proposal for document copying, scanning ... - granicus

PREPARED FOR:

Hernando County School Board

PREPARED BY:

Nick Christiano,

Sr. Services Executive, K-12

Phone: (813) 261-2074

Email: [email protected]

Proposal for Document Copying, Scanning &

Printing Solutions

Proposal Submitted: September 14, 2015

Joyce McIntyre

Finance Director

Hernando County Schools

8050 Mobley Rd.

Brooksville, FL 34602

Dear Joyce,

Thank you for allowing Ricoh to asses Hernando County Schools document needs. Based upon district feedback, I

have put together a proposed solution that we believe will meet your goals of:

improved reliability

faster output, better quality copies and prints, having multi functionality in one device, etc.

cost efficiency (flat rate CPC district wide)

better quality copies and prints (all units will have Enterprise Scanning, Faxing & Network Printing)

having multi-functionality in one device

less administration of copiers

At Ricoh USA , we have built a solid reputation for providing the best solution for each of our customer’s unique

requirements. We are able to meet your specific needs by leveraging innovative technology backed by RICOH’s

world class service and expertise.

Thank you for giving us the opportunity to present the following proposal. On behalf of your RICOH team, we

appreciate the time you have committed to considering our recommendations. We look forward to serving all of your

document needs and increasing your document efficiency.

Sincerely,

Nick Christiano


1-813-261-2074

[email protected]

Reservation of Rights—In response to your request, we are pleased to submit this proposal for your consideration. We recognize your right to negotiate and approve the terms and

conditions of any contract following award and respectfully reserve the same right. We acknowledge that all contract terms and conditions must be mutually agreed upon by both of us.

Our proposal represents our commitment with respect to pricing, equipment specifications and our proposed solution. Following bid award, we contemplate that we will both negotiate and

sign, in the exercise of good faith, customary definitive agreement(s) to govern our relationship, and provide reasonable assurances of our authority to enter into such agreements. As is

customary for transactions of this type, any acknowledgements each of us have made are qualified by the right to negotiate mutually acceptable terms. Our proposal is based upon the

information provided by you, and the assumptions made by us in preparing our response. Any changes to information or assumptions may, if material, require modification. Upon award,

we will be pleased to work with you to promptly finalize mutually acceptable contract terms and, if applicable, provide copies of appropriate contract forms for that purpose.

Based on our assessment of the challenges and objectives faced by Hernando County Schools, this proposal

details recommendations by RICOH for new technologies and services with the power to enhance Hernando

County School’s document creation, production and distribution processes.

The proposed solution was designed to maximize the efficiency and effectiveness of your document workflow,

improving your business processes. The system was specifically selected to impact your goals of:

Increase productivity

Reduce cost

Improve customer service

RICOH’s analysis of your current situation revealed:

Hernando Schools copy volume has grown year over year since the lease on the current

fleet began 5 years ago.

100% of the fleet has on-board scanning with no authentication process. The need for an

advanced scan solution will benefit the District financially over the next 5 years.

Fleet is aging at a fast pace (copy volume growth), while budgets are continually be

reduced.

No print management software for enhanced visibility into copying or printing costs

During RICOH’s analysis of Company’s current operations and based on the specific information made

available by you, we identified the following requirements:

New Equipment needed to keep up with today’s technological advances

An advance Scan/Worlkflow and Print Management Solution (Ricoh Streamline NX)

Understanding Your Needs

Overview of Current Situation

Advanced Scanning, Card Authentication and Print & Copy Control

With Streamline NX, organizations can simplify document creation, storage, retrieval, distribution, card

authentication, printing, secure/follow you print and device management to improve productivity and reduce

operating costs. This innovative, customizable suite of integrated solutions offers exceptional controls for user

authentication, secure printing, flexible scanning, quota management, versatile reporting and more. Take

advantage of its intuitive, easy-to-use interface, incredible scalable modularity and powerful administrative tools

to manage your MFP fleet more effectively — and help reduce total document management costs

Benefits

• Integrated advanced scan/authentication/print and copy control solution reduces training and support

• Ability to protect sensitive information in line with company security policies

• No need to switch between applications - perform any of the user functions within one integrated

interface at the MFP

• Scan and deliver documents in a variety of formats to email addresses, network folders,

home folders, FTP, line of business systems and other destinations

• Users can safely print documents to MFPs where they are securely held until released by the

authorized user - protecting information confidentiality

• IT administrators can perform comprehensive device monitoring, batch configuration, remote fleet

management & firmware upgrades

• Administrators can configure settings to enforce policies, manage quotas, establish charge backs,

and generate reports

• Users store, release and manage confidential documents with the security of user ID and password

authorization

• The user’s stored print jobs are displayed on the MFP’s touch screen display

• Print & Scan jobs are encrypted for added security across the network

• Users can authenticate at an MFP using the same card/badge issued to access buildings (such as an

• employee ID badge)

• Reduce the IT burden by providing a single point of administration for the entire MFP fleet

• Enhance the end user overall experience by providing a simple to use and powerful interface

• Reduce costs associated with printing by tracking usage and establishing a print policy

• Reduce costs associated with interoffice mail by leveraging the email server and scan to email from the MFP

Enterprise Wide Scanning

Streamline NX

Enterprise Wide Scanning

Streamline NX

Reduce Print and Copy Costs

Stream Line NX does what no other single solution can — track every print and copy job on the network.

This helps schools eliminate ―wasteful‖ network printing, reduce total print volume and recover thousands in

output costs.

• Provides administrators with accurate reporting to understand the nature of the printing.

• Allows chargeback to departments or specific funding sources (e.g. grants).

• Works with existing printers, MFPs and copiers.

• Adapts to any size fleet, across multiple campus locations.

• Enables reliable data collection for fleet management and cost optimization.

• Industry experts point to savings of up to 30% of their total output costs simply by implementing

a Print Management System (PMS) like SLNX and establishing a print policy.

• Once users know they’re being tracked, they think before the print. If Hernando County Schools

establishes a solid strategy and print policy, Ricoh estimates a total monthly savings on output

costs between $1,250 and $3,750 per month!

The following statistics were gathered through a detailed review and analysis of the information provided to

Ricoh including:

Copier Equipment Invoices

Supply Invoices

Copy Logs

Equipment Service Logs

Summary of Current Key Statistics

Overview of Current Situation

Volume Summary(monthly)

B/W Impressions (copies) 3,544,705

Print Shop Impressions 250,000

Total 3,794,705

Monthly Cost

Service $12,901.99

Supplies Inc.

Lease $31,238.40

Total $44,140.39

Pricing Components

(42) Ricoh MP-7502sp Digital Copiers

(45) Ricoh MP-4054 Digital Copiers

(11) Ricoh MP-301spf Digital Copiers

(22) Ricoh MP-301 spf’s (Food & Nutrition)

(1) MP C4503 (Food & Nutrition)

(6) Ricoh PRO 8100s Digital Copiers

(1) Kodak HD125 Production Printer

(1) Ricoh PRO C7110X Color Production Printer

(1) MP C4503 Color Digital Copier

District wide Streamline NX solution

($265,000 Value Add at no additional cost )

Financial Considerations

60 Month Lease Option - $26,757.89 (District Fleet)

60 Month Lease Option - $1,092.11 (Food & Nutrition)

Total Monthly Lease Payment - $27,850.00

This price is based on a 60-month agreement

Service pricing is fixed for the 60-month term

B/W Prints - $.0034 per copy, Kodak - $.0032

C4503 Color - $.045 , C7110 Color - $.040

Service agreement is based on usage only

Staples are included in the new agreement

Financial Considerations

Monthly Cost Comparison

Current Proposed

Service $12,901.99 $12,901.99

Supplies Inc Inc

Lease $31,238.40 $27,850.00

Total $44,140.39 $40,751.99

This proposal assumes all payments will be

made on the leases that this transaction will

replace through the effective date of the new

transaction 11/30/2015.

Implementation

Once approved, RICOH estimates we can implement the solution

within four to six weeks of receipt of initial order.

Proposed Schedule

Implementation

School Board Approval 10/20/2015

Pre-install survey Complete

Delivery/acceptance of

equipment to district

warehouse

11/30/2015 -

12/2/2015

System training will be

conducted within 2 business

days of unit installation from

district warehouse to final

destination

12/7/2015 –

12/17/2015

Account Review Ongoing

Benefits

Perfect Copier for Adult Training

Centers and Remote Areas within the

district.

Network Printing/Scanning

Ricoh MP 301SPF Black/White Multifunctional Device

Proposed Solution

The Ricoh MP 301SPF packs multi-functional productivity into a small footprint, saving you

both space and time. All of your printing, scanning, and copying can be done from the same

source. The Ricoh MP 301SPF meets busy office demands and goes beyond them, offering

environmentally friendly features.

Key Features

Fast output speed of 30 pages per

minute

250 standard paper capacity

Warm up time of less than 30

seconds

First print speed of 6 seconds

1 GB RAM & (optional) 128 GB

HDD

Up to 24 lb paper weight

600 x 600 dpi resolution

Energy Star® compliant

Benefits

Excellent Administrative Copier


Excellent Mid-Volume Copier

Ricoh MP 4054 SP Black/White Multifunctional Device

Proposed Solution

The Ricoh MP 4054 SP delivers exceptional results to businesses seeking versatile digital

copying, productive network scanning and printing, and high-end faxing. Featuring

professional image quality and a space-saving design, the Ricoh MP 4054 SP incorporates

an array of impressive features that will substantially increase user productivity.

Key Features


minute

1,200 standard paper capacity

Warm-Up time of less than 14

seconds

First copy speed of 4.1 seconds

2-GB RAM & 320-GB HDD

Up to 80 lb paper weight

1200 x 1200 dpi print resolution


Benefits

Light Production Copier. Perfect for

teacher work rooms.

Can handle quick burst copying

Can assign User/Stop Codes for

individuals


Ricoh MP 7502 SP Black/White Multifunctional Device

Proposed Solution

Key Features


minute

4,300 standard paper capacity

Warm-Up time of less than 30

seconds

First copy speed of 3.2 seconds

1.5-GB RAM & 250-GB HDD

Up to 80-lb bond

1200 x 1200 dpi resolution


The Ricoh Aficio MP 7502 SP is designed to support a variety of document production tasks

in high-volume environments with a wide range of document production and distribution

requirements. The MP 7502 SP allows completion of every job with one multifunctional

product that offers high-end digital copying, plus printing, scanning, faxing and finishing.

Benefits

Significantly better images quality

over the EX Series Engines

Tight registration for easier cutting

postcards, business cards, etc…

4,000 sheet inserter for efficient post

process color work

Improved Intel Kodak branded front

end with V8.x.x EOS Software

Kodak Digimaster HD125Production Monochrome Device

Proposed Solution

The Kodak Digimaster HD125 is a high end, production-level printing system for

Commercial Printers, Implants, CRD’s, and Data Centers. With the ability to print 125

pages/minute and output a wide variety of fully finished print applications, your customers

can now satisfy the demand for a multitude of finished documents and presentations.

Key Features

125-PPM monochrome output

speed

8,000-sheet paper capacity

+/- .5mm registration

Supports up to 110lb. cover

Supports up to 14x18‖

Coated stock support

New Intel based SCS

In line 3-hole Punch Unit

CP Bourg Booklet Maker

Benefits

No Fuser Oil eliminates streaking



Polymer Toner produces a more

―press like‖ appearance

TCRU (Trained Customer

Replaceable Units) Kit A&B&C

Ricoh Pro-C7110X Production Color

Device

Proposed Solution

The Ricoh Pro-C7110X is a high end, production-level printing system for Commercial

Printers, Implants, CRD’s, and Data Centers. With the ability to print 90 pages/minute and

output a wide variety of fully finished print applications, your customers can now satisfy the

demand for a multitude of finished documents and presentations.

Key Features

90-PPM color output speed up to

300gsm

6,900-sheet paper capacity


Supports up to 360gsm



EFI Fiery Controller

5th station with Clear and White

toner

Benefits

No Fuser Oil eliminates streaking



Polymer Toner produces a more

―press like‖ appearance

TCRU (Trained Customer

Replaceable Units) Kit A&B

Ricoh Pro-8100s Production

Monochrome Device

Proposed Solution

The Ricoh Pro-8100s is a high end, production-level printing system for Commercial

Printers, Implants, CRD’s, and Data Centers. With the ability to print 95 pages/minute and

output a wide variety of fully finished print applications, your customers can now satisfy the

demand for a multitude of finished documents and presentations.

Key Features

95-PPM color output speed up to

300gsm


Supports up to 300gsm



EFI Fiery Controller

Electronic Document Delivery System

A RightFax eliminates dedicated fax machines, guarantees timely and secure delivery of information to user’s desktops

and allows scanning paper documents on a Multi-Functional Device for delivery to a fax destination (scan to fax).

•Send, receive, and manage faxes from virtually all desktop applications including email.

•Intelligent Outbound Delivery - Call grouping, scheduling, priority sending, least-cost routing, and human-

answered fax options.

•Broadcast fax documents to hundreds or thousands of recipients at once (fax blast).

•Automate fax creation and delivery from back office applications to cut costs and improve business processes.

Faxes can be automatically faxed from host-based applications.

Cost Relief

RightFax can cut document delivery costs by over 50 percent by eliminating the need for multiple stand-alone fax

machines, modems, telephone lines, long distance charges and supplies. Assuming a fleet of 100 fax machines with

dedicated phone lines costing $20 per month and a daily inbound volume of 5,000 pages per day Ricoh estimates $2,000

per month in costs may be driven out by HCSB by simply utilizing RightFax.

•Least-Cost Routing – Route outbound faxes between servers on a LAN or WAN to minimize long distance and

other telephone charges.

•Cost-effective document delivery—Fax, e-mail, SMS, print device, or encrypted and certified delivery options

eliminate the costs for paper, postage, equipment, and related supplies.

•Scheduled delivery—Schedule or prioritize delivery to use off-peak phone rates or expedite orders.

Receipt and Tracking

Track documents and user activity with comprehensive monitoring, reporting, and audit trail capabilities.

•Phonebook Integration – Includes Lightweight Directory Access Protocol (LDAP), Open Database Connectivity

(ODBC), Activity Directory and more.

•Fax archival – Record all inbound and outbound fax transactions.

•Notifications – Receive customized notification options and verification of document transmission and receipt.

•AutoReply – Monitor one and more RightFax mailboxes for inbound faxes and provide fax replies to the sender.

Enhanced Security

Captures tracking information sent via analog technology is difficult, raising security and compliance issues. RightFax

provides a secure, encrypted delivery with audit trail (with image capture) and guarantees confidentiality.

•Secure delivery format—Deliver Tagged Image File (TIF) documents over a secure Public Switched Telephone

Network (PSTN) or native and PDF documents as secure encrypted e-mail.

•Encrypted and certified delivery options—Maintain privacy and security with certified or encrypted delivery

options.

Enterprise Wide Faxing

Please direct any questions on this proposal to:

Nick Christiano,


Phone: (813) 261-2074

Email: [email protected]

www.ricoh-usa.com

Proprietary and Confidential Statement—The enclosed materials are proprietary to Ricoh, and Ricoh reserves all right, title, and interest in and to such materials. The terms,

conditions, and information set forth herein are confidential to Ricoh and may not be disclosed in any manner to any person other than the addressee, together with its officers,

employees, and agents who are directly responsible for evaluating the contents of these materials for the limited purpose intended. These materials may not be used in any

manner other than for such limited purpose. Any unauthorized disclosure, use, reproduction, or transmission is expressly prohibited without the prior written consent of Ricoh.

These materials summarize a proposed equipment and/or services solution. They are intended for informational purposes only to assist you in your evaluation of Ricoh as a

potential business partner. These materials do not represent an offer or a binding agreement.

©2014 Ricoh USA, Inc. All rights reserved.

Sandi

Contract Approval

proposal for document copying, scanning ... - granicus

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