RFQ Specifications Amendment I.docx

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

RFQ # 18B 21022600000000000177

Five Year Rental of High Speed Printers (3)

Quotations/Responses Due: 3/30/2021 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS).

The deadline for questions by interested parties is 3/16/2021, 4:00 PM local time.

General Instructions on Bidder Questions It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page. Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Procurement Services (“Division”) is acting on behalf of the Office of Information Technology (“Requesting Department”). The Division and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

RFQ REQUIREMENTS

1. Description of Requirements

The following is a description of the goods and/or services sought by the State of Maine under this RFQ.

· See Appendix B on page 10

2. Bid Contents Requirements

In addition to the cost, delivery, and other information required in VSS, all bids should contain the following information as attachments:

· Appendix A: Bid Cover Page and Debarment Form (Pages 8 & 9 of this document)

· Appendix B: Detailed Specifications for each Device

· Appendix C: Cost Response Sheet

· Instructions for Completing Technical Specifications, Excel Format

· OIT Vendor Confidentiality NDA Form

· Product Data/Information Sheet for Printer(s)

· Product Data/Information Sheet for UPS

· Service and support service level agreement terms

· IRS Publication 1075 Contract Addendum for Printer Equipment

3. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Standard Time (EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ. Vendors are encouraged to submit supporting documentation that aid the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 2Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

4. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of the Division.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

5. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State. Once the goods or services have been determined to conform to the specifications then the Division will make its award decision based on the lowest price among the Bidders. Delivery days can be a factor in awarding.

b. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance, and/or a contract terminated or not renewed within the last five years.

c. At the discretion of the Division, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

d. In the event that no Bidder submission conforms to the specifications of this RFQ, then the Division may choose not to make any award. Alternatively, the Division may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then the Division, at its discretion, may make a contract award to the Bidder meeting four requirements.

e. If the specifications provided with this RFQ are of a technical nature, then the Division’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

6. Negotiations

a. No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their Best Value pricing with the submission of their quotation.

b. The Division reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. The Division reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Division may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Division may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Bureau of Business Management (“Bureau”), Division of Procurement Services (“Division”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, the Division is acting on behalf of the Requesting Department listed on the cover page. The Division and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, the Division and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation. Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here: http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

The Standard Terms and Conditions used with the aforementioned contract types may be found on the Division of Procurement Services’ website at the following link:

https://www.maine.gov/dafs/procurementservices/sites/maine.gov.dafs.procurementservices/files/inline-files/BPO_General_Terms.doc

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Division of Procurement Services’ website at the following link: https://www.maine.gov/dafs/bbm/procurementservices/forms

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoices. Invoices will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

BID COVER PAGE and DEBARMENT FORM

Bidder’s Organization Name:

Chief Executive - Name/Title:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

· Their bid complies with all requirements of this RFQ;

· This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

· That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

· That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and

· The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name:

Title:

Authorized Signature:

Date:

State of Maine RFQ# 18B 20092900000000000075 Rev. 7/15/2019 Debarment, Performance, and Non-Collusion Certification

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal:

1. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

1. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

0. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

0. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

0. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

0. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

1. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

· Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name:

Title:

Authorized Signature:

Date:

Appendix B

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 18B 21022600000000000177

Five Year Rental of High Speed Printers (3)

Part I. Scope of Work & Requirements

1. Equivalent items may be bid; however, all equivalent item bids MUST include documentation to prove equivalency. The final decision on equivalency will be determined by the requesting Department.

2. All devices must be new current model and in excellent working condition (No discontinued, reconditioned, or re-manufactured models).

3. Vendor will be required to make necessary provisions to ensure printers are ADA compliant. No State standard has been developed for the hardware.

4. The pricing includes rental, warranty, delivery, installation, parts, repair and preventative maintenance, removal, training (as needed), all parts, labor, service, toner, and any shipping/handling charges (everything to operate the equipment excluding paper). Prices to remain firm for the entire term of the rental.

5. Equipment remains the property of the Vendor. Vendor will be responsible for ALL taxes, fees and other costs related to the use of the rented equipment, parts and supplies.

6. The State will only accept Monthly invoices with Base Rental and Monthly Readings from vendor (the entity to which the Purchase Order is issued) not the Parent Company or Leasing Company.

7. The vendor must submit a consolidated and itemized invoice (base & meter charge) to include period covered and total charges each month, format must include the following:

a. State purchase order number

b. Invoice period/date coverage

c. Repeat for each printer

i. Machine serial number

ii. Model number

iii. Monthly charge for rental

iv. Beginning reading (actual)

v. Ending reading (actual)

vi. Images made

vii. Image charges

d. Summary Totals that agree with consolidated Invoice

8. Installation & Removal

a. All printers will be installed at one site: 85 Leighton Road, Augusta ME 04330. There is a standard commercial vehicle loading dock for use.

b. Vendor will be responsible for the total setup of equipment and accessories to make sure it is up and running to the States satisfaction.

c. Printers will be installed and accepted on a staggered basis, to minimize disruption to existing production operations, to allow removal of existing printers, and to test, train and certify new equipment using State of Maine work. A site-review pre-installation planning session is planned to define site requirements and assure pre-install readiness. Multiple service technician visits are expected.

d. After installation, all packing material to be removed by bidder.

e. Removal - At conclusion of rental agreement, bidder will work with State to schedule and execute printer, and associated gear, removal and return to bidder.

9. Vendor will be responsible for furnishing Material Safety Data Sheets (MSDS) upon installation of machine on all supplied items or items needed to operate machine, as applicable.

10. Vendor should present options for remote support, call-home/alerts for system monitoring, repair intervention and monthly usage reporting.

11. The State requires auto-replenishing on all supplied items. Vendor will work with State to monitor supply levels and replenish as required. Vendor must supply and maintain at State of Maine print site; minimum of sixty (60) days on all supplies.

12. Paper Stock - Equipment must be capable of performing to the State's satisfaction by using recycled sheet feed paper purchased for general use by the Division of Purchases and other paper supply vendors that meet State standards (this to include quality standards as well). Printer must process the following paper formats including, but not limited to:

a. No Hole 20 lb. 8 ½” x 11”

b. 3 Hole 20 lb. 8 ½” x 11”

c. No Hole 20 lb. 8 ½” x 14”

d. Preprinted 20 lb. 8 ½” x 11”

e. Preprinted 20 lb. 8 ½” x 14”

f. Preprinted 24 lb. 8 ½” x 11”

g. Preprinted 20 lb. 8 ½” x 14”

h. Micro perforation 24 lb. 8 ½” x 11”

i. Micro perforation 24 lb. Preprinted 20 lb. 8 ½” x 14” Pressure Sealer form

j. 24 lb. Preprinted 20 lb. 8 ½” x 14” Pressure Sealer form

k. 24 lb. Preprinted 20 lb. 8 ½” x 11” Pressure Sealer form

l. 65 lb. smooth finish cover stock

13. Vendor to provide Uninterruptible Power System with each printer to supply conditioned stable power to printer allowing operator intervention and clean-organized shutdown of printers in the event of power outage. UPS to provide 15 minutes printer run-time, or better, for shutdown. (Building has manual start generator, not operated by print staff. UPS not provisioned for printers presently. New service protection feature being added).

14. The State will not be responsible for replacement parts or repairs from lighting strikes, power surges, etc. that could damage equipment. It will be the responsibility of the vendor to supply the proper surge protecting/power filtering device for unit that will meet their current manufacturer’s specifications for protection.

15. Environmental – Air:

a. The print area, and all paper/supply storage areas, are maintained at needed temperature and humidity levels for print services.

b. Printers must have direct capture air connection to connect printers to external exhaust air handling system. (Building exhaust air handling system for printers not provisioned at this time, plans are to add one. Vendor to supply information, with quote, on requirements and connection. State will work with vendor to configure and make-ready to-be-built system).

16. Training - All staff that operates the equipment must be fully trained and comfortable operating the equipment. All training must meet the States needs and schedule.

17. Service/Maintenance – The print team operates M-F 3:30am to 4pm. Equipment support/maintenance must be provided during these hours. Servicing technicians must be certified on any equipment that requires service.

18. Vendor must maintain service history on each piece of equipment and must be available to the State upon request. This history must include the following information on each call:

a. Date and time of call for service

b. Name of caller

c. Nature of problem

d. Date and time that technician arrived at site

e. Actual problem

f. Parts used

g. Date and time equipment became fully operational

19. On-site Service Technicians may observe sensitive information. All on-site service technicians must sign a Non-disclosure Agreement (NDA) and undergo a background check. See OIT Vendor Confidentiality NDA form attached document.

20. The selected vendor/printers MUST adhere to the attached IRS Pub 1075 contract language, included with this RFQ, throughout the term of the rental agreement. The State will not consider quote responses which do not comply with this requirement.

Part II. Technical Specifications:

Digital Printer - Xerographic

Three (3) Printers:

· 60-Month Rental

· MICR 136 Images per Minute B&W print engine or greater for each printer.

· 6 Paper Trays Supply Module or 2 Paper Supply Modules with 3 Trays each for each printer

· Each paper supply module with 2 trays @ 1000 Sheets Plus 1 tray @ 2,000 sheets or greater.

· (1) High capacity output stacker 5,000 sheets or greater with 14 X 18” sheet capacity on each printer.

· Operating System must have an auto job recovery feature so that all components have full job integrity and recovery.

· Must have at least 1 GB Network Card.

· Must have a minimum of 512 GB space of hard drive or greater. Printer drives (storage media) must be removeable so that they can be secured in a vault daily. Drive information must be encrypted.

· All printers will use MICR toner.

· One printer to have standard stapler finisher (3-position, 3000 sheet capacity).

· Print engine must have multiple Raster Ink Processor (RIP) capabilities.

· IPDS, PostScript, PCL, GIF, JPEG, TIFF

· Resolution 600 dpi x 600 dpi with lpi up to 180 or better

· Must include latest controller software to handle various print formats.

The State uses the following software to prepare, manage and workflow jobs. Printers must be compatible with software.

Planet Press Suite Software:

· Objective Lune Planet Press

· Objective Lune Planet Press Image

· Objective Lune Planet Press Watch

· Planet Press Design CARE

· Planet Press Watch Care

· PCL Interpreter

Rochester Software Associates (RSA)

· Power port LCDS License

· Qdirect Core Module

· Qdirect LPR/Socket Reader

· Qdirect MIS Print Reader

· Qdirect 90-180 PPM printer Writers

· Mainframe Downloader

Pictures of existing equipment configuration/space are attached. (Image-Print-1 (1 to 5). Printer configurations may be adjusted to accept third printer.

Print volumes by month are:

DOES YOUR EQUIPMENT MEET THE MINIMUM SPECIFICATIONS?

YES____ NO_____?

If units quoted do not meet the specifications or requirements – Vendor must clearly state what they are bidding and explain the difference(s).

NOTE: If you DO NOT state clearly anything about the unit that does not meet specifications and the requirements in this quote, the State will assume it does. If you are the successful vendor with the quote, you will be responsible to hold the costs that you quoted for any accessories, requirements, etc. that will need to be added or required in order to meet the Terms, Conditions, and Specifications within this quote. Descriptive literature must accompany your quote. Please quote electronically with literature attached or to follow.

Appendix C

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

COST RESPONSE

RFQ # 18B 20092900000000000075

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is described below.

Fill out required sections in this word document. In Vendor Self Service (VSS), enter the highlighted field from the Cost Response Sheet Total 5-year cost column.

Pricing Terms:

The fixed monthly rental to include: delivery/removal, installation/breakdown, equipment and software license cost, preventative maintenance service, hardware and software support/parts, labor, training (initial training).

Software Annual Support Fees: All annual support fees affiliated with any equipment, software, services, etc. associated with this RFQ should be included in the rental payment. Any software upgrades, patches, etc. associated with the product proposed by the vendor for this RFQ must be covered. Any upgrade fees required for the vendor's proposed product which are required during the term of the contract will be the responsibility of the vendor. New software added by the State after the bid is awarded will be paid by the State.

The State will accrue and pay monthly rental fees after the printer/ups are certified for production use (State print job workload tested and completed successfully and systems compliant with IRS pub. 1075). Rental fees end at 60 months and equipment release to vendor or as negotiated.

Systems/equipment must be compliant with IRS Pub. 1075 at installation and during full contract term. Equipment or software changes to maintain compliance shall be implemented at no cost to the State.

Trade-in – The State operates two(2) Ricoh150EX printers, as described below which are being retired and will be traded-in (see pictures). Complete related cost row in table.

1. Ricoh 150EX-KOD, eid 11509522, mfg TUD30035R1, sn TUD30035R1

2. Ricoh 150EX-KOD, eid 11509523, mfg X7X04178R1, sn X7X04178R1

Cost Table

Printer-1 w-UPS 6-input, 1-output rent1

Printer-2 w-UPS 6-input, 1-output rent1

Printer-3 w-UPS 6-input, 1-output + stapler rent1

Per Impression

Per impression (one-side) charge(s)4

Not Applicable

Cost Table Notes:

1) Printer: Provide monthly rental fee. Multiply by sixty for five-year total cost.

2) Trade-in credit: Provide one-time Trade-in credit in ‘Total over 5-year’ column.

3) Equipment and Trade-in Credit: Sum total printer rental and support fees, subtract trade-in credit.

4) Per impression: Provide per impression unit charge in monthly charge column.

5) Impression-fee: Multiply unit impression fee times annual image volume and five years for five-year cost.

6) Total cost: Add ‘Equipment and Trade-in Credit Total’ and ‘Impression-fee’ in highlighted fields. Use ‘Total Cost (last row) as value for Vendor Self Service response.

Required documents:

· Appendix A: Bid Cover Page and Debarment Form (Pages 8 & 9 of this document)

· Appendix B: Detailed Specifications for each Device

· Appendix C: Cost Response Sheet

· Instructions for Completing Technical Specifications, Excel Format

· OIT Vendor Confidentiality NDA Form

· Product Data/Information Sheet for Printer(s)

· Product Data/Information Sheet for UPS

· Service and support service level agreement terms

· IRS Publication 1075 Contract Addendum for Printer Equipment