Request for Response_ITS69_Managed Print Services_v1_6.docx

REQUEST FOR RESPONSE

Managed Print Services RFR #_ITS69__ / COMMBUYS Bid# BD-18-1080-OSD03-SRC01-17661

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Managed Print Services (Procurement Reopening) Agency Document Number: ITS69 COMMBUYS Bid#: BD-18-1080-OSD03-SRC01-22334

December 20, 2017 Rev. 1.6 Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on 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 COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline 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.

Moved the paragraph describing a possible consolidated purchase by the Executive branch from Section 1.1 to Section 1.11.1 for clarity.

Added:

Section 3.1.2 Subcontracting “Disposal of assets…” to Section 5.1 “Sample Statement of Work…” to Section 5.1 Added references in Sections 6.1 and 6.2 Section 6.3 Recycling of Supplies Section 6.4 Used Cartridge Trade-In Allowance Paragraphs 2, 3, 4 to Section 10.1.9 Costs

Replaced “make every effort to assure” with “provide information regarding” in Section 6.11 End-of-Life Management

Deleted the last three sentences of Section 6.13

Section 10.1.7 Supplier Diversity Program: deleted unnecessary sentence.

Revised the Deadline for Quotes from 6/28/2018 3PM to 9/28/2017 3PM.

Added information re: Online Bidder’s Webinar

Added Section 1.5.1 Bidder’s Conference Webinar

Revised Section 1.11.1 Estimated Number of Awards

Further defined Recent Experience requirements in Section 3.3 Recent MPS Experience

Added Appendix 3: Lease

Section 1.5 Submission of Bid Questions has been revised.

REQUEST FOR RESPONSE

RFR #_ITS69__ / COMMBUYS Bid# BD-18-1080-OSD03-SRC01-22334

Document Sensitivity Level: High during development; Low once published.

Document Sensitivity Level: High during development; Low once published.

Table of Contents

REQUEST FOR RESPONSE

RFR #_ITS69__ / COMMBUYS Bid# BD-18-1080-OSD03-SRC01-17661

Document Sensitivity Level: High during development; Low once published.

Document Sensitivity Level: High during development; Low once published.

1 Introduction and Bid Overview The purpose of this Request for Response (RFR) is for the Commonwealth of Massachusetts to establish statewide contract agreements with multiple vendors for the acquisition and on-going provisioning of Managed Print Services. 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.

This is a reopening of the procurement issued under COMMBUYS Bid# BD-18-1080-OSD03-SRC01-17661.

Description or Purpose of Procurement The Commonwealth of Massachusetts Operational Services Division (OSD) and the Managed Print Services Strategic Sourcing Team (SST) are soliciting multiple Bidders for the acquisition of Managed Print Services. The resulting Contract will be the primary Statewide Contract used by Executive Agencies of the Commonwealth for the engagement of services as they may relate to satisfying various facility operations service’s needs.

The Statewide Contract will also be available for use by other eligible entities identified within this RFR. Each Commonwealth Agency and eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Statewide Contract. Upon award any bidder receiving a contract as a result of this RFR will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

Electronic bid response submission To respond to this RFR, OSD requires electronic bid submission through its electronic marketplace, COMMBUYS. To submit their bid response, bidder(s) MUST first register their business on COMMBUYS https://www.commbuys.com/bso/ as a registered contractor. Once registered, the bidder may search for the bid, complete and electronically submit the Quote (Bid response). Bidders receiving COMMBUYS bid notifications MUST acknowledge receipt of the notification to ensure receipt of further COMMBUYS updates.

Background information The Managed Print Services ITS69 RFR is being created as a single statewide contract to address the Commonwealth’s needs to manage the fleets of printers, copiers, multi-function devices, scanners and related devices (“imaging devices”) deployed throughout state agencies and departments.

Estimated Procurement Calendar

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to read and view the links to job aids and webinar instructions.

The COMMBUYS helpdesk is available to assist with online submissions:

Links to the COMMBUYS Job Aid and webinar for Vendors which provide additional guidance to the vendor community on how to submit a response to this bid under the COMMBUYS Bids and Quotes section:

Job Aids: Below is a link to the COMMBUYS Job Aids for Vendors which provide additional guidance to the vendor community on how to submit a response to this bid under the COMMBUYS Bids and Quotes section:

COMMBUYS Job Aids Webinar: How to Find Bids (Solicitations) and Submit Quotes (Respond)

COMMBUYS@state.ma.us or call during normal business hours (8am - 5pm ET Monday - Friday) at 1-888-627-8283 or 617-720-3197.

Times are Eastern Time (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.

Submission of Bid Questions The “Bid Q&A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. All questions must be submitted through the Bid Q&A found on COMMBUYS (See “Locating Bid Q&A,” below). Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The SSST reserves the right not to respond to late questions. Bidder is responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q&A page.

Questions submitted to the SSST outside of COMMBUYS will not be answered.

Questions must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated. Bidders are encouraged to read through all posted questions and answers before submitting a question of their own to avoid duplicate questions.

Bidders and awarded Contractors are required to view the COMMBUYS requirements associated with this bid and are responsible for compliance with those requirements.

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 Bidders access to the Bid Q&A page.

Bid Amendment Deadline The SST reserves the right to make amendments to the Bid after initial publication. 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. The SST and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid.

Debriefing The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of the later of: 1) the resulting Master Blanket Purchase Order being posted on COMMBUYS or, 2) the date of the email notification of unsuccessful bid. The SST will provide debriefing guidelines in advance of each debriefing.

Applicable Procurement Law:

Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00 Acquisition Methods The acquisition method(s) to acquire goods and/or services from this Bid are Fee for Service, operational term lease, rental (not to exceed six (6) months), and license.

Anticipated Contract Awards Multiple Contractors Estimated Number of Awards 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.

The objective of the SST is to identify a qualified list of contractors to provide adequate coverage and choice for Managed Print Services throughout the Commonwealth.

The managed print services needs of the approximately 80 agencies and departments of the Executive branch may be consolidated under a single vendor award resulting from a Request for Quote (RFQ) issued to vendors awarded ITS69 contracts as a result of this procurement.

Adding Contractors after initial Contract Award If, over the life of the contract, the SST determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

Open Enrollment This is an open enrollment Bid. Proposals may be submitted and may be evaluated by the SST at any time after the initial release date for up to twelve (12) months. After initial contract awards are made, the SST reserves the right to begin accepting and evaluating submissions periodically, including but not limited to quarterly or semi-annual reviews. After the initial 12 month submission deadline, it is anticipated that the bid will be reopened semiannually, for a one month period during the second year of the contract. Reopenings will occur at the discretion of the SST and are subject to change.

The SST also reserves the right to suspend the review of additional submissions for specific services categories or geographic regions or close the Bid for new Quotes entirely if it deems that the number of Contractors awarded at that point adequately meets the needs of eligible entities. If, subsequent to such a decision, the SST determines that additional Contractors should be added, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes.

Performance and payment time frames which exceed Contract duration All maintenance or other agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than one (1) year beyond the final termination date of this Statewide Contract. No new maintenance or other agreements for services may be executed after the Contract has expired.

Entities Eligible to Use the Resulting Contract Statewide Contract – Open for Use by All Eligible Entities. Any Contract(s) resulting from this Bid will be open for use by the following entities:

1. Cities, towns, districts, counties and other political subdivisions;

2. Executive, Legislative and Judicial Branches, including all Departments and elected offices therein;

3. Independent public authorities, commissions and quasi-public agencies;

4. Local public libraries, public school districts and charter schools;

5. Public hospitals owned by the Commonwealth;

6. Public institutions of higher education;

7. Public purchasing cooperatives;

8. Non-profit, UFR-certified organizations that are doing business with the Commonwealth;

9. Other states and territories with no prior approval by the State Purchasing Agent; and

10. Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

Anticipated Contract Duration Contract initial End Date: July 31, 2020 Renewal options: Two options of up to two (2) years each Maximum contract End Date: 7/31/2024 Contract renewals will be offered at the sole discretion of OSD. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume. OSD reserves the right to reduce the number of awarded contractors during the term of the Statewide Contract.

Estimated Value of the Contract The Estimated Value of the contract resulting from this Bid is unknown. For reference, spend on the Commonwealth’s statewide contracts for Copiers, Scanners, Maintenance Services, and Supplies is provided for reference.

The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

1 Procurement Scope and Description The Strategic Sourcing Team seeks a qualified list of vendors capable of providing Managed Print Services (MPS) to optimize or manage a department’s document output to meet certain objectives, such as driving down costs, improving efficiency and productivity, reducing the IT support workload, or reducing the environmental impact.

Services include:

1. Consulting and Project Management;

2. Assessments;

3. Monitor and Manage Printer Fleets;

4. Service Level Agreement, Reporting, and Invoicing;

5. Software;

6. Implementation;

7. Training;

8. Change Management; and

9. Helpdesk/Customer Service 2 Bidder Qualifications Bidder Profile Bidders must submit a Bidder Profile which describes at a minimum the bidding Company’s experience, locations and number of full time direct employees available to support Commonwealth customers, financial and other risk factors, and emergency response information.

Company experience The Bidder Profile must indicate the number of years the company has been in the business of providing Managed Print services. A minimum of three years of experience in this business is required.

This must be answered with respect to the entity whose Tax Identification Number appears on the Commonwealth Terms and Conditions. However, in the case of entities that have new Tax Identification Numbers as a result of a merger or acquisition, the SST wishes to consider the experience and qualifications of the companies that combined to create the new entity.

In the response to this section, Bidders must identify any changes to the company’s Tax Identification Number that took place as a result of a merger or acquisition within the past five years. Provide a sufficient description for each merger or acquisition to enable the SST to easily determine the years of experience of the combined entity.

Changes to the Tax Identification Number that did NOT involve another organization – for example, a change in Tax Identification Number as a result of changing from a corporation to an LLC – are not considered Tax Identification Number changes for the purposes of this section.

The SST reserves the right to request additional information regarding Bidder’s response to this section to ensure that prospective contractors have demonstrated that any structural changes have not substantially altered the nature of the services being provided or expertise of the Bidder’s management and staff necessary to meet the needs of the Commonwealth.

Subcontracting Bidders are strongly encouraged to secure the services of Massachusetts registered Small Businesses and/or businesses certified by the Operational Services Supplier Diversity Office in fulfillment of their Managed Print Services engagements that may result from this procurement. Bidders must identify in the Bidder Profile how they intend to utilize registered Small Businesses and Supplier Diversity certified businesses as subcontractors, directly and indirectly in support of the business that may result from being awarded a contract. Bidders must describe each type of service to be performed by a subcontractor in sufficient detail for the reader to relate it to one of the services delineated in Section 4: Performance Specifications, and provide a projected commitment as a percentage against gross revenue resulting from this contract.

The evaluation points available under this section are in addition to those available under the Supplier Diversity Program requirements detailed elsewhere in this document.

The eligibility requirements for Massachusetts certified Small Businesses can be found at: http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/sell-to-the-state/sbpp/welcome-to-the-small-business-purchasing-program.html The Directory of SDO-certified businesses may be downloaded at: https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectoryDownload.aspx Financial stability and disclosures The Bidder Profile must disclose a summary of bankruptcy, litigation, debarment, and/or contract defaults that have occurred during the three years prior to bid submission. The SST reserves the right to disqualify Bidders if information provided in response to this section suggests excessive risk to the Commonwealth.

The SST reserves the right to seek additional information from the bidder and independent sources such as credit rating agencies regarding financial stability and business risks.

Emergency Response Capabilities In a declared state of emergency where the safety and wellbeing of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Statewide Contract on a priority basis. The Bidder Profile must include the following:

Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency, including both statewide and company.

A list of emergency contact information including name, position/title, phone, email and cell phone.

This information will not be considered in the evaluation of the Quote.

Insurance The Commonwealth of Massachusetts is self-insured and does not pay for additional insurance, which means that it does not purchase separate personal and property liability insurance. The Commonwealth does not provide certificates or other proof of insurance since this is provided for in the statute M.G.L. c. 258 (which has the same effect). Therefore, providing this information should obviate the need for providing further proof of insurance. Departments are prohibited from insuring Commonwealth property under M.G.L. c. 29, § 30 absent specific legislative authorization. This means that a department is prohibited from insuring its property or equipment from damage or loss. In addition to being prohibited from insuring its own property, a department may not insure property it does not own. Eligible entities may incorporate additional insurance requirements in their Statement of Work for services under this contract.

Recent MPS Experience 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. 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.

Failure to provide the information requested in the attachment will result in a reduced evaluation score or disqualification of your bid response. Attachment 1 may be duplicated for each engagement.

For each engagement, Bidders must provide an actual sample of the assessment and a description of the implementation.

3 Performance Specifications The services listed below, excluding Value Added Services, are defined as general Managed Print Services (MPS) and must be included in the base price. Bidders must describe their services in an attachment created by the Bidder using the filename “CompanyName_ITS69_PerformanceSpecifications”. The format may be a word document (.doc/.docx) or PDF (.pdf). Examples must be provided where specified below. If multiple documents are needed, the filename must follow the above naming convention, replacing “PerformanceSpecifications” with a relevant term, e.g. “CompanyName_ITS69_AssessmentExample1”.

Consulting and Project Management Consulting and project management services are considered services that help organizations improve their print performance, development of plans and schedules for improvement, change management, technology implementation, and strategy development.

Initial Assessment Contractors must provide, at a minimum, an initial no cost assessment. An Initial Assessment does not guarantee an Awarded Contractor a customer contract. An Initial Assessment shall include a review of the current print environment, provision of recommendations for a rationalized print environment, and an estimate of potential future savings. This no cost assessment may occur as a part of a Vendor’s proposal to offer Managed Print Services, or may occur after contract award.

Bidders must provide two examples of actual assessments of different sizes as part of the Bid response.

The initial assessment must contain the minimum requirements listed below and must identify all software and all associated costs proposed:

Document Workflow Assessment;

Customer’s future needs versus current practices;

Identify cost of services, supplies and parts for fleet (excluding paper and staples);

Identify current equipment output and Total Cost of Ownership including phone line charges for fax functionality, toner purchases, time and material calls, service agreements;

Identifying user-to-device ratio with right device, right location and right functions;

Preliminary estimated cost savings and efficiencies;

Employee productivity improvements;

Environment impact analysis;

Documented security assessment;

Monitor and Manage Procuring Agency’s Fleet Bidders must describe how they will monitor and manage print devices to include:

Network access;

Fleet configuration and utilization;

Multi-vendor Support and Maintenance: Management of legacy owned devices including parts, labor and supplies, installing, moving, and changing;

Multi-vendor supplies, including remanufactured cartridges;

Removing and disposing of devices, including recycling programs;

Remote monitoring and management of all print devices for use in the management and reporting of consumable spend, break/fix, technical support and the improvements of efficiencies for supplies and/or cost reductions. Monitoring fleet performance and cost savings opportunities. Include how your organization performs meter collection for those devices that are not networked;

Continual optimization of print output environment, regardless of printer brand, business process reviews to ensure that the procuring agency’s objectives are being met;

Innovative ways your organization helps eliminate unnecessary printing; reduce carbon footprint usage, waste, or “green spend”, etc.; and On-going Assessment: Contractors must provide a regular On-going Assessment to evaluate the Customer’s identified objectives outlined in the initial assessment. The Ongoing Assessment shall include but is not limited to continuous process improvement, and business reviews such as: device utilization, fleet performance, cost saving opportunities, department/site usage, green spend, consumables monitoring report, remote management, service level agreement monitoring and etc. The On-going Assessment will be conducted semi-annually or more frequently as specified by the Customer in the Statement of Work.

Service level agreements (SLA), reporting and invoicing At a minimum, the following reports will be required:

SLA compliance and support;

device performance;

device inventory detail;

helpdesk call-log detail;

incident detail per device;

meter volume metric;

consumable spend and detail;

line item billing detail;

total output of each device Additional reporting maybe required by the Customer.

Bidders are to clearly define their different billing reports available for Customers.

Software Bidders must list and describe all software that may be required to perform MPS. At a minimum describe:

Print management software to manage the volume and nature of print and authenticate the users;

Device management software to monitor and manage the print devices in an environment on-site and remotely;

Scan routing software to route scans to various destinations including fax servers, network folders and email;

Discovery and design software to analyze and plan for the change required in implementing MPS;

Mobile device printing software;

Provide an overview of additional software that is utilized in your MPS offering if different than above items;

Rules based software;

job based accounting software;

Implementation Bidder’s narrative shall describe in detail what is included in their typical implementation plan and show how their analysis, assessment, and planning come together for delivery of recommended solution to meet the Customer’s goals.

Training Bidders must describe their approach to ensure Customer’s employees are well-trained to maximize the managed print solutions. Bidders training plan shall describe course materials and types of training available (targeted, web based, on-site, one-on-one, etc.) for both Initial and On-Going training.

Change Management Plan Bidders must describe in detail all aspects of their change management plan.

Content Document Management and Workflow Process Bidders must describe their scanning and document capture services to include document content document management solutions, storage, pull printing and workflow optimization components.

Security Services Bidders must describe how proposed technologies will guarantee security solutions such as: intrusion detection, device security integration, user authentication, secure document release, document privacy, securing data, protecting content integrity, job tracking (document in transit and at rest), printed documents, printing from mobile devices, pull printing, content management, imaging and printing fleets, network security, security compliance and audit services including cloud access.

Bidders must also describe their device hard drive security procedures as defined in US Department of Defense (DoD) 5220.22-M.

Helpdesk/Customer Service Bidders must describe in detail the process used to ensure adequate service representatives will be available during the Customer’s regular business hours.

Bidders must describe procedures for addressing and resolving customer problems, complaints, and issues. The narrative should include expected response time after initial contact to the help desk, timelines and escalation measures to resolution.

Value Added Services Bidder should describe any value added services, such as. but not limited to:

onsite print center, including staffing;

introduction of new technology as it becomes available for MPS;

options for on-site full-time and/or part-time staff;

additional software or licensing components of any services not provided within the base service such as mobile device printing;

customized reports;

other recycling programs.

Value added section are desirables and will not be evaluated and will not be assigned points. If the State chooses to add these services, the Vendor will be held to any costs proposed for that value added service. Value added services may be added with the approval of the contract manager throughout the resulting Statewide Contract term.

Specification Amendments and Service Restrictions At the inception as well as throughout the life of the contract, the SST reserves the right to amend Service specifications as well as restrict or phase out Service/product used as part of the services, in order to comply with new policies, laws and regulations; minimize human health risks; or in other cases, if in the best interests of the Commonwealth to do so.

4 Service Specifications Project Statement of Work All project engagements entered into under ITS69 will require a Statement of Work. A sample Statement of Work will be posted after contract award.

Statements of Work must address the following topics, at a minimum:

· Project Management

· Phase or Steps for project

· Staffing if needed

· Vendor deliverables

· Commonwealth deliverables

· Training/Change Management

· Assumptions

· Analysis / conclusions

· Documentation

· Disposal of assets and consumables Contracting Departments may include additional non-conflicting terms in the Statement of Work.

Response to Request for Quotes from Eligible Entities Contractors must respond in writing to all requests for quotes from Eligible Entities. Contractors must respond to Requests for Quotes through the COMMBUYS system, when requested by the eligible entity. Eligible Entities are required to obtain quotes from multiple Statewide Contractors by issuing Closed Bids in COMMBUYS to awarded Contractors. Contractors will be required to use COMMBUYS to submit quotes in response to said Closed Bids. Eligible Entities without a COMMBUYS profile will reach out to the contractors directly for quotes. Contractors are required to submit quotes in the manner requested by the Eligible Entity. Contractors with a record of repeatedly failing to respond to eligible entities’ requests for quotes will be subject to one or more of the following actions:

Contract Suspension Contract Termination Point Deduction on Future Bids Compliance with Corrective Action Plan as a Condition of Continued Contract Award If the Contractor is unable to provide the services being requested, the Contractor still must respond to the Eligible Entity that they will not be bidding.

Quality of Service At its discretion, OSD will survey Eligible Entities concerning vendor performance under the contract. Contractors with a record of repeatedly failing to provide satisfactory service will be subject to one or more of the following actions:

Contract Suspension Contract Termination Point Deduction on Future Bids Compliance with Corrective Action Plan as a Condition of Continued Contract Award Contractor Forms, Contracts and Other Documentation Contractors are prohibited from requiring a customer signature on any document not pre-approved by OSD. Contractors may submit forms to the OSD Contract Manager for review. Forms that are not in conflict with the terms of this statewide contract, if approved, will be published as an attachment on the Contractor’s COMMBUYS record of this Statewide Contract.

Background/Criminal Offender Record Information (CORI) check requirements The Commonwealth maintains strict building and property security requirements. This may require Contractors to obtain permission from the designated Eligible Entity representative prior to Contractor personnel attempting to access the site. The Bidder must provide personnel who will agree to all security requirements including, but not limited to, background checks, physical search, etc., prior to entering or exiting Eligible Entity sites that require such (i.e. schools, the Dept. of Corrections, etc.). The Commonwealth reserves the right to conduct a security background check or otherwise approve any employee, Subcontractor or agent furnished by the Bidder and to refuse access to or require replacement of any personnel for cause based on, including but not limited to, professional, technical or training qualifications, quality of work or change in security status or non-compliance with the Eligible Entity’s security or other requirements. Such approval shall not relieve the Bidder of the obligation to perform all work in compliance with the Contract terms.

ITS69 Contractors must absorb the cost of background checks, even if the Contracting Department has special requirements (e.g., a child care agency may have specific requirements pertaining to child abuse or neglect). ITS69 Contractors should expect that Contracting Departments will require publicly available CORI checks for any vendor representatives who will be on-site at Contracting Department locations or who will have access to information systems operated within the Commonwealth’s MAGNet (Massachusetts Access to Government Network). ITS69 Contractors may use the companies they normally use for background checks, provided that the information is at least as detailed and complete as that provided by publicly available CORI checks. Contracting Departments may waive this requirement. Checks that have been done previously may be used provided that they are not more than twelve (12) months old.

CORI checks are done by the Criminal History System Board, located at 200 Arlington Street, Chelsea MA 02150. To request publicly available CORI, go to www.mass.gov/chsb, which includes instructions and forms for requesting publicly available CORI.

The following categories of crimes may disqualify a vendor representative from providing services to Contracting Departments:

Data Security/Privacy Violation of any state or federal law or regulation pertaining to data security and/or privacy, including, without limitation and for example, the Fair Information Practices Act, M.G.L. ch. 66A, and the privacy and security provisions of the Federal Health Information Portability and Accountability Act (“HIPAA”).

Wiretaps Violation of the state wiretap law, M.G.L. ch. 272, sec. 99, or its Federal counterpart, 18 U.S.C. sec. 2511.

Computer Crimes Violation of Federal or State laws specific to computer crime, including without limitation and for example, the Federal Computer Fraud and Abuse Act, 18 U.S. C. sec. 1030 and the Massachusetts state law prohibiting electronic transmission of threats, M.G.L. ch. 269, sec. 14.

Crimes using information technology Violation of any state criminal laws if follow-up communication with applicant discloses that information technology (computers, networks, and peripheral devices) was used to commit the acts on which the conviction was based. The following are examples of state laws under which crimes committed using computers could theoretically be prosecuted: M.G.L. ch. 272, sec. 29B (dissemination of child pornography); M.G.L. ch. 272 sec. 29C (possession of child pornography); M.G.L. ch. 265, sec. 43 (stalking) and 43A (harassment). M.G.L. ch. 275 s. 2 (threat to commit crime); M.G.L. ch. 266 sec. 30 (larceny statute used in hacking and other data theft cases); M.G.L. ch. 266, sec. 12 (willful and malicious destruction of property, for use in website defacement and other hacking cases); M.G.L. ch. 266, sec. 30 (theft of intellectual property); M.G.L. ch. 266 sec. 37E (identity fraud); M.G.L. ch. 266 sec. 120F (unauthorized access to computer system).

Intellectual Property Violation of laws pertaining to trade secrets, copyrights, patents, or any other form of protection of intellectual property.

White Collar Crime Violation of state criminal laws pertaining to theft, fraud, misrepresentation, tax evasion, and other forms of white collar crime.

Felony Convictions for Crimes of Violence Violation of laws pertaining to felonies committed with violence.

Identity Theft Violation of “An Act Relative To Security Freezes And Notification Of Data Breaches,” M.G.L. ch. 82 of the Acts of 2007.

Agency-specific Restrictions Contracting Departments may augment this list if necessary depending on the Contracting Department’s mission.

License Agreements If the Bidder has any standard agreements for software which Contracting Departments will be asked to sign, such agreements must be included in the RFR submission. The license(s) may not include terms which are inconsistent with the Commonwealth Terms and Conditions or other provisions of the Contract resulting from this RFR, and must be approved (after negotiation, if needed) by OSD prior to Contract execution. If, during the life of the Contract, awarded Bidders develop such license agreements, each agreement must be submitted to OSD for approval before it is presented to a Contracting Department for signature. Only software directly related to Managed Print Services may be licensed to Contracting Departments under this Contract.

Surcharges/Fees No transportation, delivery, commuting, fuel, energy, insurance, meals, lodging, incidental fees or any other surcharges will be allowed throughout the duration of the contract(s).

Purchase Order Numbers The contractor will be responsible for obtaining a purchase order number from the procuring department for all service requests which includes the Statewide Contract Number ITS69. Purchase order should be added in COMMBUYS and departmental purchase order number and Statewide Contract Number should appear on ALL DOCUMENTATION, particularly on the invoice. NO SERVICE OR DELIVERY (unless a department employee has expressed an emergency) shall be performed unless an approved Purchase Order Number is assigned.

5 Environmental Specifications Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order can be seen at http://www.mass.gov/governor/docs/executive-orders/executive-order-515.pdf All mandatory environmental specifications may be viewed in the Minimum Environmentally Preferable Products and Services Specifications Guide, http://www.mass.gov/anf/docs/osd/policy/epp-specifications.xlsx Remanufactured Supplies Specifications In compliance with Executive Order 515 (see information in this RFR Section 1.11), and the Joint Enterprise Printer Cartridge Acquisition Policy, high quality remanufactured supplies are a preferred product under this contract and all Bidders are strongly required to offer them in their product selections.

Remanufactured Laser Toner Cartridge Specifications A remanufactured printer cartridge is a “used” cartridge that has been restored to its original OEM performance and function and is thereby diverted from the solid waste stream, retaining, to the extent practicable, components that have been through at least one life cycle and replacing consumable or normal wear components. All components used in the construction of remanufactured cartridges must equal OEM performance and function. (Also see the Definitions Section of this RFR). All components used in the construction of remanufactured cartridges shall be dismantled and examined for damage and/or excessive wear and must equal OEM performance and function. These include, but are not limited to:

PCR Rollers must be new or recoated (If applicable) Cartridge must be sealed with a pressure sensitive seal that equals OEM performance and function; air tested at 2lbs for 30 seconds and leak proof. The seal shall be readily removable by the user at time of installation. Any cartridge that shows evidence of toner leakage through improper sealing shall be termed defective and replaced by the contractor. Hard card seals or equivalent are acceptable when products are hand deliveries.

OEM drum must be replaced at the time of first cycle of remanufacture with a new long-life organophoto conductor (OPC) drum.

Wiper blades may be treated to comply with OEM performance and function and are acceptable for reuse.

Replace, included but not limited to, pins, clips foams, doctor blades, mag rollers, felts, as needed Print yield shall be equal to or exceed OEM stated yields for each cartridge. Yield shall be determined by the use of the standard pattern which features:

12% toner coverage Category 1 and 3 10% toner coverage Category 2 and Printers Serial number/lot number must be visible to the end user.

Exterior surfaces shall be thoroughly cleaned, with all traces of old labels, and toner removed entirely.

Recycling of Supplies The Commonwealth has established a goal to recycle empty cartridges and other recyclable supply items in order to reduce the volume of these products in the waste stream and to encourage the reuse of such materials. Pursuant to this goal, Bidders must offer customers an effective and reliable means of returning all recyclable empty supply items (O.E.M., generic and remanufactured) in accordance with the following requirements:

The method and expense of conducting such supply item returns must be the sole responsibility of the awarded contractors and may be conducted by either contractor/subcontractor pick-up, prepaid return shipment label, or both.

Pick up and deliveries must be made…