ITC66_CompanyName_AttachA_BiddersResponse_V1_2.doc

ATTACHMENT A

Bidder’s Checklist and Response Form

OSD RFR NUMBER ITC66

Copiers, Printers, and Related Devices and Services Important: Bidders must download this form before completing it. Also please note that response blocks ( ) will expand as text is entered, and that text can be “cut and pasted” into response blocks. The Bidder’s submission should include only the completed Response Form and the additional forms / documents referenced in the RFR and in this Checklist and Response Form; other material, if submitted, will not be reviewed.

Please note that completing the Response Form does not constitute the entire response to this RFR. Bidders must read all RFR Sections and follow the directions therein. Portions / summaries of RFR sections are quoted in this Form for the convenience of Bidders and reviewers, but Bidders are responsible for reading the full text of the RFR.

1. Download this document

2. Complete the document and submit electronically.

3. Bidders must scan any documents, such as manufacturer authorizations, copies of certifications, etc., for inclusion in Comm-PASS submission. This Response Form, Customer References, Cost Table Attachments must be submitted as separate files in their original formats (i.e., Response Form in MS Word and Cost Table attachments in MS Excel), NOT password protected. (NOTE: Some of these forms may be posted as “protected” documents, such that entry is only allowed in certain areas. This “protection” should not be altered. Forms must be completed and submitted as “protected” documents, and the Bidder must not add a password to further “protect” the form.)

4. Retain copies of the complete proposal files and scanned documents and submit the response as directed in RFR Section 5, this Response Form, and RFR Checklist which follows.

Bidder’s Company Name:

Company Website Address:

Person to contact if we have questions concerning the proposal:

Name:

Telephone number:

Contact’s eMail address:

ITC66

RFR Checklist:

See referenced RFR Sections and instructions below for details on the requirements for each submission and where the referenced forms can be found. FILES MUST NOT BE PASSWORD PROTECTED. Do not check items below which are not included in your response.

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Submitted with Bid Attachment A – Bidder Response Form

Bidder has completed this Bidders’ Response form, including this RFR Checklist.

MS Word

(.doc)

ITC66_CompanyName_Response

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(.doc) or .pdf

ITC66_CompanyName_AttachB_AuthSalesSvc

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ITC66_CompanyName_EPP

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ITC66_CompanyName_SDP_Form1

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(.xls)

ITC66_CompanyName_AttachE_CostSheet_Cat2_DigDup.xls ITC66_CompanyName_AttachE_CostSheet_Cat3_Scanners.xls

ITC66_CompanyName_AttachE_CostSheet_Cat3_Fax.xls

ITC66_CompanyName_AttachE_CostSheet_Cat3_Micrographic.xls

Check appropriate box below

(only check one box per line)

REQUIRED/MANDATORY DOCUMENTS (SPECIFIC TO

OEMs Bidding with Authorized Dealers)

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Not Applicable

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MS Word

Check appropriate box below

(only check one box per line)

REQUIRED/MANDATORY DOCUMENTS (SPECIFIC TO

Bidders that are not manufacturers)

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Not Applicable

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Authorization Letter from OEM or remanufacturer for each non-OEM Bidder submitting a bid for service and/or supplies

(See RFR Section 3.1) MS Word

ITC66_CompanyName_AuthLetter_InsertOEMName

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ITC66_CompanyName_LeasePurchase

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.doc, .xls, .pdf, .jpg or .gif ITC66_CompanyName _OtherDoc

*Substitute the Bidder’s Company Name for the words "CompanyName" in the file name. Do not include apostrophes, spaces or other characters other than letters, periods, and underscores in the file name.

Bidders must be prepared to submit the Standard Contract Form, the Commonwealth Terms and Conditions, the Request for Taxpayer Identification Number and Certification (Massachusetts Substitute W-9 Form, NOT the IRS Version), and the Contractor Authorized Signatory Listing within 1 week of notice that they have been selected for contract award.

I hereby certify that I have read the “ITC66 RFR Copiers, Printers, Scanners and Related Devices and Services” and all documents referenced therein, that this proposal is in compliance with all mandatory requirements, and that all RFR requirements regarding the Contractor’s actions if awarded a Contract will be met. I understand the reporting requirements and penalties and acknowledge that reports must be submitted on time regardless of whether my company receives a reminder to do so. I understand the requirements to notify the SST in the event that contact information changes, and to provide advance notification of changes in name or Tax Identification Number.

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I am an authorized signatory of the company, and I have read and agreed with the above terms. My name and/or title will appear on the Contractor Authorized Signatory Form when it is submitted in hardcopy if my company is awarded an ITC66 contract.

Bidder’s Authorized Signatory’s Name:

Bidder’s Authorized Signatory’s Title:

ITC66

Answers to all questions below are mandatory unless otherwise noted. Bidders should refer to the referenced RFR sections for a full description of the requirements.

Respond to Questions or Requests for Information.

1. Bidder is submitting a proposal for the following categories:

n/a Category 1: NASPO Copiers, Printers, and Related Devices

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Category 2: Digital Duplicators

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Category 3: Scanners, Facsimile, and Micrographic Equipment and Scanning Services

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Category 4: Maintenance Services and Supplies

2. MANDATORY/REQUIRED (RFR Section 3.1.2.1) # of Years in Industry - How long has Bidder’s company been in the industry providing product and services within the scope of ITC66 prior to the issuance date of this RFR:

If fewer than 3 years in business, provide a sufficient explanation of the circumstances to enable the SST to determine whether the Bidder meets the minimum requirements of this solicitation due to Bidder’s experience, acquired or merged organizations, etc:

3. References (RFR Section 3.1.3)

All Bidders must include in the Response ten (10) customer references the products and/or services that they have supplied within the past two (2) years and that are the most relevant and comparable to those being proposed. Two of the references must be the two largest customers, based upon purchase dollar volume, in Massachusetts..

3.1 Reference name:

Firm/Organization:

Phone #:

E-mail address:

Description of system and services, approximate value, and date(s) of the engagement:

3.2 Reference name:

3.3 Reference name:

3.4 Reference name:

3.5 Reference name:

3.6 Reference name:

3.7 Reference name:

3.8 Reference name:

3.9 Reference name:

3.10 Reference name:

4. MANDATORY/REQUIRED (RFR Section 3.6.1.6) Prompt Payment Discounts – Bidder must indicate at least one Prompt Payment Discount below unless compelling proof can be provided which indicates a Prompt Payment Discount would be unduly burdensome:

# of Calendar Days

Prompt Payment Discount

If the Bidder claims that providing a “Prompt Payment Discount” is unduly burdensome, the Bidder must provide compelling proof of this claim:

8. Warranty Period Greater than 12 months (RFR Section 3.2.6) It is desirable that Bidders offer a warranty period greater than 12 months at no additional cost. Please specify the length of the additional warranty period, in months:

11. Volume Purchase Discounts (RFR Section 3.6.1.4) It is desirable that Bidders offer a volume purchase discount percentage off based on the total units. If a VPD is provided, it is desirable that the invoice shows the amount of the VPD and deducts it from the total amount of the invoice. This is desirable for both manual and electronic invoices, if electronic invoice are provided.

12. Dock Delivery Discounts (RFR Section 3.6.1.5) It is desirable that Bidders offer a dock delivery discount for Category 4 supplies:

RFR ITC66 Attachment A

Bidder’s Response Form October 4, 2016