ITS69_QA.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- ITS69 - Managed Print Services
- Solicitation number
- BD-18-1080-OSD03-SRC01-22334
- Issued by
- Massachusetts
About this file
This document is a question and answer file related to a state contract opportunity for Managed Print Services (ITS69) in the Commonwealth of Massachusetts. The contract will establish a statewide managed print services program to optimize and manage document output across approximately 80 state agencies, with the goal of reducing costs and improving efficiency. The contract will likely award to at least three vendors, with agencies able to select from the awarded contractors. Quotes (bid responses) can be submitted at any time up until the bid close date of June 28, 2018, though early submissions are encouraged as agencies may begin engaging contract vendors as soon as awards are made.
The managed print services contract will not include the acquisition of equipment, which will be handled through a separate statewide contract (ITC66). Vendors will provide a Monthly Base Service Rate plus a charge per click to cover service and supplies. Termination for convenience clauses will be included. The contract will also have supplier diversity program requirements, and vendors will need to report on spend with certified small and minority-owned businesses. There is currently an acquisition freeze on new equipment for executive branch agencies, though waivers may be considered for certain needs.
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Other files
| File | Type | Posted |
|---|---|---|
| BidderCompanyName_ITS69_Recent_Experience~1.docx | DOCX document | |
| CompanyName_ITS69_EPP~1.doc | DOC document | |
| prompt-pay-frm_10.doc | DOC document | |
| ITS69_Exhibit1_ECF_Rev_V1_0~2.doc | DOC document | |
| Referenced_Forms~1.zip | ZIP file | |
| sdp-plan-form-1-commitment~27.docx | DOCX document | |
| CompanyName_ITS69_Bidder Profile~1.docx | DOCX document | |
| ITS69_CompanyName_AuthSvc~1.doc | DOC document | |
| Request for Response_ITS69_Managed Print Services_v1_6.docx | DOCX document |
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Sheet1
| Question # | Created Date | User Created | Question Subject | Question | Answer | Show All | Show Original Vendor Only | Delete All |
| 1 | 6/27/17 | Tim Kennedy | Procurement dates | An interested bidder asks, "Is the bid close date of 6/28/2018 an error?" | No. This bid will be open to accept quote responses through 6/28/2018. Quote responses will be evaluated as they are received and contract awards, if any, will be issued on an on-going basis. | |||
| 2 | 6/29/17 | C Yvonne Hickey/Xerox Corporation | Sections 1.1 & 1.11.1 - pertaining to number of awarded vendors. | Section 1.1 references a single award while section 1.11.1 references up to 3 awards. Please clarify. | One goal of this procurement is to award at least three vendors. Once Statewide Contract ITS69 is established, it is likely an RFQ will be issued to consolidate the managed print services of Executive branch agencies. That RFQ may result in an ITS69 engagement being awarded to one ITS69 vendor. | |||
| 3 | 6/30/17 | C Yvonne Hickey/Xerox Corporation | Section 4 Commonwealth Standard T&C - termination for convenience | Section 4 of the Commonwealth?s standard terms and conditions allows for termination for convenience, with no penalties. Given the complexity of MPS solutions and the related vendor investments that are required, this is a really difficult risk for a vendor to accept. Is the Commonwealth willing to entertain proposals that include early termination charges or minimum notice periods (e.g., 120 days) to help with this, so the Commonwealth can be offered better pricing than would otherwise be available? | No. | |||
| 4 | 6/30/17 | C Yvonne Hickey/Xerox Corporation | Cure Period Duration | Given the complexity of MPS solutions will the Commonwealth agree to provide a minimum of sixty days as a cure period opportunity to correct a breach or performance issue? | No. | |||
| 5 | 6/30/17 | C Yvonne Hickey/Xerox Corporation | Section 8 Commonwealth Standard T&C - 3rd party assignment | Section 8 of the Commonwealth's standard terms and conditions does not allow the assignment of any obligations to a third party. Please confirm that this limitation does not apply to the vendor?s equipment and supplies delivery/removal carriers. | No. Please refer to Section 10.2.18 Subcontracting Policies | |||
| 6 | 6/30/17 | C Yvonne Hickey/Xerox Corporation | Section 13 Commonwealth Standard T&C | Section 13 of the Commonwealth's standard terms and conditions assigns risk of loss passes from the vendor only after title transfers. Please confirm that risk of loss passes to the customer upon delivery for all delivered equipment. | Risk of loss of the equipment rests with the vendor; provided, however, Customer shall be liable for the equipment after it is delivered to Customer's designated location and Customer is responsible for self- insurance coverage to cover losses, in each case, to the extent permitted by M.G.L. c. 258, M.G.L. c. 29, § 30, and M.G.L. c. 7A, § 16. | |||
| 7 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 3.3 Recent MPS Experience | I do not see attachment 1 listed as a form | The template for reporting Recent MPS Experience will be posted by the Amendment Deadline. | |||
| 8 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 1.12 Performance and payment time frames which exceed Contract duration | This section states, term can not extend 12 months past end date, what happens if an Executive Agency commits to a 3 year program 8 months prior to the contract end date? | Customers may not commit to terms that extend beyond the maximum date defined in this section. | |||
| 9 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 5.1 Project Statement of Work | I do not see Statement of Work form listed. | The Statement of WOrk template will incorporate the requirements identified in the RFR. It will be published by the Amendment Deadline. | |||
| 10 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 5.8Purchase Order Numbers | This section states, PO only, so the only documents required will be a PO and completed Statement of Work? State is not creating a Statewide Confirmation form? | Section 5.8 states that, excluding emergencies, no service or delivery may be performed without an approved Purchase Order Number. | |||
| 11 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 3.3 Recent MPS Experience | This section states we need to submit all our MPS engagements. My assumption is OSD is looking for vendors to submit some references and not everything we have worked on for the past 2 years? | Bidders must submit descriptions of all of their MPS engagements during the two years prior to the date of quote (Bid response) submittal. | |||
| 12 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 4.2 Assessments | OSD is stating all assessments are to be at no charge. Some assessments can be more complicated than just inserting a tool into the network. For example, it could involve multiple offices that are State wide looking at floor plans or secure print locations. I think assessments should range from free to fee based on the complexity of the engagement. Could we list our services out from free to fee? | No. After careful consideration the SST has decided not to alter this requirement. | |||
| 13 | 6/30/17 | Michael Pallotta/Ricoh USA, Inc. | 1.1 It is anticipated that the managed print services needs of the approximately 80 agencies and dep | Does this mean each Agency will make independent decisions on which awarded vendors they are going to work with? This doesn't mean one Executive Agency will make the decision for all 80? | Please see the answer to Question 2 above. | |||
| 14 | 6/30/17 | Trinity Dunn/Insight Public Sector, Inc. | 3.3 Recent MPS Experience | This section mentions Attachment 1: Recent Experience that is to be used to provide a description of MPS engagements. Please provide this attachment. | Please see the response to Question 7. | |||
| 15 | 6/30/17 | Trinity Dunn/Insight Public Sector, Inc. | 5. Service Specifications | Please confirm that no response is required to this section. | Section 5.6 License Agreements may require a response. | |||
| 16 | 6/30/17 | Trinity Dunn/Insight Public Sector, Inc. | 5.1 Project Statement of Work | Please provide the ?Project Statement of Work? template referenced in this section for review. | Please see the response to Question 9. | |||
| 17 | 6/30/17 | Trinity Dunn/Insight Public Sector, Inc. | 10.1.7 Supplier Diversity Program | This section states ?In addition to the requirements above, all bidders must follow the requirements set forth in the Supplier Diversity Program (SDP) Plan Section of the RFR.? Please provide the section number/location of the Supplier Diversity Program (SDP) Plan Section of the RFR. | That sentence is unnecessary and will be deleted from the next version of the RFR. | |||
| 18 | 6/30/17 | C Yvonne Hickey/Xerox Corporation | General | It is our interpretation that the resulting ITS69 contract will mandate that certain requirements designated for level III Executive Office Departments as defined by OSC, be universally followed by anyone using the contract vehicel. Can the state extend latitude to level I and level II departments as defined by OSC as well as other eligible users of this contract to restrictions and requirements of provisions in the areas of contracting, billing, payment,etc. (for example subsection 5.4 and section 7 in this RFR. Thanks! | Please be more specific. | |||
| 19 | 7/6/17 | Michael Pallotta/Ricoh USA, Inc. | Bid due date | Just to confirm this RFP is NOT due on July 10th? Vendors can start loading their response on the 10th but the State will accept all bids up to June 2018? | Correct. Vendors are encouraged to submit their quotes (bid responses) sooner rather than later. Agency quote opportunities may begin as soon as the first awarded contracts are executed. | |||
| 20 | 7/14/17 | Michael Pallotta/Ricoh USA, Inc. | Commonwealth of Mass Terms and Conditions | State has Cancellation of convenience built into it standard terms, OSD has waived that option on prior contracts OFF32 and OFF02. It's my assumption OSD will do this on ITS69 as well? | No. OSD cannot waive the termination for convenience clause in the Commonwealth's Terms and Conditions. Early termination penalties have been allowed on specific leasing contracts, however leasing is not an acquisition method for the services to be provided under this ITS69 statewide contract. | |||
| 21 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 3.3 Recent MPS Experience | We assume this is for new accounts implemented over the past 24 months ; would it be acceptable to provide 8-10 examples over this time period (we have far more than that but pulling this together would be very timing consuming and could be overwhelming for your review)? | All new implementations occurring during the time period, including those that have terminated, should be reported. | |||
| 22 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 4.3 Legacy owned devices | Will the support of multi vendor legacy devices for all future RFQs be required with the inclusion of new devices, or can they be separated? | Individual purchasing entities may have varying needs regarding legacy support, ranging from none to 100 percent of the machines to be utilized in the print environment. Bidders may quote separate pricing for legacy machines. | |||
| 23 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | Terms and Conditions Item 4 | In answers to some submitted questions you stated that Massachusetts Terms and Conditions Item 4 (cancellation for convenience) is allowed as a part of the bid and the reason was that leases are not involved. However in item 1 of the RFP it is stated that MPS. "Under Managed Print Services, a service provider takes primary responsibility for meeting the Customer?s office printing needs, including the printing equipment, supplies, services, and the overall management of the printer fleet.? Very often the MPS vendor will supply devices under a lease. Will the State agree to remove cancellation for convenience in this case? | This procurement is seeking managed print services as a "utility service", for which the cost of vendor supplied equipment is included in the Monthly Base Service Rate as defined in the RFR. The Monthly Base Service Rate for equipment owned, or under a preexisting lease, by the Agency is expected to be lower than that for equipment supplied by the MPS vendor. Leasing is not contemplated under this procurement. See RFR Section 1.10: Acquisition Methods. | |||
| 24 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 1.12 Performance and payment time frames which exceed Contract duration: | Please confirm our interpretation is correct. If the contract is based on a 36 month term and equipment is acquired in month 30 the State must continue to make payments for 18 months (one year after contract expiration)? | The term of agency MPS engagements will be defined by the Start Date and End Date of the MPS services and not by the timing of equipment placement. Please refer to the response to Question #23. The maximum End Date for agency MPS engagements will be 12 months after the End Date of the ITS69 Statewide Contract. | |||
| 25 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 10.1.9 Costs | Please confirm our understanding is correct in terms of pricing : 1) Monthly Base Service Rate for specific device model plus a charge per click to include service and supplies 2) Monthly Base Service Rate for specific device model plus a charge per click to include service only ( supplies are purchased separately ) 3) Value added services will be listed separately | Correct, however the Monthly Base Service Rate is not required to be specific to device model(s). | |||
| 26 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 10.1.7 Supplier Diversity Program (SDP) | Are vendors required to partner with M/WBE vendors located in Massachusetts or only from the Supplier Diversity Office list? | SDP Plans must include only businesses certified by the SDO. |
Massachusetts Small Businesses, as defined in RFR Section 3.1.2, may be included in response to that RFR requirement.
| 27 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 4.4 Service Level Agreements | Are there any required Service Level Agreements (i.e. uptime, response time) relative to this Request for Response? | No minima are required for a response to this RFR, however Bidders must specify response times per RFR Section 4.11. After contract award, agencies will consider these responses when selecting vendors and may specify minimum response times as part of their RFQs. |
| 28 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | General | Can an agency or department utilize multiple MPS suppliers or must they purchase from one supplier under the ITS69 contract? | Multiple ITS69 vendors may be utilized, subject to agency and secretariat policies. |
| 29 | 8/2/17 | Jerry Flynn/Canon U.S.A., Inc. | 5.7 Surcharges/Fees | Will vendors be able to provide estimated costs, if any, for moves requested by customers during the contract on a case by case basis? | Contractors cannot charge for costs associated with the relocation, reinstallation, and acceptance testing for equipment moves within the same floor. Relocation costs for equipment moves beyond the current floor may be negotiated with the department and such costs, if any, may not exceed the amount(s) explicitly stated in the quote accepted by the department and referenced in the purchase order. |
| 30 | 8/8/17 | C Yvonne Hickey/Xerox Corporation | 10.1.9 Pricing in General | If new equipment placements are required as part of the recommendation, post consolidation effort, would you like us to utilize the existing ITC66 Cat 1 contract vehicle or do you have another preference and would you like equipment pricing presented at this stage? Thanks! | Please refer to the response to Question #23. Agencies seeking to purchase or lease equipment will need to utilize Statewide Contract ITC66 for Copiers, Printers, Scanners, and Related Devices. |
| 31 | 8/10/17 | Jerry Flynn/Canon U.S.A., Inc. | 10.1.9 Costs | In this section, managed print services pricing is explained and quotes are referenced. Is there a template that we should be filling out for this RFR or will this be part of the RFQ phase? | A template will be provided for department use (optional) after contract award. Bidders should provide pricing in response to this Bid using the format they intend to utilize for the statewide contract. |
| 32 | 8/10/17 | Jerry Flynn/Canon U.S.A., Inc. | Quote - items | In item number 1, "Managed Print Services. Services to optimize and manage a department's document output to: reduce costs; improve efficiency", what is the expectation for the cost entered into this box? | Pricing is to be included in the Performance Specifications document or submitted as a separate attachment, therefore Bidders should select "See Quote Attachment(s)". Please refer to the COMMBUYS Job Aid "Create a Quote in COMMBUYS". |
| 33 | 8/15/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 3.3 Recent MPS Experience | This section states bidders must submit descriptions of all Managed Print Service engagements. Please clarify this requirement. Is the State looking only for all State/local Government engagements? | Bidders must submit descriptions of all of their Managed Print Services engagements during the two years prior to submitting a bid response using Attachment 1: Recent Experience. |
| 34 | 8/15/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 6.6 Energy Efficiency | Please confirm this requirement for this RFR since equipment is not part of the scope of this bid. | This requirement applies to equipment placed by vendors on this contract. Please refer to the response to question #23. |
| 35 | 8/15/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 6.10 Toxics Reduction | " Bidders must demonstrate that the equipment they intend to supply is in compliance with the European Union?s Directive ?Restriction of Hazardous Substances? (RoHS) and/or the equipment does not contain some of the following toxic/hazardous constituents". Please confirm this requirement for this RFR since equipment is not part of the scope of this bid. | This requirement applies to equipment placed by vendors on this contract. Please refer to the response to question #23. |
| 36 | 8/15/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 6.11 Ebd-of Life Management | "The Bidder must provide information regarding the environmentally responsible recycling or disposal of electronic equipment, which includes certification of final disposition, particularly the batteries." Please confirm this requirement for this RFR since equipment is not part of the scope of this bid. | This requirement applies to equipment retrieved by vendors on this contract. Please refer to the response to question #23. |
| 37 | 8/15/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 6.12 6.12 Electronic Equipment Emissions | This section states contracts must submit documentation to confirm compliance upon request, however no equipment is being provided under this RFR. Please confirm requirement. | This requirement applies to equipment placed by vendors on this contract. Please refer to the response to question #23. |
| 38 | 8/15/17 | Tim Kennedy | 1.4 Deadline for Quotes (Bid responses) | The estimated procurement calendar indicates a Deadline for Quotes (Bid responses) of June 28, 2018. Is there an advantage for Bidders to wait to submit their Quotes until just prior to that date? | No; in fact it may be a significant disadvantage. The SST may amend the calendar at any time to accelerate the deadline. The principal criteria for such a decision are described in the first two paragraphs of RFR Section 1.11.1: Estimated Number of Awards. Bidders that choose to delay their response do so at their own risk. |
Also, please be aware that a directive was issued last month by the Secretary of Administration and Finance prohibiting the purchase or lease of any new copiers, scanners, and fax machines until further notice. The directive goes on to say that departments need to move forward with transitioning to managed print services. As a result, departments will seek to engage ITS69 vendors as soon as one or more are awarded contracts.
39 8/16/17 Kristen McKenna/Konica Minolta Business Solutions USA, Inc. 10.1.7 Supplier Diversity Program Can the Commonwealth clarify how minority spend will be evaluated? The Commonwealth states in the supplier diversity program (SDP) plan commitment form #1, the bidding vendor must provide a specific percentage of Bidder/Contractor sales derived from the contract to be spent with all certified SDP Partners on a Massachusetts fiscal year (July 1-June 30) basis. Since only the awarded vendor can bill under this award, none of our minority partners would be able to bill for services under this contract. Does the Commonwealth intend for the vendor to report on sales where a minority partner was involved and count the revenue for the transaction to count towards the committed percentage even though the minority partner is not billing for the opportunity? Please provide clarity as to how this is evaluated. SDP Plan spend flows from the statewide contract vendor to their certified partner. The products or services provided by the certified partner to the vendor do not need to be directly related to the products or services delivered by the vendor to departments. A statewide contract vendor providing counseling services who purchases office supplies or equipment maintenance from an SDO-certified company is an example of an ancillary agreement.
Please refer to the Supplier Diversity Program resources located at http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/procurement-prog-and-serv/sdo/sdp/
| 40 | 8/16/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | 7.1 Incorrect Invoices | This section states "? A correct invoice must be received by the Agency within 60 days of the date of dispute to be paid." Please clarify if the customer would be required to send written notice be means of email or letter of if this can be done via phone. | Notice of a rejected invoice must be written, i.e. delivered via email or letter. The Commonwealth Bill Paying Policy describes the process in detail. The policy memo is located at http://www.mass.gov/comptroller/guidance-for-vendors/policies-for-vendors.html |
| 41 | 8/16/17 | Michael Pallotta/Ricoh USA, Inc. | Utility Service | Can the State define what they mean by "Utility Service" as outlined in Q23? | The Scope of this procurement does not include the acquisition of equipment. Please refer to RFR Section 2: Scope. The Commonwealth is seeking the services and related software to produce and manage document output(s), on paper or in electronic format. |
| 42 | 8/16/17 | Michael Pallotta/Ricoh USA, Inc. | The Monthly Base Service Rate for equipment owned, or under a preexisting lease, by the Agency is ex | Can the State provide more detail to what this statement means? Found in Q23. | Bidders are expected to offer lower Monthly Base Service Rates for equipment under a pre-existing lease or owned by the department, than for equipment placed by the Bidder under this contract. |
| 43 | 8/21/17 | Michael Pallotta/Ricoh USA, Inc. | Utility Service | Pls confirm, since there will be no equipment found on ITS69 as outlined on Q41, both ITC66 and ITS69 will coexist? | ITS69 vendors may provide equipment as part of their MPS service, with usage costs built into the Monthly Base Service Rate. Departments may purchase or lease equipment using ITC66, only. The two contracts are expected to coexist. Please refer to Q&A #23, #25, and #30. |
| 44 | 8/29/17 | Michael Pallotta/Ricoh USA, Inc. | Q &A open period | With the bid close date being moved, will the Q/A window close before the new due date? | The estimated close date for the Q&A is Friday, September 15, 2017. |
| 45 | 9/14/17 | Kristen McKenna/Konica Minolta Business Solutions USA, Inc. | General | Since most end users will be leasing their copiers and printers under the ITC66 contract the Commonwealth may want to reconsider limiting this award to 3 vendors. The Commonwealth will likely have to, at a minimum, make awards to ITC66 contract holders, as they are the authorized OEM service providers of that equipment. This would also be the case if any end users choose an option on the MPS contract that includes the lease or rental of equipment. We recommend the Commonwealth award a Master Contract to multiple vendors, and then have the end users put out RFQ's to a minimum of 3 vendors. | Section 1.11.1 of the RFR states in part, "The target minimum number of Contractors is three (3). The SST may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so." |
| 46 | 9/14/17 | Kemo Ceesay/CAM Office Services Inc. / SOMWBA / SBPP Approved / Prime and Sub-contracto | 3.1.1 Company experience - pertaining to years of experience | CAM Office Services was acquired by a new ownership team in 2015. The new ownership team has since then expanded the company?s offerings beyond imaging supplies to all office supplies (including technology products, breakroom supplies, jan/san supplies, furniture, MPS, and printing services). The principal owner and the top management team have over 5 years of experience in implementing and managing MPS programs at both small and large companies. Given the acquisition 2 years ago and the experience of the ownership and management team, I want to confirm that the three year MPS experience threshold is met by the company. | Bidders may provide supporting documentation to enable the SST to make this determination. Such documentation may include resume information such as job titles, employer (company) name, and Start and End dates for positions involved in the business of providing managed print services. Personnel names and addresses should not be submitted. |
| 47 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | History | The request for vendors to disclose all MPS Contracts engaged in the last two years in highly burdensome to well established vendors. Through the Public Information Act it would give all competitors a long list of opportunities to try to dislodge. It also may violate some MPS agreements which have ND Agreements. It seems unreasonable for a large vendor to have to disclose all this. Please limit the number of accounts required. If necessary request a few MPS agreements that have been cancelled or lost. | RFR Section 3.3 will be revised to add the following language: For the purposes of this section, Bidders should include engagements which were initiated during the past two years and which progressed to a customer purchase order; and all engagements which terminated during the two year period. The number of engagements initiated during the period may be capped at ten (10), however they must be the ten (10) most recent engagements as determined by the date of the start of the Initial Assessment. |
| 48 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | Term for Convenience | The ITS69 contract makes no provision for protecting the Vendors from Termination for Convenience contrary to the provisions put in ITC66, OFF32 & OFF16. If this were a straight MPS Contract that did not include placing newly acquired A3 MFP Copiers most vendors would not have an issue. Since ITS69 does include the acquisition of new high value assets however, the lack of protection from a Termination for Convenience will cause vendors to No Bid many situations or increase their costs to all customers to protect against the threat of multiple assets being returned for no cause. Secondly it will protect customers from being hounded by competitive vendors trying to get them to displace current vendors using the convenience rationale. If necessary, a termination for convenience is acceptable for maintenance contracts for in place A4 units. Customers will always be protected by termination for performance. Could you please place a provision stating that Term for Convenience will not be exercised? | The RFR has been revised to add operational term lease to Section 1.10 Acquisition Methods and to add Appendix 3: Lease |
| 49 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | Assuming Service on Competitors MFPs | In addition to customer owned laser printer assets is it your expectation that service and support for an Agency?s? Leased MFPs will be assumed by the awarded MPS provider? Lease agreements do not allow for other vendors to service leased equipment. The Vendor losing service on leased gear may have cause to assert poor service and assess penalties. | No, not if the MPS provider is not the lessor or a servicer/dealer authorized by the lessor. |
| 50 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | Saving Money Analysis | How will OSD measure the success of the program for saving money as per the original discussions during the RFI | Each department will provide a savings plan at the start of their MPS implementation, followed by periodic reports of performance against the plan. |
| 51 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | Administration | How will OSD administer the contracts and SLA?s | Bidders will submit their proposed ITS69 standard or baseline SLA's with their bid responses. Departments and awarded vendors will be free to negotiate increases to SLA performance metrics and departments will monitor vendor performance against the SLA. |
| 52 | 9/15/17 | Thomas Perry/Toshiba America Business Solutions, Inc. | SOW | How are ?Statements of Works? going to be review and assessed? Will the state provide a SOW? | A Statement of Work template will be provided for departments to use at their option. It will suggest topics to be addressed as defined in RFR Section 5.1 |
| 53 | 9/18/17 | Tim Kennedy | Exec branch consolidated RFQ for MPS? | After the contract Start Date, will there be a single RFQ covering the needs of all Executive branch agencies? | Although unlikely, this was suggested in the RFR in order to alert Bidders to the possibility. |
| 54 | 9/18/17 | Tim Kennedy | Exemption for production machines? | Are production print machines exempt from the prohibition against the acquisition of equipment by the Executive branch? | No, however waiver requests from departments will be reviewed on a case-by-case basis. |
| 55 | 9/18/17 | Tim Kennedy | End of Executive dept. prohibition | Will the executive department acquisition freeze be lifted? | Yes, however once ITS69 is awarded there may be policy rules for Executive departments allowing acquisitions only of certain equipment or in the presence of an MPS installation. Waivers for special circumstances such as accessibility needs will likely be included. |
| 56 | 9/18/17 | Tim Kennedy | Response deadline | Should we get our response in early and what advantages are there to do this? | Yes, the Team may evaluate responses as they are submitted and award contracts, if appropriate. Departments are eager to implement MPS. Late responding vendors run the risk of not being eligible to participate in the early engagements. |
| 57 | 9/18/17 | Tim Kennedy | Adding products/ after contract award | Will there be an ability to add products/services after award? | During the contract term, awarded vendors will be allowed to submit requests to add new products/services that are within the scope of Managed Print Services. |
| 58 | 9/18/17 | Tim Kennedy | MPS Policy | Can you share any information about policies that may be implemented once ITS69 is awarded. | An enterprise printing policy is currently being drafted. The policy will likely emphasize the need for departments to examine a managed print services solution prior to acquiring any additional equipment. The policy is being drafted and we cannot provide a date for its implementation. |
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