RSI007314_MAC009_Xerox_Revised_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: COST-PER-COPY SERVICES PLUS RENTAL AND PURCHASED

PRINTERS/COPIERS

CONTRACT No.: RSI007314

CONTRACT ID: 7314-A2

EFFECTIVE DATES: 01/12/22 to 06/30/25 *Renewal through 06/30/26

SUPPLIER: Xerox Corporation (0000004734)

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. ITB006568 that opened on 11/22/21. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed forty-eight (48) months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to ALL STATE AGENCIES, AND PROPERLY REGISTERED COUNTIES, TOWNSHIPS, MUNICIPAL CORPORATIONS, REGIONAL TRANSIT AUTHORITIES, REGIONAL AIRPORT AUTHORITIES, PORT AUTHORITIES, SCHOOL DISTRICTS, CONSERVANCY DISTRICTS, TOWNSHIP PARK DISTRICTS AND PARK DISTRICTS, PURSUANT TO SECTION 125.04(B) OF THE OHIO REVISED CODE, THE COOPERATIVE PURCHASING ACT. STATE UNIVERSITIES, STATE VOCATIONAL SCHOOLS, STATE COMMUNITY COLLEGES OR OTHER INSTITUTIONS OF HIGHER EDUCATION MAY USE THESE CONTRACTS. SUCH USE, HOWEVER, IS BASED UPON

EACH ENTITY'S PROCUREMENT AUTHORITY.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________ Joanne Levy, General Manger Date

Signed: _____________________________________________________________________ Kathleen C. Madden, Director Date

* Indicates contract renewal, per amendment, effective 07/1/25.

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 - SCOPE AND METHODS

1.1.1 – SCOPE: This solicitation is issued with the intent to establish a contract for products and services required to fulfill the needs for “walk-up” printers/copiers and related services among State of Ohio agencies and registered members of the State’s Cooperative Purchasing Program (COOP). This contract shall be established with more than one supplier of the same or similar types of supplies at varying prices for delivery within the same geographic area. This contract shall be executed by means of three (3) sequentially applied methods of procurement; Cost-Per-Copy, Rental, and then Purchase.

This solicitation is limited to “walk-up” printers/copiers and related services common for general office environments similar to the items categorized in this document. Specialized printing and copying equipment that may be considered “mobile,” “large or wide format,” or “production type” are outside of the scope of this solicitation. These limitations apply to all Cost- Per-Copy categories as well as all devices for rental or purchase. Any additional available accessories shall not include software, rent-to-own/lease-to-own options, or Managed Print Services (MPS).

The Contractor(s) shall commit to and perform all service level agreements as outlined in this solicitation.

1.1.2 – DEFINITIONS: For the purposes of any term contract awarded pursuant to this bid, the following shall apply.

1.1.2.1 - Printer/Copier: While a printer/copier may also be referred to as a multifunction device, not every device included in this solicitation is multifunctional, some are true single-function printers. Multifunctional devices are often considered office machines which incorporate the functionality of multiple devices into one to provide centralized document management. Multifunction devices typically combine, but are not limited to, the following functions:

photocopying, printing, scanning, faxing, and emailing of documents.

1.1.2.2 - Cooperative Purchasing Program: The Cooperative Purchasing Program (Co-op) offers Ohio counties, townships, municipalities, school districts, public libraries, regional park districts, and other political subdivisions the benefits and costs savings of buying goods and services through state contracts once they are properly registered for the program. See the Co-op brochure for additional details.

1.1.2.3 - Ordering Entity: Ordering entity is used throughout this solicitation to refer to a State agency or Co-op member.

1.1.2.4 - Certified Factory-Trained Technician: A certified factory-trained technician is defined as an individual who has been trained to service and repair manufacturer specific equipment and has satisfied the manufacturer’s requirements deeming them “certified.” It shall be their primary responsibility to respond to the service requests of the ordering entity utilizing this contract, within the maximum response time specified. Contractors and their technicians shall have access to the device manufacturer’s technical resources to aid in servicing equipment. Understand that any reference to a technician throughout this document shall equate to this definition.

1.1.2.5 - Cost-Per-Copy Program: The DAS State Printing and Mail Services Cost-Per-Copy Program (CPC) was designed to bring the latest in print device technology to State of Ohio agencies and Co-op members. This managed program eliminates the hassles of print device procurement, ensures quality products supported by excellent print management and contractor service, and secures an attractive cost-per-copy price that remains fixed for three (3) or five (5) years. Cost per copy/print maximizes savings by combining the equipment, services, and supplies (except paper and staples) into one cost.

1.1.2.5.1 CPC may also be known as “cost-per-click” or “cost-per-impression.”

1.1.2.5.2 A scan operation or any other function that does not use consumables is not considered a “copy”, “click”, or “impression” and shall not be recorded or invoiced as such.

1.1.2.6 - Memorandum of Understanding: A Memorandum of Understanding (MOU) is the vehicle by which State agencies and Co-op members establish a relationship with DAS State Printing and to accept State Printing’s initiation and support of a CPC service agreement on their behalf. This document can also be used as support and to provide additional information to the selected Contractor as determined by State Printing. See the current MOU for reference, the actual MOU will vary.

https://das.ohio.gov/Portals/0/DASDivisions/GeneralServices/Procurment/pdf/CPS%20Brochure%20Rebranded%20no%20crops.pdf?ver=2020-03-18-073315-987 https://das.ohio.gov/Portals/0/DASDivisions/GeneralServices/SPMS/MOU%20RS902418%20PDF%20version.pdf

1.1.2.7 - Rental Agreement: A rental agreement is the vehicle by which ordering entities will establish the details of a rental, including the rental term, location, and additional information. The rental agreement can be found as Exhibit A at the end of this solicitation.

Rentals of printers/copiers are not included in this Contract.

1.1.2.8 - Maintenance Agreement: An annual maintenance agreement is the vehicle by which ordering entities will establish the details of a maintenance agreement, if desired, associated with equipment purchased under this contract. The maintenance agreement can be found as Exhibit B at the end of this solicitation.

Maintenance agreements, as they relate to the purchased printers/copiers, are not included in this Contract.

1.1.2.9 - State Printing and Mail Services: State Printing and Mail Services offers a full range of commercial procurement services with contract printers throughout the State, records and forms management, mail services, mainframe printing, fulfillment services and a network of copy centers. Services have been expanded far beyond those of a traditional quick copy center to provide customers with a total publication solution. As this document focuses on the printing/copying portion of this agency section, this group shall be referred to as “State Printing.”

1.1.2 – METHODS: The contract resulting from this solicitation shall include three (3) possible methods of procurement and they shall be sequentially applied in the following order.

1.1.2.1 - Cost-Per-Copy (CPC): CPC is a program provided by State Printing for the use of single-function print devices (SFPD) and multi-function print devices (MFPD) where the program prices are based upon the actual usage of the machines (impressions created). This is the primary and preferred method by which ordering entities are to satisfy their need for printer/copier services when using this contract.

1.1.2.2 - Printer/Copier Rental: If the CPC program is not advantageous for reasons approved by State Printing, ordering entities may be authorized to establish rental agreements for printer/copier services. Printer/copier rentals will have service/maintenance costs included for the associated equipment and accessories/software.

Rentals of printers/copiers are not included in this Contract.

1.1.2.3 - Printer/Copier Purchase: If neither CPC nor rental are valid options, as determined by State Printing, ordering entities may be authorized to purchase printers/copiers outright. Purchases of equipment shall have the option to include service/maintenance agreements*.

The CPC method shall be coordinated through, and fully supported by, State Printing. Ordering entities approved to either rent or purchase equipment and services shall bear the responsibility for managing the agreement themselves, without further assistance from State Printing once a CPC waiver is issued.

Co-op members may select the method of procurement that best satisfies their needs with the understanding that the CPC program, when established by State Printing, is the only portion of this contract for which State Printing offers support.

1.2 - COST-PER-COPY, SPECIFICATIONS AND REQUIREMENTS: State Printing will provide the CPC program to all State agencies and Co-op members with the contract administered by the Office of Procurement Services. Use of this contract will be mandatory for those State of Ohio agencies which acquire equipment via the CPC program.

1.2.1 – EQUIPMENT: The desired equipment for the CPC program has been consolidated into 32 standard categories. All devices submitted for consideration in the CPC program shall fall within the established parameters of these categories.

Bidders shall provide basic product information for each category bid using the following document and uploading to the corresponding Questionnaire section.

Category Device Details

1.2.1.1 All print devices furnished under this Contract shall be digital, new (still in the box), and in current production.

Remanufactured or refurbished equipment is not permitted. The Contractor(s) shall have the capability to provide network connection of print devices using the same digital units provided on the Contract.

* Maintenance agreements, as they relate to the purchased printers/copiers, are not included in this Contract.

https://procure.ohio.gov/MAC009%20links/SRC914%20MAC009%20Category%20Model%20Details.xlsx

All device components, spare parts, application software, and ancillary equipment that are supplied must conform to manufacturer’s specifications.

1.2.1.2 The base unit of each category shall be a fully functional device capable of satisfying the minimum requirements for the category without additional accessories or options. Electrical surge protection shall be included as a component of the base unit, either as an internal mechanism or an external plug-in device as recommended by the manufacturer.

1.2.1.3 Bidders are encouraged to offer devices that are accessible to people with disabilities. Bidders are encouraged to include accessibility accessories when listing equipment options.

1.2.1.4 The State of Ohio encourages the use of Energy Star certified and The Green Electronics Council Electronic Product Environmental Assessment Tool (EPEAT) registered products. Bidder shall identify submitted equipment accordingly.

1.2.1.5 Although the units and accessories will be installed on the ordering entity’s premises, the entity shall be relieved from risk of loss or damage during the period of transportation, installation, and during the entire time the equipment is in the possession of the ordering entity, except when the loss or damage is due to negligence or willful act by the ordering entity. If damage or loss occurs to the installed equipment caused by negligence or willful act by ordering entity, reimbursement will be made as follows:

1.2.1.5.1 The Contractor(s) shall submit an invoice and a written damage or loss evaluation/claim to ordering entity’s Purchasing Department.

1.2.1.5.2 If the damaged equipment can be repaired, the Contractor(s) will invoice the ordering entity at the Contractor's lowest current price rates for parts and labor.

1.2.1.5.3 If a machine needs to be replaced, the ordering entity’s Purchasing Department will negotiate with the Contractor(s) to arrive at the depreciated value of the damaged unit.

1.2.2 - SYSTEM SECURITY: The protection of sensitive, private, and confidential information is paramount and shall be maintained by a variety of features.

1.2.2.1 - Network and Data Security

1.2.2.1.1 Devices may be configured to include a variety of data security features. The set-up of such features shall be at the discretion of the ordering entity and all costs shall be included in the price of the accessory.

1.2.2.1.2 Contractor(s) will not be permitted to download, transfer, or access print data stored on the device in either hard drive or chip memory. Only system management accessibility will be allowed.

1.2.2.1.3 Contractor(s) shall ensure that delivery and performance of all services shall adhere to the requirements and standards as outlined herein.

1.2.2.2 - Sensitive Information: Sensitive information that is contained in any legacy equipment or applications shall be encrypted if practical. In addition, sensitive data will be encrypted in all newly developed applications. Since sensitive information is subjective, it shall be defined by each ordering entity. In general terms, any information copied or scanned that remains in the device shall be considered sensitive information.

1.2.2.3 - Data Breach: Contractor shall have an incident response process that follows National Institute of Standards and Technology (NIST) standards and includes, at a minimum, breach detection, breach notification, and breach response.

1.2.2.4 - Authentication and Access

1.2.2.4.1 Any network connected device must offer authentications for all features via LDAP and/or Windows AD, as well as the ability to disable authentication for any or all features.

1.2.2.4.2 Any network connected device must have the ability to connect via Dynamic Host Configuration Protocol (DHCP) or Static IP address.

1.2.2.4.3 The credential information for any remote authentication method may not be maintained within the device’s memory.

1.2.2.4.4 Access to the device’s administrative functions must be password protected per the ordering entity’s requirements, and the default settings must be changed at the time of equipment installation.

1.2.2.5 - Data Elimination: All equipment offered must be able to have the ability to consistently erase the data override or be able to eliminate the data at the end of the three (3) or five (5) years CPC term. This must be provided, and all costs associated with this feature must be included in the Cost-Per-Copy charge in the pricelist. Data elimination may be accomplished by equipment consistently erases/overwrites data, per manufacturer’s design, surrendering the hard drive to the ordering entity, or wiping data from the hard drive and certifying the data elimination.

1.2.2.5.1 Contractor shall ensure that all hard drive data is cleansed and purged (if capable) from the device at the end of its useful life, or when any hard drive leaves the customer’s possession; or

1.2.2.5.2 At the ordering entity’s discretion, Contractor shall remove the hard drive from the applicable device and provide the ordering entity with custody of the hard drive before the device is removed from the ordering entity’s location, moved to another location, or any other disposition of the device. The ordering entity shall then be responsible for securely erasing or destroying the hard drive.

1.2.2.5.3 If the Contractor takes possession of any device at an ordering entity’s location, then they shall also remove any ink, toner, and associated supplies (drum, fuser, etc.) and dispose of them in accordance with applicable law as well as environmental and health considerations.

1.2.2.5.4 Hard drive sanitation shall be at no expense to the ordering entity; however, Contractor(s) may charge the ordering entity a fee if the ordering entity elects to keep the hard drive in their possession. Contractor(s) must disclose the price for removal and surrender of the hard drive, prior to order placement.

1.2.2.5.5 If the hard drive is not removable, or the device does not contain a hard drive, then Contractor(s) must convey this to the ordering entity at the time of order placement. In the case of a non-removable hard drive, other data elimination procedures shall apply.

1.2.2.5.6 If a Contractor is removing another manufacturer’s equipment, they are not permitted to remove the hard drive. Only the manufacturer or their authorized dealer shall remove hard drives in their own devices.

Contractor shall work with the manufacturer to ensure the requirements pursuant to this clause are met.

1.2.2.6 Bidders must complete and return, as part of their submission, the State of Ohio, Department of Administrative Services, Office of Information Technologies’ Supplements A and S. Failure to include completed supplements with a bid submission may have the Bidder deemed not responsive. These supplements can be found at:

1.2.2.6.1 Supplement A - State IT Policy Standard and Service Requirements

1.2.2.6.2 Supplement S - State Security Privacy and Data Handling

1.2.3 – INSTALLATION: The Contractor(s) shall be responsible for the complete setup of all equipment resulting in a fully operational installation acceptable to the ordering entity.

1.2.3.1 Prior to delivery and installation, the Contractor shall advise the ordering entity of any specialized installation and site requirements. These critical considerations shall include, but are not limited to:

1.2.3.1.1 Air conditioning

1.2.3.1.2 Space requirements

1.2.3.1.3 Humidity, and temperature limits

1.2.3.1.4 Electrical to include special grounding and cabling requirements. Note that surge protection is required for all units and shall be supplied with each, either as an internal component of the printer/copier or as an external plug-in device as recommended by the manufacturer.

1.2.3.2 The ordering entity shall be responsible for furnishing and installing any special wiring or dedicated lines.

https://procure.ohio.gov/MAC009%20links/Supplement%20A%20-%20State%20IT%20Policy%20Standard%20and%20Service%20Requirements%2020191018.docx https://procure.ohio.gov/MAC009%20links/Supplement%20S%20-%20State%20Security%20Privacy%20and%20Data%20Handling10012019.docx

1.2.3.3 Products shall be packaged and labeled so as to satisfy all legal and commercial requirements applicable for use by any customer agency or member, and shall include, without limitation and if applicable, OSHA material safety data sheets, and shall conform to all statements made on the label. Packages that cannot be clearly identified may be refused and/or returned at no cost to the ordering entity.

1.2.3.4 Network installation shall include configuration of the device for proper network protocols and installation of the appropriate print drivers as necessary.

1.2.3.5 If applicable, all devices shall be set-up with maintenance notifications turned on and with the most environmentally responsible defaults enabled, including Energy Star savings settings.

1.2.3.6 Once installed, the equipment shall bare a decal or label which clearly identifies the name, address, and telephone number of the Contractor or the authorized agent for warranty service of the equipment.

1.2.3.7 The Contractor(s) shall provide and pay for all material, labor, tools, transportation and handling necessary for the furnishing, delivery, and assembly including the inspection before, during and after installation of all items specified herein.

1.2.3.8 The Contractor(s) may charge for excessive installation requirements including rigging, access alterations, and access to non-ground floors via stairs. Any such charges must be quoted to the ordering entity prior to the acceptance of any order and shall be based upon the actual costs to the Contractor(s).

1.2.3.9 The Contractor(s) shall keep the premises where work is being performed tidy, keeping all tools, installation equipment, machinery, and other materials in an orderly fashion. The Contractor(s) shall not allow waste or packing materials to accumulate. The Contractor(s) is responsible for removing all crates, wrappings, flammable waste material, and trash resulting from the work completed under this contract. The premises shall be left in good repair and in an orderly, neat, clean, and unobstructed condition.

1.2.3.10 The Contractor(s) shall be responsible for any damage to the premises of any site that is the result of the installation and shall repair and restore the damaged area to the original condition within the time frame designated by DAS.

1.2.3.11 Equipment relocation: The Contractor(s) shall also provide the first movement of the machine free of charge to the customer when that first relocation is within the same building. Any additional times there is a need for a machine to be moved, the ordering entity should contact the Contractor(s) and work out the details of the move, and then notify State Printing as to which machine is moving and the new location of the machine. The Contractor(s) must bill the ordering entity directly when a machine is moved.

1.2.3.11.1 Relocation services shall include dismantling, packing, transporting, and reinstalling the equipment.

1.2.3.11.2 Relocation may be requested verbally or in writing, but the Contractor must confirm the request in writing and include the scheduled date of the move. This written confirmation must be sent to the customer within three (3) business days of the request.

1.2.3.11.3 Requested relocation shall be performed within thirty (30) calendar days of the request. In the event of a delay, the Contractor and the ordering entity shall agree to a mutually beneficial time frame.

1.2.3.11.4 Any and all associated costs to relocate equipment shall be in writing and agreed upon before an order is issued.

1.2.4 – TRAINING: After successful installation, the Contractor(s) shall provide training. All training must be scheduled at a mutually agreeable time for the initial installation and as-needed thereafter.

1.2.4.1 If the ordering entity elects to schedule training, then Contractor shall provide the training within ten (10) business days of ordering entity’s request.

1.2.4.2 The training shall be for the key operators plus casual users to include the personnel designated as responsible for meter reads. Key operators shall be trained in the removal of simple mis-feeds, how to order supplies and toner, and the cleaning guidelines required of the specific machines. They should also be instructed on the routine necessary to schedule service and be provided with a list of phone numbers to call and people to reach for both routine maintenance and in emergency situations.

1.2.4.3 Contractor(s) must provide on-site or off-site operational training to designated ordering entity personnel.

1.2.4.4 Contractor(s) shall provide product literature, user-manuals, and access to online resources, if available, at no charge to the ordering entity.

1.2.4.5 Contractor(s) shall provide a toll-free end-user phone/technical support number that ordering entities can utilize for everyday minor troubleshooting. A ordering entity must be able to obtain assistance within two (2) hours of initial request, during normal business hours.

1.2.5 - EQUIPMENT PERFORMANCE: Reliable equipment is paramount to the successful execution of any contract awarded pursuant to this solicitation. Reducing downtime is key.

1.2.5.1 Equipment downtime shall be computed from the time the Contractor is notified of equipment failure until the time in which the equipment is fully operational.

1.2.5.2 Equipment downtime due to lack of consumable supplies is not acceptable.

1.2.5.3 Contractor(s) shall guarantee that the fleet of devices for each ordering entity will be operational at least 96% of the time, during normal business hours.

1.2.5.4 Contractor(s) must provide daily communication to the ordering entity regarding inoperable equipment, including updates regarding resolution timeframe, and any parts, accessories, or devices on back-order.

1.2.6 – MAINTENANCE: The Contractor(s) will be responsible for maintaining the equipment and recording said maintenance with service logs. All maintenance shall be performed by certified factory-trained technicians.

1.2.6.1 Each CPC agreement shall include all maintenance and repairs, labor, parts, test copies, travel time, mileage, supplies (except paper and staples), and any other expense required to maintain the equipment in proper working condition.

1.2.6.2 Contractor(s) are responsible to perform all Preventative Maintenance, Checks, and Services (PMCS) at the manufacturer’s suggested intervals, or as specified by the ordering entity.

1.2.6.3 All bidders must have a state-wide network of sales/service facilities and technicians in order to adequately respond to the contract requirements. Response times for on-site maintenance are as follows:

1.2.6.3.1 For Categories 1 – 23: 4-hour maximum response time to requests for on-site maintenance

1.2.6.3.2 For Categories 24 – 32: next business day maximum response time to requests for on-site maintenance

1.2.6.3.3 For any location only accessible by boat: Two (2) business days maximum response time to request for on-site maintenance

1.2.6.4 The maximum service response time for on-site maintenance is the maximum time before a certified factory-trained technician appears on-site and is fully prepared to perform all of the necessary repairs. The service times will be associated with normal State working hours and follow the State holiday schedule.

1.2.6.5 In the event the maintenance and/or repair to a device cannot be performed at the time of the initial service visit, the Contractor(s) shall provide the user with a loaner machine within 48 hours until the repairs have been made.

The Contractor shall provide:

1.2.6.5.1 A loaner device of similar speed and capabilities until such time as the inoperable device becomes operable or

1.2.6.5.2 At the discretion of the State Printing, provide the customer with off-site manned production capabilities, at the sole cost to the Contractor, to accomplish the work of the inoperable equipment.

1.2.6.6 Contractors and their technicians shall ensure that any repair parts are installed and operable, in accordance with manufacturer specifications.

1.2.6.7 All bidders shall include with their bid, a list of their sales/service facilities and/or technician locations which would be assigned to any resultant contract. Contractor shall offer service coverage throughout the State of Ohio. The

Contractor(s) must have certified factory-trained service technicians on staff that are fully qualified to service all of the installed machines with genuine OEM parts.

1.2.7 - SOFTWARE: Standard operating software shall be included in the CPC prices bid and shall include all available patches and updates. Any new releases of operating software versions (upgrades) shall be considered an extension of the original version and shall not be chargeable to the ordering entity. The Contractor shall be responsible for the installation of the software upgrades. The only acceptable software is operating system software, no additional software shall be included as an option/optional accessory.

1.2.8 – SUPPLIES: Each CPC agreement shall include all supplies required for the operation of the printer/copier. These supplies include, but are not limited to, toner, developer, fuser oil, connectivity equipment, and software. Paper and staples are the only exceptions and will be provided by the ordering entity. The Contractor(s) shall be responsible for the distribution of supplies to each printer/copier location to ensure adequate amounts of supplies are always on hand for individual locations. A delivery receipt must be emailed to State Printing within five (5) working days after delivery of the equipment and supplies. Invoices will not be paid until proof of delivery has been confirmed via the receipt provided to State Printing. All equipment and supplies delivered must be listed on the invoice.

Delivery of supplies shall comply with the following lead-times:

1.2.8.1 Within ten (10) working days after receipt of order (ARO) for Categories 1-5 and 15-32

1.2.8.2 Within fifteen (15) working days ARO for Categories 6-10

1.2.8.3 Within twenty (20) working days for Categories 11-14

1.2.9 - DISCOVERY and DESIGN: At the request of an ordering entity, the Contractor(s) will be responsible for discovery and design services with device mapping of physical location and network connectivity. The Contractor(s) will provide State Printing with written reports from the discovery process to include recommendations for consolidation of equipment based on usage and replacing or relocating aged or less efficient equipment.

1.2.10 – DOCUMENTATION: Substantial documentation will be required of each Contractor and is essential to the successful execution of contracts pursuant to this solicitation.

1.2.10.1 Contractor(s)s shall submit, for approval by State Printing, sales brochures, catalogs, and marketing literature that will be used during this Contract. The literature should reflect the actual items and accessories available on the Contract. All applicable brochures should be submitted to State Printing within ten (10) business days of award if they were not submitted with the Contractor’s bid. These documents shall be supplied in searchable PDF format.

1.2.10.2 The State of Ohio’s eProcurement solution, Ohio|Buys, requires specific formatting to upload eCatalog data.

Contractor(s) shall provide the required data, in the required Excel format, for each awarded category to include product image files. Complete Ohio|Buys data and image files shall be submitted to DAS upon award. The current Excel spreadsheet template can be found here.

1.2.10.3 It is the Contractor’s responsibility to provide the State with the most current and accurate documentation available regarding all aspects of this solicitation and the Contractor shall furnish revised documentation as updated literature become available. This is to include all sales brochures, catalogs, marketing literature, and Ohio|Buys data and images.

1.2.11 – EXPIRATION: Near the end of the CPC agreement term, State Printing will notify the Contractor(s) and the ordering entity via email of the agreement’s expiration date, based upon the delivery date of the device and MOU term.

The Contractor(s) must collect the printer/copier(s) on the date specified in the email.

1.2.11.1 The State will not be liable for any usage of a device after its specified pick-up date.

1.2.112 The Contractor(s) must submit a confirmation to State Printing within one (1) week after the device was collected. Failure to submit the confirmation of pick-up may delay the final payment.

1.2.11.3 If the Contractor(s) does not pick up a print device on the date specified in the e-mail notification, State Printing may assess the Contractor(s) a $5.00 per day/per device storage fee. Such expense shall be deducted from the Contractor(s)’s final payment.

https://das.ohio.gov/Portals/0/DASDivisions/GeneralServices/Procurment/pdf/Supplier%20Managed%20Catalog_4_30_2021.xlsx?ver=f-XoMT4uXpgkWZEB8EyDaw%3d%3d

1.2.13 - COOPERATIVE (Co-op) MEMBERS: Co-op members can work directly with the Contractor(s), or they may request assistance from State Printing. The Contractor(s) shall invoice Co-op members directly except in cases where that member requested assistance from State Printing and the order has been placed by State Printing.

1.3 - PRINTER/COPIER RENTAL, SPECIFICATIONS AND REQUIREMENTS: If the CPC program is not advantageous for reasons approved by State Printing, ordering entities may establish rental agreements for printers/copiers and related services from those Contractors awarded CPC program contracts. Agreements will be entered into by the ordering entity and Contractor utilizing Exhibit A. All rental agreements will require annual maintenance of equipment by the supplier included in the agreement in accordance with the original equipment manufacturer requirements. The cost of annual maintenance of equipment shall be included in the cost of the rental, this is not an additional cost.

Rentals of printers/copiers are not included in this Contract.

1.4 – PRINTER/COPIER PURCHASE, SPECIFICATIONS AND REQUIREMENTS: If neither CPC nor rental are valid options, as determined by State Printing, State agencies and COOP members may be authorized to purchase printer/copier devices outright. The requesting ordering entity will have the option of including an annual maintenance agreement* on Exhibit B for any purchased equipment. Maintenance* of equipment, when this option is exercised, shall be in accordance with the original equipment manufacturer requirements. Payments for this maintenance* service will be made on a quarterly basis. Annual maintenance agreements* can be purchased at any time throughout the contract. The purchasing entity does not have to purchase the annual maintenance agreement* at the time of the equipment purchase.

1.4.1 – EQUIPMENT: All requirements as listed previously in the CPC Program for Item 1.2.2 - EQUIPMENT shall apply to purchases as well with the understanding that the 32 established categories of equipment remain the only items available for purchase.

1.4.2 – INSTALLATION: The Contractor(s) shall be responsible for the complete setup of all equipment resulting in a fully operational installation acceptable to the ordering entity. All requirements as listed previously in the CPC Program for Item

1.2.2 - INSTALLATION shall apply to purchases as well.

1.4.3 - SYSTEM SECURITY: The protection of sensitive, private, and confidential information is paramount and shall be maintained by a variety of features. All requirements as listed previously in the CPC Program for Item 1.2.3 - SYSTEM SECURITY shall apply to purchases as well.

1.4.4 – TRAINING: After successful installation, the Contractor(s) shall provide training. All training must be scheduled at mutually agreeable times for the initial installation and as-needed thereafter. All requirements as listed previously in the CPC Program for Item 1.2.4 -TRAINING shall apply to purchases as well.

1.4.5 - EQUIPMENT PERFORMANCE: Reliable equipment is paramount to the successful execution of any contract awarded pursuant to this solicitation. Reducing downtime is key. All requirements as listed previously in the CPC Program for Item 1.2.5 - EQUIPMENT PERFORMANCE shall apply to purchases as well.

1.4.6 – MAINTENANCE: If the purchasing entity enters into a maintenance agreement with the Contractor(s), the Contractor(s) will be responsible for maintaining the equipment and recording said maintenance with service logs. All maintenance shall be performed by certified factory-trained technicians. If the purchasing entity enters into a maintenance agreement, all requirements as listed previously in the CPC Program for Item 1.2.6 - MAINTENANCE shall apply to purchases as well.

Maintenance agreements, as they relate to the purchased printers/copiers, are not included in this Contract.

1.4.7 – SOFTWARE: Standard operating software shall be included in the purchase prices bid and shall include all available patches and updates. Any new releases of operating software versions (upgrades) shall be considered an extension of the original version and shall not be chargeable to the ordering entity. The Contractor shall be responsible for the installation of the software upgrades. The only acceptable software is operating system software, no additional software shall be included as an option/optional accessory.

1.4.8 – SUPPLIES: All purchased equipment shall be delivered with all supplies required for the initial setup and operation of the printer/copier. These supplies include, but are not limited to developer, fuser oil, connectivity equipment, and software. Paper, staples, and toner are the only exceptions and will be provided by the ordering entity. The Contractor(s) shall provide the customer with a detailed list of the supplies required for continued operation as well as recommended sources.

* Maintenance agreements, as they relate to the purchased printers/copiers, are not included in this Contract.

1.4.9 - DISCOVERY and DESIGN: At the request of an ordering entity, the Contractor(s) will be responsible for discovery and design services with device mapping of physical location and network connectivity. The Contractor(s) will provide the ordering entity with written reports from the discovery process to include recommendations for consolidation of equipment based on usage and replacing or relocating aged or less efficient equipment.

1.4.10 – DOCUMENTATION: Substantial documentation will be required of each Contractor and is essential to the successful execution of contracts pursuant to this solicitation. All requirements as listed previously in the CPC Program for Item 1.2.10 – DOCUMENTATION shall apply to purchases as well.

1.5 - APPLICABLE PUBLICATIONS:

1.5.1 Cost-Per-Copy Memorandum of Understanding

1.5.2 Environmental Protection Agency Energy Star product listing

1.5.3 Global Electronics Council EPEAT standards

1.5.4 National Institute of Standards and Technology (NIST) Computer Security Incident Handling Guide

1.6 - EQUIPMENT REQUIREMENTS:

1.6.1 - A3 Multi-Function Print Device Minimum Specifications: The models proposed by the bidder shall meet or exceed each of the following specifications and requirements for black/white and color devices:

• Unlimited sort capability

• Use plain paper

• Copier and network printing (please identify protocols/supports for units quoted)

• Scan kit (desktop, e-mail, server, I-fax, LDAP)

• Automatic document feeder

• Be equipped to handle up to and including 11" x 17" (originals and copies) (11” x 17” will be counted as 2 impressions)

• Have reduction and enlargement features

• Unlimited duplexing for all size originals - 8-1/2" x 11" through 11" x 17"

• Have manual and selectable automatic exposure settings

• May be either console models or desktop models equipped with cabinets

• Have total copy-count meter that is clearly visible to the operator

• All common paper sizes (8-1/2” x 11” and 8-1/2” x 14”) shall count and bill as a single copy

• Must have at least two output bins

• Able to accept multiple programmable PIN account numbers

• Standard confidential mailbox feature (secure print, hold print)

• Minimum print resolution of 600 x 600 dpi, if connected

• Single Position Stapler/Finisher

• Energy Star compliant

• Two standard paper trays plus Bypass Tray (except category one)

• Postscript printer kit

1.6.2 - A4 Single-Function Print Device Minimum Specifications: The printer models proposed by the Bidder shall meet and may exceed each of the following specifications and requirements for black/white and color devices. Bidders are encouraged to offer true, single function devices, e.g., the model offered will only print.

• Use plain paper

• Printer and network printing (please identify protocols/supports for units quoted)

• All common paper sizes (8-1/2” x 11” and 8-1/2” x 14”) shall count and bill as a single copy

• Energy Star compliant

• Standard paper drawer https://das.ohio.gov/Portals/0/DASDivisions/GeneralServices/SPMS/MOU%20RS902418%20PDF%20version.pdf https://www.energystar.gov/products https://www.epeat.net/about-epeat https://www.nist.gov/publications/computer-security-incident-handling-guide

1.6.3 - A4 Multi-Function Print Device Minimum Specifications: The models proposed by the bidder shall meet or exceed each of the following specifications and requirements for black/white and color devices:

• Unlimited sort capability (except category 24, 25, 29 and 30)

• Use plain paper

• Copier and network printing (please identify protocols/supports for units quoted)

• Scan kit (desktop, e-mail, server, I-fax, LDAP)

• Automatic document feeder (except category 24, 25, 29 and 30)

• Be equipped to handle up to and including 8-1/2” x 14" (originals and copies)

• Have reduction and enlargement features

• Unlimited duplexing for all size originals through 8-1/2" x 14"

• Have manual and selectable automatic exposure settings

• May be either console models or desktop models

• Have total copy-count meter that is clearly visible to the operator

• All common paper sizes (8-1/2” x 11” and 8-1/2” x 14”) shall count and bill as a single copy

• Standard confidential mailbox feature (secure print and hold print via PIN number) (except category 24, 25, 29, and 30)

• Minimum print resolution of 600 x 600 dpi, if connected

• Energy Star compliant

• Two standard paper trays plus Bypass Tray (except category 24, 25, 29 and 30)

1.6.4 - Accessories List

• Large Capacity paper Drawer (Additional paper drawer with large capacity) (except category 15, 16, 20 and 21)

• Fax Board (Allows digital photocopiers to also act as fax machines) (except category 15, 16, 20 and 21)

• Hole Punch (2/3-hole punch unit) (except category 15, 16, 20 and 21)

• Single Position Stapler/Finisher (except for single function devices and categories 24, 25, 29, and 30)

• Multi-Position Finisher (multi-position stapler) (except category 15, 16, 20 and 21)

• Additional Paper Drawer 1 (Additional paper drawer with small capacity; usually 500 sheets) (except category 15, 16, 20 and 21)

• Additional Paper Drawer 2 (Additional paper drawer with small capacity; usually 500 sheets) (except category 15, 16, 20 and 21)

• Saddle Stitch (Booklet finish with staples) (except category 15, 16, 20 and 21)

• Mail Bin (User specific output bin)

1.7 - EQUIPMENT CATEGORIES: The following Categories have been awarded to this Contractor.

1.7.1 - A3 Multi-Function Print Device

CATEGORY TYPE

MINIMUM

SPEED

(Copies per Minute)

MONTHLY VOLUME

RANGE

(Copies/Impressions)

MONTHLY MINIMUM

(Copies/Impressions)

1 B/W 25 500 – 999 500

2 B/W 25 1,000 – 2,499 1,000

3 B/W 25 2,500 – 4,999 2,500

4 B/W 30 5,000 – 9,999 5,000

5 B/W 35 10,000 – 14,999 10,000

6 B/W 40 15,000 – 19,999 15,000

7 B/W 45 20,000 – 24,999 20,000

8 B/W 50 25,000 – 49,999 25,000

9 B/W 55 50,000 – 74,999 50,000

10 B/W 60, max. 65 75,000 and up 75,000

11 Color 25 Color, 25

B/W

Color: 1,000 – 1,499 Color: 1,000

B/W: 1,000 – 4,999 B/W: 1,000

12 Color 25 Color, 25

B/W

Color: 1,500 – 2,499 Color: 1,500

B/W: 5,000 – 9,999 B/W: 5,000

13 Color 35 Color, 35

B/W

Color: 2,500 – 4,999 Color: 2,500

B/W: 10,000 – 19,999 B/W: 10,000

14 Color 35 Color, 35

B/W

Color: 5,000 and up Color: 5,000

B/W: 20,000 and up B/W: 20,000

1.7.2 - A4 Single-Function Print Device

SPEED

(Copies per Minute)

MONTHLY VOLUME

RANGE

(Copies/Impressions)

MONTHLY MINIMUM

(Copies/Impressions)

16 B/W 35 500 – 999 500

17 B/W 35 1,000 – 2,499 1,000

18 B/W 35 2,500 – 4,999 2,500

19 B/W 35 5,000 and up 5,000

20 Color 30 Color, 30

B/W

Color: 250 – 499 Color: 250

B/W: 250 – 499 B/W: 250

21 Color 30 Color, 30

B/W

Color: 500 – 999 Color: 500

B/W: 500 – 999 B/W: 500

22 Color 30 Color, 30

B/W

Color: 1,000 – 2,499 Color: 1,000

B/W: 1,000 – 2,499 B/W: 1,000

23 Color 35 Color, 35

B/W

Color: 2,500 and up Color: 2,500

B/W: 2,500 and up B/W: 2,500

1.7.3 - A4 Multi-Function Print Device

SPEED

(Copies per Minute)

MONTHLY VOLUME

RANGE

(Copies/Impressions)

MONTHLY MINIMUM

(Copies/Impressions)

24 B/W 35 250 – 499 250

26 B/W 35 1,000 – 2,499 1,000

27 B/W 35 2,500 – 4,999 2,500

28 B/W 35 5,000 and up 5,000

29 Color 35 Color, 35

B/W

Color: 250 – 499 Color: 250

B/W: 250 – 499 B/W: 250

30 Color 35 Color, 35

B/W

Color: 500 – 999 Color: 500

B/W: 500 – 999 B/W: 500

31 Color 35 Color, 35

B/W

Color: 1,000 – 2,499 Color: 1,000

B/W: 1,000 – 2,499 B/W: 1,000

32 Color 35 Color, 35

B/W

Color: 2,500 and up Color: 2,500

B/W: 2,500 and up B/W: 2,500

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 9/8/21) will apply to this Contract.

* Indicates a correction, moving section 2.1 to 3.1.17, per amendment, effective 07/01/25.

https://procure.ohio.gov/pdf/Standard_t_c_090821.pdf

3 - SPECIAL CONTRACT TERMS AND CONDITIONS

3.1 – SPECIAL CONTRACT TERMS AND CONDITIONS, ALL PROCUREMENT METHODS

3.1.1 - AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.1.2 - BID CONFERENCE: A bid conference will be held on October 21, 2021, via Microsoft Teams to discuss the requirements of the bid. The conference will commence promptly at 1:00 PM, barring an unforeseen circumstance that results in a delay of the conference. Attendance will be taken promptly at 1:00 PM. The State will not be responsible to a bidder for their failure to obtain information discussed during the bid conference due to their failure to attend and/or arriving after the conference has convened.

Please email Lloyd Harmon no later than October 19, 2021 by 12:00PM at lloyd.harmon@das.ohio.gov to provide the names and contact information for all attendees. Attendees shall be limited to two (2) representatives from each bidder/company. A calendar invitation will be sent by the end of day on October 19, 2021, to all identified attendees. A phone number to call into the meeting will also be included in the invitation. Suppliers should join the meeting a minimum of five (5) minutes before the start of the meeting.

3.1.3 - EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions, Terms and Conditions for Bidding”. In addition, the State will base the award of each category by the Cost-Per-Copy price including the cost of the required accessories for the three (3) and five (5) year CPC terms. To be considered for award, a Bidder must offer a printer/copier device and the required accessories for each selected CPC category bid for the three (3) and five (5) year term. Failure to bid all required items in a CPC category may result in the Bidder being deemed not responsive for that category. Where two or more Bidders offer the same brand name for a CPC category, the bid evaluated will be from the Bidder offering the lowest Cost-Per-Copy price for that brand. Additional (non-required) accessories will not be part of the CPC evaluation. While the rental or purchase prices are not part of the State’s initial bid evaluation, rental or purchase prices that are deemed to be excessive shall not be considered for award.

3.1.4 - CONTRACT AWARD: The contract will be awarded to the three (3) lowest responsive and responsible Bidders by Cost-Per-Copy category. Bidders may be awarded one (1) or more Cost-Per-Copy categories. Only one (1) manufacturer’s brand may be awarded per Cost-Per-Copy category per Bidder. If a Bidder is awarded one (1) or more Cost-Per-Copy category, that Bidder will also be awarded as an option for rental or purchase in the same category unless the rental or purchase prices submitted are deemed to be excessive. No Bidder will be awarded a contract for rental or purchase pursuant to this solicitation without having been awarded the corresponding Cost-Per-Copy category.

3.1.5 - MANDATORY COST-PER-COPY PARTICIPATION: If a Contractor is awarded a category and is subsequently removed from that category, regardless of the cause for removal, that Contractor will also be removed from all rental and purchase options associated with that category. The Contractor shall act in good faith, making every effort to maintain participation in every category awarded. If the Contractor fails to meet the requirements detailed in this contract for any category, the State of Ohio may deem this failure to be a breach of contract and terminate the bidder from the Contract.

Further, the State of Ohio may exercise its rights to recover actual and direct damages caused by the breach of contract.

3.1.6 - PERFORMANCE EXPECTATION: If awarded to one or more Cost-Per-Copy categories, Contractors shall provide the most current print devices in their respective categories throughout the duration of the contract.