Copiers, Printers & Related Devices # Initial Contract Rollout Webinar

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1 Copiers, Printers & Related Devices # Initial Contract Rollout Webinar Shannon Berry State of Nevada Contract Lead Paul Stembler Cooperative Development Coordinator February, 2015 Copiers, Printers & Related Devices

2 Roll Call and Introductions Participation Process Solicitation Process Evaluating Members Device Groups Results Awardees Contract Overview Questions February, 2015 Copiers, Printers & Related Devices

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4 All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any WSCA-NASPO cooperative Master Agreement February, 2015 Copiers, Printers & Related Devices

5 Three Opportunities 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 WSCA-NASPO 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 February, 2015 Copiers, Printers & Related Devices

6 Step by Step: Participating Addendum templates are available on each Master Agreement page on the website 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 WSCA-NASPO 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 WSCA-NASPO (PA@wscanaspo.org ). Executed Participating Addendum will be maintained in a repository. February, 2015 Copiers, Printers & Related Devices

7 Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on the website 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 WSCA-NASPO 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 WSCA-NASPO (PA@wscanaspo.org ). Executed Participating Addendum will be maintained in a repository. February, 2015 Copiers, Printers & Related Devices

8 Step by Step: Participating Addendum templates are available on each Master Agreement page on the website 1. An request should be sent to from entity ( may also be sent from contractor). The needs to provide the following details: main point of contact from entity, full name of entity, phone number, address and physical address. 2. WSCA-NASPO will State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 3. WSCA-NASPO will both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 4. 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. 5. Contractor signs Participating Addendum and sends back to entity for signature. 6. Entity sends fully executed copy to both contractor and WSCA-NASPO (PA@wscanaspo.org ). Executed Participating Addendum will be maintained in a repository. February, 2015 Copiers, Printers & Related Devices

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1. Executed Participating Addendum will be maintained on www.wsca-naspo.org and in a repository. 2.

10 1. Executed Participating Addendum will be maintained on and in a repository. 2. Participating states and entities will be identified on the map of the USA on each Master Agreement page on 3. Contractors are required to create and maintain state and/or entity specific web pages on their main Master Agreement website. February, 2015 Copiers, Printers & Related Devices

RFP Overview - Dates RFP Released June 10, 2014 Completed Two Sets of Question and Answer Periods RFP Due Date August 20, 2014 12 Proposals Received

Vendors December 15, 2014 Protest period through December 26, 2014 Award Issued to 1 Vendor February 12, 2015 Protest period through February 23,

11 RFP Overview - Dates RFP Released June 10, 2014 Completed Two Sets of Question and Answer Periods RFP Due Date August 20, Proposals Received Evaluation Period August 22 September 26, 2014 Letter of Intent to Award Issued and Negotiations with 7 vendors October 2, 2014 Award Issued to 5 Vendors December 15, 2014 Protest period through December 26, 2014 Award Issued to 1 Vendor February 12, 2015 Protest period through February 23, 2015 Negotiations still pending with 1 vendor Contract Term January 1, 2015 December 31, 2019 February, 2015 Copiers, Printers & Related Devices

12 Shannon Berry, Nevada (Contract Lead) Keli Hardcastle, Nevada Linda Polk, Alaska Paul Linhardt, Missouri Jason Evans, South Carolina Wendy Walker, Washington Debra Saiz, New Mexico Paul Stembler, WSCA-NASPO Cooperative Development Coordinator February, 2015 Copiers, Printers & Related Devices

13 Group A Convenience Copiers Includes B&W and Color/B&W Group B Production Copiers Includes B&W and Color/B&W Group C Wide Format Devices Includes B&W and Color/B&W Group D Printers Includes B&W and Color/B&W Group E Digital Duplicators Group F Scanners February, 2015 Copiers, Printers & Related Devices

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15 Canon USA Group A Convenience Copiers Group B Production Copiers Group C Wide Format Devices Group D Printers Group F - Scanners Konica Minolta Group A Convenience Copiers Group B Production Copiers Group D Printers Ricoh USA, Inc. Group A Convenience Copiers Group B Production Copiers Group C Wide Format Devices Group D Printers Group E Digital Duplicators Sharp Group A Convenience Copiers Group B Production Copiers Toshiba Group A Convenience Copiers Xerox Group A Convenience Copiers Group B - Production Copiers Group D Printers Hewlett Packard (pending negotiations) Group D - Printers February, 2015 Copiers, Printers & Related Devices

16 Comprehensive financial options: Capital Leases Traditional financing with ownership at end of term; buyout determined at the beginning of lease Cancelable Rentals Cancel with 30 day notice with four month penalty on rental payment; no buyout considered Fair Market Value Leases Financing with ownership at end of term; buyout at the then market value at the end of lease Operational Leases No benefit of ownership to the Lessee, no buyout considered Purchase No financing; service options available Short Term Rentals Cancel with 30 day notice, up to 18 month rental; no buyout considered Cost-Per-Copy May be allowed at the customer s request; however, it may not be available by all contractors All leases and rentals have a non-appropriations clause to avoid fiscal commitments. February, 2015 Copiers, Printers & Related Devices

17 Includes Equipment, Services and Supplies Accessories & Software to enhance devices only, does not include MPS Authorized Dealers/Distributors by State Dedicated State Manufacturer Website for each Participating Addendum signed Discount Pricing from Manufacturer Suggested Retail Price (MSRP) Volume Placement Discounts Detailed Reporting Centralized Billing or Billing by State Authorized Dealers/Distributors Additions/Deletions of devices approved by Lead State Most current pricing posted on WSCA-NASPO website February, 2015 Copiers, Printers & Related Devices

18 Customer Training Minimum one hour on-site training, with abbreviated user manual at no additional cost Service Response Times: Urban Response Time 4 Hours Rural Response Time 1 Working Day Remote Response Time 4 Working Days Environmental Requirements - EPEAT Bronze Standard Equipment operational at least 96% of normal business hours Model Service Level Agreement (SLA) Attachment O of RFP 3091 Lemon Clause Section of RFP 3091 February, 2015 Copiers, Printers & Related Devices

19 Section 1.5 of RFP specifically excludes: Managed Print Services Refer to WSCA-NASPO Master Agreement lead by State of New Mexico Cameras Interactive White Boards Micrographic Equipment Overhead Projectors February, 2015 Copiers, Printers & Related Devices

20 Current Master Agreement #1715 Extended from March 31, 2015 to June 30, 2015 Extension is to allow time for States to negotiate and sign new Participating Addendums Leases placed under the current MA will survive through the end of the lease term New Master Agreement #3091 Effective January 1, 2015 Each Manufacturer s Model PA available on the website February, 2015 Copiers, Printers & Related Devices

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22 Please let WSCA-NASPO know if we can be of any assistance: Paul Stembler, Cooperative Development Coordinator * pstembler@wsca-naspo.org (651) *WSCA-NASPO Point of Contact for these Master Agreements and the Participating Addendum process. February, 2015 Copiers, Printers & Related Devices

REQUEST FOR PROPOSAL AWARD: PHOTOCOPY SERVICES. Proverbs 14:23 All hard work brings a profit, but mere talk leads only to poverty.

REQUEST FOR PROPOSAL AWARD: PHOTOCOPY SERVICES Proverbs 14:23 All hard work brings a profit, but mere talk leads only to poverty. Created, Draft First Tabling Review Approval Implementation April 5,2012