Attachment_E-Specifications-Final.docx

ATTACHMENT E – SPECIFICATIONS

Responder Name: ______________________________

A. DEFINITIONS

Agent: A person or entity who is authorized to act for another (the agent's principal) through employment, by contract or apparent authority.

Business Critical: A business need which, if not completed, seriously impairs the ability of a Customer to perform vital business functions.

Consumables: Include normal operating toners (black & color), developers, fuser oil, staples or any item required to make the device run (normal operating supplies do not include paper).

Contract Price: Retail Price with discount off segment line offered to the State through this solicitation that applies to all products.

Contractor: A Manufacturer that has been awarded a Contract with the State of Minnesota through this solicitation.

Core Business Hours: Defined as 7:00 AM to 5:00 PM Central Time, Monday through Friday, excluding State Holidays. Note: for response times, only the hours listed within the confines of this definition will be considered when determining the response timeline requirement. For example, if the Contractor receives a call indicating that a customer needs maintenance at 3:00 PM on Friday and the Contractor has four (4) Core Business Hours to resolve the issue, then the Contract will be required to resolve the issue by 9:00 AM the Monday after the call came through.

CPV Member: Any governmental unit having independent policy-making and appropriating authority that is a member of Minnesota’s Cooperative Purchasing Venture (CPV) program.

CPV Program: Minn. Stat. § 16C.03, subd. 10 authorizes the State, acting through its Office of State Procurement (OSP), to enter into purchasing agreements with one or more governmental units and other entities allowable by law, as described in Minn. Stat. § 471.59, subd. 1, to exercise jointly the purchasing powers and functions each has individually. This authority is referred to as the Cooperative Purchasing Venture program. For more information, see State web site https://mn.gov/admin/osp/other-purchasers/cpv/.

Customer: Applies to any State of Minnesota agency or CPV member using this contract.

Downtime: An amount of time that is measured from the time when a service call is logged to the time when the device(s) is restored to full functionality according to the Customer.

Excessive Service: Three (3) or more calls within thirty (30) days resulting from degraded or unavailable MFD device functionality.

Failed Device: A device that has lost the capability to perform one or more of its multifunction features.

First Call: The initial service call a Customer places to describe an issue with an MFD.

First Call Effectiveness: Measured by the Contractor or Reseller/Agent’s ability to remedy an issue on the first service call and that no other service calls are placed for that same issue on that same device within ninety (90) days.

Inactivation Date: The date on which a Customer requests a Contractor to remove a device from their premises.

Lemon: Any equipment that fails to operate mechanically in accordance with the Manufacturer’s published performance specifications four (4) times in any four-week period or is subject to documented recurring problems.

List Price: same as Retail Price, below.

Manufacturer: A company that, as its primary business function, designs, assembles, owns the trademark/patent and markets multifunction device equipment.

Multifunction Device or MFD: An office device which incorporates the functionality of multiple devices in one. An MFD has all the following functionalities: print, photocopy, scan, and fax that can work independently of each other.

Non-performance: Failure to comply with Contract.

OSP Contract Manager. The person assigned by the State to manage the RFP process and the resulting Contract(s).

Reseller/Agent: A subcontractor of the Manufacturer for the purposes of this Contract.

Responder: A Manufacturer responding to this Request for Proposal (RFP).

Response Time: Response time is defined as the time interval between the problem call by the Customer and the on-site arrival of the Contractor’s technician or response from Contractor’s network engineer.

Retail Price: The Manufacturer Suggested Retail Price.

Significant Failure: A failure of one or more multifunction capabilities resulting in Customer not being able to perform Business Critical work.

Standards Price: Contract Price with discount which applies to only Standard Products listed on the State of Minnesota’s MNIT Services’ BUY.IT website.

State: The State of Minnesota.

State Holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving and the day following Thanksgiving, and Christmas Day.

Targeted Vendor: Small businesses, economically disadvantaged area small businesses, veteran-owned small businesses, small businesses owned and operated by women, by minority groups (defined in Minn. Rules Chapter 1230), or by persons with a substantial physical disability.

Uptime: An amount of time measured from the restoration of full functionality until the next time a service call is logged.

B. INSTRUCTIONS

This section includes a mix of mandatory and desirable specifications and narrative responses. These are identified in the second column. Mandatory specifications are identified with an (M), desirable specifications are identified with a (D), and narrative responses are identified with a (NR). Respond to each of these items as follows:

· For each mandatory specification:

· Indicate your ability to meet it by answering the applicable “comply yes/no” column.

· A response of “yes” will be understood by the State and the responder to mean that the responder has read and understands the mandatory specification, and will comply with the specification in an awarded contract.

· Any questions or requests to modify a mandatory specification should be submitted to the solicitation contact person by the deadline for questions detailed herein.

· For each desirable specification: indicate your ability to meet it by answering the applicable “comply yes/no” column.

· Some mandatory and desirable specifications also require a narrative response. When this applies, provide the requested information. Promotional brochures, links to other documents, and unnecessary detail beyond what is asked for and sufficient to present a complete and effective response to the specification are not warranted.

C. SPECIFICATIONS

Yes/No Response

Company Overview

Provide a brief company history including but not limited to number of years your company has been in business, any buyouts or mergers along the way, and the financial stability of the company.

Responders should not include Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

N/A

Accessibility

For example, a user scans their badge and activates printing by speaking. The goal here is that the user does not have to interact with the device’s touchscreen to release the print job.

N/A

For example, a user scans their badge and is able to use a voice-activated menu to choose their desired function.

N/A

N/A

For example, when a user is printing or scanning, a speech or tone signifies that the device is connecting or doing something.

N/A

For example, swiveling or adjustable touch screens or foot switch.

N/A

Scope of Work

N/A

N/A

N/A

N/A

N/A

Equipment Offered

Segment 1 i optional. Contractor may offer Digital Black/White and Color MFDs that meet or exceed the standards listed for segment 1 and attached as Attachment G and Color standards attached as Attachment H.

N/A

N/A

N/A

N/A

Upon the State’s request, you must provide your SLA in editable Word format.

N/A

Environmental

N/A

N/A

N/A

Which of the following EPEAT Optional criteria do your products meet?

· 4.2.2 – Net zero GHG commitment

· 4.4.2 – Manufacturer renewable electricity

· 5.1.4 – Recycled / biobased plastic content

· 5.1.5 – Recycled metal content

· 6.4.1 – Reduction of high priority process chemicals

· 6.2.2 – Disclosure of declarable substances

· 6.1.7 – Reduction of PFAS in plastic parts

· 6.5.2 – Restriction of PFAS in packaging

· 7.1.4 – Supply chain transparency

Information about EPEAT required and optional criteria for Imaging Equipment can be found here:

https://www.epeat.net/about/epeat-criteria

Click on the link below to view IEEE Standards. You may need to create a free IEEE account, then you can download the PDF of the Imaging Equipment document, IEEE 1680.2-2024:

1680.2-2024 - IEEE Standard for Environmental Assessment of Imaging Equipment | IEEE Standard | IEEE Xplore

Provide details.

N/A

N/A

N/A

Note that the State is intentionally exempting MFDs sold under Segments 1, 5, and 6 from this requirement.

N/A

General Specifications/Purchase Agreements

Note that the State is intentionally excluding lease agreements from this specification.

N/A

N/A

General Specifications/Evaluation Period

If the Contractor does not have a replacement that meets the Customer’s needs, the Customer may return the MFD and be reimbursed for lease payments made or for the purchase price. This will be done at no cost to the Customer for installation and removal.

N/A

N/A

N/A

Warranty

N/A

N/A

N/A

Delivery, Setup, and Installation Support

N/A

1) Maximum ENERGY STAR energy savings settings

2) Snooze/sleep modes

3) Default to duplex

4) Default to black/white (for color devices) Color/toner reduction

N/A

N/A

N/A

N/A

N/A

Training

N/A

N/A

Ongoing Support

N/A

N/A

N/A

This clause applies to all equipment purchased or leased through this Contract. The application period is up to thirty-six (36) months from the date of installation.

N/A

Third-Party Software

N/A

N/A

Equipment Relocation/Transfer

The Contractor may charge for relocations greater than 50 miles.

N/A

N/A

N/A

N/A

Lease Agreements

N/A

N/A

N/A

N/A

N/A

Such terms and conditions may be added to a final contract, upon negotiations by the Parties.

N/A

Security Specifications

Detail your processes for meeting this specification.

Provide detailed overwrite capabilities.

N/A

N/A

N/A

N/A

N/A

Removal and Handling of Hard Drives, Old Devices, and Consumables

N/A

N/A

N/A

N/A

N/A

Review Exhibit A, Sections 45 and 46 of the Sample Contract for additional information.

N/A

Describe Contractor’s take-back, reuse, refurbishment, recycling, or end-of-life processing plan for other manufacturers’ devices that are removed.

N/A

N/A

N/A

Review Exhibit A, Section 3.2, of the Sample Contract for additional information.

N/A

N/A

Provide information on your company’s collection and recycling programs.

Maintenance

Provide your service hours and describe your ability to accept service requests outside Core Business Hours.

N/A

N/A

N/A

N/A

N/A

N/A

N/A

Provide details of on-site maintenance personnel programs your company has provided to other accounts, including but not limited to number of personnel provided on-site, customer site size, details of how the program was operated, and if the program was successful.

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

This clause applies to all equipment purchased or rented through this Contract. The application period is up to thirty-six (36) months from the date of installation of the Lemon equipment. This clause takes precedence over any other warranty or service maintenance clauses associated with this Contract. For purchased devices, Customers must maintain an uninterrupted maintenance agreement with the Contractor for the Lemon Clause to apply past the initial 90-day warranty period.

Failure to comply with the requirements of this clause may be grounds for default.

N/A

Current Agreements (Lease and Maintenance and Support)

If you will offer these solutions, propose your renewal pricing structure in Attachment F-3.

Provide details about how the transfers would occur.

Manufacturer Contract Account Support & Service

Provide a concise but thorough narrative describing how the Contract will be supported by your senior management.

N/A

N/A

N/A

N/A

N/A

If using Reseller/Agents, Contractor must specify which Reseller/Agents will provide service to all Minnesota counties upon award. Contractor must update this list, as necessary, throughout the contract term.

N/A

N/A

Standards Program

The State encourages Contractor participation in the MNIT Hardware Standards Program. For more information go to the following URL:

http://mn.gov/buyit/home.html

N/A

N/A

N/A

Downward price changes are automatically approved. Upward price changes are subject to approval by the State and only allowed upon a duly executed amendment.

N/A

Invoicing

N/A

Provide details on how your company guarantees accurate invoicing.

Provide the steps involved for resolving disputed invoices.

Describe your company’s ability and commitment to provide a dedicated contact or team to assist with customer invoice questions.

N/A

N/A

Do you have existing online tools available? If so, provide examples of your existing online tools.

Define summary invoicing and provide any invoice options for equipment and maintenance that maximize the efficiencies for the State and CPV members.

N/A

Reporting

N/A

N/A

a. Sales Report

b. Leasing Report

c. Maintenance Report

d. Upgrades, Downgrades and Early Termination Report

e. End of Life Management Report

f. Summary Report

Upload a sample of each of the above reports when prompted in your electronic response.

i. Number of service calls placed

ii. Excessive service calls

iii. Technician visits by device

iv. Response time

v. First Call Effectiveness

vi. Number of phone fixes, duration

vii. Uptime % per device

viii. Number of copies between service calls

ix. Number of preventive maintenance checks completed per device and dates completed

x. Number of devices

xi. Location of devices

xii. Click usage by device

xiii. Historical total clicks by device or Customer

xiv. Average monthly clicks by device or Customer

xv. Installed equipment approaching end of life and end of support

xvi. EPEAT certification level of equipment placed

N/A

Describe any existing capability or commitment to develop capabilities that would allow for recording of usage by Customers.

N/A

N/A

Print Assessment

N/A

N/A

N/A

N/A

a. Detailed print volumes by device.

b. Maps of current device locations and new device locations, with associated volumes for both.

c. Volume and location data to support proposed “right-sizing” of devices.

d. Detailed device usage information.

e. Comparison report of actual costs for existing devices to proposed new device per-page cost.

f. Potential mix of existing and new device cost savings.

g. Description of software proposed, why needed, cost benefit.

h. Total cost savings.

i. Results of personnel interviews.

j. Installation Plan.

k. Specifications/brochures of all proposed devices.

l. Asset tagging and management.

m. Organizational change management plan.

N/A

Other

N/A

Note: State agencies are required to complete a Property Disposition Request Form prior to agreeing to a trade-in proposal. Here is the link to the Property Disposition Request Form: https://mn.gov/admin/government/surplus-property/resources/.

N/A

N/A

N/A

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Contact Information

N/A

Attachment E, Specifications, 2 of 29