Managed Print Services Overview in New Mexico State Purchasing Division

MANAGED PRINT SERVICES Lead State New Mexico State Purchasing Division General Services Department

Sourcing Team Alaska Linda Polk Nevada Shannon Berry New Mexico Debra Saiz Teri Arevalo Washington Neva Peckham Breann Aggers Tim Hay, NASPO ValuePoint

Purpose Manage printing equipment, supplies, services and the overall management of the printer fleet; Multi-vendor support and maintenance; and Equipment may be placed by contractor but must be removed at the end of the individual MPS engagement. Exclusions: Leasing, renting or purchasing of equipment is not allowed from the contractors throughout the term of this contract.

Scope of Services There are three components that make up the scope of services listed within the MPS Awards: MPS base service, click charges and value added services. MPS Base Service Components Consulting & Project Management Assessments Monitor and Manage Procuring Agency s Fleet SLA, Reporting and Invoicing Software Device management software Discovery and design software Security Services Device hard drive security Implementation Training Change Management Plan Helpdesk/Customer Service All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.

Scope of Services continued Click Charges Click Charges Cost Form Pages per minute Device Type 0 - 30 31 - 60 61 - 90 91 -120 121 - 150 151+ $ $ $ $ $ $ Single Function Mono $ $ $ $ $ $ Single Function Color $ $ $ $ $ $ Multi-Function Mono $ $ $ $ $ $ Multi-Function Color Prices quoted above must be Original Equipment Manufacturer (OEM) supplies. Procuring agency may choose to use compatible supplies at a lower cost.

Scope of Services continued Value Added Services Are not required Vary among awarded contractors Limited to scope of services for MPS

RFP Process Release date: August 7, 2015 Pre-proposal conference: August 24, 2015 RFP Amendments: Four Closing date: October 14, 2015 Proposals received: Nine Master Agreements: Three awarded* Contract Term: April 15, 2016 April 14, 2017, three (3) additional one (1) year term, not to exceed four (4) years total.

Evaluation Criteria Factors correspond to Section 6 and Attachment E Points Available Pass/Fail Signed Campaign Contribution Disclosure Form (Attachment E.8) Pass/Fail Signed Letter of Transmittal (Attachment E.9) Pass/Fail Offeror Profile (Section 6.7.1.) Points Available Factors correspond to Section 6.7 and 6.8 (20 possible total points) 6.7 Business Requirements 10 6.7.2. Manage Services 5 6.7.3. Customer Service 2 6.7.4. Data Security 3 6.7.5. Financial Stability (50 possible total points) 6.8 Technical Requirements 50 6.8.1. Scope of Work (30 possible total points) 7.1 & Attachment C - Cost 100 points TOTAL

Evaluation Results RFP Evaluation Scoring Summary Points Available RFP Mandatory Specifications Konica Minolta Lexmark POA Ricoh Manage Services Customer Service Data Security Financial Stability Scope of Work (50pts total) Consulting & Project Management Assessments 10 5 2 3 8.25 4.25 7.75 3.5 8.75 3.75 8.25 4.25 2 2 3 1 2 1 0 2.75 6 5 6 6 8 4.75 4.5 4.5 4.25 5.25 3.75 4.5 4.75 4.5 4 4 4 4 5.25 5.25 6.75 Monitor and Manage Procuring Agency s Fleet SLA, Reporting and Invoicing Software Device management software Discovery and design software Security Services Device hard drive security Implementation Training Change Management Plan Helpdesk/Customer Service Technical Total Cost 5 7.5 6.25 6 6 3 5 5 5.5 2.75 4.5 4.5 60.75 0.19 4.5 2.5 3.5 5 6 1.5 2.5 2.75 3.5 3.25 52.5 0.13 4 2 70 30 53.25 0.07 53 1.25 Total Points 100 60.94 53.32 54.25 52.63

Evaluation Results Continued All Offerors were afforded the opportunity to clarify their cost response. Two (2) proposals were found non-responsive.

Contracts Awarded Master Agreements were awarded on April 15, 2016 to three of the four recommended Offerors. The last Master Agreement was awarded to the fourth recommended Offeror on May 20, 2016. Contract # Contractor Contact Address Phone Number 40-000-14-000123 AA Konica Minolta Business Solutions U.S.A., Inc. Kimberly B. Talbot talbotk@kmbs.konica minolta.us 1595 Spring Hill Road, Suite 410 Vienna, VA 22182 (703) 460-3573 40-000-14-000110 AB Lexmark International, Inc. Zachary Jones zjones@lexmark.com 740 West New Circle Rd Lexington, KY 40550 (760) 453-3418 40-000-14-000116 AC Pacific Office Automation Jeffrey Simon jsimon@pacificoffice.c om 14747 NW Greenbrier Pkwy Beaverton, Oregon 97006 (503) 526-0341 40-000-14-000116 AD Ricoh USA, Inc. Bart Lemmon Bart.Lemmon@ricoh- usa.com 70 Valley Stream Parkway Lalvern, PA 19355 (800) 778-1002

Changes from Previous Contracts Previous Contract In the previous contracts there weren t specific components for MPS The cost structure was cost per copy New Contract Identified common services in MPS for a monthly structured fee Cost per copy Value Added Services

Getting Started Select a Contractor. Complete Participating Addendum Process. Contractor will work with each state/procuring entity to establish the required MPS services and costs at or below the awarded costs. Contractor can not provide leasing, renting or purchasing equipment is not allowed throughout the term of this contract. All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.

Getting Started Continued Become familiar with the definitions, i.e. click charges, maintenance and support, owned equipment, placed equipment, etc. (Amendment 4.) Contractor may place equipment and will cover their cost of the equipment through the monthly click charge and the MPS service through the MPS Base Monthly Charge. The Participating Entity will be able to use the equipment during the MPS engagement but will not own, lease or rent the equipment. The contractor will remove the placed equipment at the end of the MPS engagement. An initial no cost assessment.

Questions? Contract Lead: Teri Arevalo State of New Mexico State Purchasing Division (505) 827-0266 teri.arevalo@state.nm.us

PARTICIPATING ADDENDUM PROCESS

PA Process All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

Opportunities for Participation Three Options for Participation 1. State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate 2. State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate 3. State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.

Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. An email request should be sent to PA@naspovaluepoint.org 2. from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. 3. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 4. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 5. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. 6. Contractor signs Participating Addendum and sends back to entity for signature . 7. Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Sample PAs are located on the NASPO ValuePoint Website under each master agreement portfolio. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA s with signatures from both parties. Submit completed PA s in PDF Format 1. 2. 3. 4. 5. 6.

Thank You Please let NASPO ValuePoint know if we can be of any assistance: *Tim Hay, NASPO ValuePoint Cooperative Development Coordinator thay@naspovaluepoint.org (503) 428-5705 * NASPO ValuePoint Point of Contact for these Master Agreements.