Meredith Parker and Ben Williams GSA May 15-17, 2012 FSSI: Overview on the new Print Management Program Meredith Parker and Ben Williams GSA May 15-17, 2012

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.

Members of Commodity Team 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 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

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

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

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

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

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

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 needs

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

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

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

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

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

What is Total Cost of Ownership (TCO)?

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

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

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

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

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 This chart shows the seven change management steps listed by category: Category one: Changes to Device Settings Category One Guidelines: Default use of ‘duplex’ (double-sided) printing Default use of ‘black and white’ printing Default use of ‘draft’ quality (rather than ‘high’ quality) printing Improved use of sleep mode Category two: Changes to End User Applications Category Two Guidelines: Default use of toner efficient fonts Category three: Changes to Print Fleet Category Three Guidelines: 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

Long-term evolution of a low-print environment

Resources for additional information 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

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

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

Points of Contact Meredith Parker (816) 823-1556 meredith.parker@gsa.gov Ben Williams (816) 823-2173 benjamin.williams@gsa.gov

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