M2075 Revised Method of Operation September 08 2025.docx

Method of Operation M2075 Copiers and Managed Print Services - Statewide Revised: September 8, 2025

A Method of Operation shall be posted by the Division of Purchase and Property upon award of the Contract(s) resulting from the Participating Addendum/a. The Method of Operation will be posted to the “Attachments” Tab of the Contract’s NJSTART page. The Method of Operation applies to all Using Agencies and MUST always be followed.

1.0 Contract Information:

Extensions: The Contract may be extended up to three (3) years, with no single extension exceeding one year.

2.0 Price Lists:

Using Agencies are instructed to follow the price list links published on the NASPO ValuePoint website (https://www.naspovaluepoint.org/portfolio/multi-function-devices-and-related-software-services-and-cloud-solutions/). The price list links are also listed below.

Please be advised that the price list and product offerings may change from time to time. Therefore, please check the NASPO ValuePoint website frequently for all ordering information.

3.0 Contract Exclusions:

The scope of products and services that may be purchased by Authorized Purchasers shall be those products and service offerings awarded under the Master Agreement, subject to restrictions set forth below:

2. Open Market Items (termed “Not Specifically Priced”), as listed in Section II(B)(3) of Exhibit A of the Master Agreement, shall not be made available to Authorized Purchasers under this New Jersey Participating Addendum.

3. Emerging Technologies, as listed in Section II(B)(4) of Exhibit A of the Master Agreement, shall not be made available to Authorized Purchasers under this New Jersey Participating Addendum.

4. Remanufactured/Refurbished and "Like New" Equipment shall not be made available for purchase to Authorized Purchasers under this New Jersey Participating Addendum.

Please see the Participating Addendum/a for any additional exclusions that may apply.

4.0 Data Storage:

All devices should be configured to ensure data is locally stored and limit data exposure to external systems, including unvetted Vendor hosted cloud environments.

5.0 Contract Method of Operation:

After reviewing the Participating Addenda and related documents, Using Agencies shall conduct a mini bid by submitting a Needs Assessment to a minimum of two Contractors and making purchases from that Contractor whose terms and conditions are most advantageous, price and other factors (including, but not limited to, delivery, past experience with equipment, space requirements, equipment compatibility, and available accessories) considered is free from any bias or inclination against or in favor of any Contractor. Using its Needs Assessment and current price list (as published on the NASPO ValuePoint website), the Using Agency shall determine the final purchase price for each mini bid for a given price line item. The Using Agency must document all phases of its mini bid process for each purchase made under the awarded Contracts.

All documentation shall be preserved and presented to auditors upon request. The Participating Addenda are designed to establish convenience contracts only and not to replace the mini bid process outlined above. No exception shall be permitted.

The Division's Contract Compliance and Audit Unit (CCAU) may conduct an audit of any Using Agency’s purchase transactions and documentation at any time during and after the Contract term.

Using Agencies shall report all purchases made under Contracts resulting from the Participating Addenda to the CCAU upon request. The report shall include the reasons for selecting a particular Contractor and identify the Using Agency, parts description, State Contract and line #, quantity purchased and total purchase order price.

5.1 Statement of Work

All Managed Print Services (MPS) engagements shall require the Contractor and Using Agency to complete a detailed Statement of Work, similar to the format referenced in Attachment B-4 (MPS Statement of Work) of the RFP. The Statement of Work must be approved by both parties prior to the initiation of any engagement.

5.2 Purchase Order Thresholds

Using Agencies and Cooperative Purchasing Partners are subject to the Office of the State Comptroller’s (OSC) review thresholds. Contracts valued at $12.5 million or more shall be submitted to OSC no later than 30 days prior to advertisement, negotiation, or solicitation; contracts valued at more than $2.5 million but less than $12.5 million shall be submitted to OSC within 20 business days of the award.

The Using Agency should receive OSC and/or Office of Management and Budget (OMB) approval based on the dollar amount of the purchase order prior to execution.

6.0 Delivery Guarantees and Requirements:

Delivery Guarantees:

1. Deliveries shall be made in accordance with the terms of the Master Agreement and instructions of the Authorized Purchaser. Notwithstanding anything to the contrary in any Master Agreement, the State shall not pay shipping charges for failure to meet a minimum shipment amount.

2. In the event delivery of goods or services is not made within the number of days stipulated, the State shall be authorized to obtain the product or service from another Vendor under the M2075 contract utilizing the Method of Operation.

3. The Contractor shall be responsible for the delivery of new products in accordance with good commercial practice.

Notwithstanding anything to the contrary in any Master Agreement, Contractor deliveries shall be made in strict accordance with the instructions from the Using Agency.

The Contractor shall make arrangements for delivery of products upon receipt of a purchase order. The delivery location will be specified in the purchase order.

All deliveries must be made as instructed by the Using Agency, during working hours, except on legal holidays.

Deliveries shall not be made on the following State observed holidays, which may be updated from time to time:

· New Year’s Day;

· Martin Luther King Jr. Day;

· Presidents Day;

· Good Friday;

· Memorial Day;

· Juneteenth

· Independence Day;

· Labor Day;

· Columbus Day;

· Election Day;

· Veterans Day;

· Thanksgiving Day; and

· Christmas Day.

Using Agencies may specify alternate delivery sites and /or hours, when necessary.

The State of New Jersey will not be bound to any minimum, average, or maximum order quantities during the term of the Contract, including any extensions thereof.

The Contractor shall contact the Using Agency prior to each delivery with the estimated date and time of arrival for the product delivery and the estimated start time for any services being provided.

7.0 Authorized Dealers/Distributors:

Contractors are permitted to use dealers/distributors under the Contract. Contractors may add or remove dealers/distributors during the term of the Contract, or any extensions thereof. Those approved dealers/distributors will be listed under the Contract in the “Distributors” tab under the “Vendor” tab in NJSTART.

8.0 Contract Contact Information and References:

Telephone: (978) 621-1276 Email: mike.pallotta@ricoh-usa.com

Telephone: (631) 330-2754 Email: sowens@cusa.canon.com

Telephone: (501) 849-4740 Email: elizabeth.leach@hp.com

Telephone: (609) 581-0320 Email: Joanne.Levy@xerox.com

Telephone: (973) 882-6085 Email: joseph.dolce@da.kyocera.com

Telephone: (847) 537-0344 Email: debra.lee@lexmark.com