1. Background to the university and current position
a. The University of Surrey (“the University”) occupies two campus sites in Guildford, Surrey, one (the main campus at Stag Hill) just south of the A3 and the second (Manor Park) just north of the A3. The University has around 165 networked multi-functional print devices (MFDs) and around 1,000 standalone desktop printers. In addition, the University operates an in-house print shop (Surrey Design & Print) for the provision of high volume and specialist print requirements for staff and students.
b. The MFDs are all Ricoh machines, primarily Aficio MP C4502 and Aficio MP 4002SP devices or similar/earlier variants. All machines are on 4 year leases with various expiry dates, though a significant number will expire in 2014. Most machines are currently owned by individual Faculties and Departments within the University, though plans are in place to centralise ownership of the leases and budgets (but not the “click” charges) from 1.8.2014. Invoicing is currently individually by machine. Individual charging of students is via Pharos/EMOS software. Cross-charging for staff is not currently in operation. Maintenance and instalment is currently performed by a Ricoh engineer who is predominantly based on-site (therefore TUPE provisions may apply). Phased replacement of these machines, as part of an optimal fleet deployment plan, will form part of the requirement going forward. Total annual print via these machines is approximately 18 million black and white pages and 4 000 000 colour pages.
c. Surrey Design & Print (SD&P) uses three main pieces of equipment with leases due to expire in April 2015 – 4x high volume black and white printers, 1x medium speed back-up printer and 2x high volume print production colour printer plus finishing equipment including booklet making, creasing/folding. There is spare printing capacity on the all machines which provides the opportunity to re-direct volumes away from local MFD devices to maximise usage of SD&P equipment. SD&P prints over 4 million black and white pages per year and about 5 000 000 colour pages. Part of the requirement will be to provide replacement machines/leases/support. Another part of the requirement will be to ensure that print is directed to the optimal device, whether that is an office-based MFD or SD&P.
d. The remainder of print devices are desktop printers, a variety of models/makes. The University has had some success in migrating users of these devices to MFDs but the optimal future deployment of MFDs should speed up this process. Whilst the University has no plans to mandate removal of desktop devices, it is looking to change the culture with regard to print services and devices.
e. The University is looking for an external partner to assist and manage the transition to an optimal print service for staff and students. Whilst the University has no preference at the outset for particular hardware, software or supplier solutions, it does have a preference for minimising the number of different print solutions deployed at the University.
2. Summary of the requirement – MFDs
a. The University's requirement in respect of MFDs includes provision of the following:
i. Replacement MFDs on University-owned centralised leases i.e. not a fully-managed service;
ii. Design and implementation of an optimal deployment plan for MFDs which will lead to lower print costs;
iii. Improved functionality including follow-me print, individual/cross charging linked to the University's finance system (Agresso) and future web-based printing capability for mobile devices;
iv. Improved management information including MI at machine and personal level that can be used to inform device deployment decisions;
v. Improved invoicing e.g. single/electronic consolidated invoicing;
vi. A software solution that is vendor-neutral and that will allow print to be directed to either an MFD or SD&P;
vii. A transition plan to move from the current position to the desired position, as outlined above.
3. Summary of the requirement – Surrey Design & Print (SD&P)
a. The University's requirement in respect of SD&P includes the provision of:
i. 2 x high volume production machines with 2 & 4 hole punch and staple unit, printed sheet size up to SRA3, document feeder, air-assisted feed trays + additional paper feed unit;
ii. In addition 1 of the high production machines needs to have: all in one finisher/booklet maker with knife edge trim & saddle stitch capability, stacking unit for up to SRA3 size paper;
iii. 1 x mid volume colour machine with capability for printed sheet size up to A3, document feeder, air-assisted feed trays, all in one finisher capable of punching, stapling & booklet making;
iv. 3 x mid volume black & white machines with capability for printed sheet size up to SRA3, document feeder, air-assisted additional feed trays, all in one finisher capable of 2 & 4 hole punching, stapling & saddle stitch booklet making on 1 machine with all machines to have colour cover & colour sheet insertion and additional booklet maker on 1 machine;
v. Cloud based system requirement of 2 skinned-shops which must have the ability to offer static and variable options, ideally linked to the University's finance system (Agresso);
vi. Online payment system (possible to run in first instance as a job submission system allowing for staff to add P.O. number and students/external customers to pay on collection/in advance by phone) once business is driven via this method to include payment software;
vii. Offline finishing equipment to include: Folder - Z fold, 3 fold etc; perforator/creaser up to SRA3 size; booklet maker - 10 bin minimum with knife trim on the edge and capable of finishing A5 landscape.
