ESBD_393959_1738703758865_TRS000549 _Multifunctional Copiers Desktop Printers.pdf

Teacher Retirement System of Texas

DIR Solicitation Agency Multifunction Copiers and Desktop Printers

Solicitation No. TRS000549 NIGP Class/Item Codes:

985-26 – Copy Machine, Plain Paper Type, Including Cost-per-Copy Type Leases, Rental or Lease

Anticipated Schedule of Events

February 4, 2025 Issuance of DIR Solicitation

February 11, 2025, at 9:00 a.m., Central Time Pre-Proposal Conference attendance is not mandatory

Conference call/virtual meeting information provided in Item 12 below.

February 12, 2025 at 3:00 p.m., Central Time Deadline for Submission of Questions

February 25, 2025, at 3:00 p.m., Central Time Deadline for Submission of Proposals Late Proposals will not be considered

March 10 – 14, 2025 Site visits to top-ranked Respondents’ facilities, if requested. TRS may elect to conduct site visits as part of the evaluation process.

Solicitation Contents

I. Summary Details II. Definitions

III. Solicitation Overview IV. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Information V. Evaluation Process and Criteria

VI. Proposal Submittal VII. Sample Contract

Solicitation Section I:

Summary Details

I. Summary

1. Purpose/Overview Multi-year leases for multi-function copiers and desktop printers with a staggered implementation and installation schedule.

2. Type of Solicitation RFP for DIR Vendors

3. Issuing Agency

Procurement & Contracts 1000 Red River Street Austin, TX 78701-2698 ATTN: Max Hernandez

4. Purchasing Authority Competitive Procurement per Texas Government Code Section 825.103

5. Mandatory Requirements/Qualifications

Proposals that do not meet the following mandatory requirements will be rejected as non-responsive and disqualified:

1. Respondent must be a licensed reseller or seller of Canon products through DIR’s Cooperative Contracts program and provide its DIR contract number in its proposal.

2. Respondent must have experience servicing enterprises of similar size and scope to TRS, those with approximately 1,000 people.

3. Respondent must have a staff of at least five, fulltime technicians each of whom must have a minimum of five years’ experience with Canon products.

4. Respondent must have documented experience working with federal, state, and/or local government agencies similar in size to TRS.

5. Respondent must be located within 50 miles of the TRS

HQ

6. Responses to Solicitation Respondents are required to submit responses in the TRS

Procurement and Vendor E-System (PAVES) for each Evaluation Criteria listed above. Please see “Proposal Submission Instructions” section on how to create a confirmed bidder account to submit a proposal.

7. Deadline for Proposals Received by Teacher Retirement System of Texas (TRS) no later than:

February 25, 2025, 3:00 p.m., Central time

8. Initial Contract Term Initial term will be one year from effective date of contract.

9. TRS Optional Renewal Terms Three (3) one-year optional renewals

Please note: If the awarded contract includes renewal options, the proposed annual pricing will be applied to each renewal option. TRS does not allow for escalation of pricing for subsequent renewals under this solicitation.

10. TRS Procurement and Contracts Representative for this Solicitation

Max Hernandez max.hernandez@trs.texas.gov

11. Contact with TRS Staff All questions and inquiries about this solicitation must be sent to the Procurement and Contracts Representative only. Upon issuance of this Solicitation, employees and representatives of TRS, other than the TRS Procurement and Contract representative identified in item number 10 above, will not discuss the contents of this Solicitation with any Respondent, potential Respondent, or its representatives.

Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Proposal.

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this Solicitation.

12. TRS Historically Underutilized Business (HUB) Coordinator

Blender Hill

(512) 542-6867 blender.hill@trs.texas.gov

13. Pre-Proposal Conference February 11, 2025, at 9:00 a.m., Central Time

14. Solicitation Addenda Changes to items directly impacting the Solicitation will be posted on the Electronic State Business Daily (ESBD) located at www.txsmartbuy.com/sp and posted in TRS’ Procurement and Vendor E-System (PAVES) portal as an Addendum. It is the responsibility of an interested party to periodically check PAVES or the ESBD for updates to the Solicitation prior to submitting a Proposal.

15. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than February 12, 2025 at 3:00 p.m., Central Time. Telephone inquiries will not be accepted. Each Respondent is solely responsible for verifying TRS’ receipt of its questions, if applicable, and Proposal by the deadlines specified in this Solicitation.

16. Site Visits TRS may request site visits to the facilities of top-scoring Respondents on or about March 10 – 14, 2025; visit dates and times to be arranged. The number of top-scoring Respondents will be determined by TRS at its sole discretion.

mailto:max.hernandez@trs.texas.gov http://www.txsmartbuy.com/sp

Solicitation Section II:

Definitions

II. Definitions

As used in this Solicitation, the following capitalized terms shall have the meaning specified below:

1. Agency or TRS: Teacher Retirement System of Texas

2. Agency Primary Contact: The person designated by TRS to be the point of contact between TRS and the Contractor for monitoring Contract performance and providing day-to-day interaction and instruction during the term of the Contract. Also referred to as “Contract Manager.”

3. Contract: The definitive written agreement resulting from this Solicitation executed by an authorized representative of TRS and Contractor that formalizes the terms, provisions, covenants, and obligations of the parties, including but not limited to those contained in this Solicitation.

4. Contractor or Vendor: The Respondent awarded a contract resulting from this Solicitation. The term “Contractor” or “Vendor” includes employees, representatives, agents, subcontractors, suppliers, and third-party service providers of the Contractor, regardless of how such persons or entities are employed or contracted by the Contractor.

5. Contractor or Vendor Primary Contact: The person designated by the Contractor/Vendor to be the point of contact between the Contractor/Vendor and Agency for scheduling, filling, contract management, and day-to-day management of Services under the Solicitation.

6. Days: Calendar days unless otherwise specified.

7. Employee; Contract Employee: Any individuals who, on behalf of the Contractor, will or may participate in providing Services under a Contract resulting from this Solicitation.

8. Financial Interest: Receiving, or having a right to receive, money or other valuable property or benefits under or in connection with the actual or proposed contract;

holding a position in a business such as a principal, officer, director, trustee, partner, employee, or the like, or holding a position of management; holding any of the outstanding debt of a person directly involved in the proposed or resulting Contract;

or owning stock or other interest in the business.

9. Fiscal Year (FY): The State of Texas and TRS fiscal year that begins September 1 and ends August 31.

10. Key Personnel: Individuals who contribute to the development or execution of a project in a substantive, measurable way and whose absence from the project would be expected to impact the performance of the Contract.

11. Offer, Proposal, or Response: The documents, including any exhibits or attachments, submitted by a Respondent in response to this Solicitation. “Offer” has the same meaning as “Proposal” or “Response,” when such terms are applicable in the solicitation document so titled as Request for Proposals (RFP), Request for Offers (RFO), or an Invitation for Bids (IFB), respectively.

12. Project Manager: The individual who, on behalf of the Contractor, will have primary responsibility for the planning, procurement, and execution of the project, in any undertaking that has a defined scope, defined start, and a defined finish, regardless of industry.

13. Relative: A current or former TRS employee’s spouse, father, mother, brother, sister, son or stepson, daughter or stepdaughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, or daughter-in-law.

14. Respondent: The individual or entity submitting a proposal, offer, or bid in response to this Solicitation.

15. Responsive: A Proposal that meets all minimum qualifications, HUB requirements, and submission requirements.

16. Services: All requirements, duties, schedules, locations, and other items specified in this Solicitation. The term includes any services associated with the Contractor’s performance under a Contract resulting from this Solicitation. Also referred to as “Work.”

Solicitation Section III:

Solicitation Overview

III. Solicitation Overview

The Teacher Retirement System is soliciting qualified DIR resellers and seller of Canon equipment for Leased Multi-Functional Copier Services and Desktop Printers. The leases will include, but not be limited to, delivery, installation, and full maintenance services on an as-needed basis, including any parts and supplies. TRS’s objective is to obtain the services that represent the best value for TRS and the State of Texas according to the terms and conditions of this Solicitation.

TRS utilizes multi-functional copiers for heavy daily business use. Copiers are placed in selected areas of its Alpha and Bravo headquarters buildings based on usage.

• Alpha Building: 1900 Aldrich Street, Austin, Texas 78723 with a quantity of 13 multi-functional copiers and an estimated 27 desktop printers

• Bravo Building: 4655 Mueller Blvd, Austin, Texas 78723 with a quantity of 23 multi-functional copiers and 23 desktop printers.

• As TRS’s needs change, the Agency will require additional units of the same equipment and will amend the contract to include those leases.

Deployment and installation of the equipment leased through the contract resulting from this solicitation will be staggered as:

1. TRS’s existing copier leases terminate August 31, 2025, and most of the equipment leased through the contract will replace those units.

2. In those offices that do not have any equipment now, TRS expects installation to commence within two weeks of contract execution.

Solicitation Section IV:

HUB Subcontracting Plan (HSP) Requirements and Information

IV. HUB Subcontracting Plan Information

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code Section 20.285, each state agency that considers entering a contract with an expected value of $100,000 or more over the life of the contract (including any renewals) shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the Contract. If subcontracting opportunities are probable, each state agency’s invitation for bids, requests for proposals, or other purchase solicitation documents with an expected value of $100,000 or more shall state that probability and if probable require a Historically Underutilized Business (HUB) Subcontracting Plan (HSP).

An evaluation of potential subcontracting opportunities was conducted for the Contract in accordance with Texas Government Code Section 2161.252, and it was determined that the Contract does not contain any probable subcontracting opportunities. Therefore, TRS is not requiring a HUB Subcontracting Plan (HSP) be submitted with responses to Solicitation.

However, if Respondent determines the need to subcontract for any services, materials and/or supplies to fulfill the terms of this contract, the Respondent must immediately inform TRS so that the solicitation may be updated, and the Respondent must submit a complete HUB Subcontracting Plan with its proposal to be considered responsive. The HSP form may be accessed at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

TRS will provide guidance on navigating the State of Texas HUB forms and Respondent is encouraged to seek assistance in completing the HSP from the TRS HUB Coordinator, Blender Hill, at (512) 542-6867 or at blender.hill@trs.texas.gov if the Respondent is going to subcontract any portion of the work listened in the scope of work in the sample contract.

For purposes of the solicitation, TRS has determined that this procurement falls under the following category:

☐ Special Trade Contraction – The goal is 50% ☐ Professional Services – The goal is 10% ☐ Other Services – The goal is 25% ☒ Commodities – The goal is 35%

If after the contract award the Contractor determines a need to subcontract for any services, materials, and/or supplies, the Contractor must contact TRS for prior approval and request a review of its HUB Subcontracting Plan in accordance with the good faith effort requirements found in 34 Texas Administrative Code Section 20.14. The Contractor may not utilize a subcontractor without prior written approval from TRS.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:blender.hill@trs.texas.gov

A. State vs. Agency Annual HUB Goals:

Texas and TRS’s annual HUB expenditure goals for FY25 are listed below.

Procurement Category Statewide HUB Goals

TRS HUB

Goals

Special Trade Construction 32.90% 50.00% Professional Services 23.70% 10.00% Other Services 26.00% 25.00% Commodities 21.10% 35.00%

B. Finding HUB Vendors

For a list of HUB vendors, Respondent may use the Centralized Masters Bidders List (CMBL) and HUB Directory. Below are instructions on how to search the CMBL:

Access the CMBL and HUB Directory at:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do .

CMBL Page will default to certain fields already checked - ensure that All Vendors are searched.

Enter Class Code and Item (leave Item blank to select any).

Enter District Number to select specific geographic location (leave district blank to select all).

Click the Submit Search button.

Detail List page will default to certain fields already checked.

Check Ethnicity, Gender fields, and Business Description as well as any other fields needed. Click go.

Identify HUBs on the Results For CMBL Plus HUBs Search page (HUB category is on far right of page).

Select HUB vendor and click on company name. Sometimes a vendor will have more than one listing -use the most current one.

Confirm that HUB Status is “A” (Approved; Active) on the Vendor Detail page.

If vendor appears to meet your needs, then solicit a bid or response of interest.

Repeat this process until you have found a minimum of three (3) certified HUBs per subcontracting opportunity/area, either identified by the TRS or your company.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Solicitation Section V:

Evaluation Process and Criteria

V. Evaluation Process and Criteria

TRS reserves the right to award one or more contracts(s). At TRS’ sole discretion, TRS also reserves the right to cancel this Solicitation, make awards for some, but not all, categories of service, or make no awards.

TRS reserves the right to ask questions or request clarification from any Respondent at any time during the Solicitation process, including each stage of the evaluation process. All such questions shall be provided to the Respondent by the TRS Procurement and Contracts Representative for this Solicitation.

A. Minimum Qualifications

TRS will review the Proposals for compliance with the Minimum Qualifications stated below and the submission requirements detailed in PAVES. TRS’ review of the foregoing requirements will be made on a pass/fail basis. Failure to meet all requirements may, at any time, result in disqualification of the Respondent’s Proposal without further consideration or evaluation. Those Proposals which pass all Minimum Qualifications and submission requirements will advance to the Initial Round.

Proposals that do not meet the following mandatory requirements will be rejected as non-responsive and disqualified:

1. Respondent must be a licensed reseller or seller of Canon products through DIR’s

Cooperative Contracts program and provide its DIR contract number in its proposal.

2. Respondent must have experience servicing enterprises of similar size and scope to TRS, those with approximately 1,000 people.

3. Respondent must have a staff of at least five, fulltime technicians each of whom must have a minimum of five years’ experience with Canon products.

4. Respondent must have documented experience working with federal, state, and/or local government agencies similar in size to TRS.

5. Respondent must be located within 50 miles of the TRS HQ

B. Initial Round

The evaluation committee will evaluate all Responsive Proposals during the Initial Round.

After Initial Round evaluations, TRS may request that all or only the top-scoring Respondents participate in future rounds.

Responses and Best and Final Offers (BAFO) will be scored under best value standards that are in the best interest of TRS using the following general categories, for which weights are shown:

Evaluation Criteria Weight

Respondent Past Performance 20% Respondent’s Key Personnel 30% Technical Approach 30% Pricing 20% Total 100%

C. TRS Option for Site Visits Round – Selection Criteria: 10 points

After Proposal Evaluation Round evaluations are complete, TRS may (1) move on to a Site Visit Round, (2) determine that this round is not necessary and move on to the Best and Final Offer (BAFO) Round, or (3) make one or more contract awards based on the Initial Round evaluations.

TRS may request that all or only the top-scoring Respondents participate in site visits. These visits allow Respondents to highlight the strengths and unique aspects of their Responses and provide answers to clarification questions TRS may have regarding the Responses.

Evaluation criteria for Respondent Site Visit Round may include, but are not limited to:

1. Respondent’s demonstrated understanding of the RFP requirements and ability to satisfactorily describe the processes/methodologies for delivering the Services.

2. Respondent’s demonstrated experience in undertakings similar in scope and complexity to those indicated in this Solicitation, including past performance.

3. Respondent’s team member interaction and Respondent’s interaction with TRS.

4. Respondent’s presentation quality and ability to meet TRS’ needs.

5. Respondent’s ability to fit into the TRS culture.

After the site visits, the Respondent may be required to submit answers to questions asked during the visit.

Site visits will be evaluated individually by each evaluator, who shall provide a score from 0 to 10, ten being the best/highest score (“Site Visit Round”). The point allocation for the Site Visit Round will not be added to any previous round or future round. The points determine which Respondent(s) move on to the next round.

D. TRS Option for Best and Final Offer (BAFO) Round

If TRS decides to have a BAFO Round, a BAFO may be sought from all or only the top-scoring Respondent(s) participating in the BAFO Round. As the BAFO round is an optional round by TRS, TRS strongly encourages the Respondent to provide its best pricing and terms with its initial proposal.

BAFOs will be evaluated individually by each evaluator (the “BAFO Round”). TRS may request a Respondent provide additional information. All information provided during each phase of the evaluation process (including the BAFO) is considered during the BAFO Round. The BAFO Round is scored based on the same criteria, scoring matrix, and point allocation as the Initial Round. The point allocation for the BAFO Round will not be added to any other round. The points in this round are used to determine the Respondent(s) final score.

Solicitation Section VI:

Proposal Submittal Instructions

VI. Proposal Submission Instructions

Respondents are required to submit their Responses to this solicitation through the TRS electronic procurement system called PAVES (Procurement and Vendor E-System). If awarded a TRS contract, the Contractor will be required to set up a PAVES account which requires:

• 2-factor authentication with a cell phone

• A separate login and password to be created for all Contractor contacts, including the

Contractor’s accounting department

• All invoices and deliverables must be submitted through the PAVES system

A. PAVES

Potential Respondents can find information about PAVES on the TRS website at:

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx

The following instructions have been developed to assist vendors in creating and maintaining a PAVES account:

PAVES Basic Navigation for Suppliers New Supplier Registration How to Submit a Proposal How to Activate Supplier Profile (if awarded a contract)

B. Creating a PAVES Account and becoming a Confirmed Bidder

To become a Confirmed Bidder in PAVES, you must complete the New Supplier Registration process. By submitting your company’s information, login credentials will be generated, by which you can access PAVES. You will then be able to add additional company contacts, edit your profile, and bid on TRS solicitations.

The first step is to log into the PAVES supplier portal and follow the instructions for New Supplier Registration.

If, after submitting your registration, you receive an e-mail stating that your registration has been rejected, this is most likely because your company has already been registered in PAVES.

The registration request will only be rejected if the Tax ID Number that is submitted already exists in PAVES. In this case, please contact the PAVES help desk at: PAVESHelp@trs.texas.gov.

C. Submitting a Proposal in PAVES

1. Once you are logged into PAVES:

a. Click the “Solicitations” tab at the top

b. Then click “Show public request for proposals”

2. Click the pencil icon next to the name of the solicitation round in which you wish to participate

3. Click “Participate in RFx”

4. You may be asked to click “I acknowledge receipt of this RFx”

5. Select “WILL BID: our intent is to respond to this RFx”

6. To complete the PAVES Questionnaire and submit a proposal for this solicitation, follow the instructions found in “How to Submit a Proposal.”

7. Please note that any solicitation documents, including Addenda, will be found in the section called “Round Documents” within the Overview tab of the Initial Round.

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx https://www.trs.texas.gov/TRS%20Documents/PAVES-basic-navigation-for-suppliers.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-activate-supplier-profile.pdf https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf file://ad.trs.state.tx.us/SDrive/General%20Accounting/PURCHASING%20TEAM/Desk%20Reference%20Manual/Solicitation%20Working%20documents%20-%20not%20ready%20for%20release/PAVESHelp@trs.texas.gov https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf

D. Question and Answer Period

All potential Respondents must create an account and review the solicitation before the deadline for submitting proposals. In addition, Respondents should note the deadline to submit questions concerning this solicitation on page 1 under the Anticipated Schedule of Events.

Respondents may submit questions to TRS through the PAVES portal by participating in the Question Round of this solicitation and following the instructions found in “How to Submit a Proposal.”

Solicitation Section VII:

Sample Contract

Contract Signature Page

This Contract is entered into effective on the date of last signature below or September 1, 2023, whichever comes later (the “Effective Date”), by and between the Teacher Retirement System of Texas (TRS), with the principal place of business at 1000 Red River Street, Austin, Texas 78701 and [Contractor Name] (Contractor) with a principal place of business at [address, city, state, zip code]. TRS and Contractor are referred to collectively as “Parties” and each, “Party.”

TRS Contract Number: CTR000xxx

TRS Contract Name: Agency Multi-function Copiers and Desktop Printers

The Contract Amount: $XXXXXXXX

This amount is for the Initial Term of the Contract. TRS may increase the Contract Amount through an amendment when exercising Renewal Options.

The Effective Date: the date of the latest signature below or September 1, 2023, whichever comes later.

The Expiration Date: [Month] [Day], 2024

Renewal Option(s): three (3) one-year periods

Description of Work: Multi-year lease of multi-functional copiers and desktop printers, including equipment delivery, installation, and full maintenance services on an as needed basis

(TRS)

<<Vendor Name>>> (Contractor)

By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

Vendor ID Number:

Procurement and Contracts Representative:

Printed Name:

Public Certification(s):

Date:

Please note: Attached is an example contract. A similar contract will be issued to the vendor awarded a contract from this solicitation. Several sections must be reviewed and/or updated in the proposal.

Sample Contract - Contract Documents List

Contract Documents List

The Contract between TRS and the Contractor consists of the Contract Documents listed on this page. In the event of any conflict or contradiction between or among the documents attached to or otherwise incorporated into this Contract, the following order of precedence will govern this Contract in the following order:

1. Contract Signature Page

2. Contract Documents List

3. TRS General Terms and Conditions

4. Scope of Work

5. Notices, Representatives, and Records Location

6. List of Key Personnel

7. Approved Price Form

8. Insurance Section

9. Contractor’s Insurance Certificate (incorporated by reference)

10. Historically Underutilized Business (HUB) Requirements

11. Sample Release of Claims Form to be returned with final invoice

12. Confidentiality Policy

13. Non-TRS Worker policy

14. Background Check Policy

15. Contractor’s Best and Final Offer (incorporated by reference)

16. Contractor’s Response to Solicitation (incorporated by reference)

17. Solicitation number TRS000549 posted on February 4, 2025 (incorporated by reference)

Sample Contract – TRS General Terms and Conditions

This is a placeholder for the TRS General Terms and Conditions.

TRS’ General Terms and Conditions will become part of the awarded contract.

As part of the proposal process, the Respondent must review the linked document and provide any redlines for their proposal submission. All requested redlines must be included as part of the Respondent’s proposal, as there will not be another opportunity for redlines.

Please note that TRS may not award a vendor a contract due to excessive redlines to TRS Terms and Conditions.

https://www.trs.texas.gov/TRS%20Documents/contract_general_terms_conditions.docx

Scope of Work

Scope of Work I. Introduction

Teacher Retirement System of Texas (TRS), a public pension fund and entity of the State of Texas, issues this contract to lease multi-functional copiers and desktop printers to include, but not limited to, delivery, installation, and full maintenance services on an as needed basis.

II. Scope of Work

A. Background

TRS is a service-oriented public pension system providing retirement, healthcare, and related benefit programs for Texas public education employees, retirees, and their beneficiaries (“Participants”). TRS’s mission is to improve plan participants' and beneficiaries' retirement security by prudently investing and managing trust assets and delivering benefits that positively impact members’ lives.

TRS utilizes multi-functional copiers for heavy daily business use. Copier models are placed in selected areas based on usage.

B. Description of Work

Contractor will provide TRS with equipment delivery, installation, and full maintenance services on an as needed basis, parts, and supplies.

TRS utilizes multi-functional copiers for heavy daily business use. Copier models are placed in selected areas of TRS’s Alpha and Bravo headquarters buildings based on usage.

• Alpha Building: 1900 Aldrich Street, Austin, Texas 78723 with a quantity of 13 multi-functional copiers and an estimated 27 desktop printers. Contractor’s desktop printers must meet the minimum standards as captured in the Price Sheet and this SOW.

Contractor shall substitute the existing TRS printers/copiers on dates designated by TRS.

• Bravo Building: 4655 Mueller Blvd, Austin, Texas 78723 with a quantity of 23 multi-functional copiers and 23 desktop printers that met the minimum standards as outlined in the Price Form. Contractor shall install printers/copiers on dates designated by TRS.

1. General Minimum Requirements

a. Contractor shall furnish all equipment, labor materials, equipment training, maintenance, service and support, installation, connection, and transportation as required.

b. All equipment shall be new and must be equipment with all components and entire make-up must have never been used past initial testing by the original manufacturer, final assembly has not been used previously and is being actively marketed. Remanufactured, reconditioned or refurbished equipment or parts will not be accepted by TRS.

c. Equipment shall be high end business grade (not consumer grade).

d. Equipment shall be energy star compliant.

e. Units shall have a low noise level in accordance with OSHA requirements.

f. All equipment shall produce “sharp” copies in an efficient manner and not require excessive remedial maintenance that will have a detrimental effect on the ability of TRS to meet their goals and objectives.

g. All equipment shall be “user friendly” with an uncomplicated keyboard/keypad and must include a message display to help the user with all copying/printing/scanning/faxing functions (ex: low toner, paper, clearing jammed copies, etc.). Equipment design shall allow paper jams to be easily cleared by the everyday users.

h. Equipment shall be, at a minimum, capable of handling various stock sizes for example:

8.5” x 11”, 8.5” x 14”, 11” x 17”. The equipment should have the ability to hole punch, staple, collate, double sided print and secure print. The equipment shall, at a minimum, at all stock sizes, be capable of copying onto 20# bond (including recycled up to 30% content for 20# bond only), 67# vellum, 65# cover stock, etc.

i. Clear and concise operating manuals shall be delivered with the equipment (one per machine, per site)

j. All equipment shall be clearly labeled with serial # for each piece of equipment. Such labels shall be affixed where they are easily seen and shall be made of tamperproof materials. All written and verbal correspondence affecting equipment obtained under this resulting contract shall be identified by the assigned equipment serial number.

k. Contractor shall guarantee the availability of parts and supplies for the life of the contract.

2. Full Service and Maintenance Support

a. Full service and maintenance shall be included for all leased equipment for duration of the leased and renewal period. This shall include preventive maintenance, all parts, materials and labor, and all operating supplies including staples. (does not include paper).

b. All warranty or maintenance services to be performed on contract products as well as any associated hardware or software shall be performed by manufacturer authorized technicians. Proof of manufacturer’s authorization shall be provided to TRS upon request.

c. Response time for service call acknowledgement shall be four (4) hours. Physical response time to appear and repair shall be within eight (8) business hours after notification by TRS. Maintenance shall be performed during normal business hours, 8:00 a.m.-4:00 p.m., Monday, through Friday, excluding Holidays.

d. Repairs to equipment shall be completed within twenty-four (24) hours after initial arrival of service technician to the site.

e. Contractor must maintain an adequate supply of spare components to minimize downtime of the equipment.

f. Contractor shall provide a free loaner machine of equivalent or greater capacity when existing equipment is anticipated to be out of service for longer than ten (10) business days. The Customer may request down time credit for the period the equipment is inoperable.

g. Contractor shall provide a process for empty toner cartridges. Empty toner cartridges shall not be disposed of on TRS property.

h. Contractor shall provide a toll free or local telephone number and email address for technical assistance.

i. Contractor shall schedule preventative maintenance (PM) service calls twice a year throughout the lease period for all leased equipment. Scheduled PM shall include but not limited to routine cleaning, lubrication, necessary adjustments, and replacement of (worn) unserviceable parts. Preventive service based upon the manufacturer’s recommended schedule and the manufacturers specific preventive service requirements for the individual unit including lubrication, necessary equipment adjustments and replacement of all unserviceable parts.

j. Contractor shall maintain a services log with each piece of equipment. The service log shall record make, model number, serial number, date of installation, date and time of each visit, service requested, response time, cause of breakdown or downtime, and time it took for repairs to be completed. The service technician shall sign the log when service has been completed. This log will serve as the basis for any complaint of excessive downtime, slow response to requested service and inactive operation and shall be available to TRS upon request A determination of operator error shall not be a factor in determining unsatisfactory machine performance.

k. Contractor shall provide equipment upgrading throughout the term of the contract.

l. The addition of options/accessories to already in-place leased equipment shall not be considered the start of a new lease agreement.

m. Contractor shall provide all manufacturer-issued operating software upgrades as they become available at no additional charge to TRS.

3. Connections:

a. Equipment shall have the ability to be upgraded in the field with additional features (e.g.

paper drawers, print board) and networking capabilities.

b. Upon delivery and installation of all equipment, Contractor shall conduct a demonstration of the equipment in front of the PWCS’ representative to verify that all the equipment is fully operational and follows the contract specifications. All deficiencies shall be promptly and permanently corrected prior to the final acceptance of the equipment.

c. Meter Reads: contractor should provide monitoring software center for meter reads, toner usage, etc.

4. Training:

Contractor shall provide training to TRS staff as described below:

a. User training shall be provided in-person at TRS location. Training shall be made available to TRS staff determined by the Contract Manager.

b. Training shall be scheduled within five (5) business days, (Monday –Friday 8:00 am-4:00

pm) after installation of all equipment at the sole expense of the provider.

c. Training shall cover general use to include, but not be limited to, general usage, available functions, setting changes and how to deal with minor equipment malfunctions (e.g. paper jams, etc.), changing toner, installing staples, clearing jams, all functional options, etc.

d. All training shall be provided in accordance with manufacturer’s requirements.

5. Delivery and Installation:

Delivery for all equipment under this contract shall be made within 14 calendar days or sooner, after receipt of order. For both locations deliveries must be made between the hours of 8:00 a.m. and 4:00 p.m. on a regular TRS business.

a. Delivery shall be made to the location identified on the Purchase order.

b. The Contractor shall be responsible for providing all start-up supplies (staples, toner) except paper upon installation of any machine at no additional cost to TRS.

C. Acceptance Criteria for Deliverables

1. If TRS determines that a deliverable from SOW or Price Sheet does not meet TRS’ requirements, TRS may reject the deliverable and provide Contractor with a written notice of the deliverable’s deficiencies. Contractor shall have five (5) calendar days from the date it receives the notice to correct or improve the deliverable and provide it to TRS. TRS shall have ten (10) calendar days from the date it receives the new deliverable to accept or reject the deliverable.

2. Contractor shall not invoice TRS for a deliverable that has not been accepted by TRS in writing. TRS has no obligation to pay for non-conforming deliverables.

3. Acceptance does not imply TRS’ recognition or concession that a deliverable complies with its requirements or with the warranties of this Contract.

D. Reporting

Contractor shall provide a fiscal year quarterly report on the maintenance of each copier for both locations.

III. Invoicing Requirements

NOTICE: Contractors must use the TRS vendor portal, Procurement and Vendor E-System (PAVES) to submit invoices. For more information, go to: https://www.trs.texas.gov/Pages/procurement_PAVES.aspx.

Vendor shall submit monthly invoices including the monthly fee and usage cost for each copier and desktop printer. Invoices shall reference TRS contract number, copier location, serial number, and type of copier/printer. Invoices shall be reviewed and approved by the TRS Contract Manager.

IV. Communication Plan

1) Upon execution of the Contract, TRS will set up a kickoff meeting with the Contractor’s project manager. At the kickoff meeting, TRS and the Contractor will review all the terms of the Contract and discuss:

2) How to perform all the tasks outlined in the contract

3) Deliverables of the Contract

4) Timing of delivery of the Contract deliverables

5) Required forms, such as insurance certificates

6) Contract terms

7) Invoicing requirements

8) Performance monitoring

9) Contract close-out process

Below is the established communication plan for this Contract, which outlines how TRS and the Contractor will communicate throughout the term of the Contract.

The TRS point of contact for any service calls or repairs will be the TRS Print Shop staff who requests the service via email; the TRS Contract Manager will be copied on all communication.

The TRS Contract Manager will be the Contractor’s single point of contact for all contract, invoicing, performance, insurance certificates.

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx

V. Key Personnel - Contractor Staffing

TRS reserves the right to request that the Contractor replace any Contractor employee whom TRS judges as incompetent, careless, unsuitable, or otherwise objectionable or whose continued use is deemed contrary to the State's and TRS's best interests. Upon receipt of a formal written request from TRS’ Primary Contact, the Contractor shall propose to TRS a replacement with the same or similar expertise as the individual being replaced who shall perform the services required by the Contract, subject to the approval of TRS.

The Contractor may not use a subcontractor on this Contract without first receiving written approval from TRS regarding the proposed subcontractor. If the Contractor is required to submit a HUB Subcontracting Plan (HSP) and the proposed subcontractor is not listed on the HSP, an amendment of the HSP will be necessary. Any work to be performed by such proposed subcontractor may not be initiated until the subcontractor has been added to the HSP.

As outlined in TRS’ Background Check Policy, a criminal background check (CBC) of the Contractor’s staff is required if, at any time during the life of this Contract, the staff assigned to work on this contract meets any or all the criteria listed below:

1) Obtains a TRS user ID or password

2) Has unlimited security badge access for any length of time

3) Has limited security badge access for longer than 14 days

Further, a CBC may be required depending on the access to TRS resources and facilities needed to perform the services. TRS will perform the CBC, and the Contractor must reimburse TRS for the cost of the CBC within 30 days of receipt of notification that the background check is complete.

VI. Performance Tracking

TRS may consider the Contractor’s performance during the life of the Contract. TRS will provide written feedback on the Contractor's performance at the end of each term and before a renewal option is exercised. TRS reserves the right to not renewal or early termination of the contract for substandard performance. TRS reserves the right to publish and distribute results of the performance reviews or other quality or compliance reviews per 34 Texas Administrative Code section 20.509. If TRS identifies substantial deficiencies regarding Contractor performance or competence in delivering services performed under the Contract, TRS may require corrective action to correct the deficiencies.

TRS will monitor the Contractor’s performance and may use the monitoring results to evaluate the Contractor’s ability to provide adequate services to TRS in this contract or future contracts. If the Contractor fails to meet contract goals and expected results, TRS may reduce the scope of or terminate the Contract at no cost or penalty to TRS.

When assessing performance, TRS retains sole authority to determine whether the Contractor’s performance under the Contract is adequate. The Contractor agrees to the following:

1) Provide all Deliverables following target due dates;

2) Provide TRS with written notice of any known or potential issues with service performance within

24 hours of Contractor becoming aware of any such issues;

3) Provide TRS with an action plan to resolve any known or potential service performance issues and status updates as required by TRS; and

4) Timely respond to TRS staff questions within one to two business days.

VII. Escalation Plan and Good Faith Negotiations

The Contractor shall provide an escalation plan for resolving known or potential issues with service performance that arise during the term of the Contract. The plan shall be subject to TRS’ approval. It must explain how issues are to be prioritized and resolved and include the Contractor’s representatives of increasing authority who have the authority to resolve issues. The Parties will attempt in good faith to resolve any claim or controversy arising out of or relating to the execution, interpretation, and performance of services under the Contract through prompt negotiation between representatives of the Parties who have the authority to settle the controversy.

Notices, Representatives, and Records

Location

This is a placeholder for the approved and signed document.

The Notices, Representatives, Records Location is required to be completed by the Contractor and will become part of the awarded contract.

As part of the proposal process, the Respondent will be required to review the linked document, complete it, and submit it as part of their proposal submission.

https://www.trs.texas.gov/TRS%20Documents/notices-representatives-records-location.pdf

List of Key Personnel

This is a placeholder for the list of Key Personnel from the awarded vendor’s winning proposal.

Please note that the awarded vendor must provide TRS with written notification of any changes to approved key personnel before making any changes, and all changes must be approved in writing by TRS.

Approved Price Form

Price Form

Reimbursement is limited to direct costs (no indirect costs). All reimbursement requires pre-approval by the TRS Project Manager before the cost is incurred. Contractor must include all costs for providing the services for the items listed on the Price Form. The not-to-exceed prices associated with the services shall be inclusive of all travel, meals, lodging, or other related expenses. No additional amount will be paid for any costs or charges incurred by the Contractor, which are not listed on the price form.

Price Form pricing is for evaluation purposes only. Pricing shall be in accordance with Contractor’s DIR Contract, including any DIR discounts negotiated directly between TRS and Contractor.

TRS shall pay Contractor the rate set out in this Price Form upon acceptance of the deliverables.

Contractor shall only invoice for fees that are listed in the Pricing Sheet and shall not increase fees at any time during the term of the Contract, including any renewal options.

Item

1 Versalink B605/XLM (Mail Room) Each $ $ $ $

2 Versalink B605/XLM (Cashier) Each $ $ $ $

3 Versalink B605/XLM (4th Health @Alpha) Each $ $ $ $

4 Versalink B605/XLM or EC7856 Each $ $ $ $ 5 Versalink B605/XLM or EC7856 Each $ $ $ $ 6 Versalink B605/XLM or EC7856 Each $ $ $ $

Black and White Digital Copier Copier Speed: 42 ppm Toners - no charge Staples - no charge Empty toner cartridge recycling Cassette Feed Unit AA1 Super G3 Fax Board Cabinet Type L Staple Finisher – RI ESP Next Gen Power Filter (120V/15A) Scan and Send - Feature Secure Print Hard Disk drive lock and Erase, lpse Stand with casters IT Services Finisher with Stacking Power Strip

Each Each Each

Total Annual Price

Equipment Specifications:

Equipment Replacement $

TRS000549 - Multi-Functional Copiers and Desktop Printers Price Form

Existing Xerox Copier Equipment Unit

Unit Price per month

B/W Click Charge

Color Click Charge

IT Services - Installation

Equipment Relocation

Description

Proposed Canon Equipment (equivalent or better)

TRS000549_Multifunctional Copiers_Price Form Page 1

TRS000549 - Multi-Functional Copiers and Desktop Printers Price Form

Unit Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

7 Altalink B8155/H2 Each $ $ $ $ 8 Altalink B8155/H2 Each $ $ $ $ 9 Altalink B8155/H2 Each $ $ $ $

Black and White Digital Copier Copier Speed: 55 ppm Toners - no charge Staples - no charge Super G3 Fax Board 2/3 Hole Punch Unit IT Services Scan and Send Secure Print Max. paper size 11x17

Empty toner catridge recycling Operating System: Windows 10 Enterprise Power Strip

Inner Staple Finish - 2000 office sheet

Cassette Feeding Unit ESP Next Gen Power Filter (120V/15A)

Each Each EachEquipment Relocation

Existing Xerox Copier Equipment

Hard Disk drive lock and Erase, lpse

IT Services - Installation $ Equipment Replacement $

Equipment Specifications:

TRS000549_Multifunctional Copiers_Price Form Page 2

Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

10 AltaLink B8145/H2 Each $ $

Color/Black and White Copier Speed: 45 ppm Duplex Toners - no charge Staples - no charge Super G3 Fax Board 2/3 Hole Punch Unit Cassette Feeding Unit Scan and Send Secure Print

Inner Staple Finish - 2000 office sheet

Empty toner catridge recycling Operating System: Windows 10 Enterprise Power Strip Hard Disk drive lock and Erase, lpse Print up to 12x18 ESP Next Gen Power Filter (120V/15A)

Each Each Each

Equipment Replacement

Existing Xerox Copier Equipment

Equipment Relocation $

Equipment Specifications:

IT Services - Installation $

TRS000549_Multifunctional Copiers_Price Form Page 3

Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

11 Versalink B7035/DM2 Each $ $

Copier Speed: 35 ppm Toners - no charge Staples - no charge Super G3 Fax Board 2/3 Hole Punch Unit Scan and Send Secure Print Max. paper size 11x17 Cassette Feeding Unit

Empty toner catridge recycling Operating System: Windows 10 Enterprise Power Strip Inner Staple Finish - Office Finisher with Gap Filler

Each Each Each

Equipment Replacement $

Existing Xerox Copier Equipment

Equipment Specifications:

IT Services - Installation $

Equipment Relocation $

Proposed Canon Equipment (equivalent or better)

Black and White Digital Copier

DADF (Duplexing Automatic Documet Feeder

Hard Disk drive lock and Erase, lpse

TRS000549_Multifunctional Copiers_Price Form Page 4

Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

12 Workcentre EC7856 Each $ $

Color Copier Copier Speed: Letter: 60/55 ppm;

Legal: 35/2 ppm; Ledger: 30/27 ppm Image Server Memory: min. 2 GB RAM Print Resolution: 1200 dpi x 1200 dpi Hard Drive: min. 250 GB/Perferred: 1 TB Paper Sizes:Letter/Legal/Ledger Toners - no charge Staples - no charge Collating Duplicate Paper Weights Supported Paper Tray: 14 bond to 80 cover Bypass: 14 lb to 140 lb index Magnification: 25 - 400% Reductions: 25 - 78% Empty toner cartridge recycling 3 Hole punch unit Scan and Send Secure Print Inner Staple Finisher Super G3 Fax Board Power strip Operating Systems: Window 10 Enterprise Hard Disk drive lock and Erase, lpse ESP Next Gen Power Filter (120V/15A)

Each Each Each

Equipment Replacement $

Equipment Specifications:

IT Services - Installation $

Equipment Relocation $

Existing Xerox Copier Equipment Proposed Canon Equipment (equivalent or better)

TRS000549_Multifunctional Copiers_Price Form Page 5

Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

13 Workcentre EC7856 Each $ $ $ $ 14 Workcentre EC7856 Each $ $ $ $ 15 Workcentre EC7856 Each $ $ $ $ 16 Workcentre EC7856 Each $ $ $ $

Color Copier Copier Speed: Letter: 60/55 ppm;

Legal: 35/2 ppm; Ledger: 30/27 ppm Image Server Memory: min. 2 GB RAM Print Resolution: 1200 dpi x 1200 dpi Hard Drive: min. 250 GB/Perferred: 1 TB Paper Sizes:Letter/Legal/Ledger Toners - no charge Staples - no charge Collating Duplicate Paper Weights Supported Paper Tray: 14 bond to 80 cover Bypass: 14 lb to 140 lb index Magnification: 25 - 400% Reductions: 25 - 78% Empty toner cartridge recycling 3 Hole punch unit Scan and Send Secure Print Inner Staple Finisher Super G3 Fax Board Power strip Operating Systems: Window 10 Enterprise

Each Each Each

Equipment Specifications:

IT Services - Installation $

Equipment Relocation $ Equipment Replacement $

Existing Xerox Copier Equipment Proposed Canon Equipment (equivalent or better)

TRS000549_Multifunctional Copiers_Price Form Page 6

Unit Price per month

B/W Click Charge

Color Click Charge

Total Annual Price

17…