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Cabarrus County Information Technology Services <br />Multi- Functional Printer Services Contract <br />Introduction <br />Subject <br />Cabarrus County's current Multi- Functional Printer (MFP) five year services contract expires <br />November 2013. Approval of new contract is requested at September 2013 Board of Commissioners <br />Meeting. The selected vendor will work with Cabarrus County ITS to order a new right sized fleet in <br />October and deploy new devices in November. <br />Background <br />Cabarrus County began implementing a Manage Print Services strategy in 2005. The goals of this <br />strategy are to gain cost control of printing, optimize the printer fleet to ensure devices are deployed <br />in the most effective manner, and enhance business processes through document workflow and <br />document management solutions. Personal desktop printers are only provided to staff with an <br />approved business requirement. All other staff have been transitioned away from resource intensive <br />personal desktop printers to the more efficient and cost effective network multi- function printers <br />(MFPs) that print, fax, copy, and scan. This strategy has successfully reduced expenditures through: <br />energy savings by removing redundant equipment, eliminating need for high cost replacement ink <br />cartridges and reduction in paper consumption by forcing two -sided duplex printing on MFP devices. <br />Interested MFP vendors were given information on Cabarrus County's current MFP usage. They <br />were also given tours of Cabarrus County facilities and given the opportunity to see MFP locations <br />and staff interaction with the devices. Vendors were asked to use this data to make <br />recommendations on right sizing of the County's MFP fleet. Vendors were also invited to <br />demonstrate their devices and capabilities to staff at a Vendor Day hosted by ITS. ITS provided <br />vendors with a test environment and asked them to demonstrate their ability to execute several <br />integration requirements. All Cabarrus County staff were invited to drop by to see device <br />demonstrations, ask vendor's questions, and interact with the devices. The staff were asked to <br />complete a survey on the ease of operation and quality of the devices. Approximately 90 county <br />employees attended and 48 surveys were completed. <br />Vendors were asked to present a proposal that included: right sizing of current MFP Fleet, scan to <br />laserfiche integration, scan to share point integration, scan to network folders integration, active <br />directory integration, HID card Authentication, Secure / Follow me print, Fax, cost accounting and <br />reporting, disk security features. <br />Page 1 <br />Info -Tech Research Group <br />2005 <br />Attachment number 1 <br />F -7 Page 221 <br />