identifies the major tasks to be accomplished and be used as scheduling and managing, as well as the basis for invoicing. 15 Cost/& Pricing Proposal Identify the University’s role in the contract, including any responsibilities, services, or support it will provide throughout contract performance. Vendors must specify all cost allowances associated with the University’s participation and note any financial or operational dependencies. The response should also explain how the University’s involvement interacts with the proposed pricing model and cost structure. All details must be presented in a manner that supports transparency, evaluation clarity, and alignment with the Service Items and Pricing Spreadsheet. 30 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions. Coverage of all elements of work listed above to include the training plan for the campus. 2 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Some responses to questions require the Supplier to download a file then upload a file. Uploaded file formats must be the same as the downloaded format. If a file is not provided for download, uploaded file formats may be any of the following: .pdf., .docs, or .xlsx. Do not upload compressed or zipped files into Marketplace. Contract The successful Supplier will be required to meet all the terms and conditions, and execute the most current Minnesota State Service Contract. A template is provided in the Buyer Attachments. The final Scope of Services and Financial Arrangements will be negotiated with the selected respondent. Contract Terms Southwest Minnesota State University (SMSU), on behalf of Minnesota State, intends to enter into a contract with the successful Respondent(s) effective October 1, 2026, or on the date the last required signature is obtained, whichever occurs later. The initial term of the contract shall be sixty (60) months. SMSU currently maintains a Managed Print Services contract that expires January 1, 2027. Accordingly, the awarded Respondent(s) shall be required to fully implement the new Managed Print Services solution, including delivery, installation, configuration, and replacement of all in‑scope devices, no later than the week of January 4, 2027, in order to ensure continuity of services and avoid disruption to University operations. The period between contract execution and January 4, 2027, shall serve as a transition and implementation phase, during which the Respondent shall coordinate with SMSU and the outgoing provider, as applicable, to support an orderly migration and achieve a zero‑downtime transition. If Minnesota State and the selected Respondent(s) are unable to successfully negotiate and execute a contract by September 8, 2026, Minnesota State reserves the right, in its sole discretion, to discontinue negotiations and pursue an agreement with an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.