SECTION 1.0 Overview and Objectives
1.0 Objectives of this RFP and the Role of the Contractor
Owens State Community College (College) is utilizing this Request for Proposals (RFP) to solicit and engage Cost-Per-Copy/Print Program. It is intended that the successful Contractor (the Contractor) will service and provide multi-functional devices for the purpose of copy, fax, printing and scanning to the College as more fully described in this RFP. Sealed proposals will be received until December 7.
1.1 College Background
Owens State Community College began as a technical institute under the jurisdiction of the Ohio Department of Education. The first classes were offered in Toledo on September 13, 1965 with less than 200 students. Two years later, in 1967, the College was chartered by the Ohio Board of Regents as a technical college. In 1994, the College was chartered as a comprehensive state community college with a district encompassing Lucas, Wood and Hancock counties, and parts of Ottawa and Sandusky counties. Owens State Community College now has two campuses: the Toledo-area campus located in Perrysburg Township, Ohio and the Findlay-area campus located in Findlay, Ohio. Owens offers associate degrees that transfer to baccalaureate degrees in the Arts and Sciences and over 130 technical program areas in Agriculture, Business, Health Sciences, Public Safety and Emergency Preparedness, Skilled Trades, and Engineering and Transportation Technologies. Owens' students also can earn the first two years of a bachelor's degree with a smooth transfer to any area four-year college or university. Owens State Community College has approximately 7,800 students, 136 full-time faculty, 460 adjunct faculty, along with 349 full-time staff and 18 part time staff.
1.2 Project Description
Owens State Community College is soliciting proposals from qualified Contractors to provide multi-functional devices for the purpose of copy, printing, fax, and scanning and printers to Campuses for a "Document Management/Cost-Per-Copy Program". This program is a continuation of our current cost per copy program that was instituted in July 2010. The program is to create a comprehensive document management approach in order to standardize equipment, reduce cost and create efficiencies across the entire campus. This program will include, but is not limited to: Multifunction Devices (MFD's), copiers (black & white and color), Multifunction Printers (MFP's), laser printers (black & white and color), networked and non-networked devices.
The successful contractor shall provide the equipment, maintenance and all consumable supplies (i.e. toner, developer, fuser oil, staples - paper is excluded). The successful contractor shall be responsible for upgrading equipment as needed during the length of this agreement to keep the College at the forefront of technology. This contract will be for the Toledo area and Findlay campuses. However, the contract may be extended to other areas managed or owned by the College if deemed necessary during the term of the contract.
1.3 Copy/Print Devices
Currently, the College has 165 devices included in our program located on the Toledo campus and 28 devices located on the Findlay campus. The number of copies made per year is approximately 1.5 million of which approximately 70% are black and white. Exhibit A is a complete list of devices currently installed and operating across the College's Toledo area and Findlay campus. It is the desire of the College to further reduce the number of devices in keeping with the closing and repurposing of several buildings on campus. Most notably Bicentennial Hall and Health Technologies buildings, which are already closed and scheduled for demolition, and Founder's Hall which the College is planning to vacate of staff by Summer 2027.
1.4 Network Services Environment
Owens Community College maintains a campus-wide robust Ethernet Local Area Network (LAN) consisting of single and multi-mode fiber and CAT 5/5e/6/6A twisted-pair copper. The most densely populated areas are serviced by a 10 GB network backbone and the remainder utilizes a redundant 1 GB network backbone. All buildings and IDFs on campus are inter- connected via fiber optical cable and the remote campus locations including Findlay, are connected to Toledo via redundant, 1 GB Ethernet connections provide by Telesystem. Classroom/office connections to the backbone are accomplished via 1000Base-T (Gigabit Ethernet) data jacks consisting of two data (orange) and one voice (ivory) RJ-45 modules per jack. Devices communicating on the Owens networks must support TCP/IP version 4 protocols including DNS and DHCP. The campus also supports a wide range of desktop clients including Microsoft Windows 10 and macOS X. Hand-held devices (smart phones and tablets) running the Apple IOS and Google Android operating systems are also supported.
1.5 Papercut MF
Printing in the academic classrooms and computer labs on the Owens Community College Toledo and Findlay campuses is managed via Papercut MF. Responses to this RFP must include equipment (printers, copiers, multi-function devices) that is compatible with Papercut and its services. This includes three (3) print release stations for use by students located in the College Hall library, the Math/Science Building main corridor, and the Findlay Education Center atrium.
1.6 Additional Requirements and Terms of Service
A. The above-mentioned services are expected to begin as soon as practical once a contract is signed and equipment can be installed prior to the March 2027 expiration of our current lease.
B. During the term of any contract resulting from this RFP, the Contractor shall be engaged by the College solely on an independent contractor basis, and the Contractor shall therefore be responsible for all the Contractor's business expenses, including, but not limited to, employees' wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers' Compensation and Unemployment Compensation coverage, if any.
