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TOSHIBA Leading Innovation >» SCOPE OF SERVICES PROPOSED 6401 Nob Hill Road Tamarac, FL 33321 Fleet optimization and right- sizing are fundamental to the value of our products and services. We have worked with the City of Coconut Creek to conduct a full -scale assessment to both determine the most appropriate plan of action and to quantify that the effort is worthwhile. We will dedicate whatever resources are needed to achieve the desired "to -be" state. Toshiba employs a CIO Magazine award winning methodology called Encompass, which uses Six Sigma methodology and proprietary software to capture, analyze and present data with a high level of granularity and transparency. Toshiba's Encompass is a powerful, five -step analytical program that identifies inefficiencies such as redundant, underutilized and outdated equipment, overly expensive color and laser printers, and the hidden costs of outsourced support and supplies. Through Encompass, the City of Coconut Creek will be able to view data aggregated across divisions, locations, floors, product lines, etc. or drill down to the individual printer on someone's desktop. Toshiba will use this information to activate and maintain a comprehensive fleet optimization analysis, including a detailed blueprint that creates the most efficient fleet of new and existing equipment, as well as in -depth strategies for managing your systems with maximum flexibility and productivity. Toshiba has direct experience in successful Encompass engagements. Using our proprietary Encompass Document Analysis program, Toshiba's trained business analysts can quickly and efficiently synthesize the company's document production infrastructure from information gathered during the assessment. During walkthroughs, Toshiba business analysts document volumes and each model of document processing products and whether they are networked. As part of their thorough analysis, experts observe the types of business processes being supported, and develop location maps of each department. They collected information about their fleets current state, such as: Number, types, age, and location of their current document processing products; Number of users per device; Business processes supported; Monthly hard copy volume; and Number of networked and non - networked devices. The result is a complete assessment and formal recommendation, including a color -coded floor plan, pinpointing the location of every device by department and floor, to illustrate the "to be" state. The floor plan is continually refined so that each department and user understand the placement of each device, allowing the plans to be finalized on paper before any devices were physically moved. Toshiba's assessment of current operations uncovered numerous inefficiencies and hidden cost drivers associated with the company's copiers, printers, and facsimile machines. Recommendations for improvement include removing costly and redundant devices; retaining the most efficient and productive ones, consolidating suppliers, streamlining document management processes, and standardizing (one call) support. Unlike our competitors, the Toshiba approach emphasizes a "soft landing" technique that can support multiple brands of product. We identify existing products that are cost- effective and productive and augment these products with new network-connected devices that are appropriate for the user environment, regardless if they are Toshiba, HP, Lexmark or other brands. Toshiba - managed print deployments do not require the user to replace all of their existing equipment in favor of our brand product; we simply offer one pointof- purchase, service, and billing for a variety of printing devices. In fact, through our premier partnerships with HP, Lexmark, and dell, Toshiba technicians are also trained to service HP and Lexmark printers. The benefits of Toshiba's Print Management Services are immediate and are almost transparent to your end -user community, reducing overall printing costs and creating a single point of accountability. Our clients are elated saving up to:60% of the total burdened cost by simply implementing our customizable, scalable and comprehensive document output solutions. Toshiba's Recommendations for The City of C"Mut Creeles RFP for Managed Print Services, 12 -01 -10-10 Page 8 of 42