RFP Appendix example
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YXZ Inc., a B2B distributor, implemented Company ABC's products and services to optimize operations and reduce costs, leading to significant financial benefits over five years. Key improvements included a reduction of devices, increased network connectivity, and cost savings from print solutions and scanning technologies. The initiative enhanced environmental sustainability by reducing paper waste and CO2 emissions.
RFP Appendix example
- 1. Delivering Value at YXZ Company ABC Business Value Case Study
- 2. CSX Transportation Background YXZ, Inc. is a B2B distributor of products used to maintain and operate facilities. Over xx million businesses and institutions worldwide rely on YXZ for products such as safety gloves, ladders, motors and janitorial supplies, along with services like inventory management and technical support. YXZ’s Strategic Priorities DRAFT Company ABC supports YXZ’s top business priorities: • Create unique value for customers – Create insight-driven solutions for all types of customers • Ensure an effortless customer experience – Find easier ways for customers to do business with us • Reduce costs – Standardize and eliminate unnecessary processes and steps – Realize the benefits of our investments • Help each other grow and succeed – Equip and energize team members to excel amid change • Be a responsible steward – Make choices with a long-term view of impact • Conducted assessment of existing fleet • Deployed modern fleet of Company ABC MFPs and monochrome printers • Outsourced fleet management to Company ABC via Managed Print Services (MPS) agreement with proactive consumables management • Implemented Company ABC Print Release solution to reduce printing and increase security • Deployed Company ABC OCR solutions to capture efficiencies and accelerate processes Company ABC Products, Solutions and Services YXZ: B2B Distribution Leader Location: Over 100 locations; Headquartered in USA Employees: Approx. 15,000
- 3. YXZ’s investment in Company ABC products, solutions and services will generate $XM total benefits in the first 5 years, with a cumulative net cost reduction of $XM over 5 years. • $XXXK CAPEX device cost avoidance of over 5 years • Optimized usage: x.x users per device, from x.x per device • Over XX% of devices now connected to network • $XXXK in cost avoidance from Print Release solution over 5 years - Avoided printing 6.6 million pages (19% reduction) • $XXK cost savings realized from scanning solutions • XX% reduction in toner cartridge consumption • $XXK* cost avoidance relating to reduce cartage use (TBD) • $XXM per year potential in order processing FTE cost avoidance - X FTEs optimized due electronic order processing initiatives - X% faster data processing time and greater data-entry accuracy DRAFT -$M $K $M $M $M Year 1 Year 2 Year3 Year4 Year 5 Financial and Operational Impacts CUMULATIVE NET BENEFITS KEY IMPACTS
- 4. YXZ’s output fleet was rationalized and networked, with the number of devices reduced to 5,000 (all Company ABC models) even while YXZ continues to expand and grow Fleet Optimization All Locations Users per device Legacy Environment X Current/Goal Environment X Help Each Other Grow & Succeed Cost Reduction BENEFIT IMPACT • Number of users per printer has risen from XX users per device before to XX users per device today • ~X% reduction in the # of devices, resulting in CAPEX device cost avoidance of $XXXK* over 5 years • Printer fleet has been modernized with the latest equipment, software, and services • Monthly reporting provides Grainer with full visibility, including device and employee usage NUMBER OF USERS PER DEVICE DRAFT
- 5. Print Release Benefits COST IMPACTS • $XXK per year cost avoidance with, Company ABC Print Release, and elimination of cover sheets* - Approx. 6.6 million pages eliminated, a XX% reduction (2014) • $XXK cost savings generated by Company ABC scanning solutions - 2015 Mexico scan-to-network solution Responsible Stewardship Cost Reduction 5 Year Cost Saving EARTH DAY 2013/14: Company ABC’S ZERO IMPACT INITITATIVE • Company ABC planted 5,881 trees to offset 1 year of office printing output for YXZ DRAFT Company ABC Print Release will reduce costs and improve environmental sustainability ENVIRONMENTAL IMPACTS • Avoided sending 1,138 lbs. of paper to landfill • Cut CO2 emissions by 3,552 lbs. • Avoided consuming 180 gallons of gas -$M $K $M $M $M Year 1 Year 2 Year3 Year4 Year 5
- 6. Consumables Cost Avoidance Proactive consumables management simplifies toner management and eliminates costly stockpiling of toner for different printer brands and models Responsible Stewardship Cost Reduction BENEFIT IMPACT • Reduced cartridge usage by X% (from X to X); X fewer cartridges are now required to run existing device fleet • $XK* cost avoidance relating to reduce cartage use (TBD) • Introduced automated ordering of toner and other supplies • Optimized inventory processes to better manage costs • Eliminated need for employees to reorder consumables, saving administrative soft costs • Eliminated toner disposal costs – cartridges shipped by to Company ABC at no cost LEGACY CURRENT/GOAL XXX XX NUMBER OF CARTRIDGES IN USE X% Reduction DRAFT
- 7. Electronic Order Processing By converting email orders into an electronic data stream (EDI) that is easily integrated with YXZ’s system, the company will significantly reduce manual work and labor costs* ESTIMATED FUTURE BENEFIT IMPACT • Potentially avoid $XXM per year in labor costs (approx. X FTEs)* - X% of headcount associated with manual data entry of sales orders • Reduce processing time by X% and increase data-entry accuracy** - Enable auto-sorting of “non-orders” (about X% of incoming traffic) for later processing as needed • Increase security through redaction of credit card information in email attachments - Enhance PCI compliance Company ABC SOLUTION OPPORTUNITY • Capture for Data Entry Automation, Content for Email Capture, ERP Integration and Image Storage Create Unique Value for Customers Cost Reduction DRAFT
- 8. TOTAL COST AND BENEFITS BY CATEGORY (5-YEAR VIEW) $x.xM $xK $x.xM $x.xM $x.xM $x.xM $x.xM $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 CAPEX Benefit Maintenance Cost Avoidances Consumables Savings Total Benefits CAPEX Cost Maintenance Cost Net Benefits Millions Financial Benefits Cost and Benefit Summary
- 9. 9 World-Class Companies Trust Mainstay “Mainstay has been a valuable contributor to our sales and marketing efforts for nearly a decade.” Scott Lovett Vice President of Enterprise Architectures – Americas, Cisco Attie Vandermerwe VP Business Services (949) 331-8270 [email protected]