0- RFP-CM-15-001 Managed Print Services - Statewide - 12-12-14a.pdf

RFP-CM-15-001 1

STATE OF COLORADO

REQUEST FOR PROPOSALS (RFP) and RESPONSE COVER SHEET TITLE: Managed Print Services

Per the attached specifications, terms and conditions.

Date: 12/12/2014, Friday RFP Number: RFP-CM-15-001

Submit Proposal to:

State of Colorado Department of Personnel & Administration State Purchasing Office 1525 Sherman Street, 3rd Floor Denver, CO 80203

Sourcing Specialist:

Cheri Miller

RFP Due Date: 01/26/2015, Monday RFP Due

Time:

1:00 PM

Mountain Time

INSTRUCTIONS:

Offeror completes this Cover Page, signs in BLUE INK, and submits with its proposal.

Offeror must be registered with the State of Colorado VSS by the closing date/time of the Solicitation.

Offeror F.E.I.N.:

Payment Terms:

(Minimum of Net 30) Delivery Date:

Authorized Signature:

Signature acknowledges acceptance of all terms and conditions of the solicitation.

Typed/Printed Name and Title:

Legal Company Name:

Doing Business As:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for Clarifications:

Title:

Phone Number: Fax Number:

E-mail Address:

IMPORTANT NOTE: The following must be on the outside of the sealed Proposal Envelope/Container:

Offeror Name, Solicitation Number, Closing Date, Closing Time, Offeror’s Email Address

Note: Telegraphic or electronic proposals (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the State Purchasing Office as a sealed proposal for the original proposal. Offerors are urged to read the solicitation document thoroughly before submitting a proposal.

Offeror to answer and acknowledges by its signature above:

- Confirm that you are aware that the award notice will be published on ColoradoVSS: ____ Yes

- My company is registered on VSS: _____Yes / _____No

- Proprietary Information: is in my response and as segregated pages: _____Yes / _____No

- Registered with the Colorado Secretary of State ____No / ____Yes, and #________________________

- Offeror proposes using Subcontractors for this project: _____Yes / _____No

- Offeror has reviewed Modifications made to this RFP – list the Modification # last reviewed: _____.

- Offeror has reviewed Section 1.18, Protested Solicitations and Awards: _____Yes Colorado Revised Statutes Title 24, Article 109, Entitlement to Cost, in part states: “When a protest is sustained administratively or upon administrative or judicial review and the protesting bidder or offeror should have been awarded the contract under the solicitation but, due to defect in the solicitation, was not, the protestor shall be entitled to the reasonable costs incurred in connection with the solicitation, including bid preparation costs. No other costs shall be permitted and reasonable costs shall not include attorney fees.”

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This Solicitation is made up of the following sections:

1. Administrative Information and Instructions for Offerors Page 3

2. Background, Overview, and General Page 8

3. Statement of Work Page 10

4. Format & Proposal Instructions Page 18

5. Evaluation and Award Selection Process Page 24

6. Definitions of Terms Page 26

Exhibits: (Informational)

A. Price Agreement Solicitation Terms and Conditions

B. Sample OIT Model Contract

C. IDS Business Case – March 2013

D. IDS Business Case – Metrics Summary

E. IDS Program Equipment and Printer Metrics Tab 1 IDS Multi-Function Printer Fleet Program Inventory (at 5-28-13)

Tab 2 IDS Printer Inventory Metrics - Tiers Tab 3 Agency Size Metrics Samples (Small, Medium, Large)

F. (State) Office of Information Technology - Service Level Agreement Requirements

G. (State) Office of Information Technology - Security Requirements

H. IDS Current Printer Standards

I. Environmentally Preferable Purchasing Policy

J. Sample Summary Quarterly Volume Report

Attachments: (Offeror to Complete and Submit in its Proposal)

1. Request for Taxpayer Identification Number and Certification (W-9) (OSC) (form)

2. Vendor Disclosure Statement (OSC) (form)

3. Company Experience and Demonstrated Capability Fact Sheet (form- in WORD)

4. Cost Proposal – Vendor Response Workbook (Excel file)

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Section 1 - Administrative Information and Instructions for Offerors

1.1 Vendor Self-Service (VSS) and Registration.

This solicitation is published using the Colorado Vendor Self-Service VSS) – ColoradoVSS. Offerors are not required to be registered on ColoradoVSS in order to download solicitation documents and information. Offerors must be registered in order to receive an award and be considered responsive at the time of the solicitation is awarded. ColoradoVSS information can be found through the State

Purchasing Office (SPO) link at www.colorado.gov/VSS. The VSS Help Desk can be reached at 303-

866-6464 for further assistance.

1.2 Issuing Office and Official Means of Communication.

This Request for Proposals (RFP) is issued by the Colorado State Purchasing Office (SPO) and is the sole point of contact concerning this RFP. During the solicitation process for this RFP, all official communication with Offerors will be via notices on VSS. Notices may include any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning Offeror(s). It is incumbent upon Offerors to regularly monitor VSS for any such notices.

1.3 Purpose.

The Colorado Department of Personnel & Administration (DPA), State Purchasing Office (SPO), wishes to establish price agreements for providing managed print services. Resulting awards from this solicitation intend to be established as mandatory Colorado State Price Agreements. The following entities (Ordering Entity) are permitted to purchase from Colorado State Price Agreements: Colorado State Agencies/Departments, Colorado Institutions of Higher Education, Colorado Political Subdivisions, eligible Non-Profit Organizations, and other entities (including cooperatives) authorized by an individual State’s statutes to use Colorado State contracts as subject to the approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participating are solely within the authority of the State Chief Procurement Official. The State of Colorado makes no guarantee that any quantity will be purchased as a result of this RFP.

All information contained within this RFP, and any amendments and modifications thereto, reflect the best and most accurate information available to the State at the time of RFP preparation. No inaccuracies in such data shall constitute a basis for legal recovery of damages or protests, either real or punitive, except to the extent that any such inaccuracy was a result of intentional misrepresentation by the State.

1.4 Basis for Award.

Evaluation of the responsive proposals received will be conducted and the State may award price agreements as a result of this RFP. Offerors will be awarded based on proposals that are determined to be most advantageous to the State considering the evaluation factors set forth in Section 5 (Evaluation and Award Selection Process). The State intends to establish Price Agreement(s) for the initial period from the executed contract to 03/31/2017 with the option to renew for up to three (3) additional one-year periods for a maximum of five (5) years. (See the Sample OIT Model Contract, Exhibit B for additional information.)

State agencies and institutions of higher education that have opted into the Procurement Code may purchase supplies or services covered by this solicitation if and when needed, but are not required to do

so. State agencies and institutions of higher education that have opted into the Procurement Code will also have the option to purchase supplies or services from other sources submitted for competition, including cooperative purchasing agreements entered into by the State Purchasing Office authorized under section § 24-110-101 et seq, Colorado Revised Statutes (C.R.S.), if any.

1.5 Schedule of Activities.

1. Deadline for Offeror written questions. 12/23/14, Tuesday, 3:00 PM (MT)

2. State’s response to Offeror questions. 12/24/14, Wednesday, 5:00 PM (MT)

3. Intent to Bid notification to the SPO. 12/31/14, Wednesday, 5:00 PM (MT)

4. Deadline to submit proposals. 01/26/2015, Monday, 1:00 PM (MT)

5. Public Opening of Proposals. 01/26/2015, Monday, 2:00 PM (MT) 6 Vendor Interviews/Presentations/Site Visits Week of February 8th, 2015 (Held at the State’s discretion.)

7. Projected contract start date. 03-15-2015 http://www.colorado.gov/VSS

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Offeror Intent-to-Bid Notice: The State is requesting interested Offerors to send a “notice of intent to bid” via email to the SPO, as shown in Section 1.6 (Inquiries and Questions) below. The VSS program does not have this feature and Offeror notification provides the SPO with the level of interest for this solicitation. Not sending an intent-to-bid notice does NOT impact the Offeror’s eligibility to submit a proposal by the proposal submission deadline.

1.6 Inquiries and Questions.

Offerors may submit email, written or fax inquiries concerning this RFP to obtain clarification on specifications and requirements. All inquiries are due no later than the time shown in Section 1.5.

(Schedule of Activities) or otherwise amended on VSS. The SPO prefers all inquiries be sent via electronic mail and referencing the RFP number in the subject line. Please submit inquiries via email as an attachment and in plain text in WORD format. List your questions as “1, 2, 3, etc.”

Please limit inquiries to only those issues which are essential in order to submit a viable proposal in response to this RFP. Requests for detailed or exhaustive information may be declined if said information is not deemed by the State to be necessary in order to submit a viable proposal. Inquiries must be submitted by way of one of the following three methods, though e-mail is preferred.

1. E-mail

Send to at cheri.miller@state.co.us

In the subject line, reference “RFP-CM-15-002 Managed Print Services”.

2. Written

Colo. Dept. of Personnel and Administration

State Purchasing Office Attention: Cheri Miller, RFP-CM-15-002 Managed Print Services 1525 Sherman Street, 3 rd Floor

Denver, Colorado 80203

3. Fax: (303) 894-7445 (Please note: non-receipt of a fax is not grounds for protest.)

Response to Offeror questions (if required) will be published as a modification on VSS in a timely manner.

Offerors should not rely on any other information if it is not published on VSS, either written or oral, that alter any specification or other term or condition of the RFP during the open solicitation period. Offerors are NOT to contact any other State Office or individual regarding this solicitation. Offerors are responsible for monitoring VSS for the publication of any and all modifications to this solicitation.

1.7 State of Colorado Solicitation Instructions/Terms and Conditions and State of Colorado Price

Agreement Solicitation Terms and Conditions.

The State of Colorado Solicitation Instructions/Terms and Conditions govern except to the extent they are modified, supplemented or replaced in this solicitation. By responding to this RFP, Offerors acknowledge they have reviewed these and the attached Price Agreement Solicitation Terms and Conditions (Exhibit A).

1.8 General Instructions and Proposal Submission.

Offerors are encouraged to carefully and completely review this RFP and all attachments prior to submitting its proposal. For detailed information on the proposal submission, see Section 4 (Format and Proposal Instructions) of this RFP. Sealed proposals, including the signed Request for Proposals (RFP) Cover Sheet, must be received on or before the date and time indicated on the RFP Cover Sheet (page 1) or as modified on VSS. It is the Offeror’s responsibility to ensure its proposal arrives at the Colorado State Purchasing Office on or before the solicitation’s closing date and time, regardless of the delivery method used. Late proposals will not be accepted.

1.9 Offeror’s Binding Offer and Acceptance.

The contents of a Offeror’s submittal response to this RFP shall constitute a binding offer and will become contractual obligations of the successful Offeror. Acknowledgment of this condition shall be indicated by the Offeror’s signature on its proposal or by an officer of the Offeror legally authorized to execute contractual obligations.

mailto:cheri.miller@state.co.us https://www.gssa.state.co.us/Purchasi.nsf/444e9694db1e7b81872564dc006ee0a9/5a826b0e1fdc72ff87257552007c24de?OpenDocument

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A submission in response to this RFP, unless specified otherwise, acknowledges acceptance by the Offeror of all terms and conditions, as set forth herein including its attachments and exhibits, without making its offer contingent.

An Offeror may withdraw its proposal upon written notification submitted to and received by the SPO prior to the established RFP proposal opening date and time (email is acceptable). In accordance with Procurement Rule 24-103-202b, the State will not retain a copy of the withdrawn proposal.

The State may require additional information (financial, capacity, etc.) of the apparent successful

Offeror(s) to determine its ability to perform. The State reserves the right to visit Offeror’s office(s) to verify such ability. (For additional information, see Section 3, Statement of Work and the Sample OIT

Model Contract, Exhibit B.)

1.10 Selection of Successful Proposals, Number of Awards, and Intent to Award.

The State intends to award to multiple Offerors capable of fulfilling the anticipated volume needs for the

State and other Ordering Entities. Should the State determine at any time during the term of the resulting awards that the number of awarded Contractors is not adequate to properly fill these needs, the State reserves the right to make awards to Offerors who submitted responses to the original solicitation but were not awarded, or to re-issue the solicitation and make additional awards as necessary. The State reserves the right to continue with existing contracts should the pricing in these RFP responses be deemed non-beneficial to the State. Further, the State reserves the right to continue with existing contracts in addition to the awards resulting from this solicitation if deemed it is in the best interest of the

State. An evaluation will be conducted and awards made to Offerors whose proposals are determined to be most advantageous to the State considering the evaluation factors set forth in Section 5 (Evaluation and Award Selection Process).

1.11 Term of the Price Agreement and Model Contract.

Term: The initial price agreements will be effective upon a fully executed contract and end on

03/31/2017. Price Agreements may be renewed for up to three (3) additional one-year periods, at the sole discretion of the State, contingent upon contractual requirements being satisfied and funds being appropriated, budgeted, and otherwise made available. By statutory authority, the State Purchasing

Director may authorize resulting contracts greater than five (5) years per § 24-103-503, C.R.S.

Model Contract: Except as modified herein, the standard State Contract Terms and Conditions and the Sample OIT Model Contract, Exhibit B included in this RFP shall govern this procurement and are hereby incorporated by reference. Note: the Model Contract lists the State’s required legal provisions but does not include the specific scope of work and requirements for this RFP.

The Offeror is expected to review the attached Model Contract and note exceptions. Unless the Offeror notes exceptions in its proposal, the conditions of the Model Contract will govern. The Offeror shall identify clearly and thoroughly any variations between its proposal and the State’s RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as may be outlined or specified in the RFP. Offeror’s requested changes may or may not be accepted by the State and may require negotiations. Colorado terms that are statutorily held cannot be negotiated.

Offerors are cautioned that requests for modifications to the terms and conditions constitute increased risk to the State and increased costs. Changes to Special Provisions are not permitted. The scope and magnitude of requested exceptions is an important consideration in the evaluation of a proposal(s).

1.12 Proprietary/Confidential Information.

Any restrictions of the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself and such information segregated. Written requests for confidentiality shall be submitted by the Offeror with the proposal for consideration and acceptance of confidential status by the State. The Offeror must state specifically what elements of the proposal are to be considered confidential/proprietary and must state the statutory basis for the request under Colorado Open Records Act (CORA) (§ 24-72-201 et seq., C.R.S.). Confidential/Proprietary information must be readily identified, marked, and packaged separately from the rest of the proposal. Neither a proposal in its entirety, nor proposal price information is considered confidential and proprietary. Any information that will be included in any resulting price agreement cannot be considered confidential.

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The Colorado State Purchasing Office (SPO) will make a written determination as to the apparent validity of any written request for confidentiality. In the event the SPO does not concur with the Offeror’s request for confidentiality, the written determination will be sent to the Offeror. (§ 24-72-201 et. seq., C.R.S).

1.13 Service Disabled Veteran Owned Small Business Participation.

An Offeror claiming status as a service disabled veteran owned small business must identify itself as such in its proposal and provide documentation of its certification from the United States Department of Veteran Affairs (US DOVA) with its response to this RFP.

1.14 RFP Response Material Ownership.

The State has the right to retain the original proposal and other RFP response materials for its files received by the solicitation closing and not withdrawn prior to the public opening. As such, the State may retain or dispose of all copies as is lawfully deemed appropriate. The State has the right to use any or all information/material presented in the reply to the RFP, subject to limitations outlined in the clause, Proprietary/Confidential Information. Proposal materials may be reviewed after the “Notice of Intent to Award” has been issued, subject to the terms of C.R.S. Title 24, Article 72, Part 2 as amended.

1.15 Venue.

The parties agree the venue for any action related to the performance of a resulting contract is the City and County of Denver, Colorado. (See Sample OIT Model Contract, Exhibit B for additional

1.16 Taxes.

State of Colorado Agencies, as purchaser, are exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code and from all state and local government sales and use taxes (§ 39-26-704, C.R.S.). Colorado Political Subdivisions and eligible Non-profit Organizations utilizing the resulting State Price Agreement with an awarded Contractor are solely responsible for its own tax requirements. (See Sample OIT Model Contract, Exhibit B for additional information.)

1.17 Payment Schedule.

The State's minimum payment terms for the resulting contract are net thirty (30) days. Ordering Entities have historically remitted payment in a timely matter but it is the awarded Contractor’s responsibility to confirm all payment terms with each Ordering Entity at the time an order is placed. Late fees may not be assessed to State government entities until the 46th day after the payment was due. The Contractor is eligible to invoice for late payment charges of 1% per month on the unpaid balance. The State is NOT responsible for any orders placed by non-State Ordering Entities.

1.18 Protested Solicitations and Awards.

Any actual or prospective Offeror who is aggrieved in connection with the solicitation or award of a contract may protest to: State Purchasing Director, State of Colorado, State Purchasing Office, 1525 Sherman Street, Third Floor, ATTN: Molly Randol, Interim State Purchasing Director, Denver, CO 80203.

The protest shall be submitted in writing within seven (7) business days after such aggrieved person knows or should have known of the facts giving rise to the protest.

C.R.S Title 24, Article 109, Entitlement to Cost, in part states: When a protest is sustained administratively or upon administrative or judicial review and the protesting bidder or offeror should have been awarded the contract under the solicitation but, due to defect in the solicitation, was not, the protestor shall be entitled to the reasonable costs incurred in connection with the solicitation, including bid preparation costs. No other costs shall be permitted and reasonable costs shall not include attorney fees.”

1.19 News Releases.

News releases pertaining to this RFP and associated awards without prior written approval by the SPO are prohibited by the Offeror.

1.20 Parent Company.

If a Offeror is owned or controlled by a parent company, the name, main office address and parent company’s tax identification number shall be provided in the “. Note: Offerors are advised that the Federal Employer Identification Number (FEIN) entered on the RFP Cover Sheet (page 1), and on the W- 9 form submitted in its proposal, and as registered in VSS must be the same.

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1.21 Certification of Independent Price Determination.

1.21.1 By submission of this proposal each Offeror certifies, and in the case of a joint proposal each party, thereto, certifies as to its own organization, that in connection with this procurement:

a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Vendor or with any competitor; and

b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Offeror and will not knowingly be disclosed by the Offeror prior to opening, directly or indirectly to any other Vendor or to any competitor; and

c) No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

1.21.2 Each person signing the Request for Proposals Cover Sheet of this proposal certifies that:

a) He/She is the person in the Offeror’s organization responsible for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above; or

b) He/She is not the person in the Offeror’s organization responsible for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above, and as their agent does hereby so certify; and he has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above.

1.22 Legislative Changes.

The State reserves the right to amend the RFP and/or contract in response to Colorado legislative changes that affect this program.

1.23 Order of Precedence.

In the event of any conflict or inconsistency between terms of this RFP and the offer, such conflict or inconsistency shall be resolved first, by giving effect to the terms and conditions of a resulting contract, second to the RFP, and third to the proposal. (See Sample OIT Model Contract, Exhibit B for additional

1.24 RFP Cancellation.

The State reserves the right to cancel this entire RFP or individual phases at any time, without penalty in accordance with Procurement Rule 24-103-304.

1.25 Audit.

Awarded Contractors may be required to have a process audit conducted of the program at least once every three (3) years, at the Contractor’s expense. If the Contractor has not had such an audit prior to awarding of a resulting contract, one may be required to begin within six (6) months of the award of a contract, at the Contractor’s expense. A complete copy of the audit must be provided to the State’s project manager as identified in the awarded contract within five (5) working days of its completion. The

State will negotiate directly with the Contractor regarding any exceptions or findings from the audit.

1.26 Doing Business in Colorado.

In order to do business in Colorado, the Colorado Secretary of State requires Vendors to register in accordance with § 7-90-801, C.R.S., and obtain and maintain a rating of “good standing” status throughout the term of an awarded contract. The link to the Colorado Secretary of State’s web site is:

www.sos.state.co.us. (See Sample OIT Model Contract, Exhibit B for additional information.) Offeror must include in their proposal a copy of the “certificate of good standing”.

1.27 Federal Employer Identification Number (FEIN).

In order to do business with a State Agency, Vendors are required to provide FEIN information to indicate their legal business identity. Offeror must complete and submit the form (signature page only) provided by the State, Attachment 1, Request for Taxpayer Identification Number and Certification (W-9).

http://www.sos.state.co.us/

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1.28 Vendor Disclosure Statement.

In compliance with § 24-102-206 C.R.S, Vendor Performance Outside the United States or Colorado, and directed by the Colorado Office of the State Controller (OSC), Vendors are required to disclose information to the State on where services will be performed. Offeror must complete and submit the

Vendor Disclosure Statement, Attachment 2.

1.29 Insurance.

An awarded Contractor shall obtain and maintain insurance coverage at all times during the term of a resulting contract. The Contractor must obtain and maintain liability coverages for general, automobile, and workman’s compensation, at a minimum and as identified in the Colorado Sample OIT Model

Contract, Exhibit B. Note: Only the awarded Contractor is required to submit such documents to the

State upon request.

1.30 Greening Requirement.

The State respects the environment and desires to do business with Contractors who share this concern.

Awarded Contractors agree that reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.) See Exhibit I, Environmentally Preferable Purchasing Policy for additional information.

1.31 Public Opening of Proposals:

On the date and time shown in the “Public Opening of Proposals” above, the State Purchasing Office will conduct the public opening at the delivery location identified in Section 1.5 (Schedule of Activities) or otherwise amended on VSS. The Public Opening will disclose only the names of all Offerors who have submitted a proposal in response to the RFP by the closing deadline. Information regarding contents of proposals will be available from the State Purchasing Office following issuance of a “Notice of Intent to Award” letter. Note: Participants will not be admitted earlier than 15 minutes prior to the start of the Public Opening.

Section 2 – Background, Overview, and General

2.1 Background.

The State Purchasing Office in the Colorado Department of Personnel & Administration, Division of Finance and Procurement, contracts for Contractor goods and services to be provided to eligible Colorado Ordering Entities such as State Agencies, Institutions of Higher Education, Political Subdivisions, certified Non-profit Organizations, and other authorized entities across the State, border-to-border.

Proposals will be considered for best overall solution, cost-effective pricing, product quality, performance measures, flexibility and customer support. The State may choose to award in total or in part to one or more Offerors as desired for the best overall solution.

Prospective State Ordering Entity: Integrated Document Solutions (IDS) is a unit of Central Services, a division of the Colorado Department of Personnel and Administration. IDS is statutorily mandated to provide full-service print and publishing for State Agencies under the Executive Branch. The Unit advises, assists, and supports State agencies’ individual needs and provides a variety of document solutions at a professional level; and at a fraction of the cost of private vendors. Additionally, IDS provides desktop and networked printer, copier, and multi-function printer management and support. Its continual goal is to assist its clients with print and document processes by:

Identifying cost reduction opportunities, Reducing total cost of ownership, Increased ROI, Improved asset utilization, Improve service levels and user productivity, and

Remaining flexible in meeting dynamic changes required in the marketplace.

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The IDS Multi-Function Printer (MFP) Program (formerly the IDS Fleet Copier Program) provides quality all-in-one office machines that incorporate functionality of multiple devices, with combinations of the following features: printer, scanner, photocopier, fax and, e-mail, to metro-area State agencies at a reasonable price. Through the combined, shared usage of these MFPs, State agencies have a variety of equipment available to them to meet all their printing and copying needs, as well as supplies and paper.

IDS seeks to enhance its enterprise print management services offerings, through a multi-year contract with one or more qualified and skilled vendors capable of providing Managed Print Services (MPS) which include pertinent network monitoring technology. (See Section 3, Statement of Work for additional information.)

For additional and relevant information on the current IDS MFP Program and results of a recent multi- State Agency printers and multi-function equipment analysis (LEAN) project, refer to the IDS Business Case – March 2013, Exhibit C and IDS Business Case – Metrics Summary, Exhibit D.

Historical Usage.

The IDS client base within the metro-Denver area is estimated at 10,000 existing print devices (printers, copiers, and multi-function devices) utilized daily. The implementation goal for the IDS MFP Program usage is to incorporate the analytics tools and management services across the State’s Print Enterprise at State Agency discretion, one client at a time in a phase approach over a 36-month period.

Total Printed Impressions on office print devises in State Agencies: 123,000,000

Average Cost per printed page based on average monochrome, 10% page yield (current State agencies): 0.06

Estimated office print cost: $7,380,000

Other Potential Ordering Entities (Customers) and Contacts.

No demographics have been collected for Agencies not in the current IDS MFP Program such as Colorado Institutions of Higher Education, political subdivisions, and eligible non-profit organizations.

The following website links list of some of the potential Ordering Entities (customers) and their contacts and locations where contracted services may be provided.

Local Government (Political Subdivisions)

Colorado Institutions of Higher Education (State Funded and Non-Profit Institutions)

Note: The State does not obligate itself to any or all quantities indicated for any Ordering Entities, nor does it guarantee future spending.

2.2 Overview.

The State seeks proposals from qualified manufacturers and/or vendors/resellers in providing comprehensive Managed Print Services (MPS) to Ordering Entities statewide, whereby reducing print cost and increasing efficiencies. Services include management of multi-function devices (MFD’s) and related services, and providing a solution for transition. Vendor presentations may be requested before award of the contract and the State may also request a demonstration of the proposed technology.

As a result of this RFP, the State intends to award multiple “Price Agreement” contracts. A Price Agreement, by its nature, is indefinite in its size and value. It does not determine a specific quantity, time, or place, for the State’s ordering practices; it does establish terms and conditions and a list of identified maximum prices for all applicable laundry and ware wash products (dry and liquid chemical formulations) that are covered under an awarded contract. Ordering Entities will place orders for goods/services through “Delivery Orders” (i.e. orders, purchase orders, etc.) that are based on the pricing in the Price Agreement’s terms and conditions.

The State may award all or part of this RFP based on the best interests of the State and reserves the right to award to multiple Offerors. To maximize chances of success in this process, Offerors are encouraged to provide an aggressive response to this RFP.

The State’s goals include:

https://dola.colorado.gov/lgis/ http://highered.colorado.gov/Data/InstSelect.aspx?division=DHE

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Cost-effective, high-level technology solution for convenience MFD’s.

Gain efficiencies through technology advancements.

To reduce carbon footprint.

Reduce State personnel staff and management burden related to output devices.

Guarantee service levels.

Migrate from a multiple printer- and multi-copier-based environment to a optimized environment.

Improve access based on strategic placement MFDs.

Manage supplies expenditure via reporting mechanism.

Leverage spend through an Offeror with a strong presence in and knowledge of the MFD environment

2.3 General.

Environmental Sustainability Principles: IDS’s core values are to serve as stewards of the traditions and resources of State of Colorado and to nurture a sense of place and an ethic of environmental sustainability. In order to support IDS sustainability goals and core values, IDS through partnership with the Colorado Governor’s Office, Colorado Energy Office (CEO) to contract with Vendors who demonstrate a commitment to good stewardship of resources, reduction of carbon footprint, reduction in energy use, reduction in use of paper and other consumables, waste reduction, and use of environmentally-friendly consumables.

Once contracts are awarded, it is the intention of IDS to engage with one or more awarded vendors to manage the MPS needs for multiple State Agencies, mainly in the metro-Denver area. It is intended that the MPS vendors will work with IDS to coordinate efforts meeting IDS goals for overall State agencies’ effectiveness and cost reductions within the timeframes established for such Agencies.

Section 3 - Statement of Work

An awarded Contractor shall provide managed print services (MPS) to eligible Ordering Entities within the terms and conditions as stated below. The majority of the requirements are for the benefit of the IDS MFD

Fleet Program; however, the Contractor is required to provide similar services to all Ordering Entities.

NOTE: Managed Print Services is for services, it is not a lease or buying agreement.

3.1 Minimum Specification for Response.

A. An awarded Contractor must demonstrate the existence of its business for a minimum period of two

(2) years and provide evidence of experience for a minimum of two (2) years in providing the required types of services. The State may require additional information to determine an awarded Contractor’s ability to perform. This information may include, but is not limited to, previous experience of company; years in business; quality and condition of equipment; financial condition;

references as to size and scope of work done within the last five (5) years.

B. It is preferred that a managed print services provider possess a Gartner “Magic Quadrant” rating. The

Magic Quadrant rating indicates a desired graphical competitive positioning of the four types of technology providers, in markets where growth is high and provider differentiation is distinct and for the Leaders, Visionaries, Niche Players, and Challengers attributes.

(http://www.gartner.com/technology/research/methodologies/research_mq.jsp)

ACTION: In its proposal response, Offeror is to describe its company’s experience that meets the qualifications of having been in business for at least two (2) years, and in providing managed print services to customers of a similar size and scope required by the State. Offeror to identify its placement in the “Gartner Quadrant”.

3.2 Subcontracting/Partnering.

Subcontracting and/or partnering is allowed so that an awarded Contractor can engage Subcontractor(s) to provide goods and services which can expand the service coverage area.

http://www.gartner.com/technology/research/methodologies/research_mq.jsp

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For the purpose of this solicitation and any resulting contract, “Dealer and/or Distributor” is synonymous with “Subcontractor. If an awarded Contractor engages a Subcontractor to provide goods/services to an

Ordering Entity, the awarded Contractor is legally liable for its engaged Subcontractor. The awarded

Contractor is responsible to manage its Subcontractor(s) utilized in the performance of a resulting contract and ensure its Subcontractor(s) complies with the terms, conditions, and commitments of an awarded contract. Therefore, the awarded Contractor must establish a formal, written contract with its

Subcontractor(s). An awarded Contractor must disclose to the State all Subcontractors it engages for the purpose of providing services to the State. Disclosure shall include a Subcontractor’s company name and address; and the name, title, and phone number of the primary contact.

An awarded Contractor is required to send such notification to the State via email within three (3) days of engaging a Subcontractor. The State reserves the right to disqualify a Subcontractor selected by the awarded Contractor, based on the State’s past experience with the Subcontractor. All invoicing for services rendered to an Ordering Entity shall be by the awarded Contractor through its standard invoicing documents and process. Payments for goods purchased shall be made to the awarded Contractor.

Compensation by the awarded Contractor to its Subcontractor(s) shall be by its internal accounting.

ACTION: In its proposal response, Offeror is to provide the name, address, and phone numbers of its subcontractors intended to provide services as a result of this RFP.

3.3 Office of information Technology’s IT Desktop Environment for State Agencies.

The current IT Desktop Environment for State Agencies is identified below. Contractors shall ensure compliance with this environment.

The State utilizes a Microsoft Windows 2003/2008 Active Directory domain-based network for user authentication.

Microsoft® SMS & SCCM are used for software and driver installs as required. All end-user computers are either Apple®, Dell®, Hewlett Packard® or Lenovo®, currently running OS Windows 7 and Windows 8 and are up to date with updates and security patches (within reason). Computers run Microsoft® Office 2007 standard edition, and antivirus is Symantec® Endpoint Protection (SEP).

All user logins are required to be unique, and no group or shared logins are permitted.

End users of the network are not granted administrative privileges for their local computers or the network. Administrative permissions are strictly limited to the State OIT department. End users cannot install software or drivers without assistance and OIT written approval.

Some State facilities and/or departments require 24 hours a day, 7 days a week, and 365 days a year (plus leap years) known as “24x7x365” access to service and support

All State facilities are networked with the minimum of T-1 dedicated circuits. Internal networking is provided through a Cisco 10/100/1000 switched network.

Adequate network drops are provided in most facilities to connect print devices, however not all.

Additional network drops are installed by State employees or Contractor, and the cost of each drop can vary based upon the facility.

OIT utilizes an incident management solution provided by CA Technologies.

Additionally, for State Agencies, OIT requires the Contractor to provide services at specific levels of support as described in Exhibit F, OIT - Service Level Agreement Requirements.

ACTION: In its proposal response, Offeror is to provide a statement it can comply with the IDS IT

Desktop Environment and the OIT Service Level Agreement, and identify any deficiencies.

3.4 IDS Multi-Function Printer (MFP) Program.

The current IDS MFP Program is described below and additional information metrics are provided in

Exhibit E, IDS Program Equipment and Printer Metrics.

A. IDS currently manages 475 multifunction devices for 18 State Agencies as part of the IDS

MFP Program. Refer to Exhibit E, IDS Program Equipment and Printer Metrics which includes tabs that provide more detailed information. (Tab 1 - IDS Multifunction Fleet Inventory (effective 5-28-13), Tab 2 - IDS Printer Inventory Metrics – Tiers, Tab 3 - Agency Size Sample- Small, Medium, Large). Below are current program processes.

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Multifunction Printer Devices are leased by IDS from State Price Agreement vendors (Office level usage for monochrome and color output)

Multifunction Printer Requests are submitted by State Agencies to IDS.

IDS consults with the requesting Agency and OIT before lease and deployment of a device.

Multifunction Printer Copy volumes and Print Volumes are tracked.

A cost per page (CPP) charge is billed by IDS directly to each State Agency for its monthly usage.

Multifunction Printer supplies and replacement parts are covered by the current vendor (Xerox, Konica-Minolta) contract for all devices in the IDS MFP Program. (Supplies include toner and staples.)

Multifunction Printer services and maintenance are covered by current vendor (Xerox, Konica- Minolta) for all devices in the IDS MFP Program.

The Multi-Function printer program orders paper based on utilization to all users in the fleet.

Distribution of paper is coordinated though the current vendor (Office Depot Max) and delivers the paper to the desktops of each State agency.

B. Network and Personal Printers.

Network and personal printers are currently purchased by State Agencies through the Colorado State

Price Agreements issued by the State Purchasing Office.

Agencies are responsible for purchasing their own toner using State Price Agreements.

Agencies are responsible for managing their own maintenance agreements for printers not on warranty.

Agencies purchase paper for their network and personal printers.

Standards on printers have been set (see Exhibit H, IDS/OIT Printer Standards)

Multiple vendors and models are utilized.

ACTION: In its proposal response, Offeror is to provide is to provide a print road map that includes the recommendations listed by the DPA/OIT Lean Business Case (Exhibits B and C) on

Standardization and improving the device to employee ratio to 6 to 1.

3.5 Services Requirements.

A. IDS Related Services:

Moving the State to an updated and consolidated printing/copier/fax/scan system for the metro- Denver State agencies enables greater functionality and strategic placement of resources.

Approaching this project from a strategic standpoint, whereby printers and multi-function machines are placed in high-use areas, also allows IDS to better track initiatives to reduce paper usage (commitment to sustainability). The methodology consists of continual assessment; effective transformation; pertinent device and process management; and continuous monitoring and improvement.

The Colorado Governor’s Office of Information Technology (OIT) and IDS require quarterly security audits of the MPS monitoring center at the awarded Vendors’ expense. The MPS monitoring center and support monitored in the contingent United States of America.

IDS requires an awarded Contractor to provide the following services:

Central and core to IDS’s managed services strategy is to have one centralized, server-based analytical application capable of capturing key networked print device elements incorporating Simple Network Management Protocol (SNMP) and Management Information Base (MIB). The current IT architecture at the State is segmented and will require 18 instances of the software analytical application. The software analytical application is to be managed by the awarded Contractor. The monitoring of the State’s print ecosystem in relation to this RFP is to reside at the Contractor’s location. The Colorado Governor’s Office of Information Technology (OIT) and IDS require quarterly security audits of the MPS monitoring center at the Contractor’s expense. The MPS monitoring center and support monitored is required to be in the contingent United States of America. .

1. The analytical application tool will provide the following features and services:

(i) Remote meter collection and reporting for all networked MFP’s and networked printers.

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(ii) Pro-Active Monitoring of the IDS current MFP fleet of Xerox/Konica-Minolta multifunction printers (under IDS contract with Xerox and Konica-Minolta) to provide usage/job accounting tracking, and auto-replenishment of supplies at no cost (supplies are already in the Xerox/Konica-Minolta contract); thus, any charges by another vendor is a duplicate cost not acceptable to the State. In addition, providing and dispatching service technicians based on real time data that a MFP under the IDS MFP Program is not functional.

(iii) Pro-Active Monitoring of all network print devices to provide usage/job accounting tracking, and auto-replenishment of supplies for all vendors makes and models at no cost thus any charges by another vendor would be a duplicate cost not acceptable to the State. In addition, providing and dispatching service technicians based on real-time data that a network printer is not functional.

(iv) Job accounting for print and copy usage by individual user, department, device, and physical location.

(v) Metrics and reports of the following are to be generated, scheduled and provided to IDS on a quarterly basis for all printers and IDS MFP Program under the Manage Print

Service Solution.

Power usage – total annual kWh.

Paper usage.

Total pages printed monthly: B&W vs. Color.

Total e-mailed scanned pages per month per device.

Total copies per month per device (B&W vs. Color).

Total faxes per month per device.

Average device utilization per month per device compared to target utilization.

Hardware inventory.

IP address, manufacturer, model, serial number, age of device.

Percent directly connected vs. networked.

Number of tickets for repair, average time to resolve.

Machines with service calls in excess of 5 per month.

Asset Details Report: At a minimum the report includes manufacturer, model, serial number, MAC address, IP address, physical location (by user’s Department and address), color capable, duplex capable, etc.

Monthly Meter Report: All billable meters included in the report, by device.

Asset SLA Report: SLA performance report for response time, resolution time, uptime and utilization SLA targets.

Asset Incident Summary Report: Weekly incident details report, Monthly incident details report.

Job Accounting Details Report: Monthly job accounting report summarizing usage tracking for print and copy by user, by Department, by device.

Dashboard Help Desk Reports: reporting of real time help desk incidents currently being worked, both proactive and reactive incidents.

Volume Trend Report: Weekly/Monthly volume trending reports by device, by location, by department.

Sustainability Reports: Green office improvements through optimization, migration of simplex to duplex, N-up, compared to baseline metrics.

Security Audit Reports: Security audit of the MFD to monitor device password, ports enabled, protocols enabled, ensure MFD’s remain configured to OIT’s approved specifications.

Custom Report Options, if required by the State.

2. A Cloud or Server based incident management platform to manage the end-user submitted incidence for break/fix, consumable replacement, move/add/change/dispose requests and end user service requests.

3. Mobile Print Services to support various mobile-type devices, including Apple’s IOS and Google’s Android based devices.

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4. Comprehensive onsite assessment services, which includes a physical inventory of all devices within a given agency or department, capturing specific devices attributes, optimization analysis, measure current baseline, propose future state cost savings, sustainability improvements, and device ratio and utilization improvements.

5. Integration with an Internet based services portal with end user interface for opening support incidents, viewing reporting dashboards, customizable content for Frequently Asked Questions (FAQ), hosted online surveys, and print device map and locations services.

6. Provides Internet based reporting, automatic scheduled reports to assigned users, “ad hoc” and customized report capabilities.

7. Provides a solution that includes professional Change Management consulting, and custom programs (methodology) to improve adoption of new services.

8. Service hours: requires equipment serviced a minimum of 5 days per week, Monday through Friday, from 8:00 a.m. to 5:00 p.m. (MT). Contractor may be required servicing outside of normal business hours.

B. Non-State Agencies Related Services. How different is this than IDS’ needs, explain in detail for each of the elements in 3.5.A above.

ACTION: In its proposal response, Offeror is to provide a detailed solution to the desired services requirements in this section.

3.6 IDS Accounting Office Requirements.

Contractor billing is due to IDS on the first business Friday of every month via email. The required format will be a spreadsheet, as a Microsoft Excel Workbook. (For additional information, see Exhibit F, OIT –

Service Level Agreement Requirements.)

ACTION: In its proposal response, Offeror is to provide a statement that it can…