HomeMy WebLinkAboutCORRESPONDENCE - RFP - 7668 MANAGED PRINT SERVICES (3)City of
Fort Collins
Urchasing
September 25, 2014
Xerox Corporation
c/o Professional Document Solutions, Inc.
Attn: Troy Tafoya, President
4114 Timberline Road
Fort Collins, CO 80525
RE: 7668 Managed Print Services for City of Fort Collins
Dear Mr. Tafoya:
Financial Services
Purchasing Division
215 N. Mason St. 2no Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707-fax
fcgov.com/Purchasing
The City of Fort Collins Purchasing Division would like to thank you for your presentation on
Proposal 7668 Managed Print Services. Your firm has been selected as the professional service
provider for this project subject to contract negotiations.
As we discussed on Friday September 19th the parties will partner to perform the activities
noted below and as outlined in the City's Request for Proposal to determine the final scope of
services to be awarded PDS.
1) Phase 1 is a no -charge assessment of the current copier and printer environment. In
Phase 1. PDS will perform on -site surveys and deploy data -tracking software to collect
performance data detailing equipment usage, equipment locations, user requirements,
and operating costs of the present City printing equipment fleet.
2) In Phase 1.A. PDS will develop of a draft report including multiple scenarios and options
to consolidate, eliminate desk -top printers and optimize printing City-wide. The report
will include a comprehensive cost savings analysis.
3) In Phase 1.B. PDS and staff will meet with the City's Executive IT Steering Committee to
review multiple options and to select the final strategy and deployment plan.
4) Phase 2 is a final report outlining the selected strategy and deployment plan. The plan
will be utilized as the framework for the scope of services under the Master Services
Agreement between the City and PDS/Xerox.
We are anxious to initiate Phase 1 and ask you to contact John Husted at your earliest
convenience to coordinate deployment of the tracking software. We will contact you shortly to
discuss scheduling the on -site surveys.
Again we appreciate the time you expended in preparing your proposal presentation and look
forward to working with your team.
Sinozr y,
Gerry S. Paul
Director of Purchasing and Risk Management