Print Management Program Overview

1. FSSI: Diving into the Print Management Blanket Purchase AgreementsMeredith Parker and Ben Williams GSAMay 15-17, 2012

2. Print Management Program Overview • Blanket Purchase Agreements (BPAs) against which agencies will compete task orders • Schedule 36 (Office Imaging and Document Solutions) • Allows agencies to choose a course of action based on their existing knowledge of spend data • BPA pricing reflects Total Costof Ownership (TCO) pricing per volume band • All pricing methodologies are offered: purchase, lease, flat-rate, cost-per-copy, short-term rental

3. Overview of BPA Components • The FSSI BPAs are organized into two separate components: • Functional Area 1: Fleet Assessment • Functional Area 2: Device Plus and Customizable Solutions • Two additional components are targeted for FY2012: • Functional Area 3: Management of Existing Devices • Functional Area 4: Combination of Assessment, Management and Device Purchase

4. Understanding FunctionalArea I: Fleet Assessment • Purpose: To assist agencies in gaining insight into what, where and why print costs are occurring and to assist in developing a plan to reduce those costs • Historical analysis of fleet costs (hardware, software, network capabilities, imaging output, imaging costs) • Establishment of cost baselines • On-going data collection and analysis • Recommendations for asset rationalization, re-deployment and overall optimization • Vendor neutral device recommendations based on work flow and business needs

5. Understanding Functional Area I: Fleet Assessment • Fleet Assessment is a phased process that may be customized by the Ordering Activity given the needs of the organization • The complexity of a Fleet Assessment will vary depending on the level of centralization in the organization

6. Understanding Functional Area I: Fleet Assessment • Core Fleet Assessmenttasks are: • Phase I: Device Discovery provides inventories of a fleet of multi-function devices (MFDs) and network printers (NPs) • Phase II: Cost Baseline determines the cost per page currently being spent • Phase III: Optimization provides recommendations to dispose, remove, and procure new devices that will give an agency the maximum return on investment • Organizational Gap Analysis provides recommendations on how to re-structure organizational work flow and user behavior to maximize the value of an existing fleet

7. Understanding Functional Area I: Fleet Assessment • Two vendors awarded under Fleet Assessment: • ASE Direct (Service disabled, veteran owned small business) • PrinTree (Small business)

8. Understanding Functional Area I: Using Fleet Assessment • Develop a SOW • Identify the scope of the work being requested • Determine whether or not automated data collection agents (DCAs) will be allowed on the network • Request quotes from the two vendors • Conduct evaluations which includes a price analysis • Report award to the FSSI Print Management PMO within 10 business days • Perform contract administration and quality assurance activities • Provide information for agency reporting

9. Understanding Functional Area II: Device Plus • Multi-Function Devices (MFDs): CLIN 2 • Network Printers (NPs): CLIN 3 • Environmentally sustainable MFDs and NPs: CLIN 4

10. Understanding Functional Area II: Device Plus • Offers aggressively priced life-cycle costs for new multi-function devices and single-function network printers • The devices are packaged with consumables, excluding paper, and maintenance agreements, enabling the device to be operatedat a 95% uptime rating, in accordance with its corresponding volume band over an identified period of time • The purpose of combining all life-cycle cost drivers into one award package is to position the government to start reducing the cost of imaging output over time

11. Understanding Functional Area II: Nine vendors awarded under Device Plus • Three small business awardees: • ABM Federal (Service disabled, veteran owned small business) • Cannon IV (Small business) • CTI (Small business, disadvantaged, woman-owned) • Six large business awardees: • Canon USA • Konica Minolta • Lexmark • Ricoh • Sharp • Xerox

12. Award pool of qualified contractors offering multi-function devices or single-function network printers within defined volume bands rationalizing the device speed and capacity selections available in the market Task order evaluation criteria can be written to favor socio-economic or sustainability preferences Understanding Functional Area II: Device Plus

13. Functional Area II Ordering Steps: • Review data from fleet assessment or from legacy devices to determine actual output requirements • Determine if changes in business processes will drive an increase or decrease in output volume for procured period of performance • Develop a SOW (SOO, PWS etc.) and RFQ identifying the appropriate volume band and salient characteristics for eachrequirement and establish evaluation criteria • Follow Ordering Instructions • Conduct evaluations and complete price analysis • Report award to the FSSI Print Management PMO within 10 business days • Perform contract administration and quality assurance

14. Understanding Functional Area II: How to use BPAs Review of ordering instructions

15. Understanding Functional Area II: Evaluation Criteria • Functional Area II: Device Plus • Using “Best Value” as a criteria • Small Business preferences • Environmental preferences • Other added value factors

16. Understanding Functional Area II: Sustainable Offerings • All FA II contractors, with the exception of Konica Minolta, offer a device representing the lowest energy utilization within their fleet given the speed of the device and corresponding awarded volume band • Ricoh offersa device with remanufactured content that also represents the most energy efficient device in their fleet, and designed for use with energy-efficient color toner made of polyester resin particles that fuse 20 degrees lower than traditional color toner • Xerox offers its ColorQube devices using toner inserted in solid form in the device, then melting like a crayon. The solid form of the toner is sold without packaging

17. Understanding Functional Area II: Device Plus Customizable Solutions • MFDs, NPs & EnvironmentallySustainable solutions (CLINs 2-4) offer procurement of devices without additional life-cycle costs like consumables and/or maintenance included • Prior to ordering, Ordering Activities electing to procure devices alone must notify the GSA FSSI PMO at print.management.gov that the “Device Only” option has been selected • Ordering Activities with requirements for short term use of MFDs and NPs are encouraged to use the short-term rental agreements of the BPAs • Short-term rental agreements do not include consumables, unless a consumables package has been included

18. Available multi-function devices and single- function network printers • There are four primary categories of devices available under the FSSI BPAs: • Black and White (B&W) MFDs • Color MFDs • MFD offerings include A3 and A4 platforms • B&W single-function NPs • Color NPs • NP offerings include A3 and A4 platforms

19. Available multi-function devices and single- function network printers • Available MFD brands include: • Canon, HP, Konica Minolta, Lexmark, Ricoh, Sharp, Xerox, and Toshiba • Available NP brands include: • HP, Lexmark, and Xerox • Available devices range from small workgroup solutions to high-speed, light production devices with extensive finishing capabilities

20. Sample QASP

21. Sample SOW Development • SOW templates for FA I and FA II • Available at the following website: http://strategicsourcing.gov/acquisition-information-center

22. http://strategicsourcing.gov/ http://strategicsourcing.gov/pcmfd Resources for additional information

23. Points of Contact Meredith Parker (816) 823-1556 meredith.parker@gsa.gov Ben Williams (816) 823-2173 benjamin.williams@gsa.gov

24. THANK YOU FOR ATTENDING Q & A