2018-01 - Print and Document Management

PLEASE ACCESS THE FULL RFP PACKAGE: https://www.niagaracollege.ca/purchasing/requests-for-tender/
 
Niagara College of Applied Arts & Technology is seeking a Service Provider to operate a full-service Print and Document Management Centre that includes the supply of on-site digital print equipment, paper, ink (toner), in order to provide printing, duplicating/copying services, scanning, binding, and other document management services.   The Service Provider shall also provide Mail Room Services that include the functions of shipping and receiving mail and parcels.  The College would like to explore revenue sharing or cost neutral alternatives.  
 
The Print and Document Management Services and Mail Room Services shall be provided at the following Niagara College locations: 

•  Welland Campus, 100 Niagara College Boulevard, Welland ON
• Niagara-on-the-Lake Campus, 135 Taylor Road, Niagara-on-the-Lake, ON

• Manage the day to day operations of an on-site “store front” Print Centre where students, faculty and staff, (the “Clients”) may access and utilize the Services.  Operating the Print Centre shall include point of sale transactions including interact or credit cards.
• The Service Provider shall have properly trained and qualified staff (personnel) to meet the Services described.  
• The on-site hours of operation shall be a minimum of 8:00am to 5:00pm, including coverage over normal lunch times, Monday to Friday.  The Print Centre shall have the same closure dates as the College, however services shall be offered twelve (12) months per year.
• Requests for Services made by Clients shall be received by the Services Provider by email, USB or flash drives, SD cards, etc to convert from soft copy to hard copy print projects.
• The Service Provider shall have an online (web based) print requisition ordering system. The on-line order system shall be available to users twenty-four (24) hours per day seven days per week.  The system shall be capable of interfacing and integrating with the same login used by College staff and students. 

• Provide the Services in a timely manner, as such service delivery shall match requests from the clients in such a way that the Service Provider offers services that compete with external vendors offering the same or similar services. 
• Supply all necessary equipment the Service Provider requires to provide the Services.   Services shall not be delayed due to equipment availability, for example equipment shall be in working order and properly maintained to avoid any delay in meeting the requirements.  Equipment shall be environmentally friendly, Energy star rated, efficient in power usage, capable of powering down when the equipment is not in use, latest in print technology, etc.
• The service provider may require an off-site location to complete the requested services.  Although orders may be processed off-site all orders placed either using the on-line system or at the store front, shall be available for pick-up at the on-site store front at the College locations.  

• The Service Provider shall provide on-site Mail Room coordination including shipping and receiving functions for the College. Services shall be offered from 8:00am to 5:00pm, including normal lunch times, Monday to Friday.  The mail room shall have the same closure dates as the College, however services shall be offered twelve (12) months per year. 
• The Service Provider shall have properly trained and qualified staff (personnel) to provide on-site mail room services to meet the College's shipping and receiving requirements.