1. Managed Print Services
Lead State New Mexico
State Purchasing Division
General Services Department
Hi, my name is Teri Arevalo and today we will be going over the Managed Print Services (MPS) procurement, which New Mexico, General Services Department, State Purchasing Division lead. This is New Mexico’s second time leading this specific procurement.

2. Sourcing Team
Alaska Nevada Linda Polk Shannon Berry New Mexico Washington Debra Saiz Neva Peckham Teri Arevalo Breann Aggers Tim Hay, NASPO ValuePoint
The sourcing team included: Linda Polk representing the State of Alaska, Shannon Berry (during this procurement process she represented the State of Nevada) and most of you probably already know Shannon has joined the NASPO ValuePoint team. Neva Peckham and Breann Aggers representing the State of Washington and Debra Saiz and myself Teri Arevalo representing the State of New Mexico. Our NASPO ValuePoint coordinator, Tim Hay.

3. Purpose
Manage printing equipment, supplies, services and the overall management of the printer fleet;
Multi-vendor support and maintenance; and
Equipment may be placed by contractor but must be removed at the end of the individual MPS engagement.
Exclusions:
Leasing, renting or purchasing of equipment is not allowed from the contractors throughout the term of this contract.
The purpose of the Managed Print Services is to manage printing equipment, supplies, services and overall management of the printer fleet and provide multi-vendor support and maintenance.
Placement of equipment may occur during the term of this contract however the contractor shall not charge for the cost of equipment, only the cost for MPS are allowed. The contractor is responsible for removal of placed equipment at the end of the individual MPS engagement. The information regarding placement of equipment can be found in the Master Agreement and in Amendment #3 of the RFP.
There are exclusions in this procurement and are listed in awarded Master Agreements. Those exclusions are as follows: leasing, renting or purchasing of equipment is not allowed from the contractors throughout the term of this contract.

4. MPS Base Service Components
Scope of Services
There are three components that make up the scope of services listed within the MPS Awards: MPS base service, click charges and value added services.
All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.
MPS Base Service Components
Consulting & Project Management
Assessments
Monitor and Manage Procuring Agency’s Fleet
SLA, Reporting and Invoicing
Software
Device management software
Discovery and design software
Security Services
Device hard drive security
Implementation
Training
Change Management Plan
Helpdesk/Customer Service
There are three main components that make up the scope of services listed within the MPS Awards: MPS base service, click charges and valued added services. The value added services do not have to be procured.
All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.
The base components are listed on this slide which I will highlight for your today but can be found in more detail in the Master Agreements and Amendment 3 of the RFP.
Consulting and Project Management
Consulting and project management services are considered services that help organizations improve their print performance, development of plans and schedules for improvement, change management, technology implementation, and strategy development.
Assessments – which includes an initial no cost assessment.
An Initial Assessment does not guarantee the awarded contractors a procuring agency/entity contract. This no cost assessment may occur as a part of a contractor’s offer for Managed Print Services, or may occur after contract award.
Monitor and Manage Procuring Agency’s Fleet
This component includes : On-going Assessment: Contractors must provide a regular On-going Assessment to evaluate the procuring agency’s identified objectives outlined in the initial assessment. The On-going Assessment shall include but not limited to continuous process improvement, and business reviews such as; device utilization, fleet performance, cost saving opportunities, department/site usage, green spend, consumables monitoring report, remote management, service level agreement monitoring and etc. The frequency of the On-going Assessment will be either on a quarterly or semi-annual basis and will be identified in the Participating Addendums.
Service level agreements, reporting and invoicing
At a minimum, the following reports will be required:
ensure SLA compliance and support;
device performance;
device inventory detail;
helpdesk call-log detail;
incident detail per device;
meter volume metric;
consumable spend and detail;
line item billing detail;
total output of each device
Additional reporting maybe required and addressed at the Procuring Agency level.
Software
Device management software to monitor and manage the print devices in an environment on-site and remotely;
Discovery and design software to analyze and plan for the change required in implementing MPS;
Security Services such as; intrusion detection, devise security integration, and many others services.
Implementation
Typical implementation plan to include how analysis, assessment, and planning come together for delivery of recommended solution to meet the Procuring Agency’s goals.
Training
Targeted, web based, on-site, one-on-one, etc. for Initial and On-Going training.
Change Management Plan
Include Move/Add/Change to accurately monitor the managed environment. Remember MPS is not intended to be static so change will occur.
Helpdesk/Customer Service
Adequate service representatives will be available during the Procuring Agency’s regular business hours.
Addressing and resolving customer problems, complaints, and issues, expected response time after initial contact to the help desk, timelines and escalation measures to resolution.
Again, more detail can be found in the Master Agreements and Amendment 3 of the RFP.

5. Scope of Services continued
Click Charges
Prices quoted above must be Original Equipment Manufacturer (OEM) supplies. Procuring agency may choose to use compatible supplies at a lower cost.
Click Charges Cost Form
Device Type 
Pages per minute
0 - 30
151+
Single Function Mono $
Single Function Color
Multi-Function Mono
Multi-Function Color
Scope of Services continue with the second component of MPS - Click charges.
Click charges are set up by pages per minute and by device type. Prices quoted by the contractor are Original Equipment Manufacturer (OEM) supplies. Procuring agency may choose to use compatible supplies at a lower cost.

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

7. RFP Process Release date: August 7, 2015
Pre-proposal conference: August 24, 2015
RFP Amendments: Four
Closing date: October 14, 2015
Proposals received: Nine
Master Agreements: Three awarded*
Contract Term: April 15, 2016 – April 14, 2017, three (3) additional one (1) year term, not to exceed four (4) years total.
The RFP was released August 7, 2015
and a Pre-proposal conference was held August 24, 2015
RFP Amendments: Four (two amendments were required to add Participating States their terms and conditions)
Closing date for the RFP was October 14, 2015
We received nine proposal responses
Master Agreements: Three awarded*
Contract Term: April 15, 2016 – April 14, 2017, three (3) additional one (1) year term, not to exceed four (4) years total.
Three are currently awarded but NM is still negotiating with the forth recommended Offeror.

8. Evaluation Criteria Factors correspond to Section 6 and Attachment E
Points Available
Signed Campaign Contribution Disclosure Form (Attachment E.8)
Pass/Fail
Signed Letter of Transmittal (Attachment E.9)
Offeror Profile (Section )
Factors correspond to Section 6.7 and 6.8
6.7 Business Requirements
(20 possible total points)
Manage Services 10
Customer Service 5
Data Security 2
Financial Stability 3
6.8 Technical Requirements
(50 possible total points)
Scope of Work 50
7.1 & Attachment C - Cost
(30 possible total points)
TOTAL
100 points
The Evaluation Criteria
New Mexico has two mandatory documents that are included in all RFPs: signed campaign contribution disclosure form and the letter of transmittal. These are pass/fail.
The sourcing team created the third mandatory document, Offeror Profile which was Pass/Fail.
The scoreable requirements has a totaled of100 possible points. The first - Business Requirements which included Manage Services, Customer Service, Data Security and Financial Stability. In total these were worth a total of 20 point. The slide shows the possible points for each sub-requirement under the Business Requirements.
The second – Technical Requirements. This listed the Scope of work which was outlined earlier in this presentation and can be found in the Master Agreements and in Amendment #3 of the RFP. The possible points available for Technical Requirements were 50 points.
NM highly recommends 30% for Cost. Cost of course being the third and final scoreable requirement.
For more details regarding the Evaluation Criteria, please see the Original RFP, Section 5.4.

9. RFP Mandatory Specifications
Evaluation Results
RFP Evaluation Scoring Summary
RFP Mandatory Specifications
Points Available
Konica Minolta
Lexmark
POA
Ricoh
Manage Services 10
8.25
7.75
8.75
Customer Service 5
4.25
3.5
3.75
Data Security 2 1
Financial Stability 3
2.75
Scope of Work (50pts total)
Consulting & Project Management 6
4.75
5.25
Assessments
4.5 4
Monitor and Manage Procuring Agency’s Fleet
SLA, Reporting and Invoicing
Software 8
7.5
6.25
6.75
Device management software
Discovery and design software
Security Services
Device hard drive security
Implementation
5.5
Training
2.5
1.5
Change Management Plan
Helpdesk/Customer Service
3.25
Technical Total 70
60.75
53.25 53
52.5
Cost 30
0.19
0.07
1.25
0.13
Total Points
100
60.94
53.32
54.25
52.63
The Evaluation Results.
Listed in this table is the Evaluation Scoring Summary for the recommended contractors. As stated before, three of the four recommended contractors have been awarded and since negotiations are still occurring, the fourth recommended contractor is blacked out.

10. Evaluation Results Continued
All Offerors were afforded the opportunity to clarify their cost response.
Two (2) proposals were found non-responsive.
All Offerors were afforded the opportunity to clarify their cost response.
Two (2) proposals were found non-responsive. Of those two Offerors, one stated they could not provide an updated response without being afforded the opportunity to clarify their cost response. The second Offeror was deemed non-response because they could only provide the higher end devices in the value added services.

11. Contracts Awarded
Master Agreements were awarded on April 15, 2016 to three of the four recommended Offerors. The last Master Agreement was awarded to the fourth recommended Offeror on May 20, 2016.
Contract #
Contractor
Contact
Address
Phone Number AA
Konica Minolta Business Solutions U.S.A., Inc.
Kimberly B. Talbot
1595 Spring Hill Road, Suite 410 Vienna, VA
(703) AB
Lexmark International, Inc.
Zachary Jones
740 West New Circle Rd Lexington, KY
(760) AC
Pacific Office Automation
Jeffrey Simon
14747 NW Greenbrier Pkwy Beaverton, Oregon 97006
(503) AD
Ricoh USA, Inc.
Bart Lemmon
70 Valley Stream Parkway
Lalvern, PA
(800)
Master Agreements were awarded on April 15, 2016 to three of the four recommended Offerors.
AA Konica Minolta Business Solutions U.S.A., Inc. Kimberly B. Talbot 1595 Spring Hill Road, Suite 410 Vienna, VA (703)
AB Lexmark International, Inc. Zachary Jones 740 West New Circle Rd Lexington, KY (760)
AC Pacific Office Automation Jeffrey Simon NW Greenbrier Pkwy Beaverton, Oregon (503)

12. Changes from Previous Contracts
In the previous contracts there weren’t specific components for MPS
The cost structure was cost per copy
New Contract
Identified common services in MPS for a monthly structured fee
Cost per copy
Value Added Services
Previous Contract
In the previous contracts there weren’t specific components for MPS
The cost structure was cost per copy
This structure made it difficult to determine what services where allowed to be procured.
New Contract
Identified common services in MPS for a monthly structured fee
Cost per copy
Value added services vary and con be found in each contractors Master Agreements.

13. Getting Started Select a Contractor.
Complete Participating Addendum Process.
Contractor will work with each state/procuring entity to establish the required MPS services and costs at or below the awarded costs.
Contractor can not provide leasing, renting or purchasing equipment is not allowed throughout the term of this contract.
All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.
Getting Started.
Select a Contractor.
Complete Participating Addendum Process.
Contractor will work with each state/procuring entity to establish the required MPS services and costs at or below the awarded costs.
All services included in the base components are not to exceed maximum monthly base rate; however, base rates may be negotiated at a lower rate based on MPS base components requested.
Contractor can not provide leasing, renting or purchasing equipment is not allowed throughout the term of this contract.
An initial no cost assessment.

14. Getting Started Continued
Become familiar with the definitions, i.e. click charges, maintenance and support, owned equipment, placed equipment, etc. (Amendment 4.)
Contractor may place equipment and will cover their cost of the equipment through the monthly click charge and the MPS service through the MPS Base Monthly Charge. The Participating Entity will be able to use the equipment during the MPS engagement but will not own, lease or rent the equipment. The contractor will remove the placed equipment at the end of the MPS engagement.
An initial no cost assessment.
Become familiar with the definitions, i.e. click charges, maintenance and support, owned equipment, placed equipment, etc. (Amendment 4.) We tried to assist and guide the procuring entities the best we could with the definitions and what is allowed within them. Such as:
Contractor may place equipment and will cover their cost of the equipment through the monthly click charge and the MPS service through the MPS Base Monthly Charge. The Participating Entity will be able to use the equipment during the MPS engagement but will not own, lease or rent the equipment. The contractor will remove the placed equipment at the end of the MPS engagement.
An initial no cost assessment.

15. Questions?
Contract Lead: Teri Arevalo State of New Mexico State Purchasing Division (505)
Questions?
If there are no further questions, I will turn it over to Tim.

16. Participating Addendum Process

17. PA Process
All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement 17

18. Opportunities for Participation
Three Options for Participation
State signs a Participating Addenda for entire state
Every legally eligible entity in the state can participate
State signs a Participating Addenda for non state entities
Every legally eligible entity that is not a STATE agency can participate
State does not sign a Participating Addenda
Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum.
Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums. 18

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

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

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

22. PA Process Flow Chart

23. Things to Remember
Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio.
Executed Participating Addendum will be maintained on and in a repository.
Participating states and entities will be identified on the map of the USA on each Master Agreement page on
The Lead State and NASPO ValuePoint do not get involved with negotiations.
Only submit completed and negotiated PA’s with signatures from both parties.
Submit completed PA’s in PDF Format 23

24. Thank You
Please let NASPO ValuePoint know if we can be of any assistance:
*Tim Hay, NASPO ValuePoint Cooperative Development Coordinator (503)
* NASPO ValuePoint Point of Contact for these Master Agreements. 24