RFR OSDPRINTMAIL Final 061026.docx

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

OPERATIONAL SERVICES DIVISION

ONE ASHBURTON PLACE, SUITE 1608, BOSTON MA 02108

Request for Response (RFR)

Document Title: CPMS PRINT MAIL SUPPLIES, EQUIPMENT AND SERVICE

COMMBUYS Bid#: BD-26-1080-OSD01-OSD10-130135

Agency Document Number: 26OSDPRINTMAIL

June 8, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.COMMBUYS.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

In accordance with M.G.L. c. 66 and M.G.L. c. 4, § 7 (26), this RFR and all responses hereto shall become public record, and can be obtained from the operational services records access officer by submitting a request at https://www.mass.gov/operational-services-division-prr . Any portions of a response that are labeled as confidential will still be considered public record.

RFR Introduction and General Description Procurement Scope and Description The Commonwealth of Massachusetts Operational Services Division (OSD) is soliciting Bidders for the acquisition of supplies, equipment and services required to operate a high-volume print shop.

The print shop(s) may require maintenance, service or supplies for folders, sorters, inserters or other equipment. The contract allows the purchase of equipment, including but not limited to finishing equipment such as three-hole drill punches and shrink wrap equipment, offset supplies including finishing, accessories and peripheral equipment, wide format (used or refurbished), and envelope printers, but does not allow the purchase of any new equipment from any category that is available on any statewide contract issued by the Operational Services Division, including ITE001 or any successor contract for Multi-Function Devices.

This contract allows the purchase of commercial-grade equipment only, and may not be used for regular office equipment, such as digital printers. The contract allows procurement of services, parts, and supplies for specialized equipment which was purchased or leased by the operating entity, but cannot be used to procure moving (device relocation), electrical work or other services which are available from statewide Tradespersons contracts, or any other statewide contract. The contract allows maintenance contracts for both new equipment purchased under the contract, and for legacy equipment operated by the print shop.

The agency, at its discretion, will update the products and services to reflect current business needs, including, but not restricted to, new supplies, equipment and specialized/high-volume finishing.

Background information OSD is one of several Massachusetts state agencies that operate a high-volume print shop, using commercial grade equipment. Other organizations with similar facilities include the Department of Correction and the Department of Transitional Assistance. OSDPRINTMAIL will replace OSD departmental contracts CPS022 Supplies, CPS023 Services and CPS025 Bindery. In addition to securing access to the supplies and services formerly offered by those contracts, OSDPRINTMAIL will allow procurement of equipment, subject to the restrictions described in Section 1.1.

Applicable Procurement Law This Bid is issued under the following law(s):

· MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

Number of awards OSD will award bidders in four categories, Supplies, Services, Equipment and Finishing, and will review applications from interested bidders immediately upon bid release. The contract is considered rolling, which will allow interested bidders to submit applications at any time after bid release, until the end of the bid available period, which will be one month prior to the contract expiration date. OSD does not have a ceiling on the number of bidders that will be awarded. Bidders may apply for a single category, or for two, or more categories.

There is no guarantee of sales to any awarded bidder.

Eligible Entities Limited User Contract – Restricted to Use by Defined Entities Only.

Any contract resulting from this Bid will be open for use by the Issuing Entity as well as the following other entities

· Operational Services Division (Issuer) Primary service address 1: 200 Arlington Street, Chelsea MA Primary service address 2: One Ashburton Place, Boston MA

· Department of Correction Primary service address: MassCor Industries Print Shop, Old Colony Correctional Center, 1 Administration Road, Bridgewater, MA 02324 Attention: Ken Newby

· Department of Transitional Assistance Primary service address: Schraffts Building, 529 Main Street, Charlestown MA 02129

The issuing agency may request delivery or service to other locations during the contract period to reflect changing business needs.

Each named user is responsible for the execution of purchase orders, Statements of Work (SOW), or other engagement-specific documents and their retention, retrieval, archiving, and disposal; however, the named users may not execute separate standard contract forms.

Acquisition Method(s) Acquisition method(s) to acquire goods and/or services from this Bid are Outright Purchase, Fee for Service and/or Time and Materials, Rental (Not to exceed six months), Lease (not to exceed sixty months) and License of manufacturer’s software required for operation or other integrated software that provides enhanced functionality.

Performance and Payment Timeframes Which Continue Beyond Duration of the Contract.

All rentals, maintenance, or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than 60 months after final contract end date. No new rentals, maintenance, or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any rentals, maintenance, or other agreements for services already in place unless the department also terminates said rentals, maintenance, or other agreements for service, which were executed pursuant to the main contract.

Contract Duration The expected duration of this contract is as follows:

Initial Duration

Five (5) Years

Renewal Options

Total Maximum Contract Duration

Ten (10) Years

No goods may be ordered and no new rentals, maintenance, or other agreements for services may be executed after the Contract has expired

Estimated Value of the Contract The estimated value of purchase(s) resulting from this Bid will vary by category. For the bidder’s information, the average annual spend for fiscal years FY23-FY25 for expired contracts CPS022 Supplies and CPS023 and CPS25 (combined) Services and Bindery was $88,875 and $129,555 respectively. No estimates are available for the equipment category.

The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders, and are not to be relied upon as any indication of future purchase levels.

Estimated Procurement Calendar

Training for Online Quote Submission:

OSD Vendor Training | Mass.gov Ongoing

Times are Eastern Standard/Daylight Savings (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.

Written questions via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SSST regarding this Bid. Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions) and prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing since all questions are accessible to the public. Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SSST reserves the right to edit or delete submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP), cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means, including email or spam filtering.

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 Amendments The SSST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The SSST and the Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

SPECIFICATIONS

The specifications in this contract pertain to the initial bid release, but may be revised by OSD at any time to accommodate changes in print shop equipment and accessories. The contract categories are Category 1 Supplies, Category 2 Services, Category 3 Equipment and Category 4 Finishing and Printing. Bidders may apply to a single, or multiple categories. Bidders who apply for a single category in their initial response are allowed to apply for a second or third category after the initial bid award, but will need to submit a new quote in COMMBUYS. Awarded bidders are responsible for notifying OSD of any changes to their business operations that will affect their ability to provide services in their awarded category. OSD reserves the right to temporarily remove a vendor from the qualified list for a previously awarded category for cause, and may also restore the vendor’s qualification when the condition has been corrected.

Contracts in all categories are subject to Commonwealth Terms and Conditions, with the exception of Category 4. Category 4 contracts will incorporate Commonwealth Terms and Conditions for Information Technology Contracts.

Category 1 Supplies

OSD is seeking vendors who can provide supplies for printing, including wide-format, and binding. The category also includes ink.

Bidders must offer a discount from the catalog price, and may either offer a single, all-items, discount, or may offer varied discounts at the line-item level. If the bidder chooses to enter line-item discounts, the bidder must also provide a percentage discount that will apply to items from their catalog that are not listed on the Category 1 – Supplies Response Sheet, that eligible entities may wish to purchase in the future.

Bidders should indicate which items they can provide on the Category 1 Supplies Response Sheet. Awarded bidders will be expected to provide price information during the negotiation period, prior to execution of the contract documents. The response sheet has four tabs:

· Tab A – Printing supplies

· Tab B – Binding supplies

· Tab C – Ink supplies

· Tab D – Wide format supplies Bidders should include stocked brand names for items they are able to provide on Tabs A-D.

In the event eligible entities make changes to their equipment during the contract term, the contract manager reserves the right to adjust the product list accordingly. Updated pricing will be requested from awarded bidders for new additions.

Warranty and Returns:

All bid responses should identify the bidder’s standard warranty terms, as well as the bidder’s return policy.

Bidder qualifications:

Category 1 is open to bidders who have provided general printing supplies to the graphic arts industry or commercial print shops for no less than five (5) years from the date of their bid response.

Delivery:

· Orders placed by eligible users of this contract must be delivered as soon as possible. Contractors must provide estimated ship time with quote.

· Purchase orders will be released on COMMBUYS, or on a successor system, for all executive branch procurement.

· Delivery charges are not permitted for supply orders, unless the order is less than one hundred dollars.

· All orders shall be delivered to the facility address and specified location within the facility at no additional cost to the Commonwealth or the facility. Facilities do not accept “tailgate” or “door to door” deliveries. Contractors using third party shippers or couriers must make them aware of these conditions.

· Shippers are not permitted to use facility equipment for completing deliveries.

· Additional shipping requirements unique to MassCor Industries will be provided to awarded bidders, and reasonable additional charges for said services will be considered on a per order basis. Current delivery requirements can be reviewed in Attachment D.

Category 2 Maintenance, Service and Parts OSD is seeking vendors who can provide equipment maintenance services and parts for offset and digital printing equipment, and other equipment operated by purchasing entities.

Maintenance may be remedial or preventive. The vendor will provide parts as needed, and will submit itemized invoices. Shipping charges may be additional.

· On Call Remedial Service Maintenance service must include the replacement of defective or unserviceable parts for the equipment specified. Repair of the equipment and maintenance must be in accordance with OEM specifications. Replacement parts will be furnished on an exchange basis and must be new parts that meet all OEM specifications. If the required part is no longer being manufactured, any part supplied must be equivalent to new in performance and meet all OEM specifications. Removed parts become the property of the contractor and must be removed by the contractor upon completion of the service call.

The contractor must provide parts and/or maintenance service coverage during normal business hours 8:00 AM to 4:00 PM, EST/EDT, Monday through Friday, except Commonwealth holidays. Contractors must provide service at the requested site within one (1) business day after acknowledging the purchasing entity’s request. Response periods will be calculated from the time the purchasing entity contacts the contractor until a qualified service representative arrives at the site where the breakdown or malfunction has occurred.

· Preventive Maintenance The contractor and purchasing entity may agree on regular preventive maintenance service calls during regular shift hours of 8:00 AM to 4:00 PM EST/EDT, Monday through Friday, to maintain equipment or parts according to OEM specifications. The contractor shall make a good faith effort to schedule calls during low utilization periods. Preventive maintenance shall include, but not be limited to, all lubrication, necessary adjustments, cleaning and replacement of parts in accordance with the preventive maintenance schedule specified by the OEM.

Purchasing entities may request services on a time and materials basis, or request a service contract for a monthly fee. For service contracts, vendors may request monthly, quarterly or annual payments; however, eligible entities are allowed to negotiate the most convenient option.

To apply to Category 2, Service and Parts, bidders should indicate the items for which they can provide service and/or parts on the Category 2 Services Response Sheet, Tab A. For each itemized line, bidders should indicate whether they can provide service, and whether the service is eligible for time and materials, service contracts or both. All prices for services should be adjusted to include transportation; the contract does not allow separate transportation charges.

In most cases, the purchasing entity will release a COMMBUYS PO to confirm services requested as time and materials. For services that were received on an emergency basis, the purchasing entity may enter a COMMBUYS PO after services have been provided, as a Request for Payment Authorization (RPA) Release. Service contracts are not effective until the purchasing entity has provided a purchase order, which must be signed by both parties. Purchasing entities are encouraged, but not required, to use either the purchase order form in Attachment B or the Statement of Work form in Attachment C, and to upload the form to COMMBUYS after execution. Purchasing entities may not execute any maintenance agreement provided by the contractor, unless the document has been reviewed and approved by OSD Legal. Contractors and purchasing entities who wish to use the contractor’s maintenance agreement should be advised that redlining may require negotiation and several iterations, and adjust their timelines accordingly.

In the event eligible entities make changes to their equipment during the contract term, the contract manager reserves the right to adjust the product list accordingly.

Bidder qualifications:

Category 2 Service is open to bidders who have provided maintenance services to the graphic arts industry or commercial print shops for no less than five (5) years from the date of their bid response.

Insurance:

The Contractor must take all necessary precautions and provide all necessary safeguards to prevent personal injury and property damage while performing services under this Contract. It is the Contractor's responsibility to ensure that their operations are conducted in a safe and secure manner at all times. The Contractor must replace/repair, at the purchasing entity’s sole option, any property damages incurred during performance. Purchasing entities may incorporate additional insurance requirements in their Statement of Work for services under this contract.

The Category 2 contracts are awarded as qualifying lists by the Operational Service Division (OSD). It is the responsibility of the purchasing entity to ensure that they obtain copies of all the proper employment requirements including but limited to licenses, certifications, insurance, OSHA, et cetera from the Contractor for all employees working on a project prior to engagement.

Category 3 Equipment Sale and Lease

OSD is seeking vendors who can provide commercial grade equipment for printing, mailing and finishing. Contractors must offer new equipment only for rental or lease, but may also offer new, refurbished or used equipment for purchase by participating entities. Contractors must be an authorized reseller or manufacturer (OEM) able to provide equipment and supplies within the scope of this contract category.

The Contractor must notify the Purchasing Entity in writing, when Remanufactured or Refurbished Equipment is being offered. All Remanufactured or Refurbished Equipment must be clearly labeled as such, and must be certified by the Manufacturer.

The Contractor must be able to provide equipment, supplies, installation, training, service and maintenance, and technical support for all equipment and related services.

Contractors must review Appendix 3– Required Terms for all Information Technology Statewide RFRs for policy and standards for network-based systems.

The contract allows the procurement of the equipment types below. The Contract Manager reserves the right to add equipment types over the life of the contract to reflect availability of new technology and/or changes to the product offerings from OSD Statewide Contracts. Upon approval from the Contract Manager, Contractor may add new, related technology to the resulting Master Agreement. Contractor may provide OEM and/or Third Party compatible Accessories that complement or enhance the features of the Device.

Requirements described in this section are at minimum. Eligible entities are allowed to provide additional requirements related to installation, training, maintenance, return and security in any request for quotes referencing this contract.

Used and Refurbished Equipment “Used equipment” means equipment that has been previously owned, leased, operated, or placed in service and is offered for resale without being restored, tested, and certified to a defined standard by the manufacturer, authorized distributor, or qualified refurbisher. Used equipment shall not be supplied unless expressly authorized in writing by the purchasing entity.

“Refurbished equipment” means equipment that has been previously owned, leased, operated, demonstrated, or returned, but has been inspected, repaired as needed, cleaned, tested, and certified by the manufacturer, authorized distributor, or qualified refurbisher to meet the manufacturer’s applicable operational specifications or another clearly stated performance standard. Refurbished equipment shall include disclosure of age, usage, prior service history if available, replaced components, warranty terms, and available maintenance coverage.

Equipment Types

Printers Digital Press up to 19" Card printers Envelope Printers Digital Label Press Offset Equipment Wide Format Printers (used or refurbished) Flatbed Printers Flatbed Die-cutter Roll Printers Roll Die-cutter Bindery Equipment Cutters Folders Book Binding Machines Three-hole Drill Punches Shrink Wrap Equipment Lamination Equipment Scoring/Perfing

Purchased items provided must be strictly in accordance with those contained in the contract award. Purchasing Entities are authorized to order and Contractors are authorized to deliver and/or ship only those items covered by the contract. If a review of orders placed by any Purchasing Entity reveals that material other than that covered by the contract has been ordered and delivered, the OSD Contract Manager will take such steps as are necessary to have the material returned by the Purchasing Entity, regardless of the time elapsed between the date of delivery and discovery of the violation at a cost to the Contractor. Full credit will be required. Violation of this clause may result in the suspension or removal of the Contractor from the contract.

Warranty

Contractors must guarantee the equipment offered comes with a standard one (1) year warranty from the original equipment manufacturer (OEM) that is valid in the United States. Equipment furnished under the terms of this contract shall be guaranteed against faulty material and workmanship. A standard warranty shall include all expenses including parts, labor, and travel.

Extended Warranties For all equipment sales, the Contractor will inform the Purchasing Entities if extended warranties are available, and if so will participate in pricing negotiations.

Used Equipment The minimum warranty for used equipment is six (6) months.

Purchase Unless disclosure of remanufacture, refurbishment or otherwise used equipment has been made, Contractors must guarantee the equipment offered is new. Contractors may not offer any equipment, whether new, used or refurbished, that has been discontinued or recalled by the manufacturer. All equipment must be valid for sale in the United States. Equipment furnished under the terms of this contract shall be guaranteed against any defect due to faulty material and/or workmanship. Equipment must meet all federal, state, and local standards for quality and safety requirements. All electrical components utilized, including integrated circuits, will be high reliability, commercial grade.

Contractor Notices Contractor shall notify the Contract Manager and all Purchasing Entities of any recall notices, warranty replacements, safety notices, or any applicable notice regarding the Products being sold. This notice must be received in writing (via postal mail or email) within thirty (30) calendar days of Contractor learning of such issues.

Lease Once a Purchasing Entity enters into a lease or rental agreement, the rate must remain fixed throughout the Initial Lease or Rental Term. A Purchasing Entity may have the option to enter into an Initial Lease Term of 24, 36, 48, or 60 months, based upon the Contractor’s available options, and at the discretion of the Purchasing Entity. Upon the expiration of the Initial Lease Term, a Purchasing Entity may do one of the following:

a. Renew the lease on a month-to-month basis, or a 12-month basis, at the discretion of the Purchasing Entity; with a maximum rental period of 60 months

b. Return the Device to the Contractor, or have the Contractor pick the Device up.

Term The maximum lease term is sixty (60) months.

Rental A Purchasing Entity may have the option to enter into an Initial Rental Term of 3 or 6 months, based upon the Contractor’s available options, and at the discretion of the Purchasing Entity. Upon the expiration of the Initial Rental Term, a Purchasing Entity may continue the rental on a month-to-month basis, or may return the Device to the Contractor, or have the Contractor pick the Device up. The maximum rental term is six (6) months

Supplies The Contractor must provide start up supplies for all purchased equipment.

All printers must be able to use recycled paper, up to and including 100% Post-Consumer Waste (PCW) paper. Contractors may not fault the use of recycled paper for equipment failures, as long as the recycled paper in use meets the standard paper specifications (e.g., multi-purpose, copy, or laser paper).

Contractor or Authorized Dealer must notify a Purchasing Entity, in writing, of their End of Term (EOT) options at least sixty (60) days prior to the end of any Initial Lease or Rental Term. Such notification may include, but not be limited to, the following:

a. Any acquisition or return options, based on the type of lease or rental agreement;

b. Any renewal options, if applicable

If a Purchasing Entity desires to exercise a purchase, renewal, or return of the Device, it shall give Contractor at least thirty (30) days written notice prior to the expiration of such lease or rental term. Notwithstanding anything to the contrary, if Purchasing Entity fails to notify Contractor of its intent with respect to the exercise of a purchase, renewal, or return of the Device, the Initial Lease or Rental Term shall be terminated on the date as stated in the Order and removal of the Device will be mutually arranged, unless otherwise specified in an Order. If the Purchasing Entity does not exercise the purchase or renewal option, it will immediately make the Device available to Contractor in as good of condition as when Purchasing Entity received it, except for ordinary wear and tear.

Device Installation Requirements Prior to Order Acceptance, Contractor must advise Purchasing Entity of any specialized installation and site requirements for the delivery and installation of Device. This information should include, but is not limited to, the following:

· Air conditioning

· Humidity and temperature limits

· Electrical

· Special grounding

· Cabling

· Space (footprint and height)

· Other considerations critical to the installation

Pre-Installation It is the Contractor’s responsibility to survey and review the particular installation location to ensure the existing proposed location will meet the manufacturer’s established criteria prior to delivery. Should the proposed installation location not meet established installation criteria, the Contractor and the Purchasing Entity will attempt to locate an alternate mutually agreeable location for the equipment at the particular site.

Contractors not familiar with any location are strongly advised to personally view those locations prior to delivery. A lack of familiarity with an installation location will in no way relieve a Contractor from its responsibility to fulfill its contractual obligations.

The Purchasing Entity shall be responsible for furnishing and installing any special wiring or dedicated lines.

Network installation shall include configuration of the Device for the proper network protocols, and installation of the appropriate print drivers on up to five (5) computers per Device.

If applicable, all Devices must be installed with Preventative Maintenance notifications turned on, and with the most environmentally responsible defaults enabled, including Energy Star saving settings.

Access to the Device’s administrative functions must be password protected per the Purchasing Entity’s requirements, and the default settings must be changed at the time of Device installation.

Software related to the Device must be installed within five (5) Business Days of the Device installation, or as otherwise stated in a Purchase Order.

Delivery Contractor must make delivery and have product available for delivery to all addresses in section # 1.5, and other addresses as stipulated by any eligible entity, or by future contract amendment. For all orders that exceed one hundred dollars, delivery must be F.O.B. destination with no delivery or travel expenses paid by the Eligible Entity.

Contractor is responsible for the delivery of products in first class condition at the point of delivery and in accordance with good commercial practice. Shipping cases must:

All deliveries shall be made during Normal Business Hours, which may vary for each Purchasing Entity. The Contractor shall be responsible for all drop ship purchases and will coordinate with the Eligible Entity with regards to the drop ship delivery location.

Contractor must be responsible for all delivery, unloading, staging, storage and installation of equipment and/or supplies and removal of all packaging material from the premises in coordination with the Purchasing Entity’s instructions. Delivery will be inside delivery to the ordering entities’ desired internal location unless directed otherwise by the Purchasing Entity.

Contractor shall notify the Purchasing Entity at least 48 hours in advance of shipment and/or installation. The Purchasing Entity will provide specific and timely authorization for each delivery.

Contractor will comply with all instructions for delivery to MassCor facilities as described in Attachment D, or any successor documents.

Labels with Warranty Period Contractor or Authorized Dealers shall affix a label or a decal to the Device at the time of installation which shows the name, address, and telephone number of Contractor or Authorized Dealer responsible for warranty Service of the Device, along with the warranty period by dates.

Training and Training Materials Contractors must provide significant training to designated personnel within the Purchasing Entity during the final system testing and start-up phase of the equipment installation. The amount of training required is dependent on the complexity of the equipment purchased by the Purchasing Entity and the ability of the designated personnel to learn from the training and training material. The Contractor and Purchasing Entity shall mutually agree on the duration as well as the location and schedule of the training. The Contractor’s fully trained and qualified, if applicable, Certified Technician shall conduct and instruct the training. Training materials including but not limited to books, handouts, software, or customized training videos will be provided by the Contractor and will be given to the Purchasing Entity at no additional cost, as agreed upon by the parties.

Ordering and Invoicing Specifications The Product invoice shall contain the following, at a minimum:

· Name of Purchasing Entity

· The name, phone number, and address of Purchasing Entity representative

· Order date

· Description of the Product and/or Service ordered

· Model number

· Serial number

· Price

· Any additional information required by the Purchasing Entity

Incomplete, Incorrect, or Damaged Orders All products ordered by Purchasing Entities must be delivered by the Contractor in new and unopened containers, or in a condition acceptable to the Purchasing Entity. Damaged shipments will not be accepted. In the event that any order is accepted and then determined by the Purchasing Entity to be incomplete, incorrect, or have damaged products, then the Contractor must correct the order to the satisfaction of the Purchasing Entity. Contractor must cover all costs of correcting for an incomplete, incorrect, or damaged order. The Purchasing Entity will not pay additional fees.

Defective Equipment Contractors agree that all equipment purchased shall be operational and perform in accordance with standard equipment performance specifications and warranties for the equipment.

The Contractor agrees that the Purchasing Entity will not have any obligation to pay for defective equipment that cannot be repaired or replaced by the Contractor so that such equipment meets the terms of the contract.

Contractors shall repair any defective equipment so it operates in accordance with standard performance specifications and warranty period for that Equipment. Contractors shall be responsible for all equipment defects and failures. If the equipment cannot be repaired as described above, or by periods established by separate agreement with the Purchasing Entity, the Contractor shall immediately replace the equipment with identical or comparable equipment. The Contractor shall be responsible for all transportation, shipping and delivery costs and other costs associated with the replacement of defective equipment.

The Contractor may not charge a fee, service charge or seek remuneration for materials or labor associated with the replacement of defective equipment with identical or comparable equipment. If the equipment replacement must be different equipment than originally installed, then it is the responsibility of the Contractor to honor the original purchase cost of the original equipment. Should the equipment be of lesser cost the Contractor must provide the Eligible Entity with the lesser cost.

Returns All products must have a return policy regardless of reason, as long as the product is not damaged due to negligence or maliciousness.

Contractor and/or Authorized Dealers may charge the Purchasing Entity a re-stocking fee for any Products that are not accepted. The amount of the fee shall be the lesser of 10% of the purchase price, or $200.00. Contractors must inform the Purchasing Entity in writing what the Return Policy is prior to issuing an order. There will not be any restocking fee for the return of items that were received as damaged or defective.

Payment The first scheduled payment (as specified in the applicable Order), will be due following the Acceptance of the Devices, or such later date as Contractor may designate. The remaining payments will be due on the same day of each subsequent month, unless otherwise specified in the applicable Order. Payment will be in accordance with the Commonwealth’s bill payment policy.

Service/Maintenance Agreements Contractor must be able to provide service/maintenance agreements with various service levels available to the Purchasing Entity at negotiated rates for repair and service work performed after the warranty period. The service/maintenance plan shall include various levels of Contractor response times available to the Purchasing Entity. Contractors must be able to offer an immediate response plan with 24x7x365 availability. Purchasing Entities will negotiate pricing for service/maintenance plans with the Contractor. Purchasing Entities are encouraged to enumerate the requirements desired for any service/maintenance plan at the time of quote so total cost of ownership can be factored into award decisions. Some elements to consider when requesting a service/maintenance agreement include: Response time guarantees, up time guarantees, quality requirements, and penalties, Preventative Maintenance i.e. Contractor must perform all Preventative Maintenance Services at the Manufacturer’s suggested intervals, or as specified in an Order, all technicians must be factory trained by the OEM and/or certified to Service the Devices. Service/Maintenance Agreements shall not exceed five (5) years.

Time and Material Service and Repairs Billing for service performed on equipment once it is no longer covered under the original warranty, extended warranty, or a service maintenance agreement held by the Purchasing Entity shall be based on the labor rates as listed in each Contractor’s RFR Category 3 Response Sheet.

Billing for replacement equipment once it is no longer covered under the original warranty, extended warranty, or a service maintenance agreement, will be based on the discounts as listed in each Contractor’s Category 3 Response Sheet.

Emergency Service Calls For emergency services calls, Contractors must have the ability to respond immediately and arrive on site within an agreed upon timeframe, to be negotiated between the Contractor and the Purchasing Entity, or, if a response time has not been negotiated, within two hours after receiving the service request.

Non-Emergency Service Calls For non-emergency service calls, Contractors must acknowledge receipt of the service request within one hour. Contractors should arrive on-site within agreed upon timeframes, to be negotiated between the Contractor and the Purchasing Entity, or, if a response time has not been negotiated, within eight hours or next business day from the time the Purchasing Entity made the service request.

Software May be provided by Contractor to enhance the capabilities of the Devices, or may be provided as a standalone option on any owned, leased or rented Device.

Software pricing for unique designs or complex configurations will be quoted on a case by case basis.

Contractor may provide OEM and/or Third Party software.

All software drivers shall be, at a minimum, Windows 10 compliant, and all Devices must have universal software drivers.

Purchasing Entities that acquire software shall be subject to the license agreements distributed with such software, provided such terms do not contradict the language in this Request for Response and all applicable attachments.

Software Licenses Where applicable, the cost of software licenses may be included in the Service Maintenance Agreement. Purchasing Entities may also purchase software licenses separate from any Service Maintenance Agreements. Software licenses shall include software updates.

Authorized Reseller/Dealer Contractors must be authorized to sell, install, and service the products they will sell, rent or lease. During the contract negotiation stage, the Contractor must provide written proof that they are an authorized reseller for each manufacturer referenced in their response. This must be in the form of a letter or email from the manufacturer (or in some cases distributor) that authorizes the Contractor to sell the products and identifies the Contractor by company name. No manufacturer, product line, or distributor will be accepted for any Contractor without proof of authorization. The OSD Contract Manager and Purchasing Entities utilizing the contract reserve the right to request documentation at any time to substantiate authorization and certification. Awarded Contractors must notify the OSD CPMS Contract Manager of any authorized reseller changes, additions, and deletions throughout the term of the Contract.

Price Adjustments Product pricing discounts are intended to be held firm throughout the initial contract term and all renewal terms. Labor hourly rates in Categories 2 and 3 may be negotiated annually (based on the contract start date) and at renewals. Any request for a price adjustment must be accompanied by supporting documentation. The request, written on the Contractor’s letterhead, must be emailed to the OSD CPMS Contract Manager. All requests are subject to negotiation. If accepted, all price adjustments become effective only when they are posted on COMMBUYS, and will apply only to new orders placed after the COMMBUYS post date.

Quotes Awarded Contractors will receive a request for quotes in COMMBUYS. For any response to a quote request, the awarded contractor will indicate whether equipment is EPEAT registered, Energy Star compliant, or not applicable.

Eligible Entities may require additional qualifications, certifications, proof of insurance and licenses for the Contractor’s personnel employed on specific projects based on facility security requirements, type of work to be performed, and/or other factors.

Category 4 Finishing and Printing

OSD is seeking vendors who can provide finishing services and/or printing services that the Purchasing Entity would like to have performed offsite. Services include, but are not limited to, bindery, laminating, and printing of raised seal business card shells.

To apply to Category 4, Finishing and Printing, bidders should indicate the services they can provide on the Category 4 Services Response Sheet. The listed items are samples. Eligible entities may request other items within the binding, printing and laminating categories, and may also request quotes for additional finishing and printing types. Examples of additional services may include perfect binding, booklet-making, perforating, die cutting, and collating.

All services will be requested as needed. Drop off and pickup terms will be negotiated with each eligible entity.

Bidder qualifications:

Category 4 Finishing and Printing is open to bidders who have provided services to the graphic arts industry or commercial print shops for no less than five (5) years from the date of their bid response.

Financial stability including bankruptcy, litigation, and contract defaults

All Contractors must submit the following financial information on the Bidder Response Form:

· Gross annual revenue for last 3 completed fiscal years.

· Any bankruptcy and/or current/pending litigation from the last 5 years.

· Any defaults on previous contracts in the last 5 years.

The SST reserves the right to request additional information regarding information submitted.

The SST reserves the right to disqualify Contractors if information provided in response to this section represents excessive risk to the Commonwealth.

References and reference information and/or requirements Bidders should provide the names of their three largest customers on the Bidder Response Form Employee requirements Background/CORI check requirements Awarded Contractors must be willing to provide documentation to the Commonwealth or Eligible Entity for criminal and sexual offender background checks (CORI and SORI). Contractors must be prepared to provide staff, including subcontractors, willing to undergo CORI and SORI checks prior to entering an Eligible Entity’s premises. The Eligible Entity is responsible for requesting CORI and SORI checks. Eligible Entities should use a CORI and SORI as required by Executive Order 495 and in a manner consistent with their own applicable rules, regulations and policies.

For more information to obtain CORI and SORI checks, please use the following links.

· https://www.mass.gov/criminal-record-check-services Geographic service and delivery areas

It is desired that Contractors will service all locations listed in section 1.5 of this RFR. However, responses will still be considered from Bidders who cannot. Bidders must indicate on the Bidder Response Form what geographic service they can offer.

SBPP Plan Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

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

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

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

2. Been in business for at least one year;

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

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

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

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

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

Environmental Specifications Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply 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 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 may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

Cost Commodities After bid award, all apparently successful bidders for Category 1 will provide a current price list for the supplies they are able to provide. The price list may be updated once annually to reflect the bidder’s changing environment.

Labor rates or project-based compensation

For labor related to delivery or installation of equipment purchased, rented or leased in Category 3, prevailing wage may apply.

For services that require the payment of prevailing wages, the purchasing Agency must request a prevailing wage schedule for the applicable service(s) from the Department of Labor Standards (DLS).

Other Terms Continued qualification based on performance Awarded bidders must meet all terms of the RFR, including timely invoicing, prompt quotes and service response, and flexible scheduling…