ITC80 - Multifunction Printer, Copier, Scanner Lease RFQ.docx

The Commonwealth of Massachusetts Amy Kershaw, Commissioner

Department of Early Education and Care ITC80 – Imaging Devices, Supplies and Services

Summary:

The Massachusetts Department of Early Education and Care is seeking proposals for the delivery, lease, maintenance, support, and supplies – not including paper - of multi-functional copier/printer/scanner devices under statewide contract ITC80.

Eligible Entities:

This is a closed bid solicitation made available to vendors on ITC80.

Procurement Calendar:

Proposals:

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). The 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 (3) 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: EEC 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. The Bidder will confirm in their quote whether the proposed equipment supports PrinterLogic, or if an alternative application is being offered.

Required Specifications by Location:

The required specifications are for one (1) unit at the following location:

EEC/Boston 50 Milk Street 14th Floor Boston, MA 02109

Required Specifications:

Stand Alone Units – Office MFP Black and White Printing Fully Compatible with PrinterLogic CPA2 and Kofax AutoStore requirements High Speed Scanning Scan to Shared Drive(s) and EEC Databases RFID Card Reader Approximately 45 pages per minute Accommodate a monthly average of 4000 impressions Compatible with the other machine in this location Please include pricing for standard configuration and the upgrade for largest RAM and Hard Drive available.

The required specifications are for one (1) unit per location listed below:

EEC/Lawrence 360 Merrimack St, Building 9 Third Floor Lawrence, MA 01843

EEC/Quincy 500 Victory Road Second Floor Quincy, MA 02171

EEC/Springfield 1441 Main St Suite 230 Springfield, MA 01103

EEC/Boston 50 Milk Street 14th Floor Boston, MA 02109

Required Specifications:

Stand Alone Units – Office MFP Black and White Printing and Copying Color Printing and Copying Fully Compatible with PrinterLogic CPA2 and Kofax AutoStore requirements High Speed Scanning Scan to Shared Drive(s) and EEC Databases Envelope Tray RFID Card Reader Approximately 45 pages per minute Accommodate a monthly average of 4000 impressions Include pricing for standard configuration and the upgrade for largest RAM and Hard Drive available.

IT Hardware and Software Requirements:

The proposed printer must operate through the EEC 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 – Bidder must work with EEC to ensure that compatibility/integration with other systems is possible

Service Requirements:

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

· Service – troubleshooting, routine service, and maintenance to printer

· 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.

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.

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

Proposals:

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

Proposal must include:

Equipment Description including:

· A description of the specific products or services offered.

· Any details about warranty, maintenance, and support applicable to the products and services included in proposal. Note that warranty, maintenance, and support must be consistent with requirements set forth in ITC80.

· Timeframe for delivery of goods and/or services once a Purchase Order is issued.

Cost Response consisting of:

· A clear description of the product including SKU including 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).

· A valid quote based on the items included in the proposal 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.

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

Evaluation Criteria:

Bidder’s proposals will be scored against established evaluation criteria: completeness of bid, meeting technical requirements, quality of proposed product(s), price, time for delivery and service options. EEC may request references, request interviews/presentations, or demonstrations and/or conduct on-site visits as part of its evaluation. EEC 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.

EEC 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.

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

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

Equipment Confirmation Form:

EEC 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.

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

Small Business Purchasing Program (SBPP)

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

1. Been in business for at least one year;

1. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

1. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

50 Milk Street, 14th Floor, Boston, MA 02109 Phone: 617-988-6600 • Fax: 617-988-2451 • office.commissioners@mass.gov www.mass.gov/eec image1.jpeg image2.png