CT MultiFunctional Printer Lease RFQ ITE001 Final Rev.pdf

THE COMMONWEALTH OF MASSACHUSETTS

THE CHILDREN’S TRUST

155 FEDERAL ST, STE 500, BOSTON MA, 02110

Request for Quote (RFQ) – ITE001 Lease one (1) MFD.

COMMBUYS Bid # BD-26-1037-2CTF0-CTF00-119561

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD Helpdesk at OSDhelpdesk@mass.gov or the OSD Helpdesk at 1-888-MA- STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

http://www.commbuys.com/ mailto:OSD

I. General Procurement Information

General Information

Purchasing Agency: The Children’s Trust (CT)

Address: 155 Federal St, STE 500, Boston MA 02110

Procurement Contact : Michael Holmes E-Mail: michael.b.holmes@mass.gov

This RFQ does not commit CT to approve a Statement of Work (SOW), or to procure or contract for services. CT reserves the right to accept or reject all proposals received as a result of this RFQ, to negotiate with any or all qualified Bidders and to cancel, in part or in its entirety, this RFQ if it is in the best interest of the Commonwealth to do so.

CT reserves the right to amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.COMMBUYS.com). It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. CT accepts no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Eligible Bidders

This RFQ is restricted to vendors on the following Statewide Contracts:

ITE001: Imaging Devices, Supplies and Services (Category 1)

Event Calendar

All times in this RFQ are in prevailing Eastern Time. Responses must be received no later than the response due date and time indicated below or they will not be evaluated. Bidders must have their responses fully loaded and accepted in COMMBUYS prior to the RFQ Response Due date and time listed below. Bidders are urged to allow sufficient time to upload their entire response.

EVENT DATE

Request for Quote Release Date Wednesday, August 13, 2025

Deadline for submission of written questions through COMMBUYS “Bid Q&A”

Thursday, August 14, 2025

Official answers for Bid Q&A published (Estimated)

Friday, August 15, 2025

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

Wednesday, August 20, 2025

Notification of Apparent Successful Bidder(s) (Estimated)

Monday, August 25, 2025 https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-23-1080-OSD03-SRC3-27748&releaseNbr=0&external=true&parentUrl=close

Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SSST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (See “Locating Bid Q&A,” below). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify that the questions entered into the Bid Q&A are recorded in COMMBUYS and appear on the Bid Q&A page.

Please note that any questions submitted to CT using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing since all of the questions are immediately accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collator, or otherwise objectionable, including information about the Bidder’s company or other companies. CT reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidder’s access to the Bid Q&A page.

II. Description and Purpose of Procurement

The Children’s Trust is soliciting quotes for the replacement of a replacement Multifunction Printer (MFP). CT intends to lease new equipment for a maximum of 60 months, and is also requesting quotes for related service, supplies and maintenance plans from eligible vendors under Statewide Contract ITE001.

The equipment will be delivered and installed at 155 Federal St, STE 500, Boston MA 02110. The awarded vendor agrees the printer and any additional hardware or software needed to operate the machine will be delivered and installed as soon as possible after award. Vendors should propose the earliest possible delivery and installation dates, whether in advance of or after the date above.

ITC

TABLE 1 – Description of Goods and Services

To be completed by Agency To be completed by Bidder

Quantity Description Identify as Hardware / Software / Maintenance / Services

SKU Number Unit Price Extended Price (annually)

1 Replacement Konica Minolta Bizhub C650i high-end color Multifunction Printer

Hardware

Removal of Konica Minolta by Bidder

Hardware

Maintenance/Service Maintenance

Supplies Services

PrinterLogic Software

TOTAL Price

Hardware: The proposed equipment must meet or exceed the specifications for the unit slated for replacement, Konica Minolta Bizhub C650i high-end color Multifunction Printer Multifunction Printer. (see pages 5-7)

In addition to meeting or exceeding the specifications for the unit slated for replacement, please provide any further specifications that aren’t included in the Konica Minolta Bizhub C650i high-end color Multifunction Printer. These could be as follows: Optical Character Recognition to convert scanned documents into searchable/editable PDFs or Word Files.

Usage Analytics or Department Tracking – Tracking printing by user or department to support cost control across teams.

See Software below for relevant questions to PrinterLogic.

The Bidder may propose multiple equipment models, but must provide separate unit, maintenance and supply pricing for each.

Maintenance: Bidder must clearly indicate the level of maintenance offered and any maintenance options (e.g., silver, gold, platinum). Bidder must hold maintenance rates fixed with no price increases for three years and agree that the rate of maintenance for each successive year beyond three (4) years will not increase more than 3% of the rate for maintenance for the previous year.

Supplies: If available, Bidder should offer options for maintenance and/or service plans that would include supplies.

Software: CT intends to operate the equipment with an application that will allow users to send files to Sharepoint, the agency’s file sharing application. Currently, the default solution is the PrinterLogic application. If the Bidder’s proposed equipment supports PrinterLogic, then the application will be installed internally by CT, in conjunction with the appropriate support group. The Bidder will confirm in their quote whether the proposed equipment supports PrinterLogic, or if an alternative application is being offered.

III. Required Specifications

1. IT Hardware and Software Requirements

• The proposed printer must operate through the State Commonwealth network and infrastructure. This includes all IT hardware and software necessary to run the printer. If required to operate the printer, the following must be included:

o Hardware – Any additional equipment to ensure all required operations can be accomplished o Software – Any operating system software needed to operate the printer for a minimum of two (2) users.

o Software - Bidder must work with CT to ensure that compatibility/integration with other systems is possible

2. Service Requirements

• The RFQ proposal submitted for the printer must include the following service requirements:

o Service – troubleshooting, routine service, and maintenance to printer o Service - There may be times that additional consultative services will be required during the lease period. Bidder response should include any fees associated with using consultative services.

o Electrical requirements to operate equipment must be provided

3. Technical Requirements

• Bidder must provide a single point of contact, and a back-up contact for Technical Support issues, problems, or outages.

• Technical Support must be accessible via email or phone during Commonwealth normal business hours: Monday through Friday from 9:00 AM until 5:00 PM EST/EDT.

• Bidder must offer prioritization of issues, problems, outages within a defined ticketing system. A clearly defined response process must be created to communicate to customers when tickets are opened and closed;

additionally, a defined path for escalating issues, problems or outages.

• Bidder must make initial contact for service resolution must be within one (1) business hour of first contact.

IV. Submission Requirements

Interested Bidders must submit their responses electronically using COMMBUYS. No paper responses will be accepted.

All records on COMMBUYS are comprised of multiple tabs, or pages. Each tab contains data and/or file attachments. All are incorporated into the Bid.

CT accepts no responsibility and will provide no accommodation to Bidders who submit a response based on an out-of-date Bid or on information received from a source other than COMMBUYS.

The posting date/time as captured by COMMBUYS will serve as the date/time of record for deadline purposes.

LATE RESPONSES WILL NOT BE CONSIDERED.

V. Bidder Responses

Bidders should respond with the best printer solution based on the requirements listed within this RFQ. Bidders may propose more than one printer.

The proposal must include:

Equipment Description including:

a. A description of the specific products or services offered.

b. Any details about warranty, maintenance, and support applicable to the products and services in Table 1. Note that warranty, maintenance, and support must be consistent with requirements set forth in the applicable statewide contract.

c. On site demo or reference requirement: CT requires one reference training using the same model, or an onsite demo after installation. Clarify in bid if staff training is offered on the MFD.

d. Timeframe for delivery of goods and/or services once a Purchase Order is issued. The preferred date of installation of the MFD is by August 29th, 2025 or earlier.

Total Ownership Cost Response consisting of:

a. A completed Table 1 above including all relevant pricing. For maintenance, Bidder must clearly indicate the level of maintenance offered and include costs for different maintenance options (e.g., silver, gold, platinum).

c. A valid quote based on the items above that can be used to issue a purchase order. The quote must include address and contact information for the person to whom the quote can be sent. All quotes must be valid for a minimum of ninety (90) days after the date of submission.

d. Bidders must clearly identify the differences in cost and functionality of each option.

VI. Evaluation Criteria Bidder’s proposals will be scored against established evaluation criteria, for a total score not exceeding 100:

Total estimated cost of least ownership _/25 Quality of proposed MFP supported by performance data, manufacturer documentation, and/or client references _/20 MFP supply and maintenance service plan including response time, availability of local service technicians, and included consumables _/15 Delivery/installation timeline, and current MFP removal options _/15 Meeting Technical Requirements 0 or 10 Diverse /Small Business Procurement Purchasing Program _/5

Completeness of Bid - includes all required documents, signatures, pricing forms, and narrative responses _/10 CT may request references, request interviews/presentations, or demonstrations and/or conduct on-site visits as part of its evaluation. CT reserves the right to request clarification of responses following the bid submission, and to determine that any non-compliance is insubstantial, can be corrected, or that an alternative proposed by the Bidder is acceptable.

End of Lease Criteria: At the end of MFD lease, the MFP must provide options for data wiping and removal of printing at the end of the lease. Vendors should describe how security and data privacy are maintained during the lease period and at equipment disposal, with no additional costs for end of lease machine removal.

CT reserves the right to engage in a Best and Final Offer (BAFO) period. The highest scoring bidder or bidders may be requested to submit BAFOs.

CT seeks best value. The bid selected, if any, will demonstrate the best value overall, that will achieve the procurement goals of CT. CT and a bidder may negotiate a change in any element of contract performance or cost identified in the original RFQ or the Bidder’s response which results in lower costs or a more cost effective or better value than was presented in the Bidder’s original response.

CT reserves the right to reject all Proposals. CT reserves the right not to enter into any agreement under this RFQ.

Bidders must affirm that all proposed equipment, services, and pricing comply with the ITE001 statewide contract terms.

VII. Contract

CT will issue an Equipment Confirmation Form to the successful bidder, which will be executed by both parties, and will confirm the start and termination dates of the equipment lease.

VIII. Commonwealth Technical Standards

The Solution must comply with all Commonwealth Enterprise Policies and Standards:

https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards