44102100-17-1 - Mail Processing Equipment - How To Use This Contract.pdf

9/3/2024

How to Use This Contract Mail Processing Equipment (44102100-17-1)

Contractor information, pricing, and contract documents are located on the contract webpage at https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreeme nts/state_term_contracts/mail_processing_equipment.

State Agencies

• For the purchase of non-IT Commodities, Agencies shall request at least two (2) quotes from Enterprise-Wide Agreements with multiple vendors unless (i) the total purchase cost is less than Category Two, or (ii) the Enterprise-Wide Agreement requires a specific number of quotes to be requested or obtained. Agencies shall document the justification for any selection based on receipt of fewer than two quotes.

• The State of Florida’s online procurement system, MyFloridaMarketPlace (MFMP), is the preferred method for placing orders and making payments for this contract:

o Please contact the contractor(s) directly to request a quote; contractor contact information is accessible from the contract webpage. If available, MFMP catalogs can be used in lieu of requesting a quote from the contractor(s).

o Create a requisition/purchase order in MFMP; for additional information, open the MFMP Buyer Guide and go to the REQUISITIONS section.

o CATALOG TYPE: None - Create a requisition using non-catalog items. In the ‘Supplier’ field, locate the contractor using the FEIN provided on the contract webpage; in the ‘State Contract ID’ field, locate the contract using the contract number shown above.

o COMMODITY CODE: Select the most appropriate eight-digit commodity code under 44102100; the current list of commodity codes activated in MFMP is located at https:// www.dms.myflorida.com/business_operations/state_purchasing/myfloridamark etplace/commodity_codes.

o METHOD OF PROCUREMENT: A - State term contract without RFQ

• Please use the appropriate contractor’s FEIN, as provided on the contract webpage, when making payments in the Florida Accounting Information Resource (FLAIR); also, please use the appropriate contractor’s FEIN when recording purchasing card (PCard) payments in FLAIR.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/mail_processing_equipment https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/mail_processing_equipment http://myfloridamarketplaceflair.procurement3.ariba.com/?guidedbuyredirect=true https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/mfmp_buyer_guide https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/commodity_codes https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/commodity_codes

9/3/2024

Frequently Asked Questions

• Can I purchase from a vendor outside of this contract if they offer better pricing?

o In accordance with section 287.056, Florida Statutes, state agencies are required to purchase commodities and contractual services from state term contracts procured by the Department of Management Services.

• What should I do if I have an issue with the contractor?

o If you are unable to resolve an issue with a contractor, you may contact the contract manager listed on the contract webpages to explore additional options. These options include: complete a vendor performance survey online to document the issue, work with the contract manager to elevate the issue with the contractor representatives, or submit a vendor complaint that requires a formal response from the contractor.

Additional Information

• Equipment leases that have an annual cost anticipated to exceed the purchasing Category Two threshold (i.e. $35,000) require prior approval from the Department of Financial Services (DFS);

please refer to the Checklist for Requesting DFS Approval to Lease Equipment located at https://www.myfloridacfo.com/Division/AA/Forms.

• This contract offers 36-, 48-, and 60-month lease options. Please note that this contract does not include a “Lease Cancellation for Convenience” clause.

Contact Information

• If you have any questions or require assistance specific to this contract (e.g. pricing, contract requirements, etc.), please contact the contract manager listed on the contract webpage.

• If you have any questions or require assistance specific to MFMP (e.g. system access, purchase orders, catalogs, etc.), please visit the Division of State Purchasing’s MFMP webpage located at https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace.

• Eligible users, as defined by Rule 60A-1.001, Florida Administrative Code, may contact the contractor(s) directly to place an order using this contract; contractor contact information is accessible from the contract webpage.

Eligible Users https://www.myfloridacfo.com/Division/AA/Forms https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.flrules.org/gateway/RuleNo.asp?title=GENERAL%20REGULATIONS&ID=60A-1.001