ITC66 RFQ - CPS Color Copier - FINAL.docx

DRAFT

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

Operational Services Division

ONE ASHBURTON PLACE, 10TH FLOOR, ROOM 1017, BOSTON, MASSACHUSETTS 02108-1552

Request for Quote (RFQ) – ITC66: Copiers, Printers, Scanners, Related Devices, Suppliers, and Services

Commonwealth Print Services (CPS) Large Volume Color Copier Lease

COMMBUYS Bid#: BD-23-1080-OSD13-OSD13-77466

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.

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I. General Procurement Information General Information

This RFQ does not commit OSD to approve a Statement of Work (SOW), or to procure or contract for services. OSD reserves the right to accept or reject any and 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.

OSD 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. OSD accepts no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.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 is an Open Market Bid. Bidding is restricted to Category 1 vendors on the following: (1) Statewide Contract: ITC66: Copiers, Printers, Scanners, Related Devices, and Services. Interested Bidders must submit their questions and bids through COMMBUYS. No paper or email submittals will be reviewed or considered.

COMMBUYS Link to RFR ITC66:

https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-17-1080-OSD03-SRC01-9764&releaseNbr=0&parentUrl=contract

The selected vendor will be subject to all of the terms and conditions of Statewide Contract ITC66. Any conflicting or additional terms, conditions or agreements included in or attached to this form by the vendor shall be considered to be superseded and void. All terms herein shall be subject to OSD’s sole interpretation.

Event Calendar

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

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 OSD 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. OSD 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 current 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 Operational Services Division’s (OSD) Commonwealth Print Services (CPS) is soliciting quotes for the lease of a high speed color copier, which will be replacing the Ricoh Pro 7110SX. OSD is seeking bids for the equipment lease, toner, and related service/maintenance plan from eligible vendors under Statewide Contract ITC66: Copiers, Printers, Scanners and Related Devices and Services for its office located at One Ashburton Place, Plaza Level, Boston, MA 02108. The awarded vendor agrees that the printer and any additional hardware or software needed to operate the machine will be installed as soon as possible after award and no later than August 28, 2022. The proposal must identify if there is a potential impact to delivery based on supply chain delays.

III. Required Specifications The printer requested in this RFQ is replacing a Ricoh Pro 7110SX. The proposed solution must be similar to the or exceed the specifications described below.

1. Functionality Requirements The proposed copier should at least meet the minimum specifications of the Ricoh Pro 7110SX, with emphasis on the following features:

· Vacuum Feed LCIT

· Booklet Finisher SF5060

· Spectrophotometer

· 5th Station

· Perfect Binder GB5010

· at least 90 pages per minute

· 220 ipm Automatic Document Feeder

· 5th Toning Station for Clear and White

· 4,000 Sheet Vacuum Feed Paper Drawers (supports 360gsm)

· Saddle Stitch Stapler Finisher

· 2&3 Hole Punch Unit and/or multiple hole punch station for spiral binding

· Compatibility with Fiery Impose and Compose

· Refill toners, waste toner, paper without stopping the system

· Dual-scan feeder for Scan/Copy

· Installation and Operation Training

2. IT Hardware and Software Requirements The proposed copier must operate through the OSD 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:

· Hardware – Any additional equipment to ensure all required operations can be accomplished

· Software – Any operating system software needed to operate the printer for a minimum of two (2) users.

· Software - Vendor must work with OSD to ensure that compatibility/integration with other systems is possible

3. Service Requirements The RFQ proposal submitted for the copier must include the following service requirements:

· Software – minimum of 4.5 hours training on operating system for all CPS staff

· Software - technical support for CPS staff

· Service – troubleshooting, routine service, and maintenance to printer with response times within 30 minutes of a service call and an on-site visit within 2-3 hours

· Service - There may be times that additional consultative services will be required during the lease period. Vendor response should include any fees associated with using consultative services.

· Electrical requirements to operate equipment must be provided.

4. 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 a 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.

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

5. Physical Space Requirements

· Specifications must include dimensions of physical footprint, and should be similar to physical footprint of current machine.

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.

OSD 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 Vendors should respond with the best printer solution based on the requirements listed within this RFQ. Vendors may submit more than one printer but must submit a separate response for each solution.

The proposal must include:

· Copier specifications

· Itemized cost for

· Equipment lease

· Service/maintenance/click charges – maintenance must be billed on a monthly basis

· Toner pricing

· Approximate delivery date (no later than 8/28/22)

VI. Evaluation Criteria Bidder’s proposals will be scored against established evaluation criteria: completeness of bid, meeting technical requirements, price, and service options. OSD may request references, request interviews/presentations, or demonstrations and/or conduct on-site visits as part of its evaluation. OSD 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.

OSD 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.

OSD seeks best value. The bid selected, if any, will demonstrate the best value overall, that will achieve the procurement goals of OSD. OSD 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.

OSD reserves the right to reject any and all Proposals. OSD reserves the right not to enter any agreement under this RFQ.

VII. Commonwealth Technical Standards

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

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