WSCA/NASPO Contract For Managed Print Services

What is Managed Print Services (MPS) MPS is a service - not a lease or buying agreement! MPS will assist you in measuring, managing and optimizing your print cost and environment. MPS is a copier, fax, and printer fleet management service. MPS is a equipment service and supply management service. MPS is “green” - reducing un-wanted/needed copies and over purchasing of supplies.

Pre Procurement A survey was sent out nationwide to determine interest in a procurement for MPS. The Directors approved the survey results with New Mexico as the lead state. A Sourcing team was solicited and developed to include: Gerrie Becker, New Mexico Ted Fosket, Alaska Shannon Berry, Nevada Neva Peckham, Washington Debra Gunderson, Utah

Pre-Procurement The Sourcing Team met with Industry leaders 10/2011 in Albuquerque to determine what the market had to offer and educate the Sourcing Team prior to developing the RFP.

Pre-Procurement Draft RFP was released to all States Intent-to-participate forms were received from the following: Alaska Nevada Hawaii New Mexico Louisiana South Dakota Minnesota Utah Mississippi Washington Montana

Procurement Process Compliant with New Mexico Procurement Code RFP released March 9, 2012 Pre-Proposal Conference held April 4, 2012 RFP closed May 18, 2012

Solicitation Outcome Thirteen Responses Received. Four Responses Deemed Non-Responsive And Were Not Scored. Sourcing Team Individually Scored And Then Meet In Albuquerque To Attend Oral Presentations And Complete The Evaluation Process. Three Additional Responses Were Deemed Non-Responsive By The Sourcing Team For Information Provided In BAFO’s. Contracts Awarded to Six Highest Scoring Offerors.

Evaluation Criteria Pricing 30% Technical 70% No Cost Preliminary Assessment, Development Process, Implementation Strategy and Account Management. References. Organizational Experience, Security Options And Staff Experience. Service Level Agreement and Oral Presentations .

Scoring for Awarded Results Vendor Cost Points Technical Points Total Points Toshiba 275 591.25 866.25 Lexmark 214.23 606.26 820.49 Xerox 214.09 599 813.09 Ricoh 161.8 612 773.8 Hewlett-Packard 172.48 589.75 762.23 Canon 157.03 558.76 715.79

Contract Overview Contract Awarded to six vendors: Toshiba, Xerox, Ricoh, Hewlett-Packard, Lexmark and Canon, Contract Start Date: November 1, 2012 Initial Term: 11/1/12 through 8/31/14: Renewal Options: Two (2) additional 24-month terms. Maximum Contract Term: through 8/31/18

Participating Addendums Through the Participating Addendum, states may: Select Contractors. Include their own State Administrative Fee (if applicable). Include required (unique) terms and conditions. Identify options for political subdivisions. Request state-specific reporting or other requirements.

Eligibility Process In all cases each STATE CHIEF PROCUREMENT OFFICIAL will have the final say on what entities can and cannot participate within a state. The WNCDT (WSCA/NASPO Cooperative Development Team) will contact State Chief Procurement Officials directly to start process (expect emails from wncoopdt@gmail.com). All 50 states and DC have executed the NASPO Cooperative MOA, and are eligible to use any WSCA or NASPO cooperative contract.

Participation Levels Participation at different levels: State signs a Participating Addendum for entire state and its cooperative purchasing organization. Every legally eligible entity in the state can use State signs a Participating Addendum ONLY for non state entities Every legally eligible entity that is not a STATE agency can use State does not sign a Participating Addendum Every political subdivision PA within that state must be approved by the state chief procurement official Sometimes individually Sometimes by entity

Participation Process If a state determine that they will not enter into a state-level participating addendum, the WNCDT would like to understand how you want to proceed if other governmental or potentially eligible entities want to participate, especially for non-profit entities (501(c)(3)). The WNCDT will process questions from potentially eligible entities for you, unless you tell us to do something else. The following process will be used when other states or entities wish to participate.

Participation Process - Details How do we get people signed up? 1. Email request from entity (can be through contract providers) as long as these details are included: contact individual’s name, full name of entity, phone number, email address, physical address. 2. WNCDT emails state director and request authorization for participation. 3. WNCDT emails both contract providers and entity with authorization to proceed to complete the participating addendum. 4. Entity completes contract provider’s draft participating addendum (from the WNCDT), negotiates, signs and forwards to contract providers point of contact [this can be done by scanning signed documents if permitted by the entity]

Details Continued 5. Contract providers point of contact signs participating addendum and forwards to WNCDT at wncoopdt@gmail.com. 6. WNCDT will annotate on participating addendum state authorization, create a PDF file of the participating addendum and the state authorization. 7. WNCDT will forward copies of the PDF file to entity, contract providers point of contact and the entity. *Steps 6 and 7 in one working day.

Then What? Participating addendum will be posted on WSCA/NASPO websites. This is done to provide easy, direct access for your agencies, political subdivisions and other entities eligible to participate under your authority. Contract Providers are to create and maintain state specific landing pages from their main contract landing page

For assistance with participating addendums please contact: Paul Stembler, WSCA/NASPO Cooperative Development Coordinator (pstembler@amrms.com) We use wncoopdt@gmail.com to keep traffic about these contracts concentrated in one location.

How does MPS work? A vendor will provide a no cost preliminary assessment of your fleet environment and make recommendations to your organization along with a cost proposal. We have six vendors on contract and we recommend you get a multiple of assessments before determining which vendor to choose. Each deployment will have a different environment, so this step is crucial to making an informed determination. MPS is not an overnight fix. You might have a several phased approach to implement the total plan. It is highly recommended you get executive support as this could be a big business process change in your environment. PEOPLE DO NOT LIKE CHANGE.

ANY QUESTIONS?

Managed Print Services Contract Administrator Gerrie Becker State of New Mexico Department of Workforce Solutions 401 Broadway NE Albuquerque, NM 87102 Gerrie.becker@state.nm.us 505-841-8618 (office) New Mexico State Contract No. 20-000-00-00040C (Toshiba) New Mexico State Contract No. 20-000-00-00040B (Canon) New Mexico State Contract No. 20-000-00-00040E (Lexmark) New Mexico State Contract No. 20-000-00-00040F (Hewlett-Packard) New Mexico State Contract No. 20-000-00-00040A (Ricoh) New Mexico State Contract No. 20-000-00-00040D (Xerox)