In fall 2015, Finance and Drake Technology Services (now Information Technology Services (ITS)) organized a committee comprising members from around campus to review the current state of managed print at Drake, which is currently contracted with Xerox. Managed print encompasses 100 leased Xerox multifunctional printing devices (MFD) and 70-plus University-owned non-Xerox printers such as HP’s.

After identifying managed print issues and opportunities for improvement, members of the committee attended presentations by vendors—pre-qualified as able to offer a viable solution—to assess their capabilities. The committee has narrowed the original group to two companies that will be asked to do an assessment of campus and submit a proposal: Laser Resources, Inc., and Marco. This assessment will include mapping printer locations, tracking number of prints per machine, and discovering any additional unmet needs from the current devices.

Following is a rough timeline for the other activities in this initiative.

• February/March: Assessment and detailed financial proposal to Drake from the candidates, including a plan for machine distribution.
• March/April: Committee evaluation of proposals and selection of the vendor. Contract awarded.
• June/July/August: Install machines, train users, and ensure all software is working before the beginning of the fall semester.

Once a vendor is selected, all leased Xerox MFDs will be replaced, but not the University-owned printers. The new vendor will be responsible for providing all machinery, ink, and repairs as needed.

We will continue to update you as we move forward in the process. Feel free to contact Chris Gill (chris.gill@drake.edu) or Caron Findlay (caron.findlay@drake.edu) with any questions regarding this initiative.

—Submitted by Kristin Dunn on behalf of Chris Gill, CITO, and Caron Findlay, Director Purchasing and Business Services