COC Form.docx

This is a Cost of Conversion Form for Request for Proposal 5400019474 submitted by the State of South Carolina for its Copy and Print Output Device Program. The document establishes the framework for a five-year initial contract term during which qualified offerors will provide managed print services to the state. The RFP seeks proposals from vendors capable of managing the state's copy and print output device program, with the contract structured to include an initial five-year term and associated renewal options. Key procedural elements including response deadlines, site visits, and bidder conferences are referenced in the broader RFP documentation, with specific details outlined in the main solicitation materials.

The Cost of Conversion Form requires offerors to specify the total dollar amount of replacement assistance funds they will offer during the five-year initial contract period. These conversion funds will be disbursed on a first-come basis and must be allocated according to the state's requirements outlined in Section IV.6.2 of the RFP. Offerors must explain their proposed disbursement methodology, which may include allocation by percentage of orders, orders exceeding specified thresholds, percentage of total state fleet relative to each User Group Unit (UGU), or alternative distribution methods. The structure allows the state to leverage vendor-provided conversion funding to facilitate the transition to the winning vendor's managed print services while maintaining cost efficiency across the state's fleet of copy and print output devices.