Project to Replace Multi-Function Devices (MFDs) Across SFUget help

Simon Fraser University requires a managed print services provider to replace and service the 300 Multi-Function Devices that are distributed across our three campus locations. The contract for the current fleet is with Konica Minolta which expires on June 30, 2018. This project, phase 1, will identify the needs and requirements for future equipment and select a service provider through a Request For Proposal (RFP) process led by SFU Procurement Services. A second project, phase 2, will be kicked off once a service provider has been chosen that will focus on the implementation of the new equipment and removal of old equipment.

The future agreement requires a significant degree of flexibility to meet the continued development of the University. It will support the academic, research and administrative needs of our engaged institution and should ensure continuous process and productivity improvements through the use of up-to-date equipment, technologies and methodologies including user-friendly scanning capabilities integrated with On Base to encourage workflow automation and reduction in the overall need to print. The solution will also integrate with SFU’s current and future IT Services hardware, software and infrastructure requirements.

What Will Change?

  • The current 300 Multi-Function Devices (MFDs) will be replaced with similar functionality devices
  • Most new devices will allow for printing, scanning and copying
  • The new devices will allow students to scan, copy and release printing in certain locations
  • The new devices will allow employees to scan, copy and release printing
  • The new devices will have SFU branding on the interface
  • The billing process will remain intact
  • The support processes are under review for improvements

What Are the Timelines?

Phase 1 (June 2017 – March 2018): The first phase includes Requirements gathering and Request for Proposal. The outcome of the phase would be a new contract with a service provider.

Phase 2 (March 2018 – June 2018): The second phase will focus on the implementation phase. This will include detailed replacement schedule and outage notifications.

How Will the Request for Proposal Process be Managed?

Based on the requirements collected from the University user community, the SFU Procurement services is leading the charge on the RFP process. The evaluation team will soon review all supplier applications and shortlist suppliers for product demonstration.

Who Is Involved in This Project?

Sponsors:

  • Mark Roman, Chief Information Officer
  • Mark McLaughlin, Chief Commercial Services Officer

Project Manager:

  • Sandeep Sidhu, IT Services (interim role)

Steering Committee Members:

  • Anita Stefan, Faculty of Communication Art and Technology
  • Jennifer Casey, IT Services
  • Mary Aylesworth, Procurement Services
  • Mikhail Dzuba, Document Solutions

Project team/Working group

  • Al Murray, IT Services
  • Sinisa Milosavljevic, IT Services
  • Hanif Kassam, Document Solutions
  • Jonathan Duffin, Finance
  • Laura Simonson, Procurement Services
  • Mike Church, Beedie School of Business
  • Mikhail Dzuba, Document Solutions
  • Rachel Telling, Sustainability Office

Next Steps

Once the evaluation team has shortlisted suppliers for demonstration, we would like to invite you to help test the units based on a pre-defined criteria from the user survey. Participation will be based on first come first serve basis through online registration.

These demonstrations will be scheduled in January 2018, and a separate message will be sent out for your involvement.

Additional Questions and Concerns?

For more information on this project, please contact the project team via: its-MFDReplacement@sfu.ca