Request For Tender: D1 submission.
Welcome to the Distribution One tender and proposal submission example. It should be noted that while this example is Lexmark focussed, Distribution One is 'brand agnostic' and therefore selects both device brands and solutions based on the clients individual needs.
Cloud Print Management Solutions
Cloud Print Management.
Cloud Print Management from Distribution One and Lexmark offers the convenience of secure 'Print and Release' features along with dashboard controls and reporting.
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It also includes the traditional MPS features:
• Delivery, installation, configuration, training and on-site support.
• Consumables inclusive with automated 'low-toner' alerts, device heath and page-count updates.
Print Release and Mobile Print flexibility
Enterprise-class printing for desktop — and mobile.
Print Release follows you wherever you go – working seamlessly with HID card, the business can send print jobs from anywhere and then securely release output on any print-release-enabled printer—saving time and paper while avoiding prying eyes.
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Mobile Printing app – the Lexmark Mobile Printing App works with both iOS and Android devices. It ensures users will have a common printing experience across mobile operating systems.
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Mobile Print any common format – Microsoft Office documents, PDFs, images and web pages. The document or information you see on your mobile device is what prints, without tricky workarounds or quirky fidelity issues.
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Gain insights and control – empower IT to monitor and report on output device usage down to the user level, regardless of where the print job originated.
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Tracking such underlying trends means more enlightened decision-making about your entire printing infrastructure and workflow.
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Software that automates 'low toner' replacement alerts and page-count capturing means that the internal business support team can focus on other projects and priorities.
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When controls are required, set print default over-rides to duplex and black&white with an option for quotas to be assigned by user or group to limit colour printing or total output activity.
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All together now – the Cloud Print Management is a unified, enterprise-class print management system for PC, Mac and mobile printing.
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At Distribution One, our goal is to make mobile printing universally simple—not a distinct skill for users or a specialised support challenge for IT.
Secure by Design.
Lexmark’s expertise as an industry leader in document and device security forms the backbone of our 'Print Release' and managed print services technology.
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This systematic approach to security delivers a critical benefit to our customers: the confidence to efficiently and cost-effectively get the job done, knowing their devices and data are protected every step of the way.
Cloud Print Workflow, Benefits and Reporting/Analytics
Solution Workflow, Dashboard and Controls.
Control in your hands – security, saving, simplicity and safety is combined with the ease of dashboard controls. Controls over settings, security policies and workflow deployments for local and remote device locations.
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Supporting remote locations – improve configuration, support and uptime with the convenience of remote secure access. Whether you are the user or IT support, Cloud Print Management enables you to overcome the challenges and costs associated with diverse IT environments and print infrastructure located in far-reaching locations.
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Save Time and IT Resources – the Lexmark cloud infrastructure and advanced managed print services (MPS) without the need for additional hardware and software.  What this means to you is more uptime and fewer disruptions, delays and frustrations compared to traditional support methods.
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System security – with this sleek and seamless cloud services, the busines fleet management is streamlined and 'security-boosted' across the entire enterprise.
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Simply put, nobody matches Lexmark’s commitment to developing the most hardened print software in the industry, designed to enhance security across your entire network.
Managed Print solution overview
Managed Print Solution Overview.
All Inclusive – Delivery, Installation, Configuration, Training, On-Site Warranty and Consumables for the term of the agreement makes the Distribution One Managed print Solution an easy choice.
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Reporting – real-time monitoring of all devices provide print usage, performance data and auto-mated event alerts for consumable 'end-of-life' replacements plus any other service interventions.
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As well as report creation capabilities, the business administration are given view print usage by; device, document type, print type (colour, etc), department and more.
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Consumables – essentially 'everything but paper and electricity' is how we describe it - as all print consumables are supplied by Distribution One for the contract term.
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Distribution One understands that as well as a 'cost to print' - there is also a cost not to print.
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That is why Distribution One will include a spare set of consumables (toners, fusers, etc) for each device on the business site. So instead of taking the risk of slow courier deliveries when replacing device toners with 'just in time' service, Distribution One will replace the toner on the shelf with our 'lot's of time' service.
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To ensure that the business has premium print quality, peak performance and enhanced sustainability, Distribution One only uses the original vendor manufactured toner cartridge and imaging system components.
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The business can assist with greening our world by joining the circular economy with Lexmark’s award-winning 'Reuse and Recycle' environmental loop cartridge collection program (and free equipment collection program).
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Customer Service – whether it be your car your knee, we all know that everything that moves - breaks. We understand that this also applies to print devices. This is why Distribution One captures, documents and responds to any hardware issue with a pro-active sense of urgency.
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We agree that 'knowledge is power' which is why Distribution One will ensure that staff have the tools required to maximise the benefits of each and every device.
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Life Cycling – should any device in the agreement term reach 'end-of-life' - Distribution One will supply a replacement device.
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With safety and security at top-of-mind, the business can rest assured that any device data will be securely erased plus give a written guarantee of non-disclosure of any information captured or maintained on the device.
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Workplace Health and Safety – beyond just complying with the 'W H & S' legislations around device installations - especially where children are present, our goal is to work with the team to install the hardware out of school hours - or on school holidays, etc.
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Security and Privacy – because this Managed Print Solution includes Cloud Print Management and Secure Print Release - the business can rest assured knowing that between HTTPS connections and cloud system encryptions - security and privacy is a top priority.
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System Integration – technical advice to ensure efficiencies and compatibilities are just part of any managed print solution included from the Distribution One and Lexmark teams.
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While offering complete compatibility with; Windows Server 2019, Windows 10 (or later), MacOS 10.12 (or later) - Lexmark also offers compatibility with Ubuntu version 20.4 (or later).
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With Lexmark Cloud all devices are capable of reading a wide variety of HID format so that staff can use RFID building access cards (or an allocated PIN) as their authentication method.
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Lexmark 'Print Release' (follow-me) printing, Active Directory can be set to sync with the likes of Azure AD (or Cloudwork) and then Lexmark Cloud complete SSO via the selected service.
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The Lexmark Cloud 'Print Release' (follow-me) solution supports SSO multi-factor authentication via SAML compliant providers (Azure, Google workspace & Okta).
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Opt-out Requirements + Solution Flexibility – while our middle name is not really 'Flexibility' - maybe it should be:
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- With Distribution One and Lexmark, the business has full access to all devices @ no charge - even after the contract has expired.
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- The only costs will be in relation to any out-of-warranty services, running costs (cost-per-page) and any monthly software costs (if applicable).
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- Distribution One understand that business requirements can change over time and as such offer complete solution flexibility - whether this means adding or deleting devices, services or modifying print usage.
Mobile Print.
Always-on, always-secure mobile printing.
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Securely print from any device, anytime with no print servers required.
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Lexmark Mobile Print app allows you to send documents and images directly from mobile devices to your 'cloud-connected' Lexmark printer.
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Validated support with apple, Android, Google and Microsoft.
Cloud Print Workflow, Benefits and Reporting/Analytics
Smart MFP Ecosystem.
The Lexmark smart MFP ecosystem is a set of technologies and capabilities enabled by every Lexmark smart MFP.
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Together with your IT infrastructure and applications, it improves the operation of everyday tasks and processes through smart capabilities.
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And it simplifies the challenge of managing an ever–changing business and technical environment.
Managed Print : Hardware Solution
Managed Print Hardware Solution.
‘Continues to drive innovation’: IDC Marketscape names Lexmark a leader in cloud MPS.
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In its assessment of eight hardcopy equipment manufacturers, IDC MarketScape recognised Lexmark as a leader in managed print and document services, as well as document workflow services that remove inefficiencies and connect people to the information they need.
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Lexmark products are designed to have minimal effects on the environment throughout the entire life, including manufacturing and distribution. Lexmark sustainable design features include:
☑ Sturdy, industrial metal frames
☑ Considerate material selection
☑ Incorporated, reclaimed post-consumer recycled (PCR) plastic
☑ Onboard sensors to assess toner levels and service needs
☑ Long-life imaging system components, including high-yield Unison™ toner cartridges
☑ Supplies designed for reuse and recycling
☑ Extra memory, multi-core processing power
☑ Security upgrades
☑ Advanced energy-efficiency features and toner conservation capabilities
Location – Office – Capacity – MFD – FollowMe
Sydney, NSW
Staffroom
High
Print Copy Scan
Yes
Model: Lexmark XC9455 (QTY: 1 in total)
Features:
Colour A3 / A4 Multifunction Device
Print | Scan | Copy
Print & Copy Speeds @ up to 55 pages per minute
2 x 500-Sheet A3/A4 Paper Trays
2,000-Sheet A4 Tandem Tray - Floor Standing Device
Duplex Print and Duplex Scan
Mobile Print and Cloud Connected
HID Reader and PIN capable for 'Print Release'
One Business Day on-site service with 99.5% uptime
Location – Office – Capacity – MFD – FollowMe
Sydney, NSW
Sales
High
Print Copy Scan
Yes
Model: Lexmark XC4342 (QTY: 2 in total)
Features:
Colour A4 Multifunction Device
Print | Scan | Copy
Print & Copy Speeds @ up to 40 pages per minute
3 x Paper Trays - Floor Standing Device
Duplex Print and Duplex Scan
Mobile Print and Cloud Connected
HID Reader and PIN capable for 'Print Release'
One Business Day on-site service with 99.5% uptime
Location – Office – Capacity – MFD – FollowMe
Sydney, NSW
Finance
Medium
Yes
Model: Lexmark C4342 (QTY: 2 in total)
Features:
Colour A4 Device
Print @ up to 40 pages per minute
1 x Paper Tray - Desktop Device
Duplex Print
Mobile Print and Cloud Connected
HID Reader and PIN capable for 'Print Release'
One Business Day on-site service with 99.5% uptime
Location – Office – Capacity – MFD – FollowMe
Sydney, NSW
Reception
Medium
Print Copy Scan
Yes
Model: Lexmark XC2235 (QTY: 1 in total)
Features:
Colour A4 Multifunction Device
Print | Scan | Copy
Print & Copy Speeds @ up to 33 pages per minute
1 x Paper Tray - Desktop Device
Duplex Print and Duplex Scan
Mobile Print and Cloud Connected
HID Reader and PIN capable for 'Print Release'
One Business Day on-site service with 99.5% uptime
Managed Print : Consumables Solution
Managed Print Consumables.
Automagical – Print management software auto-alerts when consumables re reaching end-of-life. With these alerts Distribution One sends new consumables to replace the spare one the shelf - thus ensuring optimum uptime!
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Time Saving – Designed for high performance and increased productivity, Lexmark’s print system is powered by Unison Toner. Because of its formulation, Unison starts printing sooner than our previous toners, so you won’t waste time waiting for documents to print!
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Innovative Design – Unison Toner’s unique formulation has special characteristics and performance attributes that enable its shake-free performance and make key product features possible.
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Consistently Outstanding Image Quality – You’ll get consistently outstanding print quality and increased office productivity. Documents printed with Unison Toner look great from the first page to the last because of its uniquely engineered formulation.
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In monochrome, Unison Toner delivers rich black and smooth grays with crisp details. In colour, Unison Toner delivers rich, vibrant colour with precise details.
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Even when the cartridge is low, there’s no fading and no need to shake the cartridge.
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Amazing Sustainability – Unison Toner takes a revolutionary leap forward in sustainability.
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According to a Life Cycle Study by an independent firm, Unison’s cartridge technology has a per-page carbon footprint that is as much as 46% smaller than Lexmark’s largest laser competitor.
Sustainability.
When it comes to sustainability, print is often a missed opportunity.
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Lexmark devices are produced from sustainable sources and are designed to have minimal impact on the environment.
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A print system uniquely designed with long-life imaging components to save resources, reduce waste and require less maintenance.
End-to-End Cloud Technology & Tender Qualifications.
Managed Print Expertise – whether it be manufacturers like Sutton Tools, national retailers like Noni B or educators like NorWest Christian College and Brookvale Early Learning Centre, Distribution One has decades of proven Managed Print experience.
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By partnering with an international print manufacturer, the business can also be confident with decades of Lexmark fleet management pedigree with clients including; the Australian Government (state and federal), manufacturing (Cummins, Viessmann), financial - including the National Australia Bank (NAB) and of course, Education.
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Methodology – Every organisation is different. That’s why, as part of Distribution One’s Managed Print Services, we get to know your business and IT requirements to create a service directly tailored to your needs.
- Discover: We examine of your current situation, and map out a full picture around security, sustainability and any inefficiencies of the document and information flows in your organisation.
- Design: Based on the findings highlighted in the Discover phase, we then design a solution that will help you improve efficiency and advance your digital transformation strategy – leaving you free to concentrate on your core business.
- Transition & Implement: After we have designed a bespoke solution, we use our long-standing project management experience to oversee its implementation and introduction into your organisation. Drawing on our expertise in change management, we work with your teams to deliver a seamless transition experience and long-standing simple user adoption.
- Support & Manage: At the core of our MPS offering is Fleet Management service, through which we monitor and measure alerts and issues to proactively maintain infrastructure - which lowers the number of incidents.
- Review: We includes discussion and reviews keep track of the status of your MPS solution. And most importantly, as part of this review process - we will highlight new possible areas for your business development to help you thrive in the long-term.
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SLA and Support – This proposed Lexmark hardware fleet comes inclusive with ‘next business day’ on-site service. In regards to proof of positive customer service, it is probably easiest for Distribution One to go directly to the customer experiences in regards to real-life requests and the SLA speed and support supplied.
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While the business is looking for an on-site response of 'one business day', the Distribution One clients attest to the speedy SLA responses of less than 2-hours. The on-going personal attention and issue resolution priority demonstrates the Distribution One commitment to our clients.
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Project Resources – To effectively roll-out the proposed solution, Distribution One and Lexmark will allocate device installation teams (3+ members) and software installation team (2+ members) and software and hardware training team (3+ members).
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These members include experienced IT engineers, Distribution One print team and additional specialists resources including Lexmark Australia's Technology Specialist.
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Testing and Time-frame – while this same Cloud Managed Print solution is in use across the globe, both Distribution One and Lexmark are happy to 'pre-test' the solution prior to hardware and software delivery, installation and training.
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This will assure that your new Lexmark Cloud Solution has the capabilities to facilitate the features documented in this proposal including; 'Print Release' integration with staff HID cards and SSO multi-factor authentication with SAML compliant company 'Cloudwork'.
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Alongside this we offer effective and efficient customer support, IT support and other digital services to help keep everything running smoothly. Providing maintenance and support to ensure high availability and maintain agreed SLAs.
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Project Timeline – with a preference for as little education and business disruption as possible, our goal is to always 'run up' your new 'Cloud Print Solution' outside of office hours. So although the actual hardware delivery will arrive during office hours, the installation, configuration and training can happen outside of this time.
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The added benefit of the Distribution One + Lexmark solution is that, as per normal, Distribution One can continue to support their business with their current print fleet until a time that best suits arrives (weekends, state holidays, school holidays, etc).
Cloud Print Solution.
Print Release – With this pull-printing solution users print to the “cloud,” or a single network print queue, and go to any Print Release enabled printer or MFP to “release” or print their documents. The solution allows users to send print jobs to the queue from a computer, tablet, or smartphone, or by uploading documents to the queue through the Lexmark Solutions Platform web portal.
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Document Accounting – Lexmark Document Accounting is ideal for implementing with Lexmark Print Release. This powerful tracking and reporting software monitors all output activity on your output devices by individual users or user groups. Your organisation now has the high-quality data it needs to modify printing habits, better manage assets, and reduce print costs and waste.
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Benefits of Print Management:
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Lexmark products are designed to have minimal effects on the environment throughout the entire life, including manufacturing and distribution. Lexmark sustainable design features include:
☑ Reduces printing costs and shrinks your carbon footprint
☑ Increases flexibility for users who are internally or externally mobile
☑ Strengthens access controls, security and compliance
☑ Adds redundancy, improving device availability
☑ Scales easily with secure cloud deployment
Client Testimonials.
select a logo to view the testimonial.
Finance: Pricing Solution Options
Agreement Pricing Options and Features.
Your Distribution One ‘Cloud Managed Print Solution’ has no additional end-of-terms surprises or costs.
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There are no expensive ‘balloon’ payment traps or hooks at the end of term.
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And as a bonus, all the hardware becomes the assets of the business - thus giving the business full control of the print fleet going forward after the agreement term.
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This means that the business may decide to replace the entire fleet, or keep some /all of the reliable fleet hardware in place and only incur a smaller print maintenance cost.
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Either way, your Distribution One ‘Cloud Managed Print Solution’ keeps the business in the drivers seat.
While some Managed Print Solution tender request documents request device costs built into a cost-per-print price (paid monthly), this requires suppliers to place a minimum monthly print amount to achieve this goal.
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While not our preferred solution as we do not believe that this solution offers, as much solution flexibility, but if requested - we do supply this service. This solution includes:
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☑ All hardware as proposed (installation, configuration, training & o/s warranty for
the agreed term).
☑ All consumables (based on 10K colour & 5K black&white pages per month @ a
5% industry standard coverage average).
The business has more expense control when the Managed Print device costs are a simple monthly rental costs and the cost-per-print amount is paid monthly.
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This solution includes:
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☑ All hardware as proposed (installation, configuration, training & o/s warranty for
the agreed term).
☑ All consumables (based on 5% industry standard coverage average).
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☑ Zero (0) pages per month minimum print.
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