University of Mary Washington Cobblestone #RFP 16-524

Award for Campus Copy, Mail, and Managed Print Services at University of Mary Washington

The University of Mary Washington (UMW) has awarded a comprehensive contract for campus-wide copy, mail, and managed print services to SPS North America, Inc. (formerly Swiss Post Solutions).
- Government Buyer: - University of Mary Washington, Commonwealth of Virginia, Procurement Services - Awarded Vendor: - SPS North America, Inc. (formerly Swiss Post Solutions) - Prominent OEMs Referenced: - Canon (models: C3926i, C3935i, iR8995i, C700, iR8505i) - HP (Wide Format printers) - Pitney Bowes (Mail Center 3000) - Toshiba (previously used, now replaced by Canon) - Ricoh, Konica Minolta (mentioned as comparable OEMs) - Products and Equipment Provided: - Canon multifunction devices (MFDs) for centralized and decentralized printing/copying - HP wide format printers for large-scale printing - Pitney Bowes mail processing equipment - Papercut Servers, SendSuite, EcoPrint Release stations - Services Included: - On-site management of all student, faculty, and staff mail (including express, bulk, and accountable mail) - Centralized copy/print center operations (high-volume production, finishing, binding, scanning, document destruction) - Decentralized MFD fleet management (networked, pay-to-print, mobile/cloud print support) - Retail print and mail services for campus and public - Automated chargeback and reporting systems - Equipment provision, maintenance, and supply management (including software and vehicles) - IT integration, security, and support for mobile/cloud printing - Training, marketing, and continuous quality assurance - Unique/Notable Requirements: - All equipment (hardware/software) is vendor-provided and maintained - Integration with UMW IT systems and support for mobile/cloud printing - Automated chargeback and monthly reporting to departments - Consolidation of copy center and mailroom, with flexible space utilization - Security features, PCI/confidentiality compliance, and rapid equipment repair response - Financial incentives for cost savings and annual price reviews - Transition from Toshiba to Canon equipment, with secure data overwrite on replaced devices - Contract Structure: - Fixed monthly fee, annual reviews, and options for multi-year renewal - Labor, equipment, and service costs detailed in multi-year schedules

Description

The University of Mary Washington is soliciting proposals for a renewable term contract to provide on-site management of student and faculty/staff mail, express mail, copying, simple bindery services, scanning, minimal document destruction, network print, cloud print, and related services within a designated space on the Fredericksburg campus. The contract includes management of mail and copy services, equipment provision and maintenance, and retail operations. The contractor is responsible for providing and maintaining all equipment used for contracted services, including copy/mail equipment and vehicles. The contract term is from the date of award through four years, with optional two four-year renewals or as negotiated.

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