HomeMy WebLinkAbout03/03/2026 Agreement
MONROE COUNTY COMMISSIONERS PURCHASING POLICY MANUAL
ATTACHMENT D.5
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS $100,000.00 and Under
Contractwith: Contract#
Effective Date:
Expiration Date:
Contract Purpose/Description:
Contract is Original Agreement COriginal Agreement ontract Amendment/Extension Renewal
Contract Manager:
(Name) (Ext.)Email Address
CONTRACT COSTS
Total Dollar Value of Contract: $Current Year Portion: $
(must be $100,000or less) (If multiyear agreementthen
requires BOCC approval,
unless the total cumulative
amount is $100,00.00 or less)
Budgeted? Yes No
Grant: $County Match: $____________
Fund/Cost Center/Spend Category:
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e.g. maintenance, utilities, janitorial, salaries, etc.)
Insurance Required: YES NO
CONTRACT REVIEW
Reviewer
Digitally signed by Richard Strickland
Richard Strickland
Date: 2026.02.24 13:09:52 -05'00'
Department/OfficeDirector/ Signature: _____________________________________
Assistant Director
County AttorneySignature: _____________________________________
Digitally signed by Jaclyn Flatt
Date: 2026.02.24 15:21:14
Jaclyn Flatt
-05'00'
Risk ManagementSignature: _____________________________________
Digitally signed by Lisa Abreu
Date: 2026.02.26 12:07:46
Lisa Abreu
-05'00'
Purchasing Signature: _____________________________________
(email contracts@monroecounty-fl.gov)
Digitally signed by John Quinn
John Quinn
Date: 2026.02.26 15:52:13 -05'00'
OMBSignature: _____________________________________
(email OMB@monroecounty-fl.gov)
Comments: __________________________________________________________________________
_________________________________________________________________________________
Revised BOCC 11/12/2025
91| Page
Revised 11/12/2025
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Disjtujof
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25;46;21!.16(11(
22.06
Monthly
Payment
Extended Total
- $ - - $ - - $ - - $ - - $ - -
$ - - $ - - $ - - $ - - $ - - $
- - $ - - $ -
Total
Monthly
Payment
YES
Shortage/ Overage
CFS FUNDING
Extended CFS Funding Amount
Service Begin Date:
CFS Funding Amount
Phone:
Phone:11/1/25Phone:
305-289-6002305-783-8002
Dealer Color Excess Rate
m
N
Dealer B &W Excess Rate
Customer/ Dealer and Contact Information
SAME
$ - 0.000000.00000 $ 5,642.52 $ 5,642.52 $ (692.12) $ 119.06 $ 119.06
Dealer Monthly Comp.
S
INT.
APRIL PEARSON
00000 $ - 0.000000.00000 $ 1,265.08 $ 1,265.08 $ (155.18) $ 26.69 $ 0.07
ohn@sandsofthekeys.co
j
Color Excess Rate
rson-april@monroecounty-fl
a
Customer Contact InformationToner Included
B &W Excess Rate
Copies Incl.
Dealer POC:John Ribble
- 00.000000.00000 $ - 0.000000.00000 $ - $ - $ - $ - 00.000000.00000 $ - 0.000000.00000 $
- $ - $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $
- $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $ - $ - 00.000000.00000 $ - 0.000000.00000
$ - $ - $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $
- $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $ - $ - 00.000000.00000 $
- 0.000000.00000 $ - $ - $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $
- $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $ - $ - 00.000000.00000
$ - 0.000000.00000 $ - $ - $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $
- $ - $ - 00.000000.00000 $ - 0.000000.00000 $ - $ - $ - $
- 00.000000.00000 $ - 0.000000.00000 $ 1,045.66 $ 1,045.66 $ (128.26) $ 22.06 $
Email Address:Email Address:
Customer POC:
SERVICE PRICING AND COMPENSATIO
Billing/ Payment POC:
Extended Service Price
SPECIAL INSTRUCTIONS/ COMMENT
ustomer
CMonthly Service Price
FMV
d
e
d
xten
EMonthly Equipment PriceCLIN
33050
MONROE COUNTY AIRPORT
Monthly Equipment Price
Lease Type:
44100000-24-NASPO-ACS FL 187646
9400 OVERSEAS HWY MARATHON FL
Total Contract Purchase Price
11/01/25
$6,977.70$6,977.70$167.81$167.81$0.00$0.00$0.00$7,953.26$7,953.26-$975.56$167.81$141.19
n/a
0.02405
EQUIPMENT PRICE
Contract Purchase Price
$ - $ - $ - $ - $ - $ $ - $ - $
- $ - $ - $ $ - $ - $ - $ - $ -
$ $ -
$ 4,950.40 $ 4,950.40 $ 119.06 $ 119.06 $ - $ - 00.000000.00000 $ - $ - $
- $ - $ - $ $ - $ - $ - $ - $ -
$ $ - $ - $ - $ - $ - $ $ - $
- $ - $ - $ - $ $ - $ - $ - $
- $ - $ $ - $ - $ - $ - $ - $ $
- $ - $ - $ - $ - $ $ - $ - $ -
$ - $ - $ $ - $ - $ - $ - $ - $
$ - $ - $ - $ - $ - $
Contract/ Purchase Order Information
60
RUNNER
Total Financed:
Sub Total
mage
iADVANCE DX C3930i Cassette Feeding Unit AW1 $ 1,109.90 $ 1,109.90 $ 26.69 $ 26.69 $ - $ - 00.000000.
Effective Date:Total Monthly Payment$167.81Dealer Contact Information
* contact originations@cfs.canon.com
Customer Rate Factor:CUSA Rate Factor:0.02110Email Address:
1
11Inner Finisher-L1 $ 917.40 $ 917.40 $ 22.06 $ 22.06 $ - $
QTYModel Description
Upgrade To Keep Amount Rate
Customer Legal Name: (Sell To)CUSA Contract Number:Purchase Order Number:Term: MAINTENANCE CHARGES BILLED THRU CFS BASED ON ACTUAL COPIES MADE @$.0125 PER BLACK & WHITE COPY/PRINT, @$.0768
PER COLOR COPY/PR
Enterprise AlternateContractSource (ACS)
No. 44100000-24-NASPO-ACS
For
Multi-Function Devices, Copiers, and Related Software and Services
This Enterprise Alternate Contract Source No. 44100000-24-NASPO-ACS for Multi-Function
Devices, Copiers, and Related Software and Services(ÐTerm ContractÑ), is between the
Department of Management Services(ÐDepartmentÑ), an agency of the State of Florida, located
at 4050 Esplanade Way, Tallahassee, FL 32399; and Canon U.S.A., Inc.(ÐContractorÑ),located
at One Canon Park, Melville, NY, 11747;collectively referred to herein as the ÐParties.Ñ
WHEREAS,section 287.042(16), Florida Statutes (F.S.) authorizes the Department to evaluate
contracts let by the Federal Government, another state, or a political subdivision for the provision
of commodities and contract services;
WHEREAS,the State of Colorado through NASPO,competitively procured multi-function devices
and related software, services, and cloud solutionsand executed Master Contract No. 187646,
Multi-Function Devices and Related Software, Servies, and Cloud Solutions(ÐMaster ContractÑ),
with the Contractor; and
WHEREAS,pursuant to section 287.042(16), F.S., the Secretary evaluated the Master Contract
and determined that use of the Master Contract is cost-effective and the best value to the state.
NOW THEREFORE, in consideration of the mutual promises contained herein, the receipt and
sufficiency of which are hereby acknowledged, the Parties agree as follows:
1.Term and Effective Date.
The Master Contract became effective on August 1, 2024, and its term currently ends on July
31, 2026. The Master Contracthas three (3) years of renewals available. This Term Contract
will become effective on August 1, 2024or on the date signed by all Parties, whichever is
later. This Term Contract will expire on July 31, 2026, unless terminated earlier or renewed in
accordance with the Exhibit B, Enterprise Standard Terms and Conditions.
2.Order of Precedence.
This contract document and the attached exhibits constitute the Term Contract and the entire
understanding of the Parties. This contract document,Exhibits A, B, and Cconstitute the
Participating Addendum to the Master Contract and modify or supplement the terms and
conditions of the Master Contract.All exhibits listed below are incorporated into this Term
Page 1of 3
Enterprise Alternate Contract Source (ACS)
No. 44100000-24-NASPO-ACS
For
Multi-Function Devices, Copiers, and Related Software and Services
Contract by reference herein. In the event of a conflict, the following order of precedence shall
apply:
a) This contract document
b) Exhibit A, Additional Terms and Conditions to the Enterprise Contract
c) Exhibit B, Enterprise Standard Terms and Conditions
d) Exhibit C: Florida Post-Hoc Lease-Cancellation (FLPL) Rate Sheet for Canon U.S.A.,
Inc.
e) Exhibit D, Master Contract (including any amendments to the Master Contract made
prior to the effective date of this Term Contract and any subsequent amendments to
the Master Contract that are added to this Term Contract in accordance with the
Modifications Section listed below)
Where the laws and regulations of a state other than the State of Florida are cited or
referenced in the Master Contract, such citation or reference shall be replaced by the
comparable Florida law or regulation.
3. Purchases off this Contract.
Upon execution of this Term Contract, agencies, as defined in section 287.012, F.S., may
purchase products and services under this Term Contract. Any entity making a purchase off
of this Term Contract acknowledges and agrees to be bound by the terms and conditions of
this Term Contract. The Contractor shall adhere to the terms included in any contract or
purchase orders issued pursuant to this Term Contract.
4. Primary Contacts.
DepartmentÓs Contract Manager:
Christopher McMullen
Division of State Purchasing
Florida Department of Management Services
4050 Esplanade Way, Suite 360
Tallahassee, Florida 32399
Telephone: (850) 922-9867
Email: christopher.mcmullen@dms.fl.gov
ContractorÓs Contract Manag er:
Samantha Owens
Canon U.S.A., Inc.
One Canon Park
Melville, NY 11747
Telephone: (631) 330-2754
Email: isgbidadmin@cusa.canon.com
Either party may notify the other by email of a change to a designated Contract Manager
Page 2 of 3
Enterprise Alternate Contract Source (ACS)
No. 44100000-24-NASPO-ACS
For
Multi-Function Devices, Copiers, and Related Software and Services
providing the contact information for the newly designated contact, and such notice is
sufficient to effectuate this change without requiring a written amendment to the Term
Contract.
5. Modifications.
Unless otherwise stated in the Term Contract, any amendments to this Term Contract must be
in accordance with Exhibit B, Enterprise Standard Terms and Conditions. If amendments are
made to the Master Contract after the effective date of this Term Contract, the Contractor shall:
1) notify the Department of such amendments; and 2) provided the Department is amenable
to incorporating the amendments into this Term Contract, enter into a written amendment with
the Department in accordance with Exhibit B, Enterprise Standard Terms and Conditions.
IN WITNESS THEREOF, the Parties hereto have caused this Term Contract to be executed by
the undersigned duly authorized undersigned officials.
State of Florida: Contractor:
Department of Management Services Canon U.S.A., Inc.
By: _____________________________ By: _____________________________
Name: Pedro Allende Name:
Title: Secretary Title:
Date: Date:
Page 3 of 3
.
REQUEST FOR PROPOSALS
for
MULTI-FUNCTIONDEVICESANDRELATED
SOFTWARE, SERVICES ANDCLOUD SOLUTIONS
Issued by
THE STATE OF COLORADO
State Purchasing & Contracts Office
In collaboration with
SOLICITATION NUMBER: RFP-NP-23-001
RELEASE DATE: February 3, 2023
REVISION DATE: February 27, 2023
DEADLINE FOR SUBMISSION: April 14, 2023@ 1:00 PM (Mountain Time)
Page 1 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
RFP SUMMARY
I.OVERVIEW
A.This Request for Proposals (RFP) is being issued by the State of Coloradoon behalf of the State Purchasing
ε /ƚƓƷƩğĭƷƭ hŅŅźĭĻΛͻ\[Ļğķ {ƷğƷĻͼΜ źƓ ĭƚƌƌğĬƚƩğƷźƚƓ ǞźƷŷ ƷŷĻ b!{th ğƌǒĻtƚźƓƷ ĭƚƚƦĻƩğƷźǝĻ ƦǒƩĭŷğƭźƓŭ
program. The purpose of this RFP is to establish Master Agreementswith qualified Manufacturersto
ƦƩƚǝźķĻ aǒƌƷźΏŅǒƓĭƷźƚƓ 5ĻǝźĭĻƭ ΛaC5ƭΜͲ {źƓŭƌĻΏŅǒnction Printers, Productionand Industrial Print
Equipmentand Services, Large/Wide Format Equipment, Scanners, and Specialty Printers. Managed Print
Services (MPS) and software bundles that enableefficient workflows which enhancethe productivity and
capability of the Devicesare also included, along with digital document solutions that involve imaging,
retrieval, archival, scanning services, and back file conversion. In addition, IT solutions such as Software
as a Service (SAAS), cloud-based offerings, and web-based fleet management tools are also offered.The
Products and Services that will be available under the resulting Master Agreement(s) will be categorized
as follows:
Primary Products and Services:
GroupProducts and Services
A!Ќ aC5 Α OEM only
B!Ѝ aC5 Α OEM and Non-OEM
C tƩƚķǒĭƷźƚƓ 9ƨǒźƦƒĻƓƷ Α OEM and Non-OEM
D{źƓŭƌĻΏŅǒƓĭƷźƚƓ tƩźƓƷĻƩƭ Α OEM and Non-OEM
E\[ğƩŭĻΉźķĻ CƚƩƒğƷ 9ƨǒźƦƒĻƓƷ Α OEM and Non-OEM
F{ĭğƓƓĻƩƭ Α OEM and Non-OEM
G{ƚŅƷǞğƩĻ Α OEM and Non-OEM
H/ƚƓƭǒƒğĬƌĻ {ǒƦƦƌźĻƭ Α OEM and Non-OEM
I Managed Print Services
Ancillary Products and Services:
Sub-GroupProducts and Services
G1 Software Related Services
C1 Standalone Production Devices ΛĭǒƷƷĻƩƭͲ ƭƚƩƷĻƩƭͲ ĬźƓķĻƩƭΜ Α OEM and Non-OEM
C2 LƓķǒƭƷƩźğƌ tƩźƓƷ 9ƨǒźƦƒĻƓƷ Α OEM and Non-OEM
D1{ƦĻĭźğƌƷǤ tƩźƓƷĻƩƭ ΛЌ5Ͳ ƩĻĭĻźƦƷͲ ĬğƩĭƚķĻ ƌğĬĻƌͲ ĭğƩķͲ ĭğĬƌĻΜ Α OEM and Non-OEM
B.The objective of this RFP is to obtain best value, and in some cases achieve more favorable pricing, than
is obtainable by an individual state or local government entity because of the collective volume of
potential purchases by numerous state and local government entities. The Master Agreement(s) resulting
from this procurement may be used by state governments, including departments, agencies, institutions
Page 2 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
of higher education, political subdivisions (i.e., school districts, counties, cities, etc.), eligible non-profit
organizations, the District of Columbia, and U.S. Territories, subject to approval of the individual Chief
Procurement Officer and compliance with local statutory and regulatory provisions.
C.NASPO ValuePoint is a division of the National Association of State Procurement Officials (NASPO), a non-
profit association dedicated to advancing public procurement through leadership, excellence, and
źƓƷĻŭƩźƷǤ͵ LƓ ğĭĭƚƩķğƓĭĻ ǞźƷŷ b!{th ğƌǒĻtƚźƓƷƭ \[Ļğķ {ƷğƷĻξƒƚķĻƌͲ ƷŷĻ \[Ļğķ {ƷğƷĻ źƭ źƭƭǒźƓŭ Ʒŷźƭ wCtͲ
evaluating responses, and establishing Master Agreements with the support and assistance of a
aǒƌƷźƭƷğƷĻ {ƚǒƩĭźƓŭ ĻğƒξĭƚƒƦƩźƭĻķƚŅ źƓķźǝźķǒğƌƭ ŅƩƚƒ ƚƷŷĻƩ ƒĻƒĬĻƩ ƭƷğƷĻƭͲ ƩĻƦƩĻƭĻƓƷźƓŭ ğ ĬƩƚğķ
range of perspectives that ensure the RFP incorporates best practices recognized by public entities across
the country.
II.GENERAL INFORMATION AND INSTRUCTIONS
A.RFP Contact. The following individual is the sole contact for this RFP:
Nikki Pollack
State Procurement Administrator
State of Colorado
Nikki.pollack@state.co.us
B.RFP Website. The following website, Colorado VSS,is the sole official source for RFP information and
updates: https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService
Instructions for locating RFP:
1.Click on the Public Access button
2.LƓ ƷŷĻ YĻǤǞƚƩķ{ĻğƩĭŷĬƚǣͲ ƷǤƦĻ źƓ ͻbźƉƉź tƚƌƌğĭƉͼ
3.Locate the RFP based on the title of the Solicitation and click on the Detailstab
C.RFP Documents. This RFP consists of this RFP Summary, the following attachments, and any amendments
or modificationsposted by the Lead State to the RFP Website, as amended:
1.Attachment A, RFP Terms and Conditions
2.Attachment B, Scope of Work
a.Attachment B-1, Authorized Dealer Form
b.Attachment B-2, Authorized Dealers by State
c.Attachment B-3, Sample D&A Certificate
d.Attachment B-4, Sample MPS Statement of Work
3.Attachment C, RFP Evaluation Plan
4.Attachment D, Claim of Business Confidentiality
5.Attachment E, Offeror Information, Acknowledgements and Certifications
a.Attachment E-1, W9 Request for Taxpayer Identification Number and Certification
Page 3 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
6.Attachment F, TechnicalResponseWorksheet
7.Attachment G, Cost ProposalInformation and Instructions
8.Attachment G-1, Group A Price List
9.Attachment G-2, Group B Price List
10.Attachment G-3, Group C Price List
11.Attachment G-4, Group D Price List
12.Attachment G-5, Group E Price List
13.Attachment G-6, Group F Price List
14.Attachment G-7, MPS Price List
15.Attachment H, Sample Master Agreement
16.Attachment I, Proposed Modificationsto Sample Master Agreement
17.Attachment J, Potential Participation
18.Attachment K, Proposal Checklist
D.Important Dates
1.RFP Pre-ProposalWebinar (for Manufacturers only):February 9,2023at 1:00PM MST
Attendance is optional, and registration is required. Please email Nikki Pollack to register.
2.RFP Q&A Deadline:February 16, 2023at 3:00PM MST
3.RFP Q&A Posted:February 270, 2023 at 5:00 PM MST (actualestimated)
4.RFP Closing Date:April 14, 2023 at 1:00PM MST
5.Public Opening of Proposals: April 14, 2023 at 2:00PM MST at meet.google.com/hfu-emcn-
kid
6.AwardNotification:June, 2023
7.Master Agreement Negotiations:WǒƓĻͲ ЋЉЋЌ Α{ĻƦƷĻƒĬĻƩͲ ЋЉЋЌ
8.Contractor Kick-Off Meeting:September, 2023(estimated)
9.Contract Start Date:August 1, 2024
Dates and deadlines are subject to change. Offerors should continue checking the RFP Website
for the most up-to-date information.
E.How to Ask Questions
1.Read and review this RFP, including all attachments, exhibits, and amendments.
2.All questions aboutthe content of this RFP must be submitted via e-mail to Nikki Pollack at
nikki.pollack@state.co.us. All questions must be received no later than February 16, 2023 at
3:00 PM MST. Questions must reference the specific section of the RFP to which the question
relates.
Page 4 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
3.For assistance with technical issues associated with the RFP Website, contactthe ColoradoVSS
Help Desk at VSSHelp@state.co.us.
F.How to Respond
1.Read and review this RFP, including all attachments, exhibits, and amendments.
2.Prepare a Proposalthat:
a.Follows the requested format;
b.Includes the Solicitation Number on all materials making up the Proposal;
c.Addresses each question and request for a response in this RFP, including all questions in
Attachment F, TechnicalResponseWorksheet;
d.Includes all required submission materialsidentified in Section IVbelow.
3.Submit your Proposalby the RFP Close Dateby sending anemail to
RFP_NP_.s4dtgrg0eyczyye4@u.box.comattaching your Proposalas a zip file. Please note the
following:
a.The subject line and the body of the email are not uploaded into the online submission
application. Only email attachments are uploaded. Should any Offeror wish to ask a question
or make a comment regarding the Solicitation, Offerors should send a separateemail to
nikki.pollack@state.co.us.
b.Offerors should submit one zip file that contains all required Proposalsubmission
documents. The documents must be segregated into folders per the instructions in Section
IV below. The zip file name should include the following title: RFP-NP-23-001, and include
ƷŷĻ hŅŅĻƩƚƩƭ ƓğƒĻ͵
c.The Solicitation submission application typically uploads Proposals within five minutes.
Offerors are advised to submit Proposals no later than one hour prior to the Solicitation
deadline to ensure the Proposalhas been received.
d.The application sends an email confirmation if the Proposalwas uploaded correctly.
e.Please do not encrypt your email. The e-submission program automatically encrypts
attachments and any additional encryption may result in failure to upload the Proposal.
f.The Solicitation submission application is only for Proposalsubmission. All inquiries,
questions, comments, or concerns should be submitted to the point of contact via email and
ƓƚƷ ƷŷƩƚǒŭŷ ƷŷĻ {ƚƌźĭźƷğƷźƚƓ ƭǒĬƒźƭƭźƚƓ ğƦƦƌźĭğƷźƚƓ͵ LƓ ğķķźƷźƚƓͲ hŅŅĻƩƚƩƭ ƭŷƚǒƌķ ƓƚƷ ĭğƩĬƚƓ
copy (cc) the RFP point of contact, or anyone else.
G.Public Opening of Proposals
hƓ ƷŷĻ ķğƷĻ ğƓķ ƷźƒĻ ƭŷƚǞƓ źƓ ƷŷĻ ͻLƒƦƚƩƷğƓƷ 5ğƷĻƭͼ {ĻĭƷźƚƓ ğĬƚǝĻͲ ƷŷĻ \[Ļğķ {ƷğƷĻ Ǟźƌƌ ĭƚƓķǒĭƷ ƷŷĻ
public opening via a webinar, or as otherwise amended on Colorado VSS. The Public Opening will disclose
only the names of all Offerors who have submitted a Proposalin response to the RFP by the closing
deadline.
III.SCOPE OF WORK
Page 5 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
A.A detailed description of the Deliverablesbeing sought through this RFP is attached as Attachment B,
Scope of Work.
B.The scope of this RFP and its resulting Master Agreement(s)is intended to benefit all state departments,
institutions, agencies, and political subdivisions and other eligible public and nonprofit entities in the 50
states, the District of Columbia, and U.S. territories. Therefore, Offerors should not interpret the Scope
of Work to be associated with or limited to any specific purchase, implementation, project, need, or
program within the Lead State or any other state or eligible entity. Proposals should begenerally
applicable to all potential Participating and Purchasing Entities, except where specificity is requested.
C.The initial term of the Master Agreement(s)resulting from this RFP shall be 2years, with the option to
exercise renewals totaling up to an additional 3years following the initial term, upon mutual agreement
by the Lead State and Contractor.
IV.OFFERORRESPONSE
A.Required Submission Materials. The following must be submitted with your Proposalin the format
listed below:
1.Folder 1: Administrative Documents:
a.Completed Attachment K, Proposal Checklist
b.Completed and signed Attachment D, Claim of Business Confidentiality
c.Completed and signed Attachment E, Offeror Information, Acknowledgements, and
Certifications
d.Completed and signed!ƷƷğĭŷƒĻƓƷ 9ΏЊͲ В ΑwĻƨǒĻƭƷ ŅƚƩ ğǣƦğǤĻƩ LķĻƓƷźŅźĭğƷźƚƓ bǒƒĬĻƩ
and Certification
e.Redlinedcopyof Attachment H, Sample Master Agreement(if proposing modifications)
f.Completed and signed Attachment I, Proposed Modifications to Sample Master
Agreement
2.Folder 2: Technical Response:
a.Completed Attachment F, TechnicalResponseWorksheet
b.Technical Response Exhibits:
i.Per Question 1.e) of Part II of Attachment F, provide a sample training plan or
information sheet that you will give to your Dealers.
ii.Per Question 3.b) of Part II of Attachment F, provide a sample report of the SLA data
requested.
iii.Per Question 3.c) of Part II of Attachment CͲ ƦƩƚǝźķĻğ ĭƚƦǤ ƚŅ ǤƚǒƩƚƩŭğƓźǩğƷźƚƓƭ
SLA. This SLA must, at a minimum, adhere to the requirements in Section IV.A.2 of
Attachment, B, Scope of Work.
iv.tĻƩ vǒĻƭƷźƚƓ А͵ğΜ ƚŅ tğƩƷ LL ƚŅ !ƷƷğĭŷƒĻƓƷ CͲ ƦƩƚǝźķĻ ğ ĭƚƦǤ ƚŅ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ
Data Breach plan.
Page 6 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
3.Folder 3: Cost Response:
a.Completed Attachment G-1, Group A Price List (if applicable)
b.Completed Attachment G-2, Group B Price List (if applicable)
c.Completed Attachment G-3, Group C Price List(if applicable)
d.Completed Attachment G-4, Group D Price List (if applicable)
e.Completed Attachment G-5, Group E Price List (if applicable)
f.Completed Attachment G-6, Group F Price List (if applicable)
g.Completed Attachment G-7, MPS Price List(if applicable)
4.Folder 4: Supplemental Documents:
a.Offeror must submit all Supplemental Documents (refer to the definition in Attachment A,
RFP Terms and Conditions) with theirProposal. Please note:Offerors are not required to
ƭǒĬƒźƷ ğƓǤ ƭƚŅƷǞğƩĻ ƩĻƌğƷĻķ ķƚĭǒƒĻƓƷƭ ǞźƷŷ ƷŷĻźƩ tƩƚƦƚƭğƌΛź͵Ļ͵ 9
\[!ƭͲ ĭƌźĭƉΏǞƩğƦ
agreements, etc.).
b.ALL Supplemental Documentsmust alignwith RFP and Master Agreement requirements.
For example: ThisRFP stipulates that automatic renewals are NOT allowed, therefore;
Supplemental Documents must have this requirement removed. Another example:NoMost
Stateswill notindemnify, therefore; Supplemental Documents must have this requirement
removed. The Supplemental Documents will be included as Exhibits in the Master
Agreement, and while the Lead State will ensure that these documents align with said
requirements, it will be at the discretion of the Participating State or Entity to review, further
negotiateand/or utilize these documents in their Participating Addendum.
c.All Supplemental Documents must be submitted in Microsoft Office Word format. PDF
versions are NOT acceptable.
d.Failure by an Offeror to align their Supplemental Documentswith the RFP and Master
Agreement,may result in the following:
i.5ĻƌğǤ źƓ ĻǣĻĭǒƷźƓŭ ƷŷĻ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ ΛźŅ hŅŅĻƩƚƩƭ {ǒƦƦƌĻƒĻƓƷğƌ 5ƚĭǒƒĻƓƷƭ ķƚ
not align with the RFP requirements (i.e. leasing, maintenance, etc.), then the Lead
State will require Offeror to revise these documents before beginning any work on
drafting the Master Agreement; or
ii.Inability for Offeror to provide leasing or rental options under the Master
Agreement.
5.Folder 5: Redacted Proposal:
Redacted copy of Proposalclearly marked as such, if claiming confidential, proprietary, or
protected information.
B.Other Documents. The following are informational only and do not need to be submitted with your
Proposal:
Page 7 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
1.Attachment A, RFP Terms and Conditions
2.Attachment B, Scope of Work
a.Attachment B-1, Authorized Dealer Form
b.Attachment B-2, Authorized Dealer List
c.Attachment B-3, Sample D&A Certificate
d.Attachment B-4, Sample MPS Statement of Work
3.Attachment C, RFP Evaluation Plan
4.Attachment G, Cost ProposalInformation and Instructions
5.!ƷƷğĭŷƒĻƓƷ WΑtƚƷĻƓƷźğƌ tğƩƷźĭźƦğƷźƚƓ
V.EVALUATION AND AWARDPROCESS
A.Proposals will be sealed until the RFP Close Date. After opening, Proposals will be evaluated in stages as
set forth in this section and further detailed in AttachmentC, RFP Evaluation Plan.
1.Stage 1: Initial Responsiveness. Proposals will be reviewed for completeness and initial
responsiveness. Proposals omitting required documents or responses may be rejected in
accordance with Attachment A, RFP Terms and Conditions.
2.Stage 2: MandatoryRequirements.Complete and responsive Proposals will be reviewed for
compliance with mandatoryrequirements. Proposals failing tomeet or exceed allmandatory
requirements identified in Attachment C, RFP Evaluation Plan,may be rejected in accordance with
Attachment A, RFP Terms and Conditions.
3.Stage 3: TechnicalCriteria.Proposals meeting the MandatoryRequirements will be
independently evaluatedby the Multistate Sourcing Team against the TechnicalCriteria set forth
in Attachment C, RFP Evaluation Plan.
4.Stage 4: Cost.Proposals meeting the MandatoryRequirements will be evaluatedby the Lead
Statefor cost based on the Cost Criteria set forth in Attachment C, RFP Evaluation Plan.
5.Stage 5: Score Finalization.Under the guidance of the Lead State and NASPO ValuePoint, the
Multistate Sourcing Team members will meet in personto review and modify their technical
scores based on group discussion. This group discussion will be limited to evaluating members
only (i.e. neither the Lead State, nor any employee of NASPO ValuePoint will be able to provide
input into technical scores)and will be in accordance with Attachment C, RFP Evaluation Plan.
Once technical scores are finalized and locked in, the Lead State will combine cost scoresfor each
Group (e.g. A, B, C, D, E, F)and MPS,with each of the technical scores to determine a final score
for each Group. The final scorefor each Groupwill have a maximum valueof 100%.
6.Stage 6: AwardDetermination. After evaluations are completed, the Lead State and Multistate
Sourcing Team will determine which Proposals are most advantageous to the Lead State and
potential Participating and Purchasing Entities based upon the price and the evaluation factors
set forth in Attachment C, RFP Evaluation Plan.
Page 8 of 9
RFP SUMMARY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
B.The Offeror is responsible to provide requested information. Proposals shall be evaluated based on the
merits of the information received.
C.The Lead State reserves the right to make Awards based on initial Proposals, so Offerors are encouraged
to submit their most favorable Proposalat the time established for receipt of Proposals.
D.The Lead State reserves the right to request further details, including formulations, to clarify
specifications, and such will be identified as confidential and used for Evaluation purposes only.
E.Only those Offerors who are likely to receive an Awardmay enter intodiscussions with the Lead State
ŅƚƩ ƷŷĻ ƦǒƩƦƚƭĻ ƚŅ ƦƩƚƒƚƷźƓŭ ǒƓķĻƩƭƷğƓķźƓŭ ƚŅ ƷŷĻ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͲ ğƓķ Ʒƚ ĭƌğƩźŅǤ ƩĻƨǒźƩĻƒĻƓƷƭͲ
including, but not limited to, best and final offer (BAFO). Discussions, clarifications, and demonstrations
must be consistent with Offeror's original Proposaland will become an addendum to Offeror's Proposal.
F.The apparent successful Offeror(s) may be required to submit an audited financial statement for the most
current reported period and a reasonable number of previous years (in order of preference), in order to
assist the Lead State in making its determination of Offeror responsibility in accordance with Section 24-
103-401, Colorado Revised Statutes (C.R.S). Such audited financial statements shall have been reviewed
by a certified public accountant, a Third Party prepared financial statement if an audited or reviewed
statement is not available, or another financial statemĻƓƷ ƦƩĻƦğƩĻķ źƓ ƷŷĻ ƩƚǒƷźƓĻ ĭƚǒƩƭĻ ƚŅ ƷŷĻ hŅŅĻƩƚƩƭ
business; and such documents are provided by Offeror to the Lead State at no cost to the Lead State.
G.This will be a multiple Award RFP.
H.Prior to announcement of Awards and execution of Master Agreements, the Lead State will present an
Awardrecommendation to the NASPO ValuePoint Executive Council for approval of the proposed
Awards.
I.CƚƌƌƚǞźƓŭ ğƦƦƩƚǝğƌ ƚŅ ƷŷĻ b!{th ğƌǒĻtƚźƓƷ 9ǣĻĭǒƷźǝĻ /ƚǒƓĭźƌͲ ğ ͻ5ĻĭźƭźƚƓ aĻƒƚƩğƓķǒƒͼ Ǟźƌƌ
ķƚĭǒƒĻƓƷ ƷŷĻ Ĭğƭźƭ ŅƚƩ ƷŷĻ !ǞğƩķķĻĭźƭźƚƓ͵ ŷĻ \[Ļğķ {ƷğƷĻ Ǟźƌƌ ƦƚƭƷ ƷŷĻ ͻbƚƷźĭĻ ƚŅ LƓƷĻƓƷ Ʒƚ !ǞğƩķͼ ƚƓ
/ƚƌƚƩğķƚ {{Ͳ ğƓķ ƷŷĻ ͻ5ĻĭźƭźƚƓ aĻƒƚƩğƓķǒƒͼ Ǟźƌƌ ĬĻ ƭĻƓƷ ǝźğ Ļƒğźƌ Ʒƚ ğƌƌ ĻƌźŭźĬƌĻ hŅŅĻƩƚƩƭ ƷŷğƷ
submitted a Proposal. The Lead State may then begin negotiations of Master Agreements with successful
Offerors.
Page 9 of 9
RFP SUMMARY
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In collaboration with
Amendment # 1
Release Date: February 27, 2023
THE STATE OF COLORADO
SOLICITATION NUMBER: RFP-NP-23-001
State Purchasing & Contracts Office
MULTI-FUNCTION DEVICES AND RELATED SOFTWARE, SERVICES AND CLOUD SOLUTIONS
,
red font
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VSS. All updates to these documents are denoted in
The following documents have been modified and uploaded to Colorado VSS. Prior versions of
RFP Summary Î Multi-Function Devices and Related Software Services and Cloud Solutions_updated 02.27.2023 Attachment B Î Scope of Work_updated 02.27.2023 Attachment C Î RFP Evaluation
Plan_updated 02.27.2023 Attachment G Î Cost Proposal Information and Instructions_updated 02.27.2023 Attachment G-1 Î Group A Price List_updated 02.27.2023 Attachment G-2 Î Group B
Price List_updated 02.27.2023 Attachment G-3 Î Group C Price List_updated 02.27.2023 Attachment G-4 Î Group D Price List_updated 02.27.2023 Attachment G-5 Î Group E Price List_updated
02.27.2023 Attachment G-6 Î Group F Price List_updated 02.27.2023 Attachment H Î Sample Master Agreement_updated 02.27.2023 Attachment J Î Potential Participation_updated 02.27.2023
Attachment K Î Proposal Checklist_updated 02.27.2023
1.2.3.4.5.6.7.8.9.10.11.12.13.
PLEASE NOTE: these documents have been removed from VSS and are no longer valid. Any documents that donÓt contain updates are still in effect, and have not been removed from including
any language that has been stricken. All documents can be located on the ÐAttachmentsÑ tab of the Solicitation:
e, all Awarded Contractors
started to rise a year ago,
Answer
There is no size limit. This question is unclear. Attachment B indicates that Devices CAN be drop-shipped. Also, since drop-shipped items are typically purchased (rather than leased),
the customer may also elect to have a maintenance agreement. No. Even since interest rates very few Awarded Contractors have requested rate increases. In addition, by allowing rate
changes prior to 8/1/2025, Offerors could significantly under-bid their proposed pricing in an effort to receive an Award, and then hike their pricing (via way of a rate change). As
stated in the RFP, only Groups A through F, and MPS are being evaluated. Thereforwill automatically be able to offer Software, Software Related Services, and Supplies. Also stated
in the RFP: Any Contractor awarded Group C will also be able to provide products under C1 and C2, and any Contractor awarded Group D will be able to provide products under D1.
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Lƭ {ǒĬΏDƩƚǒƦ DЊ Α {ƚŅƷǞğƩĻ Lƭ {ǒĬΏDƩƚǒƦ 5Њ Α {ƦĻĭźğƌƷǤ
Related Services automatically included in an award of Group G? Printers automatically included in an award of Group D?
1.2.
What is the maximum size of the single zip file allowed when submitting proposals to the solicitation via email?We understand that all of the ĭƚƓƷĻƓƷ źƓ !ƷƷğĭŷƒĻƓƷ . Α {ĭƚƦĻ ƚŅ Work
includes maintenance services and MPS only, and excludes drop ship. Is that correct?Given the current volatility of interest rates in the market and the high probability for continued
increases between the bid due date and the contract start date on 8/1/2024, will Contractors have the ability to update lease rates with supporting evidence to demonstrate such interest
rate changes as of the 8/1/2024 contract start date? Is a sub-group automatically included in an award for the Primary Group? Specifically,
Section Reference
General Information and Instructions; How to Respond I.H.5 and I.H.6 Ancillary Product and Service Offerings
Document
RFP Summary !ƷƷğĭŷƒĻƓƷ . Α Scope of Work !ƷƷğĭŷƒĻƓƷ . Α Scope of Work Attachment B, Scope of Work
1 2 3 4
#
The following questions were submitted in response to this RFP:
Answer
See revision to Attachment B for clarification. Yes. Only submit an MSRP or List Price for the Device that you are submitting a Proposal for. Also note (as stated in the RFP) that ALL
new Devices currently listed ƚƓ .ǒǤĻƩƭ \[ğĬ a
{ ĬĻ ƌźƭƷĻķ źƓ ǤƚǒƩ Ĭźķ ƭǒĬƒźƭƭźƚƓ ƚƩ you will not be permitted to add them at any point throughout the term of the Master Agreement. In other words, if a Device is listed as new or
newly ƒğƓǒŅğĭƷǒƩĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ ğƷ ƷŷĻ ƷźƒĻ ƚƩ tƩƚƦƚƭğƌ submission, then you must include it in your Proposal. Yes. See revisions to Attachments G-1 through G-6.
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{ǒĬƭĻĭƷźƚƓ Ў ƩĻğķƭʹ ͻ/ƚƓƷƩğĭƷƚƩ and/or Authorized Dealers shall not issue an invoice until the Purchasing Entity has confirmed Acceptance, per ƭĻĭƷźƚƓ L͵I͵ͼ Does this requirement apply
to purchases of product without źƓƭƷğƌƌğƷźƚƓ ğƓķ ƭĻƩǝźĭĻƭΓǞŷğƷ Ǟğƭ referred to in the industry meeting as "drop ship"? Drop ship invoices are issued upon product shipment, not Acceptance.
Typically, agencies do not confirm Acceptance for drop ship purchases; they only notify Contractor or Dealer when a product is rejected. ŷźƭ ƭĻĭƷźƚƓ ƭƷğƷĻƭ ͻŷĻ \[źƭƷ tƩźĭĻ must be
verifiable and published on ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ ǞĻĬƭźƷĻ ğƷ ƷŷĻ time of Proposal submission. A URL link is not acceptable; Offeror must ƦƩƚǝźķĻ ğ ƦƩźƓƷƚǒƷ ƚŅ źƷƭ \[źƭƷ tƩźĭĻ͵ͼ Should
the MSRP/List Price printout include only the Manufacturers Products related to the bid? Please ƓƚƷĻ ƷŷğƷ hŅŅĻƩƚƩƭ ĻƓƷźƩĻ a{wtΉ\[źƭƷ Price file is extremely large, and even in PDF
or Excel, will be hundreds of pages. The instructions tab includes the Note that the MSRP/List Price and Device offerings will be compared against Buyer's Lab and Manufacturer's ǞĻĬƭźƷĻ
ͻğƓķΉƚƩͼ \[źƭƷ tƩźĭĻ͵ /ğƓ Ʒŷźƭ ĬĻ ĭŷğƓŭĻķ Ʒƚ ͻƚƩͼ ƷŷğƷ Ǟƚǒƌķ ĭƚƓŅźƩƒ this means the Manufacturer Published
Section Reference
Contractor Responsibilities and Tasks Ordering and Invoicing Specifications Section II.D Instructions Tab
Document
Attachment B, Scope of Work Attachment G - Cost Proposal Information and Instructions Attachments G-1 through G-6
5 6 7
#
Answer
Information and Instructions.
No. The same model may not be listed under different segments (or different Groups). If the model crosses speed segments, then you must choose only ONE segment to list it under. See
revision to Attachment G, Cost Proposal Yes. Yes. Yes. Confirmed. See revised Attachment K. The language has been modified somewhat. See revision in Attachment B.
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List Price/MSRP will be utilized for Manufacturers that do not have their List Price on Buyers Lab? May a Manufacturer include the same Model number under multiple segments for example
in either B&W or Color if each model includes a different speed license? Please note, the models do not cross over from B&W to Color. Given that this contract covers the entire US,
may Offeror respond with ͻvǒƚƷĻ
ƦƚƓ wĻƨǒĻƭƷͼ źƓ ƷŷĻƭĻ cells? Given that this contract covers the entire US, may Offeror respond with ͻvǒƚƷĻ
ƦƚƓ wĻƨǒĻƭƷͼ źƓ ƷŷĻƭĻ cells? If Offeror has a flat hourly rate, can that flat rate be noted for an Accessory category rather than noting the specific accessory? This would apply only
to an accessory not purchased with the device. ŷĻ ƷğĬƌĻ ŷĻğķĻƩ ƩĻğķƭͲ ͻI!w5 /ht {
.aL{{Lhb͵ͼ tƌĻğƭĻ ĭƚƓŅźƩƒ ƷŷğƷ proposals are to be submitted electronically as instructed in the RFP, with no hard copy required. LƓ Ʒŷźƭ ƭĻĭƷźƚƓ źƷ ƓƚƷĻƭͲ ͻ!ƓǤ ƓĻǞ releases of software
versions (upgrades) shall be chargeable to the
Section Reference
Group A Price List Instructions {ĻƩǝźĭĻΑ{ǒƦƦƌźĻƭ Pricing tab Additional Service Coverage \[per hour\] {ĻƩǝźĭĻΑ{ǒƦƦƌźĻƭ Pricing tab Service Calls not covered under the Maintenance Agreement
{ĻƩǝźĭĻΑ{ǒƦƦƌźĻƭ Pricing tab Accessory Installation/ Maintenance \[per hour\] Table Header Software Subscriptions
Document
Attachment G-1 Attachments G-1, G-2, G-4, G-5, G-6 Attachments G-1, G-2, G-4, G-5, G-6 Attachments G-1, G-2, G-4, G-5, G-6 !ƷƷğĭŷƒĻƓƷ Y Α Proposal Checklist Attachment B -Scope of Work
8 9
#
10 11 12 13
Answer
Awarded Contractors who wish to extend their contract into Canada, will be allowed to produce a Canadian pricing schedule during Master Agreement negotiations with the Lead State. Canadian
end-user pricing schedules will be based on the current published foreign exchange rate which is simply applied to the US based pricing schedule. The expectation is that the same products
will be offered to the Canadian market, unless this causes a negative economic impact to the Awarded Contractor. bƚͲ źƷ ķƚĻƭƓƷ ƓĻĻķ Ʒƚ ĬĻ ƭǒĬƒźƷƷĻķ͵ {ĻĭƷźƚƓ L͵. ƭƷğƷĻƭ this. No. You
will submit this to the Lead State during Master Agreement negotiations.
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: There were several variations
Purchasing Entity; however, Contractor may not charge for the installation of the software ǒƦŭƩğķĻ͵ͼ LƓ ƷŷĻ źƓķǒƭƷƩǤ ƭƚŅƷǞğƩĻ version upgrades under maintenance services are provided
without charge, however installation charges may apply for complicated upgrades and migrations. Based on that detail, can this section be updated to the following: Any new releases
of software versions (upgrades) shall be chargeable to the Purchasing Entity; however, Contractor may not charge for the installation of the software upgrade, except for complicated
ǒƦŭƩğķĻƭ ğƓķ ƒźŭƩğƷźƚƓƭ͵ͼ Does this require that the Contractor offer the same products, pricing and discounts for the Canadian market? Our concerns are variations in product, exchange
rates and cost of doing business in Canada. Note of this question submitted during the Q&A period. Please confirm Attachment B-2 does NOT need to be included with our Bid Submission
Do we submit a list of Authorized Dealers with our proposal, or is this done at the Participating Addenda stage?
Section Reference
Canadian Participation
Document
Attachment H, Sample Master Agreement RFP Summary Section IV.B.2 N/A N/A
#
14
15 16
Answer
Contractors may offer secondary products, with less features, provided you offer a main unit that meets the listed requirements. All Devices submitted with your Proposal must meet the
requirements outlined in the Scope of Work.
Offerors will receive Awards based on a natural break in the scoring (this break is not pre-determined, but ƩğƷŷĻƩͲ źƭ ĬğƭĻķ ƚƓ hŅŅĻƩƚƩƭ ƷƚƷğƌ ƭĭƚƩĻΜ͵ ŷźƭ ƒĻğƓƭ that all Offerors could
potentially receive an Award for any Group they respond to. This is the same methodology that was used with the evaluation for RFP-NP-18-001. Each Group may be updated once per calendar
year (although the preference would be to do price updates for all Groups at the same time). Group E is an awarded category and the requirements listed provide a baseline for comparison.
Awarded No. Yes. Please refer to the revised language in Attachment B.
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LƷƭ ƭƷğƷĻķ Ʒŷźƭ Ǟźƌƌ ĬĻ ğ ƒǒƌƷźƦƌĻ award RFP. Will awards be done similar to the last bid, with awards to all Suppliers scoring over a certain threshold, or will only a specific number
of Suppliers receive awards by Group? (Ex. Top 5 scores in a given group) Can we do only 1 total price update submission per calendar year, or is it each Group may have pricing updated
once per calendar year? (Ex. Group A pricing updated in January and Group B in March). Is there any flexibility on the Group E requirements (a) & (d) \[hard-disk drive and automatic
media selection\]? This restricts us from offering our full product line. Some of our smaller entry level large format devices do not have a hard drive and only hold a single roll.
Will the Energy Star requirement also apply to the Sub-Group D1? Some preliminary discussions indicate that these products do not ƒĻĻƷ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ ͻLƒğŭźƓŭ 9ƨǒźƦƒĻƓƷͼ ĭƚǝĻƩĻķ
ğƓķ ƷŷğƷ ƭĻǝĻƩğƌ of the features used as criteria do not apply to these products. Would the sourcing team consider other options for how Sub-Group discounts are determined? Currently
some of the products that would fall into sub-groups are vastly different
Section Reference
Section I.H.6 Section II.A.2.(2.5) Section II.A.3.3 II.B.2
Document
RFP Summary Section V.G Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work !ƷƷğĭŷƒĻƓƷ . Α Scope of Work
#
17 18 19 20 21
Answer
You will need to address any cost or fees associated with this service with BLI directly. BLI is used to verify pricing, status of products, speed of devices, and Group/segment classification.
Question is unclear; the State chooses not to respond. It depends on the product. You will need to address this with the independent testing facility that is testing your products.
This question need to be directed to BLI, as this is not a Lead State duty.
2.3.4.5.
1.
No. Please see revised language in Attachment B.
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Are there any costs or fees associated with listing products ƚƓ .ǒǤĻƩƭ \[ğĬͪ What types of information about the products available under the Master Agreement are required to be listed
on .ǒǤĻƩƭ \[ğĬͪ Will Awarded Contractor be required to complete product testing or third-party certification as part of the Master Agreement? How long does product testing generally
take? Can the Lead State provide the technical requirements an
Offeror will need to comply
1.2.3.4.5.
from the main group and have entirely different discount structures. Does this mean that if a customer requests a device relocation, the hard drive should be cleansed prior to the shipping
company taking possession? CƚƩ hŅŅĻƩƚƩƭ ǒƓŅğƒźƌźğƩ ǞźƷŷ .ǒǤĻƩƭ Lab, can the Lead State provide further information:
Section Reference
Section IV.I.5.(5.1)
Document
Attachment B, Scope of Work N/A N/A
#
22 23
Answer
The reference to back-file conversion and enterprise content management serve as examples of possible software features available in an Industrial Print unit. These are not mandatory.
Unless otherwise agreed to in the Statement of Work, which is required for all MPS engagements, customers will generally expect that firmware management and/or ongoing device security
management would be part of an MPS program. The examples cited are features normally offered in an MPS engagement though not absolutely required. All MPS engagements require a written
Statement of Work (SOW) and thus all features offered, and those not offered, should be addressed in a SOW in order to ensure a full understanding of expectations. Job accounting is
the process of tracking jobs or projects so that incurred costs can be assigned or accounted for properly. Analytic dashboards should compliment reporting where possible as the whole
purpose of analytic tools is to provide customers with relevant information to make informed decisions.
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with when implementing .ǒǤĻƩƭ \[ğĬͪ
Industrial Print solutions (back-file conversion, enterprise content management). We believe the description in parenthesis is a typo, as this is an ECM description. Can you please
confirm. Is ongoing Device firmware management and/or ongoing Device security management required in the main components of the MPS offering? For Remote Device Monitoring, you included
examples such as job accounting, automated meter reads, and automated toner replenishment. Are all of these required to be included in the MPS engagement, or are any optional(such
as job accounting). Specifically for job accounting, what źƭ ǤƚǒƩ ķĻŅźƓźƷźƚƓ ƚŅ ͻƆƚĬ ğĭĭƚǒƓƷźƓŭͼͪ Is there a preference for analytics/operations dashboards to complement reporting?
Analytics/operations dashboards generally give instant visibility to the tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤ ƚŅ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ monitoring/servicing of the fleet while reporting tends to be delivered
on a schedule or upon request.
Section Reference
Ancillary Product and Service Offerings
Document
Attachment B, Scope of Work N/A N/A N/A N/A N/A N/A
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As stated in the RFP, pricing must remain firm through July 31, 2025. This means that price increases can be submitted for approval beginning on August 1, 2025. The Lead State has no
additional information on New WĻƩƭĻǤƭ ƦğƩƷźĭźƦğƷźƚƓ͵ No; for a variety of reasons, the RFP closing date will not be extended. No. If there are additional documents you would like
to include with your Proposal, then you must label them as such and include them as PDF or Word documents so that the Evaluators can easily access them. No. Only attach one version
of the document, but leave the Lessor information as a fillable field.
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We are providing pricing now for a bid that starts in August of 2024. If the MSRP increases between bid submission and August of 2024,and if the discount percentage of MSRP is maintained,
when will price increases be allowed? Is there a timeframe for when the state of New Jersey will be joining NASPO? Will this occur during the current contract or when the new contract
is awarded? Since the same people who are responsible for responding to the bid will be attending the exchange conference, can the bid extend until the end of April? When responding
to Attachment F, can we imbed supporting documentation into the comment section in a word or PDF format? If an OEM wants to offer both a Company branded leasing option, as well as
3rd party leasing option, should they submit two sets of documentation? one company branded and the other 3rd party branded? The intent is that both sets of docs will honor the same
terms and conditions and that the lease docs and schedules would be the same except for the difference in branding.
Section Reference
Document
N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
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Answer
bƚ͵ ŷĻ ǝĻƩƭźƚƓ ƚŅ ƷŷĻ ağƭƷĻƩ ε/ƭ ƷŷğƷ ǞĻƩĻ ƦƚƭƷĻķ with this RFP is a completely different template than the current Master Agreement. You will not submit Sub-Group pricing with your
Proposal, nor will you submit pricing for Software or Supplies. The only pricing you will submit with your Proposal is for Groups A through F, and MPS. Sub-Group pricing (and the products
for those Sub-Groups) will be submitted to the Lead State during Master Agreement negotiations. Refer to Section IV., Offeror Response, in the RFP Summary document. Also refer to the
revised Attachment B for information on Sub-Group discounts. As with the prior RFP, MPS will not be a stand-alone Award. The only way an Offeror can provide MPS is if they are awarded
Group A, B, C, D, E and/or F. The Offeror can then provide MPS under ANY Group, even if ƷŷĻǤ ǞĻƩĻƓƷ ğǞğƩķĻķ ğƌƌ ŭƩƚǒƦƭͲ .
ƷŷĻǤ ƒğǤ ƚƓƌǤ place products under the Group(s) they were awarded. See clarification regarding MPS in Attachment C, RFP Evaluation Plan, and in Section I.D of Attachment B. Product
updates will be allowed monthly. See revised Attachment B.
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Will NASPO provide an redlined version of the Master Agreement that shows the differences if any between Master Agreement from the last RFP, compared to current RFP, so we can easily
identify any changes? Can you please explain where the pricing should be input on the Group sheets, and how the Sub-Group category discounts will work? Will a vendor that is awarded
MPS be able to sell all groups off of the contract, even though they were only awarded MPS? Since the ability to add new product would be limited to every quarter and it could take
an additional 30 days to approve those additions it may take 4 months to add new product if it is introduced right after the deadline. If a vendor has a new line up of models introduced
of 5 or 6 models they could be without a
Section Reference
Subgroup Category Discounts Section I.E
Document
N/A N/A Attachment B, Scope of Work Attachment B, Scope of Work N/A N/A
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Language has been modified. See revised Attachment B. All of the OEM and Non-OEM software that you provide. However, because discount percentages will vary among software products,
and because multiple software products can be used on the same type of Device, you should list the lowest discount you offer for software within the Segment of that Group. For example:
If OEM Software Product X is used on a Segment 2 B/W Device in Group A, and the discount you offer for Software Product X is 5%, and OEM Software Product Y is also used on that same
Device, but the discount you offer is 7%, then the discount for OEM
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way to assist state accounts with those models for up to 4 months since the existing models would be discontinued. Would you please consider doing updates monthly to avoid these delays
for State & Local customers? Could the vendor submit a copy of the BLI sheet w/new models to expedite the approval process? Please clarify if where it says ͻźƓźƷźğƌͲͼ ƭŷƚǒƌķ źƷ ƭğǤ
ͻğķķźƷźƚƓğƌͼ ğƭ highlighted below: In addition to the one-hour training session for each Device, Purchasing Entity may also request an initial, one-hour training session for technical
support, which shall include network connectivity and print driver installation. Contractor shall provide this initial training free of charge, via a delivery method mutually agreed
upon by Contractor and Purchasing Entity. In each pricing group file on the discount from MSRP tab there is a reference in column A for OEM Software and Non-OEM software. What type
of software are you referencing here.
Section Reference
Section IV.A(2.1)(b) N/A
Document
Attachment B, Scope of Work Attachments G-1 through G-6
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Answer
components. The Optional pricing
Software under Segment 2 B/W in Group A, would be 5%. The Lead State fully anticipates that many software offerings within each Segment might be listed at 0%, but the expectation is
that if an Awarded Contractor offers a higher discount than 0% for any software offering, then they extended that discount to the Purchasing Entity. Such discounts will be reflected
on the Software Price List that is submitted to the Lead State during Master Agreement negotiations. While the language in the RFP Summary HAS been modified, the requirement to remove
the indemnification clause from all Supplemental Documents remains. ŷĻƓ tğƩƷźĭźƦğƷźƓŭ {ƷğƷĻƭ ĬĻŭğƓ ƭźŭƓźƓŭ ƷŷĻźƩ t!ƭ ŅƚǒƩ years ago, numerous Participating States questioned why
the Lead State had not removed the indemnification clause during Master Agreement negotiations. For this reason, the Lead State is now requiring the removal of this clause from all
Contractor documents. LŅ {ƷğƷĻƭ ͻğƌƌƚǞĻķͼ Ʒŷźƭ ĭƌğǒƭĻͲ źƷƭ ƌźƉĻƌǤ ķǒĻ Ʒƚ ƷŷĻ ŅğĭƷ that they thought 1. The Lead State had already ƩĻƒƚǝĻķ Ʒŷźƭ ĭƌğǒƭĻͲ ğƓķΉƚƩ Ћ͵ ŷĻǤ ķźķƓƷ ƩĻǝźĻǞ
ƷŷĻ document carefully enough. If the Awarded Contractor would like this language included in their Supplemental Documents, then it will need to be addressed with each Participating
State at the time of PA negotiation.
Per the RFP, you will only submit pricing for the Required MPS Pricing tab has been removed for evaluation purposes, but Awarded Contractors will include it back in when they submit
their full MPS Price List during Master Agreement negotiations.
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On the Previous Pricing we were provided a Tab for Optional MPS Pricing that includes a lot of services that are part of most MPS Programs, with this submission that tab has been removed
where would you like for us to include those services? Most States have accepted indemnification on the current and previous NASPO/WSCA contracts supplemental documents. Please allow
inclusion of indemnification in the supplemental documents and allow each State to accept.
Section Reference
N/A
Document
Attachment G-7, MPS Price List RFP Summary Section IV.4.b
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Be new
b.)
Answer
\[źƭƷĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ ğƓķ
a.)
If Offeror submits a Proposal for their OEM Devices in Group B, then all of those OEM Devices must be
1.
No. Any Dealer that you have authorized to sell or perform services under your Master Agreement must adhere to all requirements in your Master Agreement, and that includes performing
required Preventative Maintenance on applicable Devices. This is the same requirement in the current Master Agreements. Yes. If a Purchasing Entity requests a report, whether it be
for one Device, or a fleet of Devices, Awarded Contractor must provide them with the information requested. No, the Lead State does not feel this is necessary since the reporting information
is the same as current contractual requirements. Language has been modified. See revised Attachment B. See revised language in Attachment B. See revised language in Attachment B. Ļƭ͵
hŅŅĻƩƚƩƭ ğƩĻ ƓƚƷ ƩĻƨǒźƩĻķ Ʒƚ ƭǒĬƒźƷ bƚƓΏh9a ǞźƷŷ their Proposal, but if all they offer under Group B, C, D, E and/or F is Non-OEM, then they must submit a Proposal for Non-OEM in order
to be considered for Award of that Group. Below are a few examples:
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Can this requirement be removed for h9aƭ ƷŷğƷ ķƚƓƷ ƦĻƩŅƚƩƒ Preventative Maintenance since it is sold by reseller partners ? Does this apply to non-Managed Print Services purchases?
For example, transactional printer only purchases? Section references quarterly report. Please provide quarterly report template. This is an issue for us and possibly ƚǒƩ ƩĻƭĻƌƌĻƩƭ͵
hǒƩ źƓǝƚźĭĻƭ ķƚƓƷ contain a lot of these details. Perhaps consider leaving these details to a Participating Addendum level? Is this meant for MPS only? For purchase, invoices are sent
when shipped. D&A certificate required before sending an invoice. Is this meant for MPS only? For purchase, invoices are sent when shipped. If a Offeror is awarded Group B with OEM
product can they add Non-OEM product to the contract after award?
Section Reference
Section IV.A.2.2, Preventative Maintenance Section IV.A.4.2, Period Reporting Section IV.B.1.2, NASPO ValuePoint Reporting Contact Section IV.E, Ordering and Invoicing Specifications
Section IV.E.5 Section IV.H Overview, Section A., Primary Products and Services
Document
Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work RFP Summary
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Answer
ƚƩ ƓĻǞƌǤ ƒğƓǒŅğĭƷǒƩĻķ ğĭĭƚƩķźƓŭ Ʒƚ .ǒǤĻƩƭ \[ğĬ͵ LŅ Offeror fails to include any new or newly manufactured OEM Devices (that are listed on .ǒǤĻƩƭ \[ğĬΜ źƓ ƷŷĻźƩ tƩƚƦƚƭğƌ ŅƚƩ DƩƚǒƦ .Ͳ
ƷŷĻƓ they will not be permitted to add those Devices at any time throughout the term of the Master Agreement. If Offeror also wants to provide Non-h9a 5ĻǝźĭĻƭ ǒƓķĻƩ DƩƚǒƦ .Ͳ ƷŷĻƓ ƷŷĻǤ
ķƚƓƷ ƓĻĻķ to include these Devices in their Proposal, BUT, they must indicate on the Discount from MSRP tab what discount they are offering for all Non-OEM Base Models and other applicable
Third-Party options. If Offeror is not an OEM of Group F Devices, but wishes to be awarded this Group, then they must submit a Proposal for Non-OEM Devices. These 5ĻǝźĭĻƭ ƒǒƭƷ ĬĻ ƌźƭƷĻķ
ƚƓ .ǒǤĻƩƭ \[ğĬ ğƓķ ƒǒƭƷ ĬĻ ƓĻǞ ƚƩ ƓĻǞƌǤ ƒğƓǒŅğĭƷǒƩĻķ ğĭĭƚƩķźƓŭ Ʒƚ .ǒǤĻƩƭ Lab. If Offeror is an OEM for Group C, but only submits a Proposal for Non-OEM in Group C, then Offeror will
not be allowed to provide ANY OEM Devices under Group C throughout the term of the Master Agreement (should they be awarded Group C).
2.3.
Government Entities are already tax-exempt. In addition, there is a non-appropriation clause built into the Scope of Work in the RFP, so the benefits a TELP provides are already extended
to users by way of the Master Agreement anyway. That said, as long as the TELP adheres to the requirements in the RFP, and provides one of the authorized acquisition options listed
in the RFP (e.g. $1 Buyout), this lease document can certainly be submitted with your Proposal.
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May Offerors provide a Tax-Exempt Municipal Lease (TELP) as a leasing program option? We have received lots of inquiries about this type of lease because it is a simple and rapid leasing
solution for a municipality.
Section Reference
Purchase, Lease and Rental Programs
Document
Attachment B
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Answer
All products will be reviewed by the Lead State at the time of Master Agreement negotiation to determine whether they will be allowed under Contract, and how they will be categorized
(e.g. what Sub-Group they may fall under and whether they adhere to the requirements of the Open Market provision). A D&A Certificate IS required for all non-dropped-shipped Devices,
but the Sample provided in the RFP is just that, a Sample. Awarded Contractors may use their own D&A Certificate upon approval by the Lead State. Such Certificate will be included as
an Exhibit to the Master Agreement. Yes. The MSRP may be adjusted, as long as it coincides ǞźƷŷ ƷŷĻ a{wt ƚƓ .ǒǤĻƩƭ \[ğĬ ΛƚƩ ǝźğ ƚƷŷĻƩ ǝĻƩźŅźğĬƌĻ means if the MSRP is not listed on
BLI). The discount percentage must remain firm throughout the term of the Master Agreement, UNLESS the Awarded Contractor wants to increase the discount percentage (e.g. provide a deeper
discount, such as changing it from 30% to 35%). This section ties directly to the ability to offer a maximum 120-month lease term on Group C Devices. The term of the maintenance agreement
must be for a period that is equal to the term of the lease agreement. Some customers want the ability to lease Devices (in particular, large, multi-million dollar production equipment)
for 10 years; likewise, some current vendors have indicated their desire to offer longer lease terms than what the current Contract affords.
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Will Thermal, Receipt, Barcode or Kiosk Printers be included on this contract, or will they be sourced as open market? Is the Sample D&A Certificate provided required for all installations?
Manufacturers have their own Certificate of Acceptance which is signed when the product is installed. Based on the requirement to not lower the discount percentage during the entire
term of the contract, does this section refer to MSRP price increases only? For purchased Devices, the initial term is determined by the Purchasing Entity, as long as it does not exceed
60 months on Group A, Group B, Group D, Group E, and Group F Devices, and 120 months on Group C Devices. Why would we evaluate C: Production, beyond industry standard of 7 years? IRS
Publication 946: General Depreciation identifies Table of Class Lives and Recovery Periods have a maximum 7 year for Production (Group C), maximum 5
Section Reference
Ancillary Products and Services N/A I.H, Pricing II.9.2.b
Document
RFP Summary Attachment B-3, Sample D&A Certificate Attachment B, Scope of Work Attachment B, Scope of Work
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Answer
Group C. Lease (and rental) options are not required for Group D, Group E and Group F.
A Sub-Group are items that will be listed on the ğƦƦƌźĭğĬƌĻ !ǞğƩķĻķ /ƚƓƷƩğĭƷƚƩƭ /ЊͲ /ЋͲ 5Њ ğƓķ DЊ Price Lists. These Price Lists will be submitted to the Lead State during Master Agreement
negotiations. NSP, or Open Market Items, are NOT listed on any Price List under the Master Agreement, MUST be discounted at a minimum of 15% off of MSRP, AND, may be subject to a dollar
limit, depending on Participating State requirements. Yes. No. Please see revised Attachment B. Yes. As long as the minimum requirements are met. Confirmed, but only with proper justification
and upon approval from the Lead State. Per the RFP (specifically, Attachment G), Offeror must provide a leasing option for Group A, Group B, and
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year for Office Copier/Printer groups. ŷğƷƭ ƷŷĻ ķźŅŅĻƩĻƓĭĻ ĬĻƷǞĻĻƓ subcategory and NSP? Some Suppliers have Service and Supplies included in the invoiced amounts. Would you allow
Suppliers to continue to utilize the current format and report the actual total invoiced amounts, including amounts billed for Usage Based Service and Supplies? Is it a mandatory requirement
for devices that are designed to require an operator with vision and mobility capabilities. Are accessories that enhance the functionality of the device beyond the listed specifications
permitted? Please confirm if the contractor has the option to update the pricing every 12 months from the effective date of the agreement. Please advise if leasing and rental rates
are optional pricing options (non-mandatory requirement) for
Section Reference
N/A Section V.(5.2.1.2.2), Lease and Rental Equipment Section I.C Section II.A(2.6), Group F Scanners Pricing Lease and Rental Rates
Document
Attachment B, Scope of Work Attachment H, Sample Master Agreement Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work
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Phone support needs to be provided for minor trouble-shooting on Groups A through E. Group F is excluded from this requirement. See revised Attachment B. No. Per the RFP, each Participating
State or Entity can negotiate their own SLA with the Awarded Contractor; Ʒŷźƭ źƓĭƌǒķĻƭ ŅǒƩƷŷĻƩ ķĻŅźƓźƓŭ ǞŷğƷ ͻķƚǞƓƷźƒĻͼ ƒĻğƓƭ͵ However, regardless of the reasons for a Device being
down, if it is still covered under warranty or the customer has a maintenance agreement, the Awarded Contractor is still obligated to repair (or replace) it. The question then becomes
whether or not the repair or replacement is covered under the equipment warranty and/or the maintenance agreement. Yes, providing that the replacement part actually fixes the issue.
If the Device is being leased or rented, then the Offeror needs to handle transportation directly. If the
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which Offeror has the choice to offer or not offer as part of its response. Offeror has a toll-free service designated telephone number for customers to place service requests but
does not offer phone technical support. All services are performed on customer equipment during normal business hours. Please kindly advise if Offeror is not required to provide phone
technical support. Please advise if Lead State would consider modifying the definition of ͻķƚǞƓƷƚǞƓͼ Ʒƚ ƭƷğƷĻ ƷŷĻ ŅƚƌƌƚǞźƓŭʹ Downtime shall specifically exclude ΛźΜ ĭǒƭƷƚƒĻƩƭ ƒźƭǒƭĻͲ
ƒźƭŷğƓķƌźƓŭͲ and/or abuse of the machine outside ƚŅ ƷŷĻ ƒğƓǒŅğĭƷǒƩĻƩƭ ƦǒĬƌźƭŷĻķ specifications; (ii) failure of customer to perform regular routine cleaning per original equipment
ƒğƓǒŅğĭƷǒƩĻƩƭ ƚƦĻƩğƷƚƩ ƒğƓǒğƌͳ ΛźźźΜ ĭǒƭƷƚƒĻƩƭ ğƌƌƚǞğƓĭĻ Ʒƚ ŷğǝĻ another third party provide services on the machine; and/or (vi) issues ǞźƷŷ ƷŷĻ ĭǒƭƷƚƒĻƩƭ ƦŷǤƭźĭğƌ environment (i.e.,
electrical, network connectivity, HVAC, etc.). Will Offeror be considered compliant by providing replacement parts contained within the device (not provide a new device) when repairing
the device? For device relocation, is transporting devices to a new location a direct
Section Reference
Contractor Responsibilities and Tasks Device Performance Service Zones Device Relocation
Document
Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work
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Answer
Purchasing Entity owns the equipment, then they can determine how they want to transport it. Attachment B has been updated to reflect this requirement. Pages on the Awarded Contractors
own website would be contractually compliant. What the Awarded Contractor chooses to include on the site is a decision for their ƒğƩƉĻƷźƓŭ ƷĻğƒͲ ğƓķ b!{thƭ ƭǒƦƦƌźĻƩ ĻƓŭğŭĻƒĻƓƷ ƷĻğƒ
will work with them to determine useful data if needed. If the data becomes out of date, the Awarded Contractor should update the data within a commercially reasonable period of time.
If the data becomes out of date with no update, there would be an opportunity to cure, with no penalty imposed immediately. This clause is intended to ensure that an Awarded Contractor
has the capacity to provide goods and services on a national cooperative contract, including adequate capacity to market those goods and services. It is not meant to impose a stringent
marketing methodology. Yes, if acceptable to the Purchasing Entity. No. All Awarded Contractors must have the ability to accept credit card payments.
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requirement or can an Offeror supply all aspects of dismantle, packing, and reassemble but request the Purchasing Entity to handle physical relocation of the equipment when a transportation
vehicle is required? Would Offeror be required to maintain a separate website for each Participating State that has a Participating Addendum for this Master Agreement? Would the website
requirement be satisfied if Offeror created pages on its own website with the necessary information to market the Master Agreement? If there is a different website Offeror is required
to present marketing data and content, how does that upload process work? Additionally, are there requirements on the types of data or content that must be included on these sites?
How long does Offeror have to update information if something becomes out of date? If data or content is found to be out of date, is there a mandatory cure period or penalty imposed
on the Offeror? Can Offeror provide a virtual or web-based demonstration of the device? Can Offeror not offer credit card payment as an option? Offeror accepts payment by check or
ACH.
Section Reference
Master Agreement Marketing Manager Device Demonstration Requirements Payment Methods
Document
Attachment B, Scope of Work Attachment B, Scope of Work Attachment B, Scope of Work, and Attachment H, Sample Master Agreement
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Answer
No, the Awarded Contractor will not be required to adhere to a 30-day delivery time-frame if they do not inventory their products. Attachment B has been updated to reflect this. Offeror
will need to address this in their redlines to Attachment H, Sample Master Agreement, and in Attachment I, Proposed Modifications to Sample Master Agreement. If Awarded Contractor provides
the ability to meet all of the specified requirements, then yes, they will be in compliance. Not all federal holidays are recognized in each State. For example, Colorado no longer recognizes
Columbus Day, therefore, this will need to be addressed with each Participating State during PA negotiations. Confirmed. Per the RFP, Offerors must only submit pricing for Groups A,
B, C, D, E, and/or F. If Offeror also wants to provide MPS, they must submit pricing for it, per the MPS Price List. As already noted, MPS will not be a separate Award. No. Reporting
requirements will be addressed during Master Agreement negotiations.
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Offeror does not inventory its products, and each piece of equipment is manufactured upon receipt of a firm purchase order. The timeline for delivery of products varies (i.e., 90-120)
depending on demand, supply chain issues, and other factors. Please confirm this thirty (30) day delivery requirement would not apply to a Contractor that does not inventory products.
Will the cyber security requirements found in these sections apply to a contractor who does not offer products or services applicable to such requirements? Please confirm Offeror
will be in compliance with the specifications contained in this Section if Offeror provides the ability for the tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ L 5ĻƦğƩƷƒĻƓƷ Ʒƚ complete all these functions. Please
advise if the holidays aligns with the holidays observed by the federal government. Please confirm Offeror does not need to include prices for Not Specifically Priced (NSP) items.
If yes, Offeror will not list prices for b{t źƷĻƒƭ ğƭ ƦğƩƷ ƚŅ hŅŅĻƩƚƩƭ response. Can the Lead State provide sample reports for the following: Detailed
Section Reference
Access
Available Products and Delivery Requirements Sensitive Information and Data Breach Authentication and Normal Business Hours Open Market Items NASPO ValuePoint Summary and
Document
Attachment B, Scope of Work, and Attachment H, Sample Master Agreement Attachment B, Scope of Work Attachment B, Scope of Work Attachment H Attachment B, Scope of Work Attachment H,
Sample Master Agreement
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Answer
No.
The intent of the language in this section is for the Awarded Contractor to simply notify the Lead State and NASPO ValuePoint if the Awarded Contractor has other provisions or agreements
in place that could affect the promotion of the Master Agreement OR that could impact pricing adjustments to the Master Agreement. So for example, if your GSA contract has a provision
Ǟŷźĭŷ ƭƷğƷĻƭ ƷŷğƷ ğƓƚƷŷĻƩ ĭƚƚƦĻƩğƷźǝĻ ĭƚƓƷƩğĭƷ ĭğƓƷ have better pricing than what is on the GSA schedule, then you need to provide the Lead State and NASPO ValuePoint with a copy of
that provision.
party
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tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ
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hŅŅĻƩƚƩƭ ķĻğƌĻƩ ƦƩƚŭƩğƒ ğƌƌƚǞƭ dealers to resell products in ğĭĭƚƩķğƓĭĻ ǞźƷŷ hŅŅĻƩƚƩƭ dealer program requirements and is based on providing a wholesale discount rate to authorized
dealers, but these discounts are not available to any public or private entity. GSA contracts. Global purchase agreements. Quantity purchase discount offer for POs during the past
12 consecutive months.
1.2.3.4.
servicing the Device, normal wear and tear of the machine, failure of Purchasing Entity (and its designated ƦĻƩƭƚƓƓĻƌΜ Ʒƚ ŅƚƌƌƚǞ ƒğƓǒŅğĭƷǒƩĻƩƭ published operator manual, modifying the
Device without obtaining authorized written consent from Contractor)ğĭĭƚƩķğƓĭĻ ǞźƷŷ ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ published performance
Sales Data, Sales Data Crosswalks and Executive Summary reports? To comply with this clause, can the Lead State clarify if the following exclusions are allowed? Offeror is requesting
the Lead State to consider revising this section with the following language: Any Device that fails (except due to operator error, physical site environment issues/malfunctions, 3
Section Reference
Detailed Usage Reports Most Favored Customer Lemon Clause
Document
Attachment H, Sample Master Agreement Attachment B, Scope of Work, and Attachment H, Sample Master Agreement
#
72 73
to update the
-monthly basis regarding the
Answer
will still be required
No. Awarded Contractor Purchasing Entity on a semistatus of their Order. The addition of this clause will not be added to the Master Agreement; rather, it can be addressed with each
Participating State during PA negotiations.
and/or
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twelve (12) times in
from the date of
at no cost to the
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not indirectly or directly
shall be replaced with
,
replacement parts contained with the Device that meets the original ĻƨǒźƦƒĻƓƷ ƒğƓǒŅğĭƷǒƩĻƩƭ specifications,Purchasing Entity.
specifications, any twelve (12) week period is subject to recurring related problems caused by Purchasing Entity (and/or its personnel, subcontractors, or agents)Please advise if the
Lead State will consider revising the application period from thirty-six (36) months to six (6) monthsAcceptance. Please confirm Contractor will not have to perform the required updates
pursuant to Section 8.3 if Contractor does not inventory its products, and therefore, no products will be considered on backorder. Offeror is respectfully requesting that a product
should only be deemed to be in significant failure by the Participating State as described in Section 10.8 if the applicable product continues to deviate from its published specifications
after Contractor has been given a commercially reasonable amount of time to perform maintenance service under the applicable warranty period or Maintenance Service Agreement.
Section Reference
Lemon Clause Required Updates Section 10.8
Document
Attachment B, Scope of Work, and Attachment H, Sample Master Agreement Attachment H, Sample Master Agreement Attachment H, Sample Master Agreement
#
74 75 76
Answer
Incorrect references provided in this question. The Lead State is not clear as to what Offeror is asking and therefore chooses not to respond. LŅ ƷŷĻ 5ĻǝźĭĻ ŷğƭ ƭǒƩƦğƭƭĻķ źƷƭ
ƭĻŅǒƌ \[źŅĻ ğƓķ ƷŷĻ customer is still paying for a maintenance plan, then No, estimated end of Useful Life is not required in the report.
1.2.
Offeror will need to address this in their redlines to Attachment H, Sample Master Agreement, and in Attachment I, Proposed Modifications to Sample Master Agreement. No. Due to the variance
in record retention, statutory requirements for confidentiality, and open records acts, neither the Lead State or NASPO ValuePoint set confidentially requirements for Participating
States or Entities at the Master Agreement level. Therefore, Awarded Contractors may negotiate confidentiality requirements at the PA level.
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Offeror will email a service report (contains service summary information, per call) upon completing of each individual service call (preventive maintenance and/or repair service call
request) at the ĭǒƭƷƚƒĻƩƭ ƭźƷĻ͵ /ğƓ hŅŅĻƩƚƩƭ service report be considered an equivalent or an acceptable substitution for the report as described in Attachment A (4.2) and Attachment
F (II-3)? Regarding (iv) useful life, per device report, Offeror is the OEM and sells service plans for these machines to all similarly situated customers (commercial and governmental
entities). As such, Offeror has customers that have continuously purchased service plans from Offeror that are five, eight, or
1.2.
Offeror requests the removal of this cyber liability insurance coverage requirement for Offerors who are not providing products and services where it is applicable. Contractor is respectfully
requesting that the confidentiality obligations set forth in this Section 14.2 apply to both parties in perpetuity.
Section Reference
Cyber Liability Confidentiality, Non-Disclosure, and Injunctive Relief Contractor Responsibilities and Tasks; Performance Standards, Administrative Fees, Purchased Equipment
Document
Attachment H, Sample Master Agreement Attachment H, Sample Master Agreement Attachment B, Scope of Work, and Attachment F, and Attachment H
#
77 78 79
Answer
If the customer enters into a month to month renewal, they can cancel at anytime without penalty. If however, they enter into a 12-month renewal and cancel early, penalties may be assessed.
Refer to revised Section III.D of Attachment B for additional clarification. No, this language will not be incorporated into the RFP or subsequent Master Agreements. The Lead State
believes that if a Purchasing Entity wants to upgrade (or downgrade) their entire Fleet, they should have the ability to do so. However, Awarded Contractor is free to speak with each
Participating State about including this clause during PA negotiations. Yes. See revised Attachments G-1 through G-5. Attachment G-6 does not reflect this change. No. Exhibit A, Statement
of Work, is the correct reference but due to time constraints, the Lead State was not able to modify Attachment B, Scope of Work, to become Exhibit A, Statement of Work, in the Sample
Master Agreement. Ultimately, Exhibit A will be created from Attachment B and customized to fit the Awarded /ƚƓƷƩğĭƷƚƩƭ ƚŅŅĻƩźƓŭƭ͵ LƷƭ ŅƚƩ Ʒŷźƭ ƩĻğƭƚƓ ƷŷğƷ !ƷƷğĭŷƒĻƓƷ I źƭ ĭğƌƌĻķ
ğ ͻ{ğƒƦƌĻ͵ͼ LƷƭ ğƌƭƚ źƒƦƚƩƷğƓƷ to note that the 2024 Master Agreements will look substantially different than the current Master Agreements, which is also why Exhibit A, Statement
of Work, will be its own Exhibit, rather than being
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ten years old, from the date the device was originally delivered. Based on the above, is the request for the report to include estimated end of useful life not applicable.
Will you please clarify that the customer may cancel at any time with 30 days' notice, without penalty, during the renewal term? Would the State please consider adding the following
language in blue: A Purchasing Entity may do a Device Upgrade or Downgrade on a lease or rental at any time throughout the term of the lease or rental agreement less of the entire fleet).There
is only a flat rate fee with no supplies listed. Can an option for a flat rate fee with supplies included be added to the price sheets? Should this reference Attachment A RFP Terms
and Conditions, or Attachment B Scope of Work? We do not see an Exhibit A Statement of Work.
Section Reference
Renewal Term Definition Device Upgrade and Downgrade Service-Supplies Pricing Tab Pricing, Payment & Leasing
Document
Attachment A, RFP Terms and Conditions Attachment B, Scope of Work Attachment G-1 through G-6 Attachment H, Sample Master Agreement
#
80 81 82 83
.
Sub-Group Categories
.
Answer
Group Categories
embedded into the body of the Master Agreement, as is the case with the current contracts. Offerings, Specialty Print and Industrial Print falls under Ancillary Product and Service
Offerings, Primary Groups have different requirements than Sub-Groups, which is why they are being evaluated and Sub-Groups are not. Therefore, the Lead State does not ĻǣƦĻĭƷ {ǒĬΏDƩƚǒƦ
ƦƩƚķǒĭƷƭ Ʒƚ ĬĻ ƌźƭƷĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ͵
The definition has been modified to include pandemics and (conditional) epidemics. A force majeure event may cause a carrier delay, but a carrier delay itself, is not a force majeure
event. See revised Attachment G. However, only Group C has been excluded since Offerors are not required to submit pricing with their proposal for Sub-Group C1, and Attachment G solely
refers to pricing for Proposal submission. Section II.3.9 falls under Primary Product and Service The language in this section does not specifically ğķķƩĻƭƭ ͻğĭĭĻƭƭƚƩźĻƭͼ ğƭ ǤƚǒƩ ƨǒĻƭƷźƚƓ
źƒƦƌźĻƭ͵ ŷĻ ƷĻƩƒ ǒƭĻķ źƭ ͻtƩƚķǒĭƷƭͼ ǞŷźĭŷͲ ƦĻƩ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ Products, encompasses the base model, accessories, supplies, software, etc. That said, your question has prompted the
Lead State to include a Non-OEM Base
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Given the unprecedented impact COVID-19 brought globally, would you please consider adding additional causes such as epidemics, pandemics, and common carrier delays? This language is
in many other Government contracts, so this would bring industry consistency as well. Please exclude Group C and Subgroup C-1 Per BLI they serve Original Equipment Manufacturers (OEMs),
dealers, and business consumers, reporting on devices like printers, multifunctional devices, facsimile machines. scanners, wide-format devices, and digital imaging software. They
do not handle many of the Specialty Print and Industrial Print devices, so these products will not be found in BLI. How will you accommodate these products being on contract? For Groups
C and D, it is stated that the accessory discount for OEM versus non-OEM items can be different. This allows us to have a higher discount on OEM accessories than for non-OEM accessories.
However, the language
Section Reference
Force Majeure Section I.B. Section II.3.9 Ancillary Product and Service Offerings
Document
Attachment H, Sample Master Agreement Attachment G, Cost Proposal Attachment B, Scope of Work Attachment B, Scope of Work
#
84 85 86 87
Answer
line item on the Discount from MSRP tab in Attachments G-2, G-3, G-4, G-5 and G-6. Please note that Attachment G-1 (Group A) is OEM only and therefore has not been revised to allow for
Non-OEM base units. The same rules apply to Legacy Devices acquired under both NP-18-001 and 3091. See revised Attachment B. Language has been modified. Refer to revised Attachment
B.
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ͼ͵ LŅ ğ ĭǒƭƷƚƒĻƩ ğƭƉƭ
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Page
only indicates accessories are allowed to have differing discounts between OEM and non-OEM. Can language be added that allows for base unit discounts to be at different discounts between
OEM and non-OEM as well? This would allow all Suppliers to give deeper discounts on OEM base units. Section 9.2 h legacy devices addresses how maintenance should be handled for both
NP-18-001 and 3091 devices, yet under Section 9.2 c Renewal terms, it seems as if there is a distinction being made between NP-18-001 and 3091, but we are not clear on what that distinction
is since letter h has the same rules apply to both legacy contracts. Please clarify. ŷźƭ ƭĻĭƷźƚƓ ƭƷğƷĻƭ ͻ
Ʀ Ʒƚ ЎЉ ƒźƌĻƭ from building in which Device was originally placed us to move a machine from their location to a storage area for a temporary period, and then later on back to the original
location, this may be interpreted as the Contractor would be responsible to move the unit back to its original location free of charge. When the Contractor should in fact be able to
charge them for both moves. We would like to recommend the language be revised Ʒƚ ͻ
Ʀ Ʒƚ ЎЉ ƒźƌĻƭ ŅƩƚƒ ĬǒźƌķźƓŭ źƓ Ǟŷźĭŷ 5ĻǝźĭĻ źƭ ĭǒƩƩĻƓƷƌǤ ƦƌğĭĻķͼ
Section Reference
Maintenance Agreement; Renewal Terms and Legacy Devices Device Relocation
Document
Attachment B, Scope of Work Attachment B, Scope of Work
#
88 89
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentA
RFP TERMS AND CONDITIONS
ŷźƭ wCt ğƓķ hŅŅĻƩƚƩƭ ƦğƩƷźĭźƦğƷźƚƓ ƷŷĻƩĻźƓ źƭ subject to the following terms and conditions:
I.DEFINITIONS
A.A3 MFD-A Multi-function Device which is designed to handle letter, legal, ledger and some smaller
paper sizes, such as postcards and envelopes.
B.A4 MFD-A Multi-function Device which is designed to handle letter, legal and some smaller paper
sizes, such as postcards and envelopes. Ledger size paper is NOT an option on this Device.
C.Acceptance-A written notice from a Purchasing Entity to Contractor advising Contractor that the
Product has passed its Acceptance Testing. Acceptance of a Product for which Acceptance Testing is
not required shall occur following the completion of delivery, installation, if required, and a
reasonable time for inspection of the Device, unless the Purchasing Entity provides a written notice
of rejection to Contractor.
D.Acceptance Testing-The process set forth in the Master Agreement for ascertaining that the Device
meets the standard of performance prior to Acceptance by the Purchasing Entity.
E.Accessory-A compatible item that is added to the Base Unit to enhance its capabilities and functions.
F.Authorized Dealer ΏŷĻ ağƓǒŅğĭƷǒƩĻƩƭ ğǒƷŷƚƩźǩĻķ ƭğƌĻƭ ğƓķ {ĻƩǝźĭĻ ĭĻƓƷĻƩ Λğƌƭƚ ƉƓƚǞƓ ğƭ ğ 5ĻğƌĻƩͲ
5źƭƷƩźĬǒƷƚƩͲ ƚƩ tğƩƷƓĻƩΜ ƷŷğƷ ƒǒƭƷ ĬĻ ĭĻƩƷźŅźĻķ ĬǤ ƷŷĻ ağƓǒŅğĭƷǒƩĻƩ Ʒƚ ƭĻƌƌ ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ
Products, and perform machine installation and maintenance on Devices offered by the
Manufacturer. A Purchasing Entity must be able to, at a minimum, visit the sales and service center
to view and test Device.
G.Award ΏƷŷĻ ƭĻƌĻĭƷźƚƓ ƚŅ ğƓ hŅŅĻƩƚƩ ĬğƭĻķ ƚƓ ƷŷĻ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͲ Ʒƚ ƩĻĭĻźǝĻ ğ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ
resulting from the RFP.
H.Base Unit-The copier, printer, Scanner, Large/Wide Format and Production Devices that include all
standard Accessories and parts and excludes optional Accessories and/or software.
I.Blended Rate-A rate that is derived by taking the b&w and color cost per click rates on one or more
Devices and calculating one rate that a customer will be billed for all copies, regardless of Device type
and b&w or color output. Allows for simplicity when billing copies run.
J.Bronze Standard-Devices which meet less than 50% of the 28 optional EPEAT criteria.
K.Business Day Α!ƓǤ ķğǤ ƚƷŷĻƩ ƷŷğƓ {ğƷǒƩķğǤͲ {ǒƓķğǤͲ ƚƩ ğ ƌĻŭğƌ ŷƚƌźķğǤ͵
L.Buyout to Keep-The early termination option on an FMV or Capital Lease that involves the
acquisition of the Device by the Purchasing Entity, and consists of any current and past due amount,
plus the remaining stream of Device Payments.
M.Buyout to Return-The early termination option on an FMV, Capital or Straight Lease that involves
Page 1 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
the return of the Device by the Purchasing Entity to Contractor, in good working condition (ordinary
wear and tear excepted), and consists of any current and past due amounts, plus the remaining
stream of Device Payments.
N.Cancellable Rental-An agreement that is cancellable upon the Purchasing Entity providing the
Contractor with a thirty (30) day written notice, and is subject to a maximum penalty of up to three
(3) months of Total Monthly Payments. Device ownership is not an option.
O.Capital Lease-For the purposes of this RFP and resulting Master Agreement(s), a Capital Lease shall
also be referred to as a $1 Buyout Lease and title of the Device will automatically pass from the
Contractor to the Purchasing Entity at the end of the Initial Lease Term, and the Purchasing Entity
will not be subject to additional payments in order to assume ownership. However, it will be at the
discretion of the Participating State or Entity as to whether other criteria will also be considered, such
as a bargain purchase option, a lease term longer than 75% of the estimated economic life of the
Device, or the present value of the lease payments is greater than 90% of the fair market value of the
Device at the beginning of the Initial Lease Term, or any other legal requirements relating to a Capital
Lease.
P.Confidential Information-means any and all information in any form that is marked as confidential
or would by its nature be deemed confidential and is obtained by Offeror in connection with this RFP,
including but not limited to the data or records of the Lead State, the Multistate Sourcing Team,
NASPO, or NASPO ValuePoint.
Q.Contractor ΑŷĻ ƦĻƩƭƚƓ ƚƩ ĻƓƷźƷǤ ķĻƌźǝĻƩǤ tƩƚķǒĭƷƭ ğnd performing Services under the terms and
conditions set forth in the Master Agreement.
R.Coterminous-Two or more leases or rentals that end at the same time. The original lease or rental
payment is modified to reflect the addition of a new piece of Device or Accessory. The original term
of the lease or rental is not modified as a result of a Coterminous addition.
S.Deliverable Α! tƩƚķǒĭƷͲ{ĻƩǝźĭĻͲ ƭƚƌǒƷźƚƓͲ ƩĻƭǒƌƷͲ ƌğĬƚƩͲ ƚƩ ƚƷŷĻƩ ĻŅŅƚƩƷ ĬĻźƓŭ ƭƚǒŭŷƷ ƷŷƩƚǒŭŷ Ʒŷźƭ wCt͵
T.Device-The Base Unit, either with or without optional Accessories and/or software. May also be
ƩĻŅĻƩƩĻķ Ʒƚ ğƭ ͻ9ƨǒźƦƒĻƓƷ͵ͼ
U.Device Downtime-The period of time that a Device is waiting for Service to be completed.
V.Device Payment-The Device portion of the payment, less any Service, Supplies, and maintenance.
W.Device Trade-In-An agreed upon transaction between the Purchasing Entity and Contractor, in
Ǟŷźĭŷ /ƚƓƷƩğĭƷƚƩ ƷğƉĻƭ ƚǞƓĻƩƭŷźƦ ƚŅ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƚǞƓĻķ 5ĻǝźĭĻͲ ƚŅƷĻƓ ŅƚƩ ğ ķźƭĭƚǒƓƷĻķ
amount.
X.Device Upgrade or Downgrade-A replacement of the Purchasing EnƷźƷǤƭ ĻǣźƭƷźƓŭ ƌĻğƭĻ ƚƩ ƩĻƓƷğƌ
Device, with a different piece of Device, of either greater or lesser value. A new lease or rental is then
originated for the new piece of Device, with the remaining lease or rental payments on the old Device
wrapped into it. The old lease or rental is closed out, and the Device is returned to Contractor.
Y.Electronic Product Environmental Assessment Tool (EPEAT)-A tool which evaluates and selects
Device according to a list of preferred environmental attributes. EPEAT registered means Devices
Page 2 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
meet the 1680.2 IEEE Standard for Environmental Assessment of Imaging Device, as amended.
Z.Energy Star ΏŷĻ
͵{͵ 9ƓǝźƩƚƓƒĻƓƷğƌ tƩƚƷĻĭƷźƚƓ !ŭĻƓĭǤƭ ƭƷğƓķğƩķ ŅƚƩ ĻƓĻƩŭǤ ĻŅŅźĭźĻƓĭǤ͵
AA.Fair Market Value (FMV) Lease-A lease in which the Purchasing Entity can either 1) Take title to the
Device at the end of the Initial Lease Term by paying the residual value to Contractor, 2) Enter into a
Renewal Term for the Device, or 3) Return the Device to Contractor at the end of the Initial Lease
Term.
BB.Free on Board (FOB) Destination-Contractor is responsible for transportation and handling charges
and the sale does not occur until the Products arriǝĻ ğƷ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƭƦĻĭźŅźĻķ ƌƚĭğƷźƚƓ͵
CC.Group-The classification for the different types of Devicessolicited in this RFP. Groups are
determined by the Devices primary functions and/or capabilities.
DD.Initial Lease or Rental Term-The length of time (i.e. 12, 18, 24, 36, 48, or 60 months) that a
Purchasing Entity enters into a lease or rental agreement.
EE.Interested State-A state that has requested to be identified as a potential Participating Entity in this
RFP.
FF.Large/Wide Format Equipment-A Device that prints on a large paper via a variety of output options.
GG.Lead State-The State issuing this RFP.
HH.Legacy Device-Device that was purchased, leased, or rented either under a prior NASPO ValuePoint
or WSCA Master Agreement, another program, or via any other means.
II.Maintenance Agreement-An agreement in which the Contractor provides monthly Service, parts,
Supplies, and Preventative Maintenance on purchased, leased or rented Devices.
JJ.Managed Print Services (MPS)ΏŷĻ ƒğƓğŭĻƒĻƓƷͲ ƭĻƩǝźĭĻͲ ğƓķ ƭǒƦƦƚƩƷ ƚŅ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ
entire enterprise and output infrastructure of printed materials, with the objective of creating a
solution that improves the print process and reduces the expense of printed material.
KK.Manufacturer -A company that, as its primary business function, designs, assembles, and owns the
trademark/patent and markets a Device. Also referred to as Offeror and Contractor.
\[\[͵ağƓǒŅğĭƷǒƩĻƩƭ {ǒŭŭĻƭƷĻķ wĻƷğźƌ tƩźĭĻ Λa{wtΜ-The list price or recommended retail price of a
Product in which the Manufacturer recommends that the retailer sell the Product.
MM.Master Agreement means a contract, resulting from this RFP, that is executed by and between a
successful Offeror and the Lead State, acting in collaboration with NASPO ValuePoint.
NN.Multi-function Device (MFD)-A Device which incorporates the functionality of multiple Devices into
one, such as print, fax, copy and scan. Each feature can work independently of the other.
OO.Multistate Sourcing Team-The group of individuals assisting the Lead State with solicitation and
contracting activities, which may include but are not limited to development of this RFP, evaluation
of Proposals, negotiation of Master Agreements, and evaluation of Contractor performance.
PP.NASPO-The National Association of State Procurement Officials.
QQ.NASPO ValuePoint-The cooperative contracting division of NASPO.
Page 3 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
RR.Newly Manufactured-Devices that have not been Refurbished, Remanufactured, rented, leased,
sold, or used in a demonstration, and are currently being marketed by the Manufacturer.
SS.Normal Business Hours Α5ĻŅźƓĻķ ğƭ ƷŷĻ ŷƚǒƩƭ ĬĻƷǞĻĻƓ Б!a ğƓķ ЎtaͲ aƚƓķğǤ ƷŷƩƚǒŭŷ CƩźķğǤͲ
Holidays excluded.
TT.Not Specifically Priced (NSP) -NSP items enhance or compliment the Devicebut are not listed in the
ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ tƩźĭĻ \[źƭƷΛƭΜ͵ b{tƭ ƒğǤ źƓĭƌǒķĻ /ƚźƓΏhƦ ĻƨǒźƦƒĻƓƷͲ ĻƒƦƚǞĻƩźƓŭ ƭƚŅƷǞğƩĻ ĻƷĭ͵
UU.OEM-Original Equipment Manufacturer.
VV.Offeror-A Manufacturer submitting a Proposalin response to this RFP.
WW.Order Α!ƓǤ ƷǤƦĻ ƚŅ ĻƓĭǒƒĬƩğƓĭĻ ķƚĭǒƒĻƓƷ ƚƩ ĭƚƒƒźƷƒĻƓƷ ǝƚǒĭŷĻƩͲ źƓĭƌǒķźƓŭͲ ĬǒƷ ƓƚƷ ƌźƒźƷĻķ ƷƚͲ
a purchase order, contract, MPS statement of work, Maintenance Agreement, lease agreement,
rental agreement etc.
XX.Participating Addendum -A contract, referencing a Master Agreement, that is executed by and
between a Contractor and a Participating Entity and may include Participating Entity-specific
requirements and terms.
YY.Participating Entity-A state, or another entity authorized to enter into a Participating Addendum,
that executes a Participating Addendum with a Contractor.
ZZ.Preventative Maintenance-The servicing of a Device for the purpose of maintaining a satisfactory
operating condition by providing systematic inspection, detection, and correction of failures either
before they occur or before they develop into major defects.
AAA.Private Label-Devicesthat are manufactured by one coƒƦğƓǤ ğƓķ ƭƚƌķ ǒƓķĻƩ ğ ƩĻƷğźƌĻƩƭ ĬƩğƓķ
name.
BBB.Production Device-A high-speed, high-quality printing Device that typically has advanced finishing
functionality.
CCC.Product Α5ĻǝźĭĻƭͲ!ĭĭĻƭƭƚƩźĻƭͲ ƦğƩƷƭͲ ƭƚŅƷǞğƩĻͲ ğƓķΉƚƩ Supplies provided by Contractor pursuant to
the Master Agreement.
DDD.Proposal Ώ!Ɠ hŅŅĻƩƚƩƭ ƭǒĬƒźƭƭźƚƓ źƓ ƩĻƭƦƚƓƭĻ Ʒƚ Ʒŷźƭ wCtͲ źƓĭƌǒķźƓŭ źƓŅƚƩƒğƷźƚƓ ƭǒĬƒźƷƷĻķ ķźƩĻĭƷƌǤ
through the RFP Website and information submitted after the RFP Close Date at the request of the
Lead State.
EEE.Purchasing Entity Α! ĭźƷǤͲ ĭƚǒƓƷǤͲ ķźƭƷƩźĭƷͲ źƓƭƷźƷǒƷźƚƓ ƚŅ ŷźŭŷĻƩ ĻķǒĭğƷźƚƓͲ ğƓķ ƭƚƒĻ ƓƚƓΏƦƩƚŅźƷƭ Ǟŷƚ
issue an Order against the Master Agreement via thĻźƩ tğƩƷźĭźƦğƷźƓŭ {ƷğƷĻ ƚƩ 9ƓƷźƷǤƭ tğƩƷźĭźƦğƷźƓŭ
Addendum.
FFF.Refurbished-A Devicewhich has received extensive maintenance and/or minor repair, including the
replacement of all standard parts subject to wear during the normal course of use. For the purpose
of this RFPand resulting Master Agreement(s), Refurbished Device shall not have more than 750,000
original copies on it. In addition, Refurbished Device must only contain OEM parts. Refurbished
Device must be certified by the Manufacturer.
GGG.Remanufactured-The process of disassembling Devices known to be worn or defective that can be
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AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
reused or brought up to OEM specification by cleaning, repairing or replacing it in a manufacturing
environment and then reassembling and testing it, so that it will operate like a new Device.
Remanufactured Devicesmust be certified by the Manufacturer.
HHH.Renewal Term-A lease term that supersedes the Initial Lease Term, and which a Purchasing Entity
may enter into upon thirty (30) days prior written notice to Contractor. Each Renewal Term shall not
exceed 12 months, the residual value of the Device, or the Useful Life of the Device. Capital Leases
are excluded from going into renewal.
III.Response Time -The time from when the original Service Call is placed with the Contractor or
!ǒƷŷƚƩźǩĻķ 5ĻğƌĻƩͲ Ʒƚ ǞŷĻƓ ƷŷĻ {ĻƩǝźĭĻ ƷĻĭŷƓźĭźğƓ ğƩƩźǝĻƭ ğƷ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓ͵
JJJ.RFP -This Request For Proposals, including all attachments and exhibits and any information posted
by the Lead State to the RFP website, as amended.
KKK.Scanner-A Device that scans documents and converts itinto digital data.
LLL.Segment-The various speeds that Devices are categorized by.
MMM.Services ΑŷĻ ƌğĬƚƩ ƩĻƨǒźƩĻķ Ʒƚ ĬĻ ƦĻƩŅƚƩƒĻķ ĬǤ /ƚƓƷƩğĭƷƚƩ ƦǒƩƭǒğƓƷ Ʒƚ ƷŷĻ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ ƚƩ
an Order. Services may include, but are not limited to, maintenance, MPS and software installation.
NNN.Service Base Location-The place of business where the Contractor or Authorized Dealer stores parts
and provides training for service technicians.
OOO.Service Call-An on-site Service technician visit due to Device error or malfunction.
PPP.Short-Term Rental-A type of agreement in which ownership is not an option and the maximum
rental term does not exceed 18 months.
QQQ.Single-function Printer-An inkjet or laser Device that only prints and is not capable of other functions
such as copying, faxing or scanning.
RRR.Straight Lease-A type of agreement in which ownership is not an option and the Total Monthly
Payment amount remains firm throughout the Initial Term.
SSS.Supplemental Documents-Documents include, but are not limited to, lease agreements, rental
agreements, Maintenance Agreements, and MPS Statement of Work documents that are pertinent
to the Products being offered. For purposes of Proposal submission, Supplemental Documents do
not include software, end-user, or click-wrap agreements.
TTT.Supplies-Consumable items that getused up or are discarded once used, such as ink cartridges.
UUU.Third Party Α! ƦĻƩƭƚƓ ƚƩ ĻƓƷźƷǤ ƷŷğƷ ƒğǤ ĬĻ ķźƩĻĭƷƌǤ źƓǝƚƌǝĻķͲ ĬǒƷ źƭ ƓƚƷ ğ ƦƩźƓĭźƦğƌ Ʒƚ ğƓ
arrangement, contract, deal, lawsuit, or transaction.
VVV.Total Monthly Payment-The Device portion of the payment, as well as any Service, Supplies or
maintenance, and less any applicable taxes.
WWW.Useful Life-Period during which a Device is expectedto be usable for the purpose in which it was
manufactured.
II.GOVERNING LAW AND VENUE
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AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
A.ŷźƭ wCt ğƓķ hŅŅĻƩƚƩƭ ƦğƩƷźĭźƦğƷźƚƓ źƓ źƷ źƭ ŭƚǝĻƩƓĻķ ĬǤ ğƓķ ĭƚƓƭƷƩǒĻķ źƓ ğĭĭƚƩķğƓĭĻǞźƷŷ ƷŷĻ ƌğǞƭͲ
rules and policiesof the State of Colorado.Further, Offeror must comply with all applicable federal
laws.
B.Unless otherwise specified in this RFP, the venue for any protest, claim, dispute, or action relating to
thisRFP, including evaluation and Award, is inthe state of Colorado.
C.Any claim relating to this RFP brought in a federal forum must be brought and adjudicated solely and
exclusively within the United States District Court for the Lead State.
III.RFP DOCUMENTS
A.RFP Website.
1.The RFP Website is the solesource for official RFP documents and updates. The Lead State
may, but is under no obligation to, notify Offeror of updates to the RFP Website, including
the posting of RFP amendments.
2.Documents from this RFP may be posted on multiple websites, including non-Lead State
procurement solicitation boards and the NASPO ValuePoint website, or distributed through
other channels, such as email. Such distribution is for advertising and informational purposes
only, and documents and information from sources other than the RFP Website should not
be relied upon to develop or submit a Proposal. Proposals or questions submitted through
any means other than those specified in this RFP will not be addressed or considered by the
Lead State.
B.RFP Amendments.
1.The Lead State may, at any time and in its sole discretion,issue one or more amendments to
this RFP. Information shared orally or in informal communications will not be considered an
amendment unless explicitly stated in the communication or documented in writing onthe
RFP Website.
2.The Lead State may extend any deadline given to Offerors during the RFP process, including
the RFP Close Dateand RFP Q&A Deadline.
3.The Lead State may make immaterial correctionsor clarificationsto the RFP.
4.Offeror is wholly responsible for reviewingamendments andupdatesto the RFP Website,
acknowledging amendments as required, and submitting a Proposalthat is responsive to and
compliant with the RFP as amended.
C.Waiver.
1.The Lead State may waive any requirement in this RFP if the Lead State determines that
waiver is in the best interest of the Lead State and potential Participating Entities and
Purchasing Entities.
2.Waiver of arequirement will not be construed as waiver of any other requirement in this
RFP.
3.ŷĻ \[Ļğķ {ƷğƷĻ ƒğǤ ǞğźǝĻ ƒźƓƚƩ źƩƩĻŭǒƌğƩźƷźĻƭ ƚƩ ķĻŅĻĭƷƭ źƓ ğƓ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ͵
Page 6 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
D.Protest Information.
1.In accordance with Article 109 of the Colorado Procurement Code, any aggrieved party in
connection with the RFP or Award of a Master Agreement may protestby sending an email
to the following: John Chapman at john.chapman@state.co.us. The protest shall be
submitted within ten (10) Business Days after such aggrieved party knows or should have
known of the facts giving rise to the protest.
2.C.R.S Title 24, Article 109, Section 505, Costs, in part, states that when a protest is sustained
and the aggrieved party should have been, but was not awarded the contract under the
Solicitation, the aggrieved party shall be entitled to the reasonable costs incurred in
connection with the Solicitation, including bid preparation costs. Reasonable costs shall not
include attorney fees. No other costs shall be permitted.
IV.PROPOSALS
A.Late Delivery or Non-delivery of Proposal. hŅŅĻƩƚƩ źƭ ǞŷƚƌƌǤ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ĻƓƭǒƩźƓŭ hŅŅĻƩƚƩƭ
Proposalis complete and submitted timely to the Lead State in the format required by this RFP. The
Lead State will not accept a Proposalafter the RFP Close Date.
B.Modified and Alternate Proposals.hŅŅĻƩƚƩ źƭ ĻǣƦĻĭƷĻķ Ʒƚ ƭǒĬƒźƷ hŅŅĻƩƚƩƭ ƒƚƭƷ ŅğǝƚƩğĬƌĻ ƷĻƩƒƭ ğƓķ
pricing in its original Proposalsubmitted by the RFP Close Date. The Lead State is under no obligation
Ʒƚ ƦƩƚǝźķĻ hŅŅĻƩƚƩ ğƓ ƚƦƦƚƩƷǒƓźƷǤ Ʒƚ ƒƚķźŅǤ ƚƩ ƭǒĬƒźƷ ğƓ ğķķĻƓķǒƒ Ʒƚ hŅŅĻƩƚƩƭ ƚƩźŭźƓğƌ tƩƚƦƚƭğƌƚƩ
to submit another Proposal, including a best and final offer, prior to final evaluation and award.
Alternate Proposals will not be accepted unless otherwise specified in this RFP.
C.Cost Proposal.
1.Offeror must review Attachment G, Cost Proposal Information and Instructions and then
complete all required elements of Attachments G-1 through G-6 (or any Groups Offeror is
responding to)and Attachment G-7(if submitting a response for MPS). The format and
structure of the Cost Proposalis intended to allow for a fair evaluation of like costs among
Offerors. Deviation from the format or structurĻ ƚŅ ƷŷĻ /ƚƭƷ tƩƚƦƚƭğƌƒğǤ ƩĻƭǒƌƷ źƓ hŅŅĻƩƚƩƭ
Proposalbeing deemed non-responsive.
2.hŅŅĻƩƚƩ źƭ ǞŷƚƌƌǤ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ĻƓƭǒƩźƓŭ ŅźŭǒƩĻƭ ğƓķ ĭğƌĭǒƌğƷźƚƓƭ ƭǒĬƒźƷƷĻķ źƓ hŅŅĻƩƚƩƭ
completed Cost Proposalare accurate, even if formulas have been provided by the Lead State
as a courtesy.
a.Inclusion of cost or pricing information in any document other than Attachments G-
Њ ƷŷƩƚǒŭŷ DΏАͲ ƒğǤ ƩĻƭǒƌƷ źƓ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌĬĻźƓŭ ķĻĻƒĻķ ƓƚƓΏƩĻƭƦƚƓƭźǝĻ͵
b.Submission of costs determined not to be reasonable by the Lead State may result
źƓ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌĬĻźƓŭ ƩĻƆĻĭƷĻķͲ ƩĻŭğƩķless of the results of the Cost Proposal
evaluation.
D.Proposed Modificationsto the Sample Master Agreement.
1.The Lead State may, but is not obligated to, consider proposed modifications to Attachment
H, Sample Master Agreement. Provisions of the Sample Master Agreement that are
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AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
generally inapplicable to, incompatible with, or unsuitable for the subject of this RFP should
be brought to the attention of the Lead State using the process described in this RFP for
asking questions and will be addressed only at the sole discretion of the Lead State.
2.hŅŅĻƩƚƩΏƭƦĻĭźŅźĭ ƒƚķźŅźĭğƷźƚƓƭƷƚ !ƷƷğĭŷƒĻƓƷ IͲ ƒğǤ ĬĻ ƦƩƚƦƚƭĻķğƭ ƦğƩƷ ƚŅ hŅŅĻƩƚƩƭ
Proposalin Attachment I, Proposed Modificationsto Sample Master Agreement, but are
strongly discouraged. The quantity, breadth, and nature of modificationsproposedby
hŅŅĻƩƚƩ ƒğǤ ĬĻ ĭƚƓƭźķĻƩĻķ źƓ ƷŷĻ \[Ļğķ {ƷğƷĻƭ ĻǝğƌǒğƷźƚƓ ƚŅ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌğƓķ ƚŅ źƷƭ ƩźƭƉƭͲ
costs, and benefits to the Lead State and potential Participating Entities and Purchasing
Entities. Proposing excessive or overly restrictive modifications, or proposing modifications
ǒƦƚƓ Ǟŷźĭŷ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌźƭ ĭƚƓķźƷźƚƓĻķͲ ƒğǤ ƩĻƭǒƌƷ źƓ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌĬĻźƓŭ ķĻĻƒĻķ
non-responsive.
3.The following maynot be consideredby the Lead State:
a.Any proposed modificationnot submźƷƷĻķ ǞźƷŷ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͳ
b.Any proposed modification not accompanied by an explanation as required in
Attachment I;
c.Any proposed modification not reflected in redlined edits to Attachment Hand
ƭǒĬƒźƷƷĻķ ǞźƷŷ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͳ ğƓķ
d.Any proposed modificationmerely referencing another document or a URL.
4.Offerors may propose additional terms but must include them as redlines to the Sample
Master Agreement, and must indicate in Attachment Ithat such redlines have been made
and where they can be located in the Sample Master Agreement.
E.ProposalContact.
1.The ProposalContact identified by Offeror in Attachment E, Offeror Information,
Acknowledgements, and Certifications must be able to respond timely to communications
from the Lead State. Offeror must, within 24 hours, notify the Lead State of any change to
hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ/ƚƓƷğĭƷ͵ hŅŅĻƩƚƩ źƭ ǞŷƚƌƌǤ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ĻƓƭǒƩźƓŭ ĭƚƒƒǒƓźĭğƷźƚƓƭ
ƩĻĭĻźǝĻķ ĬǤ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ/ƚƓƷğĭƷ ğƩĻ ƩĻǝźĻǞĻķ ğƓķ ğķķƩĻƭƭĻķ ƷźƒĻƌǤ ĬǤ ƷŷĻ
appropriate personnel.
2.ŷĻ \[Ļğķ {ƷğƷĻ ƒğǤͲ ĬǒƷ źƭ ǒƓķĻƩ Ɠƚ ƚĬƌźŭğƷźƚƓ ƷƚͲ ƓƚƷźŅǤ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ/ƚƓƷğĭƷ ƚŅ
updates to the RFP Website, including the posting of RFP amendments. Offeror is wholly
responsible for reviewing updates and submitting a Proposalthat is responsive to and
compliant with the RFP as amended.
F.ProposalDevelopment Costs. All costs incurred by Offeror in the preparation and submission of a
Proposal, including any costs incurred during discussions, clarifications, or demonstrations, are the
responsibility of Offeror and will not be reimbursed.
G.Firm Offer. hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌǞźƌƌ ğĭƷğƭğ ŅźƩƒ ƚŅŅĻƩ ŅƚƩ ЊБЉ ķğǤƭ ŅƚƌƌƚǞźƓŭ ƷŷĻ wCt ĭƌƚƭĻ ķğƷĻ͵!ŅƷĻƩ
ЊБЉ ķğǤƭͲ ƷŷĻ ƚŅŅĻƩ Ǟźƌƌ ƩĻƒğźƓ ƚƦĻƓ ǒƓƌĻƭƭ ƩĻǝƚƉĻķ ĬǤ hŅŅĻƩƚƩǝźğǞƩźƷƷĻƓ ǞźƷŷķƩğǞğƌ ƚŅ hŅŅĻƩƚƩƭ
Proposal.
Page 8 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
H.Ownership and Disclosure of Proposals.
1.Offeror grants Lead State and NASPO a perpetual, irrevocable, non-exclusive, royalty-free,
and transferable right to displaǤͲ ƒƚķźŅǤͲ ĭƚƦǤͲ ğƓķ ƚƷŷĻƩǞźƭĻ ǒƭĻ ƷŷĻ ĭƚƓƷĻƓƷƭ ƚŅ hŅŅĻƩƚƩƭ
Proposal, which may be:
a.Shared with NASPO members;
b.Shared with entities represented on the Multistate Sourcing Team;
c.Posted to the NASPO ValuePoint website following execution of Master Agreements
for examination by potential Participating Entities and Purchasing Entities;
d.Subject to disclosure in accordance with applicablepublic information laws, rules,
and policies; and
e.Subject to retention, archiving, and destruction in accordance with applicable
retention laws, rules, and policies.
2.If Offeror is claiming any portion of its Proposalas confidential, proprietary, or protected,
Offeror must complete the required sections of Attachment D, Claim of Business
Confidentiality Ͳ ğƓķ ƭǒĬƒźƷ ǞźƷŷ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌğ ƩĻķğĭƷĻķ ĭƚƦǤ ƚŅ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͲ
Ǟŷźĭŷ ƒǒƭƷ ĬĻ ĭƌĻğƩƌǤ ƒğƩƉĻķ ğƭ ƭǒĭŷ͵ hŅŅĻƩƚƩ ƒğǤ ƓƚƷ ƒğƩƉ ƦƩźĭźƓŭ ƚƩ hŅŅĻƩƚƩƭ ĻƓƷźƩĻ
Proposalas confidential, proprietary, or protected. Submission of a Claim of Business
Confidentiality does not guarantee that information claimed by Offeror asconfidential,
proprietary, or protectedwill not be subject to disclosure in accordance with applicable
public information laws, rules, and policies. If Offeror fails to submita redacted copy of
hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͲƚƩ Ņğźƌƭ Ʒƚ ĭƌğźƒ źƓŅƚƩƒğƷźƚƓ ğƭ ĭƚƓŅźķĻƓƷźğƌͲ ƦƩƚƦƩźĻƷğƩǤͲ ƚƩ ƦƩƚƷĻĭƷĻķźƓ
compliance with this RFP, Offeror releases the Lead State, NASPO, NASPO members, and
entities represented on the Multistate Sourcing Team from any obligation to keep the
information confidential and waives allclaimsof liability arising from disclosure of the
information.
I.Confidential Information.If Offeror is provided or given access to Confidential Information in
connection with this RFP, Offeror will keep the Confidential Information in confidence and will not
use the Confidential Information for any purpose other than as directed by the Lead State and as
necessary to respond to this RFP. Unless otherwise directed by the Lead State, Offeror will destroy
Confidential Information within 30 days of the cancellation of this RFP, rejection or withdrawal of the
hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌͲ ƚƩ ĻǣĻĭǒƷźƚƓ ƚŅ ğ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ ĬĻƷǞĻĻƓ ƷŷĻ \[Ļğķ {ƷğƷĻ ğƓķ hŅŅĻƩƚƩ͵
V.RIGHTS RESERVED TO THE LEAD STATE
A.RFP Contact and Multistate Sourcing Team.
1.TheLead State may change the RFP contact at any time. The Lead State will notify potential
hŅŅĻƩƚƩƭ ƚŅ ƷŷĻ ĭŷğƓŭĻ ǝźğ ğƓ ğƒĻƓķƒĻƓƷ Ʒƚ Ʒŷźƭ wCtͲ ğƓ Ļƒğźƌ Ʒƚ ƷŷĻ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ
Contact, or an update to the RFP website.
2.The Lead State is not required to disclose the composition of the Multistate Sourcing Team
and may, at any time and without notice, change the composition of the Multistate Sourcing
Page 9 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
ĻğƒͲ ƦƩƚǝźķĻķ ƷŷĻ ĭƚƒƦƚƭźƷźƚƓ ĭƚƒƦƌźĻƭ ǞźƷŷ ƷŷĻ \[Ļğķ {ƷğƷĻƭ ƌğǞƭͲ ƩǒƌĻƭͲ ğƓķ ƦƚƌźĭźĻƭ͵
B.Rejection of Proposals.ŷĻ \[Ļğķ {ƷğƷĻ ƒğǤ ƩĻƆĻĭƷ hŅŅĻƩƚƩƭ tƩoposalat any time if the Lead State
determines that:
1.The Proposalis non-responsive;or
2.The Proposalhas failed to meet any mandatory requirement of the RFP, including any
minimum scoring threshold;
a.Offeror is not responsible; or
b.Offeror has committed a violation of procurement law, rule, or policy.
C.Cancellation.
1.The Lead State may cancel this RFP at any time if the Lead State determines that cancellation
is in the best interest of the Lead State and potential Participating Entities and Purchasing
Entities.
2.Following cancellation, the Lead State may, at its discretion, re-issue this RFP or issue another
RFP for the same or similar Deliverables.
D.No Exclusivity.
1.Master Agreements resulting from this RFP will be established solely for the convenience of
Participating Entities. The Lead State, Participating Entities, and Purchasing Entities reserve
the right to obtain the same or similar Deliverablesfrom other sources when in their best
interest and permitted by applicable law, rule, or policy.
2.The Lead State may, at its discretion, issue a supplementalsolicitationduring the term of a
Master Agreement resulting from this RFP if the Lead State determines that:
a.There is insufficient competition among Contractors awarded a Master Agreement
resulting from this RFP;
b.The quantity or diversity of Deliverablesavailable through Master Agreements
resulting from this RFP is insufficient to meet demand; or
c.Changes in the industry, market, or technology justify the solicitation of newor
supplemental Contractors or Deliverables.
E.Conditional Awards.
1.Award and execution of a NASPO ValuePoint Master Agreement by the Lead State is
conditioned uponthe following:
a.Approval by the NASPO ValuePoint Executive Council;
b.Approval byany individual or group of individuals required to approve Lead State
contracts, such as legal counsel, an overseeing board, or agency head; and
c.Negotiation of Master Agreement terms, conditions, and pricing satisfactory tothe
Lead State, awarded Offeror, and NASPO ValuePoint.
Page 10 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
2.!ǞğƩķƭ ƓƚƷ ğƦƦƩƚǝĻķ ĬǤ b!{th ğƌǒĻtƚźƓƷ ƒğǤͲ ğƷ ƷŷĻ \[Ļğķ {ƷğƷĻƭ ƚƦƷźƚƓͲ ƩĻƭǒƌƷ źƓ ğ
contract for use by the Lead State only.
F.Term. The Lead State may, prior to execution, adjust the effective date or duration of the initial term
or renewal period of any Master Agreement resulting from this RFP for the purpose of making the
Master Agreement coterminous with others.If this RFP is a re-solicitation of an existing NASPO
ValuePoint portfolio, the Lead State may, at its option, defer the effective date of Master Agreements
resulting from this RFP to reduce or eliminate overlap inportfolio terms.
G.News Releases. News releases pertaining to this RFP and associated Awards are prohibited by the
Offeror, unless prior written approval has been provided by the Lead State.
VI.POTENTIAL PARTICIPATING ENTITIES
A.Interested States.
1.States that have requested to be named in this RFP as potential participants in the resulting
Master Agreement(s) are listed as Interested States in Attachment J, Potential Participation.
This list neither guarantees execution of a Participating Addendum by an Interested State
nor precludesexecution of a Participating Addendum by anystate or entity not identified as
an Interested State.
2.The Estimated Annual Volume in Attachment Jaggregates usage estimates, self-reported by
the Interested States, which may be based on any factor considered relevant by each
Interested State, including historical usage and anticipated future usage. No minimum or
maximum level of sales volume is guaranteed or implied.
3.Some Interested States havealsoprovided state-specific terms and conditions that may
apply to a Participating Addendum executed with an Offeror awarded a Master Agreement
through this RFP. Anyterms and conditionsincluded in Attachment Jare being provided for
informational purposes only and will not be incorporated into the Master Agreement or
addressed or negotiated by the Lead State. Participation and the terms and conditions
applicable to each Participating Entity will be determined by the Participating Entity following
negotiationof a Participating Addendum with a Contractor.
B.Potential Participation by Canadian Entities. In addition to potential Participating Entities within the
United States, any Canadian provincial government or provincially funded entity in Alberta, British
Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, the Northwest Territories, Nova
Scotia, Nunavut, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon, including
municipalities, universities, community colleges, school boards, health authorities, housing
authorities, agencies, boards, commissions, and crown corporations, may be eligible to use a Master
Agreement resulting from this RFP, with the approval of the Contractor.
Page 11 of 11
AttachmentA, RFP TERMS AND CONDITIONS
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
AttachmentB
SCOPE OF WORK
This Scope of Work describesthe Products and Servicesbeing sought through this RFP and the scope of what Contractors
will be expected to offerthrough a Master Agreement resulting from this RFP. The Scope of Workis intended to provide
interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposal's content
or exclude any relevant or essential data.
I.Master Agreement Overview
A.Contractor may not provide Products that have not been approved by the Lead State, with the exception of
NSP items, as referenced in sectionII.B.3.
B.Contractor may offer Devices in any Segment of any Group they are Awarded, as long as the Device meets the
minimum requirements of the RFP, and the discount offered is the same as the discount proposed for that
Segment within that Group. Refer to the instructions in Attachment G, Cost Proposal Information and
Instructions, as well as each of the Group Price Lists (Attachment G-1 through G-6)for additional information.
C.Per Section 508 of the United States Workforce Rehabilitation Act of 1973, Contractor must offer Devices in at
least one (1) Group under the resulting Master Agreement that can be accessible to people with disabilities.
D.Any Devices added to the Master Agreement throughout the term of the Contractmust be discounted
according to the proposed discount for the appropriate Segmentor as specified in sectionII.A.4.
E.MPS will NOT be a separate Award. The only way Contractor can provide MPS under the Master Agreement is
if they are awarded Group A, B, C, D, E and/or F. If Contractor is awarded MPShowever, they may provide it
under any Group, regardless of whether they have been awarded that Group. However, MPS may notbe
provided on any Devices that are being leased or rented to a Purchasing Entity by another Manufacturer, unless
Contractor has a written agreement with the Manufacturer to do so.Further, Contractor is not permitted to
provide(e.g. sell, lease, rent) Devices under any Group they have NOT been awarded.
F.Contractormay add, removeor modifyProducts and Servicesontheir Price Lists once per calendar month
quarter, provided the Products and Services fall within the scope of the RFP and resulting Master Agreement.
Modifications do NOT include price increases.
G.Any Device additions must be updated wiƷŷ .ǒǤĻƩƭ \[ğĬ ǞźƷŷźƓ ƓźƓĻƷǤ ΛВЉΜ ķğǤƭ ƚŅ ƭǒĬƒźƭƭźƚƓ Ʒƚ ƷŷĻ \[Ļğķ {ƷğƷĻ͵
Failure to adhere to this requirement will result in the Device(s) being removed from the Master Agreement
tƩźĭĻ \[źƭƷΛƭΜ ǒƓƷźƌ ƭǒĭŷ ƷźƒĻ ƷŷĻǤ ĭğƓĬĻ ǝĻƩźŅźĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ͵LƓ ğķķźƷźƚƓͲ źŅ ğ 5ĻǝźĭĻ źƭ ğĭƨǒźƩĻķ ĬǤ ğ
Purchasing Entity that is not listed ƚƓ .ǒǤĻƩƭ \[ğĬ ǞźƷŷźƓ ВЉ ķğǤƭ ƚŅ źƷ ĬĻźƓŭ ğķķĻķ Ʒƚ ƷŷĻ tƩźĭĻ \[źƭƷͲ ƷŷĻƓ
Contractor shall remove the Device from the Purchasing Entity location and substitute it with a Device of equal
or greater value, at no charge to the Purchasing Entity. This substituted Device must be on the Price List, AND
ƌźƭƷĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ͵
H.Pricing
1.MSRP/List Price discount percentages must be guaranteed throughout the term of the Master
Agreement, including any renewal terms, however; Contractormay increase its discount percentage at
Page 1 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
any time. The Lead State must be notified of any such discount percentage increase, and provided with
a copy of the new Price List(s).
2.Pricing must include all shipping, delivery, and installation costs associated with the Products. Excess
installation charges however, may be billable. Refer to section IV.G.5 for moreinformation.
3.The proposed pricing shall be Ceiling Pricing. Contractor may offer lower pricing on a per Order basis to
tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭͳ ƌźƉĻǞźƭĻͲ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƒğǤ ƩĻƨǒĻƭƷ ƌƚǞĻƩ ƦƩźĭźƓŭ ƚƓ ğ ƦĻƩ hƩķĻƩ Ĭğƭźƭ ŅƩƚƒ
Contractor.
4.Price Lists received after the 1st day of the new quartermay not be approved for up to thirty (30) days
following submission. In addition,errors in ContractorPrice Lists may delay the approval process further.
5.Contractor may update their lease and rental rates once per quarter by providing the Lead State with
documentation regarding said rate changes.Updates to lease and rental rates will not be permitted until
8/1/2025.
6.tƩźĭźƓŭ ƭǒĬƒźƷƷĻķ ǞźƷŷ /ƚƓƷƩğĭƷƚƩƭ ƦƩƚƦƚƭğƌ ƭŷğƌƌ ƩĻƒğźƓ ŅźƩƒ ķǒƩźƓŭ ƷŷĻ ŅźƩƭƷ ƷǞĻƌǝĻ ΛЊЋΜ ƒƚƓƷŷƭ ƚŅ ƷŷĻ
ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ ΛĻ͵ŭ͵ БΉЊΉЋЉЋЍ ΑАΉЌЊΉЋЉЋЎΜ͵ /ƚƓƷƩğĭƷƚƩ ƒğǤ ƷŷĻƓ ǒƦķğƷĻ ƷŷĻźƩ ƦƩźĭźƓŭ once per
calendar year. All requested price increases must be sent to the Lead State and include documentation
from Contractor which provides a detailed explanation for the increase. While there will not be any
restrictions regarding direct and indirect cost increases, it will be at ƷŷĻ \[Ļğķ {ƷğƷĻƭ ƭƚƌĻ ķźƭĭƩĻƷźƚƓ Ʒƚ
determine if the requested increase has a direct correlation to the Deliverables being offered under the
Master Agreement. Price increases shall be allowed for all Products and all Services, including rate and
fee structures on maintenance plans.
7.All approved Price Lists will be submitted by the Lead State to NASPO ValuePoint. Contractorshall then
update all applicable websites with the new Price Lists after the NASPO ValuePoint website has been
updated. Contractor is not permitted to send Price List updates directly to NASPO ValuePoint.
8.All inclusive Cost Per Copy (CPC) programs may be offered upon request by the Participating State or
Entity, but pricing must not exceed Master Agreement pricing. Contractor must provide the Participating
State or Entity with their pricing breakdown which enables the Participating State or Entity to easily
compare the pricing in the CPC structure against the pricing in the Master Agreement.
9.Contractor may offer state-wide promotional discounts, customer location specific discounts, bulk
discounts, or spot discounts. Contractor must notify the Participating State or Entity Contract
Administrator of special state-wide promotional discounts.
II.Master AgreementDeliverables
A.Primary Product and Service Offerings
1.GroupCategories. Segments shall be utilized to distinguish the various speeds of the Devices within
Groups. The speeds are denoted in Page per Minute (PPM). The Segments for each Group are as follows:
DƩƚǒƦ ! ΑaC5Ͳ !Ќ
SegmentPPM
220 Α30
331 Α40
Page 2 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
441 Α50
551 Α60
661 Α70
771 Α90
DƩƚǒƦ . ΑaC5Ͳ !Ѝ
SegmentPPM
1Up to 20
221 Α30
331 Α40
441 Α50
551 Α60
661+
DƩƚǒƦ / ΑtƩƚķǒĭƷźƚƓ 9ƨǒźƦƒĻƓƷ
SegmentPPM
165 Α79
280 Α89
390 Α110
4ЊЊЊ ΑЊЌЉ
5131+
DƩƚǒƦ 5 Α{źƓŭƌĻΏŅǒƓĭƷźƚƓ tƩźƓƷĻƩƭ
SegmentPPM
1Up to 20
221 Α40
341 Α60
461+
DƩƚǒƦ 9 Α\[ğƩŭĻΉźķĻ CƚƩƒğƷ 9ƨǒźƦƒĻƓƷ
źķƷŷ ΑhŅŅźĭĻWidth -Industry
SegmentA1 or D Size PPM*
ЋЍͼ ΑЍЍͼЍЏͼ ğƓķ ŷźŭŷĻƩ
LowЉ ΑЌ
ЋЍͼ ΑЍЍͼЍЏͼ ğƓķ ŷźŭŷĻƩ
Medium Low4 -9
ЋЍͼ ΑЍЍͼЍЏͼ ğƓķ ŷźŭŷĻƩ
Medium High10 -19
ЋЍͼ ΑЍЍͼЍЏͼ ğƓķ ŷźŭŷĻƩ
High20+
*Speeds denoted above are based on b&w output
Group F -Scanners
SegmentPPM
110 Α29
230 Α49
350 Α69
Page 3 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
470 Α89
590 Α110
6ЊЊЊ ΑЊЌЉ
7131+
2.Device Configurations. Devicesmust be equipped, at a minimum, with the following
Accessories/capabilities:
Ћ͵ЊDƩƚǒƦ ! ΑaC5Ͳ !Ќ
a.New power filter;
b.Duplex for Segment 3 and above;
c.Standard paper drawer(s) equal to or greater than:
i)One (1) paper supply for Segment 2;
ii)Two (2) paper drawers for Segments 3 and 4; and/or
iii)2,000 sheet paper capacity for Segments 5 and above.
iv)tğƦĻƩ ƭźǩĻ ĭğƦğĭźƷǤ ǒƦ Ʒƚ ЊЊͼ ǣ ЊАͼͳ ğƓķ
v)Bypass paper supply, if applicable for Segment.
Ћ͵ЋDƩƚǒƦ . ΑaC5Ͳ !Ѝ
a.New power filter;
b.Bypass paper supply;
c.Standard paper drawer(s) equal to or greaterthan:
i)One (1) paper supply for Segments 1 and 2;
ii)Two (2) paper drawers for Segments 3 and 4; and/or
iii)1,000 sheet capacity for Segments 5 and above.
d.tğƦĻƩ ƭźǩĻ ĭğƦğĭźƷǤ ǒƦ Ʒƚ Б ЊΉЋͼ ǣ ЊЍͼͳ ğƓķ
e.Envelope adjustment capability.
Ћ͵ЌDƩƚǒƦ / ΑtƩƚķǒĭƷźƚƓ 9ƨǒźƦƒĻƓƷ
a.New power filter;
b.Standard paper drawer(s);
c.Standard paper capacity;
d.Duplex; and
e.Network connectivity.
Ћ͵ЍDƩƚǒƦ 5 Α{źƓŭƌĻΏŅǒƓĭƷźƚƓ tƩźƓƷĻƩƭ
a.Must include an inkjet, light emitting diode (LED), or laser print engine;
b.Standard paper drawer(s);
Page 4 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
c.Standard paper capacity; and
d.Network connectivity.
Ћ͵ЎDƩƚǒƦ 9 Α\[ğƩŭĻΉźķĻ CƚƩƒğƷ 9ƨǒźƦƒĻƓƷ
a.Hard-Disk drive;
b.Network connectivity;
c.Touch screen control panel; and
d.!ǒƷƚƒğƷźĭ aĻķźğ {ĻƌĻĭƷźƚƓ Αğ ĬǒźƌƷΏƚƓ ƭĻƓƭƚƩ ķĻƷĻĭƷƭ ƷŷĻ ƭźǩĻ ƚŅ ƷŷĻ ƚƩźŭźƓğƌ ğƓķ ƷŷĻ
proper media size is then selected.
Ћ͵ЏDƩƚǒƦ C Α{ĭğƓƓĻƩƭ
a.Charge-Coupled Device (CCD) or Contact Image Sensor (CIS);
b.Automatic Document Feeder (ADF);
c.Letter or legal paper size capacity;
d.Color depth of at least 24 bytes; and
e.Single pass duplex scan.
3.Device Standards. Devices must meet the following requirements:
3.1 Group A Base Units are OEM only.
3.2 Group A and Group B must be EPEAT registered to a minimum of Bronze Standard within one
(1) year of being added to the Master Agreement Price List.
3.3 Group D must be Energy Star compliant or EPEAT registered to a minimum of Bronze Standard
within one (1) year of being added to the Master Agreement Price List.
3.4 Group E must be Energy Star compliant and registered within one (1) year of being added to the
Master Agreement Price List.
3.5 If ContractorDevices fail to meet the EPEAT Bronze Standard, or be Energy Star compliant
(applicable to Group D and E Devices only) within one (1) year, then they willbe removed from
ƷŷĻ tƩźĭĻ \[źƭƷ͵LŅ ƭğźķ 5ĻǝźĭĻƭ ŷğǝĻ ğƌƩĻğķǤ ĬĻĻƓ ƦƌğĭĻķ ğƷ ğ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓͲ ƷŷĻƓ
Contractor must replace the Devices with a comparable, qualifiedmodel, at no cost to the
Purchasing Entity.
3.6 Must be Newly Manufactured, current, Remanufactured, or Refurbished, except as specified in
a Participating Addendum.
3.7 Devices, when installed, and if available, must be set-up to receive automatic software updates
and patches.
3.8 Specifications must be published on the Contractorwebsite.
3.9 MSRP must not exceed what is listed with Buyers Laboratory Inc., or List Price must not exceed
what is published on thĻ ağƓǒŅğĭƷǒƩĻƩƭ ǞĻĬƭźƷĻ͵
Page 5 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
3.10 Must maintain a PPM speed, according to Segment classification.
3.11 Must be compatible with using recycled paper, up to and including, 100% Post-Consumer Waste
(PCW) paper. Contractor(s) may not fault the use of recycled paper for Device failures, as long
as the recycled paper in use meets the standard paper specifications (e.g., multi-purpose, copy,
or laser paper).
4.Device Exceptions
4.1 Group B, Group C, Group D, Group E, and Group F will not be restricted to OEM, and donot have
to be Private Labeled.
4.2 Group C and Group F are not required to be EPEAT registered or Energy Star compliant.
4.3 Digital Duplicators may be offered by Contractorswho are Awarded Group A, and must be priced
based on the minimum discount offered in the Segment towhich they most closely relate.
4.4 If Contractor is awardedGroup E, theymay offer Large/Wide Format Equipment that
accommodates all paper sizes. Pricing shall be based on the discount offered for the Segment in
which the Device belongs.
5.Accessories
5.1 Contractorshall provide OEM and/or Third Party compatible Accessories that compliment or
enhance the features of the Device.
5.2 Contractormay also maintain a separate price list for Accessories for Base Units that have been
discontinued. The pricing must be based on the ƭğƒĻ ķźƭĭƚǒƓƷ ƚŅŅĻƩĻķͲ ƦĻƩ ƷŷĻ ͷ5źƭĭƚǒƓƷ ŅƩƚƒ
a{wt ƷğĬͲ ƚƓ ƷŷĻ ğƦƦƌźĭğĬƌĻ DƩƚǒƦ tƩźĭĻ \[źƭƷ͵
5.3 Purchasing Entities may add Accessories to Devices that have been purchased, leased or rented
under prior NASPO ValuePoint Master Agreements, as well as via any other means.
6.Remanufactured and Refurbished Equipment
6.1 Contractor may offer Remanufactured and/or Refurbished Equipment under any Group they are
Awarded.
6.2 Remanufactured and Refurbished Equipment is not required to be EPEAT registered or Energy
Star compliant.
6.3 Equipment can be acquired via a purchase, lease or rental agreement.
6.4 Contractor must notify the Purchasing Entity in writing, when Remanufactured or Refurbished
Equipment is being offered.
6.5 All Remanufactured or Refurbished Equipment must be clearly labeled as such, and must be
certified by the Manufacturer.
6.6 Remanufactured Equipment must be priced according to the minimum discount offered for
similar Equipment in the same Group and Segment of the resulting Master Agreement.
Page 6 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
6.7 Refurbished Equipment shall be offered at a minimum discount of 10% less than the lowest
priced Device of the Group and Segment to which the Refurbished Equipment belongs.
6.8 Service and Supplies for Remanufactured and Refurbished Equipment will receive the same
pricing as the published price for the Group and Segment to which it belongs.
7.Group G -Software
7.1 May be provided by Contractorto enhance the capabilities of the Devices, or may be provided
as a standalone option on any owned, leased or rented Device.
7.2 Software pricing for unique designs or complex configurations will be quoted on a case by case
basis.
7.3 Contractormay provide OEM and/or Third Party software.
7.4 All software drivers shall be, at a minimum, Windows 10compliant, and all Devices must have
universal software drivers.
7.5 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 the Master
Agreement, and unless otherwise stated in a Participating Addendum.
7.6Software Subscriptions
a.Software pricing shall be inclusive of available software patches and any updates.
b.Purchasing Entities shall have the option to finance software subscriptions by utilizing the
proposed lease and rental rates.
c.Any new releases of software versions (upgrades) shall be chargeable to the Purchasing
Entity; however, Contractormay not charge for the installation of the software upgrade,
unless installation is excessive, and charges are agreed to byPurchasing Entity.
d.License fees and support fees shall remain firm throughout the term of the agreement.
e.Software subscriptions shall not be subject to automatic renewals, unless otherwise agreed
to in an Order.
f.Contractor shall be responsible for communicating all updates, patches, and new
releases/versions to Purchasing Entities.
g.Contractor shall provide a web-based or toll-free hotline during Normal Business Hours for
Purchasing Entities to report software problems or answer software related questions.
Б͵DƩƚǒƦ I Α/ƚƓƭǒƒğĬƌĻ {ǒƦƦƌźĻƭ
8.1 Contractormay offer OEM or compatible Ink and Roll paper for Group E Devices. The Ink and/or
paper may be purchased as standalone items, and will not be included as part of a Maintenance
Agreement, nor will it be wrapped into the Total Monthly Payment on a lease or rental
agreement.
8.2 Contractormay offer OEM or compatible consumable Supplies for Groups A, B, C, D and F. These
Supplies may be purchased as standalone items or included as part of a Maintenance
Page 7 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
Agreement. Under no circumstances may the Supplies, regardless of quantity, be financed,
unlessthey are start-up Supplies. All compatible Supplies must meet OEM standards for
performance and quality. The Supplies that may be offered are:
a.Toner;
b.Staples;
c.Ink;
d.Print Cartridges;
e.Imaging Drums;
f.Fuser Kits;
g.Cleaning Kits;
h.Transfer Kits;
i.Waste Toner Bottles;
j.Fuser Oil;
k.Ozone Filters;
l.Ribbon;
m.Developer;
n.Rollers and Pads; and
o.Maintenance Kits.
8.3 Toner must be free of carcinogenic, mutagenic, or teratogenic substances, and should avoid
petroleum inks and inks with high volatile compounds. Toner cartridges should also be
remanufactured, contain recycled content, or be bio-based.
8.4 Contractorshall provide the Purchasing Entity with a method to return the empty toner
cartridges at no additional charge.
9.Service Offerings
9.1Group I -Managed Print Services
a.The main components of an MPS engagement are needs assessment, selective or general
replacement of Devices, and the Service, parts and Supplies needed to operate the new
and/or existing Devices, including existing Third Party Devicesas owned by the Purchasing
Entity. The Contractortrackshow the Devicefleet is being used, the problems associated
with that use, and customer satisfaction in regards to meeting statement of work
objectives.
b.In addition to the ongoing monitoring and management of a fleet of Devices, Contractor
must also offer project implementation Services, and customer help-desk support and
training.
c.Contractormay also offer hourly Services for consulting purposes, project management,
Page 8 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
change management plans, and other staffed Services which meet customer needs such as
to operate copy centers or complete back file scanning projects.
d.MPS may also include enterprise content management Services and workflow optimization
components, such as scanning and document capture solutions, developing custom
applications for smart MFDs that automate paper-intensive document workflows and route
scanned pages to document management systems. It can also be extended to include the
restructuring of document workflows. Some MPS engagements may be designed to
improve document security or to reduce print volumes and power consumption for
environmental reasons.
e.All MPS engagements shall require the Contractorand Purchasing Entity to complete a
detailed statement of work, similar to the format referenced in Attachment B-4, Sample
MPS Statement of Work,and it must be approved by both parties prior to the initiation of
any engagement.
f.Any MPS engagement shall include the following:
i)Free Initial Assessment(includes, but is not limited to: document workflow;
identification of Service, Supplies, and parts; current output; total cost of
ownership; employee to Device ratio; preliminary estimated cost savings);
ii)Implementation (e.g. plan development; hardware and software installation and
set-up);
iii)Remote Device Monitoring (e.g. job accounting; automated meter reads;
automated toner replenishment);
iv)End-user Support (e.g. training; Help Desk); and
v)Account management (e.g. reporting; invoicing; customer business reviews).
g.The MPS engagement may include, but is not limited to, the following:
i)Professional Services (e.g. consulting; project management; record management;
network and data security; document workflow consulting; document scanning;
back-file conversion; mail-room Services);
ii)Cost-based Assessment (e.g. asset mapping; end-user survey; detailed
recommendation; analysis and plan design);
iii)Change Management;
iv)Maintenance (e.g. Preventative Maintenance; Service and repair; on-site break/fix;
parts management; warranty management);
v)Ongoing Fleet Management and Optimization (e.g. consumable spend; continual
assessments; green initiatives; add/move/change Services; disaster recovery).
vi)Software and Cloud Solutions (e.g. mobile print, pull-print, enterprise content
management; automated workflow; capture and route; security); and
vii)Cartridge Recycling.
Page 9 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
h.The free initial assessment shall not constitute a commitment on behalf of the Purchasing
Entity. Upon request from a Purchasing Entity, Contractormust provide the assessment
with the understanding that the Purchasing Entity is under no obligation to enter into an
MPS engagement.
i.MPS pricing and billing options shall be flexible and the Purchasing Entity will drive the
complexity of the solution required with a staged approach to implementation.
9.2Maintenance Agreements. No Maintenance Agreement shall be subject to automatic renewals.
a.Pricing
i)Pricing mustinclude a zero base, cost per click rate for b&w and/or color for Groups
A, B, C and D.
ii)Pricing for a monthly base charge, a set copy allowance and an overage rate for b&w
and/or color mayalso be provided.
iii)Pricing for a monthly base charge, a set copy allowance, an overage rate for b&w
and/or color, and Supplies mayalso be provided.
iv)FlatRate Fee pricing mustbe provided that includes all parts, labor, Preventative
Maintenance, andService Calls, and Suppliesfor Groups A, B, C and D.Supplies may
or may not be included.
v)Pricing for ALL Groupsmaymustalso be provided that includes all parts, labor,
Preventative Maintenance (if applicable), and Service Calls, but excludes Supplies.
vi)Paper and ink for Group E Devices shall not be included as part of the Service and
Supply pricing.
vii)Contractormay increase their Service and Supply pricing to include staples (if
applicable to the Device).
viii)Contractor may provide a flat rate fee without staples, and a flat rate fee with
staples. All flat rate fees shall allow for an annual increase of up to 5%.
ix)Contractormay charge flat rate fees for Services performed on any Accessories.
x)Service Calls due to misuse, neglect or abuse shall not be covered by the
Maintenance Agreement, and Contractorand Authorized Dealers may bill the
Purchasing Entity at an hourly rate for Services rendered.
xi)ЊЊͼǣЊАͼ źƒƦƩĻƭƭźƚƓƭ ƒğǤĬĻ ĭƚǒƓƷĻķ ğƭ ƚƓĻ ΛЊΜ ĭƌźĭƉ ƚƩ ƷǞƚ ΛЋΜ ĭƌźĭƉƭ ƚƓ DƩƚǒƦ !
and C Devices.
xii)Contractormay offer a one (1) click rate that encompasses all paper sizes for Group
C Devices.
xiii)A two-sided document shall be counted as two (2) clicks.
xiv)Contractormust not charge for scans on any MFD.
b.Initial Term
i)Pricing shall remain firm for the initial term of the Maintenance Agreement.
Page 10 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
ii)For lease and rental Devices, the Maintenance Agreement term is equal to the term
of the lease or rental (i.e. 24, 36, 48 months etc.).
iii)For purchased Devices, the initial term is determined by the Purchasing Entity, as
long as it does not exceed 60 months on Group A, Group B, Group D, Group E, and
Group F Devices, and 120months on Group C Devices.
c.Renewal Term
i)If a Purchasing Entity wishes to renew a Maintenance Agreement for Devicesthat
wereacquired under the priorMaster Agreement (RFP-NP-18-001), then the
Contractormay negotiate new pricing. This pricing shall not exceed the new Master
Agreement pricing.
ii)If a Purchasing Entity wishes to renew a Maintenance Agreement for Devicesthat
wereacquired underprior Master Agreement (RFP-NP-18-001) or Master
Agreement (3091), then section II.A(9.2)(h)shall apply.
d.Blended Rates
i)Contractormust have the ability to blend the Service and Supply costs over a large
Devicefleet, and the Blended Rate must cover all units in the fleet.
ii)The Blended Rate must be divided between b&w and color.
iii)Contractorshall provide the Purchasing Entity with the Blended Rate calculation
prior to Order placement.
iv)Utilizing a Blended Rate shall be at the discretion of the Participating State or Entity.
e.Manual Meter Reads
i)Contractormust have an electronic method for collecting meter reads from a
Purchasing Entity.
ii)aĻƷĻƩ ƩĻğķƭ ƒğǤ ĬĻ ƭǒĬƒźƷƷĻķ ǝźğ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ƚƓƌźƓĻ ƦƚƩƷğƌͲ ƚƩ ƷŷƩƚǒŭŷ ĻƒğźƌͲ
or facsimile.
iii)A Participating State or Entity may also elect, at their discretion, to submit meter
reads through the Device.
f.Customer Owned Devices
i)Purchasing Entitiesmay elect to enter into a Maintenance Agreement for Devices
they already own, or Devicesthey acquire through an up-front purchase.
ii)The Maintenance Agreement may be priced on a flat rate fee, which shall include
parts, labor, Preventative Maintenance (if applicable) and Service calls. Supplies
may or may not be included.
g.Lease or Rental Devices
i)Contractorshall be required to provide a Maintenance Agreement on all Devices
that areleased or rented by a Purchasing Entity.
ii)The Maintenance Agreement shall be priced based on a cost per click rate, or a
Page 11 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
monthly base charge.
iii)The term of the Maintenance Agreement shall be equal to the term of the lease or
rental agreement.
h.Legacy Devices
i)Upon request from the Purchasing Entity, Contractormay providea Maintenance
Agreementon any Devicethat is owned or was leased or rented through Master
Agreement (RFP-NP-18-001), Master Agreement (3091), or via any other means,
providing the following conditions are met:
1)The Device has not reached the end of its Useful Life;
2)The maximum term of the Maintenance Agreement does not exceed the
Useful Life of the Device, unless otherwise specified in a Participating
Addendum; and
3)The Maintenance Agreement adheres to the same requirements as outlined
in sectionsII.A(9.2)(f) and II.A (9.2)(g).
ii)Devices that were previously serviced by another Dealer or Manufacturer must be
inspected and repaired, if necessary. Upon mutual agreement, Contractormay
charge Purchasing Entity for any parts and/or labor required to bring the Device up
to acceptable maintenance levels.
iii)LŅ ƷŷĻ 5ĻǝźĭĻ ŷğƭ ĬĻĻƓ ğƷ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓ ŅƚƩ ƌĻƭƭ ƷŷğƓ ŅźǝĻ ΛЎΜ ǤĻğƩƭͲ
then Maintenance Agreement pricing shall not exceed the new Master Agreement
pricing, until the Purchasing Entity reaches the five (5) year mark. Refer to section
II.A (9.2)(h)(iv)below for additional information.
iv)LŅ ƷŷĻ 5ĻǝźĭĻ ŷğƭ ĬĻĻƓ ğƷ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓ ŅƚƩ ƒƚƩĻ ƷŷğƓ ŅźǝĻ ΛЎΜ
years, then Maintenance Agreement pricing shall not exceed 120% of the Service
and Supply pricing in the new Master Agreement.
B.Ancillary Product and Service Offerings
1.Sub-Group Categories. The following Products and Services are sub-groups of the Primary Product and
Service Offering Groupsand may only be offered if Contractor is awarded in the corresponding Primary
Product Group, unless otherwise noted:
Њ͵Њ{ǒĬΏDƩƚǒƦ DЊ Α{ƚŅƷǞğƩĻ wĻƌğƷĻķ {ĻƩǝźĭĻƭ͵ ŷźƭ źƭ ğ ƭǒĬΏŭƩƚǒƦ ƚŅ DƩƚǒƦ D Α{ƚŅƷǞğƩĻ͵ !ƌƌ
Contractors are permitted to offer software under the resulting Master Agreements, so
Contractors are not precluded from offering these Services.This sub-group shall include, but not
be limited to, the following Services:
a.Cloud-based scanning(software as a service, enterprise content management);and
b.Industrial Print solutions(back-file conversion, enterprise content management).
Њ͵Ћ{ǒĬΏDƩƚǒƦ /Њ Α{ƷğƓķğƌƚƓĻ tƩƚķǒĭƷźƚƓ 5ĻǝźĭĻƭ͵ ŷźƭ źƭ ğ ƭǒĬΏŭƩƚǒƦ ƚŅ DƩƚǒƦ / ΑtƩƚķǒĭƷźƚƓ
Equipment. Contractors may only offer Products under this sub-group ifthey areawarded Group
C.Products offered under this sub-group are not restricted to OEM, and may include, but not
be limited to,the following:
Page 12 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
a.Cutters;
b.Inline Finishers;
c.Folders;
d.Sorters;
e.UV Coaters; and
f.Binders.
Њ͵Ќ{ǒĬΏDƩƚǒƦ /Ћ ΑLƓķǒƭƷƩźğƌ tƩźƓƷ 9ƨǒźƦƒĻƓƷ͵ ŷźƭ źƭ ğ ƭǒĬΏŭƩƚǒƦ ƚŅ DƩƚǒƦ / ΑtƩƚķǒĭƷźƚƓ
Equipment. Contractors may only offer Products under this sub-group if they are awarded Group
C. Products offered under this sub-group are not restricted to OEM, and may include, but not
be limited to, the following:
a.Digital Label Press;
b.Digital Press;
c.3D Printers;
d.ЍБͼğƓķ ƌğƩŭĻƩźķĻ CƚƩƒğƷ tƩźƓƷĻƩƭ ΛƩƚƌƌΏŅĻķͲ ŷǤĬƩźķͲ ŅƌğƷĬĻķΜͳ
e.Continuous Feed Inkjet;
f.High Speed Inkjet; and
g.Decorative Print & Embellishment.
Њ͵Ѝ{ǒĬΏDƩƚǒƦ 5Њ Α{ƦĻĭźğƌƷǤ tƩźƓƷĻƩƭ͵ ŷźƭ źƭ ğ ƭǒĬΏŭƩƚǒƦ ƚŅ DƩƚǒƦ 5 Α{źƓŭƌĻΏCǒƓĭƷźƚƓ tƩźƓƷĻƩƭ͵
Contractors may only offer Products under this sub-group if they are awarded Group D. Products
offered under this sub-group are not restricted to OEM, and may include, but not be limited to,
the following:
a.Barcode labels;
b.High Volume Inkjet;
c.3D Printers;
d.Receipt printers;
e.Card printers; and
f.Cable printers.
2.Sub-Group Category Discounts. Products in Sub-Groups C1, C2 and D1 must be discounted at a
according to theminimumof 5% forOEM anda minimum of2% for Non-OEM, unless such discounts
would exceed the discount amount offered for OEM and Non-OEM discounts that Contractor proposes
for any Segmentwithin Group C and Group D, respectively.
For example: If the lowest OEM discount Contractor proposes for any Segment within Group C is 10%,
then all OEM Products that Contractor offers under Sub-Group C1 or C2 must be discounted at 10%.
Likewise, if the lowest Non-OEM discount Contractor proposes for any Segment within Group C is 5%,
then all Non-OEMProducts that Contract offers under Sub-Group C1 or C2 must be discounted at 5%.
Page 13 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
3.Open Market Items
3.1 Contractor may offer Not Specifically Priced (NSP) items that compliment or enhance the
Devices and/or Services offered under the resulting Master Agreement(s). NSP items will not
include:
a.Interactive White boards;
b.Computers, monitors, or other relatedhardwareitems;
c.Fax machines;
d.Kiosk machines;
e.Overhead Projectors;and
f.Cameras.
3.2 NSP items may only be acquired through the Contractoror their Authorized Dealerand must be
reported quarterly with all other sales under the resulting Master Agreement.
3.3 NSP items must be priced at a minimum discount of 15% from MSRP or List Price.
3.4 NSP items shall notmaybe offered to a Purchasing Entity as a stand-alone option, and the
maximum allowable amount of all NSP items in a single Order shall be determined by the
Participating State or Entity.
3.5 It shall be at the discretion of the Participating State or Entity to allow Open Market Items in
their Participating Addendum.
4.Emerging Technologies
4.1 Upon approval from the Lead State, Contractor may add new, related technology to the resulting
Master Agreement.
4.2 Technology is notrestricted to OEM, nor is it requiredto be Private Labeled.
4.3 Any new technology that a Contractor requests to add to their Price List must contain a full
description of the Product, theMSRP and pricing information, andan explanation/justification
as to how the Product conforms to the requirements of the RFP and resulting Master
Agreement.
4.4 Any new technology must be priced according to the minimum discount offered for any Product
under the resulting Master Agreement. Please note: No discount or a 0% discount does not
ƨǒğƌźŅǤ ğƭ ğ ͻƒźƓźƒǒƒͼ ķźƭĭƚǒƓƷ͵
III.Purchase, Lease and Rental Programs
A.Acquisition Methods.Contractor may offer the following:
Financial VehicleStandard Terms Offered
PurchaseN/A
Fair Market Value Lease
24, 36, 48 and 60 months
Capital Lease
Page 14 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
Straight Lease
Cancellable Rental
Short-Term Rental12and 18 months
1.!ƌƌ tƩƚķǒĭƷƭ ƚƓ /ƚƓƷƩğĭƷƚƩƭ tƩźĭĻ \[źƭƷ ƒğǤ ĬĻ ƦǒƩĭŷğƭĻķͲ ƌĻğƭĻķ ƚƩ ƩĻƓƷĻķͲ ĻźƷŷĻƩ ğƭ ğ ƦğĭƉğŭĻķΏķĻğƌͲ ƚƩ
stand-alone item.
2.Contractormay also offer 72, 84, 96, 108, and 120-monthlease and rental rates for Group C and Sub-
GroupsC1 and C2 Devices only.
B.DeviceTrade-In
1.A Purchasing Entity shall have the option, at the Contractors sole discretion, and based upon
Participating State or Entity regulations and laws, and Purchasing Entity policies, to do a DeviceTrade-
In, when placing a purchase, lease or rental Order.
2.The value for the DeviceTrade-In shall be negotiated by the Purchasing Entity and the Contractor, and
shall not include any disposal or shipping fees.
C.Lease and Rental Rates
1.Contractormay elect to include property tax in their lease and rental rates, or they may bill the
Purchasing Entity separately for property tax.
2.Once a Purchasing Entity enters into a lease or rental agreement, the rate must remain fixed throughout
the Initial Lease or Rental Term.
3.DevicePayments for Renewal Terms must never exceed Master Agreement pricing.
4.If a Purchasing Entity enters into a Renewal Term, then the DevicePayment will be subject to the lease
and rental rates listed in the most recent Price List(s) posted on the NASPO ValuePoint website.
5.Contractor may update lease and rental rates on a quarterly basis to allow for changes in the financial
market. The rates must be indexed against the US Daily Treasury Yield Curve Rates, or a comparable
index, and must be the rate in effect at the end of each calendar quarter.
6.Lease and rental rates must be proposed as a decimal multiplying factor in such a manner that the
purchase price of the Device may be multiplied by the lease or rental rate to arrive at the resulting
monthly DevicePayment. Proposed rates must include the following information:
6.1 The Daily Treasury Yield Curve(or comparable index)Rate;
6.2 The date used for the Daily Treasury Yield Curve(or comparable index)Rate;
a.The fixed margin for each lease and rental type being proposed, and how that margin is
determined; and
b.The methodology for determining the 48 month base rate if a 4-year rate is not published.
6.3 Offerorsare not required to submit rental rates for Short-term and Cancellable Rentals, but
doing so is encouraged, as it would provide greater options for Participating States or Entities
with varying needs.
Page 15 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
6.4/ƚƓƷƩğĭƷƚƩƭ ƒǒƭƷ ƚŅŅĻƩ /ƚƷĻƩƒźƓƚǒƭ ƌĻğƭĻ ğƓķ ƩĻƓƷğƌ ƩğƷĻƭ Ʒƚ ğƓǤ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤ ǞźƭŷźƓŭ Ʒƚ
add Products to an existing lease or rental agreement. The calculation for the Coterminous lease
and rental rates must adhere to the following methodology:
For example: A customer enters into a 36 month FMV Lease, and 12 months into that lease,
they decide to add an Accessory to the Base Unit. The Contractorshould divide the 36 month
cumulative DevicePayment by 24 months to arrive at the monthly Coterminous payment for
that Accessory. That payment will then be added to the existing DevicePayment. The new Total
Monthly Payment must then be disclosed to the Purchasing Entity.
D.Leasing and Rental Overview
1.All lease and rental programs shall remain with the Contractoror Authorized Dealerthrough an in-house
leasing program, or through the financial branch or subsidiary of Contractor. In addition, Contractorand
their Authorized Dealermay use Third Party leasing companies, however; all Third Party leasing
company documents must be reviewed and approved by the Lead State and said documents must be
incorporated into the Master Agreement before any Participating State or Entity can use them. It will be
at the discretion of the Participating State or Entity as to whether billing shall be in the name of
Contractor, Authorized Dealer or Third Party leasing company. Allcontractual obligations however, will
still be the responsibility of the Contractor.
2.A Purchasing Entity may lease or rent Devicespursuant to the terms and conditions identified herein.
3.A Purchasing Entity that leases or rents Devicesmay issue an Order, pursuant to the terms and
conditions that are incorporated into this RFP and subsequent Master Agreement, and according to the
ƩĻƨǒźƩĻƒĻƓƷƭ ƌźƭƷĻķ źƓ ƷŷĻźƩ ƭƷğƷĻƭ tğƩƷźĭźƦğƷźƓŭ !ķdendum, including, but not limited to, the issuance
of Contractors Supplemental Documents, which shall be attached to the resulting Master Agreement as
an exhibit or attachment.
4.Lease and rental agreements shall not be subject to automatic renewals.
5.A lease or rental agreement issued prior to the termination of the Master Agreement and Participating
Addendum, shall survive the termination of the Master Agreementand the Participating Addendum,
and all terms and conditions of the Master Agreement and Participating Addendum shall continue to
apply.
6.With the exception of a $1 BuyoutLease arrangement, or unless exercising the purchase option on an
FMV Lease, a Purchasing Entity shall return the Deviceat the end of the Initial Lease or Rental Term, or
at the end of the Renewal Lease or Rental Term, or the Contractormay pick the Deviceup, without any
further financial obligations to the Purchasing Entity.
7.Devicepickups must be performed within thirty (30) calendar days of the end of the Initial or Renewal
Term.
8.Devicereturns must be performed within thirty (30) calendar days after the Contractoror Authorized
Dealer provides return shipping instructions to the Purchasing Entity.
9.Contractors and/or Authorized Dealers shall be responsible for all Product pickup and return costs.
10.The maximum term on any Initial Lease or Rental Term shall be 60 months, with the exception of Group
Page 16 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
Cand Sub-Group C1 and C2Devices, which, at the discretion of the Participating State or Entity, and
upon availability of the Contractor,shall have a maximum term of 120months.
11.The length of a Renewal Term shall be at the discretion of the Participating State or Entity, but at no
time shall the Renewal Term exceed the Useful Life of the Device.
12.All Renewal Terms shall be billed on a monthly basis.
13.If a Purchasing Entity elects to enter into a month to month Renewal Term, they may cancel at anytime,
without penalty, by giving Contractor thirty (30) days advance, written notice.
14.If a Purchasing Entity elects to enter into a 12-month Renewal Term, the Renewal Term will automatically
terminate at the end of the 12-month period, unless the Purchasing Entity has notified the Contractor
that they wish to enter into a new Renewal Term. If a Purchasing Entity wants to cancel their 12-month
Renewal Term early, then early termination fees shall apply, and will be equivalent to the remaining
stream of equipment \[ayments only (i.e. less maintenance).
E.Leasing and Rental Options
1.FMV Lease
1.1 A Purchasing Entity shall have the option to enter into an Initial Lease Term of 24, 36, 48, or 60
months for Group A, Group B and Group C, baseķ ǒƦƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ğǝğźƌğĬƌĻ ƚƦƷźƚƓƭͲ ğƓķ
at the discretion of the Participating State or Entity. In addition, a Participating State or Entity
may elect to include 72, 84, 96, 108 and 120-month terms for Group Cand Sub-Groups C1 and
C2only, if provided by the Contractor.
1.2 Upon the expiration of the Initial Lease Term, a Purchasing Entity may do one of the following:
a.Exercise their purchase option;
b.Renew the lease on a month to month basis, or a 12 month basis, at the discretion of the
Participating State or Entity; or
c.Return the Deviceto the Contractor, or have the Contractorpick the Deviceup.
2.Capital Lease ($1 Buyout Lease)
2.1 A Purchasing Entity shall have the option to enter into an Initial Lease Term of 24, 36, 48, or 60
ƒƚƓƷŷƭͲ ĬğƭĻķ ǒƦƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ğǝğźƌğĬƌĻ ƚƦƷźons, and at the discretion of the Participating
State or Entity. In addition, a Participating State or Entity may elect to include 72, 84, 96, 108
and 120-monthterms for Group Cand Sub-Groups C1 and C2only, if provided by the Contractor.
2.2 Upon the expiration of the Initial Lease Term, the Contractorshall provide title to the Deviceto
the Purchasing Entity, or as otherwise determined in a Participating Addendum, and the
Purchasing Entity shall not be subject to any additional expense in order to assume possession
of the Device.
3.Straight Lease
3.1 A Purchasing Entity may have the option to enter into an Initial Lease Term of 24, 36, 48, or 60
ƒƚƓƷŷƭͲ ĬğƭĻķ ǒƦƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ğǝğźƌğĬƌĻ ƚƦƷźons, and at the discretion of the Participating
Page 17 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
State or Entity. In addition, a Participating State or Entity may elect to include 72, 84, 96, 108
and 120-month terms for Group Cand Sub-Groups C1 and C2only, if provided by the
Contractor.
3.2 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
Participating State or Entity; or
b.Return the Deviceto the Contractor, or have the Contractorpick the Deviceup.
4.Cancellable Rental
4.1 A Purchasing Entity may have the option to enter into an Initial Rental Term of 24, 36, 48 or 60
ƒƚƓƷŷƭͲ ĬğƭĻķ ǒƦƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ğǝğźƌğĬƌĻ ƚƦƷźons, and at the discretion of the Participating
State or Entity. In addition, a Participating State or Entity may elect to include 72, 84, 96, 108
and 120-monthterms for Group Cand Sub-Groups C1 and C2only, if provided by the Contractor.
4.2 A Purchasing Entity shall have the option to cancel the rental at anytime throughout the term
of the agreement, by providing the Contractorwith a thirty (30) day prior written notice.
4.3 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
Participating State or Entity; or
b.Return the Deviceto the Contractor, or have the Contractorpick the Deviceup.
5.Short-Term Rental
5.1 A Purchasing Entity may have the option to enter into an Initial Rental Term of 12 or 18 months,
ĬğƭĻķ ǒƦƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ğǝğźƌğĬƌĻ ƚƦƷźƚƓƭͲ ğnd at the discretion of the Participating State
or Entity.
5.2 Upon the expiration of the Initial Rental Term, a Purchasing Entity shall return the Device to the
Contractor, or have the Contractor pick the Device up.
5.3 Short-Term Rentals are not permitted to be renewed beyond the Initial Rental Term.
F.Leasing and Rental Terms and Conditions
1.Possession and Return of Lease and Rental Devices
1.1 The Purchasing Entity is responsible for risk of loss to the Devices while the Devicesare in
tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƦƚƭƭĻƭƭźƚƓ͵ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤ ƭŷğƌƌ ĬĻ ƩĻƌźĻǝĻķ ƚŅ ğƌƌ ƩźƭƉƭ ƚŅ ƌƚƭƭ ƚƩ ķğƒğŭĻ
to the Devicesduring periods of transportation and de-installation.
1.2 Contractoror Authorized Dealer must notify a Purchasing Entity, in writing, of their End of Term
(EOT) options atleast 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; and/or
c.Hard drive removal and surrender cost, if applicable.
Page 18 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
1.3 If a Purchasing Entity desires to exercise a purchase, renewal, or return of the Device, it shall give
Contractorat 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 Contractorof
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
Devicewill be mutually arranged, unless otherwise specified in an Order.
1.4 If the Purchasing Entity does not exercise the purchase or renewal option, it will immediately
make the Deviceavailable to Contractorin as good of condition as when Purchasing Entity
received it, except for ordinary wear and tear.
2.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 Contractormay designate. The remaining payments will
be due on the same day of each subsequent month, unless otherwise specified in the applicable Order.
3.Buyout to Keep Option. A Purchasing Entity must notify the Contractoror Authorized Dealer, in writing,
at least thirty (30) days in advance, if they wish to exercise the Buyout to Keep option on an FMV or
Capital Lease.
4.Buyout to Return Option. A Purchasing Entity must notify the Contractoror Authorized Dealer, in
writing, at least thirty (30) days in advance, if they wish to exercise the Buyout to Return option on an
FMVor Straight Lease, and return the Deviceto the Contractorin good working condition (ordinary wear
and tear excepted).
5.DeviceUpgrade or Downgrade. A Purchasing Entity may do a DeviceUpgrade or Downgrade on a lease
or rental at anytime throughout the term of the lease or rental agreement. The Purchasing Entity and
the Contractorshall negotiate the price of the DeviceUpgrade or Downgrade, but at no time shall the
total cost of the DeviceUpgrade or Downgrade be less than the remaining stream of DevicePayments.
6.Non-appropriation of Funds. Thecontinuation of any lease or rental agreement will be subject to, and
contingent upon, sufficient funds being made available by the Participating State Legislature and/or
federal sources. The Purchasing Entity may terminate any such lease or rental agreement, and
Contractorwaives any and all claim(s) for damages, effective immediately upon receipt of written notice
(or any date specified therein) if for any reason the tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ŅǒƓķźƓŭ ƭƚǒƩĭĻƭ ğƩĻ ƓƚƷ ğǝğźƌğĬƌĻ͵
7.Assignment. PurchasingEntity has no right to sell, transfer, encumber, sublet or assign the Deviceor
ğƓǤ ƌĻğƭĻ ƚƩ ƩĻƓƷğƌ ğŭƩĻĻƒĻƓƷ ǞźƷŷƚǒƷ /ƚƓƷƩğĭƷƚƩƭ prior written consent (which consent shall not be
unreasonably withheld).
7.1 tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤ ğŭƩĻĻƭ ƷŷğƷ /ƚƓƷƩğĭƷƚƩƒğǤ ƓƚƷ ƭĻƌƌ ƚƩ ğƭƭźŭƓ ğƓǤ ƦƚƩƷźƚƓ ƚŅ /ƚƓƷƩğĭƷƚƩƭ
interests in the Deviceand/or these Lease or Rental Terms or any Order for leases or rentals,
without notice to Purchasing Entity even if less than all the payments have been assigned. In
ƷŷğƷ ĻǝĻƓƷͲ ƷŷĻ ğƭƭźŭƓĻĻ ΛƷŷĻ ͻ!ƭƭźŭƓĻĻͼΜ Ǟźƌƌ ŷğǝĻ ƭǒĭŷ ƩźŭŷƷƭ ğƭ /ƚƓƷƩğĭƷƚƩğƭƭźŭƓƭ Ʒƚ ƷŷĻƒͲ ĬǒƷ
ƓƚƓĻ ƚŅ /ƚƓƷƩğĭƷƚƩƭ ƚĬƌźŭğƷźƚƓƭ Λ/ƚƓƷƩğĭƷƚƩǞźƌƌ keep those obligations) and the rights of the
Assignee will not be subject to any claims, defenses or set offs that Purchasing Entity may have
against Contractor.
7.2 No assignment to an Assignee will release Contractorfrom any obligations Contractormay have
to Purchasing Entity.
Page 19 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
8.Early Termination Charges
8.1 Except in the case of Non-appropriation of funds, FMV, $1 Buyout, Straight Leases and Short-
term Rentals shall be subject to an early termination charge, and shall involve the return of the
Device(in good working condition; ordinary wear and tear excepted) by the Purchasing Entity
to the Contractor. With respect to the Device, the termination charge shall not exceed the
balance of remaining DevicePayments (including any current and past due amounts), and with
respect to Service or maintenance obligations, the termination charge shall not exceed four (4)
months of the Service and Supply base charge or twenty-five percent (25%) of the remaining
Maintenance Agreement term, whichever is less.
8.2 Cancellable Rentals shall not exceed a termination charge of three (3) months of Total Monthly
Payments, or as otherwise agreed to by the Participating State or Entity.
9.Default. 9ğĭŷ ƚŅƷŷĻ ŅƚƌƌƚǞźƓŭ źƭ ğ ͻķĻŅğǒƌƷͼ ǒƓķĻƩ ƷŷĻƭĻ ƌĻğƭĻ ğƓķ ƩĻƓƷğƌ ƷĻƩƒƭʹ
9.1 Purchasing Entity fails to pay any payment or any other amount within forty-five (45) days (or
as otherwise agreed to in a Participating Addendum) of its due date;
9.2 Any representation or warranty made by Purchasing Entity in these lease or rental terms is false
or incorrect and Purchasing Entity does not perform any of its obligations under these lease or
rental terms, and this failure continues for forty-five (45) days (or as otherwise agreed to in a
Participating Addendum) after Contractorhas notified Purchasing Entity;
9.3 Purchasing Entity or any guarantor makes an assignment for the benefit of creditors;
9.4 Any guarantor dies, stops doing business as a going concern, or transfers all or substantially all
ƚŅ ƭǒĭŷ ŭǒğƩğƓƷƚƩƭ ğƭƭĻƷƭͳ ƚƩ
9.5 Purchasing Entity stops doing business as a going concern or transfers all or substantially all of
tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ğƭƭĻƷƭ͵
10.Remedies. If a PurchasingEntity defaults on a rental or lease agreement, then Contractor, in addition
to, or in lieu of, the remedies set forth in the Master Agreement, and Participating Addendum, may do
one or more of the following, at the discretion of the Participating State or Entity:
10.1 Cancel or terminate any or all Orders, and/or any or all other agreements that Contractorhas
entered into with Purchasing Entity;
10.2 Require Purchasing Entity to immediately pay to Contractor, as compensation for loss of
/ƚƓƷƩğĭƷƚƩƭ ĬğƩŭğźƓ ğƓķ ƓƚƷ ğƭ ğ ƦĻƓğƌƷǤͲ ğ ƭǒƒ Ļƨǒğƌ Ʒƚʹ
a.All past due payments and all other amounts payable under the lease or rental agreement;
b.All unpaid payments for the remainder of the lease or rental term, discounted at a rate
equal to three percent (3%) per year to the date of default; and
c.Require Purchasing Entity to deliver the Deviceto Contractorper mutual arrangements.
IV.Contractor Responsibilitiesand Tasks
A.Service Requirements
Page 20 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
1.Technicians. All technicians must be factory trained by the OEM and certified to Service the Devices.
2.Standard Service Levels. Participating States and/or Entities shall negotiate their own Service Level
Agreement (SLA) with the Contractor. The SLA, must, at a minimum, adhere to the following
requirements:
2.1End-User Training
a.Purchasing Entity may request an initial one-hour training session for each Device ordered
under the Contract. Contractor shall provide this initial training, free of charge, via one of
the following delivery methods: On-site, web-based, or on-line. The delivery method
ƭĻƌĻĭƷĻķ ŅƚƩ Ļğĭŷ 5ĻǝźĭĻ Ǟźƌƌ ĬĻ ğƷ /ƚƓƷƩğĭƷƚƩƭ sole discretion. Purchasing Entity should be
advised that while this initial one-hour of free training shall be provided by Contractor at
tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƩĻƨǒĻƭƷͲ /ƚƓƷƩğĭƷƚƩ Ǟźƌƌ ƓƚƷ ƦƩƚǝźķĻ ƭǒĬƭƷźƷǒƷźƚƓƭ ΛĻ͵ŭ͵ ŅƩĻĻ ƭǒƦƦƌźĻƭͲ
deeper discounts, etc.) in lieu of this training.
b.In addition to the one-hour training session for each Device,Purchasing Entity may also
request anadditionalinitial, one-hour training session for technical support, which shall
include network connectivity and print driver installation. This additional training shall be
provided Contractor shall provide this initial training free of charge,via a delivery method
mutually agreed upon by Contractor and Purchasing Entity, and at a mutually agreed upon
price.
c.If Purchasing Entity elects to exercise the training option, then Contractor shall provide the
ƷƩğźƓźƓŭ ǞźƷŷźƓ ƷĻƓ ΛЊЉΜ .ǒƭźƓĻƭƭ 5ğǤƭ ƚŅ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƩĻƨǒĻƭƷ͵
d.Contractormay offer additional on-site, one-hour training sessions for a flat rate fee.
Additional charges for travel and per diem, if applicable, must be disclosed to the
Purchasing Entity, and mutually agreed upon,prior to Order placement.
e.Contractormust provide on-site or off-site operational training to designated Purchasing
Entity personnel, until the personnel are able to operate the Deviceindependently. Pricing
for operational training shall be based on a flat rate fee. Additional charges for travel and
per diem, if applicable, must be disclosed to the Purchasing Entity, and mutually agree
upon,prior to Order placement.
f.Contractorshall provide Deviceliterature, user-manuals, and access to on-line resources,
if available, at no charge to the Purchasing Entity.
g.For Groups A, B, D, D and E, Contractor shall provide a toll-free end-user technical support
number that Purchasing Entities can utilize for everyday minor troubleshooting(i.e. this
does not include network connectivity or print driver installation). A Purchasing Entity must
be able to obtain assistance during Normal Business Hours.
h.Contractorshall provide phone/technical support within two (2) hours of Purchasing
9ƓƷźƷǤƭ ƩĻƨǒĻƭƷ ŅƚƩ ğƭƭźƭƷğƓĭĻͲ ƦƩƚǝźķźƓŭ ƭǒĭŷ ƩĻƨǒĻƭƷͲ ğƓķ ƭǒĬƭĻƨǒĻƓƷ ƭǒƦƦƚƩƷͲ Ņğƌƌƭ ǞźƷŷźƓ
normal business hours.
2.2Preventative Maintenance. Contractormust perform all Preventative Maintenance Services at
ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ ƭǒŭŭĻƭƷĻķ źƓƷĻƩǝğƌƭͲ ƚƩ ğƭ ƭƦĻĭźŅźĻķ źƓ ğƓ hƩķĻƩ͵ tƩĻǝĻƓƷğƷźǝĻ ağźƓƷĻƓğƓĭĻ
shall not be a requirement on desktop Devices.
Page 21 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
2.3DevicePerformance
a.DeviceDowntime shall be computed from the time the Contractor is notified of Device
failure until the time in which the Deviceis fully operational.
b.DeviceDowntime due to lack of consumable Supplies is not acceptable.
c.Contractormust provide daily communication to the Purchasing Entity regarding
inoperable Devices, including updates regarding resolution timeframe, and any parts,
Accessories, or Devices on back-order.
2.4Loaner Device. If any Devicein Group A or Group Bis inoperable for two (2) Business Days, due
to Devicemalfunction, as reasonably determined by Contractor, then Contractor shall provide
the Purchasing Entity with:
a.A loaner Device of similar speed and capabilities until such timeas the inoperable Device is
now operable; or
b.At the discretion of the Participating State or Entity, provide the Purchasing Entity with off-
site manned production capabilities, at the sole cost to the Contractor, to accomplish the
work of the Device that is inoperable.
c.If any Device in Group C is inoperable for two (2) Business Days, due to Device malfunction,
as reasonably determined by Contractor, then Contractor shall provide access to an off-site
manned production facility as an accommodation to the Purchasing Entity.
2.5Repair Parts
a.Contractorshall guarantee the availability of repair parts for a minimum of five (5) years
ğŅƷĻƩ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ !ĭĭĻƦƷğƓĭĻ ƚŅ ğƓǤ 5ĻǝźĭĻ͵
b.All Device components, spare parts, application software, and ancillary Devicesthat are
supplied under any resulting Master Agreement, must conform to Manufacturer
specifications.
c.Contractorshall be responsible for ensuring that any repair parts are operable and installed
in accordance with Manufacturer specifications.
d.Repair parts may be new, reconditioned, reprocessed or recovered.
2.6Service Zones
a.Unless otherwise specified in a Participating Addendum, Contractorshall adhere to the
following Service Call Response Times based on the distance that their Service Base
Location is from the Purchasing Entity:
Service ZoneDefinitionResponse Time
UrbanWithin 60 miles4-6Hours
wǒƩğƌЏЉ ΑЊЋЉ ƒźƌĻƭ1 -2Business Days
120+ miles, or only accessible
RemoteЍ ΑЎ .ǒƭźƓĻƭƭ 5ğǤƭ
by plane or by boat
b.Repair or replacement of parts and/or Devices shall occur within four (4) Business Days of
/ƚƓƷƩğĭƷƚƩ ğƩƩźǝźƓŭ ğƷ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓͲ ǞźƷŷ ƷŷĻ ŅƚƌƌƚǞźƓŭ ĻǣĭĻƦƷźƚƓʹ
Page 22 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
i)If Contractor is drop-shipping a new Device to replace a defective Device, then
Purchasing Entity must receive the new Device within three (3) Business Days.
c.Contractor(s) may charge different rates according to each Service Zone.
2.7Service Logs
a.Contractorshall maintain a Service log which describes the maintenance and repair
Services provided for each Device.
b.A no-cost copy of Service logs/reports must be provided to the Purchasing Entity or
Participating State or Entity, within five (5) Business Days of the request.
2.8DeviceRelocation
a.Devicerelocation Services include dismantling, packing, transporting, and re-installing
Device.
b.Contractormay charge for this Service based on the following table:
Service Distance from originalcurrent
Charge
Zoneplacement of Device
1Within the same buildingNo Charge Allowed*
Up to 50 miles from building in which
Flat Rate Fee, plus Per
2Device is currently was originally
Mile or Hourly Fee
placed
More than 50 miles from building in
Flat Rate Fee, plus Per
3which Deviceis currentlywas originally
Mile or Hourly Fee
placed
*Contractormay charge Purchasing Entities a mutually agreed upon price for special rigging in
ƷŷĻ ĻǝĻƓƷ ğ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ķĻƒƚŭƩğƦŷźĭƭ ƩĻƨǒźƩĻ ƭǒĭŷ ƩźŭŭźƓŭ ŅƚƩ ƚƓĻ Њ ƩĻƌƚĭğƷźƚƓƭ͵ ŷĻ
price shall be agreed upon in writing by Contractorand Purchasing Entity prior to any Device
relocation in Zone 1.
c.
Contractormay not charge for any fees incurred due to fuel or tolls.
d.Moves must be performed within thirty (30) calendar days of the Purchasing Entity request.
Request may be verbal or written,but Contractormust confirm the request in writing and
provide a date that the move will occur. Written confirmation must be sent to the
Purchasing Entity within three (3) Business Days of request. In the event that there will be
a delay in these Services, Contractorshall communicate with Purchasing Entity and agree
on a mutually beneficial time-frame.
e.Contractor is required to offer device relocation services for all lease and rental equipment.
3.Meter Read Invoicing
3.1 In order for Contractor to generate accurate invoices, Purchasing Entities shall provide meter
ƩĻğķƭ ǞźƷŷźƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭƩĻƨǒĻƭƷĻķ ƷźƒĻΏŅƩğƒĻ͵
3.2 Invoices that are generated without receiving the proper meter read information from the
Purchasing Entity will not be considered inaccurate.
Page 23 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
3.3 The Purchasing Entity shall provide written notice of any such alleged invoicing issue and the
Contractor will be allowed a thirty (30) day cure period to address any such issue. During the
thirty (30) day cure period, the Purchasing Entity will not be assessed any late fees for failure to
submit payment by the invoice due date.
3.4 CğźƌǒƩĻ ƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭƦğƩƷ Ʒƚ ƒğźƓƷğźƓ ğĭcurate invoicing shall result in a $25.00 per
źƓƭƷğƓĭĻ ĭƩĻķźƷ ƚƓ ƷŷĻ ŅƚƌƌƚǞźƓŭ ƒƚƓƷŷƭ źƓǝƚźĭĻ͵
4.Reporting
4.1Service Level Calculations
a.At the discretion of the Participating State or Entity, Contractor shall produce reports that
can be measured against the required SLA components.
b.The Participating State or Entity shall determine how the reports will be utilized and
whether liquidated damages will be assessed for failure to meet the SLA requirements. Any
liquidated damages or penalty structure shall be defined in the Participating State or
9ƓƷźƷǤƭ tğƩƷźĭźƦğƷźƓŭ !ķķĻƓķǒƒ͵
4.2Periodic Reporting.Contractorshall provide periodic reporting to all Purchasing Entities upon
request. The reports shall be provided on a quarterly basis, or at the discretion of the
Participating State or Entity.
a.The report shall include the following:
i)Number of Service Calls placed;
ii)Response Time per Device;
iii)Dates that Preventative Maintenance was performed, if applicable;and
iv)Estimated end of Useful Life per Device, based on current usage.
b.The report may include, but not be limited to, the following:
i)Location of Devices;
ii)Click usage per Device; and
iii)EPEAT certification level of each Device.
B.Customer Service
1.Key Personnel. Contractorshall ensure that staff has been allocated appropriately to ensure compliance
with the resulting MasterAgreementand subsequent Participating State or Entity requirements and
that the individuals occupying the Key Personnel positions have adequate experience and knowledge
with successful implementation and management of a national cooperative contract. Contractorshall
provide a single point of contact for the following:
1.1Master Agreement Contract Administrato Ʃ Αƭŷğƌƌ ĬĻ ƷŷĻ \[Ļğķ {ƷğƷĻƭ ƦƩźƒğƩǤ ĭƚƓƷğĭƷ źƓ
regards to Contract negotiations, amendments, Product and Price List updates, and any other
information or documentation relating to the Master Agreement;
1.2NASPO ValuePoint Reporting Contact Αƭŷğƌƌ ĬĻ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ƭǒĬƒźƷƷźƓŭ ƨǒğƩƷĻƩƌǤ ƩĻƦƚƩƷƭ
and the quarterly Administrative Fee to the appropriate personnel;
Page 24 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
1.3Master Agreement Marketing Manager Αƭŷğƌƌ ĬĻ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ƒğƩƉĻƷźƓŭ ƷŷĻ ƩĻƭǒƌƷźƓŭ
Master Agreement, as well as creating Participating State websites, and ensuring that all
uploaded data and content is current; and
1.4National Service Manager Αƭŷğƌƌ ĬĻ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ƚǝĻƩƭĻĻźƓŭ ƷŷĻ wĻŭźƚƓğƌ {ĻƩǝźĭĻ ağƓğŭĻƩƭͲ
Field Service Technicians, training, and inside Service operations. This position will work with the
Lead State Contract Administrator to ensure contractual obligations are met, while providing
ƌĻğķĻƩƭŷźƦ ŅƚƩ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ƚƦĻƩğƷźƚƓƭͲ ğƭ ǞĻƌƌ ğƭ ƭƷƩğƷĻŭźĭ ƦƌğƓƓźƓŭ ƚŅ ƷŷĻ {ĻƩǝźĭĻ
department.
2.Single Point of Contact. Contractorshall provide a single point of contact for each Participating State,
who will handle any questions regarding the Products provided, as well as pricing, delivery, billing,
reporting, status of Orders, customer complaints and escalated issues.
3.Service and Support Hours.Contractormust provide full Service and support for Products during Normal
Business Hours.
4.Customer Service Team.Contractorshall also have a designated customer service team who shall be
available by phone (via local or toll free number), fax, or email during Normal Business Hours.
5.Additional Coverage. Contractormay offer additional coverage beyond Normal Business Hours for any
Device that needs to be serviced. Such coverage shall be billed to the Purchasing Entity at an hourly rate.
6.Online Access. Customer service representatives shall have online access to account information and be
able to respond to inquiries concerning the status of Orders (shipped or pending), delivery, back-orders,
pricing, Product availability, Product information, and account and billing questions.
C.Authorized Dealers
1.Contractorcan engage Authorized Dealers to provide Products and/or Services.
2.In the event a Contractorelects to use Authorized Dealers in the performance of the specifications, the
Contractorshall serve as the primary Contractor, and shall be fully accountable for assuring that their
Authorized Dealers comply with the terms and conditions of the resulting Master Agreement, and any
Participating Addendum, and shall be liable in the event Authorized Dealers fail to comply with such
terms and conditions.
3.Authorized Dealers shall be expected to stay current with ContractorProducts, pricing, Master
Agreement, and Participating Addendumrequirements, and Contractor shall providetraining to all of
their Authorized Dealers at least once per calendar year, or as otherwise determined by the Lead State.
4.Authorized Dealers shall have the ability to accept Orders from a Purchasing Entity and invoice them
directly, unless otherwise stated in a Participating Addendum.
5.Contractorshall send notice to the Lead State, utilizing Attachment B-1, Authorized Dealer Form and
Attachment B-2, Authorized Dealers by State,within three (3) calendar days of engaging or removing a
Dealer.
6.The Lead State reserves the right to deny the addition of any Authorized Dealer and will provide
notification tothe Contractorwith justification as to why the decision was reached. In addition, it will
Page 25 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
be at the discretion of each Participating State or Entity as to whether they will utilize the Authorized
Dealers as approved by the Lead State.
7.If an Authorized Dealer is performing unsatisfactorily, or is not in compliance with the Master
Agreement, then it shall be at the discretion of the Lead State, upon recommendation from the
Participating State, to:
7.1 Require the Dealer to attend remedial training with either the Contractor or the Lead Stateor;
7.2 Removethe Dealer from the Contract, or in the case of multiple branch locations in one state,
or multiple states, remove them as a Dealer from the location in which they are not in
compliance.
D.DeviceDemonstration Requirements
1.Contractormayoffer trial or demonstration Devicesfor Group A, Group B, and if requested by the
Purchasing Entity, Group C, Group D, Group E, and Group F.
2.Trial or demonstration Devicesmay be new or used; however, no used, Remanufactured, or Refurbished
Devices shall be converted to a purchase, lease, or rental.
3.At the discretion of the Participating State or Entity, and upon request by a Purchasing Entity, showroom
Devicesfor Groups A, B, and C may be converted to a purchase, lease, or rental providing the following
conditions are met:
3.1 The meter count on Group A and Group B Devices does not exceed 10,000 copies total (i.e. b&w
and color combined);
3.2 The meter count on Group C Devices does not exceed 50,000 copies total (i.e. b&w and color
combined);
3.3 The Device must be discounted by at least 5% off of the Master Agreement pricing for that same
Device; and
3.4 The Purchasing Entity and the Contractorindicate on the Order that the Device is a showroom
model.
4.Any trial or demonstration period shall be free to the Purchasing Entity and shall not exceed thirty (30)
calendar days.
E.Ordering and Invoicing Specifications
1.At the discretion of the Participating State or Entity, the Product invoice shallmaycontainthe following,
at a minimum:
1.1 Name of Purchasing Entity;
1.2 The name, phone number, and address of Purchasing Entity representative;
1.3 Order date;
1.4 Description of the Product and/or Service ordered;
1.5 Model number;
Page 26 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
1.6 Serial number;
1.7 Price;
1.8 The Master Agreement number; and
1.9 Any additional information required by the Participating State or Entity.
2.Contractorshall have the ability to accept procurement credit cards, and will not assess any additional
charges or fees for processing payments via this method.
3.At the discretion of the Participating State or Entity, Contractor shall havethe ability to provide a
centralized billing option.
4.Authorized Dealers shall have the ability to invoice a Purchasing Entity directly, unless otherwise
specified by a Participating State or Entity.
5.With the exception of drop-shipped items, Contractorand/or Authorized Dealers shall not issue an
invoice until the Purchasing Entity has confirmed Acceptance, per sectionIV.H.
6.Contractorand/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, unless otherwise specified in a Participating Addendum.
7.Contractorand/or Authorized Dealers may estimate meter reads if a Purchasing Entity fails to submit
the required information within the specified time-frame.
8.!ƌƌ ƭƚŅƷǞğƩĻ hƩķĻƩƭ ƭŷğƌƌ ƩĻŅĻƩĻƓĭĻ ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ ƒƚƭƷ ƩĻĭĻƓƷ ƩĻƌĻğƭĻ ƚƩ ǝĻƩƭźƚƓ ƚŅ ƷŷĻ tƩƚķǒĭƷͲ
unless the Purchasing Entity specifically requests a different version.
9.Contractorand/or Authorized Dealers may bill property tax separately or as otherwise indicated in a
Participating Addendum or an Order.
10.Contractorand/or Authorized Dealers shall have a process in place for resolving disputed invoices,
including escalation procedures. In addition, Contractorand/or Authorized Dealers shall have a process
in place for issuing refunds or credits due to invoicing errors, as well as over-payments and Product
returns.
11.Internet-based Portal and Electronic Catalogs. If Contractorprovidesthe ability to place an Order
through an internet-based portal or electroniccatalog, then Contractorshall maintain all necessary
hardware, software, backup-capacity and network connections required to operate that internet-based
portal or electronic catalog. In addition, Contractorshall adhere to the following requirements:
11.1 The internet-based portal or electronic catalog shall clearly designate that the Products are part
ƚŅ ƷŷĻ b!{th ğƌǒĻtƚźƓƷ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷͲ ğƓķ ƭŷğƌƌ ƌźƓƉ Ʒƚ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ {ƷğƷĻ ƚƩ 9ƓƷźƷǤƭ
designated web location;
11.2 All Environmentally Preferable Products (EPP) shall be clearly listed;
11.3 LŅ /ƚƓƷƩğĭƷƚƩƭĻƌĻĭƷƩƚƓźĭ ĭğƷğƌƚŭ Ǟźƌƌ ĻźƷŷĻƩ ĬĻ hosted on or accessed through the Participating
{ƷğƷĻƭ Ļ/ƚƒƒĻƩĭĻƭǤƭƷĻƒͲ ƷŷĻƓ /ƚƓƷƩğĭƷƚƩ ƭŷğƌƌ ĭƚƒƦƌǤ ǞźƷŷ ğƌƌ ƦƚƌźĭźĻƭͲ ƦƩƚĭĻķǒƩĻƭ ğƓķ
directions from the Participating State or Entity in relation to hosting its catalog on or making its
Page 27 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
catalog accessible through that system;
11.4 All information made available through the ParticźƦğƷźƓŭ {ƷğƷĻ ƚƩ 9ƓƷźƷǤƭ Ļ/ƚƒƒĻƩĭĻ ƭǤƭƷĻƒ źƭ
accurate and complies with the Master Agreement and the Participating Addendum; and
11.5 Paper catalogs or other digital media catalogs must be supplied to the Participating State or
Entity upon request.
12.Substitutions. If an ordered Productis out-of-stock, Contractor shall notify the Purchasing Entity and
request approval before substituting for the out-of-sƷƚĭƉ źƷĻƒ͵ /ƚƓƷƩğĭƷƚƩƭ ƩĻƨǒĻƭƷ Ʒƚ ƭǒĬƭƷźƷǒƷĻ ƭŷğƌƌ
explain how the substituted Product compares with the out-of-stock item. Any substitute Product
ƚŅŅĻƩĻķ ƒǒƭƷ ĬĻ ƚƓ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭağƭƷĻƩ !ŭƩĻĻƒĻƓƷ tƩźĭĻ \[źƭƷ͵
F.Delivery Requirements
1.With the exception of Group C and Sub-GroupsC1and C2Devices, all Products must be shippedFOB
5ĻƭƷźƓğƷźƚƓͳ ŅƩĻźŭŷƷ ƦƩĻƦğźķ ĬǤ ƷŷĻ /ƚƓƷƩğĭƷƚƩͲ Ʒƚ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƭƦĻĭźŅźĻķ ƌƚĭğƷźƚƓͲ ǒƓƌĻƭƭ
otherwiseindicatedin a Participating Addendum.Group C and Sub-GroupsC1 and C2 shipping charges
shall be quoted to the Purchasing Entity prior to Order confirmation.
2.Responsibility and liability for loss or damage for all Orders will remain with the Contractoruntil final
inspection and Acceptance, when responsibility will pass to the Purchasing Entity, except the
responsibility for material defects, fraud, and the warranty obligations.
3.Devices that are in-stock, inventoried, or otherwise not subject to supply-chain shortages or issues, shall
be delivered within thirty (30) calendar days after receipt of Order, unless otherwise specified by the
Purchasing Entity.
4.Contractor shall provide a minimum bisemi-monthly updates to the Purchasing Entity regarding the
status of all Devices that are, or will be expected to go, on backorder.
5.Software related to the Device must be installed within five (5) Business Days of the Device installation,
or as otherwise stated in an Order.
6.All deliveries shall be made during Normal Business Hours, which may vary for each Purchasing Entity of
each Participating State.
7.It shall be the responsibility of the Contractorto be aware of the delivery days and receiving hours for
each Purchasing Entity.
8.The Purchasing Entity shall not be responsible for any additional charges, should the Contractorfail to
observe specific delivery days and receiving hours.
9.The delivery days and delivery hours shall be established by each individual Purchasing Entity upon Order
placement.
10.All deliveries, with the exception of drop-shipped or desktop Devices, shall be made to the interior
location specified by the Purchasing Entity. Specific delivery instructions will be noted on the Order. Any
damage to the building interior, scratched walls, damage to the freight elevator, etc., will be the
responsibility of the Contractor. If damage does occur, it is the responsibility of the Contractorto
Page 28 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
immediately notify the Purchasing Entity placing the Order.
11.Products shall be packaged and labeled so as to satisfy all legal and commercial requirements applicable
for use by any Purchasing Entity, and shall include, without limitation and if applicable, OSHA material
safety data sheets, and shall conform to all statements made on the label.
12.Packages that cannot be clearly identified may be refused and/or returned at no cost to the Purchasing
Entity.
G.DeviceInstallation Requirements
1.Prior to Order Acceptance, Contractormust 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:
1.1 Air conditioning;
1.2 Electrical;
1.3 Special grounding;
1.4 Cabling;
1.5 Space;
1.6 Humidity and temperature limits; and
1.7 Other considerations critical to the installation.
2.The Purchasing Entity shall be responsible for furnishing and installing any special wiring or dedicated
lines.
3.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, or as otherwise
specified in a Participating Addendum.
4.If applicable, all Devices must be set-up with Preventative Maintenance notifications turned on, and
with the most environmentally responsible defaults enabled, including Energy Star saving settings.
5.Contractormay charge for excessive installation requirements, including rigging, access alterations, and
access to non-ground floors via stairs. Any such excessive installation charges must be quoted to the
Purchasing Entity prior to the signature of any Order, andshall be based on the actual expenditures of
Contractoror Authorized Dealer.
6.Contractoror 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 Contractoror Authorized Dealer responsible
for warranty Service of the Device.
7.Contractorshall clean-up and remove all debris and rubbish resulting from their work as required by the
Purchasing Entity. Upon completion of the work, the premises shall be left in good repair and in an
orderly, neat, clean, and unobstructed condition.
H.Inspection and Acceptance
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Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
1.With the exception of drop-shipped Devices, Purchasing Entity shall confirm delivery, installation and
Acceptance of all Devicescovered by each purchase, lease, or rental Order, by signing a Delivery and
Acceptance Certificate (D&A), as referenced in Attachment B-3, Sample D&A Certificate,which shows
Acceptance of the Device(s) and allows Contractorto invoice for the Products(s).
2.Purchasing Entity agrees to sign and return the D&A to Contractor(which, at mutual agreement, may be
done electronically) within five (5) Business Days after any Deviceis installed, or as otherwise stated in
a Participating Addendum.
3.Failure to sign the D&A or reject the Device(s) within the foregoing five (5) day period shall be deemed
as Acceptance by the Purchasing Entity; however, it does not relieve the Contractorof liability for
material (nonconformity that substantially impairs value) defects subsequently revealed when Products
are put to use. Acceptance of such Devices may be revoked in accordance with the provisions of the
applicable commercial code, and the Contractorshall be liable for any resulting expense incurred by the
Purchasing Entity in relation to the preparation and shipping of Devices(s) rejected and returned, or for
which Acceptance is revoked.
4.Contractor shall have exclusive title to the Devicesbeing delivered and the Devicesshall be free and
clear of all liens, encumbrances, and security interests. Title to the Device shall only pass to the
Purchasing Entity upon:
4.1 Purchasing Entity up-front purchase of the Device;
4.2 Purchasing Entity exercising the purchase option at the end of an FMV Lease;
4.3
ƦƚƓ ĻǣƦźƩğƷźƚƓ ƚŅ ğ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ /ğƦźƷğƌ \[ĻğƭĻͳ ƚƩ
4.4 Purchasing Entity has secured Third Party financing and payment is being made directly to the
Contractorby the Purchasing Entity.
I.Security Requirements
1.Network and Data Security
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 Purchasing Entity, and all costs associated with their
implementation must be conveyed by Contractor prior to Order placement.
1.2 Contractorwill 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.
1.3 Contractorshall ensure that delivery and performance of all Services shall adhere to the
requirements and standards as outlined in each tğƩƷźĭźƦğƷźƓŭ {ƷğƷĻ ƚƩ 9ƓƷźƷǤƭ tğƩƷźĭźƦğƷźƓŭ
Addendum.
2.Sensitive Information.Sensitive information that is contained in any Legacy Devicesor 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 Participating State or Entity in their
Participating Addendum.
3.Data Breach.Contractorshall have an incident response process that follows National Institute of
Page 30 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
Standards and Technology (NIST) standards as referenced in the NIST Computer Security Incident
Handling Guide, which can be downloaded at https://www.nest.gov/publications/computer-security-
incident-handling-guide, and it shall include, at a minimum, breach detection, breach notification, and
breach response. Further, Contractor shall notify the impacted Purchasing Entity within 72 hours of
learning of such breach.
4.Authentication and Access
4.1 Any network connected Device must offer authentication for all features via LDAP and/or
Windows AD, as well as the ability to disable authentication for any or all features.
4.2 Any network connected Device must have the ability to connect via Dynamic Host Configuration
Protocol (DHCP) or Static IP address.
4.3 The credential information for any remote authentication method may not be maintained within
ƷŷĻ 5ĻǝźĭĻƭ ƒĻƒƚƩǤ͵
4.4!ĭĭĻƭƭ Ʒƚ ƷŷĻ 5ĻǝźĭĻƭ ğķƒźƓźƭƷƩğƷźǝĻ ŅǒƓĭƷźƚƓƭ ƒǒƭƷ ĬĻ ƦğƭƭǞƚƩķ ƦƩƚƷĻĭƷĻķ ƦĻƩ ƷŷĻ
Participating State or Entity requirements, and the default settings must be changed at the time
of Deviceinstallation.
5.Hard Drive Removal and Surrender
5.1 Contractorshall 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 is repossessed by Contractor leaves
ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƦƚƭƭĻƭƭźƚƓ; or
5.2!Ʒ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ {ƷğƷĻ ƚƩ 9ƓƷźƷǤƭ ķźƭĭƩĻƷźƚƓ,Contractorshall remove the hard drive from the
applicable Device and provide the Purchasing Entity with custody of the hard drive before the
5ĻǝźĭĻ źƭ ƩĻƒƚǝĻķ ŅƩƚƒ ƷŷĻ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓͲ ƒƚǝĻķ Ʒƚ ğƓƚƷŷĻƩ ƌƚĭğƷźƚƓͲ ƚƩ ğƓǤ
other disposition of the Device. The Purchasing Entity shall then be responsible for securely
erasing or destroying the hard drive.
5.3 LŅ /ƚƓƷƩğĭƷƚƩƷğƉĻƭ ƦƚƭƭĻƭƭźƚƓ ƚŅ ğƓǤ 5ĻǝźĭĻ ğƷ ğ tǒƩĭŷğƭźƓŭ 9ƓƷźƷǤƭ ƌƚĭğƷźƚƓͲ ƷŷĻƓ ƷŷĻǤ ƭŷğƌƌ
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, or as
otherwise specified in a Participating Addendum.
5.4 Hard drive sanitation shall be at no expense to the Purchasing Entity, however; Contractormay
charge the Purchasing Entity a fee if the Purchasing Entity elects to keep the hard drive in their
possession. Contractormust disclose the price for removal and surrender of the hard drive, prior
to Order placement.
5.5 If the hard drive is not removable, or the Device does not contain a hard drive, then Contractor
must convey this to the Purchasing Entity at the time of Order placement. In the case of a non-
removable hard drive, sectionIV.I (5.1)shall apply.
5.6 LŅ /ƚƓƷƩğĭƷƚƩźƭ ƩĻƒƚǝźƓŭ ğƓƚƷŷĻƩ ağƓǒŅğĭƷǒƩĻƩƭ 5ĻǝźĭĻƭͲ ƷŷĻǤ ğƩĻ ƓƚƷ ƦĻƩƒźƷƷĻķ Ʒƚ ƩĻƒƚǝĻ
the hard drive. Only the Manufacturer or their Authorized Dealer shall remove hard drives in
their own Devices. Contractorshall work with the Manufacturer to ensure the requirements
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Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
pursuant to this sectionare met.
J.Warranty Requirements
1.The warranty period shall begin upon Acceptance of the Deliverables, and shall be for a minimum of
ninety (90) days for purchase, lease and rental Devices.This warranty shall be extended to all Devices
acquired under the Master Agreement, including Remanufactured and/or Refurbished Devices.
2.Devices that are sold under the resulting Master Agreement will come with the standard features as
published on the Manufacturers website, and will not deviate from the stated specifications.
3.Devicesshall be in good working order, free from any defects in material and workmanship, and fit for
the ordinary purposes they are intended to serve.
4.If defects are identified, per mutual agreement of Contractorand the Purchasing Entity, Contractor
obligations shall be limited solely to the repair or replacement of Devicesproven to be defective upon
inspection.
5.Replacement of Devicesshall be on a like-for-like basis and shall be at no cost to the Purchasing Entity.
6.Repair of defective parts and/or Devices shall be at no cost to the Purchasing Entity.
7.Upon significant failure of a Device, the warranty period shall commence again fora minimum of ninety
(90) days.Significant failure shall be determined by the Participating State.
8.Contractorwarranty obligations shall not apply if:
8.1 The Deviceis installed, wired, modified, altered, or serviced byanyone other than Contractor
and/or their Authorized Dealer;
8.2 If adefective or non-authorized Accessory, Supply, software, or part is attached to, or used in
the Device; and
8.3 The Device is relocated to any place where ContractorServices are not available.
9.Contractor agreesto perform its Services in a professional manner, consistent with applicable industry
standards.
10.It will be at the discretion of each Participating State or Entity to negotiate additional warranty
requirements with the Contractor.
11.Lemon Clause
11.1ŷźƭ ĭƌğǒƭĻ ƭŷğƌƌ ğƦƦƌǤ Ʒƚ ğƌƌ 5ĻǝźĭĻƭ ƷŷğƷ ğƩĻ ƦǒƩĭŷğƭĻķͲ ƌĻğƭĻķͲ ƚƩ ƩĻƓƷĻķ ǒƓķĻƩ ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ
Master Agreement.
11.2 This clause shall not apply if Supplies are used in the Devices that were not manufactured,
provided, or authorized by the Contractor.
11.3 The application period is thirty-six (36) months from the date of Acceptance.
Page 32 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
11.4 This clause shall take precedence over any other warranty or Services clauses associated with
ƷŷĻ /ƚƓƷƩğĭƷƚƩƭ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷͲ ƚƩ ğƭ ƭƦĻĭźŅied by a Participating State or Entity in their
Participating Addendum.
11.5 A Purchasing Entity must maintain an uninterrupted Maintenance Agreement on all purchased
Devices in order for this clause to apply past the initial ninety (90) day warranty.
11.6 Any Device that fails (except due to operator error) to function in accordance with the
ağƓǒŅğĭƷǒƩĻƩƭ ƦǒĬƌźƭŷĻķ ƦĻƩŅƚƩƒğƓĭĻ ƭƦĻĭźŅźĭğƷźƚƓƭͲ ŅƚǒƩ ΛЍΜ ƷźƒĻƭ źƓ ğƓǤ ŅƚǒƩ ΛЍΜ ǞĻĻƉ ƦĻƩźƚķ
and/or is subject to recurring related problems, shall be replaced with a new Device that meets
or exceeds the requirements of the original Device, at no cost to the Purchasing Entity.
K.Contractor Notices. Contractorshall notify the Lead State, Participating States, Participating Entities 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 inwriting (via postal mail or email) within thirty
(30)calendar days of Contractorlearning of such issues.
Page 33 of 39
Attachment B,SCOPE OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
AttachmentB-1
AUTHORIZED DEALER FORM
Manufacturer Name: _________________________________
(Check one)
The Dealer listed below is authorized to provide Products and Services in accordance with the
NASPO ValuePoint Multi-Function Devices and Related Software, Services and Cloud Solutions
Master Agreement.
The Dealer listed below will no longer provide Products and Services under the NASPO ValuePoint
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions Master Agreement for
the following reason (required):
State(s) Serviced by Dealer:
Dealer Name:
Address:
Phone (include Toll-Free, if
available):
Contact Person(s):
Email Address:
FEIN:
Signed: ________________________________________Date: _____________
(Contractor Representative)
Signed: ________________________________________Date: _____________
(Authorized Dealer Representative)
________________________________________
(Print First and Last Name of Authorized Dealer Representative)
Page 34 of 39
Attachment B-1,AUTHORIZED DEALER FORM
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
AttachmentB-2
AUTHORIZED DEALERS BY STATE
Attachment B-2 -
Authorized Dealers by
Page 35 of 39
Attachment B-2,AUTHORIZED DEALERS BY STATE
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
AttachmentB-3
SAMPLE D&A CERTIFICATE
NASPO VALUEPOINT MASTER AGREEMENT NO.
AND THE STATE OF Insert Name of Participating StatePARTICIPATING
ADDENDUM NO.
WITH Insert Name of Contractor
To:Insert Name of Contractor or Authorized Dealer
Pursuant to the provisions of the Master Agreement and Participating Addendum, Purchasing Entity
hereby certifies and warrants that (a) all Equipment described in the Order has been delivered and
installed; (b) Purchasing Entity has inspected the Equipment, and all such testing as it deems necessary
has been performed by Purchasing Entity and/or Contractor to the Satisfaction of Purchasing Entity;
and (c) Purchasing Entity accepts the Equipment for all purposes of the Order.
Insert name of Purchasing Entity
By:
Title:
Date:
Page 36 of 39
Attachment B-3,SAMPLE D&A CERTIFICATE
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
AttachmentB-4
SAMPLE MPS STATEMENT OF WORK
Agency/Customer:Contractor:
Contact Name:Contact Name:
Address:Address:
Email:Email:
Phone:Phone:
Fax:Fax:
Contractor
website:
Print Assessment Period of
Date:Performance:
Statement of Work must incorporate the following documents:
\[Imbed document
NASPO ValuePoint Master Agreement # _____________
here\]
\[Imbed document
Participating Addendum # ________
here\]
\[Imbed document
/ƚƓƷƩğĭƷƚƩƭ tƩźƓƷ !ƭƭĻƭƭƒĻƓƷ
here\]
Statement of Work, at a minimum, must include the following elements:
1.Introduction:
Describe your current environment. What is your inventory, including owned, rented, or leased
Devices
2.Scope:
Include Project scope (i.e. single-function, multi-function printers etc.) and software
3.Out of Scope:
This Project does not cover the following functions or deliverables:
4.Objective:
The main objective of this project is:
System and procedures will be set up to allow:
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Attachment B-4,SAMPLE MPS STATEMENT OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
5.Location:
Enter all physical locations of where work will be performed
6.Discovery/Assessment:
Contractor will be required to discover/assess Purchasing Entity print environment as described
below:
Deliverables:
Describe the deliverables for Discovery/Assessment
Checkpoints:
Describe the checkpoints for Discovery/Assessment
7.Data Security
Include description of data security requirements
8.Data Breach
Describe any data breach requirements
9.Equipment Guarantees
Describe downtime, on-site service, response time etc. (Note:this section must, at a minimum,
adhere to the same requirements as outlined in the Master Agreement and/or Participating
Addendum)
10.End of Life/Equipment replacement
Insert description of end of life/equipment replacement process
11.Implementation:
Deliverables:
Describe the deliverables for Implementation
Checkpoints:
Describe the checkpoints for Implementation
User Acceptance Testing:
Describe User Acceptance Testing for Implementation
Production Rollout:
Describe the Production Rollout for Implementation
12.Contractor Staff and Support
Describe Contractor staff roles and their availability
13.Purchasing Entity Roles and Responsibilities
Page 38 of 39
Attachment B-4,SAMPLE MPS STATEMENT OF WORK
Solicitation Number: RFP-NP-23-001
Multi-function Devices and Related Software, Services and Cloud Solutions
_________________________________________________________________________________________________________________
Insert description of Purchasing Entity Roles and Responsibilities including:
Contacts:
Project Manager
End-User Representative
System Administrator
Technical Support
General and Technical Responsibilities:
Insert description of Purchasing Entity Roles and Responsibilities
14.Performance Penalties
Insert description of Contractor Performance Penalties
15.Payment
Describe billing cycles and invoice information
This Agreement is entered into by and between the \[Purchasing Entity\], located at \[Agency address\]
and \[Contractor\]ƌźĭĻƓƭĻķ Ʒƚ ĭƚƓķǒĭƷ ĬǒƭźƓĻƭƭ źƓ ƷŷĻ {ƷğƷĻ ƚŅ ΗΗΗΗΗΗΗΗΗΗΗ Λͻ/ƚƓƷƩğĭƷƚƩͼΜͲ ƌƚĭğƷĻķ ğƷ
\[Contractor address\]for the purpose of providing Managed Print Services.
The signatories to this Managed Print Services Agreement represent that they have the authority to
bind their respective organizations to this Agreement.
In Witness Whereof, the parties hereto, having read this Managed Print Services Agreement in its
entirety, including all attachments, have executed this Agreement.
This Agreement is effective this _____day of ______________, 2___.
Initial term of this Agreement is ______ year(s) or until ______________.
Maximum term of this Agreement is five (5) years, or until ______________.
Contractor SignatureDatePurchasing Entity SignatureDate
Contractor Printed Name, TitlePurchasing Entity Printed Name, Title
Page 39 of 39
Attachment B-4,SAMPLE MPS STATEMENT OF WORK
Request for Proposals for
Multi-Function Devices andRelated Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentC
RFP EVALUATION PLAN
Stage 1: Initial Responsiveness.Proposals will be reviewed for completeness and initial responsiveness. Proposals
omitting required documents or responses may be rejected in accordance with Attachment A, RFP Terms and
Conditions.
Stage 2: MandatoryRequirements.To be considered responsive, an Offeror must meet the following mandatory
requirements. Failure to meet these mandatory requirements will result in disqualification of a Proposal:
1.hŅŅĻƩƚƩ ƒǒƭƷ ĬĻ ğ ağƓǒŅğĭƷǒƩĻƩ ƚŅ !Ќ aC5ƭͲ !Ѝ aC5ƭͲ tƩƚķǒĭƷźƚƓ 9ƨǒźƦƒĻƓƷͲ {źƓŭƌĻΏŅǒƓĭƷźƚƓ
Printers, Large/Wide Format Equipment, or Scanners, as defined within this RFP.
2.hŅŅĻƩƚƩ ƒǒƭƷ ƩĻƭƦƚƓķ Ʒƚ ğƷ ƌĻğƭƷ ƚƓĻ {ĻŭƒĻƓƷ ǞźƷŷźƓ ƚƓĻ DƩƚǒƦ͵ IƚǞĻǝĻƩͲ hŅŅĻƩƚƩƭ ğƩĻ ğƌƭƚ ƩĻƨǒźƩĻķ
to submit their full line of Newly Manufactured Equipment for each Group they are responding to. In
other words, if an Offeror has three (3) Devices that fall into Segment 3 of Group A, then they must list
all three (3) Devices, as opposed to just one (1) Device. Refer to the instructions on each of the Group
Price Lists (Attachments G-1 through G-6) for additional information.
3.Proposed Devices must be Newly Manufactured and meet the requirements of Sections II.A (1), II.A
(2)and II.A (3) in Attachment B, Scope of Work. Offerors are not permitted to submit Proposals for
Remanufactured or Refurbished Equipment.
4.Offeror is not required to submit aresponse for MPS; however, Offerorwill not be able to provide MPS
ǒƓķĻƩ ƷŷĻ ƩĻƭǒƌƷźƓŭ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷ źŅ ƷŷĻǤ ķƚƓƷ͵
5.MPS will not be a separate Award; Offeror must be awarded Group A, B, C, D, E or F, in order to provide
MPS.
Stage 3: Evaluation Criteria.Proposals meeting or exceeding the Mandatory Requirements will be evaluated as
follows:
1.Cost Criteria(40% total weight):
a)A sampling of Devices based on predetermined configurations in pre-selected Segments of
each Group;
b)A Total Cost of Ownership (TCO) analysis for two (2) different Base Units within pre-selected
Segments of each Group;
c)A Total Monthly Payment comparison for a 36 month FMV and a 36 month $1 Buyout Lease,
using a zero base per click fee, based on predetermined configurations in pre-selected
Segments; and
d)A comparison of MPS pricing based on rates and standard fleet components.
Ћ͵ĻĭŷƓźĭğƌ /ƩźƷĻƩźğΑ(60% total weight):
a)Ability to meet the Scope of Work requirements;
Page 1 of 2
Attachment C, RFP EVALUATION PLAN
Request for Proposals for
Multi-Function Devices andRelated Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
b)Dealer Engagement;
c)Useful Life and Legacy Equipment;
d)Performance Standards;
e)Customer Service;
f)Ordering Process;
g)Organizational Security;
h)Hard Drive Protocols;
i)Warranties;
j)Recycling and Trade-In Programs;
k)Supply Management;
l)Managed Print Services; and
m)Promotion of the NASPO ValuePoint Master Agreement.
Page 2 of 2
Attachment C, RFP EVALUATION PLAN
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentD
CLAIM OF BUSINESS CONFIDENTIALITY
hŅŅĻƩƚƩƭ /ƌğźƒƭ ƚŅ .ǒƭźƓĻƭƭ /ƚƓŅźķĻƓƷźğƌźƷǤ͵(Check one of the below.)
hŅŅĻƩƚƩ źƭ ƓƚƷ ĭƌğźƒźƓŭ ğƓǤ źƓŅƚƩƒğƷźƚƓ ǞźƷŷźƓ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ğƭ ĭƚƓŅźķĻƓƷźğƌͲ ƦƩƚƦƩźĻƷğƩǤͲ ƚƩ ƦƩƚƷĻĭƷĻķ͵
(Check box and skip to SIGNATUREsection below.)
Offeror claims the information set forth in the table below as confidential, proprietary, or protected and will
ƭǒĬƒźƷ ǞźƷŷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ğ ƩĻķğĭƷĻķ ĭƚƦǤ ƚŅ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ, which must be clearly marked as such.
Offerorunderstands, acknowledges, and agrees to comply with the following:
Each of the following fields must be completed for each claim asserted by Offeror:
o Proposal Section Reference: ŷĻ ƦğŭĻͲ ƭĻĭƷźƚƓͲ ƚƩ ƦğƩğŭƩğƦŷ źƓ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ĭƚƓƷğźƓźƓŭ
the information claimed to be confidential, proprietary, or protected.
o Confidential Information:A description of the information claimed to be confidential,
proprietary, or protected.
o Basis for Claim:ŷĻ Ĭğƭźƭ ŅƚƩ hŅŅĻƩƚƩƭ ĭƌğźƒ͵
o Explanation: Explanation of how the information claimed to be confidential meets the
definition of one of the bases above.
hŅŅĻƩƚƩ ƒğǤ ƓƚƷ ƒğƩƉƦƩźĭźƓŭ ƚƩhŅŅĻƩƚƩƭ ĻƓƷźƩĻ ƦƩƚƦƚƭğƌ ğƭ ĭƚƓŅźķĻƓƷźğƌͲ ƦƩƚƦƩźĻƷğƩǤͲ ƚƩ ƦƩƚƷĻĭƷĻķ͵
Proposal Section
Confidential InformationBasis for ClaimExplanation
Reference
\[Add additional rows as needed.\]
Page 1 of 2
Attachment D,CLAIM OF BUSINESS CONFIDENTIALITY
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
SIGNATURE
By signing below, the undersigned certifies under penalty of perjurythat the representations made and the
information providedhereinare trueand correct and may be relied upon by the Lead Statefor purposes of
ķĻƷĻƩƒźƓźƓŭ ƷŷĻ ǝğƌźķźƷǤ ƚŅ hŅŅĻƩƚƩƭ ĭƌğźƒΛƭΜ͵ hŅŅĻƩƚƩ understands that submission of a Claim of Business
Confidentiality does not guarantee that information claimed by Offeror as confidential, proprietary, or protected
will not be subject to disclosure in accordance with applicablepublic information laws, rules, and policies. Offeror
ŅǒƩƷŷĻƩ ğŭƩĻĻƭƷŷğƷ źŅ hŅŅĻƩƚƩŅğźƌƭ Ʒƚ ƭǒĬƒźƷ ğ ƩĻķğĭƷĻķ ĭƚƦǤ ƚŅ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌͲ ƚƩ Ņğźƌƭ Ʒƚ ĭƌğźƒ źƓŅƚƩƒğƷźƚƓ ğƭ
confidential, proprietary, or protected in compliance with this RFP, Offeror releases the Lead State, NASPO, NASPO
members, and entities represented on the Multistate Sourcing Team from any obligation to keep the information
confidential and waives all claims of liability arising from disclosure of the information.
OFFEROR:
____________________________________________________________________________________
SignatureDate
____________________________________________________________________________________
Printed NameTitle
____________________________________________________________________________________
Email AddressPhone Number
Page 2 of 2
Attachment D,CLAIM OF BUSINESS CONFIDENTIALITY
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentE
OFFEROR INFORMATION, ACKNOWLEDGEMENTS, AND CERTIFICATIONS
I.OFFEROR INFORMATION
Please complete!ƷƷğĭŷƒĻƓƷ 9ΏЊͲ В ΑwĻƨǒĻƭƷ ŅƚƩ ğǣƦğǤĻƩ LķĻƓƷźŅźĭğƷźƚƓ bǒƒĬĻƩ ğƓķ /ĻƩƷźŅźĭğƷźƚƓ͵
II.BUSINESS DETAILS
A.Company Website.tƩƚǝźķĻ ğ
w\[ ŅƚƩ ǤƚǒƩ ĭƚƒƦğƓǤƭ ǞĻĬƭźƷĻ͵
B.Company Size.Identify the number of employees working for your company.
C.Ownership Structure.5ĻƭĭƩźĬĻ ǤƚǒƩ ĭƚƒƦğƓǤƭ ƚǞƓĻƩƭŷźƦ ƭƷƩǒĭƷǒƩĻ͵
D.Litigation.List all claims of non-performance or breach from customers in excess of $5,000, including all
pending litigation matters (including civil, criminal, or appellate) or criminal convictions in the past 5 years
for the company and all principals. Attach an additional document if necessary.
III.PROPOSAL CONTACT
The Proposal Contact must be able to respond timely to communications from the Lead State. Offeror must, within
ЋЍ ŷƚǒƩƭͲ ƓƚƷźŅǤ ƷŷĻ \[Ļğķ {ƷğƷĻ ƚŅ ğƓǤ ĭŷğƓŭĻ Ʒƚ hŅŅĻƩƚƩƭ tƩƚƦƚƭğƌ /ƚƓƷğĭƷ͵
A.Proposal Contact Name:
B.Proposal Contact Title:
C.Proposal Contact Email:
D.Proposal Contact Phone Number:
IV.ACKNOWLEDGEMENTS AND CERTIFICATIONS
By signingbelow and submitting a response to this RFP, Offeror acknowledges and certifies the following:
A.Debarment.(Check one of the below.)
Neither Offeror nor its principals are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in public procurement or contracting
by any governmental department or agency.
Offeror cannot certify the statement above, and Offeror will affixa written explanation to this
attachment for review by the Lead State. If afteƩ ƩĻǝźĻǞźƓŭ hŅŅĻƩƚƩƭ ǞƩźƷƷĻƓ ĻǣƦƌğƓğƷźƚƓ ƷŷĻ \[Ļğķ
State determines it is not in the best interest of the Lead State, Participating Entities, or Purchasing
9ƓƷźƷźĻƭ Ʒƚ ğǞğƩķ hŅŅĻƩƚƩ ğ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷͲ ƷŷĻ \[Ļğķ {ƷğƷĻ ƒğǤ ƩĻƆĻĭƷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ͵
B.Non-collusion.
1.This proposal has been developed independently by Offeror and has been submitted without
collusion and without any agreement, understanding, or planned common course of action with
any other Offeror or supplier of Product in a manner designed to limit fairand open competition.
Page 1 of 4
Attachment E, OFFEROR INFORMATION, ACKNOWLEDGEMENTS, AND CERTIFICATIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
2.The contents of this proposal have not been communicated by Offeror or its employees or agents
to any person not an employee or agent of Offeror and will not be communicated to any such
persons prior to the RFP Close Date.
C.Data Disclosure to Foreign Governments.(Check one of the below.)
Offeror is not an entity subject to laws, rules, or policies potentially requiring disclosure of, or
provision of access to, customer data to foreign governments or entities controlled by foreign
ŭƚǝĻƩƓƒĻƓƷƭͲ ğƓķ hŅŅĻƩƚƩƭ ƚŅŅĻƩźƓŭƭ ķƚ ƓƚƷ ĭƚƓƷğźƓͲ źƓĭƌǒķĻͲ ƚƩ ǒƷźƌźǩĻ ĭƚƒƦƚƓĻƓƷƭ ƚƩ ƭĻƩǝźĭĻƭ
supplied by any entity subject to the same. OfferoƩƭ ƚŅŅĻƩźƓŭƭ ğƌƭƚ ķƚ ƓƚƷ ĭƚƓƷğźƓͲ źƓĭƌǒķĻͲ ƚƩ
utilize covered technology prohibited under Section 889 of the National Defense Authorization
Act, as amended.
Offeror cannot certify the statementabove, and Offeror will affixa written explanationto this
attachmentfor review by the Lead State. If afteƩ ƩĻǝźĻǞźƓŭ hŅŅĻƩƚƩƭ ǞƩźƷƷĻƓ ĻǣƦƌğƓğƷźƚƓ ƷŷĻ \[Ļğķ
State determines it is not in the best interest of the Lead State, Participating Entities, or Purchasing
9ƓƷźƷźĻƭ Ʒƚ ğǞğƩķ hŅŅĻƩƚƩ ğ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷͲ ƷŷĻ \[Ļğķ {ƷğƷĻ ƒğǤ ƩĻƆĻĭƷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ͵
D.Conflicts of Interest.(Check one of the below.)
Offerorrepresents that none of its officers or employees are officers or employees of the Lead
Stateand that none of its officers or employees have a conflict of interest as defined bythe laws,
rules, or policies of the Lead State.
Offeror cannot certify thestatementabove, and Offeror will affixa written explanation to this
attachment for review by the Lead State. If afteƩ ƩĻǝźĻǞźƓŭ hŅŅĻƩƚƩƭ ǞƩźƷƷĻƓ ĻǣƦƌğƓğƷźƚƓ ƷŷĻ \[Ļğķ
State determines it is not in the best interest of the Lead State, Participating Entities, or Purchasing
9ƓƷźƷźĻƭ Ʒƚ ğǞğƩķ hŅŅĻƩƚƩ ğ ağƭƷĻƩ !ŭƩĻĻƒĻƓƷͲ ƷŷĻ \[Ļğķ {ƷğƷĻ ƒğǤ ƩĻƆĻĭƷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ͵
E.Required Insurance.Offeror agrees to acquire insurance from an insurance carrier or carriers licensed to
ĭƚƓķǒĭƷ ĬǒƭźƓĻƭƭ źƓ Ļğĭŷ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƭƷğƷĻ ğƷ ƷŷĻ ƌĻǝĻƌƭ ƦƩĻƭĭƩźĬĻķźƓ Attachment H, Sample
Master Agreement. Offeror understands that this requirement is mandatory and will not be negotiated
by the Lead State.
F.NASPO ValuePoint Administrative Fee.Offeror agrees to pay a NASPO ValuePoint administrative fee and
submit summary and detailed sales reports in accordance with Attachment H, Sample Master
Agreement. Offeror understands that this requirement is mandatory and will not be negotiated by the
Lead State.
G.Marketing Plan.If awarded a Master Agreement resulting from this RFP, within 30 days of execution of
the Master Agreement, Offeror will meet with NASPO ValuePoint marketing personnel to review and track
progress on the marketing plan described by Offeror in Attachment F, Technical ResponseWorksheet.
H.Confidential, Proprietary, or ProtectedInformation.As set forth in Attachment A, RFP Terms and
Conditions, ifOfferor is claiming any portion of its proposal as confidential, proprietary, or protected,
Offeror must complete the required sections of Attachment D,Claim of Business Confidentiality, and
ƭǒĬƒźƷ ǞźƷŷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ğ ƩĻķğĭƷĻķ ĭƚƦǤ ƚŅ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌͲ Ǟŷźĭŷ ƒǒƭƷ ĬĻ ĭƌĻğƩƌǤ ƒğƩƉĻķ ğƭ
ƭǒĭŷ͵ hŅŅĻƩƚƩ ƒğǤ ƓƚƷ ƒğƩƉ ƦƩźĭźƓŭ ƚƩ hŅŅĻƩƚƩƭ ĻƓƷźƩĻ proposal as confidential, proprietary, or protected.
Page 2 of 4
Attachment E, OFFEROR INFORMATION, ACKNOWLEDGEMENTS, AND CERTIFICATIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
Submission of a Claim of Business Confidentiality does not guarantee that information claimed by Offeror
as confidential, proprietary, or protected will not be subject to disclosure in accordance with applicable
ƦǒĬƌźĭ źƓŅƚƩƒğƷźƚƓ ƌğǞƭͲ ƩǒƌĻƭͲ ğƓķ ƦƚƌźĭźĻƭ͵ LŅ hŅŅĻƩƚƩ Ņğźƌƭ Ʒƚ ƭǒĬƒźƷ ğ ƩĻķğĭƷĻķ ĭƚƦǤ ƚŅ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌͲ
or fails to claim information as confidential, proprietary, or protected in compliance with this RFP, Offeror
releases the Lead State, NASPO, NASPO members, and entities represented on theMultistate Sourcing
Team from any obligation to keep the information confidential and waives all claims of liability arising
from disclosure of the information.
I.Understanding of the RFP.Offeror has read theRFP in its entirety and understands and agrees to comply
with all requirements set forth therein. Any conflicts in the materials composing the RFP and any issues
relating to the content of the RFP, including instructions, requirements, or specifications Offeror believes
to be ambiguous, unduly restrictive, erroneous, anticompetitive, or unlawful, have been brought to the
attention of the Lead State using the process described in the RFP for asking questions or, if applicable,
by filing a protest. In accordance with Attachment A, RFP Terms and Conditions, Offeror acknowledges
and understands that any protest, claim, dispute, or action based upon a conflict or issue described herein
mustbe filed no later than the RFP close date, and Offeror waives the right to file any protest, claim,
dispute, or action based upon a conflict or issue described herein if not filed by the RFP close date.
SIGNATURE
The undersigned is one of the following:
1.The Offeror, if Offeror is an individual;
2.A partner in the company, if Offeror is a partnership; or
3.An officer or employee of the responding corporation having authority to sign on its behalf, if Offeror is a
corporation.
.Ǥ ƭźŭƓźƓŭ ĬĻƌƚǞͲ ƷŷĻ ǒƓķĻƩƭźŭƓĻķ ǞğƩƩğƓƷƭ ƷŷğƷ ƷŷĻ ƩĻƦƩĻƭĻƓƷğƷźƚƓƭ ƒğķĻ ğƓķ ƷŷĻ źƓŅƚƩƒğƷźƚƓ ƦƩƚǝźķĻķ źƓ hŅŅĻƩƚƩƭ
proposal are true, correct, and reliable for purposes of evaluation for a potential contract award. The submission of
inaccurate or misleading information may be grounds for disqualification from contract award and may subject the
undersigned, Offeror, or both to suspension or debarment proceedings, as well as other remedies available to the
Lead State by law, including termination of any Master Agreement awarded to Offeror.
OFFEROR:
____________________________________________________________________________________
SignatureDate
____________________________________________________________________________________
Printed NameTitle
____________________________________________________________________________________
Email AddressPhone Number
Page 3 of 4
Attachment E, OFFEROR INFORMATION, ACKNOWLEDGEMENTS, AND CERTIFICATIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentE-1
W9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION
Attachment E-1 - W9
Request for Taxpayer
Page 4 of 4
Attachment E-1, W9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
Attachment F
TECHNICAL RESPONSE WORKSHEET
Offeror Name:
PART I
Offeror must provide complete and succinct responses to each item below. Insert your responses into this worksheet
directly below each question or prompt. While marketing materials are neither requested nor desired, Offeror should
ƦƩƚǝźķĻ ğƌƌ źƓŅƚƩƒğƷźƚƓ ƓĻĭĻƭƭğƩǤ Ʒƚ ķĻƒƚƓƭƷƩğƷĻ hŅŅĻƩƚƩƭ ğĬźƌźƷǤ Ʒƚ ƒĻĻƷ ƷŷĻ ƩĻƨǒźƩĻƒĻƓƷƭ ƚŅ Ʒŷźƭ wCt ğƓķ ƷŷĻ wCtƭ
Scope of Work.In addition, please note that certain documents are required to be submitted with your Proposal (refer
to the questions below for further information).
I.Mandatory Requirements.Per Attachment C, RFP Evaluation Plan, Offeror must indicate their compliance with the
following:
Indicatecompliance
MandatoryRequirements
withanÑxÒ
!ƩĻ Ǥƚǒ ğ ağƓǒŅğĭƷǒƩĻƩ ƚŅ !Ќ aC5ƭͲ !Ѝ aC5ƭͲ tƩƚķǒĭƷźƚƓ 9ƨǒźƦƒĻƓƷͲ {źƓŭƌĻΏ
function Printers, Large/Wide Format Equipment, or Scanners, as defined
within this RFP?
Have you responded to at least one Segment within one Group?
Have you submitted your entire line of Newly Manufactured Equipment for
each Group you responded to?
II.Scope of Work. Offeror must indicate their understanding/compliance with the followingsections of Attachment B,
Scope of Work ĬǤ ƷǤƦźƓŭ ͻĻƭͼ źƓ ƷŷĻ ĭƚƌǒƒƓ źƓķźĭğƷĻķ͵LŅ ğ ƭĻĭƷźƚƓźƭ ƓƚƷ ğƦƦƌźĭğĬƌĻ Ʒƚ ǤƚǒƩ tƩƚƦƚƭğƌͲ ƦƌĻğƭĻ ƷǤƦĻ
ͻbΉ!͵ͼ LŅ Ǥƚǒ ğƩĻ ƓƚƷ ğĬƌĻ Ʒƚ ĭƚƒƦƌǤ ǞźƷŷ ğ ƭĻĭƷźƚƓͲ ƷǤƦĻ ͻbƚ͵ͼCƚƩ ğƌƌ ͻbΉ!ͼ ğƓķ ͻbƚͼ ƩĻƭƦƚƓƭĻƭͲ Ǥƚǒ ƒǒƭƷ źƓķźĭğƷĻ
ƷŷĻ ƩĻğƭƚƓ źƓ ƷŷĻ /ƚƒƒĻƓƷƭ ĭƚƌǒƒƓ͵ LƓ ğķķźƷźƚƓͲ źŅ Ǥƚǒ ƷǤƦĻ ͻĻƭͼ ğƓķ Ǟƚǒƌķ ƌźƉĻ Ʒƚ ĻǣƦƚǒƓķ ƚƓ ƷŷğƷ ƩĻƭƦƚƓƭĻ Ǥƚǒ
may also do so in the Comments column. Sectionsof the Scope of Worknot contained in the table below do NOT
alleviate Offeror from complying with the requirements of those sections.
Indicate
SectionSubsectionÑYesÒ,ÑNoÒComments
orN/A
Master Agreement Overview
I.A. through G.
Page 1of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
H.1 through H.9
Master Agreement Deliverables
Primary Product and Service Offerings
II.A.1
Group A through Group F
Group Categories
II.A.2
2.1 through 2.6
Device Configurations
3.1
3.2
3.3
3.4
3.5
II.A.3
3.6
Device Standards
3.7
3.8
3.9
3.10
3.11
4.1
4.2
II.A.4
Device Exceptions
4.3
4.4
II.A.5
5.1 through 5.3
Accessories
6.1
6.2
II.A.6
6.3
Remanufactured and
Refurbished
6.4
Equipment
6.5
6.6
Page 2of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
6.7
6.8
7.1
7.2
7.3
II.A.7
DƩƚǒƦ D Α{ƚŅƷǞğƩĻ
7.4
7.5
7.6.a through 7.6.g
Software Subscriptions
8.1
II.A.8
8.2
DƩƚǒƦ I Α/ƚƓƭǒƒğĬƌĻ
8.3
Supplies
8.4
9.1.a through 9.1.i
II.A.9
DƩƚǒƦ L ΑağƓğŭĻķ tƩźƓƷ
Service Offerings
Services
9.2.a
Pricing
9.2.b
Initial Term
9.2.c
Renewal Term
9.2.d
II.A.9 (9.2)
Blended Rates
Maintenance
9.2.e
Agreements
Manual Meter Reads
9.2.f
Customer Owned Devices
9.2.g
Lease or Rental Devices
9.2.h
Legacy Devices
Ancillary Product and Service Offerings
1.1
{ǒĬΏDƩƚǒƦ DЊ Α{ƚŅƷǞğƩĻ
II.B.1 Related Services
Sub-Group Categories
1.2
{ǒĬΏDƩƚǒƦ /Њ Α{ƷğƓķğƌƚƓĻ
Production Devices
Page 3of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
1.3
{ǒĬΏDƩƚǒƦ /Ћ ΑLƓķǒƭƷƩźğƌ tƩźƓƷ
Equipment
1.4
{ǒĬΏDƩƚǒƦ 5Њ Α{ƦĻĭźğƌƷǤtƩźƓƷĻƩ
Sub-Group Category
II.B.2
Discounts
3.1
3.2
II.B.3
3.3
Open Market Items
3.4
3.5
4.1
4.2
II.B.4
Emerging Technologies
4.3
4.4
Purchase, Lease and Rental Programs
III.AAcquisition Methods
III.BDevice Trade-In
III.CLease and Rental Rates
1.
2.
3.
4.
5.
III.D
Leasing and Rental 6.
Overview
7.
8.
9.
10.
11.
Page 4of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
12.
1.1 and 1.2
FMV Lease
2.1 and 2.2
Capital Lease
III.E
3.1 and 3.2
Leasing and Rental
Straight Lease
Options
4.1 through 4.3
Cancellable Rental
5.1 through 5.3
Short-Term Rental
1.1 through 1.4
Possession and Return of
Lease and Rental Devices
2.
Payment
3.
Buyout to Keep Option
4.
Buyout to Return Option
5.
III.F
Device Upgrade or
Leasing and Rental
Downgrade
Terms and Conditions
6.
Non-appropriation of Funds
7. (including 7.1 and 7.2)
Assignment
8.1 and 8.2
Early Termination Charges
9.1 through 9.5
Default
10. (including 10.1 and 10.2)
Remedies
Contractor Responsibilities and Tasks
Service Requirements
IV.A.1.Technicians
2.1.a. through 2.1.h
End-User Training
2.2
IV.A.2
Preventative Maintenance
Standard Service
Levels
2.3.a through 2.3.c
Device Performance
2.4.a through 2.4.c
Page 5of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
Loaner Device
2.5.a through 2.5.d
Repair Parts
2.6.a through 2.6.c
Service Zones
2.7a. and 2.7.b
Service Logs
2.8.a through 2.8.d
Device Relocation
IV.A.3
3.1 through 3.4
Meter Read Invoicing
4.1.a and 4.1.b
Service Level Calculations
IV.A.4
Reporting
4.2.a and 4.2.b
Periodic Reporting
Customer Service
IV.B.1
1.1 through 1.4
Key Personnel
IV.B.2Single Point of Contact
IV.B.3Service and Support Hours
IV.B.4Customer Service Team
IV.B.5Additional Coverage
IV.B.6Online Access
1.
2.
3.
IV.C
4.
Authorized Dealers
5.
6.
7.1 and 7.2
1.
IV.D
2.
Device Demonstration
3. (including 3.1 through 3.4)
Requirements
4.
Page 6of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
1.1 through 1.9
2.
3.
4.
5.
6.
IV.E
Ordering and Invoicing
7.
Specifications
8.
9.
10.
11.1 through 11.5
12.
Substitutions
1.
2.
3.
4.
5.
6.
IV.F
Delivery Requirements
7.
8.
9.
10.
11.
12.
1.1 through 1.7
IV.G
2.
Device Installation
3.
Requirements
4.
Page 7of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
5.
6.
7.
1.
IV.H
2.
Inspection and
3.
Acceptance
4. (including 4.1 through 4.4)
1.1 through 1.3
Network and Data Security
2.
Sensitive Information
3.
IV.I
Data Breach
Security Requirements
4.1 through 4.4
Authentication and Access
5.1 through 5.6
Hard Drive Removal and
Surrender
1.
2.
3.
4.
IV.J
5.
Warranty
6.
Requirements
7.
8.1 through 8.3
9.
10.
11.1
11.2
IV.J.11
Lemon Clause
11.3
11.4
Page 8of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
11.5
11.6
IV.KContractor Notices
Page 9of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
Attachment F
TECHNICAL RESPONSE WORKSHEET
Offeror Name:
PART II
Instructions: Offeror must provide a detailed response to each of the questions(and their sub-questions) listed
below. Responses will notbe limited to a certain number of pages. Samples of reportsor other documents
requested need to be included in theProposal packetand must be cross-referenced so that the response and the
corresponding document can be easily located.
1)Dealer Engagement:
a)Describe your process for selecting Dealers to provide Products and Services under a resulting Master
Agreement.
b)Describe how your organization will on-board your Dealers.
c)How will you ensure that your Authorized Dealers will offer the correct contract pricing to Purchasing
Entities, and that the contract is being utilized correctly?
d)In the event a Dealer becomes non-compliant with the contract and refuses to provide Products or
Services to a customer, describe how your organization will handle this issue and the measures that will
ĬĻ ƦǒƷ źƓ ƦƌğĭĻ Ʒƚ ĻƓƭǒƩĻ źƷ ķƚĻƭƓƷ ŷğƦƦĻƓ ğŭğźƓ͵
e)What type of training do you provide to your Dealers, and how will you ensure that new staff is properly
trained in the nuisances of each Participating Addendum? Provide a sample training plan or information
sheet that you will give to your Dealers.
f)How does your organization plan to provide continuing education for your Dealers to ensure that they
are kept up-to date on Master Agreement and Participating Addenda modifications and/or
amendments?
g)Describe your process for updating your Dealer channel whenever your Price Lists are updated and
approved by the Lead State, or when there are Amendments to the Master Agreement.
2)Useful Life of a Device and Legacy Equipment:
a)Describe your process for determining Useful Life on a Device, with the understanding that it is not
always based onpassage of time alone.
i)Do you factor in down-time, parts replacement, and number of Service Calls etc.?
Page 10of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
b)Describe your ability to perform maintenance on Legacy Equipment.
i)Are you able to provide service on customer owned Equipment that was acquired from another
Manufacturer? If so, how?
ii)Are your Technicians cross-trained in multiple Manufacturer Devices?
3)Performance Standards:
a)5ĻƭĭƩźĬĻ ƷŷĻ ƒĻƷŷƚķƚƌƚŭǤ ǒƭĻķ Ʒƚ ķĻǝĻƌƚƦ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ƦĻƩŅƚƩƒğƓĭĻ ƭƷğƓķğƩķƭ ğƓķ ƷŷĻ
processes and tools used to monitor and measure performance against those standards.
b)Provide a sample reportwhichcontains the following data: Uptime percentage (%) per fleet of Devices,
number of Service Calls placed, Response Time per Device, dates that Preventative Maintenance was
performed, hours of end-user training performed, and estimated end of Useful Life per Device based on
current usage.
i)Can customers obtain this reporting information online? If so, how do they access it? Is a log-in
required?
ii)Can the information be exported?
iii)Can customers obtain their own Ad-hoc reports?
iv)What additional tools or features does your reporting system offer?
c)tƩƚǝźķĻ ğ ĭƚƦǤ ƚŅ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ƭƷğƓķğƩķ {\[A. This SLA must, at a minimum, adhere to the
requirements outlined in the Scope of Work.
d)5ĻƭĭƩźĬĻ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ğĬźƌźƷǤ Ʒƚ ƒĻĻƷ ƚƩ ĻǣĭĻed the Service Response Times as outlined in the
Scope of Work.
e)How does your organization measure Technician performance?
i)Are they evaluated based on the number of Service Calls completed, or the amount of time at a
Service Call?
f)Describe your end-user training process for Equipment. How do you allocate resources to conduct the
training?
i)How long are your training sessions?
g)Describe how your organization provides proactive Preventative Maintenance to address technical
issues before they become operational problems.
i)What typeof Preventative Maintenance is done at the time of a Service Call?
ii)How is a Purchasing Entity notified that Preventative Maintenance is needed?
h)Describe your process for communicating with customers regarding inoperable Equipment, including
updates for resolution timeframe, and any parts, Accessories, or Devices that are on back-order.
Page 11of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
4)Howdo you ensure that software patches and updates are communicated to the customer?
5)Customer Service:
a)Describe how your organization responds to customer complaints. Identify your escalation process and
the personnel that will handle these issues.
b)Describe how you assess customer satisfaction. Do you send out user surveys, call customers directly, or
schedule routine on-site visits?
c)What are your quality assurance measures and how are they handled in your organization?
6)Ordering Process:
a)Describe the ordering process, including steps to expedite Orders.
b)5ĻƭĭƩźĬĻ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ƦƩƚĭĻƭƭ ŅƚƩ ƩĻƭƚƌǝźƓŭ ķźƭƦǒƷĻķ źƓǝƚźĭĻƭͲ źƓĭƌǒķźƓŭ ĻƭĭğƌğƷźƚƓ ƦƩƚĭĻķǒƩĻƭ͵
c)5ĻƭĭƩźĬĻ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ƦƩƚĭĻƭƭ ŅƚƩ źƭƭǒźƓŭ ƩĻŅǒƓķƭ ƚƩ ĭƩĻķźƷƭ Ʒƚ ĭǒƭƷƚƒĻƩƭ ķǒĻ Ʒƚ źƓǝƚźĭźƓŭ ĻƩƩƚƩƭͲ
over-payments and Product returns.
d)Describe the steps your organization takes to mitigate supply-chain issues and how you ensure that
Products are available to Purchasing Entities with minimal delays.
7)Organizational Security:
a)tƩƚǝźķĻ ğ ĭƚƦǤ ƚŅ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ 5ğƷğ .ƩĻğĭŷ ƦƌğƓ͵
b)Describe, in detail, how it adheres to NIST standards. Your response must include your policies regarding
breach detection, notification, and response time.
c)Has there been a data breach that has affected a Purchasing Entity within the last three (3) years? If so,
how did you resolvethe issue?
8)Hard Drive Protocols:
a)Describe, in detail, the protocols that are followed for hard drive sanitation and removal.
b)How will your organization ensure that yourAuthorized Dealers conform to these requirements?
c)ŷğƷ źƭ ǤƚǒƩ ƦƩƚĭĻƭƭ ŅƚƩ ĻƓƭǒƩźƓŭ ƷŷğƷ ƚƷŷĻƩ ağƓǒŅğĭƷǒƩĻƩƭ ķƚƓƷ ƩĻƒƚǝĻ ŷğƩķ ķƩźǝĻƭ źƓ ǤƚǒƩ
Equipment?
9)Warranties:
Page 12of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
a)Describe any additional warranties you offer on your Products.
b)Have you ever encountered a situation in which a customer exercised the Lemon Clause? If so, please
describethe situationin detail, and include the type(s) of Devices this affected and your resolution in
ensuring customer satisfaction.
10)Recycling and Trade-In Programs:
a)Do you offer a pickup program for end-of-life Devices? If so, please provide detail regarding the
program and how customers can utilize it.
b)Do you offer a used-cartridge trade-in allowance? If so, how does your program work?
c)Describe your toner cartridge recycling program.
11)Supply Management
a)5ƚĻƭ ǤƚǒƩ ƷƚƓĻƩ ΛƚƩ ğƓǤ ƚƷŷĻƩ ƭǒƦƦƌźĻƭΜ ĭƚƓƷğźƓ ͻƭƒğƩƷ ĭŷźƦƭͲͼ ğƓǤ ĭƚƒƦǒƷĻƩ ĭƚķĻͲ ƚƩ ğƓǤ ƚƷŷĻƩ ķĻƭźŭƓ
element that would disable the equipment or impair it in any way (i.e. exceeding an authorized number
of copies, advancing the Device to a particular date or other numeral, etc.)?
b)Can your Supplies be remanufactured by third-parties? What is your position on remanufactured ink
cartridges?
12)Managed Print Services:
a)How long has your organization been providing Managed Print Service solutions? Include any specialized
training or experience that your organization or Key Personnel within your organization possess in your
response.
b)5ĻƭĭƩźĬĻ źƓ ķĻƷğźƌͲ ǞŷğƷ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ ŅƩĻĻ źƓźƷźğƌ ğƭƭĻƭƭƒĻƓƷ ĭƚƓƭźƭƷƭ ƚŅ͵ IƚǞ ķƚ Ǥƚǒ źķĻƓƷźŅǤ ǞŷğƷ
the needs of the customer are so that you can provide a preliminary estimated cost savings and make
recommendations on how to improve fleet efficiency?
c)Describe how you calculate realistic cost savings for implementation of MPS.
d)5ĻƭĭƩźĬĻ ǤƚǒƩ ƚƩŭğƓźǩğƷźƚƓƭ źƒƦƌementation strategy. The strategy should contain your approach to
training, communication plans, and how continuous improvement and program management are
collaboratively addressed.
e)Describe your training approach to ensure that customers are well versed in how to maximize your
Managed Print Services approach. Youshould include the types of training available (targeted, web-
based, on-site, one-on-one etc.) in yourresponse.
f)How does your organization remain competitive in the managed print industry to improve efficiencies?
How do those efficiencies transfer to your customers?
Page 13of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
______________________________________________________________________________________________________________
______
g)What is your experience with driving and communicating Change Management?
h)Describe your ability to provide and support asset lifecycle management.
i)Describe your ability to support cloud technology for print job management.
j)Describe your remote device monitoring services.
i)Do you obtain meter reads automatically?
ii)Do you have an automated toner replenishment program?
k)Describe how your proposed technology will guarantee security solutions such as: intrusion detection,
user authentication, protecting content integrity, and pull printing.
l)How do you handle network and data security issues? What measures do you take to protect sensitive
customer information?
m)Please describe how you will monitor and manage print devices to include:
i)Network access.
ii)Fleet configuration and utilization.
iii)Management of customer owned or legacy equipment, including parts, labor, supplies, and
moves.
iv)On-going assessments, which shall include, but not be limited to: continuous process
improvement, device utilization, fleet performance, cost saving opportunities, green spend,
consumables spend, break/fix, and service level standards.
13)Promotion of the NASPO ValuePoint Master Agreement
a)5ĻƭĭƩźĬĻ ǤƚǒƩ ĭƚƒƦğƓǤƭ ĻǣƦĻƩźĻƓĭĻ ǞƚƩƉźƓŭ ǞźƷŷ ĭƚƓƷƩğĭƷźƓŭ ĭƚƚƦĻƩğƷźǝĻƭ͵
b)Describe how you intend to market your Master Agreement.
c)Describe how you intend to encourage usage of your Master Agreement by Purchasing Entities.
d)Describe your approach to negotiation of Participating Addenda. Describe the extent to which you
provide Participating Entities flexibility in incorporating entity-specific language into their Participating
Addenda (e.g., do you require entities to provide statutory citations for their entity-specific language?
Are you able to devote resources to simultaneous negotiation of multiple Participating Addenda?)
Page 14of 14
Attachment F, TECHNICAL RESPONSE WORKSHEET
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentG
COST PROPOSALINFORMATION AND INSTRUCTIONS
Offeror must complete all required elements of this Cost Proposal. The format and structure of the Cost Proposal
is intended to allow for a fair evaluation of like costs among Offerors. Deviation from the format or structure of
this Cost Proposal may result in OfferoƩƭ ƦƩƚƦƚƭğƌ ĬĻźƓŭ ķĻĻƒĻķ ƓƚƓΏƩĻƭƦƚƓƭźǝĻ͵
Inclusion of cost or pricing information in any document other than this Cost Proposal(i.e. Attachments G-1
ƷŷƩƚǒŭŷ DΏАΜƒğǤ ƩĻƭǒƌƷ źƓ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ĬĻźƓŭ ķĻĻƒĻķ ƓƚƓΏƩĻƭƦƚƓƭźǝĻ͵
The Group A through Group F Price Lists, as well as the MPS Price List,were created for evaluation purposes only
ğƓķ ķƚ ƓƚƷ ƩĻƦƩĻƭĻƓƷ ƷŷĻ Ņǒƌƌ ĬƩĻğķƷŷ ƚŅ hŅŅĻƩƚƩƭ tƩƚķǒĭƷ line. Offeror should not submit additional product and
price sheets with their Proposal, unless otherwise noted (refer to Section I below). Upon award of a Master
Agreement, Offeror will be asked to submit their full Product offering (i.e. Group Price Lists, MPS Price List,
Software Price List, Supply Price List etc.) to the Lead State. The format of those Price Lists will be discussed during
Master Agreement negotiations.
hŅŅĻƩƚƩ źƭ ǞŷƚƌƌǤ ƩĻƭƦƚƓƭźĬƌĻ ŅƚƩ ĻƓƭǒƩźƓŭ ŅźŭǒƩĻƭ ğƓķ ĭğƌĭǒƌğƷźƚƓƭ ƭǒĬƒźƷƷĻķ źƓ hŅŅĻƩƚƩƭ ĭƚƒƦƌĻƷĻķ /ƚƭƷ tƩƚƦƚƭğƌ
are accurate, even if formulas have been provided by the Lead State as a courtesy.
5ĻƷğźƌĻķ źƓƭƷƩǒĭƷźƚƓƭ ƚƓ ŷƚǞ Ʒƚ Ņźƌƌ ƚǒƷ ƷŷĻ tƩźĭĻ \[źƭƷƭ ğƩĻ ƌƚĭğƷĻķ ƚƓ ƷŷĻ ͻLƓƭƷƩǒĭƷźƚƓƭͼ ƷğĬ ƚŅ Ļğĭŷ tƩźĭĻ ŅźƌĻ͵
Offeror must refer to Attachment B, Scope of Work, Section I.H, Pricing, for additional information not contained
ƚƓ ƷŷĻ ͻLƓƭƷƩǒĭƷźƚƓƭͼ ƷğĬ ƚŅ ƷŷĻ tƩźĭĻ \[źƭƷƭͲ ƚƩ źƓ Ʒŷźƭ Attachment G, prior to calculating their Proposal costs.
I.Pricing Requirements.
A.All pricing must include a 0.25% NASPO ValuePoint Admin Fee charge. Do NOT increase your pricing
by more than this amount. You will have the ability(after Award)to increase pricing to account for
Ļğĭŷ {ƷğƷĻƭ !ķƒźƓźƭƷƩğƷźǝĻ CĻĻ͵ ŷźƭ źƓĭƩĻğƭĻ Ǟźƌƌ ƓƚƷ ĬĻ ǒƓźǝĻƩƭğƌͲ ĬǒƷ ƩğƷŷĻƩͲ Ǟźƌƌ ĬĻ ƓĻŭƚƷźğƷĻķ ǞźƷŷ
each Participating State.
B.With the exception of Group C, pricing must include all shipping, delivery, and standard installation
costs associated with the Products.
C.ŷĻ ƦƩƚƦƚƭĻķ ķźƭĭƚǒƓƷ ƦĻƩĭĻƓƷğŭĻƭ ŅƚƩ ƷŷĻ tƩƚķǒĭƷƭƌźƭƷĻķ ƚƓ ƷŷĻ ͷ5źƭĭƚǒƓƷ ŅƩƚƒ a{wt ƷğĬ źƓ ƷŷĻ
DƩƚǒƦ tƩźĭĻ \[źƭƷƭͲ Ǟźƌƌ ğƦƦƌǤ Ʒƚ ƷŷĻ hŅŅĻƩƚƩƭŅǒƌƌ ĭğƷğƌƚŭ ƚŅ ğƦƦƩƚǝĻķ tƩƚķǒĭƷƭ͵
D.The proposed lease and rental rates must not include property tax; however, Offeror may fill out the
% Increase for Property Tax ĭŷğƩƷ ƚƓ ƷŷĻ ͻ\[ĻğƭĻ ğƓķ wĻƓƷğƌ wğƷĻƭͼ ƷğĬ Ʒƚ źƓķźĭğƷĻ ƷŷĻ ƦĻƩĭĻƓƷ źƓĭƩĻğƭĻ
to the Lease and Rental Rates if you plan to incorporate property tax into the monthly payment;
otherwise, Offeror may choose to absorbthe property tax or bill it to the Purchasing Entity when it
comes due.
II.Submission Requirements.
A.!ƌƌ ƒƚķĻƌƭ ĬĻźƓŭ ƦƩƚƦƚƭĻķ a
{ ĬĻ ƌźƭƷĻķ ƚƓ .ǒǤĻƩƭ \[ğĬ ğƷ ƷŷĻ ƷźƒĻ ƚŅ tƩƚƦƚƭğƌ ƭǒĬƒźƭƭźƚƓ͵
Page 1 of 2
Attachment G, COST PROPOSAL INFORMATION AND INSTRUCTIONS
Request for Proposals for
Multi-Function Devices and Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
B.Offeror must submit Product and pricing information as detailed in the Group Price Lists (Attachments
G-1 through G-6) for each of the Groups being proposed. Offeror will not be eligible to receive an
Award for any Group it does not submit Product and pricing information for, nor will the Offeror be
able to add additional Groups to their Master Agreement at any time throughout the life of the
Contract.
C.ONLY Group A models are required to be OEM. Group B through Group F models may be Non-OEM.
D.MSRP must be submitted with OfferoƩƭ tƩƚƦƚƭğƌ͵ a{wt Ǟźƌƌ ĬĻ ǝĻƩźŅźĻķ ǞźƷŷ .ǒǤĻƩƭ \[ğĬ͵ LŅ ƷŷĻ a{wt
źƭ ƓƚƷ ƦǒĬƌźƭŷĻķ ƚƓ .ǒǤĻƩƭ \[ğĬͲ ƷŷĻƓ ƷŷĻ hŅŅĻƩƚƩ ƒǒƭƷƭǒĬƒźƷ źƷƭ \[źƭƷ tƩźĭĻ͵ ŷĻ \[źƭƷ tƩźĭĻ ƒǒƭƷ ĬĻ
ǝĻƩźŅźğĬƌĻ ğƓķ ƦǒĬƌźƭŷĻķ ƚƓ ƷŷĻ ağƓǒŅğĭƷǒƩĻƩƭ ǞĻĬƭite at the time of Proposal submission.A URL link
is not acceptable; Offeror must provide a printout of its List Pricewhich details the price of the
applicable Device.
E.If responding to Group A, Group B and/or Group C, Offeror must provide a leasing option. Lease options
for Group D, Group E, and Group F are encouraged, but not required.
F.Offeror must submit 36, 48, and 60 month lease rates for FMV and $1 Buyout Leases for Groups A, B,
and C. 12, 18, and 24 month terms are optional. In addition, 72, 84, 96, 108 and 120-month lease and
rental rates for Group C are also optional.
G.Offeror must complete each Group Price List that they are submitting a response for, per the following
guidelines :
1)Offeror must submit pricing for all Newly Manufactured Equipment that they offer in each
Segment.The same model may notbe proposed in different Segments of either the sameGroup
or different Groups.
For example:You are not permitted to propose the same model in Group A and again in
Group C.
Failure to adhere to this requirement may result in all Groups with a duplicate model
being removed from Award consideration.
In addition, the same model may not be listed under B&W and then again under
Color/B&W in the same Segment.
Further, the same model may not be listed in different Segments within the same
Group. If a model crosses speed Segments, then Offeror must select only ONE
Segment to list that model in.
2)Any Newly Manufactured Devices not listed in the applicable Group Price List will not be allowed
to be sold under the Master Agreement at any time throughout the term of the Contract.
H.Proposed Devices mustmeet the requirements of Section II.A.1, II.A.2 and II.A.3 in Attachment B,
Scope of Work.
I.Offerors are not permitted to submit Proposals for Remanufactured or Refurbished Equipment.
J.Offeror must submit MPS pricing information as detailed in Attachment G-7. Offeror will not be eligible
to receive an Award for MPS if they do not submit pricing for it, nor will the Offeror be able to add MPS
to their Master Agreement at any time throughout the life of the Contract.
Page 2 of 2
Attachment G, COST PROPOSAL INFORMATION AND INSTRUCTIONS
----------------------
----------------------
B&W
(61 - 70)
Segment 6
$$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$
----------------------
----------------------
(51 - 60)
Segment 5
$$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
-
---------------------
----------------------
(51 - 60)
Segment 5
$$$
$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
-----------------------
B&W
(51 - 60)
Segment 5
$ $$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$ $$$$$$$$
------------------
-----------
---------------
B&W
(51 - 60)
Segment 5
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$
$$$$
---------------------
-----------------------
(41 - 50)
Segment 4
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
-----------------------
(41 - 50)
Segment 4
$$$$$$$$$$$$$$$$$$$$$
$$$ $$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
-----------------------
B&W
(41 - 50)
Group A
Segment 4
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$ $$$
---------------------
-----------------------
MSRP/List Price
B&W
(41 - 50)
Segment 4
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
---
------------------
-----------------------
Newly Manufactured Equipment
Multi-function Devices (MFD), A3
(31 - 40)
Segment 3
$$$$$$$$$$$$
$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
Includes B&W and Color/B&W Segments
---------------------
-----------------------
Group A
(31 - 40)
Segment 3
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
--------------------
---
B&W
(31 - 40)
Segment 3
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
MSRP/List Pricing Worksheet
---------------------
-----------------------
B&W
(31 - 40)
Segment 3
$$$$$$$$$$$$$$$$$ $$$$
$$$$$$$$$$$$$$$$$$$$$$$
---------------------
-----------------------
(20 - 30)
Segment 2
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
-----------------------
(20 - 30)
Segment 2
$
$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
---------------------
-----------------------
B&W
(20 - 30)
Segment 2
$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$
---------
------------
----------------------
B&W
(20 - 30)
Segment 2
$ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $
$$ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $
Make
Model
Accessories
Pricing Item
Facsimile Options
Accessibility Options (i.e. ADA compliant)
Additional Option (please describe here)Additional Option (please describe here)
Vendor Name:Additional Option (please describe here)Additional Option (please describe here)Additional Option (please describe here)Additional Option (please describe here)Additional
Option (please describe here)Additional Option (please describe here)Facsimile KitDual Line OptionAdditional Fax Memory Additional Option (please describe here)Additional Option (please
describe here)Connectivity / Security (Do NOT include Software options)Network Connectivity KitHard Drive Security KitNetwork Security KitNew Power Protection Unit (required)Additional
Option (please describe here)Additional Option (please describe here)Additional Option (please describe here)(Description, including product/model number)(Description, including product/model
number)
Base Unit -ADFRADFScan StationPlaten CoverBase CabinetAdditional Paper DrawerPaper-Feed UnitBypass Paper SupplyLarge Capacity TrayOutput Tray3 - Hole PunchSaddle Stitch Finishing Additional
Option (please describe here)Additional Option (please describe here)Additional Option (please describe here)Additional Option (please describe here)Additional Option (please describe
here)Additional Option (please describe here)(Description, including product/model number)(Description, including product/model number)(Description, including product/model number)
Group A
MSRP/List Pricing Worksheet
--------------------------------------------
71+
Segment 7
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
------------
--------------------------------
71+
Segment 7
$$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
--------------------------------------------
71+
B&W
Segment 7
$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$
-------------------------------------------
-
71+
B&W
Segment 7
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
--------------------------------------------
(61 - 70)
Segment 6
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
Color/B&W
--------------------------------------------
(61 - 70)
Segment 6
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$
Color/B&W
--------------------------------------------
B&W
(61 - 70)
Segment 6
$$
$ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $
t
BE ALTERED.
OK MUST NOT
Segment.
insert the List Price. This List Price must be verifiable on the Manufacturer's website.
then
onnectivity, Security, Accessibility options etc.
evices only, with no Color option.
classifications listed.
sts associated with the Products. Therefore, the
uipment up-front.
r's Lab,
the appropriate cells.
you do not offer.
ssory.
structures. Fill out all cells and write "N/A" for anything you don't offer. es.
Segment later on, then you MUST still propose a discount for each Product in that Segment.
hat 5 of the pre-listed Accessories are "N/A", then you must list 5 other Accessories. The Accessories you choose (no
ted options come standard, then write "standard" in the appropriate cell. If a pre-listed option is not included, then w
. If you don't charge per hour, indicate how you DO charge at the bottom of the worksheet.
reak out the drop-ship charges, then write "Included" in this cell. (SEE NOTE BELOW)
f MSRP is listed with Buyer's Lab, then do NOT use your
for each Base Unit within the same
tab (as again, this constitutes your full Product line for Group B). Insert additional columns if necessary.
ATTACHMENT G-2 - GROUP B PRICE LIST
Manufacturer's website or List Price Sheet. If you fail to list all Newly Manufactured Devices,
MSRP List Price'
and
Do NOT provide a separate discount
or
. If it is installed by a technician or you don't want to b
ation of these charges. Do NOT alter the MSRP or List Price.
the Device not being allowed under a resulting Master Agreement.
NOTE: WITH THE EXCEPTION OF INSERTING ADDITIONAL COLUMNS AND ROWS TO ACCOUNT FOR PRODUCT OFFERINGS, THE FORMAT OF THIS WORKBO
MSRP/List Price and Device offerings will be compared against Buyer's Lab
Per Attachment G, Cost Proposal Information and Instructions, pricing must include all shipping, delivery, and installation co
Do not change the name of the Product or add rows for additional Products. You must conform your Product line to fit within theIf you do not offer Third-Party Accessories, OEM Software,
Third-Party Software, or Compatible Supplies, write "N/A" in each ofThe Devices that you list on this tab MUST be the same Devices that you list on the 'You must provide a Zero Base
Charge option. Fill out rows 12 - 17 for each model you have listed. Write "N/A" for anything thatYou must provide a Flat Rate Fee option. Per the Scope of Work, this option must be
available for all customers who purchase EqYou are not required to provide a Monthly Base Charge option, but if you offer this, you may include up to 3 different pricing Indicate additional
Service Coverage on a price per hour basis for each Service Zone. Refer to the RFP for Service Zone distancIndicate the cost for Service Calls that are not covered under the Maintenance
Agreement. If you charge an additional fee for maintenance or installation of an accessory, list the accessory as well as the fee per hourList any additional End-User training you provide
above and beyond the required one hour.List your pricing for Equipment Moves in Zone 2 and Zone 3.List your pricing for hard drive removal.List any additional Services you offer and
indicate how they are priced (i.e. per hour, per month etc.)
List your Vendor Name in cell B1 (this name will automatically populate to all other tabs).List every Newly Manufactured Device you offer in each Segment. Insert additional columns as
necessary.Insert the MSRP in the Base Unit column. This MSRP MUST match what is listed on Buyer's Lab. If the MSRP is not listed on BuyeInsert the shipping charges (ONLY IF) the equipment
is drop-shippedIf you do not offer any models in a Segment, then write "N/A" under that Segment in both the Make and Model cells.If you list a Device under a B&W Segment, do NOT list
it again under the Color/B&W Segment. A B&W Segment is strictly for B&W DIf a pre-listed Accessory comes standard with the Base Unit, please write "standard" in the appropriate cell.
If a pre-listed Accessory does not come with the Device, write "N/A" in the appropriate cell. Do NOT delete the pre-listed AcceList a maximum of top 20 Accessories (which must include
the pre-listed options if applicable). For example: If you indicate tincluding the pre-listed ones), must be the most common Accessories sold with the Device.List a maximum of top
5 Connectivity/Security options (which must include the pre-listed options if applicable). If the pre-lis"N/A" in the appropriate cell. Do NOT delete pre-listed Connectivity/Security
options. Do NOT include Software options.List a maximum of top 5 Accessibility options.As noted in the RFP, this Workbook is for Evaluation purposes only. Do NOT submit attachments
with your additional Accessory, C Provide the % discount off of MSRP or List Price for each Product in each Segment.
Note:
Note:
2.If you do not currently offer any Devices in a particular Segment, but you want to have the ability to offer Devices in that 3.4.1.2.3.4.5.6.7.8.9.
1.
1.2.3.4.5.6.7.8.9.
10.11.
10.11.
Lease and Rental Rates
then you will not be permitted to add them to the resulting Master Agreement at any time throughout the term of the Contract. IList Price. Failure to use Buyer's Lab pricing could result
in discount percentage should be calculated based on the incorpor
MSRP List PriceDiscount from MSRPService - Supplies Pricing
INSTRUCTIONS FOR EACH TAB
n
terms are optional.
rovide the required information.
se and rental type, and in Question #2, describe your methodology (i.e. calculation) for determining your 48 mo
If you don't submit rates with your proposal, you will not be able to provide these options later on.
be the most recent calendar quarter end date). In addition, you must indicate your fixed margin
by so that property tax is included in the monthly lease or rental payment amount.
Responses of "Rates are fixed throughout the term of the contract" or something to that effect, is not acceptable. You must p
Per the requirements in the RFP, you must provide rates for: 36, 48, and 60 month FMV and Capital Leases. 12, 18, and 24 month Straight Lease, Short-Term Rental, and Cancellable Rental
Rates are optional. Write "N/A" for any options you will not provide.You must list the Daily Treasury Yield Curve Rate (or similar index) that you used, and the date that rate was published
(must for each lease and rental type you are proposing, and in Question #1, explain how you determined your fixed margin for each leabase rate.If you do NOT plan on billing property
tax separately, then indicate what percent you will increase your lease and rental rates
Note:
4.
1.2.3.
BE ALTERED.
OK MUST NOT
Segment.
Products. Therefore, the
insert the List Price. This List Price must be verifiable on the Manufacturer's website.
then
onnectivity, Security, Accessibility options etc.
evices only, with no Color option.
l Newly Manufactured Devices, then you will not
classifications listed. 96, 108 and 120 month terms are optional.
r's Lab,
se and rental type, and in Question #2, describe your methodology (i.e. calculation) for determining your 48 month
uipment up-front.
you do not offer. In addition, if you will be billing 11 x 17" impressions as 2 clicks, you must indicate
the appropriate cells.
sts associated with the
ssory. If you don't submit rates with your proposal, you will not be able to provide these options later on.
structures. Fill out all cells and write "N/A" for anything you don't offer.
es.
hat 5 of the pre-listed Accessories are "N/A", then you must list 5 other Accessories. The Accessories you choose (notbe the most recent calendar quarter end date). In addition, you
must indicate your fixed margin
ted options come standard, then write "standard" in the appropriate cell. If a pre-listed option is not included, then write
Segment later on, then you MUST still propose a discount for each Product in that Segment.
per sizes.
. If you don't charge per hour, indicate how you DO charge at the bottom of the worksheet.
ith Buyer's Lab, then do NOT use your List Price. Failure to
tab (as again, this constitutes your full Product line for Group C). Insert additional columns if necessary.
WS TO ACCOUNT FOR PRODUCT OFFERINGS, THE FORMAT OF THIS WORKBO
ATTACHMENT G-3 - GROUP C PRICE LIST
Manufacturer's website. If you fail to list al
MSRP List Price'
Do NOT provide a separate discount for each Base Unit within the same
and
or
at is listed on Buyer's Lab. If the MSRP is not listed on Buye
time throughout the term of the Contract. If MSRP is listed w
not being allowed under a resulting Master Agreement.
will be compared against Buyer's Lab
NOTE: WITH THE EXCEPTION OF INSERTING ADDITIONAL COLUMNS AND RO
List your Vendor Name in cell B1 (this name will automatically populate to all other tabs).List every Newly Manufactured Device you offer in each Segment. Insert additional columns as
necessary.Insert the MSRP in the Base Unit column. This MSRP MUST match whIf you do not offer any models in a Segment, then write "N/A" under that Segment in both the Make and Model
cells.If you list a Device under a B&W Segment, do NOT list it again under the Color/B&W Segment. A B&W Segment is strictly for B&W DIf a pre-listed Accessory comes standard with the
Base Unit, please write "standard" in the appropriate cell. If a pre-listed Accessory does not come with the Device, write "N/A" in the appropriate cell. Do NOT delete the pre-listed
AcceList a maximum of top 20 Accessories (which must include the pre-listed options if applicable). For example: If you indicate tincluding the pre-listed ones), must be the most common
Accessories sold with the Device.List a maximum of top 5 Connectivity/Security options (which must include the pre-listed options if applicable). If the pre-lis"N/A" in the appropriate
cell. Do NOT delete pre-listed Connectivity/Security options.List a maximum of top 5 Accessibility options.As noted in the RFP, this Workbook is for Evaluation purposes only. Do NOT
submit attachments with your additional Accessory, C Provide the % discount of of MSRP or List Price for each Product in each Segment.
Do not change the name of the Product or add rows for additional Product. You must conform your Product line to fit within the If you do not offer Third-Party Accessories, OEM Software,
Third-Party Software, or Compatible Supplies, write "N/A" in each ofThe Devices that you list on this tab MUST be the same Devices that you list on the 'You must provide a Zero Base
Charge option. Fill out rows 12 - 20 for each model you have listed. Write "N/A" for anything thatthe cost per click rate ONLY (i.e. does not include supplies, parts or labor). You
may also choose to offer one rate for ALL paYou must provide a Flat Rate Fee option. Per the Scope of Work, this option must be available for all customers who purchase EqYou are not
required to provide a Monthly Base Charge option, but if you offer this, you may include up to 3 different pricing Indicate additional Service Coverage on a price per hour basis for
each Service Zone. Refer to the RFP for Service Zone distancIndicate the cost for Service Calls that are not covered under the Maintenance Agreement. If you charge an additional fee
for maintenance or installation of an accessory, list the accessory as well as the fee per hourList any additional End-User training you provide above and beyond the required one hour.List
your pricing for Equipment Moves in Zone 2 and Zone 3.List your pricing for hard drive removal.List any additional Services you offer and indicate how they are priced (i.e. per hour,
per month etc.)Per the requirements in the RFP, you must provide rates for: 36, 48, and 60 month FMV and $1 Buyout Leases. 12, 18, 24, 72, 84,Straight Lease, Short-Term Rental, and
Cancellable Rental Rates are optional. Write "N/A" for any options you will not provide.You must list the Daily Treasury Yield Curve Rate (or similar index) that you used, and the date
that rate was published (must for each lease and rental type you are proposing, and in Question #1, explain how you determined your fixed margin for each lea
MSRP/List Price and Device offerings
Per Attachment G, Cost Proposal Information and Instructions, pricing must include all shipping, delivery, and installation co
1.2.3.4.5.6.7.8.9.1.
2.If you do not currently offer any Devices in a particular Segment, but you want to have the ability to offer Devices in that 3.4.1.2.3.4.5.6.7.8.9.1.2.3.
Note:
10.Note:
10.11.
INSTRUCTIONS FOR EACH TAB MSRP List Price Discount from MSRPService - Supplies PricingLease and Rental Rates
be permitted to add them to the resulting Master Agreement at any use Buyer's Lab pricing could result in the Device discount percentage should be calculated based on the incorporation
of these charges. Do NOT alter the MSRP or List Price.
rovide the required information.
by so that property tax is included in the monthly lease or rental payment amount.
ct" or something to that effect, is not acceptable. You must p
base rate.If you do NOT plan on billing property tax separately, then indicate what percent you will increase your lease and rental rates
Responses of "Rates are fixed throughout the term of the contra
4.
Note:
BE ALTERED.
OK MUST NOT
Segment.
Products. Therefore, the
insert the List Price. This List Price must be verifiable on the Manufacturer's website.
then
onnectivity, Security, Accessibility options etc.
evices only, with no Color option.
classifications listed.
se and rental type, and in Question #2, describe your methodology (i.e. calculation) for determining your 48 month
uipment up-front.
r's Lab,
the appropriate cells. you do not offer.
sts associated with the
ssory.
es.
structures. Fill out all cells and write "N/A" for anything you don't offer.
these options later on.
be the most recent calendar quarter end date). In addition, you must indicate your fixed margin by so that property tax is included in the monthly lease or rental payment amount.
hat 5 of the pre-listed Accessories are "N/A", then you must list 5 other Accessories. The Accessories you choose (not
Segment later on, then you MUST still propose a discount for each Product in that Segment.
ted options come standard, then write "standard" in the appropriate cell. If a pre-listed option is not included, then write
. If you don't charge per hour, indicate how you DO charge at the bottom of the worksheet.
reak-out the drop-ship charges, then write "Included" in this cell. (SEE NOTE BELOW)
tab (as again, this constitutes your full Product line for Group D). Insert additional columns if necessary.
OWS TO ACCOUNT FOR PRODUCT OFFERINGS, THE FORMAT OF THIS WORKBO
ATTACHMENT G-4 - GROUP D PRICE LIST
Manufacturer's website or List Price Sheet. If you fail to list all Newly Manufactured Devices,
MSRP List Price'
Do NOT provide a separate discount for each Base Unit within the same
and
or
ation of these charges. Do NOT alter the MSRP or List Price.
e Device not being allowed under a resulting Master Agreement.
will be compared against Buyer's Lab
NOTE: WITH THE EXCEPTION OF INSERTING ADDITIONAL COLUMNS AND R
Do not change the name of the Product or add rows for additional Products. You must conform your Product line to fit within theIf you do not offer Third-Party Accessories, OEM Software,
Third-Party Software, or Compatible Supplies, write "N/A" in each ofThe Devices that you list on this tab MUST be the same Devices that you list on the 'You must provide a Zero Base
Charge option. Fill out rows 12 - 17 for each model you have listed. Write "N/A" for anything thatYou must provide a Flat Rate Fee option. Per the Scope of Work, this option must be
available for all customers who purchase EqYou are not required to provide a Monthly Base Charge option, but if you offer this, you may include up to 3 different pricing Indicate additional
Service Coverage on a price per hour basis for each Service Zone. Refer to the RFP for Service Zone distancIndicate the cost for Service Calls that are not covered under the Maintenance
Agreement. If you charge an additional fee for maintenance or installation of an accessory, list the accessory as well as the fee per hourList any additional End-User training you provide
above and beyond the required one hour.List your pricing for Equipment Moves in Zone 2 and Zone 3.List your pricing for hard drive removal.List any additional Services you offer and
indicate how they are priced (i.e. per hour, per month etc.)You are not required to provide lease or rental rates for Group D Equipment. Write "N/A" for any options you will not provide.
If you don't submit rates with your proposal, you will not be able to provideIf you do submit lease and/or rental rates, refer to the instructions in #4 below.You must list the Daily
Treasury Yield Curve Rate (or similar index) that you used, and the date that rate was published (must for each lease and rental type you are proposing, and in Question #1, explain
how you determined your fixed margin for each leabase rate (if you are offering a 48 month rate).If you do NOT plan on billing property tax separately, then indicate what percent you
will increase your lease and rental rates
List your Vendor Name in cell B1 (this name will automatically populate to all other tabs).List every Newly Manufactured Device you offer in each Segment. Insert additional columns as
necessary.Insert the MSRP in the Base Unit column. This MSRP MUST match what is listed on Buyer's Lab. If the MSRP is not listed on BuyeInsert the shipping charges (ONLY IF) the equipment
is drop-shipped. If it is installed by a technician or you don't want to bIf you do not offer any models in a Segment, then write "N/A" under that Segment in both the Make and Model
cells.If you list a Device under a B&W Segment, do NOT list it again under the Color/B&W Segment. A B&W Segment is strictly for B&W DIf a pre-listed Accessory comes standard with the
Base Unit, please write "standard" in the appropriate cell. If a pre-listed Accessory does not come with the Device, write "N/A" in the appropriate cell. Do NOT delete the pre-listed
AcceList a maximum of top 20 Accessories (which must include the pre-listed options if applicable). For example: If you indicate tincluding the pre-listed ones), must be the most common
Accessories sold with the Device.List a maximum of top 5 Connectivity/Security options (which must include the pre-listed options if applicable). If the pre-lis"N/A" in the appropriate
cell. Do NOT delete pre-listed Connectivity/Security options. Do NOT include Software optionsList a maximum of top 5 Accessibility options.As noted in the RFP, this Workbook is for
Evaluation purposes only. Do NOT submit attachments with your additional Accessory, C Provide the % discount off of MSRP or List Price for each Product in each Segment.
Per Attachment G, Cost Proposal Information and Instructions, pricing must include all shipping, delivery, and installation co
MSRP/List Price and Device offerings
2.If you do not currently offer any Devices in a particular Segment, but you want to have the ability to offer Devices in that 3.4.1.2.3.4.5.6.7.8.9.1.2.3.4.5.
1.2.3.4.5.6.7.8.9.1.
10.11.
Note:
10.11.
Note:
Service - Supplies PricingLease and Rental Rates
then you will not be permitted to add them to the resulting Master Agreement at any time throughout the term of the Contract. If MSRP is listed with Buyer's Lab, then do NOT use your
List Price. Failure to use Buyer's Lab pricing could result in th discount percentage should be calculated based on the incorpor
INSTRUCTIONS FOR EACH TAB
MSRP List Price Discount from MSRP
rovide the required information.
Responses of "Rates are fixed throughout the term of the contract" or something to that effect, is not acceptable. You must p
Note:
BE ALTERED.
OK MUST NOT
Segment.
insert the List Price. This List Price must be verifiable on the Manufacturer's website.
then
onnectivity, Security options etc.
vices only, with no Color option. In addition, do not list a model under the Office Segement (24" - 44") and
classifications listed.
se and rental type, and in Question #2, describe your methodology (i.e. calculation) for determining your 48 month
the appropriate cells.
anything that you do not offer. Per the RFP, a Flat Rate Fee option must
sts associated with the Products. Therefore, the
ssory.
es.
be the most recent calendar quarter end date). In addition, you must indicate your fixed margin
by so that property tax is included in the monthly lease or rental payment amount.
these options later on.
Segment later on, then you MUST still propose a discount for each Product in that Segment.
hat 5 of the pre-listed Accessories are "N/A", then you must list 5 other Accessories. The Accessories you choose (not
ted options come standard, then write "standard" in the appropriate cell. If a pre-listed option is not included, then write
. If you don't charge per hour, indicate how you DO charge at the bottom of the worksheet.
ed with Buyer's Lab, then do NOT use your List Price.
tab (as again, this constitutes your full Product line for Group E). Insert additional columns if necessary.
ATTACHMENT G-5 - GROUP E PRICE LIST
Manufacturer's website. If you fail to list all Newly Manufactured Devices, then you will
MSRP List Price'
Do NOT provide a separate discount for each Base Unit within the same
and
or
ly. Do NOT submit attachments with your additional Accessory, C
ent, but you want to have the ability to offer Devices in that
against Buyer's Lab
NOTE: WITH THE EXCEPTION OF INSERTING ADDITIONAL COLUMNS AND ROWS TO ACCOUNT FOR PRODUCT OFFERINGS, THE FORMAT OF THIS WORKBO
List your Vendor Name in cell B1 (this name will automatically populate to all other tabs).List every Newly Manufactured Device you offer in each Segment. Indicate the width of the Device
for that Segment. - The Width must be between 24" and 44" OR 46" and higher. Insert the MSRP in the Base Unit column. This MSRP MUST match what is listed on Buyer's Lab. If
the MSRP is not listed on Buyer's Lab, If you do not offer any models in a Segment, then write "N/A" under that Segment in both the Make and Model cells.If you list a model under a
B&W Segment, do NOT list it again under the Color/B&W Segment. A B&W Segment is strictly for B&W Dethen list the same model again under the Production Segment (46"+).If a pre-listed
Accessory comes standard with the Base Unit, please write "standard" in the appropriate cell. If a pre-listed Accessory does not come with the Device, write "N/A" in the appropriate
cell. Do NOT delete the pre-listed AcceList a maximum of top 20 Accessories (which must include the pre-listed options if applicable). For example: If you indicate tincluding the pre-listed
ones), must be the most common Accessories sold with the Device.List a maximum of top 5 Connectivity/Security options (which must include the pre-listed options if applicable). If the
pre-lis"N/A" in the appropriate cell. Do NOT delete pre-listed Connectivity/Security options.As noted in the RFP, this Workbook is for Evaluation purposes on Provide the % discount
off of MSRP or List Price for each Product in each Segment.
Do not change the name of the Product or add rows for additional Products. You must conform your Product line to fit within theIf you do not offer Third-Party Accessories, OEM Software,
Third-Party Software, or Compatible Supplies, write "N/A" in each ofThe Devices that you list on this tab MUST be the same Devices that you list on the 'You must provide a Zero Base
Charge/Flat Rate Fee option. Fill out rows 12 - 14 for each model you have listed. Write "N/A" forbe available for all customers who purchase Equipment up-front.You are not required
to provide a Monthly Base Charge option, but if you offer this, you may include up to 3 different pricing structures. Fill out all cells and write "N/A" for anything you don't offer.
Indicate additional Service Coverage on a price per hour basis for each Service Zone. Refer to the RFP for Service Zone distancIndicate the cost for Service Calls that are not covered
under the Maintenance Agreement. If you charge an additional fee for maintenance or installation of an accessory, list the accessory as well as the fee per hourList any additional End-User
training you provide above and beyond the required one hour.List your pricing for Equipment Moves in Zone 2 and Zone 3.List your pricing for hard drive removal.List any additional Services
you offer and indicate how they are priced (i.e. per hour, per month etc.)You are not required to provide lease or rental rates for Group E Equipment. Write "N/A" for any options you
will not provide. If you don't submit rates with your proposal, you will not be able to provideIf you do submit lease and/or rental rates, refer to the instructions in #4 below.You
must list the Daily Treasury Yield Curve Rate (or similar index) that you used, and the date that rate was published (must for each lease and rental type you are proposing, and in Question
#1, explain how you determined your fixed margin for each leabase rate (if you are offering a 48 month rate).If you do NOT plan on billing property tax separately, then indicate what
percent you will increase your lease and rental rates
MSRP/List Price and Device offerings will be compared
Per Attachment G, Cost Proposal Information and Instructions, pricing must include all shipping, delivery, and installation co
1.2.3.4.5.6.7.8.9.1.
2.If you do not currently offer any Devices in a particular Segm3.4.1.2.3.4.5.6.7.8.9.1.2.3.4.5.
Note:
Note:
10.
INSTRUCTIONS FOR EACH TAB
MSRP List Price
not be permitted to add them to the resulting Master Agreement at any time throughout the term of the Contract. If MSRP is listFailure to use Buyer's Lab pricing could result in the
Device not being allowed under a resulting Master Agreement. discount percentage should be calculated based on the incorporation of these charges. Do NOT alter the MSRP or List
Price.Discount from MSRPService - Supplies PricingLease and Rental Rates
rovide the required information.
Responses of "Rates are fixed throughout the term of the contract" or something to that effect, is not acceptable. You must p
Note:
BE ALTERED.
OK MUST NOT
Segment.
insert the List Price. This List Price must be verifiable on the Manufacturer's website.
then
onnectivity, Security, Accessibility options etc.
evices only, with no Color option.
classifications listed.
r's Lab, se and rental type, and in Question #2, describe your methodology (i.e. calculation) for determining your 48 month
essary.
the appropriate cells.
ssory.lls allowed during the plan, the number of preventative maintenance checks allowed for that plan, and
"no" if the plan includes consumables. Indicate the price of the plan for each Device you have listed. If the
sts associated with the Products. Therefore, the
es.
be the most recent calendar quarter end date). In addition, you must indicate your fixed margin
these options later on.
Segment later on, then you MUST still propose a discount for each Product in that Segment.
hat 5 of the pre-listed Accessories are "N/A", then you must list 5 other Accessories. The Accessories you choose (not
ted options come standard, then write "standard" in the appropriate cell. If a pre-listed option is not included, then write
. If you don't charge per hour, indicate how you DO charge at the bottom of the worksheet.
ith Buyer's Lab, then do NOT use your List Price. Failure to
tab (as again, this constitutes your full Product line for Group F). Insert additional columns if necessary.
ATTACHMENT G-6 - GROUP F PRICE LIST
Manufacturer's website. If you fail to list all Newly Manufactured Devices, then you will not
MSRP List Price'
Do NOT provide a separate discount for each Base Unit within the same
or and
what is listed on Buyer's Lab. If the MSRP is not listed on Buyelisted options if applicable). For example: If you indicate t
where indicated. Write "N/A" for any option you do not offer.
how they are priced (i.e. per hour, per month etc.)
provide above and beyond the required one hour.
NOTE: WITH THE EXCEPTION OF INSERTING ADDITIONAL COLUMNS AND ROWS TO ACCOUNT FOR PRODUCT OFFERINGS, THE FORMAT OF THIS WORKBO
Do not change the name of the Product or add rows for additional Products. You must conform your Product line to fit within theIf you do not offer Third-Party Accessories, OEM Software,
Third-Party Software, or Compatible Supplies, write "N/A" in each ofThe Devices that you list on this tab MUST be the same Devices that you list on the 'There are 7 Options for Maintenance
Agreements. Please list all of the options you provide and insert additional Options as necYou must insert a description of the maintenance plan, as well as the number of years the
plan is for, the number of service cawhat the percent increase in the cost of the plan is for Rural and Remove Service Zones. You must also indicate either "yes" orplan includes options
that are not listed, then insert them Indicate additional Service Coverage on a price per hour basis for each Service Zone. Refer to the RFP for Service Zone distancIndicate the cost
for Service Calls that are not covered under the Maintenance Agreement. If you charge an additional fee for maintenance or installation of an accessory, list the accessory as well as
the fee per hourList any additional End-User training you List your pricing for Equipment Moves in Zone 2 and Zone 3.List your pricing for hard drive removal.List any additional Services
you offer and indicate You are not required to provide lease or rental rates for Group F Equipment. Write "N/A" for any options you will not provide. If you don't submit rates with
your proposal, you will not be able to provideIf you do submit lease and/or rental rates, refer to the instructions in #4 below.You must list the Daily Treasury Yield Curve Rate (or
similar index) that you used, and the date that rate was published (must for each lease and rental type you are proposing, and in Question #1, explain how you determined your fixed
margin for each lea
List your Vendor Name in cell B1 (this name will automatically populate to all other tabs).List every Newly Manufactured Device you offer in each Segment. Insert additional columns as
necessary.Insert the MSRP in the Base Unit column. This MSRP MUST match If you do not offer any models in a Segment, then write "N/A" under that Segment in both the Make and Model
cells.If you list a Device under a B&W Segment, do NOT list it again under the Color/B&W Segment. A B&W Segment is strictly for B&W DIf a pre-listed Accessory comes standard with the
Base Unit, please write "standard" in the appropriate cell. If a pre-listed Accessory does not come with the Device, write "N/A" in the appropriate cell. Do NOT delete the pre-listed
AcceList a maximum of top 20 Accessories (which must include the pre-including the pre-listed ones), must be the most common Accessories sold with the Device.List a maximum of top 5
Connectivity/Security options (which must include the pre-listed options if applicable). If the pre-lis"N/A" in the appropriate cell. Do NOT delete pre-listed Connectivity/Security
options.List a maximum of top 5 Accessibility options.As noted in the RFP, this Workbook is for Evaluation purposes only. Do NOT submit attachments with your additional Accessory, C
Provide the % discount off of MSRP or List Price for each Product in each Segment.
Per Attachment G, Cost Proposal Information and Instructions, pricing must include all shipping, delivery, and installation co
MSRP/List Price and Device offerings will be compared against Buyer's Lab
2.3.4.5.6.7.8.9.1.2.3.4.
2.If you do not currently offer any Devices in a particular Segment, but you want to have the ability to offer Devices in that 3.4.1.
1.2.3.4.5.6.7.8.9.1.
10.
Note:
10.Note:
INSTRUCTIONS FOR EACH TAB
Service - Supplies PricingLease and Rental Rates
MSRP List Price be permitted to add them to the resulting Master Agreement at any time throughout the term of the Contract. If MSRP is listed wuse Buyer's Lab pricing could result
in the Device not being allowed under a resulting Master Agreement. discount percentage should be calculated based on the incorporation of these charges. Do NOT alter the MSRP
or List Price.Discount from MSRP
rovide the required information.
by so that property tax is included in the monthly lease or rental payment amount.
base rate (if you are offering a 48 month rate).If you do NOT plan on billing property tax separately, then indicate what percent you will increase your lease and rental rates
Responses of "Rates are fixed throughout the term of the contract" or something to that effect, is not acceptable. You must p
5.
Note:
BE ALTERED.
isted, insert a description where indicated.
rice must encompass each of the services that make up that component.
offer Compatible Supplies, then you do NOT need to list rates under 'Cost Per Click w/Compatible Supplies.'
what your Hourly Service Rate would be if Wide/Large Format Equipment and Scanners were included in the customer's MPS fleet.
ATTACHMENT G-7 - MPS PRICE LIST
OR
s indicated) for each of the four (4) MPS components. This p
NOTE: WITH THE EXCEPTION OF INSERTING ROWS TO ACCOUNT FOR ADDITIONAL SERVICES, THE FORMAT OF THIS WORKSHEET MUST NOT
If you do not service either of these Devices, insert "N/A" into each of the 4 cells.
Note:
List your Vendor Name in cell B1.Under 'Required MPS Components' provide a price per unit or hour (aIf Implementation, Remote Device Monitoring, End-User Support, and Account Management
include any other services than what is lUnder 'Cost Per Click w/ OEM Supplies' list the rates for each of the 4 Device Types based on the PPM segments. If you do not Under 'Additional
Device Maintenance' indicate the percent increase in your Cost Per Click rate
1.2.3.4.5.
Required MPS Pricing
INSTRUCTIONS
ATTACHMENT H
SAMPLE MASTER AGREEMENTTERMS AND CONDITIONS
I.Definitions
1.1A3 MFD -A Multi-function Device which is designed to handle letter, legal, ledger and
some smaller paper sizes, such as postcards and envelopes.
1.2A4 MFD Î AMulti-function Device which is designed to handle letter, legal and some
smaller paper sizes, such as postcards and envelopes. Ledger size paper is NOT an
option on this Device.
1.3Acceptance-Awritten notice from a Purchasing Entity to Contractor advising Contractor
that the Product has passed its Acceptance Testing. Acceptance of a Product for which
Acceptance Testing is not required shall occur following the completion of delivery,
installation, ifrequired, and a reasonable time for inspection of the Device, unless the
Purchasing Entity provides a written notice of rejection to Contractor,as set forth in
Section IX of this Master Agreement.
1.4Accessory ÎAcompatible item that is added to the Base Unit to enhance its capabilities
and functions.
1.5Authorized Dealer ÎTheManufacturerÓs authorized sales and Service center (also
known as a Dealer, Distributor, or Partner) that must be certified by the Manufacturer to
sell the ManufacturerÓs Products, and perform machine installation and maintenance on
Devices offered by the Manufacturer. A Purchasing Entity must be able to, at a minimum,
visit the sales and service center to view and test Device.
1.6Base Unit-The copier, printer, Scanner, Large/Wide Format and Production Devices that
include all standard Accessories and parts and excludes optional Accessories and/or
software.
1.7Blended Rate-A rate that is derived by taking the b&w and color cost per click rates on
one or more Devices and calculating one rate that a customer will be billed for all copies,
regardless of Device type and b&w or color output. Allows for simplicity when billing copies
run.
1.8Bronze Standard-Devices which meet less than 50% of the 28 optional EPEAT criteria.
1.9Business Day ÎAny day other than Saturday, Sunday, or a legal holiday.
1.10Buyout to Keep-The early termination option on an FMV or Capital Lease that involves
the acquisition of the Device by the Purchasing Entity, and consists of any current and
past due amount, plus the remaining stream of Device Payments.
1.11Buyout to Return-The early termination option on an FMV, Capital or Straight Lease
that involves the return of the Device by the Purchasing Entity to Contractor, in good
working condition (ordinary wear and tear excepted), and consists of any current and past
due amounts, plus the remaining stream of Device Payments.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions1
1.12 Cancellable Rental - An agreement that is cancellable upon the Purchasing Entity
providing the Contractor with a thirty (30) day written notice, and is subject to a maximum
penalty of up to three (3) months of Total Monthly Payments. Device ownership is not an
option.
1.13 Capital Lease - For the purposes of this Master Agreement, a Capital Lease shall also
be referred to as a $1 Buyout Lease and title of the Device will automatically pass from
the Contractor to the Purchasing Entity at the end of the Initial Lease Term, and the
Purchasing Entity will not be subject to additional payments in order to assume ownership.
However, it will be at the discretion of the Participating State or Entity as to whether other
criteria will also be considered, such as a bargain purchase option, a lease term longer
than 75% of the estimated economic life of the Device, or the present value of the lease
payments is greater than 90% of the fair market value of the Device at the beginning of
the Initial Lease Term, or any other legal requirements relating to a Capital Lease.
1.14 Contractor - A party to this Master Agreement, whether a person or entity, that delivers
goods or performs services under the terms set forth in this Master Agreement.
1.15 Coterminous - Two or more leases or rentals that end at the same time. The original
lease or rental payment is modified to reflect the addition of a new piece of Device or
Accessory. The original term of the lease or rental is not modified as a result of a
Coterminous addition.
1.16 Device - The Base Unit, either with or without optional Accessories and/or software. May
also be referred to as ÐEquipment.Ñ
1.17 Device Downtime - The period of time that a Device is waiting for Service to be
completed.
1.18 Device Payment - The Device portion of the payment, less any Service, Supplies, and
maintenance.
1.19 Device Trade-In - An agreed upon transaction between the Purchasing Entity and
Contractor, in which Contractor takes ownership of Purchasing EntityÓs owned Device,
often for a discounted amount.
1.20 Device Upgrade or Downgrade - A replacement of the Purchasing EntityÓs existing lease
or rental Device, with a different piece of Device, of either greater or lesser value. A new
lease or rental is then originated for the new piece of Device, with the remaining lease or
rental payments on the old Device wrapped into it. The old lease or rental is closed out,
and the Device is returned to Contractor.
1.21 Electronic Product Environmental Assessment Tool (EPEAT) - A tool which evaluates
and selects Device according to a list of preferred environmental attributes. EPEAT
registered means Devices meet the 1680.2 IEEE Standard for Environmental Assessment
of Imaging Device, as amended.
1.22 Energy Star - The U.S. Environmental Protection AgencyÓs standard for energy efficiency.
1.23 Fair Market Value (FMV) Lease - A lease in which the Purchasing Entity can either 1)
Take title to the Device at the end of the Initial Lease Term by paying the residual value
to Contractor, 2) Enter into a Renewal Term for the Device, or 3) Return the Device to
Contractor at the end of the Initial Lease Term.
1.24 Group - The classification for the different types of Devices solicited in this RFP. Groups
are determined by the Devices primary functions and/or capabilities.
1.25 Initial Lease or Rental Term - The length of time (i.e. 12, 18, 24, 36, 48, or 60 months)
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 2
that a Purchasing Entity enters into a lease or rental agreement.
1.26 Intellectual Property - Any and all patents, copyrights, service marks, trademarks, trade
secrets, trade names, patentable inventions, or other similar proprietary rights, in tangible
or intangible form, and all rights, title, and interest therein.
1.27 Large/Wide Format Equipment - A Device that prints on a large paper via a variety of
output options.
1.28 Lead State - The State centrally administering any resulting Master Agreement(s) who is
a party to this Master Agreement.
1.29 Legacy Device Î A Device that was purchased, leased, or rented either under a prior
NASPO ValuePoint or WSCA Master Agreement, another program, or via any other
means.
1.30 Maintenance Agreement - An agreement in which the Contractor provides monthly
Service, parts, Supplies, and Preventative Maintenance on purchased, leased or rented
Devices.
1.31 Managed Print Services (MPS) - The management, service, and support of the
Purchasing EntityÓs entire enterprise and output infrastructure of printed materials, with
the objective of creating a solution that improves the print process and reduces the
expense of printed material.
1.32 Manufacturer - A company that, as its primary business function, designs, assembles,
and owns the trademark/patent and markets a Device. Also referred to as Offeror and
Contractor.
1.33 ManufacturerÓs Suggested Retail Price (MSRP) - The list price or recommended retail
price of a Product in which the Manufacturer recommends that the retailer sell the Product.
1.34 Master Agreement - The underlying agreement executed by and between the Lead State,
acting in cooperation with NASPO ValuePoint, and the Contractor, as now or hereafter
amended.
1.35 Multi-function Device (MFD) - A Device which incorporates the functionality of multiple
Devices into one, such as print, fax, copy and scan. Each feature can work independently
of the other.
1.36 NASPO ValuePoint - A division of the National Association of State Procurement Officials
(ÐNASPOÑ), a 501(c)(3) corporation. NASPO ValuePoint facilitates administration of the
NASPO cooperative group contracting consortium of state chief procurement officials for
the benefit of state departments, institutions, agencies, and political subdivisions and
other eligible entities (i.e., colleges, school districts, counties, cities, some nonprofit
organizations, etc.) for all states, the District of Columbia, and territories of the United
States. NASPO ValuePoint is identified in the Master Agreement as the recipient of
reports and may perform contract administration functions relating to collecting and
receiving reports, as well as other contract administration functions as assigned by the
Lead State.
1.37 Newly Manufactured - Devices that have not been Refurbished, Remanufactured,
rented, leased, sold, or used in a demonstration, and are currently being marketed by the
Manufacturer.
1.38 Normal Business Hours Î Defined as the hours between 8AM and 5PM, Monday
through Friday, holidays excluded.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 3
1.39 Not Specifically Priced (NSP) - NSP items enhance or compliment the Device but are
not listed in the Master Agreement Price List(s). NSPÓs may include Coin-Op equipment,
empowering software etc.
1.40 OEM Î The Original Equipment Manufacturer.
1.41 Order - Any type of encumbrance document or commitment voucher, including, but not
limited to, a purchase order, contract, MPS statement of work, Maintenance Agreement,
lease agreement, rental agreement etc. used by a Purchasing Entity to order the Products
and Services.
1.42 Participating Addendum Î A bilateral agreement executed by a Contractor and a
Participating Entity incorporating this Master Agreement and any additional Participating
Entity-specific language or other requirements (e.g., ordering procedures specific to the
Participating Entity, entity-specific terms and conditions, etc.).
1.43 Participating Entity - A state (as well as the District of Columbia and US territories), city,
county, district, other political subdivision of a State, or a nonprofit organization under the
laws of some states properly authorized to enter into a Participating Addendum, that has
executed a Participating Addendum.
1.44 Participating State - A state that has executed a Participating Addendum or has indicated
an intent to execute a Participating Addendum.
1.45 Preventative Maintenance - The servicing of a Device for the purpose of maintaining a
satisfactory operating condition by providing systematic inspection, detection, and
correction of failures either before they occur or before they develop into major defects.
1.46 Private Label - Devices that are manufactured by one company and sold under a
retailerÓs brand name.
1.47 Production Device - A high-speed, high-quality printing Device that typically has
advanced finishing functionality.
1.48 Product Î Devices, Accessories, parts, software, and/or Supplies provided by Contractor
pursuant to the Master Agreement.
1.49 Purchasing Entity - A state (as well as the District of Columbia and US territories), city,
county, district, other political subdivision of a State, or a nonprofit organization under the
laws of some states if authorized by a Participating Addendum, that issues a Purchase
Order against the Master Agreement and becomes financially committed to the purchase.
1.50 Refurbished - A Device which has received extensive maintenance and/or minor repair,
including the replacement of all standard parts subject to wear during the normal course
of use. For the purpose of this RFP and resulting Master Agreement(s), Refurbished
Device shall not have more than 750,000 original copies on it. In addition, Refurbished
Device must only contain OEM parts. Refurbished Device must be certified by the
Manufacturer.
1.51 Remanufactured - The process of disassembling Devices known to be worn or defective
that can be reused or brought up to OEM specification by cleaning, repairing or replacing
it in a manufacturing environment and then reassembling and testing it, so that it will
operate like a new Device. Remanufactured Device must be certified by the Manufacturer.
1.52 Renewal Term - A lease term that supersedes the Initial Lease Term, and which a
Purchasing Entity may enter into upon thirty (30) days prior written notice to Contractor.
Each Renewal Term shall not exceed 12 months, the residual value of the Device, or the
Useful Life of the Device. Capital Leases are excluded from going into renewal.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 4
1.53 Response Time - The time from when the original Service Call is placed with the
Contractor or Authorized Dealer, to when the Service technician arrives at the Purchasing
EntityÓs location.
1.54 Scanner - A Device that scans documents and converts it into digital data.
1.55 Segment - The various speeds that Devices are categorized by.
1.56 Services Î The labor required to be performed by Contractor pursuant to the Master
Agreement or an Order. Services may include, but are not limited to, maintenance, MPS
and software installation.
1.57 Service Base Location - The place of business where the Contractor or Authorized
Dealer stores parts and provides training for service technicians.
1.58 Service Call - An on-site Service technician visit due to Device error or malfunction.
1.59 Short-Term Rental - A type of agreement in which ownership is not an option and the
maximum rental term does not exceed 18 months.
1.60 Single-function Printer - An inkjet or laser Device that only prints and is not capable of
other functions such as copying, faxing or scanning.
1.61 Straight Lease - A type of agreement in which ownership is not an option and the Total
Monthly Payment amount remains firm throughout the Initial Term.
1.62 Supplemental Documents Î With the exception of software, end-user and click-wrap
agreements, ContractorÓs Supplemental Documents are the only authorized documents
under this Master Agreement are attached hereto as Attachment(s)
___________________.
1.63 Supplies - Consumable items that gets used up or are discarded once used, such as ink
cartridges.
1.64 Third Party Î A person or entity that may be directly involved, but is not a principal to an
arrangement, contract, deal, lawsuit, or transaction.
1.65 Total Monthly Payment - The Device portion of the payment, as well as any Service,
Supplies or maintenance, and less any applicable taxes.
1.66 Useful Life - Period during which a Device is expected to be usable for the purpose in
which it was manufactured.
II. Parties and Term of the Master Agreement
2.1 Parties. This Master Agreement is entered into by and between the State of Colorado,
acting by and through the Department of Personnel & Administration, State Purchasing &
Contracts Office (hereinafter called the ÐLead StateÑ), and ______________ (hereinafter
called ÐContractorÑ), for the procurement of
____________________________________________________ as approved per this
Master Agreement, for the benefit of Participating States, EntityÓs, and Purchasing
Entities. The Contractor and the Lead State agree to the terms and conditions contained
herein.
2.2 Initial Term. The initial term of this Master Agreement is for two (2) years, with an effective
date of August 1, 2024. The term of this Master Agreement may be amended beyond the
initial term for up to three (3) consecutive one (1) year additional terms, upon the mutual
agreement of the Lead State and Contractor, by written Amendment. The total duration of
the Master Agreement, including any extensions, shall not exceed five (5) years.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 5
2.3 Amendment Limitations. The terms of this Master Agreement will not be waived, altered,
modified, supplemented, or amended in any manner whatsoever without prior written
agreement of the Lead State and Contractor.
III. Order of Precedence
3.1 Order. This Master Agreement will consist of the following documents:
3.1.1 A Participating EntityÓs Participating Addendum (ÐPAÑ);
3.1.2 NASPO ValuePoint Master Agreement, including all attachments hereto;
3.1.3 An Order issued against the Master Agreement;
3.1.4 The Solicitation, RFP-NP-23-001, Multi-Function Devices and Related Software,
Services and Cloud Solutions; and
3.1.5 ContractorÓs response to the Solicitation, as revised (if permitted) and accepted by
the Lead State.
3.2 Conflict. These documents will be read to be consistent and complementary. Any conflict
among these documents will be resolved by giving priority to these documents in the order
listed above. Contractor terms and conditions that apply to this Master Agreement are
only those that are expressly accepted by the Lead State and must be in writing and
attached to this Master Agreement as an Exhibit or Attachment.
3.3 Participating Addenda. Participating Addenda will not be construed to diminish, modify,
or otherwise derogate any provisions in this Master Agreement between the Lead State
and Contractor. Participating Addenda will not include a term of agreement that exceeds
the term of the Master Agreement, nor will it include Products and Services not awarded
under the Master Agreement.
IV. Participants and Scope
4.1 Requirement for a Participating Addendum. Contractor may not deliver Products under
this Master Agreement until a Participating Addendum acceptable to the Participating
Entity and Contractor is executed.
4.2 Applicability of Master Agreement. NASPO ValuePoint Master Agreement Terms and
Conditions are applicable to any Order by a Participating Entity (and other Purchasing
Entities covered by their Participating Addendum), except to the extent altered, modified,
supplemented or amended by a Participating Addendum, subject to Section III. For the
purposes of illustration and not limitation, this authority may apply to unique delivery and
invoicing requirements, confidentiality requirements, defaults on Orders, governing law
and venue relating to Orders by a Participating Entity, indemnification, and insurance
requirements. Statutory or constitutional requirements relating to availability of funds may
require specific language in some Participating Addenda in order to comply with
applicable law. The expectation is that these alterations, modifications, supplements, or
amendments will be addressed in the Participating Addendum or, with the consent of the
Purchasing Entity and Contractor, may be included in the ordering document (e.g.,
purchase order or contract) used by the Purchasing Entity to place the Order.
4.3 Authorized Use. Use of specific NASPO ValuePoint Master Agreements by state
agencies, political subdivisions and other Participating Entities is subject to applicable
state law and the approval of the respective State Chief Procurement Official. Issues of
interpretation and eligibility for participation are solely within the authority of the respective
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 6
State Chief Procurement Official.
4.4 Obligated Entities. Obligations under this Master Agreement are limited to those
Participating Entities who have signed a Participating Addendum and Purchasing Entities
within the scope of those Participating Addenda. States or other entities permitted to
participate may use an informal competitive process to determine which Master
Agreements to participate in through execution of a Participating Addendum. Participating
Entities incur no financial obligations on behalf of other Purchasing Entities.
4.5 Notice of Participating Addendum. Contractor shall email a fully executed PDF copy of
each Participating Addendum to pa@naspovaluepoint.org to support documentation of
participation and posting in appropriate databases.
4.6 Eligibility for a Participating Addendum. Eligible entities who are not states may under
some circumstances sign their own Participating Addendum, subject to the consent of the
Chief Procurement Official of the state where the entity is located. Coordinate requests
for such participation through NASPO ValuePoint. Any permission to participate through
execution of a Participating Addendum is not a determination that procurement authority
exists; the entity must ensure that they have the requisite procurement authority to
execute a Participating Addendum.
4.7 Prohibition on Resale. Subject to any specific conditions included in the solicitation or
ContractorÓs proposal as accepted by the Lead State, or as explicitly permitted in a
Participating Addendum, Purchasing Entities may not resell Products purchased under
this Master Agreement. Absent any such condition or explicit permission, this limitation
does not prohibit: payments by employees of a Purchasing Entity for Products; sales of
Products to the general public as surplus property; and fees associated with inventory
transactions with other governmental or nonprofit entities and consistent with a
Purchasing EntityÓs laws and regulations. Any sale or transfer permitted by this subsection
must be consistent with license rights granted for use of intellectual property.
4.8 Individual Customers. Except as may otherwise be agreed to by the Purchasing Entity
and Contractor, each Purchasing Entity shall follow the terms and conditions of the Master
Agreement and applicable Participating Addendum and will have the same rights and
responsibilities for their purchases as the Lead State has in the Master Agreement and
as the Participating Entity has in the Participating Addendum, including but not limited to
any indemnity or right to recover any costs as such right is defined in the Master
Agreement and applicable Participating Addendum for their purchases. Each Purchasing
Entity will be responsible for its own charges, fees, and liabilities. The Contractor will apply
the charges and invoice each Purchasing Entity individually.
4.9 Release of Information. Throughout the duration of this Master Agreement, Contractor
must secure from the Lead State prior approval for the release of information that pertains
to the potential work or activities covered by the Master Agreement. This limitation does
not preclude publication about the award of the Master Agreement or marketing activities
consistent with any proposed and accepted marketing plan.
4.10 No Representations. The Contractor shall not make any representations of NASPO
ValuePoint, the Lead State, any Participating Entity, or any Purchasing EntityÓs opinion or
position as to the quality or effectiveness of the services that are the subject of this Master
Agreement without prior written consent.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 7
V. NASPO ValuePoint Provisions
5.1 Applicability. NASPO ValuePoint is not a party to the Master Agreement. The terms set
forth in Section V are for the benefit of NASPO ValuePoint as a third-party beneficiary of
this Master Agreement.
5.2 Administrative Fees
5.2.1 NASPO ValuePoint Fee. Contractor shall pay to NASPO ValuePoint, or its
assignee, a NASPO ValuePoint Administrative Fee of one-quarter of one percent
(0.25% or 0.0025) no later than sixty (60) days following the end of each calendar
quarter. The NASPO ValuePoint Administrative Fee must be submitted quarterly
and is based on all sales of products and services under the Master Agreement
(less any charges for taxes or shipping). The NASPO ValuePoint Administrative
Fee is not negotiable. This fee is to be included as part of the pricing submitted
with a vendorÓs response to the Lead StateÓs solicitation.
5.2.1.1 Contractor will report on all Usage Based Equipment sales, and on
Usage Based or Life Cycle Service and Supply sales. This method will
no longer require the Contractor to capture the actual Service and Supply
revenues that are billed to the customer each month.
5.2.1.2 Industry research has shown close to a 1:1 ratio between sales price on
a piece of Equipment and the actual amount of Service and Supply costs
required to operate that Equipment over its Useful Life. Therefore, to
simplify the reporting process and remove the burden to capture the
actual Service and Supply costs, the Contractor may report as follows:
5.2.1.2.1 Purchased Equipment: Contractor shall report the actual
amount invoiced (less any taxes) for all Equipment sold under
the reporting period (calendar quarter). In addition, the
Contractor shall report an additional amount equal to the
invoice amount and identified as ÐLife Cycle Service and
Supplies,Ñ or an actual amount and identified as ÐUsage Based
Service and Supplies,Ñ providing the customer elects to enter
into a Maintenance Agreement. Thus, in the ContractorÓs
Detailed Sales Report, for each item sold, there will be two-
line items: one for the piece of Equipment, and one for the Life
Cycle or Usage Based Service and Supplies. The amount
reflected for the Life Cycle Service and Supplies must be
equal to the amount of the Equipment.
5.2.1.2.2 Lease and Rental Equipment: Contractor may report sales
according to the Purchased Equipment methodology
described above, or they may report the actual amount
invoiced (less any taxes) for the lease or rental during the
reporting period (calendar quarter). In addition, the Contractor
shall report an additional amount equal to the invoice amount
and identified as ÐLife Cycle Service and Supplies,Ñ or an
actual amount and identified as ÐUsage Based Service and
Supplies.Ñ Thus, in the ContractorÓs Detailed Sales Report, for
each item leased or rented, there will be two-line items: one
for the invoice amount to the customer for the Equipment, and
one for the Life Cycle or Usage Based Service and Supplies.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 8
The amount reflected for the Life Cycle Service and Supplies
must be equal to the amount of the invoiced Equipment.
5.2.2 State Imposed Fees. Some states may require an additional fee be paid by
Contractor directly to the state on purchases made by Purchasing Entities within
that state. For all such requests, the fee rate or amount, payment method, and
schedule for such reports and payments will be incorporated into the applicable
Participating Addendum. Unless agreed to in writing by the state, Contractor may
not adjust the Master Agreement pricing to include the state fee for purchases
made by Purchasing Entities within the jurisdiction of the state. No such agreement
will affect the NASPO ValuePoint Administrative Fee percentage or the prices paid
by Purchasing Entities outside the jurisdiction of the state requesting the additional
fee.
5.3 NASPO ValuePoint Summary and Detailed Usage Reports
5.3.1 Sales Data Reporting. In accordance with this section, Contractor shall report to
NASPO ValuePoint all Orders under this Master Agreement for which Contractor
has invoiced the ordering entity or individual, including Orders invoiced to
Participating Entity or Purchasing Entity employees for personal use if such use is
permitted by this Master Agreement and the applicable Participating Addendum
(ÐSales DataÑ). Timely and complete reporting of Sales Data is a material
requirement of this Master Agreement. Reporting requirements, including those
related to the format, contents, frequency, or delivery of reports, may be updated
by NASPO ValuePoint with reasonable notice to Contractor and without
amendment to this Master Agreement. NASPO ValuePoint shall have exclusive
ownership of any media on which reports are submitted and shall have a perpetual,
irrevocable, non-exclusive, royalty free, and transferable right to display, modify,
copy, and otherwise use reports, data, and information provided under this section.
5.3.2 Summary Sales Data. ÐSummary Sales DataÑ is Sales Data reported as
cumulative totals by state. Contractor shall, using the reporting tool or template
provided by NASPO ValuePoint, report Summary Sales Data to NASPO
ValuePoint for each calendar quarter no later than thirty (30) days following the end
of the quarter. If Contractor has no reportable Sales Data for the quarter, Contractor
shall submit a zero-sales report.
5.3.3 Detailed Sales Data. ÐDetailed Sales DataÑ is Sales Data that includes for each
Order all information required by the Solicitation or by NASPO ValuePoint,
including customer information, Order information, and line-item details. Contractor
shall, using the reporting tool or template provided by NASPO ValuePoint, report
Detailed Sales Data to NASPO ValuePoint for each calendar quarter no later than
thirty (30) days following the end of the quarter. Detailed Sales Data shall be
reported in the format provided in the Solicitation or provided by NASPO
ValuePoint. The total sales volume of reported Detailed Sales Data shall be
consistent with the total sales volume of reported Summary Sales Data.
5.3.4 Sales Data Crosswalks. Upon request by NASPO ValuePoint, Contractor shall
provide to NASPO ValuePoint tables of customer and Product information and
specific attributes thereof for the purpose of standardizing and analyzing reported
Sales Data (ÐCrosswalksÑ). Customer Crosswalks must include a list of existing
and potential Purchasing Entities and identify for each the appropriate customer
type as defined by NASPO ValuePoint. Product Crosswalks must include
ContractorÓs part number or SKU for each Product in OfferorÓs catalog and identify
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 9
for each the appropriate Master Agreement category (and subcategory, if
applicable), manufacturer part number, product description, eight-digit UNSPSC
Class Level commodity code, and (if applicable) EPEAT value and Energy Star
rating. Crosswalk requirements and fields may be updated by NASPO ValuePoint
with reasonable notice to Contractor and without amendment to this Master
Agreement. Contractor shall work in good faith with NASPO ValuePoint to keep
Crosswalks updated as ContractorÓs customer lists and product catalog change.
5.3.5 Executive Summary. Contractor shall, upon request by NASPO ValuePoint,
provide NASPO ValuePoint with an executive summary that includes but is not
limited to a list of states with an active Participating Addendum, states with which
Contractor is in negotiations, and any Participating Addendum roll-out or
implementation activities and issues. NASPO ValuePoint and Contractor will
determine the format and content of the executive summary.
5.4 NASPO ValuePoint Cooperative Program Marketing, Training, and Performance
Review
5.4.1 Staff Education. Contractor shall work cooperatively with NASPO ValuePoint
personnel. Contractor shall present plans to NASPO ValuePoint for the education
of ContractorÓs contract administrator(s) and sales/marketing workforce regarding
the Master Agreement contract, including the competitive nature of NASPO
ValuePoint procurements, the master agreement and participating addendum
process, and the manner in which eligible entities can participate in the Master
Agreement.
5.4.2 Onboarding Plan. Upon request by NASPO ValuePoint, Contractor shall, as
Participating Addendums are executed, provide plans to launch the program for
the Participating Entity. Plans will include time frames to launch the agreement and
confirmation that the ContractorÓs website has been updated to properly reflect the
scope and terms of the Master Agreement as available to the Participating Entity
and eligible Purchasing Entities.
5.4.3 Annual Contract Performance Review. Contractor shall participate in an annual
contract performance review with the Lead State and NASPO ValuePoint, which
may at the discretion of the Lead State be held in person and which may include a
discussion of marketing action plans, target strategies, marketing materials,
Contractor reporting, and timeliness of payment of administration fees.
5.4.4 Use of NASPO ValuePoint Logo. The NASPO ValuePoint logos may not be used
by Contractor in sales and marketing until a separate logo use agreement is
executed with NASPO ValuePoint.
5.4.5 Most Favored Customer. Contractor shall, within thirty (30) days of their effective
date, notify the Lead State and NASPO ValuePoint of any contractual most-
favored-customer provisions in third-party contracts or agreements that may affect
the promotion of this Master Agreement or whose terms provide for adjustments to
future rates or pricing based on rates, pricing in, or Orders from this Master
Agreement. Upon request of the Lead State or NASPO ValuePoint, Contractor
shall provide a copy of any such provisions.
5.5 Cancellation. In consultation with NASPO ValuePoint, the Lead State may, in its
discretion, cancel the Master Agreement or not exercise an option to renew, when
utilization of ContractorÓs Master Agreement does not warrant further administration of the
Master Agreement. The Lead State may also exercise its right to not renew the Master
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 10
Agreement if the Contractor fails to record or report revenue for three consecutive
quarters, upon 60-calendar day written notice to the Contractor. Cancellation based on
nonuse or under-utilization will not occur sooner than \[two years\] after execution of the
Master Agreement. This subsection does not limit the discretionary right of either the Lead
State or Contractor to cancel the Master Agreement or terminate for default subject to the
terms herein. This subsection also does not limit any right of the Lead State to cancel the
Master Agreement under applicable laws.
5.6 Canadian Participation. Subject to the approval of Contractor, any Canadian provincial
government or provincially funded entity in Alberta, British Columbia, Manitoba, New
Brunswick, Newfoundland and Labrador, Nova Scotia, Ontario, Prince Edward Island,
Quebec, or Saskatchewan, and territorial government or territorial government funded
entity in the Northwest Territories, Nunavut, or Yukon, including municipalities,
universities, community colleges, school boards, health authorities, housing authorities,
agencies, boards, commissions, and crown corporations, may be eligible to use
Contractor's Master Agreement.
5.7 Additional Agreement with NASPO. Upon request by NASPO ValuePoint, awarded
Contractor shall enter into a direct contractual relationship with NASPO ValuePoint related
to ContractorÓs obligations to NASPO ValuePoint under the terms of the Master
Agreement, the terms of which shall be the same or similar (and not less favorable) than
the terms set forth in the Master Agreement.
VI. Pricing, Payment & Leasing
6.1 Pricing. The prices contained in this Master Agreement or offered under this Master
Agreement represent the not-to-exceed (ÐcellingÑ) price to any Purchasing Entity.
6.1.1 All prices and rates must be guaranteed through July 31, 2025. for the initial term
of the Master Agreement.
6.1.2 No retroactive adjustments to prices or rates will be allowed.
6.2 Payment. Unless otherwise agreed upon in a Participating Addendum or Order, Payment
after Acceptance will be made within thirty (30) days following the date the entire order is
delivered or the date a correct invoice is received, whichever is later. After 45 days the
Contractor may assess overdue account charges up to a maximum rate of one percent
per month on the outstanding balance, unless a different late payment amount is specified
in a Participating Addendum or Order, or otherwise prescribed by applicable law.
Payments will be remitted in the manner specified in the Participating Addendum or Order.
Payments may be made via a purchasing card with no additional charge.
6.3 Leasing or Alternative Financing Methods. The procurement and other applicable laws
of some Purchasing Entities may permit the use of leasing or alternative financing
methods for the acquisition of Products under this Master Agreement. Exhibit A,
Statement of Work, contains Leasing and Rental provisions; however, it shall be at the
discretion of each Participating State or Entity to accept these terms, reject these terms,
or further negotiate the terms with the Contractor.
VII. Ordering
7.1 Order Numbers. Master Agreement order and purchase order numbers must be clearly
shown on all acknowledgments, packing slips, invoices, and on all correspondence.
7.2 Quotes. Purchasing Entities may define entity-specific or project-specific requirements
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 11
and informally compete the requirement among companies having a Master Agreement
on an Ðas neededÑ basis. This procedure may also be used when requirements are
aggregated or other firm commitments may be made to achieve reductions in pricing. This
procedure may be modified in Participating Addenda and adapted to the Purchasing
EntityÓs rules and policies. The Purchasing Entity may in its sole discretion determine
which Master Agreement Contractors should be solicited for a quote. The Purchasing
Entity may select the quote that it considers most advantageous, cost, and other factors
considered.
7.3 Applicable Rules. Each Purchasing Entity will identify and utilize its own appropriate
purchasing procedure and documentation. Contractor is expected to become familiar with
the Purchasing EntitiesÓ rules, policies, and procedures regarding the ordering of supplies
and/or services contemplated by this Master Agreement.
7.4 Required Documentation. Contractor shall not begin work without a valid Purchase
Order or other appropriate commitment document under the law of the Purchasing Entity.
7.5 Term of Purchase. Orders may be placed consistent with the terms of this Master
Agreement and applicable Participating Addendum during the term of the Master
Agreement and Participating Addendum.
7.5.1 Orders must be placed pursuant to this Master Agreement prior to the termination
date thereof, but may have a delivery date or performance period up to 120 days
past the then-current termination date of this Master Agreement.
7.5.2 Notwithstanding the previous, Orders must also comply with the terms of the
applicable Participating Addendum, which may further restrict the period during
which Orders may be placed or delivered.
7.5.3 Financial obligations of Purchasing Entities payable after the current applicable
fiscal year are contingent upon agency funds for that purpose being appropriated,
budgeted, and otherwise made available.
7.5.4 Notwithstanding the expiration, cancellation or termination of this Master
Agreement, Contractor shall perform in accordance with the terms of any Orders
then outstanding at the time of such expiration or termination. Contractor shall not
honor any Orders placed after the expiration, cancellation, or termination of this
Master Agreement, or in any manner inconsistent with this Master AgreementÓs
terms.
7.5.5 Orders for any separate indefinite quantity, task order, or other form of indefinite
delivery order arrangement priced against this Master Agreement may not be
placed after the expiration or termination of this Master Agreement,
notwithstanding the term of any such indefinite delivery order agreement.
7.6 Order Form Requirements. At the discretion of the Participating State or Entity, all
Orders pursuant to this Master Agreement, may contain the following: at a minimum, must
include:
7.6.1 Name of Purchasing Entity;
7.6.2 The name, phone number, and address of Purchasing Entity representative;
7.6.3 Order date;
7.6.4 Description of the Product and/or Service ordered;
7.6.5 Model number;
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 12
7.6.6 Serial number;
7.6.7 Price;
7.6.8 The Master Agreement number; and
7.6.9 Any additional information required by the Participating State or Entity.
7.7 Contractor shall have the ability to accept procurement credit cards, and will not assess
any additional charges or fees for processing payments via this method.
7.8 At the discretion of the Participating State or Entity, Contractor shall have the ability to
provide a centralized billing option.
7.9 Authorized Dealers shall have the ability to invoice a Purchasing Entity directly, unless
otherwise specified by a Participating State or Entity.
7.10 Contractor and/or Authorized Dealers shall not issue an invoice until the Purchasing Entity
has confirmed Acceptance, per Section IX.
7.11 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, unless otherwise specified in a Participating Addendum.
7.12 Contractor and/or Authorized Dealers may estimate meter reads if a Purchasing Entity
fails to submit the required information within the specified time-frame.
7.13 All software Orders shall reference the ManufacturerÓs most recent release or version of
the Product, unless the Purchasing Entity specifically requests a different version.
7.14 Contractor and/or Authorized Dealers may bill property tax separately or as otherwise
indicated in a Participating Addendum or an Order.
7.15 Contractor and/or Authorized Dealers shall have a process in place for resolving disputed
invoices, including escalation procedures. In addition, Contractor and/or Authorized
Dealers shall have a process in place for issuing refunds or credits due to invoicing errors,
as well as over-payments and Product returns.
7.16 Communication. All communications concerning administration of Orders placed must
be furnished solely to the authorized purchasing agent within the Purchasing EntityÓs
purchasing office, or to such other individual identified in writing in the Order.
7.17 Substitutions. If an ordered Product is out-of-stock, Contractor shall notify the
Purchasing Entity and request approval before substituting for the out-of-stock item.
ContractorÓs request to substitute shall explain how the substituted Product compares with
the out-of-stock item. Any substitute Product offered must be on the ContractorÓs Master
Agreement Price List.
7.18 Contract Provisions for Orders Utilizing Federal Funds. Pursuant to Appendix II to 2
Code of Federal Regulations (CFR) Part 200, Contract Provisions for Non-Federal Entity
Contracts Under Federal Awards, Orders funded with federal funds may have additional
contractual requirements or certifications that must be satisfied at the time the Order is
placed or upon delivery. These federal requirements may be proposed by Participating
Entities in Participating Addenda and Purchasing Entities for incorporation in Orders
placed under this Master Agreement.
VIII. Shipping and Delivery
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 13
8.1 Shipping Terms. With the exception of Group C and Sub-Groups C1 and C2 Devices, all
Products must be shipped F.O.B. destination, freight pre-paid by the Contractor, to the
Purchasing EntityÓs specified location, unless otherwise indicated in a Participating
Addendum. Group C and Sub-Groups C1 and C2 shipping charges shall be quoted to the
Purchasing Entity prior to Order confirmation.
8.1.1 Notwithstanding the above, responsibility and liability for loss or damage will remain
the ContractorÓs until final inspection and acceptance when responsibility will pass
to the Purchasing Entity except as to latent defects, fraud, and ContractorÓs
warranty obligations.
8.2 Available Products. Devices that are in-stock or otherwise not subject to supply-chain
shortages or issues, shall be delivered within thirty (30) calendar days after receipt of
Order, unless otherwise specified by the Purchasing Entity.
8.3 Required Updates. Contractor shall provide a minimum of bi-monthly updates to the
Purchasing Entity regarding the status of all Devices that are, or will be expected to go,
on backorder.
8.4 Delivery Days and Receiving Hours. All deliveries shall be made during Normal
Business Hours, which may vary for each Purchasing Entity of each Participating State.
The Purchasing Entity shall not be responsible should the Contractor fail to observe
specific delivery days and receiving hours. The delivery days and delivery hours shall be
established by each individual Purchasing Entity upon Order placement.
8.5 Minimum Shipping. The minimum shipment amount, if any, must be contained in the
Master Agreement. Any order for less than the specified amount is to be shipped with the
freight prepaid and added as a separate item on the invoice. Any portion of an Order to
be shipped without transportation charges that is back ordered will be shipped without
charge.
8.6 Inside Deliveries. All deliveries, with the exception of drop-shipped or desktop Devices,
shall be made to the interior location specified by the Purchasing Entity. Specific delivery
instructions will be noted on the Order. Any damage to the building interior, scratched
walls, damage to the freight elevator, etc., will be the responsibility of the Contractor. If
damage does occur, it is the responsibility of the Contractor to immediately notify the
Purchasing Entity placing the Order.
8.7 Packaging. Products shall be packaged and labeled so as to satisfy all legal and
commercial requirements applicable for use by any Purchasing Entity, 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 Purchasing Entity.
IX. Inspection and Acceptance
9.1 Laws and Regulations. Any and all Products offered and furnished must comply fully
with all applicable Federal, State, and local laws and regulations.
9.2 Applicability. Unless otherwise specified in the Master Agreement, Participating
Addendum, or ordering document, the terms of this Section IX will apply. This section is
not intended to limit rights and remedies under the applicable commercial code.
9.3 Purchasing Entity shall confirm delivery, installation and Acceptance of all Devices
covered by each purchase, lease, or rental Order, by signing a Delivery and Acceptance
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 14
Certificate (D&A), as referenced in ___________, Sample D&A Certificate, which shows
Acceptance of the Device(s) and allows Contractor to invoice for the Products(s).
9.4 Purchasing Entity agrees to sign and return the D&A to Contractor (which, at mutual
agreement, may be done electronically) within five (5) Business Days after any Device is
installed, or as otherwise stated in a Participating Addendum.
9.5 Failure to sign the D&A or reject the Device(s) within the foregoing five (5) day period shall
be deemed as Acceptance by the Purchasing Entity; however, it does not relieve the
Contractor of liability for material (nonconformity that substantially impairs value) defects
subsequently revealed when Products are put to use. Acceptance of such Devices may
be revoked in accordance with the provisions of the applicable commercial code, and the
Contractor shall be liable for any resulting expense incurred by the Purchasing Entity in
relation to the preparation and shipping of Devices(s) rejected and returned, or for which
Acceptance is revoked.
9.6 Inspection. All Products are subject to inspection at reasonable times and places before
Acceptance. Contractor shall provide right of access to the Lead State, or to any other
authorized agent or official of the Lead State or other Participating or Purchasing Entity,
at reasonable times, to monitor and evaluate performance, compliance, and/or quality
assurance requirements under this Master Agreement.
9.6.1 Products that do not meet specifications may be rejected. Failure to reject upon
receipt, however, does not relieve the contractor of liability for material
(nonconformity that substantial impairs value) latent or hidden defects
subsequently revealed when goods are put to use.
9.6.2 Acceptance of such goods may be revoked in accordance with the provisions of
the applicable commercial code, and the Contractor is liable for any resulting
expense incurred by the Purchasing Entity related to the preparation and shipping
of Product rejected and returned, or for which Acceptance is revoked.
9.7 Failure to Conform. If any services do not conform to contract requirements, the
Purchasing Entity may require the Contractor to perform the services again in conformity
with contract requirements, at no increase in Order amount. When defects cannot be
corrected by re-performance, the Purchasing Entity may require the Contractor to take
necessary action to ensure that future performance conforms to contract requirements
and reduce the contract price to reflect the reduced value of services performed.
9.8 Acceptance Testing. Purchasing Entity may establish a process, in keeping with industry
standards, to ascertain whether the Product meets the standard of performance or
specifications prior to Acceptance by the Purchasing Entity.
9.8.1 The Acceptance Testing period will be thirty (30) calendar days, unless otherwise
specified, starting from the day after the Product is delivered or, if installed by
Contractor, the day after the Product is installed and Contractor certifies that the
Product is ready for Acceptance Testing.
9.8.2 If the Product does not meet the standard of performance or specifications during
the initial period of Acceptance Testing, Purchasing Entity may, at its discretion,
continue Acceptance Testing on a day-to-day basis until the standard of
performance is met.
9.8.3 Upon rejection, the Contractor will have fifteen (15) calendar days to cure. If after
the cure period, the Product still has not met the standard of performance or
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 15
specifications, the Purchasing Entity may, at its option: (a) declare Contractor to be
in breach and terminate the Order; (b) demand replacement Product from
Contractor at no additional cost to Purchasing Entity; or, (c) continue the cure
period for an additional time period agreed upon by the Purchasing Entity and the
Contractor.
9.8.4 Contractor shall pay all costs related to the preparation and shipping of Product
returned pursuant to the section.
9.8.5 No Product will be deemed Accepted and no charges will be paid until the standard
of performance or specification is met.
X. Warranty
10.1 Applicability. Unless otherwise specified in the Master Agreement, Participating
Addendum, or ordering document, the terms of this Section X will apply.
10.2 The warranty period shall begin upon Acceptance of the Deliverables, and shall be for a
minimum of ninety (90) days for purchase, lease and rental Devices. This warranty shall
be extended to all Devices acquired under the Master Agreement, including
Remanufactured and/or Refurbished Devices.
10.3 Devices that are sold under the resulting Master Agreement will come with the standard
features as published on the Manufacturers website, and will not deviate from the stated
specifications.
10.4 Devices shall be in good working order, free from any defects in material and
workmanship, and fit for the ordinary purposes they are intended to serve.
10.5 If defects are identified, per mutual agreement of Contractor and the Purchasing Entity,
Contractor obligations shall be limited solely to the repair or replacement of Devices
proven to be defective upon inspection.
10.6 Replacement of Devices shall be on a like-for-like basis and shall be at no cost to the
Purchasing Entity.
10.7 Repair of defective parts and/or Devices shall be at no cost to the Purchasing Entity.
10.8 Upon significant failure of a Device, the warranty period shall commence again for a
minimum of ninety (90) days. Significant failure shall be determined by the Participating
State.
10.9 Contractor warranty obligations shall not apply if:
10.9.1 The Device is installed, wired, modified, altered, or serviced by anyone other than
Contractor and/or their Authorized Dealer;
10.9.2 If a defective or non-authorized Accessory, Supply, software, or part is attached
to, or used in the Device; and
10.9.3 The Device is relocated to any place where Contractor Services are not available.
10.10 Contractor agrees to perform its Services in a professional manner, consistent with
applicable industry standards.
10.11 It will be at the discretion of each Participating State or Entity to negotiate additional
warranty requirements with the Contractor.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 16
10.12 Lemon Clause
10.12.1 This clause shall apply to all Devices that are purchased, leased, or rented under
the ContractorÓs Master Agreement.
10.12.2 This clause shall not apply if Supplies are used in the Devices that were not
manufactured, provided, or authorized by the Contractor.
10.12.3 The application period is thirty-six (36) months from the date of Acceptance.
10.12.4 This clause shall take precedence over any other warranty or Services clauses
associated with the ContractorÓs Master Agreement, or as specified by a
Participating State or Entity in their Participating Addendum.
10.12.5 A Purchasing Entity must maintain an uninterrupted Maintenance Agreement on
all purchased Devices in order for this clause to apply past the initial ninety (90)
day warranty.
10.12.6 Any Device that fails (except due to operator error) to function in accordance with
the ManufacturerÓs published performance specifications, four (4) times in any
four (4) week period and/or is subject to recurring related problems, shall be
replaced with a new Device that meets or exceeds the requirements of the
original Device, at no cost to the Purchasing Entity.
10.13 Rights Reserved. The rights and remedies of the parties under this warranty are in
addition to any other rights and remedies of the parties provided by law or equity,
including, without limitation, actual damages, and, as applicable and awarded under the
law, to a prevailing party, reasonable attorneysÓ fees and costs.
XI. Product Title
11.1 Conveyance of Title. Contractor shall have exclusive title to the Devices being delivered
and the Devices shall be free and clear of all liens, encumbrances, and security interests.
Title to the Device shall only pass to the Purchasing Entity upon:
11.1.1 Purchasing Entity up-front purchase of the Device;
11.1.2 Purchasing Entity exercising the purchase option at the end of an FMV Lease;
11.1.3 Upon expiration of a Purchasing EntityÓs Capital Lease; or
11.1.4 Purchasing Entity has secured Third Party financing and payment is being made
directly to the Contractor by the Purchasing Entity.
11.2 Upon Acceptance by the Purchasing Entity, Contractor shall convey to Purchasing Entity
title to the Product free and clear of all liens, encumbrances, or other security interests.
11.3 Embedded Software. Transfer of title to the Product must include an irrevocable and
perpetual license to use any Embedded Software in the Product. If Purchasing Entity
subsequently transfers title of the Product to another entity, Purchasing Entity shall have
the right to transfer the license to use the Embedded Software with the transfer of Product
title. A subsequent transfer of this software license will be at no additional cost or charge
to either Purchasing Entity or Purchasing EntityÓs transferee.
11.4 License of Pre-Existing Intellectual Property. Contractor grants to the Purchasing
Entity a nonexclusive, perpetual, royalty-free, irrevocable, license to use, publish,
translate, reproduce, transfer with any sale of tangible media or Product, perform, display,
and dispose of the Intellectual Property, and its derivatives, used or delivered under this
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 17
Master Agreement, but not created under it (ÐPre-existing Intellectual PropertyÑ). The
Contractor shall be responsible for ensuring that this license is consistent with any third-
party rights in the Pre-existing Intellectual Property.
XII. Indemnification
12.1 General Indemnification. The Contractor shall defend, indemnify and hold harmless
NASPO, NASPO ValuePoint, the Lead State, Participating Entities, and Purchasing
Entities, along with their officers and employees, from and against third-party claims,
damages or causes of action including reasonable attorneysÓ fees and related costs for
any death, injury, or damage to tangible property arising from any act, error, or omission
of the Contractor, its employees or subcontractors or volunteers, at any tier, relating to
performance under this Master Agreement.
12.2 Intellectual Property Indemnification. The Contractor shall defend, indemnify and hold
harmless NASPO, NASPO ValuePoint, the Lead State, Participating Entities, Purchasing
Entities, along with their officers and employees ("Indemnified Party"), from and against
claims, damages or causes of action including reasonable attorneysÓ fees and related
costs arising out of the claim that the Product or its use infringes Intellectual Property
rights of another person or entity ("Intellectual Property Claim").
12.2.1 The ContractorÓs obligations under this section will not extend to any
combination of the Product with any other product, system or method, unless
the Product, system or method is:
12.2.1.1 provided by the Contractor or the ContractorÓs subsidiaries or
affiliates;
12.2.1.2 specified by the Contractor to work with the Product;
12.2.1.3 reasonably required to use the Product in its intended manner, and
the infringement could not have been avoided by substituting another
reasonably available product, system or method capable of
performing the same function; or;
12.2.1.4 reasonably expected to be used in combination with the Product,
system or method.
12.2.2 The Indemnified Party shall notify the Contractor within a reasonable time after
receiving notice of an Intellectual Property Claim. Even if the Indemnified Party
fails to provide reasonable notice, the Contractor shall not be relieved from its
obligations unless the Contractor can demonstrate that it was prejudiced in
defending the Intellectual Property Claim resulting in increased expenses or
loss to the Contractor. If the Contractor promptly and reasonably investigates
and defends any Intellectual Property Claim, it shall have control over the
defense and settlement of the Intellectual Property Claim. However, the
Indemnified Party must consent in writing for any money damages or
obligations for which it may be responsible.
12.2.3 The Indemnified Party shall furnish, at the ContractorÓs reasonable request and
expense, information and assistance necessary for such defense. If the
Contractor fails to vigorously pursue the defense or settlement of the Intellectual
Property Claim, the Indemnified Party may assume the defense or settlement
of the Intellectual Property Claim and the Contractor shall be liable for all costs
and expenses, including reasonable attorneysÓ fees and related costs, incurred
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 18
by the Indemnified Party in the pursuit of the Intellectual Property Claim.
12.2.4 Unless otherwise set forth herein, Section 12.2 is not subject to any limitations
of liability in this Master Agreement or in any other document executed in
conjunction with this Master Agreement.
XIII. Insurance
13.1 Unless otherwise agreed in a Participating Addendum, Contractor shall, during the term
of this Master Agreement, maintain in full force and effect, the insurance described in this
section. Contractor shall acquire such insurance from an insurance carrier or carriers
licensed to conduct business in each Participating EntityÓs state and having a rating of A-
, Class VII or better, in the most recently published edition of BestÓs Reports. Failure to
buy and maintain the required insurance may result in this Master AgreementÓs
termination or, at a Participating EntityÓs option; result in termination of its Participating
Addendum.
13.2 Coverage shall be written on an occurrence basis. The minimum acceptable limits shall
be as indicated below, with no deductible for each of the following categories:
13.2.1 Commercial General Liability covering premises operations, Independent
Contractors, Products and completed operations, blanket contractual liability,
personal injury (including death), advertising liability, and property damage, with
a limit of not less than $1 million per occurrence, $2 million general aggregate,
$2 million Products and completed operations aggregate and $50,000 and any
one fire. If any aggregate limit is reduced below $2,000,000 because of claims
made or paid, the Contractor shall immediately obtain additional insurance to
restore the full aggregate limit and furnish to the Participating Entity, a certificate
or other document satisfactory to the Participating Entity, showing compliance
with this provision.
13.2.2 Cyber Liability covering claims and losses with respect to network, internet
(Cloud) or other data disclosure risks (such as data breaches, releases of
Confidential Information, unauthorized access/use of information, and identity
theft) with minimum limits of not less than $1,000,000 per occurrence and
$2,000,000 aggregate.
13.2.3 Contractor must comply with any applicable State Workers Compensation or
Employers Liability Insurance requirements.
13.2.4 Automobile Liability covering any auto (including owned, hired and non-
owned), with a minimum limit of $1,000,000 each accident combined single
limit.
13.3 Contractor shall pay premiums on all insurance policies. Such policies shall also reference
this Master Agreement and shall have a condition that the insurer not revoke them until
thirty (30) calendar days after notice of intended revocation thereof shall have been given
to Purchasing Entity and Participating Entity by the Contractor.
13.4 Prior to commencement of performance, Contractor shall provide to the Lead State a
written endorsement to the ContractorÓs general liability insurance policy or other
documentary evidence acceptable to the Lead State that:
13.4.1 Names the Participating States identified in the Request for Proposal as
additional insuredÓs, and;
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13.4.2 Provides that the ContractorÓs liability insurance policy shall be primary, with
any liability insurance of any Participating State as secondary and
noncontributory. Unless otherwise agreed in any Participating Addendum, the
Participating EntityÓs rights and ContractorÓs obligations are the same as those
specified in the first sentence of this subsection. Before performance of any
Purchase Order issued after execution of a Participating Addendum authorizing
it, the Contractor shall provide to a Purchasing Entity or Participating Entity who
requests it the same information described in this subsection.
13.5 Contractor shall furnish to the Lead State, Participating Entity, and, on request, the
Purchasing Entity copies of certificates of all required insurance within seven (7) calendar
days of the execution of this Master Agreement, the execution of a Participating
Addendum, or the OrderÓs effective date and prior to performing any work. The insurance
certificate shall provide the following information: the name and address of the insured;
name, address, telephone number and signature of the authorized agent; name of the
insurance company (authorized to operate in all states); a description of coverage in
detailed standard terminology (including policy period, policy number, limits of liability,
exclusions and endorsements); and an acknowledgment of the requirement for notice of
cancellation. Copies of renewal certificates of all required insurance shall be furnished
within fifteen (15) days after any renewal date. These certificates of insurance must
expressly indicate compliance with each insurance requirement specified in this section.
Failure to provide evidence of coverage may, at sole option of the Lead State, or any
Participating Entity, result in this Master AgreementÓs termination or the termination of any
Participating Addendum.
13.6 Coverage and limits shall not limit ContractorÓs liability and obligations under this Master
Agreement, any Participating Addendum, or any Order.
13.7 Notice of Cancellation. Contractor shall pay premiums on all insurance policies.
Contractor shall provide notice to a Participating Entity who is a state within five (5)
business days after Contractor is first aware of expiration, cancellation or nonrenewal of
such policy or is first aware that cancellation is threatened or expiration, nonrenewal or
expiration otherwise may occur.
13.8 Participating Entities. Contractor shall provide to Participating States and Participating
Entities the same insurance obligations and documentation as those specified in Section
XIII, except the endorsement is provided to the applicable Participating State or
Participating Entity.
13.9 Furnishing of Certificates. Contractor shall furnish to the Lead State copies of
certificates of all required insurance in a form sufficient to show required coverage within
thirty (30) calendar days of the execution of this Master Agreement and prior to performing
any work. Copies of renewal certificates of all required insurance will be furnished within
thirty (30) days after any renewal date to the applicable state Participating Entity. Failure
to provide evidence of coverage may, at the sole option of the Lead State, or any
Participating Entity, result in this Master AgreementÓs termination or the termination of any
Participating Addendum.
13.10 Disclaimer. Insurance coverage and limits will not limit ContractorÓs liability and
obligations under this Master Agreement, any Participating Addendum, or any Purchase
Order.
XIV. General Provision
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14.1 Records Administration and Audit
14.1.1 The Contractor shall maintain books, records, documents, and other evidence
pertaining to this Master Agreement and Orders placed by Purchasing Entities
under it to the extent and in such detail as will adequately reflect performance
and administration of payments and fees. Contractor shall permit the Lead
State, a Participating Entity, a Purchasing Entity, the federal government
(including its grant awarding entities and the U.S. Comptroller General), and
any other duly authorized agent of a governmental agency, to audit, inspect,
examine, copy and/or transcribe Contractor's books, documents, papers and
records directly pertinent to this Master Agreement or orders placed by a
Purchasing Entity under it for the purpose of making audits, examinations,
excerpts, and transcriptions. This right will survive for a period of six (6) years
following termination of this Agreement or final payment for any order placed
by a Purchasing Entity against this Master Agreement, whichever is later, or
such longer period as is required by the Purchasing EntityÓs state statutes, to
assure compliance with the terms hereof or to evaluate performance hereunder.
14.1.2 Without limiting any other remedy available to any governmental entity, the
Contractor shall reimburse the applicable Lead State, Participating Entity, or
Purchasing Entity for any overpayments inconsistent with the terms of the
Master Agreement or Orders or underpayment of fees found as a result of the
examination of the ContractorÓs records.
14.1.3 The rights and obligations herein exist in addition to any quality assurance
obligation in the Master Agreement that requires the Contractor to self-audit
contract obligations and that permits the Lead State to review compliance with
those obligations.
14.2 Confidentiality, Non-Disclosure, and Injunctive Relief
14.2.1 Confidentiality. Contractor acknowledges that it and its employees or agents
may, in the course of providing a Product under this Master Agreement, be
exposed to or acquire information that is confidential to Purchasing Entity or
Purchasing EntityÓs clients.
14.2.1.1 Any and all information of any form that is marked as confidential or
would by its nature be deemed confidential obtained by Contractor or
its employees or agents in the performance of this Master
Agreement, including but not necessarily limited to (1) any
Purchasing EntityÓs records, (2) personnel records, and (3)
information concerning individuals, is confidential information of
Purchasing Entity (ÐConfidential InformationÑ).
14.2.1.2 Any reports or other documents or items (including software) that
result from the use of the Confidential Information by Contractor shall
be treated in the same manner as the Confidential Information.
14.2.1.3 Confidential Information does not include information that (1) is or
becomes (other than by disclosure by Contractor) publicly known; (2)
is furnished by Purchasing Entity to others without restrictions similar
to those imposed by this Master Agreement; (3) is rightfully in
ContractorÓs possession without the obligation of nondisclosure prior
to the time of its disclosure under this Master Agreement; (4) is
obtained from a source other than Purchasing Entity without the
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 21
obligation of confidentiality, (5) is disclosed with the written consent
of Purchasing Entity; or (6) is independently developed by
employees, agents or subcontractors of Contractor who can be
shown to have had no access to the Confidential Information.
14.2.2 Non-Disclosure. Contractor shall hold Confidential Information in confidence,
using at least the industry standard of confidentiality, and shall not copy,
reproduce, sell, assign, license, market, transfer or otherwise dispose of, give,
or disclose Confidential Information to third parties or use Confidential
Information for any purposes whatsoever other than what is necessary to the
performance of Orders placed under this Master Agreement.
14.2.2.1 Contractor shall advise each of its employees and agents of their
obligations to keep Confidential Information confidential. Contractor
shall use commercially reasonable efforts to assist Purchasing Entity
in identifying and preventing any unauthorized use or disclosure of
any Confidential Information.
14.2.2.2 Without limiting the generality of the foregoing, Contractor shall advise
Purchasing Entity, applicable Participating Entity, and the Lead State
immediately if Contractor learns or has reason to believe that any
person who has had access to Confidential Information has violated
or intends to violate the terms of this Master Agreement, and
Contractor shall at its expense cooperate with Purchasing Entity in
seeking injunctive or other equitable relief in the name of Purchasing
Entity or Contractor against any such person.
14.2.2.3 Except as directed by Purchasing Entity, Contractor will not at any
time during or after the term of this Master Agreement disclose,
directly or indirectly, any Confidential Information to any person,
except in accordance with this Master Agreement, and that upon
termination of this Master Agreement or at Purchasing EntityÓs
request, Contractor shall turn over to Purchasing Entity all documents,
papers, and other matter in Contractor's possession that embody
Confidential Information.
14.2.2.4 Notwithstanding the foregoing, Contractor may keep one copy of such
Confidential Information necessary for quality assurance, audits, and
evidence of the performance of this Master Agreement.
14.2.3 Injunctive Relief. Contractor acknowledges that ContractorÓs breach of Section
14.2 would cause irreparable injury to the Purchasing Entity that cannot be
inadequately compensated in monetary damages. Accordingly, Purchasing
Entity may seek and obtain injunctive relief against the breach or threatened
breach of the foregoing undertakings, in addition to any other legal remedies
that may be available. Contractor acknowledges and agrees that the covenants
contained herein are necessary for the protection of the legitimate business
interests of Purchasing Entity and are reasonable in scope and content.
14.2.4 Purchasing Entity Law. These provisions will be applicable only to extent they
are not in conflict with the applicable public disclosure laws of any Purchasing
Entity.
14.2.5 NASPO ValuePoint. The rights granted to Purchasing Entities and ContractorÓs
obligations under this section will also extend to NASPO ValuePointÓs
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 22
Confidential Information, including but not limited to Participating Addenda,
Orders or transaction data relating to Orders under this Master Agreement that
identify the entity/customer, Order dates, line-item descriptions and volumes,
and prices/rates. This provision does not apply to disclosure to the Lead State,
a Participating State, or any governmental entity exercising an audit, inspection,
or examination pursuant to this Master Agreement. To the extent permitted by
law, Contractor shall notify the Lead State of the identity of any entity seeking
access to the Confidential Information described in this subsection.
14.2.6 Public Information. This Master Agreement and all related documents are
subject to disclosure pursuant to the Lead StateÓs public information laws.
14.3 Assignment/Subcontracts
14.3.1 Contractor shall not assign, sell, transfer, subcontract or sublet rights, or
delegate responsibilities under this Master Agreement, in whole or in part,
without the prior written approval of the Lead State.
14.3.2 The Lead State reserves the right to assign any rights or duties, including
written assignment of contract administration duties, to NASPO ValuePoint and
other third parties.
14.4 Changes in Contractor Representation. The Contractor must, within ten (10) calendar
days, notify the Lead State in writing of any changes in the ContractorÓs key administrative
personnel managing the Master Agreement. The Lead State reserves the right to approve
or reject changes in key personnel, as identified in the ContractorÓs proposal. The
Contractor shall propose replacement key personnel having substantially equal or better
education, training, and experience as was possessed by the key person proposed and
evaluated in the ContractorÓs proposal.
14.5 Independent Contractor. Contractor is an independent contractor. Contractor has no
authorization, express or implied, to bind the Lead State, Participating States, other
Participating Entities, or Purchasing Entities to any agreements, settlements, liability or
understanding whatsoever, and shall not to hold itself out as agent except as expressly
set forth herein or as expressly set forth in an applicable Participating Addendum or Order.
14.6 Cancellation. Unless otherwise set forth herein, this Master Agreement may be canceled
by either party upon sixty (60) daysÓ written notice prior to the effective date of the
cancellation. Further, any Participating Entity may cancel its participation upon thirty (30)
daysÓ written notice, unless otherwise limited or stated in the Participating Addendum.
Cancellation may be in whole or in part. Any cancellation under this provision will not affect
the rights and obligations attending Orders outstanding at the time of cancellation,
including any right of a Purchasing Entity to indemnification by the Contractor, rights of
payment for Products delivered and accepted, rights attending any warranty or default in
performance in association with any Order, and requirements for records administration
and audit. Cancellation of the Master Agreement due to Contractor default may be
immediate.
14.7 Force Majeure. Neither party to this Master Agreement shall be held responsible for delay
or default caused by fire, riot, unusually severe weather, other acts of God, or acts of war
which are beyond that partyÓs reasonable control, pandemics, or epidemics that would
negatively impact supply chain distribution. The Lead State may terminate this Master
Agreement upon determining such delay or default will reasonably prevent successful
performance of the Master Agreement.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 23
14.8 Defaults and Remedies
14.8.1 The occurrence of any of the following events will be an event of default under
this Master Agreement:
14.8.1.1 Nonperformance of contractual requirements;
14.8.1.2 A material breach of any term or condition of this Master Agreement;
14.8.1.3 Any certification, representation or warranty by Contractor in
response to the solicitation or in this Master Agreement that proves
to be untrue or materially misleading;
14.8.1.4 Institution of proceedings under any bankruptcy, insolvency,
reorganization or similar law, by or against Contractor, or the
appointment of a receiver or similar officer for Contractor or any of its
property, which is not vacated or fully stayed within thirty (30)
calendar days after the institution or occurrence thereof; or
14.8.1.5 Any default specified in another section of this Master Agreement.
14.8.2 Upon the occurrence of an event of default, the Lead State shall issue a written
notice of default, identifying the nature of the default, and providing a period of
fifteen (15) calendar days in which Contractor shall have an opportunity to cure
the default. The Lead State shall not be required to provide advance written
notice or a cure period and may immediately terminate this Master Agreement
in whole or in part if the Lead State, in its sole discretion, determines that it is
reasonably necessary to preserve public safety or prevent immediate public
crisis. Time allowed for cure will not diminish or eliminate ContractorÓs liability
for damages, including liquidated damages to the extent provided for under this
Master Agreement.
14.8.3 If Contractor is afforded an opportunity to cure and fails to cure the default within
the period specified in the written notice of default, Contractor shall be in breach
of its obligations under this Master Agreement and the Lead State shall have
the right to exercise any or all of the following remedies:
14.8.3.1 Any remedy provided by law;
14.8.3.2 Termination of this Master Agreement and any related Contracts or
portions thereof;
14.8.3.3 Assessment of liquidated damages as provided in this Master
Agreement;
14.8.3.4 Suspension of Contractor from being able to respond to future bid
solicitations;
14.8.3.5 Suspension of ContractorÓs performance; and
14.8.3.6 Withholding of payment until the default is remedied.
14.8.4 Unless otherwise specified in the Participating Addendum, in the event of a
default under a Participating Addendum, a Participating Entity shall provide a
written notice of default as described in this section and shall have all of the
rights and remedies under this paragraph regarding its participation in the
Master Agreement, in addition to those set forth in its Participating Addendum.
Unless otherwise specified in an Order, a Purchasing Entity shall provide written
notice of default as described in this section and have all of the rights and
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 24
remedies under this paragraph and any applicable Participating Addendum with
respect to an Order placed by the Purchasing Entity. Nothing in these Master
Agreement Terms and Conditions will be construed to limit the rights and
remedies available to a Purchasing Entity under the applicable commercial
code.
14.9 Waiver of Breach. Failure of the Lead State, Participating Entity, or Purchasing Entity to
declare a default or enforce any rights and remedies will not operate as a waiver under
this Master Agreement, any Participating Addendum, or any Purchase Order. Any waiver
by the Lead State, Participating Entity, or Purchasing Entity must be in writing. Waiver by
the Lead State or Participating Entity of any default, right or remedy under this Master
Agreement or Participating Addendum, or by Purchasing Entity with respect to any
Purchase Order, or breach of any terms or requirements of this Master Agreement, a
Participating Addendum, or Purchase Order will not be construed or operate as a waiver
of any subsequent default or breach of such term or requirement, or of any other term or
requirement under this Master Agreement, any Participating Addendum, or any Purchase
Order.
14.10 Debarment. The Contractor certifies that neither it nor its principals are presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in public procurement or contracting by any governmental department
or agency. This certification represents a recurring certification made at the time any Order
is placed under this Master Agreement. If the Contractor cannot certify this statement,
attach a written explanation for review by the Lead State.
14.11 No Waiver of Sovereign Immunity
14.11.1 In no event will this Master Agreement, any Participating Addendum or any
contract or any Purchase Order issued thereunder, or any act of the Lead State,
a Participating Entity, or a Purchasing Entity be a waiver of any form of defense
or immunity, whether sovereign immunity, governmental immunity, immunity
based on the Eleventh Amendment to the Constitution of the United States or
otherwise, from any claim or from the jurisdiction of any court.
14.11.2 This section applies to a claim brought against the Participating Entities who
are states only to the extent Congress has appropriately abrogated the stateÓs
sovereign immunity and is not consent by the state to be sued in federal court.
This section is also not a waiver by the state of any form of immunity, including
but not limited to sovereign immunity and immunity based on the Eleventh
Amendment to the Constitution of the United States.
14.12 Governing Law and Venue
14.12.1 The laws of the Lead State shall govern the construction and effect of this
Master Agreement. Venue for any administrative or judicial action relating to
this Master Agreement shall be in the City and County of Denver, Colorado.
14.12.2 The construction and effect of any Participating Addendum or Order against this
Master Agreement shall be governed by and construed in accordance with the
laws of the Participating EntityÓs or Purchasing EntityÓs State.
14.12.3 If a claim is brought in a federal forum, then it must be brought and adjudicated
solely and exclusively within the United States District Court for (in decreasing
order of priority): The Lead State for claims relating to the procurement,
evaluation, award, or Contract performance or administration if the Lead State
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 25
is a party; the Participating State if a named party; the Participating Entity state
if a named party; or the Purchasing Entity state if a named party.
14.13 Assignment of Antitrust Rights. Contractor irrevocably assigns to a Participating Entity
who is a state any claim for relief or cause of action which the Contractor now has or which
may accrue to the Contractor in the future by reason of any violation of state or federal
antitrust laws (15 U.S.C. § 1-15 or a Participating EntityÓs state antitrust provisions), as
now in effect and as may be amended from time to time, in connection with any goods or
services provided in that state for the purpose of carrying out the Contractor's obligations
under this Master Agreement or Participating Addendum, including, at the Participating
Entity's option, the right to control any such litigation on such claim for relief or cause of
action.
14.14 Survivability. Unless otherwise explicitly set forth in a Participating Addendum or Order,
the terms of this Master Agreement as they apply to the Contractor, Participating Entities,
and Purchasing Entities, including but not limited to pricing and the reporting of sales and
payment of administrative fees to NASPO ValuePoint, shall survive expiration of this
Master Agreement and shall continue to apply to all Participating Addenda and Orders
until the expiration thereof.
RFP-NP-23-001, Multi-Function Devices and Related Software, Services and Cloud Solutions 26
Request for Proposals for
Multi-Function Devices andRelated Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentI
PROPOSED MODIFICATIONSTO SAMPLE MASTER AGREEMENT
The Lead State may, but is not obligated to, consider proposed modifications to Attachment H, Sample
Master Agreement.
Provisions of the Sample Master Agreement that are generally inapplicable to, incompatible with, or
unsuitable for the subject of this RFP should be brought to the attention of the Lead State using the
process described in this RFP for asking questions and will be addressed only at the sole discretion of the
Lead State.
Offeror-specific modificationsto the Sample Master !ŭƩĻĻƒĻƓƷ ƒğǤ ĬĻ ƦƩƚƦƚƭĻķğƭ ƦğƩƷ ƚŅ hŅŅĻƩƚƩƭ
proposal in this attachment but are strongly discouraged. The quantity, breadth, and nature of
ƒƚķźŅźĭğƷźƚƓƭ ƦƩƚƦƚƭĻķĬǤ hŅŅĻƩƚƩ ƒğǤ ĬĻ ĭƚƓƭźķĻƩĻķ źƓ ƷŷĻ \[Ļğķ {ƷğƷĻƭ ĻǝğƌǒğƷźƚƓ ƚŅ hŅŅĻƩƚƩƭ
proposal and of its risks, costs, and benefits to the Lead State and potential Participating Entities and
Purchasing Entities. Proposing excessive or overly restrictive modifications, or proposing modifications
ǒƦƚƓ Ǟŷźĭŷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ źƭ ĭƚƓķźƷźƚƓĻķͲ ƒğǤ ƩĻƭǒƌƷ źƓ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌ ĬĻźƓŭ ķĻĻƒĻķ ƓƚƓΏ
responsive.
hŅŅĻƩƚƩƭ tƩƚƦƚƭĻķ aƚķźŅźĭğƷźƚƓƭ͵(Check one of the below)
Offeror has no proposed modifications to Attachment H, Sample Master Agreement.
Offeror proposes the modifications set forth in the table below and Ǟźƌƌ ƭǒĬƒźƷ ǞźƷŷ hŅŅĻƩƚƩƭ
proposal a redlined copy of Attachment H, Sample Master Agreement incorporating each proposed
modification. Offeror understands, acknowledges, and agrees to comply with the following:
The following may not be considered by the Lead State:
o Any proposed modification not submitted in this attachment;
o Any proposed modification not accompanied by an explanation as required in this
attachment;
o Any proposed modification not reflected in redlined edits to the Sample Master
!ŭƩĻĻƒĻƓƷ ğƓķ ƭǒĬƒźƷƷĻķ ǞźƷŷ hŅŅĻƩƚƩƭ ƦƩƚƦƚƭğƌͳğƓķ
o Any proposed modification merely referencing another document or a URL.
Offerors may propose additional terms but must include them in this attachmentand must
clearly identify where any terms conflict with the Sample Master Agreement.
In the table below, Offeror must list the page number and Section of the Master Agreement
which contains the proposed redlines. In addition, Offeror must provide an explanation for
their proposed changes.
Page 1 of 2
Attachment I, PROPOSED MODIFICATIONSTO SAMPLE MASTER AGREEMENT
Request for Proposals for
Multi-Function Devices andRelated Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
Sample Master Sample Master
Agreement Agreement Reason forproposed changes
Page NumberSection Number
.
\[Add additionalrows as needed.\]
Page 2 of 2
Attachment I, PROPOSED MODIFICATIONSTO SAMPLE MASTER AGREEMENT
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
AttachmentJ
POTENTIAL PARTICIPATION
The states below have requested to be named in this RFPas potential participants in the resulting Master
Agreement(s). This list neither guarantees execution of a Participating Addendum by an Interested State nor
precludesexecution of a Participating Addendum by anystate or entity not identified as an Interested State.
Reported Estimated Annual Sample Participating Addendum
Interested States
VolumeTerms and Conditions
Colorado$14,650,000Not Included
California$8,157,272Page2
Connecticut$326,825Page 4
Florida$14,400,000Not Provided
Hawaii8,848,563Page5
IllinoisNot AvailablePage6
IowaNot ReportedNot Provided
Maine$2,362,406Not Provided
Massachusetts$41,215,713Page7
Minnesota$125,000Not Provided
Missouri$12,644,386Not Provided
Nevada$12,000,000Not Provided
New Jersey$39,085,304Page 8
New MexicoNot ReportedNot Provided
North Dakota$4,731,000Not Provided
South Dakota$3,000,000Not Provided
Vermont$25,000,000Page89
Washington$13,111,625Page910
Wisconsin$15,768,700Not Provided
TOTAL ESTIMATED ANNUAL VOLUME FROM INTERESTED STATES:$139,206,140 $178,291,444
The Estimated Annual Volume above aggregates usage estimates, self-reported by the Interested States, which
may be based on any factor considered relevant by each InterestedState, including historical usage and
anticipated future usage. No minimum or maximum level of sales volume is guaranteed or implied.
Some Interested States have also provided state-specific terms and conditions, included in this attachment,that
may apply to a Participating Addendum executed with an Offeror awarded a Master Agreement through this RFP.
These terms and conditions are being provided for informational purposes only and will not be incorporated into
the Master Agreement or addressed or negotiated by the Lead State. Participation and the terms and conditions
applicable to each Participating Entity will be determined by the Participating Entity following negotiation of a
Participating Addendum with a Contractor.
Page 1 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of California ÏAdditional Terms
Terms and conditions listed below will be incorporated and made a part of California
Participating Addenda. The State of California reserves the right to add additional terms and
conditions to individual Participating Addenda.
A.Terms
1)General Provisions ÎInformation Technology (GSPD-401IT) effective 06/21/2022.
This document can be viewed on the DGS Procurement Division website
(https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-
Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts).
2)Cloud Computing Software as a Service (SaaS) General Provisions effective
06/21/2022. This document can be viewed on the DGS Procurement Division
website(https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-
Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts).
3)Cloud Computing Special Provisions for Software as a Service (SaaS) effective
03/15/2018. This document can be viewed on the DGS Procurement Division
website(https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-
Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts).
B.Administrative Fee
1)Contractor is required to remit to DGS an administrative fee amount equal to 1.25%
of the sales for the quarterly reporting period less freight, taxes, returned products
and credits. (For example, if the net sales for the reporting quarter totals
$100,000.00, the incentive fee due to DGS would be $1,250.00.)
2)The administrative fee shall not be included as an adjustment to ContractorÓs NASPO
ValuePoint Master Agreement pricing.
3)The administrative fee shall not be invoiced or charged to the ordering agency.
4)Payment of the administrative fee is due irrespective of payment status from ordering
agencies.
5)Payment may be made in the form of an electronic payment using the LPA Payment
Portal website(https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-
Division-Services-List-Folder/Access-LPA-Payment-Portal) or by submitting a check
payable to the State of California, Department of General Services.
6)Administrative fee payments made by check must include the Participating
Page 2 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
Addendum Number on the check and be submitted to the following address:
Department of General Services
Procurement Division
Attn: MAPS Payment Processing
707 Third Street, 2nd Floor
West Sacramento, CA 95605
7)Administrative fee payments are due for each quarter as follows:
Reporting PeriodDue Date
January 1 to March 31April 30
April 1 to June 30July 31
July 1 to September 30October 31
October 1 to December 31January 31
8)Failure to meet administrative fee requirements and submit fees on a timely basis
shall constitute grounds for suspension of the Participating Addendum.
Page 3 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Connecticut ÏParticipating Addendum
Participating
Addendum for NASP
O
Page 4 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Hawaii ÏParticipating Addendum
Hawaii AG T&C.pdfHawaii PA
Template.pdf
Page 5 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Illinois ÏSpecific Terms and Conditions
Cooperative Participation
1.This participating agreement executed by the State of Illinois may be designated as available to all or certain
governmental units and/or qualifying not for profit agĻƓĭźĻƭ͵ ͻDƚǝĻƩƓƒĻƓƷğƌ ǒƓźƷͼ ƒĻğƓƭ {ƷğƷĻ ƚŅ LƌƌźƓƚźƭͲ
any State agency as defined in Section 1-15.100 of the Illinois Procurement Code (30 ILCS 500/), officers of
the State of Illinois, any public authority which has the power to tax, or any other public entity created by
statute. 30ILCS 525/.
2.In no event will the total term of any participating agreement, including the initial term and any extensions
or amendments, exceed ten (10) years.
3.This participating agreement and all related public records maintained by, provided to, or required to be
provided to the State, are subject to the Illinois Freedom of Information Act notwithstanding any provision
to the contrary that may be found in this contract. 5 ILCS 140.
4.Any participating agreement executed by the State of Illinois is contingent upon and subject to the
availability of funds. The State of Illinois, at its sole option, may terminate or suspend any participating
agreement, in whole or in part, without penaltyor further payment being required, if (1) the Illinois General
Assembly or the Federal funding source fails to make an appropriation sufficient to pay such obligation, or if
funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor of Illinois decreases the
!ŭĻƓĭǤƭ ŅǒƓķźƓŭ ĬǤ ƩĻƭĻƩǝźƓŭ ƭƚƒĻ ƚƩ ğƌƌ ƚŅ ƷŷĻ !ŭĻƓĭǤƭ ğƦƦƩƚƦƩźğƷźƚƓΛƭΜ ƦǒƩƭǒğƓƷ Ʒƚ ƦƚǞĻƩ ķĻƌĻŭğƷĻķ Ʒƚ
the Governor by the Illinois General Assembly, that a reduction is necessary or advisable based upon actual
or projected budgetary considerations. Vendor will be notified in writing of the failure of appropriation or of
a reduction or decrease.
5.Any claim against any State of Illinois, any State of Illinois agency as defined in Section 1-15.100 of the Illinois
Procurement Code (30 ILCS 500/), or officers of the State of Illinois arising out of any participating
agreement must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505/1. Payments, including
late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when
ğƦƦƌźĭğĬƌĻ͵ ЌЉ L\[/{ ЎЍЉͳ АЍ Lƌƌ͵ !ķƒ͵ /ƚķĻ ВЉЉ͵ ŷźƭ ƭŷğƌƌ ĬĻ ĻƓķƚƩƭ ƭƚƌĻ ƩĻƒĻķǤ ŅƚƩ ƌğƷĻ ƦğǤƒĻƓƷƭ ĬǤ ƷŷĻ
{ƷğƷĻ ƚŅ LƌƌźƓƚźƭ͵ tğǤƒĻƓƷ ƷĻƩƒƭ ĭƚƓƷğźƓĻķ źƓ ĻƓķƚƩƭ źƓǝƚźĭĻƭ ƭŷğƌƌ ŷğǝĻ Ɠƚ ŅƚƩĭĻ ƚƩ ĻŅŅĻĭƷ͵ ŷĻ {ƷğƷĻ ƚŅ
Illinois shall not enter into binding arbitration to resolve any dispute arising out of any participating
agreement. The State of Illinois does not waive sovereign immunity.
6.LƌƌźƓƚźƭ ƒğǤ ŅǒƩƷŷĻƩ ĻǝğƌǒğƷĻ ƷŷĻ ƌĻğķ ĻƓƷźƷǤƭ ğǞğƩķĻķ ĭƚƓƷƩğĭƷƭ Ʒƚ ƒğƉĻ ĬĻƭƷ ǝğƌǒĻ ķĻƷĻƩƒźƓğƷźƚƓƭ͵
7.Registration in the Illinois Procurement Gateway is required before a participating agreement with the State
of Illinois may be executed. For information on registration, please visit www.ipg.vendorreg.com.
8.Registration in BidBuy is required before a contract with the State of Illinois can be executed. For
information on registration, please see the BidBuy Vendor Registration Manual.
9.Any vendor with a participating agreement may be required to meet an Illinois Business Enterprise Program
goal (30 ILCS 575/).
10.Any vendor with a participating agreement may be required to meet a contracting goal with Illinois small
businesses (30 ILCS 500/45-90).
State of Illinois Chief Procurement Office General Services
Unified Procurement Program (UPP) 1
Illinois Specific Terms and Conditions for Cooperative Participations v.21.1
Page 6 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Massachusetts ÏParticipating Addendum
ITC80 Participating
Addendum -Massachu
Page 7 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of New Jersey ÏStandard Terms and Conditions
State of New Jersey
Standard Terms and
C
Page 8 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Vermont ÏTerms and Conditions
Vermont - Terms and
Conditions.pdf
Page 9 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devicesand Related Software, Servicesand Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
_________________________________________________________________________________________________________________
State of Washington ÏParticipating Addendum
Washington NASPO
PA Template.docx
Page 10 of 10
Attachment J, POTENTIAL PARTICIPATION
Request for Proposals for
Multi-Function Devices and Related Software, Services and Cloud Solutions
Issued by the State of Colorado
Solicitation Number: RFP-NP-23-001
Attachment K
PROPOSAL CHECKLIST
DOCUMENT HARD COPYSUBMISSION
Completed (indicate
Folder1: Administrative Documents
with or ÐN/AÑ)
Section 1.1 Proposal Checklist (Attachment K)
Section 1.2 Claim of Business Confidentiality (Attachment D)
Offeror Information, Acknowledgements, and Certifications
Section 1.3
(Attachment E)
W-9 Request for Taxpayer Identification Numberand Certification
Section 1.4
(Attachment E-1)
Section 1.5 Redlinedcopy of Sample Master Agreement (Attachment H)
Proposed Modifications to Sample Master Agreement
Section 1.6
(Attachment I)
Folder 2: Technical Response
Section 2.1 Technical Response Worksheet (Attachment F)
Section 2.2 Technical Response Exhibits:
Sample Dealer Training Plan or Information Sheet
Sample Report of SLA Data
Copy of OrganizationÓs SLA
Copy of OrganizationÓs Data Breach Plan
Folder 3: Cost Response
Section 3.1 Group A Price List (Attachment G-1)
Section 3.2 Group B Price List (Attachment G-2)
Section 3.3 Group C Price List (Attachment G-3)
Section 3.4 Group D Price List (Attachment G-4)
Section 3.5 Group E Price List (Attachment G-5)
Section 3.6 Group F Price List (Attachment G-6)
Section 3.7 MPS Price List (Attachment G-7)
Folder 4: Supplemental Documents
Folder 5: Copy of Redacted Proposal (if applicable)
Page 1 of 1
Attachment K,PROPOSAL CHECKLIST
AUTHORIZED DEALERS BY STATE
MULTI-FUNCTION DEVICES AND RELATED SOFTWARE, SERVICES AND SOLUTIONS
RFP-NP-23-001
VENDOR NAME:
Dealer Representation (put an "x"
StatesNumber of Dealers
if yes)
Alabama
Alaska
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
Washington DC
West Virginia
Wisconsin
Wyoming
Total00
Canon U.S.A., Inc.
Marathon Airport 60 month Lease
11-1-2025 thr 10-31-2030
lease per month167.81
12
annual lease2,013.72
5
5 year lease total10,068.60
est'd annual B&W150.00
5
5 year est'd B&W total750.00
est'd annual Color1,250.00
5
5 year est'd Color total6,250.00
annual lease2,013.72
est'd annual B&W150.00
est'd annual Color1,250.00
Estimated FY26 total3,413.72
5 year lease total10,068.60
5 year est'd B&W total750.00
5 year est'd Color total6,250.00
5 year est'd total17,068.60
copies worksheet
copies:BWColorBWColor
countcount0.0125$ $ 0.0768
July.25105565713.1950.46
June965115112.0688.40
May26111713.2689.93
April3479194.3470.58
March4067895.0860.60
February3807564.7558.06
January.251139160814.24123.49
December3336934.1653.22
November1128138814.10106.60
September62111247.7686.32
August.2471715788.96121.19
est'd copies7,35211,83491.90908.85
est'd annual91.90908.85