91608355_Multi-Function Device RFP_Amendments_and_ Attachments.pdf

RFP SUMMARY

REQUEST FOR PROPOSALS

for

MULTI-FUNCTION DEVICES AND RELATED

SOFTWARE, SERVICES AND CLOUD SOLUTIONS

Issued by

THE STATE OF COLORADO

State Purchasing & Contracts Office

In collaboration with

SOLICITATION NUMBER: RFP-NP-23-001

RELEASE DATE: February 3, 2023

REVISION DATE: February 27, 2023

DEADLINE FOR SUBMISSION: April 14, 2023 @ 1:00 PM (Mountain Time)

Request for Proposals for Multi-Function Devices and Related Software, Services and Cloud Solutions

Solicitation Number: RFP-NP-23-001

I. OVERVIEW

A. This Request for Proposals (RFP) is being issued by the State of Colorado on behalf of the State Purchasing & Contracts Office (“Lead State”) in collaboration with the NASPO ValuePoint cooperative purchasing program. The purpose of this RFP is to establish Master Agreements with qualified Manufacturers to provide Multi-function Devices (MFD’s), Single-function Printers, Production and Industrial Print Equipment and Services, Large/Wide Format Equipment, Scanners, and Specialty Printers. Managed Print Services (MPS) and software bundles that enable efficient workflows which enhance the productivity and capability of the Devices are also included, along with digital document solutions that involve imaging, retrieval, archival, scanning services, and back file conversion. In addition, IT solutions such as Software as a Service (SAAS), cloud-based offerings, and web-based fleet management tools are also offered. The Products and Services that will be available under the resulting Master Agreement(s) will be categorized as follows:

Primary Products and Services:

Group Products and Services

A A3 MFD – OEM only

B A4 MFD – OEM and Non-OEM

C Production Equipment – OEM and Non-OEM

D Single-function Printers – OEM and Non-OEM

E Large/Wide Format Equipment – OEM and Non-OEM

F Scanners – OEM and Non-OEM

G Software – OEM and Non-OEM

H Consumable Supplies – OEM and Non-OEM

I Managed Print Services

Ancillary Products and Services:

Sub-Group Products and Services

G1 Software Related Services

C1 Standalone Production Devices (cutters, sorters, binders) – OEM and Non-OEM

C2 Industrial Print Equipment – OEM and Non-OEM

D1 Specialty Printers (3D, receipt, barcode label, card, cable) – OEM and Non-OEM

B. The objective of this RFP is to obtain best value, and in some cases achieve more favorable pricing, than is obtainable by an individual state or local government entity because of the collective volume of potential purchases by numerous state and local government entities. The Master Agreement(s) resulting from this procurement may be used by state governments, including departments, agencies, institutions

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

of higher education, political subdivisions (i.e., school districts, counties, cities, etc.), eligible non-profit organizations, the District of Columbia, and U.S. Territories, subject to approval of the individual Chief Procurement Officer and compliance with local statutory and regulatory provisions.

C. NASPO ValuePoint is a division of the National Association of State Procurement Officials (NASPO), a non-profit association dedicated to advancing public procurement through leadership, excellence, and integrity. In accordance with NASPO ValuePoint’s Lead State™ model, the Lead State is issuing this RFP, evaluating responses, and establishing Master Agreements with the support and assistance of a Multistate Sourcing Team™ comprised of individuals from other member states, representing a broad range of perspectives that ensure the RFP incorporates best practices recognized by public entities across the country.

II. GENERAL INFORMATION AND INSTRUCTIONS

A. RFP Contact. The following individual is the sole contact for this RFP:

Nikki Pollack State Procurement Administrator State of Colorado Nikki.pollack@state.co.us

B. RFP Website. The following website, Colorado VSS, is the sole official source for RFP information and updates: https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

Instructions for locating RFP:

1. Click on the Public Access button

2. In the Keyword Search box, type in “Nikki Pollack”

3. Locate the RFP based on the title of the Solicitation and click on the Details tab

C. RFP Documents. This RFP consists of this RFP Summary, the following attachments, and any amendments or modifications posted by the Lead State to the RFP Website, as amended:

1. Attachment A, RFP Terms and Conditions

2. Attachment B, Scope of Work

a. Attachment B-1, Authorized Dealer Form

b. Attachment B-2, Authorized Dealers by State

c. Attachment B-3, Sample D&A Certificate

d. Attachment B-4, Sample MPS Statement of Work

3. Attachment C, RFP Evaluation Plan

4. Attachment D, Claim of Business Confidentiality

5. Attachment E, Offeror Information, Acknowledgements and Certifications

a. Attachment E-1, W9 Request for Taxpayer Identification Number and Certification https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

6. Attachment F, Technical Response Worksheet

7. Attachment G, Cost Proposal Information and Instructions

8. Attachment G-1, Group A Price List

9. Attachment G-2, Group B Price List

10. Attachment G-3, Group C Price List

11. Attachment G-4, Group D Price List

12. Attachment G-5, Group E Price List

13. Attachment G-6, Group F Price List

14. Attachment G-7, MPS Price List

15. Attachment H, Sample Master Agreement

16. Attachment I, Proposed Modifications to Sample Master Agreement

17. Attachment J, Potential Participation

18. Attachment K, Proposal Checklist

D. Important Dates

1. RFP Pre-Proposal Webinar (for Manufacturers only): February 9, 2023 at 1:00PM MST

Attendance is optional, and registration is required. Please email Nikki Pollack to register.

2. RFP Q&A Deadline: February 16, 2023 at 3:00 PM MST

3. RFP Q&A Posted: February 270, 2023 at 5:00 PM MST (actual estimated)

4. RFP Closing Date: April 14, 2023 at 1:00 PM MST

5. Public Opening of Proposals: April 14, 2023 at 2:00 PM MST at meet.google.com/hfu-emcn-kid

6. Award Notification: June, 2023

7. Master Agreement Negotiations: June, 2023 – September, 2023

8. Contractor Kick-Off Meeting: September, 2023 (estimated)

9. Contract Start Date: August 1, 2024

Dates and deadlines are subject to change. Offerors should continue checking the RFP Website for the most up-to-date information.

E. How to Ask Questions

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. All questions about the content of this RFP must be submitted via e-mail to Nikki Pollack at nikki.pollack@state.co.us. All questions must be received no later than February 16, 2023 at 3:00 PM MST. Questions must reference the specific section of the RFP to which the question relates.

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

3. For assistance with technical issues associated with the RFP Website, contact the ColoradoVSS Help Desk at VSSHelp@state.co.us.

F. How to Respond

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. Prepare a Proposal that:

a. Follows the requested format;

b. Includes the Solicitation Number on all materials making up the Proposal;

c. Addresses each question and request for a response in this RFP, including all questions in Attachment F, Technical Response Worksheet;

d. Includes all required submission materials identified in Section IV below.

3. Submit your Proposal by the RFP Close Date by sending an email to RFP_NP_.s4dtgrg0eyczyye4@u.box.com attaching your Proposal as a zip file. Please note the following:

a. The subject line and the body of the email are not uploaded into the online submission application. Only email attachments are uploaded. Should any Offeror wish to ask a question or make a comment regarding the Solicitation, Offerors should send a separate email to nikki.pollack@state.co.us.

b. Offerors should submit one zip file that contains all required Proposal submission documents. The documents must be segregated into folders per the instructions in Section IV below. The zip file name should include the following title: RFP-NP-23-001, and include the Offeror’s name.

c. The Solicitation submission application typically uploads Proposals within five minutes.

Offerors are advised to submit Proposals no later than one hour prior to the Solicitation deadline to ensure the Proposal has been received.

d. The application sends an email confirmation if the Proposal was uploaded correctly.

e. Please do not encrypt your email. The e-submission program automatically encrypts attachments and any additional encryption may result in failure to upload the Proposal.

f. The Solicitation submission application is only for Proposal submission. All inquiries, questions, comments, or concerns should be submitted to the point of contact via email and not through the Solicitation submission application. In addition, Offeror’s should not carbon copy (cc) the RFP point of contact, or anyone else.

G. Public Opening of Proposals

On the date and time shown in the “Important Dates” Section above, the Lead State will conduct the public opening via a webinar, or as otherwise amended on Colorado 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.

III. SCOPE OF WORK

mailto:RFP_NP_.s4dtgrg0eyczyye4@u.box.com mailto:nikki.pollack@state.co.us

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

A. A detailed description of the Deliverables being sought through this RFP is attached as Attachment B, Scope of Work.

B. The scope of this RFP and its resulting Master Agreement(s) is intended to benefit all state departments, institutions, agencies, and political subdivisions and other eligible public and nonprofit entities in the 50 states, the District of Columbia, and U.S. territories. Therefore, Offerors should not interpret the Scope of Work to be associated with or limited to any specific purchase, implementation, project, need, or program within the Lead State or any other state or eligible entity. Proposals should be generally applicable to all potential Participating and Purchasing Entities, except where specificity is requested.

C. The initial term of the Master Agreement(s) resulting from this RFP shall be 2 years, with the option to exercise renewals totaling up to an additional 3 years following the initial term, upon mutual agreement by the Lead State and Contractor.

IV. OFFEROR RESPONSE

A. Required Submission Materials. The following must be submitted with your Proposal in the format listed below:

1. Folder 1: Administrative Documents:

a. Completed Attachment K, Proposal Checklist

b. Completed and signed Attachment D, Claim of Business Confidentiality

c. Completed and signed Attachment E, Offeror Information, Acknowledgements, and Certifications

d. Completed and signed Attachment E-1, W9 – Request for Taxpayer Identification Number and Certification

e. Redlined copy of Attachment H, Sample Master Agreement (if proposing modifications)

f. Completed and signed Attachment I, Proposed Modifications to Sample Master Agreement

2. Folder 2: Technical Response:

a. Completed Attachment F, Technical Response Worksheet

b. Technical Response Exhibits:

i. Per Question 1.e) of Part II of Attachment F, provide a sample training plan or information sheet that you will give to your Dealers.

ii. Per Question 3.b) of Part II of Attachment F, provide a sample report of the SLA data requested.

iii. Per Question 3.c) of Part II of Attachment F, provide a copy of your organization’s SLA. This SLA must, at a minimum, adhere to the requirements in Section IV.A.2 of Attachment, B, Scope of Work.

iv. Per Question 7.a) of Part II of Attachment F, provide a copy of your organization’s Data Breach plan.

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

3. Folder 3: Cost Response:

a. Completed Attachment G-1, Group A Price List (if applicable)

b. Completed Attachment G-2, Group B Price List (if applicable)

c. Completed Attachment G-3, Group C Price List (if applicable)

d. Completed Attachment G-4, Group D Price List (if applicable)

e. Completed Attachment G-5, Group E Price List (if applicable)

f. Completed Attachment G-6, Group F Price List (if applicable)

g. Completed Attachment G-7, MPS Price List (if applicable)

4. Folder 4: Supplemental Documents:

a. Offeror must submit all Supplemental Documents (refer to the definition in Attachment A, RFP Terms and Conditions) with their Proposal. Please note: Offerors are not required to submit any software related documents with their Proposal (i.e. EULA’s, click-wrap agreements, etc.).

b. ALL Supplemental Documents must align with RFP and Master Agreement requirements.

For example: This RFP stipulates that automatic renewals are NOT allowed, therefore;

Supplemental Documents must have this requirement removed. Another example: No Most States will not indemnify, therefore; Supplemental Documents must have this requirement removed. The Supplemental Documents will be included as Exhibits in the Master Agreement, and while the Lead State will ensure that these documents align with said requirements, it will be at the discretion of the Participating State or Entity to review, further negotiate and/or utilize these documents in their Participating Addendum.

c. All Supplemental Documents must be submitted in Microsoft Office Word format. PDF versions are NOT acceptable.

d. Failure by an Offeror to align their Supplemental Documents with the RFP and Master Agreement, may result in the following:

i. Delay in executing the Master Agreement (if Offeror’s Supplemental Documents do not align with the RFP requirements (i.e. leasing, maintenance, etc.), then the Lead State will require Offeror to revise these documents before beginning any work on drafting the Master Agreement; or

ii. Inability for Offeror to provide leasing or rental options under the Master Agreement.

5. Folder 5: Redacted Proposal:

Redacted copy of Proposal clearly marked as such, if claiming confidential, proprietary, or protected information.

B. Other Documents. The following are informational only and do not need to be submitted with your Proposal:

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

1. Attachment A, RFP Terms and Conditions

2. Attachment B, Scope of Work

a. Attachment B-1, Authorized Dealer Form

b. Attachment B-2, Authorized Dealer List

c. Attachment B-3, Sample D&A Certificate

d. Attachment B-4, Sample MPS Statement of Work

3. Attachment C, RFP Evaluation Plan

4. Attachment G, Cost Proposal Information and Instructions

5. Attachment J – Potential Participation

V. EVALUATION AND AWARD PROCESS

A. Proposals will be sealed until the RFP Close Date. After opening, Proposals will be evaluated in stages as set forth in this section and further detailed in Attachment C, RFP Evaluation Plan.

1. Stage 1: Initial Responsiveness. Proposals will be reviewed for completeness and initial responsiveness. Proposals omitting required documents or responses may be rejected in accordance with Attachment A, RFP Terms and Conditions.

2. Stage 2: Mandatory Requirements. Complete and responsive Proposals will be reviewed for compliance with mandatory requirements. Proposals failing to meet or exceed all mandatory requirements identified in Attachment C, RFP Evaluation Plan, may be rejected in accordance with Attachment A, RFP Terms and Conditions.

3. Stage 3: Technical Criteria. Proposals meeting the Mandatory Requirements will be independently evaluated by the Multistate Sourcing Team against the Technical Criteria set forth in Attachment C, RFP Evaluation Plan.

4. Stage 4: Cost. Proposals meeting the Mandatory Requirements will be evaluated by the Lead State for cost based on the Cost Criteria set forth in Attachment C, RFP Evaluation Plan.

5. Stage 5: Score Finalization. Under the guidance of the Lead State and NASPO ValuePoint, the Multistate Sourcing Team members will meet in person to review and modify their technical scores based on group discussion. This group discussion will be limited to evaluating members only (i.e. neither the Lead State, nor any employee of NASPO ValuePoint will be able to provide input into technical scores) and will be in accordance with Attachment C, RFP Evaluation Plan.

Once technical scores are finalized and locked in, the Lead State will combine cost scores for each Group (e.g. A, B, C, D, E, F) and MPS, with each of the technical scores to determine a final score for each Group. The final score for each Group will have a maximum value of 100%.

6. Stage 6: Award Determination. After evaluations are completed, the Lead State and Multistate Sourcing Team will determine which Proposals are most advantageous to the Lead State and potential Participating and Purchasing Entities based upon the price and the evaluation factors set forth in Attachment C, RFP Evaluation Plan.

Solicitation Number: RFP-NP-23-001

RFP SUMMARY

B. The Offeror is responsible to provide requested information. Proposals shall be evaluated based on the merits of the information received.

C. The Lead State reserves the right to make Awards based on initial Proposals, so Offerors are encouraged to submit their most favorable Proposal at the time established for receipt of Proposals.

D. The Lead State reserves the right to request further details, including formulations, to clarify specifications, and such will be identified as confidential and used for Evaluation purposes only.

E. Only those Offerors who are likely to receive an Award may enter into discussions with the Lead State for the purpose of promoting understanding of the Offeror’s Proposal, and to clarify requirements, including, but not limited to, best and final offer (BAFO). Discussions, clarifications, and demonstrations must be consistent with Offeror's original Proposal and will become an addendum to Offeror's Proposal.

F. The apparent successful Offeror(s) may be required to submit an audited financial statement for the most current reported period and a reasonable number of previous years (in order of preference), in order to assist the Lead State in making its determination of Offeror responsibility in accordance with Section 24- 103-401, Colorado Revised Statutes (C.R.S). Such audited financial statements shall have been reviewed by a certified public accountant, a Third Party prepared financial statement if an audited or reviewed statement is not available, or another financial statement prepared in the routine course of the Offeror’s business; and such documents are provided by Offeror to the Lead State at no cost to the Lead State.

G. This will be a multiple Award RFP.

H. Prior to announcement of Awards and execution of Master Agreements, the Lead State will present an Award recommendation to the NASPO ValuePoint Executive Council for approval of the proposed Awards.

I. Following approval of the NASPO ValuePoint Executive Council, a “Decision Memorandum” will document the basis for the Award decision. The Lead State will post the “Notice of Intent to Award” on Colorado VSS, and the “Decision Memorandum” will be sent via email to all eligible Offeror’s that submitted a Proposal. The Lead State may then begin negotiations of Master Agreements with successful Offerors.

THE STATE OF COLORADO

State Purchasing & Contracts Office

In collaboration with

Amendment # 1

SOLICITATION NUMBER: RFP-NP-23-001

MULTI-FUNCTION DEVICES AND RELATED SOFTWARE, SERVICES AND CLOUD SOLUTIONS

Release Date: February 27, 2023

PLEASE NOTE: The following documents have been modified and uploaded to Colorado VSS. Prior versions of these documents have been removed from VSS and are no longer valid. Any documents that don’t contain updates are still in effect, and have not been removed from VSS. All updates to these documents are denoted in red font, including any language that has been stricken.

All documents can be located on the “Attachments” tab of the Solicitation:

1. RFP Summary – Multi-Function Devices and Related Software Services and Cloud Solutions_updated 02.27.2023

2. Attachment B – Scope of Work_updated 02.27.2023

3. Attachment C – RFP Evaluation Plan_updated 02.27.2023

4. Attachment G – Cost Proposal Information and Instructions_updated 02.27.2023

5. Attachment G-1 – Group A Price List_updated 02.27.2023

6. Attachment G-2 – Group B Price List_updated 02.27.2023

7. Attachment G-3 – Group C Price List_updated 02.27.2023

8. Attachment G-4 – Group D Price List_updated 02.27.2023

9. Attachment G-5 – Group E Price List_updated 02.27.2023

10. Attachment G-6 – Group F Price List_updated 02.27.2023

11. Attachment H – Sample Master Agreement_updated 02.27.2023

12. Attachment J – Potential Participation_updated 02.27.2023

13. Attachment K – Proposal Checklist_updated 02.27.2023

The following questions were submitted in response to this RFP:

# Document Section Reference Question Answer

1 RFP Summary General Information and Instructions;

How to Respond

What is the maximum size of the single zip file allowed when submitting proposals to the solicitation via email?

There is no size limit.

2 Attachment B – Scope of Work

We understand that all of the content in Attachment B – Scope of Work includes maintenance services and MPS only, and excludes drop ship. Is that correct?

This question is unclear. Attachment B indicates that Devices CAN be drop-shipped. Also, since drop-shipped items are typically purchased (rather than leased), the customer may also elect to have a maintenance agreement.

3 Attachment B – Scope of Work I.H.5 and I.H.6

Given the current volatility of interest rates in the market and the high probability for continued increases between the bid due date and the contract start date on 8/1/2024, will Contractors have the ability to update lease rates with supporting evidence to demonstrate such interest rate changes as of the 8/1/2024 contract start date?

No. Even since interest rates started to rise a year ago, very few Awarded Contractors have requested rate increases. In addition, by allowing rate changes prior to 8/1/2025, Offerors could significantly under-bid their proposed pricing in an effort to receive an Award, and then hike their pricing (via way of a rate change).

4 Attachment B, Scope of Work

Ancillary Product and Service Offerings

Is a sub-group automatically included in an award for the Primary Group?

Specifically,

1. Is Sub-Group G1 – Software Related Services automatically included in an award of Group G?

2. Is Sub-Group D1 – Specialty Printers automatically included in an award of Group D?

As stated in the RFP, only Groups A through F, and MPS are being evaluated. Therefore, all Awarded Contractors will automatically be able to offer Software, Software Related Services, and Supplies.

Also stated in the RFP: Any Contractor awarded Group C will also be able to provide products under C1 and C2, and any Contractor awarded Group D will be able to provide products under D1.

5 Attachment B, Scope of Work

Contractor Responsibilities and Tasks Ordering and Invoicing Specifications

Subsection 5 reads: “Contractor and/or Authorized Dealers shall not issue an invoice until the Purchasing Entity has confirmed Acceptance, per section IV.H.”

Does this requirement apply to purchases of product without installation and services—what was referred to in the industry meeting as "drop ship"? Drop ship invoices are issued upon product shipment, not Acceptance. Typically, agencies do not confirm Acceptance for drop ship purchases; they only notify Contractor or Dealer when a product is rejected.

See revision to Attachment B for clarification.

Attachment G - Cost Proposal Information and Instructions

Section II.D

This section states “The List Price must be verifiable and published on the Manufacturer’s website at the time of Proposal submission. A URL link is not acceptable; Offeror must provide a printout of its List Price.”

Should the MSRP/List Price printout include only the Manufacturers Products related to the bid? Please note that Offeror’s entire MSRP/List Price file is extremely large, and even in PDF or Excel, will be hundreds of pages.

Yes. Only submit an MSRP or List Price for the Device that you are submitting a Proposal for. Also note (as stated in the RFP) that ALL new Devices currently listed on Buyer’s Lab MUST be listed in your bid submission or you will not be permitted to add them at any point throughout the term of the Master Agreement. In other words, if a Device is listed as new or newly manufactured on Buyer’s Lab at the time or Proposal submission, then you must include it in your Proposal.

7 Attachments G-1 through G-6 Instructions Tab

The instructions tab includes the Note that the MSRP/List Price and Device offerings will be compared against Buyer's Lab and Manufacturer's website “and/or” List Price. Can this be changed to “or” that would confirm this means the Manufacturer Published

Yes. See revisions to Attachments G-1 through G-6.

List Price/MSRP will be utilized for Manufacturers that do not have their List Price on Buyers Lab?

8 Attachment G-1 Group A Price List Instructions

May a Manufacturer include the same Model number under multiple segments for example in either B&W or Color if each model includes a different speed license?

Please note, the models do not cross over from B&W to Color.

No. The same model may not be listed under different segments (or different Groups). If the model crosses speed segments, then you must choose only ONE segment to list it under.

See revision to Attachment G, Cost Proposal Information and Instructions.

9 Attachments G-1, G- 2, G-4, G-5, G-6

Service–Supplies Pricing tab Additional Service Coverage [per hour]

Given that this contract covers the entire US, may Offeror respond with “Quote Upon Request” in these cells?

Yes.

10 Attachments G-1, G- 2, G-4, G-5, G-6

Service–Supplies Pricing tab Service Calls not covered under the Maintenance Agreement

Given that this contract covers the entire US, may Offeror respond with “Quote Upon Request” in these cells?

Yes.

11 Attachments G-1, G- 2, G-4, G-5, G-6

Service–Supplies Pricing tab Accessory Installation/ Maintenance [per hour]

If Offeror has a flat hourly rate, can that flat rate be noted for an Accessory category rather than noting the specific accessory? This would apply only to an accessory not purchased with the device.

Yes.

12 Attachment K – Proposal Checklist Table Header

The table header reads, “HARD COPY SUBMISSION.” Please confirm that proposals are to be submitted electronically as instructed in the RFP, with no hard copy required.

Confirmed. See revised Attachment K.

13 Attachment B -Scope of Work

Software Subscriptions

In this section it notes, “Any new releases of software versions (upgrades) shall be chargeable to the

The language has been modified somewhat. See revision in Attachment B.

Purchasing Entity; however, Contractor may not charge for the installation of the software upgrade.” In the industry software version upgrades under maintenance services are provided without charge, however installation charges may apply for complicated upgrades and migrations. Based on that detail, can this section be updated to the following: Any new releases of software versions (upgrades) shall be chargeable to the Purchasing Entity;

however, Contractor may not charge for the installation of the software upgrade, except for complicated upgrades and migrations.”

Attachment H, Sample Master Agreement

Canadian Participation

Does this require that the Contractor offer the same products, pricing and discounts for the Canadian market?

Our concerns are variations in product, exchange rates and cost of doing business in Canada.

Note: There were several variations of this question submitted during the Q&A period.

Awarded Contractors who wish to extend their contract into Canada, will be allowed to produce a Canadian pricing schedule during Master Agreement negotiations with the Lead State. Canadian end-user pricing schedules will be based on the current published foreign exchange rate which is simply applied to the US based pricing schedule. The expectation is that the same products will be offered to the Canadian market, unless this causes a negative economic impact to the Awarded Contractor.

15 RFP Summary Section IV.B.2 Please confirm Attachment B-2 does NOT need to be included with our Bid Submission

No, it doesn’t need to be submitted. Section IV.B states this.

16 N/A N/A

Do we submit a list of Authorized Dealers with our proposal, or is this done at the Participating Addenda stage?

No. You will submit this to the Lead State during Master Agreement negotiations.

17 RFP Summary Section V.G

It’s stated this will be a multiple award RFP. Will awards be done similar to the last bid, with awards to all Suppliers scoring over a certain threshold, or will only a specific number of Suppliers receive awards by Group? (Ex. Top 5 scores in a given group)

Offerors will receive Awards based on a natural break in the scoring (this break is not pre-determined, but rather, is based on Offeror’s total score). This means that all Offerors could potentially receive an Award for any Group they respond to. This is the same methodology that was used with the evaluation for RFP-

NP-18-001.

18 Attachment B, Scope of Work Section I.H.6

Can we do only 1 total price update submission per calendar year, or is it each Group may have pricing updated once per calendar year? (Ex.

Group A pricing updated in January and Group B in March).

Each Group may be updated once per calendar year (although the preference would be to do price updates for all Groups at the same time).

19 Attachment B, Scope of Work Section II.A.2.(2.5)

Is there any flexibility on the Group E requirements (a) & (d) [hard-disk drive and automatic media selection]? This restricts us from offering our full product line. Some of our smaller entry level large format devices do not have a hard drive and only hold a single roll.

Group E is an awarded category and the requirements listed provide a baseline for comparison. Awarded Contractors may offer secondary products, with less features, provided you offer a main unit that meets the listed requirements. All Devices submitted with your Proposal must meet the requirements outlined in the Scope of Work.

20 Attachment B, Scope of Work Section II.A.3.3

Will the Energy Star requirement also apply to the Sub-Group D1?

Some preliminary discussions indicate that these products do not meet the definition of “Imaging Equipment” covered and that several of the features used as criteria do not apply to these products.

No.

21 Attachment B – Scope of Work II.B.2

Would the sourcing team consider other options for how Sub-Group discounts are determined? Currently some of the products that would fall into sub-groups are vastly different

Yes. Please refer to the revised language in Attachment B.

from the main group and have entirely different discount structures.

22 Attachment B, Scope of Work Section IV.I.5.(5.1)

Does this mean that if a customer requests a device relocation, the hard drive should be cleansed prior to the shipping company taking possession?

No. Please see revised language in Attachment B.

23 N/A N/A

For Offerors unfamiliar with Buyer’s Lab, can the Lead State provide further information:

1. Are there any costs or fees associated with listing products on Buyer’s Lab?

2. What types of information about the products available under the Master Agreement are required to be listed on Buyer’s Lab?

3. Will Awarded Contractor be required to complete product testing or third-party certification as part of the Master Agreement?

4. How long does product testing generally take?

5. Can the Lead State provide the technical requirements an Offeror will need to comply

1. You will need to address any cost or fees associated with this service with BLI directly.

2. BLI is used to verify pricing, status of products, speed of devices, and Group/segment classification.

3. Question is unclear; the State chooses not to respond.

4. It depends on the product. You will need to address this with the independent testing facility that is testing your products.

5. This question need to be directed to BLI, as this is not a Lead State duty.

with when implementing Buyer’s Lab?

24 Attachment B, Scope of Work

Ancillary Product and Service Offerings

Industrial Print solutions (back-file conversion, enterprise content management). We believe the description in parenthesis is a typo, as this is an ECM description. Can you please confirm.

The reference to back-file conversion and enterprise content management serve as examples of possible software features available in an Industrial Print unit.

These are not mandatory.

25 N/A N/A

Is ongoing Device firmware management and/or ongoing Device security management required in the main components of the MPS offering?

Unless otherwise agreed to in the Statement of Work, which is required for all MPS engagements, customers will generally expect that firmware management and/or ongoing device security management would be part of an MPS program.

26 N/A N/A

For Remote Device Monitoring, you included examples such as job accounting, automated meter reads, and automated toner replenishment. Are all of these required to be included in the MPS engagement, or are any optional(such as job accounting).

Specifically for job accounting, what is your definition of “job accounting”?

The examples cited are features normally offered in an MPS engagement though not absolutely required. All MPS engagements require a written Statement of Work (SOW) and thus all features offered, and those not offered, should be addressed in a SOW in order to ensure a full understanding of expectations.

Job accounting is the process of tracking jobs or projects so that incurred costs can be assigned or accounted for properly.

27 N/A N/A

Is there a preference for analytics/operations dashboards to complement reporting?

Analytics/operations dashboards generally give instant visibility to the Purchasing Entity of the Contractor’s monitoring/servicing of the fleet while reporting tends to be delivered on a schedule or upon request.

Analytic dashboards should compliment reporting where possible as the whole purpose of analytic tools is to provide customers with relevant information to make informed decisions.

28 N/A N/A

We are providing pricing now for a bid that starts in August of 2024. If the MSRP increases between bid submission and August of 2024,and if the discount percentage of MSRP is maintained, when will price increases be allowed?

As stated in the RFP, pricing must remain firm through July 31, 2025. This means that price increases can be submitted for approval beginning on August 1, 2025.

29 N/A N/A

Is there a timeframe for when the state of New Jersey will be joining NASPO? Will this occur during the current contract or when the new contract is awarded?

The Lead State has no additional information on New Jersey’s participation.

30 N/A N/A

Since the same people who are responsible for responding to the bid will be attending the exchange conference, can the bid extend until the end of April?

No; for a variety of reasons, the RFP closing date will not be extended.

31 N/A N/A

When responding to Attachment F, can we imbed supporting documentation into the comment section in a word or PDF format?

No. If there are additional documents you would like to include with your Proposal, then you must label them as such and include them as PDF or Word documents so that the Evaluators can easily access them.

32 N/A N/A

If an OEM wants to offer both a Company branded leasing option, as well as 3rd party leasing option, should they submit two sets of documentation? one company branded and the other 3rd party branded? The intent is that both sets of docs will honor the same terms and conditions and that the lease docs and schedules would be the same except for the difference in branding.

No. Only attach one version of the document, but leave the Lessor information as a fillable field.

33 N/A N/A

Will NASPO provide an redlined version of the Master Agreement that shows the differences if any between Master Agreement from the last RFP, compared to current RFP, so we can easily identify any changes?

No. The version of the Master T&C’s that were posted with this RFP is a completely different template than the current Master Agreement.

34 Attachment B, Scope of Work

Subgroup Category Discounts

Can you please explain where the pricing should be input on the Group sheets, and how the Sub-Group category discounts will work?

You will not submit Sub-Group pricing with your Proposal, nor will you submit pricing for Software or Supplies. The only pricing you will submit with your Proposal is for Groups A through F, and MPS. Sub- Group pricing (and the products for those Sub-Groups) will be submitted to the Lead State during Master Agreement negotiations.

Refer to Section IV., Offeror Response, in the RFP Summary document.

Also refer to the revised Attachment B for information on Sub-Group discounts.

35 Attachment B, Scope of Work Section I.E

Will a vendor that is awarded MPS be able to sell all groups off of the contract, even though they were only awarded MPS?

As with the prior RFP, MPS will not be a stand-alone Award. The only way an Offeror can provide MPS is if they are awarded Group A, B, C, D, E and/or F. The Offeror can then provide MPS under ANY Group, even if they weren’t awarded all groups, BUT they may only place products under the Group(s) they were awarded.

See clarification regarding MPS in Attachment C, RFP Evaluation Plan, and in Section I.D of Attachment B.

36 N/A N/A

Since the ability to add new product would be limited to every quarter and it could take an additional 30 days to approve those additions it may take 4 months to add new product if it is introduced right after the deadline. If a vendor has a new line up of models introduced of 5 or 6 models they could be without a

Product updates will be allowed monthly. See revised Attachment B.

way to assist state accounts with those models for up to 4 months since the existing models would be discontinued. Would you please consider doing updates monthly to avoid these delays for State & Local customers? Could the vendor submit a copy of the BLI sheet w/new models to expedite the approval process?

37 Attachment B, Scope of Work Section IV.A(2.1)(b)

Please clarify if where it says “initial,” should it say “additional” as highlighted below:

In addition to the one-hour training session for each Device, Purchasing Entity may also request an initial, one-hour training session for technical support, which shall include network connectivity and print driver installation. Contractor shall provide this initial training free of charge, via a delivery method mutually agreed upon by Contractor and Purchasing Entity.

Language has been modified. See revised Attachment B.

38 Attachments G-1 through G-6 N/A

In each pricing group file on the discount from MSRP tab there is a reference in column A for OEM Software and Non-OEM software.

What type of software are you referencing here.

All of the OEM and Non-OEM software that you provide. However, because discount percentages will vary among software products, and because multiple software products can be used on the same type of Device, you should list the lowest discount you offer for software within the Segment of that Group.

For example: If OEM Software Product X is used on a Segment 2 B/W Device in Group A, and the discount you offer for Software Product X is 5%, and OEM Software Product Y is also used on that same Device, but the discount you offer is 7%, then the discount for OEM

Software under Segment 2 B/W in Group A, would be 5%.

The Lead State fully anticipates that many software offerings within each Segment might be listed at 0%, but the expectation is that if an Awarded Contractor offers a higher discount than 0% for any software offering, then they extended that discount to the Purchasing Entity. Such discounts will be reflected on the Software Price List that is submitted to the Lead State during Master Agreement negotiations.

39 Attachment G-7, MPS Price List N/A

On the Previous Pricing we were provided a Tab for Optional MPS Pricing that includes a lot of services that are part of most MPS Programs, with this submission that tab has been removed where would you like for us to include those services?

Per the RFP, you will only submit pricing for the Required MPS Pricing components. The Optional pricing tab has been removed for evaluation purposes, but Awarded Contractors will include it back in when they submit their full MPS Price List during Master Agreement negotiations.

40 RFP Summary Section IV.4.b

Most States have accepted indemnification on the current and previous NASPO/WSCA contracts supplemental documents. Please allow inclusion of indemnification in the supplemental documents and allow each State to accept.

While the language in the RFP Summary HAS been modified, the requirement to remove the indemnification clause from all Supplemental Documents remains.

When Participating States began signing their PA’s four years ago, numerous Participating States questioned why the Lead State had not removed the indemnification clause during Master Agreement negotiations. For this reason, the Lead State is now requiring the removal of this clause from all Contractor documents.

If State’s “allowed” this clause, it’s likely due to the fact that they thought 1. The Lead State had already removed this clause, and/or 2. They didn’t review the document carefully enough.

If the Awarded Contractor would like this language included in their Supplemental Documents, then it will need to be addressed with each Participating State at the time of PA negotiation.

41 Attachment B, Scope of Work

Section IV.A.2.2, Preventative Maintenance

Can this requirement be removed for OEM’s that don’t perform Preventative Maintenance since it is sold by reseller partners ?

No. Any Dealer that you have authorized to sell or perform services under your Master Agreement must adhere to all requirements in your Master Agreement, and that includes performing required Preventative Maintenance on applicable Devices. This is the same requirement in the current Master Agreements.

42 Attachment B, Scope of Work

Section IV.A.4.2, Period Reporting

Does this apply to non-Managed Print Services purchases? For example, transactional printer only purchases?

Yes. If a Purchasing Entity requests a report, whether it be for one Device, or a fleet of Devices, Awarded Contractor must provide them with the information requested.

43 Attachment B, Scope of Work

Section IV.B.1.2, NASPO ValuePoint Reporting Contact

Section references quarterly report.

Please provide quarterly report template.

No, the Lead State does not feel this is necessary since the reporting information is the same as current contractual requirements.

44 Attachment B, Scope of Work

Section IV.E, Ordering and Invoicing Specifications

This is an issue for us and possibly our resellers. Our invoices don’t contain a lot of these details.

Perhaps consider leaving these details to a Participating Addendum level?

Language has been modified. See revised Attachment B.

45 Attachment B, Scope of Work Section IV.E.5

Is this meant for MPS only? For purchase, invoices are sent when shipped.

See revised language in Attachment B.

46 Attachment B, Scope of Work Section IV.H

D&A certificate required before sending an invoice. Is this meant for MPS only? For purchase, invoices are sent when shipped.

See revised language in Attachment B.

47 RFP Summary Overview, Section A., Primary Products and Services

If a Offeror is awarded Group B with OEM product can they add Non-OEM product to the contract after award?

Yes. Offeror’s are not required to submit Non-OEM with their Proposal, but if all they offer under Group B, C, D, E and/or F is Non-OEM, then they must submit a Proposal for Non-OEM in order to be considered for Award of that Group. Below are a few examples:

1. If Offeror submits a Proposal for their OEM Devices in Group B, then all of those OEM Devices must be a.) Listed on Buyer’s Lab and b.) Be new or newly manufactured according to Buyer’s Lab. If Offeror fails to include any new or newly manufactured OEM Devices (that are listed on Buyer’s Lab) in their Proposal for Group B, then they will not be permitted to add those Devices at any time throughout the term of the Master Agreement. If Offeror also wants to provide Non- OEM Devices under Group B, then they don’t need to include these Devices in their Proposal, BUT, they must indicate on the Discount from MSRP tab what discount they are offering for all Non-OEM Base Models and other applicable Third-Party options.

2. If Offeror is not an OEM of Group F Devices, but wishes to be awarded this Group, then they must submit a Proposal for Non-OEM Devices. These Devices must be listed on Buyer’s Lab and must be new or newly manufactured according to Buyer’s Lab.

3. If Offeror is an OEM for Group C, but only submits a Proposal for Non-OEM in Group C, then Offeror will not be allowed to provide ANY OEM Devices under Group C throughout the term of the Master Agreement (should they be awarded Group C).

48 Attachment B Purchase, Lease and Rental Programs

May Offerors provide a Tax-Exempt Municipal Lease (TELP) as a leasing program option? We have received lots of inquiries about this type of lease because it is a simple and rapid leasing solution for a municipality.

Government Entities are already tax-exempt. In addition, there is a non-appropriation clause built into the Scope of Work in the RFP, so the benefits a TELP provides are already extended to users by way of the Master Agreement anyway. That said, as long as the TELP adheres to the requirements in the RFP, and provides one of the authorized acquisition options listed in the RFP (e.g. $1 Buyout), this lease document can certainly be submitted with your Proposal.

49 RFP Summary Ancillary Products and Services

Will Thermal, Receipt, Barcode or Kiosk Printers be included on this contract, or will they be sourced as open market?

All products will be reviewed by the Lead State at the time of Master Agreement negotiation to determine whether they will be allowed under Contract, and how they will be categorized (e.g. what Sub-Group they may fall under and whether they adhere to the requirements of the Open Market provision).

Attachment B-3, Sample D&A Certificate

N/A

Is the Sample D&A Certificate provided required for all installations? Manufacturers have their own Certificate of Acceptance which is signed when the product is installed.

A D&A Certificate IS required for all non-dropped-shipped Devices, but the Sample provided in the RFP is just that, a Sample. Awarded Contractors may use their own D&A Certificate upon approval by the Lead State.

Such Certificate will be included as an Exhibit to the Master Agreement.

51 Attachment B, Scope of Work I.H, Pricing

Based on the requirement to not lower the discount percentage during the entire term of the contract, does this section refer to MSRP price increases only?

Yes. The MSRP may be adjusted, as long as it coincides with the MSRP on Buyer’s Lab (or via other verifiable means if the MSRP is not listed on BLI). The discount percentage must remain firm throughout the term of the Master Agreement, UNLESS the Awarded Contractor wants to increase the discount percentage (e.g. provide a deeper discount, such as changing it from 30% to 35%).

52 Attachment B, Scope of Work II.9.2.b

For purchased Devices, the initial term is determined by the Purchasing Entity, as long as it does not exceed 60 months on Group A, Group B, Group D, Group E, and Group F Devices, and 120 months on Group C Devices.

Why would we evaluate C:

Production, beyond industry standard of 7 years? IRS Publication 946: General Depreciation identifies Table of Class Lives and Recovery Periods have a maximum 7 year for Production (Group C), maximum 5

This section ties directly to the ability to offer a maximum 120-month lease term on Group C Devices.

The term of the maintenance agreement must be for a period that is equal to the term of the lease agreement.

Some customers want the ability to lease Devices (in particular, large, multi-million dollar production equipment) for 10 years; likewise, some current vendors have indicated their desire to offer longer lease terms than what the current Contract affords.

year for Office Copier/Printer groups.

53 Attachment B, Scope of Work N/A What’s the difference between subcategory and NSP?

A Sub-Group are items that will be listed on the applicable Awarded Contractor’s C1, C2, D1 and G1 Price Lists. These Price Lists will be submitted to the Lead State during Master Agreement negotiations. NSP, or Open Market Items, are NOT listed on any Price List under the Master Agreement, MUST be discounted at a minimum of 15% off of MSRP, AND, may be subject to a dollar limit, depending on Participating State requirements.

Attachment H, Sample Master Agreement

Section V.(5.2.1.2.2), Lease and Rental Equipment

Some Suppliers have Service and Supplies included in the invoiced amounts. Would you allow Suppliers to continue to utilize the current format and report the actual total invoiced amounts, including amounts billed for Usage Based Service and Supplies?

Yes.

55 Attachment B, Scope of Work Section I.C

Is it a mandatory requirement for devices that are designed to require an operator with vision and mobility capabilities.

No. Please see revised Attachment B.

56 Attachment B, Scope of Work

Section II.A(2.6), Group F Scanners

Are accessories that enhance the functionality of the device beyond the listed specifications permitted?

Yes. As long as the minimum requirements are met.

57 Attachment B, Scope of Work Pricing

Please confirm if the contractor has the option to update the pricing every 12 months from the effective date of the agreement.

Confirmed, but only with proper justification and upon approval from the Lead State.

58 Attachment B, Scope of Work

Lease and Rental Rates

Please advise if leasing and rental rates are optional pricing options (non-mandatory requirement) for

Per the RFP (specifically, Attachment G), Offeror must provide a leasing option for Group A, Group B, and Group C. Lease (and rental) options are not required for Group D, Group E and Group F.

which Offeror has the choice to offer or not offer as…