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HomeMy WebLinkAboutPortfolio of Services 2Breadth of Product Portfolio of Services Xerox Corporation's business is Document Management. We know more about document - intensive business processes than anyone does. We understand how information is created and shared, how it flows, how it can get disrupted, and the value associated with the dissemination of information. We have competencies not only in product but also in Document Management, Output Management, Content Management and Collaborative Working Practices. BREADTH OF PRODUCT PORTFOLIO In response to RFP-3029JD, Xerox will make available all products available from our product and services catalogue. All pricing offered for products and services included will be offered at pricing levels no greater than the following GSA Contract where applicable. GSA Schedule 36 - THE OFFICE IMAGING AND DOCUMENT SOLUTION GSA Schedule 874 - MISSION ORIENTED BUSINESS INTEGRATED SERVICES tMOBISI GSA Schedule 70 - GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY EQUIPMENT, SOFTWARE, AND SERVICES GSA Schedule 75 - OFFICE PRODUCTS/SUPPLIES AND SERVICES AND NEW PRODUCTS/TECHNOLOGY Xerox Document Management Support Services are delivered in several ways: 1) at a client -site document centers, by skilled Xerox personnel; 2) through network- based solutions that are accessible enterprise wide, or; 3) through offsite Xerox Technology Centers, strategically placed throughout the world and offering a full range of solutions and services. Description of Services 1. OFFICE SERVICES SOLUTIONS Xerox Office Services deliver sizable, measurable operating cost savings in your office while making work simpler for your employees. Xerox Office Services Solutions are offered ala carte or in conjunction with applicable technology components to ensure the delivery of services as defined in a Scope of Work as agreed to by Xerox and the procuring agency. 1.1 Assessment Services Provides an accurate snapshot of your organizational effectiveness and true costs of conducting business and providing important governmental services. Xerox offers three levels of Assessment Services: 1.1.1 Level i - Xerox Office Efficiency Calculator: Web -based "instant analysis" using key industry metrics. 1.1.2 Level 2 - Xerox Office Productivity Advisor: In-depth tool used by your Xerox Representative to assess your specific environment, customized to your needs. 1.1.3 Level 3 —Xerox Office Document Assessment: Six -Sigma -based process for enterprise level assessments. There are three major components with the Office Assessment Service: ■ Asset Consolidation: Assess the current legacy fleet and makes recommendations based on floor maps, number of end users, print volume on each device and life/history of each device. These recommendations identify a Future State asset fleet configuration. ■ Asset Consolidation + Knowledge Extraction: Includes tasks covered in above description plus the results of Knowledge Extraction workshops held with various customer work groups, IT, Facilities and Procurement people to identify and incorporate their input into the recommendations. ■ Asset Consolidation + Knowledge Extraction + Process Mapping: Includes the tasks covered above in Asset Consolidation and Knowledge Extraction plus includes Lean 6 -Sigma Process Mapping. Asset Optimization is an on-going process; i.e., time variant process until the future state metrics are achieved, 1.2 Asset Management Services Provides day-to-day management of your output and IT devices, document -related supplies, maintenance and service - to optimize your infrastructure and reduce hard costs. ■ Asset Tracking — Asset Tracking provides the client with a comprehensive management process that captures, tracks, and controls the addition and movement of all office output devices. ■ Asset Optimization — Asset Optimization applies robust processes and tools to proactively analyze and optimize the use of office output devices (printers, copiers, faxes, and MFDs) in the client's enterprise ■ Device Management — Device Management provides efficient single -point management of networked office output devices across the client's enterprise. ■ Break -Fix Service Management — Break -Fix Service Management provides the client with a single point -of -contact for an efficient and comprehensive break -fix service strategy for all office output devices (printers, copiers, fax machines and multifunction devices) from all vendors. ■ Supplies Management — Supplies Management Service controls and consolidates the procurement and distribution of supplies for all office output F devices (faxes, copiers, printers and multi -function devices) across the scope of your (enterprise, campus, site, and group). 1.3 Xerox Support Services Provides a broad range of helpdesk and maintenance services through an on-site or off- site SPOC (single point of contact) model that keeps your organization up and running and lets you focus on your core business. 1.4 Access Managed Services Many Libraries, Schools, Colleges, and Universities have been challenged with implementing a solution to meet their users' needs of photocopying portions of library materials, which can not be or should not be removed from their libraries. Provision of such services plays a vital role in preserving library materials and resources. In addition, Libraries are required to provide an expanding array of computer based printing services, including microfilm, reader printers, scanners, and networked computer workstations. Some organizations prefer to provide the above services at no cost to their users; others prefer a print -for pay, and some organizations per a revenue-sharing process. Xerox offers services to design, implement, support, and operate customized network copying and printing architectures within the customer's facilities that support the customer's current requirements, with an ability to expand those services to meet future requirements. Xerox' Network Print and Copy Management solution integrates network copying and printing with either coin operated, or "smart card" readers and print release stations to allow users of the services to control their copying and printing process. DOCUMENT PRODUCTION AND DELIVERY SERVICES OFFERINGS Xerox Production Services provide professional management of your document -intensive business processes so your employees are free to concentrate on your company's core business. 2.1 Business Impact Analysis Business Impact Analysis (BIA) is a methodology utilizing Lean Six Sigma and advanced decision analysis tools that demonstrate to a customer how a proposed solution fits and the potential cost savings. Using advanced simulation techniques, the BIA can predict the probability of results; and explain the uncertainty and risks associated with the decision and generate financial metrics. 2.2 Document Engineering and Graphic Design Services Provide in-house graphics and document design capability for a one -source solution -- from idea generation to finished B&W or color documents. Xerox delivers improved quality, increased productivity and shorter turnaround times, and supports the document design process with a full range of on-site skilled resources, from part-time designers to full graphics departments. 2.3 Forms Management Services Our comprehensive offering allows you to design, store and manage all forms from their creation to production — whether they're printed internally or externally. We give you a single point of contact and accountability in a centralized office. When you convert your existing processes to be fully digital, you can reduce cycle time from ordering to production to delivery of documents by storing and sharing up-to-date information online. 2.4 Production Printing Services Manages all aspects of the centralized document production operation, including everything from creation, receiving and optimizing source files to performing document re-engineering, production, and finishing. Xerox also manages supplies, service, support, technology and human resources. Xerox has the Production Printing experience to manage all aspects of a centralized document production operation. Services include centralized reproduction and print room management, staffed by skilled operators and document experts; management of decentralized document equipment, such as printers, fax machines and copiers throughout State of Florida organization sites 2.5 Production Mail and Fulfillment Services Manage all internal and external mail processes, as well as local and global fulfillment requirements (kitting, packaging, distribution). Xerox analyzes your current office and production mail operation to uncover savings opportunities. Xerox applies technology and business process change, while managing equipment, maintenance, supplies and human resources. The results include improved productivity and decreased costs. 2.6 Instructional Materials on Demand Provides the ability to electronically route instructional materials from the classroom to the centralized print location for production and delivery back to the end users. Includes the ability to provide accounting, document repository and services to manage and maintain production capability. 2.7 Document Advisor Services Highly -trained and certified Xerox subject matter experts working on behalf of our clients to proactively control enterprise document/printing expenditures manage complex outsourced operations and plan and implement systems/services to transform customer communications. BUSINESS PROCESS SERVICES Xerox Business process Services allow our clients to increase employee productivity, reduce costs, reduce cycle time and improve process visibility. Our solutions combine world class products, methodologies, and services to dramatically improve our customer's business processes. 3.1 Business Process Services Lean Assessment Utilizing our Lean Six Sigma Based Methodology, Xerox will work with our customer to assess your key business processes. This assessment will clearly define and measure the current state and develop the future state vision to include, business case, behavioral and cultural barriers, and personnel and resource realignment. 3.2 Admissions Express — College and University Application Processing Xerox Admissions Xpress® a next -generation document workflow and data management service is designed to assist colleges and universities with the management of virtually every aspect of the enrollment management lifecycle. Admissions Xpress@) works within the business rules of the institutions it serves, operating in concert with all major student information systems and databases. Admissions Xpress© utility combines a complete enrollment/admissions management service with state-of-the-art conversion and document and data management workflow solutions. Using these techniques alongside web -based communication, the workflow Manager provides a set of tools designed to enable institutions to exert more influence over student enrollments. The value that the workflow manager creates is the ability to transform static data typically confined to paper into dynamic, usable information using Admissions Xpress ® decision-making interface that adheres to the business rules of each college we serve. The workflow manager allows for the seamless electronic flow of information from the application through to enrollment and entry into any given student information system. 3.3 Content Management Services The Xerox Repository and Workflow solutions give our customers added flexibility and resources to better manage their complex document management needs. Whether trying to centralize or consolidate multiple document repositories or needing excess capacity or incremental storage, Xerox provides our customers a variety of options including hosted platforms or onsite managed services. 3.4 Xerox Records Management The Xerox Records Management solution Enable customers to classify, store, access and manage disposition of electronic and hard -copy records. Offering includes: Assessment and Advisory Services; Records Management Platform Technology and Integration Services; and Records Management outsourcing Services. Our holistic perspective allows us to help you find new ways to benefit from Records Management. ■ Ease the capture, preservation, and sharing of critical information. ■ Provide the foundation for rapidly deploying consistent RM practices, policies, and procedures across enterprise business units. ■ Enhance accountability, avoid risks, and improve access to information for discovery and litigation support. ■ Reduce time and labor needed to reconstruct information in the event of disaster or loss. 3.5 Xerox Imaging Services At the core of our solutions is our ability to effectively convert paper and other physical media into digital content. This service can be provided offsite or onsite, in batch or as a day -forward service and can be integrated into most of COTS document management applications as well as a variety of CRM / ERM applications. Supplemental Terms and Conditions There are terms and conditions associated with products and services offered under the catalog of products and services. Whenever such products and services are proposed to an end user, a Scope of Work and the applicable terms and conditions that pertain to the specific proposal will be provide to the end user for review and approval prior to the solution being implemented. The specific activities to be provided by Xerox under this contract may be detailed in a Scope of Work, Document Services Agreement, Managed Services Agreement, and/or the Service Order Agreement submitted by the end user with the delivery order. • - f -#P, Marion County School Board Request for Proposal # 3029JD for Digital Multifunctional Copier / Printers Opening Date: September 6, 2006 Please note that the following clarifications and the "Xerox Corporation Terms and Conditions Attachment" are a part of our bid proposal. In the event there is a conflict between the "Xerox Corporation Terms and Conditions Attachment" and those of the RFP, the latter shall prevail. 1.0 Introduction 1.2 Rental: Xerox will use Fair Market Value Lease for both the rental and lease parts of this RFP. FMV leases will run for either 36, 48, or 60 months from the date of installation, depending upon the term selected by the School Board at the exception of the individual lease agreement. FMV leases, except for lack of funds for succeeding fiscal periods, may not be cancelled without penalty prior to expiration of the lease agreement. Specifications O. Prices Offered: Xerox certifies that the prices offered to the School Board will be as favorable as the single unit net prices contained in the applicable Federal Supply Schedule in effect at the time the School Board places the order. Additional Service Requirements 3. Xerox expects to keep equipment at a 95% uptime standard, which means that the equipment cannot have more than 8 business hours of downtime in any given month. In the event a call is placed and the equipment is not returned to good operating order within a single business day, Xerox upon request will issue a credit equal to 1/30a' of the monthly base maintenance payment for each day beyond one business day that the equipment is not available for customer use. In the event the equipment develops a trend of unsatisfactory performance, which would be defined as 2 or more consecutive months of uptime below 95% (and Xerox is servicing the equipment under a maintenance agreement), the customer shall have the right to request a replacement with a like model at Xerox' expense. 13.0 Cancellation of Award / Termination / Funding Out 13.1 Termination due to Vendor Non -Performance: Xerox requests written notice of its default and a minimum of thirty (30) days to cure its performance before the State exercises its rights under this provision. 13.2 and 13.3 Termination for School Board's Convenience: Termination under this provision shall not apply to orders received prior to the effective date of tennination. In the event an individual lease agreement is cancelled under this provision it would be treated as a breach of the lease agreement by the Customer. The remedy for breach is the remaining balance, less any unearned charges, plus a reasonable disengagement charge calculated by Xerox. 13.5 / 13.6 Fiscal Funding & Fund Out: In addition, the School Board agrees to return the Equipment in good condition to a location designated by Xerox and that, when returned, the Equipment will be free of all liens and encumbrances. You will then be released from your obligations to make any further payments to Xerox (with Xerox retaining all sums paid to date). 18.0 Insurance Requirements, B. Commercial General Liability / School Board as an Additional Insured: Except for indemnified matters, claims under this provision shall only apply to losses or claims resulting from Xerox fault or negligence. 19.0 Indemnification / Hold Harmless: Xerox, to the extent permissible by law, submits the following with respect to Indemnity: (a) Xerox shall indemnify and hold the Customer, its officers, agents and employees harmless from and against all third parry claims, damages, losses or causes of action for personal injury (including death) or damage to tangible property to the extent such injury or damage was found by a court or administrative agency of competent jurisdiction to have been proximately caused by Xerox' performance pursuant to this Contract. The foregoing indemnity is contingent upon Customer giving Xerox written notice, by registered mail, promptly after it becomes aware of any claim to be indemnified hereunder and permits Xerox to control the defense of any such claim or action at Xerox' own expense. Notice shall be sent to "Corporate Risk, Xerox Corporation, Long Ridge Road, Stamford, Connecticut 06904." Customer agrees that Xerox may employ attorneys of its own choice to appear and defend the claim or action and that Customer shall do nothing to compromise the defense of such claim or action or any settlement thereof and shall provide Xerox with all reasonable assistance which Xerox may require. (b) Except for indemnified matters and to the extent permitted by applicable law, all other liability of Xerox to the Customer for damages of any kind or type, including but not limited to direct, indirect, consequential, incidental, or special damages, arising from Xerox' performance or failure to perform under this Contract or by virtue of Xerox' tortious conduct (including negligence whether passive or active) shall be limited the amounts paid by Customer under this Agreement. Provided, however, that the foregoing limitation of liability shall not apply to claims by the Customer for damage to real or tangible property caused by Xerox' negligence. 22.0 Intellectual Property Rights: Xerox will defend the Customer from and pay any ultimate judgment for, infringement in the United States by Equipment or Xerox Operating System Software ("Software") of any patent, trademark, trade secret, protected semiconductor chip mask work, or copyright if Customer promptly notifies Xerox in writing of any alleged infringement, allows Xerox to defend, and cooperates with Xerox. Xerox is not responsible for any non -Xerox litigation expenses or settlements unless Xerox agrees to them in writing. Xerox is not liable for any infringement due to Equipment or Software being made or modified by the Customer or Customer requested specifications or designs, or being used or sold in combination with equipment, software, or supplies not provided by Xerox. Xerox makes no other express or implied warranty of non -infringement and has no other liability for infringement or any damages therefrom. To avoid an infringement (even if not alleged) Xerox may, at its option, at no charge to Customer, obtain a license to use, modify, or substitute an equivalent item for the infringing equipment or software. 29.0 Assignment of Contract and / or Payment: Please note that Xerox automatically assigns all leases / rentals to a wholly owned subsidiary of Xerox. Such assignment shall be transparent to the State.