Managed Print Services

Project Overview St. Cloud State University (SCSU) is seeking proposals from qualified vendors to provide Managed Print Services (MPS) aimed at optimizing the University’s campus-wide print environment. As part of this RFP process, vendors are expected to analyze available data and propose right-sized printer fleet and service level scenarios that align with varying operational and budget levels. Proposals should include detailed cost models and demonstrate flexibility to adapt both during implementation and throughout the contract term. Vendors are encouraged to present multiple fleet configurations, ranging from a highly consolidated setup focused on essential needs to a more distributed model that enhances accessibility across campus. Similarly, vendors should outline multiple service level options, from basic support to comprehensive service packages, with associated pricing for each. Each scenario should include recommended device models, placement strategies, and complete cost estimates to support informed decision-making. The scope of services includes: Optimization of SCSU’s network printer/multifunction device (MFD) fleet Provision of modern printers and multifunction devices (MFDs) Delivery of all consumables except paper and staples (e.g., toner) Ongoing device maintenance Technical support services Reports and analytics Compliance and accessibility Implementation and decommissioning support SCSU’s Print & Mail Services department may not be held to the terms of the contract resulting from this RFP. SCSU is providing exhibit documents to support optimized fleet planning. Please note that these materials are based on the available information at the time of preparation; however, some data may be incomplete or outdated. Vendor applicants should look to address specific scope of work areas such as the following: Optimization of SCSU’s network printer/multifunction device (MFD) fleet Comprehensive analysis of SCSU’s printing environment, users and needs Opportunities to reduce waste, enhance user experience and security, and lower costs Proposed optimized fleet plan(s) including devices and locations Flexibility offered for device moves, adds, changes and removals Provision of modern printers and multifunction devices (MFDs) Proposed device specifications and capabilities Provisioning and deployment process Compatibility with SCSU systems, services and needs Device and data security Authentication and authorization mechanisms Cloud security measures Delivery of select consumables (e.g., toner) Consumables provided except staples and paper Coordination of applicable consumables Ongoing device maintenance Maintenance services provided Maintenance schedules Technical support services Services available Service level agreements Reports and analytics Vendor portal description System administration tools Device/consumables tracking tools Integration capabilities with third-party systems Authentication and authorization mechanisms Configurability and customization options Browser and mobile support Usage reports and analytics Billing reports and analytics Compliance and accessibility Compliance with applicable standards, including ADA, FERPA, and HIPAA Cloud performance and availability Accessibility features, including but not limited to digital and device accessibility Implementation & Decommissioning Support Implementation timeline and methodology Training resources and onboarding support Ongoing technical support and maintenance Decommissioning timeline and methodology (end-of-contract) Pricing Overall pricing structure and description of charges, including but not limited to: Annual charges, if applicable Monthly charges, if applicable Per-click/per-page charges, if applicable Any regular minimum charges/expectations, if applicable Any per-device charges, if applicable Any per-service charges, if applicable Any additional or optional costs, including but not limited to: Additional devices Optional pricing for additional capabilities (e.g. finishers, fax boards, extra trays, etc.) Cost-savings opportunities, including but not limited to: Removing devices from contract Multi-year discounts Other discounts available Language that allows SCSU to reduce fleet/costs throughout the contract term to meet changing business needs Technical/Functional Requirements Technical Requirements SCSU seeks to standardize its printer fleet by selecting a limited number of network printer and multi-function device (MFD) options; vendors should propose 3–4 devices, including at least one network printer and one MFD with advanced finishing features. While all proposed devices should meet or exceed the minimum technical specifications, vendors may also suggest a small number of lower-feature alternatives if they offer meaningful cost savings. All network printer and multi-function device (MFD) technical requirements: All devices and parts/accessories delivered under this agreement shall be newly manufactured. All devices, including their hardware and software, must be currently supported by the manufacturer. All devices must be able to integrate with Pharos Cloud software currently utilized by the University, or equivalent software. A list of supported devices will be provided. All devices must be capable of hosting embedded secure release (passcode/PIN entry) solution compatible with Pharos Cloud software, or equivalent software. All devices must have hardware readiness for external card reader integration (e.g. USB port). All devices must have the capability of holding print jobs until a proper passcode has been entered by the user, or a user has released the print job with their mobile device or swipe card. All devices must have the capability of automated reporting of meter reads of MFDs and all network printers included in the managed print services program. All devices must have the capability of automated reporting of consumable status and timely replenishment. All devices must be capable of handling letter-sized printing (8.5”x11). All devices must be capable of both simplex (one-sided) and duplex (two-sided) printing. All devices must be capable of both black-and-white (grayscale/monochrome) printing and color printing. All devices must support modern network protocols such as IPPS, HTTPS, SNMPv2, SNMPv3 and IPsec. All devices must be able to function in an isolated network or utilize a network gateway to interact with cloud services. All devices must support cloud-based print management platforms. All devices must have secure boot and firmware integrity protection. All devices must use encrypted data transmissions and storage. All multi-function device (MFD)-specific technical requirements: All multi-function devices (MFD’s) must support modern secure authentication methods for Microsoft 365 integration. All multi-function devices (MFD’s) must possess scanning and copying capabilities with the following specifications: capable of black-and-white (grayscale/monochrome) scanning and copying; capable of color scanning and copying; capable of one-sided and two-sided scanning and copying; automatic feeder tray of at least 50 sheets; capable of scanning directly to one or more email addresses; must scan in industry-standard format (e.g. PDF). Advanced multi-function (MFD)-specific technical requirements: Some multi-function devices (MFD’s) must possess the following capabilities: Two-hole and three-hole punch finishing options; stapling finishing option; sorting/collating capabilities; envelope printing capabilities; tailoring capabilities. Some multi-function devices (MFD’s) must be capable of printing legal-sized (8.5”x14”) and tabloid-sized (11”x17”) printing. Some multi-function devices (MFD’s) must offer additional paper trays. Some multi-function devices (MFD’s) must offer a bypass tray. Some multi-function devices (MFD’s) must offer faxing capabilities. Some multi-function devices (MFD’s) must offer a zoom function to reduce/enlarge copied or scanned documents. Service and Support Requirements SCSU seeks to leverage vendor-provided technical support services to reduce the workload on its internal IT staff. While all service/support options should meet or exceed the minimum requirements, vendors may also suggest alternative support models that offer meaningful cost savings. Implementation support and training: At the University’s request, vendor shall provide at least one test device for each type of leased device for a two-week testing period to ensure compatibility. If printers are not compatible, vendor will provide alternative compatible devices that meet or exceed stated requirements at no additional cost. At no additional charge, vendor will provide initial on-site training with the commencement of a lease agreement, as well as ongoing training during the term of the contract as needed for campus users. SCSU IT team must approve device configurations at time of implementation (e.g. protocols to be disabled, features to be disabled, access control lists to be implemented, etc.), for each device model type, including in the event of device replacement or additions. Technical support and maintenance: Vendor must provide maintenance, repair, and support for all networked printing devices. SCSU seeks a commitment to a 2-hour callback for issue acknowledgment, 24-hour on-site response time, 48-hour resolution or replacement from initial call, and a minimum 99% fleet uptime rate month over month. Vendor must promptly notify SCSU of any manufacturer-disclosed security vulnerabilities and collaborate with SCSU’s IT team to address them in a timely and secure manner. Vendor must establish and follow a regular preventative maintenance schedule, including at least twice-yearly firmware updates when available, and coordinate with SCSU’s IT team to determine appropriate timing for upgrades and maintenance. Vendor must work with SCSU’s IT team to resolve bugs or issues within an agreed-upon timeline. Consumable replacement and recycling: Vendor will establish an initial inventory of compatible toners and waste toner containers to be kept onsite at SCSU for distribution and replacement through the auto replenishment program. OEM (original equipment manufacturer) is preferred however other brands may be proposed for cost savings purposes. Paper and staples will be supplied by the University. All other consumables and replacement parts must be stocked and provided by the vendor during service calls to minimize device downtime. All recycling programs shall be implemented and managed by the vendor. The vendor will be responsible for disposing of used toner cartridges and other parts in compliance with appropriate state and Federal laws and guidelines. Device moves, adds, removals and changes: Vendor will allow relocation of device(s) after initial implementation, as necessary for optimization purposes, at no charge to the University. If additional devices are deemed necessary during the contract term to support fleet optimization, they will be added to the agreement and aligned (co-termed) with the existing lease or managed print services schedule. At the University’s request and/or at the end of the lease, the vendor shall be responsible for the de-installation and removal of equipment. The vendor must ensure that all data stored on any media or storage device within the equipment is securely erased prior to removal or replacement, with all security measures subject to approval by the University’s IT team. Vendor shall provide Certificate of Destruction for all media or storage devices removed from Campus. Portal access: Vendor must provide SCSU-identified contacts with access to a secure portal that supports core managed print service functions. Billing tools and support: Vendor must provide a regular invoice at a cadence in agreement with SCSU IT staff with clearly stated charges detailing all usage and per-page costs by device. Invoices should contain similar data to those found in the portal, including devices and page counts and costs associated with devices. A clear protocol should be provided by the vendor for invoice issues or questions. In the event of a cybersecurity vulnerability with the devices/services and breach notifications are needed, vendor is responsible for sending memos to recipients at their own cost, including assembly and mailing of the memo. Selection Process The selection group includes or thier succesors: Jim Pesta, Director of IT Support Services Jared Podratz, Telecom/Network Support Tom Oien, GIS System Administrator Mark Kotcho, Lead HuskyTech Coordinator Kyle Welch, Director of Business Services Crystal May, Administrative Director Kristi Felland, Project Manager This group will evaluate the proposals and make the final decision in partnership with SCSU’s Chief Information Officer and Chief Financial Officer. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: 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 10 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 35 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 40 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 5 Supplier Diversity Certified diverse suppliers are firms designated as minority-owned, women-owned, disabled-owned, veteran-owned, small business or other historically underutilized segments of US population, by one of the third-party credible agencies as defined by Minnesota State in the Prerequisites Section. 6 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 4 Total: 100 A mandatory onsite visit will be held at St. Cloud State University on Wednesday, November 12, 2025, from 8:30 AM to 12:30 PM CST. Vendors should report to room 102 in the James W. Miller Learning Resources Center (Miller Center, 400 6th St S, St. Cloud, MN 56301), also known as the Innovation Hub, by 8:30 AM on November 12, 2025. Each vendor may bring up to two representatives. All participants must register in advance by emailing participant names and contact information to Will Buck at contact@example.gov no later than Wednesday, November 6, 2025 by 3:00 PM CST. Vendors are responsible for their own transportation and parking arrangements, including any associated costs. Parking information is available on the St. Cloud State University website (https://www.stcloudstate.edu/parking/visitor/default.aspx). The visit will include a guided tour of campus buildings and outdoor grounds. Vendors should dress appropriately for the weather and be prepared for outdoor walking. All vendor questions must be submitted to Minnesota State's e-procurement system by Monday, November 17, 2025 at 3:00 PM CST. Minnesota State reserves the right to name a date which Finalist 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. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent effective March 1, 2026, or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract will be approximately five (5) years and five (5) months, with a preferred contract end date of July 29, 2031. The term of the resulting agreement may exceed 5 years if SCSU receives appropriate approvals and if vendors provide a significant discount. If Minnesota State and Respondent are unable to negotiate and sign a contract by February 1, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). All pricing must remain fixed for the duration of the contract. The University is exempt from all state sales tax. A Tax Exemption certificate will be furnished. 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 RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.