U.S. General Services Administration Meredith Parker and Ben Williams GSA May 15-17, 2012 FSSI: Overview on the new Print Management Program.

U.S. General Services AdministrationU.S. General Services Administration

Meredith Parker and Ben WilliamsGSAMay 15-17, 2012

FSSI: Overview on the new Print Management Program

Commodity Team and Program Development For over a year, 24 agencies worked together in a cross-

agency Commodity Team to develop a program to improve government procurement and use of print devices.

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Members of Commodity Team• Defense Logistics Agency• Department of Agriculture • Department of Commerce• Department of Defense• Department of Energy• Department of Homeland

Security• Department of Justice• Department of Labor• Department of State• Department of Transportation• Department of the Treasury• Department of Veterans Affairs

• Executive Office of the President• Environmental Protection Agency• Federal Aviation Administration• Food and Drug Administration• General Services Administration• Health and Human Services• Internal Revenue Service• National Aeronautics and Space

Administration• Office of Federal Procurement Policy• Office of Management and Budget• Peace Corps• Small Business Administration

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The Commodity Team finalized a multi-dimensional Print Management Strategy PrintWise Awareness Campaign

Government-wide campaign to enable federal employees to make better print decisions

Acquisition Optimization Leverage federal volume to drive discounts Improve agency visibility into Total Cost of Ownership

(TCO) Continuous Improvement

Drive the long-term evolution of the Federal government toward a paperless environment

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Print Management Program Objectives

To assist agencies with a holistic print management process that includes fleet assessment, device plus and changing print behaviors

To lower lifecycle cost for multi-function and print devices and services

To collect spend data to monitor future federal government-wide printing costs

To drive sustainable printing solutions

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Print Management Program Overview

Blanket Purchase Agreements (BPAs) against which agencies will compete task orders

Schedule 36 (Office Imaging and Document Solutions) Allows agencies to choose a course of action based on

their existing knowledge of spend data BPA pricing reflects Total Cost of Ownership (TCO)

pricing per volume band All pricing methodologies are offered: purchase, lease,

flat-rate, cost-per-copy, short-term rental

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Best practices for cost reduction – Printers, copiers & multi-function devices

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Overview of the Components of the BPAs

The FSSI BPAs are organized into two separate components: Functional Area 1: Fleet Assessment Functional Area 2: Device Plus and Customizable

Solutions Two additional components are targeted for FY2012:

Functional Area 3: Management of Existing Devices Functional Area 4: Combination of Assessment,

Management and Device Purchase

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Understanding Functional Area I: Fleet Assessment Purpose: To assist agencies in gaining insight into what, where

and why print costs are occurring and to assist in developing a plan to reduce those costs Historical analysis of fleet costs (hardware, software,

network capabilities, imaging output, imaging costs) Establishment of cost baselines On-going data collection and analysis Recommendations for asset rationalization, re-deployment

and overall optimization Vendor neutral device recommendations based on work flow

and business needs9

Understanding Functional Area II: Device Plus Offers aggressively priced life-cycle costs for a wide range of

new multi-function devices (MFDs) and single-function network printers (NPs)

The devices are packaged with consumables, excluding paper, and maintenance agreements, enabling the device to be operated at a 95% uptime rating, in accordance with its corresponding volume band over an identified period of time

The purpose of combining all life-cycle cost drivers into one award package is to position the government to start reducing the cost of imaging output over time

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Available multi-function devices and single- function network printers There are four primary categories of devices available

under the FSSI BPAs: Black and White (B&W) MFDs Color MFDs B&W single-function NPs Color NPs

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Available multi-function devices and single function network printers Available MFD brands include:

Canon, HP, Konica Minolta, Lexmark, Ricoh, Sharp, Xerox, and Toshiba

Available NP brands include: HP, Lexmark, and Xerox

Available devices range from small workgroup solutions to high-speed, light production devices with extensive finishing capabilities

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Understanding Functional Area II: Device Plus Customizable Solutions

Solutions for agencies who require a subset of the services offered through the “Device Plus” solution

Vendors are not required to collect and report usage data if agencies use the solution to acquire a “device only”

Any orders for customized solutions will require notification to the BPA Contracting Officer

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ESTIMATED PRINTER / COPIER / MFD TOTAL COST OF OWNERSHIP FOR FY11

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What is Total Cost of Ownership (TCO)?

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FSSI BPA pricing is significantly lower than the current government average Cost-per-page

Government price across all price categories Current average- $.067

FSSI BPA cost-per-page pricing by device category Black & White NP -

$.02 Color NP- $.07 Black & White MFD -

$.01 Color MFD - $.035

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Key sustainability features of the Print Management Program Reduced Energy Consumption & Carbon Emissions• Energy Star and efficiency• All devices must be Energy STAR certified and energy

consumption will be considered when devices are evaluated

• Minimum EPEAT rating thresholds• Improved device energy settings• Required optimized default settings for use of ‘sleep’

mode• Reduced device footprint

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Key sustainability features of the Print Management Program Improved Recyclability & End of Life Management• Recycled content requirement• Device disposal in an environmentally-friendly manner

Reduced paper consumption Default duplex printing requirement

Separate Green machine CLIN For devices that demonstrate the most advanced

sustainability technologies

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PrintWise: Awareness Campaign

Seven change management guidelines are provided to agencies to drive cost savings “Seven Steps to Lowering Print Costs Within 90 Days”

Savings Calculator The Commodity Team has developed a tool to enable

agencies to track the savings driven by these guidelines

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PrintWise: Awareness Campaign -The seven change management steps fall into three categories

Category Guideline

Changes to Device Settings Default use of duplex (two-sided) printing

Default use of black and white printing

Default use of draft quality printing

Improved use of sleep mode

Changes to End User Applications Default use of toner-efficient fonts

Changes to Print Fleet Removal of existing personal printers

Purchase freeze of new personal printers

PrintWise: Awareness Campaign

Overall savings/sustainability potential Potential savings up to $330M Up to 550,000 trees saved per year Annual carbon reduction equivalent of up to 50,000

cars being taken off the road

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Long-term evolution of a low-print environment

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Resources for additional information

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http://strategicsourcing.gov/ http://strategicsourcing.gov/pcmfd

Governance and collaboration Strategic Sourcing Working Group

Oversight of FSSI Projects Approves FSSI strategies Works in conjunction with OMB to review agency

usage of FSSI Agency Commodity Team

Will continue to work on additional features of Print Management

Assists with acquisition usage and print behavioral campaign

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Governance and collaboration Agency Champion Council

Comprised of Agency Champions who meet quarterly to provide feedback on the print management initiative, discussing ongoing issues, best practices, acquisition usage, and the implementation of print behavioral changes

Industry Advisory Council Comprised of one representative from each awarded industry

partner, meeting quarterly with the Print Management Office to provide feedback on the print management initiative, discussing ongoing issues, best practices and acquisition related questions

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Benefits of using the BPAs The availability of a fleet assessment and needs analysis Easy access to a wide range of printers, copiers, and multi-

function devices that meet federal security and sustainability requirements with the lowest Total Cost of Ownership

Consolidation of print devices, consumables, and all related services into a one-stop shop to increase management visibility and control

Collection and analysis of spend and print usage data to identify savings from improving print management behaviors

Flexibility in applying these improvements to specific locations or across entire bureaus and agencies

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Points of Contact

Meredith Parker

(816) 823-1556

[email protected]

Ben Williams

(816) 823-2173

[email protected]

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THANK YOU FOR ATTENDING

Q & A

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