1. 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

2. 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.

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

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

15. What is Total Cost of Ownership (TCO)?

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. Long-term evolution of a low-print environment

23. Resources for additional information

24. 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

25. 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

26. 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

27. Points of Contact
Meredith Parker (816) Ben Williams (816)

28. THANK YOU FOR ATTENDING
Q & A