Exhibit A Scope of Work, Specifications and Requirements - NPSS1 AADA 2018-156.pdf

Sole Source - NPSS1 AADA 2018-156

Extension of Pitney Bowes Maintenance Services Exhibit A – Scope of Work, Specifications and Requirements

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Scope of Work for

Extension of Pitney Bowes Inserter and Sorter Maintenance Services

1. Overview

(a) The Integrated Document Solutions program in Denver currently utilizes one Pitney

Bowes Flowmaster production inserter, one Pitney Bowes Olympus II letter sorter, one

Pitney Bowes EZ Flats sorter, two Umove Software Licenses, two Pitney Bowes sorter software licenses and support and one Pitney Bowes DC Server Package – DC Verify to process letter and flat mail for the State of Colorado

(b) The inserter, two sorters and the associated software have been operated by IDS since

March of 2011.

(c) The State inserting volume for letter mail is approximately 5,800,000 envelopes per year.

(d) The letter mail is composed of varying page counts from one page to fifteen pages with an average page count of seven pages,

(e) The letter sorter processes the approximate annual volume of letter mail produced on the inserter.

(f) The annual volume of flat mail processed on the flat sorter is not available at this time.

(g) Equipment maintenance and repair services and software licensing and support are currently provided under a contract with Pitney Bowes that expires on June 30, 2018.

2. Purpose

(a) The State intends to contract for a continuation of the existing hardware and software maintenance and support services for a period of one year with two potential one year annual renewals.

(b) The effective date of the new contract is intended to be July 1, 2018.

3. Contractor Requirements

(a) Contractor must be capable of providing hardware maintenance and support, including any updates to equipment which may be necessary to support continued production.

(b) Contractor technicians must be capable of responding within two hours of placement of a service call by IDS during normal business hours 7:00 a.m. through 6:00 p.m., Monday through Friday. (Holidays excepted)

(c) Contractor technicians must be on-site if needed to effect repair(s) no later than twenty-four hours following placement of a service call by IDS.

(d) The average on-site response time for technicians is required to be four (4) hours or less.

(e) Contractor technicians shall be available for two hour response and on-site services on weekends when IDS schedules in advance on an “as needed” basis.

(f) Replacement parts shall be received within twenty four hours of placement of the order.

(g) Contractor must be capable of providing annual continuation of software licenses for the two sorters to include all available software updates, patches, and new releases/versions, troubleshooting and on call help desk services

(h) Contractor must provide written documentation of authorized access to the proprietary

Pitney Bowes Inc. source code for the two sorters.

(i) Authorized access to source code is required to perform the requested services.

Sole Source - NPSS1 AADA 2018-156

Extension of Pitney Bowes Maintenance Services Exhibit A – Scope of Work, Specifications and Requirements

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4. State of Colorado Contract Terms and Conditions

(a) Contractor shall be required to accept the current contract terms and conditions, pricing, service specifications and requirements.

(b) The current contract with Pitney Bowes Inc. shall be the basis for the new contract and the new contract shall utilize the terms, conditions, specifications and requirements as stated in the current contract.

(c) The State of Colorado will not consider any alternative proposals or terms and conditions.

Contractors are required to provide the current level of maintenance and support services according to the terms, conditions, specifications, and requirements of the current Contract.

5. Response to Sole Source Notice

(a) Any vendor who believes that they are capable of providing all requested services shall provide a letter stating their ability to provide the services including written documentation of their authorized access to the proprietary Pitney Bowes Inc. source code for the sorter software, to

Larry Ryan, the sole contact for this Sole Source Notice by June 1, 2018, 11:00 A.M. MST/MDT.

(b) Responses must be directed to Larry Ryan and state the Sole Source number in the subject line.

(c) The letter may be provided via email to dpa_contracts@state.co.us.

(d) The letter may also be provided as hard copy to the following address:

Attn: Larry Ryan

State of Colorado, Department of Personnel and Administration

Procurement and Contracts Unit

1525 Sherman Street 5 th

Floor

Denver CO 80203.

(e) FAXED copies will not be considered.

(f) Vendor questions, information, or responses posted to the Sole Source Notice on VSS will not be responded to or considered by the State.

(g) The State will review any vendor responses to determine conformance with the requirement for authorized access to the proprietary Pitney Bowes Inc. source code for sorter software.

(h) Responding vendors who demonstrate authorized access to the proprietary Pitney Bowes Inc.

source code for sorter software will be contacted by the State to discuss provision of services details, terms, conditions and pricing of the current contract for their review and required written acceptance.

(i) The State reserves the right to request any additional information that may be needed to confirm responding vendors’ capability to provide the specified services and software licenses and a determination shall be made based upon the State’s best interests.